1. ProjectWise (PW) Digital Contract Plans, Specifications, & Supplemental Documents

2. Bruce Bourgoin, P.E. - Transportation Supervising Engineer Julie Annino - Transportation Engineer III Mathew Calkins - Transportation Engineer II Presenters

3. Learning Outcomes Define ProjectWise and its Uses Find and Apply Basic ProjectWise Functions Know How to Request a PW Project Container Apply Digital Project Procedures Define ProjectWise and its Uses Find and Apply Basic ProjectWise Functions Know How to Request a PW Project Container Apply Digital Project Procedures

4. Why do I need to Know? Implementing - Phase I of Digital Projects Scope: Plans Specification Supplemental Documents ProjectWise Implementing - Phase I of Digital Projects Scope: Plans Specification Supplemental Documents ProjectWise

5. Phase I FDP Dates later than 5/1/2011: Plans –Published in PDF (Not Mylar) –Digitally signed –Submit & stored in PW Specification –Word (.doc) format –Submit & stored in PW Supplemental Documents –Estimates, Time Charts, etc. PDF format Submit & stored in PW FDP Dates later than 5/1/2011: Plans –Published in PDF (Not Mylar) –Digitally signed –Submit & stored in PW Specification –Word (.doc) format –Submit & stored in PW Supplemental Documents –Estimates, Time Charts, etc. PDF format Submit & stored in PW

6. Scope

7. Upload Notification All other business is as usual –Paper Copies –Communication Memos Emails Etc. All other business is as usual –Paper Copies –Communication Memos Emails Etc.

8. How Did We Get Here? Governor Rell’s Executive Order #3 –AASHTO TRNS*PORT Governor Rell’s Executive Directive #3 Pilot Projects Governor Rell’s Executive Order #3 –AASHTO TRNS*PORT Governor Rell’s Executive Directive #3 Pilot Projects

9. Projects PROJECT NO.PROJECT DESCRIPTIONSHEET COUNTEstimated Con. COST 63-643 & 93-180Contract 3 Busway1700 $ 175,000,000 88-178 & 93-166Contract 2 Busway515 $ 50,000,000 138-221Moses Wheeler Superstructure560 $ 225,000,000 138-232Moses Wheeler Sub-Structure157 $ 47,000,000 92-531 & 92-622 & 92-627Contract E3000 $ 350,000,000 92-532Contract B1800 $ 417,000,000 92-619Contract E21150 $ 95,000,000 300-139Independent Wheel True Facility600 $ 25,000,000 301-106Component Change out Shop New Haven Rail Yard650 $ 125,000,000 TOTAL10132 $ 1,509,000,000

10. Julie Annino

11. ProjectWise & Its Uses Distributed Engineering –On the Cloud –Access from anywhere Document Management System Database –Information about projects, folders, documents PW Applications –Projects (State and Consultant Design) –Bridges –Signals Distributed Engineering –On the Cloud –Access from anywhere Document Management System Database –Information about projects, folders, documents PW Applications –Projects (State and Consultant Design) –Bridges –Signals

12. Project Files Storage

13. “Example of File Handling” Documents Folders Project Container

14. ProjectWise Definition Document Management System –Database to store documents –Centralized location –Controlled access Document Management System –Database to store documents –Centralized location –Controlled access Original Document Creator Highways Facilities Bridge Traffic

15. ProjectWise Definition ProjectWise is a database –A document is a record in a database –The record contains information about the document including the storage location ProjectWise is a database –A document is a record in a database –The record contains information about the document including the storage location File Server ProjectWise Storage Area Internal Network ProjectWise Server

16. Basic ProjectWise Functions Log In Interface Projects Project Container –100_Contract Plans –240_Contract Development Project Properties Documents Folder/Document Access Searching Project & Folders & Documents Security Audit Trail Log In Interface Projects Project Container –100_Contract Plans –240_Contract Development Project Properties Documents Folder/Document Access Searching Project & Folders & Documents Security Audit Trail

17. ProjectWise Log In ProjectWise usernames and passwords – distributed after the presentation See Section 3.2.1 of the Digital Project Development Manual (DPDM) for ProjectWise login ProjectWise usernames and passwords – distributed after the presentation See Section 3.2.1 of the Digital Project Development Manual (DPDM) for ProjectWise login

18. ProjectWise Interface ProjectWise Explorer is the user interface ProjectWise Admin creates accounts (usernames/passwords) ProjectWise Datasources contain projects with their folders and documents –ConnDOT ProjectWise Explorer is the user interface ProjectWise Admin creates accounts (usernames/passwords) ProjectWise Datasources contain projects with their folders and documents –ConnDOT

19. ProjectWise Interface Documents Properties Projects

20. Projectwise Interface - Document Icons Word Document Adobe.pdf document MicroStation document Excel document InRoads document Text document Indicate the type of document

21. ProjectWise Interface - Document Icons Read/Write (can edit the document) Read only access Locked – Either checked out or exported (Document still can be opened as read-only) Locked – Either checked out or exported (Document still can be opened as read-only) Checked out Exported Final Status of document Final Status of a Version

22. ProjectWise Projects Lead Designer requests a project from AEC applications –Fills out PDF form Information from this form is used to create the project and assign Project Properties See section 1.2 of the Digital Project Development Manual for Project Request Form –http://www.ct.gov/dot/lib/dot/documents/aec /projectwise_project_request_form.pdf Lead Designer requests a project from AEC applications –Fills out PDF form Information from this form is used to create the project and assign Project Properties See section 1.2 of the Digital Project Development Manual for Project Request Form –http://www.ct.gov/dot/lib/dot/documents/aec /projectwise_project_request_form.pdf

23. ProjectWise Request Form

24. ProjectWise Structure The ProjectWise datasource is a repository of folders and documents

25. ProjectWise Projects

26. Project Container

27. Project Properties Project Properties provide project information Allow searching and sorting Examples of Project Properties: –Project Title –FDP, DCD, ADV –Towns/Routes –Project Manager –Project Engineer Project Properties provide project information Allow searching and sorting Examples of Project Properties: –Project Title –FDP, DCD, ADV –Towns/Routes –Project Manager –Project Engineer

28. Project Properties Continued Project properties for a Transportation Project Project properties for a Transportation Project

29. General Information on Documents Any file uploaded into ProjectWise becomes a document Check Out/Check In Access Attributes: –Label –Main Category –Sub Category –Description –Name Any file uploaded into ProjectWise becomes a document Check Out/Check In Access Attributes: –Label –Main Category –Sub Category –Description –Name

30. Document Caching Check out –Copied to local computer –Automatic Save –Changes are saved to a local copy Check in –Changes are written back to the server Free –Changes are not written back to server Check out –Copied to local computer –Automatic Save –Changes are saved to a local copy Check in –Changes are written back to the server Free –Changes are not written back to server

31. “Check Out” Documents Checked- out document Documents Window “Check out” downloads a copy on your computer Locks the document and makes it read only “Check out” downloads a copy on your computer Locks the document and makes it read only

32. “Check in” Document(s) “Check in” uploads the modified document Various “check-in” options Check-in options: Check in – Uploads modified document Update Server copy – Replaces server copy but keeps it checked out Free – Removes a lock on a document (changes are not made to the document since it was checked out) Check-in options: Check in – Uploads modified document Update Server copy – Replaces server copy but keeps it checked out Free – Removes a lock on a document (changes are not made to the document since it was checked out)

33. Folder/Document Access Access is set up by groups Types of Access –Create –File Read –Read –File Write –Write –No Access Access is set up by groups Types of Access –Create –File Read –Read –File Write –Write –No Access

34. Searching for Projects & Folders & Documents Three ways to search in ProjectWise –Search by Form –Search Builder –Saved Searches Created by ProjectWise Admins Created by Users Three ways to search in ProjectWise –Search by Form –Search Builder –Saved Searches Created by ProjectWise Admins Created by Users

35. Document Search by Form Search Criteria Document Properties Document Properties File Properties File Properties Folder Properties Folder Properties

36. Project/Document Search – Search Builder Search Criteria Search for documents, folders or projects

37. ProjectWise - Other Basic Functions Audit Trail Project/Folder/Document Security Audit Trail Project/Folder/Document Security

38. Audit Trail Records document and folder activity Tracks all actions when a document was created, edited or deleted Records are reset after a certain point Records document and folder activity Tracks all actions when a document was created, edited or deleted Records are reset after a certain point

39. ProjectWise Security Access to projects, folders and documents is given to groups –Each Engineering discipline is a group If a group does not have access to a project, they will not see it in the datasource Access to projects, folders and documents is given to groups –Each Engineering discipline is a group If a group does not have access to a project, they will not see it in the datasource

40. Mathew Calkins

41. Digital Project Procedures Digital Project Development Manual Contract Documents –Plans –Specifications –Supplemental Submitting Contract Documents Processing of Contract Documents Demonstration Digital Project Development Manual Contract Documents –Plans –Specifications –Supplemental Submitting Contract Documents Processing of Contract Documents Demonstration

42. Digital Project Development Manual

43. Section 1 – Format Section 2 – Digital Signatures Section 3 – Submittal of Contract Documents Section 4 – Revisions Section 1 – Format Section 2 – Digital Signatures Section 3 – Submittal of Contract Documents Section 4 – Revisions

44. Contract Documents Creation and Format (FDP, Addendum, and Change Order) –Contract Plans –Contract Specifications –Supplemental Contract Documents Documents that are submitted to Processing at FDP Creation and Format (FDP, Addendum, and Change Order) –Contract Plans –Contract Specifications –Supplemental Contract Documents Documents that are submitted to Processing at FDP

45. Contract Plans Discipline Subsets (Section 1.9 & 1.10) List of drawings (Section 1.4) Sheet numbers (Section 1.6.2) “Watermarking” - Scanned image of the Designers signature (Section 2.4) Digital Signatures (Section 2) –01_General –02_Revisions –Design Subsets –Standards Discipline Subsets (Section 1.9 & 1.10) List of drawings (Section 1.4) Sheet numbers (Section 1.6.2) “Watermarking” - Scanned image of the Designers signature (Section 2.4) Digital Signatures (Section 2) –01_General –02_Revisions –Design Subsets –Standards

46. Discipline Subsets First subset always 01-General Second subset always 02- Revisions All other subsets Standard drawings are separate subsets –CTDOT_Highway_STD –CTDOT_Traffic_STD First subset always 01-General Second subset always 02- Revisions All other subsets Standard drawings are separate subsets –CTDOT_Highway_STD –CTDOT_Traffic_STD

47. Discipline Subset 01_General –Title Sheet –Legend Sheet –Detailed Estimate Sheets 01_General –Title Sheet –Legend Sheet –Detailed Estimate Sheets

48. Discipline Subset 02_Revisions –Index of Revisions (See section 1.4) 02_Revisions –Index of Revisions (See section 1.4)

49. Discipline Subset 03_(Generic Design Subset) –Contract Plans 03_(Generic Design Subset) –Contract Plans

50. Discipline Subsets Standard Subsets

51. Subset Requirements Sheet Numbers List of Drawings List of Subsets – 01_General “Watermarking” Digital Signature Sheet Numbers List of Drawings List of Subsets – 01_General “Watermarking” Digital Signature

52. Subset Requirements Sheet Numbers – Use a “Bates” numbering system –03.01 thru 03.25 Placed using Adobe (section 1.6.2) Sheet Numbers – Use a “Bates” numbering system –03.01 thru 03.25 Placed using Adobe (section 1.6.2)

53. Subset Requirements List of Drawings

54. Subset Requirements List of Drawings (cont.)

55. Subset Requirements List of Drawings (cont.)

56. Subset Requirements List of Subsets

57. Subset Requirements Watermarking – Scanned image of Designer’s Signature Placed using Adobe (section 2.4) Watermarking – Scanned image of Designer’s Signature Placed using Adobe (section 2.4)

58. Subset Requirements Digital Signatures –01_General – Three signatures –02_Revisions –Design Subsets – Principal –Standards – Principal signs index sheets Placed using Adobe (section 2.6) Digital Signatures –01_General – Three signatures –02_Revisions –Design Subsets – Principal –Standards – Principal signs index sheets Placed using Adobe (section 2.6)

59. Subset Requirements Digital Signature - Subset 01_General Principal Signs at FDP Manager and Administrator Sign after Processing Approves See section 2.6.1 Digital Signature - Subset 01_General Principal Signs at FDP Manager and Administrator Sign after Processing Approves See section 2.6.1

60. Subset Requirements Digital Signature - Subset 02_Revisions Not signed at FDP See section 2.6.2 Digital Signature - Subset 02_Revisions Not signed at FDP See section 2.6.2

61. Subset Requirements Digital Signature – Design Subset Principal See section 2.6.3 Digital Signature – Design Subset Principal See section 2.6.3

62. Subset Requirements Digital Signature – Standards Subsets Principal See section 2.6.4 Digital Signature – Standards Subsets Principal See section 2.6.4

63. Contract Plans – Addendum and Design Initiated Change Order Requirements –Discipline subsets Include only the changed sheets –Digitally signed on the first sheet –Sheet Numbers –“Watermarking” X’s will be placed on original sheets when change is approved for Advertising See Section 4 Requirements –Discipline subsets Include only the changed sheets –Digitally signed on the first sheet –Sheet Numbers –“Watermarking” X’s will be placed on original sheets when change is approved for Advertising See Section 4

64. Contract Specifications Specifications shall be created using current procedures Submitted in Word format in (1) zipped folder See section 3.2.5 Specifications shall be created using current procedures Submitted in Word format in (1) zipped folder See section 3.2.5

65. Supplemental Contract Documents 8.5” x 11” PDF documents Not required to be digitally signed See section 1.4 for format, and section 3.2.6 for upload information 8.5” x 11” PDF documents Not required to be digitally signed See section 1.4 for format, and section 3.2.6 for upload information

66. Contract Documents Questions?

67. Submitting Contract Documents Document Attributes –Why we attribute documents –CTDOT Document Attributes Uploading Documents Document Attributes –Why we attribute documents –CTDOT Document Attributes Uploading Documents

68. Why we Attribute Documents Replaces need for subfolders Essential to ProjectWise views Allow for easier searching and sorting Essential in processing projects for Advertising Essential for Project organization Replaces need for subfolders Essential to ProjectWise views Allow for easier searching and sorting Essential in processing projects for Advertising Essential for Project organization

69. Document Attributes Discipline – Contract Documents = CT Main Category – Major category of documents Sub-Category – Secondary category of the documents Project Number Label – Short document description CTCode – Concatenation of attributes Discipline – Contract Documents = CT Main Category – Major category of documents Sub-Category – Secondary category of the documents Project Number Label – Short document description CTCode – Concatenation of attributes

70. Document Attributes Main and Sub Category

71. Document Attributes Project Number - taken automatically from the project properties Label –Contract Document label’s must be in accordance with the Digital Project Development Manual (Section 3) Project Number - taken automatically from the project properties Label –Contract Document label’s must be in accordance with the Digital Project Development Manual (Section 3)

72. Document Attributes CTCode –Combines all other attributes –Document name and file name CTCode –Combines all other attributes –Document name and file name

73. Uploading Documents Submittal Location Drag and Drop No Wizard –Allows for uploading without attributing Advanced Wizard –Allows for uploading and attributing (preferred) Document Name File Name Submittal Location Drag and Drop No Wizard –Allows for uploading without attributing Advanced Wizard –Allows for uploading and attributing (preferred) Document Name File Name

74. Uploading Documents Submittal Location –Contract Plan Discipline Subsets 100_Contract Plans Folder –Contract Specifications and Supplemental Contract Documents 240_Contract Development Folder Submittal Location –Contract Plan Discipline Subsets 100_Contract Plans Folder –Contract Specifications and Supplemental Contract Documents 240_Contract Development Folder

75. Uploading Documents No Wizard –After document is uploaded Attribute Change Document Name Change File Name No Wizard –After document is uploaded Attribute Change Document Name Change File Name

76. Uploading Documents Advanced Wizard (Preferred) –Attribute the document –Change document name and file name Advanced Wizard (Preferred) –Attribute the document –Change document name and file name

77. Uploading Documents Questions?

78. Processing Contract Documents Dynamic Security Review Process Processing’s Comments See section 3.2.9 for Contract Plans workflow (FDP - Advertise) Dynamic Security Review Process Processing’s Comments See section 3.2.9 for Contract Plans workflow (FDP - Advertise)

79. Processing Contract Documents Dynamic Security –States Document Transfer Processing Advertise Dynamic Security –States Document Transfer Processing Advertise

80. Processing Contract Documents Review Process –Processing - Comment on FDP subset –Designer - Submit DCD subset with comments incorporated –Processing – Compares FDP to DCD subset –Processing – Approves, plans get advertised Review Process –Processing - Comment on FDP subset –Designer - Submit DCD subset with comments incorporated –Processing – Compares FDP to DCD subset –Processing – Approves, plans get advertised

81. Processing Contract Documents Comments –Plans Comment reports for each discipline subset 240_Contract_Development Folder –Specifications and Supplemental Documents Comments will be forwarded Comments –Plans Comment reports for each discipline subset 240_Contract_Development Folder –Specifications and Supplemental Documents Comments will be forwarded

82. Processing Contract Documents Questions?

83. Demonstration Preparing the discipline subsets –Watermark –Sheet numbers –Digital Signatures Uploading the discipline subsets –Attributing –Document Searches Category Filter and Saved Searches Processing of Plans Preparing and submitting Addendums and Design Initiated Change Orders Preparing the discipline subsets –Watermark –Sheet numbers –Digital Signatures Uploading the discipline subsets –Attributing –Document Searches Category Filter and Saved Searches Processing of Plans Preparing and submitting Addendums and Design Initiated Change Orders

84. Contacts Julie Annino – (x2730) Bruce Bourgoin – (x2760) Matt Calkins – (x2988) Julie Annino – (x2730) Bruce Bourgoin – (x2760) Matt Calkins – (x2988)