Changes to the C_Plan Submittal Workflow

Issue

Consultants need access to transmit digital plans and final documentation into the ODOT ProjectWise Environment. Consultants will need the access to change states of documents, modify documents, add documents and delete documents. Further, currently, Project Management does not have any interaction with final deliverable. There is cause of concern of the accuracy and readiness of the deliverables if Project Management is not involved. Additionally, currently, the Engineering Manager responsibilities of moving the project through the workflow are not defined. 

Explanation

The ProjectWise Team has been making efforts to bring the consultants into the ODOT ProjectWise Environment. The team is creating accounts for consultants as they request access to the environment. ODOT is moving quickly towards a full digital submission into the ProjectWise Environment from the consultant. This submission, or deliverable, should have little interaction from our design branches of Pre-Construction. It was learned through several meetings with ODOT Divisions, ODOT needed a process to allow the Project Management Team and Design team to QC (Quality Control/Check) the deliverable as it is moved through the workflow.

Resolution

An enhanced workflow was authored with input from the members of the committee. The committee felt it was important to have two major steps prior to the final deliverable moving to the Office Services Division. These steps include the Project Manager and the Engineering Manager. At these steps, or states, the PM or EM will have the ability to reject a sheet. The rejection of the plan sheet shouldn’t be a version, rather a replacement of what was originally transmitted. The committee felt it was not important to maintain a history of the sheet until the sheet gets into Office Engineer’s responsibility.

Modifications to the present workflow C_Plan Submittal and a new workflow for local government projects was requested.

C_Plan Submittal enhancements include all requirements set forth by the committee. (PM and EM received states, ability to reject specific sheets, move sheets on to the next step).

The attached Process Diagram goes into more detail of the changes made prior to the “OSD Review Pending” No changes were requested past the OSD level.

Access Control was modified to allow the Consultant access to make their own changes during the correction/revision states.

Additional Resource requirements:

Office Services and Office Engineer will not contact the consultant. It is the duty of the lead ODOT Engineering Manager to contact the Consultant for any changes/revisions made to the plans after the EM marked the plans as received.

It is mandatory for the lead ODOT Engineering Manager to add crosschecking of the Plan Quantity Sheet/Estimate to his/her QC steps.

Consultants are required to transmit their digital submission the Monday prior to the publicized submission date.  This additional time is needed to complete the QC steps in the workflow.   The additional time is an addition to the already in place 1 week ahead date.