New York State Education Department. Operations Guide AE Electronic Review

Transcription

1 New York State Education Department Operations Guide AE Electronic Review

2 Welcome to the New York State Education Department s Electronic Review System manage and easy to use. It is the objective of SED» paperless review and retrieval system.» Provide an electronic record of the history of the project from inception through completion.» Reduce printing costs to the districts for NYSED reviewing and contractor bidding.» Reduce construction document handling for» Reduce and eventually eliminate shipping plans to NYSED for review.» Provide security of documents being electronically viewed.» Provide a secure and accessible archive for completed reviewed projects. 1. Pro ject Creat ion A/E Firm submits Project Information Form a. Navigate to the Project Information Form by going to: w.com>nysed Projects>ClickHere clicks Submit information prior to g out the PIF 2. P r oject I nitiation Noti fic ati o n Welcome! You have been invited to use the Electronic Review System for Project Review instructions for DFM installation and set-up by following the link below. If you have already the individual documents for each project. At the conclusion of SED s review and the issuance of the building Permit by SED to each school district their electronic documents for electronic bidding. Electronic bidding will save money for the school districts and State taxpayers while having the additional t of saving paper from printing. Both are economical and environmentally conscientious. 3. P e nding Review Fil e S ubm issio n Pending Review a. Open DFM File Sharing by clicking the shortcut on your desktop or by going to: Start>Programs>Adenium Systems>DFM File Sharing b. Select State Education Department (SED) from the Portal drop down list c. Select the appropriate Project from the Project drop down list d. Under Project Folders select the Pending Review P R O J E C T S P r i c ing G uide Project Size $ Price A $50,000 or less $ B $50,001 to $500,000 $ C $500,001 to $1,000,000 $ D $1,000,001 to $5,000,000 $ E $5,000,001 to $10,000,000 $ F $10,000,0001 or more $ This is a one time fee per project. Architect s Review or the Engineer s Review in e. On your local drive, select the documents that you want to add to the folder and drag them into the open folder in the File Sharing window. A yellow arrow displays to show you the folder to which you are copying to. f. The documents will be uploaded into the system and will appear in the folder. Documents are required to be in the correct sequence according to the drawing list (see Resequencing Documents).

3 REVIEW PROCESS 4. Pending Review Notification A/E Firm sends a notification Project Review Number xx-xxxx has been entered into the Electronic Review System and is ready for SED architectural and engineering review. a. Once all documents have been uploaded, right-click on the root folder (Project Folders) and select URL>Go To Portal (this will take you to the web) b. Click the Details tab If you did not go through DFM to get to the portal, you will have to enter your User Name and Password to login, then click View Project Details c. Click Create Notification d. Select Pending Review from the Preview Notification Type drop down list e. Enter your address in both of the Reply To Address fields if it did not auto populate f. Enter the following in the Notification Name and in the Notification Description fields: Project Review Number Pending Review (ex. xx-xxxx Pending Review) g. Click Continue h. Fill in the following attributes: Contact Name (your name) Contact Number (your phone number) Comments i. Click Continue j. Select the appropriate distribution list of contacts from the drop down list based on the Project Review Number k. Select all the contacts and click Add To List l. Click Continue m. Verify that all of the information is correct and click Send Notification 5. Review Process SED reviews plans and specifications 6. In Review Notification SED sends a notification My review of Project Review Number xx-xxxx has been started utilizing the Electronic Review System. You will be notified through of the completion of the review and the disposition of the project. 7. Review Process Continues SED continues to review plans and specifications 8. Pending Addenda Notification SED sends a notification I have reviewed Project Review Number xx-xxxx. There are items indicated which will require an addendum with additional information to be provided prior to the approval of the project. Please proceed to the Electronic Review System and review the project documents provided for items that require a response.

4 9. Addenda File Submission SCENARIOS Scenario 1 A/E Firm or consultant revises the plans and specifications a. Open DFM File Sharing by clicking the shortcut on your desktop or by going to: Start>Programs>Adenium Systems>DFM File Sharing b. Select State Education Department (SED) from the Portal drop down list c. Select the appropriate Project from the Project drop down list d. Select the Pending Addenda folder (plans and/or specifications) from either the Architect s Review or the Engineer s Review that contains documents which are waiting for a new version e. Right-click on the documents that need a new version and select Revise f. Browse your local drive and select documents to replace g. The documents will be uploaded into the system and will appear in the folder as the current version Scenario 2 A/E Firm or consultant uploads an addendum/clarification a. Open DFM File Sharing by clicking the shortcut on your desktop or by going to: Start>Programs>Adenium Systems>DFM File Sharing b. Select State Education Department (SED) from the Portal drop down list c. Select the appropriate Project from the Project drop down list d. Select the Pending Addenda folder (plans and/or specifications) from either the Architect s Review or the Engineer s Review in which you want to add files e. On your local drive, select the documents that you want to add to the folder and drag them into the open folder in the File Sharing window. A yellow arrow displays to show you the folder to which you are copying to. f. The documents will be uploaded into the system and will appear in the folder ADDENDA PROCESS

5 REVIEW PROCESS 10. Addenda Pending Review Notification i A/E Firm or consultant sends a notification We have completed and provided an addendum for Project Review Number xx-xxxx. Please proceed to the Electronic Review System and review the addendum provided for items which a response was requested. a. Right-click on the root folder (Project Folders) and select URL>Go To Portal (this will take you to the web) b. Click the Details tab c. Click Create Notification d. Select Addenda Pending Review from the Preview Notification Type drop down list e. Enter your address in both of the Reply To Address fields if it did not auto populate f. Enter the following in the Notification Name and in the Notification Description fields: (ex. xx-xxxx Addenda Pending Review) g. Click Continue h. Fill in the following attributes: i. Click Continue j. Select the appropriate distribution list of contacts from the drop down list based on the Project Review Number k. Select all of the appropriate contacts and click Add to List l. Click Continue 11. Review Process SED reviews the plans and specifications within the Pending Addenda folder

6 12. Review Complete Notification SED Architect and Engineer will each send a notification when their portion of the review is complete I have completed the review of Project Review Number xx-xxxx. No additional addenda are required for the completion of my review. 13. Project Approved Notification SED Project Manager sends a notification The review of Project Review Number xx-xxxx has been completed by SED. The project is approved. A Building Permit will be sent to the school district from our office and should be received within one or two weeks. 14. Project Archived Dataflow archives the project MANAGING NOTIFICATIONS 1. After you send a notification, you are able to view its status. From any screen on the web, click My Account. 2. Click Notification Maintenance. 3. To view the details of a sent notification, under Sent Notifications click the Notification Name of the notification that you want to manage. 4. Three tabs are available. Click the Details tab to view the attributes of the notifications. 5. Click the Guests tab to view which contacts were sent the notifications. 6. Click the RSVPs tab to view which contacts viewed the notification. RESENDING NOTIFICATIONS 1. From any screen on the web, click My Account. 2. Click Notification Maintenance. 3. Click the Name of the Notification that you want to resend. 4. Click the Guests tab. 5. Put a check box next to the contacts that you want to resend the notification to and click Resend to Guest. 6. If you want to add a new recipient to the notifications, click Add Guest, select the appropriate distribution list of contacts from the drop down list based on the Project Review Number. 7. Put a check box next to the contacts that you want to send the notification to and click Add to List. 8. Click Send Notification. NOTIFICATIONS CHANGE YOUR PASSWORD (This will need to be first done on the web then in DFM) 1. From any screen on the web, click My Account. 2. Click Update Profile Information. 3. Change your password. 4. Click Save to save your changes. 5. Open DFM File Sharing by clicking the shortcut on your desktop or by going to: Start>Programs>Adenium Systems>DFM File Sharing. 6. Click Manage and select Environment Settings. 7. Click Manage Gateway. 8. Enter your new User Password. 9. Click Test Connection. You should receive a message that the connection was successful. 10. Click OK twice. 11. DFM File Sharing will connect. RESEQUENCING DOCUMENTS 1. Right-click on the folder that contains the documents that you want to resequence. 2. Click Resequence <Folder Name>. 3. Drag the documents in the order you want them. You can also use the up and down arrow keys. Multiple documents can be selected at once by using the Ctrl and Shift keys while clicking. 4. Click Apply to save.

7 Document Right-Click Functions FUNCTIONS OPEN Opens the native Design version of the document in Read-Only mode. EDIT Checks out the Design version of a document. The document is marked as Under Change and no one else can make changes. You can then make changes and then check the document back in as a new version. SUBMIT CHANGES Submits changes and checks the document back in as a new version. Example: After you have edited a document you can choose to submit changes now or if you do not submit changes now, you can reopen the Edit Of document from DFM File Sharing to make further edits. DFM will automatically access the checked out document that you have on your machine, you can then submit changes at any time. UNDO CHECK OUT Undo a checkout if you decide that the checkout/edit was not necessary. Click Delete to continue with the undo of the checkout and delete all of your changes. All changes that you made will be lost. Click Export to continue with the undo of the checkout but save the changes in a different location on your machine. The document will loose it s connection with DFM and be an independent entity. Click Cancel to cancel the operation and keep the document checked out and under change. REVISE Allows you to pick a file to replace another file. EXTRACT Extracts documents out of the DFS Vault and puts it on a drive of your choice. In doing so, the document will lose its connection with DFM and be an independent entity. Consequently, it will lose all version control. MODIFY STATUS Changes the status of a document (see chart below) This is a list of colors and what they represent in DFM File Sharing. BLACK A document with a status of Active. GREEN A document with the status of Pending. These have been uploaded and are waiting to be processed on the DFS Server. RED A document that is checked out and Under Change. GRAY A document with a status of Inactive or Deleted. BOLD A document that has been cached locally. URL - GO TO PORTAL Links you directly to that document in the portal. URL - COPY Creates a hyperlink for a document and copies it to the clipboard. Example: Right click on a document and select URL-Copy, then paste that link into an . The recipient of the can click on the link and it will take them to the portal and then directly to the document. PASTE Pastes a document into a folder. REMOVE Removes a document from a folder. REFRESH Refreshes. CLEAR SORT Clears the previous sort. Example: You can sort the documents by clicking on the headers at the top of the screen (document, verison, revision). PROPERTIES Displays information about a document (attributes, properties, versions, formats, transactions). The version tab allows you to view previous versions.

8 DOCUMENTS Guidelines for Creating PDF Files 1. Include your professional stamp and signature as a layer in the AutoCAD file or bring the stamp to the drawing during the plot phase only and do not save changes to the DWG after the plot is complete. However, this will preclude the ability to use a batch process to plot. 2. Create your PDF files directly from AutoCAD 3. Select a Monochrome or equivalent plot style to meet the SED s Black and White requirement 4. Save at 200dpi resolution 5. Do not utilize other applications to add information to the PDF file. 6. Sources for DWG to PDF batch converting:» Acroplot: AutoDWG: Any DWG to PDF Converter: 7. Plan and specification file sizes will be smaller when these directions are followed closely. Large file sizes not be able to be reviewed by SED and will be rejected. This will require the A/E firm to correct the file and upload it a second time. All files must be in the KB size range (no MB size files). ONLY USE STANDARD CHARACTERS FOR NAMING FILES: This means using only the standard alphabet, with the following characters being safe: - _ ( ) Do not use, &, \, /, :, *,?, <, >, or em dashes. (An em dash is a long hyphen) Guidelines for Having Files Removed 1. dat_team@godataflow.com and carbon copy your SED reviewer with the following information:» Project Review Number» Project Name» Specific Folder Location of Files to Remove» Specific File Name & Attributes (ie. Version) 2. Dataflow will remove files per request. 3. Dataflow will reply all to when complete. REDUCE FILE SIZE OF ALL PDF S In Acrobat 7.0: File>Reduce File Size> Make Compatible with 5.0 & later In Acrobat 8.0: Document>Reduce File Size> Make Compatible with 5.0 & later Document Requirements 1. Plans and Specifications are required to be provided to SED in black and white and in PDF format. 2. Plans are required to be numbered and named:» First according to the drawing number (A101)» If your project contains multiple buildings and each building contains identical drawing numbers, you are required to add a number distiction. (Example: Building 1 would be 100 series, building 2 would be 200 series). Or add a building prefix (Example: Elementary School would be ES_A101 and High School would be HS_A101).» The drawing name is required with each (Example: ES_A101 First Floor Plan) 3. Plans are required to be correctly rotated. 4. Plans are required to be in the correct sequence according to the drawing list. 5. Plans are required to be uploaded into the Plans folder. 6. Specifications are required to be named according to the specification section as provided in the specification Table of Contents. (Example: Concrete Forming). 7. Specifications are required to be correctly rotated. 8. Specifications are required to be in the correct sequence according to the specification s Table of Contents. 9. Specifications are required to be uploaded into the Specifications folder. 10. Load civil & structural drawings in architectural review folder, not engineering review folder. 11. Highlight SED required items in specification sections -similar to "paper clip" method used for paper copy of specifications-this saves time searching for correct wording. 12. Keep drawing and specification names and numbers consistent for each submission (original and addenda) such that the current and previous document revisions (versions) are connected and manageable. 13. Address every comment provided by SED -either provide an addendum design document change or a clarification response letter (signed by the ME/A of record). 14. Addendum changes to Specifications -"cloud" changes, highlight changes, or use different font color for changes 15. Addendum changes to Drawings -"cloud" any changes made to each drawing.» NOTE: If a change needs to be made to an architectural document as a result of a comment from the engineering review, it is important that the corrected architectural document be loaded back into the architectural directory, and not into the engineering directory.

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