Contractor Guide to Using DocExpress. For use on AHTD projects

Transcription

1 Contractor Guide to Using DocExpress For use on AHTD projects This document contains instruction for using DocExpress and the naming convention to employ. Construction Systems Administration Revised 4/27/2016

2 Table of Contents CONTRACTOR SUBMITTALS... 2 a. General... 2 b. Traffic Control Device Inspection Reports... 2 Naming Convention for Traffic Control Device Inspection Reports... 2 c. Material Estimate... 3 Naming Convention for Materials Estimate... 3 d. DBE Payment Logs... 3 Naming Convention for DBE Payment Logs... 4 e. Subcontracts... 4 Naming Convention for Subcontracts... 4 f. Change Orders... 4 Naming Convention for Change Orders... 4 CORRESPONDENCE... 5 a. Correspondence Contractor Submittal... 5 b. Correspondence From Department to Contractor... 5 Naming Convention for Correspondence... 5 WORKFLOW... 2

3 Guidelines for the Use of DocExpress in E-Construction The following guidelines will discuss the workflow and naming conventions for documents and correspondence submitted and stored in DocExpress. This document is not a step-by-step manual to help you through every screen in DocExpress, but it does explain how AHTD is using DocExpress. The structure is set up as follows. Every Contract in DocExpress is similar to a filing cabinet. Within a Contract, there are multiple Drawers. Some Drawers have differing Types which allow the user to identify or mark documents based on content. Also, some Drawers have a designated Workflow allowing for a user to review, approval/reject, and pass the document to another user for review and approval. Other Drawers are simply for storage. Every document pertaining to a job should be classified in one of the following areas in Doc Express: Contractor Submittals, Correspondence, and Department-Only Drawers. Each of these areas is divided into different drawers. Please follow the naming convention in this document so documents can be referred to and found later in the job. For assistance, please SiteManager@ahtd.ar.gov CONTRACT WORKFLOW 1) Program Management Division will setup the job for contract execution. 2) After the contract is awarded, Construction Division will add all Construction drawers to the job. 3) Construction Systems Administration will grant users/groups relevant access to the job. 4) Construction Systems Administration will make any necessary job specific customizations to drawers and drawer types. CONTRACTOR SUBMITTALS The prime contractor shall place submittals into DocExpress drawers as outlined in this section. Please refer to the CORRESPONDENCE section for information on submitting correspondence. a. General - All submittals from the Contractor not explicitly cited below are to be uploaded into the Contractor Submittals General. i. The Resident Engineer s Document Manager will publish the Contractor s submittal to the appropriate drawer for internal processing. b. Traffic Control Device Inspection Reports - All Traffic Control Device Inspection reports will be uploaded by the Contractor directly to the Traffic Control Device Inspection Report drawer. After review of the document, the RE will transition the submittal to Received and give the submitted document the correct naming convention. Naming Convention for Traffic Control Device Inspection Reports Traffic Control Device Inspection Reports are to be completed daily by the Contractor and submitted weekly. The Contractor may submit each day as a separate file or a full week as a single file. When

4 the RE transitions a Traffic Control Device Inspection Report to the Received status, the following naming convention shall be applied to the Report: i. If the submitted document contains only one day s report it should be named as follows [Date of inspection in YYYYMMDD format]. ii. If the submitted document contains more than one day it should be names as follows [Earliest date of inspection in YYYYMMDD format] [Latest date of inspection in YYYYMMDD format] c. Material Estimate All paperwork related to Materials Estimates will be uploaded by the contractor to the Material Estimate Contractor Submittal staging drawer. i. The Resident Engineer shall review the submittal and work with the Contractor in this staging drawer to make any necessary corrections before submitting to the Construction Office. ii. The Resident Engineer shall attach as a supporting document any form(s) required to accompany the Contractor s submittal. After attaching all required forms, the Resident Engineer shall publish the document to the Material Estimate Approval Process drawer and notify the Construction Office that the Materials Estimate is ready for review. iii. Once Construction Office review is complete, Construction Office will transition the document To Under Review Others. iv. Once all reviews are complete either the final reviewer can transition to Final Review Construction or the Construction office can transition to this phase. v. Once the Construction office is finished with the final review, the document shall be transitioned to the Approved For Payment phase. Naming Convention for Materials Estimate Materials Estimates shall be named with the following naming convention: [Description of Stockpile as noted below]-[supplier Name]- [Sequence Number of Supplier Submittal] i. Description of Stockpile Aggregate Bridge-Raw Bridge-Fabricated Bridge-Other Signal Other ii. Example: For the second materials estimate request from AFCO steel for raw steel, the file name should be Bridge-Raw-AFCO-2. d. DBE Payment Logs All DBE Payment logs will be uploaded by the contractor to the DBE Payment Logs Contractor Submittal staging drawer. i. The Resident Engineer shall review the submittal and have the Contractor resubmit the payment logs if changes are required. ii. Once Resident Engineer is satisfied with the accuracy of the submittal, the Resident Engineer shall publish the submittal to the DBE Payment Logs Approval Process drawer. This publishing will require an electronic signature for verification of the submittal.

5 iii. After publishing the document, the Resident Engineer shall transition the document to the Approved phase which will require an electronic signature for approval. Naming Convention for DBE Payment Logs i. DBE payment logs submitted by the Contractor shall be named with the following naming convention: [SiteManager Estimate Number]-[Sequential Number for that estimate period]- [Optional: Name of Contractor or subcontractor listed on the Payment log] ii. Example: For the second DBE payment log submittal of the first estimate period, the file name should be Fred s Paving. e. Subcontracts The Contractor will submit a signed copy of each subcontract to the Subcontracts Contractor Submittal staging drawer. i. The Subcontracts Administrator will review the submitted subcontract and notify the Contractor to resubmit a subcontract if any modifications are necessary. ii. Once the subcontract has been sufficiently modified, the Subcontracts Administrator shall publish the subcontract to the Subcontracts Approval Process drawer which will place the subcontract in the Acknowledged phase and will require an electronic signature while publishing. iii. Optional Subcontract can be transitioned to the final phase of Entered into SiteManager. iv. Subcontract Letters shall be uploaded to the Correspondence From Department to Contractor drawer and given the proper naming convention for this drawer. Naming Convention for Subcontracts i. Subcontracts published to the Subcontracts Approval Process drawer should be given the following naming convention: [Subcontractor Name]-[Sequential Number for subcontractor] ii. Example: An amended subcontract for Fred s Paving would be named Fred s Paving-2 f. Change Orders Contractor will submit requests for a change order to Change Orders Contractor Submittal drawer. i. The Resident Engineer shall evaluate the submitted request for a change order and either responds with an agreement to initiate a change order or a denial of the request for a change order. ii. The submittal of the request for change order form by the Contractor shall be considered the date the change order was initiated. Naming Convention for Change Orders i. Initial change request submitted by the Contract shall be title Change Request - [Sequential Number]. Example: The first change request submitted on a project would be titled Change Request 1. ii. When the change request has been reviewed by the Resident Engineer and resubmitted with the Resident Engineer s decision it shall be titled as follows: 1. When the Resident Engineer rejects the request for a change, the document shall be given the same title as the originally submitted request titled in the manner discussed above but

6 following with Rejected. Example: If the first change request submitted on a project is rejected, the document resubmitted by the Resident Engineer shall be titled Change Request 1 Rejected. 2. When the Resident Engineer agrees with the change request and recommends the initiation of a change order, the document shall be given the same title as the originally submitted request titled in the manner discussed above but following with Change Order No. [Assigned Paper Change Order Number]. If the change request results in a Resident Engineer change then the document shall be given the same title as the originally submitted request titled in the manner discussed above but following with Resident Engineer Change [YYYYMMDD] CORRESPONDENCE a. Correspondence Contractor Submittal The Prime Contractor shall submit all correspondence to the Correspondence Contractor Submittal drawer. The Resident Engineer shall appoint a document manager in his or her office to check this drawer and publish contractor correspondence to the Correspondence From Contractor drawer and assign the correspondence the appropriate file type. b. Correspondence From Department to Contractor Correspondence to the Contractor shall be published to the Correspondence From Department to Contractor drawer. The appropriate drawer type should be selected when submitting to this drawer. Naming Convention for Correspondence The following guidelines should be used when naming correspondence: i. The initial correspondence should be titled [YYYYMMDD]-[Sequence number for day] Initial- [Optional Description]. Example: A letter was received from the Contractor on January 15 th, 2016 as the third initial correspondence received on that date. The letter included a request to revise time charges. This letter would be given the following name: Initial- Contractor Request for time review. ii. Any correspondence that is in response to the initial correspondence shall be given the same title (including the optional description is again optional) with the initial being replaced with response and an additional sequence number. Example: The first response to the initial correspondence referenced in the example above should be titled Response-1- Contractor Request for time review.