Transcript P - ACEC/PA
PennDOT Project Collaboration
Center (PPCC) Training
PennDOT District 8-0
Winter School – 2015
January 14, 2015
Agenda
General Overview
Project Portal
Project Setup
Project Site
Admin Responsibilities
Functionality
2
PPCC Overview
Web based document tracking system
Allows contractors to submit documents electronically
All projects let in October 2014 or later requires the use of PPCC via the
inclusion of a contract special provision
Any submission that requires a Department review should be
submitted through PPCC
Department personnel or designated representative reviews and
dispositions submittals online.
3
PPCC Overview
System tracks review time and benchmarks against
established durations
System alerts reviewers via E-mail notifications at each step
of the submittal process
System provides a history of the review process
Provides all team members online access to project specific
documents, contact information, and other useful resources
4
PPCC Project Portal
System Access
Access granted by designated administrators
Internet link: https://www.pcs.pd.pa.gov
System Log-in
Department employees utilize provided link
or, use CWOPA credentials (cwopa\user name) if outside the network
Outside business partners utilize ECMS credentials
Portal site provides access to associated project sites
5
PPCC Portal Site
PPCC Portal Tab
Displays various announcements
Provides links to various publications & standards
My Work Queue Tab
Provides access to submittals requiring user review for all associated projects
Separate tabs for each submittal category
My Projects Tab
Provides access to projects user is associated with
Projects can be identified as “favorites”
Projects accessed by clicking on the Project Name
Each project opens in a separate browser
6
PPCC Portal Site
Reports Tab
Allows users to run various “canned” reports
Reports return information for all associated projects
Preferences Tab
Allows users to tailor e-mail notification preferences
Changes are project specific
References Tab
Provides links to various training aides & help documents
7
PPCC Portal Site
Portal Administration
Portal administration tab accessible by designated District Admins
Maintain standard District template
Submittal types
Workflows
User Roles
Create project sites upon request
Standard template is copied to new projects
Project specific administrators can make modifications & add users to associated
project sites
Project ACE
Inspector-In-Charge
8
Project Setup
ACE/ACM submits PPCC request form to District Admin
Provides ECMS number & project information
Designates top level Project Site Administrators
District Admin creates the project
Returns PPCC request form back to the ACE/ACM via e-mail
ACE/ACM or Project Site Admin completes setup
Adds remaining users
Modifies/Adds submittal types and workflows to suit specific project needs
9
Project Setup
Current District PPCC Administrators
Mike Harter
[email protected] / (717) 787-5070
Kevin Keefe
[email protected] /(717) 783-3848
Once project setup is complete the project ACE/ACM or IIC will add users or
make any required revisions.
10
Project Site Administration
Add/modify roles
Roles can be added or deleted from the project site
Roles can be added or deleted from submittal types to build a workflow
Add/modify users
Users can be added or removed from roles
Multiple users can be assigned to a single role
Department users are assigned by their CWOPA credentials
Non-Department users are assigned by their ECMS credentials
11
Project Site Administration
Add/modify contractor users
Prime contractor representatives
Must be assigned to “Prime Contractor” role to submit documents
Subcontractor representatives
Must be assigned to “Sub-Contractor” role to submit documents
All workflows travel through the Prime Contractor
12
Project Site Administration
Reviewer vs. view only role
Workflows are created by assigning review roles to each individual submittal
type
Reviewers can be reordered, added, or removed from workflows
New review roles can be assigned to submittal workflows
Users not assigned to a “Reviewer” role will have “view only” access by
Default
A common example would be the “Viewer” role
13
Project Site Administration
Reviewer vs. view only role
Certain roles grant Administrator privileges
Users assigned to these roles are automatically added to the “SiteAdministrator”
role
Project A.C.E
Inspector-In-Charge
Construction Consultant CM
Users can be added or deleted from the “SiteAdministrator” role
14
Project Site Administration
Add/Modify Submittal Types
Submittals are grouped by 4 general categories
Other Correspondence
RFI
Source of Supply
Submittal
Submittal types can be added, deleted, or modified by project administrators
to suit specific project needs
Review durations are defined by the submittal type
Roles can be designated to receive a Final Acceptance Notification
15
Project Site Functionality
Document submissions
Currently all submissions start & end with the contractor
A future enhancement will allow for internal Department submissions
Department to contractor workflow
Department to consultant workflow
Department to Department workflow
Contractors must select the appropriate submittal type to reach the correct
reviewers
E-mail notifications are sent to all reviewers assigned to the designated role
E-mail preferences can be modified
My work Queue can be utilized in lieu of relying on e-mail notifications
16
Project Site Functionality
Reviewing Documents
Attachments are accessed in the Item History section
Documents are dispositioned by selecting the appropriate “Action” from the
drop-down menu and clicking the Submit button
Accepted
Accepted as Noted
Accepted as Noted (Resbmt Rqrd)
Revise & Resubmit
Rejected
Reviewers can add documents
Actual review durations are tracked and monitored
17
Project Site Functionality
Other review options
Request Comment
Allows the initial reviewer to solicit comments from other users
Review duration is still tracked against the initial reviewer
Initial reviewer remains responsible for responding to the submission
Delegate Step
Allows the initial reviewer to delegate review and approval authority to other
users
Delegation is reflected in the Item History section
Delegated user is responsible for responding to the submission
18
Project Site Functionality
My Work Queue Tab
Provides a user specific view and access to all project submittals requiring their
review
View all Items Tab
Provides access to all submissions for the project
Only location to access previously completed submittal reviews
Resources Tab
Provides access to a project specific calendar
Can post announcements to relay project information
Provides contact information for all assigned users
19
Project Site Functionality
Reports
Provides access to various project reports
Can be exported in various formats
Preferences Tab
Allows users to modify e-mail notification preferences
My work Queue notification
Copy on all
Final Acceptance
20
Project Site Functionality
Shared Files Tab
Allows all users to upload project documents and folders
Page can be viewed by all assigned project users
Project Files
Allows authorized users to upload project documents and folders
Cannot be viewed by contractor users
Photos Tab
Allows authorized users to upload project photos and video clips
21
Questions
Mike Harter
District 8-0 ACM –York County
[email protected]
717-787-5070
Lou Pirozzi, P.E.
Michael Baker International
[email protected]
717-443-8505
22