Submittal Reviews in SharePoint October 11, 2016 · PDF fileSubmittal Reviews in SharePoint...
Transcript of Submittal Reviews in SharePoint October 11, 2016 · PDF fileSubmittal Reviews in SharePoint...
Submittal Reviews in SharePoint October 11, 2016
Submittal Reviews in SharePoint October 11, 2016
SUCCESSFUL SOLUTIONS FOR PROJECT IMPLEMENTATION
Submittal Reviews in SharePoint
October 11, 2016
Submittal Reviews in SharePoint October 11, 2016
Successful Solutions for Project Implementation
Submittal Reviews in SharePoint October 11, 2016
Table of Contents
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SharePoint and Alternative Delivery Projects: A Brief History
Key Differences in Systems Used for DBB and Alt. Delivery Projects
Submittals Reviews and Records - Business Process
Example of a Contractor Upload Site
Submittal Reviews and Records – SharePoint Features
SharePoint Implementation Project Demo Site
Workflow Action Item Assignments
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15Reporting Features8
16Project-Specific Records Centers9
18Benefits Experienced through the Use of SharePoint10
Submittal Reviews in SharePoint October 11, 2016
SharePoint and Alternative Delivery Projects: A Brief History
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For over 8 years, SharePoint has been the platform used as the project management tool for alternative delivery
projects (i.e., CDA/DB projects).
The DFW Connector was the first project to use SharePoint for contract management.
Currently, more than 80 sites for project, contractor, consultant, and program administration are active in
SharePoint.
The programmatic implementation of SharePoint as the ECMS for alternative delivery projects has been in place
since 2011.
It has evolved into a system that meets the needs of the alternative delivery program and provides a searchable
and auditable contract and records management system.
Most TxDOT Divisions and Districts utilize similar systems based on this working platform.
Most alternative delivery Contractors/Developers are familiar with SharePoint, as it is currently being used for
all alternative delivery procurement activities.
Submittal Reviews in SharePoint October 11, 2016
Successful Solutions for Project Implementation
Submittal Reviews in SharePoint October 11, 2016
Key Differences in Systems Used for DBB and Alternative Delivery Projects
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• Designer is responsible for project
development and document storage until
design completion
• CAD design files with multiple reference
files
• Collaborative design platform is needed
• Completed design files are transferred to
TxDOT at the end of the contract process
DBB Projects
• TxDOT / Developer collaborative workflows
throughout the life of design, construction,
and O&M
• Developer may select design platform such
that documents are compatible and
transferrable to TxDOT for reviews
• TxDOT is able to retain consistent records
throughout the course of the project
Alternative Delivery Projects
Submittal Reviews in SharePoint October 11, 2016
Submittals Reviews and Records - Business Process
Contractor Upload Site
• Same site for winning proposer transitioned to Contractor Upload Site
• Entry point to upload formal Submittals, RFIs, and Correspondence to TxDOT
• “Pick up” Formal Responses from TxDOT
• System audit tracking of timestamps
• Official record copy of all project records
• This same center remains the project’s records center throughout its life
• Restricted access based on group permissions
• Centralized control of taxonomy (file structure)
• Automated workflows notify Document Control and reviewers in the process
• Real-time report center
• Construction oversight daily diaries and daily reports
• Prepare responses as part of the automated workflow process
1. Process begins with
Contractor uploading submittal,
RFI, draw request, or
correspondence for TxDOT
project review.
4. Automated process to send
copy TxDOT Responses and
TxDOT oversight records to
records center
3. Automated process
to send review copy of
submittal to
implementation site
Project’s
Records Center
Implementation
Team Site
2. Automated process sends
record copy of submittals to
records center
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Submittal Reviews in SharePoint October 11, 2016
Successful Solutions for Project Implementation
Submittal Reviews in SharePoint October 11, 2016
Example of a Contractor Upload Site
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Submittal Reviews in SharePoint October 11, 2016
Submittal Reviews and Records – SharePoint Features
Automated workflows to help move data and documents
through a common process and provides tracking mechanisms
for each type of review
System provides audit history trail. Examples:
• Time-stamps submittal receipt dates
• Captures all version history for working files, such as who
modifies the document and when it was modified
Ability to record GEC inspector and oversight data directly into
the system
Reporting features allow up-to-date tracking for issues,
submittal review status, and inspector reports
Secure log-in credentials to provide secure access
Separate Records Center provides central administration to
global organization and categorization
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Submittal Reviews in SharePoint October 11, 2016
Successful Solutions for Project Implementation
Submittal Reviews in SharePoint October 11, 2016
SharePoint Implementation Project Demo Site
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Submittal Reviews in SharePoint October 11, 2016
Workflow Action Item Assignments
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Reviewers need only to log onto the site to view their outstanding tasks,
claim them, and continue the automated review process.
Data about the submittal, including submittal review comments, dates of
reviewer and TxDOT approvals.
Submittal Reviews in SharePoint October 11, 2016
Reporting Features
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Allow up-to-date tracking for issues, submittal review status, and inspector reports.
Submittal Reviews in SharePoint October 11, 2016
Project-Specific Records Centers
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• Procurement Records
• Administrative Records
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• Design Records
• Environmental Operations Records
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• Construction Records
• Operations / Maintenance Records
The Southern Gateway
SH 99 Segments H and I
SH 249
US 181 Harbor Bridge
SH 71 Airport Express
SH 183/Midtown Express
Border West Express
Energy Sector Projects
DFW Connector
Dallas Horseshoe
IH35E
NTE 1 and 2
IH 635 / LBJ
SH 360
SH 288
US 77
Loop 1604
Every project has a dedicated records portal
with six records libraries each. Well over
50,000 records are currently stored SharePoint
for the various projects listed below:
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Submittal Reviews in SharePoint October 11, 2016
Successful Solutions for Project Implementation
Submittal Reviews in SharePoint October 11, 2016
Benefits Experienced through the Use of SharePoint
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Auditable
Cost-Effective
Allows for Flexibility in Organizing Work Across Teams/Sites
Allows Collaboration on Document Creation/Development
Allows Automated Submittal Review Workflows
Compatible with MPPM and Reporting Software
Excellent Records Retention Capabilities
Submittal Reviews in SharePoint October 11, 2016
QUESTION & ANSWERS
Jeannie Arellano
Program Controls Manager, PFD
October 11, 2016