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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5

14

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

1

2

3

4

5

6

7

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

5

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

10

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

15

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

18

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

Jeannie.Arellano@txdot.gov

October 11, 2016