Development Services Bureau Department of Environmental Services Arlington County Government. Instructions for Electronic Plan Review Customer Portal

Transcription

1 Development Services Bureau Department of Environmental Services Arlington County Government Instructions for Electronic Plan Review Customer Portal

2 Contents Register New Account... 3 Sign In... 4 Add Contacts... 5 Add Company... 6 Edit/Delete Contact... 7 Edit Account Profile... 8 Access Projects... 8 Add New Project... 9 Add Group Naming Conventions for Projects/Plans Add Project Information Add Plan Documents Changing Sheet Index Instructions for Project Creation and Submission Invite Users Give Access to Secondary User Sorting Projects Accessing Reviewed Documents and Comments Letter Instructions for Comments Accessing Approved Plans... 38

3 Register New Account Customer Portal website: Click Register to register a new account. Select checkbox to agree to Arlington County Government s rules and regulations. Click Next for the next step. Enter username. Check availability for the username. A green check mark will indicate its availability. Enter a password. A password should contain at least 5 characters. For a password with High strength, include a number and an upper case alphabet.

4 Enter a password hint, which will be used to retrieve the password, if needed. Enter an address and check its availability. An can be used to create only one account. The time zone is selected by default. Click Next to register the account and go to the next step. The account is registered and an notification is sent to the confirming the registration. Note: If a generic account is used to set up an account, then a Submitter must be assigned to each project and an for that person must be entered while adding that contact in the system. The system sends notifications to the Submitter . Sign In Sign into the account using the username and password. Click Sign In. To retrieve username or password, click on Forgot Name/Password on the Sign In page.

5 To recover password enter username and click Show Hint. To recover username enter and click Find. The username will be sent to the . The for username should be the same as used to register the account. Use the login credentials to log into the account. Add Contacts To set up the account for the first time, add contacts to the account. These contacts can then be added to projects. New contacts can be added as new projects are ready for submission.

6 Click Contacts tab. Add Company To add a company, click Add next to company drop down list. This will add the company name to the drop down list, which can be used to select company name for the contact. Enter name of the company, address and business phone number in the given text boxes. Click Add to add company to the list of companies.

7 The company name is added to the list and will be available in the drop down list for adding a contact. The company information can also be edited. Select the company name from the drop down list. Enter contact name, address, business phone number, cell phone number and . If the contact address is the same as the company address, click Copy for Use Company Address. Click Add to add the contact to the list of contacts for the account. Note: If a generic account is used to set up an account, then a Submitter must be assigned to each project and an for that person must be entered while adding that contact in the system. The system sends notifications to the Submitter . Edit/Delete Contact The contact is added to the list of contacts. Contact information can be edited by clicking on the Edit icon under Actions. Contact can be deleted by clicking on the Delete icon under Actions.

8 Edit Account Profile In Profile tab is the user profile information. Password, password hint and address can be changed by the user in Profile tab. Access Projects To access projects, select Projects tab.

9 The list of projects can be filtered for a given time period. Click on the drop down box to select the time period. The blue icon with arrow will open the list of Additional Search Fields. These fields can be used to search for projects. Click on the blue icon with arrow and it will close the list of fields. Add New Project To add a new project, click Add Project.

10 Each new project created should be associated to a Group. A Project Group is the name of the master project under which different projects or plans are submitted. For example, Group: New Building Project Name: New Building Phase-I FCE Project Name: New Building Phase-I SWM Project Name: New Building Phase-II FCE Project Name: New Building Phase-II - SWM

11 Add Group Type in Project Name and click Add. Project name can be renamed using the same window. If projects have been created and/or submitted under a project group, do not delete the Group. Add a new Group and associate projects to the new Group and then delete the old Group name. After adding a Group, click on the drop down to select it for a project. Fill in the following Project Information: Name This is the project name which uses the following naming conventions. Alternate ID This field is used for the Zoning Site Plan Number or the Use Permit Number. DES will assign a number for By-Right projects in this field for ease of tracking. Review Type: Click on the drop down to select the appropriate review type. Following are the current review Types:

12 Site Plan Review Type Use Permit Review Type By Right Review Type Revision Site Plan Review Type Revision Use Permit Review Type Revision By Right Review Type Address: This is the site address Address 2: If the site address changes, use Address 2 for the old address and enter the new address in the Address field. City: This is the city of the site address State/Province/Region: Use drop down to select the state of site address Postal Code: This is the postal code of the site address Click Add. This will create a new project and an notification will be sent to the address associate with this account. The new project is now added to the list of projects under Projects tab on the main page.

13 Naming Conventions for Projects/Plans Follow the given naming conventions for all projects. Projects may be associated to a Group. Group: Group name will be the name of the master project under which different plans for different phases may be submitted. A master project may have phases. For example, Group is New Building, which can have two phases New Building Phase I and New Building Phase II. Project Name: Project Name will be the name of the project, phase and the type of plan being submitted, for example, New Building Phase-I FCE or New Building Phase-I DUF. If there are no phases to a project then the Project Name will be the name and type of plan, for example, New Building FCE, New Building DUF. Please refer to the list of Disciplines or plan types list given below for the plan types to be included in Project Names. Discipline/Plan Type Dry Utility (Conceptual) Dry Utility (Final) Stormwater Management Erosion & Sediment Control (Sheeting & Shoring) Erosion & Sediment Control (Demolition) Full Civil Engineering Set Landscape Plans Maintenance of Traffic (Construction) Maintenance of Traffic (Demolition) Maintenance of Traffic (Excavation) Maintenance of Traffic (ROW) Maintenance of Traffic (Utilities) Signal Design Street Lighting Survey Monumentation Striping & Signage Tie-Back / Sheeting & Shoring DUC DUF SWM ES-SS ES-D FCE LP MOTC MOTD MOTE MOTR MOTU SD SL SM MS TB/SS Discipline: Each project will have only one Discipline or plan type. If two or more plan types are to be submitted at the same time, then different projects have to be created for each plan type. For example, for a Stormwater Management plan for New Building Phase-I, there will be one project submission named New Building Phase-I SWM. For the same master project, for a MOT (Demolition) plan, there will be another project submission named New Building Phase-I MOTD.

14 Add Project Information To add plan documents to the project and submit for review, click on the folder icon, under Open, to open the project and add more information. For the newly created project, more project information can be added under Project Information tab. To add roles to the project, click on Edit in Roles section. The roles and the names of the persons associated with the project will be selected from the list that exists under Contacts tab. If the name of the person does not exist, add the name and information of the person under Contacts tab.

15 Click on the name to select it under Contacts section and click role under Roles section. Click Assign. The name and the role selected are assigned to the project. These assigned names and roles will display under the Assigned Roles section. If a name/role has to be removed, click on it to select it from Assigned Roles section and click Remove. It will be removed from the assigned list. Click Close to go back to the Project Information tab. To add RPC#s, click Edit under Locations. Enter the RPC# in the text box at the bottom of the sections. Click Add and the RPC number is added to the list of locations. To remove RPC#, click on it to select it from the list and click Remove. Click Close to go back to Project Information tab. Note: Use format

16 Multiple RPC#s can be added to a project following the steps given above. Project Information, Contacts and Locations can be edited at any time during the project. Click Edit under the section to be edited and follow the steps given above for each section.

17 Plan documents/plan sheets are to be added before it is submitted for review. Add Plan Documents Click Plan Documents tab to add plan sheets. Click Browse to select plan sheets from the location where these are saved.

18 Explorer window will open and select the location where the plan sheets are saved. To select multiple plan sheets, use Ctrl key or Shift key and click on the sheets to be selected. Click Open and the selected sheets will be added to the Plan Documents section of the project. To assign a Discipline or plan type to the added plan sheets, click on the check box at the top to select all sheets. Click on drop down arrow next to Discipline. The list of Disciplines or plan types will appear in a drop down box.

19 Click More to see all plan types. Click Discipline to select it for all sheets. Select only one Discipline or plan type for each project. The selected Discipline is applied to all plan sheets. The selected Discipline will also populate the drop down for the Sheet Type. The drop down menus will be used to select sheet names for each sheet. If two or more sheets have the same Sheet Type value, use Description field to give more information about the sheet which will make the sheets unique. For example, if there are multiple sheets with Sheet Type as Development Conditions, the Description field can be used to number the sheets 1,2,3 The Description field can also be used to provide an alternate sheet name. The Sheet Types will assist Reviewers in identifying sheets while reviewing a complete plan set.

20 After selecting sheet types, click Upload to upload the sheets. Note: Upload sheets in counts of 9, such as sheet 1, 2 9 and then upload the next 9 sheets. The system orders sheets numerically. If there are 10 sheets, the order of the sheets will be sheet 1, 10, 2, 3 9. The Revision represents the number of submissions for the sheet. For first submission, Revision for all sheets will be 1. Note: After uploading a sheet, if you want to upload a new version of the same sheet, select the sheet by clicking the check box and click the delete icon under Actions. Uploading a new version of the same sheet without deleting the older version will change the Revision number from 1 to 2. Even though sheets have been uploaded, new sheets can be uploaded at any time before the project is submitted for review. Follow the steps above to upload more sheets.

21 Note: If the subsequent version of a sheet is not ready or does not need to be submitted for that submission, do not delete that sheet. Note: Upload all sheets for subsequent submission even if some sheets may not have changed based on the comments from the previous submission. Note: Do not change the file name of the sheets in CAD for subsequent submissions. The system recognizes the file name and auto-fills Sheet Type and Description. It also used the file name to track the Revision.

22 Changing Sheet Index The index of the sheets can be changed but the file name should remain the same. The screenshot below is from the client view. 1 File name 2 Sheet Type 3 Revisions

23 The sheet index of the project show above is in the screenshot below. The index #s are different from the file names. A file name is the name used for saving the file on your desktop with the extension.pdf. The index may not be used by Reviewers to view sheets. The Sheet Type selected for each sheet is used by Reviewers to view sheets. For example: For the next submission, to insert a new sheet between C-0401 and C-0501 sheet index can be changed. The index for the new sheet may be C-0401A or C However, the sheet name for C-0501 should be SP 5 as shown in RED in the client screenshot. When uploading the new sheet and the revisions of the other sheets, the system will detect the new sheet as show in the screenshot below.

24 The screenshot above displays the change in the revision numbers and the file names when a new sheet is added. The index of all the other sheets may change as required but the FILENAMES should remain the same. When the project is assigned to the Reviewers again the following screenshot displays the documents that they can see. The change in sheet index may be as follows: C-0401 Layout Plan C-0402 Layout Plan B C-0501 Grading Plan The Reviewers can sort and view sheets by sheet type names that are assigned to each sheet through the Portal. The screenshot below displays the view of the users that allows them to sort the sheets.

25 Instructions for Project Creation and Submission To use electronic plan review for submitting documents to Department of Environmental Services (DES) for review, please follow the given instructions. To use electronic plan review for submitting documents to Department of Environmental Services (DES) for review, please follow the given instructions. 1. Submit to scale PDFs with layers saved from AutoCAD. 2. Provide Project Information. If the information is not complete while creating a project, it can be added later. 3. Provide roles and names associated with the projects. Please provide contact information for all persons associated with the plan (owner, developer, engineer etc.). 4. In Plan Documents tab, upload each sheet individually. The file name for every sheet in CAD should stay the same for all submissions. The system uses file name to track versions. 5. Specify Discipline (Plan Type) such as MOT or Dry Utility Final, for each submission. One project can have only one Discipline or plan type. 6. Specify Sheet Type, such as Cover Sheet or Grading Plan, for each sheet. Select a Sheet Type that closely represents the actual sheet type name. 7. Use Description field to provide more information about the sheet. For example, for a Street Plan and Profile sheet, Description field can be used for the street, such as Columbia Pike. 8. One sheet can have more than one sheet type name. Use Description field to provide more information about the sheet such as 1, 2, to make that sheet a unique sheet. 9. Include a horizontal and graphical scale on all sheets. 10. Include the new signature block on all sheets. 11. Always submit all sheets for subsequent submissions even if there have been no changes to some of them. It will allow for Revision numbers for all sheets to be consistent with the Submissions. For example, for 2nd submission all sheets will have 2 as Revision.

26 When the project is ready to be submitted for review, click on Project Information tab. Click on Ready for Review to submit project for review. An notification will be sent to the Plan Review Supervisor and to the on this account to confirm submission. The Status will change to Coordinator Review.

27 After the project is assigned to the Plan Coordinators and then to the Reviewers, the status will change to show the number of Reviewers assigned and the Plan Coordinator for the project. As the Reviewers complete the reviews, the change in status will be displayed real-time. Refreshing the screen displays the change. Review Status displays the submission number as Review Cycle, such as Review Cycle 1; status of the review cycle, such as Open, Close or Cancelled; and Due Date of the Review Cycle. The change in review cycle and status is displayed real-time as shown below. Invite Users Other users can be given access to a project and their access can be changed based on their roles. They can be given either Read Only access or Upload View access. Read Only access gives users the ability to view and download

28 approved plans. Upload View access gives users the ability to upload plan sheets to a project along with the ability to view and download plans. Access can be given at any phase of the project. To invite the secondary user to a project, open the project. Click on Project Information tab, click on Invite User The next step is to type in the secondary user s which is used to send an invitation. Type in the address in the text box and click Invite. Click on Close on the yellow box or click on Home to go back to the Project Information. If the secondary user does not have an account, the secondary user will need to create an account. If the secondary user already has an account, the secondary user can log into the account to accept the invitation.

29 The secondary user can log into the account and the project name appears on the landing page with the option of accepting the invitation by clicking on the check sign. The secondary user does not get access to the project till the primary user gives access. Give Access to Secondary User To give access to secondary user, open the project and go to Project Information. Click on Manage Invitations. Select access from the drop down box under Grant Access. Select Upload Access to give secondary user the access to upload plan sheets to a project and select View Only access to give secondary user access to only view the approved plans.

30 After access is granted, click Close or Home to go back to Project Information. The secondary user gets access to the project based on the privileges granted. The shared project will be listed in the list of projects in the secondary user s account. The View Only access does not allow secondary user to upload sheets.

31 The access can be changed during any phase of the project.

32 The Upload Access gives the secondary user the ability to upload sheets before the review cycle is started by the Plan Coordination Group.

33 Sorting Projects Projects can be sorted by the columns in the list of projects. Click on the column name, such as Status, and the projects get sorted by the values in that column.

34 Accessing Reviewed Documents and Comments Letter To access reviewed plan sheets, click on tab Review Documents. The marked up sheets will be published to the Portal as one plan set. If any documents are attached to the reviewed plan set, those documents will be published as Reference Documents, such as details, standards etc. The comments will be compiled in the Comments Letter and published to the Portal. Instructions for Comments 1. Reviewed sheets with markups will be published to the Portal as a reviewed plan set. 2. Any reference documents, such as details, standards will be added to the reviewed plan set and will be published as a separate document. 3. All comments will be included in the Comments Letter, which will be published to the Portal.

35 4. In the Comments Letter, the comments will be listed in a table format. The comments are categorized as project level comments, which apply to the project as a whole, and document comments, which are associated to an individual sheet. For document level comments, the sheet name and number will be available in the table. All document level comments are separated by the different review groups. 5. All markups on the reviewed plan set will reference comments using the comment ID. This comment ID can be used to look up the comment text from the Comments Letter. For example, for a markup on a plan sheet referencing comment ID COORD-5, look up the comment text from the Comments Letter. As shown in the Comments Letter below, this comment is generated by Reviewer SHALKYARD on sheet 08-Development Conditions. The text of the comment provides more detail. Please refer to the sample comments letter and plan sheet pdf with markup below.

36 Comment ID contains the review group name and the comment #. For example, comment ID TEO 5 is a comment made by Transportation Engineering & Operations and is the 5 th comment from that group. 6. Use the Comments Letter to type up responses. Highlight responses with red. Convert document to PDF and upload it along with the plan set for the next submission.

37 Review Group Names Civil Engineering Plan Review Group (CEPR Group) Chesapeake Bay Ordinance County Conduit CPHD Planning Inspections Planners Dry Utilities Easements FCE Review (Approvers) Fire PRCR Signal Design Stormwater Management Acronyms for Comments COORD CB CC CPHD-PLN INSP PLN DU ESMT FCE FIR PRCR SD SWM

38 Street Lighting Surveyors Transit Transportation Engineering & Operations Transportation Planning Water, Sewer & Streets Wet Utilities SL SURV Transit TEO TP WSS WU Accessing Approved Plans Click on Approved Documents to access the approved plan set that is signed and stamped. This plan set can be downloaded to the desktop by clicking on the download icon. The downloaded plan set can be saved on an external drive or ed as an attachment.