City of West Palm Beach

Transcription

1 City of West Palm Beach Applicant User Guide for Digital Plan Review 401 Clematis Street West Palm Beach, FL Phone:

2 Table of Contents Introduction to Digital Plan Review 2 Overview of Digital Plan Review System...3 File Naming Convention 4 Folder Structure Standards...4 Digital Signatures First Time Users...7 Prescreening Resubmittals Downloading and Printing Files...14 Revisions.. 17 Submittals Frequently Asked Questions 18 Page 1 of 18

3 Introduction to Digital Plan Review (DPR) Digital Plan Review (DPR) is a web-based electronic plan and document workflow solution that allows citizens and government personnel to initiate and complete the construction plan submission, review, and approval process online, rather than using a manual paper-based process, thus replacing the traditional paper-based review method. DPR can greatly reduce the time it takes for the plan review cycle. Once all plans and documents have been submitted, they are forwarded, electronically, to all reviewing agencies simultaneously. A cost savings can be realized by eliminating the 2 or 3 sets of plans that paper plan review typically requires. By using DPR, only the final approved/stamped set of plans will require printing. This can result in a substantial savings for the design professional. This manual provides basic instructions on the steps involved in the DPR process. It has been prepared as a general reference guide and is not designed to present every detail or situation on every element of the process. If at any time in the process you have questions or concerns, do not hesitate to call or Development Services Department ProjectDox Web Address Building Division permitlibrarian@wpb.org Page 2 of 18

4 Overview of Digital Plan Review System Information 1. The DPR system we use (ProjectDox) is a web-based program. In order to use this software, the user must have internet access. 2. In order to log in to DPR, you must have an address and a password. The first time you are invited to upload plans, you will be given a temporary password. NOTE: this temporary password is case sensitive. 3. You will need to click on Install ProjectDox Components before your first login. This can be found on the main ProjectDox homepage. 4. All users of the DPR software will upload plans and other documents electronically. Silverlight must be installed on the computer you are using to upload. 5. All drawings must follow the standards outlined later in this document. Please read the standards before creating the files for uploading. 6. In order to log into the system, your Pop-up Blocker must be turned off. If it is not turned off, you will receive a notification. To turn off your pop-up blocker: Go to the TOOLS menu Click POP-UP BLOCKER Click TURN OFF POP-UP BLOCKER Page 3 of 18

5 File Naming Convention Each plan sheet should have a numeric prefix starting with 001 followed by a typical title block sheet designation and the file name desired. The design professional may elect to further describe a file by adding to the minimum naming convention with a description of the page. Examples of optional drawing file naming are as below: 001 INDEX.pdf 002 SP1-SITE PLAN.pdf 003 A101-GROUND FLOOR.pdf 004 A102-REFLECTED CEILING.pdf 005 M101-MECHANCIAL PLAN.pdf 006 E101-ELECTRICAL FLOOR PLAN.pdf Note: For large commercial projects the numbering of the pages must match the detailed index sheet provided by the design professional. The index should either be the first file (001) or among the first few files. The numeric prefix dictates the order in which the pages will be sorted. Naming convention refers to the File Name given to each individual electronic file which contains a drawing. Each plan page shall be saved as a separate PDF file and should be in landscape format. CAD drawings shall be saved into a PDF file formatted in single layer black and white (monochrome) setting. At a minimum, a file name should intuitively indicate the file contents. Abbreviations should be used to classify and group related drawings as follows or similarly: CS Cover Sheet / Index SP Site Plan / C Civil L Landscape / IR Irrigation / DE Demolition A Architectural / LS Life Safety / M Mechanical / E Electrical / P Plumbing / S Structural FS Fire Sprinkler / FA Fire Alarm / LV Low Voltage Supporting Documents, such as Applications, Notice of Commencements, Soil Investigations, Individual Product Approvals, and Energy Calculations may be provided as a single multiple-paged PDF file and be named accordingly. A product approval may be further described by adding the NOA or FL number or a detailed description of the product. Examples of supporting document file names are: APP-NOC-CONTRACT.pdf SOIL REPORT.pdf ENERGY CALCULATIONS.pdf PRODUCT APPROVAL IMPACT WINDOW.pdf PRODUCT APPROVAL WINDOW MULLION.pdf PRODUCT APPROVAL NOA pdf Note: When resubmitting documents, the revised sheets must be uploaded using the exact same name as the original document name. This ensures that the plans will version which makes it easier and quicker for the plan reviewers to see the changes you have made. Folder Structure Standards All drawing files must be uploaded to the Drawings folder for each project. All permit applications and other miscellaneous documents (non-drawing files) must be uploaded into the Supporting Docs folder for each project. This includes product approvals, truss calculations, survey, etc. Page 4 of 18

6 Digital Signatures As with paper submissions, you will have to provide the City with signed and sealed drawings. You will need to have each design professional digitally sign and seal each drawing prior to plan review. This allows for the signature review to be performed at the same time as your plan review. When a digital signature is applied on a drawing, a cryptographic operation binds the digital certificate and the data being such as a PDF or other drawing files into one unique descriptor. Any change to the drawing will remove the unique descriptor and will be indicated when opened in Adobe. A Signature Invalid warning will display stating This document has been modified. Since a third-party validated certificate was used to apply the signatures, our reviewers can easily verify the validity of the drawing. A right click on the digital signature displays a pop up screen to validate the signature, showing the Summary, Certificate Authority, Revocation, Trust, Date/Time, Signatures Properties, and Polices. When the drawing is open in Adobe, it will ask the recipient to validate the signature. When the signature is verified, it checks that the data in the document matches what was in the hashtag when the signature was applied. Even the slightest change to the original document will result in a fail. See an example of a properly signed drawing below: The entire digital signature shown is clickable and contains all elements required. It was issued through a third party certification authority. ARCHITECTS AND LANDSCAPE ARCHITECTS Signing with a digital signature issued to you by a 3rd Party Certification Authority. Place a digitally created image of your seal and the following sentences where an original signature would appear if the item were being physically signed, dated and sealed. The sentences can be part of the digital signature custom appearance available in the signing tool, or they can be placed on the document outside of the digital signature block. This item has been electronically signed and sealed by [Licensee, RA, or LS] on the Date and/or Time Stamp shown using a digital signature. Printed copies of this document are not considered signed and sealed and the signature must be verified on any electronic copies. PROFESSIONAL ENGINEERS: TWO signing options are available: OPTION 1: (RECOMMENDED OPTION) Signing with a digital signature issued to you by a 3rd Party Certification Authority that is accompanied by a digitally created image of your seal and required language (see bulleted sentences below). Signing information should be placed Page 5 of 18

7 where an original signature would appear if the item were being physically signed, dated and sealed. The seal and sentences can be part of the digital signature custom appearance available in the signing tool, or they can be placed on the document outside of the digital signature block. If part of the custom digital signature appearance, you must ensure that the seal meets the size requirements of the Florida Board of Professional Engineers. This item has been electronically signed and sealed by [Licensee, PE] on the Date and/or Time Stamp shown using a digital signature. Printed copies of this document are not considered signed and sealed and the signature must be verified on any electronic copies. Governing Boards and Florida Statutes: FS 668 Electronic Signature Act of G15-23 PE Rules FAC FS 471 Engineering FS 61G1-16 Architects Rules FAC FS 481 Architects and Landscape Architects FS 61G10 Landscape Architects Rules FAC Page 6 of 18

8 First Time Users: Logging in, Uploading, and Completing Tasks After you have submitted your permit application, you will receive an invitation which will contain your login information and temporary password. You will also see information about the project, including the permit number and a link to the electronic plan review webpage ( The link will take you to the page below. Please note: If you have never used ProjectDox before, you will need to click on Install ProjectDox Components as previously stated under the system information. You will need to enter your address and the temporary password provided to you in the invitation . The temporary password is case-sensitive. After logging in, the first screen will prompt you for information to create your profile. You will need to enter a new password (these are still case-sensitive so be sure your Caps Lock is off), complete the Applicant information, and provide security questions. Once you have set up your user profile, you will now see the main screen for ProjectDox. At the top right hand corner, you will see various options. 1. Back/Forward buttons will back up or move forward one frame at a time. 2. The Projects button will take you to your projects in the system. Other applicants cannot see your projects. 3. The Profile button will take you back to your user profile if you wish to make any changes. 4. The Refresh icon (green) will update all of your information. Page 7 of 18

9 5. The Search icon (binoculars) searches all of the information on your plans. 6. The Help icon (question mark) provides information on a variety of topics. The bottom half of your screen will look like the example below. Any projects that you have access to will display in this list (top half of page). Any outstanding tasks that require your attention are displayed in the Task area below the project listing (bottom half of page). To begin uploading your plans, you will need to select the permit number you are working in. You will then need to select the folder that corresponds to the documents you are uploading. For example, if you are uploading drawings, select the Drawings folder; if you are uploading any supporting documentation, selecting Supporting Docs. For Step by Step directions, please see the following: 1. Select Upload Files. IMPORTANT: Each plan page shall be saved as a separate PDF file and should be in landscape orientation. Supporting Documents may be provided as a single multiple-paged PDF file and be named accordingly. Page 8 of 18

10 2. A new window will pop up and you will need to select Browse to find the files on your computer. 3. Another window will pop up and you will need to find where you have saved the drawings and/or supporting documents. You can also drag and drop the files into the upload box without having to browse. Select all of the files for the specific folder you are uploading to (Drawings or Supporting Docs). 4. After you hit open, the newest window will close and you will see the selected files listed. If they are all correct, you will select Upload. Page 9 of 18

11 5. You will close the uploading window, and you will now see the thumbnails of the files you uploaded. IMPORTANT: If you see a X instead of a thumbnail, you will need to delete the file and try the upload again. If you see a yellow exclamation point, the name of the file is too long. Delete file, fix name, and try again. 6. After you have finished uploading all of your documents, you will need to complete your task for this permit. 7. Go to the Task List in the upper right hand corner. 8. You will see in the first box, you will have a task for UploadConfirmation. 9. Open and accept the task. A new window will open up and you will hit Upload Complete. IMPORTANT: Failure to complete your task will result in your permit not moving forward to review. After you have completed your task, we will receive an notification that you have uploaded your documents and are ready for review. Page 10 of 18

12 Prescreening by the Building Division Prescreening Has Been Approved: If your submittal is sufficient to begin the review process, your plans and documents will continue through the Digital Plan Review process. You will able to check the status by going to our website: Prescreening Has Been Returned: If your submittal requirements were not sufficient, you will receive an notification that prescreening has been denied and corrections are needed. You will need to login to ProjectDox to view the comments. Examples of Items your Prescreening may be returned for: o Plans not in landscape orientation o Plans not uploaded as separate files o Plans not named according to File Naming Convention o Permit fees not (at least) partially paid In ProjectDox you will receive a task called CorrectionComplete. You will see the comments needing correction. Once you have addressed all the outstanding comments, you will need to check the box I have uploaded corrected documents and/or drawings as indicated below. After you have checked the box, click on Corrections Complete. You must check the box before you can click on Corrections Complete. Page 11 of 18

13 Resubmittals After the initial plan review is complete, you may have to address some comments and/or make corrections requested by the plan reviewer. If corrections are needed, you will receive an notification asking you to resubmit. You will need to go online to view the comments made by the plan reviewer in order for you to address them. To view your plan review comments: Enter in the Permit Number Select the permit Select Plan Reviews Click on the Review Name to read comments Once you have addressed the comments, you will need to upload the revised sheets into ProjectDox. You MUST name the sheets EXACTLY the same as the original submittal. The exact naming is important as it allows the file to version with the previously uploaded. The versioning allows the plan reviewers to easily compare and overlay the files to see the changes made. You will know if the versioning has been done correctly when you see a red V2 after the name. Page 12 of 18

14 If you do not version the files correctly, the new sheets will be deleted and the task will be returned back to you to fix the naming. After you have uploaded all of the corrected files, you will need to complete the ApplicantResubmit task, which is located in your Task List. You MUST check ALL THREE BOXES in order to send the task back for review. After checking the boxes, you will need to click on Resubmit Complete. If you do NOT complete this task, WE WILL NOT MOVE THE PERMIT BACK TO REVIEW. Completing this task notifies us when you are done uploading new files and that your permit is ready to be reviewed again. Page 13 of 18

15 Downloading and Printing Files Once all of the reviews are complete and approved, you will receive an inviting you to download the approved files. You will need to log in to ProjectDox and complete the following steps: 1. Go into the Approved Plans folder 2. Check the box to select all files. Page 14 of 18

16 3. Once all the files are selected, you will need to select the Download button. 4. A link will appear in ProjectDox that you will need to click on to save the files onto your computer. We recommend selecting Save As so you can choose where on your computer the plans will download. 5. You will need to follow the same steps for the Approved Supporting folder. Page 15 of 18

17 After all your files are downloaded to your computer, you will need to have these documents printed out for your inspections. All of the files will need to be printed in color and in the appropriate size. Drawings should be printed large enough to be legible for the inspectors. You will now need to come into City Hall to pick up your permit card. Along with the from the ProjectDox system inviting you to download your plans, you will receive an from someone in our office informing you of any extra information required for you to pick up your permit card (see below): Original application with required notarized signatures Any outstanding fees that need to be paid Notice of Commencement (required before first inspection, not to pick up permit card) Page 16 of 18

18 Revisions When your permit has been approved and released to you, you may discover that you require changes to the plans originally submitted or your permit was issued with provisos that you need to address. You will need to submit a revision to our office. To submit a revision, you will need to do the following: 1. the completed Plan Review Request Form (found on the City website) to permitlibrarian@wpb.org. 2. You will receive an invitation for a new permit number (your revision number) from ProjectDox. 3. We will then your new permit number and the fee balance with a link to pay. Revision fees are required to be paid in FULL before plan review can begin. 4. You will upload and complete the task as you would with a new permit. Please see pages 7-10 for reference. The naming of the revised sheets should be as close to the original submittals naming structure as possible. 5. Once the revision is approved, you will receive a link to download the plans (See pages 14-16). You will NOT need to come in to City Hall to pick up a new card, plans, etc. The revised and approved plans will need to be printed out in color and will need to replace the current sheets on the job site. Submittals Similar to revisions, your permit may be approved with provisos by the plan reviewers which may include the need for deferred submittals. You will need to submit a submittal to our office to satisfy these comments. To submit a submittal, you will need to do the following: 1. the completed Plan Review Request Form (found on the City website) to permitlibrarian@wpb.org. 2. You will receive an invitation for a new permit number (your submittal number) from ProjectDox. 3. You will upload the documents and complete the task as you would with a new permit. Please see pages 7-10 for reference. 4. Once the submittal is approved, you will receive a link to download the plans (See pages 14-16). You will NOT need to come in to City Hall to pick up a new card, plans, etc. The approved submittals will need to be printed out in color for the job site. Page 17 of 18

19 Frequently Asked Questions 1. I have forgotten my password and the forgot your password link isn t working. How do I retrieve my password? You will need to send an to permitlibrarian@wpb.org. We will reset your password and a temporary one will be ed to you from the system. 2. Why hasn t my permit been reviewed yet? There could be a few reasons why your permit hasn t been reviewed yet. You will need to make sure that you have completed any and all tasks in your task list. If you have completed the tasks correctly, you should not see any remaining in the task list in ProjectDox. Make sure your fees have been paid. Permits will not be reviewed until at least partial payments have been made. Revisions will not be reviewed until the entire amount has been paid. If you make any payments after you have completed the UploadConfirmation task, make sure to send an to permitlibrarian@wpb.org informing us. Once you have confirmed all tasks have been completed and fees have been paid, you will need to go to the City website to see where your permit is at in the review process We lost our plans for the job site. How do I get another set? You will need to log in to ProjectDox and download the approved documents again. See printing and downloading information on page For a permit card, you will need to come in to City Hall to request a duplicate one for a fee. 4. The person who was in charge of uploading is no longer with us. How do we add someone else to handle the permit? We can add a new person to the permit in ProjectDox. Send an with the person s full name and address to permitlibrarian@wpb.org along with your permit number. 5. How do I see my plan review comments? I don t see any in ProjectDox. To view your plan review comments, visit o Enter in the Permit Number o Select the permit o Select Plan Reviews o Click on the Review Name to read comments 6. I have questions regarding the plan review comments for my permit. Who do I need to speak to? You will need to contact the plan reviewer who completed the review. Their name and number should be at the end of your review comments on the City s website. You can also call the main building department number at to be directed to the reviewer directly. Page 18 of 18