ProjectDox Applicant Users Guide (Formerly eplan) Building Division Department of Community Development

Transcription

1 City of Bozeman Electronic Plan Review ProjectDox Applicant Users Guide (Formerly eplan) Building Division Department of Community Development 12/11/17

2 ProjectDox Applicant User Guide Table of Contents How to Apply for a Building Permit Electronic Plan Submission ProjectDox Review Invitation... 7 Reset Password.. 8 Naming Standards File Type Graphic Scale.. 9 File Sheet Size and Orientation Folder Structure Drawing Name Structure 10 Uploading Plan Drawings and Documents Applicant Upload Task Prescreening View Corrections / Changemarks>>> Markups and Change-marks Upload Corrections / Plan Submittal Approved Plans Paying Fees Downloading Approved Plans & Documents Plan Revisions During Construction Adding an Authorized User

3 Electronic Plan Submission You must have an Application Number (i.e. BP ) before plans can be uploaded to ProjectDox. Follow the steps on pages 2-5 of this guide to apply. First Time Users: Before uploading plans, review the standards for naming your drawing and document files, sheet sizes, file formats accepted, etc. (Review the entire Standards section of this guide, pages 8-9) How to Apply for a Building Permit Online Visit our website: 2

4 Select Submit Application **Only use the orange Continue and Back buttons not Web browser back arrow** Enter: Street Number, Direction (if needed), Street Name and Suffix (Dr, Ave, etc) select Continue o For number street please use 1 st, 2 nd, 3 rd etc o The system is very specific, so please make sure you enter all data for the street otherwise it may not locate the address. A list of addresses will appear, choose the correct address. Press Continue o You can also search by property owner Last name, First name 3

5 If the address or owner does not appear in the lists, STOP and call (406) for assistance. Once you have the correct address, the following screen will appear, enter Application Details. *This # should represent the total cost (supplies and time) for the project Once complete press: Continue You will need to type in the beginning of the general contractors business name in the above box Once complete press: Continue 4

6 Select the general contractor Once selected press: Continue On the Application Contact enter all required information. o This information is the applicant who will be uploading plans and making any corrections as well as primary contact for this project. Make sure you select I will submit plans electronically Once complete press: Continue 5

7 If COA exists, enter number. If not, enter NA Complete the Structure information, press Continue. Once completed you will be supplied with Application Summary page. Please review, if correct press Finish if changes are required select back. (Remember - If you select the back button on the web browser, all information will be lost) The building division will be notified of your application. The application will be reviewed and an will be sent to the applicant with the confirmation, fees due, and request for any additional information as needed with in 2 business days. Once the Plan check fees are paid, the Building Division must be notified. They will release an Electronic Plan Review invitation will be sent to the Applicant s address. 6

8 Plan Review Invitation For existing users, an invitation will be sent for each project application. For first time users, the invitation will contain your login information, temporary password and information about the project, including a link to the eplan web portal (both login and password are case sensitive). Logging Into ProjectDox New User Enter address and temporary password as previously ed to the applicant. 7

9 When logging in the first time you will be required to update profile and password. o All fields in yellow are required. Click on the Save button to save your profile. Existing Users Login to ProjectDox with your full address and password. o Forgot your password: contact Building Division at (406) to reset password. An will be generated and sent to the account holders address with a new temporary password. 8

10 Tip! Please read the entire section before attempting to upload. Standards File Type Both vector PDF and Design Web Format (DWF) files will be accepted for drawing files. Since AutoCAD software is commonly used to create drawing files, converting a DWG to DWF file print ready is the preferred secured file format. Files must be 2D DWF file print ready. The DWF must be saved as Auto CAD version 10 or lower format. EPlan does not support 3D DWF files at this time. If you choose to create PDF files, you will need to convert your AutoCAD files to a Vector PDF. It is recommended that drawings created in AutoCAD are converted to a Vector PDF within the AutoCAD program itself. In addition, the newest Adobe Acrobat (not the free version of Adobe Reader) will accommodate the creation of a Vector PDF. Graphic Scale DWF, DWG and PDF plan pages should be properly oriented in landscape mode for efficient review. Each sheet must have a typical graphic scale as shown in the image to the right. When more than one scale is used on a sheet, an independent graphic scale must accompany the applicable detail. All plans must be drawn to ¼ is 1 scale. Why Vector PDF s? Vector based PDF s can be scaled by any amount without any degrading image quality. It allows the plans to be reviewed in a much higher level of clarity on a computer screen. File Sheet Size and Orientation For drawings, all drawing files must be drawn and formatted for a minimum horizontal 36 x 24 sheet file or horizontal 11 x 17 sheet file for smaller scale jobs (pool enclosures, bathroom remodel, pools, etc.). o This includes truss and beam keys. Plan pages shall be properly oriented in landscape mode for an efficient review. Any documents files must be uploaded in the documents folder as vertical PDF files. Folder Structure (within ProjectDox) All drawing must be uploaded into the Drawings folder for each project. All applications and supporting documents must be uploaded into the Documents folder for each project. Sample document types would be truss calculations, geotechnical reports, etc. All Approved plans and documents can be found in the Approved folder. Approved documents will have a City of Bozeman stamp affixed to the top right corner of each page. The eform Attachments folder has any forms that may need to be downloaded, completed and uploaded. The Quick Review folder is where applicants can upload additional files at any time during the project and can be moved to the correct folder by the Building Division. 9

11 Naming Structure (Drawings / Documents) When preparing to upload, please follow the file naming structure shown below: Drawings 1. All file names will begin with a three-digit number that flows in sequence. Example: 001, 002, 003 etc. IMPORTANT NOTE: The plan Cover Sheet must always begin with 001 and the Index Sheet must always begin with 002 (unless combined with the cover sheet). Example: 001 Cover Sheet and Index Inserted Page 002 Site Plan 2. The second part of the file name will be the title that you have given each sheet. Example: Building Elevation Detail, Electrical Riser, Site Lighting, Foundation, etc. See below drawings for a sample of sheet names using the requested numerical sequence with your individual alphanumeric sheet # and sheet titles: eplan sequence number Your Sheet Title 001 Cover Sheet and Index 002 Site Plan To prevent errors please keep sheet names short Index Page To maximize plan review efficiency we require an index page that clearly names the sheet and location number. Applications & Documents Documents that contain multiple pages such as truss calculations, structural calculations, geotechnical report, beam calculations, etc may be uploaded as multipage PDF files and the file name will clearly indicate the document type. Separate document types shall be uploaded as separate files. (Geotechnical Report, Truss Calculations, Beam Calculations, ICC Checklist). 10

12 Uploading Plan Drawings and Documents Once you have successfully logged in to ProjectDox, the project or home screen will display as seen below. Recent and active projects will display in this list. Any outstanding tasks that require your action are displayed in the Projectflow Task list. Can t find your project To Home Reload Search Online Help 1. Click on the project number in the home screen. a. The projects are listed in order by application number (i.e. BP ). 2. Click the Drawings folder to upload drawings. 3. Select Upload Files. 11

13 4. Select or browse to the file location on your computer. Select or highlight the files you want to upload; multiple files can be selected by using your Shift or Ctrl keys. Click the Open button. Note: City of Bozeman requires that all drawings be uploaded as individual 36 x24 files saved in landscape format (horizontal orientation). See File Naming Standards on page 8 to name your files. 5. After reviewing the files, click the Upload button. The files will be copied to the upload window. 6. When the upload is complete, click on the Close button to close out of the dialog box. 12

14 Once files are uploaded to the folder(s), the folder list will populate with thumbnail images of each file contained in the folder. Under each thumbnail, the file name, author, date, and any relevant file icons display. 7. Select documents folder and repeat steps 2 and 5 to upload the documents. 8. Once documents / drawings have been uploaded, select the Project button at the top right corner of the screen. 9. Scroll down to the Projectflow Task List on the home page. 10. Select Confirm Plans Uploaded under the Task box. Read the text below to verify you have completed the steps. 11. Once you have read the text, check both boxes. 12. Select Upload Complete Notify the City of Bozeman to release the plans to the City for review. Complete later will not release plans to the City. You have successfully finished submitting your plans electronically. 13

15 Prescreening No response is needed if your submittal is complete, your plans and documents will continue through the ProjectDox system for review by the City of Bozeman. Plans have been returned to applicant If your submittal requirements were not complete, you will receive an notification that during prescreening has corrections (Example below). 1. Login to ProjectDox. 2. Find the project and associated task in the ProjectFlowTask List, click the Prescreen Corrections Task. 3. Accept the task 4. Prescreen Corrections screen will pop up 14

16 5. Scroll down to Click Here for Prescreen Checklist to see what items need to be corrected for review. a. If the checklist shows (0) then there will be comments in Reviewer Comments box. Response to Permit Coordinator from Applicant Task Instructions Box for Customer 6. After you have identified the missing or corrected drawings and/or documents to upload, click on the project to open the folders. 7. Upload the drawings and/or documents as instructed on pages 9-10 of this guide. 8. Select the projects tab at the top right to get back to the home page. 9. Scroll down to the ProjectFlow Task List and accept the Prescreen Corrections Task again. 10. Scroll to the bottom of the Prescreen Corrections screen and check the box. This will complete the Prescreen Corrections. 15

17 Correction Items Review corrections requested or changemarks. 1. You will receive an notification (example below) requesting corrections for your project. 2. Click the link Log in to Electronic Plan Review in the to access your project or login to ProjectDox. 3. Once logged in to the Home Page scroll down to the ProjectFlow Task List. 4. Accept the Applicant Resubmit Task. 5. The Applicant Resubmit screen will pop up. 6. Select the View Changemark Items box to see requested corrections. 16

18 7. The list of changemarks to make will show in the window below. a. Definition of headers below as seen in next two screen shots (a and b). i. File image is the thumbnail of the drawing ii. Department is who is requesting the change iii. Cycle is the review cycle of the corrections were given iv. File name is the name of the drawing or documents link to go to the drawing page v. Changemark Subject and Detail describe what change needs to be made b. Scroll to the right to see the rest of the window i. Changemark date updated is the date comments from Plans Examiner were made ii. Reviewer comments are any additional text comments for the applicant iii. Coordinator Comments are from the Building Coordinators (office personnel) iv. Applicant response is the box the applicant can reply to a response as text 8. To respond to the reviewer or coordinator click in the Applicant Response Box and start typing your reply 9. Once you are done select the save button. a. You must select the save button for each comment or the comment will not save. 10. Once applicant comments are complete select Save and Close button on the bottom left of the screen to exit. 17

19 Markups and Changemarks Each department changemark will show the markup and comment from the reviewer on each file / sheet that has corrections (example below). How to Review Files with Markups There are a two ways to review Markups on the project. Option 1: Accept the task in the ProjectFlow Task List, select View the Changemarks and select file name. Click the Review link to show the markup. 18

20 Pop up window below appears Highlight reviewers name and select OK The changemarks will show as seen below. Option 2: From the home page click on the Project and select the folder to view any markups. When this icon is displayed on a file, corrections are required. Double click the markups icon to open the list of markups attached to the file. 19

21 To view the markups on the file, check the View box left of the markup name(s) and Select All for View. Completing this step opens the markup window. Click on the sticky note to view the required correction(s). 20

22 Plan Resubmit / Uploading Corrections 1. When corrections have been completed to the plans and/or documents, you are ready to upload again. 2. Corrected plans and/or documents MUST be re-uploaded with the EXACT file name as the original submitted file. a. The system will automatically add a version number to the resubmitted plans and/or documents. b. If the system does not recognize any changes, plans will not version. 3. Verify all corrected plans and documents that have markups or comments have been corrected and uploaded. Failure to submit corrected plans will result in your re-submittal being returned for corrections again. 4. Once corrections have been uploaded, select the Projects button back to the home screen. 5. Scroll down to the ProjectFlow Task List and accept the Applicant Resubmit Task 6. The Applicant Resubmit box will pop up 7. Scroll down to the bottom 8. Read and check all three boxes 9. Select the Resubmit Complete button 21

23 Approved Plans When all departments have approved the plans you will receive an (as seen below) notifying you that the review is complete. 1. Log into ProjectDox Software, scroll down to the Projectflow Task List. 2. Accept the Final Payment Required task. 3. The Final Payment Required screen will pop up 4. Click on the Click 2 Gov Pay Fees link to pay fees (see pages for steps) 5. Once fees are paid, check the Building Permit and Impact Fees have been Paid box 6. Select Complete a. Once step 6 is complete, a notice will be sent to the Building Division to release the approved plans. 22

24 Paying Fees Online 1. Access the City of Bozeman website 2. Select Government, Building, Apply for Building Permit and click Pay My Fees 3. Once you are on the Click2Gov website, click Select Permit 4. Enter your Application Number, select Continue 23

25 5. Select Application Fees 6. To pay Plan check fees, uncheck the Pay box and check only the plan check fees a. Select Pay Now at the bottom of the screen b. Follow through promps entering in payment information c. Print receipt once transaction is complete as Building Division does not have a way to retreve a receipt from Click2Gov 7. To pay Impact and Permit fees, uncheck the subcontractor permit fees boxes. a. Select Pay Now at the bottom of the screen b. Follow through promps entering in payment information c. Print receipt once transaction is complete as Building Division does not have a way to retreve a receipt from Click2Gov. 24

26 Downloading Approved Files You will receive an notifying you your plans are ready to be downloaded (see below ). 1. Login to ProjectDox and select your Project (BP ). 2. Open the approved folder. 3. Once in the folder select all files by checking the box at the top left. 4. Select the download button. 5. Bring both sets to office for permit issuance. 25

27 Plan Revisions during Construction After your plans have been approved and construction has begun, sometimes changes arise that require revisions to your approved plans or documents. 1. To request revisions, login to eplan and select the project that needs revisions submitted. 2. Click the icon next to the project number. 3. In the subject line put Plan Revisions Request 4. In the body of the please detail what the revisions will entail. 5. Select the Submissions group and click Send. 6. Once the Submissions Group reviews the request, the project will be re-opened and returned to the applicant. 6. Click on the project to open the folders. 7. Upload the drawings and/or documents as instructed on pages 9-10 of this guide. 8. Select the projects tab at the top right to get back to the home page. 9. Scroll down to the ProjectFlow Task List and accept the Prescreen Corrections Task again. 10. Scroll to the bottom of the Prescreen Corrections screen and check the box. 11. The review process for the plan revision will begin and the approval process as previously outlined will begin again. ***This is usually a five-business day turn around*** 26

28 Adding an Authorized User to your Project/Permit To request an authorized user have access to your plans and documents and any other requested corrections, follow the steps outlined below: 1. The Submissions Group needs to know if a user needs to be added to a specific project. Do this by clicking on the icon next to the project number. 2. A system will pop up. 3. Fill in the Subject line as Add User 4. In the Body please fill in the box for the person to be added as shown below. 5. Select the Submissions group only. 6. Select Send. 7. The Submissions group will add that person to the project. 27