EPLAN REVIEW APPLICANT GUIDE INTRODUCTION What Is eplan Review? eplan Review is the City of Gainesville s digital development review solution. This software solution allows developers to electronically submit and monitor development projects as they go through the city s review for utility, building, zoning, and planning compliance. eplan Review allows city departments and other agencies to review projects simultaneously, which helps to resolve conflicting reviewer commentary and reduce review time, all the while ensuring an efficient and transparent review process overall. The eplan Review process includes five key tasks 1. Application Submission 2. Eplan Review Set-Up 3. Uploading Plans and Files 4. The City s Plan Review Process 5. Project Approval APPLICATION SUBMISSION The plan review process application is available via http://www.cityofgainesville.org/planningdepartment/eplanreview.aspx. Fees can be paid at the time of application submittal at Thomas Center, 302 NE 6 Ave, Gainesville, FL 32601 After submitting your application, you will receive an email prompting you to log in to your eplan Review account. If you ve never logged into eplan before, you will be provided with a temporary password, which you will need to change upon first login.
eplan REVIEW SETUP WHAT YOU NEED PRIOR TO LOGIN Credentials Have the username and password created in Step (#) ready.
Pop-Up Blockers Disable any programs, such as firewalls or pop-up blockers that will prevent additional screens from opening. Install ProjectDox Components You will need to install some components before you are able to access the ProjectDox eplan Review software. Select Install ProjectDox Components in the lower left area of the ProjectDox login screen and follow the prompts to run the required ActiveX installation. Note: If you do not have Administrator rights to your computer, you may need to contact your IT staff for help with this step. LOGGING IN To log in, enter your email address and password and click Log In, or press enter. If you are a first-time user, you will land on the Profile page, where you will be prompted to reset your password and set up your security Q&A. If you ve logged in before, you will land on the Project List (aka Home) page.
UPLOADING PLANS AND FILES ProjectDox allows you to upload files directly from your hard drive or from a network drive. Your files must follow a set of specific standards and be uploaded via the projects tab of the software. Navigating Files and Projects The search function, located in the top right navigation bar allows you to search within your project for any files, documents or notes. Submittal Standards STANDARD Paper Size: Site Plan Review Paper Size: Building Permits Batch Stamp Drawing Files Naming Convention FOR PLANS 24x36 8.5x11, 11x17, 24x36, 36x60 Top right corner Single files in DWG, PDF, DWF, DNG National Cad Standard NAMING STANDARDS All project documents bidding for approval should be named according the National CAD Standards. Access these standards at [https://www.nationalcadstandard.org/ncs5/pdfs/ncs5_uds1.pdf]
MARK UP COLORS Department Building Planning Public Works Electric Gas GruCom Water Landscaping and Environmental Real Estate Mark Up Color Mark Up Color Name Brick Purple Tan Red Yellow Orange Blue Green Aqua BATCH STAMP Project plans must include a 3x3 blank space at the top-right of all plans that will be reserved for a batch stamp to be placed upon approval
Applicant Upload Task and Submitting Files Once logged into ProjectDox, you will land on the active projects screen. You will need to submit your project files (plans, documents, etc) and complete the Applicant Upload task. Once these steps are complete, the City will be notified to perform a Presceen Review. Follow these steps to submit files: 1. Select the project name link from the Active Project screen. a. If you do not see the project name, select the All Projects button. 2. The file folders will be displayed on the left-hand side of the screen. 3. You will be able to engage with files in three ways: Drawings: Use the Drawings folder in the left-hand panel to upload plan drawings. Documents: The left-hand panel also contains a Documents folder, which you can use to access forms and documents relevant to your project. Approved Plans: This folder contains completed plans that have been batch-stamped. This folder is not made available until the project has been approved and the final plans have been stamped.
4. Select the desired folder s name/link to open the folder. 5. Select the Upload Files button. A new window opens.
6. You can browse to select a file on your computer/network or you can drag and drop multiple files onto the upload screen. 7. Select the Upload Files button and close the window after confirmation the files were uploaded. 8. Your files will be displayed on the right in the folder. Follow these steps to complete the Applicant Upload task: 1. Select the project name link from the Active Project screen. a. If you do not see the project name, select the All Projects button. 2. Select the Workflow Portals button to open the task list
3. Select the Applicant Upload task link. A new window will open with the task instructions and completion confirmation. 4. Confirm you have uploaded your file. 5. Click the Upload Complete Notify Jurisdiction button. 6. Click OK to confirm. Once your files have been uploaded and your Applicant Upload task has been completed, the eplan Review software will lock down your permissions from uploading any new files until certain steps in the process have been reached. 1. Prescreen Corrections: if you receive a Prescreen Corrections email notification, this signifies that you have not met sufficiency review and additional information is needed to complete the review. 2. Applicant Resubmit: If you receive an Applicant Resubmit email notification, this signifies that all departments have reviewedand corrections are needed.
PLAN REVIEW PROCESS Revisions Plan revisions can be submitted at the below steps in the project. You will receive an email notification and a task to submit revisions. 1. Prescreen Corrections 2. Applicant Resubmit To upload a revision, follow the same steps as appropriate for a new submission. The file name of the revised version of a plan, drawing, or document must be identical to that of the original submission to be processed as a revision, rather than a new submission for review. The ProjectDox software will automatically organize file versions according to upload dates.
Review Changemarks When you get the Applicant Resubmit task, there may be changemarks made on the submitted plans that note what revisions are being requested. There are several ways to review changemarks. 1. From the Applicant Resubmit Task a. Open the project link. b. Select the Workflow Portals button. c. Select the Applicant Resubmit task link. A new window opens. d. Select the View Changemark Items button. A new window opens. e. Select the MARKUP NAME link to open the file with the changemark. f. You can add comments back to the City by scrolling to the right of the Changemark Viewer window and double clicking in the changemark row under the APPLICANT RESPONSE column
2. From the Drawing Folder File(s) a. Open the project link. b. Open the Drawings folder c. Locate the Changemarks icon by the file d. Click the Changemark icon. A new window opens. e. Select the changemarks for View
f. The plan file opens with the Changemarks listed and displayed on the file. Topics and Notes The Topics and Notes feature allows messages to be written, stored, and emailed between members of the project, so the history of correspondence about a file or project is easily accessible within ProjectDox. Topics are high-level subjects for discussion. Notes are messages related to their parent topic. Topics and Notes can be assigned at the project or file level. We will discuss file-level Topics and Notes, addressing the differences for project-level Topics and Notes where applicable. Any user with permissions to the project has access to view and create project-level Topics and Notes for that project. Project Approval When your plans are reviewed and approved, they will be marked in a batch stamp and filed in the Approved folder in ProjectDox. When this happens, you will be issued a notice of approval via email and will then be able to download and print approved plans. Downloading Plans In the Approved folder in ProjectDox, you can access your new, stamped plans. Click the Download icon to save files to your hard drive. Please note that you will need to provide at least [two] sets of printed plans - one for your contractor and another for your field inspector.
GET HELP USING EPLAN REVIEW Help Button For more help and in-depth directions, click the Help icon in the top right navigation bar of the ProjectDox. [INSERT PICTURE It s the little question mark icon] This will open a ProjectDox Resources window with detailed information on using each component of the program. To view user help, navigate to ProjectDox User Reference Guide in the left side navigation bar. Your Account In the event that you need to reset your password, click Forgot your password? and follow the prompts. You will need to have the first name, last name, and email address of the account holder available. CONTACT US Website Email Phone http://www.cityofgainesville.org/planningdepartment/eplanreview.aspx eplanreview@cityofgainesville.org 352-334-5023