PR 18-07: Electronic Plan Review for Registration and EPR Administrative Staff

PR 18-07: Electronic Plan Review for Registration and EPR Administrative Staff


Ensure video is viewed in
highest-quality. Start the video and in the bottom right hand corner, select the
gear icon. Select quality and select 1080p from the list. If 1080p is not an
option try a different internet browser. Using the chaptering features down below.
Go to description, select show more and click the blue numbered hyperlink from
the list for the section you would like to watch. The section will start. To view
in full screen, select the full screen option in the bottom right hand corner.
To stop viewing in full screen, press the escape button on your keyboard. The DSA Registration Administrator will
receive notification that projects are due for submittal in the following
registration administrator bins; product registered pending initial submittal and
project registered pending resubmittal. Receive email notification from DSAbox
when submittal documents have been uploaded. Verify fees have been received.
Open eTracker application and update the received date. If documents are not
submitted or fees are not received, indicate late submittal in eTracker
and send an email to the client and the Design Professional, with a notification
that reregistration is required. Receive notification in the eTracker
project received pending intake dashboard. Retrieve submitted files from
the DSAbox. Go to the office application number, A/E license, submittal to DSA,
plan review, plan review submittal. Select the version 1 folder. Use Ctrl A to select all files, then
select download. Open windows explorer and go to downloads. Right-click on the
my box selected zip folder and select extract all from the drop down menu.
Rename selected destination, to the application number and then version 1. Select extract
to extract all files. Verify the naming convention of all files. Confirm formatting of documents go to
Bluebeam Studio, select open. Go to downloads select file and click open. Verify file size of all files select all
files click open. Verify drawing preparation. Confirm that
a blank stamp area has been included on each page of the document
for the DSA digital identification stamp. View bookmarks. Confirm the bookmarks
match the index sheet of the drawings. Click the audit bookmarks button to
verify that there are no broken bookmarks. Confirm page labels. Confirm
the page labels are on each of the sheets and that they match the bookmarks,
including sheet number and sheet name. Confirm that the document has been
flattened, there are no markups in the bottom markup list. Confirm that layers
have been removed. Select the layers tab and there should be no layers listed.
Confirm that a sheet count has been included on the index sheet of drawings
and that it matches the Bluebeam sheet count. Verify hyperlinks have been
created. Select a hyperlink listed on the index sheet and verify that all
index sheets highlight blue. Verify that scanned drawings have been scanned
in properly. Select two bookmarks in each of the sections to confirm that render
time is less than one second. Verify specification formatting. Confirm
that bookmarks have been created. Click the audit bookmarks button to confirm
there no broken bookmarks. Confirm the document has been flattened and that
there are no markups in the bottom tracker. Verify the format of the DSA 103
form. Confirm that the document has been flattened and that there are no markups
in the bottom tracker. Verify supporting documents. Confirm bookmarks have been
created and that there are no broken bookmarks by clicking the audit
bookmarks button. Confirm the document has been flattened and that there are no
markups in the bottom markup list. Review all formatting for all supporting
documents, they should be flattened and if they’re greater than 30 pages they
should be bookmarked. If documents are not properly formatted,
email the Design Professional to resubmit documents in one day. If
documents are not submitted update the eTracker application screen. Check the
incomplete box and add the following note in the client customer notes
section: project incomplete, not formatted correctly and returned to
client on. Issue an incomplete letter to the school district owner and copy the
architect and engineer stating the project was incomplete. Prepare documents for session. Select the
manage status gear at the top of the markup list. Confirm that the DSA back
check menu is listed for all documents. If a foreign model exists, select the
foreign model and click the red X to delete. Click OK, then select the manage
status gear again. Confirm the DSA back check menu. Click OK. Complete steps on
all PDF files submitted. Once back check menu has been confirmed
save and close PDF files. Add typical notes to the DWG_V1 file. On the cover
page, put the void application note and the notice to the design professional
note. Check the eTracker application screen for an EPR ID. If there is an EPR
ID for this project then the project is a resubmittal and the Bluebeam Studio
Project has already been created. Open Bluebeam Studio software.
Go to the EPR administrator dashboard: project received pending intake.
Highlight office ID, application number, increment number, project name.
Right-click, select copy. Return to Bluebeam Studio. Click home, then select start,
select new project from the drop-down menu. Paste the eTracker
information into the project name. Click OK. Go to Bluebeam Studio Project and
click upload folder button under the studio tab. On the X Drive go to the
electronic plan review folder, into the administrator folder, and then into the
Bluebeam Project template folder. Select the folder to match the number of
increments that the project has. Select folder and the Bluebeam Studio Project
folder structure will upload. The increment number is shown on the
eTracker dashboard project received pending intake bin. In the Bluebeam Studio Project tab,
select settings. Select the user access tab and uncheck restrict users. Click the
permissions tab, click the green plus icon and add the DSA direct employees
group. Update the permissions for attendees, change sends invitations to
Allow confirm all other are Deny. Select the DSA direct employees group update
permissions, send invitations is allow, manage user access is deny, manage
permissions is deny, send PDFs to sessions is allow, revoke checkout is
deny, share file links is deny, full control is deny. Click apply.
Click the folder permissions tab, select the green plus button and add DSA
direct employees. Expand the Bluebeam Project folder
structure. Update the DSA review folder to read, write and delete for DSA direct
employees. Submissions: read, write and delete. Approval: read. Attendees update the permission level for submission to read, write and delete. DSA review
to hidden and approval read. Click apply. Click OK to close the settings window.
Update eTracker application screen EPR ID with Bluebeam Studio Project ID.
Place the DSA cashier’s copy of DSA 1 and record of payment in Bluebeam
Studio Project. Go to navigator, search by all doc classes. Enter the origin ID,
enter the application ID, select search. Select download, select as PDF. Open this
downloaded PDF and Bluebeam. If the project folder structure opens select
the save to disk button. Find the DSA 1 download and select open. Select the save
as DMS iconic in the upper left-hand corner. Double-click the 0 increments
folder, double-click the DSA review folder, double-click the plan review
documents folder. Rename the file to DSA 1 select ok to save file. Repeat all
steps for the filing fee renaming the file to filing fee. Upload the version
1 the submittal folder. Under DSA plan review, plan review documents.
right-click the folder. Select upload folder. Go to downloads, select the application number
select the version 1 folder and select folder. Files will upload to Bluebeam Studio
Project. Create Bluebeam Studio Session.
Right-click on the PR tracking table, for increment files select the increment PR
tracking table. Click add to new Session. Name Session office, underscore,
application number, plan view, project name. Click OK to create Session. Set session permissions, click the
settings tab on the Bluebeam Studio Session tab. Click attendees, uncheck
restrict attendees. Click permissions tab, click the green plus icon to add DSA
direct employees group. Update permissions: save as is allow, print is allow, markup
is allow, markup alert is allow, add documents is allow. Confirm attendee
permission levels, click apply, click OK. Return to the Bluebeam Studio Project,
right-click the DSA additional comments file and select add to plan review
session. Invite the DSA phase one reviewer. Click
the white envelope icon next to the project name. Add email manually by
clicking the green plus icon and entering the email address. Click okay. Alternatively you can use the
address book button to open your local email address book. Search for employee, select name, click to.
Click OK. Slick OK to send Bluebeam Studio invitations. All design reviewers have completed
phase two review, eTracker dashboard: plan review complete ready to return to
client, bin will notify the DSA EPR administrator that drawing shall be
returned to the Design Professional. Join the Bluebeam Studio Project. Select the
project from the eTracker dashboard bin. Copy the nine-digit EPR ID. Open Bluebeam
software, connect to Bluebeam Studio. Under the Studio tab select join, paste
the 9 digit EPR ID, click OK. Right-click the project name from the
project tab and select show sessions. Confirmed that the plan review session is
selected and select join to join the plan review session. Right-click on the session document
PR tracking table file. Select open. Verify an X has been placed in the 85%
plan review QA finished field to match eTracker. If an X is not provided
contact the plan reviewer and request they add the X and verify that there are
no comments in the sessions pending field. Update eTracker plan check worksheet.
Select project from dashboard bin. Update return for correction date for
all required disciplines. Click save. Phase 2 plan review complete
notification email will be sent from DSA EPR administrator email address. Receive
notification of approved documents from the eTracker dashboard back check
completed stamp out pending bin. Select project from eTracker bin list and
highlight and copy the nine digit EPR code. Open Bluebeam and connect to
Bluebeam Studio, select join and paste the nine digit EPR ID code in the join window.
Right-click the project name, select show sessions, select session and click join.
Open the PR tracker table, right click on file name select open. Verify an X has
been placed in the 15% back check field or in the not required. If an X has not
been placed, contact the plan reviewer. Open documents that have been identified
with an approved A on the file name shown on the PR tracker table in the
lead planner viewer discipline box. Include drawing specifications and DSA
103 if applicable. Click on the project save icon.
Double-click folders to expand to approval, plan review documents. Change
the document name to include the office number the application number. Change
the version number at the end of the document name to an A for approved. Click OK.
file will save to Bluebeam studio Project approvals folder. After file is saved click on the document
name tab. Right-click and select check out from drop down menu.
Click the stamp icon at the top of the screen, go to 1DSA stamp and click the
edit icon. Update the application number, if there’s no increment number remove
increment number and leave blank. Check the boxes for the disciplines reviewed.
Right-click the stamp name tab and click save.
Go to the documents page, select stamp and stamp in the two and a half by two
inch square. Right-click the stamp and select apply to all pages from the drop
down menu. Stamp will apply to all document pages in the same location.
Stamp the seal page of the specifications and stamp the signed page of the 103 form. Flatten all stamped documents, select the
flattened icon verify no checkmark is in the allow markup recovery field and
click check all. Click flatten. Repeat for all stamped documents. After the documents have
been flattened, right-click the document name tab and click Save.
Right-click the name tab again to check-in. Select check-in. Document will
check-in to the Bluebeam Studio Project. Once document has been checked-in, click
the X icon in the document name tab to closed file. Repeat for all documents.
Copy approved documents the DSAbox and Navigator. Open Windows Explorer, go to
the C Drive. Select the user folder, select your user
name, open the app data folder, select local, select the Bluebeam project
folder, select the 00 folder. Find the project ID in the list. Double-click the increments folder.
Open the approval folder, open the plan review documents folder. Use
Ctrl A to select all files. Open the DSAbox project folder structure. Select the
application number, then select the DSA approvals folder. Select the approved
record set folder and click and drag the files from the open C Drive to the
approved folder. Files will upload. Also save a copy of these files to navigator.
The Design Professional will receive a notification from DSAbox that approved
documents have been uploaded to the box folder. Close any open Bluebeam PDF files.
Go to the increments folder and double-click, double-click the DSA review
folder, double-click the plan review documents folder. Open the version 1
folder by double clicking. Select all documents that are not a drawing file, a
specification file, the 103 form, the PR tracking table, or the DSA additional
comments file. Using ctrl select multiple files at once. Include version 2 and
greater of any supporting documents that were submitted, as well as the DSA 153
form. Once all files are selected, right-click
on a highlighted file. Select open, files will open. Once files have opened, go to
the file ribbon across the top and select the combine icon. Ensure include
bookmarks is checked, select ok. Files will combine. Once files have combined
right-click the document name tab and select save as. Select save to disk. Rename file folder to red folder. Save it
to a temporary location, such as you downloads folder. Select save. In the Bluebeam Studio
Project tab, select leave to close all files. Save red file document to
navigator. Go to eTracker plan check worksheet. Enter the date stamped, the
number of sheets stamped, and field reviewed by. Click Save, click okay on both
pop-up windows. Click approval of plan letter. The approval of plans screen will
open. Click create letter and then click return to plan check worksheet. Update
Bluebeam Project notifications. This is important to receive email notification
from Bluebeam, regarding uploads of post approval documents. Go to the Settings
icon in the top right corner. Select Preferences from the drop down menu. Go
to the Studio tab and then select notification preferences. Scroll to
projects, find project number on the list, click the checkbox next to the project.
Scroll to the bottom of the page. Click apply. Click the X in the document name
tab to close webpage. This process is for addendum, but it follows
for all post approval documents. Bluebeam Studio Project will send an email
notification to the EPR administrator when the documents were added to the
Bluebeam Studio Project. Note the version number of the document that has just
been uploaded. Submittal review status check. If email
notification indicates submittal is version one then skip to section 8.3. If
notification indicates submittal is version 2 or greater open eTracker. Select the
plan review tab, select addendum. Enter the application ID, select the search button.
Select the addendum. Verify if submittal is under review.
If the return date has been completed for the previous submittal then skip to
step 8.3 to validate PDF preparation. If the return date has not been completed
for the previous submittal then the previous submittal is still under review and the
submittal shall be rejected. The DSA EPR administrator shall send an email to the
Design Professional that indicates that the submittal is rejected and that new
submittals will not be accepted until the previous DSA review is completed and
all DSA reviewers comments have been incorporated. Verify the submittal preparation. Open email
notification from Bluebeam. Left-click on the nine digit Bluebeam Project ID
from the Bluebeam notification email. Open the submittal document. Double-click
the increments folder, double-click the submittal folder, double click the post
approval documents folder and double click the addendum folder. Verify the
naming convention of the newly submitted file and open the file by right-clicking
and selecting open. Confirm that the file is submitted in a single PDF format and
confirm the file size of the PDF. Right click on the Bluebeam Project file,
select properties. Confirm that the file size is less than one gigabyte. Confirm
that the document has been properly bookmarked. Go to the bookmark tab, for
drawing sheets if applicable confirm that bookmarks have been created with
the page number and the sheet name. For specifications, if applicable, confirm
that the bookmarks have been created. Verify they are nested by sections. For
supporting documents verify bookmarks match table of contents. Audit bookmarks. Confirm that there are no broken
bookmarks listed. Flatten the document. View the markup
list, confirm the document has been flattened. There should be no comments in
the market list at the bottom of the screen. Remove layers. Go to layer tab,
confirm that there are no layers. Hyperlinks, applicable if drawings are
part of the submittal. Go to the links tab, verify hyperlinks are listed. If any of
the submittal documents are not properly formatted, email the Design Professional
to resubmit documents. Prepare documents for sessions. Select the manage status
icon. Confirm that the DSA back check model occurs. If it does not occur select
the foreign model and click the red X to delete. Click OK. Click the manage status
gear again and confirm that the DSA back check model is there. Click OK. Save
and close file. Open eTracker. Select the plan review
tab. Select addendum. If submittal is version 2 or greater, enter the
application ID and select the search button. Select the addendum from the list. Enter the resubmitted date. Update all
disapproved statuses to required. Click the Save button.
If sumbittal is v1, select add. Enter the application ID. Set the
increment number, if applicable. Enter the addendum number, enter the received date.
The received date can be found by viewing the date on the email
notification from Bluebeam Studio. For the SSR field update the status to
required. Enter today’s date, select the anticipated office and select the
plan reviewer from the drop down list. This is a designated triage person from
each office. For FLS and ACS set the status to not required. Click the Save
button. Copy file from submission to DSA review. Right-click submitted file, select
copy. Double left click the DSA plan review
folder, double left-click the post approval documents folder, right-click
the addendum folder, select paste. Add documents to Bluebeam Studio Session.
Right-click on the new file from DSA review folder. If addendum session already
exists, select add to: Office, application addendum, project name. If addendum session does not exist, select
add to new session. Name session office number, application number, addendum,
followed by the project name. Click okay. In session click session settings.
Under the attendees tab. Uncheck restrict attendees. Under the
permissions tab add the DSA direct employees group. Click the green plus
icon and select the DSA direct employees group. Update the permission levels. Confirm the attend permission
levels then click apply and click OK. Notify the Design Professional of
disapproved to submittal. The DSA EPR administrator will receive a
notification of disapproved documents from the eTracker dashboard addendum
not approve return of comments pending bin. Select the addendum from list. Enter
return date, send email to Design Professional indicating the submittal is
disapproved. The DSA EPR administrator will receive notification of approved
documents from the eTracker dashboard addendum review complete ready for
approval bin. Open eTracker. Go to the addendum review complete ready for
approval bin and select the addendum from eTracker. Copy the nine digit
EPR ID number. Join the Bluebeam Studio Project. Open Bluebeam Studio software. Ensure you’re connected to Bluebeam Studio.
Under the Studio tab, select home, select join. Paste the nine digit EPR ID and
click OK. Join the Bluebeam Studio Session. Right-click on the Bluebeam
Project name. Select show sessions, select the addendum session. Select join. Open
the addendum. Right-click on the latest submittal version. Select open. Update
the stamp to match eTracker. Click the stamp icon. Edit the Bluebeam stamp.
Hover over 2DSA ID stamp and click the right edge. Update the application number. Update the increment, if applicable, leave
blank if there are no increments. Check the applicable reviewed for fields to
match the approved disciplines on the eTracker status field. Click Save. Click
the X in the document name tab to close file. Save document to Bluebeam Studio
Project approval folder. Click the save as DMS icon. Double-click folder to
expand folder: increment, approval, post approval documents, addenda. Add the
application number to the front of the file name. Change the version number to an A for
approved. Click okay. Affix stamp and flatten document.
Right-click the document name tab. Select check out. Click the stamp tool. Select 2DSA ID stamp. Apply stamp to all sheets that have A/E stamp and signature. Select the flatten icon. Verify allow markup
recovery is unchecked and all markups are selected and all pages are selected
in the page range. Click flatten. Select save. Right click on the document name
tab, select check-in, click check-in, click on the X in the document name tab to
closed file. Copy approved documents to DSAbox and navigator. Open Windows
Explorer window. Go to the following location: the C Drive, users, computer
login name

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