PROJECT DEVELOPMENT MANUAL Appendix 14

Project Data Management

August 2006 This page is intentionally left blank. APPENDIX 14 Project Data Management

1. PROJECT DATA MANAGEMENT ...... 14-1 1.1 PURPOSE ...... 14-1 1.2 INTRODUCTION...... 14-1 1.3 PROJECTWISE ...... 14-1 1.3.1. ProjectWise DataSources...... 14-3 1.3.2. Project Folder Structure...... 14-3 1.3.3. Subfolders for BINs, Multiple Sites, and Consultant Firms...... 14-5 1.3.4. Folders for Electronic Review ...... 14-5 1.3.5. ProjectWise Accounts, Users, and Work Groups...... 14-6 1.3.5.1...... Department Staff Accounts ...... 14-6 1.3.5.2...... Non-Department Staff Accounts...... 14-6 1.3.5.3...... Consultants...... 14-7 1.3.5.4...... Contractors ...... 14-7 1.3.5.5...... Project Partners ...... 14-8 1.3.5.6...... Data Manager and Administrator Accounts ...... 14-8 1.3.5.7...... Data Manager and ProjectWise Administrator Responsibilities ...... 14-8 1.3.6. ProjectWise Security ...... 14-9 1.3.6.1...... Consultant, Contractor, and Project Partner Access...... 14-11 2. WORKING WITH PROJECTWISE...... 14-11 2.1 PROJECTWISE THROUGH NYSDOT’S NETWORK...... 14-11 2.2 PROJECTWISE USING THE PROJECTWISE WEB CLIENT ...... 14-11 2.3 CONSULTANTS ...... 14-12 2.4 CONTRACTORS ...... 14-12 2.5 ACCESSING DOCUMENTS USING PROJECTWISE EXPLORER ...... 14-12 2.6 DOCUMENT PROPERTIES AND ATTRIBUTES ...... 14-12 2.7 ATTRIBUTE INTERFACES...... 14-13 2.8 SEARCHING FOR DOCUMENTS...... 14-14 3. PROJECT DATA ARCHIVE...... 14-14 4. RESOURCE INFORMATION...... 14-15 5. FILE AND DOCUMENT NAMING CONVENTION...... 14-15 5.1 NAMING DOCUMENT AND FILES ...... 14-15 5.2 RIGHT OF WAY ...... 14-16 5.3 STRUCTURE SHOP DRAWINGS...... 14-17 5.4 CORRESPONDENCE...... 14-17 5.5 IMAGE DOCUMENTS...... 14-17 5.6 DOCUMENT DESCRIPTIONS...... 14-17 5.7 DOCUMENT NAME FORMAT, CATEGORIES, AND SUBCATEGORIES ...... 14-18 APPENDIX 14 September 2006 Project Data Management

This page is intentionally left blank. September 2006 APPENDIX 14 Project Data Management 1. PROJECT DATA MANAGEMENT

1.1 PURPOSE

The purpose of this appendix is to provide guidance on managing electronic project documents throughout the life of a project until a project’s acceptance. During the project development and delivery process many documents, drawings and exhibits are created in electronic format. At NYSDOT multiple program areas work concurrently on projects. Frequently a Design Group will work on part of the project, while another Functional Unit will work at the same time on another part of the project. Sometimes two Regions may need to work together on a project. Electronic project documents need to be stored in a way that all project contributors have access to the most current information at all times, no matter where they are located geographically or organizationally. This is accomplished using ProjectWise.

1.2 INTRODUCTION

This appendix provides basic knowledge regarding engineering document management and usage within the Department. Document management is how documents are organized and stored in order to facilitate a collaborative work environment. Its primary purpose is to have a safe repository for information, to minimize the possibility that information is lost, and to effectively share information. Electronic document management is designed to ensure that in the event of an unforeseen damaging situation, only one day’s work will be lost. Dependable methods of electronic document management ensure transferability, provide ease of record keeping, and ensure availability and access to information in electronic formats.

1.3 PROJECTWISE

ProjectWise is used to organize and manage electronic project documents for the Department. Exhibit 14-1 describes document types and formats stored in ProjectWise. All electronic project documents shall reside in ProjectWise. A project’s electronic documents typically include reports, studies, permits, mapping, terrain models, control, correspondence, and more. Items such as e-mail, if it contains project decisions, or pertinent information, should also be retained in ProjectWise. Department staff should return documents to the checked in status in ProjectWise each time a document is closed. Consultants shall submit corresponding documents into ProjectWise for any paper or email submissions made to their Project Manager/ Job Manager/ Consultant Manager. Consultants shall submit electronic documents containing the information stated in 14-1 ProjectWise Workflow States and Archive Data to the folder designated by their Project Manager/ Job Manager/ Consultant Manager.

14-1 Exhibit 14-1 Document Types and Formats Stored in ProjectWise

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1.3.1. ProjectWise DataSources

A ProjectWise DataSource is a container of folders, documents, and their supporting database. The Department’s ProjectWise System consists of two DataSources, one for active electronic project documents and one for archived electronic project documents. All active Capital Project electronic documents are stored in the NYSDOT DataSource. Capital Project electronic project documents for projects that have been accepted are stored in the Archive DataSource.

1.3.2. Project Folder Structure

A folder for each Region and the Main Office exists under both the NYSDOT and Archive DataSource. The NYSDOT DataSource folder structure is as follows:

NYSDOT + Documents + Region # + (Dnumber added after Award) PIN and Project Description Work group

In the NYSDOT DataSource each Region folder contains project folders. All projects are stored under their appropriate Region folder. The Main Office folder contains other program area data. Each project folder contains folders for each work group assigned to the project. Work groups located in the Main Office store the project documents they create under the appropriate PIN folder, located under the Region folder. Each individual may see more or fewer subfolders depending on the number of groups working on a particular project and his or her access rights.

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In the Archive DataSource, each project folder contains a folder for each work group requesting an archive. The work group folders contain the documents as they existed at the conclusion of the project. Each archive is named by requesting group, date and reason for archive.

Archive + Documents + Archives + Region # + PIN and Project Description including Contract Number + Work group requesting archive_yearmonthday_purpose + Work group folders archived Example: Archive + Documents + Archives + Region 01 + 1528.55 - D259723 - I90 Exit 1(Thruway) to Exit 5A(Corporate Woods) + Survey_20040312_Mapping_Released Survey + Photogrammetry_20040612_Mapping_Released Photogrammetry + Survey_20051205_Supplemental_Survey Survey + Highway Design_20051202_PSE Highway Design Landscape Environmental Estimate + Construction_20071215 Project Acceptance Construction Structures Construction

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1.3.3. Subfolders for BINs, Multiple Sites, and Consultant Firms

If a project contains more than one bridge, typically a subfolder will be created for each BIN under both the Structures Design and the Structures Construction folders. Similarly if a project contains more than one site, a subfolder may be created under a specific work group if warranted. Example: NYSDOT + Documents + Region # + PIN and Project Description Structures Design BIN#1 BIN#2 Structures Construction BIN#1 BIN#2

If a project has consultants working on it, there will be a folder created under the work group folder for the portion of the project that the consultant is working on. The folder will be named for the consultant firm. For example if “Consultant A” is responsible for the highway design work a folder called “Consultant A” will be created under the project’s Highway Design work group folder. Separate folderswill be created for each work type and each consultant firm working on a particular project; for which the Department has an active consultant agreement in place.

NYSDOT + Documents + Region # + PIN and Project Description Highway Design Consultant A Consultant B

1.3.4. Folders for Electronic Review

An additional folder may be created to make available documents for review under the Project PIN folder. This folder is created by the Data Manager at the request of a work group for official reviews, such as, ADP review. Documents posted for review should be in Adobe pdf format. At the conclusion of the review period, the review folder and documents should be archived by the Data Manager.

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1.3.5. ProjectWise Accounts, Users, and Work Groups

In order to access information in ProjectWise, a ProjectWise account is needed. A ProjectWise account is how individuals are identified in ProjectWise; how document and project creations and revisions are tracked, and how access to information is provided.

Users of ProjectWise include Department staff, consultants, contractors and project partners. In ProjectWise, users are members of work groups. Work groups are one or more individuals responsible for portions of the project work. Examples of ProjectWise work groups include; Regional survey, Photogrammetry, Regional ROW Mapping, Design squads/teams, Landscape, Structures Design squads/teams, etc. ProjectWise work groups may be divided into sub groups. For example, a Regional Highway Design work group most likely contains a ProjectWise work group for each of its Design squads/teams.

1.3.5.1. Department Staff Accounts

For Department staff, ProjectWise user account names, ProjectWise work groups and work group members are imported from Microsoft Active Directory. Active Directory is the system the Department uses to manage accounts on its network. ProjectWise synchronizes on a continuously scheduled basis from Active Directory. IT staff make adjustments to work group members imported from the Active Directory. The majority of Department staff accounts and work groups have been defined. Department staff requiring accounts, or who need to have their work group adjusted should contact the Department’s Helpdesk. If a work group member leaves the Department or transfersto another work location, their supervisor should notify the Helpdesk.

1.3.5.2. Non-Department Staff Accounts

Non-Department users of ProjectWise may include consultants, contractors, and project partners. A project partner is any organization which has a direct business involvement with the project contract.

To assure accountability, Consultant, Contractor, and Project Partner users of ProjectWise have ProjectWise accounts created indicating the specific name (first name initial and last name) utilizing the account creation convention as follows:

For Consultants and Contractors:

co_name (first name initial, last name, with no spaces in between)

For Project Partners:

Agency or company_name (first name initial, last name, with no spaces in between)

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At the time of account creation, each consultant/contractor/project partner is assigned a password and provided their specific account information. Consultants/contractors/ project partners shall change their password upon receipt of account information. Consultants/contractors/project partners should periodically change their passwords. ProjectWise accounts are specific to individuals. Consultants/contractors/project partners shall not share ProjectWise accounts/passwords. If the Department suspects account sharing, accounts will be disabled.

1.3.5.3. Consultants

Consultants may obtain a ProjectWise account by contacting their Project Manager/ Job Manager/ Consultant Manager and by providing their first and last name, the firm they are employed by, an active PIN, phone number, firm address where each individual is located, email address, and the duration of their involvement in the project. Project Managers/ Job Managers/Consultant Managers then forward this information along with a brief description of the type of access needed to the Department’s Helpdesk. Consultants should not contact the Department’s Helpdesk directly.

Consultant firms must notify Project Managers/ Job Managers/Consultant Managers of personnel changes for their staff with ProjectWise accounts. By obtaining a ProjectWise account an individual is able to submit material to the Department on his or her firm’s behalf. Consultant firms should consider carefully who they select to submit information for a particular project. Consultant firms should also be aware should an individual leave their firm, they will still have access to that firm’s project data until the Department is notified to disable the individual’s account.No ProjectWise accounts will be provided to sub-consultants. Prime Consultants are responsible for uploading/managing all project data from the consultant team.

1.3.5.4. Contractors

Contractors may obtain a ProjectWise account by contacting the Structures Design and Construction Division (for Fabricators) and the Construction Division (for all other Contractors) and by providing their first and last name, the firm they are employed by, an active PIN, phone number, firm address where each individual is located, email address, and the duration of their involvement in the project. The Structures Design and Construction Division or the Construction Division then forwards this information along with a brief description of the type of access needed to the Department’s Helpdesk. Fabricators are routinely granted access to ProjectWise. Other contractors may or may not be granted access depending on individual project circumstances. Contractors should not contact the Department’s Helpdesk directly.

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Contractors must notify the Structures Design and Construction Division/Construction Division of personnel changes for their staff with ProjectWise accounts. By obtaining a ProjectWise account an individual is able to submit material to the Department on behalf of their firm. Contractors should consider carefully who they select to submit information for a particular project. Contractors should be aware that an individual who left their firm will continue to have access to the project data until the contractor requests the Department to disable the individual’s account.

1.3.5.5. Project Partners

Occasionally during the course of working on a project access is granted to a project partner. Examples of project partners include other agencies (NYSTA, FHWA), utility companies, and municipalities. ProjectWise accounts may be granted to individuals representing a project partner. Project partners must provide their first and last name, the organization they are employed by, an active PIN, phone number, organization address where each individual is located, email address, and the duration of their involvement in the project.

1.3.5.6. Data Manager and Administrator Accounts

To assure accountability, ProjectWise Administrators and Data Managers will have ProjectWise accounts created indicating the specific name (first name initial and last name) utilizing the account creation convention as follows: pw_name (first name initial, last name, with no spaces in between) –ProjectWise administrator account name dm_name (first name initial, last name, with no spaces in between) –Data Manager account name

1.3.5.7. Data Manager and ProjectWise Administrator Responsibilities

The following defines the roles of Regional Data Managers, ProjectWise Administrators, and System Administrators in context to ProjectWise.

 Regional Data Manager(s) –IT or engineering staff, responsible for creating new projects in their area of responsibility by copying the project security model. Regional Data Managers have the following capabilities within ProjectWise to manage project data in their Region:

- Adjust security model on a project level. - Adjust security permissions for the project folders, work group folders, and documents. - Import recovered data into ProjectWise. - Archive data.

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A Regional Data Manager’s primary purpose is to assure availability of project data to applicable project work groups for a particular project. Data Managers should work with document creators to assure that access is only provided to the appropriate project work groups.

• ProjectWise Administrators – ProjectWise Administrators have the following responsibilities: - ProjectWise software support. - Set up and maintenance of the ProjectWise environment. - Maintenance of project security models. - Maintenance of Work Flow States. - ProjectWise accounts creation and management.

 System Administrators –IT staff, responsible for file back up and recovery, managing Active Directory accounts and ProjectWise Active Directory group members.

1.3.6. ProjectWise Security

Once documents are placed in ProjectWise, ProjectWise security controls who has access to which documents. Project security is initially set according to the following conventions:

 All Department staff with ProjectWise accounts in a particular Region will have read access to all of that Region’s projects depending on the project’s workflow state and which work group they are a member of.  If an individual is a member of a particular Regional work group (Regional Survey, ROW Mapping, Structures, Landscape, etc.) they will have read/write access to the corresponding work group folder under each Regional project.  Folders will exist under each project for only the work groups actively working on a particular project.  Main Office work groups, who work on projects in all Regions, have read access to projects they are actively working on and read/write access to the applicable work group folder under these projects. Main Office groups that work on all or most projects (eg. Photogrammetry, DQAB) have read access to all projects and read/write access to their applicable work group folder under these projects.

A ProjectWise workflow is a collection of security settings. The Department has three collections of security settings, known as states, based on the project development process outlined in Exhibit 14-2 ProjectWise Workflow States and Active Work Groups. Each collection of security settings, or states, provides different work groups access to a project at a particular time in the project’s life cycle. For example, Survey and Photogrammetry may begin to work on a project sooner than a structures, landscape or construction group. Prior to reaching a state where a particular work group is a member, a work group will have read only access to a project. The Regional Data Manager is responsible for advancing a project’s workflow state.

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Exhibit 14-2 ProjectWise Workflow States and Active Work Groups State 01 Project Initiation and Scoping Groups with Write Access to Active Workgroup Folder1 Administrative 5 DQAB 2 4,6 Archive Highway Design 01 Project Initiation and Scoping (Read Only) Hydraulics Maintenance Photogrammetry3,5 Planning Structures Design4,6 Survey3

State 02 Design Groups with Write Access to Active Workgroup Folder1 Administrative DQAB5 Environmental Estimate Geotechnical4 4,6 Highway Design 2 Hydraulics Archive Landscape 01 Project Initiation and Scoping (Read Only) 02 Design (Read Only) Maintenance Materials Photogrammetry5 Real Estate ROW Mapping Signs and Signals Structures Design4,6 Survey3 Traffic and Safety Utilities

State 03 Construction Groups with Write Access to Active Workgroup Folder1 Administrative Construction Archive2 5 DQAB 01 Project Initiation and Scoping (Read Only) Estimate 02 Design (Read Only) Graphic Arts5 03 Construction (Read Only) Maintenance Structures Construction5

1. All other groups have read only access to work group folder. 2. Copies of documents in the work group folder are archived as read only when a project changes states if the work group has requested an archive from the Regional Data Manager. 3. Active work groups do not have read access to the Photogrammetry and Survey Folders in State 01Mapping in Progress. 4. Work group could be Regional or Main Office. 5. Work group is in Main Office only. 6. Work groups may be divided into sub groups. 14-10 September 2006 APPENDIX 14 Project Data Management

1.3.6.1. Consultant, Contractor, and Project Partner Access

Non-Department employees, such as consultants, contractors, and project partners that the Department has elected to provide access to ProjectWise are granted the minimum access needed to complete their work.

No ProjectWise access is provided to sub-consultants. Individuals from a particular firm will be granted read/write access to the documents within their firm’s designated folder. Consultant firms may be granted read access to other project documents and folders deemed necessary to complete their work by the Department. The Project Managers/ Job Managers/Consultant Managers have read access to the consultant firm folders.

2. WORKING WITH PROJECTWISE

2.1 PROJECTWISE THROUGH NYSDOT’S NETWORK

Department staff should have ProjectWise open and running during all project related work sessions. On the Department’s Network, to start ProjectWise, double click on the ProjectWise Explorer icon on the desktop, or through the Windows Start Menu. ProjectWise is integrated with many applications on each PC. Staff are prompted to save documents to ProjectWise when accessing the File> Save option of integrated applications. For non-integrated application, documents should be added to the appropriate folder location in ProjectWise through the drag and drop method. Once a document has been added to ProjectWise, the copy left on the PC should be deleted to avoid confusion. In general, new documents for all applications should be initiated in ProjectWise using the seed documents provided in each project, located in the !Project Seed Documents folder, in order to capture the document attributes at document creation.

2.2 PROJECTWISE USING THE PROJECTWISE WEB CLIENT

ProjectWise is accessed through the Internet, by using Internet Explorer. A link to the ProjectWise Web Client is available through the Department’s Public Website. The ProjectWise Web Client has similar but limited capabilities to the ProjectWise Explorer Client. DOT staff who do not have access to the Department’s Network (such as some construction and maintenance staff) may access ProjectWise using the Web Client. Consultants and contractors access ProjectWise through the Web Client at the following link:

https://www5.nysdot.gov/WEL/index.html

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2.3 CONSULTANTS

Consultants should export and import documents directly from the ProjectWise web client. Consultants should export documents to their own network and import them back into ProjectWise as updates are completed, such as at project milestones, or as project needs dictate.

New documents created by consultants should be initiated in ProjectWise using the project seed documents in order to capture document attributes. As Consultants add, update, and import documents into ProjectWise, the Regional Data Manager should be notified, in order to run the Scan References Utility on the project. This assures that reference relationships are kept up to date. The Consultant shall assure that any new references are added to ProjectWise.

2.4 CONTRACTORS

The Structures Design and Construction Division allows Contractors/Fabricators to submit electronic shop drawings through ProjectWise. A folder is provided for each firm to submit documents. The folder will be named for the firm, and placed under the Structures Construction work group folder. Separate folders will be created for each firm working on a particular project. Under each firm folder there will be a folder for either the Concrete or Metals Unit, to provide comments to the contractor, as applicable.

2.5 ACCESSING DOCUMENTS USING PROJECTWISE EXPLORER

Once logged into ProjectWise, documents are accessed by selecting and double clicking on them. This will check out and open the document, while automatically downloading a copy to the PC. The document is placed in Checked Out status. Once a document is checked out, it cannot be modified by anyone other than who the document is checked out to. When opening a MicroStation file, ProjectWise automatically copies out associated reference files to the PC. All project related documents shall be checked in to ProjectWise at the closing of the document. This assures that the latest copy of the document is on the server. Users also have the option of using the Update Server Copy command, which will assure the latest copy of the document is on the server, but retain a document’s Checked Out status. When a checked out document is closed, ProjectWise prompts to check the document back in.

2.6 DOCUMENT PROPERTIES AND ATTRIBUTES

Each document has general properties associated with it. Document properties include the document name and file name, the document description, the application, state, status, updater, and creator. Document properties can be accessed by selecting a document and choosing Document> Properties from the ProjectWise Explorer Window. General properties are found in the General Tab.

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Each document in ProjectWise has attributes associated with it. Attributes are a tool to organize information in ProjectWise. Attributes provide common identifiers to reflect the document content, which can later be used to search for a document. The Department has developed attributes common to the type of information typically generated for a project. In ProjectWise a collection of attributes are known as an environment. NYSDOT has two environments, Project and Survey_ROW. Which attributes are displayed depends on which environment is set on a particular folder. The Survey_ROW environment is set on both the Survey and the ROW work group folders and documents in these folders have different available attributes then documents in other work group folders. All applicable attributes to a particular document should be completed by the document creator for each document in ProjectWise.

Attributes are also used to automatically generate information in MicroStation, through the use of predefined tags. This includes information used for several cells in the NYSDOT standard cell libraries. Attributes used to fill in predefined tags in MicroStation shall be placed with uppercase text, such as attributes used in the title block. Document attributes can be accessed by selecting a document and choosing Document> Properties from the ProjectWise Explorer Window and choosing the Attributes Tab.

2.7 ATTRIBUTE INTERFACES

Attribute Interfaces are a collection of attributes displayed for the user which share a common theme. Standard attribute interfaces have been created to make it easier for document creators to complete and update pertinent attributes. The following standard attribute interfaces are available by choosing Tools> Interface from the ProjectWise Explorer Window:

Map - ROW - Survey Plans - Detail Sheet Border Plans - Plan Sheet Border Plans - Shop Drawings Project - Info for Construction Project - Location System - All Attributes System - PW Reports

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2.8 SEARCHING FOR DOCUMENTS

In ProjectWise, documents can be located by using document attributes and document properties. To search for a document, or group of documents, select a folder and right click, and choose the Find Documents. Choose the Search Form option. ProjectWise will return all of the documents an individual has access to, using the search criteria specified. Searching for documents is most efficient when multiple search criteria are identified.

3. PROJECT DATA ARCHIVE

To efficiently access and organize documents, and to ensure electronic copies of officially approved documents are kept, a method of archiving has been developed. As a project progresses, project data needs to be archived. Archiving is an important part of managing project data and managing the ProjectWise system. Once safely moved to the ProjectWise Archive, completed project data and inactive project data can be removed from the NYSDOT DataSource. The archiving process should include electronic documents used to create officially approved documents. Initiating the archive process is the responsibility of the data owner at the work group level. During the archiving process it is the data owner’s responsibility to decide which documents are needed to continue progressing the project and which documents to mark for deletion, and to communicate this information to the ProjectWise Data Manager. Electronic copies of data that has been transmitted to another work group or that has been officially approved should be copied to the appropriate archive folder based on the data’s place within the Project workflow; for each ProjectWise Workflow state, key data that must be stored in the ProjectWise archive is outlined in Table 14-1 ProjectWise Workflow States and Archive Data. At the project’s conclusion, all project data is moved from NYSDOT DataSource to Archive DataSource.

Table 14-1 ProjectWise Workflow States and Archive Data State State State Name Ending Data to include in Archive Description Point 01_Scoping Project Scoping Terrain data IPP is Approved Scope Closure Document- transmitted (Consistent with Project Development to Design Manual) Terrain data transmittal to Design 02_Design Final Design Project is Draft Design Report (from Design awarded Approved Design Approval Document Approval until ROW Mapping Transmittal to Design Award) ROW Mapping Transmittal to Real Estate Advanced Detail Plans Contract Documents 03_Construction Construction Project is Record Plans including As-Builts (From Award accepted until Project is Accepted)

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4. RESOURCE INFORMATION

The Resource Information folder is a document sharing location that can be accessed using ProjectWise. The Resource Information folder can be accessed by all ProjectWise users (including consultants, contractors, and project partners).

5. FILE AND DOCUMENT NAMING CONVENTION

The efficient sharing and transfer of information relies on the use of a systematic document naming convention. The document naming convention has been developed to be inclusive of the many document needs of the various work groups that contribute to project data. The general format of the naming convention divides similar documents into easily identifiable commonly used categories, such as correspondence, images, bridge plans, highway plans, and reports. Once documents have been named according to categories, they can easily be sorted or searched for by that category. Typically individuals from specific work groups will use only a portion of the categories and subcategories outlined in Table 14-2 and Tables 14-3 through 14-20 when creating documents.

5.1 NAMING DOCUMENT AND FILES

In ProjectWise each document has a file name, a document name, and a description associated with it. This appendix outlines a consistent, comprehensive document naming convention for project documents which shall be used for all projects. File names and document names should be identical. The file/document name for each document associated with a project should begin with the six digit PIN. Once a contract D number has been assigned, it may be used by DQAB to begin the document name instead of the PIN. After a project has been awarded, the contract D number should be used to begin the document name, for new documents generated in the construction stage. ROW Mapping documents should begin with the State Highway number. Shop drawing documents for bridges should begin with the Bridge Identification Number (BIN).

After the PIN/D Number/State Highway Number/BIN, each document name includes a three letter category, this is done to group like document types together according to major document categories. Major document categories are illustrated in Exhibit 14-4 Project Document Naming Categories Overview. A second and third subcategory is included in Tables 14-3 through 14-20 to aid in further sorting and identifying document contents, if necessary. Additional characters may be added to further describe document contents, if necessary. Document creators should carefully consider whether or not to add a descriptive name, as an alternative the ProjectWise document description may be a more desirable method of conveying additional information regarding the document contents. After the descriptive name three characters beginning with the letter “A” have been reserved for documents needing amendment numbers. All documents shall maintain the native extension for the application they are created with (e.g. doc, dgn, xls, etc.).

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5.2 RIGHT OF WAY MAPS

ROW Mapping documents should begin with the State Highway number. State Highway numbers (SH#’s) are the significant part of the map name. Duplicate map numbers shall not be created along a single State Highway number. State Highway numbers are limited to 8 characters. The following State Highway Naming Convention should be adhered to:

All ROW files shall use all five digits for State Highways by filling the leading digits with zeros where all five digits are not used. For example:

State Highways File Name for SH 2 00002 for SH 56 00056 for SH 952 00952 for SH 952Q 0952Q for SH 8334 08334 for SH 8334a 8334a for SH 53-10 53_10

Off System Projects for C 59-18 c59-18 city highways for IBR 7 ibr07 interstate bridges for CR 177 ##cr177 ##=county code number from Catalog of State Highway Numbers Town Rd, City Street, or Village Street ####c ####=four digit political unit code number followed by first letter of road name

As Right of Way Maps are created in MicroStation, they should be named as follows:

SH########_map_row_####X.dgn where: ‘########’ are the allowed characters for the State Highway Number ‘####X’ are the map numbers, plus a letter designation to be used as needed.

The PIN should be used for Abstract Request Maps Maps (ARM’s), since the ARM’s are always project specific:

PIN_map_arm_####.dgn or PIN_map_arm_sup_####.dgn where ‘####’ is the sheet number.

The Right of Way document which contains all of the boundary features, and which is referenced to the contract plans should be named as follows:

PIN_fea_row.dgn

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Right of Way Taking Map Descriptions should use the same document name as the maps they describe, and should be distinguished by their *.doc file extension.

Right of Way Alignments should be named with a code that matches the feature name and a random number (for example: mpl001, etc.). All boundary lines should be made into alignments, and stored in an alignment file:

PIN_fea_row.alg

Highway Boundary Plans should be named as follows:

SH########[email protected] where: ‘########’ are the allowed characters for the State Highway Number ‘@’ is the letter designation to be used as needed

5.3 STRUCTURE SHOP DRAWINGS

Structure Shop Drawing document names should begin with the Bridge Identification Number (BIN), unless they include information for more than one structure. Documents which include information for more than one structure should begin with the Contract D number.

5.4 CORRESPONDENCE

For correspondence documents, it is recommended to include in the document name description the sender followed by the recipient, the date, and topic. Meeting minutes are included in the correspondence category, and the date the meeting was held should be included in the description and used in the document name.

5.5 IMAGE DOCUMENTS

During the life of a project, many project photos may be taken during project field visits. It is generally not practical to keep large numbers of digital photos in single file format. Collections of photos should be organized and saved into compressed (zip) folders and stored in ProjectWise.

5.6 DOCUMENT DESCRIPTIONS

The description should include a key word relating to the document, since the description can be used as search criteria, and the description is a good method to convey document contents to others.

Example: General Plans Sheet 1 Estimate of Quantities Table 1

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Proposed Surface Contours Pavement Surface for Final Design Report/Environmental Assessment Transmittal of Notice of Final Design Approval to Mayor

5.7 DOCUMENT NAME FORMAT, CATEGORIES, AND SUBCATEGORIES The format for document/file naming is as follows:

PIN, D, or SH_cat_sub_sec_ddd_a##.ext

where:

'PIN' is the 6-digit numerical project identification number ‘D’ is the construction contract Dnumber ‘SH’is the State Highway number and its use is limited to Right of Way Map documents as stated in Section 5.2. ‘cat’ indicates the categoryname (as shown in Table 14-2) ‘sub’ indicates the documentsubcategory name, if applicable. ‘sec’ designates the document secondary subcategory name, if applicable. ‘ddd’ is reserved for a descriptive name if needed (such as the subject of a letter, or dtm name) ‘a##’ is reserved for Amendment Numbers, if applicable. ‘.ext’ is the native file extensionof software used to create the document.

Exhibit 14-3 Project Document and File Name Format Overview

PIN, D, SH or BIN _ cat _ sub _ ddd . ext

Decide if a Subcategory or Add a user defined Decide on the Category Secondary Subcategory, Description based on document type Always use the Choose the Beginning of is needed. if necessary and choose the 3 letter Category Code software’s native Document (Subcategory codes and eg. sheet number for plans, _ (Category codes and example documents _ _ extension. example documents listed sender and recipient for . listed in Table 14-2) in Table 14-3 through correspondence, etc. Table 14-20)

Use: Use: Use: apl - approval Subcategories and PIN (Phases I-VI) cor - correspondence Secondary Dnumber (After Award) cpb - contract plans - bridge Subcategories SH Number (ROW Maps) cph - contract plans - highway as described in BIN (Shop Drawings) dat - data Tables est - estimate 14-3 through 14-20 fea -feature img - image map - mapping pse - PS&E proposal material prs - presentation rpt - report rsc - resources sch - schedule sdp - Site Data Package sfc - Structures Foundation and Construction shd - Shop Drawing stu - Studies

14-18 September 2006 APPENDIX 14 Project Data Management

Table 14-2 Document Categories Category Category Example Document types to include Code Maintenance Resolutions, Agreements, USACE, SPDES, DEC apv Approval permits, Consultant Agreements. cor Correspondence Letters, Memos, Emails, Faxes, Publications, Meeting Minutes. Contract Plans –Bridge –Bridge cpb_## All bridge contract drawings. Two Digit Code cph Contract Plans –Highway All highway contract drawings. PS&E forms, Designer notes, Rainfall data, boring information, dat Data traffic counts etc. Highway, Real Estate, Drainage, Signal, Bridge, Landscape est Estimate estimates (spreadsheets), Trns*port Estimator Files, Project pay item databases, Lump Sum Estimates, Betterment Estimates. All coordinated spatial information, CADD, alignment data, DTMs, fea Feature proposed highway, ROW, utilities, etc. img Image Orthoimages, project digital photos, mosaics. Abstract Request Maps, Existing Base Mapping from Survey, map Mapping Photogrammetry, GIS, etc. pse PS&E Proposal Material Notes, Special Notes, Specifications Slide shows, visualizations, plans and materials used for public prs Presentation hearings. IPP, Project Scoping Reports, Design Reports, Storm Water rpt Report Pollution Prevention Plan. InRoads civil.ini, project specific cell libraries, InRoads typical rsc Resource section libraries, InRoads Project Files, Project Narrative, Forms. sch Schedule Project Schedules, CPMs. sdp Site Data Package Site Data Information Structures Foundation and Pile Driving BD138, Structures Lifting, Temporary Structures sfc Construction information. shd Shop Drawing Bridge Shop Drawings Accident, Air Quality, Noise, Asbestos, Corridor Planning, Traffic stu Study studies, etc.

14-19 September 2006 APPENDIX 14 Project Data Management Exhibit 14-4 Project Document Naming Categories Overview APPROVAL CORRESPONDENCE CONTRACT PLANS, BRIDGE CONTRACT PLANS, HIGHWAY DATA ESTIMATE Category Code: apv Category Code: cor Category Code: cbp_## Category Code: cph Category Code: dat Category Code: est

Example Documents: Example Documents: Example Documents: Example Documents: Agreements Letters ## - two digit bridge code Example Documents: Designer notes Highway, Signal, Drainage, Bridge, etc Permits (USACE, SPDES, DEC) Memos Example Documents: All Highway Contract Drawings Rainfall data estimates (spreadsheets format) Maintenance Resolutions Publications All Bridge Contract Drawings Boring information Trns*port Estimator files ROW Clearance Certificate Meeting minutes Traffic counts Project Pay Item Databases (Quantity Emails PS&E Forms Manager) Faxes

FEATURE IMAGE MAPPING PS&E PROPOSAL MATERIAL PRESENTATION REPORT Category Code: fea Category Code: img Category Code: map Category Code: pse Category Code: prs Category Code: rpt 2 0

Example Documents: Example Documents: Example Documents: Example Documents: All coordinated spatial Example Documents: Example Documents: Abstract Request Maps Notes Slide shows information Orthoimages IPP Existing spatial information including Special Notes Visualizations Alignments Project digital photos Project Scoping Reports Base Mapping from Survey and Specifications Plans and material used for public DTMs Mosaics Design Reports Photogrammetry (DGN, DTM, and ALG Forms for Proposals, CONR9, etc. hearings Proposed Highway, Structure, Storm Water Pollution Prevention Plans formats) ROW, Utility information, etc. GIS in DGN format

STRUCTURES FOUNDATION & RESOURCE SCHEDULE SITE DATA PACKAGE CONSTRUCTION SHOP DRAWING STUDY rsc sch Category Code: Category Code: Category Code: sdp Category Code: sfc Category Code: shd Category Code: stu

Nov2004 Dec2004 Jan 2005 Feb2005 Mar 2005 Apr 2005 ID TaskName Start Finish 12/5 1/2 1/9 1/16 1/23 1/30 2/6 2/13 2/20 2/27 3/6 3/13 3/20 3/27 4/3

11/15/ 11/21/ 1 RelocateMOFileStoragefromSANtoNAS 2004 2004 11/15/ 12/16/ 2 BuildVirtualServerstoreplaceS 2im52&S2im76 2004 2004 RedirectProjectWiseclientstonewVMServers 3 withLANDeskpush 1/3/2005 1/6/2005

4 ReallocateS2im76toProjectWiseIndexingServer 1/7/2005 1/11/2005

11/15/ 11/15/ 5 UpgradeProjectWiseWebServerS 2im67 2004 2004 11/15/ 11/16/ 6 UpgradeallotherProjectWiseServers 2004 2004 UpgradeallProjectWiseDataManagerClients 7 throughLANDeskPull 1/17/2005 1/19/2005

8 RuninitialIndexingonNYSDOTDatasource 1/17/2005 3/5/2005

9 RuninitialIndexingonArchiveDatasource 3/6/2005 6/17/2005

UpgradeallProjectWiseClientsthroughLANDesk 10 1/24/2005 2/11/2005 Push

Example Documents: Example Documents: InRoads civil.ini Example Documents: Example Documents: Pile Driving BD138 Example Documents: Project specific cell libraries Project schedules Example Documents: Accident studies Site Data Information Structures Lifting Bridge Shop Drawings Air Quality studies InRoads Typical Section and CPMs Temporary Structures Information Roadway Libraries Asbestos studies InRoads Project Files Corridor Planning studies Project Narrative Traffic studies Noise studies 14-20 September 2006 APPENDIX 14 Project Data Management

Table 14-3 Approval Category and Subcategories Approval Category - apl Format - PIN_apl_sub_description.ext Subcategory Category Subcategory Description Code apv ace USACE agr Agreement dec NYSDEC per Permit res Resolution row ROW Clearance Certificate spd SPDES

Table 14-4 Correspondence Category and Subcategories Correspondence Category - cor Format –PIN or Dnumber_cor_sub_description.ext Subcategory Category Subcategory Description Code cor eml Email fax Fax lbl Label ltr Letter mem Memo min Minutes ooc Order on Contract pub Publication

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Table 14-5 Contract Plans –Bridge Category and Subcategories Category –Contract Plans –Bridge –cpb_## Format –PIN_cpb_##_sub_sec_third_description.ext Secondary Third Sub- Subcategory Subcategory Third Category Subcategory Secondary Subcategory category Code Description Subcategory Code Code cpb_## abt Abutments dtl Details beg Begin Abutment end End Abutment pil Pile Layout beg Begin Abutment end End Abutment pln Plan & Elevation beg Begin Abutment end End Abutment rnf Reinforcement (incl. sections) beg Begin Abutment end End Abutment dtl Details brg Bearing brr Barrier cte Concrete cul Culvert elv Girder or Beam Elevations fnc Fence jnt Joint mis Miscellaneous rlg Railing stl Steel utl Utilities erw Earthwork pln Plans sec Sections frm Framing Plan or Beam Layout gen General Plan & Elevation geo Geotechnical blp Boring Location Plan Engineering grs GRES gsp General Subsurface Profile wal Retaining Walls pir Piers dtl Details p## Pier Number pil Pile Layout p## Pier Number pln Plan & Elevation p## Pier Number rnf Reinforcement (incl. sections) p## Pier Number rlg Railing, Barrier and/or Fence Layout

sec Sections trn Transverse typ Typical slb Slabs apr Approach Slabs sup Superstructure Slab tbl Tables Estimate of Quantities, Notes & est Index bar Barlist & Bar Bending cam Camber & Haunch Tables mom Moment & Shear Tables lod Design Load Tables wal Walls dtl Details pil Pile Layout pln Plan & Elevation rnf Reinforcement (incl. sections) sec Sections

14-22 September 2006 APPENDIX 14 Project Data Management

Table 14-6 Contract Plans - Highway Category and Subcategories Category –Contract Plans –Highway –cph Format –PIN_cph_sub_description.ext Category Subcategory Code Subcategory cph blt Baseline Ties cvr Cover drn Drainage Notes drp Drainage Plans drd Drainage Details drt Drainage Tables ecd Erosion Control Details ecn Erosion Control Notes ecp Erosion Control Plans ect Erosion Control Tables eoq Estimate of Quantities ess Earthwork Summary ged Geotechnical Details gen Geotechnical Notes gep Geotechnical Plans get Geotechnical Tables gnd General Details gnn General Notes gnp General Plans gnt General Tables ind Index lad Landscape Architecture Details lan Landscape Architecture Notes lap Landscape Architecture Plans lat Landscape Architecture Tables leg Legend mjn Maintenance Jurisdiction Notes mjp Maintenance Jurisdiction Plans mjt Maintenance Jurisdiction Tables mpd Maintenance/Protection of Traffic Details mpn Maintenance/Protection of Traffic Notes mpp Maintenance/Protection of Traffic Plans mpt Maintenance/Protection of Traffic Tables msd Miscellaneous Details mst Miscellaneous Tables pmd Pavement Markings Details pmn Pavement Markings Notes pmp Pavement Markings Plans pmt Pavement Markings Tables pro Profiles - Roadway pru Profiles –Utilities qty Estimate of Quantities rwt Right of Way Tables sgd Signing Details sgn Signing Notes sgp Signing Plans sgt Signing Tables tsd Traffic Signal Details

14-23 APPENDIX 14 September 2006 Project Data Management

Table 14-6 Contract Plans - Highway Category and Subcategories - Continued Category –Contract Plans –Highway –cph Format –PIN_cph_sub_description.ext Category Subcategory Code Subcategory cph tsn Traffic Signal Notes tsp Traffic Signal Plans tst Traffic Signal Tables typ Typical Sections utd Utility Details utn Utility Notes utp Utility Plans utt Utility Tables wtd Water Details wtn Water Notes wtt Water Tables

Table 14-7 Data Category and Subcategories Category –Data –dat Format –PIN or Dnumber_dat_sub_description.ext Category Subcategory Code Subcategory dat brd Bridge Disadvantaged/Minority/Women’s dmw Business Enterprise Goals (C-285j Form) drn Drainage env Environmental ets Engineers Estimate Title Sheet geo Geotechnical Project Description for Newpaper (AD- nad 102f) row ROW Mapping rwy Roadway sur Survey trf Traffic utl Utility

14-24 September 2006 APPENDIX 14 Project Data Management

Table 14-8 Estimate Category and Subcategories Category –Estimate –est Format –PIN or Dnumber_est_sub_description.ext Category Subcategory Code Subcategory Description est bet Betterment brd Bridge cee Combined Engineer’s Estimate drn Drainage hwy Highway lnd Landscape lsm Lump Sum rle Real Estate sig Signal utl Utility

Table 14-9 Feature Category and Subcategories Category –Feature –fea Format –PIN_fea_sub_sec_description.ext Subcategory Secondary Secondary Category Subcategory Code Subcategory Code Subcategory fea brd Bridge drn Drainage env Environmental lnd Landscape row Right of Way rwy Roadway alt Alternative con Contour pro Profiles tmp Temporary xsc Cross Sections sgn Signing/Striping utl utility

Table 14-10 Image Category and Subcategories Category –Image –img Format –PIN or Dnumber_img_sub_description.ext Subcategory Category Subcategory Code img dpf Digital Photos (Photogrammetry) mos Mosaics ort Orthoimages pic Digital Pictures

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Table 14-11 Mapping Category and Subcategories Category –Mapping –map Format –PIN or SH_map_sub_description.ext Secondary Subcategory Secondary Category Subcategory Subcategory Code Subcategory Code Abstract Request Supplemental Abstract map arm sup Maps Request Maps des Design gis Geographic Information Systems Highway hbp Boundary Plan pho Photogrammetry sur Survey

Table 14-12 Proposal Category and Subcategories Category –PS& E Proposal Material –pse Format –Dnumber _pse_sub_description.ext Subcategory Category Subcategory Code pse not Notes spc Specifications

Table 14-13 Presentation Category and Subcategories Category –Presentation –prs Format –PIN_prs_sub_description.ext Subcategory Category Subcategory Code prs pln Plans vis Visualization shw Show

Table 14-14 Report Category and Subcategories Category –Report –rpt Format –PIN_rpt_sub_description.ext Subcategory Category Subcategory Code rpt ddr Draft Design Report fdr Final Design Report ipp Initial Project Proposal psr Project Scoping Report sup Supplemental Report swp Storm Water Pollution Prevention Plan

14-26 September 2006 APPENDIX 14 Project Data Management

Table 14-15 Resource Category Category –Resource –rsc Format –PIN_rsc_description.ext Category Category Code rsc resource

Table 14-16 Schedule Category Category –Schedule –sch Format –PIN or Dnumber_sch_description.ext Category Category Code sch schedule

Table 14-17 Site Data Package Category and Subcategories Category –Site Data Package –sdp Format –PIN_sdp_sub_description.ext Subcategory Category Subcategory Code sdp pln Plans pro Profiles typ Typical Sections

Table 14-18 Structures Foundation and Construction Category and Subcategories Category –Structures Foundation and Construction –sfc Format –BIN or Dnumber_sfc_sub_description.ext Subcategory Category Subcategory Code sfc pdc Pile Driving –BD138 slp Structural Lifting tsp Temporary Structures

14-27 APPENDIX 14 September 2006 Project Data Management

Table 14-19 Shop Drawing –Bridge Category Category –Shop Drawing –shd Format –BIN or Dnumber_shd_description.ext Category Subcategory Subcategory Code Code shd efp Erection framing plans epr Erection procedures fsd Flange splicing details Field work sheets (used to obtain field dimensions and/or fws show required fieldwork, including field reaming and drilling) grd Girder gsn General shop notes hcd Horizontal curve diagrams mfj Cross frame Job Standards Numbered drawings (details of girders, cross frames, ndd stringers, diaphragms, etc) sad Shop assembly diagrams sba Sub-assemblies shp Shipping procedures wcd Web camber details wsh Worksheets wpr welding procedures xjs Girder Job Standards zjs Stringer Job Standards

Table 14-20 Studies Category and Subcategories Category –Study –stu Format –PIN_stu_sub_description.ext Subcategory Category Subcategory Code stu air Air Quality asb Asbestos cps Corridor Planning Study env Environmental/Landscape Study haz Hazardous Materials noi Noise spd Storm Water Pollution trf Traffic & Safety Study via Visual Impact air Air Quality

14-28