TRACKING DSA PCO SUBMITTALS IN EXPEDITION by Wendy Kaszycki, PE Project Controls Director March 2, 2006

2 Introduction What are PCOs? Background Why Track PCOs? Where Track? Who? How?

3 What are PCOs? Preliminary Change Orders –Submitted to DSA to get preliminary approval on changes to plans or specs –Required for Structural, Fire/Life Safety and Accessability –Can be in the form of an RFC or sketch

4 Background Title 24 requires all changes to plans and specs to have DSA approved CO prior to perform work Recognized as impractical, so DSA approves PCOs instead DSA Interpretative Regulation (IR) 6 further reduces this to only PCOs relating to Accessibility, Fire/Life Safety or Structural changes

5 Problem Tracking DSA Submittals in Expedition was trained to OARs & PCs in August and September 2004 Not all submittals being tracked in system Only 19 projects show PCO submittals in Expedition

6 Why Track PCOs? DSA Form 6 –Documents whether project is constructed in accordance with Plans & Specs –Assigns % complete in applicable categories –100% complete required on Fire Alarm & Fire Sprinklers in order to occupy DSA approval on PCOs for all Fire Alarm & Fire Sprinkler Safety changes Helps DSA manage workload and resources DSA approval of COs is expedited if PCO has been approved, thus speeding project certification

7 Where Track? Policy –All DSA Submittals are to be tracked and kept current using Expedition’s submittal package log Expedition is only system where PCOs can be uniformly tracked –PCOs not tracked in PIC –PCOs not tracked in DSA Tracker

8 WHO? Responsibilities OAR/Project Team –Overall responsibility to log, track, monitor –Prepare/issue Log –Ensure Architect is sending required submittals to DSA –Review status of PCO submittals in weekly meetings Architect –Submits PCOs –Resolves all technical issues required for DSA approval

9 WHO? Responsibilities DSA –Reviews and approves all submittals to DSA General Contractor –Should not perform CO work until PCO is approved IOR –Generates DSA Form 6 –If not “100/100”, requests Fire Department site visit OEHS –Completes Essential Safety Checklist prior to School Occupancy

10 Projects Tracking PCOs

11 Valley Region – Open PCOs

12 South Region – Open PCOs

13 Central Region – Open PCOs

14 Additions & Modulars – Open PCOs

15 HOW? Expedition Submittal System Set up package called “DSA” Enter each submittal Track Type of submittal Assign Priority –High Priority if Fire Alarm/Fire Sprinkler PCO (critical/required for School Occupancy) Automatically tracks –Ball in Court –Days held –Overdue

16 Expedition Submittal System Can track Multiple Reviewers Tracks Multiple Review Cycles/Revisions Tracks Required Dates Allows input of remarks/comments Status Automatically creates Transmittals Automatically creates Dunning Letters

17 Types of DSA Submittals Original Construction Documents Revisions Addenda Deferred Submittals –Elevator Rails –Sprinkler Systems –Storefronts, etc. PCOs (preliminary approval of change, can be in the form of an RFC) COs Field Directives CDAs (changes to scope on Projects)

18 DSA Reviewers Accessibility Fire/Life Safety Structural

19 Challenges Project Team/OARs need to input data as items occur, not when completed Architect and OAR being aware of when submittals are made OAR providing proper information to PC for input

20 W I I F M

21 W I I F M What’s In It For Me

22 WIIFM One system to track all submittals during design & construction Provides log to discuss with A/E Expedites project certification by DSA Track by Project Roll-up by Region Exception Reporting –High Priority –Held > X Days –Overdue Eliminates duplication of effort and/or several versions of logs with conflicting information SCHOOL OCCUPANCY!!!!!

23 Sample Project Report

24 Key Points to Remember Always Use Submittal Packages Package called “DSA” Add Submittals Assign Type (“PCO”) Assign Reasonable Priorities (High for Fire Alarm/Fire Sprinkler PCOs) Assign Status (NEW)

25 Key Points to Remember Use Status –“NEW” – upon creation –“RRR” – if DSA reviews and returns for revision –“APP” – after DSA approval (Submittals show up as “UNS” (Unsubmitted) if status is not properly selected)

26 Questions?