1. PennDOT Project Collaboration Center (PPCC) Training
PennDOT District 8-0
Winter School – 2015
January 14, 2015

2. Agenda General Overview Project Portal Project Setup Project Site
Admin Responsibilities
Functionality

3. PPCC Overview Web based document tracking system
Allows contractors to submit documents electronically
All projects let in October 2014 or later requires the use of PPCC via the inclusion of a contract special provision
Any submission that requires a Department review should be submitted through PPCC
Department personnel or designated representative reviews and dispositions submittals online.

4. PPCC Overview
System tracks review time and benchmarks against established durations
System alerts reviewers via notifications at each step of the submittal process
System provides a history of the review process
Provides all team members online access to project specific documents, contact information, and other useful resources

5. PPCC Project Portal System Access System Log-in
Access granted by designated administrators
Internet link:
System Log-in
Department employees utilize provided link
or, use CWOPA credentials (cwopa\user name) if outside the network
Outside business partners utilize ECMS credentials
Portal site provides access to associated project sites

6. PPCC Portal Site PPCC Portal Tab My Work Queue Tab My Projects Tab
Displays various announcements
Provides links to various publications & standards
My Work Queue Tab
Provides access to submittals requiring user review for all associated projects
Separate tabs for each submittal category
My Projects Tab
Provides access to projects user is associated with
Projects can be identified as “favorites”
Projects accessed by clicking on the Project Name
Each project opens in a separate browser

7. PPCC Portal Site Reports Tab Preferences Tab References Tab
Allows users to run various “canned” reports
Reports return information for all associated projects
Preferences Tab
Allows users to tailor notification preferences
Changes are project specific
References Tab
Provides links to various training aides & help documents

8. PPCC Portal Site Portal Administration
Portal administration tab accessible by designated District Admins
Maintain standard District template
Submittal types
Workflows
User Roles
Create project sites upon request
Standard template is copied to new projects
Project specific administrators can make modifications & add users to associated project sites
Project ACE
Inspector-In-Charge

9. Project Setup ACE/ACM submits PPCC request form to District Admin
Provides ECMS number & project information
Designates top level Project Site Administrators
District Admin creates the project
Returns PPCC request form back to the ACE/ACM via
ACE/ACM or Project Site Admin completes setup
Adds remaining users
Modifies/Adds submittal types and workflows to suit specific project needs

10. Project Setup Current District PPCC Administrators Mike Harter
/ (717)
Kevin Keefe
/(717)
Once project setup is complete the project ACE/ACM or IIC will add users or make any required revisions.

11. Project Site Administration
Add/modify roles
Roles can be added or deleted from the project site
Roles can be added or deleted from submittal types to build a workflow
Add/modify users
Users can be added or removed from roles
Multiple users can be assigned to a single role
Department users are assigned by their CWOPA credentials
Non-Department users are assigned by their ECMS credentials

12. Project Site Administration
Add/modify contractor users
Prime contractor representatives
Must be assigned to “Prime Contractor” role to submit documents
Subcontractor representatives
Must be assigned to “Sub-Contractor” role to submit documents
All workflows travel through the Prime Contractor

13. Project Site Administration
Reviewer vs. view only role
Workflows are created by assigning review roles to each individual submittal type
Reviewers can be reordered, added, or removed from workflows
New review roles can be assigned to submittal workflows
Users not assigned to a “Reviewer” role will have “view only” access by Default
A common example would be the “Viewer” role

14. Project Site Administration
Reviewer vs. view only role
Certain roles grant Administrator privileges
Users assigned to these roles are automatically added to the “SiteAdministrator” role
Project A.C.E
Inspector-In-Charge
Construction Consultant CM
Users can be added or deleted from the “SiteAdministrator” role

15. Project Site Administration
Add/Modify Submittal Types
Submittals are grouped by 4 general categories
Other Correspondence
RFI
Source of Supply
Submittal
Submittal types can be added, deleted, or modified by project administrators to suit specific project needs
Review durations are defined by the submittal type
Roles can be designated to receive a Final Acceptance Notification

16. Project Site Functionality
Document submissions
Currently all submissions start & end with the contractor
A future enhancement will allow for internal Department submissions
Department to contractor workflow
Department to consultant workflow
Department to Department workflow
Contractors must select the appropriate submittal type to reach the correct reviewers
notifications are sent to all reviewers assigned to the designated role
preferences can be modified
My work Queue can be utilized in lieu of relying on notifications

17. Project Site Functionality
Reviewing Documents
Attachments are accessed in the Item History section
Documents are dispositioned by selecting the appropriate “Action” from the drop-down menu and clicking the Submit button
Accepted
Accepted as Noted
Accepted as Noted (Resbmt Rqrd)
Revise & Resubmit
Rejected
Reviewers can add documents
Actual review durations are tracked and monitored

18. Project Site Functionality
Other review options
Request Comment
Allows the initial reviewer to solicit comments from other users
Review duration is still tracked against the initial reviewer
Initial reviewer remains responsible for responding to the submission
Delegate Step
Allows the initial reviewer to delegate review and approval authority to other users
Delegation is reflected in the Item History section
Delegated user is responsible for responding to the submission

19. Project Site Functionality
My Work Queue Tab
Provides a user specific view and access to all project submittals requiring their review
View all Items Tab
Provides access to all submissions for the project
Only location to access previously completed submittal reviews
Resources Tab
Provides access to a project specific calendar
Can post announcements to relay project information
Provides contact information for all assigned users

20. Project Site Functionality
Reports
Provides access to various project reports
Can be exported in various formats
Preferences Tab
Allows users to modify notification preferences
My work Queue notification
Copy on all
Final Acceptance

21. Project Site Functionality
Shared Files Tab
Allows all users to upload project documents and folders
Page can be viewed by all assigned project users
Project Files
Allows authorized users to upload project documents and folders
Cannot be viewed by contractor users
Photos Tab
Allows authorized users to upload project photos and video clips

22. Questions Mike Harter Lou Pirozzi, P.E. District 8-0 ACM – York County
Lou Pirozzi, P.E.
Michael Baker International