Training for Design Review Process

Table of Content
Accessing the DART Design Review Homepage (DRP) ........................................... 3
Access via Email Notification: ................................................................................... 5
DART Design Review Process................................................................................... 6
Disposition/Delegate................................................................................................... 7
Sorting List of Comments........................................................................................... 8
Viewing Comments .................................................................................................... 9
Entering Comments................................................................................................... 10
Editing or Deleting Comments ................................................................................. 13
Disposition of Comments by the Design PM ........................................................... 15
Delegation of Comments by the Design PM ............................................................ 17
Disposition of Comments by DART PM.................................................................. 20
DARTnet Worklist.................................................................................................... 22
Detail and Summary Reports .................................................................................... 24
Reporting and Searching Options ............................................................................. 26
Comment Search & Report....................................................................................... 27
My Account............................................................................................................... 28
My Surrogate: ........................................................................................................... 29
DRP Help .................................................................................................................. 30
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Accessing the DART Design Review Homepage (DRP)
The Design Review Process (DRP) homepage can be accessed by one of two different
ways, either via DARTnet or a link provided to you in an email notification for submittal.
Access via DARTnet:
Log on to the DARTnet home page using your DARTnet ID and password.
Figure 1
From the DARTnet home page click on the Applications Tab.
Figure 2
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Scroll down to the Project Management heading. Click on the Design Review Process
to access DRP.
Figure 3
If you are directed to login to the Project Management DRP Login Screen (Figure 4), use
your DARTnet ID and Password.
Figure 4
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Access via Email Notification:
The Distribution list for individual submittals are determined by coordination with the
DART Project Manager and the Design Review Coordinator. You may be included on
the distribution list of a particular Design Review. The email notification will be titled
“Design Review Distribution Notification – Submittal Name.” The submittal name will be
as it appears on the actual submittal designated by the DART PM. For example NW1A
D&A Submittal.
Email Notification Contains the following:
��Project Name;
��Submittal Title;
��Percent Complete;
��Design Review Number; and
��Comment Due Date.
Click on the link (a), this link will take you directly to the submittal page of the DRP
application.
There is also a link (b) to the Engineering Document Control Electronic Image Site. This
maybe accessed to view digital copies of Submittal documents.
(Please see Image Site Guidelines and Training Procedures for further instructions).
(a)
Figure 5
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(b)

DART Design Review Process
From the (DRP) Homepage you can navigate to the individual submittal page. Active
submittals will be listed.
Figure 6
To access a particular submittal, click “Enter Comments” for that submittal.
By clicking this link you will be directed to the specific submittal page for entering and
viewing comments.
Figure 7
The row contains pertinent information about the submittals. In this row you will see:
��Project;
��Submittal Name;
��Design Review Number;
��Comment Due Date;
��Number of Comments; and
��Number of Open Comments.
Figure 8
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Disposition/Delegate
This function is reserved primarily for Design Project Managers and DART Managers
unless a PM delegates a comment to you.
Figure 9
In the section titled Submittal Information you will find to the left hand side (a) of this
section, the following information:
��Design Review No.: Unique number for each Submittal. (FDR No.)
��Project: The name of the project
��Description: Milestone level
��Link to Submittal: Link to Image Site
��Submittal Contents: Drawings, Specs, Design Report, and Special Provisions…
On the right hand side (b) of the Submittal Information section you will find the following
information:
��Distribution Date: Date package was sent to reviewers
��Comment Due Date: Date Comments are due from reviewers
��Disposition Due Date: Date Dispositions are due from PM’s
��Close Date: Date Design Review for submittal over.
��Status: Status of submittal
��Designer PM:
��DART PM:
��Total Comments: Total number of comments submitted for submittal.
(a) (b)
Figure 10
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Sorting List of Comments
Filtering Comments: You have the ability to view the comments that others have
submitted. To filter out or search for a comment on a specific drawing or topic, click the
drop down arrow in any of the columns to sort by:
(a) Reviewer – Any Reviewer that has made comments.
(b) Type – Technical, Grammatical, or CADD/Drafting comments
(c) Content – Plans, Specs, Design Report (anything that is included in the
submittal)
(d) Discipline – Architecture, Structural…any discipline included in the submittal.
(e) Page/sheet no. – All pages and sheet numbers included in the submittal.
(f) Drawing No./Spec Section
(g) Comment – Keyword search. All comments containing “key word” will be sorted.
(h) Status – Sort by comments that are open, closed, or in disposition.
(i) Disposition – Sort by disposition A, B, C, D, and E.
(a) (b) (c) (d) (e) (f) (g) (h) (i)
Figure 11
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Viewing Comments
To view a comment, click the “View” or “Edit” comment option on the far left hand side of
the screen in the “Action” column. “Edit” will only be available for your own comments.
This is the Review Comment screen. On this screen you view each comment for the
submittal in the Comment field (a). If a Project Manager (PM) has dispositioned the
submittal, you can see it in the Designer Response (b) and DART PM Response (c)
field. At the bottom of the screen (d) listed is the comment history section, which lists
date and time the comment was made, by who, and a list any history of modifications
and dispositions.
Click X to close window.
(a)
(d)
(b)
(c)
Figure 12
Figure 13
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Entering Comments
On this page (Figure 14) you can input comments for a specific submittal. Select
Comment type from available selection (a) NO COMMENT, Technical, CADD, and
Grammatical.
(a)
Figure 14
If you select the “No Comment “ option, a notification will pop-up (Figure 15) notifying
you that your choice not to comment has been added.
Figure 15
If after you select the “No Comment “ you decide you do need to make a comment you
will need to go back to the comment screen for the submittal in question and click “I
would like to comment on this submittal” (Figure 16).
Figure 16
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A pop-up will appear, “you may now enter comments” (Figure 17).
Figure 17
The comment window (Figure 18) will open. Input comment identification information.
Figure 18
To begin, select Discipline field; Select a discipline from the dropdown window.
Figure 19
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Next, tab to the Content field; Select Content from the drop down window.
Figure 20
Tab to the Page/Sheet No field; Enter page or sheet number corresponding to its place
in the actual set of drawings or specs. Then tab to the Drawing # / Spec Section field –
Enter the drawing number or spec section that corresponds with the number as it
appears in the actual drawing or spec section. Next enter your comment in the blank
area provided for your comment text. If you are entering comments for another
individual be sure to select their name on the “Entered By” drop down.
Once you have input your comments, there is several ways to proceed; the first is “Save
as Draft,” saving your comment as a draft so that you or a supervisor may review your
comment before it is available for disposition. It is important to note that while this is a
draft comment it is still visible to other users. Comments saved as drafts will remain
drafts until they are submitted or until the comment due date expires. When the
comment due date expires all draft comments will auto submit for dispositioning.
Additionally a list of your draft comment will show up in your “To Do List” and will remain
there until comments are submitted. The next option is “Save and Submit” to submit your
comment immediately or lastly “Cancel” to delete your comment. Repeat the above
process to submit multiple comments. You can submit as many comments as
necessary. Please submit only one comment per comment page.
Note: After your submitted comment has been dispositioned by the Design Project
Manager you will no longer be able to edit.
Figure 21
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After you have saved a comment, notice that your comment has been automatically
added to the list of comments. The total number of comments as listed at the top of the
page will also change to incorporate the new total number of comments to include your
added comments. Note: Please only one comment per comment box.
Editing or Deleting Comments
To edit a comment click “Edit” button, located to the left of the comment you wish to edit.
The comment screen (Figure 22) will come up. If you need to delete the entire comment
click the “Edit” button to the left of the comment you wish to delete. Edit the comment
and the drawing numbers, page/sheet or change of disciplines, if necessary.
Figure 22
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At the edit screen, scroll to the bottom of the screen and click “Delete Comment.” A
screen prompt will appear asking you to confirm that you want this comment to be
deleted. Select your answer and the comment will be deleted. After you have made
your changes scroll to the bottom of the screen and click “Save” button. The system
will return you to the Comment screen.
Figure 23
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Disposition of Comments by the Design PM
Once comments have been submitted for a particular submittal they are immediately
ready to be dispositioned by the Design PM. The DRP will generate an email notification
to the Design PM and the DART PM at the end of each day. The email notification will
identify which submittal has received comments and provide a link to it.
Figure 24
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The link will take you directly to the Submittal page correlating to that which is described
in the email notification. Once you have accessed the DRP Homepage you will have to
navigate to the particular submittal that you are looking for. The Homepage will display
your “To Do List”. This list contains all comments that require additional action by you
as either the Design PM or DART PM. This list may also contain action items for you if
you have been delegated by a Design PM as an individual to Disposition certain
comments.
Figure 25
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Delegation of Comments by the Design PM
The intent of the Delegate function is to allow the Design PM or his delegatee the
opportunity to delegate comments that pertain to particular disciplines to the individuals
that will be providing input during the design of DART projects.
To Delegate comments complete the following:
In the action column, click “Delegate” function. This will open the Delegate Sub-window.
Select from the following User options:
1. Current Design Review User (on Distribution List)
2. Current Active Design Review User (not on Distribution List); or
3. DARTnet User.
Go down to the Delegation Option field. You can select from the following:
Show this comment on my ToDo List:
This will allow you to better track the status of comments that have been
delegated.
Require my approval:
You may also require approval of the disposition before it is made public. A
comment that has been delegated and subsequently dispositioned with this
option will not be available for all to see until the Design PM has approved the
disposition.
Comments:
As the Design PM you may wish to add a note to the comment that you are
delegating. This is a note for the individual that you are delegating the comment
to. No one else except the individual you delegate to will see this note.
Figure 26
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You may delegate multiple comments at once. Check the box next to the comments you
wish to delegate. There is an option to “select all” and “delegate the selected
comments.”
Figure 27
You will notice that the comment that you delegated has changed. It no longer has the
option to Disposition like the other comments. This comment will stay on your To Do list
until the Delegatee has dispositioned the comment. The comment may be re-delegated
to another individual if necessary. The Edit function only allows you to view the
comment.
Figure 28
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As the Design PM it is your responsibility to review the disposition, if you chose this
option, by the delegatee. Click on Edit to open the comment and it’s disposition by the
delegatee. Click either “Approve Disposition” or Reject Disposition”. If you approve the
disposition it becomes final and viewable to all DRP users. If you reject the disposition
the comment remains open until re-dispositioned by the individual delegated to
disposition it.
Figure 29
Once the delegatee has dispositioned the comment, it will show with only the Edit action
available.
Figure 30
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Disposition of Comments by DART PM
The comments submitted for each review will receive a disposition from both the Design
PM (or delegatee) and the DART PM. In accordance with DART procedure the Design
PM disposition is only a recommendation to the DART PM. The DART PM’s disposition
is the final answer unless contested by the Reviewer. Once the DART PM or his/her
delegate has entered his/her disposition the comment will be considered closed. The
disposition process is the same for DART PM, Design PM, and anyone that has been
delegated a comment for disposition.
You may disposition a comment from either the DRP Home Page, DRP Submittal page
or from the Comment Search page.
In the Action column to the left of the comments click the “Disposition” function. This
will open up the disposition sub-window.
Figure 31
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In the Disposition sub-window, fill in disposition from drop down window to right of
comment. If you are the Design PM you will answer for the Design PM. If you are the
DART PM you will answer for the DART PM. Make any comment that you wish to
provide in support of your disposition. Save your disposition. The option to Delegate
this comment is also available.
Figure 33
Repeat the disposition function until all comments that require your attention have been
dispositioned. These comments will remain in your to do list until they have been
dispositioned.
Figure 32
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DARTnet Worklist
As a DART PM your DRP homepage is tied directly to the DARTnet Worklist engine.
Your DARTnet account will be updated with items that are in your DRP To Do List.
These items will remain in your DARTnet Worklist until they have been addressed and
closed.
Figure 34
If these items are not closed in the allotted time than the issue will be escalated to the
PM’s manager. Escalated items will turn red in your DARTnet Worklist.
Figure 35
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Once comments have been dispositioned an email will be generated by the DRP and
sent to the reviewers. This email will contain all submittal information and a link to the
particular submittal that the reviewers’ comments have been dispositioned.
Figure 36
Click on the link in the email. The link will take you to the submittal that you submitted
comments on. From this page you can view the disposition of your comment by the
Design and DART PM.
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Detail and Summary Reports
Click Submittal Search & Report.
Figure 37
Detail Report will generate a list of all comments and dispositions to include all dates,
names, and notes that have been entered since the beginning of the review cycle for a
particular submittal. Click the print option in the top right corner to print a copy of this
report.
Figure 32
Figure 38
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Click Comment Search & Report
Figure 39
Summary Report provides an overall status and database for an individual submittal.
This report contains all the submittal information along with a list of all reviewers that
made comments, when they made them, when dispositions were made and the total
number of comments broken down by category. Click the print option in the top right
corner to print a copy of this report.
Figure 40
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Reporting and Searching Options
Submittal Search and Report have been provided for you to search and report from the
DRP application. Click the “Submittal Search & Report” option at the top of page.
Figure 38
There are numerous options when searching for a particular submittal. Use the drop
down windows to enter pertinent information. The submittals that match your
requirements will be displayed in the “Search Result” portion of the screen. You can
clear search options and repeat the process.
Figure 39
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Comment Search & Report
The comment search & report function has been provided for you as a tool to search for
specific comments or for comments concerning a particular submittal, discipline or topic.
Select the search options from the list of drop down windows provided. When you have
the search criteria set, click Generate Report. Once you have clicked this a report of all
comments matching your search criteria will appear at the bottom of the screen
A list of comments that match your search criteria will be displayed at the bottom of the
page. Click to view your selection from the list of those matching your search criteria.
Figure 40
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My Account
My Account tab has been provided for you to update your user name and information
should it change i.e. your phone number last name, or email address. It is vital that this
information be kept up to date. Though the DRP is interactive with the DARTnet and will
automatically update when your information is updated in the DARTnet you should
periodically check your account to ensure all information is correct.
Click the “My Account” link.
Figure 41
Review your information. If your User Information is incorrect change the appropriate
fields and save. You may also click the Update Contact Info button. This button will link
up with the DARTnet and download your information, as it is stored in your DARTnet
account. When the pop up window asks if you wish to proceed click yes.
Figure 42
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My Surrogate:
The DRP will allow you to have surrogates. A surrogate is someone that you have
designated that is allowed to enter comments on your behalf.
Click the Add Surrogate button.
Figure 43
Enter the name of the individual you would like to make your surrogate.
Figure 44
Select the individual from the list of possible matches.
Figure 45
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The name of the individual you have chosen should appear in the column labeled User
Name. Click Save when finished selecting Surrogates.
Figure 46
DRP Help
Click the “Help” at the top right corner of the page. The DRP Help page will open to the
specific topic pertaining to the page that you are in. If you are in the Submittal page and
you click help, it will take you to the help section referencing the submittal page. This
page is a basic overview and should be able to help you navigate through the system
and function within the system, as needed.
Figure 47
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