C109584- Attachment B- AE User Manual.pdf

DTR Permit Review Site

User Manual

Version: 2.0 June 2018

Architect/Engineer Func ons

DTR Permit Review Site Manual 2017

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Contents

Architect/Engineer Functions

AE.1 Ge ng Started

AE.2 Uploading Documents for Technical Review

AE.3 Respond to Comments From Reviewers

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AE.1.3 The Permit Review Process

AE.1.2 Symbols

AE.1.1 Acronyms

AE.2.1 Uploading Documents

AE.3.1 Pending A/E Response Status

AE.1.4 The Submission Review Cycle

AE.1.5 Accessing the DTR Permit Review Site

AE.2.2 Incomplete Submissions

AE.3.3 New Submissions and Issuance of Construction Permits

AE.3.2 Opening Prior Submission Documents and Comments

AE.1.6 Accessing a Project

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Architect / Engineer

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Architect / Engineer Functions

AE.1 Getting Started

AE.1.1 Acronyms

AE.1.2 Symbols

Acronym Meaning A/E Architect/Engineer DTR Division of Technical Resources

DTR-PRS DTR Permit Review Site NIH National Institutes of Health PO Project Officer POC Point of Contact POTL Project Officer Team Lead PRC Permit Review Coordinator RTL Reviewer Team Lead

The following acronyms will be used throughout this manual.

The following symbols will be used throughout this manual.

Notice Icon: Encourages to take notice of the information that follows.

Check Icon: Indicates how to verify changes to a project.

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Permit Review ProcessPO fills out the Design Requirements Checklist and submits it to the Intake Center. Project is created in the DTR-PRS

A/E submits design documents for review to the PO (Required number of hardcopies and uploads electronic copies to the DTR-PRS)

PO verifies that the submission is complete and includes all contracted requirements

Submission is complete and meets all requirements

PO delivers hard copies of design documents to the

PRC

PO returns documents to A/E with the deficiencies outlines & directs the

A/E to revise & resubmit the submissionA/E resubmits documents (approval of payment is not authorized until resubmission is received, reviewed & found acceptable)

PO checks to ensure requirements of the

Project Plan are met at final submission.

All review comments have been resolved and All applicable review offices have

“ACCEPTED”

the project?

PRC Issues PERMIT

PRC Flow Chart PRC to Permit

Review Process

Reviewing offices provide comments to the DTR-PRS, along with a review decision to accept or not accept the reviewed submission.

After 15% submission & prior to final design , PO submits requests for obtaining temporary space to the Site Coordinator

PO verifies that comments are within scope of the project

PO publishes all review comments to the A/E for review & response.

PO informs reviewing offices of comments out of scope

Reviewing offices modify comments if necessary

PO holds meeting A/E agrees or disagrees with comments within 5 business days and the A/E responses are uploaded and submitted in the DTR-PRS

PO checks to ensure that all comments are resolved & provides resolution to outstanding comments if needed

The original reviewers review & post their backcheck responses to the DTR-PRS within 5 business days

PO reviews A/E responses and ensures that the A/E has addressed all review comments. PO publishes A/E responses to reviewers.

Submission ACCEPTED without any comments?

Final Submission?

Does the PO require a meeting?

PO Responsibilities

PRC Responsibilities

A/E Responsibilities

Reviewing Offices Responsibilities

YES

NO

YES

YES

NO

NO

YES

YESNO

NO

A/E proceeds to the next submission & invoices work through that submission

YES

AE.1.3 The Permit Review Process

The review cycle applies once for every submission.

E.g. A project with a 50%, 100% and Final submission phases will repeat the cycle three (3) times.

DTR Permit Review Site Manual 2017

Thhheee reeevvviiiew cyclee aaapppppplliiiieeeessss oooonnnccce for eveery submission.

EEEE..gggg.. AAAAAA pppppprrrrrooooojjjjjeeeeeecccctttt wwwwwwiiiiittttthhhhh aaaa 5555500000%%%%,,, 1000000%%% aaannnddd FFFinal submission pphhhasesss will repeatt tthhe cyclle three (3) times.pp pp yyy (( ))

NIH Response

NIH Response Resolution

Submission

A/E Response

Start Here

Technical Review

The permit review process for all design projects is dependent on contributions from the A/E design team, the NIH Project Officer and the NIH review offices involved.

Each group is required to perform necessary actions on the DTR review site in order to resolve all design concerns and move the project towards a Final submission approval. Once all concerns are resolved and a final submission is approved a construction permit will be issued.

AE.1.4 The Submission Review Cycle

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Technical Review - Design review comments are submitted to the reviewers for their review and comments. This is the only time during the review cycle that comments may be submitted on the DTR-PRS.

A/E Response - The review comments are submitted to the A/E.

The A/E will use this time to respond back to reviewers and address all of their design concerns.

NIH Response - The A/E responses are submitted to the reviewers.

The reviewers will use this time to provide back check responses to the A/E responses submitted.

NIH Response Resolution - The PO provides a resolution to outstanding comments if necessary. The submission is then closed and a new submission is prepared for review.

If all comments are resolved and a resubmission is not required, the project will be accepted and closed at the final submission phase.

Technical Review Complete - Indicates that the technical review has been completed and a permit has been issued for a project.

Pending Submission - A new project is created based on the Design Review Requirements checklist or the review cycle begins again. The cycle will only stop after the permit has been issued.

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A user name and password or a PIV card and PIN is required to access the DTR-PRS for A/Es

Once a project has been created in the DTR-PRS an email notification will be automatically sent to the assigned user.

See Below:

DTR-PRS for A/E landing page:

The DTR Permit Review Site (DTR-PRS) for Architects and Engineers (A/E) can be accessed using the following link.

https://permitreview.orf.od.nih.gov/

PRS for A/E landing page:

AE.1.5 Accessing the DTR Permit Review Site

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To begin uploading documents, start by accessing the DTR-PRS access page shown below.

When a project is created, it enters the “Pending Submission” status. This phase requires the A/E to upload the design documents for review

Select one of the two methods for logging in:

1) Using your NIH user name and password

2) Using your PIV card and PIN.

Before a new project can be accessed, the Permit Review Coordinator (PRC) will need to set it up on the DTR-PRS

AE.1.6 Accessing a Project

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From the “View My Active Projects List”.

Select the project where the new submission documents will need to be uploaded to by clicking on the project name.

The project details screen will open next.

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To upload the documents submission for review, begin by clicking the “Documents” tab to open the documents dashboard

AE.2 Uploading Documents for Technical Review

AE.2.1 Uploading Documents

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Click the “Choose File” button to select the file from your computer.

Select the file and click “Open”

Next, select the discipline associated with the document from the provided drop down box selections or specify another discipline if it is not found.

Select the file and click “Open”

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Select the document type in the same manner

Complete upload of the document by clicking “Upload Document”

After a document has been uploaded, verify that the document has been added to the project by locating a confirmation message above the project title or by seeing the document listed in the document table provided.

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Repeat and verify the previous steps for all other documents to be uploaded. (Only one document can be uploaded at a time)

After all documents are uploaded and the submission is ready for review, click the “Submit Documents” button found under “Move Project to Pending PO Submission Review”.

This action will move the project forward to the project officer (PO) for their review before it is published for reviewers. If the submission is incomplete, the PO may choose to send it back before the review officially begins.

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If you receive an error message above the project title, check that the file name of your document does not contain any special characters (e.g. %, #, &, etc). If it does, remove them from the file name and upload the file again.

AE.2.2 Incomplete Submissions

If the PO determines that the project is incomplete for review, the project will be placed in an “Incomplete Submission” status.

A notification will be sent out and two business days will, generally, be given to resubmit missing documents.

Sample E-mail Notification

Architect / Engineer

After the documents have been submitted to the PO, verify that the submission has moved forward by locating the confirmation message shown below

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To complete the submission and to move the project forward open the project on the DTR-PRS and use the “Documents” tab to view the current documents

In a similar manner to how the original documents were added, use the screen shown above to add or delete documents as necessary.

Before resubmitting the submission, verify that all missing information has been uploaded and that all of the PO’s concerns have been addressed and resolved.

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After the technical review is complete, the Permit Review Coordinator (PRC) will move the submission forward to the Project Officer (PO) for review before it is sent to the design team’s Architects and Engineers (A/E) during the “Pending A/E Response” status.

During the “Pending A/E Response” status the A/E will, generally, have five (5) business days to review and respond back to all review comments.

To begin, open up the project in the DTR-PRS and click on the “Review Comments” tab.

The table shown after opening the “Review Comments” tab may be used to review the comments on the DTR-PRS.

To submit responses, however, the comments will need to be downloaded into an Excel sheet.

AE.3 Respond to Comments from Reviewers

AE.3.1 Pending A/E Response Status

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Save the file to a location on your computer and open it to begin entering responses to review comments.

To download the reviewers comments use the “Export to Excel ” link shown below.

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While filling in responses for reviewers, please use the following guidelines to avoid having complications while uploading your responses

1. Do not change anything on the worksheet format.

2. Only use the approved A/E Response Codes

3. Provide an A/E response code and A/E response to every comment

4. Follow all steps of instructions in the “Review Comments” tab.

Use the Excel file to fill in all A/E responses.

Approved A/E Response codes

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Use the Excel file to fill in all A/E responses.

Before uploading and submitting the A/E Responses to the DTR- PRS, verify that all comments have been addressed.

The DTR-PRS will not accept the A/E responses if any comments are left unanswered.

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Once all responses have been provided, upload the completed worksheet to the DTR-

PRS.

Begin by opening the project submission on the DTR-PRS and clicking on the “Respond to Review Comments” tab.

Click the “Choose File” button to locate the file to upload from your computer.

Find the file and click “Open” to add it into the project submission files on the

DTR-PRS.

l t th fil t l d f t

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Click “Upload” to upload your responses.

After verifying that the responses have been uploaded correctly using the “Review Uploaded Responses” table, click the “Save Comments” button to apply the responses to the project.

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The A/E responses can now be submitted to the PO for review in the “Pending Response Submission” status by using the “Publish Response Comment” button

Verify that the A/E responses have been published successfully to the PO by the updated change of status in the project information heading

Architect / Engineer

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Pending Response Submission

When a PO moves a submission forward, review of the previous submission comments and documents may still be necessary for the A/E to prepare the new submission.

To open previous submissions or historical data, use the drop box shown below.

The percentages shown in this box will pertain to the project submission levels

AE.3.2 Opening Prior Submission Documents and Comments

The project must be open for the “View Historical Data” drop box to appear.

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To view historical data begin by selecting the desired prior submission level from the provided drop box.

Once selected the page will automatically reload to the selected submission.

After the page has reloaded, verify that the correct submission is selected by looking at the drop box once again. Instead of the word “select”, the field should now read the desired submission level.

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To view comments and responses from the selected submission level click on the “Review Comments” tab.

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The review comments tab will bring up the comments and responses of the selected submission.

To return to the current submission, use the “Return to View Current Submission” link provided under the “View Historical Data” drop box.

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The PO will review the responses and proceed to move the project forward to the “Pending NIH Response” status.

During the “Pending NIH Response” status, the reviewers will generally be given five(5) business days to provide feedback to the A/E’s responses in order to prepare for the next submission.

In the case that a new submission is not necessary, coordinate with the PO, PRC, and Reviewers to clear out all remaining comments for the issuance of a construction permit.

AE.3.3 New Submissions and Issuance of Construction Permits

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Version: 2.0 June 2018