Appendix 14 - NYSDOT Home · 2018-06-20 · APPENDIX 14 Project Data Management 1. ... FILE AND DOCUMENT NAMING CONVENTION ... 1.3.5.2. Non-Department Staff Accounts Non-Department

PROJECT DEVELOPMENT MANUALAppendix 14

Project Data Management

August 2006

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APPENDIX 14Project Data Management

1. PROJECT DATA MANAGEMENT ...................................................................................14-1

1.1 PURPOSE .................................................................................................................14-1

1.2 INTRODUCTION........................................................................................................14-1

1.3 PROJECTWISE .........................................................................................................14-11.3.1. ProjectWise DataSources.....................................................................................14-31.3.2. Project Folder Structure........................................................................................14-31.3.3. Subfolders for BINs, Multiple Sites, and Consultant Firms ....................................14-51.3.4. Folders for Electronic Review ...............................................................................14-51.3.5. ProjectWise Accounts, Users, and Work Groups..................................................14-6

1.3.5.1. .....Department Staff Accounts .................................................................14-61.3.5.2. .....Non-Department Staff Accounts..........................................................14-61.3.5.3. .....Consultants .........................................................................................14-71.3.5.4. .....Contractors .........................................................................................14-71.3.5.5. .....Project Partners ..................................................................................14-81.3.5.6. .....Data Manager and Administrator Accounts .........................................14-81.3.5.7. .....Data Manager and ProjectWise Administrator Responsibilities ...........14-8

1.3.6. ProjectWise Security ............................................................................................14-91.3.6.1. .....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 MAPS............................................................................................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 2006Project Data Management

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September 2006 APPENDIX 14Project Data Management

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1. PROJECT DATA MANAGEMENT

1.1 PURPOSE

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

1.2 INTRODUCTION

This appendix provides basic knowledge regarding engineering document management andusage within the Department. Document management is how documents are organized andstored in order to facilitate a collaborative work environment. Its primary purpose is to have asafe repository for information, to minimize the possibility that information is lost, and toeffectively share information. Electronic document management is designed to ensure that inthe event of an unforeseen damaging situation, only one day’s work will be lost. Dependablemethods of electronic document management ensure transferability, provide ease of recordkeeping, 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 projectdocuments shall reside in ProjectWise. A project’s electronic documents typically include reports, studies, permits, mapping, terrain models, control, correspondence, and more. Itemssuch as e-mail, if it contains project decisions, or pertinent information, should also be retainedin ProjectWise. Department staff should return documents to the checked in status inProjectWise each time a document is closed. Consultants shall submit correspondingdocuments into ProjectWise for any paper or email submissions made to their Project Manager/Job Manager/ Consultant Manager. Consultants shall submit electronic documents containingthe information stated in Table 14-1 ProjectWise Workflow States and Archive Data to the folderdesignated by their Project Manager/ Job Manager/ Consultant Manager.

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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 supportingdatabase. The Department’s ProjectWise System consists of two DataSources, one foractive 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 arestored in the Archive DataSource.

1.3.2. Project Folder Structure

A folder for each Region and the Main Office exists under both the NYSDOT andArchive 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 arestored under their appropriate Region folder. The Main Office folder contains otherprogram area data. Each project folder contains folders for each work group assignedto the project. Work groups located in the Main Office store the project documents theycreate under the appropriate PIN folder, located under the Region folder. Each individualmay see more or fewer subfolders depending on the number of groups working on aparticular project and his or her access rights.


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

Archive+ Documents

+ Archives+ Region #

+ PIN and Project Description including Contract Number+ Work group requesting archive_yearmonthday_purpose

+ Work group folders archivedExample:

Archive+ Documents

+ Archives+ Region 01

+ 1528.55 - D259723 - I90 Exit 1(Thruway) to Exit 5A(Corporate Woods)

+ Survey_20040312_Mapping_ReleasedSurvey

+ Photogrammetry_20040612_Mapping_ReleasedPhotogrammetry

+ Survey_20051205_Supplemental_SurveySurvey

+ Highway Design_20051202_PSEHighway DesignLandscapeEnvironmentalEstimate

+ Construction_20071215 Project AcceptanceConstruction

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 eachBIN under both the Structures Design and the Structures Construction folders. Similarlyif a project contains more than one site, a subfolder may be created under a specificwork group if warranted.Example:

NYSDOT+ Documents

+ Region #+ PIN and Project Description

Structures DesignBIN#1BIN#2

Structures ConstructionBIN#1BIN#2

If a project has consultants working on it, there will be a folder created under the workgroup folder for the portion of the project that the consultant is working on. The folderwill 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 eachwork type and each consultant firm working on a particular project; for which theDepartment has an active consultant agreement in place.

NYSDOT+ Documents

+ Region #+ PIN and Project Description

Highway DesignConsultant AConsultant B

1.3.4. Folders for Electronic Review

An additional folder may be created to make available documents for review under theProject PIN folder. This folder is created by the Data Manager at the request of a workgroup for official reviews, such as, ADP review. Documents posted for review should bein Adobe pdf format. At the conclusion of the review period, the review folder anddocuments 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. AProjectWise account is how individuals are identified in ProjectWise; how document andproject creations and revisions are tracked, and how access to information is provided.

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

1.3.5.1. Department Staff Accounts

For Department staff, ProjectWise user account names, ProjectWise work groups andwork group members are imported from Microsoft Active Directory. Active Directory isthe system the Department uses to manage accounts on its network. ProjectWisesynchronizes on a continuously scheduled basis from Active Directory. IT staff makeadjustments to work group members imported from the Active Directory. The majorityof Department staff accounts and work groups have been defined. Department staffrequiring accounts, or who need to have their work group adjusted should contact theDepartment’s Helpdesk. If a work group member leaves the Department or transferstoanother 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 projectpartners. A project partner is any organization which has a direct business involvementwith the project contract.

To assure accountability, Consultant, Contractor, and Project Partner users ofProjectWise have ProjectWise accounts created indicating the specific name (first nameinitial 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 inbetween)


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At the time of account creation, each consultant/contractor/project partner is assigned apassword 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/projectpartners shall not share ProjectWise accounts/passwords. If the Department suspectsaccount sharing, accounts will be disabled.

1.3.5.3. Consultants

Consultants may obtain a ProjectWise account by contacting their Project Manager/ JobManager/ Consultant Manager and by providing their first and last name, the firm theyare employed by, an active PIN, phone number, firm address where each individual islocated, email address, and the duration of their involvement in the project. ProjectManagers/ Job Managers/ Consultant Managers then forward this information along witha 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 ofpersonnel changes for their staff with ProjectWise accounts. By obtaining a ProjectWiseaccount 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 informationfor a particular project. Consultant firms should also be aware should an individual leavetheir 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 tosub-consultants. Prime Consultants are responsible for uploading/managing all projectdata from the consultant team.

1.3.5.4. Contractors

Contractors may obtain a ProjectWise account by contacting the Structures Design andConstruction Division (for Fabricators) and the Construction Division (for all otherContractors) and by providing their first and last name, the firm they are employed by, anactive PIN, phone number, firm address where each individual is located, email address,and the duration of their involvement in the project. The Structures Design andConstruction Division or the Construction Division then forwards this information alongwith 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 maynot be granted access depending on individual project circumstances. Contractorsshould not contact the Department’s Helpdesk directly.


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Contractors must notify the Structures Design and Construction Division/ConstructionDivision of personnel changes for their staff with ProjectWise accounts. By obtaining aProjectWise account an individual is able to submit material to the Department on behalfof their firm. Contractors should consider carefully who they select to submit informationfor a particular project. Contractors should be aware that an individual who left their firmwill continue to have access to the project data until the contractor requests theDepartment 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 projectpartner. Examples of project partners include other agencies (NYSTA, FHWA), utilitycompanies, and municipalities. ProjectWise accounts may be granted to individualsrepresenting a project partner. Project partners must provide their first and last name,the organization they are employed by, an active PIN, phone number, organizationaddress where each individual is located, email address, and the duration of theirinvolvement in the project.

1.3.5.6. Data Manager and Administrator Accounts

To assure accountability, ProjectWise Administrators and Data Managers will haveProjectWise accounts created indicating the specific name (first name initial and lastname) utilizing the account creation convention as follows:

pw_name (first name initial, last name, with no spaces in between) –ProjectWiseadministrator account name

dm_name (first name initial, last name, with no spaces in between) –Data Manageraccount 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 newprojects in their area of responsibility by copying the project security model.Regional Data Managers have the following capabilities within ProjectWise tomanage 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 datato applicable project work groups for a particular project. Data Managers shouldwork with document creators to assure that access is only provided to theappropriate project work groups.

• ProjectWise Administrators – ProjectWise Administrators have the followingresponsibilities:

- 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, managingActive Directory accounts and ProjectWise Active Directory group members.

1.3.6. ProjectWise Security

Once documents are placed in ProjectWise, ProjectWise security controls who hasaccess to which documents. Project security is initially set according to the followingconventions:

All Department staff with ProjectWise accounts in a particular Region willhave 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 (RegionalSurvey, ROW Mapping, Structures, Landscape, etc.) they will have read/writeaccess to the corresponding work group folder under each Regional project.

Folders will exist under each project for only the work groups actively workingon a particular project.

Main Office work groups, who work on projects in all Regions, have readaccess to projects they are actively working on and read/write access to theapplicable work group folder under these projects. Main Office groups thatwork on all or most projects (eg. Photogrammetry, DQAB) have read accessto all projects and read/write access to their applicable work group folderunder these projects.

A ProjectWise workflow is a collection of security settings. The Department has threecollections of security settings, known as states, based on the project developmentprocess 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 aproject 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 orconstruction group. Prior to reaching a state where a particular work group is amember, a work group will have read only access to a project. The Regional DataManager 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 ScopingGroups with Write Access to Active Workgroup Folder1

AdministrativeDQAB5

Highway Design4,6

HydraulicsMaintenancePhotogrammetry3,5

PlanningStructures Design4,6

Survey3

State 02 DesignGroups with Write Access to Active Workgroup Folder1

AdministrativeDQAB5

EnvironmentalEstimateGeotechnical4

Highway Design4,6

HydraulicsLandscapeMaintenanceMaterialsPhotogrammetry5

Real EstateROW MappingSigns and SignalsStructures Design4,6

Survey3

Traffic and SafetyUtilities

State 03 ConstructionGroups with Write Access to Active Workgroup Folder1

AdministrativeConstructionDQAB5

EstimateGraphic Arts5

MaintenanceStructures Construction5

Archive2

01 Project Initiation and Scoping (Read Only)

Archive2

01 Project Initiation and Scoping (Read Only)02 Design (Read Only)

Archive2

01 Project Initiation and Scoping (Read Only)02 Design (Read Only)03 Construction (Read Only)

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.


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1.3.6.1. Consultant, Contractor, and Project Partner Access

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

No ProjectWise access is provided to sub-consultants. Individuals from a particular firmwill 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 foldersdeemed 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 relatedwork sessions. On the Department’s Network, to start ProjectWise, double click on theProjectWise Explorer icon on the desktop, or through the Windows Start Menu.ProjectWise is integrated with many applications on each PC. Staff are prompted tosave documents to ProjectWise when accessing the File> Save option of integratedapplications. For non-integrated application, documents should be added to theappropriate folder location in ProjectWise through the drag and drop method. Once adocument has been added to ProjectWise, the copy left on the PC should be deleted toavoid confusion. In general, new documents for all applications should be initiated inProjectWise using the seed documents provided in each project, located in the !ProjectSeed Documents folder, in order to capture the document attributes at documentcreation.

2.2 PROJECTWISE USING THE PROJECTWISE WEB CLIENT

ProjectWise is accessed through the Internet, by using Internet Explorer. A link to theProjectWise Web Client is available through the Department’s Public Website. TheProjectWise Web Client has similar but limited capabilities to the ProjectWise ExplorerClient. 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 followinglink:

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


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2.3 CONSULTANTS

Consultants should export and import documents directly from the ProjectWise webclient. Consultants should export documents to their own network and import them backinto ProjectWise as updates are completed, such as at project milestones, or as projectneeds dictate.

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

2.4 CONTRACTORS

The Structures Design and Construction Division allows Contractors/Fabricators tosubmit electronic shop drawings through ProjectWise. A folder is provided for each firmto submit documents. The folder will be named for the firm, and placed under theStructures Construction work group folder. Separate folders will be created for each firmworking on a particular project. Under each firm folder there will be a folder for either theConcrete 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 clickingon them. This will check out and open the document, while automatically downloading acopy to the PC. The document is placed in Checked Out status. Once a document ischecked out, it cannot be modified by anyone other than who the document is checkedout to. When opening a MicroStation file, ProjectWise automatically copies outassociated reference files to the PC. All project related documents shall be checked into ProjectWise at the closing of the document. This assures that the latest copy of thedocument is on the server. Users also have the option of using the Update ServerCopy command, which will assure the latest copy of the document is on the server, butretain 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 includethe document name and file name, the document description, the application, state,status, updater, and creator. Document properties can be accessed by selecting adocument and choosing Document> Properties from the ProjectWise ExplorerWindow. 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 toorganize information in ProjectWise. Attributes provide common identifiers to reflect thedocument content, which can later be used to search for a document. The Departmenthas developed attributes common to the type of information typically generated for aproject. In ProjectWise a collection of attributes are known as an environment.NYSDOT has two environments, Project and Survey_ROW. Which attributes aredisplayed depends on which environment is set on a particular folder. TheSurvey_ROW environment is set on both the Survey and the ROW work group foldersand documents in these folders have different available attributes then documents inother work group folders. All applicable attributes to a particular document should becompleted by the document creator for each document in ProjectWise.

Attributes are also used to automatically generate information in MicroStation, throughthe use of predefined tags. This includes information used for several cells in theNYSDOT standard cell libraries. Attributes used to fill in predefined tags in MicroStationshall be placed with uppercase text, such as attributes used in the title block. Documentattributes 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 acommon theme. Standard attribute interfaces have been created to make it easier fordocument creators to complete and update pertinent attributes. The following standardattribute interfaces are available by choosing Tools> Interface from the ProjectWiseExplorer Window:

Map - ROWMap - SurveyPlans - Detail Sheet BorderPlans - Plan Sheet BorderPlans - Shop DrawingsProject - Info for ConstructionProject - LocationSystem - All AttributesSystem - PW Reports


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2.8 SEARCHING FOR DOCUMENTS

In ProjectWise, documents can be located by using document attributes and documentproperties. To search for a document, or group of documents, select a folder and rightclick, and choose the Find Documents. Choose the Search Form option. ProjectWisewill return all of the documents an individual has access to, using the search criteriaspecified. Searching for documents is most efficient when multiple search criteria areidentified.

3. PROJECT DATA ARCHIVE

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

Table 14-1 ProjectWise Workflow States and Archive Data

State Name StateDescription

StateEndingPoint

Data to include in Archive

01_Scoping Project Scoping Terrain dataistransmittedto Design

IPPApproved Scope Closure Document-(Consistent with Project DevelopmentManual)Terrain data transmittal to Design

02_Design Final Design(from DesignApproval untilAward)

Project isawarded

Draft Design ReportApproved Design Approval DocumentROW Mapping Transmittal to DesignROW Mapping Transmittal to Real EstateAdvanced Detail PlansContract Documents

03_Construction Construction(From Awarduntil Project isAccepted)

Project isaccepted

Record Plans including As-Builts


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4. RESOURCE INFORMATION

The Resource Information folder is a document sharing location that can be accessedusing ProjectWise. The Resource Information folder can be accessed by all ProjectWiseusers (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 systematicdocument naming convention. The document naming convention has been developedto be inclusive of the many document needs of the various work groups that contribute toproject data. The general format of the naming convention divides similar documentsinto easily identifiable commonly used categories, such as correspondence, images,bridge plans, highway plans, and reports. Once documents have been named accordingto categories, they can easily be sorted or searched for by that category. Typicallyindividuals from specific work groups will use only a portion of the categories andsubcategories outlined in Table 14-2 and Tables 14-3 through 14-20 when creatingdocuments.

5.1 NAMING DOCUMENT AND FILES

In ProjectWise each document has a file name, a document name, and a descriptionassociated with it. This appendix outlines a consistent, comprehensive documentnaming convention for project documents which shall be used for all projects. Filenames and document names should be identical. The file/document name for eachdocument associated with a project should begin with the six digit PIN. Once a contractD number has been assigned, it may be used by DQAB to begin the document nameinstead of the PIN. After a project has been awarded, the contract D number should beused to begin the document name, for new documents generated in the constructionstage. ROW Mapping documents should begin with the State Highway number. Shopdrawing documents for bridges should begin with the Bridge Identification Number (BIN).

After the PIN/D Number/State Highway Number/BIN, each document name includes athree letter category, this is done to group like document types together according tomajor document categories. Major document categories are illustrated in Exhibit 14-4Project Document Naming Categories Overview. A second and third subcategory isincluded in Tables 14-3 through 14-20 to aid in further sorting and identifying documentcontents, if necessary. Additional characters may be added to further describedocument contents, if necessary. Document creators should carefully consider whetheror not to add a descriptive name, as an alternative the ProjectWise document descriptionmay be a more desirable method of conveying additional information regarding thedocument 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 Highwaynumbers (SH#’s) are the significant part of the map name. Duplicate map numbers shallnot be created along a single State Highway number. State Highway numbers arelimited to 8 characters. The following State Highway Naming Convention should beadhered to:

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

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

Off System Projectsfor C 59-18 c59-18 city highwaysfor IBR 7 ibr07 interstate bridgesfor CR 177 ##cr177 ##=county code number from Catalog of

State Highway NumbersTown 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 asneeded.

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

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

The Right of Way document which contains all of the boundary features, and which isreferenced 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 themaps 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 nameand a random number (for example: mpl001, etc.). All boundary lines should be madeinto 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 IdentificationNumber (BIN), unless they include information for more than one structure. Documentswhich include information for more than one structure should begin with the Contract Dnumber.

5.4 CORRESPONDENCE

For correspondence documents, it is recommended to include in the document namedescription the sender followed by the recipient, the date, and topic. Meeting minutesare included in the correspondence category, and the date the meeting was held shouldbe 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 andstored in ProjectWise.

5.6 DOCUMENT DESCRIPTIONS

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

Example:General Plans Sheet 1Estimate of Quantities Table 1


14-18

Proposed Surface ContoursPavement Surface for VisualizationFinal Design Report/Environmental AssessmentTransmittal of Notice of Final Design Approval to Mayor

5.7 DOCUMENT NAME FORMAT, CATEGORIES, AND SUBCATEGORIESThe 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 Mapdocuments 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

Choose the Beginning ofDocument

Use:PIN (Phases I-VI)Dnumber (After Award)SH Number (ROW Maps)BIN (Shop Drawings)

Decide on the Categorybased on document type

and choose the 3 letter Category Code(Category codes and example documents

listed in Table 14-2)

Use:apl - approvalcor - correspondencecpb - contract plans - bridgecph - contract plans - highwaydat - dataest - estimatefea -featureimg - imagemap - mappingpse - PS&E proposal materialprs - presentationrpt - reportrsc - resourcessch - schedulesdp - Site Data Packagesfc - Structures Foundation andConstructionshd - Shop Drawingstu - Studies

Decide if a Subcategoryor

Secondary Subcategory,is needed.

(Subcategory codes andexample documents listed

in Table 14-3 throughTable 14-20)

Add a user definedDescriptionif necessary

eg. sheet number for plans,sender and recipient for

correspondence, etc.

Always use thesoftware’s native

extension.

Use:Subcategories andSecondarySubcategoriesas described inTables14-3 through 14-20

_ _ _ .

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


14-19

Table 14-2 Document CategoriesCategory

Code Category Example Document types to include

apv Approval Maintenance Resolutions, Agreements, USACE, SPDES, DECpermits, Consultant Agreements.

cor Correspondence Letters, Memos, Emails, Faxes, Publications, Meeting Minutes.

cpb_## Contract Plans–Bridge–BridgeTwo Digit Code All bridge contract drawings.

cph Contract Plans–Highway All highway contract drawings.

dat Data PS&E forms, Designer notes, Rainfall data, boring information,traffic counts etc.

est EstimateHighway, Real Estate, Drainage, Signal, Bridge, Landscapeestimates (spreadsheets), Trns*port Estimator Files, Project payitem databases, Lump Sum Estimates, Betterment Estimates.

fea Feature All coordinated spatial information, CADD, alignment data, DTMs,proposed highway, ROW, utilities, etc.

img Image Orthoimages, project digital photos, mosaics.

map Mapping Abstract Request Maps, Existing Base Mapping from Survey,Photogrammetry, GIS, etc.

pse PS&E Proposal Material Notes, Special Notes, Specifications

prs Presentation Slide shows, visualizations, plans and materials used for publichearings.

rpt Report IPP, Project Scoping Reports, Design Reports, Storm WaterPollution Prevention Plan.

rsc Resource InRoads civil.ini, project specific cell libraries, InRoads typicalsection libraries, InRoads Project Files, Project Narrative, Forms.

sch Schedule Project Schedules, CPMs.sdp Site Data Package Site Data Information

sfc Structures Foundation andConstruction

Pile Driving BD138, Structures Lifting, Temporary Structuresinformation.

shd Shop Drawing Bridge Shop Drawings

stu Study Accident, Air Quality, Noise, Asbestos, Corridor Planning, Trafficstudies, etc.


14-20

Exhibit 14-4 Project Document Naming Categories Overview

APPROVALCategory Code: apv

Example Documents:AgreementsPermits (USACE, SPDES, DEC)Maintenance ResolutionsROW Clearance Certificate

CORRESPONDENCECategory Code: cor

Example Documents:LettersMemosPublicationsMeeting minutesEmailsFaxes

CONTRACT PLANS, BRIDGECategory Code: cbp_##

## - two digit bridge codeExample Documents:All Bridge Contract Drawings

CONTRACT PLANS, HIGHWAYCategory Code: cph

Example Documents:All Highway Contract Drawings

DATACategory Code: dat

Example Documents:Designer notesRainfall dataBoring informationTraffic countsPS&E Forms

ESTIMATECategory Code: est

Example Documents:Highway, Signal, Drainage, Bridge, etcestimates (spreadsheets format)Trns*port Estimator filesProject Pay Item Databases (QuantityManager)

FEATURECategory Code: fea

Example Documents:All coordinated spatialinformationAlignmentsDTMsProposed Highway, Structure,ROW, Utility information, etc.in DGN format

IMAGECategory Code: img

Example Documents:OrthoimagesProject digital photosMosaics

MAPPINGCategory Code: map

Example Documents:Abstract Request MapsExisting spatial information includingBase Mapping from Survey andPhotogrammetry (DGN, DTM, and ALGformats)GIS

PS&E PROPOSAL MATERIALCategory Code: pse

Example Documents:NotesSpecial NotesSpecificationsForms for Proposals, CONR9, etc.

PRESENTATIONCategory Code: prs

Example Documents:Slide showsVisualizationsPlans and material used for publichearings

REPORTCategory Code: rpt

Example Documents:IPPProject Scoping ReportsDesign ReportsStorm Water Pollution Prevention Plans

20

RESOURCECategory Code: rsc

Example Documents:InRoads civil.iniProject specific cell librariesInRoads Typical Section andRoadway LibrariesInRoads Project FilesProject Narrative

SCHEDULECategory Code: sch

Example Documents:Project schedulesCPMs

SITE DATA PACKAGECategory Code: sdp

Example Documents:Site Data Information

STRUCTURES FOUNDATION &CONSTRUCTION

Category Code: sfc

Example Documents:Pile Driving BD138Structures LiftingTemporary Structures Information

SHOP DRAWINGCategory Code: shd

Example Documents:Bridge Shop Drawings

STUDYCategory Code: stu

Example Documents:Accident studiesAir Quality studiesAsbestos studiesCorridor Planning studiesTraffic studiesNoise studies

ID TaskName Start FinishJan 2005Nov2004

2/13 3/61/16 1/30 3/131/9

111/21/2004

11/15/2004RelocateMOFileStoragefromSANtoNAS

212/16/2004

11/15/2004BuildVirtualServerstoreplaceS 2im52&S2im76

3 1/6/20051/3/2005RedirectProjectWiseclientstonewVMServerswith LANDeskpush

4 1/11/20051/7/2005ReallocateS2im76toProjectWiseIndexingServer

511/15/2004

11/15/2004UpgradeProjectWiseWebServerS 2im67

6 11/16/2004

11/15/2004Upgradeallother ProjectWiseServers

7 1/19/20051/17/2005UpgradeallProjectWiseDataManager ClientsthroughLANDeskPull

8 3/5/20051/17/2005Runinitial IndexingonNYSDOTDatasource

9 6/17/20053/6/2005Runinitial IndexingonArchiveDatasource

10 2/11/20051/24/2005UpgradeallProjectWiseClientsthroughLANDeskPush

Mar 2005Dec2004

1/23 2/272/61/2

Feb2005

2/2012/5

Apr 2005

3/20 3/27 4/3


14-21

Table 14-3 Approval Category and SubcategoriesApproval Category - apl

Format - PIN_apl_sub_description.ext

Category SubcategoryCode Subcategory Description

ace USACEagr Agreementdec NYSDECper Permitres Resolutionrow ROW Clearance Certificate

apv

spd SPDES

Table 14-4 Correspondence Category and SubcategoriesCorrespondence Category - cor

Format –PIN or Dnumber_cor_sub_description.ext

Category SubcategoryCode Subcategory Description

eml Emailfax Faxlbl Labelltr Lettermem Memomin Minutesooc Order on Contract

cor

pub Publication


14-22

Table 14-5 Contract Plans–Bridge Category and SubcategoriesCategory–Contract Plans–Bridge–cpb_##

Format –PIN_cpb_##_sub_sec_third_description.ext

Category SubcategoryCode

SubcategoryDescription

SecondarySubcategory

CodeSecondary Subcategory

Third Sub-category

Code

ThirdSubcategory

beg Begin Abutmentdtl Detailsend End Abutmentbeg Begin Abutmentpil Pile Layoutend End Abutmentbeg Begin Abutmentpln Plan & Elevationend End Abutmentbeg Begin Abutment

abt Abutments

rnf Reinforcement (incl. sections)end End Abutment

brg Bearingbrr Barriercte Concretecul Culvertelv Girder or Beam Elevationsfnc Fencejnt Jointmis Miscellaneousrlg Railingstl Steel

dtl Details

utl Utilitiespln Planserw Earthworksec Sections

frm Framing Planor BeamLayout

gen General Plan& Elevation

blp Boring Location Plangrs GRESgsp General Subsurface Profile

geo GeotechnicalEngineering

wal Retaining Wallsdtl Details p## Pier Numberpil Pile Layout p## Pier Numberpln Plan & Elevation p## Pier Number

pir Piers

rnf Reinforcement (incl. sections) p## Pier Numberrlg Railing,

Barrier and/orFence Layout

trn Transversesec Sectionstyp Typicalapr Approach Slabsslb Slabssup Superstructure Slab

estEstimate of Quantities, Notes &Index

bar Barlist & Bar Bending Diagramcam Camber & Haunch Tables

Tables

mom Moment & Shear Tables

tbl

lod Design Load Tablesdtl Detailspil Pile Layoutpln Plan & Elevation

Walls

rnf Reinforcement (incl. sections)

cpb_##

wal

sec Sections


14-23

Table 14-6 Contract Plans - Highway Category and SubcategoriesCategory–Contract Plans–Highway–cph

Format –PIN_cph_sub_description.ext

Category Subcategory Code Subcategoryblt Baseline Tiescvr Coverdrn Drainage Notesdrp Drainage Plansdrd Drainage Detailsdrt Drainage Tablesecd Erosion Control Detailsecn Erosion Control Notesecp Erosion Control Plansect Erosion Control Tableseoq Estimate of Quantitiesess Earthwork Summaryged Geotechnical Detailsgen Geotechnical Notesgep Geotechnical Plansget Geotechnical Tablesgnd General Detailsgnn General Notesgnp General Plansgnt General Tablesind Indexlad Landscape Architecture Detailslan Landscape Architecture Noteslap Landscape Architecture Planslat Landscape Architecture Tablesleg Legendmjn Maintenance Jurisdiction Notesmjp Maintenance Jurisdiction Plansmjt Maintenance Jurisdiction Tablesmpd Maintenance/Protection of Traffic Detailsmpn Maintenance/Protection of Traffic Notesmpp Maintenance/Protection of Traffic Plansmpt Maintenance/Protection of Traffic Tablesmsd Miscellaneous Detailsmst Miscellaneous Tablespmd Pavement Markings Detailspmn Pavement Markings Notespmp Pavement Markings Planspmt Pavement Markings Tablespro Profiles - Roadwaypru Profiles–Utilitiesqty Estimate of Quantitiesrwt Right of Way Tablessgd Signing Detailssgn Signing Notessgp Signing Planssgt Signing Tables

cph

tsd Traffic Signal Details


14-24

Table 14-6 Contract Plans - Highway Category and Subcategories - ContinuedCategory–Contract Plans–Highway–cph

Format –PIN_cph_sub_description.ext

Category Subcategory Code Subcategory

tsn Traffic Signal Notestsp Traffic Signal Planstst Traffic Signal Tablestyp Typical Sectionsutd Utility Detailsutn Utility Notesutp Utility Plansutt Utility Tableswtd Water Detailswtn Water Notes

cph

wtt Water Tables

Table 14-7 Data Category and SubcategoriesCategory–Data–dat

Format –PIN or Dnumber_dat_sub_description.extCategory Subcategory Code Subcategory

brd Bridge

dmwDisadvantaged/Minority/Women’s Business Enterprise Goals (C-285jForm)

drn Drainageenv Environmentalets Engineers Estimate Title Sheetgeo Geotechnical

nad Project Description for Newpaper (AD-102f)

row ROW Mappingrwy Roadwaysur Surveytrf Traffic

dat

utl Utility


14-25

Table 14-8 Estimate Category and SubcategoriesCategory–Estimate–est

Format –PIN or Dnumber_est_sub_description.extCategory Subcategory Code Subcategory Description

bet Bettermentbrd Bridgecee Combined Engineer’s Estimatedrn Drainagehwy Highwaylnd Landscapelsm Lump Sumrle Real Estatesig Signal

est

utl Utility

Table 14-9 Feature Category and SubcategoriesCategory–Feature–fea

Format –PIN_fea_sub_sec_description.ext

Category SubcategoryCode Subcategory Secondary

Subcategory CodeSecondary

Subcategorybrd Bridgedrn Drainageenv Environmentallnd Landscaperow Right of Way

alt Alternativecon Contourpro Profilestmp Temporary

rwy Roadway

xsc Cross Sectionssgn Signing/Striping

fea

utl utility

Table 14-10 Image Category and SubcategoriesCategory–Image–img

Format –PIN or Dnumber_img_sub_description.ext

Category SubcategoryCode Subcategory

dpf Digital Photos (Photogrammetry)mos Mosaicsort Orthoimages

img

pic Digital Pictures


14-26

Table 14-11 Mapping Category and SubcategoriesCategory–Mapping–map

Format –PIN or SH_map_sub_description.ext



Code


arm Abstract RequestMaps sup Supplemental Abstract

Request Mapsdes Designgis Geographic

InformationSystems

hbp HighwayBoundary Plan

pho Photogrammetry

map

sur Survey

Table 14-12 Proposal Category and SubcategoriesCategory–PS& E Proposal Material–pse

Format –Dnumber _pse_sub_description.ext


not Notespsespc Specifications

Table 14-13 Presentation Category and SubcategoriesCategory–Presentation–prs

Format –PIN_prs_sub_description.ext


pln Plansvis Visualization

prs

shw Show

Table 14-14 Report Category and SubcategoriesCategory–Report–rpt

Format –PIN_rpt_sub_description.ext


ddr Draft Design Reportfdr Final Design Reportipp Initial Project Proposalpsr Project Scoping Reportsup Supplemental Report

rpt

swp Storm Water Pollution Prevention Plan


14-27

Table 14-15 Resource CategoryCategory–Resource–rsc

Format –PIN_rsc_description.extCategory

Code Category

rsc resource

Table 14-16 Schedule CategoryCategory–Schedule–sch

Format –PIN or Dnumber_sch_description.extCategory

Code Category

sch schedule

Table 14-17 Site Data Package Category and SubcategoriesCategory–Site Data Package–sdp

Format –PIN_sdp_sub_description.ext


pln Planspro Profiles

sdp

typ Typical Sections

Table 14-18 Structures Foundation and Construction Category and SubcategoriesCategory–Structures Foundation and Construction–sfc

Format –BIN or Dnumber_sfc_sub_description.ext


pdc Pile Driving–BD138slp Structural Lifting

sfc

tsp Temporary Structures


14-28

Table 14-19 Shop Drawing–Bridge CategoryCategory–Shop Drawing–shd

Format –BIN or Dnumber_shd_description.extCategory

CodeSubcategory

Code Subcategory

efp Erection framing plansepr Erection proceduresfsd Flange splicing details

fws Field work sheets (used to obtain field dimensions and/orshow required fieldwork, including field reaming and drilling)

grd Girder diagramsgsn General shop noteshcd Horizontal curve diagramsmfj Cross frame Job Standards

ndd Numbered drawings (details of girders, cross frames,stringers, diaphragms, etc)

sad Shop assembly diagramssba Sub-assembliesshp Shipping procedureswcd Web camber detailswsh Worksheetswpr welding proceduresxjs Girder Job Standards

shd

zjs Stringer Job Standards

Table 14-20 Studies Category and SubcategoriesCategory–Study–stu

Format –PIN_stu_sub_description.ext


air Air Qualityasb Asbestoscps Corridor Planning Studyenv Environmental/Landscape Studyhaz Hazardous Materialsnoi Noisespd Storm Water Pollutiontrf Traffic & Safety Studyvia Visual Impact

stu

air Air Quality