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Projectdox part-3 Technical Nitti Gritty

2/23/2015

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This is the third part of a four part blog exploring the ins and outs of DCRA’s online system called Projectdox. If you have missed the first two of this series make sure to check them out on our website blog page at www.dcpermitsolutions.com . Last week we covered the basics on how project docs works and the requirements for documents you need to have ready to start submitting online. This week we will be covering the details so let’s gets started. Once you have been invited to use projectdoxs and have a password and account set up along with the proper software requirements and the documents to submit electronically you will need to upload them to the online system.

When you are able to login to the system you will see two tabs. One is for plans the other is supporting documents. The plans tab is where the plans are uploaded, while the supporting docs tab is where you will upload the application, inserts, energy codes, and any other project related information. When you are uploading the documents the file must match the page name of the submitted drawing. The first Character must start with the Discipline Header followed by the Sheet Number and a Brief Description of the information depicted on the individual sheet. Failure to properly label your file will result in rejection of your project during the pre-screening phase and will delay the review until you redo it and name it properly. This step is VERY IMPORTANT. Each Discipline Header has an appropriate letter that you will use to set label.

Naming Documents

1. ProjectDox files must match the page name of the submitted drawings. The first character must start with the Discipline Initial followed by the Sheet Number. (See chart below) i) Example filename: A0002-SecondLevel.PDF  Discipline – First character must represent the discipline area. Example: A for Architectural, S for Structural. The table at right details all required Discipline characters. Ensure that all plans are submitted under the correct discipline. Sheet Number – Must be 4digit numbers with leading zeroes. If subsets are needed, place the decimals after the 4thdigit. Ex: P0001_99. Use the "_" to separate the numbers. Do not use periods in the filename except to denote file type (PDF, DWG etc.)

2. Use alphanumeric symbols only. Non-alphabetical and non-numerical characters, including but not limited to, the below cannot be used: ! @ # $ % ^ & * ( ) { [ } ] \ | = + : ; “ ‘ < , > ? / ~ `

3. File names MUST NOT EXCEED 70 characters in length.

4. Please note: Improperly named files may result in the file being rejected and sent back for proper renaming. Upload Folder Standards – MUST BE COMPLETED IN ONE SESSION.  All documentation (any non-drawing files like Plats and Approvals) must be uploaded into the SUPPORTING DOCUMENTS folder for each project.  All plans/drawings must be uploaded to the DRAWINGS folder for each project. Resubmitted Drawings must always be re-submitted with the exact SAME FILE NAME as the original submissions.  Below are examples

Architectural A 0000-9999 A0010

Structural S 0000-9999 S0002

Zoning Z 0000-9999 Z0001_99

Electrical E 0000-9999

Fire Protection F 0000-9999

Mechanical M 0000-9999

Plumbing P 0000-9999

DDOT DDOT 0000-9999

DOH DOH 0000-9999

DDOE DDOE 0000-9999

HPRB H 0000-9999

WASA W 0000-9999

NPCP N 0000-9999

WMATA WM 0000-9999

CFA C 0000-9999

China Town CT 0000-9999

White House WH 0000-9999

Civic CI 0000-9999

EISF E 0000-9999

Elevator ELV 0000-9999

 


  Once all the plans have been successfully uploaded (for which you should see an image of the uploaded sheets) you will need to click the “workflow” portal tab. This will bring up a task for you to complete. Once completed, simply click the button to send it to DCRA for pre-screening review.

Pre-Screening is a task that the staff at DCRA must complete before the plans can be assigned to a project reviewer. If there is anything missing the “Pre-Screener” will reject it , and send it back to the applicant for completion. After the plans are uploaded and are sent to the review the applicant can no longer upload plans or supporting docs.

Make sure to watch out next week when we wrap up the process and how to get your permit in hand. If you have an upcoming project in the DC area that you would like a free proposal for you can contact contact Jason at [email protected] .

 

 

 

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PART 2 Projectdox -Basic User Guide

2/13/2015

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Project Dox – Basic user guide

Last week we started to take a look at DCRA new online system Projectdox giving you an over view of what it is and if you need to use it. This week we will be discussing more technical issues regarding the system.  In order to use Project Dox you must be invited use the system. When an application receives a project dox invitation email it will contain a temporary password and log in. The applicant must change the temporary password to a permanent one. The applicant is only allowed to view projects with their identity to it. The system also has safeguards set up in it so that a client cannot either accidently or on purpose delete, add or change anything during the review process that would adversely affect the file. The client will be notified via email from projectdox when the review process requires their attention.

In order to use projectdox you must have an internet explorer version 8 and 9 or IE10 following the support bulletin running on a windows operating system. A browser is all that is required, but projectdox does have pop-ups. If you are having any issues accessing it make sure you have the pop ups disabled. If your pop-ups are disabled and you are still having issues try turning off the UAC from the control panel.  You will also be required to install ActiveX Controls onto your system if you don’t already have it. In order to property view and perform all the necessary task in projectdox ActiveX Controls is necessity.

Projectdox is a safe and secure web application. It uses the same web browser security deployed by online banking sites. When combined with network and application security best practices, projectdox eplan technology will provide a secure collaboration environment between customer and DCRA.

There are a few things to keep in mind as you are gathering your plans to submit to DCRA project docs. First it is important that a 5 x 5 area MUST be reserved on the TOP RIGHT corner of ALL drawings for DCRA approval and stamps. If this is not done they will be rejected and you will need to start over so it’s best to take the time to do it right the first time. Secondly each page of the drawings you will be submitting must be in a single file. Multiple page drawing for submitting will be rejected. DCRA will only accept multiple page files for supporting documents. Only searchable PDF files are accepted for calculation, reports and other supporting documentation. If drawings are electrical, mechanical or plumbing/gas confirm that only trade lines are dark by changing the background to grayscale prior to saving as a vector pdf file. Files must also be monochrome with white background print- ready.

Now that you have all your files ready to upload your one step closer to submitting through projectdoxs. Next week we will take a closer look at how to upload your documents naming documents, tips and tricks to using the system, discipline headers, sheet numbers and submitting your file.

If you have an upcoming project that you would like a free proposal for please give our team at DC Permit Solutions a call.

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ProjectsDox- What is it and do you need to use it for your next project? Part 1 of a 4 part Series

2/10/2015

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Projectdox has had a lot of buzz around DCRA for the past year and has created some confusion along the way.  This next series of blogs will help you understand what it is, how it works, what is required and the rules to see if it applies to your next project.  Projectdox is DCRA’s web-based electronic plan and document system that lets government personnel review plan submissions and approve them online rather than manual paper. Several agencies including Building, Planning, Zoning, Fire, Environmental, Transportation and other agencies have access to Projectdox and can review the projects parallel rather than sequential.

So how does it work? Projectdox works with permitting software to help automate the plan review process. When a customer (we hope you will choose DC Permit Solutions to help you complete your next project) submits an application in person at DCRA for construction or land use permit that is large enough to require it go through projectdox the application email address will be used to  “invite” the client to a “project”. Once you have been invited to a project you will be able to upload supporting documents required for DCRA to start the review process. DCRA will be able to review all the documents online using a workflow chart to start marking up and making comments. Required changes will be noted on the files and then communicated to the applicant. Once revisions are made they are submitted back to the original file through projectdox for DCRA to review. The cycle will continue until all the regulatory requirements are met and it receives final approval for the plans and the permit.

I bet your wondering if you are required to use this new system. The answer is maybe. Projectdox has been in place since last year and can be used on any deal. DCRA has been slowing implementing it since July 1, 2014 on large scale projects. Currently, if you have a project that is 50,000 sq feet or larger you will be required to use projectdox. That new standard went in to effect on January 1, 2015. The next big deadline date for projectdox is April 1, 2015 when all projects greater than 25,000 sq feet will require you to use the online system. Other than the requirement from DCRA there are additional benefits to use the system. First it will help you cut down on cost to have multiple copies printed for your project and to have it delivered to various destinations. This helps support DC with their Green sustainable living vision to be more environmental friendly. It will create better and faster communication between the customers and the agency reviewers.  You will be able to access the comments for the files online at anytime. There is also an electronic log of all activity holding greater accountability to all parties.  Over time as everyone gets use to the system it should create a faster workflow and better communication. Finally, the electronic files are readily available to emergency first responder’s at local, state and federal agencies should the need arise to access them quickly.

DC Permit Solutions has been involved in several large projects using the new Projectdox system. In our opinion the system has had some pretty serious bumps along the way with implementation. As with any new system training is a difficult to task for a large agency. We have seen some improvement over the past couple months and DCRA is committed to improving the system and training users how to use it effectively. In our opinion if you are not required to use projectdox for your project then do not submit them online. Even though it is presented that it will cut down on cost not requiring paper copies some agencies you may need to go through do not use the system. Currently Historic Preservation, Commission of Fine Arts, Department of the Environment, DC Water and the Department of Health all require hard copies on top of the electronic ones you are required to submit.  The team at DC Permits attended training last week on project dox and will continue to go to additional training being offered to stay on top of the latest changes to the system.

 

Here is a breakdown of the upcoming blog schedule in regards to projectdox.

Part 2-  Basics on Projectdox how to access the system, what computer technology do you need, is it a secure web application, what approval stamps are required, acceptable files, and some of the issues we have seen with the system.

Part 3- Technical nitty gritty for using Projectdox-  uploading docs, naming documents, tips and tricks to using the system, discipline headers, sheet numbers,  submitting the file.

Part 4- Project rejected what you need to do, resubmitting online, how to track your progress, what to do when it’s approved, how to contact DCRA with issues.

If you have an upcoming project that you would like to discuss with our team please give us a call and we can walk you through the details. Our goal at DC Permits is to help our clients navigate the complex process of building in DC. We have years of experience and relationships with reviews and staff at DCRA to ensure your next project is approved as quick and smooth as possible.

 

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FREE Permit Consultation for your next project!!!

2/2/2015

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Free Permit Consultation for your next Project?

Who says there is nothing truly for free? Well here at DC Permits Solutions we believe firmly that customer service and going the extra mile for our clients is what makes us unique. One of the major things that sets us apart from our competition is our FREE, yes FREE consulting for your next upcoming project. During this consultation you can expect the following from our experienced team.

  • Permits required to approve your next project

  • Expected timeline to get your project approved

  • Estimate for Permit fees that will be required to help you budget

  • Red flags that we are able to identify upfront that may delay your project

  • If your deal will be required to undergo a green building review

  • Will you be required to submit via projectdox and what will be needed to accomplish that

  • Are Historical reviews required

We have found over the years that helping our clients in the very early stages of development can help eliminate head aches and additional cost’s along the way. The only thing we ask for in return for free consultation is the opportunity to earn your business and compete for the deal to be your permit expeditor. We are that confident in our services that we are willing to give away hundreds of dollars in free consulting to earn the right to ask for your business. In the end if you find another company you prefer to work with than you lose nothing and still have valuable information to help make your project a success. If you are already working with our company than you know how important this information can be so don’t be shy in asking for our help that’s what we do. If you have someone who you think could benefit from our services please pass along our information. Your referrals are how we are able to continue to bring you superior service and keep out time and attention focused at DCRA.  

Did you know DC Permit Solutions also offering the following?

  • C of O – Same day turn around available

  • Demo permits

  • Permitting Services for the whole metro area NOT JUST DC ( Even though that’s our specialty)

  • Trade permits

  • Residential and Commercial Permitting

If you send us a referral make sure to have them let us know so we can send you a very special THANK YOU!!

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    Jason Bentley

    We specialize in helping Builders, Developers and Homeowners manage the complex process of permitting for DC and the Metro area.

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