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Resolution Tracking System

Resolution Tracking System. Resolution Tracking System. Objectives Background Overview of Business Processes Define EOR/Design Firm Representatives Role. Resolution Tracking System. As mandated by Procedure No. 375-020-010; “The Project Management, Research & Development

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Resolution Tracking System

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  1. Resolution Tracking System

  2. Resolution Tracking System Objectives • Background • Overview of Business Processes • Define EOR/Design Firm Representatives Role

  3. Resolution Tracking System As mandated by Procedure No. 375-020-010; “The Project Management, Research & Development Office and the Office of Information Systems shall establish and maintain a Web-based tracking system to monitor the Errors and Omissions resolution process.”

  4. Resolution Tracking System The Resolution Tracking System (RTS) was developed to provide a tool to assist with the documentation and tracking of consultant responsibility for E&O issues in construction plans and contract documents.

  5. Resolution Tracking System The principal users of this application: • Construction Engineering and Inspection (CEI) Personnel • Design Project Manager (DPM) • Errors and Omissions Liaison • Construction Project Manager (CPM) • District Consultant Project Management Engineer (DCPME) • District Design Engineer (DDE) • District Construction Engineer (DCE) • District Directors (Transportation Development & Operations) • General Counsel (District and Central Office) • Office of Comptroller-General Accounting Office (OOC-GAO).

  6. Resolution Tracking System Business Processes • Issues Participants • Issue Discovery • Early Notification • Construction Engineer Assessment • Design Project Manager Assessment • Internal Resolution • Contract Modification

  7. Resolution Tracking System Business Processes (cont’d) • E&O Notification Letter • CEC Evaluation • First Demand Letter • CCRC Evaluation • Office of General Counsel • Second Demand Letter • Final Resolution

  8. Resolution Tracking System Issue Participants Process • CEI personnel will e-mail the EOR, if he is not already registered in the RTS database, requesting that he register in the database

  9. Resolution Tracking System Issue Discovery Process • CEI personnel notifies the EOR via e-mail that an issue has been identified that needs his immediate attention • EOR enters a response in RTS acknowledging that he is aware of the issue and is working with CEI personnel to resolve it

  10. Resolution Tracking System Sample Notification Resolution Tracking System Send To: eor.name@firm.com, cei.name@dot.state.fl.us, pm.name@dot.state.fl.us Subject: Action: A new project issue has been entered into the Resolution Tracking System from the Florida Department of Transportation. Message: A new project issue has been entered into the Resolution Tracking System from the Florida Department of Transportation. This project issue needs your immediate attention. As a EOR/Design Firm Representative and a representative from your office, you may enter a vendor response directly into the system. Also, please note that while the issue is "Open under CEI review", the CEI Personnel/Construction Representative may modify the project issue. The DPM/FDOT Design Representative, EOR/Design Firm Representative and other participants may enter a comment or send an email link to update this project issue. Please contact the appropriate CEI personnel to resolve/clarify this issue. The issue information and contact details are listed below.

  11. Resolution Tracking System (cont’d) Issue Number: 2008-000XXX. Construction Contract: T5abc. Description: SR XX (US YY) - Add. CEI Name: CEI Name CEI / Construction Representative eMail: cei.name@dot.state.fl.us. CEI / Construction Representative Phone: 123-456-7890.Click here to access the Resolution Tracking Document. You will be required to logon using your FDOT User ID and your Lotus Notes password. Note*:Your message will be sent including a link to this E & O document. The link will only be accessible to a valid E & O system user.

  12. Resolution Tracking System Early Notification Process • DPM generates and sends a letter to the EOR notifying him that an issue requiring his attention has been identified • EOR responds in writing to acknowledge that he is aware of the issue and he is working with CEI personnel to resolve it

  13. Resolution Tracking System E&O Notification Letter Process • The DPM generates and sends the E&O Notification Letter to the appropriate design firm representative • The design firm representative responds stating firms position on the details of the issue

  14. Resolution Tracking System In Summary … • RTS is a tracking system • Not intended to replace/change current business practices • EOR/design firm representative is an active participant in the process

  15. Resolution Tracking System Comments ? Questions ?

  16. Resolution Tracking System State Project Management Office; http://www.dot.state.fl.us/projectmanagementoffice/erroromissions/ default.htm Resolution Tracking System (RTS) registration page; https://lnfdotx.dot.state.fl.us/eo/resolution/registration.nsf/?Open RTS login page; https://lnfdotx.dot.state.fl.us/eo/resolution/resolutionmain.nsf/?Open

  17. Resolution Tracking System george.borchik@dot.state.fl.us 386-943-5163

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