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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 system1
Resolution Tracking System

Objectives

  • Background

  • Overview of Business Processes

  • Define EOR/Design Firm Representatives Role


Resolution tracking system2
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.”


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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.


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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).


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Resolution Tracking System

Business Processes

  • Issues Participants

  • Issue Discovery

  • Early Notification

  • Construction Engineer Assessment

  • Design Project Manager Assessment

  • Internal Resolution

  • Contract Modification


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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


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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


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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


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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.


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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.


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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


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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


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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


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Resolution Tracking System

Comments ?

Questions ?


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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


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Resolution Tracking System

george.borchik@dot.state.fl.us

386-943-5163