EPLAN REVIEW - Gainesville Review Applicant... · A City of Gainesville Department of Doing and...

A City of Gainesville Department of Doing and Gainesville Regional Utilities Collaboration Updated August 2016

EPLAN REVIEW APPLICANT GUIDE

INTRODUCTION

What Is ePlan Review? ePlan Review is the City of Gainesville’s digital development review solution. This software solution allows developers to electronically submit and monitor development projects as they go through the city’s review for utility, building, zoning, and planning compliance. ePlan Review allows city departments and other agencies to review projects simultaneously, which helps to resolve conflicting reviewer commentary and reduce review time, all the while ensuring an efficient and transparent review process overall.

The ePlan Review process includes five key tasks 1. Application Submission

2. Eplan Review Set-Up

3. Uploading Plans and Files

4. The City’s Plan Review Process

5. Project Approval

APPLICATION SUBMISSION The plan review process application is available via http://www.cityofgainesville.org/PlanningDepartment/ePlanReview.aspx. Fees can be paid at the time of application submittal at Thomas Center, 302 NE 6 Ave, Gainesville, FL 32601

After submitting your application, you will receive an email prompting you to log in to your ePlan Review account. If you’ve never logged into ePlan before, you will be provided with a temporary password, which you will need to change upon first login.

http://www.cityofgainesville.org/PlanningDepartment/ePlanReview.aspx


ePlAN REVIEW SETUP WHAT YOU NEED PRIOR TO LOGIN

Credentials

Have the username and password created in Step (#) ready.


Pop-Up Blockers

Disable any programs, such as firewalls or pop-up blockers that will prevent additional screens from opening.

Install ProjectDox Components

You will need to install some components before you are able to access the ProjectDox ePlan Review software. Select “Install ProjectDox Components” in the lower left area of the ProjectDox login screen and follow the prompts to run the required ActiveX installation.

Note: If you do not have “Administrator” rights to your computer, you may need to contact your IT staff for help with this

step.

LOGGING IN To log in, enter your email address and password and click “Log In,” or press enter. If you are a first-time user, you will land

on the Profile page, where you will be prompted to reset your password and set up your security Q&A. If you’ve logged in

before, you will land on the “Project List” (aka Home) page.


UPLOADING PLANS AND FILES ProjectDox allows you to upload files directly from your hard drive or from a network drive. Your files must follow a set of

specific standards and be uploaded via the “projects” tab of the software.

Navigating Files and Projects The search function, located in the top right navigation bar allows you to search within your project for any files, documents

or notes.

Submittal Standards

STANDARD FOR PLANS Paper Size: Site Plan Review 24x36

Paper Size: Building Permits 8.5x11, 11x17, 24x36 , 36x60

Batch Stamp Top right corner

Drawing Files Single files in DWG, PDF, DWF, DNG

Naming Convention National Cad Standard

NAMING STANDARDS All project documents bidding for approval should be named according the National CAD Standards. Access these standards at

[https://www.nationalcadstandard.org/ncs5/pdfs/ncs5_uds1.pdf]. below are example file names you may use as a guideline.

Drawing type must be included with sheet number.

DRAWING TYPE Discipline Sheet No Example File Names

Demo D 000-999 D.000-Demo Architectural A 000-1000 A.001-Architectural Landscape L 000-1001 L.002- Landscape Structural S 000-1002 S.002- Structural Electrical E 000-1003 E.004 - Electrical Plumbing P 000-1004 P.002 - Plumbing Civil C 000-1006 C.007- Civil


MARK UP COLORS

Department Mark Up Color Mark Up Color Name

Building Brick

Planning Purple

Fire Plum

Public Works Tan

Electric Red

Gas Yellow

GruCom Orange

Water Blue Landscaping and Environmental Green

Real Estate Aqua

BATCH STAMP Project plans must include a 3x3” blank space at the top-right of all plans that will be reserved for a batch stamp to be placed

upon approval


Applicant Upload Task and Submitting Files

Once logged into ProjectDox, you will land on the active projects screen. You will need to submit your project files (plans,

documents, etc) and complete the Applicant Upload task. Once these steps are complete, the City will be notified to perform a

Presceen Review.

Follow these steps to submit files:

1. Select the project name link from the Active Project screen.

a. If you do not see the project name, select the “All Projects” button.


2. The file folders will be displayed on the left-hand side of the screen.

3. You will be able to engage with files in three ways:

Drawings: Use the “Drawings” folder in the left-hand panel to upload plan drawings.

Documents: The left-hand panel also contains a “Documents” folder, which you can use to access forms and documents relevant to your project.

Approved Plans: This folder contains completed plans that have been batch-stamped. This folder is not made available until the project has been approved and the final plans have been stamped.

4. Select the desired folder’s name/link to open the folder.

5. Select the ‘Upload Files’ button. A new window opens.


6. You can browse to select a file on your computer/network or you can drag and drop multiple files onto the upload screen.


7. Select the “Upload Files” button and close the window after confirmation the files were uploaded.

8. Your files will be displayed on the right in the folder.

Follow these steps to complete the Applicant Upload task:

1. Select the project name link from the Active Project screen.

a. If you do not see the project name, select the “All Projects” button.

2. Select the ‘Workflow Portals” button to open the task list


3. Select the ‘Applicant Upload” task link. A new window will open with the task instructions and completion

confirmation.

4. Confirm you have uploaded your file.

5. Click the “Upload Complete – Notify Jurisdiction” button.

6. Click OK to confirm.

Once your files have been uploaded and your Applicant Upload task has been completed, the ePlan Review software will lock

down your permissions from uploading any new files until certain steps in the process have been reached.

1. Prescreen Corrections: if you receive a Prescreen Corrections email notification, this signifies that you have not

met sufficiency review and additional information is needed to complete the review.

2. Applicant Resubmit: If you receive an Applicant Resubmit email notification, this signifies that all departments

have reviewed and corrections are needed.

Revisions Plan revisions can be submitted at the below steps in the project. You will receive an email notification and a task to submit

revisions.

1. Prescreen Corrections

2. Applicant Resubmit

To upload a revision, follow the same steps as appropriate for a new submission. The file name of the revised version of a

plan, drawing, or document must be identical to that of the original submission to be processed as a revision, rather than a

new submission for review. The ProjectDox software will automatically organize file versions according to upload dates. Only

upload the revised sheets.


PLAN REVIEW PROCESS

Review Changemarks

When you get the Applicant Resubmit task, there may be changemarks made on the submitted plans that note what revisions

are being requested. There are several ways to review changemarks.

1. From the Applicant Resubmit Task

a. Open the project link.

b. Select the “Workflow Portals” button.

c. Select the “Applicant Resubmit” task link. A new window opens.

d. Select the “View Changemark Items’ button. A new window opens.


e. Select the MARKUP NAME link to open the file with the changemark.

f. You can add comments back to the City by scrolling to the right of the Changemark Viewer window and

double clicking in the changemark row under the APPLICANT RESPONSE column


2. From the Drawing Folder File(s)

a. Open the project link.

b. Open the Drawings folder

c. Locate the Changemarks icon by the file

d. Click the Changemark icon. A new window opens.

e. Select the changemarks for View

f. The plan file opens with the Changemarks listed and displayed on the file.

Topics and Notes The Topics and Notes feature allows messages to be written, stored, and emailed between members of the project, so the

history of correspondence about a file or project is easily accessible within ProjectDox.

Topics are high-level subjects for discussion. Notes are messages related to their parent topic. Topics and Notes can be assigned at the project or file level. We will discuss file-level Topics and Notes, addressing the differences for project-level Topics and Notes where applicable.

Any user with permissions to the project has access to view and create project-level Topics and Notes for that project.


Project Approval When your plans are reviewed and approved, they will be marked in a batch stamp and filed in the “Approved” folder in

ProjectDox. When this happens, you will be issued a notice of approval via email and will then be able to download and print

approved plans.

Downloading Plans In the “Approved” folder in ProjectDox, you can access your new, stamped plans. Click the “Download” icon to save files to

your hard drive.

Please note that you will need to provide at least [three] sets of printed plans that are signed and sealed- one for your

contractor, one for GRU and another for your field inspector. Please digitally sign and seal each page of your plans.

Procedures for Digitally Signing and Sealing 61G1-16.005 Procedures for Digitally Signing and Sealing and for Electronically Transmitting Plans, Specifications, Reports or

Other Documents.

(1) Information stored in electronic files representing plans, specifications, plats, reports, or other documents which must be

sealed under the provisions of Chapter 481, F.S., shall be signed, dated and sealed by the architect or interior designer in responsible

charge.

(a) A scanned image of an original signature shall not be used in lieu of a digital or electronic signature.

(b) The date that the electronic signature file was created or the digital signature was placed into the document must appear on

the document in the same manner as date is required to be applied when a licensee uses the manual sealing procedure set out in

Rule 61G1-16.003, F.A.C.

(2) An architect or interior designer utilizing a digital signature to seal construction documents shall assure that the digital

signature is:

(a) Unique to the person using it;

(b) Capable of verification;

(c) Under the sole control of the person using it; and

(d) Linked to a document in such a manner that the electronic signature is invalidated if any data in the document are changed.

(3) Each electronically signed file shall have an authentication code defined as a message digest described in Federal

Information Processing Standard Publication 180-4 “Secure Hash Standard,” March 2012, which is hereby adopted and incorporated


by reference by the Board and can be obtained from http://www.flrules.org/Gateway/reference.asp?No=Ref-01340 or the Internet

Website: http://csrc.nist.gov/publications/fips/fips180-4/fips-180-4.pdf.

Rulemaking Authority 481.2055, 481.221(2), (3) FS. Law Implemented 481.221(2), (3) FS. History–New 4-23-06, Amended 7-29-12, 11-11-13.

GET HELP USING EPLAN REVIEW

Help Button For more help and in-depth directions, click the “Help” icon in the top right navigation bar of the ProjectDox. [INSERT PICTURE

– It’s the little question mark icon] This will open a ProjectDox Resources window with detailed information on using each

component of the program. To view user help, navigate to “ProjectDox User Reference Guide” in the left side navigation bar.

Your Account In the event that you need to reset your password, click “Forgot your password?” and follow the prompts. You will need to

have the first name, last name, and email address of the account holder available.

http://www.flrules.org/Gateway/reference.asp?No=Ref-01340%20

http://csrc.nist.gov/publications/fips/fips180-4/fips-180-4.pdf


CONTACT US

Website Email Phone http://www.cityofgainesville.org/PlanningDepartment/ePlanReview.aspx [email protected] 352-334-5023

http://www.cityofgainesville.org/PlanningDepartment/ePlanReview.aspx

EPLAN REVIEW - Gainesville Review Applicant... · A City of Gainesville Department of Doing and...

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