ProjectDox® Electronic Plan Review Basics - FAQs

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What is ProjectDox ePlan software and what does it do for our jurisdiction?

ProjectDox is a web-based electronic plan and document workflow solution that lets citizens and government personnel initiate and complete the plan submission, review and approval process online, rather than using a manual, paper-based process. Building, Planning, Land Use, Fire, Environmental, Public Works and other agencies can use ProjectDox for project-specific workflows and cross-departmental communication, collaboration and coordination.

How does ProjectDox benefit our departments and our community?

First, ProjectDox helps reduce and eliminate the cost of paper. Not just the paper itself, but the cost to print blueprints and documents – lots of them – which can cost tens and even hundreds of thousands of dollars on big projects. Then there is the cost to deliver paper, multiple times, to various destinations. There are also costs to store paper, as well as retrieve it. Paper blueprints and documents can be damaged or lost. Also, since most paper comes from trees and has to shipped via vehicles using fossil fuels, ProjectDox helps to preserve the environment by reducing deforestation and green-house gas emissions.

Second, ProjectDox helps departments improve customer service. Instead of driving to the government counter and standing in line, customers can upload plans and documents anytime of the day or night, from anywhere that has Internet access. They can get review status updates online as well. No need for government staff to answer calls. The approval process goes faster too — up to 80% faster — which all stakeholders want to achieve.

Third, ProjectDox helps people work together better than ever before. The automated workflow, collaboration and view and markup tools in ProjectDox improve and clarify communication between everyone working on a project. Each ProjectDox activity is logged, so the facts are always ready for those that need them. Work is streamlined and made more efficient without changing what people like about their jobs. Also, because the department works with digital files instead of paper, the electronic plans can be used instantly by emergency first responders and disaster preparedness and recovery personnel from local, state and federal agencies should the need arise.

How does ProjectDox work?

ProjectDox works in tandem with permitting software to help automate the plan review process. When a citizen (architect, engineer, contractor, owner) submits an application for a construction or land use permit requiring drawing plans and other documents, ProjectDox uses the permit application email information to invite the applicant to a “project”, where the applicant can upload electronic plan files. Review department personnel then have access to the plans in ProjectDox, and use ProjectDox workflow, collaboration and view/markup tools to complete the initial review. Required changes are noted on the files and then communicated to the applicant, who makes the noted revisions to the original files and then resubmits revised files back into ProjectDox. The review cycle continues until all the regulatory requirements are satisfied and the jurisdiction grants approval for the plans and the permit.

What computer technology do you need to use ProjectDox?

As a web-based system, ProjectDox requires Internet Explorer Version 6 or greater, running on a Windows OS. A browser is all that is required.

Is ProjectDox a secure web application?

ProjectDox uses the same browser security deployed by online banking sites. When combined with network and application security best practices deployed by your jurisdiction, ProjectDox ePlan technology will provide a secure collaboration environment for the citizen and government project stakeholders.

What is a ProjectDox “Project”?

A ProjectDox project is a virtual workspace that organizes the electronic documents, communications and annotations critical to the proper submission, review and approval of plans by the citizen applicant and jurisdiction personnel. The project folder structure is organized according to a template that is defined by the responsible department or agency (e.g. the Building Department). The review process is guided by a workflow engine according to a determined set of paths also designed by the responsible review departments. Projects are initiated and completed, and can then be archived per regulatory requirements.

How does ProjectDox treat plans and documents?

Plan and document files that are uploaded into ProjectDox are published immediately into a “read-only” screen format that is used throughout the review and approval process. The plan files themselves, once published, are archived away in order to ensure they are never altered or modified in any way. All red-lines, markups and annotations applied to the plan file renditions occur on virtual layers in ProjectDox. This means plans and comments can be managed effectively for specific operations useful for streamlining the review process. ProjectDox can publish over 150 file formats (including DWG, DGN and PDF) accurately and maintain important vector and layer information that help reviewers do their jobs effectively.

How do citizens access ProjectDox?

Citizens MUST be invited to use ProjectDox. When the citizen applicant receives a ProjectDox project invitation via email from the jurisdiction, the email contains a temporary password that is used to log in. The applicant must then change the temporary password to a permanent one. The applicant is only allowed to view and access the projects belonging to his identity, and many of the ProjectDox features are disabled to ensure that the citizen cannot, either on purpose or by accident, adversely affect the review process by adding or deleting a file. For example, the applicant’s ability to access a particular folder or view, print or download files will be suspended depending on the status of the workflow. Citizens can be notified automatically via email from ProjectDox when the review process requires their attention and participation.

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