Standard Specifications Submittal

• External users must submit standard specifications documents through the Standard Specifications activity type.

• Standard Specifications must be signed and sealed by a Professional Engineer (PE) licensed in Michigan.

• Standard specifications must be a single PDF document and dated in order to complete the formal approval process. Relevant specification sections and standard details that the entity wishes to have on file should be included in this single document for EGLE approval.

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Standard Specifications is available in the Activity Menu. You can filter the activities by using Construction Permits Category filter.

Standard Specifications Review

1. District Engineer (DE) must review the standard specifications using the Standard Specification Checklist.

   • Checklist is located on the Central Drive at T:\Drinking Water and Environmental Health\Community Drinking Water\Standard Documents and Forms\Plan Review Check Sheets\Standard Specification Checklist.

2. If revisions are required, provide feedback to the external user. Appropriate routes include:

   1. PDF Review.

      1. Review the PDF Review KBA for additional guidance. Reminder: the Note comment/annotation is internally visible only.

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         Note Comment within PDF Review.

   2. Uploading comments into the activity Files drawer.

   3. Messaging through the Customer Portal.

3. Transition using More Information Needed.

Standard Specifications Approval

1. Once the Standard Specifications are acceptable:

   1. Download the PDF copy of the Standard Specifications.

   2. Apply the Examined and Approved stamp for standard specifications; stamp with Reviewed Date and Activity Number.

      • Note: A unique stamp has been created for approving standard specifications. Do not use the permit stamp. To download stamps reference Setting up a stamp and signature in Kofax Power PDF - Internal MiEHDWIS Support - Confluence.

2. Save the stamped version and rename the file. Suggestions:

   1. Use the original name of the file and add the Activity number (e.g. ORIGINALFILENAME_ACT-######).  

   2. Use the file naming conventions: StdSpec-PWSID-YYYY-MM-DD-EGLE_Stamped

3. Upload the approved stamped copy to the Standard Specifications activity.

4. Archive the original file by clicking the file and selecting Archive on the File Details screen. Choose Archive Reason, File has been replaced and click Archive.

5. Upload the completed Standard Specification Checklist for EGLE staff reference.

   • Checklists default to be not externally visible upon upload. Do not check the Externally Visible checkbox when uploading, to keep these files internal only.

6. Finally, transition the activity using the Submission Accepted option.

Best Practices

1. Permit applications must reference the Standard Specifications on applicable projects, along with any supplemental project specifications. It is also recommended that the Standard Specifications be referenced on the construction plan drawings.

2. Add internal notes to the Standard Specifications during review or after acceptance for EGLE staff reference, e.g. dated standard references, less stringent performance values, omitted provisions, etc. The following methods of documenting internal notes are available:

   1. Review Checklist

   2. PDF Review

   3. Uploaded comments to the file drawer

   4. Notes Drawer - available during review and after acceptance; include the specification section and page number in the title

3. As part of permit reviews, become familiar with the standard specifications through review of the standards and internal notes (see above).

4. Require provisional project specifications or include permit conditions, as appropriate, to address comments identified in the approved Standard Specifications.

5. Recommend or require revisions to the approved Standard Specifications as industry standards are updated. Standard Specifications should be reviewed by staff during water supply sanitary surveys and revised as requested. If no revisions are requested during sanitary surveys, revisions are expected approximately every 5 years to maintain consistency with industry standards.

   • Note: The need for revision may be assessed by the quantity and scope of EGLE notes and permit conditions required.

Historical File Upload of Standard Specifications Files

1. Create a Standard Specifications activity for the water supply.

2. Upload the file(s) to the Files Drawer.

3. On the Activity Overview, click Transition and choose Historic Documents Upload. The activity status will be updated from Draft to Accepted.

4. After uploading files delete all copies of the files stored outside MiEHDWIS to prevent duplicates and maintain a single record.

Current Plans and Reports Card - Most Recent Standard Specifications Files

The Current Plans and Reports card on CWS entity overviews is configured to show the most recent Standard Specifications files given they are uploaded in the system. Most recent is determined by the document Month and Year fields of the file. This card excludes pre-submitted work, archived files, and documents with no year. You may need to do some file/activity management and clean up or file uploading to get documents to disappear or appear.

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CWS Current Plans and Reports Card on Entity Overviews is Configured to Display the Most Recent Standard Specification File.