Completing the Sheet Index, Schemes and Mind Maps of Construction

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ELECTRONIC SUBMITTAL TRAINING

Completing the Sheet Index

What is the Sheet Index …

NOTES:

 Mecklenburg County’s Electronic Plan Management (EPM) system requires that all construction drawings be indexed into

an external database referred to as the SHEET INDEX. This database is an important component of the electronic tracking

during review. This form must always remain in its *.XLSX format. This form itself will become the cover to the approved

package going out into the field. Inspectors will receive a Mecklenburg County Code Enforcement approval stamp as it will

catalogue each sheet as it was approved or approved as noted.

 This database must always accurately reflect each sheets’ sheet number, sheet description or drawing title, latest revision

number (that associated with any clouded changes) and the latest sheet date (that date associated with the lasted

issuance or revision number). This form must be kept updated throughout the review process (at initial submission,

resubmitting during Interactive Review and resubmitting for all subsequent review cycles).

 Once uploaded into a project’s dashboard, it will not be able to be removed. When changes or updates need to be made,

simply ADD the revised SHEET INDEX at the browser button on the RESUBMIT PACKAGE page along with any other

documents being modified or added. The EPM system will over-write the previous version of this *.XLSX document (it is

not even necessary that the filename be the same – it will over-write whatever previous file had that extension). Users

will note that NO OTHER file types (*.PDF’s) in the EPM process behave this way, others must be deleted before revisions

can be uploaded.

Downloading the Sheet Index template …

From the DOWNLOAD APPLICATION FORM page, select the SHEETINDEX.xlsx template and save it locally so that it can be completed.

Completing the Sheet Index …

Users will note that there is a sheet naming/number guideline provided in the instructional section at the top of this form. Using this convention, or that defined by CAD or AIA standards, is helpful in assisting with the plan review process but is not required.

What is important, is that this database always accurately reflect each construction document sheet – indexing each SHEET NUMBER, SHEET DESCRIPTION or DRAWING TITLE, latest REVISION NUMBER, and latest SHEET DATE in the proper data cells (lines 30 onwards).

Completing the Sheet Index …

Enter SHEET NUMBER exactly as it is on the sheet.

NOTE: All construction document sheets need to contain a sheet number specific to that sheet. There cannot be two sheets with the same sheet number in a project (the Discipline Designators can help with organizing that as well).

Completing the Sheet Index …

Enter SHEET DESCRIPTION and/or SHEET TITLE exactly as it is on the sheet.

Completing the Sheet Index …

Enter latest SHEET DATE (that date associated with the lasted issuance or revision number). With first cycle submissions it may not be necessary to index the revision number.

NOTE: SHEET DATE is not the seal/signature date it is the date on the sheet’s title block that is entered in this column.

Only CONSTRUCTION DOCUMENT PLAN SHEETS should be catalogued on the Sheet Index.

Supporting documents, project specifications, calculation sheets, permit applications, etc. do not get listed here.

Editing the Sheet Index …

NOTES:

 This database must always accurately reflect each sheets’ sheet number, sheet description or drawing title, latest

revision number (that associated with any clouded changes) and the latest sheet date (that date associated with the lasted issuance or revision number). This form must be kept updated throughout the review process (at initial submission, resubmitting during Interactive Review and resubmitting for all subsequent review cycles).

 Cut/Paste, Insert and Clear Content are effective ways to edit this database within cells but you will not be able to

delete rows. If sheets/rows need to be removed – use Clear Content and a blank row will remain. If new sheets need to be added, either use Cut/Paste within the cells to insert a row or simply add the new sheet listing to the bottom of the list – the system will reorder alpha-numerically for the plan examiners’ review use and field issuance (you will not see that re-order).

Uploading the Sheet Index …

REMINDER: Once uploaded into a project’s dashboard, a Sheet Index file will not be able to be removed (notice that it is the only file that doesn’t have the red (^)  next to it).

When changes or updates need to be made, simply ADD the revised Sheet Index along with any other documents being modified or added. The EPM system will over-write the previous version.

You have successfully completed the training module designed to guide

users through the use of the Mecklenburg County Sheet Index.

If you have additional questions, please contact any Project Coordinator or Controller at

980-314-CODE

A project manager’s failure to carefully check that the Sheet Index accurately reflects each construction document plan sheet will cause a return from the gate without review, leading to delays and potential cancellation of your reserved review date(s).