Survey Process Checklist
Intake Pre-field Survey Post-field
Billing Status Report Review Acceptance
Partial Payment Total Payment
Intake
□ Receive and log call from client
□ Create new client in Admin database, Firms List screen,
if necessary. (How to)
□ Filemaker automatically assigns a firm# to new firms. Note
firm# to construct project number later.
□ Create new contacts in Admin:Contacts, get phone,
fax and address and email. Make sure we know where to send reports.
□ Send EIN 20-4618850 and request
State Farm (505 327 7771) send a copy of our Liability Insurance
Certificate to client's fax.
□ Get job specs: job description, sub
contractors (names and #s), scheduling, map info, legal locations, GPS
info if possible, ownership, lease number, access, staking, name and
contacts for survey company.
□ Create new Project in Admin database. Start with
the project list or project detail screen. Click on green plus sign to add a new project. Note, this project record is an administrative record. The project abstract for the NAIF form is different and needs to be created after you create the project in the Admin database. You create the NAIF form in the Project database.
□ Project# is "DRA"+2-digit year+2-digit firm#+2-digit sequence# for projects from that firm. You have to figure our what the
next sequence number should be and use that to create the project# manually.
□ Create new Abstract record in Project
database for the NAIF Form. It automatically fills in client / sponsor information from firms and contacts file.
□ accounting/tax records are created in Invoice database when timeslips/expenses are added, invoices sent or checks received
□ The job status is automatically updated as you add information - mostly from the Abstract/AIRS/IS&A input in the Project database.
□ Copy the boilerplate folders in the projects folder. Create a new folder for the new client in the project folder. Create a new project folder inside the client folder. Paste the boilerplate folders in the new project folder to hold project information as it is created.
Pre-field
□ Receive plat maps, scan and save copy to plat folder in project folder. Projects are filed by firm name and then by project name. So Dugan's Sponge Bob SWD#1 plat is filed in plats in Sponge Bob in dugan in projects.
□ Put legal location into All Topos
to get quad map
□ transfer job location to map, create project map. Drop into template using adobe illustrator or fireworks or similar program
□ Add mapping data to location screen in Project (abstract) database
□ Create Vicinity map. Modify existing template
□ Start Project map. Modify existing template
□ Use SLO database to check for state ownership. You are looking for lease numbers and lease holders
http://landstatus.nmstatelands.org/
or
http://octane.nmt.edu/slo/land_details.aspx
□ access permissions checked against ownership (if private do we need written permission to enter? will gates be unlocked, if tribe remember apply for both HPD and chapter permission, if state land inform SLO, if BLM plan BLM records check, if forest we must have written permission from forest before we can proceed with project - use the FS Notification screen in Project database to generate request.)
□ NMCRIS records check (ARMS search). quad name search sometimes helps to narrow search.
□ Extract data on vicinity sites
□ Grab a screen shot of project area showing vicinity sites and projects.
□ Fill out SLO notification using SLO notice input screen in Project database. Save as SLOnotice.pdf to SLOnotification folder in the project folder, include screen shot of ARMS search and map of project and map of vicinity. email to David Eck at
deck@slo.state.nm.us
□ fill out vicinity site information screen in Project database. This will generate a form to take to BLM, Forest, Tribe about sites in ARMS that we want to pull siteforms or reports for when we do the rest of the literature search.
□ lit search initiated at BLM, Forest, Tribe
site no's, site forms, ownership info, report data, biblio data retrieved,
get info on national register sites, sacred places, TCPs, and Areas of Critical Environmental Concern.
transfer site locations and additional ownership info to project map
add vicinity site information to Project abstract database: vicinity site information screen
file copies of lit search results and maps
□ lit search results (map copies, site forms) put in field packet as background info for field archaeologist
□ GPS and other mapping info downloaded to GPS if available
or calculated
□ GPS/map info added to database
□ Soil Info at http://websoilsurvey.nrcs.usda.gov/app/WebSoilSurvey.aspx
□ add soil info to NAIF
□ field packet forms printed and put into packet (project, site, expense, photo log, GPS log)
□ admin time added to time log
□ job assigned/chosen by field crew
□ Assignment logged to status screen
Field survey
□ field crew day clock time logged
□ Survey Pack equipment check: first-aid kit, water, compass, field book, pencils, field packet, tape, flagging, tags, graph paper, clip
board, straightedge, camera, batteries, film/card, GPS, phones, computers, transformers, chargers, trowels, Maps, phone#s
□ vehicle check: first-aid kit, food, blanket, tarp, t-bar fence posts, fire extinguisher, toolkit, tow chain, rope, water, gas, oil, coolant, tires, suspension,
charger, DC transformer, USB cables, shovels,
□ start mileage logged
□ field crew coordinates with subcontractors
□ field crew finds jobsite
□ field crew does survey
□ project survey recorded: notes, photos, GPS, measurements, maps, logs, forms
□ field crew records isolated occurrences: notes, photos, GPS, measurements, maps, logs, forms
□ field crew records sites
□ sites recorded: notes, photos, GPS, measurements, maps, logs, forms
□ electronic data transfers where possible.
□ field crew returns to office
Post-field
□ field notes completed
□ field vehicle turnaround, (gas/fluids topped off, mileage checked, equipment stowed, vehicle cleaned ...)
□ project status logged to status board
□ end mileage logged added into database
□ crew field time added to time log
□ field crew expenses added to database
□ field project data entered
□ site data transferred to database
□ agency guidance sought concerning proposed recommendations, changes added to draft
□ project status logged to status board
□ site data checked
□ additional data added
□ maps drawn
□ topo prepared
□ drafting time added to time log
□ completed site forms printed
□ final report and cover printed
□ final report and cover checked and approved
□ final report submitted
NM Distribution
BLM Distribution
NN Distribution
Carson FS Distribution
□ project status logged to status board
Billing
□ additional expenses added in database
□ admin time added to time log
□ timelogs checked
□ invoice generated
□ invoice checked and approved
□ invoice submitted
□ accounting/tax records updated
□ project status logged to status board
Status Report
□ status reports sent to Client and Agency, us mail and email
□ project status logged to status board
Review
□ survey report reviewed by Agency
□ corrections suggested by Agency
□ project status logged to status board
□ additional data researched and added
□ additional research/admin time logged
□ final report reprinted
□ final report rechecked
□ final report resubmitted
□ new expenses recalculated
□ admin time added to time log
□ new invoice issued
Acceptance
□ report accepted by Agency
□ thank you letters and job feedback emails sent to Agency and Client
□ project status logged to status board
Partial Payment
□ check paying partial invoice received
□ Billing reviewed
□ invoice marked partially paid
□ invoice total reduced
□ client dunning letters, emails produced
□ accounting/tax records updated
□ check deposited
Total Payment
□ check paying total invoice received
□ Billing reviewed
□ invoice marked paid
□ final thank you letters and job feedback emails sent to Client
□ fees paid to Tribe, Forest, ARMS, others
□ accounting/tax records updated
□ job clock stopped
□ Project Records updated |