BPCS – DUBAI MUNICIPALITY

A t t a c h m e n t S o l u t i o n
U s e r G u i d e
 1
Volume

DUBAI MUNCIPALITY
Building Department

BPCSAttachment
Solution Guide
 BUILDING PERMIT AND CONTROL SYSTEM

BPCS attachment Solution Guide

For Consultant and Contractors

Copyright © 1998-2007 Dubai Municipality. All rights reserved

 Table of Contents
1 0

Chapter 1 1 Chapter 3 33

Organizing Drawings and Documents Submit Revisions For Returned

for Upload - Consultant/ Contractor 1 Applications 33

Classification of drawings 1 View Comments on Drawings 33

Converting Original Drawings to DWF Modify the Drawings / Documents,

files 4 Republish and Upload to BPCS 36

Naming the DWF files 13

Organizing files in proper folder

structure 13

Chapter 2 15

Upload Drawings to BPCS system 15

Create New Building Permit

Application 15

Attachment Documents and Drawings 20

Submit The Completed Application 32

 1
Chapter
A T T A C H M E N T S O L U T I O N F O R B P C S

Organizing Drawings and

Documents for Upload -
Consultant/ Contractor
This chapter will guide you to organize the Drawings and
documents that should be uploaded to DM.

B
efor even opening the application, the applicant (Consultant/Contractor)
needs to prepare their documents and drawings as per the DM standards
communicated by Buildings Department to all the users of system.

Classification of drawings
All the drawings related to the project should be classified mainly in below 12
disciplines:

• BACKSIDE PLAIN COVER SHEET.

• OTHER DESCIPLINES

• ELECTRICAL

• FIRE PROTECTION

• PLUMBING

• MECHANICAL

• STRUCTURAL

• INTERIORS

• ARCHITECTURAL

1
A T T A C H M E N T S O L U T I O N F O R B P C S

• LANDSCAPE

• SURBEY/ MAPPING

• GENERAL

Below is the hierarchy of drawing disciplines and how the sheets should be named in
each discipline. Against each discipline there is an alphabet in red color, which is
discipline designator.

2
D E S I G N C U S T O M I Z A T I O N

DRAWING SET HIERARCHY SHEET INDICATION

BACK SIDE PLAIN COVER SHEET A - N N N

X OTHER DISCIPLINES
E ELECTRICAL
F FIRE PROTECTION A = ALPHABETICAL CHARACTER

P PLUMBING N = NUMERICAL CHARACTER

M MECHANICAL
S STRUCTURAL
I INTERIORS
A - N N N
A ARCHITECTURAL
L LANDSCAPE Discipline Designators
V SURVEY / MAPPING
G GENERAL
A - N N N
Sheet Type Designators

A - N N N
Sheet Sequence Number
D E S I G N C U S T O M I Z A T I O N

Converting Original Drawings to DWF files

• Here we assume that all the drawings are ready as DWG files.

• Once you have prepared the DWG files you need to publish these files as DWF,
the publishing procedure is described below:

Figure 1.1
A T T A C H M E N T S O L U T I O N F O R B P C S

Figure 1.1

5
 A T T A C H M E N T S O L U T I O N F O R B P C S

Figure 1.2

Add more sheets Figure 1.3

6
 A T T A C H M E N T S O L U T I O N F O R B P C S

Select multiple DWG

files to add in single
DWF file

Figure 1.4

7
 A T T A C H M E N T S O L U T I O N F O R B P C S

Selected files will appear as list,

check for no errors as status

Figure 1.5

Change the sequence of sheets by moving

them up/down using these buttons

8
A T T A C H M E N T S O L U T I O N F O R B P C S

Keep as default

Keep as default

Keep as default

Choose to include
Layers, as it will be
required later to
revert back to DWG

Figure 1.8

9
A T T A C H M E N T S O L U T I O N F O R B P C S

Click on publish button to

save the converted file

Figure 1.9

10
A T T A C H M E N T S O L U T I O N F O R B P C S

Create a working area folder

where all the converted files
can be placed

Figure 1.10

The AutoCAD will convert the DWG to

Figure 1.11 DWF and progress can be monitored

11
 A T T A C H M E N T S O L U T I O N F O R B P C S

Note

In case any error will be displayed during conversion, then refer to the DWG
files, may you have included Un-initialized layouts in the conversion. Either
initialize or remove the layouts from the conversion list.

Once AutoCAD will finish publishing process, it will

show the message of completion without errors

Figure 1.12

You can see the converted DWF file

in the working area folder. Next you
need to organize in proper folders

Figure 1.13

You need to follow the above procedure of publishing for each sub category of discipline.
Below section will explain more.

12
A T T A C H M E N T S O L U T I O N F O R B P C S

Naming the DWF files

The naming of each file that is to be attached should be as per classification of drawings for
example Architectural drawings should start with A followed by Sheet type indicator (e.g. 1 for
plans, 2 for elevations), then followed by sheet number (1 or 2 digits)

So drawings sheet will be named as A-101, A-102, A-201 etc.

Now DWF files should be named as per sub categories like Under Architectural discipline you
have Plans, Sections, Elevations etc.

So file name for example for Plans will be A-Plans-V1.dwf for first submission, A-Plans-
V2.dwf for next submission and so on.

For Sections it will be A-Sections-V1.dwf and so on.

Organizing files in proper folder structure

Classify the files that need to be uploaded as per the disciplines, i.e. make main folder say “Al
Ahli Tower”. Then make sub categories as Architectural, Mechanical, and Structural.

This is an example of how you can

organize the folder structure on the
local PC.
Figure 1.14

13
A T T A C H M E N T S O L U T I O N F O R B P C S

Note

This is just an example for one type of permit, the classification of folders
depends of the type of permit you are applying for, you can find this classification
in the BPCS attachment screen when you create permit application, more details
will follow.

14
 2
Chapter
A T T A C H M E N T S O L U T I O N F O R B P C S

Upload Drawings to BPCS

system
This chapter will guide you on how to upload the prepared documents and
drawings to the BPCS system.

A
fter drawings and documents are organized, you should login to the DM portal to
open the system. Below example will guide you on how to upload these drawings for
the New Building Permit application.

Create New Building Permit Application

First applicant will login to the DM portal to access the BPCS application

Figure 1

15
A T T A C H M E N T S O L U T I O N F O R B P C S

Figure 2.1

Open the BPCS application e-service

Figure 2.2

16
A T T A C H M E N T S O L U T I O N F O R B P C S

Figure 2.3

Create new application (in this example we will create Final New Building)

17
A T T A C H M E N T S O L U T I O N F O R B P C S

Figure 2.4

18
A T T A C H M E N T S O L U T I O N F O R B P C S

Figure 2.5

Now complete the application form and building card details along with any other details to be
filled in the system.

19
A T T A C H M E N T S O L U T I O N F O R B P C S

Attachment Documents and Drawings

After completing the form click on the “Attachments” link. Below screen will appear with list
of document types classified as per the disciplines.

Figure 2.6

20
A T T A C H M E N T S O L U T I O N F O R B P C S

Select the document scale size below the drawings category. This is mandatory to select before
proceedings to attach the files. Please note that, the document scale size is the paper source in
which the Drawings are converted as DWF files.

Figure 2.7

On selection of paper source select OK to confirm the selection.

21
A T T A C H M E N T S O L U T I O N F O R B P C S

Figure 2.8

The selected paper size will copied to all the disciplines under the drawings category. The paper
source can be changed for each discipline if required.

Critical:

Only DWF files should be uploaded in the Drawings discipline.

Files name should not contain special characters such as “&” and “.”

Confirm the Undertaken Statement provided at the end of Attachment/Checklist screen and
save the value using the SAVE Button provided at the bottom of the page. If undertaken
statement is not confirmed, application cannot be submitted.

22
A T T A C H M E N T S O L U T I O N F O R B P C S

23
A T T A C H M E N T S O L U T I O N F O R B P C S

Click Check to open required

Figure 2 documents list

Figure 2.9

Against each document type there is “Check” link, this link is to show what are the required
documents for each type of document, as shown below

24
A T T A C H M E N T S O L U T I O N F O R B P C S

Figure 3

Figure 2.10

Now select the Submission type “Online” out of the given three options that are, ONLINE,
PAPER and CD.

Now as we described in Chapter 1, your documents and Drawings (as DWF) are ready in a
specific folder structure.

Click on “Attachment” link against each document type, for example you want to upload
General Documents related to whole permit, then click on link.

Note

The files that will be attached by clicking on this button will only be linked with
the selected document type.

This action will open a separate pop-up module, which is upload/download service to help you
upload and download the documents and drawings.

25
A T T A C H M E N T S O L U T I O N F O R B P C S

Figure 4

Figure 2.11

Below are the various components of the upload module

Step1: You need some pre-requisites to be able to upload documents to BPCS system, which
are:

• Internet Explorer 6.0 or above is recommended for using attachment module.

• JRE 1.4 or above plug-in, which can be easily downloaded from Sun’s website as
shown within the pop-up window. Once you click “here” link shown within the
window it will take you to Sun website from where the JRE can be downloaded
and installed.

Note

26
A T T A C H M E N T S O L U T I O N F O R B P C S

Installation steps can be found on the same place from where you will download
the JRE plug-in.

Step 2: You can now upload the drawings and documents in two possible ways:
• First you can select the file(s) from the applet itself by clicking on the File menu
option and then select files sub-option as shown below

Figure 5

Figure 2.12

• This will show the file navigator to choose files from local drives as shown below

27
A T T A C H M E N T S O L U T I O N F O R B P C S

Figure 6

Figure 2.13

• Choose the file(s) and then click on Open button.

Note

There are some types of file that are not allowed for security reasons; you can see
the list of file types in the above figure 11.

28
A T T A C H M E N T S O L U T I O N F O R B P C S

Figure 7

Figure 2.14

• All the selected files will be uploaded one by one and progress of each file can be
seen during upload.
• After the files are uploaded successfully, the window will refresh automatically and
the uploaded files will appear as list shown below

29
A T T A C H M E N T S O L U T I O N F O R B P C S

Figure 8

Figure 2.15

• Each file uploaded will show following details:

• Name of the file
• Total file size in Mega Bytes (MB) as well as in Bytes
• Attached By – This is the user ID of the applicant who uploaded the drawings.
• Attached On – This is the date on which drawing was uploaded.
• Options – This is to keep track of the modifications done on the uploaded
drawings by applicant.
• Edit – This button will allow user to reserve the file before editing, details
will follow later.

30
A T T A C H M E N T S O L U T I O N F O R B P C S

• Update – This button will allow applicants to modify the existing file with
the new /modified file. Detailed explanation will follow.
• Revisions – This will show the number of revision/versions is uploaded for a
certain document.
• X – This column has link to delete the file from the list of uploaded files before
submitting to DM.
• To view any file that is uploaded from the list of files, just click on the name of the file
(which is a hyperlink).

Figure 9

Figure 2.16

• There are two options, one to open the file directly by clicking on Open link, second to
save the file to local file system e.g. “C:\work area\temp” by clicking on Save button.
• If the file is opened directly it will open in the native application if the file type is
supported on user’s PC.

31
A T T A C H M E N T S O L U T I O N F O R B P C S

Figure 10

Figure 2.17

Submit The Completed Application

Once all the documents and drawings attached in the application, you need to submit the
application as normally done in BPCS.
After submission you will receive notifications and messages from DM within the BPCS
system.
You need to pay the charges online (if any charges are required).

Note

All the drawings and documents can be viewed and downloaded at any time as
long as you have access to the application.

32
 3
Chapter
A T T A C H M E N T S O L U T I O N F O R B P C S

Submit Revisions For

Returned Applications
This chapter will guide you on how to review the comments given by DM on
the drawings and how to resubmit the revised documents/drawings.

I
n case DM returns the application with some notes or comments related to the drawings,
You can see the comments on the drawings and documents.

View Comments on Drawings

Once application is returned you will receive the notification from DM in the notifications
screen.

Figure 11

33
A T T A C H M E N T S O L U T I O N F O R B P C S

Figure 3.1
Navigate to the application by clicking on the particular returned application number. Now
go to the attachments screen of returned application, you will see the same list of
documents types, here click on Download button for example next to architectural
document type. The list of drawings will appear as list.

Figure 12

Figure 3.2
In the above screen, you will see the user Ids of the people who have uploaded or modified
the files. If you see the name is different that what is your ID, then this shows that the
file is being modified.
In order to view the comments or notes from engineers click on the name of the file that is
being modified.

34
A T T A C H M E N T S O L U T I O N F O R B P C S

Figure 13

Figure 3.3
Now click on the Open button to view the drawing with comments.

35
A T T A C H M E N T S O L U T I O N F O R B P C S

The comments by DM Engineers will be available in the BPCS as below

Figure 3.3.1

Modify the Drawings / Documents, Republish and

Upload to BPCS
After viewing the remarks from DM, change the drawings accordingly in AutoCAD, and
any other documents, depending if it needs editing or re scanning.
Now Publish the Drawings and documents back as DWF files as shown in chapter 1.
After publishing open the BPCS system and go to the application versions screen

36
 A T T A C H M E N T S O L U T I O N F O R B P C S

Click here to create new Figure 3.6

version of application

37
 A T T A C H M E N T S O L U T I O N F O R B P C S

This is the new version of

application

Click here to upload the

modified drawings
Figure 3.7

38
A T T A C H M E N T S O L U T I O N F O R B P C S

Figure 3.8 Click on the Attachment link

against the Discipline where
the file is to be modified

The above screen will have list of disciplines and you need to open attachments link against
each discipline to modify the files. The file must be published as DWF files in case of
drawings.

39
 A T T A C H M E N T S O L U T I O N F O R B P C S

Figure 3.8
Click on the Edit Button, to
reserve the file before it can
be modified.

By clicking on the Edit button you will reserve the file, this will ensure that no on one else
can modify the drawings/file at the same time. A confirmation message will appear asking
for reserving the file.
Click on Yes to reserve the file.

Figure 3.9

Click OK button to reserve the file

40
A T T A C H M E N T S O L U T I O N F O R B P C S

Then a window will appear asking to open or save the file, now you need to just click on
Cancel button.

Figure 3.10

Click Cancel button, as there is no

need to save this file again

Figure 3.11
Click on this button to upload the
modified file

41
A T T A C H M E N T S O L U T I O N F O R B P C S

Here you need to either

Drag and drop the file,
or just select file option

Figure 3.12

42
A T T A C H M E N T S O L U T I O N F O R B P C S

Drag the new file to the Figure 3.13

blank area as shown

Figure 3.14
The file is being uploaded and
progress can be seen here

43
 A T T A C H M E N T S O L U T I O N F O R B P C S

The new file will appear here can Figure 3.15 The old file will go as revision
be seen by clicking this link and can be seen as history

You need to repeat the same steps for all the modified drawings that need to be uploaded.
Once the drawings are uploaded, you need to proceed with resubmission of new version of
application.

44
45