Engineering Information Issuance System (EIIS)

The EIEB Program Manual

Second Edition • September 2003

Instructions and examples for the "MICROSOFT® Access" program, eieb97.mdb.

The program may be downloaded from the NYSDOT internet web site, www.dot.state.ny.us

NOTE:The New York State Department of Transportation will not be responsible for any results from the use of sharedcomputer programs or stored data including direct, indirect, special, or consequential damages. No technicalsupport will be provided. No warranties are extended or granted, expressed or implied with respect to theaccuracy or performance of any materials provided. These materials may be reproduced by the receivingagency and may be given to others without permission of NYSDOT.

This Program is updated approximately monthly and should be downloaded from the server with each changein the “Program Last Updated” date in order to remain current.

TABLE OF CONTENTS:A. TECHNICAL NOTES

1. LOADING THE PROGRAM . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22. USING THE PROGRAM . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

B. ADMINISTRATIVE NOTES1. BACKGROUND . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102. ISSUANCE HISTORY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113. PROGRAM STATISTICS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124. EI & EB DISTRIBUTION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135. PROGRAM AVAILABILITY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

A. TECHNICAL NOTES

1. LOADING THE PROGRAM:

The EIEB Program is contained in the file EIEB3.ZIP. Check the “Program Last Updated” date at the top of the internetweb page to determine if you have the current version. Reacquire the file each time the updated date changes. As areminder, for future use, the NYSDOT internet web page URL is http://www.dot.state.ny.us/cmb/consult/eib/eibweb.html.For users outside of NYSDOT, the site may also be located through the internet by clicking on "Site Index,” "E,""Engineering Directives, Instructions...," and "EIEB Program." For users inside NYSDOT, the site may also be accessedthrough the intradot site by clicking on "Site Index," "E," "Engineering Instructions, Bulletins...," and "EIEB Program."

Create a conveniently named folder (subdirectory) on your hard disk drive. A commonly used folder name is "EIEB3."Download the "zip" file to the appropriately named folder on your hard disk drive and use WinZip® to decompress the fileeieb97.mdb.

Open "My Computer" or other access to the folder in which the file eieb97.mdb is located. Right click on the file name.Select "create shortcut" on the drop down menu. When the shortcut has been created, click-and-drag it to your "WindowsDesktop." Once it is on the "desktop" you may change the shortcut name, icon, or other properties as you wish. Thisaction, creating the shortcut, need only be done at the first loading of the file eieb97.mdb. During subsequent downloads,simply overwrite the existing file with the updated one.

2. USING THE PROGRAM:

NOTE: You must have MICROSOFT®Access in order to run the EIEB Program.

The EIEB Program may be launched in several ways:1. Double click the program icon on the "Desktop;" or,2. Right click the program icon on the "Desktop" and click on "Open" in the drop down menu; or,3. Open "My Computer" or other access to the folder in which the file eieb97.mdb is located, either double clickthe file eieb97.mdb or right click on it and click on "Open" in the drop down menu.

Figure 1 (see page 4) is the "Document Selector" page, the first page viewed when the program is launched. All searchesand views are launched from here. The default list displayed is of active EIs only, sorted by issue date. The purpose ofmost of the displayed options is self-evident. However, the following tour of the page is offered to suggest its versatility.

Beginning in the upper left, the "Help/About EIEB" button offers limited information about certain aspects of the program.It has information about New Fields - Modified, New Fields - Abstract, Item Number Searches, Viewing Listed Documents,Printing Results, and About this version of EIB. "Help" buttons are found on each page and activation displays informationunique to the page on which it is located. The button in the upper right, "Quit Access," is used to exit the program. Thetwo buttons just below "Quit Access," "View/Print Entire List," and "View/Print Report of Highlighted Issuances," are usedto view and/or print a list of selected issuances. Such a list may be generated by selecting several issuances from thedisplayed list or printing the entire displayed list, provided it has been filtered to fewer than 100 issuances.

The next two buttons are "Show Details of EI with known number" and "Show Details of EB with known number.”Clicking on either will display a pop-up window which will request the user to enter the known issuance number. Thisfunction is covered in greater detail below and shown in Figures 3 and 4.

Continuing on the left, users may elect to sort the entire list of issuances by either "Issue Date" or "Effective Date.” Thenext group of buttons can be used in combination to filter the issuance list by "Document Type,” "Status,” and/or a daterange. Users may choose to view only EIs, or only EBs, etc., or "All" documents in the database. Similarly one may chooseto view only "Active" documents, only "Defunct" (superseded) documents, or documents of "Either" status. Users mayfurther filter the list by a range of dates. Clicking on the "Start Date" and "End Date" windows or arrows reveals a pull-down list of years. Selecting a year for the "Start Date" filters the issuance list beginning with January 1 of the selectedyear. Likewise, a selected "End Date" year ends the list at December 31 of the selected year. Therefore, for example,selecting the same year for both "Start Date" and "End Date" will filter the issuance list for just that year. Dates (years) mayalso be entered manually.

Next, users may elect to search the unfiltered list or a filtered list for any key word or words. By entering the key word(s)in the box(es) provided and clicking on the "Execute Search" button, the program will search its table of key words as wellas the titles of each issuance in the particular list and return a list of issuances meeting the user set criteria for documenttype, document status, date range, and key words. Searches may also be performed for item numbers (pay items,specification numbers, etc.). The final filter is for issuances which may have transmitted a shelf note. Lastly, the programversion date is displayed in the extreme lower right corner of the screen.

Figure 1 - Document Selector Page (Opening Page), List of Active EIs Only

September 2002 Figure 2 - Document Selector Page, List of All Issuances

Figure 2 (below) is, again, the opening "Document Selector" page but with the issuance list expanded to include alldocument types of either status. This is shown to indicate the value of applying selective filters to the database wheneverpossible. This change, from "EI"s only to "All" issuances and from "Active" only to "either" increases the number ofrecords (issuances) meeting the filtering criteria from a mere 200+ to 3000+. Apply filters whenever possible.

Figure 3 - Seeking Details of a Specific EI (or EB)

There are two ways to get the details for an issuance. Figure 3 (below) is an example of how to obtain the details of aknown EI by clicking on the button "Show Details of EI with known number". This causes the pop-up window "Find aspecific EI by its number" to be displayed. In Figure 3, EI number 01-023 has been entered. Clicking on the "OK" buttonwithin that window causes the page shown in Figure 4 (see page 7), the "Document Details" screen to be displayed. Thescreen shown in Figure 4 can be obtained directly from the "Document Selector" page by double clicking on that EInumber in the displayed list. Of course the user would need to have filtered the data by "status", by "Key Word", or someother condition or have been aware that EI 01-023 was the issuance needed.

Figure 4 - Document Details Page

The "Document Details" page displays the information available for the subject issuance. Note that in the upper left of thispage, two "link" boxes are displayed; the "Web Link" and the "Local Link". The "Web Link" is used by anyone withinternet access to access a pdf version of the cited issuance. The "Local Link" does the same thing for various DOT unitshaving established a "local" server for those staff without internet access. In this example, for the superseded issuance EI01-023, other documents are referenced. EI 01-024 is cited as an issuance which modifies or supplements EI 01-023. Also,the superseding issuance, EB 02-024, is cited.

Figure 5 - Document Details for Superseding Issuance

Double clicking on either of these citations will cause the display of the available information for that issuance. Here,double clicking on the entry for the superseding issuance, EB 02-024, causes the page shown in Figure 5 (below) to bedisplayed. Note that a new button appears near the top center of the page to permit the user to go "Back to PriorDocument". Again, as on the previous page (Figure 4, above), the two "Link" boxes are present.

Clicking on the "Back to Prior Document" button will return the user to the page depicted in Figure 4. From that page,clicking on the button called "View document dependencies" will, for the example issuance, EI 01-023, display therelationship of this EI to other issuances as shown in Figure 6 (below). As on previous pages, double clicking any of thelisted issuances will display that document’s details.

On the "Document Dependencies" page there are two buttons in the upper right to help the user navigate either back to theprevious page or back to the opening, "Document Selector", page. In this example, returning to the previous page, as shownin Figure 4, notice that there is a window, titled "Web Link", in the upper left of the page. In this case, and for all issuancesfrom 1999 forward, this window contains an active web link to an Adobe® Acrobat® file of the issuance which numberis displayed in the window immediately to the right of the "Web Link" window.

On the “Document Selector Page” (see Figure 1), the “View/Print Entire List” button is found at the upper right. It isprovided so the user can develop a list of issuances that shows either the Document Number, Title, Contact and TelephoneNumber, and Abstract, or the Document Number and Title only. The list will include those issuances as determined bythe “Search criteria” established by the user.

B. ADMINISTRATIVE NOTES

1. BACKGROUND:

This program requires "MICROSOFT® Access" to run. It is NOT an Active Server Page (ASP). Users MUST downloadthe zip file and decompress it before it will run. The program database is updated approximately monthly (or as issuancetraffic dictates) and must be reloaded from the internet web site whenever the "updated" date changes. The program versiondate is displayed in the lower right-hand corner of the "Document Selector" page.

Anyone who can substantiate any inaccuracies, has information to upgrade the EIEB Program, or has comments orquestions concerning the EIEB Program or specific EIs, EBs, or EDs, is encouraged to contact us via:

Snail Mail at: Telephone at: (518) 457-5597EIIS Administrator,DQAB - Bldg 5, Room 414NYSDOT - State Campus E-mail at: hgrogers@dot.state.ny.us1220 Washington AvenueAlbany, NY 12232

2. ISSUANCE HISTORY:

Engineering Instructions (EIs) have been issued since 1972. An EI is a specialized engineering-related Official Issuance,with an indefinite life, used for:

1) The timely issuance of new or revised standard or special specifications, direction, guidance, or explanation ofpolicy or procedure with multiregion application for an interim time until the material is incorporated into anIndependent Official Issuance specifically authorized as part of the Department's Official Issuance System (e.g.,Highway Design Manual, Standard Specifications, Manual of Uniform Record Keeping, etc.).2) In rare instances, the issuance of direction, guidance, or explanation of policy or procedure that will not beincorporated elsewhere.

The approving authorities (signatories) for an EI are the Chief Engineer or the Deputy Chief Engineers in the Design,Structures, Technical Services, and Construction Divisions.An EI remains "in-force" or "active" until the body of the EI is incorporated in a new DOT Spec book, Highway DesignManual revision, or other official issuance; or is reissued in new EIs that update AND replace the existing issuances; oris retired (superseded) by Engineering Bulletins (EBs) for some other reason. When an EI is superseded, it is considered"defunct.” If parts of an EI are superseded at different times, the EI remains "active" until the last applicable part of theEI is terminated.

Engineering Bulletins (EBs) have been issued since 1972. An EB is an engineering-related issuance, with a maximumlife of one year, used to:

1) Announce the availability of and/or issue Independent Official Issuances (IOIs) that are specifically authorizedas part of the Official Issuance System (e.g., Highway Design Manual, Standard Specifications, Manual of UniformRecord Keeping, Design Procedure Manual, Bridge Design Manual, etc.).2) Issue changes or replacement pages for IOIs already distributed (changes/ replacements are incorporated intosuch documents at their points of origin for future distribution).3) Issue replacement pages for Engineering Instructions (replacements are incorporated into the EngineeringInstructions at their points of origin).4) Issue engineering information or guidance that is temporary (not interim) in nature.5) Repeal, cancel, rescind, or otherwise eliminate outdated Engineering Instructions.6) Replace Engineering Bulletins which are less than one year old.

The signatories of an EB may be the Chief Engineer, a Deputy Chief Engineer, an Office of Engineering Division Directoror Bureau Director, or the EIIS Administrator.

An EB remains in effect for a period of one year (or less if replaced sooner). Prior to 1991, the first EB issued each year,EB#001, contained a list of all the current EIs. This practice was discontinued after the EIB Program was distributed in1990 because any user can produce that list for any year within the EIEB Program. Starting in 1996 EB#001 is used to listthe previous year's issuances.

Engineering Directives (EDs) were first used in 1999. An ED is an engineering-related Official Issuance, with a specifiedlimited life (maximum of one year), used only in unusual and extraordinary circumstances to issue a special interim or time-sensitive directive, command, order, or mandate. EDs are used only in unique instances when it is absolutely necessaryto provide urgent, emergency, or temporary information to ensure the continuation of essential engineering activities. AnED is an interim engineering issuance which:

1) Advises that the materials transmitted are definitive until a final document is issued (usually an EI).2) Includes an expiration date based on the estimated time to prepare and clear a final issuance.3) Will be used as the basis for a final, more durable issuance.

The approving authority (signatory) for an ED is the Chief Engineer, only.

EDs remain in effect for a maximum of one year, but, in extraordinary circumstances, may be extended by EB.

Regardless of the means used to supersede any issuance, the EIEB Program will indicate which other issuance supersededit. Similarly, when an EI is only partially superseded, or otherwise referred to by other issuances, the EIEB Program willindicate which other issuances modify it.

3. PROGRAM STATISTICS (as of 08/14/2003):

The EIEB Program contain approximately the following:1) 1731 Engineering Instructions2) 1391 Engineering Bulletins3) 3 Engineering Directives4) 77 Miscellaneous Engineering Documents5) A search base of over 15,000 subject words6) A search base of 25,000 specification numbers

4. EI & EB & ED DISTRIBUTION:

The program displays a listing for the distribution of each EI, EB, and ED.

The current distribution lists are:18 Manufacturers30 DOT Main Office31 Local Governments32 DOT Regions/ Other NYS Agencies33 Surveyors34 Consultants39 Contractors70 Fuel & Asphalt138 Recipients of Approved List of Materials and Equipment149 Recipients of Materials Details

SPECIAL As determined by the issuing office

5. PROGRAM AVAILABILITY:

The EIEB Program is now available on the NYSDOT web site (URL cited elsewhere in this document) at all times. It isupdated approximately monthly, or as issuance traffic dictates.

The Program is not copyrighted. It may be installed on multiple computers but "MICROSOFT® Access" is required onany machine on which it is loaded.

Maintenance of the EIEB Program and database is the responsibility of the EIIS Administrator in the Design QualityAssurance Bureau.