Road and Bridge Contractor use of FieldManager in

Michigan

2004 AASHTO TUGMobile, Alabama

Cliff Farr - Michigan DOT

October 15, 2004

Presentation OverviewPresentation Overview

The Need for InformationThe Need for Information Pilot ProjectPilot Project Pilot Project ResultsPilot Project Results Policy ImplementationPolicy Implementation Contractor Read-Only in Michigan TodayContractor Read-Only in Michigan Today Wrap-upWrap-up

The Need for InformationThe Need for Information

Contractor associationsContractor associations • Better construction communication neededBetter construction communication needed

FieldManager potentialFieldManager potential• Distribution capabilityDistribution capability• Stability, ease of use, accuracy of dataStability, ease of use, accuracy of data• Quick training and implementationQuick training and implementation• Contractors could take advantage of many of Contractors could take advantage of many of

the same documented benefitsthe same documented benefits

FieldManager Provides FieldManager Provides Report accessReport access

• IDR (DWR)IDR (DWR)• Pay EstimatePay Estimate• Contract Modification (Change Order)Contract Modification (Change Order)

ListsLists• IDR, Pay Estimate, Contract Modification, item, IDR, Pay Estimate, Contract Modification, item,

material, contractor, etc.material, contractor, etc. Dozens of contract and project level, work Dozens of contract and project level, work

item and test material reports and inquiriesitem and test material reports and inquiries• Various levels of payment informationVarious levels of payment information• Insufficient materials at the contract and/or Insufficient materials at the contract and/or

Estimate level.Estimate level.

Optimistic FutureOptimistic Future

AASHTOWare productsAASHTOWare products New releases annuallyNew releases annually Commitment to continuous software Commitment to continuous software

improvements and enhancementsimprovements and enhancements Software performance is solidSoftware performance is solid Future of products are solid Future of products are solid Excellent user acceptanceExcellent user acceptance

ScopeScope

$1.5 billion annual construction $1.5 billion annual construction program program

An estimated 160 active road/bridge An estimated 160 active road/bridge construction contractors in Michiganconstruction contractors in Michigan

Potential impact on out-of-state Potential impact on out-of-state FieldManager DOTs and agenciesFieldManager DOTs and agencies

The Pilot ProjectThe Pilot Project

Potential BenefitsPotential Benefits

Reduction in:Reduction in:• Telephone callsTelephone calls• MailingsMailings• FaxesFaxes• Item/material status discussionsItem/material status discussions

More efficient and accurate:More efficient and accurate:• Estimate processingEstimate processing• Contract Modification processingContract Modification processing• Contract finalizationContract finalization• MeetingsMeetings

MDOT ApprehensionsMDOT Apprehensions

Inspector Daily Report commentsInspector Daily Report comments• Inspectors will shy away from making Inspectors will shy away from making

comments?comments?• Inspector comments cause misunderstandings?Inspector comments cause misunderstandings?

Claims flare-up?Claims flare-up? What if the number of telephone calls What if the number of telephone calls

actually increase instead of decrease?actually increase instead of decrease?

Contractor ApprehensionsContractor Apprehensions

What if the investment doesn’t pay off?What if the investment doesn’t pay off? Learning curveLearning curve

• Installation issues?Installation issues?• Ease of use / logical work flowsEase of use / logical work flows

Stability and integrity of the softwareStability and integrity of the software Interest of the field offices to provide filesInterest of the field offices to provide files Future of the productFuture of the product

Pilot Project LogisticsPilot Project Logistics

Voluntary participation – both sidesVoluntary participation – both sides Contractors must license FieldManagerContractors must license FieldManager

• License includes support from Info TechLicense includes support from Info Tech Contractors on boardContractors on board

• December, 2001December, 2001• June, 2002June, 2002

Read-only copies distributed after Read-only copies distributed after Estimate generationEstimate generation

Pilot ParticipantsPilot Participants

12 Contractors 11 DOT offices 1 local agency 8 consultants

Pilot Project Contract Pilot Project Contract StatisticsStatistics

Total number of contracts = 25• MDOT contracts = 14• Consultant contracts = 8• Local government contract = 1• Local government contracts managed by

consultant = 2

Number of dollars under construction for the pilot was $587 million

Pilot Project Pilot Project ResultsResults

Business SummaryBusiness Summary

By the fall of 2002, pilot participants had By the fall of 2002, pilot participants had gained significant experience with the gained significant experience with the Contractor Read-Only distribution processContractor Read-Only distribution process

Questionnaires distributed, completed and Questionnaires distributed, completed and summarizedsummarized

Pilot Project FindingsPilot Project Findings

Participants (contractor and field office) Participants (contractor and field office) responded unanimously to make this a responded unanimously to make this a permanent business practicepermanent business practice

User acceptance excellent for both User acceptance excellent for both contractor and field offices:contractor and field offices:• Improved communications:Improved communications:

Contract/Project/Item/Material statusesContract/Project/Item/Material statuses Bi-weekly meetingsBi-weekly meetings Contract finalization Contract finalization

Pilot Project Findings (cont.)Pilot Project Findings (cont.)

Reduced volume of phone calls, mailings Reduced volume of phone calls, mailings and faxesand faxes

Reduced contractor time required to Reduced contractor time required to gather informationgather information

Creates an environment of more timely Creates an environment of more timely and accurate informationand accurate information

Earlier identification of errors and Earlier identification of errors and concernsconcerns

More current material trackingMore current material tracking

Pilot Project Findings (cont.)Pilot Project Findings (cont.)

Eliminated some contractor spread-sheets Eliminated some contractor spread-sheets or hand generated dataor hand generated data

Some offices reported improved field office Some offices reported improved field office / contractor relationships/ contractor relationships

ConcernsConcerns• CostCost• Time to import the electronic fileTime to import the electronic file

Recommendation formulatedRecommendation formulated• To implement as permanent policyTo implement as permanent policy

Pilot Project Findings (cont.)Pilot Project Findings (cont.)

Information to be removed from Information to be removed from Contractor Read-Only electronic files:Contractor Read-Only electronic files:• File size issue:File size issue:

IDR attachmentsIDR attachments• General information:General information:

Item Documentation NotesItem Documentation Notes Miscellaneous ReportsMiscellaneous Reports

Policy Policy ImplementationImplementation

Policy ImplementationPolicy Implementation

Recommendation approved by executive Recommendation approved by executive management management

Met with industryMet with industry• Cost (FieldManager Read-Only annual license Cost (FieldManager Read-Only annual license

fee is $850)fee is $850)• Time to import contracts was drastically Time to import contracts was drastically

reduced in FieldManager release 3.3.reduced in FieldManager release 3.3. Policy was implemented to include all Policy was implemented to include all

contracts let by MDOT after September, contracts let by MDOT after September, 2003 (MDOT and local agency)2003 (MDOT and local agency)

Contractor Contractor Read-Only in Read-Only in

Michigan Michigan TodayToday

Contractor Read-Only in Contractor Read-Only in Michigan TodayMichigan Today

All MDOT field offices, local agencies, and All MDOT field offices, local agencies, and consultants are participatingconsultants are participating

51 contractors participating51 contractors participating• 48 Read-Only licenses48 Read-Only licenses• 3 Full licenses3 Full licenses

Over 1660 Read-Only files distributed by Over 1660 Read-Only files distributed by MDOT this construction seasonMDOT this construction season

MDOT InvolvementMDOT Involvement

Contractors and consultants license Contractors and consultants license FieldManager directly from Info TechFieldManager directly from Info Tech

Training available through Info Tech and Training available through Info Tech and ACEC of MichiganACEC of Michigan

Field offices distribute the Contractor Field offices distribute the Contractor Read-Only filesRead-Only files• CurrentlyCurrently• FieldNet 2.0 beginning in 2005FieldNet 2.0 beginning in 2005

Wrap-upWrap-up

Contractor Read-Only is off to an excellent Contractor Read-Only is off to an excellent start in Michiganstart in Michigan

FieldManager Read-Only data distribution FieldManager Read-Only data distribution is easily filteredis easily filtered

Good communication is keyGood communication is key Potential solution for states and local Potential solution for states and local

agenciesagencies

Questions?Questions?

Cliff FarrCliff FarrFieldManager Business FieldManager Business

Engineer Engineer 517-322-6039517-322-6039farrc@mi.govfarrc@mi.gov