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Trns•port SiteManager® Construction Training Guide for New York State DOT

Reviewers, Approvers and Auditors Release 3.9a-2

April 2010

Prepared by

Address: 5700 SW 34th Street, Suite 1235, Gainesville, Florida 32608-5371 Phone: (352) 381-4400 • Fax: (352) 381-4444 • E-mail: [email protected] • Web: www.infotechfl.com

Copyright (c) 2010, the American Association of State Highway & Transportation Officials, Inc. ("AASHTO"). All rights reserved. This document or parts thereof may not be reproduced in any form without written permission of AASHTO. Produced in the United States of America.

AASHTO Trns•port, the AASHTO Trns•port logo, AASHTOWare, the AASHTOWare logo, BAMS/DSS, the Trns•port BAMS/DSS logo, CAS, the CAS logo, CES, the CES logo, Trns•port Estimator, the Trns•port Estimator logo, Trns•port Expedite, the Trns•port Expedite logo, Trns•port FieldBook, the Trns•port FieldBook logo, Trns•port FieldBuilder, the Trns•port FieldBuilder logo, Trns•port FieldManager, the Trns•port FieldManager logo, Trns•port FieldPad, the Trns•port FieldPad logo, LAS, the Trns•port LAS logo, PES, the Trns•port PES logo, Trns•port SiteManager, the Trns•port SiteManager logo, Trns•port SitePad, the Trns•port SitePad logo, Trns•port SiteXchange, and the Trns•port SiteXchange logo are registered trademarks of the American Association of State Highway and Transportation Officials (AASHTO). Trns•port is a commonly used name for AASHTO Trns•port.

Trns•port BAMS/DSS, Trns•port CAS, Trns•port CES, the Trns•port Intranet logo, Trns•port LAS, Trns•port PES, Trns•port Preconstruction, the Trns•port Preconstruction logo, Trns•port CRLMS, and the Trns•port CRLMS logo are trademarks of AASHTO.

AASHTO Trns•port, Trns•port BAMS/DSS, Trns•port CAS, Trns•port CES, Trns•port Expedite, Trns•port LAS, Trns•port PES, Trns•port SiteManager, Trns•port SitePad, and Trns•port SiteXchange represent one or more proprietary products of AASHTO.

Other product names are trademarks or registered trademarks of their respective owners.

Printed in the United States of America. (version 2010)

iii

Table of Contents

� Getting Started

� Common Functionality

� Viewing Subcontracts

� Reviewing Daily Work Reports and Diaries

� Viewing Sample Information in LIMS

� Viewing Stockpile Records

� Reviewing and Approving Estimates

� Reviewing and Approving Change Orders

� Viewing Dispute and Claim Records

� Glossary

Trns•port SiteManager® Construction Training Guide for NYSDOT 1

Getting Started

In this chapter, you will receive instruction about the following:

� Understanding the General Workflow 2

� Using this Guide 3

� Understanding Trns•port SiteManager and LIMS 4

� Accessing Support Resources 4

� Starting SiteManager 5

� Logging On and Changing Your Password 6

� Understanding the Main Functions of SiteManager 9

� Navigating with the SiteManager Panel 10

� Understanding the SiteManager Toolbar 12

� Reading the SiteManager Status Bar 12

� Understanding SiteManager Menus 13

� Opening Multiple SiteManager Windows 14

� Controlling the Display of Multiple Windows 14

� Closing Versus Exiting 16

� Summary 17

2 Getting Started

Understanding the General Workflow

The following diagram shows the general contract workflow in SiteManager.

Create sample records.

Modifystockpiles.

Record test results.

MaterialsManagement

ConstructionManagement

Test samples.

Sample materials.

1. Resolve all discrepancies, disputes, and claims.2. Create final quantity change order.3. Generate final estimate.

Associate materialsto samples and tests.

Archive the contract.

Activate the contract.

Load the contract.

Finalize the contract.

1. Create DWRs.2. Approve diaries.3. Generate progress estimates.4. Resolve discrepancies.5. Approve progress estimates.

Maintain the contract.

Establish sampling andtesting requirements.

Create changeorders.

Lab InformationManagement ( LIMS )

Review and acceptsamples.

Figure 1. General Workflow


Using this Guide

This guide is divided into chapters. Each chapter may contain sections for objectives, topics, instructor-led exercises, a summary, and a challenge.

Objectives

Each chapter begins with the objectives both you and the instructor should try to achieve.

Topics

Each chapter contains topics corresponding to these objectives. Each topic contains a short description and figure of the Trns•port SiteManager® function being addressed. To further understand the functions, refer to the table of field definitions after each figure.

Instructor-Led Exercises

Identify instructor-led exercises by the bulldozer icon and sequential numbering. Each instructor-led exercise is very explicit and details the specific steps to follow and data to use.

Exercise 2

Figure 2. The Bulldozer Icon and Sequential Numbering Used to Identify Instructor-Led Exercises

Summary

Each section ends with a summary of the main points learned and all of the SiteManager functionality covered in the chapter. Each summary is an excellent reference for the challenge exercise that follows. Remember to use the summary when you return to your office and begin using SiteManager on your own.

Review Exercise

Review exercises provide a means to practice the skills you acquired in the chapters. Read them carefully; the review exercises are more general than instructor-led exercises, but they still provide steps to follow and data to use. As you perform the review exercise, refer to the Summary for tips on SiteManager navigation.

NOTE

FOLLOW THE EXERCISES

CAREFULLY. STAY ON

SCRIPT. THE EXERCISE

DATA HAS BEEN CHOSEN

TO ‘LOOK LIKE’ REAL

WORLD DATA.

4 Getting Started

Understanding Trns•port SiteManager and LIMS

SiteManager is a comprehensive construction management software product that covers the complete construction, materials, and laboratory management process from contract award through contract finalization.

SiteManager software’s Lab Information Management System component, referred to as LIMS, streamlines the current sampling and testing workflow. SiteManager integrates field-based data collection, administration of the contract records and contractor payments with material management in one enterprise-wide software package.

Accessing Support Resources

The following SiteManager documentation and support resources are available to NYSDOT staff.

NYSDOT Help Desk

� Direct: (518) 485-8111 Toll Free: (888) 664-9343 Call the NYSDOT Help Desk to have your call logged and referred to the appropriate personnel.

� Hours: 6:00 A.M. to 6:00 P.M. (ET), Monday through Friday.

� Email: Type Helpdesk, ITD in the State DOT email system.

NYSDOT Web Site

View and download Quick Reference Guides and other references from the NYSDOT web site at the following URL: https://www.nysdot.gov/portal/page/portal/main/business-center/trns-port/modules/site-manager

Usage: The IntraDOT also contains a link to this web site.

Generic References

Access the Online Help reference from SiteManager.

Note: Remember that the Online Help is not agency-specific.

QRG

WORKFLOW OF LOGGING

IN, NAVIGATING, AND

WORKING WITH SUPPORT

TICKETS FOR THE

SITEMANAGER SUPPORT

SERVICE CENTER GROUP.

NOTE

USE THE GLOSSARY AS A

REFERENCE THROUGHOUT

THE CLASS.


Starting SiteManager

You may start SiteManager the same way you would any program on your computer, but for the purpose of this exercise you will learn the most common.

Figure 3. Desktop Icon

Exercise 1

In this exercise, learn how to start SiteManager.

1. Double-click the SiteManager Training desktop icon. The SiteManager Logon window appears.

You’ve started SiteManager.

6 Getting Started

Logging On and Changing Your Password

In addition to a user ID, SiteManager also has password protection.

Figure 4. SiteManager Logon Window

Understanding User IDs

Usage: When your System Administrator first assigns a user ID to you, it will consist of the first letter of your first name followed by the first seven letters of your last name in all lowercase characters.

In most cases, the SiteManager user ID will match your State DOT email system user ID (15 characters) truncated to eight (8) characters. SiteManager user IDs can consist of up to eight (8) case-sensitive characters, so be sure that you have not pressed the Caps Lock key. Remember that each user ID is unique and represents a user’s digital signature.

If using this eight-character rule results in two or more employees having identical user IDs, your System Administrator will replace one letter to make each ID unique.


Understanding Passwords

When you log on to SiteManager for the first time, the default password will be PASSWORD (all uppercase characters).

SiteManager passwords are case-sensitive; they can be all capitals, all lowercase, or a combination, but you must type them the same way each time you log on to SiteManager. Passwords are eight characters long and may contain any combination of letters and numbers. (The training software does not employ this constraint.)

Usage: The SiteManager password is independent from all other NYSDOT passwords.

Changing Passwords

To change your password, on the SiteManager Logon window, click the Change Password button and complete the requested fields.

Figure 5. Change Password Window

Usage: SiteManager is configured to request that your new password be changed based on a 90-day cycle. Three characters must change every time.

Remember these important tips regarding your SiteManager password:

� If you have attempted to log on twice and have failed, close the SiteManager Logon window and start again. This will allow you to try to log on again without disabling your password.

� If you attempt to log on three times and fail, SiteManager will disable your password.

Usage: If you disable your password, to activate your account again, please contact the Help Desk at (518) 485-8111.

8 Getting Started

Exercise 2

In this exercise, learn how to change a default password and log on to SiteManager for the first time.

User ID: asummers Password: PASSWORD Connection: Server

Group Name: Project Manager (PM)

Keys: NA

1. In the SiteManager Logon dialog box, click in the User ID

field and type asummers.

2. In the Password field, type PASSWORD.

3. Click the Change Password button. SiteManager displays the Change Password dialog box.

4. In the Old Password field, type PASSWORD.

5. In the New Password field, type pass.

6. In the Confirm Password field, type pass.

7. Click the OK button.

You’ve now changed the default password and logged on to

SiteManager.

Protecting Passwords

Do not let anybody know your password. SiteManager maintains a record of everything you do in SiteManager. These records are the same as your signature (electronic signature).

NOTE

PM = EIC

ASSTPM = OE AND RE

INSP = INSPECTOR


Understanding the Main Functions of SiteManager

After starting SiteManager, the SiteManager Panel displays the Main Panel with the main functions of the system as icons. The central functionality of SiteManager is divided into the following areas:

� Contract Administration

� Daily Work Reports

� Pipeline

� Contractor Payments

� Change Orders

� Materials Management

� Accessories

� Manuals

� Reports

Figure 6. SiteManager Panel Window - Main Panel

NOTE

INSTRUCTOR SHOULD

GIVE A HIGH-LEVEL

OVERVIEW OF EACH

ICON ON THE MAIN

PANEL BEFORE

STUDENTS WALK

THROUGH THE NEXT

EXERCISE.

QRG

LIST OF CUSTOM

REPORTS AND WHEN

TO USE

10 Getting Started

Navigating with the SiteManager Panel

Use the SiteManager Panel window to navigate to the different areas of SiteManager. Start with the Main Panel that contains the highest level of the different functional groups of SiteManager. Each icon represents a functional group. Double-click an icon to open another panel containing the sub-groups or the actual windows for that function.

Figure 7. Navigating in SiteManager

Note: The plus sign (+) next to an icon means that double-clicking the icon will open another panel, not a window.

NOTE

IF STUDENTS GET LOST

WHILE NAVIGATING, SUGGEST STARTING

FROM MAIN PANEL.


Exercise 3

In this exercise, learn how to browse through SiteManager’s panels and open a window.

User ID: asummers Password: pass Connection: Server


Keys: NA

1. On the Main Panel panel, double-click the Contract

Administration icon.

2. Double-click the Contractor Management icon. View the icons available from the Contractor Management panel.

3. To go up two levels to locate the Daily Work Reports icon, click the Main Panel tab.

4. Double-click the Daily Work Reports icon. View the icons available from the Daily Work Reports panel.

5. To go up a level to locate the Contractor Payments icon, click the Main Panel tab.

6. Double-click the Contractor Payments icon. View the icons available from the Contractor Payments panel.

7. To go down a level to view the icons available from the Estimates panel, double-click the Estimate icon.

Now, let’s open a window from the Contract Records panel.

8. To go up two levels to locate the Contract Administration

icon, click the Main Panel tab.

9. Double-click the Contract Administration icon. View the icons available from the Contract Administration panel.

10. Double-click the Contract Records icon. View the icons available from the Contract Records panel.

11. Double-click the Contracts icon. SiteManager displays the Select Contract window.

12. In the Select Contract window, double-click D260005A. SiteManager displays the Contracts window.

You’ve navigated SiteManager’s panels and opened a window.

NOTE

IF PANELS PERTAIN TO

THE CLASS, OPEN THOSE

NOT COVERED IN THIS

EXERCISE.

NOTE

EXPLAIN UP AND DOWN

CONCEPT, POSSIBLY AS

TIERS.

12 Getting Started

Understanding the SiteManager Toolbar

Many of the functions available from the menus are also conveniently available from the SiteManager toolbar.

Figure 8. The SiteManager Toolbar (Available while the Contracts window is open)

Exercise 4

In this exercise, identify the buttons on the toolbar.



Keys: D260005A

1. Place your cursor over a button on the toolbar. SiteManager displays the name of the button.

2. Move your cursor to another button.

3. Repeat Steps 1 and 2 until you have reviewed all of the buttons on the toolbar.

You’ve identified the toolbar buttons.

Tip! If you right-click on the SiteManager toolbar, SiteManager displays a menu with options to adjust how SiteManager displays the toolbar and its buttons. Use the Show Text option to display both larger toolbar buttons and their names.

Reading the SiteManager Status Bar

The SiteManager Status Bar at the bottom of the SiteManager window indicates your status, connection, database region, logon group and user ID.

Figure 9. SiteManager Status Bar

NOTE

THE TOOLBAR BUTTONS

ALSO HAVE

CORRESPONDING MENU

OPTIONS.

DIFFERENT BUTTONS ARE

AVAILABLE IN DIFFERENT

WINDOWS.

ICONS ARE ‘GREYED OUT’ WHEN THEY ARE NOT

AVAILABLE TO SELECT.

NOTE

NOTICE HOW THE

STATUS BAR WILL LOOK

IN PRODUCTION

COMPARED TO THE

TRAINING ENVIRONMENT.


Understanding SiteManager Menus

Access SiteManager menus with the mouse or the keyboard. You can also access many SiteManager menu choices using keystroke shortcuts.

The following guidelines apply to SiteManager menus:

� Menu choices followed by an arrow (>>>>) lead to cascading submenus.

� Most of the lowest-level menu choices include keystroke shortcuts and display windows when selected.

� All menu names and most menu choices include keystroke accelerators denoted by underlined letters. To display the underlined letters, press the ALT key. To open a menu or a menu choice when you see a keystroke accelerator, type the corresponding letter.

Exercise 5

In this exercise, explore the Services menu.



Keys: D260005A

1. Click the Services menu.

2. Note the choices available from the Services menu.

3. To close the menu, click the Services menu again.

You’ve viewed the choices available on the Services menu.

Tip! Think of the Services menu as a catch-all menu for miscellaneous functions relevant to the active window.

NOTE

USE ‘KITCHEN DRAWER’ ANALOGY FOR THE

SERVICES MENU.

NOTE

HELP IS FOR GENERIC

SOFTWARE. REFER TO THIS

MANUAL FOR FIELD

DEFINITIONS.

NOTE

SERVICES | ATTACHMENTS IS AN

EXAMPLE OF A

CASCADING SUBMENU.

CLICK FILE MENU TO

SHOW A FEW

SHORTCUTS.

14 Getting Started

Opening Multiple SiteManager Windows

In many instances, you will be working in a SiteManager window and may need to open another window without closing the current one. Use the SiteManager Panel to browse to and open another window. Having opened more than one window of SiteManager, you can then control how the windows display.

Controlling the Display of Multiple Windows

Having opened more than one SiteManager window, you may now use a variety of methods to control the display of the SiteManager windows and your movement between them.

Note: For more specific instruction, refer to the Review section at the end of this chapter.

Using Tile

To divide the screen into the number of SiteManager windows that you have active, use the Window menu’s Tile feature. Typically, you will use Tile to display two SiteManager windows side-by-side vertically to compare the entries in each.

Note: Do not use Tile when more than two SiteManager windows are active since you will not be able to see enough of each SiteManager window to make it worthwhile. With three windows active, tiling will give each window only one third of the screen.


Exercise 6

In this exercise, learn to open a second window and use tile.



Keys: D260005A

1. On the toolbar, click the SiteManager Panel button. SiteManager displays the SiteManager Panel.

2. On the Contract Records panel, double-click the Contract

Authority icon. SiteManager displays the Contract Authority window.

3. On the Window menu, select the Tile choice. SiteManager displays both open windows side-by-side.

You’ve tiled open windows.

Using Cascade

To make each of your active SiteManager windows an equal size and arrange the windows in an overlapping offset manner, use the Window menu’s Cascade feature. Typically, you will use Cascade to display more than two open SiteManager windows. When you need to navigate between more than two windows, click the accessible portion of the appropriate window to bring it forward and make it active.

Using Layer

To display the active SiteManager window in a full screen display, use the Window menu’s Layer feature. Typically, you will use Layer to give each active window a full display or to return a single active window to full display after closing other windows.

16 Getting Started

Closing Versus Exiting

SiteManager follows the same principles of closing a window versus exiting the application as other applications on a Microsoft Windows operating system. When you are in a SiteManager window and you wish to end your work in it, but still continue to work in SiteManager, you should close the window. As with other applications, you only exit when you complete your work and want to log off of the application.

Closing

Close a window in the following three ways:

� Click the Close button on the toolbar.

� Select the Close choice on the File menu.

� Click the Close button on the right side of the window’s title bar.

Exiting

Exit an application in the following three ways:

� In SiteManager, click the Exit SiteManager button on the toolbar.

� Select the Exit choice on the File menu.

� Click the Exit button on the right side of the application’s title bar.

Exercise 7

In this exercise, learn to close a window and exit SiteManager.



Keys: D260005A

1. On the toolbar, click the Close button. SiteManager closes the active window.

2. On the File menu, select the Exit choice.

You’ve closed a window and exited the application.


Summary

To start SiteManager:

1. On your desktop, double-click the SiteManager desktop icon.

To log on to SiteManager:

1. Start SiteManager.

2. On the SiteManager Logon window, in the User ID field, type your user ID.

3. Press the Tab key.

4. In the Password field, type your password.

5. Click OK.

To change your password:

1. Start SiteManager.

2. On the SiteManager Logon window, type your user ID and your current password.

3. Click Change Password.

4. In the Old Password field, type your current password.


6. In the New Password field, type your new password.


8. In the Confirm Password field, type your new password, again.

9. Click OK.

To open a window:

1. On the SiteManager Panel, double-click the desired window’s icon.

18 Getting Started

To navigate up or down a level in the SiteManager Panel:

1. Click the desired level’s tab.

To open the SiteManager Panel:

1. On the toolbar, click the SiteManager Panel button.

or

1. Click the File menu.

2. Click the Main Panel choice.

To open more than one window:

1. Open a window of SiteManager.

2. Open the SiteManager Panel.

3. Open another window of SiteManager.

To tile windows:

1. Open the number of windows that you want to tile.

2. Click the Window menu.

3. Click the Tile choice.

To cascade windows:

1. Open the number of windows that you want to cascade.


3. Click the Cascade choice.

To navigate between cascaded windows:

1. Click the visible portion of the window you want to view.

To layer windows:

1. Open the number of windows that you want to layer.


3. Click the Layer choice.


To navigate between layered windows:


2. From the list, click the name of the window you want to view.

To close a window:

1. On the toolbar, click the Close button.

or


2. Click the Close choice.

or

1. On the window’s title bar, click the Close button.

To exit SiteManager:

1. On the toolbar, click the Exit SiteManager button.

or


2. Click the Exit choice.

or

1. On the application’s title bar, click the Exit button.

20 Getting Started


Common Functionality


� Understanding Security Groups 2

� Understanding New and Existing Records 7

� Creating Correspondence Logs 10

� Understanding Attachments 13

� Adding and Running Attachments 15

� Searching, Filtering, and Sorting 17

� Accessing Additional References 20

� Summary 21

� Review Exercise 25

2 Common Functionality

Understanding Security Groups

Your system administrator grants access to SiteManager functionality by assigning users to security groups. Your SiteManager user ID, when assigned to a security group, determines the functions and data to which you have access and whether you have update or inquiry privileges to that data. Most users will belong to only one security group, but on occasion, a user may need to have access to more than one group.

If your user ID belongs to only one group, SiteManager displays the SiteManager Panel with the functions available to that security group. If you log on with a user ID assigned to multiple security groups, SiteManager will prompt you to select a security group from the Available Groups window before displaying the SiteManager Panel.

Figure 1. Available Groups Window

Field Name Description

Grp Id Group ID. Agency-defined ID for security group.

Group Name Agency-defined name for security group.

OK Click to enter SiteManager using the selected security group.

Table 1. Available Groups Window - Fields


Understanding Inquiry Privileges

The user, Bob Mackie, belongs to both the Inspector and Assistant PM security groups. Security groups determine how SiteManager displays window functions. The Inspector security group provides inquiry access to the Correspondence Log window.

Inquiry privileges give users the ability to view data in a window, but not enter or modify data.

Exercise 1

In this exercise, learn how to choose a security group from the Available Groups list box and how security groups affect rights and available icons.

User ID: bmackie Password: pass Connection: Server

Group Name: Inspector (INSP)

Keys: NA

1. Start and log on to SiteManager as user bmackie.

2. In the Available Groups window, in the Group Name column, double-click Inspector. SiteManager opens with the SiteManager Panel window’s Main Panel displaying the SiteManager functions available to that security group.

Now, let’s see how a security group affects available icons.

3. Double-click the Daily Work Reports icon. SiteManager displays the Daily Work Reports panel.

4. Take note of the icons available to an Inspector.

5. Click the Main Panel tab.

Now, let’s see how security groups affect rights.

6. Double-click the Contract Administration icon. SiteManager displays the Contract Administration panel.

7. Double-click the Contract Records icon. SiteManager displays the Contract Records panel.

8. Double-click the Correspondence Log icon. SiteManager displays the Select Correspondence window.


Now, let’s open a correspondence log.

9. In the Contract ID column, double-click D260005B.

10. In the Correspondence Log area, in the Major Topics column, double-click PreCon Attendees, PreCon Minutes.

11. Does this user have update or inquiry privileges? ___________

12. To prepare for the next exercise, on the toolbar, click the Exit

SiteManager button.

You’ve viewed a panel with limited icons and a window with

inquiry privileges.

ANSWERS

11. INQUIRY


Understanding Update Privileges

The Assistant PM security group provides update privileges to the same window that the Inspector security group had inquiry privileges.

Update privileges to a window give the user the ability to enter and modify data.

Exercise 2

In this exercise, learn how logging on using a different security group affects available icons and privileges.


Group Name: Assistant PM (ASSTPM)

Keys: NA

1. Start and log on to SiteManager as user bmackie.

2. In the Available Groups window, in the Group Name column, double-click Assistant PM. SiteManager opens with the SiteManager Panel window’s Main Panel displaying the SiteManager functions available to that security group.

Now, let’s see how a different security group affects available icons.

3. Double-click the Daily Work Reports icon. SiteManager displays the Daily Work Reports panel.

4. Please note the additional icons available to an Assistant PM.

5. Click the Main Panel tab.

KNOWN ISSUE

THE FIND AND THE SORT

DO NOT WORK IN THIS

WINDOW.

NOTE

DIARY AND DIARY

ADJUSTMENTS ARE NOW

AVAILABLE.

NOTE

ASSTPM = OE/RE


Now, let’s see how a different security group affects rights.

6. Double-click the Contract Administration icon. SiteManager displays the Contract Administration panel.


8. Double-click the Correspondence Log icon. SiteManager displays the Correspondence Log window open to a new record.

9. On the toolbar, click the Open button. SiteManager displays the Select Correspondence window.

Now, let’s open a correspondence log.

10. In the Contract ID column, double-click D260005B.

11. In the Correspondence Log area, in the Major Topics column, double-click PreCon Attendees, PreCon Minutes.

12. Does this user have update or inquiry privileges? ___________

You’ve viewed a panel with wider access to icons and a window

with update privileges.

ANSWERS

12. UPDATE


Understanding New and Existing Records

When you first enter a SiteManager window and have the proper authority and update rights, you can do the following:

� Open an existing record

� Create a new record using the current keys

� Create a new record by choosing keys

Understanding Keys

Keys are the ‘key’ pieces of information needed to accurately identify a particular record, whether new or existing. Keys may include information such as contract ID (D number), project number (PIN), and so on.

Opening Existing Records

Existing records are records that you or another user already created and saved.

Exercise 3

In this exercise, learn how to open an existing record.



Keys: D260005B; 1 (correspondence serial number)

1. With the Correspondence Log window open, on the toolbar, click the Open button. SiteManager displays the Select Correspondence window.

2. In the Correspondence Log area, in the Major Topics column, double-click PreCon Meeting Announcement. SiteManager displays the Correspondence Log window.

You’ve opened an existing correspondence log.


Creating New Records with Current Keys

New records must be correctly associated with a contract.

Exercise 4

In this exercise, learn how to create a new record with the current keys (that is, for the same contract ID as the existing correspondence log).



Keys: D260005B

1. With the Correspondence Log window open, on the toolbar, click the New button. SiteManager displays the Correspondence Log window with blank fields for a new record on the current contract. Note: SiteManager automatically associated the blank record to the contract you chose in a previous exercise.

You’ve created a new correspondence log with the current keys.

USAGE

PM AND ASSTPM

GROUPS CREATE

CORRESPONDENCE

LOGS. ALL OTHER

GROUPS HAVE READ-ONLY ACCESS. THE

OTHER CONCEPTS

DEMONSTRATED IN THE

EXERCISE APPLY TO

OTHER WINDOWS

THROUGHOUT

SITEMANAGER.


Creating New Records by Choosing Keys

To identify initial values for new or existing records, choose keys. In some instances, SiteManager restricts access to windows until you choose keys.

For example, to create a new correspondence log, SiteManager requires you to choose keys before you can save. Choose a contract for which to create a new record.

Exercise 5

In this exercise, learn how to choose keys to specify initial values or to create a new record for a different contract than the current contract.



Keys: D260005B

1. With the Correspondence Log window open to a new

record, from the Services menu, select the Choose Keys choice. SiteManager displays the Select Correspondence window.

2. In the Contract ID area, double-click D260005A. SiteManager displays the Correspondence Log window with blank fields for a new record on the newly chosen contract.

You’ve chosen new keys to create a new correspondence log.

NOTE

THE CHOOSE KEYS

CHOICE IS NOT

AVAILABLE UNLESS ON A

NEW RECORD.

NOTE

KEY FOR THIS EXERCISE

IS THE CONTRACT.

OPEN � EXISTING

RECORDS

NEW � NEW RECORD

ON SAME CONTRACT

(KEY)

CHOOSE KEYS � NEW

RECORD ON A

DIFFERENT CONTRACT

(KEY)


Creating Correspondence Logs

To add and modify records of correspondence related to a specific contract, use the Correspondence Log window.

Use the Correspondence Log window to do the following:

� Describe a document that a user sent or received.

� Identify related records and disputes.

� Attach reference documents.

� Forward a correspondence record to another user.

� Open reference documents received with correspondence records from other users.

Figure 2. Correspondence Log Window

USAGE

ALL EMAIL

NOTIFICATIONS OCCUR

VIA STATE DOT EMAIL

SYSTEM.



Contract ID Agency-defined ID of the contract associated with the correspondence. Read-only field.

Contract Correspondence Serial Number

System-generated serial number for the correspondence record. Read-only field.

Correspondence Type Dropdown list with agency-defined types of correspondence.

Received/Sent (no label)

Dropdown list with choices of ‘Received’ and ‘Sent’ to identify the correspondence.

On Date on which the correspondence was received or sent. Cannot be in the future. Defaults to the system date.

Correspondence ID User-defined alphanumeric ID to identify the correspondence.

Sent From Name of the person or agency sending the document.

Sent To Name of the person or agency receiving the document.

Document Category Dropdown list with agency-defined category of correspondence.

Usage: From where the document came.

Document Location Physical location of the correspondence.

Major Topics Major topics associated with the correspondence.

Related Correspondence

Serial number of a related correspondence record.

Related Correspondence (2

nd field)

Type of a related correspondence record

Required Response Text

Description of the response from the Document Submission window.

Dispute Dispute ID associated with this correspondence.

Table 2. Correspondence Log Window - Fields


Exercise 6

In this exercise, learn how to create a correspondence log record.



Keys: D260005A

1. In the Correspondence Log window, in the Correspondence Type dropdown list, select the Civil

Rights choice.

2. In the next dropdown list, select the Received choice.

3. In the On field, type 090407.

4. In the Sent From field, type A. Summersville.

5. In the Sent To field, type EIC, I. Smith.

6. In the Document Category dropdown list, select the Dept.

of Labor choice.

7. In the Document Location field, type WageRateFile. The field accepts only ‘WageRateFi.’

8. In the Major Topics field, type Wage Rate Interview –

09/04/07.

9. On the toolbar, click the Save button.

You’ve created a correspondence log.

NOTE

SOME FIELDS HAVE

LIMITED SPACE FOR

TEXT. MAY NEED TO

ABBREVIATE.

DEMO

DOUBLE-CLICK IN FIELD

OR TAB INTO FIELD TO

DEMONSTRATE HOW TO

SELECT ALL BEFORE

TYPING.


Understanding Attachments

To attach PDF documents to SiteManager records, use the OLE attachment function. OLE, short for Object Linking and Embedding, is a Microsoft® Windows® feature that provides a means to share a file between application programs.

Usage: Do not use the Plug-in or URL attachment types.

Figure 3. OLE Attachment Window

NOTE

WITH OLE, LINK

DOCUMENTS AND

SPREADSHEETS (PDF), LIKE WAGE RATE

INTERVIEW REPORTS

AND PRECON MEETING

ATTENDEES AND

MINUTES REPORTS, TO

CORRESPONDENCE

LOGS.

USAGE

USE PDFS AND

“LOCKDOWN FILLABLES

ONLY” FOR ALL

CONSTRUCTION-RELATED ATTACHMENTS.

USAGE

NEVER SELECT THE RUN

AUTOMATICALLY CHECK

BOX.


Field Description

Attachment Description Information

Name Identifies the attachment.

OLE Contents Type of file attachment.

Description Detail about the contents or purpose of the attachment.

Attachment Security - Available Security Groups

Group ID Group ID. Agency-defined ID for security group.

Description Agency-defined name for security group.

Attachment Security - Buttons

Add -> Click to provide attachment access to selected security group.

Add All ->> Click to provide attachment access to all available security groups.

<- Remove Click to remove attachment access from selected security group.

<<- Rem All Click to remove attachment access from all assigned security groups.

Attachment Security - Selected Security Groups

Description Agency-defined name for security group.

Access Type of access granted.

General

Run Automatically

Usage: Do not use.

OK Click to add the attachment to the record.

Cancel Click to cancel the creation of the attachment.

Table 3. OLE Attachment Window - Fields

USAGE

EXPLAIN HOW RUN

AUTOMATICALLY WORKS

AND WHY NYSDOT IS NOT

USING.


Adding and Running Attachments

To attach an existing document to a correspondence record, click the Attachments button on the toolbar. On the extended toolbar, click the New OLE button.

Exercise 7

In this exercise, learn how to attach a file to a correspondence record, provide access to the attachment, and run it.



Keys: D260005A

1. With the Correspondence Log window open, on the toolbar, click the Attachments button. SiteManager displays the Attachments window and extends the toolbar.

2. On the extended toolbar, click the New OLE button. SiteManager displays the Insert Object window.

3. Click the Create From File tab.

Now, let’s locate the file to attach.

4. Click the Browse button. SiteManager displays a Browse window.

5. To locate the file you wish to attach, browse to C:\\SMTRAINS\SMFILES.

6. In the Files of type dropdown list, select the All Files (*.*) choice (may be the default).

7. Select the WageRateInterview20070904.pdf file.

8. On the Browse window, click the Open button.

9. On the Insert Object window, click the OK button. SiteManager closes the Insert Object window and displays the OLE Attachment window.

NOTE

NOTE THE APPEARANCE

OF THE ATTACHMENTS

BUTTON.


Now, let’s add a name and description, assign security groups, and save the attachment.

10. In the Name field, type WageRate.

11. In the Description field, type Wage Rate Interview -

09/04/07.

12. In the Attachment Security area, click the Add All button. SiteManager makes the attachment available to all security groups.

13. Click the Add button. SiteManager displays the new attachment in the Attachments window.


Now, let’s run the attachment.

15. In the Attachments window, in the Name column, double-click WageRate. SiteManager opens an application window to display the file.

16. To close the attachment’s application window, on the window’s title bar, click the Close button.

17. To close the Attachment window, on the toolbar, click the Attachments button again.

Now, let’s prepare for the next exercise.

18. To close the Correspondence Log window, click the Close button. SiteManager displays a message prompting you to save changes.

19. In the message, click the Yes button. SiteManager displays the Contract Records panel.

You’ve attached a file to a correspondence log, assigned access to

it, and ran the attachment.

CAUTION!

BE SURE TO ADD YOUR

OWN GROUP WHEN

CREATING AN

ATTACHMENT, OR YOU

CAN LOCK YOURSELF

OUT OF YOUR OWN

ATTACHMENT.

NOTE

NOTE THE CHANGE IN

THE APPEARANCE OF

THE ATTACHMENTS

BUTTON.


Searching, Filtering, and Sorting

SiteManager provides many means to locate data. The Search, Filter, Filter Search, and Sort functions available from the right-click menu and the Quick Find and Quick Sort functions available from Select windows throughout SiteManager are the most useful.

Understanding Search and Filter Search

Some fields require you to select from a list of valid choices. This type of field displays a search lens (or ‘magnifying glass’) when you move your mouse pointer over the field. If you’d like a subset of possible choices, type in the field, then right-click on the field and select the Filter Search choice. If you’d like to see all possible choices, select the Search choice.

Understanding Sort and Filter

When on a list window, right-click on a row and select the Sort or Filter choice to refine your results. Each time you open a window, SiteManager automatically applies the default sort or filter. The current filter will stay in effect until you clear it or exit SiteManager. To remove the filter, click the Clear button.


Using the Quick Sort

To locate a record quickly, sort the column in ascending order.

Figure 4. Select Window (with Quick Sort)

Exercise 8

In this exercise, learn how to apply a quick sort to locate a contract item.



Keys: D260005A; 138330 (project)

1. On the Contract Records panel, double-click the Items icon. SiteManager displays the Items window.

2. On the toolbar, click the Open button. SiteManager displays the Select Contract Item window.

3. In the Contract area, double-click D260005A.

4. In the Project area, double-click 138330.

5. In the Contract Item area, to sort by item code, click the Item Code column heading.

6. In the Item Code column, double-click 201.06 for category number 0002. SiteManager displays the Items window.

You’ve sorted the list of contract items to more easily locate a

specific item.


Using the Quick Find

To jump to a record quickly, sort the column in ascending order and type the desired value in the Find field. SiteManager selects the first match.

Figure 5. Select Window (with Quick Find)

Exercise 9

In this exercise, learn how to apply a quick find to locate contract items.



Keys: D260005A; 138330 (project)

1. On the toolbar, click the Open button. SiteManager displays the Select Contract Item window.

2. To sort the column and activate the Find feature, click the Item Code column heading.

3. In the Find field, type 209.13. SiteManager selects the first item with that value.

4. Select the item with category number 0002 and line number 0330.

5. Click the OK button. SiteManager displays the Items window.

6. To close the Items window, on the toolbar, click the Close button.

You’ve used the quick find feature to quickly locate a specific

contract item.

NOTE

TO MAKE THE FIND

FEATURE AVAILABLE, SORT BY DESIRED

COLUMN. NOTE THAT

THE FIELD IS CASE-SENSITIVE.

NOTE

CATEGORY NBR = FISCAL SHARE

LINE NBR = SEQUENCE NUMBER


Accessing Additional References

To access additional reference materials from within SiteManager, use the Manuals panel.

Usage: To view web pages containing many links to additional reference materials, double-click the Manuals panel’s User Manual icon (for construction-related documentation) and the Sampling and Testing Procedures icon (for materials-related documentation).

Exercise 10

In this exercise, learn how to access construction-related documentation.



Keys: NA

1. On the SiteManager Panel window, click the Main Panel tab.

2. Double-click the Manuals icon. SiteManager displays the Manuals panel.

3. Double-click the User Manual icon. SiteManager displays the New York State Department of Transportation Construction web page.

4. To close the window, on the browser’s title bar, click the Close button.

5. On the SiteManager Panel window, click the Main Panel tab.

You’ve opened the New York State Department of Transportation

Construction web page.

USAGE

DOUBLE-CLICK THE

SAMPLING AND TESTING

PROCEDURES ICON TO

VIEW THE TECHNICAL

SERVICES WEB PAGE

WITH SIMILAR LINKS FOR

MATERIALS.


Summary

To change security groups:

1. Using a user ID that belongs to multiple security groups, log on to SiteManager.

2. In the Available Groups list box, select a security group.


To create a new record with existing keys:

1. With an existing record open, on the toolbar, click the New button.

To create a new record with new keys:

1. With an existing record open, on the toolbar, click the New button.

2. On the Services menu, select the Choose Keys choice.

To perform a quick sort:

1. Click the column heading.

To perform a quick find:

1. On the column you wish to use to find a value, perform a quick sort.

2. In the Find field, begin typing the value you wish to find.

To search:

1. Right-click in a field.

2. From the right-click menu, click the Search choice.

3. Select your choice from the list.


To filter search:

1. Type a desired value in a field.

2. Right-click in the field.

3. From the right-click menu, click the Filter Search choice.

4. Select your choice from the list.

To filter:

1. Right-click on a row.

2. From the right-click menu, click the Filter choice.

3. In the Filter Criteria window, click the Add button.

4. Select your criterion from the Field, Condition, and Value fields.


6. In the message, click the OK button.

To clear filters:

1. Right-click on a row.

2. From the right-click menu, click the Filter choice.

3. Click the Clear button.



To open an attachment:

1. On the toolbar, click the Attachments button.

2. In the Attachments window, double-click the attachment.


To attach a document to a record:

1. Open the window and the record to which you wish to attach a file.


3. On the extended toolbar, click the New OLE button.

4. Click the Create From File tab.

5. On the Insert Object window, click the Browse button.

6. Locate the file you wish to attach in the directory.

7. In the Files of type dropdown list, select the All Files (*.*)

choice.

8. Select the file.

9. On the Browse window, click the Open button.

10. On the Insert Object window, click the OK button.

11. In the OLE Attachment window, in the Name field, type the desired name of the attachment.

12. In the Description field, type the desired description of the attachment.

13. In the Attachment Security area, click the Add All button.

14. Click the Add button.


To access the New York State Department of Transportation Construction web page:

1. On the Main Panel panel, double-click the Manuals icon.

2. On the Manuals panel, double-click the User Manual icon.


To access the Correspondence Log window:



2. On the Contract Administration panel, double-click the Contract Records icon.

3. On the Contract Records panel, double-click the Correspondence Log icon.

To create a correspondence log:

1. In the Correspondence Log window, in the Correspondence Type dropdown list, select the desired choice.

2. In the next dropdown list, select either the Received or Sent choice.

3. In the On field, type the desired date in (MMDDYY format).

4. In the Sent From field, type the sender’s name.

5. In the Sent To field, type the recipient’s name.

6. In the Document Category dropdown list, select the desired choice.

7. In the Document Location field, type the desired document location.

8. In the Major Topics field, type the desired value.



Review Exercise

In this exercise, demonstrate how to view an existing correspondence log’s attachment and create a new correspondence log.



Keys: D260005A

1. Navigate to the Correspondence Log window. (Contract Administration | Contract Records | Correspondence Log)

2. Open the log for PreCon Attendees; PreCon Minutes on contract D260005A.

3. View the attachment. What is the letting date noted on the first page of the minutes? _______________________

4. Create a new correspondence log.

5. Associate it to D260005B by choosing keys. Bob Mackie sent the Pre-Construction Attendees list to Bev Thomas

today. The major topic is PreCon Attendees; correspondence type is Regional Construction; document category is Precon Meeting.

6. Exit SiteManager.

ANSWER

3. 9/22/2005


Viewing Subcontracts


� Viewing Subcontracts 2

� Viewing Subcontract Items 7

� Summary 11


2 Viewing Subcontracts

Viewing Subcontracts

To view subcontracts and subcontract data, including calculated DBE commitment amounts, use the Subcontracts window.

Usage: EBO tracks subcontracts and items. Use the EBO interface to populate subcontractors and pass to SiteManager. SiteManager displays subcontract information in an inquiry-only format.

Figure 1. Subcontracts Window - Description Panel

NOTE

ONCE A

SUBCONTRACTOR IS

APPROVED, THE

APPROVAL DATE IS

RECORDED. IF THE

APPROVAL DATE FIELD IS

BLANK, THE SUB IS NOT

APPROVED AND WILL

NOT BE AVAILABLE TO BE

SELECTED ON THE DAILY

WORK REPORTS

WINDOW.

NOTE

DOLLAR VALUES FOR

SUBCONTRACTS WILL BE

TRACKED IN THE EBO

SYSTEM, NOT IN

SITEMANAGER.



Contract ID Agency-defined. ID for the contract.

SubCont Nbr Subcontract Number. User-defined number associated with each subcontract. Required.

Parent Subcont Nbr Parent Subcontract Number. Number for the parent subcontract.

Subcontractor Short name for the subcontractor. Required.

Subcont Type Subcontractor Type. Agency-defined. Required.

Work Type Code of work class. Agency-defined. Required.

Approval Date Date the approval was given for this subcontract. Equals or follows the contract award date.

Required to display the subcontractor name in the Contractor dropdown list on the Contractors and Record Work Items panels on the Daily Work Reports window.

DBE Type Code for the subcontractor’s DBE type. Agency-defined.

Cert Type Certification Type. System-defined code to indicate certification as a DBE by the State or Federal government, or both. Protected.

Supp/Hauler Ind Supplier/Hauler Indicator. Indicates subcontractor is a supplier or hauler only. If selected, the subcontract cannot have items and has a manually-entered Total Subcontract Amount.

Pct Twrds DBE Goal Percent Towards DBE Goal. Percentage of the subcontract amount counted towards the DBE commitment goal.

For nested subcontracts, if any higher-level DBE subcontract has counted the item towards the DBE goal, defaults to 0%.

For non-nested DBE subcontracts with no line items (that is, a supplier or hauler), defaults to 100%.

For other non-nested DBE subcontracts, defaults to 100%.

Fed Supp/Haul Fund Pct

Federal Supplier/Hauler Funding Percentage. Percentage of the subcontract DBE commitment goal covered by Federal funding for a DBE supplier or hauler.

When contract funding is Federal, defaults to 100%.

When contract funding is State, defaults to 0%.

When contract funding is Both State and Federal, user-entered.

Last Verified Payment Amt

Last Verified Payment Amount. Last verified amount paid to the subcontractor. Positive or negative.

Total Verified Payment Amt

Total Verified Payment Amount. Total verified amount paid to the subcontractor. Must be positive.



This Subcontract Information

This Subcontract: Amounts

Quantity multiplied by subcontract line item unit price for all subcontract items.

This SubContract: Pct of Total Sub’d

This Subcontract: Percentage of Total Subcontracted. Percentage of the total subcontracted amounts that are covered by this subcontractor.

This SubContract: Pct of Total Contract

This Subcontract: Percentage of Total Contract. Percentage of the contract’s current amount covered by this subcontract’s total amount.

This Original Commitment Information

This Original Commitment: Amounts

Original amount that the prime contractor commits to subcontract to the DBE. Must be positive.

This Original Commitment: Pct of Total Sub’d

This Original Commitment: Percentage of Total Subcontracted. Percentage of the sum of the subcontract original commitment amounts covered by this subcontract.

This Original Commitment: Pct of Total Contract

This Original Commitment: Percentage of Total Contract. Percentage of the contract’s current amount covered by this subcontract’s original commitment amount.

This Current Commitment Information

This Current Commitment: Amounts

For Subcontracts where DBE Type is indicated, calculated by multiplying the subcontract amount by the percent towards DBE goal.

This Current Commitment: Pct of Total Sub’d

This Current Commitment: Percentage of Total Subcontracted. Percentage of the sum of the subcontract current commitment amounts covered by this subcontract current commitment amount.

This Current Commitment: Pct of Total Contract

This Current Commitment: Percentage of Total Contract. Percentage of the contract’s current amount covered by this subcontract’s current commitment amount.

Total Original Commitment Information

Total Original Commitment: Amounts

Sum of the original commitment amounts for all the DBE subcontracts for a contract.

Total Original Commitment: Pct of Total Contract

Total Original Commitment: Percentage of Total Contract. Percentage of the contract’s current amount covered by the total original commitment amount.

Total Current Commitment Information

Total Current Commitment: Amounts

Sum of current commitment amounts for all the DBE subcontracts for a contract.

Total Current Commitment: Pct of Total Contract

Total Current Commitment: Percentage of Total Contract. Percentage of the contract’s current amount covered by the total current commitment amount.



Total Allowable Maximum (non-specialty) Information

Total Allowable Max (non-spclty): Amounts

Total Allowable Maximum (non-specialty): Amounts. Maximum allowed amount (excluding specialty items) for all subcontracts in a contract. Maximum allowed subcontract percent (in the System Operational Parameter table) multiplied by the difference of the total contract amount minus the specialty items amount.

Total Allowable Max (non-spclty): Pct of Total Contract

Total Allowable Maximum (non-specialty): Percent of Total Contract. Percentage of the contract’s current amount covered by the total allowable maximum (non-specialty) amount.

Total Towards Maximum (non-specialty) Information

Total Towards Max (non-spclty): Amounts

Total Towards Maximum (non-specialty): Amounts. Current amount of all subcontracts that contribute towards the maximum allowable amount (non-specialty). Sum of all of the non-line item subcontract amounts plus all of the non-specialty subcontract line item amounts.

Total Towards Max (non-spclty): Pct of Total Contract

Total Towards Maximum (non-specialty): Percent of Total Contract. Percentage of the contract’s current amount covered by the total towards maximum (non-specialty) amount.

Total Specialty Subcontracted Information

Total Spclty Subcontracted: Amounts

Total Specialty Subcontracted: Amounts. Sum of all specialty item amounts for all of the subcontracts in the contract.

Total Spclty Subcontracted: Pct of Total Contract

Total Specialty Subcontracted: Percent of Total Contract. Percentage of the contract’s current amount covered by the total specialty subcontracted amount.

Total Subcontracted Information

Total Subcontracted: Amounts

Sum of all parent subcontract amounts for the contract.

Total Subcontracted: Pct of Total Contract

Total Subcontracted: Percent of Total Contract. Percentage of the contract’s current amount covered by the sum of all the parent subcontract amounts.

Table 1. Subcontracts Window - Description Panel - Fields


Exercise 1

In this exercise, learn to view a subcontract.

User ID: hlerdo Password: pass Connection: Server


Keys: NA

1. Start and log on to SiteManager.



3. On the Contract Administration panel, double-click the Contractor Management icon.

4. On the Contractor Management panel, double-click the Subcontracts icon. SiteManager displays the Select Contract ID window.

5. In the Contract ID area, double-click D260005Q. SiteManager displays the Subcontract area.

6. In the Subcontractor column, double-click DONNELLY

CONSTRUCTION INC. SiteManager displays the Subcontracts window.

Now, let’s answer a few questions.

7. When was this subcontractor approved? ____________

8. If this subcontractor was not approved, would an inspector be able use a DWR to record the work the subcontractor did? ____________

9. On the Description panel, what is the amount of this subcontract? _______________

You’ve accessed a subcontract.

ANSWERS

7. 11/03/05

8. NO, THE SUB

WOULDN’T BE AVAILABLE

TO SELECT.

9. $133,095.18


Understanding DBE Commitment Amounts

The percentage of the subcontract that counts toward the contract’s DBE goal depends on the subcontract’s level, the subcontractor’s DBE status, and whether or not the subcontract includes items.

Consider the following scenarios:

� A parent subcontract with a DBE subcontractor and items always counts 100% toward the contract’s DBE goal.

� If the subcontract has no items (that is, the subcontractor is a supplier/hauler), the user enters the percentage counted towards the DBE goal.

� For nested subcontracts, if a higher-level DBE subcontract counts 100% toward the DBE goal, the percentage of the nested subcontract is always zero.

Viewing Subcontract Items

To view subcontract items, use the Subcontracts window’s Items panel.

Note: If the subcontractor is a hauler or supplier only, the subcontract will not have items.

Figure 2. Subcontracts Window - Items Panel



Key Information

Contract ID ID for the contract. Agency-defined.

Subcontract Nbr Subcontract Number. ID for each subcontract. User-entered.

Available Items

Project Number ID for the project. Agency-defined.

Line Item Contract line item for the subcontractor to work.

Item Code ID for a particular item. Agency-defined.

Units Type Unit of measure for the subcontract line item.

Specialty Indicates that the line item is a specialty item. Specialty items are excluded from the calculation to determine the maximum amount of the contract that can be subcontracted.

Short Description Description of the line item.

Line Item Nbr Line Item Number. For a parent subcontract, the line item is selected from the Contract Item list. For lower-level subcontracts, the line item is selected from the Parent Subcontract Line Item dropdown list.

Supp Description 1 Supplemental Description 1. Description supplemental to the item’s description.

Supp Description 2 Supplemental Description 2. Secondary description supplemental to the item’s description.

Contract Bid Information

Contract Bid: Quantity Contract bid quantity of the contract line item.

Contract Bid: Unit Unit of the item identified on the invoice.

Contract Bid: Price $ Unit price of the item identified on the invoice.

Contract Bid: Amount $ Total amount of the bid Item available for subcontract. Equals the product of the contract bid unit price of the item multiplied by the contract bid quantity.

Current Contract Information

Current Contract: Quantity

Current quantity of the contract line item including any change orders. Equals the sum of bid quantity and the net change order quantity.

Current Contract: Unit Unit of the item identified on the invoice.

Current Contract: Price $ Unit price of the item identified on the invoice.

Current Contract: Amount $

Total amount of the current item available for subcontract. Equals the product of the contract bid unit price of the item multiplied by the current contract quantity.



Parent Subcontract Information

Parent Subcontract: Quantity

Quantity of the line item subcontracted to the parent subcontract. Empty on a parent subcontract.

Parent Subcontract: Unit Unit of the parent subcontract line item.

Parent Subcontract: Price $

Unit price of the item for parent subcontract. If this is a parent subcontract, it will be blank.

Parent Subcontract: Amount $

Total amount of the item available for lower-level subcontract. Parent subcontract item equals the product of the parent subcontract unit price of the item multiplied by the parent subcontract quantity.

This Subcontract Information

This Subcontract: Quantity

Quantity of the line item subcontracted to this subcontract. Must be positive and less than or equal to the parent subcontract quantity for a lower-level subcontract. For a parent subcontract, must be less than or equal to the current quantity minus all other parent subcontract quantities for this item.

This Subcontract: Unit Unit of this subcontract line item. Defaults to the unit on the contract bid item.

This Subcontract Price $ Unit price of the item for this subcontract.

This Subcontract Amount $

Total amount of the subcontract item. Subcontract item amount equals the product of subcontract unit price of this subcontract item multiplied by the subcontract quantity. If this amount exceeds the current contract amount (for level 1 subcontracts), or the parent subcontract amount (for lower-level subcontracts), a warning will be displayed.

Subcontract Amount Sum of quantity times unit price for all subcontract items, or the value entered directly if the subcontract has no line items (that is, a supplier or hauler).

Shared Information

Shared Level 1 Item Ind Shared Level 1 Item Indicator. Indicates whether this item is included on any other level 1 subcontract for this contract.

Table 2. Subcontracts Window - Items Panel - Fields


Exercise 2

In this exercise, learn to view subcontract items.



Keys: D260005Q; 02 (subcontract)

1. On the Subcontracts window, click the Items tab. SiteManager displays the Items panel.

2. Is the subcontractor approved to work on item code 304.12. ____________

You’ve viewed subcontract items.

ANSWERS

2. YES


Summary

To access the Subcontracts window:



2. Double-click the Contractor Management icon.

3. Double-click the Subcontracts icon.

4. On the Select Contract ID window, in the Contract ID area, double-click the desired contract.

5. In the Subcontract area, double-click the desired subcontract.

To view subcontracts:

1. On the Subcontracts window, click the Description tab.

To view subcontract items:

1. On the Subcontracts window, click the Items tab.


Review Exercise

In this exercise, learn to view subcontract items.



Keys: D260005Q; 02 (subcontract)

1. View subcontract 01 for contract D260005Q.

2. What is the dollar amount of this subcontract? _________

3. Is this subcontractor approved to work on item code 209.15

as part of this contract? _________


ANSWERS

2. $31,000.00

3. NO


Reviewing Daily Work Reports and Diaries


� Understanding Diaries 2

� Viewing Existing Diaries 4

� Understanding Daily Work Reports 8

� Viewing Existing DWRs 10

� Summary 24


2 Reviewing Daily Work Reports and Diaries

Understanding Diaries

Use the Diary window to view existing diaries, view remarks, and preview authorized and unauthorized DWRs.

Figure 1. Diary Window

Panel Name Description

Authorize Indicates if the DWR is approved for payment.

Charge Usage: Do not use this panel.

Table 1. Diary Window - Panels


Exercise 1

In this exercise, learn to log on and open the Diary window.

User ID: tkade Password: pass Connection: Server

Group Name: Construction MURK (MURK)

Keys: NA

1. Start and log onto SiteManager as user tkade.

2. On the Main Panel panel, double-click the Daily Work

Reports icon.

3. On the Daily Work Reports panel, double-click the Diary icon. SiteManager displays the Contract ID window.

4. In the Contract ID area, in the Contract ID column, double-click D260005L. SiteManager displays the Date area.

5. In the Diary Date column, double-click 10/16/2007. SiteManager displays a message to inform you that the diary will be read-only.

6. In the message, click the OK button. SiteManager displays the Diary window.

You’ve opened the Diary window.

NOTE

THIS USER HAS INQUIRY-ONLY ACCESS TO THE

DIARY WINDOW. UPON

ENTERING THE WINDOW, THE USER MUST SELECT

A DIARY. WITH UPDATE

ACCESS, SITEMANAGER

DISPLAYS THE WINDOW

IN NEW MODE, READY TO

CREATE A NEW DIARY.


Viewing Existing Diaries

To view a diary and all submitted DWRs for a date, on the Authorize panel, select a contract and enter a date.

Figure 2. Diary Window - Authorize Panel

NOTE

EVEN IN READ-ONLY

MODE, THE DIARY DATE

FIELD IS AVAILABLE. USE

IT TO OPEN OTHER

EXISTING DIARIES.



Key Information

Contract ID ID for the contract.

Diary Information

Diary Date Date of the diary

Last Modified User ID User ID of the last person to modify the diary.

Creator User ID User ID of the diary creator.

DWR Information

Inspector Name of the DWR creator.

Authorized Indicates if DWR is authorized for payment.

Authorized Date Date the DWR was authorized on a diary.

DWR Template Indicates if a DWR template is used.

Remarks

Remark Types (no label)

SiteManager displays a check mark next to the remark type to indicate that a remark exists.

Remarks No size limit.

Spell Check Click to check spelling of the visible remark text. Not available in read-only mode.

Table 2. Diary Window - Authorize Panel - Fields

Viewing Diary Remarks

To view a diary remark, select the appropriate remark type on the Diary window. The remarks pertain to the diary for the day.

Exercise 2

In this exercise, learn to view diary remarks.



Keys: D260005L; 10/16/2007 (diary)

1. What types of remarks have been entered? _____________

2. Do the remarks pertain to only the selected DWR or the diary as a whole? ____________________

You’ve viewed different types of remarks on a diary.

ANSWERS

1. 02 WZTC AND 04

CONTRCTR WORK HRS

2. DIARY AS A WHOLE


Previewing Diaries and DWRs

To preview a DWR, or view and print a summary of a DWR without leaving the Diary window’s Authorize panel, click the Preview DWR button.

Tip! Use the Services menu’s Preview Diary and All DWRs choice to create a report that includes all DWRs included on the diary.

Figure 3. Print Preview Window

Exercise 3

In this exercise, learn to preview a diary and all associated DWRs.



Keys: D260005L; 10/16/2007 (diary)

1. On the Services menu, select the Preview Diary and All

DWRs choice. SiteManager displays the Print Preview window.

2. What is the name of the template used to calculate the short term pavement marking on item code 619.1503 15? __________________________

3. To close the Print Preview window, click the Close button.

You’ve previewed a diary and all associated DWRs.

ANSWERS

2. PAVEMENT STRIPING

CALCULATIONS

(SEE PAGE 5, TEMPLATE

NAME FIELD.) THIS IS THE

WAY TO SEE THE

TEMPLATE NAME

WITHOUT GOING TO THE

DAILY WORK REPORTS

WINDOW.

USAGE

OBTAIN TEMPLATE

VALUES FROM CUSTOM

REPORT.


Previewing DWRs

To view a selected DWR, click the Preview DWR button on the toolbar.

Exercise 4

In this exercise, learn to open an existing diary by using the Diary Date field and preview a DWR.



Keys: D260005L; 10/16/2007 (diary)

1. In the Diary Date field, type 101807.

2. On your keyboard, press the Tab key. SiteManager displays a message to inform you that the diary will be read-only.

3. In the message, click the OK button. SiteManager displays the list of DWRs submitted for the selected date.

4. On the toolbar, click the Preview DWR button. SiteManager displays the Print Preview window.

5. Is the only DWR on this diary already authorized? _______

6. To close the Print Preview window, click the Close button.

7. To close the Diary window, on the toolbar, click the Close button. SiteManager displays the Daily Work Reports panel.

You’ve opened an existing DWR and previewed it from the Diary

window.

NOTE

IGNORE DIARY CHARGE

SECTION OF THE

REPORT.

ANSWERS

5. YES

DEMO

CALENDAR FUNCTION


Understanding Daily Work Reports

Use Daily Work Reports (DWRs) to review daily work and construction activity performed on the contract, including any attachments associated with items.

Figure 4. Daily Work Reports Window

Panel Name Description

DWR Info Information about the day.

Contractors Daily data about the prime and subcontractor(s), supervisor(s), and variable labor (by personnel type).

Contractor Equip

Daily presence and use of equipment on the job site for a selected contractor.

Daily Staff Usage: Do not use this panel.

Work Items Available contract items and usage data for installed work items.

Force Accounts Usage: Do not use this panel.

Table 3. Daily Work Reports Window - Panels


Exercise 5

In this exercise, learn how to open the Daily Work Reports window.



Keys: D260005L

1. On the Daily Work Reports panel, double-click the Daily

Work Reports icon. SiteManager displays the Contract ID window.

2. In the Contract ID area, in the Contract ID column, double-click D260005L. SiteManager displays the Inspector area.

3. In the Inspector Name column, double-click Chace Green. SiteManager displays the Date area.

4. In the DWR Date column, double-click 10/18/07. SiteManager displays a message to inform you that the DWR will be read-only.

5. In the message, click the OK button. SiteManager displays the Daily Work Reports window.

You’ve opened the Daily Work Reports window.


Viewing Existing DWRs

To view basic information about a day, use the DWR Info panel.

Figure 5. Daily Work Reports Window - DWR Info Panel



Key Information

Contract ID ID for the contract. Required for a minimal DWR.

Inspector DWR author’s name. Required for a minimal DWR.

DWR Date Date covered by this report. Required for a minimal DWR.

DWR State Information

Locked Indicates state of the DWR. If Yes, cannot modify DWR; DWR transferred via pipeline to the other mode and the editable version is available only in the other mode.

Authorized Indicates state of the DWR. If Yes, cannot modify DWR; DWR approved for payment.

Authorized Date Date the DWR was authorized on a diary.

Weather Information

Temperature: High and Low

High and low temperature recorded for the work day.

Weather Conditions: A.M. and P.M.

Significant weather conditions for the morning and evening for the work day.

Installed and On-Site Indicators

Work Items Are Installed

Usage: Indicates data entered on Work Items panel. Customized generic software’s ‘No Work Items Installed’ label and removed check boxes.

Contractors Are On Site

Usage: Indicates data entered on Contractors panel. Customized generic software’s ‘No Contractors On Site’ label and removed check boxes.

Work Suspended Information

Work Suspended

Use when suspending work for any reason during a single day. To make available the Suspended Time and Resumed Time fields, select this check box.

Suspended Time

If work stops during the day, record the time.

Resumed Time If work starts again after a suspension, record the time.

Remarks

Remark Types (no label)

SiteManager displays a check mark next to the remark type to indicate that a remark exists.

Remarks Remarks for the day. User entered; no size limit.

Spell Check Click to check spelling of the visible remark text.

Table 4. Daily Work Reports Window - DWR Info Panel - Fields


Exercise 6

In this exercise, learn how to view basic DWR information.



Keys: D260005L; Chace Green (inspector); 10/18/07 (DWR)

1. While on the Daily Work Reports window, view the DWR info panel.

2. Have any work items been installed? _________________

You’ve viewed basic DWR information.

ANSWER

2. YES (SEE MESSAGE

AREA)


Tracking Contractors, Superintendents and Personnel

To view contractors, superintendents and personnel reported to have been on site, use the Contractors panel.

Figure 6. Daily Work Reports Window - Contractors Panel



Key Information

Contract ID ID for the contract. Populated from DWR Info panel’s Contract ID field.

Inspector DWR author’s name. Populated from DWR Info panel’s Inspector field.

Date Date covered by this report. Populated from DWR Info panel’s DWR Date field.

Contractor Area

Contractor Name of the vendor.

Nbr of Supervisors Number of supervisors recorded. Auto-calculated.

Nbr of Workers Number of workers recorded. Auto-calculated.

Contractor Hrs Worked Hours worked by a contractor. Auto-calculated.

Superintendent Area

Superintendent Type of supervisor/foreman.

Hours Worked Usage: Do not use this field.

Personnel Type Area

Personnel Type Title of workers reported.

Nbr of Persons Number of workers present.

Hours Worked Usage: Do not use this field.

Total Hours Usage: Do not use this field.

Table 5. Daily Work Reports Window – Contractors Panel – Fields

Tracking Prime Contractor and Subcontractors

To track information for the prime contractor and all of the associated subcontractors, view the Contractor area.

Tracking Contractor Superintendents

To track non-working supervisors or superintendents (by personnel type), view the Superintendent area.

Tracking Contractor Personnel

To track working supervisors, foremen and other contractor personnel (by personnel type and number), view the Personnel Type area.


Exercise 7

In this exercise, learn how to view contractors, supervisors and personnel information.




1. To view the contractors, supervisors and personnel information, click the Contractors tab. SiteManager displays the Contractors panel.

2. How many laborers did the subcontractor have on site? ____

You’ve viewed contractors, supervisors and personnel information.

ANSWER

2. TWO LABORERS (BE

SURE TO SELECT THE

SUBCONTRACTOR!)


Tracking Contractor Equipment

To track the pieces of equipment recorded as present on site and used for a contractor, view the Contractor Equip panel.

Figure 7. Daily Work Reports Window - Contractor Equip Panel


Key Information




Contractor Information

Contractor Short name for the vendor who worked on the contract on this date. Populated from Contractors panel.

Nbr of Supervisors

Number of Supervisors. Total of all the supervisors recorded. Auto-calculated from entries in Contractors panel.

Nbr of Workers Number of Workers. Total of all the workers recorded. Auto-calculated from entries in Contractors panel.

Contractor Hrs Worked

Contractor Hours Worked. Hours worked by the contractor on this date. Auto-calculated from entries in Contractors panel.

NOTE

EQUIPMENT CATEGORIES

CORRESPOND TO THE

BLUE BOOK, FIRST

CATEGORY LEVEL.



Equipment Information

Equipment ID – Description

Description of the piece or type of equipment.

Nbr of Pieces Number of Pieces. Usage: Number of pieces used for each equipment type.

Nbr Used Number Used. Usage: Same value as Nbr of Pieces field.

Hours Used Usage: Do not use this field.

Table 6. Daily Work Reports Window – Contractor Equip Panel – Fields

Exercise 8

In this exercise, learn how to view contractor equipment.




1. Click the Contractor Equip tab. SiteManager displays the Contractor Equip panel.

2. How many compactors did the prime contractor have on site? ___________

You’ve viewed contractor equipment information.

ANSWER

2. TWO COMPACTORS


Viewing Work Items

To track usage data for installed work items, view the Work Items panel.

Understanding the Two Views of the Work Items Panel

The Select Work Items view of the Work Items panel displays a list of available items for that contract. To view information about the quantity of an item a contractor installed, select the work item and click the Record Work Item button. SiteManager then displays an area to record information about the quantity and location used that day in the Record Work Items view.

To toggle between the two views, on the toolbar, use the Record Work Item button to view usage data and the Selects Work Item button to view available contract items.

Figure 8. Daily Work Reports Window - Work Items Panel (Select Work Item View)



Key Information




Select Work Item View Information

Project Number Number corresponding to the project that includes the item.

Line Item Number

Contract line item number of the work item.

Category Number

Category number that includes the work item.

Item Code Agency-defined code to identify an item.

Description Short description of the work item.

Instld Installed. When selected, indicates an installed item.

Supplemental Description 1

Additional description for the item.


Additional description for the item.

Table 7. Daily Work Reports Window - Work Items Panel (Select Work Item View) - Fields

Figure 9. Daily Work Reports Window - Work Items Panel (Record Work Item View)



Key Information




Project Nbr Number of project on which the item is included.

Line Itm Nbr Contract line item number of the item.

Item Code ID for the item.

Category Nbr Category of the item.

Item Information

Item Desc Short description of the work item.

Unit Price Price per unit of item.

Supp Desc 1 Supplemental description 1.

Supp Desc 2 Supplemental description 2.

Record Work Item View Information

Qty Reported to Date

Total of all reported quantities on DWRs, whether authorized or unauthorized and regardless of inclusion on an estimate.

Qty Authorized to Date

Total of all reported quantities on authorized DWRs.

Units Type Unit of measure for the item.

Qty Installed to Date Total of all authorized reported quantities on DWRS included in an estimate of any status.

Will always equal the Qty Paid to Date value, unless adjusted on the Estimate Item Detail window.

Bid Qty Bid quantity of the selected line item.

Pay to Plan Qty Indicates if line item is paid to plan quantity. No overruns allowed.

Status Indicates current status of item.

Qty Paid to Date Total quantity reported on DWRs that were authorized in diaries and included in an estimate of any status.

Current Contract Qty Current contract quantity of the contract line item including any change orders. Calculated by the sum of bid quantity and the net change order quantity.

Location Sequence Information

Loc Seq Nbr Sequence number for the installation record for the item.

Location Installed Displays information from the Record Work Item area.



Placed Qty Displays value from Record Work Item area.

Plan Page Number Displays value from Record Work Item area.

Templt Used Indicates if a DWR template was used.

Record Work Item Information

Placed Qty Placed Quantity. Quantity of the work item installed on this date. May be calculated or manually entered depending on the use of a template.

Plan Page Nbr Plan Page Number. Page on which the work item is included.

Contractor Name of contractor responsible for the work item. Required.

Loc Seq Nbr Location Sequence Number. Sequence number for the installation record for the item.

Location Location where the work item was installed. Items may be installed at multiple locations. Description does not have to be unique for each entry. Required.

Measured Indicator Indicates the installation of this work item was measured.

From: Station Station ID that identifies where the installation of the work item starts.

From: Offset Offset from the station ID that identifies where the installation of the work item starts.

From: Distance Distance of the offset from the station ID that identifies where the installation of the work item starts.

To: Station Station ID that identifies where the installation of the work item ends.

To: Offset Offset from the station ID that identifies where the installation of the work item ends.

To: Distance Distance of the offset from the station ID that identifies where the installation of the work item ends.

Material Inspection Detail Information

Material Component Short material description.

Cont Est Matrl Qty Contract Estimated Material Quantity. Current quantity of contract items multiplied by the conversion factor.

Satisf Repr Matrl Qty

Satisfied Represented Material Quantity. Total material quantity reported on the Contract panel of the Maintain Sample Information window.

Reprt Matrl Qty Reported Material Quantity. Total material installed is calculated based on installed quantity of contract item multiplied by the conversion factor.

Matrl Unit Material Unit. Item material unit.

Table 8. Daily Work Reports Window - Work Items Panel (Record Work Item View) - Fields

QRG

FINAL MEASURED

QUANTITY PROCESS.


Exercise 9

In this exercise, learn how to view work items.




1. Click the Work Items tab. SiteManager displays the Work

Items panel. Items with recorded work appear at the top of the list.

2. In the Item Code column, double-click 304.12. SiteManager displays the Record Work Item view.

3. What is the quantity authorized to date? _______________

4. What is the quantity reported to date? ____________

You’ve viewed work item information.

Understanding the Impact of Recorded Work Items

If an item has installed quantities for the selected DWR, SiteManager selects the Instld check box on the Select Work Item view’s list of available contract items.

SiteManager uses the installed work items from the authorized DWRs as the basis for paying the contractor in an estimate.

ANSWER

3. 62.450

4. 124.900

NOTE

THE QUANTITY

REPORTED TO DATE

FIELD INCLUDES ALL

AUTHORIZED AND

UNAUTHORIZED

RECORDED WORK.


Running Attachments to Items

To view documents and other files linked to an item, use the SiteManager attachment feature.

Exercise 10

In this exercise, learn how to view remarks and a file attached to a work item record.



Keys: D260005L; Chace Green (inspector); 10/18/07 (DWR); 304.12 (item code)

1. While on the Work Items panel, in the Location Installed column, select Lake View Terrace Lane under bridge.

2. On the toolbar, click the Remarks button. SiteManager displays the Remarks window.

3. Review the remarks.

4. To close the Remarks window, click the Remarks button again.

Now, let’s open an attachment.

5. On the toolbar, click the Attachments button. SiteManager displays the Attachments window and extends the toolbar.

6. In the Description column, double-click Quantity Workup

for Item 304.12. Acrobat displays the file.

7. To close the attachment, exit the application.

8. To close the Attachments window, on the toolbar, click the Attachments button again.

9. To close the Daily Work Reports window, click the Close button.

You’ve viewed remarks and an attachment to a work item.


Summary

To open the Diary window (with read-only access):


Reports icon.

2. On the Daily Work Reports panel, double-click the Diary icon.


Reports icon.

4. On the Daily Work Reports panel, double-click the Diary icon. SiteManager displays the Contract ID window.

5. In the Contract ID area, in the Contract ID column, double-click the desired contract.

6. In the Diary Date column, double-click the desired date. SiteManager displays a message to inform you that the diary will be read-only.


To preview DWRs from the toolbar:

1. On the Diary window, in the Inspector column, select the desired DWR.

2. Click the Preview DWR button.

3. To close the preview window, click the Close button.

To preview a Diary and associated DWRs in one report:

1. With the Diary window open, on the Services menu, select the Preview Diary and All DWRs choice.

2. To close the preview window, click the Close button.

To open the Daily Work Reports window:


Reports icon.

2. On the Daily Work Reports panel, double-click the Daily

Work Reports icon.


Review Exercise

In this exercise, demonstrate how to review a diary and DWRs.



Keys: D260005L

1. Preview the diary and all DWRs for 10/16/07.

2. Did any DWRs use a DWR template? _____________

3. What is the Striping Total quantity? ________________


ANSWERS

2. YES, JAMES

ELLISON’S (SEE PAGE 5)

3. 608.

HINT

OPEN DWR WINDOW TO

VIEW TEMPLATE DATA

FOR JELLISON’S

10/16/07 DWR.

KNOWN ISSUE

IF TEMPLATE INDICATOR

DOES NOT SHOW, USE

FILE | REFRESH.

USAGE

OBTAIN TEMPLATE

VALUES FROM CUSTOM

REPORT.


Viewing Sample Information in LIMS


� Opening View-Only Sample Records 2

� Understanding Sample Information Views 5

� Viewing the Lower Panels 7

� Summary 12


2 Viewing Sample Information in LIMS

Opening View-Only Sample Records

Before displaying the View-Only Sample Information window, LIMS displays the Open Sample Records window where a user must specify criteria to search for samples. To find a specific sample record or groups of sample records based upon selected criteria, use the Open Sample Records window.

Usage: All groups with access to LIMS have access to the View-Only Sample Information window.

Using Generic Filter Criteria

The Filter dropdown list contains a default filter called Generic. Use the generic filter to create search criteria for samples. The Generic filter retains the filter criteria defined in the Open Sample Records window until you clear the filter.

Tip! Create filters for frequently used search criteria.

Figure 1. LIMS - Open Sample Records Window


Table 1. LIMS - Open Sample Records Window - Fields

Exercise 1

In this exercise, learn how to search for samples on a contract to view in the View-Only Sample Information window.

User ID: gginger Password: pass Connection: Server


Keys: NA

1. Start and log on to LIMS. LIMS displays the Navigation Panel.

2. On the Navigation Panel, double-click the View-Only

Sample Information icon. LIMS displays the Open Sample Records window with the generic filter criteria.

3. Click the Open Records button. LIMS displays the View-Only Sample Information window with only the sample records associated to D260005R.

You’ve used a generic filter to view a desired set of records.


Filter Dropdown list containing types of available filters (that is, Generic or user-specified).

New Filter Click to create a new filter.

Delete Filter Click to delete previously created filters.

Field Name of the field in which the filter criteria is applied.

Operator Equals, greater than, less than, begins with, and so on.

Value User-specified text by which to filter in a field.

And/Or Choose to combine criteria.

Add Criteria Click to add another row of criteria for additional comparisons.

Delete Criteria Click to remove the selected criterion.

Clear All Click to remove all selected criteria.

Open Records Click to invoke the search request.

Cancel Click to close the Open Sample Records window without performing a search request.


Creating New Filters

To create a new filter, click the New Filter button, name it, select criteria, and click the Save Criteria button. You may create as many filters as you need, the system does not have a maximum limit.

Note: Switch filters at any time by selecting a filter from the Filter dropdown list.

Tip! LIMS will retain the filter criteria unless you clear the criteria.

Exercise 2

In this exercise, learn how to create a new filter.



Keys: Contract ID - Equals - D260005R (filter)

1. On the toolbar, click the Open button. SiteManager displays the Open Sample Records window.

2. Click the New Filter button. LIMS prompts you to name the new filter.

3. In the Save New Filter As field, type Contract and P/S.

4. Click the OK button. LIMS displays ‘Contract and P/S’ in the Filter dropdown list.

Now, let’s add criteria and open records.

5. Click the Add Criteria button. SiteManager adds a row.

6. In the Field dropdown list, select the Contract ID choice.

7. In the Operator dropdown list, select the Equals choice.

8. In the Value field, type D260005R.

9. Click the Add Criteria button. SiteManager adds a row.

10. In the Field dropdown list, select the Producer Supplier

Code choice.

11. In the Operator dropdown list, select the Equals choice.

NOTE

VALUE FIELD IS

CASE-SENSITIVE.

IMPORTANT!

THE ASTERISK AT

THE END OF SOME

COLUMN HEADINGS

SERVES TO INFORM

YOU THAT THE

FILTER USES THE

CODE VALUE

RATHER THAN THE

DESCRIPTION.


12. In the Value field, type C0003.

13. Click the Open Records button. LIMS displays only the samples for D260005R with the producer supplier code C0003.

14. What is the material code for all the samples? __________

You’ve created a filter to view a desired set of records.

Understanding Sample Information Views

To verify information on a sample record, use the View-Only Sample Information window. The View-Only Sample Information window’s upper pane displays sample records in the system. By selecting a row in the upper pane, the information in the lower pane changes to review sample details, contract details, other details, sample receive information, and tests assigned, for the selected row.

Figure 2. LIMS - View-Only Sample Information Window

ANSWERS

14. CLASS-A



Sample ID Unique ID auto-generated by SiteManager.

Control Number Allows tracking of related samples in LIMS. SiteManager assigns "CN" followed by the sample ID.

Seal Number Secondary sample ID.

Material Code Unique ID of the material.

Material Name Name assigned to the material.

Sample Type* Identifies the purpose of the sample.

Sample Status* Status of the sample being viewed.

Sample Date Date that the sample was taken.

Log Date Date that the sample is entered into SiteManager.

Sample Finalized Date Date that the Sample is authorized.

Geographic Area* Region where the sample was taken.

P/S Code Code of the producer/supplier that supplied the material.

Plant ID Code for the plant that provided the material.

Product Name Brand name of the material.

Sampler User ID of the person who took the sample.

Logged By User ID of the person who entered the sample.

Sample Requestor Name of person requesting the sample.

Last Modified By User ID of the last user to modify the sample.

Table 2. LIMS - View-Only Sample Information Window - Fields


Exercise 3

In this exercise, learn how to sort the data in the upper pane of the View-Only Sample Information window.



Keys: Contract ID - Equals - D260005R and

Producer Supplier Code – Equals – C0003 (filter)

1. Click the Sample ID column heading. The system sorts the column alphabetically.

2. Select the row for the sample ID that ends in 2819.

You’ve sorted the records.

Viewing the Lower Panels

Use the panels in the lower pane of the window to view information about the sample and associated tests. The system pulls details from the Maintain Sample Information window, test templates, and various test and sample review windows.

Figure 3. LIMS - View-Only Sample Information Window - Lower Panels



Sample Details panel

Smpl Id Sample ID. Unique ID auto-generated by SiteManager.

Lab Control Number

Provides tracking of related samples in LIMS. SiteManager assigns ‘CN’ followed by the sample ID.

Lab Ref Number Lab Reference Number. Used to help identify the sample.

Material Unique code of the material and description.

Sample Status Code that identifies the current status of the sample record. Reflects current state of the sample.

Pending - Initial Status

Logged - Tests Assigned

Received - Received by Central Lab

In Testing - Enter test results

Pre-Authorization - Sample in Review Sample Queue

Complete - When Sample Authorized

Sample Type Sample type’s code. Used in the default assignment of tests for the sample.

Usage: Refer to NYSDOT Sample Login Spreadsheet for selection based upon material.

Acceptance Method

Populated by the user in LIMS when the Sample Review (Approval) is completed.

Log Date Date the sample was created in SiteManager.

Sample Date Date that the sample was actually taken.

Geographic Area Location where the sample was taken.

Authorized By LIMS populates this field with the SiteManager user ID of the person who completes the Sample Review/Approval in LIMS.

Authorized Date Authorized Date. LIMS dates when the sample completed the Sample Review (Approval) process.

Smpld By User ID of the person who took the sample.

Producer Supplier

Code and description of the producer supplier that supplied the material.

Manufacturer Manufacturer of the product selected.

Plant Identifies the plant that provided the material.

Plant Type Code for the plant that provided the material.

Mix Design Type Type of mix design (for example, PCC).

Mix ID Unique code to identify the mix.

Product Name Product Name. Brand of the material.

Reference Location referenced on the plans where the sample was taken.

Station Station ID that identifies where the installation work began.

Offset Offset from the station ID that identifies where the installation work began.



Dist from Fnshd Grd

Distance from Finished Grade.

Sample Origin Origination of the sample.

Town Name of the town from which the sample was taken.

Sampled From From where the sample was taken.

Requested By Name of Person requesting the sample.

Intended Use Reason for using the material.

Buy USA Indicates if the material fulfills the requirement for the BUY USA program.

Witnessed By ID of the person witnessing the taking of the sample.

Control Nbr Control Number. Provides tracking of related samples in LIMS. SiteManager assigns ‘CN’ followed by the sample ID.

Represented Qty Quantity and units of material represented by the sample.

Seal Nbr Seal Number. Automatically generated to be used to help identify the sample.

Sample Size Size of the sample being taken.

Linked Sample ID ID of the sample linked to the opened sample.

Revised from Sample ID

Original sample ID that was revised.

Contract Details panel

Contract ID Unique ID to identify the contract.

Project Nbr Project Number. Unique ID of the project.

Line Item Nbr Line Item Number. Within a project.

Represented Quantity

Quantity of the material for the selected contract item.

Other Details panel

Other Type Type of information tracked. Agency-defined.

Other Information Recorded value for the selected type.

Tests Assigned panel

Test Meth Test Method. Identification code of the assigned test performed on the sample.

Test Description Description of the assigned test performed on the sample.

Smpl Tst Nbr Sample Test Number. Number assigned to each unique test on a sample.




Test Status panel

Test Meth Test Method. Identification code of the assigned test performed on the sample.

Test Description Description of the assigned test performed on the sample.

Smpl Tst Nbr Sample Test Number. Number assigned to each unique test on a sample.

Test Status Identifies where the test is in the work flow.

Priority Priority of the test.

Due Dt Due Date. When the test results are due.

Reportable Indicates if test results are acceptable and will appear on reports.

Test Result Val Test Result Value.

Tester ID User ID of the tester.

Lab Unit Identifies the lab.

Chrg Amt Charge Amount. Pertains to the test.

Start Dt Start Date. When test results were first entered.

Actl Compl Dt Actual Completion Date of the test results.

Test Results panel

Test Template Name of the test.

Tst Desc Test Description. Description of the test.

Template Column Identifies the name of the test template.

Min Minimum range of test specification values.

Max Maximum range of test specification values.

< Sample ID > / < Test Number >

Identifies the sample and the test number.

Table 3. LIMS - View-Only Sample Information Window - Lower Panels - Fields


Exercise 4

In this exercise, learn how to view the lower panels.



Keys: rcerrone0873072819 (sample ID)

1. On the Sample Details panel, what is the sample type? ____________

Now, let’s view the contract details.

2. Click the Contract Details tab. LIMS displays the Contract Details panel.

3. What is the represented quantity of this sample? ____

Now, let’s view the destination lab and other details.

4. Click the Other Details tab. LIMS displays the Other

Details panel.

5. What is the destination lab for this sample? _________

Now, let’s view the tests assigned to the sample.

6. Click the Tests Assigned tab. LIMS displays the Tests

Assigned panel.

7. Which tests are assigned to this sample? _________

Now, let’s view the status of the tests performed.

8. Click the Tests Status tab. LIMS displays the Tests Status panel.

9. Are any of the test results ‘Out of Spec’? _________

Now, let’s view the results of the tests.

10. Click the Tests Results tab. LIMS displays the Tests

Results panel.

11. What are the Min and Max results for the Air Content test? _________________

You’ve viewed the lower panels.

ANSWERS

1. PROJECT

CONCRETE –

SLUMP/AIR/CAST CYL.

3. 1.000

5. FIELD LAB

7. AIR CONTENT, CONCRETE CYLINDER

CAST, AND SLUMP.

9. YES, AIR

CONTENT.

11. 5 AND 9


Summary

To open the View-Only Sample Information window:

1. On the Navigation Panel, double-click the Sample

Information Views icon.

To open the Open Sample Records window:

1. On the View-Only Sample Information window’s toolbar, click the Open button.

To create a new filter:

1. On the Navigation Panel, double-click the View-Only Sample Information icon.

2. In the Filter dropdown list, select the Generic choice.

3. Click the Add Criteria button.

4. In the Field dropdown list, select the desired choice.

5. In the Operator dropdown list, select the desired choice.

6. In the Value field, type the desired text.

7. Click the Open Records button.


To create a multi-criteria filter:

1. On the Open Sample Records window, in the Filter dropdown list, select the Generic choice.

2. Click the Add Criteria button.




6. Click the Add Criteria button again.

7. In the And/Or dropdown list, select the desired choice.





To clear all criteria:

1. On the Open Sample Records window, in the Filter dropdown list, select the desired choice.

2. Click the Clear All button.


To delete a filter:

1. On the Open Sample Records window, in the Filter dropdown list, select the desired choice.

2. Click the Delete Filter button.

To view Sample Details, Contract Details, Other Details, Sample Receive, Tests Assigned, or Test Results panels:

1. On the View-Only Sample Information window, in the upper pane, select the desired sample record.

2. In the lower pane, click the desired tab.


Review Exercise

In this exercise, demonstrate how to enter criteria to filter samples.



Keys: NA

1. Switch to the generic filter.

2. Clear the filter.

3. Create a generic filter to open sample records where the

sample date equals 04/05/07.

4. View a record.

5. Exit SiteManager LIMS.


Viewing Stockpile Records


� Understanding Stockpiles 2

� Viewing Stockpile Records 5

� Summary 7


2 Viewing Stockpile Records

Understanding Stockpiles

To view materials or items for a stockpile on a contract and invoice data for the materials, use the Stockpiled Materials window. During estimate generation, SiteManager uses the data on the Stockpiled Materials window to determine the amount to be paid for the items installed.

Usage: Partial payments are SiteManager’s stockpiles.

Understanding Replenished Stockpiles

When additional deliveries of a stockpiled material are received, the stockpiled record will be replenished. SiteManager displays the number of times a stockpile has been replenished in the Replenish Sn field.

Understanding Closed Out Stockpile Balances

Unused quantities of a stockpiled material will be removed and payment for the unused portions refunded using the Stockpiled Materials window’s Close Out Balance function.

Figure 1. Stockpiled Materials Window

NOTE

STOCKPILED MATERIALS

= PARTIAL PAYMENTS



Contract Line Item Data

Contract ID Agency-defined ID for the contract.

Project Nbr Project Number. Agency-defined ID for the project.

Catg Nbr Category Number. Assigned to the line item.

Line Itm Nbr Contract Line Item Number that identifies each item as it appears on the contract.

Units Description of the unit of measurement for the line item.

Unit Price Price for a single unit of the line item, as indicated on the proposal or contract.

Bid Quantity Quantity of the line item, as indicated on the proposal or contract.

Item Description Short explanation of the item.

Supp Description 1 Supplemental Description 1. Additional explanation of the item.

Supp Description 2 Supplemental Description 2. Additional explanation of the item.

Stockpiled Material Data

Matl Code Material Code. Agency-defined ID for the material.

Stockpiled Desc Stockpiled Description. Description of the material (or item) being stockpiled.

Status Status of a stockpiled material. Either Open, Active, or Closed. SiteManager assigns new materials the Open status; materials included in an estimate, the Active status; when a balance is closed out, the Closed status. May modify Open and Active materials unless an estimate is pending. May delete only Open materials.

Invoice Date Date of the invoice.

Invoice Number Identifies the invoice received with the material. Required.

Quantity Number of units received. When modified, cannot be less than installed quantity to date. Required.

Units Description of the unit of measurement for the stockpiled material.

Unit Price Unit price of the stockpiled material.

Conv Factor Conversion Factor. Derived from the contract line item information. Number of units of the material used in one unit of the line item. May modify the default value. If set to zero, SiteManager does include a conversion factor when calculating line item adjustments during the estimate process.

Conv Unit Price Conversion Unit Price. Unit price of the material multiplied by the conversion factor. System-calculated.

Invoice Amount Material quantity multiplied by the unit price. System-calculated.



Initial Invoice Payment

Initial payment to be applied to the invoice upon generation of the first estimate for the stockpiled material. Cannot be more than the invoice amount. Usage: May only pay up to 85% of bid amount for the item.

Matl Sn Material Sequence Number. System-generated. If there is more than one stockpile associated to the item, SiteManager increments the material sequence number to differentiate the stockpiles.

Replenish Sn Replenish Sequence Number. Denotes the number of times a stockpile was replenished. System-generated.

Remaining Quantity Quantity of the material that remains. Difference between quantity and installed quantity to date. System-calculated. May be zero if the material quantity has been installed, the stockpile or project is closed, or the contract is ended.

Installed Qty To Date

Installed Quantity to Date. Quantity of the material installed to date. Calculated by the estimate generation process. System-calculated.

Paid To Date Amount paid for the stockpiled material to date. Calculated by the estimate generation process. System-calculated.

Table 1. Stockpiled Materials Window - Fields

Determining the Quantity and Initial Invoice Payment

SiteManager calculates payments for stockpiled materials based on the quantity of material used per contract item. SiteManager does not automatically apply portions of the invoiced material quantity and payment amount to different contract items. Users decide to which items they should apply the invoiced amounts for a stockpiled material.


Viewing Stockpile Records

To view a stockpile record, use the Stockpiled Materials window.

Tip! To more easily identify the stockpile, the item number and item description are included in the Stockpiled Desc field.

Exercise 1

In this exercise, learn to view a stockpile record.

User ID: vsmith Password: pass Connection: Server


Keys: NA

1. Start and log on to SiteManager as user vsmith.


Administration icon. SiteManager displays the Contract

Administration panel.


4. Double-click the Stockpiled Materials icon. SiteManager displays the Stockpiled Material Select window.

5. In the Contract ID area, in the Contract ID column, double-click D260005Q. SiteManager displays the Stockpiled Materials area.

6. In the Invoice Number column, double-click 6107-1. SiteManager displays the Stockpiled Materials window.

7. Has this stockpile been used on an approved estimate? _____________

8. Has the initial invoice payment been made? _________

KNOWN ISSUE

IGNORE THE DIFFERENT

SHADING IN THE

REPLENISH SN FIELD. SHOULD BE THE SAME AS

THE OTHERS.

ANSWERS

7. NO, NOTHING SHOWN

IN THE INSTALLED QTY

TO DATE FIELD OR THE

PAID TO DATE FIELD.

8. NO, THE PAID TO

DATE FIELD IS ZERO.

NOTE

THE REPLENISH SN FIELD

DENOTES THE NUMBER

OF TIMES THE

STOCKPILE WAS

REPLENISHED.


Now, let’s view an attachment.

9. On the toolbar, click the Attachments button. SiteManager displays the Attachments window.

10. In the Attachments window, in the Name column, double-click Request for Partial Payment. SiteManager opens the application window to display the file.


12. To close the Attachment window, on the toolbar, click the Attachments button.

You’ve viewed a stockpile record.


Summary

To open the Stockpiled Materials window:




3. On the Contract Records panel, double-click the Stockpiled Materials icon.

4. In the Stockpiled Material Select window, in the Contract

ID column, double-click the desired contract.

5. In the Stockpiled Materials area, in the Invoice Number column, double-click the desired invoice.


Review Exercise

In this exercise, demonstrate how to view a stockpile record.

User ID: vsmith Password: pass Connection: Server


Keys: D260005Q; 6107-1 (invoice)

1. View a stockpile record for invoice number 6106-1.

2. What is the stockpiled item? ______________

3. What is the initial invoice amount? ____________________

4. Has this stockpile ever been replenished? ____________


ANSWERS

2. CONCRETE MEDIAN

BARRIER (MODIFIED)

3. $305,155.44

4. NO


Reviewing and Approving Estimates


� Understanding the Estimate Approval Process 2

� Reviewing Estimates 2

� Managing the Workflow with System-Generated Messages 3

� Viewing the Estimate Summary 3

� Viewing Discrepancies 6

� Viewing the Estimate Item Paybook 12

� Viewing Line Item Adjustments 15

� Approving Estimates 19

� Rejecting Estimates 22

� Tracking Estimates 25

� Viewing the Estimate History 27

� Summary 29


2 Reviewing and Approving Estimates

Understanding the Estimate Approval Process

The SiteManager estimate approval process provides an audit trail and prepares the estimate for the creation of the extract file used by the financial system. The last reviewer’s approval indicates that the estimate is ready for payment.

Reviewing Estimates

To review estimates for a contract, use SiteManager software’s Contractor Payments component.

Exercise 1

In this exercise, learn to access the Estimate panel.

User ID: mcope Password: pass Connection: Server

Group Name: Main Office Account Payable (MOACTPAY)

Keys: NA


2. On the Main Panel panel, double-click the Contractor

Payments icon. SiteManager displays the Contractor

Payments panel.

3. Double-click the Estimate icon. SiteManager displays the Estimate panel.

You’ve accessed the Estimate panel.

Understanding User Tasks

To review an estimate in SiteManager, perform the following tasks:

� View estimate information.

� View estimate item details.

� View discrepancies.

� View payment history for an item.

� View line item adjustments.


Managing the Workflow with System-Generated Messages

As you move estimates through the estimate process, SiteManager automatically generates messages and delivers them to one or more appropriate users. These messages inform the recipient of necessary tasks.

Usage: Messages display in State DOT email system.

For example, during the approval cycle, SiteManager sends a message to inform the next approver that the estimate is awaiting review.

Viewing the Estimate Summary

To view calculated estimate summary information, use the Estimate Summary window.

Figure 1. Estimate Summary Window



Key Information

Contract ID ID code for the contract. Agency-defined.

Estimate Nbr Estimate Number. Sequential number for the estimate on a contract.

Column Labels

Previous Estimate(s) ($) Total amount paid for all previous estimates before current estimate period.

This Estimate ($) Total amount calculated for current estimate period.

Total ($) To Date Total amount paid for all previous estimates and calculated for the current estimate period.

Row Labels

Item Earnings Dollar amount of the work items installed and included in an estimate.

Participating Dollar amount federally funded for all the items included in an estimate.

Non-Participating Dollar amount not federally funded for all the items included in an estimate.

Retainage Usage: Do not use.

Stockpiled Materials Dollar amount of installed stockpiled materials.

Incentive Usage: Do not use.

Disincentive Usage: Do not use.

Liquidated Damage Usage: Do not use.

Other Adjustments Dollar amount of line item adjustments (other than overrun adjustments).

Overrun Adjustments Dollar amount of line item adjustments resulting from overruns.

Paid to Contractor Dollar amount paid to the contractor. Computation of item total, retainage, liquidated damages, stockpiled materials, overrun adjustments, and other adjustment totals.

Discrepancies Information

Deficient Payrolls Usage: Do not use.

Civil Rights Rpt. Deficiency

Usage: Do not use.

Item Indicates that item/material discrepancies exist for the current estimate. Includes missing sampling and testing requirements.

Other Indicates contract completion date missed for the current estimate.

Subcontractors Information

Subcontractors Paid Indicates subcontractor performed work during the current estimate period.

Table 1. Estimate Summary Window – Fields


Exercise 2

In this exercise, learn to view an estimate summary.



Keys: NA

1. On the Estimate panel, double-click the Estimate Summary icon. SiteManager displays the Select Contract and Estimate window.

2. In the Contract area, in the Contract ID column, double-click D260005W.

3. In the Estimate area, in the Estimate Number column, double-click 0001. SiteManager displays the Estimate Summary window.

You’ve viewed an estimate summary.


Viewing Discrepancies

To view all discrepancies associated with an estimate, use the Estimate Discrepancies window.

The types of discrepancies include the following:

� Overrun or underrun quantities of an item

� Material sampling and testing requirements not met

� Contract completion date missed

Figure 2. Estimate Discrepancies Window


Key Information


Estimate Nbr Sequential number for the estimate on a contract.

Status Status of the estimate.

Discrepancy Information

Description Description of the discrepancy.

Status Status of the discrepancy. Unresolved or Override.

By User ID of the user overriding the discrepancy.

Resolve Date Date user overrode the discrepancy.

Resolve Time Time user overrode the discrepancy.

Table 2. Estimate Discrepancies Window – Fields


Exercise 3

In this exercise, learn to view discrepancies.



Keys: D260005W; 0001 (estimate)

1. While on the Estimate Summary window, on the Services menu, select the Discrepancy choice. SiteManager displays the Estimate Discrepancies window.

2. In the Description column, select Minor Item 138330

/0088 exceeds Overrun Limits.

3. On the toolbar, click the Remarks button.

4. View the remarks.

5. To close the Remarks window, on the toolbar, click the Remarks button again.

You’ve viewed the list of all discrepancies on an estimate.


Viewing Discrepancy Details

When you click the Navigation button, SiteManager displays different windows depending on the discrepancy type.

Figure 3. Estimate Item Detail Window


Key Information


Estimate Nbr Estimate Number. System-defined.

Estimate Items

Project Nbr Project Number. Identifies the project to which the item is associated.

Line Item Number Contract Line Item Number. Unique identifier for each item on the project.

Item Code Agency-defined code to identify a particular item.

Item Description Description of the item.

Qty Installed To Date Quantity Installed to Date. Total units installed for the line item to date. Includes the current open estimate.

Amt Installed to Date Amount Installed to Date. Dollar value equals item unit price multiplied by quantity installed to date.

Qty Reported to Date Quantity Reported to Date. Total number of installed units reported to date for the line item.

Qty Authorized To Date Quantity Authorized to Date. Total of all reported quantities on authorized DWRs.


Additional to the item’s description.





Estimate Item Details

Bid: Quantity Bid quantity for the selected line item.

Bid: Amount Bid amount for the selected line item. Equals item unit price multiplied by bid quantity.

Current: Quantity Quantity equals the bid quantity plus the net change order quantity for the line item selected.

Current: Amount Current dollar value equals item unit price multiplied by current quantity.

Unit Price Unit price of the item.

Unit of Measure Unit of measure for the item.

Pending CO: Quantity Pending Change Order: Quantity. Net pending quantity for the line item selected from the unapproved change orders.

Pending CO: Amount Pending Change Order: Amount. Current dollar value equals item unit price multiplied by pending quantity.

Notified Qty: Quantity Notified Quantity: Quantity. Notification quantity threshold. If the installed quantity is equal or greater than notified quantity, then SiteManager notifies the project manager.

Notified Qty: Amount Notified Quantity: Amount. Dollar value equals item unit price multiplied by notified quantity.

Projected Qty: Quantity Projected Quantity: Quantity. Anticipated number of units installed at the completion of the contract. Equals current quantity plus pending quantity.

Projected Qty: Amount Projected Quantity: Amount. Dollar value for the notified quantity. Equals item unit price multiplied by projected quantity.

Installed to Date: Quantity

Total units installed for the line item to date. Includes the current estimate.

Installed to Date: Amount

Dollar value equals item unit price multiplied by installed to date quantity.

Installed This Est: Quantity

Installed This Estimate: Quantity. Total units installed for the line item for the current estimate. Note: Not applicable if viewing all contract items.

Installed This Est: Amount

Installed This Estimate: Amount. Dollar value equals item unit price multiplied by installed this estimate quantity. Note: Not applicable if viewing all contract items.



Paid Previously: Quantity

Total units paid for the line item on previous estimates. Note: Not applicable if viewing all contract items.

Paid Previously: Amount Dollar value equals item unit price multiplied by paid previously quantity. Note: Not applicable if viewing all contract items.

Pay This Est: Quantity Pay This Estimate: Quantity. Number of units installed for the line item on the current open estimate to be paid. Defaults to value of installed quantity during the current open estimate period. Note: Not applicable if viewing all contract items.

Pay This Est: Amount Pay This Estimate: Amount. Dollar value equals item unit price multiplied by pay this estimate quantity. Note: Not applicable if viewing all contract items.

Paid To Date: Quantity Total number of units paid to date for the line item.

Paid To Date: Amount Dollar value equals item unit price multiplied by pay to date quantity.

Table 3. Estimate Item Detail Window – Fields


Exercise 4

In this exercise, learn to view discrepancy details.




1. While on the Estimate Discrepancies window, on the toolbar, click the Navigation button. SiteManager displays a message to inform you that no pending or rejected estimates exist for this contract and prompts you to see items for all estimates.

2. In the message, click the Yes button. SiteManager displays the Estimate Item Detail window.

3. To sort the items, click the Line Item Number column heading.

4. In the Line Item Number column, scroll to and select 0088 for item code 606.8350.

5. Is the quantity in the Installed to Date field greater than the quantity in the Current field? ________________

6. To close the Estimate Item Detail window, on the toolbar, click the Close button. SiteManager displays the Estimate Discrepancies window.

7. To close the Estimate Discrepancies window, on the toolbar, click the Close button. SiteManager displays the Estimate Summary window.

8. To close the Estimate Summary window, on the toolbar, click the Close button. SiteManager displays the Estimate panel.

You’ve viewed the details about a discrepancy.

ANSWERS

5. YES. THIS CAUSED

THE DISCREPANCY TO

APPEAR.


Viewing the Estimate Item Paybook

To view the payment history for an item, use the Estimate Item Paybook window. SiteManager displays the item payment history in reverse chronological order with current items at the top.

Figure 4. Estimate Item Paybook Window



Key Information

Contract ID Agency-defined contract ID code.

Prj Nbr Project Number. Agency-defined.

Ln Itm Nbr Contract Line Item Number. Unique identifier for each item on the project.

Paid Estimate Item Information

Prj Nbr Project Number. Identifies the project to which the item is associated.

Cat Nbr Category Number. Used to group items for funding.

Ln Itm Nbr Contract Line Item Number. Unique identifier for each item on the project.


Item Description Description of the item.





Unit Price Unit price of the item.

Units Type Unit of measure for the item.

Bid Quantity Bid quantity for the item.

Current Quantity Total quantity for the item.

Paid Estimate Detail Information

Estimate Nbr Estimate Number. System-defined number to identify an estimate.

Period End Date End date of the estimate period.

Approver User ID User ID of the estimate approver.

Approval Date Date final approval was granted.

Total Amt Total Amount. Total amount of the item in the estimate.

Adjmnt (+) Adjustment (positive). Sum of positive adjustment amounts for the line item.

Adjmnt (-) Adjustment (negative). Sum of negative adjustment amounts for the line item.

Table 4. Estimate Item Paybook Window – Fields


Exercise 5

In this exercise, learn to view the payment history for an item.



Keys: NA

1. On the Estimate panel, double-click the Estimate Item

Paybook icon. SiteManager displays the Select Contract and Line Item window.

2. In the Contract area, in the Contract ID column, double-click D260005W. SiteManager displays the Line Item area.

3. To sort the column and perform a quick find, click the Item Cd column heading.

4. In the Find field, type 606.3. SiteManager selects the first row that contains ‘606.3’.

5. In the Item Cd column, double-click 606.3033 08. SiteManager displays the Estimate Item Paybook window.

6. How much was the adjustment for estimate 0001? _________

Now, let’s prepare for the next exercise.

7. To close the Estimate Item Paybook window, on the toolbar, click the Close button. SiteManager displays the Estimate panel.

8. On the SiteManager Panel window, click the Contractor

Payments tab.

9. On the Contractor Payments panel, double-click Contract

Adjustments icon. SiteManager displays the Contract

Adjustments panel.

You’ve viewed the payment history for an item.

ANSWERS

6. $1,348.67


Viewing Line Item Adjustments

To view adjustments to the estimate total or the final payable amount, use the Line Item Adjustments window.

Figure 5. Line Item Adjustments Window



Key Information

Contract ID Contract ID. Agency-defined contract ID code.

Estimate Nbr Estimate Number. System-defined.

Line Item Adjustments

Catg Nbr Category Number. Used to group items for funding.

Prj Nbr Project Number. Identifies the project to which the item is associated.



Description Description of the item.

Price Adj Type Type of price adjustment applicable for the line item.

Entered Date Date on which adjustment was entered or modified. Required.





Key Adjustment Information

Project Number Identifies the project to which the item is associated.


Line Item Adjmnt Detail Information

Type Type of line item adjustment. Required.

Entered By System or user ID of the person entering or modifying the line item adjustment.

Amount Dollar value of adjustment to line item.

Entered Date Date on which adjustment was entered or modified. Required.

Quantity Quantity of adjustment to line item.

Unit Price Unit price of the line item.

Stockpiled Information

Stockpiled Sn Stockpiled Sequence Number. Identifies number of stockpiles for the item. System-generated.

Replenish Sn Replenish Sequence Number. Identifies number of times a stockpile has been replenished for the item.

Table 5. Line Item Adjustments Window – Fields


Viewing System-Generated and User-Defined Line Item Adjustments

You may view system-generated and user-defined line item adjustments.

The types of system-generated line item adjustments include the following:

� Overrun

� Material discrepancy

� Stockpile

The types of user-defined line item adjustments include the following:

� Item-specific charges (including charges to contractor, liquidated damages, and so on)

� Fuel and asphalt

Understanding Material Discrepancy Line Item Adjustments

If a material discrepancy exists, SiteManager creates a system-generated line item adjustment to reduce the paid quantity, which withholds payment, to match the number of samples that fulfill the sampling and testing requirements.

If a previous system-generated line item adjustment existed for a material discrepancy that reduced the paid quantity for an item, but sufficient sample quantities now fulfill the sampling and testing requirements, SiteManager creates a system-generated line item adjustment to release the previously withheld payment.

Understanding Overrun/Underrun Line Item Adjustments

If an overrun/underrun discrepancy exists, SiteManager creates a system-generated line item adjustment to automatically deduct payment for line items that overrun their current quantities.

Understanding Stockpile Line Item Adjustments

If you create a stockpile, SiteManager creates a line item adjustment to determine the initial stockpile payment. When stockpiled item has an installed quantity for an estimate period, SiteManager creates a line item adjustment to reduce the quantity of the stockpiled material.

Understanding Fuel and Asphalt Price Index Line Item Adjustments

If there is a change to a price index for an installed item, creates a user-defined line item adjustment for the difference in price. The indices are pre-populated.


Exercise 6

In this exercise, learn to view line item adjustments.




1. On the Contract Adjustments panel, double-click the Line

Item Adjustments icon. SiteManager displays the Line Item Adjustments window.

Now, let’s view a line item adjustment due to a material discrepancy.

2. In the upper pane, in the Item Cd column, select 606.8350 for category number 0001. SiteManager displays line item adjustment details in the lower pane.

3. What is the unit price for this line item? ________________

Now, let’s view a line item adjustment for a stockpile initial payment.

4. In the upper pane, in the Item Cd column, select 606.3033 08

for category number 0001. SiteManager displays line item adjustment details in the lower pane.

5. What is the amount of the initial payment for this stockpile? ________________

Now, let’s view an overrun line item adjustment.

6. In the upper pane, in the Item Cd column, select 606.8350 for category number 0001. SiteManager displays line item adjustment details in the lower pane.

7. According to the remarks, to which DWR date will the adjustment apply? _______________________

8. To close the Line Item Adjustments window, on the toolbar, click the Close button. SiteManager displays the Contract

Adjustments panel.

You’ve viewed various types of line item adjustments.

ANSWERS

3. $8,468.99

5. $1,348.67

7. 03/12/2007

QRG

TABLE OF LINE ITEM

ADJUSTMENT TYPES AND

WHEN TO USE.


Approving Estimates

To provide approval for progress estimates, use the Estimate Approve window.

Figure 6. Estimate Approve Window



Key Information



Estimate Generation Information

Generated By User ID of the person who generated the estimate.

On Date on which the estimate was generated.

On (2nd

field) Time on which the estimate was generated.

Type Type of estimate.

Approval Levels

Approval Group Name (no label)

Name of selected approval group.

Approved (no label) Indicates approval of the estimate by approval group.

Approval Date (no label) Date approver gave estimate approval for approval group.

Approval Time (no label) Time approver gave estimate approval for approval group.

Approver ID (no label) User ID of person approving estimate for specified approval group.

Table 6. Estimate Approve Window – Fields


Exercise 7

In this exercise, learn to provide approval for an estimate.



Keys: NA

1. On the SiteManager Panel window, click the Contractor

Payments tab.

2. Double-click the Estimate icon. SiteManager displays the Estimate panel.

3. Double-click the Estimate Approval icon. SiteManager displays the Select Contract/Estimate window.

4. In the Contract area, double-click D260005P. SiteManager displays the Estimate Approve window.

Now, let’s give approval.

5. In the Approval Levels area, for the MO Account Pay approval level, select the Approved check box.

6. On the toolbar, click the Save button. SiteManager populates the approval date, approval time and approver ID.

7. To close the Estimate Approve window, on the toolbar, click the Close button. SiteManager displays a message to inform you that the next approval group has been notified.

8. In the message, click the OK button. SiteManager displays the Estimate panel.

You’ve provided approval for an estimate.

KNOWN ISSUE

TRAINING DOES NOT

PROMPT YOU TO VERIFY.

KNOWN ISSUE

NOTIFICATION MESSAGE

LOOKS LIKE AN ERROR

MESSAGE.


Rejecting Estimates

To reject estimates, use the Estimate Reject window.

Figure 7. Estimate Reject Window



Key Information



Estimate Generation Information

Generated By User ID of the person who generated the estimate.

On Date on which the estimate was generated.

On (2nd

field) Time on which the estimate was generated.

Type Type of estimate.

Approval Information Area

Approval Group Name (no label)

Name of selected approval group.

Approved (no label) Indicates approval of the estimate by approval group.

Approval Date (no label) Date approver gave estimate approval for approval group.

Approval Time (no label) Time approver gave estimate approval for approval group.

Approver ID (no label) User ID of person approving estimate for specified approval group.

Reason for Rejection Field to enter in reason for rejection.

Table 7. Estimate Reject Window – Fields


Exercise 8

In this exercise, learn to reject an estimate.



Keys: NA

1. Double-click the Estimate Rejection icon. SiteManager displays the Select Contract/Estimate window.

2. In the Contract area, double-click D260005M. SiteManager displays the Estimate Rejection window.

Now, let’s reject an estimate.

3. In the Reason for Rejection area, type Insufficient insurance.

4. On the toolbar, click the Save button. SiteManager displays a message to inform you that the selected approvers for this estimate have been notified.


6. To close the Estimate Rejection window, on the toolbar, click the Close button. SiteManager displays the Estimate panel.

You’ve rejected an estimate.

KNOWN ISSUE

NOTIFICATION MESSAGE

LOOKS LIKE AN ERROR

MESSAGE.

USAGE

REJECT ESTIMATE 1. INSUFFICIENT

INSURANCE 2. NEGATIVE CATEGORY 3. MANUAL OVERRIDE


Tracking Estimates

To track the generation and approval of estimates, use the Estimate Tracking window.

Figure 8. Estimate Tracking Window


Key Information


Estimate Nbr Sequential number for the estimate on a contract.

Estimate Tracking Information

Action or Group Name (no label)

Generated or name of approval level.

Date Date the estimate was generated or approved by the approval level.

Time Time the estimate was generated or approved by the approval level.

User ID User ID of the estimate generator or approver.

Table 8. Estimate Tracking Window – Fields


Exercise 9

In this exercise, learn to track an estimate.



Keys: D260005M; 0001 (estimate)

1. On the Estimate panel, double-click the Estimate Tracking icon. SiteManager displays the Estimate Tracking window.

2. On the toolbar, click the Open button. SiteManager displays the Select Contract and Estimate window.

3. In the upper pane, click the Contract button.

4. In the Contract area, in the Contract ID column, double-click D260005P.

5. In the Estimate area, in the Estimate Number column, double-click 0001.

6. On what date did the Project Manager approve the estimate? ____________

7. To close the Estimate Tracking window, on the toolbar, click the Close button.

You’ve tracked an estimate.

ANSWERS

6. 02/04/10


Viewing the Estimate History

To display all estimates for a contract or to delete pending and rejected estimates, use the Estimate History window.

Tip! To jump directly to the Estimate Discrepancy window and the Estimate Summary window, use the Services menu choices.

Figure 9. Estimate History Window


Key Information


Description 1 Description of the contract.

Estimate History Information

Estimate Number System-defined number to identify an estimate.

Net Pay Net payment for the estimate.

Period End Date End date of the estimate period.

PM User ID User ID of the person who generated the estimate.

PM Appr Date Project Manager Approval Date. Date of the first-level approval.

Last Appr User ID Last Approver’s User ID. User ID of the last approver of the estimate.

Last Appr Date Last Approval Date. Date the last approval group granted approval of the estimate.

Est Status Estimate Status. Code for status of estimate (INAP, RJCT and APRV).

Est Type Estimate Type. Code for type of estimate.

Table 9. Estimate History Window – Fields


Exercise 10

In this exercise, learn to view the history of estimates on a contract.



Keys: D260005P

1. On the Estimate panel, double-click the Estimate History icon. SiteManager displays the Estimate History window.

2. What is the period end date for this estimate? _______

3. To close the Estimate History window, on the toolbar, click the Close button. SiteManager displays the Estimate panel.

You’ve viewed the estimate history.

ANSWERS

2. 08/30/07


Summary

To access the Estimate panel:

1. On the Main Panel panel, double-click the Contractor

Payments icon.

2. On the Contractor Payments panel, double-click the Estimate icon.

To view an estimate summary:

1. On the Estimate panel, double-click the Estimate Summary icon.

2. In the Select Contract and Estimate window, in the Selection area, click the Contract button.

3. In the Contract area, in the Contract ID column, double-click the desired contract.

4. In the Estimate area, in the Estimate Number column, double-click the desired estimate.

To view discrepancies:

1. While on the Estimate Summary window, on the Services menu, select the Discrepancy choice. SiteManager displays the Estimate Discrepancies window.

To view discrepancy details:

1. While on the Estimate Discrepancies window, select the desired discrepancy.

2. On the toolbar, click the Navigation button. SiteManager displays the Estimate Item Detail window.

3. In the upper pane, select the desired line item.

4. In the lower pane, view the details.


To view the payment history for an item:

1. On the Estimate panel, double-click the Estimate Item

Paybook icon.

2. In the Select Contract and Line Item window’s Contract area, in the Contract ID column, double-click the desired contract.

3. In the Line Item area, double-click the desired line item. SiteManager displays the Estimate Item Paybook window.

To view line item adjustments:

1. On the Contractor Payments panel, double-click Contract

Adjustments icon.

2. On the Contract Adjustments panel, double-click the Line

Item Adjustments icon.

3. In the Line Item Adjustments window’s upper pane, in the Line Item Number column, select the desired line item. SiteManager displays line item adjustment details in the lower pane.

To track estimates:

1. On the Estimate panel, double-click the Estimate Tracking icon. SiteManager displays the Estimate Tracking window.

To view the history of estimates on a contract and delete a pending estimate:

1. On the Estimate panel, double-click the Estimate History icon.

2. On the Estimate History window’s toolbar, click the Open button.

3. In the Contracts window’s Contract ID column, double-click the desired pending estimate.

4. In the Estimate History window’s Estimate Number column, select the desired estimate.

5. Click the Delete button.

6. Click the Yes button.


To approve an estimate:

1. On the Estimate panel, double-click the Estimate Approval icon. SiteManager displays the Select Contract/Estimate window.

2. In the Contract area, double-click the desired contract. SiteManager displays the Estimate Approve window.

3. In the Approval Levels area, for the appropriate approval level, select the Approved check box.

4. On the toolbar, click the Save button. SiteManager populates the approval date, approval time and approver ID.

5. To close the Estimate Approve window, on the toolbar, click the Close button. SiteManager displays a message to inform you that the next approval group has been notified.


To reject an estimate:

1. On the Estimate panel, double-click the Estimate Rejection icon. SiteManager displays the Select Contract/Estimate window.

2. In the Contract area, double-click the desired contract. SiteManager displays the Estimate Rejection window.

3. In the Reason for Rejection area, type an appropriate remark.

4. On the toolbar, click the Save button. SiteManager displays a message to inform you that the selected approvers for this estimate have been notified.



Review Exercise

In this exercise, demonstrate the estimate approval process.



Keys: D260005P

1. Open estimate summary for contract D260005N estimate 0001.

2. What amount will be paid to the contractor if the estimate is approved? _______________

3. Open the Estimate Discrepancy window for contract D260005N.

4. Are there any unresolved discrepancies on this estimate? _____

5. Approve estimate 0001 on contract D260005N.

6. In the Estimate Tracking window, what is the next approval group? ______________________


ANSWERS

2. $263,427.48

4. NO. NO UNRESOLVED, ALL OVERRIDDEN.

6. COMPTROLLER


Reviewing and Approving Change Orders


� Understanding the Life Cycle of Change Orders 2

� Understanding the Approval Workflow 4

� Receiving Requests to Recommend Approval 5

� Reviewing Pending Change Orders 7

� Viewing New Change Order Items 11

� Viewing Pending Contract Items 14

� Understanding Change Order Explanations 17

� Running Attachments 20

� Providing Recommendations 21

� Viewing Pending Adjustment to Completion Date 23

� Tracking 27

� Summary 29


2 Reviewing and Approving Change Orders

Understanding the Life Cycle of Change Orders

To make legal changes to a contract, with the ability to approve, deny and track changes, use a change order.

Processing Change Orders

SiteManager processes a change order based on the following conditions:

� Type of contract

� Pre-defined approval levels and associated rules

� Functions associated with the change order

� Status of the change order

� Results of edits and verifications applied to the change order

� Disputes and reference documents

� Approval group recommendations

Understanding the General Workflow

The life cycle of a change order in SiteManager contains the following major steps:

1. Creating a new change order.

2. If necessary, modifying the change order.

3. Approving the change order.

4. If necessary, tracking the change order.


Exercise 1

In this exercise, learn to access the Change Order Maintenance panel.

User ID: bvasquez Password: pass Connection: Server

Group Name: Regional Construction Change Order (REGCO)

Keys: NA

1. Start and log on to SiteManager as user bvasquez.

2. On the Main Panel panel, double-click the Change Orders icon. SiteManager displays the Change Orders panel.

3. Double-click the Change Order Maintenance icon. SiteManager displays the Change Order Maintenance panel.

You’ve accessed the Change Order Maintenance panel.


Understanding the Approval Workflow

Follow this sequence of events to seek approval for a change order:

1. To submit a change order for a hierarchical approval, the change order author changes the status to Pending and saves the change order.

2. In the Change Order # < > Approval window, the change order author selects approvers from all approval groups.

3. SiteManager sends system-generated messages to notify those users assigned to change order approval groups about necessary actions, usually a request to recommend that the change order be approved. The message specifies the contract and change order number. Usage: Messages display in State DOT email system.

4. In the Change Order Review/Approval window, requested approvers select a pending change order.

5. From the Change Order Approval window, requested approvers may view the change order and record remarks about their decisions regarding proposed changes to the contract.

6. Upon receiving recommendation to approve the change order by all of the selected change order approval groups, SiteManager changes the status to Approved.

7. In the Change Order Tracking window, at any time during the approval process, view recommendations by the change order approval groups.


Receiving Requests to Recommend Approval

Usage: At this point, the person selected/assigned to an approval group received a request for a recommendation via the State DOT email system. SiteManager sent this notification only after the previous approval group recommended the change order be approved.

Figure 1. Change Order Approval Window

Field Description

Key Information


CO Number Change Order Number. Sequential number assigned to all change orders for the contract.

Approver Information

Approver ID User ID of the approver.

Approval Date Date of the recommendation. Defaults to today’s date. May change to a date in the past.

Name Name of the approver.

Emergency Work Indicator

Emergency Indicates that the change order is for emergency work.

Recommendation Area

Approved Indicates the change order content is accepted to the approval group.

Denied Indicates the change order must be corrected or will never be accepted.

Table 1. Change Order Approval Window – Fields


Exercise 2

In this exercise, learn to view the request for a recommendation.



Keys: D260005X

1. Double-click the Change Order Review /Approve icon. SiteManager displays the Change Order / Review Approval window.

Now, let’s select the contract and change order specified in the notification.

2. In the Contract ID column, double-click D260005X. SiteManager displays the Change Orders area.

3. In the CO Nbr column, double-click 001. SiteManager displays the Change Order Approval window.

You’ve viewed the request for recommendation.

NOTE

NOTE THE PENDING

STATUS WHILE ON THE

CHANGE ORDER REVIEW

APPROVAL WINDOW.


Reviewing Pending Change Orders

To review the pending change order before making a recommendation, from the Change Order Approval’s Services menu, select the Change Order choice.

Figure 2. Header Window


Key Information


CO Number Sequential number assigned to all change orders for the contract.

Tentative Verbal Approval Dates

Federal Date on which a federal agency gives its tentative verbal approval of the change order. Optional.

Local Date on which a local agency gives its tentative verbal

approval of the change order. Optional.

Author Information

CO Created By User name of the change order author. Auto-populated the first time the author saves the new change order.

On Date the change order was created. Auto-populated the first time the author saves the new change order.



Change Order Information

Status Stage in the life of the change order. Draft, Pending, Approved, or Denied.

Approval Level Level to which a change order must be approved.

Description Short description of the change order. Required.

Reason Code Agency-defined reasons for change orders. Used for management reporting.

CO Type Change Order Type. Define the purpose of the change order.

Override Approval Rules

Indicates that the established approval rules do not apply to the change order. When selected, user may specify a sequence of approval groups which will only apply to the current change order.

Emergency Work Indicates that the change order is for emergency work. To expedite the review/approval process, select this check box to notify approvers on the Change Order Approval window.

Functions

Overrun/Underrun Indicates a quantity associated with at least one item has been modified as a result of this change order.

Force Account Usage: Do not use this function.

Extra Work Indicates that extra work or at least one new item has been included on this change order.

Zero Dollar Indicates that the change order includes text change only, no change to dollar amount or bid quantity—does not affect the dollar amount of the contract. Use of this function prohibits use of other functions on the same change order.

Time Adjustment Indicates that at least one of the timeframes associated with the contract has been modified as a result of this change order.

Final Quantity Usage: Do not use this function.

Dollar Amount Information

Bid Contract Amt Bid Contract Amount. Original bid amount of the contract.

Current Contract Amt

Current Contract Amount. Original bid amount of the contract plus approved change orders.

CO Amt Change Order Amount. Amount of the change order derived from all contract items modified by the change order.

Reference To

Dispute Displays disputes associated with the change order.

Force Account Usage: Do not use this function.

Table 2. Header Window - Fields


Changing Selected Approvers for Change Orders Pending Approval

Scenario: Suppose a person has been selected to review/approve a change order, but that person is unavailable for a substantial period of time (that is, on vacation or out sick). The PM or RCO may select somebody else in the approval group if available to approve the change order; that person will now be the new approver for that approval level (role).

To modify a change order approver during the approval cycle:

1. While on the Header window for a change order in Pending status, from the Services menu, select the Forward to choice. SiteManager displays the Change Order < > Approval window with the approvers selected by the change order creator.

2. In the Groups for Approval area, select the approval group with the approver you desire to change.

3. Click the Remove button. SiteManager moves the name of the original approver to the available approvers pane.

4. In the selected approvers pane, select the name of the new approver.

5. Click the Add button. SiteManager moves the name of the new approver to the selected approvers pane.

6. Click the OK button. SiteManager closes the Change Order < > Approval window and displays the Header window.


USAGE

PERFORMED BY THE PM OR RCO.


Understanding Change Order Statuses

SiteManager displays the current status of the change order in the CO Status field.

Important! Do not confuse recommendations with statuses.

Change order status types include the following:

� Draft - Status during creation, maintenance and review.

� Pending - Status during approval process. In this status, cannot modify change order. If an approver recommends the change order be denied, the author may change the status to Draft to edit the change order or to Denied if it will never be approved.

� Denied - Status of disapproved change orders never to be revised. To preserve as permanent project documentation, change from Pending to Denied status, which prevents further modifications by displaying the change order as inquiry-only. If OSC rejects a CO, change the status to Denied.

Usage: OSC rejects change order. Change to Denied.

� Approved - Status automatically applied when the last approver completes the approval process. When the final approval level approves a change order, nobody can modify the change order. If necessary, make adjustments with a new change order.

Understanding Change Order Functions

With SiteManager, you can manage the following types of change orders:

� Overrun/Underrun - Use to adjust quantities for existing items. Use when you exceed or do not need the contract item quantities to complete the contract or work item.

� Extra Work - Use to add new work items to the contract.

� Time Adjustment - Use to revise a contract completion date.

� Zero Dollar - Use for text-only contract adjustments (for example, changing the location of a project).

� Force Account - Usage: Do not use this type.

� Final Quantity - Usage: Do not use this type.

USAGE

RECOMMENDING DENIED

DOES NOT LOCK DOWN

CHANGE ORDER. IT

NOTIFIES GENERATOR

TO REVISE.

ONLY GENERATOR CAN

CHANGE TO DENIED

STATUS.

NOTE

STRESS DIFFERENCES

BETWEEN

RECOMMENDATIONS AND

STATUSES.


Exercise 3

In this exercise, learn to review the change order prior to giving a recommendation.



Keys: D260005X; 001 (change order)

1. On the Services menu, select the Change Order choice. SiteManager displays the Header window.

You’ve viewed the general information about the change order.

Navigating to Related Windows

From the Header window’s Services menu, you may be able to navigate to the following windows:

� Change Order Items

� Change Order Time Adjustments

� Tracking

Viewing New Change Order Items

To view change order items, use the Change Order Items window.

Figure 3. Change Order Items Window - Change Order Item Panel

NOTE

BE SURE TO VERIFY

FUNDING ON ITEM.



Key Information

Cont ID Contract ID. Agency-defined contract ID code. Required.

CO Nbr Change Order Number. Sequential number assigned to all change orders for the contract.

Project Nbr Project Number. Identifies the project to which the item is associated.

Line Item Nbr Contract Line Item Number. Unique identifier for each item on the project.

Item Code Agency-defined code to identify a particular item. Searchable.

Unit Unit of measure for the item.

Unit Price Unit price of the item identified on the invoice.

Item and Supplemental Descriptions

Description of the item.

Change Order Item Description

Additional change order description for items not sufficiently described. Optional. Usage: Use format of item code followed by A- or FAW- followed by item and supplemental description.

Quantities and Amounts

Contract Bid: Quantity

Quantity of the line item, as indicated on the proposal or contract.

Contract Bid: Amount

Contract bid quantity multiplied by unit price.

Approved Change Order: Quantity

Net change to the item quantity from all approved change orders.

Approved Change Order: Amount

Approved change order quantity multiplied by unit price.

Current Contract: Quantity

Bid contract plus approved quantities.

Current Contract: Amount

Current contract quantity multiplied by unit price.

Pending Change Order: Quantity

Net change to the item quantity from all unapproved change orders.

Pending Change Order: Amount

Pending change order quantity multiplied by unit price.

This Change Order: Quantity

Positive or negative line item quantity added or changed on this change order. Required.

This Change Order: Amount

This change order quantity multiplied by unit price.

Force Account Item

Usage: Do not use this function.

Table 3. Change Order Items Window - Change Order Item Panel – Fields


Exercise 4

In this exercise, learn to view the new change order item.




1. On the Services menu, select the CO Items choice. SiteManager displays the Select Change Order Item window.

2. In the Change Order area, in the CO Nbr column, double-click 001.

3. In the Change Order Items area, in the Item Code column, double-click 645.7112. SiteManager displays the Change Order Items window.

4. What is the amount of this change order? _____________

You’ve viewed the new change order item.

ANSWERS

4. $1722.22


Viewing Pending Contract Items

To view newly added items to an active contract when the change order has an Extra Work function, use the Change Order Items window’s New Contract Item panel.

Important! Until the change order is approved, the new item will not be available for use on a DWR.

Figure 4. Change Order Items Window - New Contract Item Panel

NOTE

BE SURE TO VERIFY

FUNDING ON ITEM.

MAIN PANEL | CONTRACT

RECORDS | CONTRACT

FUNDING

SEE THE “ADDING AND

MAINTAINING FUNDING

SOURCES” CHAPTER.



Key Information

Contract ID Agency-defined contract ID code. Required.

Change Order Nbr Change Order Number. Sequential number assigned to all change orders for the contract.

New Contract Item Information

Project Nbr Project Number. Identifies the project to which the item is associated. May be multiple projects per contract.

Category Nbr Category Number. Items assigned to groups, during pre-construction, within categories for various reasons, such as funding.

Line Item Nbr Contract Line Item Number. Unique identifier for each item on the project.


Units Type Unit of measure for this item.

Spec Year Specification Year.

Description Description of the item.

Major Item Indicates the line item is a major item. If not selected, the item is a minor item.

Specialty Indicates whether the line item is a specialty item.

Inquiry-only if any of the following apply:

� Has an associated change order

� Has an associated dispute

� Has an associated plan discrepancy (through change order)

� Has associated stockpiled materials

� Contract has an associated estimate

Status Type Indicates current status of an item.

� Pending - Default when adding an item.

� Active - On active contracts all of the contract’s items are Active status. Cannot delete.

� Final - When a Final Item Quantity Change Order is approved, the status of all of the change order’s items is changed to Final status.

� Audited - When approving or accepting an item through an audit, indicate with Audited status.

� Complete - When a contract’s status is changed to complete, the status of all of the contract’s items is changed to Complete status.

Unit Price Unit price of the item identified on the invoice.

Bid Qty Bid Quantity.

Bid Amt Bid Amount.

Proposal Line Nbr Proposal Line Number. Identifies the item on the proposal.



Related Item Allows grouping of line items (for example, all traffic control items or all items for a structure) for reporting and funding purposes.







Critical Indicates an item is considered critical. Used for tracking the progress of contracts with the “Critical Items Installed” progress schedule type. Non-critical items such as landscaping are not included in progress tracking.

Pay Plan Qty Pay Plan Quantity. Indicates if the line item is paid to plan quantity; no overruns are allowed.







Suppl Desc Req’d Supplemental Description Required. Indicates that a supplemental description is required.

Material Discrepancy Adj

Material Discrepancy Adjustment. Indicates item used in material discrepancy adjustment calculations.

Supplemental Descriptions

Two-line description supplemental to the item's description.

CO Nbr Change Order Number.

Pend CO Qty Pending Change Order Quantity.

Pend CO Amt Pending Change Order Amount.

Net CO Qty Net Change Order Quantity. All approved change order quantities. Will increase over time.

Table 4. Change Order Items Window - New Contract Item Panel - Fields


Exercise 5

In this exercise, learn to view the new contract item.



Keys: D260005X; 001 (change order); 645.7112 (item code)

1. Click the New Contract Item tab. SiteManager displays the New Contract Item panel.

2. What is the funding category number? ____________

3. What is the pending change order quantity? _________

You’ve viewed the new contract item.

Understanding Change Order Explanations

To view the reasons for contract changes, use the Change Order Explanation window.

Explanations refer to the change order as a whole, a specific item, or all line items. Explanations can be standard or non-standard. Standard explanations often consist of boilerplate text. Non-standard explanations consist of freeform text.

Figure 5. Change Order Explanations Window

ANSWERS

2. 0002

3. 4.560



Key Information



Status Status of the change order.

Explanation Information

Explanation Type

(no label)

Dropdown list of change order explanations applied to the change order as whole or at the item level.

Seq. Nbr. Sequence Number. Auto-assigned to the change order explanations.

Std CO Expl ID Standard Change Order Explanation ID. Agency-defined.

Type Type of explanation selected from a standard set of defined types.

Date Applied Date the explanation was applied to the change order.

Change Order Line Items

Project Project Number. Identifies the project to which the item is associated. May be multiple projects per contract.

Line Item Contract Line Item Number. Unique identifier for each item on the project.

Additional Description

Additional change order description for items not sufficiently described. Populated on the Change Order Items window’s Change Order Item’s panel. Usage: Use format of item code followed by A- or FAW- followed by item and supplemental description.

Table 5. Change Order Explanations Window – Fields


Exercise 6

In this exercise, learn to view change order explanations from the CO Items window.




1. On the Services menu, select the Change Order Explanation choice. SiteManager displays the Change Order Explanations window.

2. View the General Change Order Explanations.

3. In the dropdown list, select Explanations Applied to Specific

Items.

4. To which item does the NotInEE explanation apply? _______

5. In the Std CO Expl ID column, select InPlans.

6. To which item does the InPlans explanation apply? ________

7. To close the Change Order Explanations window, on the toolbar, click the Close button. SiteManager displays the Change Order Items window.

8. To close the Change Order Items window, on the toolbar, click the Close button. SiteManager displays the Header window.

You’ve viewed change order explanations.

ANSWERS

4. THE 645.72 ITEM.

6. THE 645.7112 ITEM.


Running Attachments

To review additional documentation for the change order, run the associated attachments.

Exercise 7

In this exercise, learn to run an attachment.




1. On the Header window’s toolbar, click the Attachments button. SiteManager displays the Attachments window.

2. In the Attachments window, in the Name column, double-click NegotiatedPrice. SiteManager opens an application window to display the file.

3. View the file.



6. To close the Header window, on the toolbar, click the Close button. SiteManager displays a message prompting you to save.

7. In the message, click the No button. SiteManager displays the Change Order Approval window.

You’ve run an attachment.

KNOWN ISSUE

NO CHANGES WERE

MADE, BUT

SITEMANAGER MAY

PROMPT YOU TO SAVE

OCCASIONALLY.


Providing Recommendations

Important! To record the Physical Work Complete Date for a contract, all change orders on a contract must have an Approved or Denied status. For more information, see the “Changing Selected Approvers for Change Orders Pending Approval” topic earlier in this chapter.

Figure 6. Change Order Approval Window

Understanding Change Order Recommendations

To record recommendations about proposed changes to a contract while reviewing a change order, use the Change Order Approval window.

Important! Do not confuse recommendations with statuses.

Change order recommendation types include the following:

� Denied - During the approval process, recommend a change order be denied if it must be corrected or it will never be accepted. SiteManager changes the change order to Pending status. If the majority of the change order content is acceptable, the author may change it to Draft status and make the necessary changes. If the author realizes the change order will never be accepted, the author may change it to Denied status.

� Approved - During the approval process, recommend a change order be approved if the content is acceptable. SiteManager makes the change order available to the next approver in the hierarchy. If all approvers recommend the change order be approved, SiteManager changes the change order to Approved status.


Exercise 8

In this exercise, learn to recommend that a change order be approved.




1. On the Change Order Approval window, on the toolbar, click the Remarks button. SiteManager displays the Remarks window.

2. In the Remarks (General Remarks) field, type Regional

Change Order - I concur.


Now, let’s provide a recommendation.

4. In the Recommendation area, select the Approved button.

5. On the toolbar, click the Save button. SiteManager displays a message to confirm recommendation.

6. In the message, click the Yes button. SiteManager displays a message to inform you that the mail has been sent.


You’ve provided a recommendation to approve the change order.

NOTE

WHEN REVIEWING

CHANGE ORDERS WITH

ATTACHMENTS BE SURE

TO REVIEW THE INFO IN

THE ATTACHMENT

BEFORE APPROVING.

USE SERVICES | HEADER

TO ACCESS

ATTACHMENTS ON

HEADER WINDOW.

USAGE

IN REMARKS FIELD, MUST

ENTER TITLE, THEN

REMARKS.


Viewing Pending Adjustment to Completion Date

To enter one or more time adjustments when the change order has a Time Adjustments function, use the Time Adjustments window. Record at least one adjustment on the Time Adjustments window.

Important! Enter only one adjustment to the contract completion date per change order.

Figure 7. Change Order Time Adjustments Window



Key Information


Change Order Nbr Sequential number assigned to all change orders for the contract.

List of Contract Adjustments

Adjusted Contract or Milestone

List of contract adjustments associated with this change order.

Adjustment Days Number of days the contract is to be adjusted. Required for all Available Days and Calendar Days charge type contract adjustments.

Adjustment Date New completion date of the contract (if approved).

Explanation First line of the description entered in the lower pane.

Selected Contract Adjustment Information

For Milestone Indicates that the time adjustment is for a milestone.

or Contract Completion

Indicates that the time adjustment is for the contract’s completion.

Time Adjustment Days

Number of days the contract completion date will be extended.

Adjusted Completion Date

New completion date of the contract (if approved).

Explanation Description of the reasons for the time adjustment. Optional.

Table 6. Change Order Time Adjustments Window – Fields


Exercise 9

In this exercise, learn to review a time adjustment and recommend a change order be denied.




1. On the toolbar, click the Open button. SiteManager displays the Change Order Review / Approval window’s Change

Orders area.

2. In the CO Nbr column, double-click 002. SiteManager displays the Change Order Approval window.

3. On the Services menu, select the Change Order choice. SiteManager displays the Header window.

4. On the Services menu, select the CO Time Adjustments choice. SiteManager displays the Change Order Time Adjustments window.

5. What is the reason for this time adjustment? ____________

6. To close the Change Order Time Adjustments window, on the toolbar, click the Close button. SiteManager displays the Header window.

Now, let’s view the attachment.


8. Open and view the attachment.

9. To close the Attachments window, on the toolbar, click the Attachments button again.

10. To close the Header window, on the toolbar, click the Close button. SiteManager displays a message prompting you to save.

11. In the message, click the No button. SiteManager displays the Change Order Approval window.

ANSWERS

5. UTILITY CONFLICT –

EXTENDED WORK TIME

FRAME.


Now, let’s deny the change order.

12. On the Change Order Approval window, on the toolbar, click the Remarks button. SiteManager displays the Remarks window.

13. In the Remarks (General Remarks) field, type REGCO - Time granted seems excessive for this utility

conflict. Please review.


15. In the Recommendation area, select the Denied button.

16. On the toolbar, click the Save button. SiteManager displays a message to confirm recommendation.

17. In the message, click the Yes button. SiteManager displays a message to inform you that the mail has been sent.


19. To close the Change Order Approval window, on the toolbar, click the Close button. SiteManager displays the Change

Order Maintenance panel.

You’ve reviewed a pending time adjustment and recommended that

it be denied.

USAGE

WHEN DENIED AND PM

OR ASST PM CHANGES

STATUS FROM PENDING

TO DRAFT, A TRIGGER

SENDS EMAIL TO ALL OF

THE SELECTED

APPROVERS TO INFORM

THEM OF THE CHANGE.


Tracking

To view the status of a change order at any time during the approval cycle, use the Tracking window.

View the following inquiry-only information:

� Date approver received request for recommendation.

� Approver’s name.

� Action requested.

� Date the approver made a recommendation.

� Recommendation (approved/denied).

� Remarks the approver made.

Figure 8. Tracking Window - CO Tracking List Panel


Field Description

Key Information



Status Information

Sent Date Date the user was sent the document for approval.

Name Name of the approver.

Action Action taken by the approver.

Date Date of the approval of the change order

Recommendation Recommendation of the approver.

Remarks Remarks from the approver.

Table 7. Tracking Window - CO Tracking List Panel - Fields

Exercise 10

In this exercise, learn to track a change order.




1. On the Change Order Maintenance panel, double-click the Tracking icon. SiteManager displays the Tracking window.

2. Click the CO Tracking List tab. SiteManager displays the CO

Tracking List panel.

3. Who would have been the next approver? _________________

4. To close the Tracking window, on the toolbar, click the Close button. SiteManager displays the Change Order Maintenance panel.

You’ve tracked a change order.

ANSWERS

3. FRANK MASH


Summary

To display the Change Order Header window:

1. On the Main Panel panel, double-click the Change Orders icon.

2. On the Change Orders panel, double-click the Change Order

Maintenance icon.

3. On the Change Order Maintenance panel, double-click the Header icon.

To view the Item Summary window:

1. On the Change Order Maintenance panel, double-click the Item Summary icon.

2. In the Change Order Items Select window, in the Change

Order Items area, in the Item Nbr column, double-click the desired item.

To display the Change Order Items window:

1. While on the Header window, on the Services menu, select the CO Items choice.


To review and approve a change order for one approval level:

1. On the Change Order Maintenance panel, double-click the Change Order Review / Approve icon.

2. On the Change Order Review / Approval window, double-click the desired contract.

3. Double-click the desired change order.

4. On the Change Order Approval window, on the Services menu, select the Change Order choice.

5. On the Header window, on the Services menu, select the desired choice.

6. Close any unneeded windows.

7. On the Change Order Approval window, in the Recommendation area, select the Approved button.

8. On the toolbar, click the Remarks button.

9. In the Remarks (General Remarks) field, type the desired text.

10. Close the Remarks window.


12. In the message, click the Yes button.


To track a change order:

1. On the Change Order Maintenance panel, double-click the Tracking icon.

2. On the Tracking window, click the CO Tracking List tab. SiteManager displays the CO Tracking List panel.

To view change order explanations from the CO Items window:

1. On the CO Items window’s Services menu, select the Change

Order Explanation choice.

2. View the desired explanations.


To run an attachment:

1. On the toolbar, click the Attachments button. SiteManager displays the Attachments window.

2. In the Attachments window, in the Name column, double-click the desired attachment.




Review Exercise

In this exercise, demonstrate how to approve and track a change order.




1. Review change order 003 for contract D260005X.

2. Recommend change order 003 be approved for contract D260005X.

3. Track the change order.



Viewing Dispute and Claim Records


� Understanding Disputes and Claims 2

� Viewing Dispute and Claim Records 2

� Summary 11


2 Viewing Dispute and Claim Records

Understanding Disputes and Claims

To track disputes and claims associated with a contract, link to related records, and notify recipients.

Viewing Dispute and Claim Records

To view dispute and claim records, use the Disputes/Claims window.

Viewing Basic Description Information

The Disputes/Claims window’s Description panel displays the basic dispute or claim description data.

Figure 1. Disputes/Claims Window - Description Panel


Field Description

Key Information


Dispute / Claim Information

Dispute ID ID for the dispute or claim. System-generated.

Type Ind Type Indicator. Identifies whether this is a dispute or a claim. Required.

Status Status of the dispute or claim (for example, Open, Resolved, Denied). Required.

Subcontr ID Subcontractor ID. ID for the subcontractor associated with the dispute or claim. Agency-defined.

Category Type Category of the dispute or claim. Agency-defined. Required.

Estimate Nbr Estimate Number. The estimate related to the dispute or claim, if applicable. Searchable. System-generated.

Requested Days Number of days requested by the contractor in the dispute or claim. Required if Requested Amt not provided.

Requested Amt Requested Amount. Dollar amount requested by the contractor in the dispute or claim. Required if Requested Days not provided.

Settled Days Days settled for the dispute or claim.

Settled Amt Settled Amount. Amount settled for the dispute or claim.

Received Date Date the dispute or claim was received by the department. Required.

Logged Date Date the dispute or claim was entered into SiteManager. System-generated.

Diary Start Date Start date of a range of diaries that document the dispute or claim. Cannot be later than the current date.

Diary End Date End date of a range of diaries that document the dispute or claim. Must be later than or the same as the date in the Diary Start Date field. Cannot be later than the current date.

Contractor Accepted Date

Date the contractor accepted the resolution. Cannot be after the current date or the same as the date in the Dept Resolved Date field.

Dept Resolved Date Date the dispute or claim was resolved or overridden by the department. Cannot be after the current date.

FHWA Concurrence Date

Date the FHWA concurred with the resolution. Cannot be later than the current date.

Release/Payment Date

Date the payment was released for the dispute or claim. Cannot be later than the current date.

Resolution Reason Type

Identifies how the dispute or claim was resolved.

Remarks Remarks about the dispute or claim.


Field Description

Line Item Information

Project Number ID for the project related to the dispute or claim. Agency-defined.

Line Item Line item number of an item associated with the dispute or claim. Searchable. A single item may be on multiple disputes. Multiple items may be on a single dispute.

Item Code Agency-defined code for the item associated with the dispute or claim.

Short Description Short description of the Item associated with the dispute or claim.

Seq Nbr Sequence Number. Identifies the project and line item associated with the dispute or claim. System-generated.


Description supplemental to the item's description.


Description supplemental to the item's description.

Table 1. Disputes / Claims Window - Description Panel - Fields


Exercise 1

In this exercise, learn to view a dispute record’s basic information about the dispute.

User ID: jseibel Password: pass Connection: Server


Keys: NA

1. Start and log on to SiteManager as user jseibel.


Administration icon. SiteManager displays the Contract

Administration panel.


4. Double-click the Dispute/Claims icon. SiteManager displays the Select Contract Dispute window.

5. In the Contract ID area, double-click D260005Q.

6. In the Dispute ID column, double-click 1. SiteManager displays the Disputes / Claims window.

7. How many days have been requested? ________

You’ve viewed a dispute record’s basic information.

ANSWERS

7. 14 DAYS


Viewing Recipients Information

The Disputes/Claims window’s Recipients panel displays information about the person assigned to respond to a dispute or claim.

Usage: SiteManager notified each recipient of the pending assignment via the State DOT email system.

Figure 2. Disputes / Claims Window - Recipients Panel


Field Description

Key Information



List of Recipients

Recipient User ID of a person assigned to receive dispute or claim documents. Searchable. Required.

Due Date Date the date the response/remarks are due back from the recipient. Cannot be before the current date. Required.

Doc Sent Date Date the dispute or claim document was sent to the recipient. Cannot be later than the current date.

Doc Received Date

Date the recipient received the dispute or claim document. Should be later than or the same as the date in the Doc Sent Date field. Cannot be later than the current date.

Recipient Response Date

Date the recipient responded to the dispute or claim document. Should be later than or the same as the date in the Doc Sent Date field. Cannot be later than the current date.

Selected Recipient Information

Recipient User ID of a person assigned to receive dispute or claim documents. Searchable. Required.

Due Date Date the date the response/remarks are due back from the recipient. Cannot be before the current date. Required.

Doc Sent Date Date the dispute or claim document was sent to the recipient. Cannot be later than the current date.

Doc Received Date

Date the recipient received the dispute or claim document. Should be greater than or equal to the Doc Sent Date. Cannot be later than the current date.

Recipient Response Date

Date the recipient responded to the dispute or claim document. Should be later than or the same as the date in the Doc Sent Date field. Cannot be later than the current date.

Remarks Remarks received from the recipient of dispute or claim documents.

Table 2. Disputes / Claims Window - Recipients Panel - Fields


Exercise 2

In this exercise, view the name of the assigned person to respond to the dispute record.



Keys: D260005Q; 1 (dispute ID)

1. On the Disputes / Claims window, click the Recipients tab. SiteManager displays the Recipients panel.

2. Who was identified as the person to respond to the dispute? ________

You’ve viewed the name of the person assigned to respond to the

dispute record.

ANSWERS

2. ABARNS


Viewing Related Records

The Disputes/Claims window’s Related Records panel displays a list of SiteManager records related to the selected dispute or claim. The list includes all SiteManager windows that include references to a dispute. Once a window includes a reference to a dispute, from the Disputes/Claims window, navigate directly to the corresponding SiteManager window.

Note: Related records may include correspondence logs, change orders, line items, and estimates. A row appears on this panel to identify a related record if the related window includes a link to the dispute record. For example, if a dispute relates to a correspondence log, on the Correspondence Log window a link to the dispute ID is recorded.

Figure 3. Disputes / Claims Window - Related Records Panel

Field Description



Entered Date Date the record related to the dispute or claim was entered.

Related Records

Records related to the dispute or claim.

Key Sequence number that identifies the record associated with the dispute or claim. System-generated.

Table 3. Disputes / Claims Window - Related Records Panel - Fields


Exercise 3

In this exercise, learn to view a record related to the dispute.




1. Click the Related Records tab. SiteManager displays the Related Records panel.

Now, let’s open the related record from the Disputes / Claims window.

2. On the Services menu, select the View Correspondence

Log choice. SiteManager displays the Correspondence Log window.

3. Who sent the dispute to A. Barns? ___________

4. To close the Correspondence Log window, on the toolbar, click the Close button.

You’ve viewed a record related to the dispute.

ANSWERS

3. M. KIDD


Summary

To open the Disputes / Claims window:





4. On the Contract Records panel, double-click the Dispute/Claims icon.

To open an existing dispute record:

1. On the Disputes / Claims window, on the toolbar, click the Open button. SiteManager displays the Select Contract Dispute window.

2. In the Contract ID area, double-click the desired contract.

3. In the Dispute Nbr area, in the Dispute ID column, double-click the desired dispute number.

To view basic description information on a dispute record:

1. On the Disputes / Claims window, click the Description tab.

To view recipient information on a dispute record:

1. On the Disputes / Claims window, click the Recipients tab.

To view a related record from the Disputes / Claims window:

1. On the Disputes / Claims window, click the Related

Records tab.

2. Select the desired related record.

3. On the Services menu, select the desired choice.


Review Exercise

In this exercise, view an existing dispute record and its related records.




1. View dispute record 2 for contract D260005Q.

2. By what date is recipient Danna Hawkins expected to respond? ___________

3. Are there any related records? __________________


ANSWERS

2. 03/27/08

3. NO


Glossary

Use the following alphabetical list of useful terms and their definitions to better understand Trns•port SiteManager and the contract lifecycle at NYSDOT.

Term Definition

AASHTO American Association of State Highway and Transportation Officials

Acceptance Date Date all of the work in a contract is completed and accepted.

Authorized Quantity NYSDOT’s term. Synonymous to SiteManager's ‘Current Quantity’ (Bid + Approved Change Orders).

Autopay Item An item automatically paid by the system; no entry needed.

BidX Bid Express

C/S Client/Server

CAS Contract Administration System (a Trns•port module)

CAT Category

Catalog Trns•port term for the ‘Catalog of Items’ in Estimator. Often referred to as the ‘Item List’ in PES.

Category Trns•port term. Synonymous with ‘Fiscal Share.’ Logical grouping of Estimate Items in a Project (that must be within a single Fiscal Share (see ‘FS’), funded by a common funding breakout.

CES Cost Estimation System (a Trns•port module)

CO Change Order. Trns•port SiteManager term. Synonymous with ‘OOC.’

CR Civil Rights

Current Quantity SiteManager’s term. Synonymous to NYSDOT's ‘Authorized Quantity’ (Bid + Approved Change Orders).

D/M/WBE Disadvantaged/Minority/Woman’s Business Enterprise

DC Dollars & Cents. Unit of measure.

Delayed Work DWR/Diary remark type intended to capture delay of work not related to a Stop Work Order. Includes design delays.

Detailed Estimate Listing of estimate items and cost for the project broken down by category.

2 Glossary

Term Definition

District Trns•port term. Synonymous to NYSDOT’s ‘Region.’

DIV Division

DNumber Identifying attribute of a contract. Synonymous with ‘Proposal Number’ and ‘Contract Number.’

DOB Division of Budget

DOL Department of Labor

DOT Department of Transportation

DSS Decision Support System (a Trns•port module).

DWR Daily Work Report. Trns•port SiteManager term. Synonymous with ‘IR.’

EEO Equal Employment Opportunity

EFS External Funding Source

Environment Area on the Trns•port database, such as test, production, and so on.

Estimate 1. Listing of the estimate items broken down by group. Highest level of data in Estimator.

2. Progress estimate of items to pay the contractor.

Estimate Item Smallest unit of work on an Estimate. Composed of work, materials, and equipment. Synonymous with ‘Project Item.’

Estimated Quantity Calculated amount based on plans. Design quantity.

FA Federal Aid

FAW Force Account Work

FCP Field Change Payment (formerly, ‘Field Change Order’; briefly also known as ‘Field Change Item’).

FIN Federal ID Number

Final Paid Date Date in which the contractor for a contract has been fully paid.

Fiscal Share Used to fund a project. Category in SiteManager (see ‘Category’).

FS Fiscal Share (see ‘Category’).

IAST Independent Assurance Sampling and Testing

INSP Inspector

Item Smallest unit of work that may be selected for a proposal or a contract.

Item Code Trns•port term. Synonymous with ‘Item’ and ‘Item Number.’

Item List List of items available for use on proposals and contracts.

ITI Info Tech, Inc. An unofficial abbreviation. Do not use.

JOC Job Order Contract

LAN Local Area Networks

LAS Letting and Award System (a Trns•port module)

LD Liquidated Damages

LIMS Laboratory Information Management System. SiteManager’s component for managing laboratory information. Also refers to NYSDOT's existing homegrown legacy system.

Line Item Number Trns•port SiteManager term. Synonymous with ‘Sequence Number.’


Term Definition

LPE Last Progress Estimate

LS Lump Sum. Unit of measure.

MA Material Acceptance

MAT Materials

MDPA Material Discrepancy Payment Adjustment. SiteManager system code table value. Appears in the Line Item Adjustments window.

MIR Merchandise/Invoice Received. Date the PM received the documentation for an estimate. In SiteManager, the Estimate PM Approval Date (in the Estimate Tracking window) documents this date.

NCA Non-Certification Acceptance

NYSDOT New York State Department of Transportation

OE Office Engineer. Synonymous with ‘ASSTPM.’

One-Year Letting Schedule

Calendar of dates and deadlines for lettings for a given year.

OSC Office of the State Comptroller

PCN Project Control Number

PES Proposal and Estimates System (a Trns•port module)

PIN Project Identification Number

Pipeline Trns•port SiteManager term that refers to bidirectional data transfer between the server and a standalone computer.

PM Project Manager. Synonymous with ‘EIC.’

PM Personal Machine, as it pertains to the pipeline process.

PPI Producer Price Index. (Fuel and Asphalt Adjustments)

Project 1. Trns•port term for a portion of a contract.

2. NYSDOT term for estimate.

3. NYSDOT term which includes other high-level information including a textual location of work, counties in which the work will be performed, funding, road names, and more.

Project Items Smallest unit of work on a project and a proposal. Synonymous with ‘Estimate Item.’

PSC Program Support Center

PSS Project Scheduling System. PPMIS software’s module that PMD uses.

QA Quality Assurance

QAF Quality Adjustment Factor

QC Quality Control

RE Resident Engineer. Assistant PM group in SiteManager. Synonymous with ‘ASSTPM.’

SDF State Dedicated Fund

Sequence Number Number used by finance in a contract. Synonymous with ‘LIN’ or ‘Line Item Number’ in SiteManager.

SFY State Fiscal Year

4 Glossary

Term Definition

SiteManager Comprehensive construction management software that seamlessly covers the complete construction and materials management process from contract award through contract finalization. (Trns•port module)

Sites Trns•port term created in order to ensure work is done in a timely manner and impose a penalty or collect liquidated damages when work is not completed on time. Similar to Milestones in SiteManager.

SM SiteManager

SMA-M SiteManager Administrators - Materials

SMC SiteManager Construction

SMM SiteManager Materials

Stockpiled (Partial Payment)

See ‘Stockpiled Materials.’

Stockpiled Materials SiteManager term. Synonymous to NYSDOT’s ‘Stored Materials’ or ‘Partial Payment.’

Stored Materials See ‘Stockpiled Materials.’

SUB Subcontractor

Suspension of Work DWR/Diary Remark type. Intended to capture any Stop Work Order related delay of work.

Tablet Computer used for drawing.

Template Customized screen in SiteManager that allows data entry.

TPA Trns•port (Pre-construction) System Administrator

TUG Trns•port Users Group

Unit Price Estimated price of installing an item in an Estimate of Project.

UWA Uncompleted Work Agreement

Work Authorized to Date

Work Completed to Date (and currently entered into CEES)

WZTC Work Zone Traffic Control

Table 1. Terms and Definitions

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