Getting Started - NYSDOT Home · 2018-02-14 · user may need to have access to more than one group. If your user ID belongs to only one group, SiteManager displays the SiteManager

Project SiteManager® Construction Training Guide for NYSDOT 1

Getting Started

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

Understanding the General Workflow 2

Using this Guide 3

Understanding Project SiteManager and LIMS 4

Accessing Support Resources 4

Starting SiteManager 5

Logging On and Changing Your Password 6

Understanding the Main Functions of SiteManager 10

Navigating with the SiteManager Panel 11

Understanding the SiteManager Toolbar 13

Reading the SiteManager Status Bar 13

Understanding SiteManager Menus 14

Opening Multiple SiteManager Windows 15

Controlling the Display of Multiple Windows 15

Closing Versus Exiting 17

Summary 18

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 Project 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 Project 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, ITS 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.dot.ny.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. After using the switcher Double-click the SiteManager 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, no special characters.

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.

8 Getting Started

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

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 6. 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

NOTE

PM = EIC

ASSTPM = OE AND RE

INSP = INSPECTOR


Exercise 2

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

User ID: regxx01 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 regxx01.

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 pass1234.

6. In the Confirm Password field, type pass1234.

7. Click the OK button.

8. Select PM Role click on OK or double click on PM Role

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

TRAINER USE YOUR

REGION #: EXAMPLE

reg0301 Thru reg0315

USE SAME USER ID

THROUGHOUT MANUAL

NOTE

KEYS – DATES,

IF TODAY’S DATE IS

USED THEN USE

PREVIOUS DATE

10 Getting Started

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 7. SiteManager Panel Window - Main Panel TEST Mode

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


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 8. 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.

12 Getting Started

Exercise 3

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

User ID: regxx01 Password: pass1234 Connection: Server Group Name: Project Manager (PM) 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 D263073 or D261177. 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.


Understanding the SiteManager Toolbar

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

Figure 9. The SiteManager Toolbar (Available while the Contracts window is open)

Exercise 4

In this exercise, identify the buttons on the toolbar.

User ID: regxx01 Password: pass1234 Connection: Server Group Name: Project Manager (PM) Keys: D263073 or D261177

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 10. 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.

14 Getting Started

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.


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.


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.

16 Getting Started

Exercise 6

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


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.


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.


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.

18 Getting Started

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.


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.

20 Getting Started

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.


Common Functionality

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

▪ 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


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, Ron Guidry, belongs to both the Inspector, Assistant PM and

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.

1. User ID: regxx01 Password: pass1234 Connection: Server

Group Name: Inspector (INSP)

Keys: D261177

2. Start and log on to SiteManager as user regxx01.

3. 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.

4. Double-click the Daily Work Reports icon. SiteManager

displays the Daily Work Reports panel.

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

6. Click the Main Panel tab.

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

7. Double-click the Contract Administration icon. SiteManager

displays the Contract Administration panel.

8. Double-click the Contract Records icon. SiteManager

displays the Contract Records panel.

9. Double-click the Correspondence Log icon. SiteManager

displays the Select Correspondence window.


Now, let’s open a correspondence log.

10. In the Contract ID column, double-click D261177

11. In the Correspondence Log area, in the Major Topics

column, double-click Certificate of Insurance.

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

13. 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.

1. User ID: regxx01 Password: pass1234 Connection: Server

Group Name: Assistant PM (ASSTPM)

Keys: D261177


3. 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.


displays the Daily Work Reports panel.

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

6. Click the Main Panel tab.

NOTE

DIARY AND DIARY

ADJUSTMENTS ARE NOW

AVAILABLE.

NOTE

ASSTPM = OE/RE


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

7. Double-click the Contract Administration icon. SiteManager

displays the Contract Administration panel.



9. Double-click the Correspondence Log icon. SiteManager

displays the Correspondence Log window open to a new

record.

10. On the toolbar, click the Open button. SiteManager displays

the Select Correspondence window.

Now, let’s open a correspondence log.

11. In the Contract ID column, double-click D261177.


column, double-click Transmit Amendment No.1.

13. 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.

User ID: regxx01 Password: pass1234 Connection: Server


Keys: D261177; 2 (correspondence serial number)

1. With the Correspondence Log window open, on the toolbar,

click the Open button. SiteManager displays the Select

Correspondence window.


column, double-click Certificate of Insurance.

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: D261177

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

ASSTPM AND ABOVE

GROUPS CAN 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: D261177

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 D263073.

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 (2nd 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: D261177

In the Correspondence Log window, in the Correspondence Type

dropdown list, select the Civil Rights/EEO choice.

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

2. In the On field, type today’s date. Ex 11/15/16

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

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

5. In the Document Category dropdown list, select the

Labor choice.

6. In the Document Location field, type WageRateFile. The

field accepts only ‘WageRateFi.’

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

today’s date.

8. 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: D261177

With the Correspondence Log window open, on the toolbar, click

the Attachments button. SiteManager displays the Attachments

window and extends the toolbar.

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

SiteManager displays the Insert Object window.

2. Click the Create From File tab.

Now, let’s locate the file to attach.

3. Click the Browse button. SiteManager displays a Browse

window.

4. To locate the file you wish to attach, browse to

P:\\Office of Operations/Construction/SiteManager/

Training/Attachments

5. If necessary in the Files of type dropdown list, select the All

Files (*.*) choice (may be the default).

6. Select the DB_D_Contract.pdf file.

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

8. 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.

9. In the Name field, type DB Chart.

10. In the Description field, type DB Chart D Contract

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

SiteManager makes the attachment available to all security

groups.

12. Click the Add button. SiteManager displays the new

attachment in the Attachments window.


Now, let’s run the attachment.

14. In the Attachments window, in the Name column, double-

click DB Chart. SiteManager opens an application window

to display the file.

15. To close the attachment’s application window, on the

window’s title bar, click the Close button.

16. To close the Attachment window, on the toolbar, click the

Attachments button again.

Now, let’s prepare for the next exercise.

17. To close the Correspondence Log window, click the Close

button. SiteManager displays a message prompting you to

save changes.

18. 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.

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: D261177; 806212 (project)

1. On the Contract Records panel, double-click the Items

icon. SiteManager displays the Items window.


the Select Contract Item window.

3. In the Contract area, double-click D261177.

4. In the Project area, double-click 806212.

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 0001. 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: D261177; 806212 (project)


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 0001 and line number 0014.

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

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 “Quick Reference Guides” icon.

SiteManager displays the Quick Reference Guides panel.

3. Double-click the “Construction QRGs” icon. SiteManager

displays the New York State Department of Transportation

Construction QRG 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 SM QRG 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.

2. On the toolbar, click the Attachments button.



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.



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.


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:

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

Administration icon.

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: D261177

Navigate to the Correspondence Log window.

(Contract Administration | Contract Records | Correspondence Log)

1. Open the log for Certificate of Insurance on contract

D261177.

2. View the attachment. What is the Signature date noted on

the CONR 250? _______________________

3. Create a new correspondence log.

4. Associate it to D263073 by choosing keys for today. 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 Meetings.

5. Exit SiteManager.

ANSWER

3. 3/1/2017



Creating and Modifying Daily Work Reports


▪ Understanding Daily Work Reports 2

▪ Creating DWRs 4

▪ Recording Basic DWR Information 7

▪ Tracking Contractors, Superintendents and Personnel 8

▪ Tracking Contractor Equipment 13

▪ Selecting and Recording Work Items 16

▪ Previewing DWRS 28

▪ Understanding Read-Only Format 28

▪ Copying DWRs 29

▪ Modifying Copied DWRs 30

▪ Summary 40


2 Creating and Modifying Daily Work Reports

Understanding Daily Work Reports

Use Daily Work Reports (DWRs) to record daily work and construction

activity performed on the contract. Inspectors may create DWRs both in

the field and in the office.

Typically, for each contract, each inspector submits one DWR per day.

Only the inspector who creates the DWR may modify it. In other words:

One DWR per person, per contract, per day.

Figure 1. Daily Work Reports Window

Panel Name Description

DWR Info Create a new DWR and record information about the day.

Contractors Enter daily data about the prime and subcontractor(s), superintendent(s), and variable labor (by personnel type).

Contractor Equip

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

Daily Staff Usage: Do not use this panel.

Work Items Select available contract items and record usage data for installed work items.

Table 1. Daily Work Reports Window – Panels

QRG

DAILY WORK REPORTS


Exercise 1

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



Keys: NA

1. Start and log onto SiteManager as user regxx01.

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

Reports icon.

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

Work Reports icon. SiteManager displays the Daily Work

Reports window.

You’ve opened the Daily Work Reports window.


Creating DWRs

To create a new DWR and record basic information about that day, use the

DWR Info panel.

Figure 2. 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 selected remark type’s remark text.

Table 2. Daily Work Reports Window – DWR Info Panel – Fields


Understanding DWR Dates

You may create a DWR for the current day or a previous date; you cannot

create a DWR for a future date. SiteManager restricts you from creating a

duplicate DWR for a date on which you already created a DWR.

Handling Mistakes

If you create a DWR with an incorrect date, do not record any work on the

DWR and do not authorize the DWR. Once you create a DWR, you

cannot delete it and cannot change the date.

Choosing Keys to Create New DWRs

To create a new record, you must first choose keys.

Exercise 2

In this exercise, learn how to choose keys to create a new DWR.



Keys: NA

1. While on the Daily Work Reports window’s DWR Info

panel in new mode, on the Services menu, select the

Choose Keys choice.


SiteManager displays a new DWR for that contract with

today’s date.

Now, let’s change the date.

3. In the DWR Date field, type today’s date.


You’ve chosen keys to create a new DWR with minimal information.

NOTE

DOUBLE-CLICK TO OPEN

CALENDAR FOR DATE

FIELD. NOT USEFUL IN

TRAINING, BUT IS

USEFUL IN PRODUCTION.

NOTE

ONE DWR PER PERSON PER CONTRACT PER DAY

NOTE

DOUBLE-CHECK YOUR

DATE BEFORE YOU SAVE.


Recording Basic DWR Information

To record temperatures, weather conditions, and remarks, use the Basic

DWR Info panel.

Exercise 3

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



Keys: D263073; today’s date (DWR)

1. On the Daily Work Reports window, on the DWR Info panel,

in the High Temperature field, type 73.

2. In the Low Temperature field, type 65.

Now, let’s enter the weather conditions.

3. In the A.M. dropdown list, select the Clear choice.

4. In the P.M. dropdown list, select the Cloudy choice.

Now, let’s enter a remark.

5. In the list of remark types, select the 02 WZTC choice.

6. In the Remarks field, type Shoulder closure on right side of

road at Rt 73 northbound – Sta 6+250 right side, placed ‘no

shoulder’ signage and cones placed at 12m.

Now, let’s enter another remark.

7. In the list of remark types, select the 04 Contrctr Work Hrs

choice.

8. In the Remarks field, type 0630 – 1700.


You’ve recorded temperatures, weather conditions, and remarks.

TIP

USE CTRL+C AND

CTRL+V TO COPY AND

PASTE TO AND FROM

THE REMARKS FIELD AND

OTHER DOCUMENTS.

NOTE

SPELL CHECK IS

AVAILABLE.


Tracking Contractors, Superintendents and Personnel

To report contractors, superintendents, and personnel that appear on site

and record daily information about them, use the Contractors panel.

Important! To record work items installed by contractors, be sure to

report all contractors that appeared on site that day. Only the prime and

subcontractors associated with a contract and approved for specific work

items are accessible from the Work Item panel’s Contractor dropdown list.

This is a multi-focus window. After selecting a contractor, select

superintendent and personnel types associated with the selected contractor.

Note: If a subcontractor, superintendent, or personnel type does not

appear on the appropriate dropdown list, notify the Regional Contract

Administrator.

Figure 3. 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: Optional.

Personnel Type Area

Personnel Type Title of workers reported.

Nbr of Persons Number of workers present.

Hours Worked Usage: Optional.

Total Hours Usage: Optional.

Table 3. 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, use the Contractor area.

The Contractor dropdown list contains the prime contractor and any

qualified subcontractors.

Exercise 4

In this exercise, learn how to track a contractor.




1. On the Daily Work Reports window, click the Contractors

tab.

2. On the Contractors panel, click in the Contractor area.

3. On the toolbar, click the New button. SiteManager adds a

row to the Contractor area.

4. In the Contractor dropdown list, select the ECONOMY

PAVING CO INC ** PRIME ** choice.


You’ve recorded the contractor on site for the day.

NOTE

IF YOU ACCIDENTALY

ADD A ROW, SELECT THE

ROW AND CLICK THE

DELETE BUTTON.


Tracking Contractor Superintendents

To track superintendents (by personnel type), use the Superintendent area.

Exercise 5

In this exercise, learn how to add a superintendent for a contractor.




1. Click in the Superintendent area.

2. On the toolbar, click the New button. SiteManager adds a new

row to the Superintendent area.

3. In the Superintendent dropdown list, select the

Superintendent choice.

Now, let’s record the name of the superintendent.

4. On the toolbar, click the Remarks button. SiteManager

displays the Remarks window.

5. In the Remarks (Supervisor Remark) field, type John

Brown.

6. To close the Remarks window, on the toolbar, click the

Remarks button.


You’ve added the name and personnel type for the superintendent

on site that day for the contractor.

USAGE

USE REMARKS TO ENTER

NAMES AND OTHER

DETAILS ABOUT

SUPERINTENDENTS AND

NON-WORKING

FOREMEN.


Tracking Contractor Personnel

To track working supervisors, foremen and other contractor personnel (by

personnel type and number), use the Personnel Type area.

Exercise 6

In this exercise, learn how to add a working foreman and personnel

types for a contractor.




1. On the Contractors panel, click in the Personnel Type area.

2. On the toolbar, click the New button. SiteManager adds a new row.

3. In the Personnel Type dropdown list, select the

Laborer - Foreman choice.

4. In the Nbr of Persons field, type 1.

Now, let’s record the name of the working foreman.



6. In the Remarks (Personnel Remark) field,

type Kellyn Reese, on-site 4 hr shift.


Remarks button again.


USAGE

USE REMARKS TO ENTER

NAMES, HOURS OF

WORK, AND OTHER

DETAILS ABOUT

PERSONNEL TYPES

IMPORTANT FOR POSSIBLE FORCE ACCOUNT.

NOTE

BE SURE TO SELECT A

ROW BEFORE CLICKING

THE REMARKS BUTTON.


Now, let’s record the additional contractor personnel.


10. In the Personnel Type dropdown list, select the Laborer

choice.

11. In the Nbr of Persons field, type 3, then, add a Remark.


You’ve added a working foreman’s personnel type and name and

the number of laborers on site that day for a contractor.

Tracking Contractor Equipment

To record the pieces of equipment present on site and used for a

contractor, use the Contractor Equip panel. Select a contractor and then

from the Equipment ID dropdown list, select a category of equipment.

Note: If a type of equipment does not appear on the appropriate

dropdown list, request to have it added.

Figure 4. Daily Work Reports Window – Contractor Equip Panel

NOTE

EQUIPMENT CATEGORIES

CORRESPOND TO THE

BLUE BOOK, FIRST

CATEGORY LEVEL.



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.

Equipment Information

Equipment ID – Description

Description of the piece or type of equipment.

Nbr of Pieces Number of Pieces. Usage: Record number of pieces on site for each equipment type.

Nbr Used Number Used. Usage: Record number of pieces used for each equipment type.

Hours Used Usage: Do not use this field.

Table 4. Daily Work Reports Window – Contractor Equip Panel – Fields


Exercise 7

In this exercise, learn how to record equipment on a DWR.




1. On the Daily Work Reports window,

click the Contractor Equip tab.

2. Click in the Equipment ID-Description area.


4. In the Equipment ID dropdown list,

select the Trucks – On Highway choice.

5. In the Nbr of Pieces field, type 5.

6. In the Nbr Used field, type 3.

Now, let’s record details about the equipment.



8. In the Remarks (General Remarks) field, type

2 – Ford F150s

1 – Ford 350 Utility Truck




You’ve recorded information about the equipment used that day.

NOTE

IN REMARKS, PRESS THE

RETURN KEY TO START A

NEW LINE.

USAGE

LOG IN IDLE EQUIPMENT. THIS EXERCISE

DEMONSTRATES TWO

IDLE TRUCKS.


Selecting and Recording Work Items

To select from available contract items and view and record usage data for

installed work items, use the Work Items panel.

Important! Before entering work item data, on the Contractors panel,

enter the contractor responsible for the work item.

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 enter 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, click the Record Work

Item button to view and record usage data and the Selects Work Item

button to view available contract items.

Figure 5. Daily Work Reports Window – Work Items Panel (Select Work Item View)



Key Information




Select Work Item View Information

Instld Installed. When selected, indicates an installed item.

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.

Category Description

Description of the category. Usage: Corresponds to the fiscal share.

Item Code Agency-defined code to identify an item.

Description Short description of the work item.

Supplemental Description 1

Additional description for the item.


Additional description for the item.

Table 5. Daily Work Reports Window – Work Items Panel (Select Work Item View) – Fields


Figure 6. Daily Work Reports Window – Work Items Panel (Record Work Item View)


Key Information




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

Line Itm Nbr Line Item Number. Contract line item number of the item.

Item Code ID for the item.

Category Nbr Category Number. Category of the item.

Item Information

Item Desc Item Description. Short description of the work item.

Unit Price Price per unit of item.

Supp Desc 1 Supplemental Description 1.




Record Work Item View

Qty Reported to Date

Quantity 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

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

Units Type Unit of measure for the item.

Qty Installed to Date

Quantity 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. Pertains to the selected line item.

Pay to Plan Qty

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

Status Indicates current status of item.

Qty Paid to Date

Quantity 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. Pertains to 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 Location Sequence Number. Pertains to 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.

Engr Share Displays value from Record Work Item area.

Templt Used Indicates if a DWR template was used.



Record Work Item Information

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

Engr Share Usage: Breakdown of estimate depending on need for tracking (for example, emergency site work).

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

As Built Qty As Built Quantity. Usage: Do not use.

Loc Seq Nbr 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.

Approved Qty Approved 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 6. Daily Work Reports Window – Work Items Panel (Record Work Item View) – Fields

QRG

FINAL MEASURED

QUANTITY PROCESS.


Recording Items on a DWR

To record a quantity installed for an item, enter the value in the Placed Qty

field, even a zero Qty, the contract that performed the work, and a

description for each location.

Exercise 8

In this exercise, learn how to select and record a work item.




1. On the Daily Work Reports window, click the Work Items

tab. SiteManager displays the Select Work Item view, which

lists the available contract items.

2. To sort the list by item code, click the Item Code column heading.

3. In the Item Code column, scroll to and click 619.01 for

category number 0001.

4. On the toolbar, click the Record Work Item button.

SiteManager displays the Record Work Item view, which

presents the usage data for that work item.

5. On the toolbar, click the New button. SiteManager inserts a

new row and an area to record work against that item.

Now, let’s enter the placed quantity, contractor, and location.

6. In the Placed Qty field, type 0.20.

7. In the Contractor dropdown list,

select the ECONOMY PAVING CO INC ** PRIME **

choice.

8. In the Location field, type Rt 73 - outlet of DR7-14A.

9. In the Measured Indicator area, click the Final button.

NOTE

IN THE NEXT CHAPTER, WE’LL SEE HOW TO

ACCESS CONTRACT S&T

REQUIREMENTS AND

HOW TO CREATE

SAMPLES FROM THE

WORK ITEMS PANEL.


Now, let’s add a remark.



11. In the Remarks field,

type Payment for WZTC for this Estimate Period as per

WZTC report..


Remarks button.


Now, let’s return to the Select Work Item view.

14. On the toolbar, click the Selects Work Item button.

SiteManager displays the list of available contract items.

You’ve recorded a placed quantity for a contractor at a location for an item.

Understanding DWR Templates

Use a DWR template to collect data not stored elsewhere in SiteManager.

Often the template uses the data to calculate a value returned (or inserted)

into the Placed Qty field on SiteManager’s Daily Work Reports window’s

Work Items panel.

If an item for a contract has an associated DWR template that returns a

value, then SiteManager may restrict users from manually entering a value

in the Placed Qty field. If you cannot edit the Placed Qty field,

SiteManager requires a DWR template to calculate the placed quantity.

Some templates will calculate a placed quantity, but will still allow the

user to edit the resulting value. In this case the calculated values will be in

the Placed Qty field; however, the field will still be editable. If you edit a

calculated value from a template in the Placed Quantity field, a

Mismatched label will appear on the window.

DWR templates serve one or more of the following purposes:

▪ Store contract activity that standard SiteManager windows

do not store.

▪ Calculate placed quantity.


Usage: If the DWR Template button is available on the toolbar, may use

template—even for a placed quantity of zero. May attach worksheet.

Figure 7. Daily Work Reports Window – Work Items Panel – DWR Template Button (detail)

Figure 8. DWR Template Window

Figure 9. DWR Template - AREASHAP1M – Example


Recording Items with DWR Templates

For items with associated DWR templates, use the template to calculate

the placed quantity.

Exercise 9

In this exercise, learn how to select and record another work item,

with an associated DWR template.




In the Item Code column, scroll to and click 207.20 for



SiteManager displays the Record Work Item view for that

work item.



Now, let’s enter the engineering share, contractor and location.

3. In the Engr Share field, type 03.


PAVING CO INC choice.

5. In the Location field, type Rt 73 - outlet of DR7-14A.


Now, let’s enter the stationing information for the work.

7. In the first From Station field, type 7.

8. In the second From Station field, type 320.

9. In the From Station Offset field, type RT.

10. In the From Station Distance field, type 12.



Now, let’s use the DWR template.

12. On the toolbar, click the DWR Template button.

SiteManager displays the DWR Template window.

13. In the Description column, double-click

NYSDOT Area Calc Using Shapes (English). SiteManager

displays the template.

14. In Row 1 of 1, in the Shape dropdown list, select the

Trapezoid choice.

15. In the A field, type 6.

16. In the B field, type 4.

17. In the C field, type 6.

18. On the keyboard, press the Tab key. The template calculates

the area.

Now, let’s add another row to the template and save the

calculations.

19. On the toolbar, click the New button. The template adds a new

row and renumbers the row count.

20. In Row 2 of 2, in the Shape dropdown list, select the

Rectangle choice.

21. In the A field, type 10.5.

22. In the B field, type 6.

23. On the keyboard, press the Tab key. The template calculates

the area and adds the value to the area from the first row to

calculate the Total Pay Quantity (SM) field.


25. Write the calculated value from the Total Pay Quantity (SM)

field in the space provided. ______________

26. To close the template, on the toolbar, click the Close button.

SiteManager displays the Work Items panel.

27. In the Placed Qty field, type 93.

28. On the toolbar, click the Save button. Note that SiteManager

automatically recalculates the Qty Reported Date field.

TIP!

SELECT ITEM, THEN: - CHECK ITEM CODE - CHECK CATEGORY - CHECK FOR AN

ASSOCIATED TEMPLATE.

USAGE

WRITE DOWN QUANTITY

FROM TEMPLATE. MUST TYPE THE EXACT

CALCULATED VALUE

INTO THE PLACED QTY

FIELD.

TEMPLT USED BOX MAY

NOT DISPLAY CHECK

MARK UNTIL YOU CLOSE

DWR SCREEN AND

REOPEN.


Now, let’s add an attachment.

29. On the toolbar, click the Attachments button. SiteManager

displays the Attachments window and extends the toolbar.






window.

33. To locate the file you wish to attach, browse to

P:\Office of Operations\ Construction\ SiteManager\ Training\

Attachments.


choice (may be the default).

35. Select the DWR_09_03_2007_Sketch.pdf file.



SiteManager closes the Insert Object window and displays the

OLE Attachment window.



38. In the Name field, type Sketch.

39. In the Description field, type Sketch – Geotextile Bedding.



groups.




Now, let’s run the attachment.


43. In the Attachments window, in the Name column, double-click

Sketch. SiteManager opens an application window to display

the file.

44. To close the attachment’s application window, on the

window’s title bar, click the Close button.

45. To close the Attachment window, on the toolbar, click the

Attachments button.

Now, let’s enter remarks.



47. In the Remarks field, type Fabric installed per details in

plans, overlapping 2 ft at joints and wrapped up excavation

and secured in place. See attached sketch.





SiteManager displays list of available contract items with

entered Item at the top.

You’ve used a DWR template to calculate a placed quantity for a

contractor at a location.

Modifying Values Previously Entered on a DWR Template

If you need to modify a value previously entered on a DWR template, on

the Work Items panel, open the item with the associated template

containing the value you want to change. To display the DWR Template

window, on the toolbar, click the DWR Template button. Double-click the

desired template and make your changes.

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.

USAGE

WHEN YOU ATTACH

DOCUMENTS, REFERENCE THE

ATTACHMENTS IN THE

REMARKS.


Previewing DWRS

Exercise 10

In this exercise, learn how to preview a DWR.




1. On the Daily Work Reports window, click the DWR Info tab.

SiteManager displays the DWR Info panel.


Now, let’s preview the DWR.

3. On the toolbar, click the Preview DWR button. SiteManager

displays the Print Preview window.

4. Review the DWR.

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

You’ve previewed a DWR.

Understanding Read-Only Format

SiteManager displays a DWR in a read-only format, which users cannot

modify, if the DWR meets any of the following conditions:

▪ Authorized

▪ Created by another user

Note: Users may view read-only copies of all DWRs, but can modify

only the editable versions of the DWRs they created. Once DWRs have

been authorized, they are read-only.

KNOWN ISSUE

DWR DATE IS NOT

SHOWN ON SUBSEQUENT

PAGES OF THE DWR

PREVIEW.


Copying DWRs

When creating DWRs for a project, since much of the information remains

the same from day to day, copy the contractor information from a previous

DWR you created on the contract to create a new DWR.

To copy a DWR you created, open the DWR to copy, in the DWR Date

field type the desired date for the new DWR and, when prompted, choose

to copy contractor information.

When making a copy of your DWR, SiteManager does not copy the

following:

▪ Basic DWR information (temperature, weather, general

remarks, and attachments)

▪ Installed work items

SiteManager does copy the following:

▪ Contractors (including all personnel and remarks)

▪ Equipment (including all remarks)

Exercise 11

In this exercise, learn how to copy a DWR you previously created

to make a new DWR.




1. In the DWR Date field, type yesterday’s date.

2. On the keyboard, press the Tab key. SiteManager displays a

message to confirm your decision to copy contractor

information.

3. In the message, click the Yes button. SiteManager displays the

DWR for the new date with the copied contractor information.


You’ve copied a DWR you created previously to reuse some of the

information.

NOTE

YOU MUST BE IN THE

DWR THAT YOU WANT TO

COPY; CHANGE DATE; TAB OUT; SAVE.

DO NOT CLICK NEW TO

COPY.

TIP!

TO MAKE USE OF

GENERAL REMARKS

FROM THE BASIC DWR

INFO PANEL, COPY AND

PASTE FROM PREVIOUS

DWRS.


Modifying Copied DWRs

Since SiteManager does not copy all of the information contained on a

DWR, you must complete the basic DWR information, record any work

items, and make any necessary changes to the copied information.

Recording Basic DWR Information

When making a copy of a DWR, SiteManager does not copy basic DWR

information, general remarks or attachments.

Exercise 12

In this exercise, learn how to modify a DWR you copied.



Keys: D263073; yesterday’s date (DWR)

First, let’s enter temperatures and weather conditions for the day.

1. On the Daily Work Reports window, on the DWR Info panel,

in the High Temperature field, type 59.

2. In the Low Temperature field, type 42.

3. In the A.M. dropdown list, select the Clear choice.

4. In the P.M. dropdown list, select the Cloudy choice.

Now, let’s record work zone traffic control information.

5. In the list of remark types, select the 02 WZTC choice.

6. In the Remarks field, type Closed parking lot located at

Lake View Terrace Lane under bridge by utilizing cones

across roadway and detour signing, as per plan sheet 25.


Now, let’s enter a general remark.

7. In the list of remark types, select the 03 General choice.

8. In the Remarks field, type Wage rate interview performed

on laborer George Wallace. See Corr Log.

Now, let’s record contractor work hours.

9. In the list of remark types, select the 04 Contrctr Work Hrs choice.

10. In the Remarks field, type 0700 - 1530.


You’ve provided basic DWR information for a new DWR copied

from a previous DWR.


Tracking Contractors, Supervisors and Personnel Types

When making a copy of a DWR, SiteManager does copy contractor

information and the associated remarks.

Exercise 13

In this exercise, learn how to verify copied contractor information

and add a subcontractor.




1. On the Daily Work Reports window, click the Contractors tab.

2. Verify that the copied contractors and associated personnel are

still correct for today.

3. Since additional laborers were on site that day for

ECONOMY PAVING CO INC, in the Personnel Type area,

for the Laborer type, change the number to 5 add a Remark.


Now, let’s add a subcontractor.

5. Click in the Contractor area.


new row.

7. In the Contractor dropdown list, select

DONNELLY CONSTRUCTION INC.

Now, let’s record the laborers on site for the subcontractor.

8. Click in the Personnel Type area.


new row.

10. In the Personnel Type dropdown list, select the Laborer

choice.

11. In the Nbr of Persons field, type 2.




13. In the Remarks (Personnel Remark) field, type

2 – Laborers worked for prime as flagpeople.




Now, let’s record the laborer-foreman on site for the subcontractor.


new row.


Laborer – Foreman choice.

18. In the Nbr of Persons field, type 1, add Remark.


Now, let’s record the operating engineer on site for the

subcontractor.


new row.


Operating Engineer choice.

22. In the Nbr of Persons field, type 2, add Remark.


You’ve verified copied contractor information and added a

subcontractor and personnel on site for the day.


Tracking Contractor Equipment

When making a copy of a DWR, SiteManager does copy equipment

information and the associated remarks.

Exercise 14

In this exercise, learn how to verify copied equipment information

and record the subcontractor’s equipment.




1. Click the Contractor Equip tab. SiteManager displays a

message prompting you to save.

2. In the message box, click the Yes button.

3. On the Contractor Equip panel, in the Contractor area, select

ECONOMY PAVING CO INC. SiteManager displays the

equipment information in the Equipment ID – Description

area for the selected contractor.

4. Verify the contractor equipment used that day. No changes are

necessary.

Now, let’s record several pieces of equipment for the subcontractor.

5. In the Contractor area, select DONNELLY

CONSTRUCTION INC. SiteManager displays the blank

Equipment ID – Description area for the selected contractor.

6. Click in the Equipment ID – Description area.

NOTE

DEMONSTRATE HOW TO

SELECT BY CLICKING ON

THE THREE RIGHT

COLUMNS; HOW TO USE

CTRL + N FOR NEW; HOW

TO TAB TO MOVE FROM

FIELD TO FIELD.


Now, let’s record the first piece of equipment.


new row.

8. In the Equipment ID – Description dropdown list, select the

Trucks - On Highway choice.





12. In the Remarks field, type 1 – 10 wheel dump truck with

operator.




Now, let’s record the second piece.


new row.

16. In the Equipment ID – Description dropdown list, select the

Compactors choice.





20. In the Remarks field, type

1 – Ingersoll Rand DD40

1 – Walk Behind Dual drum (Bomag)




You’ve verified copied equipment information and recorded the

newly added subcontractor’s equipment.


Selecting and Recording Work Items

When making a copy of a DWR, SiteManager does not copy work item

information.

Exercise 15

In this exercise, learn how to select and record a work item installed

at multiple locations.




1. Click the Work Items tab.

2. To sort the list by item code, click the Item Code column

heading.

3. In the Item Code column, scroll to and select 304.15 for




work item.



Now, let’s enter the placed quantity, contractor, and the first

location.


7. In the Contractor dropdown list, select the DONNELLY

CONSTRUCTION INC choice.

8. In the Location field, type Lake View Terrace Lane under

bridge.

9. In the Measured Indicator area, click the Interim button.



Now, let’s enter remarks for the first location.



12. In the Remarks (General Remarks) field, type Contractor

placed subbase in 6 inch lifts and compacted in accordance

with specifications; stringlines were pulled to check

elevations in preparations for asphalt placement.

13. To prepare for the next location of this item, copy the remark

to use later.


Remarks button.


Now, let’s add a second location for this work item.


new row for the second location and an area to record work

against that item.


18. In the Contractor dropdown list, select the DONNELLY

CONSTRUCTION INC choice.

19. In the Location field, type Lake View Terrace Lane east of

bridge.



Now, let’s enter remarks for the second location.



23. In the Remarks field, paste the remarks from the first location.

24. Modify the remarks by adding ‘in accordance with

specifications’ to the end of the pasted text.


Remarks button.



Now, let’s add another item to show work in progress.



heading.





work item.





PAVING CO INC choice.

34. In the Location field, type Lake View Terrace Lane east of

bridge.

35. In the Measured Indicator area, click the Interim button.


Now, let’s enter remarks.



38. In the Remarks field, type Contractor began excavation;

work in progress to be paid at future date.


Remarks button.


Now, let’s mark the DWR as complete.

Usage: Upon completion of a DWR, type ‘Complete’ in the 01 DWR

Complete remark. Once entered, do not modify the DWR again. If you

find an error in the DWR, notify the appropriate member of the Assistant

PM group or the Project Manager group and wait for permission to make

changes to the DWR


41. Click the DWR Info tab. SiteManager displays the DWR Info

panel.

42. In the list of remark types, select the 01 DWR Complete

choice.

43. In the Remarks field, type Complete.


You’ve recorded a work item installed at multiple locations.

ADDITIONAL 01 REMARKS

OPTIONAL

PAYMENT FOR:

ATTACHMENT FOR:

TEMPLATE FOR:

CERT FOR:


Summary

To open the Daily Work Reports window:


Reports icon.


Work Reports icon.

To create a new DWR using existing keys:

1. With the Daily Work Reports window open, on the toolbar,

click the New button.

2. In the DWR Date field, type the desired date.

3. Click the Save button.

To create a new DWR with different keys:

1. With the Daily Work Reports window open to a new record,

on the Services menu, select the Choose Keys choice.

2. Choose the desired contract.



To record basic DWR information:

1. On the Daily Work Reports window, click the DWR Info

tab.

2. In the High Temperature field, type the desired value.

3. In the Low Temperature field, type the desired value.

4. In the A.M. dropdown list, select the desired choice.

5. In the P.M. dropdown list, select the desired choice.

6. In the list of remark types, select the desired choice.

7. In the Remarks field, type the desired text.



To record contractor information:


tab.

2. Click in the Contractor area.

3. On the toolbar, click the New button.

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


To track superintendents:


tab.

2. On the Contractors panel, in the Contractor area, select

the desired choice.

3. Click in the Superintendent area.


5. In the Superintendent dropdown list, select the desired

choice.

6. On the toolbar, click the Remarks button.

7. In the Remarks (Supervisor Remark) field, type the

desired name.


Remarks button.



To track working supervisors, foremen, and additional contractor

personnel:


tab.

2. On the Contractors panel, in the Contractor area, select

the desired choice.

3. Click in the Personnel Type area.

4. Click the New button.

5. In the Personnel Type dropdown list, select the desired

choice.

6. In the Nbr of Persons field, type the desired value.

7. If the personnel type is a foreman or supervisor, on the

toolbar, click the Remarks button

8. In the Remarks (Personnel Remark) field, type the desired

name.


Remarks button.



To record equipment information:

1. On the Daily Work Reports window, click the Contractor

Equip tab.

2. In the Contractor area, select the desired choice.

3. Click in the Equipment ID-Description area.


5. In the Equipment ID dropdown list, select the desired

choice.

6. In the Nbr of Pieces field, type the desired value.

7. In the Nbr Used field, type the desired value.


9. In the Remarks field, type the desired text.


Remarks button.


To record items on a DWR:


tab.


heading.

3. In the Item Code column, scroll to and click the desired

choice. Verify that it is for the correct category.



6. In the Placed Qty field, type the desired value.


8. In the Location field, type the desired text.

9. In the Measured Indicator area, click the Interim or Final button.



To record items with DWR templates:


tab.


heading.

3. In the Item Code column, scroll to and click the desired

choice. Verify that it is for the correct category.





8. In the first From Station field, type the desired text.

9. In the second From Station field, type the desired text.

10. In the From Station Offset field, type the desired text.

11. In the From Station Distance field, type the desired text.


13. Complete the template.


To switch between the two views on the Work Items panel:

1. While on the Work Item panel’s Select Work Item view

viewing the list of available work items, select the desired

work item.


3. While on the Work Item panel’s Record Work Item view

viewing item usage data, on the toolbar, click the Selects

Work Item button.


To modify values previously entered on a DWR template:

1. While on the Work Items panel’s Record Work Item view

viewing item usage data, on the toolbar, click the DWR

Template button.

2. On the DWR Template window, select the desired template.

3. On the toolbar, click the Record Template Data button.

4. Make the desired changes.

To complete a DWR:

1. On the Daily Work Reports window, click the DWR Info

tab.

2. In the list of remark types, select the 01 DWR Complete

choice.

3. In the Remarks field, type Complete.


To copy a DWR:

1. Open the desired DWR to copy.


3. On the keyboard, press the Tab key

- or -

on the toolbar, click the Save button.

4. In the message prompting you to copy contractor

information, click the Yes button.



Review Exercise

In this exercise, demonstrate how to create a new DWR using the

current keys.



Keys: D261177

Create a new DWR for today’s date for D261177.

1. Record the basic DWR information for that day:

High of 77 degrees; low of 68 degrees.

Foggy in the morning; clear in the afternoon.

02 WZTC remarks should include the following:

Moving single lane closure was used in accordance with

specs. All signs and arrowboard as per contract plan

sheet 24.

04 Contrctr Work Hrs remarks should include the

following: 0700 - 1630.

2. Record the contractor, superintendents and personnel on site

that day:

STRAIGHT LINE INDUSTRIES INC is a subcontractor.

Tom Collins was the non-working foreman.

Two laborers worked as flaggers, add Remark;

one laborer-foreman was on site, add Remark;

one teamster was on site, add Remark.

3. Record the equipment used that day:

One on-highway truck and one air compressor were used

that day.


4. Record the work items installed that day:

Straight Line did 4-inch (100 mm) single line striping

using short term pavement markings (item code 619.100101

for category number 0001) for Rt 73 parking lot and road.

Select the appropriate measured indicator.

5. Use the Work Items panel to record the overall stationing:

5+792 to 6+650

6. Use the template to record specific info for the following

stations and lengths:

Station Length Location

6+620 to 6+650 30 M (measured) Entrance

5+792 to 6+150 385 M (measured) Parking lot

6+420 to 6+640 220 M (measured) Left exit

7. Save the template data and close the template.

8. Preview the DWR.

9. Oops! Fix a typo you just found while previewing the

DWR. The overall placed quantity did not match what you

understood was installed. Change the length for the second

station to 358 M instead.

10. Mark the DWR as complete and ready for the Assistant PM

group to review.

11. Copy the DWR to a new date of yesterday’s date. Clear in

the morning; cloudy in the afternoon. High of 52; low of 45.

Add ECONOMY PAVING as another contractor on site

that day. One non-working foreman for ECONOMY

PAVING CO INC, Larry Luck, was on the job site.

Three operating engineers were on-site, four laborers and

one laborer-foreman with 2 wheel loaders. Installed

34.21 CM of topsoil (item code 610.1402 for category

number 0001) on Rt 73 North Side at 6+240 RT. Select the

appropriate measured indicator. They installed the topsoil

at the location per the plans.

12. Mark the DWR as complete and ready for the Assistant PM

to review.



Creating Material Field Records and Entering Test Results


▪ Determining Process for Accepting Materials 2

▪ Using DWR Templates to Record Information 10

▪ Creating Sample Records from Work Items on DWRs 14

▪ Printing Sample Labels 30

▪ Understanding the Enter Test Results Window 32

▪ Entering Certifications 40

▪ Summary 43

2 Creating Material Field Records and Entering Test Results

Determining Process for Accepting Materials

To determine the process for accepting materials, use the Material

Inspection Detail window to view an item’s component materials and the

sampling and testing type for an associated test method.

Exercise 1

In this exercise, learn to access contract items on a DWR.



Keys: NA

1. Start and log onto SiteManager as user regxx01 while

connected to the server.


Reports icon.


Work Reports icon. SiteManager displays the Daily Work

Reports window.

Now, let’s open an existing DWR.


the Contract ID window.

5. In the lower pane, in the Contract ID column, double-click

D263073.

6. In the lower pane, in the User ID column, double-click

regxx01.

7. In the lower pane, in the DWR Date column, double-click

today’s date. SiteManager displays the Daily Work Reports

window.


Now, let’s open the work item.

8. Click the Work Items tab. SiteManager displays the Select

Work Item view, which lists the available contract items.


heading.

10. In the Item Code column, scroll to and double-click 207.20

for category number 0001. SiteManager displays the Work

Items panel’s Record Work Item view, which presents the

usage data for that work item.

You’ve accessed a contract item on a DWR.

Viewing Material Inspection Details

On the Material Inspection Detail (MID) window, view test methods and

requirements, including samples linked to a DWR item.

Figure 1. Material Inspection Detail Window



Key Information

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

Inspector Creator of the DWR.

DWR Date Date the DWR was created.

Recorded Work Information

Project Nbr Project Number. Agency-defined. Unique. Number of project.

Line Itm Nbr Line Item Number. Contract line item number of the item.


Category Nbr Category Number. Category of the item.

Item Desc Item Description. Short description of the work item.

Unit Price Cost per unit of measure.



Qty Reported to Date

Quantity 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

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


Qty Installed to Date

Quantity 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. Original amount bid for an item.

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

Status Item status (active, closed)

Qty Paid to Date Quantity 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. 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.



aterial Inspection Detail Information

Material Code Uniquely identifies the material. Agency-defined.

Material Component

Short material description.

Cont Est Matrl Qty

Contract Estimated Material Quantity. Current quantity of contract items multiplied by the conversion factor.

Approved 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.

Conversion Factor

Used by the required samples calculation to convert current quantity to required quantity.

Contract S&T Contract Sampling and Testing. Indicates item has contract sampling and testing requirements defined.

DWR Sample Indicates sample was created from DWR.

Show All / S&T Show All / Sampling and Testing Requirements toggle button. By default only the active sampling and testing requirements display while others are hidden from view. Click the Show All button to display all sampling and testing requirements regardless of active status. Click the S&T button to show only the active sampling and testing requirements.

Contract Sampling and Testing Requirements Information

Test Method Unique ID to identify the method used for testing the material.

S & T Type Identifies the type of the test being performed.

Rate Rate at which a sample must be collected.

Frequency Frequency at which a sample must be collected.

Acceptance Method

Identifies how the material will be accepted on the contract.

Cert Qty Cert type quantity approved

Test Qty Sample type quantity approved

Acc Meth Acceptance Method

Sample Type Identifies the type of the sample being performed.

P/S Code Producer/Supplier Code. Unique ID for the producer/supplier.

P/S Name Producer/Supplier Name. Name of the producer/supplier.

Table 1. Material Inspection Detail Window - Fields


Exercise 2

In this exercise, view the details of the component materials and the

associated tests.



Keys: D263073; today’s date (DWR); 207.20 (Item Code); 0001(cat)

1. On the toolbar, click the Open Material Inspection Detail

button. SiteManager displays the Material Inspection Detail

window.

2. In the middle pane, in the Material Code column, select

737-0106.

3. In the lower pane, in the Test Method column, view the

row for the Approved List.

4. What is the associated S&T Type? ___________

You’ve viewed a contract item’s component materials and associated tests.

ANSWERS

4. SMPL-QTY

QRG

IF SMPL-QTY: THEN CONTINUE WITH

QRG 7.

IF SMPL-QTY W/ APL/VIS THEN CONTINUE WITH

QRG 10.

IF SMPL-TEST: THEN CONTINUE WITH

QRG 9.


Viewing Material Details

From the Material Inspection Detail window, click the View Material

button to view inquiry-only information about the selected material in the

Material Detail window.

Usage: From this window, click the Remarks button to view Materials

Mall information and click the Attachments button to access a link to the

Approved List web site for approved suppliers.

Figure 2. Material Detail Window (with Toolbar detail) - Description Panel

USAGE

FIND THE MATERIAL

CODE FOR THE

MATERIAL ACCEPTANCE, RECORD ON THE

‘MATERIAL DETAIL’ AND

‘MATERIAL INSPECTION

DETAIL’ WINDOWS.

IF A NETWORK

CONNECTION IS

AVAILABLE—AND THERE

IS A URL ATTACHMENT

ON THIS RECORD—VIEW

THE APPROVED LIST WEB

SITE TO FIND THE NAME

OF THE APPROVED

SUPPLIER FOR THE

MATERIAL ACCEPTANCE

RECORD.



Material Code Unique ID for the material. Required.

Short Name Abbreviated description of the material. Required.

Full Name Full description of the material. Required.

Category Classification type of the material. Required.

Recycled Indicates if the material is recycled.

English Unit Unit of measure for the material. Default.

Metric Unit Unit of measure for the material. Optional.

Type Code Identifies the type of material.

Size Code Identifies the size.

Brand Name Required

Indicates if a brand name must be supplied when sampling the material.

Control Number Required

Indicates if a control number must be supplied when sampling the material.

Specification Reference

Material test specification number.

Status Ind Status Indicator. Indicates if the material is active or inactive. Inactive indicates the material is no longer in use. Default is Active.

Status Date Date when the status was last changed. Default is current date for new records.

Table 2. Material Detail Window - Description Panel - Fields

Figure 3. Remarks (General Remarks) Window - Materials Mall Information


Exercise 3

In this exercise, learn to access the Material Detail window,

Materials Mall information and Approved List web site.




737-0106 (material code)

1. In the middle pane, in the Material Component column,

select Gotextile C-W.

2. On the toolbar, click the View Material button.

SiteManager displays the Material Detail window’s

Description panel.

Now, let’s view the Materials Mall information.



4. Scroll to view all of the Materials Mall information.

5. On the toolbar, click the Remarks button again.

SiteManager closes the Remarks window.

Now, let’s view the Approved List web site.


displays the Attachments window.

7. Double-click the URL attachment. A browser displays the

Approved List web site.

8. Review the page and close the browser.

9. To close the Attachments window, on the toolbar, click the


10. To close the Material Detail window, on the toolbar, click

the Close button. SiteManager displays the Material

Inspection Detail window.

USAGE

IF AN APPROVED LIST

ITEM IS REQUIRED, FIND

THE P/S’S NAME AND

MANUFACTURER’S NAME

ON THE APPROVED LIST

WEB SITE AND

REMEMBER TO SELECT

THEM FROM THE

DROPDOWN.


11. To close the Material Inspection Detail window, on the

toolbar, click the Close button. SiteManager displays the

Daily Work Reports window’s Work Items panel’s Record

Work Item view.

You’ve accessed the Material Detail window for the selected

material, viewed Materials Mall information, and viewed the

Approved List web site.

Using DWR Templates to Record Information

Some DWR work items have associated DWR templates used to record

additional information.

Figure 4. DWR Template (Example)


Exercise 4

In this exercise, learn to record truck and mix information using a

DWR template.




737-0106 (material code)


SiteManager displays the list of available contract items.


heading until the items are in ascending order.

3. In the Item Code column, scroll to and double-click

555.0105 for category number 0001. SiteManager displays

the Work Items panel’s Record Work Item view, which

presents the usage data for that work item.




7. In the Measured Indicator area, click the Interim or Final button.


Now, let’s open the DWR template.



10. In the Description column, double-click the NYSDOT

Multi-Row Truck and Mixing Info template name.

SiteManager displays the DWR Template –

MRTRMXIN1E window.


Now, let’s enter the information about the tickets.

11. In the FIRST TICKET # field, type 5287.

12. In the LAST TICKET # field, type 5288.

13. In the # OF TICKETS field, type 2.

14. In the CONCRETE CLASS dropdown list, select A.

SiteManager autopopulates the slump and air limits.

15. Click the TRUCK MIX button.

Now, let’s complete the lower pane for the first ticket.

16. In the TRUCK OR TICKET # field, type 5287.

17. In the LOAD SIZE [CY] field, type 8.

18. In the END BATCH TIME field, type 0900.

19. In the START MIX TIME field, type 0901.

20. In the END MIX TIME field, type 0915.

21. In the MIXING REVS field, type 70.

22. In the END DISCHARGE TIME field, type 0925.

23. In the SLUMP [IN] field, type 2.75.

24. In the AIR CONTENT [%] field, type 7.

25. In the CONC TEMP [DEG F] field, type 80.

26. In the REMARKS field, type Cast Cylinder Set.


Now, let’s add another row for another ticket.

28. On the toolbar, click the New button. SiteManager inserts

another row in the lower pane.

Now, let’s complete the lower pane for the second ticket.

29. In the TRUCK OR TICKET # field, type 5288.

30. In the LOAD SIZE [CY] field, type 8.

31. In the END BATCH TIME field, type 0930.


32. In the START MIX TIME field, type 0931.

33. In the END MIX TIME field, type 0945.

34. In the MIXING REVS field, type 70.

35. In the END DISCHARGE TIME field, type 0955.

36. In the SLUMP [IN] field, type 2.5.

37. In the AIR CONTENT [%] field, type 8.

38. In the CONC TEMP [DEG F] field, type 80.

39. In the REMARKS field, type Cast Cylinder Set.

Now, let’s record the overall quantities.

40. In the QTY DELIVERED [CY] field, type 16.

41. In the QTY REJECTED [CY] field, type 0.0.

42. In the QTY WASTED [CY] field, type 2.


44. To close the DWR Template window, on the toolbar, click

the Close button.

You’ve recorded information in a DWR template.

USAGE / KNOWN ISSUE

MUST COMPLETE ALL

FIELDS IN THE

TEMPLATE. EVEN IF A

QUANTITY IS ZERO, MUST

TYPE 0.0, NOT 0. THE

FIELD WILL NOT DISPLAY

A VALUE FOR A ZERO

QUANTITY, BUT THIS IS A

NECESSARY STEP TO

PROPERLY CALCULATE

THE QTY USED FIELD.

REMEMBER TO TAB

THROUGH THE FIELDS


Creating Sample Records from Work Items on DWRs

Use the Material Inspection Detail window to establish a link from a DWR

and to a sample record and use the Maintain Sample Information window

to record basic sample data.

To assign tests, complete all required fields on the Basic Sample

Data panel, Addtl Sample Data panel and Contract panel. Then, on

the Other panel, assign a destination lab. Finally, on the toolbar,

click the Assign Tests button.

Recording Basic Sample Data

To log information about the material and associated data such as

supplier, material code, sample type, and geographic area, use the

Basic Sample Data panel.

Figure 5. Maintain Sample Information Window - Basic Sample Data Panel

NOTE

WHEN CREATING A

SAMPLE FROM A DWR IT

IS IMPORTANT TO

RECORD THE

FOLLOWING:

WHY (SAMPLE TYPE) WHO (SAMPLER, P/S, AND MNFCTR) AND

WHERE (GEOG AREA AND

DESTINATION LAB).

THE WHAT (MATERIAL) AND WHEN (SAMPLE

DATE) ARE POPULATED

FROM THE DWR.

USAGE

IF THE MANUFACTURER

OR SUPPLIER IS NOT

AVAILABLE TO SELECT, RECORD THE NAME ON

THE OTHER PANEL.

REFER TO QRG.



Smpl ID Sample ID. Unique. System-generated. Format includes user ID, date and time. Required. Auto-populated.

Status Identifies the current status of the sample record. Protected. All samples are in Pending status when first created. Auto-populated with the status appropriate for the current state of the sample. ▪ Creating sample - Pending ▪ Assigned tests - Logged ▪ Received by destination lab - Received ▪ Entering test results - In Testing ▪ Reviewing sample - Pre Authorization ▪ Authorized sample - Complete

Revised By Indicates user ID of the person who created the revised sample record. System-populated. Protected.

Revising Current sample has this status after it has been authorized and a revision is being made. Original sample is referred to as the new sample. Automatically populated by the system. Protected.

Sample Date Date is the same as the DWR date. Required. Auto-populated.

Link To Sample ID reflects another sample to which this sample is linked.

Link From Displays the ID of the sample that contains the sample in its Linked To field.

Log Date System-populated with the current system date and is used as part of the LIMS sample tracking information. Protected and required.

Smpl Type Sample Type. Used by LIMS in the default assignment of tests for the sample. Refer to NYSDOT Sample Login Spreadsheet for selection based upon material. Required.

Acpt Meth Acceptance Method. User-populated in the LIMS system when the sample review/approval is complete in LIMS. Protected.

Material Material code. Unique. LIMS uses to assign default tests for samples. Required. Auto-populated.

Material (2nd Field)

Material description.

Sampler User ID of the sampler that took the sample.

Sampler (2nd Field)

Sampler’s name.

P/S Producer/Supplier. Name of the supplier for the material.

P/S (2nd Field) Code for the supplier.

Type System-populated when supplier is selected. Identifies the type of source by code only.

NOTE

CALL ATTENTION TO

STATUS.



City System-populated when a supplier is selected. Identifies where supplier is located.

Prod Nm Product Name. Brand name of material. Information pulled from the Approved Lists window.

Mnfctr Manufacturer. Name of manufacturer producing the selected product.

Town Name of the town.

Geog Area Geographic Area. Location where the sample was taken. Required.

Intd Use Intended Use. Description of intended use of the material.

Repr Qty Representative Quantity. Quantity of material represented by the sample.

Repr Qty (2nd Field)

Units of the representative quantity. Usage: Using “Variable Units” for this field.

Lab Control Number

SiteManager adds prefix ‘CN’ to the Sample ID. Auto-populated. Searchable.

Auth By Authorized By. System-populated with the SiteManager user ID of the sample reviewer that selects Completed on the LIMS component’s Review Samples window.

Auth Date Authorized Date. System-populated when the sample reviewer selects Completed on the LIMS component’s Review Samples window.

Lab Reference Number

Automatically generated by NYSDOT to help identify the sample. Protected.

Lock Type Successfully assigning tests locks the sample using the group lock. Determines the access level for updating the sample record.

Locked By Indicates who locked the sample.

Lock Date Indicates the date and time the sample record was locked.

NYSDOT Main office.

Zone Second-level office.

Region Third-level office.

Unit Fourth-level office.

Toolbar

Remarks Remarks. Optional.

Attachments Attachments. Optional.

Assign Tests Access the Assign Sample Tests window. Use to assign pre-defined sample test(s) based on the material code on the sample. Requires material code and sample type on the sample record and a Pending sample status. Disabled if tests are assigned on the sample using the Test panel.



Print Label Print sample data (including sample ID, date, lab control number, material description, and lab reference number) on a single 1” X 3.5” label. Preview label, select printer, and specify number of copies. Feature disabled on voided samples.

Open LIMS Access the LIMS component.

Table 3. Maintain Sample Information Window - Basic Sample Data Panel - Fields

Exercise 5

In this exercise, learn to create a sample record for an item’s

component material that uses the information already entered for

the item.



Keys: D263073; today’s date (DWR); 555.0105 (item code); 0001

(cat); CLASS-A-SUBS (material code)

1. Click the Open Material Inspection Detail Window

button on the toolbar.

2. On the Material Inspection Detail window, in the middle

pane, in the Material Component column,

select Class A Conc w/ Subs.

3. On the toolbar, click the Create Sample for Selected

Material button. SiteManager displays the Maintain Sample

Information window.

4. In the Smpl Type dropdown list, select the

Project Concrete – Slump/Air/Cast Cyl choice.

NOTE

SITEMANAGER AUTO-POPULATES SAMPLE ID, STATUS, SAMPLE DATE, LOG DATE AND MATERIAL

CODE.


Now, let’s select the sampler.

5. In the Sampler field, type db.

6. Using the right mouse button, click on the Sampler field.

7. On the object menu, select the Filter Search choice.

SiteManager displays the Search Window.

8. In the Sampled By column, double-click dbushika.

SiteManager displays the sampler in the Maintain Sample

Information window.

9. Make sure you have the correct Sample Date.

Now, let’s select the producer/supplier by its code.

10. Using the right mouse button, click on the P/S field.

11. From the object menu, select the Search choice.

SiteManager displays the Search Window window.

12. Double-click the row for the C0003 producer/supplier with

the Watervliet plant location.

13. Using the right mouse button, click on the Mnfctr field



15. Double-click the row for the C0003 producer/supplier with

the Watervliet plant location.

Now, let’s select the region where the sample was taken.

16. In the Geog Area dropdown list, select Region 09.


You’ve created a sample record that uses the information already

entered for the material.

NOTE

‘DB’ ARE THE INITIALS OF

THE INSPECTOR WHO

CAST THE CYLINDERS.

TYPE WHAT YOU KNOW

OF THE USER ID AND

THEN USE FILTER

SEARCH.

USAGE

FIND THE

PRODUCER/SUPPLIER

CODE ON THE DELIVERY

TICKET(S).

CLICK ON PRODUCER

SUPPLIER CODE HEADER

TO SORT CODES


Recording Additional Sample Data

To capture sample details such as sampled at mill, plant or job,

sample size, and stationing information, use the Addtl (Additional)

Sample Data panel. On this panel, you may also link sample details

and test results to mix designs recorded in SiteManager.

Figure 6. Maintain Sample Information Window - Addtl Sample Data Panel


Smpl ID Sample ID. Automatically system-populated with the value that appears on the Basic Sample Data panel.

Buy American Identifies if the material sampled fulfills the requirement for the Buy USA program.

Buy American (2nd Field)

Identifies the documentation required to accept materials for the Buy USA program (for example, Steel/Iron USA Certification).

Reqst By Requested By. Identifies who requested the sample by User ID.

Witnessed By Identifies the user ID of the person who witnessed the sampling.

Smpl Size Sample Size. Size of the material sample taken.

Smpl Size (2nd Field)

Unit code dropdown list.

Dist from Grade Distance from Grade. Distance from finished grade measurement (for example, height of fill, height of test, and test depth measurements).

Dist from Grade (2nd Field)

Length of measure in which the distance from finished grade is measured.

NOTE

TO LINK A SAMPLE

TO A MIX DESIGN, ENTER A MIX ID.



Station Station point along the survey line where the sample is taken

Offset Distance and direction from the reference point from where the sampler took the sample.

Reference Location referenced on the plans where the sampler took the sample.

Smpld From Sampled From. Description of where the sampler took the sample.

Smpl Origin Sample Origin. Description of where the sample originated.

Control Type Usage: Do not use.

Cntrl Number Control Number. Unique. Ties one or many samples together.

Seal Number Helps to identify the sample. Protected.

Design Type Indicates the type of mix design to which the selected material is associated.

Mix ID Indicates the ID for the mix design.

Plant ID Unique identifier for the approved supplier plant that provided the material.

Plant ID (2nd Field)

ID for approved supplier plant that provided the material.

Plant Type Type of plant from which the material was supplied.

Sample Created from DWR

Indicates whether this sample record was created for the material directly from the Daily Work Reports window.

Creator User ID Creator of the sample record.

Include Standard Remarks

If selected, indicates that standard remarks display on the Lab Report.

DWR Date Displays date of the DWR if the sample record was created from the Daily Work Reports window.

Last Modified User ID

Last user to modify the sample record.

Last Modified Date

Date of the last modification made to the record.

DWR Inspector Displays the user ID of the DWR creator and the sample record if the sample record was created from the Daily Work Reports window.

Table 4. Maintain Sample Information Window - Addtl Sample Data Panel - Fields


Exercise 6

In this exercise, learn how to record additional sample data.





1. Click the Addtl Sample Data tab. SiteManager displays the

Addtl Sample Data panel.

2. In the Design Type dropdown list, select PCC.

Now, let’s record the mix ID.

3. In the Mix ID field, type C0003.

4. Using the right mouse button, click on the Mix ID field.

5. From the object menu, select the Filter Search choice.


6. To sort the column, click the Mix ID column heading.

7. In the Mix ID column, double-click C000308001.

Now, let’s record the plant ID.

8. Using the right mouse button, click on the Plant ID field.


10. In the Plant ID column, double-click C0003 with the

PCC – Dry Batch plant type.


You’ve recorded additional sample data.


Recording Contract Sample Data

To associate sample details and test results for a material to

specific contracts and contract items, use the Contract panel.

Since the sample record was generated from a DWR, the contract

item associated to the DWR will appear automatically.

Figure 7. Maintain Sample Information Window - Contract Panel



Key Information

Sample ID of the sample. Agency-defined. Unique. Auto-populated.

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

Project Agency-defined. Unique. Number of project.

Line Item Line Item Number. Contract line item number of the item.


Fed State Prj Nbr Federal, State, or Province Project Number. For the contract, project or category. Required.

Cont Est Matrl Qty Contract Estimated Material Quantity. Current expected material quantity of contract items multiplied by the conversion factor. Sum of bid quantity of contract item and change order quantity multiplied by the conversion factor.

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

Material Unit Item material unit short description.

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

Satisfy Rep Matl Qty

Satisfy Represented Material Quantity. Total material quantity reported on the Contract panel of the Maintain Sample Information window. How much of the material this sample represents to this contract item. Total of satisfied represented material multiplied by conversion factor.

Line Item Description

Description of the contract line item.

Supp Description 1 Supplemental Description 1.

Supp Description 2 Supplemental Description 2.

Table 5. Maintain Sample Information Window - Contract Panel - Fields

QRG

CONVERSION FACTOR


Exercise 7

In this exercise, learn how to record contract-related data.



Keys: D263073; today’s date (DWR); 555.0105 (item code); 0001 (cat);

CLASS-A-SUBS (material code)

1. Click the Contract tab. SiteManager displays the Contract

panel.

2. In the Represented Qty column, verify that the quantity is

0.


You’ve verified the contract data.

KNOWN ISSUE

EVEN THOUGH NO

CHANGE WAS MADE, SITEMANAGER MAY

REQUIRE A SAVE HERE.


Recording Other Sample Data

To assign the sample to a destination lab, a user for email

notification, and other information, use the Other panel.

Figure 8. Maintain Sample Information Window - Other Panel


Key Information

Sample Automatically system-populated with the value that appears on the Basic Sample Data panel.

Type Dropdown list of agency-defined fields.

ID Values based on Type selected. Searchable or manual entry.

Description Description of selected ID.

Table 6. Maintain Sample Information Window - Other Panel - Fields


Exercise 8

In this exercise, learn to assign the sample to a field lab and track

more information.



Keys: D263073; today’s date (DWR); 555.0105 (item code); 0001 (cat);

CLASS-A-SUBS (material code)

1. Click the Other tab. SiteManager displays the Other panel.

2. In the Type dropdown list, select Destination Lab.

3. Using the right mouse button, click on the ID field.


5. In the Destination Lab column, double-click Field Lab.


Now, let’s identify the user to be notified when the sample has been

authorized.


blank row.

8. In the Type dropdown list, select User ID for email

notification. SiteManager automatically populates the ID

field with your user ID.

9. In the ID field, enter cn then right-click and select Filter

Search.

10. In the User ID column, double-click Your Trainers Name.


You’ve assigned the sample to a destination lab.

USAGE

IF TESTS ON THE SAMPLE

ARE TO BE PERFORMED

IN THE MAIN OFFICE, USE

THE MAIN OFFICE

DESTINATION LAB, NOT

THE FIELD LAB.

IF NO FIELDS ARE

VISABLE CLICK ON “NEW” ICON ON TASKBAR

TRAINER YOU WILL

RECEIVE AN E-MAIL


Handling Test Assignments

To accept default tests or assign additional tests, use the Assign Sample

Tests window. If you are not ready to lock the sample and assign tests,

click the Cancel button.

You should routinely click the Accept Default Tests button. The system

administrator has pre-determined the default tests for materials, because

you commonly perform these tests on these materials. If you desire

another test for a material, you must click the More button to add

additional tests. If you would like to add another test, but you are unsure

about which one to add, click the Cancel button. Once you save tests, you

cannot reassign them. SiteManager makes the Assign Tests button

unavailable from the Basic Sample Data panel.

Figure 9. Assign Sample Tests Window


Sample ID Automatically populated by the system with the value that appears on the Basic Sample Data panel.

Sample Type Identifies the purpose of the sample.

Material Code Unique code that identifies the material.

Accept Default Tests

Click this button to accept default tests automatically associated by selecting the material.

Cancel Click this button to close the Assign Sample Tests window.

More Click this button to expand the Assign Sample Tests window to view panes with available tests and the tests to be assigned.

Table 7. Assign Sample Tests Window - Fields


Exercise 9

In this exercise, learn how to accept the default tests assigned to a

sample.





1. On the toolbar, click the Assign Tests button. SiteManager

displays the Assign Sample Tests window.

Note: The message on the window informs you that

assigning tests to the sample will lock the sample. If you

are unsure about only needing the default tests, click the

Cancel button.

2. Click the Accept Default Tests button. SiteManager closes

the window, makes the Assign Tests button unavailable,

changes the sample’s status to Received, and displays the

Basic Sample Data panel.

3. On the toolbar, click the Save button. The system sends an

automated email to the user that logged the sample.

You’ve accepted the default tests assigned to a sample.


Note: Users will receive an email with the lab reference number to use for

the cylinders.

Figure 10. Automated Email with Lab Reference Number Information


Printing Sample Labels

After you create a sample record in SiteManager, print a sample label. The

sample label identifies the sample by the sample ID and other fields so the

lab unit supervisor or lab manager in the destination lab can link the

sample to the correct record in SiteManager.

Figure 11. Print Label Window


Label Information

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

Sample Date Date the sample was collected.

Lab Cntrl Control number associated to the sample.

Material Description Description of the Material.

Lab Ref Lab Reference Number. Optional ID used by the lab processing the sample. Automatically generated by NYSDOT to help identify the sample. Usage: Generated with a database trigger.

Window Functions

Available Printers Dropdown list of available printers.

Print Click to send the label to the specified printer.

Number of Copies Specify the number of desired copies.

Cancel Click to close the Print Label window without printing a label.

Table 8. Print Label Window - Fields

NOTE

WARN CLASS! DO

NOT CLICK PRINT IN

THE FOLLOWING

EXERCISE.


Exercise 10

In this exercise, learn how to print a label.





1. On the Basic Sample Data panel, on the toolbar, click the

Print Label button. SiteManager displays the Print Label

window.

2. In the Available Printers dropdown list, select the desired

choice.

3. In the Number of Copies field, type 2.

Note: Do NOT click the Print button. This exercise is for

demonstration purposes only.

4. Click the Cancel button. SiteManager closes the window.


You’ve learned how to print a label.


Understanding the Enter Test Results Window

To access the test templates in which you record test results, use the Enter

Test Results window.

On the middle pane, each row represents individual tests assigned to a

sample. When you select a row, the lower pane displays the test template.

Record the test results in the test template.

Note: As you select different rows, LIMS displays the corresponding test

templates in the bottom pane.

When finished, select the Test Completed check box and click the Save

button.

Figure 12. LIMS - Enter Test Results Window



Test Completed Indicates that test results are complete.

Sample ID Unique ID auto-generated by SiteManager.

Lab Ref Number Unique lab unit identifier. Secondary sample identifier. Auto-generated.

Lab Control Number

Identifies a sample. Format is ‘CN’ followed by Sample ID. Use the same lab control number on different samples to group samples.

Test Description Textual description of the test.

Test Number Number that identifies the test.

Tester* Tester assigned to the test.

Test Status* Identifies where test is in the LIMS workflow.

Priority Importance of test. High, Medium or Low.

Due Date Date test results are due.

Material Code Material unique identifier.

Lab Unit Lab unit assigned to the test.

Sampler Identifies person who took the sample.

Sample Type Identifies purpose of the sample.

P/S Code Code for the supplier.

Producer/Supplier Name

Name of the supplier.

Receive Date Date sample received at lab unit.

Seal Number Unique lab unit identifier. Secondary sample identifier.

Control Number Identifies a sample.

Table 9. LIMS - Enter Test Results Window – Fields


Moving and Resizing Columns

If desired, change column widths and move locations of the columns on

the window.

Note: Once you move or resize a column, it remains in that position until

you move or adjust it again, even after you exit the window.

Tip! To move a column, do the following: Click and drag the desired

column heading to the desired location. Release your mouse button. The

column displays in the new location.

Tip! To resize a column, do the following: Position your mouse pointer

over the line between two columns, click and drag to the desired width.

Release your mouse button. The column displays with the new width.

Understanding Filter Criteria

To help define data displayed on the window, the Filter Criteria dropdown

list has fields available for you to choose. Some of the choices include

Contract ID, Sample Date (MM/DD/YY), and Test Description.

NOTE

DEMO THIS.


Exercise 11

In this exercise, learn to access the Enter Test Results window and

create a filter.




(cat);CLASS-A-SUBS (material code)

1. On the toolbar, click the Open LIMS button. SiteManager

launches the LIMS component.

2. Double-click the Enter Test Results icon. LIMS displays

the Enter Results window.

3. In the first Filter Criteria dropdown list, select the Sample

ID choice.

4. In the second Filter Criteria dropdown list, select the

Contains choice.

5. In the Filter Criteria text field, type your SM User Id.

6. Click the Apply button. The system selects your samples,

click on Sample Id created for your sample in

Sitemanager, LIMS will display the associated tests.

7. In the Test Description column, select Slump. The system

displays the test template in the lower pane.

You’ve accessed the Enter Test Results window and created a filter.


Using Material Templates to Enter Test Results

Each template has a header containing the test description and an area

below the header with three choices: In Spec, Out of Spec, and No Spec.

Based on test results, the system denotes the status of the test in most

cases by automatically selecting the proper choice.

To compare test results against specification requirements, some tests use

a material test specification with a minimum and maximum value range.

Since this material specification can change over time, the specification is

maintained by effective date. LIMS denotes this date in the Effective Date

dropdown list.

The system automatically updates the template to indicate if the test

results meet specifications or not by selecting the button that corresponds

to the sample result’s status. If the test results entered do not fall within

the effective date’s minimum and maximum value range, the system

highlights the results in red with an asterisk (*) to flag the failed test

result.

Figure 13. LIMS - Enter Test Results Window - Test Data - Detail


Exercise 12

In this exercise, learn to enter test results for air content, slump, and

concrete cylinder cast tests and mark the tests as complete.



Keys: Your sample ID; Slump (test)

Now, let’s enter the test results data for the slump test.

1. In the Test Data pane, in the Slump (in.)* field, type 2.75.

2. On the keyboard, press the Tab key. LIMS denotes the test

as In Spec.

Now, let’s mark the slump test as complete.

3. In the Test Completed column, select the check box.

4. On the toolbar, click the Save button. LIMS removes the

test from the queue.

Now, let’s enter the test results data for the air content test.

5. In the Test Description column, select Air Content.

6. In the Air Content (%)* field, type 7.

7. On the keyboard, press the Tab key. LIMS denotes the test

as In Spec. The test results field label changes to black.

8. In the Test Data pane, in the Instrument dropdown list,

select 2222222 - AIR POT. Optional, per Regional

directions.

Now, let’s record remarks about an out of spec result from an

earlier run.


10. In the Remarks window, click the Public Remarks remark

type.

11. In the Public Remarks field, type Air pot 1111111 needs

calibration. First run of test had 10% air content. -HB.

KNOWN ISSUE

MAY PROMPT YOU

TO SAVE AGAIN.

IF SO, CLICK YES.

USAGE

IN THE PUBLIC

REMARKS, RECORD

THE REASON WHY A

RESULT WAS OUT OF

SPEC.

Note:

If no information displays in dropdown then post all information about AIR POT in LIMS Public Remarks




Now, let’s mark the air content test as complete.




Now, let’s enter the test information for the concrete cylinder cast test.

15. In the Test Description column, select Concrete Cylinder

Cast.

16. In the Test Data pane, in the Location field, type RT 73.

17. In the Set field, type 1.

18. In the Time (HH:MM) field, type 10:09.

19. In the dropdown list box, select the AM choice.

20. In the Air Temperature (F) field, type 72.

21. In the Concrete Temperature (F) field, type 80.

22. In the How Many Pair? dropdown list, select 2. The

template displays additional fields.

23. In the Pair 1 Cast For dropdown list, select A+B.

24. In the Age field, type 7.0.

25. In the Days/Hours dropdown list, select Days.

26. In the Pair 2 Cast For dropdown list, select C+D.

27. In the Age field, type 28.0.

28. In the Days/Hours dropdown list, select Days.

Now, let’s complete the template with the available information

from the BR 316 form.

29. In the Cement Type field, type 1.

30. In the Fly Ash Supplier Code field, type 18.

31. In the Air Agent Code field (commonly: Air Entrainer),

type 1044.

TIP

DOUBLE-CLICK IN A

FIELD WHEN YOU

NEED TO TYPE OVER

AN EXISTING VALUE.

TIP

MAXIMIZE THE PANE

TO COMPLETE THE

TEMPLATE. RESTORE THE PANE

BEFORE SAVING.


32. In the Water Reducer Code field, type 3049.

Now, let’s mark the concrete cylinder cast test as complete.




Now, let’s clear the filter and prepare for the next exercise.

35. In the Filter Criteria area, click the Reset button.

36. On the toolbar, click the Exit SiteManager LIMS button.

LIMS prompts you to verify.

37. In the message box, click the Yes button. SiteManager

displays the Maintain Sample Information window.

38. On the toolbar, click the Close button. SiteManager displays

the Material Inspection Detail window.

You’ve entered test results and marked tests as complete.


Entering Certifications

Exercise 13

In this exercise, learn to enter Certifications, Visual and Approve

List.



Keys: D263073; Item 555.0105

1. Click on Material Code; 709-0100

2. On the toolbar, click the Create Sample for Selected

Material button. SiteManager displays the Maintain Sample

Information window.

3. In the Smpl Type dropdown list, select the Project

Material Acceptance choice.

Now, let’s select the Producer/Supplier by its code.

4. Using the right mouse button, click on the P/S field.



6. Double-click the row for the NUCMAR producer/supplier

code.

7. Using the right mouse button, click on the Mnfctr field



9. Double-click the row for the NUCMAR producer/supplier

code.

USAGE

FIND THE

PRODUCER/SUPPLIER

CODE ON THE DELIVERY

TICKET(S).

CLICK ON PRODUCER

SUPPLIER CODE HEADER

TO SORT CODES


Now, let’s select the region where the sample was taken.

10. In the Geog Area dropdown list, select Region 09.

11. Enter AL/Vis Qty field 14.


13. Click the Addtl Sample Data tab. SiteManager displays the

Addtl Sample Data panel.

14. If steel material click on Buy American, in dropdown select

USA Produced.


16. Click the Contract tab. SiteManager displays the Contract

panel.

17. Place Quantity in the Represented Qty field, 14.


19. Click the Other tab. SiteManager displays the Other panel.

If no line is available select “New” icon

20. In the Type dropdown list, select Destination Lab.



23. In the Destination Lab column, double-click Field Lab.

24. Click New to get a new row.

25. In the Type dropdown list, select Approved List.

26. In the ID field type Yes.


28. Click “T” to assign tests.

29. Click Accept Default Tests


Sample Status is now Complete on DWR Info Tab.



the Daily Work Reports window.


You have now successfully entered a Materials Certification and Approved List sample.


Summary

To display the Daily Work Reports window:


Reports icon.


Work Reports icon.

To display the Material Inspection Detail window (from the Daily

Work Reports window’s Work Items panel’s Record Work Item

view):

1. On the Daily Work Reports window’s Work Items panel’s

Record Work Item view’s toolbar, click the Open Material

Inspection Detail Window button.

2. In the Material Component column, select the desired

material.

To display the Material Detail window:

1. On Material Inspection Detail window’s toolbar, click the

View Material button.


To create a sample record from a DWR:

1. On Material Inspection Detail window’s toolbar, click the

Create Sample for Selected Material button.

2. On the Maintain Sample Information window, in the Smpl

Type dropdown list, select the desired choice.

3. Complete the desired optional fields.

4. In the Geog Area dropdown list, select the desired choice.

5. If Cert Type Sample, enter any Apl and/or Vis quantity in

the AL/Vis Qty field


7. Click the Addtl Sample Data tab.

8. Complete the desired optional fields.


10. Click the Contract tab.

11. If necessary, in the Represented Qty field, type the desired

value.


13. Click the Other tab.

14. In the Type dropdown list, select the Destination Lab

choice.


16. On the object menu, select the Search choice. SiteManager

displays the Search Window.

17. In the Destination Lab column, double-click the desired

choice.

18. For Approved List / Visual insert rows for AL/Vis remark.

19. If necessary, insert additional rows.



To accept default tests:

1. On the Maintain Sample Information window’s toolbar,

click the Assign Tests button.

2. Click the Accept Default Tests button.

To print a label:

1. On the Maintain Sample Information window’s toolbar,

click the Print Label button.

2. In the Available Printers dropdown list, select the desired

choice.

3. In the Number of Copies field, type the desired number.

4. Click the Print button.

To access the Sampling and Testing panel:

1. On the Main Panel, double-click the Materials

Management icon.

2. On the Materials Management panel, double-click the

Sampling and Testing icon.

To enter test results:

1. On the LIMS panel, double-click the Enter Test Results

icon.

2. Select the sample’s test row.

3. Enter the test results for the test.

4. In the Test Completed column, click to select the check

box for the sample you are marking complete.


To use a DWR template:

1. On the Daily Work Reports window’s Work Items panel’s

toolbar, click the DWR Template button.

In the Description column, double-click the desired

template name.


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.



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 D263073.

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 - D263073 (filter)


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 D263073.

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 D263073 with the producer supplier code

C0003.

14. What materials have been sampled for this

producer/supplier on this contract? __________

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 OR

CLASS-A-SUBS.



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 - D263073

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 5710.

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: Contract ID - Equals - D263073

Keys: jhanley169E125710 (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. 0.000

5. DESTFELD

7. AIR CONTENT, CONCRETE CYLINDER

CAST, AND SLUMP.

9. NO.

11. 5 AND 8


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:


dropdown list, select the desired choice.

2. Click the Clear All button.


To delete a 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 05/22/15.

4. View a record.

5. Exit SiteManager LIMS.

Trainer remember to go in as RCA and reset the User Id’s used to PASSWORD

After Training is complete remember to open the Switcher App and change back to Production

(Prod)


Glossary

Use the following alphabetical list of useful terms and their definitions to

better understand Project SiteManager and the contract lifecycle at

NYSDOT.

Term Definition

AASHTO American Association of State Highway and Transportation Officials

AASHTOWare Project Contract Estimation to Finalization Software Suite used at DOT

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 Project module)

CAT Category

Catalog Project term for the ‘Catalog of Items’ in Estimator. Often referred to as the ‘Item List’ in PES.

Category Project 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 Project module)

CO Change Order. Project 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.

District Project 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 Project module).

DWR Daily Work Report. Project SiteManager term. Synonymous with ‘IR.’

2 Glossary

Term Definition

EEO Equal Employment Opportunity

EFS External Funding Source

Environment Area on the Project 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 Project 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 Project 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 Project SiteManager term. Synonymous with ‘Sequence Number.’

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.


Term Definition

Mobile Inspector An App on your phone or tablet that will let you enter info on DWR’s which then can be transferred to SiteManager

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 Project module)

PIN Project Identification Number

Pipeline Project 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. Project 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.

PUG Project Users Group

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

SiteManager Comprehensive construction management software that seamlessly covers the complete construction and materials management process from contract award through contract finalization. (Project module)

Sites Project 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

4 Glossary

Term Definition

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 Project (Pre-construction) System Administrator

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


Initializing and Revising Contract Materials


▪ Understanding Maintenance for Materials on a Contract 2

▪ Modifying Conversion Factors for Contract Materials 3

▪ Summary 6

2 Initializing and Revising Contract Materials

Understanding Maintenance for Materials on a Contract

After a contract has been activated and sampling and testing requirements

have been generated, use SiteManager’s Contract Materials component to

generate an Outstanding Item List report for a list of contract items with

no sampling and testing requirements defined, generate contract item

sampling and testing requirements, and modify sampling and testing

requirements to meet the needs of the contract.

Exercise 1

In this exercise, learn how to display the Contract Materials panel.


Group Name: Project Manager (PM)

Keys: D263073 or D261177


2. Double-click the Materials Management icon.

SiteManager displays the Materials Management panel.

3. Double-click the Contract Materials icon. SiteManager

displays the Contract Materials panel.

4. Double-click the Contract Sampling and Testing icon.

SiteManager displays the Contract Sampling and Testing

panel.

You’ve displayed the Contract Sampling and Testing panel.


Modifying Conversion Factors for Contract Materials

To modify materials contained within a contract line item and contract

sampling and testing requirements for the material, including changes to

the conversion factor, testing frequencies or material, use the Contract

Sampling and Testing Requirements window.

Note: When adding a new item to the contract via change order,

SiteManager automatically generates contract sampling and testing

requirements records for each material of the item upon change order

approval.

Usage: Upon contract activation, the conversion factor for all primarily

used materials, and their sub-components, will be 1.00.

Modifying an Item’s Materials for a Contract

A contract may require an approved source or a different conversion factor

for a material. To modify an item’s materials for a contract, use the

Contract Sample and Testing Requirement’s window’s Materials panel.

Figure 1. Contract Sample and Testing Requirements Window - Materials Panel

USAGE

1.00 AND 0.00 IS

SIMILAR TO ITEMS

REQUIRING

CERTIFICATIONS OR NOT

IN CEES, BUT IT

INCLUDES ALL SUB-COMPONENTS AS WELL.


Field Description

Key Information

Contract ID code for the contract. Agency-defined.

Project ID for the project.

Bid Item Code Id for the item.

Item Unit Unit of measure for the item.

Item Information

Desc 1 Description 1

Desc 2 Description 2

Supp Desc 1 Supplemental Description 1

Supp Desc 2 Supplemental Description 2

Material Information

Material Code ID for the material.

Material Code (2nd field)

Description of the material.

Conversion Factor Used by the required samples calculation to convert current quantity to required quantity.

Approved Source Required

Indicates whether an approved source must be used.

Material Quantity Quantity of the material.

Material Unit Unit of measure for the material.

Special Instruction Pertains to the material on the contract.

Table 1. Contract Sample and Testing Requirements Window - Materials Panel - Fields


Exercise 2

In this exercise, learn how to modify an item’s material for a

contract to reflect that you expended one material and have to use a

different material for the remainder of the job.



Keys: D263073

1. On the Contract Materials panel, double-click the

Contract Sampling and Testing icon. SiteManager

displays the Contract Sample and Testing Requirements

window.


3. In the Project/Line Item area, in the Description column,

double-click SILT FENCE - TEMPORARY.

4. In the Material pane, in the Material Code column,

highlight 737-0102.

5. In the Conversion Factor field, type 0.

6. In the Special Instruction field, type Contractor using

different material.


Now, let’s change the conversion factor for the material you will

use in the expended material’s place.


highlight 737-0103.

9. In the Conversion Factor field, type 1.00.

10. In the Special Instruction field, type Contractor chose to

use this material in lieu of 737-0102.



You’ve modified an item’s material for a contract.

USAGE

THERE MAY BE

INSTANCES WHERE THE

SPECIAL INSTRUCTION

FIELD HAS REMARKS

FROM THE GLOBAL

SAMPLE AND TESTING

REQUIREMENTS

WINDOW. YOU MAY

APPEND TO, BUT NOT

DELETE THESE.


Summary

To display the Contract Materials panel:

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

Management icon.

2. Double-click the Contract Materials icon.

To modify an item’s material for a contract:

1. On the Contract Materials panel, double-click the

Contract Sampling and Testing icon.

2. In the Contract ID area, double-click the desired contract.

3. In the Project/Line Item area, in the Line Item Number

column, double-click the desired line item number.


highlight the desired material code.

5. In the Conversion Factor field, type the desired number.

6. If necessary, select the Approved Source Required check

box.



Viewing Basic Contract Information


▪ Viewing Contracts 2

▪ Viewing Projects 24

▪ Viewing Categories 31

▪ Viewing Contract Items 35

▪ Viewing Contract Funding Sources 40

▪ Viewing Contract Authority 45

▪ Summary 48


2 Viewing Basic Contract Information

Viewing Contracts

To access all windows related to a contract, use the Contracts Records

panel. To view a contract record, use the Contracts window.

Exercise 1

In this exercise, learn to access the Contract Records panel.



Keys: NA



Administration icon. SiteManager displays the Contract

Administration panel.



You’ve accessed the Contract Records panel.


Viewing Contract Descriptions

To add, maintain, and view the basic description of the contract, use the

Description panel.

Figure 1. Contracts Window – Description Panel

USAGE

IF THE FED

OVERSIGHT BOX IS

SELECTED, THE

FHWA MUST ALSO

APPROVE CHANGE

ORDERS AND HC193

FOR MATERIAL

CERTIFICATION

MUST BE

COMPLETED AT THE

END OF THE

CONTRACT.



Key Information

Contract ID ID for the contract. Agency-defined. Required. Needed for activation.

Federal Aid # Pertains to the contract, project or category. Required. Needed for activation. Usage: Customized label from ‘Fed St/Pr Prj Nbr’.

Contract Information

Status Indicates the current status of a contract (that is, Pending, Active, Complete and Archived).

PIN Project defined for this contract. If multiple projects exist for the contract, select the primary project. Usage: Customized label from ‘Primary PCN’.

Zone Office number for the Level 2 office responsible for administering the contract. Agency-defined label. Required. (Level 1 office is the transportation agency headquarters.) Needed for activation. Usage: Customized label.

Region Office number for the Level 3 office responsible for administering the contract. Agency-defined label. If there are only two administration levels, does not display. Usage: Customized label.

Unit Office number for the Level 4 office responsible for administering the contract. Agency-defined label. If there are only two or three administration levels, does not display. Usage: Customized label.

Progress Sched Progress Schedule. Type used for the contract (that is, Percent Complete for a Time Period, Percent of Critical Items Complete for a Time Period, or Critical Path Method.) If Critical Path Method is selected, no schedule is processed for this contract in SiteManager. If the user selects a different schedule type on the Progress Schedule window, the system changes this field.

Variance Pct Variance Percentage. Percentage difference between a schedule’s anticipated and actual completion percent. SiteManager generates a message when the difference is greater than this percentage. Example: Assume the Variance Pct is 10%. If you anticipated 30% of the work would be complete by a certain date, but the actual percentage complete is 19% (a variance of 11%), SiteManager notifies the recipient(s) of the variance.

Desc Description. Pertains to the contract. Required. Needed for activation.



Funding Indicates that the contract is funded by federal funds only, non-federal funds only (state, province, etc.), or both. Required. Needed for activation.

Time Charges How to assess time charges for the contract (that is, Work Days, Calendar Days, or Fixed Completion Date). Required. Needed for activation.

Bid Days Original number of days for the contract. Required when the Work Days or Calendar Days is selected from the Time Charges dropdown list. Needed for activation.

Bid Amt Bid Amount. Original bid amount of the contract. Inquiry-only.

Contract Type Agency-defined classification of the contract type (for example, Biddable, Safety, A + B, Prime Contract). Required. Needed for activation.

Fed Oversight Federal Oversight. Indicates that federal authorities must receive and approve any change orders for this contract. Usage: If selected, the FWHA must also approve change orders and HC193 for material certification must be completed for the end of the contract.

Work Type Agency-defined classification of the major type of work being done on the contract (for example, Bridge Work, Beautification). Required. Needed for activation.

Local Oversight Indicates that local authorities must approve change orders.

Proposal Fund Type Type of funds used for the contract.

Item Spec Year Specification Year. The Item Master specification year of the items used for the contract. Required. Needed for activation. Usage: Customized label from ‘Spec Yr’.

Unit System Indicates that the measurement system used for the contract is either English or Metric. Required. Needed for activation.

Spec Book Year Specification Book Year. Supplemental Item Master specification year of the Items used for the contract. Usage: Customized label from ‘Suppl Spec Bk Yr’.

Alt ID Alternate ID. Pertains to the contract. Agency-defined. Cannot be modified if an estimate has been generated.

Wage Decision Information

Wage Decision ID Agency-defined ID for a wage decision applicable to the contract. Searchable. Required. Needed for activation. Used during the loading of contractor payrolls to determine potential wage rate variances.

Wage Decision Description

Description of the wage decision.

Genrl Wg Dcsn ID General Wage Decision ID.

Table 1. Contracts Window – Description Panel – Fields


Exercise 2

In this exercise, learn to view the contract description.



Keys: NA


Contracts icon. SiteManager displays the Select Contract

window.

2. In the Contract ID area, in the Contract ID column,

double-click D263073. SiteManager displays the Contracts

window’s Description panel.

3. What is the contract type? _______________________

4. What is the number of bid days? _________________

You’ve accessed the Contracts window’s Description panel.

ANSWERS

3. BID

4. 558


Viewing Contract Location Data

To view contract location data and counties, use the Location panel. Each

contract must have one county selected as the primary county. Cannot

remove a county currently associated with one of the contract’s projects.

Figure 2. Contracts Window – Location Panel



Key Information

Contract ID ID for the contract. Agency-defined.

Location Information

Location Description of the contract location. Required. Needed for activation.

Beg Sta Nbr Beginning Station Number. Precisely defines the station number where the work begins.

Beg Termini Beginning Termini. Precisely defines the termini where the work begins.

Route Nbr Route Number. Where the primary work is done.

End Sta Nbr End Station Number. Precisely defines the station number where the work ends.

End Termini Precisely defines the termini where the work ends.

Highway Nbr Highway Number. Where the primary work is done.

Road System Type of road system where the primary work is done (for example, interstate, state highway, county road).

Highway Type Type of highway where the primary work is done (for example, asphalt, concrete, gravel).

Town Town in which the work is done.

County Information

Contract County Name of a county in which the work is done. Searchable.

Primary County Primary county in which the work is done. A single primary county must be indicated. Needed for activation.

Table 2. Contracts Window – Location Panel – Fields

Exercise 3

In this exercise, learn to view the location data for the contract.



Keys: D263073

1. On the Contracts window, click the Location tab.

SiteManager displays the Location panel.

2. What is the primary county? ____________________

You’ve accessed the Contracts window’s Location panel.

ANSWERS

2. TIOGA


Viewing Contract Payment Data

To view contract payment data (that is, the day of the month to generate

estimates and contract payment amount limits), use the Payment Data

panel.

Figure 3. Contracts Window – Payment Data Panel




Current Contract Amt

Current Contract Amount. Current amount of the contract (original bid amount plus approved change orders). Inquiry-only.

Generate Est1 Day Day of the month to generate the contract’s first monthly estimate. Three days before this day, SiteManager notifies the Project Manager that estimate generation is approaching.

Contract Limit Amt Contract Limit Amount. Amount allowed over the original bid amount for the contract. Added to the bid amount to calculate the maximum amount that can be paid for the contract. If populated, SiteManager protects the Contract Limit Pct field.

Liquidated Dam Rate Amt

Liquidated Damages Rate Amount. Pertains to the contract.

Generate Est2 Day Day of the month to generate the contract’s second monthly estimate. Three days before this day, SiteManager notifies the Project Manager that estimate generation is approaching. Must be later than the day in the Generate Est1 Day field.

Contract Limit Pct Contract Limit Percentage. Percent allowed over the original bid amount for the contract. Product of the limit percent multiplied by the bid amount is added to the bid amount to calculate the maximum amount that can be paid for this contract. If populated, SiteManager protects the Contract Limit Amt field.

Auto Liquidated Dam Usage: Do not use.

Price Adjmnt Ind Price Adjustment Indicator. Indicates that price adjustments are allowed for the contract’s items.

Retainage Information

Retainage Securities Allowed

Usage: Do not use.

Retainage Stkpiled Ind

Usage: Do not use.

Retainage Unlimited Escrow Ind

Usage: Do not use.

Retainage Max Escrow Amt

Usage: Do not use.

Retainage Changes Information

Retainage Changes Work Compl Basis

Usage: Do not use.

Retainage Changes Effect Date

Usage: Do not use.

Retainage Changes Pct

Usage: Do not use.



Retainage Changes Pct Base

Usage: Do not use.

Retainage Changes Max Pct

Usage: Do not use.

Retainage Changes Max Amt

Usage: Do not use.

Retainage Changes Lump Amt

Usage: Do not use.

Retainage Changes Trgr Pct

Usage: Do not use.

Retainage Changes Trgr Base

Usage: Do not use.

Table 3. Contracts Window – Payment Data Panel – Fields

Exercise 4

In this exercise, learn to view the payment data for the contract.



Keys: D263073

1. On the Contracts window, click the Payment Data tab.

SiteManager displays the Payment Data panel.

2. What is the current contract amount? ______________

You’ve accessed the Contracts window’s Payment Data panel.

ANSWERS

2. $3,773,000.00


Receiving Notifications of Changes to Actual Dates

When you record an actual date, SiteManager notifies the recipients

identified in the Distribution List field.

Viewing Critical Dates

To view critical dates, use the Critical Dates panel. SiteManager has pre-

defined descriptions of the critical dates that you cannot modify because

the system adds the same critical date types to all contracts, whether added

manually or from the pre-construction system.

The actual occurrence of a critical date event appears in the Actual

Occurrence Date field. SiteManager automatically enters some actual

dates; authorized users enter others.

Figure 4. Contracts Window – Critical Dates Panel




Critical Date Description

▪ System-defined critical date type. ▪ All contracts have the defaults. ▪ Cannot be added, modified, or deleted.

Actual Date also Actual Occurrence Date

▪ Date the event actually occurred. ▪ In most cases, the date must be current or in the past. ▪ If Fixed Completion Date, the ‘Original Completion

Date’ may be in the future. ▪ When an actual date is entered, the system notifies

the selected recipient(s). ▪ Important! See following table for details regarding

what happens when recording an actual date for ‘Final Agreement Approved Date’.

Required to Activate

Indicates that the event that must occur before the contract status may be changed from Pending to Active (for example, Letting Date, Award Date, Execution Date).

Required to Finalize

Indicates that the event must occur before the contract status may be changed to Complete.

Distribution List ▪ Group of users specified to receive notifications when an event has occurred.

▪ Searchable. ▪ Use this or Recipient ID. If selected, SiteManager

protects Recipient ID field.

Recipient ID ▪ User ID of the person specified to receive notifications when an event has occurred.

▪ Searchable. ▪ Use this or Distribution List. If selected, SiteManager

protects Distribution List field.

Message Text Standard message to notify the recipient(s).

Table 4. Contracts Window – Critical Dates Panel – Fields

Critical Date Type Requirements for Entering the Actual Date

Accepted Date ▪ Cannot require to activate.

Adjusted Completion Date

▪ System-entered by the change order process. ▪ Inquiry-only.

Award Date ▪ Inquiry-only when the contract is from the pre-construction system.

Checked Out to Field Date

▪ System-entered by the pipeline process when the contract is checked out.

▪ Cannot require to activate. ▪ Inquiry-only.

Contract Archived Date

▪ System-entered by the contract archival process. ▪ Cannot require to activate or finalize.


Critical Date Type Requirements for Entering the Actual Date

Contractor Bankruptcy Date

▪ Cannot require to activate or finalize.

Contractor Default Date

▪ Cannot require to activate or finalize.

Contractor Final Release Date

▪ Cannot require to activate.

Execution Date ▪ Modifiable when in Pending status.

Letting Date ▪ Inquiry-only if contract transferred from the pre-construction system.

Notice to Proceed Date

▪ Inquiry-only until Active status.

Open to Traffic Date ▪ Cannot require to activate.

Original Completion Date

▪ If Calendar Days, system-entered and inquiry-only. ▪ If Fixed Completion Date, modifiable only while the

contract has a Pending status. ▪ If Available Work Days, do not record a date.

Final Agreement Approved Date

▪ Cannot require to activate. ▪ Inquiry-only until Active status. ▪ Before entering this date, approve or deny all

change orders. ▪ When you enter this date, SiteManager prompts you

to verify that you wish to continue. ▪ Important! SiteManager changes all items to Final

status upon entering and saving this date, and prompts you to verify your decision to continue. Once you save, you can no longer record work against items changed to the Final status. SiteManager notifies personnel and enters final quantities for active items and changes all active items to Final status.

Price Adjustments Base Date

▪ Modifiable when in Pending status.

Signed Date ▪ Inquiry-only when the contract is from the pre-construction system.

Substantial Work Complete Date

▪ Cannot require to activate. ▪ Modifiable when in Active status.

Work Begin Date ▪ Cannot require to activate.

Table 5. Contracts Window – Critical Dates and Requirements

VERY IMPORTANT!

CALL ATTENTION TO

THE PHYSICAL WORK

COMPLETE DATE.


Exercise 5

In this exercise, learn to view the critical dates for the contract.



Keys: D263073

1. On the Contracts window, click the Critical Dates tab.

SiteManager displays the Critical Dates panel.

2. What is the execution date? _____________________

3. What is the notice to proceed date? _______________

You’ve accessed the Contracts window’s Critical Dates panel.

ANSWERS

2. 05/21/16

3. 05/22/16

USAGE

REGIONAL CONTRACT

ADMINISTRATOR (RCA) ACTIVATES CONTRACT.

QRG

CRITICAL DATES AND

INPUT DATA


Viewing Primary Personnel Data

To view the contract’s primary personnel, use the Primary Personnel

panel.

Figure 5. Contracts Window – Primary Personnel Panel

NOTES

THE PROJECT

MANAGER AND

PROJECT ENGINEER

HERE MAY NOT MATCH

THE PURPOSE THE

AGENCY HAS DEFINED

FOR THESE ROLES. THESE ARE SYSTEM-DEFINED FOR THE

PURPOSE OF

IDENTIFYING THE

ROLES TO BE NOTIFIED

OF CERTAIN CHANGES

TO THE CONTRACT.



Key Information


Persons Responsible for the Contract

Project Manager User ID of the Project Manager for the contract. Receives specific messages, reports, and contract authority. Searchable. Required. Usage: The EIC.

Project Engineer User ID of the Project Engineer for the contract. Receives specific messages, reports, and contract authority. Searchable. Required. Usage: Either the RE or OE. If no OE/RE, then the EIC.

Inspected By How the Contract is being Inspected. Usage: Either State or Consultant.

Contract Created By

Name of the user who added the contract, or a system indicator for contracts built by the system.

Notification Recipients

Contract Status Changed to Active

User ID ▪ User ID of the person that SiteManager will notify when the contract changes from Pending to Active status.



Distribution List ▪ Name of the Distribution List that SiteManager will notify when the contract changes from Pending to Active status.

▪ Searchable. ▪ Use this or User ID. If selected, SiteManager protects

User ID field.

Work Progress Behind Schedule

User ID ▪ User ID of the person that SiteManager will notify when the contract progress falls behind schedule equal to or greater than the variance percentage. SiteManager will generate the message only if the Variance Pct field is populated and the contract work is tracked by a progress schedule.





Distribution List ▪ Name of the Distribution List that SiteManager will notify when the contract progress falls behind schedule equal to or greater than the variance percentage. SiteManager will generate the message only if the Variance Pct field is populated and the contract work is tracked by a progress schedule.


User ID field.

Civil Rights Exception Report Generated

User ID ▪ User ID of the person that SiteManager will notify when the contract’s civil rights monitoring generates an exception report.



Distribution List ▪ Name of the Distribution List that SiteManager will notify when the contract’s civil rights monitoring generates an exception report


User ID field.

Table 6. Contracts Window – Primary Personnel Panel – Fields

Receiving Notifications of Changes to Contract Conditions

SiteManager requires every contract to have a person identified as a

Project Manager and a Project Engineer.

Select personnel—an individual or a group—for SiteManager to notify of

certain conditions (for example, when the contract status is changed to

Active, when the contract work falls behind schedule).


Exercise 6

In this exercise, learn to view the primary personnel for the

contract.



Keys: D263073

1. On the Contracts window, click the Primary Personnel tab.

SiteManager displays the Primary Personnel panel.

2. Who is the Project Manager? _________________________

3. Who is the Project Engineer? _________________________

You’ve accessed the Contracts window’s Primary Personnel panel.

ANSWERS

2. WZAMBITO

3. N/A


Viewing Prime Contractor Data

To view the prime contractor, the prime contacts, and the prime associates,

use the Prime Contractors panel.

Figure 6. Contracts Window – Prime Contractor Panel



Key Information


Prime Contractor Information

Current Prime Vendor ID and short name for the current prime contractor. Agency-defined. Searchable. Required. When changing the current prime contractor, SiteManager deletes the data in the other fields.

Joint Venture Indicates contract was awarded to two or more investors to share ownership and control over operations.

Payroll Area Information

Required Indicates that certified payrolls are required for the contract. Select for federal contracts. Select to process payrolls in SiteManager. If selected, populate the Freq in Weeks field.

Freq in Weeks Frequency in Weeks. Weekly frequency that certified payrolls are required to be received for the contract. Select 1 for every week; 2 for every 2 weeks; 4 for every 4 weeks. Required if Required check box is selected. Required before the contract changes to Active status.

Subcontractor Information

Max Subcontract Pct

Maximum Subcontract Percentage. Maximum percentage of the total contract amount that the prime contractor is allowed to subcontract (excluding specialty items).

Subcontractors Paid

Indicates whether the prime contractor has paid all of the subcontractors. Selected by default.

Bankruptcy Information

Bankruptcy Date

Date the prime contractor filed for bankruptcy.

Bankruptcy Type Desc

Bankruptcy Type Description. Type of bankruptcy filed (for example, Chapter 11 or Chapter 13).

Defaulted Information

Indicator Select to indicate that the prime contractor is in default and another contractor or surety has taken over responsibility for the contract.

Reason Reason the original prime contractor defaulted (for example, performance or bankruptcy). Required if Indicator check box is selected.

Date Date the prime contractor defaulted. Required if Indicator check box is selected.

Original Prime Contractor

Vendor ID and short name for the original prime contractor who was awarded the contract and then defaulted. Agency-defined.



Prime Contacts Information

Contact Name Name of the contact person for the prime contractor. Searchable.

Contact Type Title of the contact person for the prime contractor (for example, EEO).

User ID User ID for the prime contact, if one has been assigned. Agency-defined.

Prime Associates Information

Assoc Vendor ID

Associate Vendor ID. ID for the prime contractor’s associate. Usually the Federal Tax ID. Agency-defined. Searchable.

Associate Short Name

Short name for the prime contractor’s associate.

Associate Type

Type of prime contractor associate (that is, Surety, Insurance, Escrow, Banking, Surety Agent, Escrow Agent, Other Payee, Other). Note: SiteManager requires a surety and insurance associate for every contract.

Table 7. Contracts Window – Prime Contractor Panel – Fields

Understanding the Prime Entities

The entities associated with the prime contractor follow:

▪ Prime Contractor - Contractor who is awarded the

contract.

▪ Prime Contacts - Prime contractor’s personnel who are

contact persons for the contract.

▪ Prime Associates - Vendors who have a contract-specific

relationship with the prime contractor.

Usage: Use **Surety Generic and **Insurance Generic.


Exercise 7

In this exercise, learn to view the prime contractor for the contract.



Keys: D263073

1. On the Contracts window, click the Prime Contractor tab.

SiteManager displays the Prime Contractor panel.

2. Who is the prime contractor? ________________________

3. Why are the prime associates generic? ___________________

__________________________________________________

You’ve accessed the Contracts window’s Prime Contractor panel.

ANSWERS

2. ECONOMY PAVING CO

INC

3. NYSDOT IS NOT USING

PRIME ASSOCIATES. USE

GENERIC TO SATISFY

SITEMANAGER

REQUIREMENTS.


Viewing Projects

To view contract project information, use the Projects window.

Note: SiteManager requires every contract to have at least one project.

Viewing Descriptions

To view descriptions of contract projects, use the Projects window’s

Description panel.

Figure 7. Projects Window – Description Panel



Key Information


Project Information

Project Nbr Project Number. Project control number. Agency-defined. Required.

Fed St Prj Nbr Federal State Project Number. Pertains to the project. Must be unique within a contract. Inquiry-only after an estimate has been generated. Required.

Alt Prj ID Alternate Project ID. Agency-defined. Inquiry-only after an estimate has been generated.

Description Description of the project. Required.

Spec Yr Specification Year. Item Master specification year of the items used for the contract. Required.

Description Description of the project. Required.

Unit Sys Unit System. Indicates that the measurement system used for the contract is either English or Metric. Required.

Status Indicates the current status of a project (for example, Complete, Construction, Active Construction, Awaiting Award).

Complete Indicates that the project work is complete.

Auth Pay Limit Authorized Payment Limit. Used to determine if a voucher will be processed. If total payments exceed this amount, voucher will not be processed. To indicate no cap exists for total payments, leave blank. Inquiry-only after an estimate has been generated.

Release Retainage

Indicates that the project retainage is to be automatically released when the project changes to Complete status.

Acct Prj Nbr Accounting Project Number. Defined by accounting department. Inquiry-only after an estimate has been generated.

Prj Type Project Type. Identifies the type of project (for example, Federal). Required.

Work Type Code that identifies the major type of work done in the project (for example, Grading, Widening, Overlay, Construction). Agency-defined. Required.

Surface Type Type of surface grading used in the project (for example, Asphalt).



Location Information

Route Nbr Route Number. Where the project work takes place.

Sect Nbr Section Number. Pertains to road where the project work takes place.

Road System Type of road system where the project work takes place (for example, interstate, federal highway, state highway, or county highway).

Road Name Name of the road where the project work takes place.

Location Description of the physical location of the project. Required.

Engr Pct Engineering Percentage. The engineering construction percentage represents the state or province’s cost of managing a project. This percentage of the total project item amounts can be used to compute the total project estimated cost, which equals total project item amount multiplied by (100 + the engineering percentage).

Location Description of the physical location of the project. Required.

Work Site Identifies the landscape of the project work site (for example, Urban).

Beg Sta Beginning Station. Precisely defines the station number where the project work begins.

Beg Termini Beginning Termini. Precisely defines the termini where the project work begins.

Latitude Midpoint latitude of the project location.

End Sta End Station. Precisely defines the station number where the project work ends.

End Termini Precisely defines the termini where the project work ends.

Longitude Midpoint longitude of the project location.

Table 8. Projects Window – Description Panel – Fields


Exercise 8

In this exercise, learn to view the Projects window’s Description

panel.



Keys: D263073

1. On the Contracts Records panel, double-click the Projects

icon. SiteManager displays the Select Contract Project

window.

2. In the Project Nbr area, in the PIN column, double-click

904131. SiteManager displays the Projects window’s

Description panel.

3. This work will affect which routes? ______________

You’ve accessed the Projects window’s Description panel.

ANSWERS

3. ROUTE 17C


Viewing Project Counties

To view associations to counties on a project, use the Projects window’s

Counties panel. For every county included in the project, the percentage of

the project work to be done in the county must be recorded.

Important! The percentages for all counties must add up to 100%.

Figure 8. Projects Window – Counties Panel



Key Information


Project Information

Project Nbr Project Number. Project control number. Agency-defined.

Fed State Project Nbr

Federal State Project Number. Usage: Same as Federal Aid # on Contracts window.

Description Description of the project.

Location Description of the project location. Displays text from both Location fields on the Description panel.

Available Counties

Available Counties Counties included in the contract that have not been associated with this project.

Buttons

Add -> Click to move selected county from Available Counties pane to Associated Counties pane.

Add All ->> Click to move all counties from Available Counties pane to Associated Counties pane.

<- Remove Click to move selected county from Associated Counties pane to Available Counties pane.

<<- Rem All Remove All. Click to move all counties from Associated Counties pane to Available Counties pane.

Associated Counties

Project Counties Counties that have been associated with this project.

Proj Len % Project Length Percentage. Percentage of the total length of the work to be done in each county. Required for every project county. Total percentages for all counties must equal 100.

Table 9. Projects Window – Counties Panel – Fields


Exercise 9

In this exercise, learn to view the project county.



Keys: D263073

1. Click the Counties tab. SiteManager displays the Counties

panel.

2. How many counties does the project cover? _____________

3. To close the Projects window, on the toolbar, click the Close

button. SiteManager displays the Contract Records panel.

You’ve accessed the Projects window’s Counties panel.

ANSWERS

2. ONE, TIOGA COUNTY.


Viewing Categories

To view categories, use the Categories window. Use categories to group

items within a project funded by the same source. Each category in a

project may have a different funding source. Once a category has items

associated to it, you cannot delete the category. When you add a new

project to a contract, you must associate at least one category to the new

project.

Figure 9. Categories Window



Key Information


PCN Project Control Number. Agency-defined. Protected.

Category Information

Category Number Grouping of items assigned during pre-construction. Unique within a project. Protected. Erroneously created categories must be deleted.

Description Description (of the category).

Work Class Type Category Work Class Type. Classification of work for a category within a project.

Selected Category Detail Information

Catg Nbr Category Number. Grouping of items assigned during pre-construction. Unique within a project. Protected. Erroneously created categories must be deleted.

Federal Aid # Federal, State, or Province Project Number (for the category). If not entered, defaults to the Fed St/Pr Prj Nbr for the project. Usage: Label customized from Fed St/Pr Prj Nbr.

Desc Description (of the category).

Length Length of road represented by the category. If more than one category contains work for the same portion of road, the length is split between them.

Width Width of road represented by this category. If more than one Category contains work for the same portion of road, the width is split between them.

Catg Wk Cls Type Category Work Class Type. Classification of work for a category within a project.

Bridge ID Identifies a bridge or other structure. Agency-defined. Use only if the category represents structure work.

Engr Pct Engineering Percentage. Engineering construction percentage that represents the cost of managing a category. Percentage of the total category item amounts used to compute the total category estimated cost: [total category item amount x (100 + engineering percentage)].

Brdg Type Bridge Type (represented by this category). Protected if the Bridge ID field is empty.

Fed Wrk Catg Type

Federal Work Category Type. Identifies the type of work for the category.

Bridge Span Nbr Bridge Span Number. Number of spans within the bridge structure. Protected if the Bridge ID field is empty.

Rd Sect Nbr Road Section Number. Where the category work is done.

Fed Wrk Cls Type Federal Work Class Type. Class of construction used for the category.



Brdg Lth Bridge Length. Length of the structure represented by this category. Protected if the Bridge ID field is empty.

Hwy Nbr Highway Number. Where the primary category work occurs.

Suppl Wrk Cls Type

Supplementary Work Class Type. Federal supplementary work class for a category.

Brdg Wth Bridge Width. Width of the structure represented by this category. Protected if the Bridge ID field is empty.

Hwy Type Highway Type. Where the primary category work is done. Agency-defined.

Beg Sta Nbr Beginning Station Number. Precisely defines the station number where the category work begins.

Beg Termini Beginning Termini. Precisely defines the termini where the category work begins.

Unit Nbr Unit Number (under which the category is grouped for reporting purposes).

End Sta Nbr Ending Station Number. Precisely defines the station number where the category work ends.

End Termini Ending Termini. Precisely defines the termini where the Category work ends.

Desc Description (of the unit number under which the category is grouped).

Table 10. Categories Window – Fields


Exercise 10

In this exercise, learn to view the categories for a contract.



Keys: D263073

1. On the Contracts Records panel, double-click the Categories

icon. SiteManager displays the Categories window.

2. What is the purpose of a category? _____________________

3. Is there more than one Category?

______________________________________

4. To close the Categories window, on the toolbar, click the Close

button. SiteManager displays the Contracts Records panel.

You’ve accessed the Categories window.

ANSWERS

2. USED TO GROUP

ITEMS THAT ARE FUNDED

BY THE SAME SOURCE.

3. YES


Viewing Contract Items

To view items on the selected contract and project, use the Items window.

Agency-defined standard items appear on the Item Master list. Use the

Items window to view the items from the Item Master that have been

associated to the contract.

Figure 10. Items Window

KNOWN ISSUE

SITEMANAGER

INCORRECTLY DISPLAYS

THE CATEGORY NBR

LABEL.



Key Information

Contract ID Code for the contract. Agency-defined

Project Nbr Project Number. ID for the project. Agency-defined. May be multiple per contract.

Item Information

Category Nbr Category Number. Used to group items for various reasons, primarily for funding. Inquiry-only after saving. If you mistakenly add items to the incorrect categories, you must delete them from the incorrect category and add the item to the correct category.

Line Item Nbr Line Item Number. Number that identifies each item as it appears on the contract. User-defined for all items added to the contract via change order. Unique within the contract. Inquiry-only after saving. If you mistakenly add an item with an incorrect line item number, you must delete the incorrect entry and reenter it.

Item Code Code used to identify an item. Agency-defined. Supplied by the Item Master list. Searchable. Inquiry-only after the contract changes from Pending to Active status.

Units Type Unit of measure for this item. Supplied by the Item Master list. Inquiry-only.

Spec Year Specification Year. Year of the specification book in which the item appears. From the Item Master list.

Description Description of the item. Supplied by the Item Master list. Inquiry-only.

Major Item Indicates if the item is considered major rather than minor. Major items may have different overrun limits and parameters for change order approvals. Inquiry-only if the contract has an associated estimate, or if the item has any of the following associated: ▪ Change order ▪ Dispute ▪ Plan discrepancy (through change order) ▪ Stockpiled material

Specialty Indicates if the item is a specialty item. Specialty Items are excluded from the calculation to determine the amount of the contract that may be sublet. Inquiry-only if the contract has an associated estimate, or if the item has any of the following associated: ▪ Change order ▪ Dispute ▪ Plan discrepancy (through change order) ▪ Stockpiled material



Status Type Code that indicates the current status of an item. Status types include the following: ▪ Pending - Default when the item is added. ▪ Active - When contract changes to Active status, all of the contract’s

items change to Active status. If active, cannot delete. ▪ Final - When a Final Item Quantity Change Order is approved, all of the

change order’s items change to Final status. ▪ Audited - When approved or accepted through an audit. ▪ Complete - When a contract changes to Complete status, all of the

contract’s items change to Complete status.

Unit Price Unit price of the item; identified on the invoice and contract documents. Inquiry-only after the contract changes from Pending to Active status.

Bid Qty Bid Quantity. Original quantity of the line Item as indicated on the proposal or contract. Must be greater than zero (0). If the item’s unit of measure is Lump Sum, must be equal to one (1). Inquiry-only after the contract changes from Pending to Active status. If item was added through a change order, inquiry-only and blank; in which case, quantity is obtained through the change order item quantity amount.

Bid Amt Bid Amount. Total dollar amount of item at bid. Inquiry-only. Equals bid quantity multiplied by unit price.

Proposal Line Nbr

Proposal Line Number. Line number that identifies item as it appears on the proposal. Inquiry-only. Supplied by a pre-construction system.

Related Item Allows grouping of line items (for example, all traffic control items or all items for a structure) for reporting and funding purposes. Inquiry-only if the contract has an associated estimate, or if the item has any of the following associated: ▪ Change order ▪ Dispute ▪ Plan discrepancy (through change order) ▪ Stockpiled material

Critical Indicates that the item is considered critical. Used to track the progress of contracts with the ‘Critical Items Installed’ progress schedule type. Non-critical Items such as landscaping are not included in progress tracking. If the ‘Allow Critical Item Indicator Update’ system operational parameter is set to ‘No’, the item is inquiry-only if the contract has an associated estimate, or if the item has any of the following associated: ▪ Change order ▪ Dispute ▪ Plan discrepancy (through change order) ▪ Stockpiled material ▪ Subcontract If the ‘Allow Critical Item Indicator Update’ system operational parameter is set to ‘Yes’, the checkbox is available at all times until the item changes to Final status.



Pay Plan Qty Pay to Plan Quantity. Indicates if the line item is paid to plan quantity. If selected, SiteManager sends an email to the user who generated the estimate to indicate that the item has exceeded the notified quantity. Inquiry-only if the contract has an associated estimate, or if the item has any of the following associated: ▪ Change order ▪ Dispute ▪ Plan discrepancy (through change order) ▪ Stockpiled material

Supp Desc Req’d Supplemental Description Required. Indicates that a supplemental description must be provided.

Material Discrepancy Adj

Material Discrepancy Adjustment. ▪ If selected, when you run estimates, SiteManager checks against

sampling and testing requirements and creates a line item adjustment if short.

Supplemental Descriptions

Description that is supplemental to the item's description from the Item Master. Editable.

Change Order Information

CO Nbr Change Order Number. Sequential number assigned to all change orders for the contract.

Pend CO Qty Pending Change Order Quantity. Net change to the item quantity from all unapproved change orders. Inquiry-only.

Pend CO Amt Pending Change Order Amount. Net change to the item quantity from all unapproved change orders multiplied by unit price. Inquiry-only.

Net CO Qty Net Change Order Quantity. Net change to the item quantity from all approved change orders.

Table 11. Items Window – Fields


Exercise 11

In this exercise, learn to view the contract items.



Keys: D263073

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

SiteManager displays the Select Contract Item window.

2. Click the Open Icon and double-click Contract D263073.

3. In the Project area, in the PIN column, double-click 904131.

4. In the Contract Item area, to sort the column and activate the

Find feature, click the Item Code column heading.

5. In the Find field, type 555.0105. SiteManager selects the row

for item ‘555.0105, CONCRETE FOR STRUCTURES,

CLASS A’.

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

Now, let’s answer a few questions.

7. What is the unit price and bid quantity of this item?

_________________________________________

8. Are there any pending change orders for this item?

_________________________________________

9. To close the Items window, on the toolbar, click the Close

button. SiteManager displays the Contract Records panel.

You’ve accessed the Items window.

ANSWERS

6. $2065 AND 2

7. NO


Viewing Contract Funding Sources

To view specified funding for the entire contract, and for the contract’s

projects, categories, and line items, use the Contract Funding window.

Figure 11. Contract Funding Window



Key Information

Contract ID Agency-defined code for the contract.

List of Funding Sources


Project Number Agency-defined code for the project.

Category Number Grouping of items assigned during pre-construction. Items can be grouped within categories for various reasons, primarily for funding.

Line Item Number Line Item Number (for the contract). Identifies each item as it appears on the contract. All bid line item numbers are assigned by the pre-construction function. All line item numbers added to the contract after construction begins are assigned by the user.

Funding Source Code

Identifies a particular source of funding. Required. Read-only after save.

Funding Source Description

Description of the funding source. Usage:

▪ Line: (3) ▪ Action: A (add) or C (change) (1) ▪ Dept: (2) ▪ Cost Center Unit: (6) ▪ Variable: (2) ▪ Year: (2) ▪ Object: (5) ▪ 9-digit PIN: (9)

Data separated with dashes (for example, ‘001-A-17-220008-A1-06-71210-112524321’).

Priority Order Indicates order funds are appropriated to the contract. Valid range is between 1 and 9.

Source Participation Percent

Percentage of the total amount in the project/category provided by the funding source. Required. Valid percentage is between 1 and 100.

Selected Funding Source Detail


Funding Source Code



Description of the funding source.

Category Number Grouping of items assigned during pre-construction. Items can be grouped within categories for various reasons, primarily for funding.





Priority Order Indicates order funds are appropriated to the contract. Valid range is between 1 and 9.

Local Agreement Nbr

Local Agreement Number. Identifies an agreement between a local authority and the agency. Agreement defines the funding provided by the local authority with regard to a particular job.

TC Codes provided to OSC when there's a Local Share or a Utility that's paying for a share. Usage: Customized label.

Combine Required. Defaults to none to indicate items are not combined. To indicate items combined for funding purposes by related item code, select Like Item Code. To indicates items combined for funding purposes by proposal line number, select Proposal Num.

Send to OSC Indicates that funding record is ready to send to OSC via the financial interface. Usage: Custom generic field.

Change Order # Indicates change order number created for the funding amount change (could include a new funding record, if it is for a new category and funding record). Usage: Custom generic field.

Funding CO Amt Usage: Works with ‘Send to OSC’ and ‘CO Number’ fields to indicate amount of the funding change (for a change order change which can be defined as a new funding record due to a new item on the contract or one that has increase or decreased funding). Once the change order has been approved, SiteManager adjusts the current cap amount by the funding CO amount. Usage: Renamed field from ‘Fed/State Project Nbr’.

Subledger Codes provided to OSC when there's a Local Share or a Utility that's paying for a share. Usage: Customized label.

Related Item Use codes to group items (for example, all traffic control items) for reporting and funding purposes. To group line items, which are not in the same category, but funded from the same source and at the same percentage, create a related item code. Then, during the funding process, select items with this related item code. Fund line items that share a related item code. To do this:

1. Create a related item code in the system code tables.

2. On the Items window, associate line items with the related item code.

3. On the Contract Funding window, select a funding source for the related items.



State Funding Code

Agency-defined. Required by financial system.

Proposal Line Nbr Proposal Line Number. Identifies item as it appears on proposal. Required (when Proposal Num option selected).

Original Cap Amt Original Cap Amount. Original funding limit.

Prev Estimates Amt Used

Previous Estimates Amount Used. Auto-calculated.

Current Cap Amt Current Cap Amount. Current funding limit.

Current Estimate Amt Used

Current Estimate Amount Used. Amount used in current estimate. Auto-calculated.

Table 12. Contract Funding Window – Fields

Exercise 12

In this exercise, learn to view the contract funding.



Keys: D263073

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

Funding icon. SiteManager displays the Contract Funding

window.

2. How many funding sources for Category 0001? ______

3. How do the funding sources differ? _____________________

4. To close the Contract Funding window, on the toolbar, click

the Close button. SiteManager displays the Contract Records

panel.

You’ve accessed the Contracts Funding window.

ANSWERS

4. TWO

5. BY CATEGORY AND

SOURCE PARTICIPATION

PERCENT / FUNDING

SOURCE CODE


Understanding Funding Sources

Remember the following key points about funding:

▪ You must fully fund all active contracts.

▪ If you fund any part of the contract with multiple sources,

the combined funding must equal 100%.

▪ If you assign more than one priority level, the combined

funding for each priority level must equal 100%.

Understanding Cap Amounts

Each funding source may have an assigned cap amount.

Remember the following key points about cap amounts:

▪ When the highest priority funding source reaches its cap

amount, the funding source with the next highest priority

continues the funding.

▪ If the lowest priority funding source has a cap amount,

SiteManager ignores the cap amount until you add a lower

priority funding source.


Viewing Contract Authority

To view office-level assignments and group assignments for each

individual user, use the Contract Authority window.

When the Project Manager and the Project Engineer were added to the

contract, SiteManager automatically added a row for each user’s group

assignment to the Contract Authority window.

Figure 12. Contract Authority Window



User Identification Pane

User ID ID of the user. Agency-defined.

User Name Name of the user.

DOT Central office assignment. Assigned by Main Office DOT. Usage: Customized label from Gen (General).

Zn Zone. Assigned by Main Office DOT. Usage: Customized label from Div (Division).

Reg Region. Assigned by Main Office DOT. Usage: Customized label from Dis (District).

Unt Unit. Assigned by Main Office DOT. Usage: Customized label from Are (Area).

Active Indicates whether the user is active.

Contract Authority Assignment Pane

Group Description

Selected user’s active group assignments. Required.

Office-wide Access

Indicates whether the user has been assigned group access rights to all contracts within the user’s assigned office. Inquiry-only if the user already has current, non-end-dated, office-wide contract authority for the specified group. If selected, the Contract ID field will be cleared and made inquiry-only.

Contract ID Required if Office-wide Access check box is not selected. Identifies the contract to which the user is assigned group access rights. Searchable, but limited to contracts on which the user is not currently assigned authority.

Contract Description

Description of the contract to which the user is assigned group access rights. Inquiry-only.

Authority Start Date

Date contract authority begins for the selected user. Defaults to the current date when saved. Populated only for contract-specific authority; not used for office-wide contract authority.

Authority End Dt

Authority End Date. Date contract authority ends for the selected user’s group. Defaults to the current date. Populated only for contract-specific rows; not used for office-wide contract authority.

Table 13. Contract Authority Window – Fields


Exercise 13

In this exercise, learn to view the contract authority granted to

users.



Keys: D263073


Authority icon. SiteManager displays the Contract Authority

window.

2. In the User Identification pane, to sort the column, click the

User ID column heading.

3. In the User ID column, select regxx01

4. If Ron Guidry logs on as an Assistant PM, may he view a

contract assigned to Region 2? ________________________

Now, let’s view another user’s contract authority.

5. In the User Identification pane, in the User ID column, select

dward.

6. Does Dave Ward have contract authority to a contract in zone

D, Region 01, Unit G? ________________________________

7. Why does or did Dave Ward need specific contract authority

for D263073 or D261177? _______________

8. To close the Contract Authority window, on the toolbar, click

the Close button. SiteManager displays the Contract Records

panel.

You’ve accessed the Contract Authority window.

ANSWERS

4. YES. WHEN ASSIGNED

TO CENTRAL DOT, SHOULD BE ABLE TO SEE

ALL CONTRACTS.

6. NO. BELONGS TO

REGION 2.

7. THE CONTRACTS ARE

OUTSIDE OF REGION 2.


Summary

To access the Contract Records panel:





To access the Contracts window:


icon.

To view basic contract information:

1. Open the Contracts window.

2. Click the tabs.

To access the Projects window:

1. On the Contracts Records panel, double-click the Projects

icon. SiteManager displays the Select Contract Project

window.

2. In the Project Nbr area, in the PIN column, double-click the

desired project.

To view basic project information:

1. Open the Projects window.

2. Click the tabs.

To view the categories for a contract:

1. On the Contracts Records panel, double-click the Categories

icon.


To view the contract items:

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

SiteManager displays the Select Items window.

2. In the Project area, in the PIN column, double-click the

desired project.

3. In the Contract Item area, to sort the column and activate the

Find feature, click the Item Code column heading.

4. In the Find field, type the desired item code.


To view the contract funding:


Funding icon. SiteManager displays the Contract Funding

window.

To view the contract authority granted to users:


Authority icon.

2. In the User Identification pane, to sort the column, click the

User ID column heading.

3. In the User ID column, select the desired user ID.


Review Exercise

In this exercise, demonstrate how to view basic contract

information.



Keys: D261177

1. Open D261177 in the Contracts window.

2. What is the bid amount of contract D261177? __________

3. Who is the prime contractor on D261177? _____________

4. What is the project county on D261177? _____________

5. What is the category number for item code 606.10, BOX

BEAM GUIDE RAILING?

__________________________________

6. In which window can you find the type of funding assigned

to category number 0001? _____________________

7. Explain the difference between office-wide contract

authority and specific contract authority. _______________

________________________________________________

________________________________________________

________________________________________________


ANSWERS

2. $4,876,543.21

3. HARRISON &

BURROWES

4. ORANGE

5. 0001

6. CONTRACT FUNDING

WINDOW

7. OFFICE-WIDE

PROVIDES ACCESS TO

ANY CONTRACT IN THE

ASSIGNED OFFICE

LEVEL. SPECIFIC

CONTRACT AUTHORITY

PROVIDES ACCESS TO A

SPECIFIC CONTRACT


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.

Effective Date Same as Approval Date

Expiration Date Date Sub-Contractor is no longer on the Contract. One entered Sub-Contractor will not appear on DWR dropdown list

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

Note: Information only NYSDOT does not use fields in table starting with “This Subcontract Information” See EBO for actual correct values.


Exercise 1

In this exercise, learn to view a subcontract.

User ID: regxx01 Password: pass Connection: Server


Keys: NA

1. Start and log on to SiteManager.




Contractor Management icon.

4. On the Contractor Management panel, double-click the

Subcontracts icon. SiteManager displays the Select

Contract ID window.


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? ____________

You’ve accessed a subcontract.

ANSWERS

7. 05/21/16

8. NO, THE SUB

WOULDN’T BE AVAILABLE

TO SELECT.


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


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: D263073; 001 (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 304.15

____________.

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: D263073; 001 (subcontract)

1. View subcontract 001 for contract D263073.

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

as part of this contract? _________


ANSWERS

2. NO


Reviewing and Accepting Samples in LIMS


▪ Understanding the Review Samples Workflow 2

▪ Reviewing Sample Records and Associated Test Results 5

▪ Authorizing, Accepting and Completing a Sample 10

▪ Summary 12

2 Reviewing and Accepting Samples in LIMS

Understanding the Review Samples Workflow

The sample reviewer accepts or rejects entries at the sample level after

selecting an acceptance method and completion status for the entire

sample.

Figure 1. LIMS - Review Samples Window


Data View Area

Control Number Click to display sample tests by Control Number.

Sample ID Click to display sample tests by Sample ID.

Filter Criteria Area

Filter Criteria Select criteria from the dropdown lists and enter text in the field to limit the samples displayed on the window.

Apply Click to activate filter criteria entered by the user.

Reset Click to clear filter criteria.



Review Samples Area

Authorize Select to indicate that sample tests were reviewed and a final action is being taken.

Acceptance Method *

Choose method by which the sample is accepted (for example, Accept, Monitor or Reject).

Sample Status * Status of the sample reviewed (that is, Complete, Fail, or Void).

Sample ID Unique ID auto-generated by SiteManager. Format is composed of user ID, date and time.

Contract ID Unique ID to identify the contract.

Lab Ref Number Lab Reference Number. User created ID to identify the sample.

Test Method Identifies the test.

Test Description Description of the test to be performed.

Test Number Number assigned to each unique test on a sample. Defaults to 1. If a supervisor orders a retest, an identical test will be assigned to the sample with the next sequential test number.

Test Status * LIMS location of the test.

Send Test Back to Lab

Select to indicate that sample test is being referred back to the Lab Unit for additional testing.

Lab Unit Lab Unit where the test was performed.

Material Code Unique identifies material.

Sampler User ID of the user that took the sample.

Sample Type * Identifies type of sample taken (that is, purpose of the sample, Approved List Evaluation, and so on).

Producer Supplier Identifies supplier that supplied the material.

Completion Date The date the test was marked as complete in the Enter Test Results window.

Manufacturer * Manufacturer of the material.

Sample Date Date the sample was taken.

Control Number Sample ID preceded by ‘CN’ to identify a group of related samples.

Seal Number Number to identify the sample. Companion to sample ID. Auto-generated.

Table 1. LIMS - Review Samples Window (Upper Pane) – Fields

Note: When defining criteria for a filter, the asterisk ( * ) that follows

some of the field names denotes that the corresponding code must be used

rather than the name.

QRG

REVIEW SAMPLES / ACCEPTANCE METHOD / SAMPLE STATUS


Exercise 1

In this exercise, learn how to access the Review Samples window.



Keys: NA

1. Start and log on to LIMS. The system displays the LIMS

application window with the Navigation Panel open by

default.

2. On the Navigation Panel window, double-click the Review

Samples icon. LIMS displays the Review Samples window.

You’ve accessed the Review Samples window.

NOTE

IF ACCESSING LIMS VIA

THE SITEMANAGER LIMS

DESKTOP ICON, THE

SYSTEM REQUIRES YOU

TO LOG ON.

IF ACCESSING VIA

SITEMANAGER, THE

SYSTEM DOES NOT

REQUIRE A SEPARATE

LOG ON.


Reviewing Sample Records and Associated Test Results

To review samples, use the Review Samples window. In the upper pane,

each row represents individual tests assigned to a sample. The sample

appears here once all tests associated to the sample have been marked as

Complete in the Review Tests window.

To view the test results associated to a sample, click the View/Compare

Results button. Then, compare the same test method or different test

methods across one sample or multiple samples.

Exercise 2

In this exercise, learn how to view tests associated with a sample.



Keys: NA

1. In the first Filter Criteria dropdown list, select the Sample

Date (mm/dd/yy) choice.

2. In the second Filter Criteria dropdown list, select the

Equals choice.

3. In the Filter Criteria text box, type 05/03/10.

4. Click the Apply button. LIMS displays the

dedzenga1055105725 sample record.

5. How many tests are assigned to the dedzenga1055105725

sample record? ____

You’ve viewed tests associated with a sample.

ANSWERS

5. THREE.


Viewing Test Results for Single Samples

To view test results for a single sample, select the desired test or tests and

click the View Compare Results button.

Figure 2. LIMS - Review Samples Window - View/Compare Results - Single Sample


View/Compare Results Displays results of a single test or multiple tests for a single sample in a grid format.

Test Template Template ID code for the test performed on the sample; use only one test template at a time for comparison purposes on one or more samples.

Template Column Labels to describe the test template layout and data entry fields used by the lab technician to record the test results performed on the sample. The system changes the color of the text to red when the test results do not meet the minimum or maximum standards.

Min Minimum value accepted for the test template column’s test results defined in SiteManager. If there is no minimum value requirement, no value displays..

Max Maximum value accepted for the test template column’s test results defined in SiteManager. If there is no maximum value requirement, no value displays.

Sample ID / Test Number

Unique identifier/number of the test.

Table 2. LIMS - Review Samples Window (Lower Pane) - Fields


Exercise 3

In this exercise, learn how to view test results for a specific sample.

User ID: regxx01 Password: pass Connection:

Server


Keys: dedzenga1055105725 (sample ID)

1. For the dedzenga1055105725 sample record, select the Air

Content test.

Now, let’s view the test results.

2. Click the View/Compare Results button. The system

displays the test results in the lower pane.

3. Is the test within specifications? ________________

Now, let’s select all tests on this sample.

4. On your keyboard, press and hold the Ctrl key.

5. In the Test Description column, click all tests.

6. Release the Ctrl key.

Now, let’s compare all test results on this sample.

7. Click the View/Compare Results button.

8. To enlarge the Test Results pane, click the Maximize

button.

9. Are the test results for the Slump test in spec? _________

10. To restore the original size of the Test Results pane, click

the Restore Down button.

Now, let’s clear the filter.


You’ve viewed test results for a specific sample.

ANSWERS

3. YES.

9. YES.

TIP

TO SELECT A

NUMBER OF

RECORDS

DISPLAYED IN A

GROUP, PRESS AND

HOLD THE SHIFT KEY

WHEN YOU CLICK

THE FIRST AND LAST

RECORDS IN A

SEQUENCE.


Viewing and Comparing Test Results for Multiple Samples

To view and compare test results for multiple samples using the same

template, select the desired test or tests and click the View Compare

Results button.

Figure 3. LIMS - Review Samples Window - View/Compare Results - Multiple Samples


Exercise 4

In this exercise, learn how to view the test results for samples that

use the same test template.



Keys: NA

1. In the first Filter Criteria dropdown list, select the Test

Description choice.

2. In the Filter Criteria text field, type Air.

3. Click the Apply button. SiteManager displays the samples

with associated Air Content tests.

Now, let’s select multiple sample records.

4. Select every row for all samples.

Tip! Use Shift+click to select multiple tests that are

grouped together in the list.

Now, let’s view and compare the test results.


6. Are all test results in spec? _____



You’ve viewed the test results for samples that use the same test

template.

ANSWERS

6. NO.


Authorizing, Accepting and Completing a Sample

To indicate that you reviewed a sample, select the Authorize check box.

Note: Before the system removes the sample from the Review Samples

queue, complete the Acceptance Method* dropdown list, the Sample

Status* dropdown list, and select the Authorize check box.

Figure 4. LIMS - Review Samples Window

Exercise 5

In this exercise, learn how to authorize a sample.



Keys: dbushika166N121523 (sample ID)

1. In the first Filter Criteria dropdown list, select the

Contract ID choice.

2. In the Filter Criteria text field, type D263073.

3. Click the Apply button. SiteManager displays the Samples

from Contract D263073.

4. For your sample record, in the Authorize column, select the

check box.

Now, let’s accept the results.

5. In the Acceptance Method* dropdown list, select the

ACPT-Accept choice.

KNOWN ISSUE

IF DROPDOWN LISTS DO

NOT APPEAR, REFRESH.

NOTE

THE ‘CONTAINS’ OPERATOR IS SELECTED

BY DEFAULT. DO NOT

USE ‘EQUALS’ IF ONLY

PROVIDING A PORTION

OF THE SAMPLE ID.

USAGE

THESE STEPS ARE

REQUIRED TO MOVE

FORWARD WITH

CERTIFICATION

DOCUMENTATION.


Now, let’s indicate the completion status.

6. In the Sample Status* dropdown list, select the

COMP-Complete choice.




You’ve accepted test results, indicated completion status, and

notified the Materials group to start their process for cylinder

breaks.

Note: The process for cylinders must be completed in a timely

manner prior to breaking the cylinders.

You’ve authorized and completed a sample.

Understanding the Impact of Authorizing Samples

After the sample progresses from the Review Samples queue, the system

updates the Maintain Sample Information window’s fields. The choice you

select in the Acceptance Method* dropdown list on the Review Samples

window displays in the Acceptance Method field in SiteManager’s

Maintain Sample Information window. The system also populates the

Auth By field with the reviewer’s user ID, populates the Auth Date with

the current system date, and changes the sample status from Pending

Authorization to Complete.

QRG

CYLINDERS AND REVIEW/ACCEPT


Summary

To open the Review Samples window:

1. On the Navigation Panel window, double-click the Review

Samples icon.

To view samples by sample ID:

1. On the Review Samples window, in the Data View area,

click the Sample ID button.

To view test results:

1. On the Review Samples window, in the upper pane, select a

sample’s test row.


To authorize a sample:

1. On the Review Samples window, in the upper pane, select a

test row.

2. In the Authorize column, select the checkbox.

3. In the Acceptance Method* dropdown list, select the

desired choice.

4. In the Sample Status* dropdown list, select the desired

choice.



Creating Diaries and Authorizing DWRs


▪ Understanding Diaries 2

▪ Viewing Existing Diaries 4

▪ Creating Diaries 4

▪ Previewing Diaries and DWRs 7

▪ Authorizing DWRs 10

▪ Unauthorizing DWRs 16

▪ Summary 17


2 Creating Diaries and Authorizing DWRs

Understanding Diaries

Use the Diary window to create a new diary, preview DWRs, record

remarks, and to authorize or unauthorize the installed quantities all users

recorded on DWRs for a contract for that day. Once authorized, the

installed quantities determine the payment on an estimate.

Typically, for each contract, create one diary per day. In other words:

One diary, per contract, per day.

Figure 1. Diary Window

Panel Name Description

Authorize Authorize or unauthorize DWRs, and add remarks to the diary.

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.



Keys: NA



Reports icon.

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

icon. SiteManager displays the Diary window.

You’ve opened the Diary window.


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.

Creating Diaries

To create a new diary for a date on a contract for which you have not

already created a diary, use Choose Keys. SiteManager displays a list of

the DWRs sorted alphabetically by the name of DWR creator.

You may create a diary for the current day or a previous date; you cannot

create a diary for a future date. SiteManager restricts you from creating a

diary for a date for which you already created a diary. Create, authorize,

and unauthorize all diaries on the server.

Figure 2. Diary Window - Authorize Panel

USAGE

LOGIN ON THE DIARY IS 1

DWR PER PERSON PER

DAY PER CONTRACT.

IF A DWR IS NOT ON THE

SERVER, IT CANNOT BE

INCLUDED IN THE DIARY.



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.

Table 2. Diary Window - Authorize Panel - Fields


Exercise 2

In this exercise, learn to choose keys to create a new diary.



Keys: NA

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

displays the Contract ID window.

4. In the Contract ID area, scroll to and double-click

D261177. SiteManager displays a new diary for that

contract with today’s date.

Now, let’s change the date.

3.5.In the Diary Date field, type 050410.

6. On your keyboard, press the Tab key. SiteManager displays

the list of DWRs submitted for the selected date.


You’ve chosen keys to create a new diary.

NOTE

DOUBLE-CLICK TO OPEN

CALENDAR FOR DATE

FIELD. NOT USEFUL IN

TRAINING, BUT IS

USEFUL IN PRODUCTION.


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. Use the choices available from the Services menu to view all

DWRs and their associated diary in one report.

Figure 3. Print Preview Window


Previewing DWRs from Assistant PM Group

The OE/RE created a DWR to list which DWRs have been reviewed and

approved for authorization on this diary.

Exercise 3

In this exercise, learn to preview the OE/RE’s DWR.



Keys: D261177; 05/04/2010 (diary)

1. In the Inspector column, select the RE, Michael Fuller.

2. On the toolbar, click the Preview DWR button.

SiteManager displays the Print Preview window.

3. Which DWRs did the OE/RE review and approve to be

authorized on this diary? __________________________

_______________________________________________


You’ve reviewed the OE/RE’s DWR and now know

which DWRs may be authorized.

ANSWERS

3. MICHAEL BETANZOS

AND DANIEL EDZENGA.

NOTE

THE LABEL FOR THE

INSPECTOR COLUMN

COULD BE MISLEADING

SINCE SITEMANAGER

LISTS DWRS FROM NON-INSPECTORS ALSO.


Previewing DWRs from Inspector Group

The inspectors created DWRs subsequently reviewed by the RE who

granted approval to authorize on this diary.

Tip! Use the Services menu’s Preview Diary and All DWRs choice to

create a report that includes all DWRs included on the diary.

Exercise 4

In this exercise, learn to preview an inspector’s DWR listed as

reviewed by the RE in the last exercise.



Keys: D261177; 05/04/2010 (diary)

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

DWRs choice. SiteManager displays the Print Preview

window.

2. Review the report.


You’ve previewed all of the inspectors’ DWRs.


Authorizing DWRs

To mark a DWR as ready for use in the next estimate, thus authorizing

payment to the contractor for the installed work reported on the DWR,

select the Authorize check box. Upon authorizing a DWR, SiteManager

automatically records the current date in the Authorized Date field and

locks the DWR from being modified.

Note: You do not need to authorize all DWRs at once.

Figure 4. Diary Window – Authorize Panel (with Authorized DWR)

Choosing Not to Authorize

If you choose not to authorize a DWR, inform the DWR creator to make

any necessary changes.

Understanding the Impact of Authorized DWRs

Important! Once you use an authorized DWR in an approved estimate to

pay a contractor for the installed work reported on the DWR, nobody may

remove authorization or modify the DWR in any way.


Note to Trainer: Use your last Inspectors class

information and Date instead of the names and date

used in the following Exercises

Exercise 5

In this exercise, learn to authorize DWRs.



Keys: D261177; 05/04/2010 (diary)

1. For Michael Betanzos’s DWR, select the Authorized

check box.

2. For Daniel Edzenga’s DWR, do not select the Authorized

check box since you discovered he did not record contractor

hours.

3. Will Daniel Edzenga’s DWR be included in the next

estimate if it’s not authorized? ___________


You’ve authorized one DWR and chosen not to authorize the others.

At this point, you should notify inspector Daniel Edzenga that

changes are necessary.

ANSWERS

3. NO.


Viewing Data Recorded in DWR Templates

To view data recorded in a DWR template, access the Daily Work Reports

window and open the appropriate DWR and work item that used the

template. Then, on the toolbar, click the DWR Template button.

Exercise 6

In this exercise, learn to view a DWR template.



Keys: D261177; (diary) “Inspector Class Date”


SiteManager displays the Daily Work Reports panel.


displays the Daily Work Reports window.


a message to prompt you to save changes.

4. In the message, click the No button. SiteManager displays

the Contract ID window.

5. In the Inspector area, in the Inspector Name column,

double-click an Inspector Class Id.

6. In the Date area, in the DWR Date column, double-click

Inspector Class Date. SiteManager displays a message to

inform you that the DWR will open in a read-only format.

7. In the message, click the OK button. SiteManager displays

the Daily Work Reports window.

Now, let’s open the appropriate work item.

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

Items panel.

9. In the Item Code column, double-click 207.20.

10. Note that SiteManager selected the Templt Used check box.




12. In the Description column, double-click Sum of Area

Calculations Based in Shapes (SqFt). SiteManager

displays the DWR Template – AreaSqFt01 window.

13. View the recorded values.


the Daily Work Reports window’s Work Items panel.


the Diary window.

You’ve opened a DWR, viewed a work item that used a DWR

template, and viewed the values recorded in the template.


Recording Diary Remarks

To record a diary remark, select the appropriate remark type on the Diary

window. The remarks pertain to the diary for the day.

Note: Use the Spell Check feature as needed.

Figure 5. Diary Window – Authorize Panel (with Diary Remarks)


Exercise 7

In this exercise, learn to record diary remarks.



Keys: D261177; (diary) “Inspector Class Date”

1. In the list of remark types, select 02 WZTC.

2. In the Remarks field, type A mobile lane closure was

performed for line striping – see DWR for detail.

3. In the list of remark types, select 03 General.

4. In the Remarks field, type Wage rate was performed –

see Corr file, wages found to be in conformance.

5. In the list of remark types, select 04 Contrctr Work Hrs.

6. In the Remarks field, type Contractor worked 0900-1700.


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


Unauthorizing DWRs

Sometimes you may have to change a DWR after it was completed. To

remove authorization (and the authorized date) from a DWR not yet

included in an estimate, clear the Authorized checkbox.

Note: If the DWR to be changed is included in a pending estimate, you

may still unauthorize the DWR. However, you must first delete the

pending estimate before you can unauthorize the DWR on the diary.

Once unauthorized, SiteManager no longer locks the DWR from

modification and the DWR author may make the necessary changes.

Exercise 8

In this exercise, learn to unauthorize a DWR on another diary.



Keys: D261177; 05/04/2010 (diary)

1. On the toolbar, click the Open button.

2. In the Date area, double-click 05/04/10. SiteManager

displays the Diary window.

3. For Michael Betanzos’s DWR, to clear the check, click the

Authorized check box. SiteManager also clears the

Authorized Date field.


5. Now, if we generate an estimate that uses the 05/04/10

diary, how many DWRs from that day will be included? ___

You’ve removed authorization from a DWR.

ANSWERS

5. TWO


Summary

To open the Diary window:


Reports icon.

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

icon.

To choose keys to create a new diary:

1. With the Diary window open, on the Services menu, select

the Choose Keys choice.

2. In the Contract ID area, scroll to and double-click the

desired contract.

3. In the Diary Date field, type the desired date.


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 authorize a DWR:

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

desired DWR to be authorized.

2. Select the Authorized check box.


To unauthorize a DWR:

1. In the Inspector column, select the desired DWR to be

unauthorized.

2. Click the Authorized check box.



Review Exercise

In this exercise, as the EIC, demonstrate how to create a new diary,

preview DWRs, authorize DWRs, and record diary remarks.



Keys: D261177

1. Create a diary for 05/06/10 for Contract D261177.

2. Preview the diary and all DWRs.

3. Did any DWRs use a DWR template? _____________

4. If so, open the template and review values entered on the

template.

5. What are the dimensions of the rectangular area?

____________________________________________

6. Add a remark that states contractor’s time and WZTC.


NOTE

THE EIC IS A MEMBER OF

THE PM GROUP.

ANSWERS

3. YES.

5. 10.5 FT X 6 FT.

NOTE

YOU MUST SAVE THE

DIARY FOR ALL

SERVICES MENU

OPTIONS TO APPEAR.

HINT

OPEN DWR WINDOW TO

VIEW TEMPLATE DATA


Generating and Approving Progress Estimates


▪ Processing Estimates 2

▪ Generating Estimates 4

▪ Viewing the Estimate Summary 8

▪ Handling Discrepancies 11

▪ Viewing the Estimate Item Paybook 17

▪ Adjusting Line Items 20

▪ Approving Estimates 27

▪ Tracking Estimates 30

▪ Rejecting Estimates 322

▪ Viewing the Estimate History Error! Bookmark not defined.5

▪ Summary 35


2 Generating and Approving Progress Estimates

Processing Estimates

To generate and approve estimates for a contract, use SiteManager

software’s Contractor Payments component.

Exercise 1

In this exercise, learn to access the Estimate panel.



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 process an estimate in SiteManager, perform the following tasks:

▪ Generate an estimate.

▪ Resolve estimate discrepancies.

▪ Review estimate information.

▪ Review estimate item details.

▪ Approve or reject estimates.

▪ Track estimate status.


Understanding Automated Tasks

When generating an estimate, SiteManager performs the following tasks:

▪ Checks for a prior pending estimate for the same period

of time.

If a pending estimate does exist and you wish to regenerate

the estimate for that period, confirm that you wish to delete

that prior pending estimate and generate a new estimate.

▪ Identifies discrepancies such as sampling and testing

discrepancies (including insufficient material certifications)

on items.

▪ Calculates required line items adjustments for installed

units during the estimate period.

▪ New Stockpiled Materials - The invoice amount is paid

by a line item adjustment.

▪ Stockpiled Materials with reported install amounts -

SiteManager uses the conversion factor to create a line

item adjustment to adjust the payment amount.

▪ Overruns - SiteManager adjusts the item payment with

a line item adjustment.

▪ Insufficient Certifications / Sampling and Testing - If a

material does not meet sampling and testing

requirements for the installed amount, SiteManager

creates a material discrepancy payment adjustment.

▪ Determines funding amounts from different funding

sources.

▪ Determines quantities to pay for each line item that has

items installed for the estimate period.

Understanding Estimate Types

The first and all subsequent estimates leading up to the final estimate are

progress estimates. SiteManager selects Progress estimate by default.

The three types of estimates include the following:

▪ Progress

▪ Final

▪ Supplemental

NOTE

PENDING ESTIMATES

CAN BE REGENERATED

AND MODIFIED BECAUSE

THEY HAVE NOT BEEN

APPROVED.


Generating Estimates

To generate an estimate, use the Generate Estimate window.

Important! Remember the following points about estimates in SiteManager:

▪ You can generate only one estimate for a period of time.

▪ To generate an estimate for a later time period, all

estimates for earlier time periods must first be

approved up through the Comptroller.

▪ To make a change on a diary or a DWR that has been

included on a pending estimate, but not an approved

estimate, you must first delete the pending estimate.

▪ If no diary or DWR changes are necessary, but you need to

generate the estimate again, just regenerate the estimate.

Note: When regenerating an estimate for the same period, SiteManager

prompts you to delete the previous estimate.

Usage: Generating estimates equate to running a CONR22.

Figure 1. Generate Estimate Window

NOTE

DIRECT STUDENTS TO

VIEW FIELD DEFINITIONS.



Key Information

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

Estimate Number Information

Last Estimate Number Number of the last estimate generated.

Generate Estimate Number

Number of the estimate to be generated.

Date Information

Begin Estimate period begin date. Defines the beginning date for the estimate generation period. Note: For the first estimate, this is the Notice to Proceed Date.

End Estimate period end date. Defines the ending date for the estimate generation period. Cannot contain a date later than the current date or earlier than the Begin date.

Estimate Type Information

Progress First and all subsequent estimates leading to the final estimate. Default. Usage: Generated by Assistant PM (if an OE is on the project) and the PM (if there is no OE on the project).

Final Generated during contract finalization. Only one final estimate. Usage: Generated by Main Office.

Supplemental Generated after final estimate. Not available until final estimate has been generated. Used to record a supplemental payment amount for a contract adjustment. No supplemental estimates required, but may have many. Usage: If needed, generated by Main Office.

Calendar

Calendar Feature from which to select the End date.

Delay Generation Usage: Do not use.

Table 1. Generate Estimate Window – Fields


Exercise 2

In this exercise, learn to generate a progress estimate.



Keys: NA

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

icon. SiteManager displays the Contracts window.

2. In the Contract area, double-click D261177. SiteManager

displays the Generate Estimate window.

Now, let’s enter the ending date of the generation period.

3. In the End field, type Today’s Date.

4. On the toolbar, click the Generate Estimate button.

SiteManager displays a message to inform you that another

estimate exists for the generation period and prompts you to

confirm deletion.

5. In the message, click the Yes button.

Now, let’s view the messages that will occur in production and

complete the necessary steps for training.

SiteManager first displays a message to inform you of the

submitted process.

Figure 2. Client Job Monitor Message (Production)

NOTE

IF THERE IS A PENDING

ESTIMATE AND YOU

REGENERATE AN

ESTIMATE WITH THE

SAME NUMBER, SITEMANAGER WILL

INFORM YOU THAT AN

ESTIMATE ALREADY

EXISTS FOR THAT

PERIOD AND CONFIRMS

DELETION.


In the message, click the OK button. Then, SiteManager

displays a message to inform you that the process has

completed.

Figure 3. DPS Status Monitor Message (Production)

In the message, click the OK button. SiteManager changes the

Generate Estimate window to inquiry-only mode.



the Estimate panel.

You’ve generated a progress estimate.

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 4. Estimate Summary Window

Note: Middle column, last row is what is paid to the Contractor. Zero dollar and negative Estimates are not to be sent to Comptroller.



Key Information


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). Usage: Includes other charges to the contractor.

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. Tracked in EBO.

Civil Rights Rpt. Deficiency

Usage: Do not use. Tracked in EBO.

Item Indicates that item/material discrepancies exist for the current estimate.

Other Indicates contract completion date missed for the current estimate.

Subcontractors Information

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

Table 2. Estimate Summary Window – Fields


Exercise 3

In this exercise, learn to view an estimate summary.



Keys: D261177

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

icon. SiteManager displays the Select Contract and Estimate

window.

Now, let’s view a different contract.

2. In the Selection area, click the Contract button. SiteManager

displays the Contract area.

3. In the Contract ID column, double-click D261177.

4. In the Estimate area, in the Estimate Number column,

double-click last Estimate. SiteManager displays the Estimate

Summary window.

You’ve viewed an estimate summary.


Handling Discrepancies

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

Discrepancies window.

The types of discrepancies include the following:

▪ Overrun quantities of an item

▪ Material sampling and testing requirements not met

▪ Contract completion date missed

Usage: All discrepancies must be resolved prior to approving an estimate.

SiteManager continues to display the discrepancies until you resolve them.

To remove resolved discrepancies from an estimate, in the Estimate

Discrepancy window, recalculate the discrepancies. Recalculating the

discrepancies does not affect overridden or unresolved discrepancies.

Figure 5. Estimate Discrepancies Window

USAGE

DO NOT PROCESS OR

APPROVE ESTIMATE

WITH UNRESOLVED

DISCREPANCIES.

USAGE

ONCE YOU HAVE

RESOLVED ALL

DISCREPANCIES, REGENERATE THE

ESTIMATE, THEN MAKE

APPROPRIATE MANUAL

LINE ITEM

ADJUSTMENTS. THIS IS

NECESSARY FOR

PROPER REPORTING.



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 3. Estimate Discrepancies Window – Fields

Exercise 4

In this exercise, learn to view discrepancies.



Keys: D261177, Estimate 0012

1. On the toolbar, click open then pick Dnumber D261177 then

double click on Estimate 0012.

1.2.While on the Estimate Summary window, on the Services

menu, select the Discrepancy choice. SiteManager displays the

Estimate Discrepancies window.

2.3.In the Description column, select Minor Item 806212/0036

exceeds Overrun Limits.

3.4.On the toolbar, click the Remarks button. SiteManager

displays the Remarks (General Remarks) window.

4.5.What do the remarks indicate? ________________________

5.6.To close the Remarks (General Remarks) window, on the

toolbar, click the Remarks button again.

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

ANSWERS

5. DISCREPANCY WAS

AUTOMATICALLY

ADDRESSED BY LINE

ITEM ADJUSTMENT.


Viewing Discrepancy Details

When you click the Navigation button, SiteManager displays different

windows depending on the discrepancy type.

Figure 6. 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 This Est Quantity Installed This Estimate. Total units installed for the item for the current open estimate. If no pending estimate, total units installed for the line item to date.

Amt Installed This Est Amount Installed This Estimate. Total dollar value installed for the item for the current open estimate. If no pending estimate, total dollar value installed for the line item 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 4. Estimate Item Detail Window – Fields


Exercise 5

In this exercise, learn to view discrepancy details.




1. While on the Estimate Discrepancies window, on the toolbar,

click the Navigation button. SiteManager displays the Estimate

Item Detail window.

2. In the Line Item Number column, scroll to and select 0036.

3. Is the quantity in the Installed to Date field greater than the

quantity in the Current field? ________________

4. Note the Exceeds Allowed Overrun Ind check box selected

by the system.

5. To close the Estimate Item Detail window, on the toolbar, click

the Close button. SiteManager displays the Estimate

Discrepancies window.


6. To close the Estimate Discrepancies window, on the toolbar,

click the Close button. SiteManager displays the Estimate

Summary window.

7. 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

3. 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 7. Estimate Item Paybook Window

NOTES

BE SURE TO SCROLL TO

SEE ADDITIONAL

INFORMATION AVAILABLE

FROM THIS 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.


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 5. Estimate Item Paybook Window – Fields


Exercise 6

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




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

D261177. SiteManager displays the Line Item area.

3. To sort the column and perform a quick find, click the Ln Itm

Nbr column heading.

4. In the Find field, type 0036. SiteManager selects the first row

that contains ‘0036.’

5. In the Ln Itm Nbr column, double-click 0036. SiteManager

displays the Estimate Item Paybook window.

6. What is the overrun adjustment for estimate 0012 for this item?

______


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.

You’ve viewed the payment history for an item.

ANSWERS

6. $ -7,800.00


Adjusting Line Items

To adjust the estimate total or the final payable amount, use the Line Item

Adjustments window.

The types of line item adjustments include the following:

▪ User-defined

▪ System-generated

Figure 8. Line Item Adjustments Window (system-generated adjustment)



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 6. Line Item Adjustments Window – Fields


Viewing System-Generated Line Item Adjustments

You may only view system-generated line item adjustments. The types of

system-generated line item adjustments include the following:

▪ Overrun

▪ Material discrepancy

▪ Stockpile

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 Line Item Adjustments

During the estimate generation process, SiteManager creates a line item

adjustment for each item with an overrun discrepancy. The line item

adjustment deducts payment for the quantity exceeding the item’s current

quantity. SiteManager also generates a remark for each overrun line item

adjustment.

Understanding Stockpile Line Item Adjustments

If you create a stockpile, SiteManager creates a line item adjustment for

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.


Exercise 7

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 to a stockpiled material.

2. In the upper pane, in the Line Item Number column, select

0050.

3. What is the quantity of the item installed on the DWR? ______

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


0050. SiteManager displays line item adjustment details in the

lower pane.

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

________________

Now, let’s view a line item adjustment for a materials discrepancy.


0014. SiteManager displays line item adjustment details in the

lower pane.

7. According to the remark, for which DWR date does this

adjustment apply? _____________________________

You’ve viewed various types of system-generated line item

adjustments.

ANSWERS

3. 30.00

5. -$228.75

7. 02/20/2012


Adding User-Defined Line Item Adjustments

You may add, modify and delete user-defined line item adjustments.

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

▪ Contract charges that are not related to a Item Spec.

number

▪ Rounding and getting exact values

Figure 9. Line Item Adjustments Window (user-defined adjustment)

Exercise 8

In this exercise, learn to add a user-defined line item adjustment.




1. While on the Line Item Adjustments window, on the toolbar,

click the New button. SiteManager creates a new row in the

upper pane.

2. In the lower pane, in the Project Number dropdown list, select

806212.

QRG

TABLE OF LINE ITEM

ADJUSTMENT TYPES AND

WHEN TO USE.


3. In the Line Item Number field, right-click and select the

Search choice. SiteManager displays the Search Window

window.

4. To sort the list, click the Item Code column heading.



6. Click the OK button. SiteManager populates the associated

LIN in the Line Item Number field.

Now, let’s define the type and amount of the adjustment.

7. In the Type dropdown list, select the Item Specific Charge

choice.

8. In the Amount field, type -200.25.




10. In the Remarks (General Remarks) field, type WZTC

charge not exact.




Now, let’s add an attachment.


displays the Attachments window and extends the toolbar.






window.

17. To locate the file you wish to attach, browse to P:\Office of

Operations\Construction\SiteManager\Training\Attachments

NOTE

NOTE THE NEGATIVE

AMOUNT.

NOTE

IF YOU MUST

REGENERATE AN

ESTIMATE, MUST REDO

MANUAL LINE ITEM

ADJUSTMENTS.



choice (may be the default).

19. Select the 696.01_WZTC_Workup.pdf file.



SiteManager closes the Insert Object window and displays the

OLE Attachment window.



22. In the Name field, type WZTC.

23. In the Description field, type WZTC Workup – 01/31/17.



groups.




27. To close the Line Item Adjustments window, on the toolbar,

click the Close button. SiteManager displays the Contract

Adjustments panel.

You’ve added a user-defined line item adjustment.

QRG

GENERATING ESTIMATES


Approving Estimates

To provide first-level approval for progress estimates, use the Estimate

Approve window.

Usage: Approving estimates as a project manager equate to

transferring an estimate for payment.

The OE (Assistant PM) generates the estimate. If there is an RE

(Assistant PM), the RE must perform the first-level approval of the

estimate (required to certify payment), not the OE who generated the

estimate. If there is no RE, then the OE may perform the first-level

approval. Then, the EIC/PM approves the estimate (this date is the

MIR date).

Having both the RE and EIC approving the estimate replaces the

CONR 30b.

Figure 10. Estimate Approve Window

USAGE

CALL ATTENTION TO THIS

CHANGE IN CLASS.



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 7. Estimate Approve Window – Fields


Exercise 9

In this exercise, learn to provide first-level approval for a progress

estimate.




1. On the SiteManager Panel window, click the Contractor

Payments tab.


Estimate panel,

3. Double-click the Estimate Approval icon. SiteManager

displays the Select Contract/Estimate window.


displays the Estimate Approve window.

Now, let’s give approval.

5. In the Approval Levels area, for the Assistant PM 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. On the toolbar, click the Close button. SiteManager displays a

message to inform you notification was sent to the next

approval level.

8. In the message, click the OK button. SiteManager

automatically closes the Estimate Approve window and

displays the Estimate panel.

You’ve provided first-level approval for a progress estimate.


Tracking Estimates

To track the generation and approval of estimates, use the Estimate

Tracking window.

Figure 11. 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

USAGE

FUNDING REJECTS FOR:

- INSUFFICIENT

INSURANCE - NEGATIVE CATEGORY - MANUAL OVERRIDE


Exercise 10

In this exercise, learn to track an estimate.



Keys: D261177 0013 (estimate)

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

icon. SiteManager displays the Estimate Tracking window.

2. On what date did the Assistant PM approve the estimate?

____________

3. Which approval group is next in line for approving this

estimate? _____________

4. To close the Estimate Tracking window, on the toolbar, click

the Close button.

You’ve tracked an estimate.

ANSWERS

2. TODAY’S DATE.

3. PROJECT MANAGER.


Rejecting Estimates

To reject estimates, use the Estimate Reject window.

Figure 12. 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 9. Estimate Reject Window – Fields


Exercise 11

In this exercise, learn to reject an estimate.



Keys: D261177

1. Start and log on to SiteManager as regxx01, PM.


Payments icon. SiteManager displays the Contractor

Payments panel.


Estimate panel.

4. Double-click the Estimate Rejection icon. SiteManager

displays the Select Contract/Estimate window.


displays the Estimate Rejection window.

Now, let’s reject an estimate.

6. In the Reason for Rejection field, type Item XXX.xxx not

included; need to include on this estimate.

7. On the toolbar, click the Save button. SiteManager displays a

message to inform you that the selected approvers for this

estimate have been notified.


9. To close the Estimate Rejection window, on the toolbar, click


You’ve rejected an estimate.

KNOWN ISSUE

NOTIFICATION MESSAGE

LOOKS LIKE AN ERROR

MESSAGE.


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 13. 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.

Est Type Estimate Type. Code for type of estimate.

Table 10. Estimate History Window – Fields

NOTE

TO CORRECT A DWR

THAT IS INCLUDED ON A

PENDING ESTIMATE, YOU

MUST FIRST DELETE THE

PENDING ESTIMATE.


Exercise 12

In this exercise, learn to view the history of estimates on a contract

and delete a pending estimate.



Keys: D261177 0013 (estimate)

1. Start and log on to SiteManager as regxx01, ASSTPM

1.2.On the Estimate panel, double-click the Estimate History

icon. SiteManager displays the Estimate History window.

2.3.In the Estimate Number column, try to select 0001.

3.4.On the toolbar, try to click the Delete button.

4.5.Why is the Delete button not available? _______________

Now, let’s open a contract with a pending estimate.

5.6.On the toolbar, click the Open button. SiteManager displays

the Contracts window.

6.7.In the Contract ID column, double-click D261177.

SiteManager displays the Estimate History window.

7.8.In the Estimate Number column, select 0013.

8.9.On the toolbar, click the Delete button. SiteManager prompts

you to confirm deletion.

9.10. In the message, click the Yes button. SiteManager deletes

the selected pending estimate.

10.11. To close the Estimate History window, on the toolbar, click



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

You’ve viewed the estimate history and deleted a pending estimate.

ANSWERS

4. THE ESTIMATE IS

APPROVED. YOU CAN

ONLY DELETE PENDING

AND REJECTED

ESTIMATES.


Summary

To access the Estimate panel:


Payments icon.

2. On the Contractor Payments panel, double-click the

Estimate icon.

To generate a progress estimate:

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

icon.

2. On the Contracts window, in the Contract area, double-click

the desired contract.

3. In the Generate Estimate window, in the End field, type the

desired date.

4. On the toolbar, click the Generate Estimate button.

5. If another estimate exists for the period, follow the prompts to

confirm deletion.

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


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 override a discrepancy:

1. While on the Estimate Discrepancies window, select the

desired discrepancy.

2. In the Status dropdown list, select the Override choice.

SiteManager displays the Remarks window.

3. In the Remarks (General Remarks) field, type the desired

remark.




To recalculate discrepancies:

1. On the Estimate Discrepancies window, on the Services menu,

click the Recalculate Discrepancies choice. SiteManager

displays a message to inform you that recalculating may take

several minutes.

2. In the message, click the Yes button. SiteManager displays a

message to inform you that the refresh is complete.

3. In the message, click the OK button. SiteManager removed the

resolved discrepancy from the list.



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 add a user-defined line item adjustment:

1. While on the Line Item Adjustments window, on the toolbar,

click the New button.

2. In the lower pane, in the Project Number dropdown list, select

the desired project number.

3. In the Line Item Number field, search for and select the

desired line item number.


5. In the Line Item Adjustments window’s Type dropdown list,

select the desired choice.

6. In the Amount field, type the desired amount.

7. If necessary, add a remark.



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.


message to inform you that the selected approvers for this

estimate have been notified.


To track an estimate:

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.


Review Exercise

In this exercise, demonstrate the estimate generation and approval

process.



Keys: D263073

2.1.Generate a progress estimate for contract D263073 with an end

date of Today’s Date.

2. Open the Estimate Discrepancies window for contract D263073.

3. What kind of discrepancy exists on this estimate? ________

5.4.Save.

6.5.Approve estimate 0001 on contract D263073.

7.6.In the Estimate Tracking window, what is the next approval group?

______________________


ANSWERS

3. NONE

7. MO ACCT PAY


Managing Stockpile Records


▪ Understanding Stockpiles 2

▪ Creating Stockpile Records 5

▪ Replenishing Stockpiles 7

▪ Closing Out Stockpile Balances 9

▪ Summary 10


2 Managing Stockpile Records

Understanding Stockpiles

To select materials or items for a stockpile on a contract and enter 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.

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 line item.

Unit Price Unit price of the line item, as indicated on the proposal or contract.

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. When set to zero, SiteManager does not calculate 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: Pay up to 85% of bid amount for the item. Usage: Customized label. Used to read ‘Initial Invoice Payment.’

Matl Sn Material Sequence Number. Notes the number of materials stockpiled for a single item. System-generated.

Replenish Sn Replenish Sequence Number. Notes 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 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. You decide how to allocate

the invoiced amounts for a stockpiled material.

Before determining the quantity and invoice payment amount, address the

following:

▪ Which items include the invoiced material?

▪ Which contracts include these items?

▪ How much of the total invoiced material to allocate to each

item?

▪ If an initial payment amount is due, which contracts or

contract items pay this amount?

From these numbers, calculate the values to enter in the Stockpiled

Materials window’s Quantity field and Invoice Payment field.


Creating Stockpile Records

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

Tip! To more easily identify the stockpile, include the item number and

item description in the Stockpiled Desc field.

Exercise 1

In this exercise, learn to create a stockpile record.



Keys: NA







Stockpiled Materials icon. SiteManager displays the

Stockpiled Materials window.

Now, let’s choose keys.


SiteManager displays the Stockpiled Material Select

window.


7. In the Contract Projects area, double-click 904131.

SiteManager displays the Contract Items area.

8. To sort the column and perform a quick find, click the Item

Code column heading.

9. In the Find field, type 568.5. SiteManager selects the first

row that contains ‘568.5.’



number 0001. SiteManager displays the Stockpiled

Materials window.

Now, let’s record information about this stockpile.

11. In the Stockpiled Desc field, type 568.51 STEEL BRIDGE

RAILING.

Tip! Including both the item code and description makes the

stockpile record for the item easier to locate in SiteManager.

12. In the Invoice Date field, type yesterday’s date.

13. In the Invoice Number field, type 6106-1.

14. In the Quantity field, type 10.00.

15. In the Units dropdown list, select the LF choice.

16. In the Unit Price field, type 130.00.

17. In the Conv Factor field, type 1.0.

18. In the Invoice Payment field, type 1300.00.


You’ve created a stockpile record.

KNOWN ISSUE

IF YOU CLICK THE SAVE

BUTTON A SECOND TIME, YOU MAY INCORRECTLY

RECEIVE AN ERROR

MESSAGE STATING THAT

THE STOCKPILE AMOUNT

EXCEEDS THE 85%

THRESHOLD.

USAGE

ATTACH ALL REQUIRED

DOCUMENTATION TO

STOCKPILES. SEE

EXAMPLE.


Replenishing Stockpiles

To add to an existing stockpile, or replenish it, use the Stockpiled

Materials window. Open the existing stockpile record, then, from the

Services menu, select the Replenish Stockpile choice.

Important! Doing so only blanks out the Quantity field, so be sure to

modify the other fields appropriately, particularly the Invoice Payment

field, which is the value that is paid on the next estimate.

Figure 2. Stockpiled Materials Window (after clicking Replenish Stockpile)


Exercise 2

In this exercise, learn to replenish a stockpile.



Keys: D263073 904131 (project); 568.51 (item code)


the Stockpiled Material Select window.

2. In the Stockpiled Materials area, in the Material

Description column, double-click Steel Bridge Railing for

invoice number 6106-1. SiteManager displays the


Now, let’s replenish the stockpile.

3. On the Services menu, select the Replenish Material

choice.

4. In the Stockpiled Desc field, prior to the existing

description, type 568.51.

5. In the Invoice Date field, type today’s date.

6. In the Invoice Number field, type 6106-2.

7. In the Quantity field, type 1.


9. Verify that the value in the Invoice Payment field matches

the value in the Invoice Amount field.

You’ve replenished a stockpile.

NOTE

TAKE NOTE OF CLOSED

STATUS, QUANTITY, AND

REPLENISH SN.

NOTE

TAKE NOTE OF

REMAINING QUANTITY, AND REPLENISH SN.


Closing Out Stockpile Balances

To remove the remaining quantity and close an existing stockpile, use the


During the estimate process, SiteManager automatically closes out the

stockpile balance when the remaining quantity is zero.

Note: On the next estimate, SiteManager will deduct an amount equal to

the remaining quantity multiplied by the unit price of the material that

remained in the stockpile prior to closing it.

Exercise 3

In this exercise, learn to manually close out a stockpile balance.





the Stockpiled Material Select window.

2. In the Stockpiled Materials area, in the Material

Description column, double-click 568.51 Steel Bridge

Railing for invoice number 6106-1. SiteManager displays

the Stockpiled Materials window.

3. On the Services menu, select the Close Out Balance

choice. SiteManager changes the window to inquiry-only

access, changes the status to Closed, and zeroes out the

Remaining Quantity field.


You’ve manually closed out a stockpile balance.

QRG

ITEM UNDERRUNS


Summary

To open the Stockpiled Materials window:


Records icon.


Stockpiled Materials icon.

To create a stockpile record:

1. On the Stockpile Materials window, on the toolbar, click the

New button.


3. Select the appropriate contract, project and line item

number.

4. In the Stockpiled Desc field, type the desired text.

5. In the Invoice Date field, type the desired date.

6. In the Invoice Number field, type the desired number.

7. In the Quantity field, type the desired value.

8. In the Units dropdown list, select the desired choice.

9. In the Unit Price field, type the desired value.

10. In the Conv Factor field, type the desired value.

11. In the Invoice Payment field, type the desired value.



To replenish a stockpile:

1. On the Stockpiled Materials window, open the desired

stockpile.

2. On the Services menu, select the Replenish Material

choice.

3. In the Invoice Date field, type the desired date.

4. In the Invoice Number field, type the desired number.

5. In the Quantity field, type the desired value.

6. In the Unit Price field, type the desired value.

7. In the Invoice Payment field, type the desired value.


To close out a stockpile balance:

1. On the Stockpiled Materials window, open the desired

stockpile.

2. On the Services menu, select the Close Out Balance

choice.



Review Exercise

In this exercise, create a stockpile record for TYPE A SIGN POSTS.




Create a new stockpile record for item code 645.81 for category

number 0001. The stockpile description is 645.81 TYPE A SIGN

POST. Invoice date is today’s date. Invoice number is 6783-9. The

quantity is 2 EACH at a unit price $157.00. Conversion factor is 1.

1. How do you close out a stockpile? ____________________


ANSWERS

1. SERVICES MENU

CLOSE OUT BALANCE.

KNOWN ISSUE

IF YOU CLICK THE SAVE

BUTTON A SECOND TIME, YOU MAY INCORRECTLY

RECEIVE AN ERROR

MESSAGE STATING THAT

THE STOCKPILE AMOUNT

EXCEEDS THE 85%

THRESHOLD.


Creating and Modifying Change Orders


▪ Understanding the Life Cycle of Change Orders 2

▪ Defining Change Orders 3

▪ Modifying Existing Contract Items 8

▪ Calculating Change Orders 13

▪ Viewing Item Summaries 14

▪ Modifying Existing Change Orders 16

▪ Adding New Contract Items 16

▪ Modifying Contract Language 22

▪ Understanding Change Order Explanations 22

▪ Applying Standard Explanations 23

▪ Adding Non-Standard Explanations 25

▪ Adjusting the Contract Completion Date 27

▪ Selecting Approvers for Approval Groups 31

▪ Changing Selected Approvers for Pending Change Orders 35

▪ Overriding Approval Rules 36

▪ Reviewing and Approving Change Orders 40

▪ Tracking 43

▪ Summary 45


2 Creating and Modifying 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 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.


Defining Change Orders

To create a new change order and record descriptive information for a

change order, use the Header window. Change order authors have specific

authority to create new change orders. With this authority, define the

functions for the change order.

Important! You must associate a change order with a contract.

Figure 1. 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. Usage: Override a change order only when it is a net zero dollar change order that does not include a field change payment item. Send to the Comptroller level. SiteManager notifies the REGCO person with a system-generated message.

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 1. Header Window - Fields


Understanding Change Order Statuses

SiteManager displays the current status of the change order in the CO

Status field.

Change order status types include the following:

▪ Draft - Status during creation, maintenance and review.

Warning! Change orders in Draft status can be revised.

Do not delete a change order if it is to be used within

the project at any time.

▪ 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.

▪ 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.

Note: If a Change Order gets Denied / Rejected BELOW the

Comptroller it can be changed back to Draft Status and

corrected.

NOTE

COMPARE TO

ESTIMATE STATUSES

OF ‘PENDING’ AND ‘IN

APPROVAL’.

USAGE

IF COMPTROLLER

REJECTS, CONTACT

DIRECTOR OF

CONSTRUCTION FOR

STATUS CHANGE


Exercise 1

In this exercise, learn to associate a new change order with a

contract.



Keys: D263073

Start and log on to SiteManager as regxx01.

1. On the Main Panel panel, double-click the Change Orders

icon. SiteManager displays the Change Orders panel.

2. Double-click the Change Order Maintenance icon.

SiteManager displays the Change Order Maintenance panel.

3. Double-click the Header icon. SiteManager displays the

Header window in new mode.

Now, let’s choose the contract.


SiteManager displays the Select Contract and Change Order

window.

5. In the Contract ID area, double-click D263073. SiteManager

displays the Header window in update mode for the next

change order on the selected contract.

You’ve associated a new change order with a contract.

NOTE

ADD ATTACHMENTS TO

CHANGE ORDERS ON

THE HEADER WINDOW.

During this

Chapter have

each student

select their own

Change Order

number


Understanding Change Order Functions

To define a change order, select from the available functions. Except for

zero dollar change orders, you may specify more than one function to

make up a change order.

Note: Before you can successfully save a change order, SiteManager

displays messages to inform you if you have not entered information for

the selected function(s).

With SiteManager, you can manage the following functions 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 to

complete 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 function.

Depending on the function of the change order, SiteManager requires

certain fields. If you attempt to save without completing all required fields

for a function, SiteManager displays messages to prompt you to complete

required fields.

Navigating to Other Change Order Windows

From the Header window’s Tabs, you may be able to navigate to the

following windows:

▪ Change Order Items

▪ Change Order Time Adjustments

▪ Explanations

From the Header window’s Service’s function you can Navigate to.

▪ Calculate Change Order

▪ Forward To

▪ Change Order Tracking

QRG

HOW TO ADD A .01

ITEM TO A DWR FOR

WORK ITEMS THAT

MUST BE ADDED PRIOR

TO APPROVAL.

USAGE

WHILE NYSDOT USES

FORCE ACCOUNT AND

FINAL QUANTITY CO

TYPES, DO NOT USE

FORCE ACCOUNT OR

FINAL QUANTITY

FUNCTIONS.


Modifying Existing Contract Items

To modify quantities of existing contract items when the change order has

an Overrun/Underrun function, use the Change Order Items window. On

the Change Order Item panel, enter the quantity for this change order.

Figure 2. Change Order Items Window - Change Order Item Panel



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.

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.


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 2. Change Order Items Window - Change Order Item Panel - Fields


Increasing the Quantity of Existing Contract Items

To increase the quantity of an existing contract item, use the

Overrun/Underrun function.

Exercise 2

In this exercise, learn to create a change order to increase a quantity

of an existing contract item.



Keys: D263073

1. In the Description field, type FCP #1.

2. In the Reason Code dropdown list, select the Design Issue

choice.

3. In the CO Type dropdown list, select the Field Change

Payment choice.

4. In the Functions area, select the Overrun/Underrun check

box.


Now, let’s select the existing contract item.

6. Select Items Tab. SiteManager displays the CO Items

window.

7. On the Services menu, select the Select Item choice.

SiteManager displays the Select Contract Items window.

8. To sort the column and activate the Quick Find feature,

click the Item Code column heading.

9. In the Find field, type 568.


number 0001. SiteManager displays the information about

that item on the Change Order Item panel.

NOTE

THE CO ITEMS CHOICE

OPENS THE CHANGE

ORDER ITEMS

WINDOW, WHERE YOU

CAN SELECT EXISTING

CONTRACT ITEMS TO

MODIFY ON THE

CHANGE ORDER OR

SELECT NEW ITEMS TO

ADD TO THE

CONTRACT VIA

CHANGE ORDER.

NOTE

THE NEW CO ITEM

CHOICE OPENS THE

SELECT CONTRACT

ITEMS WINDOW, WHERE ALL ITEMS

ALREADY ON THE

CONTRACT ARE

LISTED.


Now, let’s enter the change order item description and item

quantity.

11. On the Item Code field, right-click. SiteManager displays a

pop-up window from which you can copy the item code.

12. Select the text and copy.

13. In the Change Order Item Description field, click and

paste.

14. On the Item and Supplemental Descriptions field, right-

click. SiteManager displays a pop-up window from which

you can copy the item description.


16. In the Change Order Item Description field, after the item

code, click and paste. SiteManager displays the inserted text

as ‘568.70 TRANSITION BRIDGE RAILING.’

17. In the This Change Order field, type 73.88.


19. What is the amount of this change order? ___________

You’ve created a change order to increase a quantity of an existing

contract item on the contract.

Funding the Increased Quantity of Existing Contract Items

To fund the increased quantity of existing contract items, use the Field

Change Order (FCO) item.

Figure 3. Change Order Items Window - Change Order Item Panel

ANSWERS

19. $7535.76

TIP!

TO COPY, USE CTRL+C.

TO PASTE, USE CTRL+V.

USAGE

DO NOT PERFORM AN

UNFILTERED SEARCH

FOR AN ITEM. INSTEAD, TYPE A

PORTION OF THE ITEM

CODE AND PERFORM A

FILTER SEARCH.


Exercise 3

In this exercise, learn to fund the increased quantity using the Field

Change Order (FCO) item.



Keys: D263073; 001 (change order)


2. Select Items Tab. SiteManager displays the CO Items

window.

3. To sort the column and activate the Quick Find feature,

click the Item Code column heading.



number 0001. SiteManager displays the information about

that item in the Change Order Item panel.

Now, let’s enter the change order item description and item quantity.




8. In the Change Order Item Description field, click and

paste.

9. In the Change Order Item Description field, after the item

code, type Fund 568.70. SiteManager displays the inserted

text as ‘697.03 Fund 568.70.’

10. In the This Change Order field, type -7535.76.


12. To close the Change Order Items window, click Header

Tab. SiteManager displays the Header window.

You’ve deducted an amount from the funding item to compensate

for the increased quantity.

TIP



NOTE

FOR THE FCO, TYPE THE

DESCRIPTION SINCE IT

NEEDS TO RELATE TO

THE ITEM IT IS FUNDING.


Calculating Change Orders

After adding new items or modifying the item quantities on a change

order, on the Header window, calculate the change order amount.

Important! To update the change order amount and display the approval

level on the Header window, be sure to calculate every time you use the

overrun/underrun or extra work function.

Exercise 4

In this exercise, learn to calculate the change order.




1. On the Services menu, select the Calculate Change Order

choice.

2. What is the change order amount? ______________


You’ve calculated the change order.

NOTE

BEFORE CALCULATING, THE RESULT IS ALWAYS

ZERO.

ANSWERS

2. $0.00


Viewing Item Summaries

To view the details of current and historic items, use the Item Summary

window.

Note: Refer to this window at any time in the change order process to

view an item on a change order in any status.

Figure 4. Item Summary Window


Field Description

Key Information


Prj Nbr Project Number. Identifies the project to which the item is associated. May be multiple projects per contract.

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

Item Information


Unit Unit of measure for the item.

Unit Price Unit price of the item identified.

Item Description Description of the item from the item master list.

Supp Desc1 Supplemental Description 1.

Supp Desc2 Supplemental Description 2.

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.


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.

% Change To Date

Percent Change To Date. Percentage change in the item’s bid quantity based on the approved change orders to date.

Change Orders Associated with the Selected Change Order Item

CO Nbr Sequential number assigned to all change orders for the contract.

Quantity Line item quantity on this change order.

Unit Price Unit price of the item identified.

Amount Change order quantity multiplied by unit price.

Status Status of the change order.

Table 3. Item Summary Window - Fields


Exercise 5

In this exercise, learn to view the item summary of the item with

the increased quantity.





SiteManager displays the SiteManager Panel window.

2. On the Change Order Maintenance panel, double-click the

Item Summary icon. SiteManager displays the Change Order

Items Select window.

3. In the Change Order Items area, in the Item Code column,

double-click 568.70 for category number 0001. SiteManager

displays the Item Summary window.

4. What is the status of the change order? __________

5. What is the quantity added to this item? __________

6. Why hasn’t the current contract quantity of this item been

increased? _____________

7. To close the Item Summary window, click the Close button.

SiteManager displays the Header window.

You’ve viewed the summary of item.

Modifying Existing Change Orders

Maintain the current descriptive information about an existing change

order as the status of the change order progresses from Draft through

Pending to Approved or Denied, use the Header window. Use other

change order windows to modify items, time frames, and explanations.

Adding New Contract Items

To add new items to an active contract when the change order has an Extra

Work function, use the Change Order Items window. When you add a new

item to a contract, on the New Contract Item panel, enter the line item

number, unit price, quantity of the item, and description.

ANSWERS

4. DRAFT

5. 73.88

6. CO HAS NOT BEEN

APPROVED. STILL IN

DRAFT STATUS.

KNOWN ISSUE

SORT AND FIND DOES

NOT WORK CORRECTLY.


Tip! Make the number in the Proposal Line Nbr field match the number in

the Line Item Nbr field.

Important! Until the change order is approved, the new item will not be

available for use on a DWR.

Figure 5. Change Order Items Window - New Contract Item Panel



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.

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. Inquiry-only if any of the following apply:



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. Inquiry-only if any of the following apply:



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.

Table 4. Change Order Items Window - New Contract Item Panel - Fields


Exercise 6

In this exercise, learn to add a new contract item to a new change

order.



Keys: D263073; Next Available CO Number

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

Change Order Header Tab.

Now, let’s define the function.

2. In the Functions area, select the Extra Work check box.


Now, let’s select the new contract item and define it for use on the

contract.

4. Select Items Tab. SiteManager displays the CO Items window.

5. In the Project Nbr dropdown list, select 904131.

6. In the Category Nbr dropdown list, select 0001.

Now, let’s insert the next line item number (sequence number).

7. In the Line Item Nbr field, type Pick next available Line

Item Nbr.

Now, let’s record the item code and unit price.

8. In the Item Code field, type 645.76.

9. Using the right mouse button, click on the Item Code field.

10. On the object menu, select the Filter Search choice.


11. To sort the rows, click the Item Code column heading.

12. In the Item Code column, scroll to and double-click 645.76.

SiteManager displays the item code in the Change Order Items

window’s New Contract Item panel.

13. In the Unit Price field, type 377.68.

USAGE

CLICK THE NEW

CONTRACT ITEM TAB

TO DISPLAY THE NEW

CONTRACT ITEM

PANEL, WHERE YOU

CAN ADD NEW ITEMS

TO THE CONTRACT

FROM NYSDOT’S

ENTIRE ITEM MASTER

LIST.

USAGE

IN THE ITEM CODE

FIELD, DO NOT

SEARCH; MAY TAKE A

LONG TIME. IF

NECESSARY, TYPE THE

FIRST FIVE NUMBERS, THEN USE FILTER

SEARCH TO REDUCE

LIST.

TIP

TO LOCATE THE LAST

LINE ITEM NUMBER, USE THE ITEMS

WINDOW SORTED BY

LINE.

Have Student

select next

Line Item

Number

available.


Now, let’s make the proposal line item number match the line item

number (sequence number).

14. In the Proposal Line Nbr field, replace the existing text with

0340.

Now, let’s enter the change order item description and item

quantity.

15. Click the Change Order Item tab.




18. In the Change Order Item Description field, click and paste.

19. On the Item and Supplemental Descriptions field, right-

click. SiteManager displays a pop-up window from which you

can copy the item description.


21. In the Change Order Item Description field, after the item code,

click and paste. SiteManager displays the inserted text as

‘645.76 Illuminated Sign Panels’.

22. In the Change Order Item Description field, after the item code and before

the item and supplemental description, type A-. SiteManager displays the

inserted text as

‘645.76 A- Illuminated Sign Panels’.

23. In the This Change Order: Quantity field, type 4.56.


25. To close the Change Order Items window, click the Header

Tab. SiteManager displays the Header window.

Now, let’s calculate the change order.


choice.

27. What is the change order amount? ______________


ANSWERS

29. $1722.22

TIP



DEMO

AT THIS POINT, YOU

WOULD ADD CHANGE

ORDER EXPLANATIONS.

EXPLANATIONS TAB

EXERCISE APPEARS

LATER IN THE CHAPTER.

USAGE

ALWAYS INSERT BEFORE

THE DESCRIPTION, EITHER ‘A-’ FOR AN AGREED

PRICE OR ‘FAW-’ FOR

FORCE ACCOUNT WORK

TO DENOTE HOW THE

ITEM IS INTRODUCED.


29. To close the Header window, on the toolbar, click the Close

button. SiteManager displays the Change Order Maintenance

panel.

You’ve added new contract item to the change order.

Modifying Contract Language

To change contract language only without affecting the dollar amount of a

contract, select the Zero Dollar function. Zero dollar change orders make

no change to dollar amount or bid quantity.

Note: Use of this function prohibits use of other functions on the same

change order.

Usage: The PM and ASSTPM groups have the authority to create zero

dollar change orders.

Understanding Change Order Explanations

To document the reasons for contract changes, use the Change Order

Explanation window.

Explanations can be standard or non-standard. Standard explanations

consist of boilerplate text that you cannot change. Non-standard

explanations consist of freeform text that you can use to explain situations

that the standard explanations do not cover.

Types Description

General Change Order Explanations Apply to the change order as a whole.

Explanations Applied to Specific Items

Apply to a specific item.

Explanations Applied to All Line Items

Apply to all items on a change order.

Table 5. Change Order Explanations - Types

USAGE

ZERO DOLLAR: - FIELD CHANGE

SHEETS - REVISE PROJECT

LIMITS - ADD WARRANTY ITEM - NO DOLLAR VALUE


Applying Standard Explanations

To apply a boilerplate reason for a contract change, select a standard

explanation from a list of choices.

Figure 6. Change Order Explanations Window - General Change Order Explanations


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.

Pick Std Exp. ID or Enter Text Below

Search for standard explanations or enter non-standard explanations in the text field.

Table 6. Change Order Explanations Window - General Change Order Explanations - Fields


Exercise 7

In this exercise, learn to apply a standard general explanation to a

change order.



Keys: D263073; CO from Exercise 6


Change Order icon, then click Explanations Tab.

Now, let’s select a standard explanation.

2. On the toolbar, click the New button. SiteManager adds a row

to the upper pane with the explanation’s sequence number and

displays the Pick Std Exp. ID or Enter Text Below field in

the lower pane.

3. In the Pick Std Exp. ID field, right-click and select the Search

choice. SiteManager displays the Search Window window.

4. In the Explanation ID column, double-click the NotInEE

choice. SiteManager displays the boilerplate text in the lower

field.


You’ve added a standard general explanation to a change order.


Adding Non-Standard Explanations

To apply a customized or freeform reason for a contract change, type a

non-standard explanation.

Figure 7. Change Order Explanations Window - Explanations Applied to Specific Items


Change Order Line Items Information

Project Unique project ID.

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

Additional Description

Change order item description, which is the item code and item description.

Table 7. Change Order Explanations Window - Explanations Applied to Specific Items - Additional Fields


Exercise 8

In this exercise, learn to add a non-standard explanation to a

specific item.




1. On the explanation type dropdown list, select the Explanations

Applied to Specific Items choice. SiteManager displays the

Change Order Line Items pane.

2. On the toolbar, click the New button. SiteManager displays the

field to enter text and a new row in the lower left pane.

3. In the Additional Description column, double-click the

descriptions that begin with 645.76. SiteManager displays a

check mark to the left of the rows.

4. In the Enter Text Below field, type The above item

quantities were added to the contract under the direction of

Region One Design Engineer. Crosswalks, handicap access

ramps, and the appropriate pedestrian crossing signs were

installed along Route 86 in the village of Wilmington at the

locations shown on the attached sheets. The additional

work required subcontractor/contractor remobilization.

Quantities reported are from actual field measurements of

work performed and documented on the attached cost

analysis for each item.


6. To close the Change Order Explanations window, on the

toolbar, click the Close button. SiteManager displays the

Change Order Maintenance panel.

You’ve added a non-standard explanation to a specific item.


Adjusting the Contract 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 8. Change Order Time Adjustments Window

USAGE

YOU MUST ATTACH

CONTRACTOR’S

REQUEST FOR TIME

EXTENSION (TE) TO

HEADER.



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 8. Change Order Time Adjustments Window - Fields


Exercise 9

In this exercise, learn to modify a time adjustment.



Keys: D263073; Next Available CO


Change Orders icon. SiteManager displays the Header

window.


3. In the Description field, type Time Extension – Added work.

4. In the Reason Code dropdown list, select the TE – Added

Work choice.

5. In the CO Type dropdown list, select the Time Extension.

6. In the Functions area, select the Time Adjustment check box.


Now, let’s view the attachment.

8. On the toolbar, click the Attachments button and add

attachment called “CONR 250” from:

P:\Office of Operations\ Construction\ SiteManager\ Training\

Attachments.

9. In the Attachments window, in the Description column,

double-click CONR 250.

10. View and close the attachment.

11. To close the Attachments window, on the toolbar, click the


Now, let’s add a new adjusted contract completion date.

12. Select the Time Adjustments Tab. SiteManager displays the

Change Order Time Adjustments window.

NOTE

ADD ATTACHMENTS TO

CHANGE ORDERS ON

THE HEADER WINDOW.

NOTE

THE CO ITEMS CHOICE

OPENS THE CHANGE

ORDER ITEMS

WINDOW, WHERE YOU

CAN SELECT EXISTING

CONTRACT ITEMS TO

MODIFY ON THE

CHANGE ORDER OR

SELECT NEW ITEMS TO

ADD TO THE

CONTRACT VIA

CHANGE ORDER.


13. Verify that the “or Contract Completion” button has been

selected by default.

14. In the Adjusted Completion Days field, type 60 days from

today’s date.

15. In the Explanation field, type Utility conflict – extended

work time frame.


17. To close the Change Order Time Adjustments window, select

the Header Tab



choice. SiteManager displays the approval level for the change

order in the Approval Level field.


You’ve defined a change order to adjust the completion date of the

contract.

NOTE

FOR SM 3.15A

ENTER COMPLETION

DATE AND SM AUTO-CALCULATES NUMBER

OF TIME ADJUSTMENT

DAYS.

FOR SM 3.17A

SM AUTO-CALCULATES THE

COMPLETION DATE


Selecting Approvers for Approval Groups

To submit for hierarchical approval, change to Pending status and select

approval groups and users.

Figure 9. Change Order # < > Approval Window

Field Description

Groups for Approval

Groups for Approval

List of user groups authorized to provide recommendations to approve or deny change orders.

Available Approvers

User ID Unique identifier of the available approver.

User Name Name of the available approver.

Selected Approvers

User ID Unique identifier of the selected approver.

User Name Name of the selected approver.

Buttons

Add -> Click to move selected user(s) from the Available Users pane to the Selected Approvers pane.

Add All ->> Click to move all users from the Available Users pane to the Selected Approvers pane.

<- Remove Click to move selected user(s) from the Selected Approvers pane to the Available Users pane.

<<- Rem All Remove All. Click to move all users from the Selected Approvers pane to the Available Users pane.

OK Click to confirm choices.

Cancel Click to close window without making choices.

Table 9. Change Order # < > Approval Window - Fields


Exercise 10

In this exercise, learn to select approvers for approval groups.





the Select Contract and Change Order window.

2. In the Change Order area, in the CO Nbr column, double-

click CO from Exercise 6. SiteManager displays the Header

window.

3. In the Status dropdown list, select the Pending choice.


message confirming the change.


Change Order # Approval window.

Now, let’s select an approver for the Contractor group. Remember,

this is only necessary in training.

6. In the Groups for Approval area, select the Contractor

choice.

7. In the available approvers pane, select contr.

8. Click the Add button. SiteManager moves the user to the

selected approvers pane.

Now, let’s select an approver for the Project Manager group.

9. In the Groups for Approval area, select the Project Manager

choice.

10. In the available approvers pane, select regxx01.




Now, let’s select an approver for the Regional Construction Change

Order group.

12. In the Groups for Approval area, select the Regional

Construction Change Order choice.

13. In the available approvers pane, select a name from list.



Now, let’s select an approver for the Construction Area Supervisor

group.

15. In the Groups for Approval area, select the Construction

Area Supervisor choice.

16. In the available approvers pane, select name from list.



Now, let’s select an approver for the Regional Construction

Engineer group.

18. In the Groups for Approval area, select the Regional

Construction Engineer choice.




Now, let’s select an approver for the Main Office Construction

Change Orders group.

21. In the Groups for Approval area, select the MO

Construction Change Orders choice.





Now, let’s select an approver for the Main Office Construction

Director group.

24. In the Groups for Approval area, select the MO

Construction Director choice.




Now, let’s select an approver for the Main Office Accounting

Funding group.

27. In the Groups for Approval area, select the MO Accounting

Funding choice.




Now, let’s select an approver for the Main Office Accounting

Funding Supervisor group.

30. In the Groups for Approval area, select the MO Accounting

Fund Supervisor choice.




Now, let’s select an approver for the Comptroller Funding group.

33. In the Groups for Approval area, select the Comptroller

Funding choice.




36. Click the OK button. SiteManager displays a message to

inform you that the mail has been sent.

37. In the message, click the OK button. SiteManager displays the

Header window in inquiry-only mode with a Pending status.

You’ve selected approvers for all approval groups.


Changing Selected Approvers for Pending Change Orders

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 Assistant PM 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.



Overriding Approval Rules

Usage: Only the Project Manager group may override approval rules.

To bypass normal hierarchical approval levels depending on types and

functions of change orders, choose to override approval rules. The Project

Manager group may override up to the Comptroller Funding group or

down from the Comptroller Funding group to the Regional Construction

Engineer group.

Exercise 11

In this exercise, learn to override approval groups.





the Select Contract and Change Order window.

2. In the Change Order area, in the CO Nbr column, double-

click CO from Exercise 6. SiteManager displays the Header

window.

3. Now on Header Tab in the “Status Field” change back to

“Draft” and save.

4. Click Overrun/Underrun Function and Save.

Now, let’s select the existing contract item to be modified.

5. Select the Items Tab choice. SiteManager displays the CO

Items window.

6. Select the Services then Select Item. SiteManager displays the

Select Contract Items window.

7. To sort the column and activate the Quick Find feature, click

the Item Code column heading.



number 0001. SiteManager displays the information about that

item on the Change Order Items window’s Change Order

Item panel.

USAGE

YOU MUST OVERRIDE

A NET ZERO DOLLAR

CHANGE ORDER IF IT

DOES NOT USE THE

FCP ITEM. THIS

CHANGE ORDER MUST

GO TO COMPTROLLER

FUNDING GROUP FOR

APPROVAL.

OVERRIDE WILL

AUTOMATICALLY

NOTIFY THE REGIONAL

CONSTRUCTION

CHANGE ORDER

GROUP.


10. In the This Change Order field, type -10.00.


Now, let’s select the existing contract item to be increased.


13. On the Services menu, select Item choice. SiteManager

displays the Select Contract Items window.

14. To sort the column and activate the Quick Find feature, click

the Item Code column heading.


16. In the Item Code column, scroll to and double-click 637.36 for

category number 0001. SiteManager displays the information

about that item on the Change Order Item panel.

17. In the This Change Order field, type 257.00.


19. Select Item 645.76.

20. On Toolbar click Delete button. Answer Yes and Save.


the Header window.



choice. SiteManager displays the approval level for the change

order in the Approval Level field.

Note: Since the calculated change order amount is zero, the

system uses the approval level of Regional Construction

Engineer. In this situation, the FCP item was not used to fund

the overrun, which requires the Comptroller Funding group

approval.

Now, let’s change the approval groups.

23. Select the Override Approval Rules check box.



message prompting the user to confirm the change in status.



Change Order # Approval window.

Now, let’s select an approver for the Contractor group. Remember,

this is only necessary in training.


28. In the Groups for Approval dropdown list, select the Project

Manager choice.

29. In the User ID dropdown list, select regxx01.

Now, let’s select an approver for the Regional Construction Change Order

approval group.


31. In the Groups for Approval dropdown list, select the

Regional Construction Change Order choice.

32. In the User ID dropdown list, select name from list.

Now, let’s select an approver for the Construction Area Supervisor approval group.



Construction Area Supervisor choice.


Now, let’s select an approver for the Regional Construction Engineer approval group.



Regional Construction Engineer choice.


Now, let’s select an approver for the MO Construction Change Orders approval group.


40. In the Groups for Approval dropdown list, select the MO

Construction Change Orders choice.


Now, let’s select an approver for the Construction Director approval group.




Construction Director choice.


Now, let’s select an approver for the Accounting Funding approval group.



Accounting Funding choice.


Now, let’s select an approver for the Accounting Fund Supervisor approval group.



Accounting Fund Supervisor choice.


Now, let’s select an approver for the Comptroller Funding approval group.



Comptroller Funding choice.


Now, let’s notify the first approver.




Header window in inquiry-only mode with a Pending status

and an approval level of OVERRIDE.


the Change Order Maintenance panel.

You’ve changed the approval level with the override function from

RCE to Comptroller.


Reviewing and Approving Change Orders

To recommend a change order be approved or denied, use the Change

Order Approval window.

Figure 10. 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 10. Change Order Approval Window - Fields


Understanding Change Order Recommendations

Important! Do not confuse recommendations with statuses.

Change order recommendation types include the following:

▪ Rejected - During the approval process, recommend a

change order be denied if it must be corrected or it will

never be accepted. SiteManager status stays as Pending.

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 12

In this exercise, learn to review and approve a change order for the

Project Manager approval group.





Change Order Review / Approve icon. SiteManager displays

the Change Order Review / Approval window.


3. In the Change Order area, double-click CO from Exercise 6.

SiteManager displays the Change Order Approval window.


Now, let’s review the change order and associated function before

approving.

4. On the Open menu, select the CO from Exercise 6 choice.

SiteManager displays the Header window for that change

order.

5. Select Explanations Tab review Explanations. When finished

click Header Tab

6. Select Items Tab review Item Quantities. When finished click

Header Tab.

7. To close the Header window, on the toolbar, click the Close

button. SiteManager displays the Change Order Approval

window.

Now, let’s approve the change order.



9. In the Remarks (General Remarks) field, type

EIC/PM – Agree with Quantities.


Remarks button.

11. In the Recommendation area, select the Approved button.


message to confirm recommendation.

13. In the message, click the Yes button. SiteManager displays a

message to inform you that the mail has been sent.


15. To close the Change Order Approval window, on the toolbar,

click the Close button.

You’ve approved a change order for the Project Manager approval

group.

USAGE

IMPORTANT! TYPE TITLE OF POSITION

BEFORE REMARKS.

USAGE

IF PROVIDED, VIEW

ATTACHMENT.


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 11. Tracking Window - CO Tracking List Panel

USAGE

IF OSC DENIES, MUST

KEEP CHANGE ORDER IN

SYSTEM AND CREATE A

NEW CHANGE ORDER.

QRG

CHANGE ORDERS


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 11. Tracking Window - CO Tracking List Panel - Fields

Exercise 13

In this exercise, learn to track a change order.





Tracking icon. SiteManager displays the Tracking window.

2. Click the CO Tracking List tab. SiteManager displays the CO

Tracking List panel.

3. Who is the next approver? _________________

4. To close the Tracking window, on the toolbar, click the Close

button.

You’ve tracked a change order.

ANSWERS

3. THE REGIONAL CO

PERSON YOU SELECTED


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.


Header icon.

To associate a change order with a contract:

1. While on the Header window in new mode, on the Services

menu, select the Choose Keys choice.


To create a change order:

1. While on the Header window, with an associated contract, in

the Description field, type the desired description.

2. In the Reason Code dropdown list, select the desired choice.

3. In the CO Type dropdown list, select the desired choice.

4. In the Functions area, select desired check boxes.


To modify existing contract items:

1. On a change order with the Overruns/Underruns function

selected, on the Header window’s Services menu, select the

CO Items choice.

2. On the CO Items window, on the Services menu, select the

New CO Item choice.

3. On the Select Contract Items window, double-click the desired

item.

4. On the Change Order Item panel, in the Change Order Item

Description field, type the desired text.

5. In the This Change Order field, type the desired quantity.



To view the Item Summary window:


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 add a new item to a contract:

1. On the Change Order Items window, click the New Contract

Item tab.

2. In the Project Nbr dropdown list, select the desired choice.

3. In the Category Nbr dropdown list, select the desired choice.

4. In the Line Item Nbr field, type the desired number.

5. In the Item Code field, type the desired number.

6. In the Unit Price field, type the desired price.

7. In the Proposal Line Nbr field, type the number entered in the

Line Item Number field.

8. Click the Change Order Item tab.

9. In the Change Order Item Description field, type the desired

text.

10. In the This Change Order: Quantity field, type the desired

quantity.


To calculate a change order:

1. While on the Header window, on the Services menu, select the

Calculate Change Order choice.


To modify the completion date:

1. While on a change order with a Time Adjustments function, on

the Services menu, select the CO Time Adjustments choice.

2. On the Change Order Time Adjustments window, verify that

the or Contract Completion button has been selected by

default.

3. In the Adjusted Completion Date field, type the desired date.

4. In the Explanation field, type the desired text.


To display the Change Order Explanations window:


Change Order Explanations icon. SiteManager displays the

Change Order Explanations window.

To select a standard explanation:

1. While on the Change Order Explanations window, on the

toolbar, click the New button.

2. In the Pick Std Exp. ID field, right-click and select the Search

choice.

3. In the Search Window window, in the Explanation ID

column, double-click the desired choice.


To enter a non-standard explanation:

1. While on the Change Order Explanations window, on the

explanation type dropdown list, select the desired choice.

2. In the Enter Text Below field, type the desired text.


To select approvers for approval groups:

1. On the Header window, in the Status dropdown list, select the

Pending choice.




4. In the Change Order #< >Approval window, in the Groups

for Approval area, select the first choice.

5. In the available approvers pane, select the desired approver.

6. Click the Add button.

7. Repeat Steps 4-6 for all groups.



To override approval level.

1. On the Header window, select the Override Approval Rules

check box.



message prompting the user to confirm the change in status.


Change Order < > Approval window.


6. In the Groups for Approval dropdown list, select the desired

choice.

7. In the User ID dropdown list, select the desired choice.

8. Repeat Steps 5-7 as necessary.




Header window in inquiry-only mode with a Pending status

and an approval level of OVERRIDE.

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.


To review and approve a change order for one approval level:


Change Order Review / Approve icon.

2. On the Change Order Review / Approval window, double-click


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.


9. In the Remarks (General Remarks) field, type the desired

text.

10. Close the Remarks window.





To track a change order:


Tracking icon.

2. On the Tracking window, click the CO Tracking List tab.

SiteManager displays the CO Tracking List panel.


Review Exercise

In this exercise, create a change order to add a new item to the

contract.



Keys: D263073; Next Available Change Order

1. Create a new change order for contract D263073 to add a new

item.

2. Add item code 520.6090002, SAWCUTTING CURB, with a

quantity of 14.32 at a unit price of $130.98. Project number

904131; category 0001. Line item number get next line

number.

3. Add explanations for a specific line item.

Hint! Must click New.

4. Calculate.


USAGE

IMPORTANT FOR

ENTERING ITEM CODE

CORRECTLY.

SYSTEM REQUIRES

EIGHT CHARACTERS

(INCLUDING SPACES) AFTER THE DECIMAL.

ITEM CODES USE THE

FOLLOWING FORMAT: AAA.BBBBBBCC.

AAA = PRIMARY SPEC #

BBBBBB = SECONDARY SPEC #

CC = REG/MO ORIGINATED

SPECIAL SPEC #


Adding and Maintaining Contract Funding Sources


▪ Understanding Funding 2

▪ Understanding Categories 3

▪ Defining New Categories 3

▪ Viewing Contract Funding Sources 8

▪ Summary 11

2 Adding and Maintaining Contract Funding Sources

Understanding Funding

To specify funding for the entire contract, including a contract’s projects,

categories, and line items, use the Contract Funding window. Funding can

be simple or complex. You can fund the whole contract with one funding

source, or you can select a separate funding source for each project, or

category, or line item.

Every selected funding source requires a source participation percent and a

priority order. The system uses these to determine how to apply funding.

▪ If you fund any part of an active contract with multiple

sources, the combined funding must equal 100%.



▪ If you assign a cap amount to a funding source, when the

highest priority funding source reaches its cap amount, the

funding source with the next highest priority continues the

funding. If the lowest priority level fund has a cap amount,

SiteManager ignores the cap amount until you add an even

lower level fund.

To link funding sources to items, use categories. When you add an item to

a contract, associate the item to a funding source by selecting a category.

Usage: The MO Account Funding group maintains and finalizes funding

sources.

Usage: Fiscal shares are SiteManager’s categories.


Understanding Categories

To group items funded from the same source, use categories. Each

category on a project can have a different funding source.

Note: You cannot delete a category with associated items.

Defining New Categories

To define a new category for a funding source, use the Categories

window. Use the Categories window to modify and delete existing

categories.

Usage: To add a new funding source that does not fit into existing

categories, PM group initiates a new category.

Figure 1. Categories Window



Key Information


PCN Project Control Number. Agency-defined. Protected.

Category Information

Category Number Grouping of items assigned during pre-construction. Unique within a project. Protected. Erroneously created categories must be deleted.

Description Description (of the category).

Work Class Type Category Work Class Type. Classification of work for a category within a project.

Selected Category Detail Information

Catg Nbr Category Number. Grouping of items assigned during pre-construction. Unique within a project. Protected. Erroneously created categories must be deleted. Usage: Provided by the Zonal Administrator.

Federal Aid # Federal, State, or Province Project Number (for the category). If not entered, defaults to the Fed St/Pr Prj Nbr for the project. Usage: Label customized from Fed St/Pr Prj Nbr.

Desc Description (of the category). Usage: Default description provided by the Zonal Administrator. Final description recorded by the Project Manager.

Length Length of road represented by the category. If more than one category contains work for the same portion of road, the length is split between them.

Width Width of road represented by this category. If more than one Category contains work for the same portion of road, the width is split between them.

Catg Wk Cls Type Category Work Class Type. Classification of work for a category within a project.

Bridge ID Identifies a bridge or other structure. Agency-defined. Use only if the category represents structure work.

Engr Pct Engineering Percentage. Engineering construction percentage that represents the cost of managing a category. Percentage of the total category item amounts used to compute the total category estimated cost: [total category item amount x (100 + engineering percentage)].

Brdg Type Bridge Type (represented by this category). Protected if the Bridge ID field is empty.

Fed Wrk Catg Type

Federal Work Category Type. Identifies the type of work for the category.



Bridge Span Nbr Bridge Span Number. Number of spans within the bridge structure. Protected if the Bridge ID field is empty.

Rd Sect Nbr Road Section Number. Where the category work is done.

Fed Wrk Cls Type Federal Work Class Type. Class of construction used for the category.

Brdg Lth Bridge Length. Length of the structure represented by this category. Protected if the Bridge ID field is empty.

Hwy Nbr Highway Number. Where the primary category work occurs.

Suppl Wrk Cls Type

Supplementary Work Class Type. Federal supplementary work class for a category.

Brdg Wth Bridge Width. Width of the structure represented by this category. Protected if the Bridge ID field is empty.

Hwy Type Highway Type. Where the primary category work is done. Agency-defined.

Beg Sta Nbr Beginning Station Number. Precisely defines the station number where the category work begins.

Beg Termini Beginning Termini. Precisely defines the termini where the category work begins.

Unit Nbr Unit Number (under which the category is grouped for reporting purposes). Usage: Provided by the Regional Change Order person and recorded by the Project Manager.

End Sta Nbr Ending Station Number. Precisely defines the station number where the category work ends.

End Termini Ending Termini. Precisely defines the termini where the Category work ends.

Desc Description (of the unit number under which the category is grouped). Usage: Provided and recorded by the Project Manager.

Table 1. Categories Window – Fields


Exercise 1

In this exercise, learn to define a category.



Keys: D263073

Usage: Contact your Zonal Administrator to create a row for a

new category.

Usage: Contact your Regional Change Order person for the

new unit number (last three digits of the PIN). Regional

Change Order person will get the new unit number from

Planning (PPM).



Administration icon. SiteManager displays the Contract

Administration panel.



4. Double-click the Categories icon. SiteManager displays the

Select Contract Project window.

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

click D263073.

6. In the PIN column, double-click 904131. SiteManager displays

the Categories window.


Now, let’s modify the new category record.

7. Click on category 2 in the upper pane, in the Description

column, select TBD.

8. In the lower pane, in the Desc field (for the category number),

select the current entry and type NASSAU COUNTY – Exits

40 to 43.

9. In the Unit Nbr field, type 301.

10. In the Desc field (for the unit number), type

PREVENTATIVE MAINT.


12. To close the Categories window, click the Close button.


Usage: Contact the Regional Change Order person to get

information about a new funding source.

You’ve defined a new category.

USAGE

THE PM RECEIVES THE

UNIT NUMBER FROM THE

RCO.

USAGE

‘TBD’ APPEARS IN THE

DESCRIPTION FIELD OF

THE NEW ROW OF THE

CATEGORY THE ZONAL

ADMINISTRATOR CREATED.


Viewing Contract Funding Sources

To View a contract funding source and associate it to a category, use the

Contract Funding window.

Figure 2. Contract Funding Window


Key Information


List of Funding Sources



Category Number Grouping of items based on funding.

Funding Source Code




Priority Order Indicates order funds are appropriated to the contract.



Selected Funding Source Detail


Funding Source Code

Identifies a particular source of funding. Required. Read-only after save. Usage: Recorded by the Main Office Accounting.





Category Number Grouping of items based on funding. Usage: Selected by the Regional Change Order person.

Account Code Not Used

Product Code Not Used


Percentage of the total amount in the project/category provided by the funding source. Required. Valid percentage is between 1 and 100. Usage: Recorded by the Main Office Accounting..

Priority Order Indicates order funds are appropriated to the contract. Usage: Recorded by the Main Office Accounting..

Local Agreement Nbr

Local Agreement Number. Identifies an agreement between a local authority and the agency. Agreement defines the funding provided by the local authority with regard to a particular job.

Combine Not Used

Send to OSC Indicates that funding record is ready to send to OSC via the financial interface. Usage: Custom generic field.

Change Order # Indicates change order number created for the funding amount change (could include a new funding record, if it is for a new category and funding record). Usage: Custom generic field.

Funding CO Amt Usage: Works with ‘Send to OSC’ and ‘CO Number’ fields to indicate amount of the funding change (for a change order change which can be defined as a new funding record due to a new item on the contract or one that has increase or decreased funding). Once the change order has been approved, SiteManager adjusts the current cap amount by the funding CO amount. Usage: Renamed field from ‘Fed/State Project Nbr’.

Subledger Code provided to OSC when there's a Local Share or a Utility that's paying for a share. Usage: Customized label.

Related Item Not Used

State Funding Code

Agency-defined. Required by financial system.

Proposal Line Nbr Not Used

Original Cap Amt Original Cap Amount. Original funding limit.

Prev Estimates Amt Used

Previous Estimates Amount Used. Auto-calculated.

Current Cap Amt Current Cap Amount. Current funding limit.

Current Estimate Amt Used

Current Estimate Amount Used. Amount used in current estimate. Auto-calculated.

Table 2. Contract Funding Window – Fields


Understanding Funding Sources

Remember the following key points about funding:

▪ You must fully fund all active contracts.

▪ If you fund any part of the contract with multiple sources,

the combined funding must equal 100%.




Summary

To access the Contract Records panel:





To access the Categories window:

1. On the Contract Records panel, double-click the Categories

icon.

2. In the Select Contract Project window’s Contract ID area,

double-click the desired contract.

3. In the Project Number column, double-click the desired

project.

To define a new category (performed by the Project Manager after

the Zonal Administrator creates a record):

1. In the Desc field (for the category number), type the desired

text.

2. In the Unit Nbr field, type the desired value.

3. In the Desc field (for the unit number), type the desired text.


To access the Contract Funding window:


Funding icon.

2. In the Contract List window, double-click the desired contract

to view the Funding.


Creating Dispute and Claim Records


▪ Understanding Disputes and Claims 2

▪ Creating Dispute and Claim Records 2

▪ Finalizing Dispute and Claim Records 12

▪ Summary 13


2 Creating Dispute and Claim Records

Understanding Disputes and Claims

To track disputes and claims associated with a contract, link to related

records, and notify recipients.

Creating Dispute and Claim Records

To add, modify, and delete dispute and claim records, use the

Disputes/Claims window.

Recording 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. Assigned to the estimate during the estimate generation process. 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.

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. An item can be in multiple disputes.

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 create a dispute record and enter the basic

information about the dispute.



Keys: D263073

1. Start and log on to SiteManager as regxx01.






Dispute/Claims icon. SiteManager displays the Disputes /

Claims window.


SiteManager displays the Select Contract window.


Now, let’s record the dispute.

7. In the Type Ind dropdown list, select the Dispute choice.

8. In the Status dropdown list, select Received.

9. In the Subcontr ID dropdown list, select the STRAIGHT

LINE INDUSTRIES INC choice.

10. In the Category Type dropdown list, select the Scope of

Work choice.

11. In the Requested Days field, type 14.

12. In the Received Date field, pick a date from last month.

13. In the Diary Start Date field, type several days after date

above.

14. In the Diary End Date field, type today’s date.


15. In Remarks field, type date of initial Date received, EIC:

Written notification received from Economy Paving on

behalf of Straight Line claiming contract plans had not

clearly delineated work boundaries and cost him two

weeks.

Now, let’s record the associated line item.

16. Click in the lower pane.


new row.

18. In the Project Number dropdown list, select 904131.

19. In the Line Item field, type 0216.

20. On your keyboard, press the Tab key. SiteManager displays

the item code, short description, sequence number, and

supplemental descriptions.


22. What is the dispute ID? ___________

You’ve created a dispute record and entered basic information.

ANSWERS

22. 2


Adding 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. On the related window, create a link to a dispute

record. For example, if a dispute relates to a correspondence log, on the

Correspondence Log window, link the dispute ID.

Figure 2. 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 2. Disputes / Claims Window - Related Records Panel - Fields


Exercise 2

In this exercise, learn to add a record related to the dispute.



Keys: D263073; 2 (dispute ID)


SiteManager displays the Contract Records panel.


Correspondence Log icon. SiteManager displays the

Correspondence Log window.


the Select Correspondence window.


column, double-click Delay Guide Rail Dispute.

5. In the Dispute field, right-click and select the Search

choice. SiteManager displays the Search Window.

6. In the Dispute ID column, double-click 2. SiteManager

displays the dispute ID.


8. To close the Correspondence Log window, on the toolbar,

click the Close button. SiteManager displays the Disputes /

Claims window.

Now, let’s see the reference to the related record and open it from

the Disputes / Claims window.

9. Click the Related Records tab. SiteManager displays the

Related Records panel.

10. On the Services menu, select the View Correspondence

Log choice. The Correspondence Log window opens.

11. To close the Correspondence Log window, on the toolbar,

click the Close button.

You’ve viewed a record related to the dispute.

NOTE

WHEN YOU MAKE

CHANGES TO ONE

WINDOW THAT AFFECTS

THE DATA IN ANOTHER

OPEN WINDOW, YOU MAY

NEED TO USE FILE

REFRESH TO SEE THE

LATEST DATA IN THE

OTHER OPEN WINDOW.


Recording Recipient Information

The Disputes/Claims window’s Recipients panel displays information

about the person assigned to respond to a dispute or claim.

Usage: SiteManager notifies each recipient of the pending assignment via

the State DOT email system.

Figure 3. 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 dispute or claim document is due to be received by 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 dispute or claim document is due to be received by 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 3. Disputes / Claims Window - Recipients Panel - Fields


Exercise 3

In this exercise, learn to assign a person to respond to the dispute.




1. On the Disputes / Claims window, click the Recipients tab.

SiteManager displays the Recipients panel.

2. In the Recipient field, right-click and select Search.


3. To sort the column, click the User ID column heading.

4. In the User ID column, double-click wzambito.

5. In the Due Date field, type tomorrow’s date.

6. In the Remarks field, type Received date, EIC: Written

dispute received from contractor.

7. On the toolbar, click the Save button. SiteManager displays

a message to inform you that mail has been sent.


You’ve assigned a person to respond to the dispute record.


Finalizing Dispute and Claim Records

To finalize a dispute or claim record, change the status to Resolved or

Denied, record appropriate remarks, and select the appropriate resolution

reason type.

Exercise 4

In this exercise, learn to finalize a record related to the dispute.





the Select Contract Dispute window.

2. In the Dispute ID column, double-click 1. SiteManager

displays the Disputes / Claims window.

3. In the Status dropdown list, select the Denied choice.

4. In the Resolution Reason Type dropdown list, select

Resolved in the Region choice.


5. In the Remarks field, type todays date, EIC: Received

letter from Straightline accepting dispute denial.


You’ve finalized a record related to the dispute.

USAGE

INSERT LATEST REMARK

AT THE TOP OF FIELD.


Summary

To open the Disputes / Claims window:







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.


3. In the Dispute Nbr area, in the Dispute ID column, double-

click the desired dispute number.

To record basic description information on a dispute record:

1. On the Disputes / Claims window, click the Description

tab.

2. In the Status dropdown list, select the desired status.

3. In the Settled Days field, type the desired days.

4. In the Dept Resolved Date field, type the desired date.

5. In the Resolution Reason Type field, select the desired

choice.


To track related records with a dispute record:

1. On the related record’s window, record the dispute ID from

the Disputes / Claims window.



To record recipient information on a dispute record:

1. On the Disputes / Claims window, click the Recipients tab.

2. In the Recipients field, right-click and select Search.

3. In the User ID column, double-click the desired choice.

4. In the Due Date field, type the desired date.



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, mark an existing dispute record as denied.




1. Create a dispute record for contract D263073 about a letter

received today from Straightline claiming contract plans

did not establish work boundaries and cost them three

(3) days.

2. The dispute regards the scope of work for project number

904131, line item number 0216, item code 619.100101

3. Recipient John Izzo was notified today that the dispute

must be finalized by tomorrow.

4. Save.


Trainer remember to go in as RCA and reset the User Id’s used to PASSWORD

After Training is complete remember to open the Switcher App and change back to Production

(Prod)

NOTE

REQUESTED DAYS IS

NOT A REQUIRED FIELD

IF REQUESTED AMT

FIELD IS POPULATED.

Documents

Getting Started - NYSDOT Home · 2018-02-14 · user may need to have access to more than one group. If your user ID belongs to only one group, SiteManager displays the SiteManager