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AASHTOWare Project

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Benjamin Browning

on 5 March 2014

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Transcript of AASHTOWare Project

AHTD Project Management Software
SiteManager & SARS

Daily Work Reports (DWR)
What is it?
- A daily record of all activity on a Construction project.
AASHTOWare Project SiteManager
Data Entry
- SiteManager is used for entering all data related to the work being performed on the construction project and materials being incorporated into the project.
SiteManager Access Reports System (SARS)
What does it include?
- Weather conditions, description of work, explanation of events, instructions to Contractor, list of equipment and personnel, measurements of installed work items, inspection details, traffic impact details, etc.
Who creates it?
- The Project Inspector most familiar with the events of the project
Who can modify it?
- Only the user who created the DWR can modify it.
Change Order Generation System (COGS)
- SiteManager was a program liscensed by AHTD from AASHTO. It is created by a third party vendor named InfoTech. AHTD has only limited customization capabilities.
- Has very limited reporting capabilities. AHTD does not use any report in SiteManager for official reporting and Systems Administration does not support any SiteManager reports.
- SiteManager is used primarily by RE Office Staff. It is the primary software used by RE Office Field Inspection Staff. SiteManager is not used by any Administration outside of the RE Office. Access requires pre-approved and assigned credentials.
- SARS is developed and maintained by the Systems Administration Section of the AHTD Cosntruction Division. AHTD is capable of customizing SARS to meet its needs.
Data Entry
- Data entry in SARS is limited to what cannot be effectively captured in SiteManager. Examples of data entry in SARS include Change Orders, Random Numbers, and DBE Payment Logs.
- SARS is used for the majority of Cosntruction project data reporting. Official reports such as Pay Estimate Vouchers, Change Orders, Project Diaries, and Time Charge Letters are generated from SARS.
- SARS is used extensively by the RE Office Staff and by users in nearly every other Division in the Highway Department. Anyone outside of the Construction Division who claims to use SiteManager is acutally using SARS. No pre-approved credentials are required for accessing SARS.
How often?
- Daily including weekends and holidays. Should be completed on the day it represents or a soon as possible after that day.
What is it?
- The official daily record of work performed on a project.
What does it include?
- All DWRs created for the date it represents and the official time charge record for the day it represents. All DWRs included in a diary are locked from editing.
Who creates it?
- The Resident Engineer or his/her duely appointed representative.
Who can modify it?
- Anyone with contract authority and RE Office level access in SiteManager.
How often?
- Daily including weekends and holidays. Should be completed no more than one week past the day it represents.
Materials Module
What is it?
- A module of SiteManager used to document the required testing of all work items incorporated into the Project.
How often?
- The materials module should be updated whenever testing is performed on the construction project or whenever material is accepted for the project.
What does it include?
- The materials module shows what testing is currently required based on quantities of material paid for and it provides an avenue in which to document tests performed.
Who uses it?
- Anyone with SiteManager access assigned to the RE Office overseeing the project.
Materials Combination
DBE Payment Logs
What is It?
- The Materials Combination is a set of key information that establishes a specific testing requirement for a particular material on a project.
Why is it important?
- For a testing requirement to be satisfied, the test entered into SiteManager must have the exact same Materials combination as the testing requirement it is to satisfy.
What does the materials combination consist of?
- The materials combination consists of the Material Code, Sample Type, Acceptance Method, and Test Method
Materials Combination Components
Material Code
- a unique identifier which is used to determine which tests, certifications or documentations are required.
Sample Type
- the classification which tells us the purpose of the test, certification or documentation.
Acceptance Method
- the party responsible or source from which the test, certification or documentation is developed.
Test Method (Template)
- the form which is used to input the test, certification or documentation information into SiteManager.
Where can these be found?
- Let's go across the chalkboard to SARS.
Verification Forms
- Forms have been built in SARS that will import test results keyed into the Materials Module and will evaluate them for Verification
Sampling Checklist
- A report that shows the current state of materials testing for either the contract as a whole or for a selected pay item.
Random Number Generator
- A Random Number Generator is including in SiteManager that calculates and documents random numbers in accordance with AHTD Test Method 465.
Other Systems
- Online Ticket Tracking and Reporting System
- PWL Asphalt Database
Pay Estimates
What is it?
- A periodic payment to the Contractor for work performed during the period.
How often?
- Pay estimates are typically generated on a bi-weekly cycle. Pay Estimates are typically generated on a Monday.
What does it include?
- Pay estimates include payment for all work items included in an authorized DWR, stockpiled materials payments (and recoveries), Mobilization auto payments, Liquidate Damages adjustments, etc.
Who uses it?
- The Office Tech generates the pay estimate, the RE or Assistant RE approves the pay estimate.
Authorizing a Materials Sample
Major Reports Overview
Daily Work Report (DWR)
- While DWRs are created in SiteManager, they are reviewed in SARS. The following are the major reports used to review DWRs.
- While pay estimates are generated in SiteManager, they are reviewed in SARS.
The Who/Why
- A Materials Sample must be authorized by a member of the RE Office group before it will satisfy the testing requirements of a contract.
What do I authorize?
- Any sample where contract items have been attached and all tests have been completed (as indicated by the inspector populating the test completion date)
How do I know when a sample is ready to authorize?
- Every weekday morning, SiteManager will send an e-mail to the Resident Engineer listing all Samples under that REs jurisdiction that need to be authorized.
What is Sample locking?
- Samples are automatically locked when they are created. This locking limits the editing of the sample to users who are assigned to the same RE Office as the creator of the sample. This limit applies to the RE as well as the RE Staff.
Can a Sample be unlocked?
- Yes, samples can be unlocked by the Systems Administrator upon request.
Approval Process
Pay Estimates must be approved at three levels before they can be processed for payment.
Office Tech Level Approval
- All adjustments and overrides must be performed before this approval level. The Resident Engineer can still reject the estimate after this approval. Auto E-mail sent to RE.
RE Office Level
- Estimate can only be rejected by the Construction Division. Auto E-mail sent to Construction Division.
Estimate generated
- Locks all authorized DWRs, diaries, time charges, and stockpiles that are dated prior to the ending date of the estimate. Estimate must be deleted to unlock.
Construction Office Level
- Estimate is official and will be processed for payment. The estimate can only be rejected by the Systems Administrator. Auto E-mail sent to RE and Office Tech.
Change Order database
Begin here! - A Change Order has its origin in SiteManager. The following change order information must be entered in SiteManager:
FIll out all information on the Header tab, including the paper change order number.
Add any pay items that are to be included in the change order.
Add any time adjustments that are to be included in the change order.
Add an explanation on the Explanation tab of the change order (this explanation can simply say "See COGS")
Change orders are finalized in COGS (located in the SARS system). The following change order information must be entered into COGS:
The header information imported from SiteManager must be checked for accuracy and edited accordingly.
The Change Order Explanation should be finalized including a "Description of Change" and "Reason for Change" statement.
The sorting of the change order items should be adjusted to match the RE Manual requirements.
The Item Number, Item Name, and Present quantity of each change order item should be verified and adjusted if necessary.
The Change Order database consists of data from both SiteManager and SARS. It is important to understand what data is edited in each system:
Add/Remove change order items. Adjust the quantity of change order items.
Add/Remove time adjustments.
Final electronic approval (after all signatures).
Edit job information, explanations, change order item names, and present relative quantities.
Official forms printed from here.
Functions control access to other tabs
To add existing contract item
To add new item to Contract
What is it?
- The portion of SiteManager used to pay the Contractor for a materials estimate (payment for material stockpiled on the project but not yet incorporated into the project)..
Who creates it?
- The Office Tech, prior to the estimate being generated.
What happens first?
- All requirements of Section 109.04 of the RE Manual must be satisfied BEFORE the stockpile is keyed into SiteManager.
Original versus Replenish Stockpile
Original Stockpile
- created by clicking the "new" button in the Materials Stockpile window.
Will recover monies from the estimate whenever the associated pay item is included in an estimate until the stockpile is fully recovered.
An Original Stockpile should be used in the following scenarios:
Whenever a new material is stockpiled on the project.
Whenever a single material is broken into two separate stockpiles that should be recovered simultaneously (example: a stockpile for the raw material of structural steel and a stockpile for the fabrication of the same structural steel).
Things to watch out for when creating a new original stockpile on an item already containing an original stockpile:
Make sure the combined unit prices of all original stockpiles on an item do not exceed the bid unit price of the associated pay item.
Replenish Stockpile
- created by clicking the "Services/Replenish Material" after opening an existing stockpile in the Materials Stockpile window.
Will add additional quantity to an existing stockpile. Recovery from the replenish stockpile will not begin until after the original stockpile quantity (and all preceding stockpile replenishments) have been recovered.
A Replenish Stockpile should be used in the following scenario:
Whenever an existing stockpile has additional quantity added to it.
Things to watch out for when using a Replenish Stockpile:
Make sure the combined quantity of the original stockpile, any preceding replenishments, and the replenishment being entered do not exceed the Contract quantity of the associated pay item.
What is it?
- A System in SARS used to track payments to Disadvantaged Business Enterprises (DBEs) on federally funded projects.
Why do I care?
- Although most CAP projects do not contain federal funds, AHTD has decided to track DBE involvement on all CAP projects.
What do I need to know?
- You need to know the following about the DBE Payment Log system:
Data Entry into the DBE Payment Log system requires security credentials.
These credentials are separate from your Network and SiteManager credentials.
Credentials must be requested using AHTD form FCS-098
An entry in the above screen must be made for each DBE subcontractor or supplier acknowledged on a project after each estimate period.
If a DBE did not perform work during an estimate period, the Resident Engineer's Office should acknowledge this by clicking on the
Contractor Not Involved This Estimate
Important Note: There often is a difference between the amount paid to a DBE and the amount accomplished toward the goal. Both fields must be populated with the APPROPRIATE value.
Reports are available in the DBE Payment Log System to assist in determing whether or not the DBE goal is being met.
Resident Engineer's should use these reports throughout the life of the project to ensure DBEs are performing the work set aside for them to perform and that the goal will be met.
- Submittal of Contractor's Electronic Tests Systems
Sampling Checklist
- A report that provides a snapshot of the state of material testing on a selected Contract.
Systems Administration = Geek 2.0
Computer Services = Geek 1.0
Outside Databases
SiteManager Database
Storage of Contract Information
Storage of Office/Dept Information
ACHM Mix Design Database
Storage of mix design information/approvals for specific projects.
OTTRS Database
Short-term storage of Contract and Material Data for ease of use
Warehouse for Raw Ticket data
Storage of Official ACHM/Aggregate Reports
Local PC
Accesses "Other Databases" to set up contract and mix design information
Stores contract and material information in OTTRS database for local use later
Contract and material information can be saved locally by copying data stored in OTTRS Database
Local PC
Ticket Entry, stored locally
After review, raw data uploaded to OTTRS Database
"Office" reviews data in OTTRS Database, creates official report (also stored in OTTRS Database)
View/Print Official Reports at any time
- Voter Approved Program Employment Reporting System
AHTD Construction Division
Systems Administration
Who are we:
Ben Browning, Systems Administrator
Andy Tackett, Assistant Systems Administrator
Jamey Wilhite, Assistant Systems Administrator
Time for a
Time for a
Time for a
Work through Problem No. 1 in the Daily Work Report portion of the Workbook
Enter the DBE Payment Logs in Appendix C into the DBE Payment Log System.
Work through Problem No. 2 in the Materials Module portion of the Workbook

Be sure to use the Sampling Checklist in the Appendix...
Work through Problem No. 1 in the Change Order portion of the Workbook
SARS Reports and Resident Engineer Responsibilities
Let's take a closer look at SARS and the tools it offers you...
Monthly Employment Reporting - Special Provision
Included on all CAP projects
Requires Prime Contractor to submit "Monthly Employment Form (right)
Data for Prime
Data for Subcontractors
RE enters this data in VAPERS
Month's data must be entered by 15th day of following month
Time for a
Work through Problem No. 8 in the OTTRS portion of the Workbook
Time for a
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