Construction Management – Materials Joint TRT meeting

10/7/08 - Tuesday

10:15 a.m. – 11:00 a.m.

Topics

Field Processes related to material acceptances – Darryl Bushika, Jim Hanley

Satisfying Contract Sample and Testing requirements

Forwarding to the estimate

Utilizing LIMS

External Access brainstorming session – Tim Lindberg

Field Processes related to material acceptances

3.9a enhancement

Initiating Sample Records from the DWR in SiteManager.

Steps in the 3.9a application utilizing LIMS:

Create a DWR with an item that has material associated to it.

Select a contractor

Open a work item

Create a new work item entry

Enter Placed Qty

Open Material Inspection Detail Window – click button on toolbar

Two panels open

Material Component

Test Methods for each Component material

Note: New York is using Frequency of 1.0 and 0.0 in the contract sampling and testing requirements. New York allows field personnel update rights to the contract sampling and testing window.

Click the Show Material icon on the toolbar – navigate to the Material Detail window

Note: New York will add Specs in the remarks of the Material Detail window

Note: New York will add attachment plug-ins to go the web for the Approved List information

Back to the DWR window – click the Create Sample button on toolbar (navigates to the Sample Information window)

Sample Information window

Basic Sample Data tab:

Sample Date = DWR Date

SMPL ID (based on parameters)

Material Code (follows from DWR work item entry)

Select Sample Type (not pre-populated)

Contract Tab: Enter Represented quantity

Q: Sample unit and pay unit are different. How is this handled? Via the Conversion Factor on Contract Sample Testing Requirements

Q: Is NY looking at a testing rate? This demo is not set up this way, but it can be done in the application.

Continuing:

Tests Tab

Assign Test icon on toolbar

Accept Default Tests icon – assign default test methods

More button – navigates to the Assign Sample Tests

Default Test Methods are set up in LIMS.

Basic Sample Data

Status automatically assigned as “Received”

Lab Reference number and Lab Control number fields are auto filled

Click “Open LIMS” button located on the tool bar (Sample Record)

Click on Enter Test Results tab

See Sample with two test methods

Fill in the template data.

Note: Templates are created by the agency.

Click “Complete” check box for the test method

Note: The tests that are in the user’s queue will appear in LIMS. Based on:

Contract Authority

Tester’s Qualifications

Workflow of test method


Note: more than one contract/line item can still be associated to a sample record/set of tests

Note: If no specs exist on the template, then the same F number entry in the template is hidden (or radio button in this demo).

Close Enter Test Results window

Open Review Tests window.

Select Sample Status = Complete

Select the appropriate Acceptance Method = Accept (match Contract Sampling and Testing requirements)

These two fields (Sample Status and Acceptance Method) are auto populated in Sample Information window.

Note: NY changed these two field in Sample Information (Sample Status and Acceptance Method) so they are grayed out and protected.

Alternate Work Flow can be set up to skip the Review Step.

Someone other than the DWR creator can open the DWR of the creator and create a sample record (system parameter option)

Dave Bernard will send a reference manual to Tom De La Portilla. Reference manual will be distributed to the Materials and Construction management TAGS.

External Connectivity

Agency users are within firewall

There is a need for external users to tap into the application

Payroll systems

Subcontractor payments

DBE certification/renewals

External users won’t have direct access to system via firewall.

Const TRT recognized CRLMS has started this process and piggy back on the process.

90% in terms of construction will need external access.

Consultant firms

IDR’s, estimates, change orders

Contractors

Change Orders

Michigan doesn’t want to use VPN to support a large number of users.

There will need to be management of people for the external piece.

Juanita Moore: (on-line contractor prequalification process)

Florida has developed ISA Account where contractors can get in the firewall. There are individual passwords/accounts/etc. About 500 contractors have been set up in system. There is no day to day management in her office. Everything is handled in the system. Florida is willing to share. Florida is planning to use it for all contractors, consultants, and anyone else who shows needs to get in firewall for various applications.

Q: Is the data submitted stored somewhere? If they need to repute it, they can retrieve it.

Issuing accounts and keeping track of the accounts is an issue.

The accounts are handled by the application.

How is the account setup?

Person goes on-line and sign up for the account.

One time association to the application.

Resetting passwords: does not happen. Password never expires.

Universal password: one password for applications handled behind the scenes.

There may be questions placed on the list serve

External access needs:

DWR’s

Change Order approvals

Estimates

Subcontract requests

Mill test certifications

Sample information

Performing test in the field/lab performing tests

Quality control tests by contractors

Logistics of next meetings:

Materials staying in this room

Construction/ Civil Rights next door.

Attendees:

Wilma DeGraffenreid MoDOT

Jeremy Kampeter MoDOT

Sonya Dooley InfoTech

Melanie Douglass NBDOT

Barbara Scruggs VDOT

Dave Turco NYSDOT

Kevin Thornton Arkansas

Mitchell Archer Arkansas

Diane Menc InfoTech

Russ Barron InfoTech

Janet Wasteney Iowa DOT

Linda Perry Virginia DOT

Steve Carter FDOT

Juanita Moore Florida

Tim Bilowus New York

Sharon Knight LA

Janie Valdez Colorado

Tom Lynch New York

David Conaway Oklahoma

John Thomas Oklahoma

Bob Texas

Gina Merseal InfoTech Inc

Beth Roberts Louisiana

Tim Lindberg South Carolina

Tony Bianchi AASHTO

Denis Glascock Missouri

David Castleberg WisDOT
Dave Carrow ITI

Celina Sumrau MSDOT

David Debo TxDOT

Jennifer Kiihnl Mississippi

Pam Schmidt Mississippi

James Williams Mississippi DOT

Sidney Hodgson ITI

Gus Wagner Minnesota

Kathy James Montana

Lisa Durbin Montana

Jim Ferguson Nebraska

Mike Meyerhoff Missouri

Norma Stephens ITI

Kevin Fox Michigan

Karen Ceroff NYSDOT

Marty Foster Michigan

Mark Higdon Kentucky

Tom De La Portilla TxDOT

Sheri Meyerhoff INDOT

Dave Bernard NYSDOT

Darryl Bushika NYSDOT

Jim Hanley NYSDOT