ARRA Application Manual
American Recovery and Reinvestment Act (ARRA)
Data Entry Application for Reporting of Stimulus Projects
User Manual
NYS Department of Transportation
Version 1.0 –June 2009
Last Updated August 25, 2010
Table of Contents
I.Introduction
II.Logging into Application
A.Login
B.Logout
III.Searching Screen
A.Overview of Search Fields:
B.Search Results:
C.Help
1.Training Manual
2.Contact us link
3.Data Dictionary
D.Monthly Data Entry
1.Contractor/Consultant/Entity Maintenance Link
2.Run Reports Link
3.ARRA Summary Reports Link
IV.Edit Project Records
A.Project Details
1.Project Location Maintenance
2.Primary Contractor/Consultant
3.Other Contract Entities
B.ARRA Funding Details
C.Dollar Funding Details
D.DBE Details
E.Employee/Wage Details
F.1512
G.Monthly Data Entry
1.Dollars/Funding
2.DBE Payments
3.1589 Form – Employee/Wages
4.Associating New Subs to the Project
I.Introduction
The ARRA application provides the ability to review certified projects and to enter and maintain data not found in other systems. The application components available in this release provide:
a)Search Records: Ability to Search records using various criteria.
b)Maintain Records: Ability to Add/Edit data pertaining to the project. Fields available are based upon role-based, as defined in the security.
c)Enter Consultants/Contractors: Ability to add contractors and consultants independent of Projects.
d)Security: Appropriate security where defined groups will only see specific information. There are currently two user groups in ARRA: Admin, where users can enter/edit data and View-only access.
II.Logging into Application
The Application can be accessed at
A.Login
Enter your User ID and Password (system login used daily)
Figure 1 Login Screen
B.Logout
Either close your browser window or click the Login button on the footer.
Figure 2 Logout Link
Upon clicking Login, the following screen appears. Click Return.
Figure 3 Login Screen – continued.
III.Searching Screen
Stimulus Project Records can be searched by:
- PIN: Project Identification Number (i.e. six digit pin, no periods)
- CERT #: Certification List Number. Can only search one list at a time.
- Status – Will search Projects that match the status selected.
- Local Contract Agreement #: Will search the projects that match the entered number. Only a portion of the number has to be entered to narrow the result list.
- Contractor or Consultant Contract D #: This field will search both the contractor and consultant D # fields and return projects that match either field.
- Region/County: Only the Region the user is authorized to see will show.
- Transportation Mode: Will search Projects that match the selected Transportation Mode
- Keywords: Will search Project Name and Cabinet ID
Figure 4 Search for Projects
A.Overview of Search Fields:
- PIN: Project Identification Number (i.e. six digit pin, no periods)
- CERT #: Certification List Number. Can only search one list at a time.
- Status – Will search Projects that match the status selected.
- Local Contract Agreement #: Will search the projects that match the entered number. Only a portion of the number has to be entered to narrow the result list.
- Contractor or Consultant Contract D #: This field will search both the contractor and consultant D # fields and return projects that match either field.
- Region/County: Only the Region the user is authorized to see will show.
- Transportation Mode: Will search Projects that match the selected Transportation Mode
- Keywords: Will search Project Name and Cabinet ID
At least one search criteria must be chosen.
B.Search Results:
The search results will display all of the matching projects based on the selectedsearch criteria. If there is only one project found in the results and if the user has the privilege to edit the Project Data, the Project Data screen will automatically open in the edit mode. If the user has only view access, the Project Data screen will open in read-only mode. If the user is a Monthly Data Entry user, the application will open the Monthly Data Entry Screen with the project populated.
C.Help
1.Training Manual
The Training manual is a link in the help section available for download
2.Contact us link
Email and phone numbers if a user has issues or questions
3.Data Dictionary
Use the data dictionary to find out more details about a specific field, business logic and source information.
D.Monthly Data Entry
The Monthly Data Entry link is for bulk entry of the project information that NYS DOT receives each month, the 1589 form for example. The user will enter in the PIN they are looking for and when they are finished editing the monthly data for that project, another pin can be entered in the search form on that page to retrieve the next project.
Figure 5 Monthly Data Entry - Accessed from Search Screen
1.Contractor/Consultant/Entity Maintenance Link
The application allows the Department to enter and maintainContractor/Consultant details (names, addresses, phone numbers and Duns #). Each entity must be defined by a specific type, such as “Contractor”, “Consultant” or “Utility”. Sub-Contractors are not specifically defined as a “sub” but rather as a Contractor and when they are associated to a project, they are associated as a Prime or Sub, allowing the same contractor to be a Prime on one project and a sub on another project.
The Contractor/Consultant/Entity Maintenance link displaysthe search screen shown in the top portion of Figure 4.
Figure 6 Search Entities
- SearchEntities
All Contractor and Consultant records in the system can be searched (Figure 6). This is done by selecting the “Contractor/Consultant Maintenance Link”. The results can be narrowed down by type (Contractor/Consultant/Utility) or keywords. The results are displayed below the search button.
Figure 7 Add Entity
- Add Entity
Either ‘Contractors’, ‘Consultants’ or Utilities can be added using the “Add New Entity” link, without any relationship to a Project. This feature will allow many records to be added into the system at one time.
2.Run Reports Link
The Reports link leads to a page that will have a list of canned reports that the users can run with the most up to date data. A list of previously run monthly/quarterly reports are also available for quick reference.
3.ARRA Summary Reports Link
The ARRA Summary Reports link re-directs the user outside of this application to the NYSDOT public website where Recovery Act summary reports can be run.
IV.Edit Project Records
Project Records can be edited by selecting the Pencil Iconfrom the search screen. There are six (6) screens available to edit/view all of the data associated with a Project.
Project Details (General Details of the Project and Summary of Data on other tabs)
1.ARRA Funding Details
2.Dollars/Funding Details
3.DBE Details
4.Employee/Wage Details
5.1512
6.Monthly Data Entry
A.Project Details
The ‘Project Data’ contains many of the general data fields pertaining to the project. The fields available to edit will differ depending on if the project is State or Local Let. If a State project is also a VPP project, they have the same editable field privileges as a Local Project. Several of the “tabs” have rolled up summaries that appear on this page. They have color coded headers and a “View Details” link to view the history.
Figure 8–Project Data Edit Screen (Top Fields)
Figure 9 Project Details Edit Screen (Additional Fields)
1.Project Location Maintenance
Local Let projects are allowed to maintain Location information. At the top of Figure 9is where the Mile point Locations and BIN #s are maintained. The links on the side will bring the user to a form to add a new mile point or BIN #. If a user needs to edit a current record, the current record should be deleted and a new one created in its place.
Figure 10 Project Details (Summary Data)
The charts in Figure 10 display the summary of data that appear on the other tabbed pages.
The “View Details” links lead the user to the same page as the correspondingtab at the top of the page. (“View Details” in “ARRA Funding Summary” section leads to the ARRA Funding Details. “View/Edit Details” in “Direct Project Total Employee etc.” section leads to the “Employee/Wage Details”.)
Figure 11 Project Data screen displays the summary of the other tabs
The “View Details” link in the “Contractor Dollars/Funding” section displays the “Dollar Funding Details”. The “View Details” link in the “Contractor DBE Payment Summary” section displays the “DBE Details” (Fig. 10).
Figure 12 Project Details (Primary Contractor/Consultant)
2.Primary Contractor/Consultant
The Primary Contractor and Primary Consultant are displayed on the Project Details screen (Figure 12). On a local let project, the Primary Contractor and Consultant can be assigned to the project but on a state let project, only the Primary Consultant can be assigned.
The contractor and consultant details such as name, address and duns # appear as read-only because this information is not unique to the project but instead the application. (There is a separate screen used to enter this contractor and consultant information in one place.) To update this information, an authorized user should use the “Contractor/Consultant/Entity Maintenance” link on the main search screen (Figure 6).
Figure 13 Project Details (Other Contract Entities)
3.Other Contract Entities
At the bottom of the Project Details page is a section labeled “Other Contract Entities” (Figure 13). This is a place to maintain other entities that may be associated to the project other than the Primary Contractor or Primary Consultant, such as Utilities.
There is an“Assign New Contract Entity” link that will open a new window (Figure 14) to assign a new contract entity to the project. Entities that are added to a project in this section will appear in the Monthly Data Entry screen to enter monthly wage and DBE information.
To maintain the current entities, there is a pencil icon to edit the record and an ‘X’ icon to delete the record.
Figure 14 Add Other Contract Entity
When a user adds a new contract entity, and the Contract Entity drop down list is empty, this is due to the large number of entities in the system. The user must click on the “Find” link to search for an entity (the screen in Figure 15is displayed) and when one is selected, the Contract Entity drop-down list will be populated.
If the entity the user is looking for is not in the system, the user can add them from the “Search Entities” screen using the Add New Entity link.
The remaining fields on the New Contract Entity screen are populated by the user if they are known and when done the Add button is clicked. This will close this popup box and refresh the project details page with the new entity in the “Other Contract Entities” section.
Figure 15 Search Entities
B.ARRA Funding Details
The ARRA Funding Details are read-only. The ARRA Funding Details page (Figure 16) displays the ARRA funding history of monthly ARRA funding for the State PIN number, by Month/Yearcategorized by the following: DOT Staff Design, Consultant Design, DOT Staff CI, Consultant CI, Construction Contract, ROW (state), Local Municipality Contract, and the total as Total ARRA Expenditure. The data can be narrowed down by month and/or year.
Figure 16 ARRA Funding Details
The total summary of monthly ARRA funding for the project for all dates, categorized by same (DOT Staff Design, Consultant Design, DOT Staff CI, Consultant CI, Construction Contract, ROW, Local Municipality Contract) can be viewed on the Project Details Screen in the ARRA Funding Summary section (Figure 10). It also includes the total as Total ARRA Expenditure.
C.Dollar Funding Details
The Dollar Funding Details page (Figure 18) allows the user to see the monthly details of the Contractor and Consultant Dollars Paid to Date and Funding.
If the user has Administrative access to this page they will be able to edit and delete the records and using the “Add Past Monthly Funding” link, add any missing data from months prior if it is a local let project.
This page can be accessed through the tabbed interface or on the Project Details Screen in the Prime Contractor and Prime Consultant Sections.
Fields displayed are Report Month, Name (Contractor/Consultant), Contractor/Consultant Dollars Paid to Date, Construction O-O-C, and ARRA O-O-C.
The data can be narrowed down by name, month and/or year.
Figure 18 Dollars/Funding Details
D.DBE Details
The DBE Details page allows the user to see the monthly DBE payments made on the project. The list can be filtered by who submitted the form, who the DBE payments were for and/or by the month/year the form was submitted.
If the user has Administrative access to this page they will be able to edit and delete the records.
This page can be accessed through the tabbed interface or on the Project Details Screen in the Prime Contractor and Prime Consultant Sections.
Fields displayed are Report Month, Name, Form Submitted By, Form Submitted For and DBE Payments.
Figure 19 DBE Details
E.Employee/Wage Details
The Employee/Wage page allows the user to see the monthly 1589 form submittals. The detailed results can be filtered by who submitted the form, who the wages apply to, and the month/year the form was submitted for.
If the user has Administrative access to this page they will be able to edit and delete the records if it is a local let project.
This page can be accessed either through the tabbed interface, or on the Project Details page in the employee/wage summary section using the View/Edit link.
Figure 20 Employee/Wage Details
F.1512
The 1512 page (Figure 21) contains award information used in the 1512 file that is submitted to the Office of Management and Budget (OMB). A section is included with the Primary Place of Performance fields.
Figure 21 1512
G.Monthly Data Entry
The Monthly Data Entry screen is the page that is used to enter data that comes in each month from the primary contractor, primary consultant, and state and local municipalities. There are 3 sections to the Monthly Data Entry Screen: Dollars/Funding, DBE Payments and the 1589 form for Employee Wages.
This page can be accessed either through the tabbed interface or from a link on the main project search screen (Figure 4).
Figure 23 Accessed from the Edit Project Page - tabbed interface
1.Dollars/Funding
The “Dollars and Funding”section of the page starts off with just a Month/Year drop down field. The drop down is populated with the current month and 4 months prior. If data prior to that needs to be entered, the main office administrators should be contacted. When the user selects a Month/Year, the rest of the section is displayed and is populated with any data for that particular month/year. This section has fields for both the assigned Primary Contractor and the Primary Consultant on the project. If either the Contractor or the Consultant is un-assigned, those corresponding fields will not display. If a project has no Primary Contractor or Consultant, this section will not be displayed. After data has been entered, the submit button must be selected to save the information to the project.
Below the Primary Contract and Consultant form, if there is an “Other Contract Entity” on the project there will be a Dollars Paid to Date field for each Other Contract Entity. This can be viewed depending on the user’s role.
2.DBE Payments
The DBE Payments section of the page is for entering the monthly DBE payments paid for each subcontractor on the project. The results only displays the records for the current month and month prior. If a record was entered incorrectly, it can be deleted and re-entered. If the record was 2 months in the past it must be changed by an administrator on the DBE Payments page.
For State Let Projects, the “Form Submitted For” and “Form Submitted By” drop-downs will be populated with the Primary consultant if one exists and any other contract entities. If the project is local let, the users can also submit DBE amounts for the Prime Contractor.
3.1589 Form – Employee/Wages
The Employee/Wages section of the page is for entering the monthly 1589 form submitted. The results only display the records for the current month and month prior. If a record was entered incorrectly, it can be deleted and re-entered. If the record was 2 months in the past it must be changed by an administrator on the Employee/Wages page.
For State Let Projects, the “Submitted For” and “By” drop-downs will be populated with the primary consultant, if one exists, and any other contract entities. If the project is local let, the users can also submit Employee wage hours for the Prime Contractor.
4.Associating New Subs to the Project
If either a sub-contractor or a sub-consultant does not appear in the “Submitted For” drop down list, there is a “Find” link that can be used to add the sub.
The user clicks on “Find” and a search for contractors/consultants appears (Figure 24), one is selected and is populated back to the drop down list.