Payitem Tracking System (PTS) September 19, 2014.
Post on 17-Dec-2015
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• Hours of Availability• Type of Contracts• Authority• Location of PTS• Navigation• Stockpiles
- Creation of a Stockpile Component on Pay Item- Factors- Edit, Delete and Close Stockpiles- Add Inventory to a Component of a Stockpile- Add Additional Components to Pay Item that has been Stockpiled- Stockpile on Partial Pay Item (Operational Installation of Component)- Stockpile Report
Payitem Tracking System (PTS) Topics Covered
• Payments on Partial Pay Items and Regular Items- Partial Pay Items: Percentage Breakdown- Worksheet Summary- Divider, Links and Item types (Regular, Partial, Stockpile and Both)- Worksheet Details Page
- Recording the Installation of Stockpiled Item (An Item not identified as a Partial Pay Item with Operational Percentage)
- Record Installation of material component ‘Off the Truck’ when Item has current material components stockpiled.
- Record Installation of Partial Pay Item- Record Installation of Partial Pay Item with stockpiled material
components for separate operations- Record Installation of a Regular Pay Item
Payitem Tracking System (PTS) Topics Covered
• Transfer of Pay Quantity Data into SiteManager- Transfer Function- Estimate Detail Report - Transfer Pitfalls
• PTS after Estimate is Generated in SiteManager
Payitem Tracking System (PTS)Topics Covered
Payitem Tracking System (PTS) application
Hours of Availability6am – 9pm Monday – Friday 6am – 7pm SaturdayNo Guaranteed Availability on Sunday
Payitem Tracking System (PTS) application
Types of Contracts
All Construction contracts in SiteManager that were executed after 07/15/2014.
Note: there are some Construction contracts that were using PTS prior to this date. Use of PTS is still required on those contracts.
Payitem Tracking System (PTS) application
Who Has Access? Users who belong to the SiteManager Resident-Project Engineers users group will have full access to all PTS tabs.
Users who belong to the SiteManager Lead Inspector users group will have access to the Worksheet Summary tab.
The User requires SiteManager Contract Authority to their contract under the above users group.
Should you have questions or concerns you may contract the
State Construction Office (via E-mail by clicking this link) or call them.
Your District SiteManager Coordinator is available for you to.
Partial Payment User Guide
By clicking on a Table of Contents Subject… the document will jump to that page.
Reports
This report shows All Items Eligible for Partial Payment with the partial
percentages for each item.
This is the same report found in the CPAM Section 5.11.3.2.
This report shows the percentages for each item for the selected contract.
Please print the report and provide a copy to the contractor during the pre-con.
Reports
Example on next slide
Example of Percentage Break Down
report
Payment on Contract Items identified as Partial Pay Items must be conducted through the Payitem Tracking System (PTS) Worksheet Tab
Reports
These Reports will be detailed later in this guide
- Stockpile- Estimate Details by Estimate- Estimate Details by Contract- WorkSheet Summary
Navigation Features Drop downs
- Can be changed anytime their present.- Will default to lead project first time a contract is selected- System will remember last contract and project selected
Navigation Features
Search boxes- Wild cards are not required. - Will search the Pay Item and Description for a match
Example of search box useNavigation Features
Enter a partial description
into Search Box
Returns list to match
Example of search box useNavigation Features
Enter a partial pay item number into Search Box
Returns list to match
StockPiles
Payitem Tracking System (PTS)
- Creation of a Stockpile Component on Pay Item- Factors- Edit, Delete and Close Stockpiles- Add Inventory to a Component of a Stockpile- Add Additional Components to Pay Item that has been Stockpiled- Stockpile on Partial Pay Item (Operational Installation of Component)- Stockpile Report
To Add New Line Item Stockpile Click ‘Add Line Item’ link.
Note: When first entering the Stockpile Tab,No Stockpile data exist. The No records found
warning will appear.
Stockpile
All items (that may be Stockpiled) under the Financial Project Number
will be shown to select from.
Project selected... may select other projects under contract.
Stockpile
Note: Once a non-Partial Pay Item is Stockpiled, All payments will be conducted
through the PTS Worksheet Detail.
Stockpile
The Description is the description on the invoice of the materials being supplied to the contractor. You have 60 characters to work with.
The Invoice Qty is the quantity reported on the invoice of the material being shipped.
The Invoice Number is the number assigned by the Supplier to the Contractor for this shipment of materials.
The invoice Amt is the dollar amount of the invoice that pertains to the materials being stockpiled. This dollar amount could include taxes and shipping cost.
The Unit Price will be automatically populated for you when you enter inthe Factor.
Stockpile
The Location is a description of the physical location of the materials being stockpiled. You have 60 characters to work with.
The Factor is the conversion factor of the invoiced material vs. the material in place.
StockpileFactor
Pull Boxes
How you determine the factor
Simply put, the Factor is the ratio of Stock Units to Constructed Units.
Factor = Stock Units / Constructed Units
Stock Unit = Pull Box
Stock Unit = Pull Box Lid
FDOT Pays for Unit Price for 1 Pull Box Installed
Q: How much stock does it take to construct one FDOT unit in the ground ? Pull Box Stock (Material Invoiced) at EA
Pull Box (Material in Place) paid at EA= Factor of 1 for Pull Box Stockpile
1 Stock - Pull Box Lid
1 FDOT pays unit in ground –Pull Box= Factor of 1 for Pull Box Lid Stockpile
Stockpile Guardrail Panels Stock Unit = LF
FDOT Pays for Guardrail by the LF
Q: How much stock does it take to construct one FDOT unit in the ground ?
Stock 1 LF (Material Invoiced per LF)
Guardrail (Material in Place) paid at 1 LF= Factor of 1 for Stockpile Guardrail Panels
StockpileFactorGuardrail
Stock Unit = Guardrail Posts (each)
Q: How much stock does it take to construct one FDOT unit in the ground ?
* From Design Standards *1 post is to be constructed per
every 6.25 feet of guardrail
= 0.16 Factor for Guardrail Posts
StockpileFactor
Guardrail Posts
FDOT pays for Guardrail by the LF
Stock (1 post)
6.25 LF (Constructed Guardrail)
Article 9-5.5.2 (2)
- Partial payments for structural steel and precast prestressed items will not exceed 85% of the bid price for the item.
- Partial payments for all other items will not exceed 75% of the bid price of the item in which the material is to be used.
StockpilePull Boxes Example
If the Invoice Amount exceeded the limits specified in Standard Specifications Article 9-5.5.2 (2) then PTS would decrease dollar amount
of the Invoice Amount Paid to the specification percentage allowed.
If you click on the Invoice Number link, you will be able to view but not edit the information you entered for the material.
Stockpile Pull Boxes Example
To edit the Stockpile Record
To delete the Stockpile Record
You can “Close” out a stock pile. You would do this when you have paid on the Initial stockpile and you no longer need any of the stockpile materials.
The application will deduct the quantity previously paid on an estimate from the original stockpile quantity. The application will create a negative DWR quantity that will generate the dollar amount that will need to be deducted from the Contractor’s payment.
You are encouraged to provide some explanation as to why the stockpile is to be closed out. If you don’t supply an explanation, the system will default to “Close Out” as the reason. Once you enter your explanation, click on “OK”.
Stockpile Pull Boxes Example
Stockpile Adding Inventory
Adding inventory to a stockpile that was previously added through the PTS application.
New stock material is like the original stock material.
To replenish a stockpile that you previously added through the application, click on the “Add Inventory” link.
- Only do this if the new material is like the original material.
Adding Inventory will create a Replenish Sequence Id.
Stockpile Add Inventory Example Pull Boxes
Stockpile Add Components
Adding a new component to item that was previously stockpiled.
For new stock material that is different than the original stock material that was previously added through the PTS application..
Stockpile Add Component Example Guardrail
Components: Sometimes invoices received will contain various components of a pay item.
Example: Guardrail posts and rail panels. Same item with 2 components.
Stockpile Partial Pay Items - Operations
Stockpiles can be required on Partial Pay Items. Items with Operationally-Sequenced Installation of Components.
Items identified as Partial Pay Items may have components that can be stockpiled.
Stockpile data entered
Operation of component to be installed
StockpilePartial Pay Items
Operations
Select the Operation in which the component ‘Inlet Bottom’ will be installed.
StockpilePartial Pay Items
Operations
StockpilePartial Pay Items
Operations
Select the Operation in which the component ‘Inlet Risers’ will be installed.
StockpilePartial Pay Items
Operations
Select the Operation in which the component ‘Inlet Tops’ will be installed.
WorksheetPayitem Tracking System (PTS)
• Partial Payments- Partial Pay Items: Percentage Breakdown- Worksheet Summary- Divider, Links and Item types (Partial, Stockpile and Both)- Worksheet Details Page
- Recording the Installation of Stockpiled Item (An Item not identified as a Partial Pay Item with Operational Percentage)
- Record Installation of material component ‘Off the Truck’ when Item has current material components stockpiled.
- Record Installation of Partial Pay Item- Record Installation of Partial Pay Item with stockpiled material
components for separate operations
Worksheet
This report shows the percentages for each item for the selected contract.This is the same report from the Reports Tab (Items Eligible for Partial Payment By Contract)
Percentage Break Down Report
Please print the report and provide a copy to the contractor during the pre-con.
Recording payment on Contract Items identified as Partial Pay Items must be conducted through the Payitem Tracking System (PTS) Worksheet Tab
WorksheetWork Sheet Summary Report
This report is used to show the quantities that will be transferred to SiteManager. This report needs
to be reviewed before transferring items.
Worksheet LayoutDividers
Item data on the Right is from New System PTS app
Item data on the Left is from SiteManager
Worksheet Layout..
Links
Link on the far right. Takes user to the Work
Sheet Details page.
This link is to the page where users will record the installation of items
Link on the far left provides additional details
for selected pay item
Items Shown
All Items will be shown except Contingency Items.
The items the system identified as partial and items stockpile record(s) are delineated from the regular pay
items.
Examples: P 0400 Item eligible for partial payment
S 0860 Item where Stockpile has been recorded
B 0405 Item that is both an eligible for partial payment and has Stockpile has been recorded
R 0130 Regular items (Items not identified as a Partial Pay Items)
Worksheet Layout
Quantities from Stockpiles B 0405 Partial Payment with recorded Stockpile
S 0590 Item where Stockpile has been recorded
S 0860 Item where Stockpile has been recorded
Once an Item is Stockpiled (ie S 0590 ) ALL payments on that Item will then be conducted through the Payitem Tracking System (PTS) Worksheet Tab
Worksheet
WorksheetRecording the Installation of Stockpiled Item
* A Regular Item (Item not identified as a Partial Pay Item with Operational Percentage )*
WorksheetRecording the Installation of Stockpiled Item* Regular Item (Item not identified as a Partial Pay Item with Operational Percentage) *
Searched for ‘PED’ item
Found S 1440 where Stockpile has been recordedDWR Qty of 3.675 represents the value of the Contractor’s
Stockpile request for the ItemClick on this DWR Qty link
( 3.675 ) to go to the Work Sheet Details page.
Find Item 653191 Pay for 5 Each
Pedestrian Signals from Stockpile
WorksheetRecording the Installation
of Stockpiled Item* Regular Item *
Work Sheet Details page
Work Sheet Details page for
PayItem 0953191 FinProj 411042-1-52-01 Contract 40032
Note: DWR Qty & DWR Qty This Est represent the value of the Contractor’s Stockpile request for the Item.
Work Sheet Details page for
PayItem 0953191 FinProj 411042-1-52-01 Contract 40032
Click ‘New Entry’ to open Payments Column
Recorded Installations will be entered Stockpile/Full Payments column
WorksheetRecording the Installation
of Stockpiled Item* Regular Item *
Work Sheet Details page
New Line is created on page for Stockpile/Full Payments column
Enter Qty Reported
Enter RemarkSave
Pay for 5 Each Pedestrian Signals
WorksheetRecording the Installation
of Stockpiled Item* Regular Item *
Work Sheet Details page
Note: DWR Qty & DWR Qty This Est updated to include the value of the work to install the 5 pedestrian signals.
WorksheetRecording the Installation
of Stockpiled Item* Regular Item *
Work Sheet Details page
Informational Pop-up boxes appear when you mouse-over the Rem% and StkPl% fields
WorksheetRecording the Installation
of Stockpiled Item* Regular Item *
Work Sheet Details page
Back to WorkSheet Summary
DWR Qty for Est is updated to include the value of the 10 pedestrian signals stockpiled, of which 5 pedestrian signals were install.
WorksheetRecording the Installation
of Stockpiled Item* Regular Item *
Find Item 653191 Pay for 5 Each
Pedestrian Signals “off the truck”
Pay on same item but not from a stockpile
Created a New Line on page for Stockpile/Full Payments column
Click ‘New Entry’ to open Payments Column
WorksheetRecording the Installation
of Stockpiled Item* Regular Item *
Enter Remark
Enter Qty Reported installed
‘Off the Truck’
Mark as Full PayItem was not taken from a stockpile.
The item came in ‘Off the Truck.’
This will not draw down the Stockpile
Pay for 5 Each Pedestrian Signals “off the truck”
WorksheetRecording the Installation
of Stockpiled Item* Regular Item *
The DWR Qty & DWR Qty This Est has been updated to include the value of the 5 pedestrian signals for both furnish and install.
Field saved. Paid for 5 Each Pedestrian Signals “off the truck”
WorksheetRecording the Installation
of Stockpiled Item* Regular Item *
DWR Qty for Est is updated to include the value of the 10 pedestrian signals stockpiled, of which 5 pedestrian signals were install plus 5 more pedestrian signals which where not stockpiled but brought in ‘off the truck.’
Back to WorkSheet Summary
WorksheetRecording the Installation
of Stockpiled Item* Regular Item *
Searched for ‘TYPE B’ item
Find Item 0425 1511
Pay for 1 bottom installed & Pay for 1 complete Item Installed
Found P 0565 This Item is eligible for partial paymentClick on this DWR Qty link
( 0.000 ) to go to the Work Sheet Details page.
WorksheetRecord Installation of Partial Pay Item
No previous Stockpile
WorksheetRecord Installation of
Partial Pay Item(No previous Stockpile )
Pay for 1 bottoms installed
Enter Remark. Example: Structure Number
Only enter whole numbers. 1 each in this example.Do not enter percentage of a quantity.
Save
Pay for 1 bottoms installed
WorksheetRecord Installation of
Partial Pay Item(No previous Stockpile )
Pay for 1 complete Item Installed
Click New Entry
WorksheetRecord Installation of
Partial Pay Item(No previous Stockpile )
Only enter whole numbers and Remark (ex. location)
Pay for 1 complete Item Installed
When New Entry is clickedNew Entry Line Appears
To pay for completed item select All Operations box
Note: When all of the operation is completed
“RISER, TOP, GRATE, AND APRON INSTALLED ”
The last 35% may be paid.
WorksheetRecord Installation of
Partial Pay Item(No previous Stockpile )
When All Operations box is checked, PTS will populate remaining
operation fields upon saving. Pay for 1 complete Item Installed
WorksheetRecord Installation of
Partial Pay Item(No previous Stockpile )
Return to WorkSheet Summary show DWR Qty for estimate
WorksheetRecord Installation of
Partial Pay Item* with stockpiled material components
Inlets 425 1543 4 bottoms and 2 risers/tops
Find Item 0425 1543
Pay for 4 bottom installed Pay for 2 Riser, Top, Grate and Apron Installed.
Searched for ‘425’
Click on this DWR Qty link ( 4.515 ) to go to the
Work Sheet Details page.Found B 0405 This Item is both an eligible for partial payment and has Stockpile has been recorded
WorksheetRecord Installation of
Partial Pay Item* with stockpiled material components
Pay for 4 bottoms installed
Enter Remark. Example: Structure Numbers
When New Entry is clickedNew Entry Line Appears
Note: Stockpile Data
is shown.
Operation: BOTTOM INSTALLED
Only enter whole numbers. 4 each in this example. Do not enter percentage of a quantity.
Save
WorksheetRecord Installation of
Partial Pay Item* with stockpiled material components
Pay for 2 Riser, Top, Grate and Apron Installed.
Operations dictate the Riser, Top, Grate and Apron cannot be installed unless
the Bottom is Installed.
PTS will not allow payments out of
operational sequence.
Enter Remark Example: Structure Numbers
Operation: RISER, TOP, GRATE, AND APRON
INSTALLED
Only enter whole numbers. 2 each in this example. Do not enter percentage of a quantity.
Save
WorksheetRecord Installation of
Partial Pay Item* with stockpiled material components
Example of payment Out of Sequence
Only 4 bottoms have been installed.
Attempt to pay for 5th “Riser, Top, Grate and Apron”
failed.
WorksheetRecord Installation of
Partial Pay Item* with stockpiled material components
Return to WorkSheet Summary show DWR Qty for estimate
WorksheetWork Sheet Summary Report
This report is used to show the quantities that will be transferred to SiteManager. This report needs
to be reviewed before transferring items.
TransferPayitem Tracking System (PTS)
Function transfers all pay item pay quantities that deal with Partial Pay Items and Stockpiled Materials from
PTS into a SiteManager Daily Work Report (DWR).
TransferThe Transfer screen will allow you to select the ending date of the estimate period.
It is recommended to use the Estimate Cut-Off Date for transfers
If the DWR exists in SM under your UserId for the date and it is locked (authorized) the System will not update that DWR and will present an error message.
- The date will be the date of the new DWR created in SiteManager for the transferred PTS quantities.
- The new DWR in will be created under your UserId.
- If a DWR exists in SM under your UserId for the date you have selected and the DWR is not locked (authorized), the System will use that DWR and add the PTS quantities there. This will allow you to add all pay items not tracked through the PTS application on that DWR, then transfer the PTS quantities on to the DWR.
TransferSelect a date by double clicking in the date field to bring up the calendar – or
type over with your date.
TransferNote: All quantities from
PTS application will be added to SM under the
Prime Contractor
Once quantities have been transferred from the PTS Application to the DWR, that DWR may be used to add all other quantities for the period.
Also the location field was updated by PTS as “See
Estimate Detail Report.” However, to run this PTS
report the estimate must first be generated in SiteManager.
The Estimate Detail Report will be attached to the SM/TSO estimate
posted on the Department’s website
It is recommended to Transfer PTS quantities only ONCE
for the Monthly Estimate period.
Since the Transfer function creates a DWR for the date specified,
multiple transfers on different dates during the estimate period
will create duplicate quantity payments, which if not caught
would result in overpayment to the contractor.
PTS Pitfalls
PTS Pitfalls
Also, issues arise when quantities on Partial Pay Items or Stockpiled Materials are entered directly on to DWR(s) in SiteManager (the PTS is not used).
Since the PTS System reads SiteManager unequal estimate quantities between the two systems are flagged.
Example of issue with quantities entered into SiteManager that do not match PTS.
In this case Worksheet Summary Items highlighted in RED are a result of quantities on Partial Pay Items were entered directly on to DWR in SiteManager – PTS was not used.
PTS Pitfalls
The Exclude Items tab will open a column that will enable you to mark items not to be transferred (before clicking Submit)
This tool is helpful when there is a possible issue with quantities entered into SiteManager that do not match PTS.
Excluding Items when transferring can bring the two systems in balance
Exclude items from transfer (before clicking Submit)
PTS Pitfalls
Payitem Tracking System (PTS)After SM Estimate Generation
What PTS should look like after an estimate in SiteManager has been generated.
After SM Estimate GenerationAfter the SM estimate is generated…
the PTS Worksheet Summary Shows the SiteManager and PTS
quantity information are in balance.
After SM Estimate Generation
After the SM estimate is generated…PTS input may begin for the next DWR Qty for the next estimate.
PTS entries may begin as long as the last estimate exists in SM. That estimate may be pending approval in SM to the next level or awaiting payment in EED.
After SM Estimate Generation
If for some reason Est# 0001 is deleted in SiteManager, the values entered in PTS for the next estimate (Est# 0002) are not lost. They will not be viewable in PTS when Est# 0001 does not exist in SM.
When Est# 0001 is regenerated in SM, the stored PTS DRW Qty for Est# 0002 will reappear… as PTS will now be back on the Current Estimate (Est# 0002).
PTS input conducted for future Est #0002.
Payitem Tracking System (PTS)Questions - Comments
If you have questions
Contact your SiteManager Coordinator
In you District.
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