Contract Administration Software User’s Guide · office phone number, cell phone number and email address. If you do not have a cell number, reenter your office phone number. Atwood

c:\users\dotamc\box\dtsd-internal\bpd-internal\design-const-tech\dctech\awpadmin\dcapu-docs\contractspecialists\contractadministrationsoftwareusersguide.docx Created by Annette Czerneski on January 25, 2019 / Updated by Annette Czerneski on April 14, 2020 Page 1 of 43

Contract Administration Software User’s Guide This is a reference guide for region staff who help administer construction contracts using FieldManager, FieldNet, AASHTOWare Construction Administration System (CAS), Project Tracking, plus FIIPS to address common issues, add sites, add projects, generate reports, deal with retainage issues, deal with site issues, and distribute new construction contracts. Table of Contents New Contract Management and Distribution Contract Download and Configuration (FieldManager) ................................................................................................... 2 Field Information Tracking Merge and Sending Data to Project Tracking ....................................................................... 4 Transferring the Contract to the Project Engineer (FieldManager) ................................................................................. 6 Assigning Contracts to the Project Manager or Supervisor (FieldNet) ............................................................................ 9 Enter the Notice to Proceed Date in CAS and Project Tracking ................................................................................... 11 AASHTOWare Project Construction and Administration System (CAS) Handling Completion Date Contracts with Interim Calendar Day or Working Day Sites ............................................. 12 How to Delete a Contract Modification in FieldManager and CAS ................................................................................ 15 How to Add a Site to An Active Project (before or during construction) ........................................................................ 16 Overview for Adding Projects after Award Based on Different Scenarios Adding a Scheduled CCO Non-Emergency Project to a LET Contract .................................................................. 18 Adding a Scheduled CCO Emergency Relief Project to a LET Contract ................................................................ 19 Adding a Local Road Emergency Project with a County Agreement...................................................................... 20 Adding an Emergency Repair Project Administered through AWP ........................................................................ 21 Adding an Emergency Repair Project NOT Administered through AWP .............................................................. 22 How to Add a Project, including the Category, Funding, and County, to an Active Contract ....................................... 23 Adding the Project (Step 1) Adding a Category to the Project (Step 2) Adding Funding to the Category (Step 3) Adding a County to the Project (Step 4) Final Review and Creation of 0000 Voucher (Step 5) How to Generate the Pay Estimate Report ................................................................................................................... 32 How to Generate the Partial Payment Log Report ........................................................................................................ 33 Retainage Changes ....................................................................................................................................................... 37 How to Set the Maximum Liquidated Damages Rate .................................................................................................... 39 Tips and Tricks .............................................................................................................................................................. 40 FieldManager Support Issues Estimate Considerations ................................................................................................................. Page 23 of the FSUG Removing Lump Sum Items from a Contract ................................................................................. Page 24 of the FSUG FieldManager and CAS Guidance for Delayed Contracts ............................................................. Page 25 of the FSUG Net Change Amount Issues on Contract Modifications .................................................................. Page 26 of the FSUG Processing Contract Modifications with Site Time Extensions ....................................................... Page 27 of the FSUG Other Resources Construction Administration Acronyms

https://awpkb.dot.wi.gov/Content/constr/PantryFiles/StatewideManualsAndGuides/FieldSoftwareUsersGuideForConstructionStaff.pdf





https://awpkb.dot.wi.gov/Content/constr/Pantry/ConstrAdminAcronyms.htm


Contract Download and Configuration (FieldManager) These instructions provide an overview of importing, and the initial configuration of the contracts prior to transferring them to the project engineers, when they are ready for their construction contract to begin, plus assigning them to the project managers for estimate approvals. Each region has 1-2 FieldManager contract computers. These computers are used as the starting point for FieldManager contracts after they are awarded in AWP Preconstruction system and transferred to CAS. 1. Approximately 1 week after a letting, the DTSD BPD Proposal Management Section will send an email to notify

recipients that newly awarded contract(s) have been sent to their FieldManager contract computer for downloading.

2. Log onto the FieldManager contract computer.

3. After successfully logging onto the computer, locate the FieldManager application, FieldManager shortcut within the WisDOTShortcuts folder or on your desktop OR Click Start | All Programs | FieldManager | FieldManager Log into FieldManager using your credentials.

Click Utilities | FieldNet | Get Mail from FieldNet or <Get Mail>. .

4. A message box will appear stating “Receiving Messages from FieldNet”.

5. The FieldNet Mail Box will appear. The mailbox has two tabs. The Inbox displays all the incoming processed and unprocessed messages. The Outbox displays all the sent and unsent messages.

6. Inbox tab - Process all the “unprocessed” messages in numeric order by highlighting each message and either clicking

<Process M…> or double clicking on the message.

7. Outbox tab - If any messages appear in “Not Sent” status, click <Send Outbox>. Note: After processing a “Contract Data (from CAS)”, a “Contract Status Update” file will be placed in your outbox.

8. Close the mailbox by clicking the <X> or <Close>.


9. From the Contracts window, double click on the contract OR highlight the contract and click <Docu>. Based on input from region contract administration staff across the state, here are the fields they recommend completing prior to sending the contract to the project engineer:

a. General tab – Managing Office b. Administrators tab - Project Manager, Supervisor, and Project Engineer

Note: For reporting purposes, it is important that these names are entered consistently. Many regions use the names as they appear in the Outlook Global Address List (GAL).

c. Site Times tab - Verify site(s) information matches contract documentation and CAS. d. If changes are made, click <Save/Close>.

10. Close FieldManager.

11. Review contract information in CAS including awarded dollar amount, region, site time information (site time type and

liquidated damages amounts), and categories. If there are differences between CAS and the contract documentation: a. Correct the issues in CAS. b. Within FieldManager, request and process a contract refresh to update FieldManager with the correct

information.


Field Information Tracking Merge and Sending Data to Project Tracking

Complete the steps below to setup the initial contract shell in Project Tracking or to update the data that was previously brought over from CAS: 1. Double click on the Field Information Tracking (FIT) application shortcut.

Note: The FIT shortcut is located within the WisDOTShortcuts folder or on your desktop.

2. On the Merge FieldManager with Field Information Tracking window, click <Yes, Merge> after the connection with the FieldManager database(s) is complete.

3. If FieldManager is closed, click <Yes> to “Has Field Manager been shut down?”. If not, close FieldManager and then click <Yes>.

4. Click Send Data | Start Processing Send Data.

5. On the FIT Data Send window, the region representative’s contact information should appear. If not, enter name, office phone number, cell phone number and email address. If you do not have a cell number, reenter your office phone number. Atwood Systems uses this information to contact staff if there are issues with the FIT data file that was sent.

6. Ensure that “Send Via eMail” is selected for the Send Option.

7. Click <Start Data Send>.


8. If a prompt appears to enter Contact/Staff Information, click <Close> if you do not enter this data for the project engineers in your region. If your region does enter this data, double click on the contract ID access in the Contact/ Staff Information window.

9. The system will prepare the file to be sent. A status window will appear showing the progress of the data send. When the Send Data window states “Process ended. Close this window to continue.”, click the <X>. Click <Close> or <X> to close the FIT application.


Transferring the Contract to the Project Engineer (FieldManager) Once initial contract setup is complete in FieldManager, FIT and CAS, the consultant contract is signed, and the contract is executed, it can be sent to the project engineer by completing the steps below:

1. Confirm the contract is executed in CAS. a. Log into CAS.

i. Search for the contract. ii. Right click on the contract and select “Change”. iii. Go to page 4

1. Confirm the Execution Date has been entered by the DTSD BPD Proposal Management Section. If it is missing, confirm the contract has been executed.

b. Log out of CAS.

2. Transferring the FieldManager contract to the project engineer: a. Log into FieldManager

i. FieldManager shortcut within the WisDOTShortcuts folder or on your desktop OR Click Start | All Programs | FieldManager | FieldManager

ii. Log into FieldManager using your credentials. b. Request a contract refresh

i. Click Utilities | FieldNet | Request Contract Refresh from FieldNet ii. Select the contract from the dropdown list. iii. Click <Send Request> iv. Click Utilities | FieldNet | Request FieldNet ID List from Fieldnet

Note: Each month request a FieldNet Reference File which contains a list all the project engineers’ FieldNet IDs.

v. Click Utilities | Send Outbox or <Send Outbox>.

vi. Wait a few minutes and click Utilities | Get Mail from FieldNet or <Get Mail>. .

c. Inbox tab - Process all the “unprocessed” messages in numeric order by highlighting each message and either clicking <Process M…> or double clicking on the message.

d. Click File | Export | Transfer Contract

3. On the Export Contracts to FieldManager window, click <Yes> to “Do you wish to use FieldNet for this export?”


4. Highlight the contract and click the <Select> button.

5. On the Transfer the contract to another FieldManager window, select “Transfer the contract”. Click <OK>.


6. Within the Select FieldNet Ids – Transfer Contracts window. If you DO NOT know the project engineer’s FieldNet ID:

a. The default sort is by District Number. If you scroll down to your region, project engineers will be listed alphabetically.

b. Select the project engineer. c. Click <Select> to export the contract to the outbox.

7. If you know the project engineer’s FieldNet ID: a. Double click on the FieldNet ID header to sort the FieldNet Ids in numeric order. b. Type the FieldNet ID of the project engineer (e.g. FMGR079) in the “Find FieldNet ID” field. c. Select the project engineer. d. Click <Select> to export the contract to the outbox.

8. Click <Send Outbox>. Note: If you accidently send your contract to an incorrect FieldNet ID, contact Annette Czerneski ([email protected] or 715-421-7319) and Adam Bleskacek ([email protected] or 715-833-5574), immediately. Provide the following information: Contract ID, FieldNet ID contract was transferred from, FieldNet ID the contract was transferred to, AND the FieldNet ID the contract SHOULD be transferred to.

9. Close FieldManager.

mailto:[email protected]


Assigning Contracts to the Project Manager or Supervisor (FieldNet) This step must be completed so the project manager or supervisor can approve estimates.

1. Access the FieldNet URL within Internet Explorer - https://dotfnw8p/secure/login.pl Note: Some staff may have a FieldNet shortcut on their desktop.

2. On the Website Security Certificate warning screen, select “Continue to this website (recommended)”.

3. Log onto the FieldNet server with your FieldNet ID and password.

4. Click <Maintain Users>.

5. Filter for Project Manager/Supervisor. Examples: FieldNet ID Description CONTAINS ??? OR FieldNet ID contains fmgr0??

6. Select the Project Manager/Supervisor. Click <Change>.

7. Click <Contracts> (bottom left hand corner of the screen).

https://dotfnw8p/secure/login.pl


8. Enter the contract ID in the Value field. Click <Add Contract ID>. Click <OK> to confirm that the FieldNet ID was updated and the contract added.

9. You can also remove any contracts that have been finaled by clicking the <Delete> button. Click <OK> to confirm that the FieldNet ID was updated and contract deleted.

10. When you are done adding/deleting contracts, click <Change User> from the top menu bar.

11. Click <Maintain Users> to return to user list or <Main Menu>.

10. Recommendation – Send an email to the project engineer and project manager/supervisor with this information:

a. The contract has been transferred in FieldManager and the project engineer should get and process mail. b. After receiving the contract, the project engineer should enter all related contract information as soon as

possible and complete a FIT merge and send. c. The project manager/supervisor has been setup to approve estimates in FieldNet.


Entering the Notice to Proceed Date in CAS and Project Tracking

The Notice to Proceed Date MUST be entered in AASHTOWare Project Construction and Administration System (CAS) and Project Tracking, plus appear in FieldManager prior to the 1st estimate.

1. Enter the Notice to Proceed Date in CAS and Project Tracking.

a. Log into CAS. i. Search for the contract. ii. Right click on the contract and select <Change>. iii. Go to page 4.

1. Confirm the Execution Date has been entered by the DTSD BPD Proposal Management Section. If it is missing, confirm the contract has been executed.

2. Enter the Notice to Proceed date. 3. Click <OK> to save changes.

b. Log out of CAS. c. Log into Project Tracking.

i. Search for the contract. ii. Click on the Status tab. iii. Enter the Notice to Proceed Date. iv. Click <Save Data>.

d. Log out of Project Tracking.

2. Import the Notice to Proceed Data into FieldManager. a. Contact the Project Engineer. b. Direct them to request a contract refresh following the steps in the Field Software User’s Guide for

Construction Staff, page 30, FieldManager – Requesting a Contract Refresh.




Handling Completion Date Contracts with Interim Calendar Day or Working Day Sites We have developed instructions for staff to follow when they have a completion date contract with one more interim working day or calendar day sites under it. If these steps are not followed, CAS may set the time charges start date on the interim sites at any given estimate during the contract life cycle based on the Notice to Proceed Date plus 10 days. Then CAS may access liquidated damages on future estimates. After award notification and prior to contract work starting Log into the CAS and review the site records for each contract received from the Proposal Management Section after the letting and award process.

1. Search for the contract. 2. Right click on the contract and select “Contract Site List”.

3. If there are any interim working day (AD) or calendar day (CD) sites under the Completion Date 00 Site, complete

the steps below: • Right click on each interim site and select “Change”. • Copy the Liquidated Damages/Day rate from page 1 to the generic String 1 field on page 2 (see examples

below for details). • On page 1, set the Liquidated Damages/Day rate to 0. • Click <OK> to save changes. • Repeat the steps above (a-d) for ALL interim working day or calendar day sites.


4. Close the Contract Sites List. 5. Right click on the contract and select “Contract”. 6. Go to page 3. 7. Click <Change>. 8. Set the Max Liquid Dam. Rte to 0.

Note: Don’t change the Max Liquid Dam. Rte to 0 if the PE/PM plan to OR already have charged liquidated damages on one or more sites.

9. Click <OK> to save changes.


During the life cycle of the contract. 1. During the life cycle of the contract, make sure the project engineer enters the correct time charges start date for

each interim working day and calendar day site. The system may enter a system calculated date (Notice to Proceed Date + 10 days), AND this MUST be corrected.

2. Once contract work is complete on each interim site, the project engineer MUST enter the Time Charges Stop Date. The project manager and project engineer should determine if any liquidated damages will be charged for the interim site. If damages will be charged, the contract specialist will enter the Liquidated Damages/Day rate on the Interim site, AND update the Max Liquid Dam. Rte by completing these steps:

a. Log into CAS. b. Search for the contract. c. Right click on the contract and select “Contract Site List’. d. Right click on the interim site and select “Change”. e. Enter the Liquidated Damages/Day rate that was previously recorded on page 2 under the String 1 field. f. Click <OK> to save changes. g. Close the Contract Sites List.

3. Close the Contract Sites List. 4. Right click on the contract and select “Contract”. 5. Go to page 3. 6. Click <Change>. 7. Set the Max Liquid Dam. Rte to the dollar amount calculated by the project manager and project engineer.

Note: This dollar amount may need to be increased if liquidated damages are being charged on multiple interim sites.


How to Delete a Contract Modification in FieldManager and CAS Work with the project engineer if he needs to delete a contract modification in FieldManager. Approved Status:

• Approved contract modifications CANNOT be deleted. • A correcting contract modification would be required to change item or site time changes.

Draft Status:

• Draft contract modifications are only known to FieldManager so deleting them only affects FieldManager. • No further action is required of the contract specialist or other staff.

Pending Approval Status:

1. The project engineer should confirm with the project manager that the pending approval contract modification can be deleted.

2. The project engineer deletes the contract modification in FieldManager, sends the FieldManager outbox and completes a FIT merge and send..

3. The Contract Specialist confirms the contract modification has a status of “Deleted” in Project Tracking 4. The Contract Specialist contacts the AASHTOWare Administrators so they can complete the steps below in CAS:

• Log into CAS. • Search for the contract. • Right click and select “Contract Modification List”. • Right click on the contract modification that has been deleted in FieldManager and select “Change”. • Add the verbiage “DELETED” as the prefix for the Modification Description field. • Click <OK> to save changes.


Adding a Site to an Active Contract in CAS (before or during construction) Following the project manager or project engineer’s direction to add a site that was included in the Contract Special Provision, but possibly missing in the CAS contract, complete these steps: 1. Right click on the contract and select <Contract Site List>. 2. From the menu, select Edit | Add.

OR Right click in the Contract Sites windows and select <Add>.

3. Complete the following fields: a. Site Number: The main contract site is always 00. When adding sites, increment as follows – 01, 02, 03, etc. b. Site Description: Enter a description based on the site type and date of completion or number of days.

Examples: Completion Date Interim Site 11/30/2020 60 Working Day Interim Site 60 Calendar Day Interim Site

c. Complete EITHER the Original Number of Days AND Current Number of Days for Working and Calendar Day sites. OR Orig Specified Compl Date AND Curr Specified Compl Date for completion date sites.

d. Type of Days – Select from dropdown list AD = Working Day CD = Calendar Day DT = Completion Date

e. Liquidated Damages/Day rate. f. Proposal’s Contid – Contract ID. g. Site Number – Enter the site number again. h. Click <OK> to save changes.

4. Once the site is added, have the project engineer request a contract refresh. 5. Have the project engineer create a contract modification for the new site, explaining why the site was added and the

specifics about the site (completion date, number of days, liquidated damages rate, etc.). OR Following the project manager or project engineer’s direction to add a site that was NOT included in the Contract Special Provision, most likely being added during the construction phase, complete these steps: 1. Have the project engineer create a contract modification for the new site, explaining why the site was added and the

specifics about the site (completion date, number of days, liquidated damages rate, etc.). 2. Obtain the appropriate approvals. 3. Approved within FieldManager and send the outbox to update CAS. 4. Right click on the contract and select “Contract Site List”. 5. From the menu, select Edit | Add

OR Right click in the Contract Sites windows and select “Add”.

6. Complete the following fields: i. Site Number: The main contract site is always 00. When adding sites, increment as follows – 01, 02, 03, etc.


j. Site Description: Enter a description based on the site type and date of completion or number of days. Examples: Completion Date Interim Site 11/30/2020 60 Working Day Interim Site 60 Calendar Day Interim Site

k. Complete EITHER the Original Number of Days AND Current Number of Days for Working and Calendar Day sites. OR Orig Specified Compl Date AND Curr Specified Compl Date for completion date sites.

l. Type of Days – Select from dropdown list. AD = Working Day CD = Calendar Day DT = Completion Date

m. Liquidated Damages/Day rate. n. Proposal’s Contid – Contract ID. o. Site Number – Enter the site number again. p. Click <OK> to save changes.

6. Once the site is added, contact the AWP System Administrators to review the new site. 7. Once the site is reviewed, have the project engineer request a contract refresh. Note: If extending time on a site by changing the completion date or adding days to a working day or calendar day contract, please direct the Project Engineer to make these changes in the FieldManager Contract Modification under the Time Extensions tab. Directions for this process are in the Field Software User’s Guide for Construction Staff.


Overview for Adding a Scheduled CCO Non-Emergency Project to a LET Contract This section covers adding a non-emergency project with a scheduled change order, for items the program should pay for. Approvals are provided by the project manager, supervisor, or manager, based on the thresholds. Further guidance can be found in the Program Management Manual, Chapter 6, Section 01, Subject 40.

1. The project manager requests a bid from the same contractor working in the area, or requests bids from multiple contractors who are working in the area, to determine if a scheduled change order is the best option.

2. The project manager requests the scheduled contract change order (CCO) project be added in FIIPs, obtains all

program approvals, and sends the region FIIPS coordinator the information to load the scheduled CCO into FIIPS. This information must also be sent to the region contract specialist and the project engineer.

3. The region FIIPS coordinator sets up the scheduled CCO in FIIPS and moves the project through the life cycle process. The CCO schedule date represents the date that the Region FIIPS coordinator receives a draft copy of the scheduled CCO (PMM 05-05-15). Scheduled CCO’s do not get set up in AWP Preconstruction because the contract is already awarded (LC 40). The authorization process begins at this point (if there are federal funds, a STIP label is required).

4. The project engineer, with guidance from the project manager, writes and submits the Contract Modification

Justification (CMJ). FHWA’s signature required if federally funded. This is for internal use and is not distributed to the contractor.

5. The contract specialist monitors the project in FIIPS and once it is at the authorization level of “H”, the contract

specialist can add the project with its associated category, funding and county in AASHTOWare Project CAS. Note: If the project is accidently created in CAS before FIIPS authorization is at Stage H, the AWP Administrators may delete the project to avoid contract issues with estimates until FIIPS authorization is received.

6. The AWP Administrators review the project and the associated category, funding, and county, for accuracy

against FIIPS, and create the initial 0000 voucher.

7. The project engineer requests and processes a contract refresh in FieldManager. The new project is in FieldManager and they can begin the creation of the draft contract modification adding items to the project.

8. The contract modification approval process: o The contract modification is set to pending approval status in FieldManager. o It is printed and signed/dated by the project engineer. o The project engineer sends the signed copy to the prime contractor to sign/date. o The project engineer sends the signed copy to the project manager to sign/date. Depending upon the net

change amount of the contract modification, the region supervisor or Project Development manager may need to sign it, too.

o Once both the contract modification and contract modification justification are handed into the contract specialist or project manager, this individual executes the modification, sends the contract modification back to the prime contractor with all signatures, and cc’s the project engineer and project manager.

o The project engineer approves the contract modification in FieldManager and sends the FieldManager outbox.

9. A copy of the approved CCO is given to the region FIIPS coordinator who verifies the estimate and funding. If additional funding is needed at this time, FIIPS is updated.

10. Once the contract modification is approved (both on paper and in FieldManager), it is submitted to Bureau of Financial Management Expenditure Accounting for review, so funds can be encumbered in Peoplesoft. The scheduled CCO is encumbered in PeopleSoft once the FIIPS project is authorized for charging. The PeopleSoft “Accounting Date” is the encumbrance date. The FIIPS coordinator sets the “Encrbd” flag on the FIIPS estimate screen to “Y”.

Note: The scheduled CCO hits program dollars and not the region CCO budget.


Overview for Adding a Scheduled CCO Emergency Project to a LET Contract This section covers adding an emergency project with a scheduled change order for items the program should pay for. Approvals are provided by the project manager, supervisor or manager based on the thresholds. Estimates/bids are obtained from multiple contractors for the emergency work. Further guidance can be found in the Program Management Manual, Chapter 6, Section 01, Subject 40.

1. The project manager requests the scheduled contract change order (CCO) project be added in FIIPs, obtains all program approvals, and sends the region FIIPS coordinator the information to load the scheduled CCO into FIIPS. This information must also be sent to the region contract specialist and the project engineer.

2. The region FIIPS coordinator sets up the scheduled CCO in FIIPS and moves the project through the life cycle process. The CCO schedule date represents the date that the Region FIIPS coordinator receives a draft copy of the scheduled CCO (PMM 05-05-15). Scheduled CCO’s do not get set up in AWP Preconstruction because the contract is already awarded (LC 40). The authorization process begins at this point (requires ER site number from FHWA and an STIP exempt label).

3. The project engineer, with guidance from the project manager, writes and submits the Contract Modification

Justification (CMJ) which has FHWA’s signature. This is for internal use and is not distributed to the contractor.

4. The contract specialist monitors the project in FIIPS and once it is at the authorization level of “H”, the contract specialist can add the project with its associated category, funding and county in AASHTOWare Project CAS. Note: If the project is accidently created in CAS before FIIPS authorization is at Stage H, the AWP Administrators may delete the project to avoid contract issues with estimates until FIIPS authorization is received.

5. The AWP Administrators review the project and the associated category, funding and county for accuracy against FIIPS and create the initial 0000 voucher.

6. The project engineer requests and processes a contract refresh in FieldManager. The new project is in

FieldManager and they can begin the creation of the draft contract modification adding items to the project.

7. The contract modification approval process: o The contract modification is set to pending approval status in FieldManager. o It is printed and signed/dated by the project engineer. o The project engineer sends the signed copy to the prime contractor to sign/date. o The project engineer sends the signed copy to the project manager to sign/date. Depending upon the net

change amount of the contract modification, the region supervisor or Project Development manager may need to sign it, too.

o Once both the contract modification and contract modification justification are handed into the contract specialist or project manager, this individual executes the modification, sends the contract modification back to the prime contractor with all signatures and cc’s the project engineer and project manager.

o The project engineer approves the contract modification in FieldManager and sends the FieldManager outbox.

8. A copy of the approved CCO is given to the region FIIPS coordinator who verifies the estimate and funding. If additional funding is needed at this time, request additional ER Funds through the emergency relief coordinator and FHWA.

Once the contract modification is approved (both on paper and in FieldManager), it is submitted to the Bureau of Financial Management Expenditure Accounting for review, so funds can be encumbered in PeopleSoft. The scheduled CCO is encumbered in PeopleSoft once the FIIPS project is authorized for charging. The PeopleSoft “Accounting Date” is the encumbrance date. The FIIPS coordinator sets the “Encrbd” flag on the FIIPS estimate screen to “Y”. Note: The scheduled emergency relief CCO does not hit program dollars or the region CCO budget.


Overview for Adding a Local Road Emergency Project with a County Agreement This section covers adding a local road emergency project with a county agreement. These projects need to be approved for emergency relief (ER) funds by FHWA. Further guidance can be found in the Program Management Manual, Chapter 6, Section 10, Subject 10 and the FHWA Emergency Relief manual.

1. The delegated region emergency staff who are responsible for event finances contacts the region FIIPS coordinator to setup the project in FIIPS.

2. The region creates and obtains approvals for a state municipal agreement (SMA) with the county.

3. Once ER funding is available, the FIIPS coordinator requests authorization (requires ER site number from FHWA and an STIP exempt label).

4. The region routes the signed SMA to the Bureau of Financial Management Expenditure Accounting for review, so funds can be encumbered in PeopleSoft. The PeopleSoft “Accounting Date” is the encumbrance date. The FIIPS coordinator sets the “Encrbd” flag on the FIIPS estimate screen to “Y”.

5. Invoices received from the counties or municipalities should be reviewed by region staff and forwarded to the Bureau of Highway Maintenance for reimbursement.


Overview for Adding an Emergency Repair Project Administered through AWP

This section is about adding an emergency repair project per the Highway Maintenance Manual. These are paid through AASHTOWare Project. 1. To begin the process, follow the Highway Maintenance Manual 03-01-20, 6.0 Approval Process for Emergency

Repair. This will determine if the project will be an emergency repair project or an expedited LET.

2. If this will be handled as an emergency repair contract, the region contacts a minimum of 3 contractors to perform the repairs for bids.

3. The region FIIPS coordinator creates the emergency project in FIIPS (component type CCO). The authorization process begins at this point (requires ER site number from FHWA and an STIP exempt label).

4. Once a contractor has been selected, the DT25 (Attachment 6) is created by the region. The contractor’s signed agreement for emergency repair (Attachment 4), the draft DT25, and the form cover letter (Attachment 5), are submitted to both the Bureau of Highway Maintenance and the Bureau of Project Development Proposal Management Section.

5. The designer creates the engineer’s estimate in AASHTOWare Project Preconstruction and submits it for mock PSE. The plan reviewers do review these emergency repair projects.

6. The Proposal Management Section PSE coordinator reviews the emergency contract and prepares it for the mock letting.

7. The Proposal Management section completes a mock letting for the emergency contract and passes the contracts to AASHTOWare Project Construction and Administration System (CAS) and FieldNet.

8. Once the DT25 is signed and approved, the Bureau of Project Development Proposal Management Section submits it to Bureau of Financial Management Expenditure Accounting for review, so funds can be encumbered in Peoplesoft. The emergency contract is encumbered in PeopleSoft once the FIIPS project is authorized for charging. The PeopleSoft “Accounting Date” is the encumbrance date. The FIIPS coordinator sets the “Encrbd” flag on the FIIPS estimate screen to “Y”.

9. The region contract specialist processes the emergency contract in FieldManager, following the steps under Transferring the Contract to the Project Engineer (FieldManager). At this point, the project engineer can begin working on the contract in FieldManager.


Overview for Adding an Emergency Repair Project Not Administered through AWP

This section is about adding an emergency repair project per the Highway Maintenance Manual. These are paid by invoice. 1. To begin the process, follow the Highway Maintenance Manual 03-01-20, 6.0 Approval Process for Emergency

Repair. This will determine if the project will be an emergency repair project or an expedited LET.

2. If this will be handled as an emergency repair contract, the region contacts a minimum of 3 contractors to perform the repairs for bids.

3. The region FIIPS coordinator creates the emergency project in FIIPS (component type MIS). The authorization process begins at this point (requires ER site number from FHWA and an STIP exempt label).

4. Once a contractor has been selected, the DT25 (Attachment 6) is created by the region. The contractor’s signed agreement for emergency repair (Attachment 4), the draft DT25, and the form cover letter (Attachment 5) are submitted to both the Bureau of Highway Maintenance and the Bureau of Project Development Proposal Management Section.

5. Once the DT25 is signed and approved, the Bureau of Project Development Proposal Management Section submits it to Bureau of Financial Management Expenditure Accounting for review, so funds can be encumbered in Peoplesoft. The emergency contract is encumbered in PeopleSoft once the FIIPS project is authorized for charging. The PeopleSoft “Accounting Date” is the encumbrance date. The FIIPS coordinator sets the “Encrbd” flag on the FIIPS estimate screen to “Y”.

6. Invoices received from the contractor are reviewed by region staff and forwarded to Bureau of Highway Maintenance for reimbursement.


Adding a Project, including the Category, Funding, and County, to an Active Contract

Adding the Project (Step 1) This is the first step to adding a project to an existing contract. Complete the steps below:

1. Log into FIIPS, http://dotnet/dtim-bshp/fiips/ . 2. Search for the project. 3. On the FIIPS – Project Description page, check the Review Control field to see if the project is authorized. The

region FIIPS coordinator begins the authorization process by changing the project from “A – Initialize Project” to “F – Authorization Requested of BSHP”. A project cannot be created in AASHTOWare Project CAS until the FIIPS Review Control field is “H – Authorized for Charges by BBS” and the project is in PeopleSoft. The contract specialist and/or project manager will need to log into FIIPs to monitor this process. Notes: • If 100% state funded, the project will get authorized within a few days. If federally funded, the authorization

process could take several weeks. • A project that is at “I – Re-Authorized”, can be considered the same as “H – Authorized for Charges by BFM”.

For example, a project that was previously moved to “H” but had a failed LET is normally moved to “J – Suspend As of a Given Date”. When the project is LET again, the project is Re-Authorized but it cannot be moved back to “H” and is instead moved to “I”.

4. Log into AASHTOWare Project CAS. 5. Open the Contracts list. 6. Filter for the contract ID. 7. Right click and select “Contract Project List”. 8. To add a project, select “Edit | Add”.

OR To change a project, select “Edit | Change”.

9. Complete the required fields on pages 1, 2 and 3 within CAS using FIIPS, plus the table and screen shots below, as guides.

10. When all three pages are complete, click <OK> to save changes. 11. Go to the next section to add a Category to the new project.

http://dotnet/dtim-bshp/fiips/


Project fields table Field CAS Page # Description Location of Data in FIIPS Proposal’s Cont ID 1 Contract ID N/A Federal/State Project No

Enter the Federal ID. If there is no federal funding, enter N/A.

Select Project | Federal Federal ID field

Status 1 ACTV N/A Description – Line 1 1 FIIPS Project Title (mixed case) Select Project | Description

Title* field Description – Line 2 1 FIIPS Project Limit (mixed case) Select Project | Description

Limit field Location 1 Road name, county

Example: STH 027, Bayfield County Select Project | Description Rt / Co fields

Road Name 1 FIIPS Project Title (mixed case) Select Project | Description Title* field

Route Number 1 Road name Example: STH 027

Select Project | Description Rt field

Const. Eng. Pct. 1 FIIPS Project Estimate page – Delivery % Select Project | Description Rt field

Spec Year 1 Enter “03” for English projects. The Spec Year code refers to the name of the master item file that is used to select project items from.

Select Project | Estimate Delivery percent field

Region 1 Select from the dropdown list. N/A Beginning and Ending Station

1 Ask the PM or PE for this information. DO NOT USE leading “STA” prefix. If unknown, enter “0+00” for begin and end station.

N/A

Type of Road 2 Ask the PM or PE for this information. Select the appropriate type of road.

N/A

Urban/Rural 2 Project location – rural or urban community.

Select Project | Location Federal urban area field

Latitude and Longitude 2 Enter the latitude and longitude values for the midpoint of the project in the DDMMSS (i.e. 431434) format. Search for these values in iTouchMap, Google Maps or similar mapping tool.

N/A

Unit System 3 E N/A Fieldbook 3 Checked N/A Construction Region Office

3 Select from the dropdown list. N/A


Adding a Project, Page 1




NoteS:

• Use mixed/camel case. DO NOT USE upper case if that is what appears in FIIPS for the project title, limit, or category description.

• Data entry MUST match FIIPS. If something appears to be incorrect, the region FIIPS coordinator MUST update FIIPS to reflect the correct information first.


Adding a Project, including the Category, Funding, and County, to an Active Contract Add a Category to the Project (Step 2)

The second step when adding a project, is to add the category information as it appears in FIIPS (http://dotnet/dtim-bshp/fiips/).

1. Click the <Categories> button. OR Right click and select “Category List”.

2. To add a category, select Edit | Add. OR To change a category, select Edit | Change.

3. Complete the required fields on pages 1 and 2 within CAS using FIIPS plus the table and screen shots below as guides

4. When both pages are complete, click <OK> to save changes. Repeat the above steps to add additional categories that appear in FIIPS.

NoteS:

• Categories MAY NOT be added by change order to an existing awarded project in CAS. Due to PeopleSoft rules, categories may not be added to projects in FIIPS (and subsequently CAS) after award.

• Categories MAY be added to a new project that is being change ordered into an existing contract.

Category fields table Field CAS Page # Description Location of Data in FIIPS Category No. 1 FIIPS Category Number Select Project | Funding

Category # field Category Description 1 FIIPS Category Description (mixed case) Select Project | Funding

Category desc field Proposal Section Number

1 0001 N/A

Federal Construction Class

1 LET N/A

Category Work Class 1 Ask the PM or PE for this information. Select from dropdown list.

N/A

Federal Work Category 1 Select from dropdown list if the project is federally funded.

N/A

Construction Eng Pct 1 FIIPS Project Title (mixed case) Select Project | Estimate Delivery percent field

Category Length 1 Ask the PM or PE for this information. DO NOT USE leading “STA” prefix. If unknown, enter “0+00” for begin and end station.

N/A

Highway Type 2 Select the appropriate highway type. See WisDOT Functional classification site at http://wisconsindot.gov/Pages/projects/data-plan/plan-res/function.aspx and select the “Functional Classification Criteria” link. If local road, leave blank.

N/A

Highway Number 2 Highway number with leading “0” if less than 3 digits. If local road, enter “Town” for Highway Number.

Unit Number 2 000 N/A Beginning and Ending Station

2 Ask the PM or PE for this information. DO NOT USE leading “STA” prefix.. If unknown, enter “0+00” for begin and end station.



http://wisconsindot.gov/Pages/projects/data-plan/plan-res/function.aspx

http://wisconsindot.gov/Pages/projects/data-plan/plan-res/function.aspx


Adding a Category, Page 1

Adding a Category, Page 2


Adding a Project, including the Category, Funding, and County, to an Active Contract Adding Funding to the Category (Step 3)

The third step when adding a project, is to add the category funding information as it appears in FIIPS (http://dotnet/dtim-bshp/fiips/).

1. Highlight the category you wish to fund. 2. Click the <Funds> button.

OR Right click on category and select “Category Funding List”.

3. To add funding, select Edit | Add. OR To change funding, select Edit | Change

4. Fill in the required fields on page 1 using the FIIPS funding information and screen shot below for guidance. Within FIIPS, go to Project | Funding for the funding for the category(ies) in this project.

Field Description Location of Data in FIIPS Funding Code Category funding type Select Project | Funding

Type field Funding Description Funding Description (mixed case) Select Project | Funding

Type field Participation Percent 1-100% Select Project | Funding

% w/in priority field Participation Limit Value or unlimited Select Project | Funding

Limit field Fund Priority Order 1 or more Select Project | Funding

Priority field

5. When the page updates are complete, click <OK> to save changes. OR Click the <Add More> button to save changes and add more funding sources.

Adding Funding

6. Click the <Close> button to close the Funds list. 7. Click the <Close> button to close the Category list. The Contract Projects List will now be the active window.




Adding a Project, including the Category, Funding, and County, to an Active Contract Add a County to the Project (Step 4)

The fourth step when adding a project, is to add the county, where this project will be constructed, as it appears in FIIPS (http://dotnet/dtim-bshp/fiips/).

1. Highlight the project in the Contract Projects List 2. Click the <Counties> button

OR Right click and select “County List”.

3. To add a county, select Edit | Add. OR To change the county, select Edit | Change

4. Complete page 1 using the screen shot below for guidance. 5. When the page updates are complete, click <OK> to save changes.

OR Click the <Add More> button to save changes and add more counties, if applicable.

Adding a County



Adding a Project, including the Category, Funding, and Count, to an Active Contract Final Review and Creation of 0000 Voucher (Step 5)

The final step when adding a project, is to have the AASHTOWare Project Administrators review the contract changes and then create the 0000 voucher. These steps MUST be completed prior to having the project engineer request and process a contract refresh in FieldManager.

1. Contact one of the FieldNet Administrators to review the contract changes in CAS. Annette Czerneski ([email protected]), 715-421-7319

2. Adam Bleskacek ([email protected]), 715-833-5574 David Castleberg ([email protected]), 608-264-7606

a. New projects - Review the project, category, funding and county additions. Then they will add a bogus item to a category and process the initializing 0000 voucher for the project.

b. Category additions - They will review the category, funding, and county additions. 3. The FieldNet Administrators will notify the contract specialist when the review is complete, so the Project

Leader/Engineer can request a contract refresh within FieldManager. This will update the contract within FieldManager with the changes entered within CAS. Then the Project Leader/Engineer will see the new project and category and begin adding items to a contract modification.

NoteS: • A new estimate CANNOT BE processed until the contract modification to add the items to the new project is

approved and processed in CAS. • Staff will no longer add project/category/funding information into AASHTOWare Project Preconstruction after

adding it to AASHTOWare Project CAS. The goal is for the AASHTOWare Project Preconstruction proposal to remain as it was when the contract was LET.





How to Generate the Pay Estimate Report These instructions are for contract specialists and support staff to use to generate the Pay Estimate report within CAS. This report is run at the project level and will identify the current quantity paid amounts for all items at the category level.

1. Log into AASHTOWare Project CAS. 2. Select File | Run Process.

3. Select “Pay Estimates” from the Processes list. Click <OK> to continue.

4. Enter up to 4 project ids from the same contract following standard project naming convention. Click <Submit> to begin the report generation process.

5. The client job monitor will first indicate that the job has been submitted. Click <OK> to continue.


6. The client job monitor will then indicate when the job is complete. Click <OK> to continue.

7. Once the report generation process is complete, select File | Process Status. 8. Double click on the DOT3 process.

9. Double click on the “OUTPUT.TXT” file to view the Pay Estimate report.

10. View, print, or save the Pay Estimate report. Click <Done> to close the report window.


How to Generate the Partial Payment Log Report

These instructions are for contract specialists and support staff to use to generate the Partial Payment Log report within CAS. This report is run at the project level and provides a summary of contractor payments for each voucher.

1. Log into CAS. 2. Open the Contract List. Search for the contract. 3. Right click on the contract and select <Contract Project List>.

4. Right click on one of the project(s). Select File | Run Process.


5. Select “Generate Partial Payment Log Report”. Click <OK>.

. 6. The client job monitor will first indicate that the job has been Submitted. Click <OK> to continue.

7. The client job monitor will then indicate when the job is complete. Click <OK> to continue.

8. Once the report generation process is complete, select File | Process Status.

9. Double click on the CASGPAY process.


10. Double click on the OUTPUT.txt to preview the Partial Payment Log Report and review payment information for each voucher.

11. View, print, or save the Partial Payment Log report. Click <Done> to close the report window.


Retainage Changes Retainage is automatically taken out when a contract goes over 75% paid. The automatic “ARCO” retainage record is created when the first voucher that processes after the paid amount goes over the 75% threshold. Contract specialists will normally start reducing retainage when the contract is close to completion by adding a “Retainage Record” in CAS and placing a dollar amount in the “Retainage Amount Dollar Limit” field. This will reduce the retainage to the dollar amount specified and the contractor will receive the remaining retainage on the next estimate that processes. The important rule here is that the date on this reducing retainage record MUST BE prior to the date that the project engineer creates the estimate in FieldManager. Retainage records can be backdated/postdated to meet this date requirement. Important Note: Retainage records are ADDED at the Contract level and NEVER ADDED at the Project level. To review retainage:

1. Log into CAS. 2. Filter for the contract. 3. Right click on the contract and select <Contract Retainage Change List>.

OR Click on the <Retain> button.

4. Review the list of retainage records created to date.

To change retainage:

1. Log into CAS. 1. Filter for the contract. 2. Right click on the contract and select “Contract Retainage Change List”.

OR Click on the <Retain> button.

3. Review any current retainage records. 4. To add a new retainage records, right click and select “Add”

OR Select Edit | Add from the menu.

5. Complete the required fields as Noted below: o Retainage Change Effective Date o To retain money:

Enter a Retainage Percentage The percentage of the retainable work that should be retained from every estimate.

OR Enter Lump Sum Retainage

A dollar amount that should be retained from every estimate. If you only want to take the lump sum amount out of one estimate then another retainage record would need to be entered after the estimate to establish what should be done on subsequent estimates.

Note: The Retained Amount Percentage Limit (The maximum percentage that should be retained on the contract) field should be included when entering a retainage record for the purpose of retaining money. Enter a value of 1.25

o To reduce the retainer: Enter a Retained Amount Dollar Limit

The maximum amount that should be retained on the contract. o Work Complete Basis Code – WPER o Comment – The approver of the retainage change (usually the project manager or supervisor).


Example of new retainage record backdated to prior to the next estimate.

Note: If problems are encountered, the best practice is to let the retainage reduce on the next estimate. If this is not acceptable, the contract specialist should contact the AASHTOWare Project Administrators, so they can pull the paper voucher and notify BFS of an estimate issue. The contract specialist will delete the retainage record with the incorrect date and create a new retainage record with the correct date. The AASHTOWare Project Administrators will reprocess the voucher in CAS and print out a new copy for BFS.


How to Set the Maximum Liquidated Damages Rate

The Maximum Liquidated Damage Rate is used on some contracts to control how much is being withheld in liquidated damages. This is normally done during contract negotiations. 1. Log into CAS. 2. Right click on the contract and select “Contract”. 3. Go to page 3. 4. Click <Change>. 5. Set the Max Liquid Dam. Rte (include commas if the number entered is greater than 999) 6. Click <OK> to save changes. Note:

• The Max Liquid Dam. Rte may change to a different value or back to $0 during the duration of a contract based on negotiations with the contractor.


Tips and Tricks Here are some tips and tricks for CAS: Button Text Complete these steps to turn on the button tool tips / names.

1. Log into CAS. 2. Right click on the button menu bar. 3. Select “Show Text”.

Note: You need to complete this step each time you log into an AASHTOWare Project PLC module. This setting

cannot be saved for future logons. Before:

After:


Default User To set the default user at logon.

1. Log into CAS. 2. Select Utilities | Options. 3. Enter your user ID for the “Default User ID” field. 4. Click <OK> to save changes.

Note: These steps need to be repeated for each AASHTOWare Project module you use.

Change AASHTOWare Project CAS Password

1. Log into one of the AASHTOWare Project modules. 2. Select Utilities | Change Password.

a. Enter old/current password. b. Enter new password c. Re-enter new password. d. Click <OK> to save changes.

Note: This will change your password for all the AASHTOWare Project modules you have access to.


Filtering lists The Filter feature allows you to search for specific contracts, projects, vendors, etc. You can filter data in a list window or in a reference table lookup.

1. Log into CAS. 2. Open a list (e.g. Contract, Projects, etc.) 3. To display a Filter window, click the <Filter>button

OR Select Edit | Filter OR Select <Ctrl> <F> on your keyboard.

4. To search/filter for a specific value: a. Select the search/filter criteria in the Column and Operator pulldown boxes. b. Enter the value to search for in the “Value” field.

• Column - The Column field contains the names of the most commonly used columns in the table from which the list window is built. When you click on the DOWN ARROW in the Column field, the list of columns to choose from will appear.

• Operator - The Operator field contains the operators equal to (=), greater than (>), less than (<), greater than or equal to (>=), less than or equal to (<=), not equal to (<>), Contains, and Does Not (contain) to narrow your filter.

• Value - The information you type in the Value field is the filter criterion you are using as a delimiter or are trying to match. The text is CASE SENSITIVE.

Example: To list all the projects with Federal/State Project Numbers containing the letter F: Column field: Select “Federal/State Project Numbers”. Operator field: Select “Contains”. Value field: Type F Click <OK>

Note: Use the <Advanced…> button to create complex filters that can be named and saved for reuse. Saved filters are specific for each user.


Sorting lists Use the Sort feature to sort the list based on specific criteria.

1. Log into CAS. 2. Open a list (e.g. Contract, Projects, etc.). 3. To display a Filter window, click the <Filter> button.

OR Select Edit | Sort. OR click <Ctrl> <S> on your keyboard.

4. To sort on a specific value. a. Select the sort value in the “Column”. b. Select ASCending or DESCending order. c. Click <Add> to add additional sort criteria. d. Click <Apply> when the sort criteria is set.

Contract Administration Software User’s Guide · office phone number, cell phone number and email address. If you do not have a cell number, reenter your office phone number. Atwood

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