Payitem Tracking System (PTS) September 19, 2014.

Payitem Tracking System (PTS)

September 19, 2014

• 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


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.


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.


How to get there?

TECHNICAL TOPICS

Select ‘CARS’

Construction

Automated

Reporting

System

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.

NavigationBy Tabs

Help Tab

Links on the Help tab will open the Partial Payment User Guide

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.

Search for Pull Boxes

Select Item to Stockpile

Stockpile

SiteManager Item Data

Stockpile data to be entered

Item Selected

Stockpile

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)

StockpilePull Boxes Example

Starting at Invoice Number

use tab key to tab between data fields


The PTS application will populated and calculate these Data Fields


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.


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.

Selecting the Create button saves the Stockpile


Stockpile Created

Click “+” to expand

Click “-” to collapse

StockpileDetail

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.


Operations


Operations

Select the Operation in which the component ‘Inlet Risers’ will be installed.


Operations

Select the Operation in which the component ‘Inlet Tops’ will be installed.


Operations

StockpileReport

StockpileReport

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 Layout

Project selected... may select other projects under contract.

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



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




New Line is created on page for Stockpile/Full Payments column

Enter Qty Reported

Enter RemarkSave

Pay for 5 Each Pedestrian Signals




Note: DWR Qty & DWR Qty This Est updated to include the value of the work to install the 5 pedestrian signals.




Informational Pop-up boxes appear when you mouse-over the Rem% and StkPl% fields




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.



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



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”



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”



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



WorksheetRecord Installation of Partial Pay Item

No previous Stockpile

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.


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 complete Item Installed

Click New Entry



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.



When All Operations box is checked, PTS will populate remaining

operation fields upon saving. Pay for 1 complete Item Installed



Return to WorkSheet Summary show DWR Qty for estimate


With stockpiled material components


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




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



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



Example of payment Out of Sequence

Only 4 bottoms have been installed.

Attempt to pay for 5th “Riser, Top, Grate and Apron”

failed.



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.

WorksheetWork Sheet Summary

Report

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.

Transfer

With date selected click Submit to transfer.

Transfer

Transfer Successful

Items and quantities transferred are shown

Transfer

New DWR created in SiteManager.

Transferred PTS quantities shown

on DWR

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.

Transfer

DWR Authorized

Estimate Generated

Transfer

After the SiteManager estimate is generated…

Run the PTS “Estimate Detail Report.”

Transfer

Select Contract and Estimate Number

Submit

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.

Have a good day !

Payitem Tracking System (PTS) September 19, 2014.

Documents

tabs slide

pay item factors

partial percentages

pts tabs

item types regular

report transfer pitfalls

stockpile component

sitemanager contract