Contents1. Introduction to FieldManager....................................................................................3

1.1 What is FieldManager?.......................................................................................31.2 Overview of FieldManager menus and toolbars..................................................3

2. Getting Started.........................................................................................................52.1 Logging into FieldManager..............................................................................52.2 Main Screen of FieldManager......................................................................52.3 FieldManager Utilities...................................................................................6

3. Editing Contracts....................................................................................................113.1 Contract Documentation...................................................................................113.2 Viewing Site Times...........................................................................................123.3 Adding and Changing Breakdown.....................................................................133.4 Adding and Changing Site Times......................................................................143.5 Adding and Changing Contractors Information.................................................14

4. Items.......................................................................................................................174.1 Viewing Items and Filtering Items.....................................................................174.2 Item Screen for each Item.................................................................................174.3 Printing Item Histories.......................................................................................18

5. Inspector’s Daily Reports (IDR)..............................................................................205.1 Adding an IDR...................................................................................................205.2 Editing an IDR...................................................................................................24

6. Diaries....................................................................................................................256.1 Creating a Diary................................................................................................256.2 Editing and Deleting a Diary..............................................................................28

7. Stockpiles...............................................................................................................287.1 Adding a New Stockpile....................................................................................287.2. Editing a Stockpile...........................................................................................32

8. Estimates................................................................................................................338.1 Adding an Estimate...........................................................................................338.2 Viewing an Estimate/ Vouchers........................................................................348.3 Generating an Estimate....................................................................................348.4 Sending Read Only Estimates..........................................................................34

9. Contract Modification..............................................................................................35

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9.1 Creating a Contract Modification.......................................................................359.2 Changing a Contract Modification.....................................................................40

10. Misc. Reports........................................................................................................4010.1 Contractor’s Performance...............................................................................4010.2 Weekly Charges of Working Time...................................................................41

11. Transferring a Contract.........................................................................................4111.1 Transferring a Live Contract............................................................................4111.2 Transfer the contract to the wrong FieldNet ID...............................................42

12. Change to FieldManager Effective April 2010- Contractor’s Read Only Copies...4212.1 Contractor Request for Read Only copies of the contract...............................4212.2. Set up for a Contractor to Receive Read Only...............................................43

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1. Introduction to FieldManager1.1 What is FieldManager?FieldManager is a program for construction documentation, contractor payments and communicating with the Wisconsin Department of Transportation. FieldManager communicates with four programs: Field Information Tracking System (FITS), Project Tracking, FieldNet and Construction Administration System (CAS). FITS will always be downloaded on to a PC along with FieldManager.

FieldManager can create IDRs, diaries, stockpiles, contract modification, estimates and etc... FieldManager requires a log in which will be discussed further in this manual. FieldManager is an important program to field engineers because this is their way of paying their contractors for the work that has been completed and provide critical documentation of the project. This program allows field engineers to mke advance payments to the contractor for certain items that may have to be ordered by the contractor.

This manual will walk you through every step that either a field engineer or a project manager may encounter. If you have any further questions contact your region’s contract specialist.

1.2 Overview of FieldManager menus and toolbarsBy default, FieldManager has 2 toolbars and a main menu.

Figure 1: Contracts Screen

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ToolbarsThe upper toolbar’s options change depending upon what screen/option you are accessing. A <FieldNet Mailbox> button has been added to this toolbar.

The right hand toolbar’s options are static and include:<Docu> Change Contract Documentation <Contractors> Field staff add subcontractors on the contract.<IDRs> Inspectors add/change Inspectors Daily Reports<Diaries> Project Leaders add/change Daily Diaries<Items> List of items under contract or added via Contract

Modification<Materials> Not used by WisDOT<Stockpiles> Field staff add/change stockpiled items.<Estimates> Field staff create estimates/vouchers.<Cont Mods> Field staff add/change contract modification documentation.<Misc Rpts> Prewritten FieldManager reports<Inquiries> Prewritten FieldManager queries

Main Menu optionsNOTE: Any changes made under these menu options, only affect the current database.

File menu – Printing, Contract archive (part of finals process), Database backup, and Contract Import/Export

Edit menu – Add, Undo, Cut, Copy, Paste, Select All

View menu – Refresh, Filter, Sort, Quick Inquiries (reports), Multiple contract inquiries (reports), plus all the options that appear on the left toolbar

Utilities menu – User preferences – Window default settings, Default logon ID, Entry settings, and toolbar customizationChange password – Current user may use this option to change their FieldManager password.System Management –

Maintain Users – Add, modify, and remove FieldManager usersLocks – Occasionally a process locks a contract. This menu option allows the user to unlock the contract.System Configuration – Used by ACM IT Staff ONLY to configure your FieldManager database and activate your FieldNet account.Load Agency Configuration – Field staff may be directed to import a new agency configuration file during the field season using this option. The initial install is completed by ACM IT staff.Maintain Datasources – Used by ACM IT staff to add databases and set the default logon database.

Maintain Material Files/Forms/Sources – NOT used by WisDOT

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Maintain Local Materials List – NOT used by WisDOTAgency Master Reference Lists – Master WisDOT items, vendors, code tables and percentage items. (Materials functionality not used by WisDOT.)FieldNet –

Send Outbox to FieldNetGet Mail from FieldNetShow Mailbox (easily accessed by toolbar button)Request Contract Refresh from FieldNetRequest Reference Files from FieldNetImport File to FieldNet Inbox – Used only when directed by ACM IT staff or FieldNet Administrator.Export FieldNet Outbox to File – Used only when directed by ACM IT staff or FieldNet Administrator.

Combine Outbox Files – NOT used by WisDOTInquiries – Prewritten FieldManager queriesMiscellaneous reports – Prewritten FieldManager reports

2. Getting Started2.1 Logging into FieldManagerWhen first receiving your contract you may need to setup your user ID and password. Generally the IT staff for your region will have this set up for you already. If it is not, enter the following into the Login window. User ID: admin Password: password.

Once you are logged in, select the Contracts tab. The contracts that are assigned to your FieldNet ID will be displayed.

2.2 Main Screen of FieldManagerIf you have more than one contract you can filter and search for your contract. Double clicking the column will sort the information by that column. Also there is a text button where you can enter the contract ID. Remember that the contract ID is different than the project ID.

There are six different columns in the mains screen of FieldManager: Contract ID, Contract Description, Managing Office, Closed, Access and Prime Contractor.

Contract ID: The ID consists of the date and proposal number of when the contract was let, for example 20080213001. This contract was let on Feb 13, 2008 and was proposal 1.

Contract Description: This is the Project Title

Managing Office: This is can either be DOT, county, city or consultant

Closed: When a project has had the final estimate sent, it is consider closed

Access: It will either be read only or active. Read only means you cannot make any changes to it, only viewed.

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Prime Contractor: The prime is the contractor with the largest percentage of work. They will be the main contact for the project staff and delegation between the subcontractors

2.3 FieldManager Utilities

2.3.1 User Preference

User Preferences allows you to manipulate FieldManager to how the user prefers. The location to where to backup FieldManager data can be changed in this screen.

Figure 2: General Tab under User Preferences

In this screen the default location for the backup of your FieldManager data can be adjusted. After so many log off/on’s, FieldManager will notify you that a backup of the files should be done. Backup of FieldManager data can also be done manually through the path of Select File, Backup Data.

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Figure 3: Backup Data

If FieldManager automatically does it or if you manually do it, FieldManager will ask if you would like to save it to another location. It is required that it is saved to another drive such as a CD or flash drive. This will prevent any issues if the field computer crashes. After saving it to another location choose No to saving it again to another location.

Figure 4: Entry Defaults tab under User Preferences

The screen above will change the defaults for Item Posting and Material Approval. The remarks column is where “Estimate Only” is documented until the final posting. Before the final posting, changing the default will be handy since this entry will lead to the

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source document for this item. Each item will have a different source document page number

Figure 5: Toolbar Tab under User Preferences

This tab in the User Preferences will allow for manipulation of the setup of the FieldManager screen.

Figure 6: Inquiries Tab under the User Preferences.

This tab will change the set up of the Items screen. The items can be sorted in three different ways.

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2.3.2 Change Password

The default password can be changed by entering the previous password and the new password. The default password is the user ID.

Figure 7: Change password screen. Default password is your user ID

2.3.3 System Management

In System Management, users can be added, with their level of security adjusted.

2.3.3a Maintain Users

Figure 8: Add User Screen

When selecting Maintain User, a screen of all the users will be displayed. Choose Add and Figure 8 will open. Enter in the above information and select OK.

User ID: will be six letters long. The first three letters will be either msc or dot depending on if the FieldManager user is a consultant or WisDOT employee. The last three letters will be the FieldManager user’s initials.

Password: Usually it is the user id

Security Level:

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FieldManager User- Can send estimates, produce diaries, etc. Only thing that cannot be done by FieldManager User is editing the user information

FieldBook User- Can only creates IDRs and view the status of the contract.

Read only- Cannot make any changes to the contract. Can only view the contract.

System Administrator- Has complete access to all FieldManager options.

2.3.3b Removing Locks

Systems that can have contracts shared on them can have issues with contracts being locked out by other users. Contracts can only be looked at by one user. Usually after a person looks at the contract and does not exit out of FieldManager that can put a lock on the contract. To remove the lock you need to go to the PC that it was last opened on.

Figure 9: Lock Menu which is located under Utilities

If there is a lock on a contract, the contract ID will appear in this screen. When there is a contract in this screen, select the contract and hit remove locks and OK. Once this is complete the contract will be able to be open and edited by another user.

2.3.3c System Configuration

In system configuration, you will be able to see the regional location for a contract and what drives the inbox, outbox and archive are located at. Below is the location of your FieldNet ID. Choose the FieldNet ID tab

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Figure 10: System Configuration screen which is located under Utilities

2.3.4 Contract Refresh, Retrieving Reference and FieldNet ID List

Contract refresh is the used in the field to get updated information that has been entered in CAS or Project Tracking. Contract Refreshes should be done at less once a week.

3. Editing Contracts3.1 Contract Documentation

It is critical that information is entered correctly in the Contract Documentation screen when the contract is loaded. When this information is entered, it allows for the WisDOT and other agencies to see contact information if there are issues with a project or contract. To enter the contract staff information, select the Contract tab, the Docu tab and enter in the project leader, resident engineer, managing office manager and managing office. When all information is entered, close FieldManager and open FITS and merge. FITS will prompt you to choose either to merge or not to merge. Merging FITS takes the information from FieldManager and generates it into Project Tracking and CAS. To enter further information about your staffing, this information is entered in FITS.

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Figure 11: Change Contract Documentation Screen

3.1.1 Notice to Proceed DateA notice to proceed date is enter through Construction Administrative System (CAS) by the managing consultant or WisDOT. Requesting a contract refresh or merging your FITS will bring in the date from CAS. If this date is not entered, estimates will not be approved.

3.1.2. Construction Started DateThis is the date that construction starts. This date, along with time charges start date, need to be entered.

3.1.3. All Contract Work CompletedWhen the project is complete this date needs to be entered. After this date is entered, merge your FITS. This section will send this date to project tracking saying construction ended on this date. If this date is not entered then the reports that the DOT create will not be accurate. Before entering in the All Contract Work Completed, check with your MC on what date he or she would like in there.

3.2 Viewing Site TimesSite Times are initially input into CAS. When FITS is merged, it will update the site times in FieldManager. Site times are the type of contract time the contract has. Examples are working, calendar, or completion day contract. The number of working days or the completion date will also be displayed. To view these select the change contract documentation tab and select the site times tab within this screen.

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Figure 12: Site Times Tab under the Change Contract Documentation

Time charges start and end dates should be entered when time is being charged or ended. If the time charges stop date is not entered, liquidated damages could start. At the beginning of the project, two areas need a date entered and when a project is complete, two dates should be also be entered.

3.3 Adding and Changing Breakdown

Figure 13: Adding and Changing Breakdown Screen

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To add a breakdown, choose the breakdown tab under the Change Contract Documentation. Select add and you will see the screen above. In the drop bar it will contain all the project IDs that belong to this contract. Enter in the breakdown ID and description and click Save. To edit the breakdown, right click the breakdown and select change breakdown.

3.4 Adding and Changing Site Times

Figure 14: Adding and Changing Site Time Screen

Adding and changing site events are similar to adding and changing breakdowns. Select the Site Events tab under the Change Contract Documentation. Choose the drop bar for the site time and action. The date is the effective date for the new site event breakdown. Input remarks describing this new site time event.

3.5 Adding and Changing Contractors Information

3.5.1 Adding a Contractor

When items are paid for by an estimate, these items are tied to certain contractors that are providing these items and labor. Select the contractor tab and choose add.

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Figure 15: List of contractor to choose from for adding a contract

To find the contract either scroll down or filter the results to narrow down your search. Once the contractor has been selected, the address will automatically populate. Choose the drop down button to select what work the contractor is doing, for example general construction or signals. Each contractor has a certain portion of the work. Assign the dollar amount that the contractor has been awarded. Contractor information should be verified with the use of the Request to Sublet that the contractor will provide prior to construction. Some contractor’s have multiple addresses.

Figure 16: Contractor Information Screen

After completing the information click the Items tab in the Add Contractor screen. Select Add, this will display all the items that is associated with this project. Select the items that belong to the contractor. Once the information is added, the items tab will display all the items and quantities this contractor is associated with. If an item was added by mistake, select those items and select delete located at the bottom of the screen.

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Figure 17: Items Tab under the contractor information.

3.5.2 Changing Contractor Information/ Items

If a mistake was made or contractor information needs to be changed, right click on the contractor name. The options to add contractor, change contractor, delete contractor will be given in this menu. Choose change contractor and make adjustments per section 3.2.1.

Figure 18: Changing Contractor Information

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4. Items4.1 Viewing Items and Filtering ItemsItems are located in the right hand toolbar. These items contain all the information that is tied to the contract. If there is more than one project ID tied to the contract, you can choose to click which project you would like to see and it will only display the items that belong to that project ID. If you have more than one category, you can choose the category and it will modify the list as the same way as it did for narrowing down the project ID. To sort the items by the column, double click on the column and it will sort it.

4.2 Item Screen for each Item

Figure 19: Item Main Screen

To view an item more in depth, double click on the item and the screen above will appear. Under the General tab, it will show the breakdown of the item by project and or category. If there is more than one project or category, it will show the item for each. It will say what is authorized, placed or paid for each project or category.

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4.2.1 Documentation of Items

Figure 20: Documentation Screen under the Item Tab

In the Documentation tab, there are four areas that can be edited.

- Item Completed: When an item is complete, choose yes. If you choose yes to this item and try to make a posting to it, FieldManager will ask if you would still like to still make a posting to an item that is complete. If you do want to make a posting to the item choose yes. After you made your new posting the item will stay completed.

- Documentation Box: Can enter comments to further explanation, this may be adjusted per each region’s documentation requirements.

- Attention: A flag which marks an item posting for future attention (by either the engineer or the supervisor.)

- Notes: Gives the reason why the item went over or under original contract amount.

4.2.2 Contractor’s Tab

The Contractor’s tab allows you to make comments in the remarks box referring to the contractor and any items associated with them.

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4.3 Printing Item History to DateWhen a project is complete, and Item History to Date needs to be created. The item history should be done according to item number order. This aids in the finals review process. An easy way to help prevent you from having to manually put the sheets in order is to set the printing process so they are sorted by Item Number. To print out the item history in this order, select Inquiries from the left toolbar. The screen below lists the different reports that can be produced.

Double click on Item History to Date. All of the items for the project will be listed in the Select Item History to Date screen. If a report is needed for only one or two items, you can just double click on the item and select print. If the entire project’s item history to date is needed, choose sort. If sort is not chosen, it will print the default order. Default order is the according to alphabetic order. The sort screen will open and select sort “order by” in the drop box and sort the selecting by Item Code.

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5. Inspector’s Daily Reports (IDR)IDRs are used to communicate the daily activities of the contractor and the quantities of items placed or removed by the contractor. IDRs are helpful for looking back at a project to see what was exactly done. IDRs are also the first step in getting the contractor paid. The quantities are done within the posting section of an IDR. Postings then communicate with the estimate part of FieldManager. When an estimate is created it pulls from the postings. In an IDR, more than one contractor can be referred to.

5.1 Adding an IDRTo create a new IDR choose the IDR tab at the right toolbar. In the IDR screen, choose Add from the top toolbar.

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5.1.1 Adding Information to the General Information

Figure 21: General Tab under the IDR Tab

IDR Date: This is the date of inspection, not when you create the IDR. The date can be changed to a past date if the IDR is being created after the day of inspection.

Inspector: This would be the person doing the inspection.

Weather & Temperature: Enter the weather information into the IDR. This information can then be pulled into the diaries which will be discussed in Section 6. This information can also be entered in the Daily Diary.

Comments: The activities of the contractor will be filled in this spot. Anything they did or any issues that they ran into. Note any changes in the plans. Multiple contractors can be reported on in an IDR.

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5.1.2 Adding Contractor Hours and Equipment (Contractor Tab)

Figure 22: Contractor's Information in the IDR

The contractors are located in the top portion of the above figure. Choose the contractor that was being inspected. Check the contractor’s box.

Personnel: Enter who was working.

Number: The number of employees working for that length of hours.

Hours: The number of hours they were on your job site.

If some employees worked different lengths of time make another listing to split the grouping up. For example

Laborers 3 2.5 hours

Laborers 1 6 hours

Foreman 1 2 hours

Equipment: List all equipment used such as a cold roller, paver and etc

Number and hours were entered the same way as personnel were entered.

5.1.3 Adding a Posting to an IDR

A posting is defined as attaching a specific quantity to an item that was worked on or referenced in the IDR. When an IDR is generated, it will update the quantities and pay those items on an estimate. To add a posting, select the posting tab and choose add. Refer to the screen on the next page.

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Figure 23: Posting Tab in an IDR

All the items within the project will be displayed in the window. Select an item.

Figure 24: Adding an Item in IDR

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Choose the category and contractor. If there is only one contractor assigned to this item, it will be the default contractor (prime). Enter the quantity. Quantity can be a negative amount. If there was overpayment it can be corrected by deducting the quantity. In order to save and generate the IDR, either the station or location must be filled in. Remarks could be stated Estimate Only until the final posting which would say Final Posting See sheet xxxx.xx. This is one example of how this is done. The remarks box will direct the reviewer to any source documentation for this item. Refer to Section 2.3.1 for IDR settings. When doing multiple postings, be aware that the entries for station, location and remarks will default to the last entry placed and this information will not need to be reentered. If you need to post more items choose Add More and when complete, select OK.

A posting can be done without doing an inspection on a contractor. Note in the comment box in the General Tab “Posting Only.” Do not check any contractors or enter any information in that tab.

5.1.4 Viewing the IDR

Choose the View tab and it will show what the IDR will look like. It will show the comments, any postings, author, weather and contractor(s).

5.1.5 Completing an IDR

If the IDR cannot be completed at any time, choose Save. This will save the IDR and will allow the IDR to be edited at a later time. If the IDR is complete and can be submitted, choose Generate located in the top toolbar. If the response is YES, FieldManager takes a moment to generate the IDR and then displays the Print dialog box. Adjust the printer settings just as if you were printing a document from a word processing or spreadsheet program, and click OK. FieldManager prints the IDR report and marks the IDR as generated in the system.

Note: If you do not want to print the paper report, click CANCEL in the Print dialog box. Doing so will not cancel the generation; it will only cancel the printout of the report. To print the report later, select the IDR from the IDRs list window, click the REVIEW button on the Window Toolbar.

5.2 Editing an IDR

5.2.1 Changing General Information for IDR

Choose the IDR tab, this will display all IDRs that have been created. Select your IDR by right clicking on it. Options such as review and change will be listed in this menu. Select change. By selecting change, you can edit all of the information within the IDR.

5.2.2 Changing Contractor Hours and Equipment.

Choose to change the IDR and select the contractor tab. To change the following areas follow the steps below:

Contractor: To change the contractor uncheck the box and select the correct contractor.

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Personnel and Equipment: If the hours or number need to be adjusted, select this box and edit the number. If personnel or equipment needs to be removed, choose delete personnel/equipment at the bottom of the screen

5.2.3 Changing or Deleting a Posting

Right click on the IDR and select change. Refer to the steps in 5.2.1 and 5.2.2 if the general or contractor tabs need to be edited. Choose the posting tab.

If an item needs to be deleted, highlight the item and select the delete posting button.

If a posting needs to be changed, select the item and click the change posting button. The posting screen will appear for the item you selected. Refer to steps in 5.1.3. Enter the new quantity and any other information that needs to be changed.

Changing a posting quantity can only happen if an estimate has not been submitted. If an estimate has been created, the other areas can still be edited. Once the change has been made in the General, Contractor or Posting tabs, choose save and if further editing needs to be done at a later time, it can be. Saving a gerneated IDR will cause the IDR to become un-generated and you will receive a box that describes this. Every time an IDR is edited it will have to be generated again.

5.2.4. Deleting an IDR

Select the contract ID and choose the IDR tab on the left toolbar. All IDRs that have been created will be listed. Right click on the IDR that needs to be deleted. Choose delete and it will prompt a screen that asks if you would like this IDR to be deleted. Choose Yes.

As FieldManager begins the deletion process, it first checks for item postings on the IDR. If there are any postings, FieldManager will display a Warning window indicating that the IDR cannot be deleted. If this message displays, you must delete all the item postings in the IDR before deleting the IDR,

Note: If there are any posted quantities on the IDR which have been paid on an estimate, the IDR cannot be deleted.

6. Diaries6.1 Creating a DiaryDiaries are records of everyday activities during the construction periods through the eyes of the project construction leader (PCL). Diary entries are also needed for weekends and days that contractors are not working. Diaries are composed of IDR’s and documentation of other activities that happen during that day. All diaries need to be printed and kept in a binder and submitted as part of the finals boxes.

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Figure 25: List of IDR under the IDR Tab

Select the contract ID and the Diaries tab in the left toolbar. The Daily Diaries screen will show all the diaries entries that have been saved or generated. In the top toolbar, select Add.

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Figure 26: New Diary Entry

After choosing Add, the above screen will appear. Enter the following information:

Diary Date: This is the date that the diary is being created for and work took place, not the day it was entered. Select the Calendar button next to the date text box and this will prompt a calendar in which you can choose the dairy date.

Author: When you sign in, the default author will be the person who is logged in. If that is not the author choose the drop bar and select from the users on this FieldNet ID.

Temperature, Sunrise & Sunset: Enter the information for that date. This information can be found online.

Weather: This is a short description of what type of day it was. For example partly cloudy

Comments: Enter in any information about the project that occurred that day.

To bring in IDRs from your FieldManager or from Fieldbook, select the bring in weather and comments button in the lower right corner of the screen. Remember the comment box does not have a spell check like Word.

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6.1.1 Site Times in a Diary

Figure 27: Charging Time in a Diary

The Site Times tab will generate the days charged to the contractor.

Contractor(s) Working: Choose Yes or No. When choosing yes, enter in the hours available and the hours worked.

Controlling Operation: The controlling item for the project.

Reasons for Delay: If the contractor did not work all the hours available or did not work, list the reason for this.

Comments: List any comment about the contractors for that day.

If the contract is a working day contract, the Charge column will list the total amount of days charged to this contract. If it is a completion date contract, like the one above, it will have no number in the “charge” column.

6.1.2 Viewing and Generating a Diary

After all entries have been completed, choose the View tab. This is similar to the print preview button in Microsoft Word. This will show all the information placed in the diary include all IDRs.

After the diary has been completed, selected the generate button. It will prompt two print screens. Diaries have to be printed and submitted with the finals. Estimates cannot be made without all the diaries being generated.

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6.2 Editing and Deleting a Diary

Choose the main screen of diaries and in the top toolbar, there is the option to add, change or delete. Select the diary entry that needs to be edited or deleted.

6.2.1 Editing a Diary

FieldManager will ask if you would like to un-generate the diary when you choose to edit it. Choose yes. Refer to the steps in Section 6.1. and once complete, regenerate the diary.

6.2.2 Deleting a Diary

After choosing the option to delet, FieldManager will prompt a screen asking if you would like to delete this diary entry.

7. Stockpiles7.1 Adding a New Stockpile

Figure 28: Introduction to Stockpile Wizard

Creating a stockpile is for items that need to be delivered or purchased prior to placement, usually far in advance. When creating a stockpile, only one item should be in each stockpile. You can create as many stockpiles as needed. Stockpiles are

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usually one of the applications in FieldManager that gives the users the most trouble. Stockpiles will be explained in a step by step method.

Screen 1: Figure 28 is first screen of the stockpile wizard. This explains the different steps in the future screens.

Figure 29: Step 1 of Stockpile Wizard

Screen 2: In Figure 29, choose the stockpile description and enter the comments describing this stockpile. Stockpiles comments are not required in this screen in order move on to the next step.

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Figure 30: Step 2 of Stockpile Wizard

Screen 3: In Figure 30, choose the date of the transaction and enter in the amount that the contractor is requesting this stockpile for. In this screen you will need to enter the transaction comments to move on to the next step.

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Figure 31: Step 3 of Stockpile Wizard

Screen 4: Choose Add Item and the item screen will appear. Select the item for the stockpile. In this screen, items can be filtered or sorted to make them easier to find.

Figure 32: Step 4 of Stockpile Wizard

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Screen 5: It will show the item and all the information about the item. The current dollar amount is the amount that was entered in the transaction box. Then choose the recovery factor. The stockpile wizard will give you what quantity will create a slower or faster recovery factor. Choose your quantity and then the recovery factor will adjust to that quantity. The recovery factor determines the time it takes for the DOT to recover already paid stockpile amount. By applying a faster rate the initial payment to the contract can be greatly reduced. By applying a slower rate, the payments to the contractor can be more balanced.

Recovery Factor: The dollar amount that the stockpile payment will be recovered per unit of item paid.

Recovery Quantity: The number of units of the item that you want to use to recover the stockpile payment.

Whichever field is entered the other will fill in the others value. Choose Finish and this stockpile will now be listed in the stockpile list. When the item that a stockpile is created for is paid, money will be taken out of the stockpile until it is reduced to zero. Stockpile payments will be shown on the estimate.

7.2. Editing a Stockpile

To correct errors on stockpiles, select the appropriate contract in the Contracts list window, and click the STOCKPILES button on the Application Toolbar to display the Stockpiles list window. Select the stockpile from the Stockpiles list window, and click the CHANGE button on the Window Toolbar. FieldManager displays the Change Stockpile Wizard. It will take you step by step which is similar to the stockpile wizard for adding a new stockpile.

Step 1: Can edit the type of stockpile and the comments

Step 2: Can Correct the transaction date, transaction amount and transaction comment. If you filled in the wrong Transaction Dollar Amount previously, enter a balancing value in the Transaction Dollar Amount field to equal the amount it should have been. If no errors were made, this value can remain at $0. Enter a transaction comment in the Transaction Comments field if desired.

Step 3: If you specified a Transaction Dollar Amount other than $0 in Step 2 of 4, it is necessary either to redistribute the amount among the items listed, or to add or delete items.

To redistribute the remaining stockpile amount among the items, individually select the items and enter values in the Change in Dollar Amount (+/-) field so the Current Dollar Amount value equals the total dollar amount desired for each item. The Stockpile Dollar Amount Remaining and Dollar Amount Left to Distribute fields are there to help with this procedure.

To assign new items to the stockpile, click the ADD ITEM button. To delete items from the stockpile, select the item(s) to delete, and click the DELETE ITEM button.

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If payment has already been associated with the item, you will be unable to delete the item.

Step 4: If you specified a Transaction Dollar Amount other than $0 in Step 2 of 4, or redistributed the Stockpile Dollar Amount Remaining among the items, it may be necessary to specify new Recovery Factors or Recovery Quantities for the items. Individually select the items and specify a new Recovery Factor or Recovery Quantity for each item.

No matter what steps are edited, you will have to go to the last step and hit finish. Closing out the stockpile edit before finished will not save the changes that were made. When a stockpile has distributed the payment, change the stockpile rate to zero once it is complete. A final estimate cannot be sent due to a stockpile not being balanced. Stockpiles can be balanced by checking a balance stockpiles box in the Estimate screen. This will be further explained in Section 8 Estimates

8. Estimates8.1 Adding an EstimateTo add an estimate, select the appropriate contract from the Contracts list window, and click the ESTIMATES button on the Application Toolbar to display the Estimates list window. Click the ADD button on the Window Toolbar. A Select Estimate Date and Type window will display.

Figure 33: List of Estimate under the Estimate Tab

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The estimate type should be always be intermediate while out in the field. Only certain people can send tentative and final estimates. Choose OK. The next screen will show the # of this estimate, the amount of the estimate, the percentage of work completed with this estimate, stockpile amount and number of work days completed with this estimate. There are two areas that can be filled out in this screen. Balance Stockpiles and Comments. When sending a final estimate, stockpiles have to be balanced. This is an easy way to balance stockpiles without editing stockpiles. In the comments area some field engineers put their name and phone number. This is so that if there is a problem or an error with the estimate, the staff in WisDOT’s central office will know who to call.

Estimate should always be intermediate and should never be negative unless permission from the regional contract administration.

8.2 Viewing an Estimate/ Vouchers

Before generating the estimate, always check your work. Click on the VIEW ESTIMATE tab of the Add Estimate tab window to view an electronic copy of the Construction Pay Estimate Report that will print out when the estimate is generated.

After the estimate is generated the estimated is consider a voucher. WisDOT will sometimes refer to it as a voucher but it is the same thing as an estimate. To view generated estimates. Choose the main estimate screen. It will have all the estimates that have been created. Select the review button in the top toolbar or right click on the estimate and choose review.

8.3 Generating an Estimate

Once all the information is reviewed and the estimate is correct, click the GENERATE button while still in the Add Estimate tab window. If you close the estimate screen it will ask if you would like to generate the screen. If you choose no, it will not save the estimate. You do not have to save or generate every estimate that is created, closing the estimate window will allow you to go back and adjust any errors found.

After generating the estimate, FieldManager will prompt two print screens. Construction Pay Estimate Report and the Construction Pay Estimate Amount Balance Report will be the two reports that will print from those screens. Messages will be cached and need to be sent out. Proceed to FieldNet mailbox and send your outbox. Either click the FN Box in the upper toolbar or go to Utilities, FieldNet, Send Outbox. After sending your outbox, merge FITS so other databases can be updated. When the estimate is approved you will need to get mail. Double click on the new mail to import it in FieldManager. Estimates are usually approved within 24 hours.

8.4 Sending Read Only Estimates

When sending an estimate, a read only copy can also be sent to anyone who has a FieldNet ID. Setting up a read only copy will ensure that every time the estimate is sent, that person will receive a copy.

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Choose the contract ID and select documentation tab. Under the documentation tab is R/O Distribution tab. Choose add receipt. A screen of all FieldNet IDs will pop up. Do not type in the FieldNet ID. Either choose the filter button or scroll to the FieldNet ID. Once the FieldNet ID has been selected, the next estimate will be produced and a copy will be sent to this FieldNet ID.

If this person with this FieldNet ID does not want to receive R/O copy of the estimates anymore, you can either uncheck the box or choose to delete them from the list by selecting delete recipient.

Figure 34: Read Only Screen under Change of Contract Documentation Screen

9. Contract ModificationA contract modification modifies the terms of the original contract. A contract may be modified for a number of reasons: items may need to be added to the contract, item quantities of existing contract items may need to be increased or decreased, or a time extension or change in the wording of the contract may be required.

When a contract modification is created, FieldManager automatically assigns a contract modification number to it. This identification number is used to track the contract modification, and it may not be altered by the user.

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9.1 Creating a Contract Modification

Choose the contract that a contract modification is needed for. Choose Contract Mod button in the left toolbar and choose Add.

9.1.1 Adding Information to the General Tab

The GENERAL tab of the Add Contract Modification tab window contains general information about a contract modification.

Figure 35: General Information for a Contract Modification

Short Description: It is a short description of the contract mod. Also should say it if it federal exempt or not. Description of Changes: This will go more in depth of the contract modification and the reasoning for it.

Above the short description the status will be draft until it is generated or approved.

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9.1.2. Increasing or Decreasing an Existing Item

Figure 36: Selecting an Item for an Increase or Decrease in the Contract Modification

If the item needs to be increased or decreased select the Inc/Dec tab. Choose Add. All the items in the contract will be listed in this screen. Sorting can be done by double clicking on the column or choosing the filter or sort button.

After selecting the item, the screen below will be the next screen

Figure 37: Can Enter the New Quantity in this Screen

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The item will be listed in this screen. At the bottom of the screen the first text box will be the quantity adjustment. If the quantity of the item needs to be reduced enter a negative sign before the amount. If it is a positive amount a plus sign is not needed before the quantity amount. In the remarks text box, enter the reason why this needs to be increased or decreased.

9.1.3 Adding a New Item

Figure 38: New Item Tab in a Contract Modification

The following information needs to be entered

Item: Enter the item number or choose the drop box and select the item

Supplemental Description: This is the description of the item.

Item Type: A code value representing the kind of item.

Unit Price: Unit price is the value submitted by the contractor and agreed upon by the engineer.

Reason: Explain why this item is needed and the amount that is needed. It must begin with the following reason codes

Reason Code CR – Cost Reduction MI – Miscellaneous PC – Plan Change PI – Plan Inadequacy RO – Request by Others

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SE – Safety Enhancement SS – Change/Credit Standards & Specs

Section: The number assigned to the grouping of proposal work items

Proposed Quantity: The amount needed for this item in the contract modification.

If the new item is a SPV make sure in the supplemental description it starts with .0X. If there is already a SPV.180 then the new one being add should start with .02 in the supplemental description text box, i.e., 02. (Description).

9.1.4 Time Extensions

When a contract is running over time due to reasons that couldn’t be controlled, a contract modification can add time so liquidated damages are not assessed. To add a time extension, select the time extension tab in the contract mod screen. A contract modification should be done before the project goes over the days or past the completion date as liquidated damages have already begun at that point.

Figure 39: Time Extension for Contract Modification

Enter in the reasoning for the extension of the contract time. For the following contract modification enter the following

Completion Day: Enter in the new end date

Working Day: Enter the number of days needed to complete the work. Do not count weekends.

Calendar Day: Enter in the new end date.

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Note for Time Extensions: After it has been completed, please email Kristen McDanield, Kristen.mcdaniel@dot.wi.gov, letting her know that a contract modification was approve for the certain contract and state what the new time extension is. She needs to verify it went through in the system.

9.1.5 Viewing Contract Modification

Click the view tab to see a draft of the contract modification. There will be a watermark on the contract modification saying draft. When it is generated it will not print with that watermark.

9.1.6. Generating and Approving a Contract Modification

Once a contract modification is correct and complete, generate it so that it can receive a pending status (changed from draft) and be sent off for the necessary approvals and signatures. This also applies to revised contract modifications. Select the Generate button in the upper toolbar. It will prompt a verification that you want contract modification number __ to be generated. A print screen prompt will allow you to print the contract modification. Send your outbox and merge FITS after generating a contract modification. Until the contract modification is approved it will have a pending status.

After you have received the signatures that are required for your contract modification dollar amount, go in and approve your contract modification. Choose your contract and select the contract modification tab. In the upper toolbar, select the Approve button. A screen will prompt asking if you need supervisory approval. Choose No. The supervisory approvals are the signatures you acquired before approving the contract modification. After approving the contract modification send your outbox and merge your FITS.

9.2 Changing a Contract Modification

If a change to a contract modification is needed, choose the contract modification tab. In the upper toolbar select change or right click on the contractor modification and select change. If the contract modification has been generated after the changes have been made, the contract modification will have to be regenerated and will have a revision number on the print out. The contract modification that has the signatures needs to have the final revise number.

If a contract modification has already been approved, another modification will have to be created to balance the mistake created in the first one. The contract modification process for this will be the same as any new contract modification.

10. Misc. ReportsIn Misc Report, the following reports can be created: Weekly Charges of Working Time and Contractor Performance.

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10.1 Contractor’s Performance

Contractor’s Performance is a way for the field engineer to evaluate the contractor and subcontractors. This report is evaluated by WisDOT, project managers and project supervisors. If you are filling out a contractor performance for a local program project, the signatures will come from the MC for construction for your region that along with the project leader. If you are doing a project for the region it will be that project’s supervisor.

The contractor performance has to be filled out for the prime and each subcontractor. Enter in the rating for each category and the form will average each entry and give an overall rating. Please be advised that a rating of 5 is considered average.

10.2 Weekly Charges of Working Time

Each week this report should be printed off with a copy put in the final boxes and another to the contractor. Time charges entered in the diaries is generated into this report.

11. Transferring a ContractTransferring a contract usually occurs once the project is complete and ready to be submitted for a final review. Transferring a contract can also occur in the middle of the project if there are issues.

11.1 Transferring a Live ContractTo send a live contract open up FieldManager and select File. In the File menu select Export, Transfer Contract. FieldManager will ask if you would like to transfer via FieldNet. Select Yes. If you choose no it will go the path of transferring a contract via a CD or flash drive. You will need a corresponding Fieldnet ID that is located on a computer you are transferring the contract to.

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Figure 40: Transferring a Contract

The screen above will follow. Select transfer contract. A read only copy means nothing can be change in the contract.

Figure 41: List of FieldNet ID

After selecting to transfer the contract, FieldManager will display a screen with all the FieldNet ID. DO NOT TYPE IN THE FIELDNET ID. Select either the filter button or manually scroll to the FieldNet ID and highlight. Once the FieldNet ID is highlighted choose select. This will then go to your FieldManager outbox. Send your outbox.

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11.2 Transfer the contract to the wrong FieldNet ID

If the wrong FieldNet ID was selected, the outbox will still have to be sent. There is no way to go back and change the FieldNet ID once it has been selected. Record the following items if the wrong FieldNet ID was selected:

- The FieldNet ID it was sent to. This information can be found out by going to your outbox and it will have a column for this information

- The FieldNet ID you want it sent to- Your contract ID

After sending your outbox send an email to Kristen McDaniel with the information from above.

12. Change to FieldManager Effective April 2010- Contractor’s Read Only Copies12.1 Contractor Request for Read Only copies of the contractContractor should put in the request at the preconstruction meeting if they would like to receive read only copies of the estimates. The engineer can set it up for the contractors to receive it. If a contractor would like to receive updated files in between estimates or any other point, they will need to put in a request to the field engineer.

12.2. Set up for a Contractor to Receive Read OnlyTo set it up a read only copy of each estimate for the contractor to view, refer to Section 8.4. If the contractor wants to receive an update between estimates, proceed with the following

File>Export> Transfer Contracts> Choose Yes to transfer via FieldNet> Select Create A Contractor Read Only Copy of the Contract> Choose the contractor FieldNet ID> Send your outbox.

Some of the boxes that contractors will be able to see the following:- Documentation Tab

o Managing Office Comment box- IDR’s

o General Comments boxo Site Times Commentso Posting Remarks

- Diarieso Site Times Comments

- Estimateso Estimates Comments

- Stockpileso Stockpile Commentso Transaction Comments

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- Weekly Report of Time Chargeso Remarks

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