AASHTOWARE PROJECT
SITEMANAGER
RESIDENT ENGINEER
USER GUIDE
Engineering Applications Support Unit
Email: [email protected]
Phone: 303-757-9980
December 2016
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Table of Contents
1. Estimates ................................................................................................................................................................... 2
1.1 Approving Estimates ......................................................................................................................................... 2
1.2. Rejecting Estimates ........................................................................................................................................... 3
2. Change Orders .................................................................................................................................................. 4
2.1. Approving Change Orders ................................................................................................................................ 4
2.2. Approving Consultant Change Orders ............................................................................................................. 5
3. Generating Reports ........................................................................................................................................... 6
3.1. SiteManager Reports ......................................................................................................................................... 6
3.1.1 Change Order Reason Code Breakdown .......................................................................................................... 6
3.2. SiteManager Accessories Reports ..................................................................................................................... 7
3.2.1. Over and Unders Report ................................................................................................................................... 7
3.2.2. Weekly Time Count Report .............................................................................................................................. 8
3.2.3. Estimate Summary ............................................................................................................................................ 9
3.2.4. Payment Voucher .............................................................................................................................................10
3.2.5. CDOT Form 90 .................................................................................................................................................11
4. Reading an Estimate .........................................................................................................................................12
4.1. Header Page ......................................................................................................................................................12
4.2. Item Payments ..................................................................................................................................................13
4.3. Comparing Bid Quantity to Installed Quantity ...............................................................................................14
5. Overs and Unders Report ................................................................................................................................15
5.1. Reading the Over and Unders Report .............................................................................................................15
5.2. Project Financial Statement .............................................................................................................................16
6. Accessing CAR .................................................................................................................................................17
7. Accessing Reports .............................................................................................................................................18
7.1. Opening Reports in CAR .................................................................................................................................18
8. Accessing the CAR Report 250 ........................................................................................................................19
8.1. Opening the QA Sampling Checklist ...............................................................................................................19
9. Exporting Reports ............................................................................................................................................19
9.1. How to export a Report as PDF .......................................................................................................................19
10. Summary of CAR Reports ...............................................................................................................................20
11. Detail for Columns in Checklist Reports: ........................................................................................................22
12. Reviewing Final Documentation for SiteManager Materials ..........................................................................23
13. Bid Item List Functions ....................................................................................................................................25
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1. Estimates
1.1 Approving Estimates
From the Main Panel:
1. Select Contractor Payments.
2. From the Contractor Payments screen, select Estimate.
3. In the Estimate screen, select Estimate Approval.
o From the Estimate Approval Screen, select your
Contract ID.
4. To approve the estimate, select the check box next to
Resident Engineer in the Estimate Approval screen.
5. Select Save.
Estimate Approval
The Estimate Approval panel
enables authorized users to
approve estimates. The
approval process provides an
audit trail and prepares the
estimate for the creation of
the extract file that can be
used by CDOT’s financial
system (SAP).
The approval process is
supported by a chain of
approval levels established
by CDOT. Each approval
level corresponds to a user
group within SiteManager.
At CDOT, there are three
estimate approval levels:
Project Engineer
Resident Engineer
Accounting – Project &
Grants
The Project Engineer begins
the approval process.
Therefore, no subsequent
level can approve an estimate
until the previous level has
approved the estimate.
Remember, if there are any
Claims and Liens on a
project (109.6.3
Subcontractor/Supplier Liens
Final Estimate), the Region
will not submit the final
estimate to the Center for
Accounting until all liens
have been resolved.
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1.2. Rejecting Estimates
From the Main Panel:
1. Select Contractor Payments.
2. From the Contractor Payments screen, select Estimate.
3. From the Estimate screen, select Estimate Rejection.
o From the Estimate Rejection screen, select your
Contract ID.
4. Enter a rejection reason in the bottom window.
5. Select Save.
Estimate Rejection
Estimates should only be
approved after a careful
review of all information.
If errors are found,
simply reject the estimate
and make the necessary
corrections.
Once the Resident
Engineer has approved
the Estimate, it moves to
Accounting for approval.
Once accounting has
approved the estimate, it
is final and cannot be
rejected.
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2. Change Orders
2.1. Approving Change Orders
From the Main Panel:
1. Select Change Orders.
2. From the Change Orders screen, select Change Orders
Maintenance.
3. From the Change Orders screen, select Change Order
Review and Approve.
4. On the Change Order Header screen, select your Contract
ID and select OK.
5. Select the check box next to Approved.
6. Select Save.
Change Order
Any changes to a contract
must be made in
SiteManager through the
Change Order process. The
change order process allows
legal changes to be made to a
contract by creating,
approving, and tracking
changes.
Approving Change
Orders
All change orders on a
contract must either be
Approved or Denied in order
for the Physical Work
Complete Date to be entered
as part of the contract
completion process. Change
Orders may not be in draft or
pending status to achieve the
contract completion process.
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2.2. Approving Consultant Change Orders
From the Main Panel:
Select Change Orders
From the Change Orders screen, select Change Orders
Maintenance.
From the Change Orders screen, select Change Order
Review and Approve.
On the Change Order Header screen, select your Contract
ID.
Select Change Order.
Click the check box next to Approved.
Select Save.
Select the Open Option at the top of the window.
o You will see that there will be another Change Order with
the same number.
Select the duplicate Change order.
Select the check box next to the RE approval option.
Select Save.
NOTE: Not all consultant change orders will need to be approved
by the Resident Engineer. The Resident Engineer can assign a PE
delegate from their residency to approve consultant change orders.
Approving Consultant Change
Orders
Consultants must still go
through the hierarchical
approval process.
The Groups for Approval
window appears as a result of saving the Change Order in
pending status. The
Consultant Project Engineer (CPE) then selects at least
one approver from each
approval level. This is typically the CDOT PE and
RE or the RE twice. If the
RE twice, note the
requirement for the RE to approve the workflow twice.
101.103.6.1 of the construction manual says:
“The responsibilities of the
consultant fulfilling the role of the Project Engineer will
be similar to that of the
CDOT Project Engineer, however, the Consultant
Project Engineer and the
Consultant Professional
Engineer are not authorized to sign or approve Contract
Modification Orders
(CMO’s) and time extensions. The Consultant
Project Engineer and the
Consultant Professional
Engineer shall coordinate as a team to keep the RE
informed of project progress
as directed and manage the project work. All field
revisions and design changes
must be approved by the RE prior to implementation.”
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3. Generating Reports
3.1. SiteManager Reports
3.1.1 Change Order Reason Code Breakdown
From the Main Panel:
o Select Change Orders.
o From the Change Orders screen, select Reports.
o From the Change Orders screen, select Change
Order Reason Code Breakdown.
o Select the By Contract radio button.
o Enter your Contract ID (CXXXXX) or right click
and search.
o Once you have selected your Contract ID, select OK.
Generating Reports
The SiteManager Change
Order Reports panel
generates commonly used
trends in contract changes.
The following report topics
are available on this panel:
Change Order Report
Change Order/Reason
Code Breakdown
Unapproved Change
Order Aging Report
Time Extension Granted
Report
View Saved Reports
(PSR)
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3.2. SiteManager Accessories Reports
3.2.1. Over and Unders Report
From the SiteManager Accessories Main Panel:
1. Select Contract Administration.
2. From Contract Administration screen, select the Over
and Unders Report.
3. Select your Contract ID.
4. Select OK.
SiteManager
Accessories Reports
Overs and Unders
Report
The Overs and Unders report
is a summary of all line items
in the project contract. It
corresponds to the estimate
line numbers. However, it is
different from the Proposal
Schedule of Items because it
breaks out items into
respective categories and
includes items added by a
Change Order
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2
3
4
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3.2.2. Weekly Time Count Report
From the SiteManager Accessories Main Panel:
1. Select Daily Work Reports.
2. From the Daily Work Reports screen, select
Weekly Time Counts.
3. From the Weekly Time Counts screen, select the
Contract ID.
4. Once the Contract ID is selected, select OK.
5. Select the week you want to generate the report for.
SiteManager
Accessories Reports
Weekly Time Count
The Weekly Time Count
report shows the Time Count
for the contract as well as
Time Count Daily and Time
Count Weekly remarks.
All Time Count Daily
remarks for the week and
Time Count Weekly remarks
from the first 3 days of the
week will be included in the
report.
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2
3
4
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3.2.3. Estimate Summary
From the SiteManager Accessories Main Panel:
1. Select Contractor Payments.
2. From the Contractor Payments screen, select
Estimate Summary.
3. From the Estimate Summary screen, select the
Contract ID.
4. Once the Contract ID is selected, select the
appropriate Estimate Number.
5. Once the Estimate Number is selected, select OK.
SiteManager
Accessories Reports
Estimate Summary
The Estimate Summary
Report enables you to view
the detailed Estimate
Summary for an Estimate.
The report shows the
calculated totals for the
Estimate and the activity for
each line item on the
contract.
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1
3
4
5
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3.2.4. Payment Voucher
From the SiteManager Accessories Main Panel:
1. Select Contractor Payments.
2. From the Contractor Payments screen, select
Payment Voucher.
3. From the Payment Voucher screen, select the
Contract ID.
4. Once the Contract ID is selected, select the
appropriate Estimate.
5. Once the Estimate is selected, select OK.
SiteManager
Accessories Reports
Payment Voucher
The Payment Voucher
Report is a required report
that – upon signing by the
Resident Engineer – certifies
that the construction and
contract administration on
the respective project was
conducted in conformity with
the plans, specifications, and
state and federal
requirements.
With the RE’s signature, this
document also provides
approval for an interim
payment to the contractor.
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3
4
5
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3.2.5. CDOT Form 90
From the SiteManager Accessories Main Panel:
1. Select Change Orders.
2. From the Change Orders screen, select Form 90.
3. From the Form 90 Report Search screen, select the
appropriate Contract ID.
4. Once the Contract ID is selected, select the
appropriate Change Order.
5. Once the Change Order is selected, select OK.
SiteManager
Accessories Reports
CDOT Form 90
CDOT Form 90 enables you
to view the Change Order
data in the CDOT format. It
can be viewed at any point in
the Change Order lifecycle.
The form shows the Change
Order header information, all
items, time adjustments,
explanations, and any other
details included on the
Change Order.
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2
3
4
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4. Reading an Estimate
4.1. Header Page The Header Page of the Estimate will provide you with valuable
information pertaining to your project.
1. Time Charged, Time Allowed and Percent Time
Time Charged will show you how much time has been
charged to your project.
Time Allowed shows the total time allowed on your
project.
Percent Time shows the percentage of the time compared
to the time allowed on your project.
2. Current Project Amount, Award Project Amount and Percent
Complete
Current Project Amount shows how much has been spent
on the project to date.
Award Project Amount shows the Award amount for this
project.
Percent Complete shows the percentage completed
compared to the Award Amount for your Project.
3. Critical Dates
Letting Date
Award Date
Contract Execution Date
Contract Proceed Date
Accepted Date
SiteManager
Accessories Reports
Pay Estimate
SiteManager
Accessories Reports
Estimates
By understanding the fields
in an estimate the Resident
Engineer will have a better
understanding of the progress
of their projects.
Reminder
The Award Project Amount
on the estimate header page
is based on bid items only
and does not include the plan
F/A items or items added by
change order.
For a more accurate
depiction of your projects
financials ,please refer to
your Over and Unders report
and your form 65.
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4.2. Item Payments The Pay Estimate has seven columns. Each column has
specific information for the pay items.
1. Estimate Line Number
2. Item Code Number
3. Item Description
4. Item Bid Information
Bid Quantity
Bid Unit of Measure
Bid Unit Price
5. Previous and current quantities
Quantity paid on previous estimate
What the total quantity was paid on this estimate
The total quantity to date
6. Total amount for the current estimate
7. Total amount for to date (combining all estimates)
/
SiteManager
Accessories Reports
Estimates
By understanding the fields
in an estimate the Resident
Engineer will have a better
understanding of the progress
of their projects.
SiteManager
Accessories Reports
Estimates
By understanding the fields
in an estimate the Resident
Engineer will have a better
understanding of the progress
of their projects.
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4.3. Comparing Bid Quantity to Installed Quantity
To compare what has been completed on a bid item compared to
the overall total for that bid item just compare at the Current
Quantity (1) and the Quantity to Date (2) fields. This will help
you be more aware of the progress of your item and will help
identify any concerns that may arise.
SiteManager
Accessories Reports
Comparing Bid
Quantity to
Installed Quantity
How to look through the
estimate on what's completed
on a bid item compared to
the overall total for that bid
item and weighing that
against what project
timeline/progress and being
able to identify areas of
concern is an important
function for the RE.
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5. Overs and Unders Report
5.1. Reading the Over and Unders Report The Overrun or Underrun is calculated by subtracting the Bid
Quantity + Approved CO Quantity (column I) from the Projected
Quantity (column J) and multiplying by Unit Price (column F). [J
– I] * F
When the Projected Quantity is greater than the Bid Quantity +
Approved CO Quantity the result is an overrun and the result in
the Overrun or Underrun column is positive. If the Bid Quantity
+ Approved CO Quantity and the Projected Quantity are equal
the Overrun or Underrun will be $0.00. When the Projected
Quantity is less than the Bid Quantity + Approved CO Quantity
the result is an underrun and the result in the Overrun or
Underrun column is negative.
The Overrun or Underrun total is the difference between the
Contract Amount and changes including overruns and underruns.
The Projected Total is calculated by
multiplying the Projected Quantity
(column J) by the Unit Price
(column F). [J * F].
At the end of the report there are two totals. The first is Total for
Project the second is Totals for Contract. These are the totals of
the Overrun or Underrun and Projected Total columns. The
Totals for Project and Totals for Contract are always the same.
SiteManager
Accessories Reports
Estimates
The Overs and Unders
Reports reflects all system
and manual adjustments
made in the Projected
Quantities Report.
Project Engineers should
manage the Projected
Quantity for the MCR budget
as a draw down item and
enter the remaining balance
of item 700-70010 each
month prior to running their
Pay Estimate.
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5.2. Project Financial Statement The Overs and Unders report applies to the Form 65 Post-Award
status. At the end of the Overs and Unders report there are two
totals, Totals for Project and Totals for Contract. These numbers
should always be the same. These are summations of the Overrun
or Underrun and Projected Total columns and these numbers are
used in the Form 65.
The Overrun or Underrun number is shown in the ‘Overs
(Unders) – Inc Bid Items, CMOs and Plan F/A row (just above
row 6 under the PROJ’D to COMPL column. It does include
line items added in Change Orders with CO type “Modifications
with No CMO/MCR Required.” Because of this, in this example
the Overrun or Underrun total ($1,220,368.84) is greater than the
Overs (Unders) –Inc Bid Items, CMOs and Plan F/A number
($1,204,932.84) by $15,436.00. $15,436.00 is the summation of
the product of the Unit Price and Bid Quantity + Approved CO
Quantity for each item entered as part of a Modification with No
CMO/MCR Required” Change Order.
The Projected Total number is shown in the [7] Project
Commitment Amount [4+5+6] row under the PROJ’D to
COMPL column.
SiteManager
Accessories Reports
Project Financial
Statement
The Projected Total flows to Line 7 in the Current column
on Form 65.
The Line 7 amount is compared to the Current
Project Commitment Amount
to determine whether there is enough money in the
Contractor P O to cover the
anticipated costs.
If the projected amount is greater than the current
amount, funds need to be
added to the PO using a Funding Letter or the
Projected Quantities need to
be adjusted to decrease the projected total.
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6. Accessing CAR
Log into the SAP Portal.
Type in your Username and Password.
Click the Log on button.
Accessing Reports
How to Find CAR
Reports within the CDOT SAP Portal.
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7. Accessing Reports
7.1. Opening Reports in CAR
At the top menu bar select Reports.
Select CAR (CDOT’s Application for Reporting) box.
Click the Documents tab.
Towards the bottom of the Navigation Pane, click Folders.
In the Navigation Pane, click Public Folders.
Click the folder CDOT Reports.
Click the folder Trns*port.
View the list of available reports.
Accessing Reports Through CAR
All SiteManager Materials
reports are accessed through
the CDOT SAP Portal and
located on the CAR (CDOT’s Application for
Reporting) site.
Important Facts about CAR
and SiteManager Materials:
None of the reports can
be accessed through SiteManager.
The reports are not
forms. You cannot enter
information directly on the reports.
The reports pull data
from SiteManager. If the
data is not in SiteManager the data
will not be on the reports.
If you print or save CAR reports, you are encouraged
to get new copies regularly to
ensure you are working with current information. CAR
will automatically update
reports with the most recent data entered in SiteManager.
Note: Before you can use or
access CAR reports, you
must submit the Colorado
Department of
Transportation Access Request Form.
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8. Accessing the CAR Report 250
8.1. Opening the QA Sampling Checklist
Double-click the row for the Checklist – Quality Assurance
Sampling Checklist (Form 250) Report.
In the Navigation Pane, click the desired Contract ID.
Click the link for the desired Contract ID.
9. Exporting Reports
9.1. How to export a Report as PDF
On the toolbar, click the Export button.
Confirm in the File Format drop-down list that PDF is
selected.
Confirm the Page Range is All Pages. If needed, you can
select specific pages.
Click the Export button.
Click the Open button in the pop up box.
From the open PDF you can Save, Print or View.
Opening and
Exporting the QA
Checklist and other
CAR Reports
When you open CAR reports,
they are “Live.” Make sure
that you regularly obtain new
copies to ensure you are
working with current
information. CAR will
automatically update reports
with the most recent data
entered in SiteManager.
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10. Summary of CAR Reports
A. APL – Pre-Approved Concrete Mix Designs - The Concrete Mix
Design Report lists all active, standard mix designs. It is available both
from CAR and the Approved Products List on the CDOT website at
http://www.coloradodot.info/business/apl.
B. Asphalt Job Mix Formula (Form 43) Draft - This draft report is
used by region staff to review a mix design before approval. It is NOT
approved and NOT associated to a contract. It is not accessible to
project staff.
C. Asphalt Job Mix Formula (Form 43) Report - This report shows an
asphalt mix design that is associated to a project.
D. Checklist – Certification Checklist Report - This report lists the
materials that require COCs or CTRs for QA final documentation
requirements. Print this report in color. In CAR the materials requiring
QA are split between two reports; the Certification Checklist for
materials requiring COCs and CTRs, and the Report 250 for materials
requiring testing. (Old Form 250 = CAR Cert Checklist + CAR Report
250.)
E. Checklist – Owner Acceptance Sampling Checklist (Form 250)
Report - This report lists all the materials requiring QA testing and
which tests are required. Print this report in color. This report will only
list materials requiring hands-on testing, and not materials with COC
or CTR requirements. In CAR the materials requiring QA are split
between two reports; the Certification Checklist for materials requiring
COCs and CTRs, and the Report 250 for materials requiring testing.
(Old Form 250 = CAR Cert Checklist + CAR Report 250.)
F. Checklist – Final Material Documentation and Checklist (Form
473) Report - This report has much of the same data as the traditional
Form 473, adapted for SiteManager. It is a final materials document
certifying that the materials were in conformity with the approved
plans and specifications.
G. CODE – Material Information Code Report - This report lists every
CDOT material code that is in SiteManager Materials and LIMS.
H. CODE – Material Testing for Default Bid Items Report - Don’t
print this report as it is over 1000 pages long. This report lists bid
items, with the default materials codes that would be associated to
each bid item. There is a link below each material code which goes to
a list of the default test methods and rates and frequencies that would
be assigned to the material code. The links will not work if this report
is exported; this report must be used inside of CAR.
I. CODE – Project Material Items Report - This report lists only the
bid items and associated material codes that are on each project. Print
this report in color. This report is a very important reference for
samplers and testers just starting to use SiteManager Materials and
LIMS. This report can help prevent staff from being confused by
similar material codes that are not on their project.
CAR Reports
• APL – Pre-Approved
Concrete Mix Design
• Asphalt Job Mix
Formula (Form 43)
Report
• Checklist – Certification
Checklist Report
• Checklist – Owner
Acceptance Sampling
Checklist (Form 25)
Report
• Checklist – Final
Material Documentation
and Checklist (Form
473) Report
• CODE – Material
Information Code Report
• CODE – Material
Testing for Default Bid
Items Report
• CODE – Project Material
Items Report
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The following material codes are not actual materials:
• NO.MATERIAL (black text) – Used when the bid item does not
describe placing an item. For example, removal.
• NO.TEST.REQD (green text) – Used when there is no testing or
certification associated with the bid item. For example, erosion
control.
• NO.TEST.ASSIGN (red text) – Used to indicate that the materials
or testing associated to an item often changes from project to
project. This indicates that the project-specific requirements still
need to be entered.
The HQ Pavement Design Documentation Unit will remove this code
during the generation of the Report 250. If any visible red
NO.TEST.ASSIGN codes remain after the project starts work, please
notify the HQ Pavement Design Documentation Unit.
J. Concrete Mix Design Report - This report shows a concrete mix
design that has been approved by the Headquarters Concrete Unit for
use on a project.
K. Form 38 (CP52) Physical Properties Aggregate Test Report - This
report is for preliminary aggregate testing that shows samples that are
not on a contract.
L. Form 38 Physical Properties Aggregate Test Report - This report
shows test results for material tested in the Physical Properties lab.
Samples must be on a contract and are listed by Sample ID.
M. Independent Assurance Sampling Checklist (Form 379) Report -
This report lists all the materials requiring IA testing and which tests
are required. This report uses project basis, not system basis, for
calculating the number of tests required.
N. Reports for QML – Qualified Manufacturers List - The Qualified
Manufacturers List (QML) reports list the manufacturers that are
prequalified to produce materials in certain categories per CDOT Field
Materials Manual procedure CP-11. This information is available from
both CAR and the Qualified Manufacturers List on the CDOT website
at http://www.coloradodot.info/business/apl/qualified-manufacturers-
list.html.
The three reports are:
• QML – Epoxy-Coated Steel Reinforcing and Epoxy-Coated Steel
Dowel Bars Report
• QML – Precast Concrete Structures Report
• QML – Steel Reinforcing Bars and Steel Dowel Bars Report
O. Single Sample Asphalt Report - This report shows test results for an
asphalt sample. Samples must be on a contract and are listed by
Sample ID.
P. STL – Generic Template Report - This report displays the test
results for samples on a project.
CAR Reports
• Concrete Mix Design
Report
• Form 38 (CP52) Physical
Properties Aggregate
Test Report
• Form 38 Physical
Properties Aggregate
Test Report
• Independent Assurance
Sampling Checklist
(Form 379) Report
• Reports for QML –
Qualified Manufacturers
List
• Single Sample Asphalt
Report
• STL – Generic Template
Report
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11. Detail for Columns in Checklist Reports:
The Owner Acceptance Sampling Checklist and Independent Assurance
Sampling Checklist (CAR Reports 250 & 379) both provide information
summarizing the tests needed and completed on the project. The list below
identifies what each value means.
A. Estimated Total Required Tests - This is an estimate of how many
tests are required on the project based on the Rate/Frequency and the
Total Plan + Change Order Quantity. If the Rate/Frequency is */*, this
will display one test (as a minimum), and the tester should follow the
testing frequency indicated by the Field Materials Manual.
B. Required Total Tests to Date - This is a total of the tests required
based on the Quantity Installed to Date and the Rate/Frequency.
C. Sampled Total Tests to Date - This is a count of how many tests have
been started and are somewhere along the testing process. Canceled
tests, non-reportable tests, and tests on void samples are not included.
D. Estimated Total Tests Remaining - This is an estimate of how many
tests should still be completed based on how many have already been
completed and how many are required. (Estimated Total Required
Tests – Completed Total Tests to Date)
E. Completed Total Tests to Date - This is a total of the tests that have
finished the testing process. Tests must be reportable and on a sample
with a status of Complete.
F. Total Tests (+/-) to Date - This is the over/under count based on how
many tests have been completed compared to how many tests are
required. (Completed Total Tests to Date - Required Total Tests to
Date)
Columns in
Checklist Reports
• Estimated Total Required
Tests
• Required Total Tests to
Date
• Sampled Total Tests to
Date
• Estimated Total Tests
Remaining
• Completed Total Tests to
Date
• Total Tests (+/-) to Date
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12. Reviewing Final Documentation for SiteManager
Materials
A. Verify that the following four CAR reports are in the materials book
with a print date after the semifinal estimate date:
a. Owner Acceptance Sampling Checklist
b. Certification Checklist
c. Independent Assurance Checklist (379) with Exceptions Letter as
required
d. From the IAT Personnel, obtain the Final Materials Checklist
(Form 473) with the UPPER portion completed. *THIS FORM
MUST CONTAIN THE RME’S SIGNATURE
B. Owner Acceptance Sampling Checklist
a. Verify that the required number of tests shown in Column 2
(Required Tests To Date) matches, at a minimum, the number
shown in Column 3 (Sampled Tests To Date).
If Column 3 has less tests than column 2, these shortages must be
explained on page 2 on the 473.
Reviewing Final
Documentation for
SiteManager
Materials
Verify that the CAR reports
are in the materials book with
a print date after the
semifinal estimate date
Owner Acceptance Sampling
Checklist
Verify that the required
number of tests shown in the
Required Tests To Date
column matches, at a
minimum, the number shown
in the Sampled Tests To Date
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b. Verify that the Sampled To Date (Column 3) and Completed To
Date (Column 5) test columns are identical.
i. If these columns do not match, the project tester should follow
the instructions in “Helpful Hints” Issue 8: Searching for
Incomplete Samples, this can be found at the website link:
https://sites.google.com/a/state.co.us/sitemanager-
materials/home.
The list of incomplete samples must be reviewed and
Completed/Voided for samples in the Statewide Field. For
samples in other labs contact the appropriate lab to have the
sample competed in LIMS.
ii. Once samples have been completed, repeat the Searching for
Incomplete Samples step. (REPEAT STEP 2 until no samples
are found in LIMS for the contract). Once no samples appear in
the Searching for Incomplete Samples (Step 2) obtain a new
CAR Owner Acceptance Report.
iii. Verify that the Sampled To Date (Column 3) and Completed
To Date (Column 5) test columns are identical.
c. Deficiencies on the Owner Acceptance Checklist MUST be
explained on Page 2 of the 473 document.
C. Certification Checklist
Using Highlighted Rows, containing Item Code and Item Description
and a quantity, verify the Certs Received to Date Column shows an
appropriate value.
Deficiencies in the Certs Received to Date Column, MUST be
explained on Page 2 of the 473 document.
Reviewing Final
Documentation for
SiteManager
Materials
Verify that the Sampled To
Date column and the
Completed To Date test
columns are identical.
Deficiencies on the Owner
Acceptance Checklist MUST
be explained on Page 2 of the
473 document.
Certification Checklist
Using Highlighted Rows,
containing Item Code and
Item Description and a
quantity, verify the Certs
Received to Date Column
shows an appropriate value.
25
13. Bid Item List Functions
A. Viewing a List of Bid Items
i. To see a full list of items associated with your contract - from
the SiteManager Main Panel, select Contract
Administration.
ii. In the Contract Administration screen, select Contract
Records.
Bid Item List View
This section provides
directions on how to view a
full list of items associated
with your contract.
26
iii. In the Contract Records screen, select Items.
iv. To open your contract, select the Open icon on the navigation
bar.
v. Select your contract from the list.
Bid Item List View
This section provides
directions on how to view a
full list of items associated
with your contract.
27
vi. Click the Open icon on the navigation bar to see the entire
item list.
vii. Click on any column (A) to sort the information in that
specific column.
B. View Item Master List
i. To view the Item Master list - from the SiteManager Main
Panel, select Contract Administration.
Bid Item List View
This section provides
directions on how to view a
full list of items associated
with your contract.
View Item Master
List
In this area, you can see an
Item Master list.
A
28
ii. In the Contract Administration screen, select Reference
Tables.
iii. In the Reference Table screen, select Item Master.
iv. The Item Master screen provides a list of all items within
SiteManager.
v. Click on any column (A) to sort the information in that
specific column.
View Item Master
List
In this area, you can see an
Item Master list.
A
29
C. Export Bid Items and Payment Info for Use in Excel
1. To Run a Process
i. From the SiteManager main panel, double-click the
Contract Administration icon.
ii. Double-click on Process List.
iii. In the Process List, double-click the desired process
(RCAEXITM) and then select Subset.
Export Bid Items
and Payment Info
for Use in Excel
This section provides
information on how to export
a list of bid items for use in a
Microsoft Excel spreadsheet.
30
iv. Select your project of interest and then select OK. (You
can sort the project list by clicking the Contract column
header.)
v. When the Confirm Process Submission box reappears,
select Submit.
vi. A message states that the process was submitted
successfully. Select OK.
vii. When the process completes, a DPS Status Monitor pop-
up should appear that says Profile RCAEXITMA for
process RCAEXITM has completed. Select OK.
Export Bid Items
and Payment Info
for Use in Excel
This section provides
information on how to export
a list of bid items for use in a
Microsoft Excel spreadsheet.
31
2. To View and Save the Process Output File
i. From the SiteManager main panel, select the Contract
Administration icon.
ii. Select Process List.
iii. From Services on the navigation bar, select Process
Status.
Export Bid Items
and Payment Info
for Use in Excel
This section provides
information on how to export
a list of bid items for use in a
Microsoft Excel spreadsheet.
32
iv. In the Process Status list, locate your recently run process.
It is usually the last process at the bottom of the list. Look
for the one that has a time stamp that coincides with the
date and time when you ran the process. Double-click the
process name.
v. A .pdf and .txt version are available for download. The
output file should be named using the Contract ID (e.g.,
12287ITM.txt). Double-click the txt process to view the
report.
vi. SiteManager will open the txt file in a text reader. Select
the Save as Text button on the tool bar.
Export Bid Items
and Payment Info
for Use in Excel
This section provides
information on how to export
a list of bid items for use in a
Microsoft Excel spreadsheet.
33
vii. SiteManager will open a Save File As Text dialog box.
Name the file with a .csv file extension (e.g.,
12287BidItem.csv) and click Save. (SiteManager will
default to the SiteManger server location SMAPP. Be
careful to save the file to a location where you can retrieve
the file. If you choose to use the default location, simply
navigate with your file explorer to
\\hqhomedirs\tshomedirs\USERNAME\SMAPP to find
your file.) Move the file to your local machine.
viii. Double click the file.
ix. The file will open in Excel. (You can now save the file to a
local drive.)
Export Bid Items
and Payment Info
for Use in Excel
This section provides
information on how to export
a list of bid items for use in a
Microsoft Excel spreadsheet.
34