Preliminary Migration Analysis from /LAS to AASHTOWare ... · Preliminary Migration Analysis from...

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Preliminary Migration Analysis from AASHTO PES/LAS to AASHTOWare Project Preconstruction Software

Prepared for the New York Department of Transportation (NYSDOT)

January 2015

AASHTOWare is a registered trademark and service mark of AASHTO. The AASHTOWare logo, Trns•port Estimator, the Trns•port Estimator logo, Trns•port Expedite, the Trns•port Expedite logo, AASHTO Trns•port, the AASHTO Trns•port logo, CES, the Trns•port CES logo, CAS, the Trns•port CAS logo, PES, the Trns•port PES logo, LAS, the Trns•port LAS logo, BAMS/DSS, the Trns•port BAMS/DSS logo, Trns•port SiteManager, the Trns•port SiteManager logo, SiteManager, Trns•port SiteXchange, the Trns•port SiteXchange logo, Trns•port FieldManager, the Trns•port FieldManager logo, Trns•port FieldBook, the Trns•port FieldBook logo, Trns•port FieldBuilder, the Trns•port FieldBuilder logo, Trns•port Preconstruction, the Trns•port Preconstruction logo, Trns•port CRLMS, the Trns•port CRLMS logo, AASHTOWare Project logo and AASHTOWare Project BAMS/DSS logo are registered trademarks of AASHTO. AASHTOWare Project Bids, AASHTOWare Project Bids logo, AASHTOWare Project Civil Rights & Labor, AASHTOWare Project Civil Rights & Labor logo, AASHTOWare Project Construction Administration, AASHTOWare Project Construction Administration logo, AASHTOWare Project Construction & Materials, AASHTOWare Project Construction & Materials logo, AASHTOWare Project Decision Support, AASHTOWare Project Decision Support logo, AASHTOWare Project Estimation, AASHTOWare Project Estimation logo, AASHTOWare Project Estimator, AASHTOWare Project Estimator logo, AASHTOWare Project Expedite, AASHTOWare Project Expedite logo, AASHTOWare Project FieldBook, AASHTOWare Project FieldBook logo, AASHTOWare Project FieldBuilder, AASHTOWare Project FieldBuilder logo, AASHTOWare Project FieldManager, AASHTOWare Project FieldManager logo, AASHTOWare Project FieldNet, AASHTOWare Project FieldNet logo, AASHTOWare Project, AASHTOWare Project logo, AASHTOWare Project Preconstruction, AASHTOWare Project Preconstruction logo, AASHTOWare Project Worksheet, AASHTOWare Project Worksheet logo, AASHTOWare Project SiteManager, AASHTOWare Project SiteManager logo, AASHTOWare Project SiteXchange, AASHTOWare Project SiteXchange logo, AASHTOWare Project TRACER, and AASHTOWare Project TRACER logo are trademarks of AASHTO. AASHTO Trns•port, Trns•port CES, Trns•port PES, Trns•port Expedite, Trns•port LAS, Trns•port CAS, Trns•port SiteManager, Trns•port BAMS/DSS, Trns•port SiteXchange, Trns•port SitePad, Trns•port Preconstruction, Trns•port CRLMS, AASHTOWare Project BAMS/DSS, AASHTOWare, AASHTOWare Project Bids, AASHTOWare Project Civil Rights, AASHTOWare Project Cost Estimation, AASHTOWare Project Decision Support, AASHTOWare Project Estimation, AASHTOWare Project Expedite, AASHTOWare Project Preconstruction, AASHTOWare Project, AASHTOWare Project SiteManager, and AASHTOWare Project SiteXchange are proprietary software products of AASHTO. Other product names are trademarks or registered trademarks of their respective owners. FieldManager, FieldBook, and FieldBuilder represent one or more proprietary products jointly owned by Info Tech, Inc., and the State of Michigan. FieldNet represents a proprietary product of Info Tech, Inc. © Copyright 2014 by the American Association of State Highway and Transportation Officials, Inc. All rights reserved. This document or parts thereof may not be reproduced in any form without written permission of the publisher. Printed in the United States of America.

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Contents

1. Introduction ............................................................................................................... 1-1

1.1 Analysis Project and Report Summary ............................................................. 1-1 1.2 AASHTOWare Project Configurations and Customizations ........................... 1-2 1.3 Info Tech Observations and Recommendations ............................................... 1-3

1.3.1 Observation 1 ........................................................................................ 1-3 Recommendation ............................................................................................. 1-3 1.3.2 Observation 2 ........................................................................................ 1-3 Recommendation ............................................................................................. 1-3 1.3.3 Observation 3 ........................................................................................ 1-4 Recommendation ............................................................................................. 1-4 1.3.4 Observation 4 ........................................................................................ 1-4 Recommendation ............................................................................................. 1-4

1.4 Project Team ..................................................................................................... 1-5

2. Migration Planning ................................................................................................... 2-1

2.1 Work Activities ................................................................................................ 2-1 2.2 Core Migration Team ....................................................................................... 2-3

2.2.1 Representation ....................................................................................... 2-3 2.2.2 Phase Responsibilities ........................................................................... 2-4

2.3 Current and Proposed NYSDOT Process Diagrams ........................................ 2-5 2.3.1 Current Trns•port PES/LAS Process Diagram ...................................... 2-6 2.3.2 Proposed AASHTOWare Project Preconstruction Process Diagram ... 2-7

3. Hardware/Software Infrastructure ......................................................................... 3-1

3.1 Installation Environment(s) .............................................................................. 3-1 3.1.1 Client Hardware and Software .............................................................. 3-2 3.1.2 Web/Application/Database Server Hardware and Software ................. 3-3

3.2 Network/Bandwidth Requirements and Recommendations ............................. 3-7 3.3 Remote Communications for Info Tech Support ............................................. 3-8

4. Data Migration .......................................................................................................... 4-1

4.1 Data Model and Mapping ................................................................................. 4-1

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4.2 Migrating Data .................................................................................................. 4-2 4.2.1 Data Migration Utility (DMU) .............................................................. 4-2 4.2.2 Migrating Historical Data ..................................................................... 4-2 4.2.3 Other Options for Optimizing DMU Run Time .................................... 4-3

4.3 Cleaning Data for Migration ............................................................................ 4-3 4.4 Passing Preconstruction Data to BAMS/DSS .................................................. 4-4

4.4.1 Ongoing BAMS/DSS Import ................................................................ 4-4 4.4.2 LAS/Preconstruction Data Views in BAMS/DSS ................................ 4-4 4.4.3 Added Data Tables and Fields .............................................................. 4-5

4.5 Data Migration Planning .................................................................................. 4-6

5. Interfaces ................................................................................................................... 5-1

5.1 Identification of All AASHTOWare Project Interfaces ................................... 5-2 5.2 Interfaces with Other AASHTOWare Project Products ................................... 5-3

5.2.1 Interfaces ............................................................................................... 5-4 5.3 NYSDOT Interfaces ......................................................................................... 5-5 5.4 Interface Options ............................................................................................ 5-10

6. User Interface (UI) Configurations and Customizations ...................................... 6-1

6.1 Preconstruction User Interface Resources ........................................................ 6-1 6.2 Client/Server Metadata ..................................................................................... 6-2 6.3 Agency Options ................................................................................................ 6-2 6.4 Business Metadata: Entity Customization ........................................................ 6-3 6.5 Presentation Metadata: Component Customization ......................................... 6-4 6.6 System Customizations .................................................................................... 6-5

6.6.1 System Messages .................................................................................. 6-5 6.6.2 Tooltips ................................................................................................. 6-5 6.6.3 Login Screens ........................................................................................ 6-5 6.6.4 Text Documents .................................................................................... 6-5

6.7 NYSDOT Agency Fields .................................................................................. 6-6 6.8 NYSDOT Added Fields ................................................................................... 6-6 6.9 System Events .................................................................................................. 6-8 6.10 Customizations and Product Updates ............................................................. 6-8 6.11 Summary ......................................................................................................... 6-9

6.11.1 NYSDOT UI Customization Estimates .............................................. 6-9 6.11.2 NYSDOT UI Customization Information ......................................... 6-10

7. Reports Customizations ........................................................................................... 7-1

7.1 Reports .............................................................................................................. 7-2 7.2 Report Writing Tools ...................................................................................... 7-27

8. Custom Processes and Procedures .......................................................................... 8-1

8.1 Custom Processes ............................................................................................. 8-2

9. Security ...................................................................................................................... 9-1

9.1 Active Directory ............................................................................................... 9-1 9.2 SSL Certificates ................................................................................................ 9-2 9.3 User Security .................................................................................................... 9-2

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9.3.1 User Roles ............................................................................................. 9-2 9.3.2 Access Rights for a Role ....................................................................... 9-3 9.3.3 Workflow and Phases ............................................................................ 9-4

9.4 Security for NYSDOT ...................................................................................... 9-4

10. Training ................................................................................................................. 10-1

10.1 Info Tech Training Services ......................................................................... 10-1 10.2 System Administrator and ActiveReports Training ..................................... 10-3 10.3 Preconstruction Core Migration Team Training (Generic) .......................... 10-5 10.4 Preconstruction Core Migration Team & Simulation Testing Team Training

(NYSDOT Customizations and Configurations) .......................................... 10-7 10.5 Preconstruction End User Training .............................................................. 10-8 10.6 Training Requirements ............................................................................... 10-12

11. Migration Issues and Considerations .................................................................. 11-1

12. Migration and Project Planning .......................................................................... 12-1

12.1 Project Approach .......................................................................................... 12-1 12.1.1 System Planning and Data Migration Planning ................................ 12-2

12.2 Work Breakdown – Task Descriptions ......................................................... 12-3 12.2.1 Migration Project Management and Administration ......................... 12-3 12.2.2 AASHTOWare Project Preconstruction Installation Workshop ....... 12-4 12.2.3 Data Migration and Support .............................................................. 12-4 12.2.4 Installation and Maintenance of NYSDOT Environment at Info

Tech ................................................................................................... 12-5 12.2.5 Customizations - Reports, User Interface (UI), Custom Processes,

and Interfaces .................................................................................... 12-5 12.2.6 Preconstruction Remote Tasks and Support ..................................... 12-8 12.2.7 Training ............................................................................................. 12-9 12.2.8 Business Process and Configuration Workshops .............................. 12-9 12.2.9 Preconstruction First Simulation Letting and Testing Support ....... 12-10 12.2.10 Remote Support for Simulation Letting and Testing .................... 12-10 12.2.11 Preconstruction Training Materials ............................................... 12-10 12.2.12 Pre-Production Installation Validation and Data Validation ........ 12-11 12.2.13 Preconstruction First Production Letting ...................................... 12-11 12.2.14 Post Production Support ................................................................ 12-11

12.3 Proposed Schedule ...................................................................................... 12-11 12.4 Cost Estimates ............................................................................................ 12-13 12.5 Optional Migration Activities ..................................................................... 12-14

13. Additional Tasks ................................................................................................... 13-1

13.1 Reference Data Cleaning .............................................................................. 13-1 13.2 Update BAMS/DSS Preconstruction Data View Code ................................ 13-3 13.3 Option to Replace Funding AS400 ............................................................... 13-3 13.4 Hosted Services for Test System .................................................................. 13-4 13.5 Hosted Services for Data Migration Utility .................................................. 13-4 13.6 Remote Communications for Info Tech Support ......................................... 13-5 13.7 Info Tech Generic Preconstruction Training Materials ................................ 13-6

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13.8 Preconstruction Training Labs (3) ................................................................ 13-6 13.9 Hosted Services for Training Environment .................................................. 13-6

Appendix A. Acronym Definitions ............................................................................. A-1

Preliminary Migration Analysis from AASHTO Trns•port PES/LAS to AASHTOWare Project Preconstruction Software 1-1

1. Introduction

At the request of the New York State Department of Transportation (NYSDOT), Info Tech, Inc. (Info Tech) conducted a high-level analysis to identify requirements, issues, estimated costs, and timelines for the agency to successfully migrate from AASHTOWare PES and LAS software to AASHTOWare Project Preconstruction software. To this end, Info Tech conducted an introductory session on April 15, and two Business Process and Configuration workshops on May 19 - 21 and June 3 - 5, 2014, at NYSDOT offices in Albany, New York.

1.1 Analysis Project and Report Summary

The purpose of the Info Tech on-site sessions was to conduct a high-level analysis of NYSDOT’s processes and to review the operations and business systems currently in place relative to the proposed system. Production applications, interfaces with other applications, current business practices, and potential implementation strategies were discussed with NYSDOT personnel. Assisted by the Info Tech project manager working part-time on site, NYSDOT provided examples of current report customization specifications, historical business process documentation, security specifications, database triggers, system interface information, NYSDOT generic field definitions, and user interface customization examples.

Using the information obtained during the on-site interviews and documentation provided by NYSDOT, Info Tech performed an implementation requirements analysis for the Preconstruction software over the next four months. The results and recommendations from this analysis effort are documented in this report. As each chapter draft was completed, it was forwarded to NYSDOT for detailed review, and revisions were made by Info Tech analysts. This effort was coordinated and discussed during status meetings with NYSDOT attended by the Info Tech project manager.

Info Tech’s goal is to assist NYSDOT with the design of an efficient Preconstruction implementation with agency-requested customizations of the software to meet the business needs of the organization. This deliverable is intended to serve as a planning tool for the implementation project.

1-2 Introduction

Specifically, this report provides recommendations on the following topics:

Planning activities in preparation for the migration

Hardware and software infrastructure

Data migration

Interfaces

Customization of the User Interface (UI)

Report customizations

Custom processes and/or procedures

Security

Training

Issues and considerations

Project tasks, estimated costs and timeline

Optional activities

Where applicable, this report references existing documentation which will assist NYSDOT with locating pertinent information. At NYSDOT’s request, tables have been utilized to allow for an organized presentation of multipart topics.

Note: The AASHTOWare Project Preconstruction software implementation will serve as a business solution for multiple NYSDOT program areas and will be completed by both NYSDOT and OITS resources. Therefore, any references in this document to NYSDOT represents the combination of NYSDOT and OITS.

1.2 AASHTOWare Project Configurations and Customizations

It is important for NYSDOT to understand the difference between AASHTOWare Project configurations and customizations because these two terms will be used throughout this document with different implications to the decisions the agency will be making regarding its implementation.

AASHTOWare Project configurations are supported by the system and allow agencies to tailor the system to their standards. Configurations are typically managed as installation options, such as the database environment and proposal item line numbering increment (for example, 5, 10, 15, and so forth).


AASHTOWare Project customizations are modifications to the system that may not be supported and may be required to be reapplied after system updates. However, customizations can be classified as minor and major. Many agencies use numerous minor customizations that require a small amount of effort and are typically not impacted by system updates. Examples of minor customizations include some screen modifications, report modifications, and new reports written in ActiveReports when using web-based AASHTOWare Project systems. A number of minor customizations have been discussed by NYSDOT.

Major AASHTOWare Project customizations include modifications to the system such as base code changes, reports that are written in something other than ActiveReports in web-based AASHTOWare Project systems, and completely new processes for functionality not available in AASHTOWare Project that are attached to the system via its Plug-in environment. Major customizations typically require significant effort and are at risk of needing re-engineering or reapplication after system updates.

1.3 Info Tech Observations and Recommendations

This section presents project management considerations regarding NYSDOT’s intentions for implementing the Preconstruction software. More specific implementation topics are addressed in Chapter 11 of this document, Migration Issues and Considerations.

1.3.1 Observation 1

As of this writing, the AASHTOWare Project Preconstruction version available for production licensing is 2.02. The Preconstruction 3.0 production release is scheduled for December 2014. During onsite workshops, NYSDOT expressed a preference for implementing version 3.0.

Recommendation

Info Tech agrees that implementing Preconstruction 3.0 would be the most efficient course of action. If NYSDOT first implemented release 2.02, it would have an extra round of product updates to apply, plus retesting and possibly updating its customized reports, security configurations, and UI customizations.

Note that depending on the timing of the migration project, Preconstruction 3.01 may be an option and should be considered.

1.3.2 Observation 2

NYSDOT is considering future implementation of AASHTOWare Project Construction and Materials and Estimation software.

1-4 Introduction

Recommendation

When planning the Preconstruction implementation project, these goals should be considered. For example, the AASHTOWare Project suite of products is installed on the same servers and shares a combined database with a single source of reference data (i.e., items, vendors, funding, and codes). With licensing for multiple modules, users can be granted security roles for more than one product. Interfaces between systems will no longer be done with a passed file but with an internal process.

1.3.3 Observation 3

Over the years, NYSDOT processes have evolved to include a great number of customizations, plug-ins, and agency-developed utilities and applications. While these may serve the needs of NYSDOT users, they are not always the most efficient way to do business. NYSDOT expressed an interest in optimizing efficiency, both during the Preconstruction implementation project and as part of the LEAN Project, which is striving to reduce and eliminate inefficiencies in the Plans, Specifications, & Estimate (PS&E) to the Letting duration.

Recommendation

During the Preconstruction implementation project, we recommend that NYSDOT be open to considering a more streamlined approach to analyzing why a process is done a certain way, and whether there may be a better way to accomplish the purpose. In some cases, the generic software functionality may be acceptable in lieu of a current customization. The functionality of certain agency-developed systems may be incorporated into the Preconstruction system.

Suggestions for a more efficient approach are included in many areas of this high-level analysis document; however, we anticipate that NYSDOT personnel will have additional ideas for improvement.

1.3.4 Observation 4

Info Tech understands the agency would like to proceed with the AASHTOWare Project Preconstruction implementation soon and on a reasonably fast implementation schedule. The PES and LAS software in use at NYSDOT was no longer supported as of June 30, 2014.

Recommendation

Info Tech agrees with this approach; however, we recognize that demands on NYSDOT staff may dictate a slower-paced progress. Though less of a concern, availability of Info Tech resources to assist with this implementation should also be considered during project planning. Further details on resource requirements are provided throughout this document, and especially in Chapter 12, Migration and Project Planning.


1.4 Project Team

The following Info Tech and NYSDOT personnel were key participants in the NYSDOT implementation requirements high-level analysis project and contributed to this report:

Staff Member Organization Title/Area of Expertise or Department

Bill Howe NYSDOT Director of Contract Management Bureau

Rich Lee NYSDOT Deputy Chief Engineer of Design

Gerard Ecker ITS Director of Business Solutions

Ward Zerbe Info Tech, Inc. Account Manager

Diane Menz Info Tech, Inc. Project Manager II: SiteManager, Materials, Preconstruction

Liz Rodgers Info Tech, Inc. Senior Project Manager: Preconstruction, Civil Rights and Labor

Marie Hammer Info Tech, Inc. Lead Analyst: Estimation, Preconstruction, Decision Support

Charles Girard Info Tech, Inc. Senior Analyst: Databases and Technical Configurations

Jodi Riano NYSDOT Assistant Director: Contract Management Bureau

Kathy Smolinski NYSDOT Contract Analyst: Contract Management Bureau

Meredith Little NYSDOT Acting PS&E Section Leader: Design Quality Assurance Bureau

Vicky Forando NYSDOT Assistant to the Director: Design Quality Assurance Bureau

Matt Bromirski NYSDOT Office of the Commissioner: Design-Build Group, (former PES/LAS user)

Jim Hanley NYSDOT Information Technology Specialist 3: Office of Construction

Leslee Gardineer ITS Enterprise Application Manager; EUD

Cheryl Falcone-Loucks

ITS IT Project Manager - Trns•port: Information Technology Systems

Tim Darrow ITS System Support Analyst: Information Technology Systems

Kim Chu ITS System Support Analyst: Information Technology Systems

Ted McNeil ITS Project Manager: Information Technology Systems

Jeff Erickson NYSDOT Associate Capital Program Analyst: Program Management Bureau

Table 1-1. Implementation Requirements Analysis Team

1-6 Introduction

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Preliminary Migration Analysis from AASHTO Trns•port PES/LAS to AASHTOWare Project

Preconstruction Software 2-1

2. Migration Planning

This chapter identifies tasks and activities that should be taken into consideration when planning a migration from the PES and LAS software to the Preconstruction module. Several detailed activities are triggered once the decision has been made to migrate to the new software. Proper project planning and timing of these activities is critical to ensure the correct business functionality is migrated and positive end-user acceptance of the new system. This chapter also documents the current and proposed process flows related to the preconstruction lifecycle at NYSDOT. The context diagrams identify current and proposed NYSDOT and external entities along with NYSDOT and external systems involved in the preconstruction life cycle.

2.1 Work Activities

Below is a high-level list of tasks that need to be considered and/or completed as your agency moves from the PES and LAS software to the Preconstruction module. NYSDOT should use this list as a guide for planning purposes.

Recommended Migration Steps

AASHTOWare Project Preconstruction

License from AASHTO.

Change/Transition Management

Plan and begin change and transition management process.

Upgrade Upgrade client/server PES and LAS software to the latest release. Note: As of delivery of this analysis document, NYSDOT client/server applications are at satisfactory versions for the migration project. No further upgrades are required.

Upgrade Upgrade supporting software (AASHTOWare Project Estimator,

AASHTOWare Project SiteManager, and AASHTOWare Project

BAMS/DSS) to latest release, if necessary.

2-2 Migration Planning

Recommended Migration Steps

Hardware/Software Acquire AASHTOWare Project Preconstruction supporting hardware/software, if necessary.

Data Pass PES and LAS awarded and rejected contracts to AASHTOWare Project BAMS/DSS software.

Data Pass PES and LAS awarded contracts to construction management system.

Data Identify how many years of awarded contracts from the PES and LAS database can be migrated to AASHTOWare Preconstruction during available outage timeframe. After all data passes successfully into the AASHTOWare Project BAMS/DSS software, consider deleting awarded contracts that fall outside the allotted outage timeframe.

Data Identify data migration approach (all at once, staged, etc.).

Data Clean up reference data and code tables.

Preconstruction Analyze current processes, perform Fit/Gap analysis, and perform a Business Process Adaptation.

Customizations Re-evaluate PES and LAS customizations and configurations inventory required for the Preconstruction module which are documented in the Requirements Analysis Report for Migration of AASHTOWare PES/LAS to AASHTOWare Project Preconstruction.

Plan Consider business process re-evaluation.

Install Create installation plan.

Install Install an AASHTOWare Project Preconstruction development environment.

Configurations Set agency-appropriate configurations and system options.

Configurations Set up security roles and workflows.

Data Migrate PES and LAS data to the development AASHTOWare Project Preconstruction area (production refresh required).

Customizations Create, document, and apply all system customizations (reports, screens, online help, interfaces, and processes).

Documentation Create customized documentation if desired (e.g., procedures and/or training guides).

Training Train core group of testers and IT support.

Test Develop an AASHTOWare Project Preconstruction test plan.

Test Test the AASHTOWare Project Preconstruction module in the development/test environment.

Install Install AASHTOWare Project Preconstruction in production area.

Install Apply roles, workflows, configurations, and customizations to production area.

Test Run AASHTOWare Project Preconstruction tests in parallel with the PES and LAS software for several lettings.

Train Train all users in the AASHTOWare Project Preconstruction module.

Production Turn off PES and LAS legacy system(s), and go into production with AASHTOWare Project Preconstruction software.

Table 2-1. AASHTOWare Project Preconstruction Migration List



2.2 Core Migration Team

Migrating to new software requires careful front-end, setup work. The following strategy is recommended in order to empower the core team in making decisions regarding the agency’s use of the Preconstruction software.

2.2.1 Representation

A Core Migration Team comprised of representatives from various internal user groups should be formed. The team should be formed of subject matter experts (SMEs) for each of the business functions in the PES and LAS and peripheral software applications, as well as members who can speak to training requirements and technical system support.

The following two tables list recommended Core Team Roles and their areas of responsibility.

Members Representation Responsibilities

TBD EUD General project oversight and direction.

TBD ITS Project Manager General project oversight and direction.

TBD Info Tech Project Manager

General project oversight and direction and coordination of vendor activities.

TBD AASHTOWare Project System Administrator

Technical/Application Manager. Provide insight into overall AASHTOWare Project processes and how project implementation decisions impact all AASHTOWare Project software applications.

TBD ITS Application Support Provide support and guidance for PES and LAS and other applications.

TBD Systems and Technical Support

Lead will provide installation support; upgrade support; consulting for hardware, software, and infrastructure needs; and database administration support.

TBD DQAB SME(s) Head of PS&E Unit. PES SME

TBD Contract Management SME(s)

Contract Management Assistant Director. LAS and Bid Express SME, Contractor Review Unit Supervisor, Vendor Maintenance SME, BAMS/DSS update SME.

TBD Construction Liaison Construction IT. SiteManager System Administrator. Provide insight into construction processes and how project implementation decisions impact the construction offices.

TBD Program Management Advertisements and Letting updates SME

Table 2-2. Recommended AASHTOWare Project Preconstruction Core Implementation Team


Project Management Team

Members Representing Responsibilities

Selected NYSDOT Staff, ITS

AASHTOWare Project System Administrator

Implementation Plan Scheduling Risk Management Change Management Resource Management Phase Coordination Project Initiation, Tracking, and Closure Deliverable Tracking Cost Control Quality Control Document Lessons Learned

Selected NYSDOT Staff Director/Program Area Manager Implementation Plan Scheduling Risk Management Change Management Resource Management Phase Coordination Project Initiation, Tracking, and Closure Deliverable Tracking Cost Control Quality Control Document Lessons Learned

Selected NYSDOT Staff, ITS

AASHTOWare Project Project Manager

Implementation Plan Scheduling Risk Management Change Management Resource Management Phase Coordination Project Initiation, Tracking, and Closure Deliverable Tracking Cost Control Quality Control Document Lessons Learned

Table 2-3. Recommended Areas of AASHTOWare Project Preconstruction Project Team Representation

2.2.2 Phase Responsibilities

The participation in project activities by key members of the agency and targeted Preconstruction users will be necessary throughout the project period. The table below lists resources required for essential phases of the project, but the table is not a chronological listing of when the phases take place. Some phases span the entire project; for example, Implementation/Testing Resources. Even though the task is listed as the second project phase



in the table, the key team members would be involved from project kick off through production. Info Tech can assist with any of these phases and Chapter 12, Migration and Project Planning, includes Info Tech roles and responsibilities within the phases listed below.

Project Phase Suggested Leader and Team Members

Responsibilities

Project Initiation NYSDOT & Info Tech PMs Overall project management

Implementation/Testing Resources

ITS, Select Regional Loaders, DQAB SMEs, Contract Management SMEs, select Regional Reviewers, select Accounting SME(s), select Construction SME(s), select Structures SME(s)

Implementation coordination

Installation ITS Installation coordination

Security ITS Access definition

Interfaces ITS Workflow and process analysis participation

Custom Interfaces ITS Workflow and process analysis participation

Data Migration and Clean-up ITS, DQAB SMEs, Contract Management SMEs

Provide Database expertise

Designers/Estimators, Contracts and Specs, Letting Office

DQAB SMEs, Contract Management SMEs

Workflow and process analysis participation

Reports ITS Report definition Report development oversight

Simulation Testing Select Regional Loaders, DQAB SMEs, Contract Management SMEs, select Regional Reviewers, select Accounting SME(s), select Construction SME(s), select Structures SME(s)

Compare old and new systems

Production ITS System preparation

Project Close NYSDOT & Info Tech PMs Overall project management

Table 2-4. Recommended Phase Responsibilities

2.3 Current and Proposed NYSDOT Process Diagrams

The following context diagrams document the entities and system applications discussed during the Preliminary Assessment on-site activity. The purpose of the diagrams is to provide a visual understanding of NYSDOT’s current and proposed preconstruction business process


as it relates to the migration from the PES and LAS software to the Preconstruction module. The diagrams are not identifying or recommending business process changes beyond opportunities to minimize the number of system applications maintained at NYSDOT. Details relating to applications and interfaces affected by the migration to AASHTOWare Project Preconstruction can be found in Chapter 5, Interfaces.

2.3.1 Current Trns•port PES/LAS Process Diagram

The following diagram depicts current NYSDOT system applications and resources related to the PES and LAS software.



Table 2-5. NYSDOT Current Process Diagram

2.3.2 Proposed AASHTOWare Project Preconstruction Process Diagram

The following diagram depicts the proposed NYSDOT system applications and resources related to the AASHTOWare Project Preconstruction software. Migration from PES/LAS to Preconstruction presents opportunities to consolidate the number of applications that store


preconstruction related data at NYSDOT. Please refer to Chapter 5, Interfaces, for recommendations regarding applications and interfaces.

Table 2-6. NYSDOT Proposed Process Diagram



3. Hardware/Software Infrastructure

One of the steps required for a successful migration is ensuring the correct hardware and software infrastructure is in place to support the new software. This chapter documents the current environment and also makes recommendations as to how best prepare for the new environment.

3.1 Installation Environment(s)

In addition to performing analysis of current business processes, NYSDOT needs to prepare its hardware, software, and network environments. For reference, this chapter provides links to the current release-tested AASHTOWare Project hardware, software, and network configurations.

The Cloverleaf website (https://www.cloverleaf.net) is a useful resource for AASHTOWare Project support, status, and planning activities. If NYSDOT does not have a Cloverleaf account, it can request one by selecting the Contact Us link on the Cloverleaf home page and submitting an account via e-mail or telephone.

After logging in to Cloverleaf, the agency can select the Support link that is available on the home page. The Support page provides links to AASHTOWare Project platform component status and release tested platforms.

Note: Some of the links provided in the sections below require a Cloverleaf account to view the page.

NYSDOT maintains four environments for the PES and LAS applications and will maintain four environments for Preconstruction. The environments are: Development, Test, QA, and Production.

Note: Only the production and test environments are outlined below. It is assumed that the development, test, and QA environments contain the same web, application, and database server hardware and software configuration. Resources could be different between the different tiers.

3-2 Hardware/Software Infrastructure

Note: The following tables provide projected server hardware specifications as of the delivery of this analysis document. These specifications should be reviewed when NYSDOT is ready to order hardware or at the Preconstruction migration project initiation to ensure that the specifications are still relevant.

3.1.1 Client Hardware and Software

Client hardware refers to the computers used to access AASHTOWare Project software. Cloverleaf provides hardware configurations on which all required release tests successfully passed during release testing by Info Tech.

Client software refers to the software operating system and applications installed on the computers used to access AASHTOWare Project software.

The detailed hardware and software release-tested configurations for client computers accessing AASHTOWare Project software can be found on Cloverleaf: https://www.cloverleaf.net/sys_arch/wt/client.shtml

Note: Hardware and software specifications reflect those on which all required release tests successfully passed during release testing by Info Tech. Note that these are not recommended minimum specifications for an agency's environment. For best performance, consider your organization's unique factors, such as number of users and network traffic, when determining hardware/software configurations.

If NYSDOT is purchasing new client computers as part of migrating to Preconstruction, Info Tech recommends purchasing the maximum processor and RAM allowable by the agency budget. Four GB RAM is recommended for client computers accessing AASHTOWare Project software. Info Tech also recommends using the Web-based AASHTOWare Project Platform Component Status by Year document available on Cloverleaf. The document provides details of AASHTO’s two fiscal year planned release test, supported, and unsupported platforms. The document can be found by logging in to Cloverleaf, navigating to the Support page, and selecting the file listed under Supported Products & Platforms.

AASHTOWare Project system managers can review detailed information on configuring the browser for optimization by referring to the Internet Explorer section of the AASHTOWare Project Installation Instructions. To access this document, log in to Cloverleaf and select Status & Planning.

For details regarding configuring the client web browser, IT support staff for AASHTOWare Project software should be directed to the AASHTOWare Project Online Help section titled Setting up Your Browser.

During the implementation, the project team will work with ITS to determine if there will be any issues with the required settings for Internet Explorer for the Preconstruction module to display properly. For example, the Preconstruction module requires that in the Compatibility View Settings window, the Display intranet sites in Compatibility View check box be cleared. In order for components to be displayed properly, the browser must be set to refresh previously viewed pages, and the browser security must enable DOM (Document Object



Module) storage. A review of the standard NYSDOT browser configuration will be performed during the migration project.

3.1.2 Web/Application/Database Server Hardware and Software

The recommended configuration for AASHTOWare Project server software is a two-tier setup. The configuration should consist of the web and application server combined on one server which provides better support for load balancing. The web server is lightweight and separating it from the application server does not provide any benefit and potentially introduces network latency between the application and web servers. The second tier is the database server.

Web Server

Web server hardware is the computer used to host the AASHTOWare Project website and which contains the AASHTOWare Project user interface. Cloverleaf provides hardware configurations on which all required release tests successfully passed during release testing by Info Tech.

Web server software is the software operating system and applications installed on the computer used by AASHTOWare Project software.

The detailed hardware for AASHTOWare Project and software configurations for AASHTOWare Project web servers can be found on Cloverleaf: https://www.cloverleaf.net/sys_arch/wt/web_app_servers.shtml

Note: Hardware and software specifications reflect those on which all required release tests successfully passed during release testing by Info Tech. Note that these are not recommended minimum specifications for an agency's environment. For best performance, consider your organization's unique factors, such as number of users and network traffic, when determining hardware and software configurations.

If NYSDOT is purchasing new servers as part of migrating to the Preconstruction module, Info Tech recommends purchasing the maximum processor and RAM allowable by the agency budget. Regarding the web server, the number of processors is more impactful than the amount of RAM. Info Tech recommends a server with two quad core processors and no less than 8GB of RAM. This hardware configuration has proven to perform well in Info Tech’s experience with implementations.

The following table lists the projected production web server hardware in use at the NYSDOT.


Size Agency Projections

Processor type/model and speed

VMWare 5.5, Windows Server 2008 R2 SP1 x64 TBD processors

Amount of Memory TBD GB Ram

Number of hard disks and free space

TBD GB Hard Disk Space

Table 3-1. NYSDOT Projected Production Web Server Hardware

The following table lists the projected test Web server hardware in use at the NYSDOT.







Table 3-2. NYSDOT Projected Test Web Server Hardware

Application Server

Application server hardware is the computer used to host the AASHTOWare Project application and which contains the AASHTOWare Project business layer. Cloverleaf provides hardware configurations on which all required release tests successfully passed during release testing by Info Tech.

Application server software refers to the software operating system and applications installed on the computer used by AASHTOWare Project software.

The detailed hardware and software configurations for AASHTOWare Project application servers can be found on Cloverleaf: https://www.cloverleaf.net/sys_arch/wt/web_app_servers.shtml

Note: Hardware and software specifications reflect those on which all required release tests successfully passed during release testing by Info Tech. Note that these are not recommended minimum specifications for an agency's environment. For best performance, consider your organization's unique factors, such as number of users and network traffic, when determining hardware and software configurations.

If NYSDOT is purchasing new servers as part of migrating to the Preconstruction software, Info Tech recommends purchasing the maximum processor and RAM allowable by the agency budget. As with the web server, the number of processors is more impactful than the



amount of RAM. Info Tech recommends an application server with two quad core processors and no less than 8GB of RAM.

The following table lists the projected production application server hardware in use at the NYSDOT.







Table 3-3. NYSDOT Projected Production Application Server Hardware

The following table lists the projected test application server hardware in use at the NYSDOT.







Table 3-4. NYSDOT Projected Test Application Server Hardware

Database Server

Database server hardware is the computer used to host the database used by the AASHTOWare Project application. Cloverleaf provides hardware configurations on which all required release tests successfully passed during release testing by Info Tech.

Database server software refers to the software operating system and applications installed on the database computer used by AASHTOWare Project software.

The detailed hardware and software configurations for database computers used by AASHTOWare Project software can be found on Cloverleaf: https://www.cloverleaf.net/sys_arch/wt/db_servers.shtml


Note: Hardware and software specifications reflect those on which all required release tests successfully passed during release testing by Info Tech. Note that these are not recommended minimum specifications for an agency's environment. For best performance, consider your organization's unique factors, such as number of users and network traffic, when determining hardware/software configurations.

If NYSDOT is purchasing new servers as part of migrating to the Preconstruction module, Info Tech recommends purchasing the maximum processor and RAM allowable by the agency budget.

The agency can also find detailed information on database setup in the Installing the Database section of the document AASHTOWare Project Installation Instructions. To access this document, log in to Cloverleaf and select Status & Planning.

The agency can customize the database scripts manually or automatically using the Replace utility. For detailed information on database script customization, refer to the Customizing the Database Scripts section of the AASHTOWare Project Installation Instructions. To access this document, log in to Cloverleaf and select Status & Planning.

The following table lists projected production database server components in use at the NYSDOT.

Hardware Agency Hardware

Number of processors TBD

OS, Processor type and speed IBM AIX Version TBD

Amount of memory TBD GB Ram



Table 3-5. NYSDOT Projected Production Database Server Components

The following table lists the projected test database server components in use at the NYSDOT.


Number of processors TBD

Processor type and speed IBM AIX Version TBD

Amount of memory TBD GB Ram






Table 3-6. NYSDOT Projected Test Database Server Components

3.2 Network/Bandwidth Requirements and Recommendations

NYSDOT has migrated to a central data center model for server location and maintenance. All of the Preconstruction servers will be stored at the agency’s centralized data center. During the migration project, the project team should test connectivity and performance of Preconstruction servers early in the project to confirm there will not be any performance issues with the location of the servers, network connectivity, and the number of users logged in concurrently using the application.

All the servers described in the AASHTOWare Project hardware and software requirements should be housed in the Data Center in close physical proximity to one another. A fully switched 100 Mb/second or a 1 Gb/section local area network should be used to connect those machines to each other and isolate them on their own subnet. Their connection to the rest of the NYSDOT’s networks can be any speed Ethernet from 10 Mb/second on up.

The physical characteristics of the wide area network are not important for Preconstruction client usage. What is important is the effective bandwidth of the TCP/IP connection. All client computers require network connectivity to the central servers. For most systems, a 128 Kb/second connection will provide good performance, and a 28.8 Kb/second connection will be adequate.

NYSDOT uses Active Directory (AD) as its preferred user authentication directory service. At this time, various NYSDOT departments handle their own AD service, but that may change as the state continues to migrate towards a centralized information technology office. Currently the PES and LAS users are not regularly updated. As part of migrating to the Preconstruction module, the PES and LAS user list should be reviewed and obsolete users removed. NYSDOT has a single domain, but multiple organizational units (OU). During the migration project, as part of identifying active users, the project team will have to identify if all of the Preconstruction users are in the same OU. If the users are in distinct, segregated OUs and the project team is not able to easily target all Preconstruction users, the team will have to review Preconstruction access. Section 9.1, Active Directory, provides more detail regarding AD and AASHTOWare Project security.

For AASHTOWare Project software, hypertext transfer protocol (HTTP) protocol is used for communication between the Web browser installed locally on the client machine and the AASHTOWare Project IIS web server hosting the application. Agencies can also implement SSL with the hypertext transfer protocol secure (HTTPS) protocol.


For communication protocols between clients and AASHTOWare Project servers and other information related to the agency’s network environment, please see the External Access Implementation Guide that is available with the AASHTOWare Project installation and the AASHTOWare Project Installation Instructions available by logging in to Cloverleaf and selecting Status & Planning.

For information on ports used by AASHTOWare Project Preconstruction application, web, and database servers, refer to the AASHTOWare Project Preconstruction Installation Instructions for Preconstruction. To access this document, log in to Cloverleaf and select Status & Planning.

3.3 Remote Communications for Info Tech Support

Agencies often request remote support during implementation and sometimes on a continuing basis. Giving Info Tech staff access to AASHTOWare Project Development, Test, and QA servers is recommended during the migration project to ensure the highest level of support. This will allow Info Tech's second-level support team to work directly on NYSDOT servers to pinpoint and resolve problems and make recommendations.

Info Tech subject matter experts using a Virtual Private Network (VPN) remote connection service may provide a portion of the off-site services provided by Info Tech. This approach may not only reduce the travel and expenses required to support the project, but will also assure that the NYSDOT project receives the most effective attention and effort from the appropriate resources for support and issue resolution. This connection will allow for faster responses and real-time problem diagnosis by Info Tech’s second-level support staff. If NYSDOT chooses to implement this remote access, Info Tech will work with NYSDOT to establish the required VPN access in accordance with NYSDOT policies for security and network access.

In addition to VPN access, Info Tech recommends installing and maintaining a mirror environment of NYSDOT’s Development environment in Info Tech’s corporate office in Gainesville, FL, for the duration of the project. If Info Tech developer resources are assisting with NYSDOT customizations, this provides an environment for Info Tech developer resources to perform their tasks prior to delivery and application in NYSDOT’s test environment. This also assists Info Tech project team members and Info Tech’s Customer Support team by providing the ability to assist with troubleshooting project-specific issues as well as duplicating any Preconstruction-related issues.



4. Data Migration

This chapter highlights selected data migration information and activities, including considerations specific to NYSDOT which may impact the migration.

4.1 Data Model and Mapping

The data model has changed significantly between the PES and LAS software and the Preconstruction module. The AASHTOWare Project Data Model provides a logical data model for the AASHTOWare Project database. The logical data model illustrates relationships between tables, primary/foreign/alternate keys, field types and length, and mandatory fields. The document also provides database-specific physical data models for Oracle and SQL Server.

Note: The AASHTOWare Project Data Model document is included in the AASHTOWare Project Installation (setup.exe). Agencies can install it by selecting the ERD check box under the Select Features step of the installation.

New Preconstruction agencies can use the database table creation scripts that are included with the Preconstruction installation to identify the order in which tables and their records should be loaded. The AASHTOWare Project Installation Instructions provides steps for installing the database scripts from the Preconstruction Setup.exe file. Once the database scripts have been installed by running the Setup.exe program, the create_tables.sql file contains the list of database tables and the order in which they are created.

Detailed mapping information for all database tables migrated from the client/server version of preconstruction software to web-enabled AASHTOWare Project Preconstruction software is available. Log in to www.cloverleaf.net and select the Status and Planning link on the left pane. Click web Trns•port 2.02 Interface Data Mapping to download the wT_2.02_Interface_Data_Mapping.xlsx file. (Mapping information for AASHTOWare Project Preconstruction version 3.0 will be the same as for 2.02.)

4-2 Data Migration

4.2 Migrating Data

4.2.1 Data Migration Utility (DMU)

A Data Migration Utility (DMU) is provided to migrate data from the client/server database to the Preconstruction database. Chapter 7 of the AASHTOWare Project Installation Instructions provides detailed instructions for configuring and running the DMU.

As part of the migration, the system checks the data against the base and custom business validation rules. All data records are validated for referential integrity, valid code values, valid dates, field formats, etc. As described in detail in Chapter 6 of this document, User Interface Customizations, a layer of metadata validations is provided that shortens Preconstruction field lengths and modifies validations for the DMU and for the user interface so that data will be formatted for interface with client/server. The client/server metadata should be applied before running the DMU.

The DataMigrationSchema.xml file, which is included with the Data Migration Utility, outlines the data to be read for each table in the destination database and operations to be performed as the DMU executes. See Section 7.1 Migration Schema File of the AASHTOWare Project Preconstruction Installation Instructions for more information.

For detailed information on data migration, see the Migrating Data section of the AASHTOWare Project Installation Instructions.

4.2.2 Migrating Historical Data

There are various options for NYSDOT to consider for efficient data migration. Perhaps the biggest impact on running time for the DMU is the extent of historical data to be migrated.

Reducing data volume will reduce elapsed time required to run the DMU. Based on our experience with other agencies, Info Tech expects that DMU running time will be an important consideration for NYSDOT. When cutting over to production with Preconstruction, users can not access either PES/LAS or Preconstruction during the DMU run.

NYSDOT currently has a number of in-house systems that run against the PES/LAS database, and has expressed a preference for retaining historical data in the Preconstruction system in order to accommodate these system interfaces. Near the beginning of the implementation project, decisions must be made on how much historical data will be migrated. A baseline of run times for the DMU can be determined by performing test runs.

A consideration for the future is that NYSDOT may decide to implement the AASHTOWare Project Estimation application. Bid history data from the Preconstruction module (thus from the PES and LAS software) is used by the Estimation system. Typically, agencies use six to 18 months of bid histories for estimation; however, for rarely occurring items, up to five years may be used. Considering the implementation time factor for the Preconstruction and



Estimation modules, only two or three years of bid history data from the PES and LAS software would be needed.

We suggest that NYSDOT evaluate how much history is required in its Preconstruction system going forward. If an assessment supports it, older proposals (for example, with letting date prior to January 1, 2012) could be purged from the PES/LAS database. This would reduce the total volume of data to be processed by the DMU.

Additional considerations for purging older data from the PES and LAS software are presented in Section 4.3, Cleaning Data for Migration. Also see Section 4.4, Passing Preconstruction Data to BAMS/DSS, which would become the primary source for historical data.

4.2.3 Other Options for Optimizing DMU Run Time

There are additional options for speeding up DMU running time which can be used in addition to reducing the volume of data.

One such strategy for improving DMU performance which has proven successful is to utilize a high performance server specifically designed and configured for DMU performance. This option could be considered if the DMU could not be run to completion without inconveniencing users.

The DMU is a non-parallel enabled application so more CPUs is not as important as better CPUs. A cloud platform can provide a secure and efficient option, as it is only paid for while in use. For example, Info Tech has utilized the following, which is offered by Amazon Web Services: a c3.2xlarge instance - 2.8 GHz Intel Xeon E5-2680v2 (Ivy Bridge) processors with 15 GB RAM. One drive of the server housed the Operating System, Oracle installation, and AASHTOWare Project Installation. A second drive (ssd) on the same server housed the PES/LAS Oracle database files, and a third drive (ssd) contained the AASHTOWare Project database files. Because all components were on the same server, there was no time lost with data traveling between systems. One agency’s DMU run was reduced to about a quarter of the time it took on a more conventional installation.

Please see Chapter 13 of this document, Optional Migration Activities, for further information.

If a high performance platform does not provide sufficient optimization, a complicated but effective option for further reducing the final production run of the DMU is to break apart the DMU run into smaller subsets. It is not recommended that the agency attempt to do this unassisted. Info Tech can provide this service if needed.

4.3 Cleaning Data for Migration

During the workshops, NYSDOT discussed anticipated data issues, especially in the area of reference data. Both the Itemlist and Vendor tables are quite large, containing records which

4-4 Data Migration

are no longer valid for use but have not been set to obsolete status. Obsolete status does not affect automated data migration; however, if time allows, a clean-up of the reference data is recommended to enhance future usage. (Deleting reference data is not recommended.)

During workshops, NYSDOT requested more information on optionally having Info Tech assist with reference data cleaning. Please see Chapter 13, Optional Migration Activities, for further information.

Note that code table values in the Preconstruction module now have an obsolete status identifier, so a code table cleanup should wait until after data migration. There was discussion during the workshops on the variations in code values between the PES and LAS and SiteManager software, which could lead to issues in the future with the web-based Construction application.

The DMU performs extensive validation checks for referential integrity, valid code values, valid dates, field formats, etc., and rejects certain types of erroneous records from being migrated. A log file is generated which can be used to identify errors for correction in the PES and LAS software before the final production migration. Multiple iterations of the DMU process are recommended to identify errors, then verify that they have been fixed in the source data. It is recommended that the first DMU run take place early in the implementation to allow sufficient time for data corrections in the source (PES and LAS) system.

A final word on data cleaning is that in our experience, in most systems, data integrity is generally worse the older the data is. If older lettings and proposals are removed from the PES and LAS software before migration, there will likely be fewer data errors to be resolved.

4.4 Passing Preconstruction Data to BAMS/DSS

4.4.1 Ongoing BAMS/DSS Import

Prior to running the Data Migration Utility, it is highly recommended that all awarded (and rejected) data be passed from the production PES and LAS system to the BAMS/DSS software. It is our understanding that NYSDOT has consistently done this on an ongoing basis. If the data has been imported to the BAMS/DSS software without errors, assess if this awarded and/or rejected proposal data is still required to reside in your preconstruction systems, as discussed in Section 4.2.2, Migrating Historical Data. The potential use of BAMS/DSS data for custom reports is presented in Chapter 7 of this document, Reports Customization.

4.4.2 LAS/Preconstruction Data Views in BAMS/DSS

NYSDOT has an agency-unique practice of passing proposals to the BAMS/DSS software twice. The first time is to make proposals being considered for award available for analysis using DSS data views. The second pass is to refresh the data with finalized award (or



rejection) information. Normally, during award consideration, proposals still in LAS or Preconstruction software would be available in the BAMS/DSS software by way of an LAS/Preconstruction data view. However, NYSDOT has been unable to get the LAS data views to run. This appears to be because, years ago, the BAMS/DSS import code for both the IFD and DBD was customized. Most likely, as the base code has been updated, the custom code has not.

We recommend that the BAMS/DSS import code be brought up to date and any customizations re-applied. Note, this may be outside the scope of the Preconstruction implementation project and is further discussed in Chapter 13 of this document, Optional Migration Activities.

Additionally, once the BAMS/DSS software is configured to read the Preconstruction system, both DSS and LAS/Preconstruction data views can access Preconstruction data. Testing should be done to assess whether any customizations affect the DSS data view’s ability to derive Preconstruction data.

4.4.3 Added Data Tables and Fields

NYSDOT has added data tables and fields to the PES/LAS database. Two specific examples were discussed during analysis workshops.

The Referral Vendor data consists of two tables added to the PES/LAS database: REFVEND and REFDATA (not to be confused with the Preconstruction REFVENDOR table). The other custom data added to the PES/LAS database is the Contract Activity/Event Dates table (CNTACTDT), which contains activity and event dates that assist in tracking the contract at critical steps leading up to and including the award process. From an initial examination of the specifications, we suggest moving the data and the functionality of these plug-ins and reports into the Preconstruction system.

AASHTOWare Project does not allow adding tables to the database; however, there are built-in processes for adding fields to existing data entities. For example, the Vendor Referral data fields could be added to the RefVendor entity, and the Contract Activity/Event Dates to the Proposal table in the database.

The DMU will not accommodate custom data, so the data would have to be moved from the PES/LAS database to Preconstruction using SQL scripts after the data migration is complete and the new fields added to the database. The added fields would also be added to the presentation and business layers of the metadata for access from the user interface.

Additional analysis should be done during implementation on both the Referral Vendor and the Contract Activity/Event Dates data and processes. We also recommend an analysis to determine whether any other database customizations applied by NYSDOT will affect migration; for example, the Fund.Priority field length in the Preconstruction module is limited to two digits, and NYSDOT has been using three. Please see Chapter 6, User Interface Configurations and Customizations, and Chapter 7, Report Customizations, for further details.

4-6 Data Migration

4.5 Data Migration Planning

During the implementation project planning, decisions must be made regarding when to run the final data migration. Typically, multiple test runs of the DMU are performed to determine the expected time required for migrating data and to determine required data corrections to be made in the PES and LAS software before the final DMU run.

Some agencies opt to have test migrations run by Info Tech on systems built for this purpose which mirror the NYSDOT PES/LAS and Preconstruction systems and use a copy of the NYSDOT PES/LAS Oracle database. The mirror system can be installed at Info Tech’s Gainesville, Florida location and used throughout the implementation for initial testing of configurations or customizations done for NYSDOT by Info Tech. Alternately, Info Tech can contract for and configure cloud systems from Amazon Web Services (AWS), as discussed in Section 4.2.1, Data Migration Utility, or the agency can contract directly with AWS. Also see Chapter 3, Hardware-Software Infrastructure.

In these cases, after each DMU run, Info Tech would provide a copy of the migrated Preconstruction database to NYSDOT, along with error listings produced by the DMU for correction in the PES and LAS software.

The DMU is not intended to perform data updates; therefore, once the DMU has been fully tested and finally run against the production database, the Preconstruction system is considered to be production-ready. For example, if NYSDOT decides to run parallel production systems (see Chapter 12, Migration and Project Planning) between the PES and LAS software and the Preconstruction module for four weeks, the final DMU run would take place at the beginning of the period. All normal work by users and custom processes and system interfaces which update the database would be performed in both systems for four weeks.

It is suggested that once a final production database has been migrated on one system, the data be copied to all of the remaining NYSDOT Preconstruction system databases (i.e. all the test, development and quality assurance database tiers).

In summary, NYSDOT must decide: 1) whether the DMU processing will be done by agency staff or Info Tech; 2) whether systems for data migration will be housed at NYSDOT (or state data center), at Info Tech, or in the cloud; 3) when the final migration will take place; 4) how much historical data can be removed from the PES and LAS software before migration, if any; and 5) whether/how to speed up data migration processes.



5. Interfaces

This chapter documents all interfaces as discussed during the Preliminary Assessment on-site activity.

Info Tech personnel performed a high-level analysis on NYSDOT’s current systems that interface with PES and LAS software. The summary of the analysis results is presented in this chapter, including information regarding the current systems that are in use by NYSDOT and recommended actions to be followed up on during the migration from PES and LAS to Preconstruction software.

Any systems that were not provided to and/or discussed with Info Tech could not be included in the analysis.

Refer to Section 2.3.1, Current Trns•port PES/LAS Process Diagram, and Section 2.3.2 Proposed, AASHTOWare Project Preconstruction Process Diagram, for visual aids regarding the interfaces.

Based on the analysis of the individual systems listed in the chapter, the following table summarizes the recommended actions for the various systems.

System Interface Recommended Action Number of Interfaces

Retain AASHTOWare Project Interfaces 4

Eliminate AASHTOWare Project Interfaces 1

NYSDOT System Interfaces - Detailed Analysis Required (During Migration Project)

11

NYSDOT System Interfaces - Not Required or No Action

2

Total Interfaces Reviewed 18

Table 5-1. NYSDOT Interfaces Recommended Action Summary

5-2 Interfaces

5.1 Identification of All AASHTOWare Project Interfaces

The following chart lists all AASHTOWare Project-related interfaces as identified during the preliminary assessment. For each interface, the system it interfaces with has been identified as well as whether it is required as part of migration activities, and if there will be engineering efforts required for the interface to work with the new system.

Interface Name

Interfaced System

Enginee-ring

Required (Yes/No?)

Retain (Yes) or Eliminate

(No) - AASHTOWare

Project Interface

Consideration

Import From/Export To Estimator

AASHTOWare Project Estimator

No Yes, retain interface as long as NYSDOT licenses Estimator

Regional uploaders upload Estimator files and occasionally pass files back to region for updates.

Estimator catalog is updated nightly using a SAS ad hoc in the BAMS/DSS software that points to the PES/LAS database and generates the standard CESITM file and import file.

Currently the Estimate Checks custom process checks for obsolete items. Chapter 6, User Interface (UI) Configurations and Customizations provides details of this custom process. Estimate Checks is referenced in this chapter because it is run when the Engineer’s Estimate is imported from the Estimator software. Further analysis of the Estimate Checks custom process will be performed during the implementation to see if it can be replaced by Preconstruction Validate Project and Validate Proposal standard processes and by Preconstruction business metadata configurations.

Export to Expedite

AASHTOWare Project

Expedite

No Yes, retain interface as long as NYSDOT licenses Expedite

NYSDOT currently runs a custom process called NY_GEN.exe. They would like to adopt the standard Export to Expedite process as part of the migration to Preconstruction.

Various Uploads to Bid

Bid Express No Yes, retain interface as long as NYSDOT

No engineering, introduction of new report templates.



Interface Name

Interfaced System

Enginee-ring

Required (Yes/No?)

Retain (Yes) or Eliminate

(No) - AASHTOWare

Project Interface

Consideration

Express licenses Bid Express

Export to BAMS/DSS

AASHTOWare Project BAMS/DSS

No No, NYSDOT will continue to use the pull from BAMS/DSS

This does not require a change in NYSDOT’s business practices as they have always performed the pull from the BAMS/DSS software.

Export to SiteManager

AASHTOWare Project SiteManager

No Yes, retain interface as long as NYSDOT licenses SiteManager

Currently NYSDOT manipulates the contract and reference data that is exported from the LAS software prior to it being imported into the SiteManager software. If this practice is continued, then the same custom program can be used as long as NYSDOT uses the SiteManager software.

NYSDOT will continue to manipulate the data after the Export to SiteManager and Export Reference Data to SiteManager processes are run in the Preconstruction module.

When NYSDOT migrates to the web-based Construction system, business processes would have to change, or a new customization (likely involving source code changes) would be needed for Preconstruction or Construction.

Data changes documented in NYSDOT document: LAS_Pass_toSM_Layout_Mods.xls.

Table 5-2. AASHTOWare Project Preconstruction-Related Interfaces

5.2 Interfaces with Other AASHTOWare Project Products

The AASHTOWare Project Online Help provides information on the differences between client/server AASHTOWare Project and Preconstruction software and how they interface with other applications. In the online help, under Help for client/server users, there is a subsection called Interfaces. The help describes the differences for the following interfaces:

5-4 Interfaces

Export to SiteManager

Estimator / AASHTOWare Project Cost Estimation XML Interfaces

Expedite Interfaces

Other Interfaces

Cost Estimation

Quantity Manager

Reference Data

Data Loader

Generalized Export

The online help also contains a section called Importing and Exporting Information, which provides descriptions of all of the interfaces available in web-enabled AASHTOWare Project software and step-by-step instructions for executing interfaces.

The online help section titled Overview of CRLMS Interface Flowcharts is a valuable reference for any agency that licenses AASHTOWare Project Preconstruction software, even if the agency is not implementing CRL. It contains flowcharts depicting how and when information flows between the AASHTOWare Project and AASHTOWare Project Preconstruction modules. The flowcharts apply to all agencies upgrading to the Preconstruction module from the PES and LAS software, especially if other AASHTOWare Project modules are used.

5.2.1 Interfaces

Preconstruction interfaces to client/server AASHTOWare Project (previously known as AASHTO Trns•port):

Two-way Cost Estimation AASHTOWare Project Estimator AASHTOWare Project Worksheet

AASHTOWare Project Expedite AASHTOWare Project SiteXchange

One-way AASHTOWare Project Construction Administration AASHTOWare Project SiteManager

Letting Data Views

AASHTOWare Project BAMS/DSS

Interfaces to external systems

Bidding systems aecXML standard for design systems



Public Web service interfaces

File import/export Data elements available to reports Check in project, check out project, export project, import project Check in proposal, check out proposal, proposal items

Public Services available

Communication between Web and application layers achieved via private services

Private service access is possible but discouraged due to possible changes of service characteristics between releases.

Note: The AASHTOWare Project Online Help page Using Web Services provides details on the Estimate Web service. The agency can also find examples of custom processes, including the Estimator Web service, in the Custom Processes chapter of the System Administration Customization Guide.

5.3 NYSDOT Interfaces

This section identifies systems that may require an interface to or from the Preconstruction software. Where indicated below, a detailed analysis will be performed during the implementation phase of the Preconstruction Migration project. This detailed analysis will include, but is not limited to, the following activities:

Identify system stakeholders and analysis team

Review system requirements, processes, and workflows

Review system database and fields

Review reporting requirements

Reports

The detailed analysis will produce a fit/gap analysis identifying the data, processes, and reports which can be incorporated into the Preconstruction system and the gaps which will need additional engineering to include into the system.

5-6 Interfaces

Agency Application

Maintained By

Retain (Yes), Unknown (Detailed Analysis Required), or No Action (No) – NYSDOT Interface

Description/Comments/Considerations

Program Support System (PSS)

PSS Application Development

Unknown - Interfaces may be replaced by the future OPPM interfaces to Preconstruction. Re-evaluate and perform detailed analysis during Preconstruction Migration project

Two interfaces documented in NYSDOT document PSS to TRANPORT Interface.doc:

Real-time interface; two way. Initiated from PSS (DB2 to Oracle). Receives project estimate, actual awarded bid amount and milestone dates from PES/LAS

PES/LAS to PSS; one-way scheduled nightly. Feeds funding information into PES/LAS based on engineering shares

Primavera Project Portfolio Management (PPM) and Critical Path Methodology (CPM)

P6 Application Development Primavera Support

Yes – Retain current interface. Perform detailed analysis during Preconstruction Migration project

Scheduled interface. Nightly pull from PES/LAS Initiated from PPM/CPM (Oracle to Oracle) Import letting date, status, and award date from PES/LAS

Equitable Business Opportunities (EBO)

Construction Yes - Retain current interface. Perform detailed analysis during Preconstruction Migration project

On demand interface Initiated from EBO (Oracle to Access to

Oracle) o Process is initiated in MS Access,

flat file is created from PES/LAS data and placed on a server. Flat file is then imported into EBO

Import bid letting data from PES/LAS (bid items, quantities, bid prices, bidder information) after each letting

DBE information entered and stored in EBO before award

Contractors have access to EBO to upload their subcontractor information into EBO

Initiative underway for statewide replacement of EBO with B2Gnow

State Financial System (SFS)

ITS Yes - Retain current interface. Perform detailed analysis during Preconstruction Migration project

Scheduled one way pass from SFS to PES/LAS. Automated by Tidal Enterprise Scheduler Initiated from LAS (Oracle to Oracle Data

Warehouse to Oracle). Data is passed from SFS database to an Oracle Data Warehouse. PES/LAS then pulls data from Data Warehouse into PES/LAS database

Import Vendor data (IRS number, update addresses, etc.)

NYSDOT Website Information –

Contracts Yes – Continue to post data from Information is posted manually to NYSDOT



Agency Application

Maintained By



Portal Preconstruction. Perform detailed analysis during Preconstruction Migration project

website under https://www.dot.ny.gov/doing-business Export of Letting information from LAS

o Advertisement

o Contract documents (proposal book

– bid sheets, etc.)Letting results o Bid tabulations o Amendments of item changes

Import of Letting information from NYSDOT website

o Planholders

PSEBase DQAB Unknown – Re-evaluate and perform detailed analysis early during Preconstruction Migration project.

No true interface (data such as PIN, D#, letting date, ad length, and estimated completion date is entered into the system several weeks prior to project being loaded into PES/LAS) Networked Client-Server MS Access

database used by DQAB for management of the bid document production workflow (D# Issued to Letting Held).

Generates portions of proposal bid documents, letters/memorandums to distribute and/or return PS&E materials, and a number of reports; some that are used only within the PS&E Section, and others that are widely distributed to Department staff.

Based on high level analysis of NYSDOT documents (PSEBase_Documentation.pdf and PSEBase_Summary with Screenshots.pdf), this application may be replaced by Preconstruction through use of standard and agency fields, as well as added agency fields, and workflowsNYSDOT documentation: PSEBase_Documentation.pdf and PSEBase_Summary with Screenshots.pdf

Logit Contracts Unknown – Re-evaluate and perform detailed analysis during Preconstruction Migration project.

No true interface (Contracts performs manual re-entry of data found in PES/LAS such as Proposal ID, region, county, proposal description, bidder name, bidder address, and bid amount) plus additional proposal and contractor related fields in MS Access database Networked Client-Server MS Access

database used by Contracts Application was developed by NYSDOT Application provides easy way for Contracts

5-8 Interfaces

Agency Application

Maintained By



staff to look up proposal and contractor information

Official Daily Status Report > Contracts Pending Award data is generated in PES/LAS, but Logit generates a ‘working’ copy of the report. The Logit working copy provides contractor and proposal Comments (such as reject all bids remarks) which are not tracked in PES/LAS. Please see Chapter 7 of this document, Reports Customizations.

Contracts likes having the consolidated Access view of necessary information for quick reference

NYSDOT documentation: Letting Clerk Instructions.pdf, Instructions Rejections 2011.doc, and Process To Reject All Bids 2013Mar29.doc provide details on data input into Logit

Tentatively recommend Incorporating additional fields from Logit into Preconstruction

Status Book (Construction Database)

Construction No – No Preconstruction data sent to Status Book database

No interface with PES/LAS Status Book interfaces with SiteManager and

BAMS/DSS MS Access database also known as

‘Construction Database’

Insurance Database

Contracts Unknown – Re-evaluate and perform detailed analysis during Preconstruction Migration project.

No true interface, manual entry of data from PES/LAS into MS Access Database (INSUR.mdb) Twenty-nine fields tracked in INSUR.mdb Estimate 70% of fields identified in INSUR

database are standard fields in Preconstruction Vendor Reference components

Can use agency fields for nonstandard Preconstruction date and text fields

Preconstruction can associate one insurance record per contract.

Vendors can have multiple active Insurance policies in Preconstruction

INSUR database generates a report named INSUR. Report contains Vendor name and address, County, D_Num, Contr Insr, Contr Prot, Comp Oper, Workmens, Disability,



Agency Application

Maintained By



State Ins, PEH Liability, Spec Prot, Railroad, Prof Liab, UWA, Builders Risk, Auto, and Umbrel. If report is still needed in Preconstruction, a custom report will be required. Please see Chapter 7 of this document, Reports Customizations.

Crystal reports are generated from INSUR database

o Renewal Letter o Reminder Letter

Tentatively recommend incorporating Insurance Database fields into Preconstruction

Pay Item Catalog DQAB/ITS Yes – Continue to extract data from Preconstruction nightly. Perform detailed analysis during Preconstruction Migration project

Publically available web application, not considered for inclusion as an interface

NYSDOT will develop this interface. Info Tech to provide Preconstruction database knowledge

NYSDOT performs a nightly extract of Item data from PES/LAS to a Web based Database

Available to the public from NYSDOT website. Contractors can look at all items (approved/disapproved) or they can filter items

URL for Pay Item Catalog: https://www.dot.ny.gov/main/business-center/engineering/specifications/pay-item-catalog

ARRA Database ITS – Web Central

Yes - Retain current interface. Perform detailed analysis during Preconstruction Migration project

Repository of data pulled nightly from multiple systems (PSS, Primavera, SiteManager, PES/LAS). Database is used to generate Management reports

NYSDOT will develop this interface. Info Tech to provide Preconstruction database knowledge

Initiated from ARRA database (Oracle to Oracle)

Proposal data is pulled from PES/LAS database

5-10 Interfaces

Agency Application

Maintained By



Primavera OPPM* *Does not currently exist, but may replace PSS

ITS Unknown* - Interface may replace the current PSS interface to Preconstruction. Re-evaluate and perform detailed analysis during Preconstruction Migration project

Possible future interface. Will replace existing PSS Interface Tentative date for replacement by Primavera

OPPM is April 2015

New SFS Interface for Funding

ITS (Onsite InfoTech Resource)

No - Consider for inclusion after Preconstruction Implementation or with sunset of Accounting’s AS400 system

N/A – Possible Future Interface. Will replace Accounting’s existing AS400 Accounting box SFS Interface to setup funding During Preconstruction migration project,

identify whether funding related data can be stored in Preconstruction (manual entry)

Table 5-3. Agency Interfaces

5.4 Interface Options

The preferred method is for agencies to use web services that take advantage of the business rule validations within AASHTOWare Project modules. There are two exposed web services available immediately. One is for importing and exporting data to and from the Trns•port CES software and one is for exporting DBE directory report data. These services can be used as they are if they provide the necessary data, but it is unlikely as they were built with specific purposes. Assuming these don't provide adequate data, custom web services will need to be developed within AASHTOWare Project modules in addition to developing an application that pushes and pulls data to and from the web service. Agencies can do this on their own but they will need source code to understand what underlying services are available for their web service. The agency may contact AASHTO and request the source code. An agency can also contract Info Tech client services for this type of work.

Direct database reads/writes is the other method for interfacing with AASHTOWare Project modules. Direct database reads/writes bypass the business rule validations and thus can have a potentially harmful impact on data integrity. Direct database reads/writes should be discouraged but because agencies regularly do it and developing the web services is complex and requires an understanding of the application, we do not take a firm stance on this. This is the method many agencies are using.

Please note that in both of these methods, it is possible that changes in product updates or version updates will require changes in the interface code. However, it is more likely that web service interfaces will be impacted by updates rather than direct database interfaces.


6. User Interface (UI) Configurations and Customizations

In AASHTOWare Project Preconstruction, there are various types of User Interface configurations and customizations which can be applied. Some UI customizations are equivalent to those currently in place in client/server PES/LAS, and some are newly available in the web-based application.

This chapter documents and describes UI customizations which may be of advantage to NYSDOT users and/or are equivalent to current client/server customizations. Agency Options are also addressed in this chapter.

Details of specific UI customizations are not included in this chapter; however, there are tables providing summary estimates of the expected level of effort for implementing customizations based on the lists provided by NYSDOT and reviewed during workshops.

An additional summary table lists the types of configurations and customizations described in the text, with information to help NYSDOT with planning timing and resources, names of customization lists compiled by NYSDOT, and pertinent AASHTOWare Project documentation.

6.1 Preconstruction User Interface Resources

Agencies can configure and customize business functions and aspects of the Preconstruction software to make the application perform in a way that is more useful for their business practices. The System Administration section of the online Help contains subsections on customizing components, entities, and fields, and configuring agency options.

For detailed examples on how to customize the different areas of Preconstruction, NYSDOT can refer to the System Administration Customization Guide, which is delivered with the Preconstruction installation files. The guide includes instructions on how to do the following:

Customize field, label, menu displays

6-2 User Interface (UI) Configurations and Customizations

Add agency fields

Customize field validation rules

Customize online help, tooltips and system messages

As part of the Preconstruction implementation project, Info Tech offers System Administration training, which includes basic UI customization techniques. (See Chapter 10, Training.)

We suggest that NYSDOT staff gain a working knowledge of the UI, as it would allow them to keep customizations up to date over the long term. However, estimated levels of effort in Table 6-1 are based on InfoTech providing the services to customize the UI.

6.2 Client/Server Metadata

For agencies such as NYSDOT who continue to interface with AASHTOWare Project client/server systems such as SiteManager, BAMS/DSS, and Estimator, a layer of metadata validations is provided that can be applied to Preconstruction on a one-time basis after installation. This will have the effect of shortening Preconstruction field lengths and modifying validations in the UI so that any data entered will be formatted for interface with client/server.

We recommend that the client/server metadata be applied to the NYSDOT Preconstruction systems. This must be done before data migration.

After the client/server metadata is in place, an adjustment is needed to accommodate NYSDOT’s expanded length (from four to eight) for the code value field in the code tables (RefCodeTableValue.Name). It may also be necessary to customize the client/server metadata before migrating data that are concatenated from several fields in PES/LAS into one field in web-based AASHTOWare Project, such as the project item supplemental description.

See Sections 6.1 and 7.2 in the AASHTOWare Project Installation Instructions for specific information on loading and modifying the client/server metadata.

6.3 Agency Options

The web-based AASHTOWare Project software provides agency options that can be used to set preferences for how you want the application to perform. Most of these options are equivalent to those in PES/LAS; however, some are new to Preconstruction.

During implementation, NYSDOT should review the options. Many of the existing option settings will remain the same, but others such as the UPPERCASE setting should be reconsidered and modified as needed.


Agency options should be set before data has been migrated to the system, as some options will impact the migration. See Section 7.2 in the AASHTOWare Project Installation Instructions for specific information.

Decisions made during a workshop review of agency options in Preconstruction 2.02 are recorded in a spreadsheet named Agency Options_mlh_EMR.xls. The spreadsheet has been updated to include one new option introduced in Preconstruction 3.0.

The Project Mapping tab on the Agency Options component enables administrators to create a customized mapping of project source fields to proposal destination fields for use with the Import Project Data function when a user creates a proposal from a project. This mapping can be implemented at any time, since it is mainly a convenience for users, to avoid duplicate entry of data common to both project and proposal. We recommend reviewing this with users during implementation and setting the field mapping accordingly.

Project mapping functionality is new to Preconstruction 3.0 and was not discussed at the NYSDOT analysis workshops.

6.4 Business Metadata: Entity Customization

Customizations regarding business functionality such as field labels or default values are called business metadata and are applied to entities. An entity is a piece of data, an object, or a concept for which data is stored (for example, a project, proposal, or category).

NYSDOT has recorded its customizations to PES/LAS screens in the spreadsheet named PL Screen Customizations 20100224.xls. Most of these customizations would be made in the business metadata in Preconstruction, including field labels, field validation rules, and entity sorting. During implementation, NYSDOT should review and update the lists, as requirements may change, and new requirements or time-savers may be added.

NYSDOT currently uses a custom process called Estimate Checks to validate project estimates at point of import to PES/LAS. Some of these validations could be customized in the Preconstruction business metadata. During the workshop, the team noted that further analysis of the specifications listed in the document Estimates Check Guide.pdf should be done during implementation to verify whether the validations are still needed. Standard validation checks in the Preconstruction import from Estimator will be useful, such as whether the item is in the reference item list, or the units of measure value is in the UNITS code table. Other checks create listings that could be captured in a custom report.

As system testing proceeds during implementation, the NYSDOT core team will most likely find additional changes they would like in the business metadata, such as setting default values.

The ability to range fill a field, that is, enter the same value up or down a column of data, can be set for relevant fields in the entity customizations. This could be useful for entering quantities for a list of lump sum items, or for setting an obsolete date for a group of reference items or vendors.


Entity customizations must be made after the client/server metadata has been applied. Once field customizations have been applied, there is typically no need to reinstall them; however, it is recommended that after each installation update, all field customizations (entity and component) be tested to ensure they have not been affected by new enhancements.

Further information on entity customizations can be found in Sections 3.1 to 3.5 of the System Administration Customization Guide.

6.5 Presentation Metadata: Component Customization

Customizations regarding how the data looks on the page are called presentation metadata and are applied to components. Components are the pieces that make up the functional areas of all application pages. Each application page can be comprised of multiple components, each with its own presentation metadata.

NYSDOT has recorded its customizations to PES/LAS screens in the spreadsheet named PL Screen Customizations 20100224.xls. Most of these customizations will be made in the business metadata in Preconstruction; however, field type assignment such as dropdown menus, and where the field is located on the page, are done in the presentation metadata. During implementation, NYSDOT should review and update the lists, as requirements may change, and new requirements or time-savers may be added.

An important customization is to hide tabs or fields that will not be used. Its use can be decided as system testing proceeds during implementation. This customization simplifies navigation for users, and in some cases such as the Price Project Item Overview component’s sliding panels, could help the page load faster. We are not aware of any hidden fields in NYSDOT’s PES/LAS, as none were mentioned during the workshops.

Agency-specific help can be added to any component. Once agency help has been enabled for the role and added to a component, the agency help, and not the default system help, is displayed when a user clicks the Help button. A user can still access the default system help by clicking the More Help link.

Presentation metadata can be customized so that different versions of the same component can be assigned to different roles, depending on agency need. These are referred to as Role Components. This may be helpful on components such as Price Project Items, where only certain users can maintain prices.

After every Preconstruction product update, customized components should be tested to ensure they have not been affected by a change to the corresponding base code (see Section 6.10 of this chapter).

Further information on entity customizations can be found in Sections 4.1 to 4.3 of the System Administration Customization Guide.


6.6 System Customizations

6.6.1 System Messages

The Preconstruction system contains a variety of built-in system messages that are triggered and displayed to communicate pertinent information to the user. An example is a message that addenda cannot be added until the last addendum is approved. The message text can easily be customized if NYSDOT wishes to add agency-specific information to the message. The System Message Overview component contains a list of all the system messages currently recorded for the system.

System message customizations can be made through the user interface at any time, so decisions could be made by the core team on an as-needed basis during implementation. See Section 3.7 of the System Administration Customization Guide for information on how to customize system messages.

6.6.2 Tooltips

Tooltips are field definitions pulled from the Glossary in the Preconstruction online Help, which are displayed when the user hovers the mouse over the field label. See Section 3.6 of the System Administration Customization Guide for information on customizing tooltip definitions.

Tooltip customizations require access to the web server and an IIS restart, so if NYSDOT sees a need for customizations, it is most efficient to plan to apply a group of them at once.

6.6.3 Login Screens

Currently NYSDOT has a customization to the PES/LAS login screens, as documented in the spreadsheet named PL Screen Customizations 20100224.xls. The Preconstruction login page can be customized by editing an HTML document on the web server. Graphics such as the agency logo, information describing which tier is being accessed, and the version date (in color) could be included.

The file to modify is on the UI server under: <path>\UIHost\Views\Account\LogOn.aspx. There is currently no documentation on how to do this, but Info Tech can make the modifications or assist NYSDOT. Note that updates to the Preconstruction system will overwrite login customizations, so the changes will have to be saved and re-applied.

6.6.4 Text Documents

A text document is defined as a section of text that can be customized for display in a specific area of the application. An example of how text documents would be used at NYSDOT is to include a welcome message displayed on a user’s Home Page.


Text documents can be added through the GUI and can be assigned by user role. See Section 5.1 of the System Administration Customization Guide for information.

6.7 NYSDOT Agency Fields

Agency fields (formerly called generic fields) are fields that agencies can define for their own use. In Preconstruction, standardized agency fields exist in the database but must be added to the user interface. Even though agency fields are not displayed in the UI by default, the historical data values are populated in the database during data migration.

On the Business Metadata Summary for each entity, there is a tab called Agency Metadata which displays a read-only list of any available standard agency fields for the entity. To add the fields to the entity UI, the information is copied to the Custom Metadata tab, and labels and custom validation rules may be applied. These agency fields will automatically be added to the Custom Metadata tab if the client/server business metadata is applied via the generateinitialbusinessmetadata process covered in the installation instructions.

After the entity metadata is in place, the agency field must be added to the relevant component in order to display as expected.

NYSDOT has documented 19 of the currently used agency fields in a file called NYSDOT Generic and Field Use 20090723_ITI-workshop2-notes_EMR.xls. The spreadsheet was updated during the second workshop, but at this time does not include fields used by database triggers or SFS fields. It was estimated there are about 10 fields unaccounted for. It is recommended that during implementation a review be conducted to determine whether any new fields need to be incorporated or existing ones discontinued.

For further information on how packaged agency fields are displayed and configured, see AASHTOWare Project Preconstruction online Help: System Administration/ Entities and Fields/ Editing the Business Metadata.

6.8 NYSDOT Added Fields

As discussed in Chapter 4 of this document, Data Migration, NYSDOT has added data tables and fields to the PES/LAS database. Two specific examples were discussed during analysis workshops.

The Referral Vendor data consists of two tables added to the PES/LAS database: REFVEND and REFDATA (not to be confused with the Preconstruction REFVENDOR table). From an initial examination of the specifications, we suggest moving the data into the Preconstruction system. AASHTOWare Project Preconstruction does not support adding tables to the database; however, there are built-in processes for adding fields (also called Agency Fields) to existing data entities.


In addition to adding fields to the database, the fields would be added to the presentation and business layers of the metadata for the same entity in order to add it to the user interface. For example, the Vendor Referral data fields could be added to the Preconstruction RefVendor entity, and displayed at the bottom of the Vendor General Summary component. NYSDOT expressed a concern about limiting access to the added fields for certain users who have database privileges. This limitation can be accomplished by creating a data view of the table which only includes selected fields. Another option would be to add the data to the Person entity, and display it on the Person Summary component.

Field validations would be added to the entity customizations. Users will be able to filter by the new fields. The new fields would replace the current Referral List functionality for custom reports (see Chapter 7 of this document, Reports Customizations). During implementation, the design document APPROVED - Referral List design – Final-20040708.pdf should be reviewed to see if requirements have changed.

In addition to initial creation of data fields and their accompanying user interface, UI changes for the added fields must be reapplied after each product update. Procedures for updates are documented in the System Administration Customization Guide, but documentation could be tailored for NYSDOT to support future maintenance (see Section 6.10 of this chapter).

The third table that was added to the PES/LAS database is the Contract Activity/Event Dates table (CNTACTDT), which contains activity and event dates that assist in tracking the contract at critical steps leading up to and including the award process. This is documented in the file called APPROVED - Contract Activity-Event Dates Plug-In – Final - 20031218.PDF. These data fields could be handled in a similar manner to that described above for the REFVEND and REFDATA data. From an initial examination of the specifications, it appears these fields could be added to the Proposal table and displayed on the Proposal Summary component.

We also recommend analysis during implementation to determine whether there are any other database customizations applied by NYSDOT that will affect migration; for example, the Fund.Priority field length in Preconstruction is limited to two digits, and NYSDOT has been using three. NYSDOT will need to decide whether these customizations are required going forward.

Thorough analysis should be done during implementation on the Referral Vendor and Contract Activity/Event Dates data and processes, as well as any other custom data that will be migrated. Considerations include: updating the specifications, whether the plug-ins will be replaced by Preconstruction reports or processes, whether external systems need access to the data, how and where the data should be stored and displayed, how to migrate the data using custom SQL scripts, setting up procedures for maintaining the custom fields in the future, and documenting new procedures for users.

See Section 3.8 of the System Administration Customization Guide for information on how to add new agency fields. Please note that the UI changes must be renewed each time product updates are applied to the application or web server.


6.9 System Events

A system event consists of a trigger and one or more actions. An administrator can set up system events that automatically open a tracked issue, send emails, generate reports, or perform another action when the trigger condition occurs. In addition to automatic triggers, manual triggers can be set up, so that a system action will occur if a user clicks a certain button.

For example, when a new reference item is added to the system, a system event could automatically trigger an email to be sent with notification that the item has been added, so that sampling and testing requirements could be (manually) added in SiteManager. This could replace a current PES/LAS database trigger.

Tracked issues can be used to define additional actions to be set off by trigger events. The system uses a reference issue as a guide for how a tracked issue should operate and what information it contains. Tracked issue actions include updating an entity field or sending an email notification.

Currently, tracked issue actions that update a field are limited to fields in the same entity as the trigger. For example, NYSDOT would not be able to use this functionality to calculate liquidated damages based on a contract amount, as a current database trigger does in the PES and LAS software. After initial review of the current NYSDOT database triggers, it appears that only one can be replaced by system events and tracked issues.

However, system events that send email notifications based on trigger can be very useful. For example, they can be used to let Design Quality and Assurance Bureau (DQAB) or Contracts departments know that a project or proposal has reached a certain phase and is ready for their attention.

During the implementation project, the core team could explore the capabilities of system events and tracked issues to see how they can enhance their business processes. A full review of existing database triggers should also be done during implementation to see which are still needed and how they may best be handled in the new environment.

For further information, see AASHTOWare Project Preconstruction online Help: System Events, Reference Data/Issues, and Tracked Issues.

6.10 Customizations and Product Updates

Product updates for AASHTOWare Project Preconstruction are issued on a regular basis. Customizations made to the user interface may require action when applying updates. Agencies should always review the installation documentation delivered with every product update for the latest information.

At this time, the following configurations and customizations must be refreshed or reviewed during a Preconstruction product update:


UI changes for added fields must be reapplied (as noted in Section 6.8 of this chapter)

Configuration file must be re-edited if Timeout values were changed

Migrate Roles process must be run to refresh agency-specific roles (see Chapter 9 of this document, Security)

Every customized component should be tested to ensure it has not been affected by a change to the corresponding base code (as noted in Section 6.5 of this chapter)

A list of roles and custom components to be checked is produced by the Migrate Roles log when that process is run, and the log can be used for reference when testing.

These procedures can be further discussed and/or documented during the implementation project. Also see the System Administration Customization Guide and the AASHTOWare Project Installation Instructions.

6.11 Summary

6.11.1 NYSDOT UI Customization Estimates

Table 6-1 summarizes the estimated number of hours for applying, testing, and documenting UI configurations and customizations available in Preconstruction 3.0 and equivalent to the current NYSDOT client/server environment. The estimates are based on the assumption that Info Tech will perform the work, and that work on related customizations, i.e. all or most of the entity and component customizations, would be done at the same time. For estimate purposes, documentation of the work would consist of basic requestor information, requirements, and technical specifications in a Word document or spreadsheet.

Time estimates do not include workshop or decision-making sessions to evaluate and plan new or revised customizations; however, these sessions will be included in the estimates in Chapter 12, Migration and Project Planning. Since NYSDOT is not currently using the equivalent of Project Mapping, System Messages, Tooltips, and Text Documents (as described in Sections 6.3 and 6.6 of this chapter), they are not included; however, we recommend that NYSDOT evaluate their usage.

At NYSDOT’s request, a document can be provided to outline general procedures for maintaining database and UI customizations for future product upgrades; however, NYSDOT will still need to review documentation delivered with each upgrade, as changes may occur.

Most of the customization estimates are based on performing the work on one system tier (production, QA, test, or development) and assume that modifications will be copied from one tier database to another. The simplest way to copy custom entity and component metadata (as well as roles and custom reports) is through an Oracle dump of the entire


Preconstruction database. If NYSDOT prefers to use SQL scripts to move only specific areas of customization, Info Tech could prepare such scripts.

Chap-ter Sect-ion

Type of Configuration or Customization Estimated Hours to Apply and Test, per each custom-ization

Approximate Number of Customizations Currently in Use

6.2 Apply Client/server Metadata 2 n/a, per tier

6.3 Set Agency Options 3 n/a, per tier

6.4

6.5

Customize Entities: field labels, field validation rules, entity sort, default values and rangefill capability Customize Components: hide fields and tabs not in use, define field type, drop down menu options, field location on page, and agency-specific help

2 6 from Estimate Checks; 7 from

PES/LAS Screen Customizations

6.6.3 Login Page 2 n/a, per tier

6.7 Add NYSDOT agency (generic) fields, per occurrence 3 19 - 30 fields

6.8 Add NYSDOT additional fields, to database and UI (not including data migration scripts), per field

3 44 fields

6.9 Create system events to send notification emails, generate reports or modify data

8 1

6.10 Document procedures for maintaining database and UI customizations for future product updates

16 n/a, one document

6.11 Produce technical documentation for each customization 1-8 n/a

6.11 Produce scripts to copy custom entity and component metadata from one tier to another

40 n/a

Table 6-1. NYSDOT UI Customization Estimates

6.11.2 NYSDOT UI Customization Information

Table 6-2 summarizes types of UI configurations and customizations available for NYSDOT implementation. The information should help NYSDOT with planning timing and resources, and product documentation provides further explanation of the tasks.


Chap-ter

Sect-ion

Type of Configuration or Customization

Considerations Instructions/Documentation

6.2 Apply Client/server Metadata

Apply before data migration

Needs minor customizations for NYSDOT

Requires application server access

AASHTOWare Project Installation Instructions, Chapter 6

6.3 Set Agency Options Set options before data migration

Applied through the GUI

AASHTOWare Project Installation Instructions, Section 7.2; Agency Options_mlh_EMR.xls

6.3 Set Project Mapping Can be done at any time


AASHTOWare Project Preconstruction On-line Help, Setting up Project Field Mapping

6.4 Customize Entities: field labels, field validation rules, entity sort, default values and rangefill capability

Apply customizations after client/server metadata has been applied


Customizations apply to all roles

System Administration Customization Guide, Sections 3.1 - 3.5; PL Screen Customizations 20100224.xls; Estimate Checks Guide.pdf

6.5 Customize Components: hide fields and tabs not in use, define field type, drop down menu options, field location on page, and agency-specific help



Can be uniquely customized for each role

Check custom components after product updates

System Administration Customization Guide, Sections 4-1 to 4-3; PL Screen Customizations 20100224.xls

6.6 System Messages, Tooltips, Login Page, Text Documents

System message customizations can be applied through the GUI

Tooltip customizations require server access and IIS restart

Login page customizations require server access

System Administration Customization Guide, Sections 3.7, 3.6, and 5.1; PL Screen Customizations 20100224.xls


Chap-ter

Sect-ion

Type of Configuration or Customization

Considerations Instructions/Documentation

6.7 Add NYSDOT agency (generic) fields



AASHTOWare Project Preconstruction Online Help: System Administration/ Entities and Fields/ Editing the Business Metadata; NYSDOT Generic and Field Use 20090723_ITI-workshop2-notes_EMR.xls

6.8 Add NYSDOT additional fields

Customizations require server and database access

Must be done before this data is migrated

UI changes must be reapplied after all product updates

System Administration Customization Guide, Section 3.8;APPROVED - Referral List Design – Final-20040708.pdf; APPROVED - Contract Activity-Event Dates Plug-In – Final - 20031218.PDF

6.9 Create system events to send notification emails, generate reports or modify data

Can be done at any time

Applied through GUI

AASHTOWare Project Preconstruction Online Help: System Events, Reference Data/Issues, Tracked Issues; Database Triggers 20140325.xls

6.10 Document procedures for maintaining database and UI customizations for future product updates

Custom documentation and ongoing product documentation

System Administration Customization Guide, Section 3.8;AASHTOWare Project Preconstruction Product Update Instructions (future)

Table 6-2. NYSDOT UI Customization Information



7. Reports Customizations

The Reports Customizations chapter provides a comparison of NYSDOT’s current standard and customized PES/LAS reports, PES/LAS custom reports written, and regularly used externally created reports (using Crystal Reports) to Preconstruction standard reports. The chapter also discusses NYSDOT’s migration to Business Objects Enterprise as the agency-preferred report deployment platform. General information regarding the reporting capabilities within AASHTOWare Project is also presented.

Info Tech personnel performed a high-level analysis of NYSDOT’s current reports that are generated from the PES and LAS software. Analysis of the current reports obtained from NYSDOT during the Preliminary Assessment on-site workshops has been performed in order to provide an assessment of the reporting component of the migration to the Preconstruction module.

The summary of the analysis results is presented in this chapter. The list of reports received from NYSDOT is represented in Table 7-3. The table does not include reports that were identified as ad hoc Crystal Reports. Table 7-3 references existing report design specifications and sample reports, if available. It is recommended that to reduce long term maintenance resources and costs, NYSDOT should consider adapting to the workflow of the AASHTOWare Project systems, and limit software customizations by incorporating standard AASHTOWare Project reports wherever possible.

Based on the analysis of the individual reports listed in the chapter, Table 7-1 and Table 7-2 summarize the level of effort required for implementing the customized or custom reports.

Note: The actual number report formats may be more than indicated in Tables 7-1 and 7-2 due to reporting criteria or parameters that produce similar reports from an individual reporting package. Additionally, the actual number of reports implemented will be determined during the reports detailed analysis in the migration project.

7-2 Reports Customizations

Report Configuration Status Number of Reports

NYSDOT Reports that require new Business Objects report for Preconstruction*

27

NYSDOT Reports recommendation to retain existing Crystal Report

15

NYSDOT Reports recommendation to modify standard Preconstruction report

9

NYSDOT Reports recommendation to use standard Preconstruction report

7

NYSDOT Reports not required or are generated externally (Remove from Preconstruction)

20

TOTAL 78

Table 7-1. Existing NYSDOT Reports and Processes Customization Summary

Level of Effort Estimated Hours to Analyze and Document Each Report

Number of Reports

Minor 40 hours or less 14

Medium Between 40 and 80 hours 21

Major Between 80 and 120 hours 8

No Action - Remove 0 21

TOTAL 64**

Table 7-2. Estimated Effort for NYSDOT Report Customization

*Note: For any reports that require new Business Objects reports, the estimated effort is only for estimating the design of the reports. It is not for the development effort of creating the report.

**Note: Some of the custom reports have been estimated as a group, so the number of reports listed in Table 7-2 does not equal the number of reports listed in Table 7-1, nor does it equal the number of rows in Table 7-3. For example, LASGCAD consists of 12 different reports, but recreating all Contract Award Documents was assigned an estimate effort of Major.

Note: Some of the design specifications available for analysis are ten years old. As such, there is a risk that the analysis in this document has not captured edits or updates to the reports over the last ten years.

7.1 Reports

NYSDOT can modify the base reports that are included in the Preconstruction software to better meet its specific reporting requirements. For more information on customizing reports,



please see the Custom Reports chapter of the System Administration Customization Guide and the ActiveReports Quick Reference Guide.

The following table identifies current reports that have been customized and the existing Preconstruction reports that most closely match the PES and LAS reports. If there is no existing Preconstruction report, a recommendation is given on whether to reproduce the custom report or generate the information via alternative means.



AASHTOWare Project Preconstruction Implementation Planning Guide 7-1

Report No.

Report Label

NYSDOT Report Name

NYSDOT Design

Specification and Related

Documentation

Comments About Report Data and Function

Standard Precon-

struction Report

Precon-struction

Recommended Action

Effort Level for

Configured Reports and

Configuration of Existing

Reports

1 VENDUPD

Vendor List to Synchronize Bid Express

Vendors

Bid process and Bid Express.vsd

Vendor List to Synchronize Bid Express Vendors. During the migration project it is recommended that the project team compare the NYSDOT VENDUPD.rtf with the base BENDUPD.rpx template provided by the Bid Express service.

BidX_Vendupd

Use standard Preconstruction report (provided by Bid Express)

Minor

2 TRNSBIDX Include Bid

Tabs

Contracts Reports and Processes.pdf; Letting Day Directions thru to Verification2012Jan06.doc

NYSDOT posts planholders to its public website and not the Bid Express service. After the letting is awarded, the bid tabs are posted to the Bid Express service. The Planholders are not uploaded. BidX_Trns

bidx

Use standard Preconstruction report (provided by Bid Express)

Minor

3 TESTADS Revised

Generate Ads and Releases

N/A Not used in current process. N/A Remove N/A

4 PRAWARD Preaward Financial Interface

N/A Custom process that updated SFS. Was turned off as soon as it was moved to production due to data issues. N/A Remove N/A

5 PESRRL Regional Report

Launcher

APPROVED - Regional Report Launcher - Final - 20040701.pdf

This is a custom process (calls a C program) run by Regional office staff that allows users to generate PIN/Item Report, Estimates Check, Generate Preliminary Detail Estimate, Proposal Estimate and Quantity Sheet Summary reports for the provided project number if the project control group matches the user control group. Recommend removing custom process. If this level of security is still required, recommend using Preconstruction roles and security to control access to project reports.

N/A Remove N/A


Report No.

Report Label

NYSDOT Report Name

NYSDOT Design


Documentation


Standard Precon-

struction Report

Precon-struction

Recommended Action

Effort Level for



Reports

6 PESPSAUE

Export Plan Sales

Amendment to UPS Interface

APPROVED - UPS Worldship Interface Design - Final - 20040220.pdf.

This is a custom process (calls a C program) that allows users to perform database updates to Addenda. Also generates a status report on UPS Worldship interface program. Custom process and report are no longer used.

N/A Remove N/A

7 PESPOBL

Generate Construction

Contract Controls Reports

APPROVED - Obligation Report Design - Final - 20040426.pdf

Custom process used by PMB and Contracts. PMB executes the batch program and generates the Construction Contract Control Report. Contracts executes the batch program and generates the Final Obligation Report. The Construction Contract Control Reports are generated at the Letting level. The Preliminary and Final Obligation Reports are generated for one or many Letting Proposals and are similar to the PESGPDE and LASGFDE reports. Further analysis required. NYSDOT may be able to use the Preliminary and Final Proposal and/or Project Detail Estimate reports. Development of this custom process and custom reports will depend upon whether PSS is retained, or if OPPM is implemented. How NYSDOT proceeds with engineering and fiscal shares will also impact development of this customization

N/A Create new Business

Objects report Major


Report No.

Report Label

NYSDOT Report Name

NYSDOT Design


Documentation


Standard Precon-

struction Report

Precon-struction

Recommended Action

Effort Level for



Reports

8 PESPECI Estimate

Checks (aka Run Edits)

APPROVED - Estimate Checks Design - Final - 20040213.pdf and Estimate Checks Guide.pdf

Custom process that performs 27 data integrity checks of project estimates. Initially performed when estimate is imported into the PES software from the Estimator software. Subsequent checks are performed until Letting Day. The checks are divided into three categories: Series 100 checks are performed at the Proposal level, Series 200 checks are performed at the Project level, and Series 300 checks are performed at the project item level. Further analysis required; refer to Chapter 6, User Interface (UI) Configurations and Customizations. The majority of the checks provided by this process can be accomplished by using the Preconstruction Project Validation and Proposal Validation functions. In addition, field level constraints can be applied. It will require effort to identify and decide how to handle each of the quality checks.

Project Validation, Proposal Validation (functions)

Use standard Preconstruction

report Medium

9 PESGPSAR

Generate Plan Sales

Amendment Report

APPROVED - AS400 Reports Design - Final - 2040323.pdf (Chapter 9)

Not currently run in the PES and LAS software, but NYSDOT would like to generate it from the Preconstruction module. Custom report was created to produce the Amendment Shipping Sheet and an export file to UPS Worldship Program (defunct).


Objects report Minor

10 PESGPIR PIN Item Report

APPROVED - PIN-ITEM Report Design - Final - 20031225.pdf

Report that groups all/selected items (including quantities, unit, and extended prices) in an estimate by categories (engineering shares). Similar to the Preliminary Proposal Detail Estimate. Report is used for quality control and compliance purposes.




Report No.

Report Label

NYSDOT Report Name

NYSDOT Design


Documentation


Standard Precon-

struction Report

Precon-struction

Recommended Action

Effort Level for



Reports

11 PESGAB

Create Addendum Bid

Sheets (Generate

Amendment Bid Sheets)

APPROVED - Bid Sheets Design - Final - 20040122.pdf (Chapter 4)

NYSDOT no longer prints the amendment sheet, but the list is generated and posted to the NYSDOT website. Custom report produces a list of amendments. If minimum price and/or maximum price items have been added, then a Minimum Bid Price Items and/or Maximum Bid Price Items report is also generated. Recommend NYSDOT review Proposal Addenda Detail report generated as a sub-report in the Bid Letting Summary reports to see if this report can satisfy user needs with minimal customization.

Proposal Addenda

Detail

Modify Standard Preconstruction

report Medium

12 LCRURPT

CRU Reports: 1. Contract Summary

Status report 2. NYSDOT Construction

Contract Status report 3. Contract

Management Bureau Let

But Not Awarded

Construction Contracts with

Unresolved Issues

4. CRU Status Tracking Report

APPROVED - CRU Design - Final - 20040325.pdf

Reports are used by CRU Staff and CMB. Reports contain proposal approval dates (which are stored in the added Trns•port database tables). Four reports can be generated depending on parameters selected. The Contract Summary Status report is generated by Vendor Management when they have the vendor meeting. Unresolved Issues report is run over a 21-day period. See Chapter 8, Custom Processes and Procedures - Contract Activity Dates (CMB Tracking) for plug-in details related to these reports. Analysis of CRU reports should coincide with the analysis of the CMB Tracking custom process since they both share/access the same data.

No Create new Business



Report No.

Report Label

NYSDOT Report Name

NYSDOT Design


Documentation


Standard Precon-

struction Report

Precon-struction

Recommended Action

Effort Level for



Reports

13 LASXCRI

Export Contractor Reporter

Insertion Form

N/A Contracts currently uses a Word version of this file.

N/A

None. NYSDOT will continue to use Microsoft Word template

N/A

14 LASGTRH

Generate Tabulation of Results for Highway Letting


RTF report that produces web and text version of the Verified or Unverified Bid Ranking results. Parameter is used to determine if report produced is the Verified report (Y) or not (N). Run from LAS Letting Proposal list. Report is similar to the Preconstruction Bid Tab Analysis - Vendor Ranking Report. Recommend either using standard Preconstruction report or modifying this report to include additional NYSDOT data (such as bidder address).Ranked in order. Verified report is posted on NYSDOT website.

Bid Tab Analysis:

Bid Ranking

and Tabulation

of Bids


report Medium

15 LASGSWL Generate Start

Work Letter

N/A Originally was created as an RTF in the LAS software; however, now the letter is generated from a Crystal Report. NYSDOT will continue to use the Crystal Report. Report is no longer generated from the LAS software.

No Retain Existing Crystal Report

Minor


Report No.

Report Label

NYSDOT Report Name

NYSDOT Design


Documentation


Standard Precon-

struction Report

Precon-struction

Recommended Action

Effort Level for



Reports

16 LASGRSS

Generating Recording

Sheets: 1. Preliminary

Recording Sheets report 2. Announced

Recording Sheets report


CMB runs RTF report over Letting Proposals that produces either the Preliminary Recording Sheets (no BIDTABS; run over entire Bid Letting) used at bid openings or the Announced Recording Sheets (BIDTABS exist; run only over selected Letting Proposals) run after bid opening. There are issues with the current custom report, so during migration project further analysis is required to ensure report generates correctly and if ability to add to list is an option. Refer to Chapter 8, Custom Processes and Procedures for the related Total Bid Amount manually entered in Current Work field customized-agency process related to these reports. Need Current Work populated.


Objects report Medium


Report No.

Report Label

NYSDOT Report Name

NYSDOT Design


Documentation


Standard Precon-

struction Report

Precon-struction

Recommended Action

Effort Level for



Reports

17 LASGRLR

Generate Referral List

Reports: 1. Referral List

report 2. Review

Date Listing

APPROVED - Referral List Design - Final - 20040708.pdf; The checklist.doc

Reports are generated by Vendor Management monthly and lists contractor standings. This custom report is related to the Chapter 8, Custom Processes and Procedures, Referral List of Contractors customized-agency process as well as Chapter 6, User Interface (UI) Configurations and Customizations, Section 6.8 NYSDOT Added Fields. Referral List report includes information on firm, vendor officers, Firm Date On/Off, Review Date, reason for placement on the list, description of violation, violation start/expiration/review dates, contact information. Report prints the firms added to, and deleted from, the list during the report period. The “added to” list prints on a separate page from the “deleted from” list. Review Date Listing report outputs records containing an overdue Review Date. Parameter defines sort order. Analysis of these reports should occur in conjunction with the related custom process and UI customizations. Recommend analyzing whether Preconstruction Issue Tracking and Cases can be used to track vendor status so that Vendor Management group does not have to run reports to keep track of status.



18 LASGPSWR

Generate Plan Sales

Withdrawal/ Rejection/

Postponement Reports

APPROVED - AS400 Reports Design - Final - 2040323.pdf

NYSDOT will continue to use Microsoft Word template.

N/A


N/A


Report No.

Report Label

NYSDOT Report Name

NYSDOT Design


Documentation


Standard Precon-

struction Report

Precon-struction

Recommended Action

Effort Level for



Reports

19 LASGPSL

Generate Plans Sheets

and Lists: 1. Available Plans Sheet 2. List of All Plans and

Proposals for Sale

3. Amendment Sheet


Four parameters provide options for generating the reports (Available Plans Sheets, List of all Plans and Proposals for Sale, Amendment Sheet, and Region Number). Region Number parameter specifies which Region reports are generated. CMB only still generates the Amendment Sheet report. The other two reports and the Region Number parameter are obsolete. Recommend further analysis during the migration project to ensure only necessary reports are recreated. Confirm Regions do not use other reports or Region Number parameter.



20 LASGPCAN

Generate Contract Approval Notice

APPROVED - dBASE Contract Letting Tracking System Design - Final - 20040130.pdf (Chapter 9)

Same custom report process as LASGLCAN. This custom report is run from Proposal window. Confirmed with NYSDOT during analysis workshops that this report is no longer used. Recommend removing from custom reports list. No Remove N/A

21 LASGPAM Generate

Priority Award Memorandum

APPROVED - dBASE Contract Letting Tracking System Design - Final - 20040130.pdf (Chapter 6); rptPriorityAwardCaseTwoProjectManagementMemo.rpt; rptPriorityAwardCaseTwoRegionalRequestMemo.rpt;

Report is still used, but is generated from Crystal Reports. Several different memorandums are generated from Crystal Reports. NYSDOT would like to explore the possibility of changing this custom report into an email notification that is triggered by a System Event. Report currently generates a memorandum addressed to pertinent NYSDOT and FHWA staff notifying them of top priority Contracts and requesting special handling. Memorandum includes Contract ID, PIN Number, and County (s). Recommending Create new Business Objects Report action, but analysis may change recommendation to use a Preconstruction System Event instead of modifying/creating a report. Need to perform analysis on additional Construction Priority Award Crystal reports to see if they can be retained or combined.




Report No.

Report Label

NYSDOT Report Name

NYSDOT Design


Documentation


Standard Precon-

struction Report

Precon-struction

Recommended Action

Effort Level for



Reports rptPriorityAwardCaseTwoStructuresMemo.rpt; rptPriorityAwardFirstTimeBidMemoRev1.rpt; rptPriorityAwardSingleBidMemo.rpt

22 LASGNPSR Generate New

Plan Sales Report

APPROVED - AS400 Reports Design - Final - 2040323.pdf & APPROVED - UPS Worldship Interface Design - Final - 20040220.pdf

Report is no longer used

N/A Remove N/A

23 LASGLIR

Generate Letting

Insurance Requirements


Confirmed with NYSDOT that this report is no longer used.

No Remove N/A


Report No.

Report Label

NYSDOT Report Name

NYSDOT Design


Documentation


Standard Precon-

struction Report

Precon-struction

Recommended Action

Effort Level for



Reports

24 LASGLCP

Generate Letting

Contracts Packet and

DMV

APPROVED - dBASE Contract Letting Tracking System Design - Final - 20040130.pdf

Report is no longer used

N/A Remove N/A

25 LASGLCAN

Generate Contract Approval Notice


Same custom report process as LASGPCAN except this custom report can be run from any window with Run Process ability. RTF report is no longer used because a Crystal Report has been written to generate the report. Contract Approval Notice provides a list of contracts that have been approved by CMB. Includes PIN Number, Project ID, Contract Amount, Bid Amount, Contractor's Name, Address, and Federal ID Number. Also includes the Letting Date, Award Date, Compl. Date, and County (s).


Medium

26 LASGLBL Generate Low Bidder Labels


NYSDOT still generates mailing labels. Custom report is run to generate a pair of mailing labels for sending the low bidder the contract agreements and bonds through NYSDOT Mail Room's UPS system and for sending the awarded contracts via USPS. Analysis of custom report shows that it resembles the Preconstruction Proposal Vendor Mailing Labels report. The standard report allows the user to select the number of mailing labels to generate as well as the Vendor Address ID. Recommend further analysis during the migration project to ensure that the standard report meets the custom report requirements.

Proposal Vendor Mailing Labels


report Minor


Report No.

Report Label

NYSDOT Report Name

NYSDOT Design


Documentation


Standard Precon-

struction Report

Precon-struction

Recommended Action

Effort Level for



Reports

27 LASGFHA

Generate FHWA

Memorandum: 1. FHWA

Initial Memorandum

2. FHWA Request for

Concurrence Memorandum

of Award 3. FHWA

Request for Concurrence Memorandum of Award w/o DBE Goals 4. FHWA

Request for Concurrence Memorandum to Reject All

Bids


First three custom RTF reports are still run in the LAS software. NYSDOT no longer uses the FHWA Request for Concurrence Memorandum to Reject All Bids report. Report contains four parameters (Initial Memorandum, Request for Concurrence Memorandum of Award, Request for Concurrence Memorandum Award w/o DBE Goals, and Request for Concurrence Memorandum to Reject All Bids) and depending on parameters selected, one or more memorandum reports are generated. Since memorandums reference attached documentation, recommend generating hard copy reports (instead of using System Events to trigger an email). Memorandums contain specific wording depending on the parameter. In addition, Contract ID, Project Number, Letting Date, County (s), Bid Amount, and Contractor Name and Address are included.



28 LASGFAP Generate

Federal Aid Projects


Report is no longer used.

N/A Remove N/A

29 LASGCMA

Generate of Certification of

Mailed Amendment

APPROVED - dBASE Contract Letting Tracking System Design - Final -

NYSDOT will continue to use Microsoft Word template.

N/A


N/A


Report No.

Report Label

NYSDOT Report Name

NYSDOT Design


Documentation


Standard Precon-

struction Report

Precon-struction

Recommended Action

Effort Level for



Reports 20040130.pdf

30 LASGCLS Generate

Contract Log Sheet



N/A Remove N/A

31 LASGCLL Generate Contract

Letting List



N/A Remove N/A

32 LASGCLF

Driver for Generate

Contract File Labels


Reports still used by NYSDOT. Run from the Letting/Proposal list window. Report contains eight parameters (Contract / Counties, Spreadsheet, Label 1, Label 2, Label 3, Label 4, Label 5, and Label 6). Report references custom code tables. Depending on the parameter selection, up to six reports are generated. Reports contain Contract ID and related custom code table values and descriptions depending on the parameter selected. Recommend further analysis to determine if all reports are still used.



33 LASGCCR

Generate CONR20 and

CONR384 Reports

APPROVED - CONR20-384 Reports Design - Draft 3 - 20040622.pdf

Reports were used by Structures to report on bridge structures. No longer used, and do not anticipate using them in the future. Report is no longer used. N/A Remove N/A


Report No.

Report Label

NYSDOT Report Name

NYSDOT Design


Documentation


Standard Precon-

struction Report

Precon-struction

Recommended Action

Effort Level for



Reports

34 LASGCAD Contract Award

Documents


Contracts staff run these all these documents from one report in the LAS software. All started in RTF and some have been converted to Crystal. All need to be replaced. Some text may have changed from design document. From the PES software, the parameters are: AC2944, BONDS, CERTFORM, CHKLIST (text file is created), CONR193C, CONR195F, CONR312C, CONR66C, FEDLTR, FINANC

No

Continue to use reports that have been

converted to Crystal; convert

remaining

All LASGCAD reports

grouped together -

Major

35 LASGCAD

Cover Letter to the Attorney

General (CONR195f)


Report has been converted to Crystal Reports.


-

36 LASGCAD Pre-award

memo


Report has been converted to Crystal Reports.


-

37 LASGCAD Contractor

Checklist (not the AC2944)


RTF report.


Objects report -

38 LASGCAD Certification to Office of State

Comptroller


(Quick Cert Form) Form that Contracts signs stating that it has checked everything. Thinks this replaces the Certification to Office of State Comptroller. No

Create new Business

Objects report -

39 LASGCAD

Cover Letter to the

Comptroller (CONR312c)


RTF report for regular bids. They do have a Crystal Report for Design Build.


Objects report -


Report No.

Report Label

NYSDOT Report Name

NYSDOT Design


Documentation


Standard Precon-

struction Report

Precon-struction

Recommended Action

Effort Level for



Reports

40 LASGCAD

Highway Building Checklist (AC2944)


RTF report.


Objects report -

41 LASGCAD Agreements and Bonds

(three copies)


RTF report.


Objects report -

42 LASGCAD Insurance coverage

(CONR66c)


RTF report.


Objects report -

43 LASGCAD Low Bid

Award Letter


Crystal report. There are two award letters. There is an immediate letter trigger to apparent low bidder after opening so that contractor knows to prepare its paperwork and resources. Second award letter is sent after OSC signs contract award. The second letter contains the formal award date.


-

44 LASGCAD Procurement Lobby Law

Certification?


State Finance report. There is an RTF report, but also have a Crystal report. The report states that no one unduly influenced Contracts award analysis. Report has to be signed by Contract Management Bureau (Jodi Riano).


-

45 LASGCAD

Low Bidder Contract Review

Checklist


RTF report. Only use the top section of the report.


Objects report -


Report No.

Report Label

NYSDOT Report Name

NYSDOT Design


Documentation


Standard Precon-

struction Report

Precon-struction

Recommended Action

Effort Level for



Reports

46 LASGBR Preliminary

Bidders Report

APPROVED - Letting Day Processes Design - Final - 20040304.pdf

Prints bids as keyed in - Preliminary. Intermediate is calculated proposal total. Final run only once. In design doc called Letting Day Processes design. RTF report is run three times: Preliminary, Intermediate, and Final. Comparison of bidder’s prices. Letting Date Processes Design doc has more info. Passing to DSS allows them to run certain reports. This is similar to the standard Bid Tab Edit report except that it prints all items, whereas the base report only prints items with issues. Note: there appears to be a custom process called Correct Bid Tab Extension associated with these reports which edits the database to correct errors. While these can be done within the Preconstruction software UI, edits cannot be done by ActiveReports. Customize Active reports, and edit errors using the standard Preconstruction UI.

Bid Tab Edit


report Medium

47 LASGBR

Bidders Report by Calculated

Amount


This is similar to the generic Bid Tab Edit report. Recommend modifying Bid Tab Edit report to meet NYSDOT's needs.

Bid Tab Edit


report Medium

48 LASGBR Spread Report


Comes from Preliminary Bidders report. Status P. P is a proposal Award status which will cause it to be passed to the BAMS/DSS software. This report appears to be equivalent to the generic Bid Ranking and Tabulation of Bids reports, which are parts of the Bid Tab Analysis. Customize Active reports.

Bid Tab Analysis:

Bid Ranking

and Tabulation

of Bids


report Medium


Report No.

Report Label

NYSDOT Report Name

NYSDOT Design


Documentation


Standard Precon-

struction Report

Precon-struction

Recommended Action

Effort Level for



Reports

49 LASGBFM Budget Fund Memorandum


Jodi runs after verification before award. Contractor and bid info. Sends to Jeri with a copy of tabulation of results.

None Create new Business


50 LASGBCO Generate Bid Letting Call

Order


RTF report. Looks at bid bond amount and orders by bond amount.



51 LASGADR Advance

Advertisement

APPROVED - Ads and Releases (Revised) Design - Final - 20040720.pdf & APPROVED - AS400 Reports Design - Final - 2040323.pdf (Chapter 3)

Advertisement process is customized. PES/LAS proposal long description contains description plus what goes in the ad –info in long description put together by rtf process. See notes. NYSDOT discussed revisiting its advertisement process to see if it can be streamlined. Recommend analyzing all LASGADR reports as a group during the migration project and creating new Business Objects reports where needed.


Objects report

All LASGADR reports

grouped together -

Major

52 LASGADR Signed

Advertisements


Comes from PMD area - they generate this and pass it down to Contracts.


Objects report -


Report No.

Report Label

NYSDOT Report Name

NYSDOT Design


Documentation


Standard Precon-

struction Report

Precon-struction

Recommended Action

Effort Level for



Reports

53 LASGADR Official

Advertisement


There is a custom process that generates all different kinds of ads. User selects type of ad. Generate Ads and Releases. We have design docs. Robert (Contracts) does not think we use this ad. Robert publishes to the newspaper & to web. These are two different reports (Generate Newspaper Ad, Generate Web Report). None

Create new Business

Objects report -

54 LASGADR Generate

Newspaper Ad


Robert emails this ad to the newspapers.


Objects report -


Report No.

Report Label

NYSDOT Report Name

NYSDOT Design


Documentation


Standard Precon-

struction Report

Precon-struction

Recommended Action

Effort Level for



Reports

55 LASGADR Generate Web

Report


Robert posts this to NYSDOT's website.


Objects report -

56 LASFOBL

Construction Contract Obligated Fund Data

Report

APPROVED - Obligation Report Design - Final - 20040426.pdf

Two versions - this one run is before letting and one after verification. Generate Construction Contract Controls report. This is a completely custom report. Wait until after pass to the BAMS/DSS software to run this. Analyze business processes to determine whether any of the Final Detail Estimate funding reports could be used instead of this custom report. If not, create new BO report.



57 FUNDRPT Funding

Review Report N/A Report is no longer used.

N/A Remove N/A

58 BIDX2LPH Import BidX Planholders

Import BIDX Planholders.docx & Importing Planholders Into LAS 7-13.doc

Report template is provided by the Bid Express service. Request templates for the Preconstruction module.

Bidx2lph

Use standard Preconstruction report (provided

by the Bid Express service)

Minor


Report No.

Report Label

NYSDOT Report Name

NYSDOT Design


Documentation


Standard Precon-

struction Report

Precon-struction

Recommended Action

Effort Level for



Reports

59 LASXTAB Load Bid Tabs

with Bids Loaded Report

Process Loading bid tabs.doc; Process Loading bid tabs.doc

Recommend that NYSDOT use the standard Preconstruction Import from Expedite process. The Expedite_Import.log provides a listing of errors encountered during the import process (ex. Incorrect line number, invalid Vendor ID, etc.). See Chapter 5, Interfaces for recommendation to adopt standard Expedite interface functionality. Recommend same action for export/import to/from Expedite-related reports.

Expedite_Import.log


report Minor

60 PESGPDE

Generate Preliminary

Detail Estimate

Process - DQAB Letting Day Process.doc; PROCEDURE - DB contracts in PES.doc; Processing Estimator files to PS&E Transmittal.doc

DQAB runs standard Preliminary Detail Estimate report. The uploaders in the Regions use the Estimator-generated Preliminary Detail Estimate report. Run at Letting Proposal level. Recommend customizing the standard report when NYSDOT migrates to the Preconstruction module.

Preliminary Project

Detail Estimate; Preliminary Proposal

Detail Estimate


report Medium


Report No.

Report Label

NYSDOT Report Name

NYSDOT Design


Documentation


Standard Precon-

struction Report

Precon-struction

Recommended Action

Effort Level for



Reports

61 LASGFDE Generate Final

Detail Estimate

- Accounting runs the Final Detail Cost Estimate reports after CMB confirms Letting Verification. Reports are used to determine the share, amount, money type, pins, etc. for creating the contract and encumbrance lines for putting into SFS. Further analysis is required. Is PR-45 report still run? How NYSDOT proceeds with engineering and fiscal shares will impact recommendation regarding use of standard Preconstruction report. Funding has been customized to run against fiscal shares instead of engineering shares. Run at Letting Proposal level. Recommend customizing the standard report when NYSDOT migrates to Preconstruction.

Final Project Detail

Estimate; Final

Proposal Detail

Estimate


report Medium

62 -

Estimator Detailed Estimate Report

- Used by Region Designers. Generated in the Estimator software. NYSDOT has also written Crystal Reports to output the Detailed Estimate Report. Estimator's standard reporting tool is Crystal Reports and user can print an estimate that lists estimate header information, item codes, quantities, units and unit prices, the extended amount for each item, group subtotals, and the estimate total. There are also parameter options that users can select to include other details in the Estimate report. Refer to the AASHTOWare Project Estimate User's Guide for more information. Recommend NYSDOT review the standard report provided by the Estimator software and identify if it can meet Region Designer’s needs.

Print Estimate

(Estimator)


report Minor


Report No.

Report Label

NYSDOT Report Name

NYSDOT Design


Documentation


Standard Precon-

struction Report

Precon-struction

Recommended Action

Effort Level for



Reports

63 LASGBTA

Bid Tab Analysis Reports:

1. Low Bid Summary

2. Tabulation of Bids

3. Low Bid Item Analysis


CMB uses the standard Bid Tab Analysis reports. It has created customized versions of the reports such as the Spread report and the Generate Tabulation of Results for Highway Letting which are analyzed this this table (see LASGBR and LASGTRH).

Bid Tab Analysis:

Bid Ranking

and Tabulation

of Bids


report Minor

64 - 14 Day

Reminder Letter

- No longer used. Obsolete; not required in the Preconstruction software. N/A Remove N/A

65 - 21 Day

Reminder Letter

- No longer used. Obsolete; not required in the Preconstruction software. N/A Remove N/A

66 - Renewal Letters

The checklist.doc

Crystal report run against the PES/LAS database. Renewing CCA2s - Vendor Responsibility Forms that are completed annually by vendors.


Minor

67 - Letting

Pending List

rptLettingPendingList.rpt; letting_report_jrh.pdf; Letting_Status_JRH.pdf

Crystal Report used by CMB and Construction. More analysis required to assess effort to recreate report.


Medium


Report No.

Report Label

NYSDOT Report Name

NYSDOT Design


Documentation


Standard Precon-

struction Report

Precon-struction

Recommended Action

Effort Level for



Reports

68 - Case II Reports

V_TPLC_CASE2.rpt; Case II Thresholds for a Letting WAH.rpt; Case2Thresholdreport.RPT; rptCaseTwoLegalMemo.rpt; rptCaseTwoProjectManagementMemoRev.rpt; rptCaseTwoPTWmemo.rpt; rptCaseTwoRegionalRequestMemo.rpt; rptCaseTwoStructuresMemo. letting CMB runs another report rpt

CMB runs a Crystal Report from within the LAS software with information about allowable threshold over/under the Engineer's Estimate. Calculates the amount which is the minimum bid that requires review. Also generates a Memorandum to Region notifying them that they have a Case II bid and they need to review and analyze the bid. Recommend analyzing report during migration project and identifying if NYSDOT can use a Preconstruction System Event to generate the Memorandum instead of modifying/creating a report. Would still need to adapt the current Case II Threshold report for the Preconstruction software. Need to analyze additional construction Case II Crystal reports.

No Retain Existing

Crystal Report(s)

Medium

69 - Case II

Threshold Report

Case II Calc Variables Specific Letting Kent SC2.rpt -

Run after a bid letting; similar to the Case II report that uses the low bidder's bid amounts. Recommend continuing to use the existing Crystal Report in the Preconstruction software. No

Retain Existing Crystal Report

Medium


Report No.

Report Label

NYSDOT Report Name

NYSDOT Design


Documentation


Standard Precon-

struction Report

Precon-struction

Recommended Action

Effort Level for



Reports

70 - First Time

Bidder

rptFirstTimeBidMemoRev4.rpt

Crystal reports - currently there are issues with this report because it does not catch if an awarded contractor is a first time bidder for that region. Recommend continuing to generate this report using Crystal Reports. Further analysis required during migration project to ensure report is capturing correct details.


Medium

71 - Single Bidder

rptSingleBidMemo.rpt

Recommend continuing to generate this report using Crystal Reports. Further analysis required during migration project to ensure report is capturing correct details. No

Retain Existing Crystal Report

Medium

72 - All Bids

Rejected Letter

Instructions Rejections 2011.doc; Process To Reject All Bids 2013Mar29.doc; Letting Clerk Instructions.pdf

Word document stored outside of the PES and LAS software. Recommend further analysis during migration project to assess whether report can be generated from within the Preconstruction module.



73 LASABLD List of Lettings and Proposals

for Deletion

APPROVED - Bid Letting Delete Design - Final - 20040621.pdf

Custom process checks all contracts in a letting have been awarded at least three months. NYSDOT has never deleted any proposals or lettings from the PES and LAS software and so has never used this custom report. Recommend obsoleting custom report and not including in the Preconstruction module.

No Remove N/A

74 -

Cover Letter to Regional

Construction Engineer

(CONR193c)


No longer used at by NYSDOT. Regional Construction Engineer is now cc'd in the Low Bid Award Letter. Recommend obsoleting custom report and not including in the Preconstruction software.

No Remove N/A


Report No.

Report Label

NYSDOT Report Name

NYSDOT Design


Documentation


Standard Precon-

struction Report

Precon-struction

Recommended Action

Effort Level for



Reports

75 PESGPPS

Generate Proposal Schedule: 1. Cover

Sheet/Cost Plus

Time/Schedule of Items 2. Items

Added by Addendum 3. Special Provisions

Listing 4. Schedule of

Items with Engineer's Estimate

APPROVED - Bid Sheets Design - Final - 20040122.pdf (Chapter 3)

NYSDOT customized the Schedule of Items report in the PES software. Bid sheets (Schedule of Items) still put in proposal package for paper bids. Note that the Preconstruction module does not include the Special Provisions Listing report. If NYSDOT uses Special Provisions, then a custom report would need to be created. Recommend customizing the standard report when NYSDOT migrates to the Preconstruction module.

Proposal Price

Schedule:1. Show Proposal

Cover Page

2. Show Schedule of Items 3. Show Proposal Estimate 4. Show

DBE Interest Report


report Medium

76 - Federal Award Cover Letter

- If there is a project that has to go to FHWA. The day after letting there is a package that is put together for FHWA (Obligation report, Final Detail Estimate, Spread report, Comparison to Engineer's Estimate). This cover letter is generated as part of this package. This is part of a larger process that has several options of reports that can be generated. Further analysis is required to identify if report has already been converted to Crystal Reports.




Report No.

Report Label

NYSDOT Report Name

NYSDOT Design


Documentation


Standard Precon-

struction Report

Precon-struction

Recommended Action

Effort Level for



Reports

77 -

Recommendation for Award-Construction

Approval Memorandum

rptContractorAward Notice.rpt; Recommendation for Award - Construction Approval.pdf

Recommend continuing to generate this report using Crystal Reports. Recommend further analysis during migration project and identify if NYSDOT can use a Preconstruction System Event to generate the Memorandum instead of modifying/creating a report.


Minor

78 -

Recommendation to Reject

All Bids Letting Memorandum

rptRejectMemo toTurk.rpt; Recommendation to Reject All Bids_Construction.pdf

Recommend continuing to generate this report using Crystal Reports. Recommend further analysis during migration project and identify if NYSDOT can use a Preconstruction System Event to generate the Memorandum instead of modifying/creating a report.


Minor

Table 7-3. Customized Agency Reports





7.2 Report Writing Tools

NYSDOT currently uses a combination of Report Template Facility (RTF), Crystal Reports, and Microsoft Office tools for reporting preconstruction data. RTF is AASHTO’s previous preferred report writing tool. When NYSDOT implemented the PES and LAS software, a number of reports were written using RTF. In subsequent years, some reports have been rewritten using Crystal Reports. In addition, as new report requirements were identified, Crystal Reports was the preferred tool to create the new reports.

AASHTO has moved to ActiveReports by Grape City, Inc. as the preferred report writing tool for AASHTOWare Project applications. Reports packaged with the Preconstruction module are designed in ActiveReports. A basic, standalone version of ActiveReports called Report Designer is included and installed during the installation of the Preconstruction module. New custom reports can be created using Report Designer, and modifications to base reports can be performed using the standalone tool as well. For more information on ActiveReports and the Report Designer tool, refer to the AASHTOWare Project ActiveReports Quick Reference Guide and the AASHTOWare Project System Administration Customization Guide.

During the Preliminary Assessment on-site workshops, NYSDOT identified Business Objects Enterprise as the preferred report deployment platform. To minimize rework and maintenance, Info Tech recommends using ActiveReports to customize existing Preconstruction reports or create reports that are similar to existing Preconstruction reports, retain existing Crystal Reports, and to use Business Objects reports for new report requirements.

As part of the Preconstruction migration project, there will be a task to create a Business Objects universe for the Preconstruction data. During the implementation project, NYSDOT will use the Business Objects standard reporting tool, WEBI, or Crystal Reports with the Preconstruction universe to create and/or update the required reports. Info Tech can provide assistance with mapping the database data for the Preconstruction universe.





8. Custom Processes and Procedures

As part of the initial and ongoing implementation of the PES and LAS software, NYSDOT developed custom processes and procedures to complete or enhance its business workflow. Info Tech personnel performed a high-level analysis of NYSDOT’s current custom processes that interface with the PES and LAS software.

This chapter identifies those custom processes discussed during the Preliminary Assessment on-site workshops, with recommended actions to be followed up during the migration from the PES and LAS software to the Preconstruction system.

During assessment workshops, a number of processes were clearly identified as obsolete or not appropriate for use with the Preconstruction system and have not been included in this chapter. Also, processes that were not provided to and/or discussed with Info Tech could not be included in the analysis.

Custom processes that involve interfaces with other systems are included in Chapter 5, Interfaces.

Based on the analysis of the individual processes listed in the chapter, the following table summarizes the level of effort required for implementing the customizations.

Level of Effort Estimated Hours to Analyze, Create, Test, Install and Document

Each Custom Process

Number of Processes

Minor 40 hours or less 7

Medium Between 40 and 80 hours 2

Major Between 80 and 120 hours 3

TOTAL 12

Table 8-1. Estimated Effort for NYSDOT Process Customization

8-2 Custom Processes and Procedures

8.1 Custom Processes

The following table identifies current custom processes created by NYSDOT during its use of the PES and LAS systems, as well as potential future processes or procedures for consideration. Options and recommendations are provided on how to reproduce the custom process in the Preconstruction system, or generate its results via alternative means.

Suggestions are also made regarding certain manual procedures in use at NYSDOT which could be continued or replaced.

Custom Process

Used by Required by Business

Processes or Optional

Comments/Recommendation Level of Effort

Change Vendor ID for Joint Ventures

Vendor Management

Required NYSDOT business process requires that vendors bidding as joint ventures who win the bid be assigned a new Vendor ID (to replace the temporary ID assigned to them as a bidder). In the PES and LAS software, a number of tables must then be edited with the new Vendor ID using a custom process called Change Vendor ID. In the Preconstruction system, the Vendor ID is stored only in the RefVendor table, so this is the only place the ID must be changed. Additionally, the user interface can be customized to allow the user to edit the Vendor ID field in the Reference Vendor entity. Further analysis is required; however, it is possible that the former custom process might be replaced by a simple manual change. Note, this does not address any changes to SiteManager or BAMS/DSS data. Extensive testing of exports, reports, and related procedures is recommended before implementation.

Minor



Custom Process




Referral List of Contractors

Vendor Management

Required The Referral List is used to track contractor standings, violations, and sanctions, and is currently maintained using a plug-in which is initiated in the LAS software. The firms being tracked are not required to be in the LAS vendor reference table, since the data is stored in two independent tables within the PES/LAS database. A thorough analysis on maintaining the Referral List is recommended during Preconstruction implementation. Data can be maintained in the Preconstruction database, and a combination of System Events and Issue Tracking (Section 6.9), with custom reports (Chapter 7) should fill the needs. Please see Chapter 6, User Interface Configurations and Customizations, for more detailed recommendations on handling the data and user interface customizations.

Medium (Includes analysis and design documentation only)

Set Control Group

DQAB, Contracts

Required Currently at NYSDOT, a database trigger sets the Control Group security in the PES and LAS software based on the first digit of the project ID. In the Preconstruction system, user roles can be set to restrict user access based on the project ID. Alternately, users could be assigned a filter to display only projects in their district by default, without restricting access. Having fewer roles saves effort during Preconstruction product updates. Analysis should be done to determine the best resolution for NYSDOT. Also see Chapter 9, Security.

Minor

Maintenance jobs done in PES/LAS

DQAB, Contracts

Detailed Analysis During Implementation

For the occasional maintenance jobs that may be processed in the Preconstruction system, the implementation team could research whether the On Call and Work Order proposal functionality could be used. An On Call proposal is used as a basis for the work and is put out for bid but never awarded. Instead, multiple Work Order proposals can be generated from it. The user selects items and quantities from the On Call proposal, selects the vendor, and awards the Work Order proposal.

N/A Analysis/Procedures only


Custom Process




Design Build contracts

To Be Determined

Detailed Analysis During Implementation

If the authorization for Design Build proposals is extended beyond the probationary period (expiring December 2014), analysis could be done on whether/how to process Design Build jobs in the Preconstruction system. Information could be solicited from other agencies on how they are handling Design Build. Attachments could be used to document vendor qualifications and proposal specifications. Access to the information could be limited by user role.

N/A Analysis/Procedures only

Dollars and Cents items

DQAB Required No changes needed; functionality is the same in the Preconstruction system. Items are bid as fixed price, with the price always $1.

N/A

Generate Advertisements

DQAB, Contracts, Program Management Bureau

Required In the PES and LAS software, database triggers and a custom process calculate the publication date and create the proposal advertisement text depending on specifications and user selections. During implementation, analysis should be done to determine whether the database trigger can be replaced in the Preconstruction system by a System Event and Issue Tracking. Research is also needed to determine how best to replace the RTF processes that currently generate the various types of advertising text. ActiveReports could be used for this purpose, with user-selected parameters for the type of ad; however, NYSDOT has expressed a preference for using Crystal Reports. At the time of this writing there is an effort at NYSDOT, called the LEAN Project, to reduce inefficiencies. This project is scheduled to finish by the end of December 2014. There is potential for simplification of procedures for generating advertisements, including ad lengths, ad terminology, approvals, etc. This could affect the implementation plans and possibly reduce the level of effort.

Major, based on InfoTech creating System Event, and using ActiveReports to generate ads

Emergency Proposals

DQAB, Contracts

Required NYSDOT personnel expressed an interest in using file or URL attachments in the Preconstruction system for emergency contracts.

N/A

Notify internal departments

DQAB, Contracts,

Required Current business practices involve sending email notifications when a new addendum is

Minor, for internal



Custom Process




and Planholders of Addenda

ITS created. When DQAB creates the PASS2EBS file for the addendum, it notifies Contracts. The Contracts department sends an email to IT personnel to let them know to post the addendum file to the NYSDOT website. The Contracts Management Bureau (CMB) then posts the addendum file on the Bid Express site. Planholders are notified through email by a database trigger. In the Preconstruction system, the internal notifications can be generated using System Event triggers and actions. Since planholder (Proposal Vendor) email addresses require drilling down to a separate entity, System Events cannot be used. NYSDOT may wish to re-engineer the database triggers in the Preconstruction system for planholder notifications.

notifications only


Custom Process




Planholder Processing

Contracts Required NYSDOT currently uses an in-house utility to collect data that planholders enter into a request form on the NYSDOT website. The planholder data is formatted into a CSV file for import into the LAS software. A custom ActiveReports program originally created by Info Tech for use with the Bid Express service is run to import the planholders into the LAS software. If a self-submitted planholder is a new vendor, a rejection occurs when the request form data is imported into the LAS software. At that point, CMB enters the vendor into the database and manually adds that firm to the planholder list. If a new firm submits a bid but does not enter its information on the request form and therefore does not get on the planholders list, it is manually entered on letting day. For the Preconstruction system, the custom import program will have to be re-engineered, but the in-house utility and request forms can be retained. In the Preconstruction system, the Planholder functionality is replaced by the Proposal Vendor entity and components. It will still be necessary to add a reference vendor record for a new bidder.

Minor

Contract Activity Dates (CMB Tracking)

Contracts Required The Contract Activity Dates plug-in currently runs against a letting from within the LAS software and tracks status and approvals of proposals during critical steps in the award process. The plug-in allows the user to work from a list of all proposals in the letting and view or enter information for a specific proposal. Further analysis is required to determine how the current functionality of the plug-in can be duplicated in the Preconstruction system. It may be necessary to devise an alternative design plan. Re-engineering current processes would include adding fields to the Proposal entity and database table and customization of the Letting Proposal Summary component, as described in Chapter 6, under NYSDOT Added Fields. It may be possible to utilize System Events and Issue Tracking, which are also described in Chapter 6. Also see Chapter 7, Reports Customizations, for information on the four-part CRU Report.

Major



Custom Process




PMD Plug-in Program Management Bureau, Regional Coordinators

Required The PMD plug-in currently runs against a letting from within the LAS software. It tracks reviews and approvals of proposals prior to advertisement. The plug-in allows users to view an individual proposal’s advertisement while they enter review information on a list of proposals. It uses the same custom data table as Contract Activity Dates (CMB Tracking). Further analysis is required to determine whether the current functionality of the plug-in can be duplicated in the Preconstruction system. It may be necessary to devise an alternative design plan. Re-engineering will most likely include adding fields to the Proposal entity and database table and customization of the Letting Proposal Summary component. The PMD plug-in re-engineering process should be researched with the Contract Activity Dates since they use the same data fields.

Major

Pending Projects Data Entry Screen

Construction Detailed Analysis During Implementation

This data entry screen was designed so that Construction personnel could enter the recommended award date for proposals. It uses the same data as Contract Activity Dates (CMB Tracking) and requires access to proposals in multiple lettings. Research is needed to determine whether this is still a requirement. If so, research whether Role and Workflow Phase can be used to sufficiently control access to the Preconstruction system by Construction personnel. Re-engineering would include adding fields to the Proposal entity and database table and customization of the Letting Proposal Summary component, as described in Chapter 6, under NYSDOT Added Fields. The Pending Projects Data Entry Screen re-engineering process should be researched with the Contract Activity Dates, since they use shared data fields.

Minor, if combined with Contract Activity Dates engineering


Custom Process




Total Bid Amount manually entered in Current Work field

Contracts Required Currently in the LAS software, the unverified bid total for a proposal vendor is manually entered into the repurposed Current Work field. This field is populated for the Recording Sheets report, which is included in Chapter 7, Report Customizations. In the Preconstruction system, a System Event Trigger and Action can be set up to automatically populate the Current Work field whenever a change or entry is made to the vendor’s bid total.

Minor

Bid Tab Edit with Bid Edit and Correction

Contracts Required Currently this is run after bids have been loaded in the LAS software and is part of the verification process.. There are two reports run as a set at the letting level: bidder’s reports and Bid Tab Edits. Then the Correct Bid Tab Extension Errors custom process, which corrects extended amount calculations, is run. The CMB assistant director manually fixes bid errors in the system and runs this to correct the extended amount. Currently the Bid Tab Edit report does not handle mobilization because it cannot be rounded or it will go over the maximum percentage amount. Specifications are in the Letting Date Processes Design document. Further analysis is required during implementation to determine whether this custom process is still required. If so, analyze the most efficient way to accomplish this. It may be possible to utilize System Events and Issue Tracking, described in Chapter 6, instead of a customization.

Minor



Custom Process




NYSDOT Project & Proposal Update

DQAB Required Currently this is a custom process in the PES software that executes a batch program to calculate a percentage and populate the mobilization price. The Parameter window allows users to select the Mobilization Item Number, Mobilization Percent, Update Project Information, Update Proposal Information, and the Update Items Flags fields. A status report is also generated providing results of the process, including amounts added to the PES database. The process automatically recalculates based on relevant changes to estimated item prices in the project. Specifications are in these documents: APPROVED - Project and Proposal Update Interface - Final - 20040218.pdf, APPROVED - Update Item Flags Design - Final - 20040218.pdf, APPROVED - Update Project Information - Final - 20040329.pdf, and APPROVED - Update Proposal Information Design - Final - 20040316.pdf During implementation, analyze the most efficient way to accomplish this. In the Preconstruction system, it may be possible to utilize System Events and Issue Tracking, described in Chapter 6, to calculate the mobilization price instead of developing a customization. In the future, if NYSDOT implements the web-based Estimation software, it is a standard feature to attach a percentage-based price to an item.

Medium (If a System Event can be used, then Minor)

Table 8-2. Customized Agency Processes





9. Security

Security in the AASHTOWare Project application is accomplished through a combination of individual user accounts, roles, and workflow phases. This chapter describes how these security measures are set up, and how NYSDOT may use them to achieve the required level of security.

9.1 Active Directory

Active Directory (AD) is the recommended directory service for authenticating users of the AASHTOWare Project application, including external users. Active Directory Lightweight Directory Services (ADLDS) can also be used. Technically speaking, there is no limit to the number of Active Directory services, including ADLDS, that can be associated to an AASHTOWare Project system.

For example, if NYSDOT wishes to support external users, this functionality can be incorporated at any time. External users could be added to the existing agency AD service or to one or more newly created or existing AD or ADLDS services. This would all be subject to NYSDOT’s overall security model and restrictions.

When using AD, all users must be added and provided passwords by AD, not from within the application. For both agency and external users, once logged into the AASHTOWare Project software, privileges are controlled using roles and workflow phases as described in Section 9.3.

For more information, please refer to the AASHTOWare Project Installation Instructions, Section 1.5.2 Active Directory and Active Directory Lightweight Directory Services Considerations.

9-2 Security

9.2 SSL Certificates

You can increase the security for user names and passwords by adding public-key cryptography to your web-based AASHTOWare Project software infrastructure. This is accomplished by using digital certificates and Secure Sockets Layer (SSL) technology.

Note that using SSL encryption slows the performance between HTTP servers and browsers.

Resources are available to assist with the requirements and installation of an SSL Certificate. Information can be found in the following locations:

AASHTOWare Project Installation Instructions – Section 3.7 Installing an SSL Certificate

AASHTOWare Project Online Help – Using SSL Encryption for Logons and Server Configuration sections

9.3 User Security

To protect NYSDOT’s system and the confidentiality of the information contained therein, AASHTOWare Project applications will make available only the information and processes for which a logged-on user has been assigned access rights by means of user roles. User roles combine the permissions needed for related tasks and allow the agency to more efficiently provide users with access to the parts of the system they need.

9.3.1 User Roles

User roles control:

When a user has access based on the assigned workflow and phase

What components and which records a user has access to, based on criteria within the records

Allowed resources, including restricted fields, base and custom reports, imports, interfaces, processes, and services

Which dashboard components the role is allowed to access

When setting up user roles, there are questions that NYSDOT needs to consider. Think about how the organization is structured, how people can be grouped together, and how work flows through the system. For example, a simple division of roles for NYSDOT for Preconstruction could be: Regional Uploaders, DQAB, Contracts, Regional Reviewers, Reference Item Maintenance, Vendor Maintenance, and perhaps Bidtabs Data Entry and a limited view-only role for Construction personnel. The system is delivered with sample roles that can be copied and modified. Additionally, there is a system-wide Administrator role which has all privileges.



Users can be assigned multiple roles and can easily switch from one to another without logging off.

Note that having fewer roles for the agency is a time-saver over the long run. As the AASHTOWare Project system is developed and enhanced, roles must be updated to incorporate new or changed features. The Migrate Roles utility is run with product updates to accomplish this. The utility runs faster with fewer roles. It is also recommended each agency role is tested and reviewed after every product update to check whether there are any new default privileges which may be used by the role.

NYSDOT can find detailed information on creating and customizing user roles in the AASHTOWare Project Online Help, under System Administration/Roles. For additional information, see the Person/User Security Customization/Roles chapter of the System Administration Customization Guide. This document is provided when the agency licenses AASHTOWare Project software and downloads the setup.exe file.

9.3.2 Access Rights for a Role

Access rights for a user role can be defined in any or all of the following areas:

General Defines role description, home page news, range fill any field, whether the role is authorized to create filters that are available to all agency users, access to the System Administration online Help, and dashboard components.

Workflow and phase access

Defines when a user has access based on the assigned workflow and phase. The workflow and phase can change during the life cycle of an entity.

Component access

Defines what components and which records within the component a user can access, based on criteria within the records.

Resource access Determines the resources assigned to a role, and at what level the resources can be changed.

Restricted field access

Permission to access restricted fields, such as Engineer’s Estimate prices or vendor Social Security number.

Selection criteria access

Sets limitations on which records a user can access. This can be used to match users to projects and proposals, rather than creating a separate role for each region.

Report access Permission to run selected base and custom reports.

Process access Permission to run selected imports or exports and other processes, including custom processes.

9-4 Security

Interface access Permission to run selected application interfaces.

File import access

Permission to run selected import services.

Service access Permission to run selected services, such as approving an addendum or awarding a proposal.

9.3.3 Workflow and Phases

Workflow Phase access rights are used to control access as the project and proposal progress through their life cycle. Additionally, phases control system behavior for projects and proposals through associated Rules, such as fixing proposal items, controlling changes during addenda stages, locking down an awarded proposal, etc.

Users assign workflow and phases to projects, proposals, and lettings, and update the phase as needed. Since workflow phases are assigned to user roles, sometimes the user will no longer have access to a project or proposal once they have changed the phase, and other users will take over.

When setting up phases, consider how access will change over time as the life cycle progresses. Use workflow phase access rights if different people are in control during these stages or if the level of rights (for example, ReadOnly or UpdateWithDelete) change as the work progresses.

For example, during the design phase, a project is controlled by the region, and then control switches to DQAB. When the proposal is advertised, its control changes to Contracts. A workflow phase should be established and access rights applied for each phase. Phases should be created to include every system rule. An example of complete preconstruction workflow phases is shown in Table 9-1.

Phase 10 Phase 20 Phase 30 Phase 40 Phase 50 Phase 60 Phase 70

Design Proposal Preparation

Advertisement Addenda Letting Bid Posting Completed

Preconstruction Has Ended

Table 9-1. Example Preconstruction Workflow Phases

For further information, see the AASHTOWare Project Online Help, under System Administration/Workflows, including Workflow Phase Rules, or see the Person/User Security Customization/Roles chapter of the System Administration Customization Guide.

9.4 Security for NYSDOT

In summary, AASHTOWare Project security can accommodate complex security configurations and should provide the controls required by NYSDOT.



In the PES and LAS software, certain user access is controlled by having two modules, and some users can only access the PES software, while others use LAS software only. In the web-based AASHTOWare Project application, each user sees a screen called the dashboard. The dashboard displays only those components and actions to which the user's active role has been assigned access. If the user needs access to different areas of the system, they could be assigned different roles, which they can easily switch.

For example, a regional designer may log in and see only the Preconstruction module, and within that, only have access to the Projects application. They may only be able to run one type of report and one type of import. After they have done their work on a particular project, they would change the workflow phase and would no longer be able to edit the project, but would be able to view it. After another user with a different role refined and finished the official Engineer’s Estimate, the project could be moved to another workflow phase so the original designer could view everything in the project except the estimated prices. Perhaps our original designer also needed access to view the reference item list. There could be a special role for this access, and the designer would change their role to view the reference items. There are more possible combinations within the AASHTOWare Project security model than previously in the PES and LAS software.

During NYSDOT’s implementation of the AASHTOWare Project Preconstruction module, a detailed analysis of security requirements should be performed. From the requirements, test roles and workflow/phases can be created and evaluated.

When planning security roles, NYSDOT should keep in mind that having fewer roles is more efficient and easier to maintain going forward. Over time, if roles become obsolete (like plan sales), they should be deleted. Eventually, if NYSDOT implements the web-based Construction and Estimation software, there will be even more user roles to consider.

When NYSDOT sets up its workflow(s) and phases, it is best to limit them to only what is necessary for security and system processing. Workflow/phases are not subject to regular maintenance like roles. However, in our experience, if there are too many phases, users may neglect to change them when needed.

9-6 Security




10. Training

The types of training available for the Preconstruction module is described in this chapter. In addition, information is provided on training for ActiveReports used in AASHTOWare Project report customizations. This chapter documents the current user base and makes recommendations on how to deliver training to the project team so they can make informed decisions during the migration project. It also provides recommendations for individuals that use various parts of the application. Descriptions of the various training activities in this section are based upon generic training standards such as how many trainees and the number of training days. NYSDOT's specific training requirements will be determined prior to these training activities.

The cost estimate included in this analysis document is based upon these generic standards, but final costs can be modified according to the actual training requirements identified by the NYSDOT project team during the migration project. NYSDOT may want to review Chapter 13 for an option of hosting a training environment.

10.1 Info Tech Training Services

Training is a crucial element in any enterprise software migration. For the application users to accept the new software, they must be able to effectively use it. It is driven by the migration approach and must be structured and timed in a manner that fully supports the goals of the project. To facilitate an efficient implementation that brings NYSDOT into production status with the Preconstruction module, a just in time training method with related elements in the project schedule is recommended (i.e., the trainee’s acquired knowledge is applied directly to related migration activities in the time period immediately following the training). During training, Info Tech will facilitate discussions with trainees regarding the detailed approach to migration activities that are scheduled to take place after training.

Typically, different training classes are recommended for different user groups based on their functional areas. The recommended training sessions required for effective migration to the Preconstruction module at NYSDOT are as follows:

10-2 Training

Preconstruction System Administrator and ActiveReports Training

Preconstruction Core Migration Team Training (Generic)

Preconstruction Core Migration Team and Simulation Testing Team Training (NYSDOT Customizations and Configurations)

Preconstruction End User Training:

Regional Uploader User Training

Preconstruction Reference Item Maintenance, Projects, Proposals, Letting Assignment, Advertisement, and Addendum User Training (DQAB)

Preconstruction Funding User Training (Accounting)

Preconstruction Advertisement, Addendum, Plans, Letting Day Processing, Award, and Reference Vendor Maintenance Training (Contract Management and Program Management)

Further details on each of the above training classes are provided in the following sections. The information presented includes a description for each training type, as well as the number of days, number of instructors, and number of students accommodated.

Note: The Preconstruction End User Training is broken out into target training groups based on the analysis of NYSDOT’s current business processes. During the migration project, the core migration project team will re-evaluate the End User Training groups and update according to the needs of the project.

Levels of training differ according to the needs of each highway agency. For a system with a smaller number of users, such as Preconstruction, Info Tech recommends the training sessions be conducted to include all Preconstruction users. This will ensure the most effective delivery of training services.

For training groups with many users, such as Regional Uploaders (Estimator to Preconstruction), the training could be presented in a Train-the-Trainer format for NYSDOT staff who have been identified as the trainers for the agency.

The training program for the Preconstruction module follows a standard presentation method using supplemental training handouts to facilitate the hands-on training. This program teaches different processes to different audiences and focuses on sections and exercises that are applicable to the NYSDOT business processes of most concern to the audience. Info Tech will use NYSDOT-specific terminology where possible. If no customizations are made to the standard AASHTOWare Project Preconstruction User’s Guide (or the AASHTOWare Project Preconstruction Generic Training Guide for User’s Guide) materials, this presentation method requires the least amount of resource effort and preparation time as the classroom materials can be used in their existing format.



Note: There is no standard training documentation shipped with the Preconstruction system. The AASHTOWare Project Preconstruction User’s Guide could be used for the NYSDOT core migration team training. Alternatively, there is an optional item outlined in Chapter 13, Optional Migration Activities, recommending that NYSDOT purchase the Info Tech created AASHTOWare Project Preconstruction Generic Training Guide for User’s Guide and use it for the core migration team training.

Alternatively, custom procedures manuals can be developed to reflect NYSDOT’s Preconstruction procedures for specific user groups. If NYSDOT purchases the generic training materials from Info Tech, relevant portions of the generic training materials can be used as the basis for NYSDOT’s custom procedures manuals. This may help with reducing resource effort and preparation time creating the custom procedures guides.

Info Tech has included a task in the proposed project plan to write custom procedures documents that would be specific to the Preconstruction module as implemented at NYSDOT. This could include, for example, a NYSDOT Preconstruction Reference Item Maintenance Manual; a NYSDOT Preconstruction Reference Vendor Maintenance Manual; a Projects, Proposals, Letting Assignment, Advertisement, and Addendum Procedures Manual; a NYSDOT Advertisement, Addendum, Plans, Letting Day Processing, Award, and Reference Vendor Maintenance Procedures Manual; a NYSDOT Funding Procedures Manual; and a NYSDOT Regional Uploaders Procedures Manual. These documents could also serve as the basis for custom classroom materials to be used in subsequent training for additional users.

Estimates for the costs of providing the minimum recommended training for NYSDOT are included in Chapter 12, Migration and Project Planning. These estimates are based on the provision of just-in-time training to facilitate efficient completion of project tasks according to the proposed implementation schedule. An early generic Preconstruction training session will be provided for the core team of NYSDOT users who will test the systems and participate in setting procedures.

Note: The cost estimates provided for the System Administrator & ActiveReports training and core migration team training are based on the number of classes described in the charts below and the use of non-custom versions of training documents. Depending on the total number of users to be trained, additional classes may be required. Such additional classes are not included in the current cost estimates or in the proposed project schedule found in Chapter 12, Migration and Project Planning. If the project team identifies a need for additional classes, they can be added during the migration project via change control.

10.2 System Administrator and ActiveReports Training

For the system managers of the Preconstruction software, Info Tech can provide System Administration and ActiveReports Standard Training including security, base data maintenance, configuration, interfaces, and report development. The training is listed in two tables because typically they are performed during a single Info Tech on-site visit in

10-4 Training

order to reduce travel and resource expenses for the agency, but the classes may have different students attending, so the specific description for each training session is outlined in a distinct table.

Note: The description bullet points are not an exhaustive list of training topics, but identify the major areas addressed during the training. During the migration project, Info Tech will work with the NYSDOT core project team and create a detailed agenda for each training session based on the project needs.

Training Type Preconstruction System Administrator Training

Number of Days 2

Number of Instructors 2

Number of Students 2 – 4

Number of Classes Provided by Info Tech

1

Description The purpose of this class will be to train the Preconstruction system administrators in the following areas: Routine Preconstruction utility tasks, such as importing and

exporting from and to other AASHTOWare Project systems Maintenance of the database server and web-application

server, as it relates to applying Preconstruction product updates System overview Routine process for setting up Users and Roles within

Preconstruction Common question resolution, troubleshooting, and Info Tech

support techniques Impacted business processes and flows Demonstrate how to perform screen and field customizations

Table 10-1. Preconstruction System Administrator Training

ActiveReports training allows the ITS support staff to make custom configurations to existing Preconstruction reports if needed. It also allows them to develop new custom reports for reporting needs not covered by the standard reports available in the Preconstruction module.

This training is usually provided in a two-day format. Class size is limited to six students. Only one ActiveReports training class is usually needed since only a small number of resources are likely to be involved in report configuration activities.



Training Type ActiveReports Training

Number of Days 2


Number of Students up to 6


1

Description The purpose of this class is to train staff in the basics of ActiveReports, the report-writing tool within AASHTOWare Project Preconstruction. This training will include the following topics: Procedures to modify base Preconstruction reports. Creation of custom reports and the process of defining them in

Preconstruction. Learn about Report Entities and Report Datasets that are

packaged with the base reports and how they can be used to write custom reports.

More advanced features such as scripting, parameters, report events and sub-reports.

The ActiveReports training class consists of two days of on-site training conducted by one instructor for up to six class participants. Hands-on exercises are performed using the Info Tech, Inc.-

provided Preconstruction data. Class attendees should have prior programming or report

writing experience.

Table 10-2. ActiveReports Training

10.3 Preconstruction Core Migration Team Training (Generic)

Info Tech can provide generic Preconstruction training for the project team. This training addresses all facets of the application including creating projects and importing/exporting projects, generating project estimates and importing/exporting project estimates, funding, creating proposals, creating letting packages, advertisement, selling proposal packages, addenda, letting and award activities, and how to use Preconstruction software with AASHTOWare Project Expedite software. The benefit of the generic Preconstruction training is that the project team is introduced to the differences between client/server PES and LAS software and the Preconstruction module. Enhancements to Preconstruction, such as Innovative Bidding, additional fields in Reference Items, Vendor Officer Name constraint, and Price Indices, are discussed in the project team training. Generic training on the Preconstruction module provides the project team with the knowledge needed to assist with decisions during the migration project.

10-6 Training

Note: The description bullet points are not an exhaustive list of training topics, but identify the major areas addressed during the training. During the migration project, Info Tech will work with the NYSDOT core project team and create a detailed agenda for each training session will be created based on the project needs.

Training Type Preconstruction Core Migration Team Training (Generic)

Number of Days 3




1

Description

The purpose of this class is to train NYSDOT Core Team staff in the following Preconstruction areas, with a focus on migration considerations and a general review of client/server and Preconstruction differences: Create projects in Preconstruction Develop project details in Preconstruction Import and export data from and to Estimator Import projects from InRoads Quantity Manager (if used by

NYSDOT) Supplemental Description usage Finalize projects in web Preconstruction Generate the Preliminary Detail Estimate Innovative bidding enhancements Create and develop a proposal Create a bid letting and link proposals to it Generate the Proposal Schedule, including creation of a file for

Expedite Generate the Notice to Contractors Enter Proposal vendors Create Addenda (Amendments) Use Expedite to create bidding files for contractors Enter bids using Expedite Import bid tab and DBE information from xtabdat and xdbedat

files Perform Bid Tab Edits Perform Bid Tab Analysis Postpone/re-let proposals Award the contract in Preconstruction Generate the Final Detail Estimate Pull Preconstruction data into BAMS/DSS Pass data to SiteManager Maintain Reference Data (vendors, codes, items, etc.)

Table 10-3. Preconstruction Core Migration Team Training (Generic)



10.4 Preconstruction Core Migration Team & Simulation Testing Team Training (NYSDOT Customizations and Configurations)

This training task is a precursor to the Preconstruction end-user training. This training will encompass Preconstruction training but will be provided with the majority of the NYSDOT UI customizations and configurations, migrated reports, and custom processes in place. The training will use a draft of the NYSDOT-specific procedures guides that have been created. They are provided so the core project team and simulation testing staff can review all of the configurations and customizations applied to the system and assist with identifying any corrections needed prior to the end-user training. The table below is a guideline based on known procedures as of the delivery of this analysis document and will be subject to review and revision as necessary during the migration project.

Note: The description bullet points are not an exhaustive list of training topics, but identify the major areas addressed during the training. During the migration project, Info Tech will work with the NYSDOT core project team and create a detailed agenda for each training session based on the project needs.

10-8 Training

Training Type Preconstruction Core Migration Team & Simulation Testing Team Training (NYSDOT Customizations and Configurations)

Number of Days 3




1

Description The purpose of this class is to train NYSDOT staff in the following Preconstruction areas, with a focus on NYSDOT customizations and configurations and ensuring all of the necessary NYSDOT specific pieces are in place: Develop project details in Preconstruction Import and export data from and to Estimator Finalize projects in web Preconstruction Generate the Preliminary Detail Estimate Innovative bidding enhancements Create and develop a proposal Create a bid letting and link proposals to it Generate the Proposal Schedule, including creation of a file for

Expedite Generate the Notice to Contractors Enter Proposal vendors Create Addenda (Amendments) Use Expedite to create bidding files for contractors Enter bids using Expedite Import bid tab and DBE information from xtabdat and xdbedat

files Perform Bid Tab Edits Perform Bid Tab Analysis Postpone/re-let proposals Award the contract in Preconstruction Generate the Final Detail Estimate Pull Preconstruction data into BAMS/DSS Pass data to SiteManager Maintain Reference Data (vendors, codes, items, etc.) Run NYSDOT customized and custom reports

Table 10-4. Preconstruction Core Migration Team & Simulation Testing Team Training (NYSDOT Customizations and Configurations)

10.5 Preconstruction End User Training

Info Tech can provide Preconstruction training for the application end users. This training creating projects and importing/exporting projects, generating project estimates and importing/exporting project estimates, funding, creating proposals, creating letting



packages, advertisement, selling proposal packages, addenda, letting and award activities, and how to use Preconstruction software with AASHTOWare Project Expedite software.

The following table identifies the offices that may require users to be trained and the approximate number of users for each.

Note: The description bullet points are not an exhaustive list of training topics, but identify the major areas addressed during the training. During the migration project, Info Tech will work with the NYSDOT core project team and identify the final count of students for each training session. Info Tech will also work with the NYSDOT core project team to create a detailed agenda for each training session based on the project needs.

Preconstruction Regional Uploader User Training

Training Type Preconstruction Regional Uploader User Training Numbers Personnel to be Trained (approx.)

Number of Days .25 (2 hours)

Number of Instructors

2

Number of Students

up to 15 22 – 55 (2 – 5 per region. 11 regions)


4*

*Dependent upon type of training delivery provided (i.e. Geographic location of training or if the training is delivered via Web conference)

Description The purpose of this class is to train NYSDOT staff in the following Preconstruction areas: Import/export data from/to Estimator Validate projects in Preconstruction Case 2 bid reviews in Preconstruction

Table 10-5. Preconstruction Regional Uploader User Training

10-10 Training

Preconstruction Reference Item Maintenance, Projects, Proposals, Letting Assignment, Advertisement, and Addendum (DQAB) User Training

Training Type AASHTOWare Preconstruction Projects User Training

Numbers Personnel to be Trained (approx.)

Number of Days 1


2


9 (5 CE1, 2 CE2, and 2 other individuals)


1

Description The purpose of this class is to train NYSDOT staff in the following Preconstruction areas: Create projects in Preconstruction Develop project details in Preconstruction Import/export data from/to Estimator Generate the Preliminary Detail Estimate Maintain Reference Data (for example, codes,

items, etc.) Develop project details in Preconstruction Import and export data from and to Estimator Finalize/Validate projects in Preconstruction Generate the Preliminary Detail Estimate Innovative bidding enhancements Create and develop a proposal Create a bid letting and link proposals to it Generate the Proposal Schedule, including

creation of a file for Expedite Create advertisement Generate the Notice to Contractors Create Addenda (Amendments) Use Expedite to create bidding files for

contractors Postpone/re-let proposals Award the contract in Preconstruction Generate the Final Detail Estimate Run NYSDOT customized and custom reports

Table 10-6. Preconstruction Reference Item Maintenance, Reference Vendor Maintenance, Projects, Proposals, Letting Assignment, Advertisement, and Addendum User Training (DQAB) User Training



Preconstruction Funding User Training (Accounting)

Training Type Preconstruction Funding User Training (Accounting)


Number of Days .25 (2 hours)


2

Number of Students

up to 15 2


1

Description The purpose of this class is to train NYSDOT staff in the following Preconstruction areas: Review/edit/update project funding

Table 10-7. Preconstruction Funding User Training (Accounting)

Preconstruction Advertisement, Addendum, Plans, Letting Day Processing, Award, and Reference Vendor Maintenance Training (Contract Management)

Training Type Preconstruction Advertisement, Addendum, Plans, Letting Day Processing, Award, and Reference Vendor Maintenance Training (Contract Management)


Number of Days 1


2

Number of Students

up to 15 8


1

Description The purpose of this class is to train NYSDOT staff in the following Preconstruction areas: Generate the Notice to Contractors Enter Proposal vendors Create Addenda (Amendments) Use Expedite to create bidding files for

contractors Enter bids using Expedite Import bid tab and DBE information from

xtabdat and xdbedat files Perform Bid Tab Edits Perform Bid Tab Analysis Award the contract in Preconstruction

10-12 Training

Generate the Final Detail Estimate Pass data to BAMS/DSS Pass data to SiteManager Run NYSDOT customized and custom reports Maintain Reference Data (vendors)

Table 10-8. Preconstruction Advertisement, Addendum, Plans, Letting Day Processing, Award, and Reference Vendor Maintenance Training (Contract Management)

10.6 Training Requirements

Before taking a Preconstruction training class, users must possess prerequisite knowledge in certain areas in order to maximize learning and knowledge retention. Essentially, the following basic computer skills are required to successfully complete the Preconstruction training classes:

Navigation and using a mouse.

Concepts of opening, closing, and viewing a window.

Saving, creating, and deleting documents/files.

Knowledge of electronic document attachments.

Familiarity with web browser functionality.

NYSDOT should make arrangements to ensure that users possess these basic computer skills before assigning them to take a Preconstruction training class.



11. Migration Issues and Considerations

This chapter identifies issues or considerations which may impact NYSDOT’s implementation of the AASHTOWare Project Preconstruction module. These came to Info Tech’s attention during the Preliminary Assessment on-site workshops. The considerations may require action or decision-making before or during migration from the PES and LAS software to the Preconstruction module or present opportunities for increasing efficiency.

Table 11-1 presents and describes the considerations, with Info Tech’s comments and recommendations.

Issue or Consideration

Description Resolution/ Decision

Required or Optional

Comments/Recommendation

Finalize AASHTO Master Agreement

The AASHTO Master Agreement needs to be finalized to ensure that NYSDOT can license the AASHTOWare Preconstruction software.

Required Finalize contract discussions and revisions with AASHTO in order to acquire the AASHTOWare Preconstruction software license.

11-2 Migration Issues and Considerations





Agency Option to Force Uppercasing

Before migrating data, NYSDOT must decide whether to continue forcing uppercasing in data fields.

Required Optional

NYSDOT currently has the PES and LAS agency option called ForceFieldUppercasing set to force uppercasing of data. This is because search tools used by NYSDOT, such as Crystal Reports, and database triggers are case sensitive. Filters in Preconstruction are not case sensitive, and NYSDOT personnel have expressed an interest in the more up-to-date look of mixed case in reports, advertising, etc. The Proposal Description field is already mixed case, but other fields are not. If a decision were made to turn off uppercasing in the Preconstruction module, it would cause a difference in the appearance of vendor names from existing vendors, all in caps, to new vendors in mixed case. An optional task would be to convert existing vendor names and addresses to mixed case; however, this would be outside the scope of the implementation project. See Chapter 13, Optional Migration Activities. During the 2014 PUG, it was brought up that there are some issues with the Uppercase implementation. New York should review these when making the decision whether to implement Uppercase.

Consider NYSDOT developer resources

NYSDOT will need to account for its developers’ time when planning the implementation project.

Required During the implementation project, NYSDOT development staff may be required for certain tasks for which an outside resource would be difficult to use. In this document, we are assuming that NYSDOT developers would be responsible for changes to database triggers and for changes to interfaces with NYSDOT legacy systems. NYSDOT has also expressed an interest in having in-house developers create certain custom reports in







Business Objects or Crystal Reports. However, one of the chief Crystal Reports developers has left his position. Availability of NYSDOT developer resources may affect the project timeline. Also see Chapter 7, Reports Customizations, Chapter 5, Interfaces, and Chapter 12, Migration and Project Planning.

Engineering Shares and Fiscal Shares

The organizational difference between Engineering Shares and Fiscal Shares will impact future web-based Construction implementation.

Future Consideration

Currently at NYSDOT, Engineering Shares are equivalent to Categories and are determined by type of work. Fiscal Shares are allocated to Engineering Shares by Fund Source. By design in PSS, no more than one Fiscal Share can be assigned to an Engineering Share. Engineering Shares to Fiscal Shares is a many-to-one relationship. The Preconstruction module can handle these assignments. The problem occurs in the SiteManager software, where fewer categories is more efficient. This part of the issue is for future consideration for the web-based Construction module. However, during Preconstruction implementation, the core group should make decisions on how to balance reporting with organization in the system. Also see Chapter 7, Reports Customizations.

Funding Priority field size

Funding Priority field size may affect future implementation of web-based Construction software.

Future Consideration

Currently, the NYSDOT Funding Priority field uses three digits. Priority is only two digits in Preconstruction 3.0. The reason three digits is needed for NYSDOT is that SFS requires a new priority every time the funding amount is increased. This is an issue for future consideration for the web-based Construction module, and should not affect the Preconstruction






module.

Consider changing bid process away from paper bids

In order to reduce agency costs, NYSDOT could petition to change state laws which mandate allowing bidders to submit paper bids.

Optional The time may be right to consider changing the law. NYSDOT may wish to informally survey other agencies for their policy regarding paper bids. Some agencies accept only electronic bids, while others have restrictions based on a maximum value of the proposal. Currently at NYSDOT, an estimated one quarter to one third of all bids are submitted on paper, mostly small jobs. Joint ventures on large jobs also submit paper bids to keep down their cost for electronic bidding. It may be helpful to seek other agencies’ advice on how they handle joint ventures.

Consider passing construction data to BAMS/DSS

Currently, NYSDOT does not pass data from SiteManager to BAMS/DSS. If it needs to perform any construction data analysis, it creates a view of the SiteManager database.

Optional This is outside the scope of the Preconstruction Implementation Project, but as a related issue, it was discussed at the workshops. The BAMS/DSS software allows importing small amounts of construction data by specifying a date range. NYSDOT could consider beginning to pass data from the SiteManager software to avoid having to create new views of the web-based AASHTOWare Project Construction software . This would also have the advantage of expanding the scope of BAMS/DSS usage, potentially for as-built analysis and construction management reporting. NYSDOT personnel expressed a concern about the differences in the reference Itemlist between the BAMS/DSS and SiteManager software. This is discussed in Chapter 13, Optional Migration Activities.







Consider changing the way Item Supplemental Descriptions are used

Currently, NYSDOT limits use of the Project and Proposal Item Supplemental Description fields to alternate items, to tell the bidder to bid only one choice.

Optional Restrictions on usage of Item Supplemental Description fields unnecessarily force the creation of many new reference items. These fields could potentially accommodate item variations that would more efficiently be specified as a supplemental description than by creating a new item. We recommend a workshop or meeting(s) with stakeholders to discuss changes to the way in which the Item Supplemental Description field is used. NYSDOT could survey other agencies to see how they use the field. For example, some agencies use Supplemental Descriptions for non-standard items. Other agencies use them to specify a bridge or work location number. Current usage at NYSDOT is not relevant to Construction personnel, so they blank out the reference to only bidding one alternate. NYSDOT could also consider adding a phrase to the standard description field of reference items that are used only as alternates, directing bidders to only bid one choice.

ADA compliance of the AASHTOWare Project software

NYSDOT expressed concern regarding ADA compliance of the software.

Resolved AASHTO follows the guidance of Section 508 of the U.S. Rehabilitation Act and the Web Content Accessibility Guidelines of the World Wide Web Consortium Web Accessibility Initiative. To show how AASHTOWare software products meet key standards of Section 508, AASHTO uses the industry accepted Voluntary Product Accessibility Template, or VPAT, developed by the Information Technology Industry Council. See this link for detailed information. http://www.aashtoware.org/Pages/Software-Accessibility.aspx






NYSDOT’s current database OS is IBM AIX

Identifying that this is not a release tested platform.

Required This is not a release test platform, so plan for extra time for installation and testing to ensure compatibility with AASHTOWare Project software. Release test and supported platforms for AASHTOWare Project 3.0 are: Oracle 11g on Win Server 2008 Oracle 12c on Win Server 2012 SQL Server 2008 on Win Server

2008 SQL Server 2012 on Win Server

2012 Do not anticipate any issues, but project team should be aware that NYSDOT is planning on using a UNIX OS.

Network performance concerns

NYSDOT expressed concern that network performance may be slow when using a web based application.

Required NYSDOT has migrated to a central data center model for server location and maintenance. All of the Preconstruction servers will be located with the New York centralized IT servers. During the migration project, the project team should test connectivity and performance of Preconstruction early in the project to confirm there will not be any performance issues with the location of the servers, network connectivity, and the number of users logged in concurrently using the application.

Outdated PES/LAS user list

PES/LAS user table is not regularly updated and contains a large number of obsolete users.

Required Currently the PES and LAS users are not regularly updated. As part of migrating to Preconstruction, the PES and LAS user list should be reviewed and obsolete users removed.

Identify Preconstruction OUs

NYSDOT uses AD but as NYSDOT moves to a centralized IT office, it is unknown at this time what OUs the various Preconstruction users are contained.

Required During the migration project, as part of identifying active users, the project team will have to identify if all of the Preconstruction users are in the same OU. If the users are in distinct, segregated OUs and the project team is not able to easily target all Preconstruction users, the team will have to review Preconstruction access.







Monitor NYSDOT’s Browser upgrade project

Monitor the NYSDOT project established to upgrade its unsupported IE8.0 software to IE11.0.

Required

NYSDOT has established a project to upgrade its current internet browser from Internet Explorer 8 to Internet Explorer 11. AASHTOWare Project modules are currently unsupported under IE8. The project should monitor the upgrade activities.

Monitor impact to BAMS/DSS

Monitor impact to BAMS/DSS due to migration to Preconstruction.

Required Monitor and resolve any impact to the BAMS/DSS system caused by migrating to the Preconstruction software. This includes establishing connections from the BAMS/DSS servers to the web-based system, setting configurations for Preconstruction data views and imports, testing these interfaces, and resolving any issues or discrepancies.

Table 11-1. Issues and Considerations




12. Migration and Project Planning

This chapter describes the recommended migration approach and the tasks, proposed schedule, cost estimates, and resource commitments anticipated during the implementation. The project plan presented in this chapter details the estimated hours of Info Tech services required for the migration from the PES and LAS software to Preconstruction 3.00. The schedule and cost estimates presented have been prepared with the assumption services will be provided on a time and materials basis, using AASHTO Trns•port Service Units.

12.1 Project Approach

The project approach recommended by Info Tech is based on its knowledge of NYSDOT’s organization and processes. As a partner in NYSDOT’s previous AASHTOWare Project implementations, Info Tech proposes to provide services to help NYSDOT use the systems while minimizing the demands made on the agency. NYSDOT has indicated that it would like to implement internal business practice adjustments, where possible, to conform to AASHTOWare Project Preconstruction standards in order to minimize customization of the software, while still meeting the functional requirements of its business processes. This decision will provide an efficient basis for ongoing maintenance of the Preconstruction module within the agency while allowing NYSDOT to maximize the benefits derived through use of the system. The project plan presented herein is designed to reflect these requirements and to achieve the most efficient migration possible.

The participation in the project activities by key members of NYSDOT and targeted Preconstruction users will be necessary throughout the project period. This includes the following areas:

Participation in project planning sessions;

Participation in progress status and steering committee meetings;

12-2 Migration and Project Planning

Participation in work sessions to derive and populate the system data;

Execution of system testing and simulation processing with existing systems; and

Individual consultation with Info Tech project staff.

Chapter 2, Migration Planning, provides details on work activities and steps for identifying project team members. In addition, NYSDOT will be required to perform those specific tasks it chooses to perform in-house. These tasks are an integral part of the project plan and task performance must adhere to the project schedule in order for it to progress on time. Info Tech can provide additional support to ensure these tasks are completed on time if NYSDOT determines such additional support is warranted. If NYSDOT resource availability requires a change to the scope of work it can complete, a change order will be created to redistribute the activities to Info Tech resources. This may impact the cost and delivery date of the project.

12.1.1 System Planning and Data Migration Planning

This is primarily a NYSDOT task. It involves establishing the AASHTOWare Project system infrastructure, including server, networking, operating systems, and third-party (for example, Oracle, SAS) software requirements, based on the detailed analysis provided in Chapter 3, Hardware/Software Infrastructure.

NYSDOT will be responsible for ensuring the appropriate environment is in place, with hardware installed and required software loaded and configured. Info Tech will provide assistance as needed to review the environments and recommend modifications or enhancements to the environments in preparation for the installation of the AASHTOWare Project Preconstruction module. The Info Tech Project Manager and primary Info Tech technical resource will be the primary consulting contributors for this task.

Note: Info Tech does not provide any hardware or operating systems. Software and database licensing costs are not included in any cost estimates presented in this document.

In practice, less robust machines can be used for the Dev, Test, and QA environments since production standards of performance would not apply. However, it is recommended the Dev, Test, and QA environments accurately reflect the Production environment physical setup, with the same server configuration. NYSDOT will be responsible for ensuring the appropriate environments are in place, with hardware installed and required software loaded and configured. Chapter 3, Hardware/Software Infrastructure, provides the link to Cloverleaf and AASHTO release-tested and supported hardware and software configurations.


12.2 Work Breakdown – Task Descriptions

The required tasks needed to migrate to the proposed AASHTOWare Project Preconstruction application have been developed with the idea of conducting the most efficient migration possible and to maximize consistency. Info Tech has documented optional tasks that will benefit NYSDOT in Chapter 13, Optional Migration Activities. Required tasks must be included in the project scope of work in order to achieve a successful outcome. The optional tasks included in Chapter 13 are only those tasks in which NYSDOT expressed an interest or that Info Tech recommends.

From a scheduling and workflow perspective, the tasks are listed in chronological start order. Some tasks may be active for the entire project. For example, the Project Management task spans the entire project. Some tasks can also be conducted in parallel with other tasks. These are indicated in the summary project schedule overview.

Based on the activities involved, the majority of the tasks are assigned to Info Tech with input and participation by NYSDOT as required. Various subject matter experts from Info Tech will provide services on and off site as required. NYSDOT will have sole responsibility for some tasks, and both parties will share responsibility for others. Regardless of primary responsibility, it is essential for both parties to collaborate fully, providing information and support as needed, to ensure successful completion of each task. The following sections provide detailed descriptions and other relevant information for each task.

12.2.1 Migration Project Management and Administration

This section discusses the required general project management task. Info Tech will provide project management services and administrative support throughout the migration project period. For cost estimation purposes, the project management components of the individual tasks have been combined to create an overall project management task. Generally, this task will include the following:

Project administration

Resource planning and coordination

Team management and communications

Task and budget tracking

Maintenance of the project schedule

Communications with NYSDOT, including on and off-site meetings

Status reporting, risk management

Issue resolution

Requirements change control


Other project management activities as needed

Info Tech’s assigned project manager will work closely with the NYSDOT project manager in the performance of this task. In particular, both project managers will cooperate to schedule on-site trips for installation activities, workshops and coordinate arrangements for training classes, etc. During the migration project, it is assumed that the Info Tech Project Manager will work part-time onsite at the agency office to plan and coordinate Preconstruction migration activities, manage schedules, and collaborate with the agency’s Project Manager and/or staff.

12.2.2 AASHTOWare Project Preconstruction Installation Workshop

Installation of the Preconstruction system involves two Info Tech analysts onsite for four days at NYSDOT. The four days will be spent installing the Preconstruction software on up to three web-application servers and installing up to three databases. Converted reference data will be imported into the web Trns•port Preconstruction database(s). Basic system testing will be performed to verify the installation.

This task requires technical support to be available from NYSDOT including, but not limited to, the database administrator and the network administrator. NYSDOT will also be responsible for ensuring the appropriate environment is in place, with hardware installed and required software loaded and configured, prior to installation of the Dev, Test, and QA Preconstruction systems.

12.2.3 Data Migration and Support

The first step in the data migration task is to pass production PES and LAS awarded and rejected contracts to the BAMS/DSS software. This is a good time to clean up data in the PES and LAS software that may no longer be needed, including code tables, staff tables, etc.; however, be very careful not to delete any codes or reference data which may be associated to projects or proposals that are still in the system. Doing so would cause issues in the data migration. Also, never delete any data from the BAMS/DSS software, as this is the historical record of NYSDOT’s data.

Chapter 4, Data Migration, outlines Info Tech’s recommendations for migrating data, the amount of data to migrate, and other data migration planning tasks. The Data Migration and Support task assumes that four iterations of the Data Migration Utility (DMU) are required to address all of the errors in the DMU and cleaning up of source data in the PES and LAS software. The task assumes that NYSDOT will perform the DMU cycles and Info Tech will assist NYSDOT as needed. This task also assumes that Info Tech will perform the data mapping and analysis, script creation, and test migrating of NYSDOT’s PES/LAS added tables.

An alternate approach to data migration is presented in Chapter 13, Optional Migration Activities, under Hosted Services for Data Migration Utility. This would involve Info Tech coordinate a hosting environment in a cloud platform for running the Data Migration Utility (DMU) to migrate data from the PES and LAS software into


AASHTOWare Project software. This is also discussed in Chapter 4, Data Migration, but is not included in the estimate and would have to be requested by NYSDOT.

Chapter 13, Optional Migration Activities, also outlines an optional task, Reference Data Cleaning, which could be performed as part of the data migration tasks. Effort for Reference Data Cleaning is not included in the current Data Migration and Support task. If NYSDOT decides to include Reference Data Cleaning, a separate estimate for that task will be provided by Info Tech.

12.2.4 Installation and Maintenance of NYSDOT Environment at Info Tech

Info Tech recommends installing and maintaining a copy of NYSDOT’s Preconstruction and PES/LAS environments at Info Tech’s corporate office. This approach ensures that the NYSDOT project receives the most effective attention and effort from the appropriate resources for development, testing, support and issue resolution. In addition, by maintaining a NYSDOT environment at Info Tech, it allows for faster responses and real-time problem diagnosis by Info Tech’s second-level support staff.

Info Tech recommends retaining at least the Preconstruction environment for a period of time after NYSDOT moves to production with the Preconstruction module. The estimate for this task includes installing a NYSDOT-specific Preconstruction site at Info Tech, populating it with migrated NYSDOT data, and maintaining the site for up to three years.

12.2.5 Customizations - Reports, User Interface (UI), Custom Processes, and Interfaces

NYSDOT, with assistance from Info Tech, should consider performing fit/gap analyses for all reports, UI customizations, custom processes, and interfaces. Info Tech suggests reviewing the Current and Proposed NYSDOT Preconstruction Business Process diagrams outlined in Chapter 2, Migration Planning. Confirm the systems and business processes currently in place at NYSDOT and those proposed by Info Tech. This should be clarified with documentation and diagrams.

All of the customization tasks below require technical and business support be available from NYSDOT including, but not limited to, current legacy application managers, current interface application managers, NYSDOT business subject matter experts, and system administrators responsible for user security.

Reports

Under this task, Info Tech or NYSDOT will analyze, document, make customizations to existing Preconstruction reports, if needed, and develop new custom reports. This task is performed to satisfy the reporting needs not provided by the standard reports available in the Preconstruction software and not currently written in Crystal Reports or NYSDOT’s chosen reporting tool. Info Tech and NYSDOT will work together to schedule the design and the development of the new reports to ensure they are completed in time for training


and implementation activities. The estimate for this work is based on the reports documented in Chapter 7, Report Customizations.

During the migration project, Info Tech and NYSDOT will inventory and review all current NYSDOT reports and determine if they are still needed. The team will make decisions such as, when the reports are rewritten, do they need to be printed or can they be viewed online? For Info Tech assistance, prepare to send all the current .rtf and .rpt files.

In addition to the analysis and development of reports, the task includes holding a reports workshop. The workshop consists of two Info Tech analysts on site for four days at NYSDOT. Some examples of what the workshop is expected to cover and accomplish are listed below:

Detailed analysis of customized standard reports

Detailed analysis of Preconstruction custom reports

Produce a fit/gap analysis identifying the reports which can be incorporated into the Preconstruction system, which reports can be created using NYSDOT’s reporting tool, and the gaps where new reports will need to be created and included in the Preconstruction module

Produce design documents for NYSDOT development of reports

Identify and assign report role assignment, workflows and security

The reports workshop estimate includes appropriate preparation, travel, and follow-up work as required off-site for two Info Tech staff members.

UI Customizations

The user interface (UI) customization task begins with setting up appropriate configurations and system options. After running the test DMU, the team should go through the base product without customizations. This helps identify areas where customizations are needed. Document all necessary customizations and confirm that they are essential.

Under this task, Info Tech will analyze and develop Preconstruction screen customizations for NYSDOT. This task includes setting agency options, creating UI customizations for NYSDOT generic and added fields, creating one system event for email notifications, and recreating current screen customizations.

The estimate also includes documentation of all UI configurations/customizations identified in Table 6-1, NYSDOT UI Customization Estimates, in the analysis document.

In addition to the analysis and development of UI customizations, the task includes holding a UI customizations workshop. The workshop consists of two Info Tech analysts


on site for four days at NYSDOT. Some examples of what the workshop is expected to cover and accomplish are listed below:

Detailed analysis of UI customizations

Produce a fit/gap analysis identifying which UI customizations are required for the Preconstruction module and which UI customizations are no longer required.

Identify any UI customizations that were not discussed during the preliminary analysis report workshops as well as ensure all required UI customizations have been identified and addressed.

Develop a document listing the UI customizations and development status.

Identify and assign initial UI customization role assignment, workflows and security. These may be fine-tuned as the project progresses and needs are refined.

Custom Processes and Procedures

Inventory customized processes and procedures. Review usage and utilization and determine if they are still required. Check the cfg.prod file for processes that are no longer needed.

Info Tech recommends that the Implementation Team develop use cases to allow complete testing of all business functions as defined by the team.

Under this task, Info Tech, working with NYSDOT, will analyze, create, test, install, and document the custom processes outlined in Chapter 8, Custom Processes and Procedures.

In addition to the analysis and development of customized processes and procedures, the task includes holding a custom processes and procedures workshop. The workshop consists of two Info Tech analysts on site for four days at NYSDOT. Some examples of what the workshop is expected to cover and accomplish are listed below:

Detailed analysis of custom processes and procedures

Produce a fit/gap analysis identifying the custom processes and procedures which can be incorporated into the Preconstruction system, which custom processes and procedures can be created external to Preconstruction, and the gaps where new custom processes and procedures will need to be created and included in the Preconstruction system

Work with NYSDOT to analyze, create, test, install, and document the custom processes outlined in Chapter 8, Custom Processes and Procedures

Identify and assign initial custom process and procedure role assignments, workflows and security


Interfaces

Under this task, Info Tech, working with NYSDOT, will analyze and document the interfaces identified in Chapter 5, Interfaces. After a detailed analysis of each interface is performed, NYSDOT will decide whether to retain the interface or obsolete it for use with the Preconstruction module. This task provides for detailed analysis and documentation of the interfaces and a recommended course of action during the migration project.

The interfaces task includes holding an interfaces workshop. The workshop consists of two Info Tech analysts on site for four days at NYSDOT. Some examples of what the workshop is expected to cover and accomplish are listed below (see Chapter 5 for additional information):

Detailed analysis of each interface identified in Chapter 5, Interfaces.

Identify and assign initial interface role assignment, workflows and security.

Produce a fit/gap analysis for each interface with a status of unknown documented in Chapter 5, Table 5-3, Agency Interfaces. The fit/gap analysis will identify if the interface should be retained and the level of effort to interface with the Preconstruction system and the gaps identifying data storage and reporting deficits which will need additional engineering in order to include into the system. This will ensure all required interfaces and associated reports have been identified and addressed.

The interfaces workshop estimate includes appropriate preparation, travel, and follow-up work as required off site for two Info Tech staff members.

Should NYSDOT request additional support for creating or maintain any of the interfaces, Info Tech will provide an estimate of the cost and schedule for performing the additional work so that NYSDOT can determine the best course of action to pursue.

12.2.6 Preconstruction Remote Tasks and Support

Provide ongoing remote support to NYSDOT resources throughout the migration project life. Typically during a migration project, rework and edits are required for tasks that have already been completed based on new requirements or directives. Often the agency project team requires remote assistance from Info Tech to answer business process-related questions or to troubleshoot an error encountered during testing. This task includes support for:

Preconstruction functionality support

UI customization support

Custom processes and web applications support

Interfaces support


Reports support

NYSDOT workflow and roles support

12.2.7 Training

Throughout various stages of the Preconstruction migration project, Info Tech will deliver the following training classes to NYSDOT personnel:

System Administration and ActiveReports Training

Preconstruction Implementation Team Training

Preconstruction Refresher Training

Preconstruction End User Training

If more training is identified, Info Tech will provide an estimate of the cost and schedule for performing the additional training sessions.

For additional information on each of the above referenced training classes, please refer to Chapter 10, Training. All of the training courses assume two Info Tech analysts on site for three or four days at NYSDOT. The estimate also includes appropriate preparation, travel, and follow-up work as required off site for two Info Tech analysts. See Section 12.2.11 Preconstruction Training Materials below for development of training materials details.

12.2.8 Business Process and Configuration Workshops

This task covers the area of Preconstruction business process and configuration. Areas of discussion include screen and user interface configurations, code and reference table data review, installation options and agency preferences on software behavior. User security, workflow requirements, and system access control are also covered.

The task involves two Info Tech analysts on site for four days at NYSDOT on six separate occasions to hold workshops. Some examples of what the workshops are expected to cover are listed below:

User roles, workflows and security

Screen layouts and data entry validations and constraints

Code tables and their data

Reference data reviews, and agency installation options

Analysis of interfaces and custom processes

Reports workshop


This task requires technical and business support to be available from NYSDOT including, but not limited to, current legacy application managers, current interface application managers, NYSDOT business subject matter experts, and system administrators responsible for user security. The assumptions for configuration and customization changes are outlined in Section 12.2.5 Customizations - Reports, User Interface (UI), Custom Processes, and Interfaces.

Each business process and configuration workshop estimate includes appropriate preparation, travel, and follow-up work as required off site for two Info Tech staff members.

12.2.9 Preconstruction First Simulation Letting and Testing Support

NYSDOT will be responsible for testing the Preconstruction application in the QA environment, with Info Tech providing consulting support as needed. This task will be performed by two Info Tech analysts who will be on site for three days to provide support during the first simulation letting. This task will include full-scale testing of the Preconstruction QA system in simulation with continued production use of the PES and LAS systems in order to validate the accuracy of the new Preconstruction application and procedures, compare outputs (where appropriate), and generally verify correct operation of the Preconstruction application before going to live production use.

To be effective, simulation testing requires all data entry and processing steps be performed in both the old and new systems. This will require careful attention by NYSDOT users to ensure all necessary steps are repeated in the Preconstruction system during this period.

Info Tech will work with NYSDOT to resolve any issues arising with use of the Preconstruction application in the Production environment.

12.2.10 Remote Support for Simulation Letting and Testing

NYSDOT will be responsible for testing the Preconstruction application in the Production environment, with Info Tech providing consulting support as needed. This task will be performed by Info Tech analysts who will provide remote support during the three-month simulation letting testing period.

12.2.11 Preconstruction Training Materials

This task involves development of NYSDOT-specific Preconstruction procedures guides and training material. Chapter 10, Training, provides details of the estimated documentation that Info Tech will create.

Info Tech analysts will customize existing template versions of the generic training material, taking into account how NYSDOT will use the Preconstruction and any custom configurations that have been implemented. Actual NYSDOT data and will be used to tailor these guides for the NYSDOT audience.


12.2.12 Pre-Production Installation Validation and Data Validation

Prior to production, two Info Tech staff members will be on site for four days to assist NYSDOT with the validation of the production installation, data, interfaces, and reports. The estimate includes appropriate preparation, travel, and follow-up work as required off site for Info Tech staff.

12.2.13 Preconstruction First Production Letting

Following successful completion of the simulation testing and resolution of any final issues, NYSDOT will be ready to commit to live production use of the Preconstruction module. At this point, use of the PES and LAS software for managing lettings will be terminated and all future data entry will be done in the Preconstruction module.

Two Info Tech resources will be on site for four days to provide support for NYSDOT’s first live production letting using the Preconstruction module. The support provided in this task is required to ensure everything runs smoothly in the time-sensitive environment of a NYSDOT letting.

12.2.14 Post Production Support

NYSDOT will be responsible for supporting the Preconstruction application in the Production environment, with Info Tech providing consulting support as needed. This task will be performed by Info Tech analysts who will provide remote support as needed for one year after NYSDOT moves to production with the Preconstruction module.

12.3 Proposed Schedule

A proposed project schedule for the effort associated with NYSDOT’s Preconstruction migration follows. This preliminary schedule has been developed to support the work tasks described in previous sections and the logical order in which these tasks should be performed. This schedule has been developed to provide NYSDOT with enough detail to start planning resource requirements and internal change control planning. The task schedule in the final proposal will reflect the scope of work, relative start and end dates, and responsible party to which NYSDOT and Info Tech mutually agree in the process of reviewing this document and defining the migration project.

Table 12-1 lists the proposed schedule and the responsible party assigned for each task. The table outlines the required migration project tasks. The schedule reflects relative dates by month number. NYSDOT and Info Tech will agree on an actual start date as part of the migration project proposal discussions. Preconstruction migration tasks are highly interdependent. Work not completed accurately or on time for any task will negatively impact the completion of succeeding tasks. Both Info Tech and NYSDOT will need to make every effort to ensure their assigned tasks are completed on time to stay on the final agreed-upon schedule.


New York Department of Transportation Proposed Schedule for Preconstruction Migration

Task No.

Required Task Description Responsible Party

Approximate Start Date

Approximate End Date

1 Management and Administration Info Tech & NYSDOT

Month 1 Month 36

2 NY1-Installation Trip & System Administration Training

Info Tech & NYSDOT

Month 2 Month 2

3 Data Migration and Support Info Tech &

NYSDOT Month 2 Month 24

4 Installation & Maintenance Environment at Info Tech

Info Tech Month 2 Month 36

5

Preconstruction Customizations (Reports, UI, Custom Processes, & Interfaces). This includes the fit/gap analysis for the following applications (See Chapter 5 for additional information): PSEBase application Logit application Insurance database application

Info Tech & NYSDOT

Month 4 Month 19

6 Preconstruction Remote Tasks and Support Info Tech Month 4 Month 36

7 NY2-Trip 2 Active Reports Training Info Tech Month 6 Month 6

8 NY3-Preconstruction Core Migration Team Training (Generic)


9 NY4-Preconstruction Business Process and Configuration Workshop (6)


10 NY5-Customization Workshops (4) Info Tech Month 4 Month 12

11 NY6-Preconstruction Refresher Training Info Tech Month 19 Month 19

12 NY7-Preconstruction Simulated Live Letting & Testing Support

Info Tech & NYSDOT

Month 20 Month 20

13 Remote Support for Simulation Letting and Testing


14 Preconstruction Training Materials Info Tech Month 12 Month 19

15 NY8-Preconstruction End User Training Info Tech & NYSDOT

Month 22 Month 23

16 NY9-Pre-production Install Validation and Data Validation

Info Tech & NYSDOT

Month 24 Month 24

17 NY10-Preconstruction First Production Letting

Info Tech & NYSDOT

Month 24 Month 24

18 Post Production Support Info Tech & NYSDOT

Month 25 Month 36

Table 12-1. Project Schedule with Relative Dates and Duration


12.4 Cost Estimates

Formation of these cost estimates included consideration of Info Tech’s experience from previous migration and implementation engagements. Info Tech creates task scope and budget based on an agency’s size and requirements based on the information we gathered during the requirements analysis. Even with careful estimation beforehand, there are tasks which will individually require more or less funding than represented by the task estimate.

Info Tech finds that it helps streamline project management administration for project managers, from both the agency and Info Tech, if the agency grants expressed consent to allow funds to be reallocated among tasks as needed. Reallocation would occur for any task funds not expended at the completion of a task and would not require a formal change order. Any reallocation activity is required to have no impact upon the overall original project budget established at project inception.

Estimated Service Units for Info Tech to provide services to perform or assist with the required tasks as described in Section 12.2.

New York Department of Transportation Estimated Cost for Preconstruction Migration

Task No.


Estimated Service Units

1 Management and Administration Info Tech & NYSDOT

27.00

2 NY1-Installation Trip & System Administration Training

Info Tech & NYSDOT

2.00

3 Data Migration and Support Info Tech & NYSDOT

1.75

4 Installation & Maintenance Environment at Info Tech Info Tech 2.00

5

Preconstruction Customizations (Reports, UI, Custom Processes, & Interfaces). This includes the fit/gap analysis for the following applications (See Chapter 5 for additional information): PSEBase application Logit application Insurance database application

Info Tech & NYSDOT

72.00

6 Preconstruction Remote Tasks and Support Info Tech 18.75

7 NY2-Trip 2 Active Reports Training Info Tech 1.75

8 NY3-Preconstruction Core Migration Team Training (Generic)

Info Tech 1.75

9 NY4-Preconstruction Business Process and Configuration Workshops (6 workshops)

Info Tech 10.00

10 NY5-Customization Workshops (4 workshops) Info Tech 7.00

11 NY6-Preconstruction Refresher Training Info Tech 1.50


New York Department of Transportation Estimated Cost for Preconstruction Migration

Task No.


Estimated Service Units

12 NY7-Preconstruction 1st Simulated Live Letting & Testing Support

Info Tech & NYSDOT

2.00

13 Remote Support for Simulation Letting and Testing Info Tech 1.00

14 Preconstruction Training Materials Info Tech 8.25

15 NY8-Preconstruction End User Training Info Tech & NYSDOT

2.75

16 NY9-Pre-production Install Validation and Data Validation

Info Tech & NYSDOT

2.00

17 NY10-Preconstruction First Production Letting Info Tech & NYSDOT

1.50

18 Post Production Support Info Tech & NYSDOT

2.00

Total AASHTO Service Units 165.00

Total Estimate for Required Tasks $2,227,500.00

Table 12-2. Cost Estimates for Required Tasks

12.5 Optional Migration Activities

Optional migration activities are discussed in Chapter 13, Optional Migration Activities.


13. Additional Tasks

This chapter describes optional tasks in which NYSDOT expressed an interest. These topics are considered related to, but outside the scope of the anticipated Preconstruction migration and implementation project. On request, InfoTech can provide further information on any of these topics or an estimate for inclusion into the implementation project.

13.1 Reference Data Cleaning

As mentioned in Chapter 4 of this document, Data Migration, during workshops, NYSDOT discussed its concern about data issues, especially in the area of reference data. Both the Itemlist and Vendor tables are quite large, containing records which are no longer valid for use but have not been set to obsolete status. Obsolete status does not affect automated data migration; however, if time allows, a clean-up of the reference data is recommended to enhance future usage. (Deleting reference data is not recommended.) In the Preconstruction module, filters can be applied to only display active items or vendors in listings. Obsolete items can also be excluded from the Estimator catalog in the latest release.

Traditionally, InfoTech’s data cleaning analysis is performed in the BAMS/DSS software, as that module is the repository for historical data. Since this software is used for various kinds of data analysis, the data cleaning is likely to have the most impact there. Once the data has been analyzed in the BAMS/DSS software, certain types of data changes can be applied to the Preconstruction database as well.

NYSDOT expressed a concern for the future that there are reference items that are different in the SiteManager software than they are in the PES and LAS software. This is an issue that must be resolved before migration to the web-based Construction system, where all modules will share the reference data. We recommend considering this as part of any Itemlist cleaning project.

13-2 Additional Tasks

Options and considerations for reference item data cleaning include:

Collapse equivalent items in the BAMS/DSS software for enhanced bid histories and analyses. This can be done using a SAS ad hoc program which is run against BAMS/DSS data views , or using the ItemGroup model.

Identify items that were not used over time so they can be set to obsolete status. The obsolete flag and date could also be set based on the NYSDOT Disapprove/Approve Date, which is a generic field in the Reference Item list. We recommend that the obsolete status be updated in both the BAMS/DSS software and the Preconstruction module. The changes could be passed to the SiteManager software by the standard export process from the PES and LAS software or the Preconstruction module.

Consider whether ITEMLINK needs updating in the BAMS/DSS software. ITEMLINK is the SAS dataset used to convert English units to metric units, and vice versa, for item price analysis.

We recommend analyzing the extent of the differences between reference items in the SiteManager software and in the PES and LAS software or the Preconstruction module. Item differences could be identified and decisions made regarding the best way to resolve the differences, i.e., manual or automated reconciliation.

It is our understanding that there are two spec years in use at NYSDOT, 2008 for English and 1995 for Metric, and that there are approximately 27,000 items in total.

Options and considerations for vendor data cleaning include:

Analysis for duplicate vendors; these can be collapsed using a SAS ad hoc program which is run against BAMS/DSS data views . (The actual data is not affected, only the data views.)

Identify vendors not used over time so they can be set to obsolete.

It is our understanding that there are approximately 11,000 vendors in the PES and LAS software.

Does the vendor data consistently include Vendor Officer information?

Does the vendor data consistently include Vendor Affiliate information?

Does the vendor data include phone numbers, emails, and web sites? This information is helpful in identifying duplicates.

Determine whether it would be helpful going forward to do a comparison analysis between vendor information in the SiteManager software and in the PES and LAS software or the Preconstruction module.


If NYSDOT wishes to consider changing its Vendor IDs across the board so that the FEIN is no longer used, it would be simpler to wait until it go into production with the AASHTOWare Construction module, as there would be fewer data fields to be changed than in SiteManager.

If a decision were made to turn off uppercasing in the Preconstruction module, it would cause a difference in the appearance of vendor names from existing vendors, all in caps, to new vendors in mixed case. An optional task would be to convert existing Vendor names and addresses to mixed case. (See Chapter 11 for further information about the Uppercasing agency option.)

An estimate of cost and time for a data cleaning project depends on the agency’s expectations, the condition of the data, and the number of reference data records. In any data cleaning project, agency participation is required to answer questions.

13.2 Update BAMS/DSS Preconstruction Data View Code

NYSDOT has an agency-unique practice of passing proposals to the BAMS/DSS software twice. The first time is to make proposals available for analysis using DSS data views while being considered for award. The second pass is to refresh the data with finalized award (or rejection) information. Normally, during award consideration, proposals still in the LAS software or Preconstruction module would be available in the BAMS/DSS software by way of an LAS/Preconstruction data view. However, NYSDOT has been unable to get the LAS data views to run. This appears to be because, years ago, both the Input File Definition (IFD) and Database Definition (DBD) in the BAMS/DSS import code were customized. Most likely, as the base code has been updated, the custom code has not.

The BAMS/DSS software will need to be reconfigured for use with the Preconstruction module. We recommend that the BAMS/DSS import code and the data view code be brought up to date and any customizations re-applied.

Once the BAMS/DSS software is configured to read the Preconstruction system, both DSS and LAS/Preconstruction data views can access Preconstruction data.

Testing should be done to assess whether any customizations affect the DSS data view’s ability to derive Preconstruction data.

13.3 Option to Replace Funding AS400

Currently, the AS400 Funding system is used by the NYSDOT Accounting department for contract setup for encumbrance of funding. There is a remote possibility that this system will be sunsetted. Although there is no interface with the PES and LAS software, the status of the AS400 is related to the Preconstruction implementation in that it may be possible to use the Preconstruction module to handle the funding related data. In the future, this data could then be shared with the web-based Construction system.


We suggest that during Preconstruction implementation, NYSDOT identify whether sufficient funding-related data can be stored in the Preconstruction module, with manual entry of the data, to replace some or all of the AS400 functionality. These options depend on other factors, such as if and when Oracle Primavera Portfolio Management (OPPM) will be implemented.

Based upon time, cost, and when it is needed, NYSDOT can decide to include the functionality now as part of the implementation project or at a future date.

13.4 Hosted Services for Test System

NYSDOT IT resources currently manage four tiers for its AASHTOWare application systems: production, test, development and quality assurance. To remain effective, product updates must be applied to all systems, databases refreshed on a regular basis, configurations and customizations kept up to date, and supporting software and equipment maintained.

To alleviate the pressure on IT resources, especially during the AASHTOWare Project implementation, NYSDOT could consider the option of having Info Tech host the development and/or test environments. The hosting environment could be in a cloud platform offered by Amazon Web Services and coordinated by Info Tech.

Info Tech could maintain/coordinate virtual equipment, update supporting software and operating systems as needed to conform to AASHTOWare Project standards, install and update the AASHTOWare Project software, and maintain configurations and customizations as introduced during the implementation project.

Hosting services provide the advantages of faster startup, maintenance for upgrades, no capital investment for servers or data center equipment, and less time demand on NYSDOT technical resources. The hosting services are very flexible and appear as part of NYSDOT’s infrastructure.

If NYSDOT expresses an interest, further information on security, disaster recovery, and costs can be provided.

13.5 Hosted Services for Data Migration Utility

As related in Chapter 4, Data Migration, NYSDOT could consider the option of having Info Tech coordinate a hosting environment in a cloud platform offered by Amazon Web Services for running the Data Migration Utility (DMU) to migrate data from the PES and LAS software into AASHTOWare Project software. Please see Section 4.2.3 of this document, Other Options for Optimizing DMU Run Time, for further information.

Info Tech could coordinate virtual equipment, supporting software, and operating systems as needed to conform to AASHTOWare Project standards; install and update the PES, LAS and AASHTOWare Project software; load an up-to-the-minute copy of the PES/LAS database; and run the DMU.


Hosting services provide the advantages of faster startup, no capital investment for servers or data center equipment, and less time demand on NYSDOT technical resources. The hosting services are very flexible and appear as part of NYSDOT’s infrastructure.

This service could use a high performance server specifically designed and configured for DMU performance. The DMU is a non-parallel enabled application so more CPUs is not as important as better CPUs. A cloud platform can provide a secure and efficient option, as it is only paid for while in use. For example, Info Tech has utilized the following, which is offered by Amazon Web Services: a c3.2xlarge instance - 2.8 GHz Intel Xeon E5-2680v2 (Ivy Bridge) processors with 15 GB RAM. One drive of the server housed the Operating System, Oracle installation, and AASHTOWare Project Installation. A second drive (ssd) on the same server housed the PES/LAS Oracle database files, and a third drive (ssd) contained the AASHTOWare Project database files. Because all components were on the same server, there was no time lost with data traveling between systems. One agency’s DMU run was reduced to about a quarter of the time it took on a more conventional installation.

Since the DMU must be run while users are not accessing either system, having InfoTech run the DMU in the cloud over a weekend could save NYSDOT from making potentially difficult arrangements for in-house IT staff to do the work. Info Tech could also migrate the NYSDOT-specific data on these same systems. The resulting Preconstruction database would then be exported and imported into the prepared system at NYSDOT.

If NYSDOT expresses an interest, further information on security, disaster recovery, and costs can be provided.

13.6 Remote Communications for Info Tech Support

Often, agencies request remote support during implementation and sometimes on a continuing basis. Giving Info Tech staff access to AASHTOWare Project Dev, Test, and QA servers is recommended during the migration project to ensure the highest level of support. This will allow Info Tech's second-level support team to work directly on NYSDOT servers to pinpoint and resolve problems and make recommendations.

Info Tech subject matter experts, using a Virtual Private Network (VPN) remote connection service, may provide a portion of the services provided by Info Tech offsite. This approach may not only reduce the travel time and expenses required to support the project, but will also assure that the NYSDOT project receives the most effective attention and effort from the appropriate resources for support and issue resolution. This connection will allow for faster responses and real-time problem diagnosis by Info Tech’s second-level support staff. If NYSDOT chooses to implement this remote access, Info Tech will work with NYSDOT to establish the required VPN access in accordance with NYSDOT policies for security and network access.


13.7 Info Tech Generic Preconstruction Training Materials

Often, agencies request generic AASHTOWare Project Preconstruction training at an implementation or migration project outset. Info Tech has created generic Preconstruction training material that covers all facets of the application. Training using the generic training materials allows the core project team to see all aspects of Preconstruction, including enhancements such as Innovative Bidding. By introducing the core project team at the project outset to all of the functionality available in the Preconstruction module, as well as see the differences between the PES and LAS software and the Preconstruction module, the team will be better able to make procedure decisions during the migration project. Info Tech provides the generic Preconstruction training materials for a firm fixed price of one (1) AASHTO Service Unit. The generic training material is typically used during the Preconstruction Core Migration Team Training task. Subsequently, NYSDOT can use relevant pieces of the training materials when preparing the Preconstruction End User Training materials.

13.8 Preconstruction Training Labs (3)

Info Tech has found that the transition from the PES and LAS software to the Preconstruction module is smoother for end users if they have easy access to support teams during the first few weeks after the production Preconstruction date. Info Tech recommends including three Preconstruction training labs as part of the project. The concept of the training lab trips is that Info Tech provides training/assistance by two analysts for a four-day trip to train and assist the NYSDOT Preconstruction end users with real-time issues they encounter in Preconstruction. For example, if a user is attempting to create an addendum and add new items to a project but cannot get the items to insert in the correct location, the user can come down to the lab and work with an Info Tech analyst to solve the problem.

These training sessions will be informal; end users will attend as needed. Typically a conference room is reserved for the four-day period, and the end users are notified that that they can come down to the lab and request assistance, or dial in to the conference room and have an Info Tech analyst work with them over the phone. Training material (hard copies) will not be provided for these sessions. Three of these sessions are recommended.

13.9 Hosted Services for Training Environment

Generic training data is generally used for early core team training at an implementation or migration project outset. The data corresponds with generic training materials and offers users examples of many facets of the application.

If NYSDOT does not wish to import generic data into one of its four-tier systems for training, Info Tech could host a training system in the cloud for the duration of the training. Please see Section 13.5, Hosted Services for Data Migration Utility, for technical details.


Preconstruction Software A-1

Appendix A. Acronym Definitions

Table A-1 provides definitions of acronyms used in this document.

Term Definition Type

AD Active Directory Service

AD LDS Active Directory Lightweight Directory Services

Service

ADA American Disabilities Act Federal Program

ARRA American Recovery and Reinvestment Act Federal Program

AASHTO American Association of State Highway and Transportation Officials

External Entity

BAMS/DSS Bid Analysis Management System/ Decision Support System

Application – Trns•port module

CCP Capital Construction Program New York State Department of Transportation program

CE Civil Engineer Resource

CMB Contracts Management Bureau Bureau – NYSDOT

CPM Critical Path Methodology Application - Primavera module

CSV Comma Separated Value Part of an application

DBD Database Definition Part of an application

DMU Data Migration Utility Application Utility - AASHTOWare Project Preconstruction

DOL Department of Labor External Entity

DOM Document Object Model Internet Browser Option

DQAB Design Quality Assurance Bureau Bureau - NYSDOT

EBO Equitable Business Opportunities Application

EUD End User Designee Resource – agency representative to AASHTO

FHWA Federal Highway Administration External Entity

A-2 Appendix A. Acronym Definitions

Term Definition Type

HTTP Hyper Text Transport Protocol Service

HTTPS Hyper Text Transport Protocol Secure Service

IE Internet Explorer Internet Browser

IFD Input File Definition Part of an application

IPP Initial Project Proposal, for Capital Program Document

IT Information Technology Department - State of NY

ITS Office of Information and Technology Services (formerly known as ITD)

Department - State of NY

LAS Letting and Awards System Application – Trns•port module

NYSDOT New York State Department of Transportation

Department - State of NY

OPPM Oracle Primavera Portfolio Management Application - Primavera module

OU Organizational Unit Service

PES Proposal and Estimates System Application - Trns•port module

PMB Project Management Bureau Department - State of NY

PMD Program Management Division Department- NYSDOT

PPM Project Portfolio Management Application - Primavera module

PS&E Plans, Specifications, & Estimate Document

PSS Project Scheduling System Application

PTF AASHTOWare Project Task Force External Entity – AASHTO

PUG Project Users Group External Entity – AASHTOWare Project User Group

RPPM Regional Planning and Program Management

Department – NYSDOT

SFS Statewide Financial System Application

SME Subject Matter Expert Resource

TAG Technical Advisory Groups External Entity - AASHTO

TRT Technical Review Team External Entity - AASHTO

UI User Interface Part of an application

VPN Virtual Private Network Service

Table A-1. Acronym Definitions

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