Trns•port SiteManager and NYSDOT Construction · 2017-05-17 · When your System Administrator...

Getting Started In this chapter, you will receive instruction about the following: X

Understanding the General Workflow 2

Using this Guide 3

Understanding Project SiteManager and LIMS 4

Accessing Support Resources 4

Starting SiteManager 5

Logging On and Changing Your Password 6

Understanding the Main Functions of SiteManager 10

Navigating with the SiteManager Panel 11

Understanding the SiteManager Toolbar 13

Reading the SiteManager Status Bar 13

Understanding SiteManager Menus 14

Opening Multiple SiteManager Windows 15

Controlling the Display of Multiple Windows 15

Closing Versus Exiting 17

Summary 18

Project SiteManager® Construction Training Guide for NYSDOT 1

Understanding the General Workflow The following diagram shows the general contract workflow in SiteManager.

Create sample records.

Modifystockpiles.

Record test results.

MaterialsManagement

ConstructionManagement

Test samples.

Sample materials.

1. Resolve all discrepancies, disputes, and claims.2. Create final quantity change order.3. Generate final estimate.

Associate materialsto samples and tests.

Archive the contract.

Activate the contract.

Load the contract.

Finalize the contract.

1. Create DWRs.2. Approve diaries.3. Generate progress estimates.4. Resolve discrepancies.5. Approve progress estimates.

Maintain the contract.

Establish sampling andtesting requirements.

Create changeorders.

Lab InformationManagement ( LIMS )

Review and acceptsamples.

Figure 1. General Workflow

2 Getting Started

Using this Guide This guide is divided into chapters. Each chapter may contain sections for objectives, topics, instructor-led exercises, a summary, and a challenge.

Objectives

Each chapter begins with the objectives both you and the instructor should try to achieve.

Topics

Each chapter contains topics corresponding to these objectives. Each topic contains a short description and figure of the Project SiteManager® function being addressed. To further understand the functions, refer to the table of field definitions after each figure.

Instructor-Led Exercises

Identify instructor-led exercises by the bulldozer icon and sequential numbering. Each instructor-led exercise is very explicit and details the specific steps to follow and data to use.

Exercise 2 Figure 2. The Bulldozer Icon and Sequential Numbering Used to Identify Instructor-Led Exercises

Summary

Each section ends with a summary of the main points learned and all of the SiteManager functionality covered in the chapter. Each summary is an excellent reference for the challenge exercise that follows. Remember to use the summary when you return to your office and begin using SiteManager on your own.

Review Exercise

Review exercises provide a means to practice the skills you acquired in the chapters. Read them carefully; the review exercises are more general than instructor-led exercises, but they still provide steps to follow and data to use. As you perform the review exercise, refer to the Summary for tips on SiteManager navigation.

NOTE

FOLLOW THE EXERCISES CAREFULLY. STAY ON SCRIPT. THE EXERCISE DATA HAS BEEN CHOSEN TO ‘LOOK LIKE’ REAL WORLD DATA.


Understanding Project SiteManager and LIMS SiteManager is a comprehensive construction management software product that covers the complete construction, materials, and laboratory management process from contract award through contract finalization.

SiteManager software’s Lab Information Management System component, referred to as LIMS, streamlines the current sampling and testing workflow. SiteManager integrates field-based data collection, administration of the contract records and contractor payments with material management in one enterprise-wide software package.

Accessing Support Resources The following SiteManager documentation and support resources are available to NYSDOT staff.

NYSDOT Help Desk

Direct: (518) 485-8111 Toll Free: (888) 664-9343 Call the NYSDOT Help Desk to have your call logged and referred to the appropriate personnel.

Hours: 6:00 A.M. to 6:00 P.M. (ET), Monday through Friday.

Email: Type Helpdesk, ITS in the State DOT email system.

NYSDOT Web Site

View and download Quick Reference Guides and other references from the NYSDOT web site at the following URL: https://www.dot.ny.gov/portal/page/portal/main/business-center/trns-port/modules/site-manager

Usage: The IntraDOT also contains a link to this web site.

Generic References

Access the Online Help reference from SiteManager.

Note: Remember that the Online Help is not agency-specific.

QRG

WORKFLOW OF LOGGING IN, NAVIGATING, AND WORKING WITH SUPPORT TICKETS FOR THE SITEMANAGER SUPPORT SERVICE CENTER GROUP.

NOTE

USE THE GLOSSARY AS A REFERENCE THROUGHOUT THE CLASS.

4 Getting Started

https://www.dot.ny.gov/portal/page/portal/main/business-center/trns-port/modules/site-manager

Starting SiteManager You may start SiteManager the same way you would any program on your computer, but for the purpose of this exercise you will learn the most common.

Figure 3. Desktop Icon

Exercise 1

In this exercise, learn how to start SiteManager.

1. After using the switcher Double-click the SiteManager desktop icon. The SiteManager Logon window appears.

You’ve started SiteManager.


Logging On and Changing Your Password In addition to a user ID, SiteManager also has password protection.

Figure 4. SiteManager Logon Window

Understanding User IDs

Usage: When your System Administrator first assigns a user ID to you, it will consist of the first letter of your first name followed by the first seven letters of your last name in all lowercase characters.

In most cases, the SiteManager user ID will match your State DOT email system user ID (15 characters) truncated to eight (8) characters. SiteManager user IDs can consist of up to eight (8) case-sensitive characters, so be sure that you have not pressed the Caps Lock key. Remember that each user ID is unique and represents a user’s digital signature.

6 Getting Started

If using this eight-character rule results in two or more employees having identical user IDs, your System Administrator will replace one letter to make each ID unique.

Understanding Passwords

When you log on to SiteManager for the first time, the default password will be PASSWORD (all uppercase characters).

SiteManager passwords are case-sensitive; they can be all capitals, all lowercase, or a combination, but you must type them the same way each time you log on to SiteManager. Passwords are eight characters long and may contain any combination of letters and numbers, no special characters.

Usage: The SiteManager password is independent from all other NYSDOT passwords.

Changing Passwords

To change your password, on the SiteManager Logon window, click the Change Password button and complete the requested fields.

Figure 5. Change Password Window

Usage: SiteManager is configured to request that your new password be changed based on a 90-day cycle. Three characters must change every time.

Remember these important tips regarding your SiteManager password:

If you have attempted to log on twice and have failed, close the SiteManager Logon window and start again. This will allow you to try to log on again without disabling your password.

If you attempt to log on three times and fail, SiteManager will disable your password.


Usage: If you disable your password, to activate your account again, please contact the Help Desk at (518) 485-8111.

Understanding Security Groups

Your system administrator grants access to SiteManager functionality by assigning users to security groups. Your SiteManager user ID, when assigned to a security group, determines the functions and data to which you have access and whether you have update or inquiry privileges to that data. Most users will belong to only one security group, but on occasion, a user may need to have access to more than one group.

If your user ID belongs to only one group, SiteManager displays the SiteManager Panel with the functions available to that security group. If you log on with a user ID assigned to multiple security groups, SiteManager will prompt you to select a security group from the Available Groups window before displaying the SiteManager Panel.

Figure 6. Available Groups Window

Field Name Description Grp Id Group ID. Agency-defined ID for security group. Group Name Agency-defined name for security group. OK Click to enter SiteManager using the selected security

group.

Table 1. Available Groups Window – Fields

NOTE

PM = EIC

ASSTPM = OE AND RE

INSP = INSPECTOR

8 Getting Started

Exercise 2

In this exercise, learn how to change a default password and log on to SiteManager for the first time.

User ID: regxx01 Password: PASSWORD Connection: Server Group Name: Project Manager (PM) Keys: NA

1. In the SiteManager Logon dialog box, click in the User ID field and type regxx01.

2. In the Password field, type PASSWORD.

3. Click the Change Password button. SiteManager displays the Change Password dialog box.

4. In the Old Password field, type PASSWORD.

5. In the New Password field, type pass1234.

6. In the Confirm Password field, type pass1234.

7. Click the OK button.

8. Select PM Role click on OK or double click on PM Role

You’ve now changed the default password and logged on to SiteManager.

Protecting Passwords

Do not let anybody know your password. SiteManager maintains a record of everything you do in SiteManager. These records are the same as your signature (electronic signature).

NOTE

TRAINER USE YOUR REGION #: EXAMPLE reg0301 Thru reg0315

USE SAME USER ID THROUGHOUT MANUAL

NOTE

KEYS – DATES,

IF TODAY’S DATE IS USED THEN USE PREVIOUS DATE


Understanding the Main Functions of SiteManager After starting SiteManager, the SiteManager Panel displays the Main Panel with the main functions of the system as icons. The central functionality of SiteManager is divided into the following areas:

Contract Administration

Daily Work Reports

Pipeline

Contractor Payments

Change Orders

Materials Management

Accessories

Manuals

Reports

Figure 7. SiteManager Panel Window - Main Panel TEST Mode

NOTE

INSTRUCTOR SHOULD GIVE A HIGH-LEVEL OVERVIEW OF EACH ICON ON THE MAIN PANEL BEFORE STUDENTS WALK THROUGH THE NEXT EXERCISE.

QRG

LIST OF CUSTOM REPORTS AND WHEN TO USE

10 Getting Started

Navigating with the SiteManager Panel Use the SiteManager Panel window to navigate to the different areas of SiteManager. Start with the Main Panel that contains the highest level of the different functional groups of SiteManager. Each icon represents a functional group. Double-click an icon to open another panel containing the sub-groups or the actual windows for that function.

Figure 8. Navigating in SiteManager

Note: The plus sign (+) next to an icon means that double-clicking the icon will open another panel, not a window.

NOTE

IF STUDENTS GET LOST WHILE NAVIGATING, SUGGEST STARTING FROM MAIN PANEL.


Exercise 3

In this exercise, learn how to browse through SiteManager’s panels and open a window.

User ID: regxx01 Password: pass1234 Connection: Server Group Name: Project Manager (PM) Keys: NA

1. On the Main Panel panel, double-click the Contract Administration icon.

2. Double-click the Contractor Management icon. View the icons available from the Contractor Management panel.

3. To go up two levels to locate the Daily Work Reports icon, click the Main Panel tab.

4. Double-click the Daily Work Reports icon. View the icons available from the Daily Work Reports panel.

5. To go up a level to locate the Contractor Payments icon, click the Main Panel tab.

6. Double-click the Contractor Payments icon. View the icons available from the Contractor Payments panel.

7. To go down a level to view the icons available from the Estimates panel, double-click the Estimate icon.

Now, let’s open a window from the Contract Records panel.

8. To go up two levels to locate the Contract Administration icon, click the Main Panel tab.

9. Double-click the Contract Administration icon. View the icons available from the Contract Administration panel.

10. Double-click the Contract Records icon. View the icons available from the Contract Records panel.

11. Double-click the Contracts icon. SiteManager displays the Select Contract window.

12. In the Select Contract window, double-click D263073 or D261177. SiteManager displays the Contracts window.

You’ve navigated SiteManager’s panels and opened a window.

NOTE

IF PANELS PERTAIN TO THE CLASS, OPEN THOSE NOT COVERED IN THIS EXERCISE.

NOTE

EXPLAIN UP AND DOWN CONCEPT, POSSIBLY AS TIERS.

12 Getting Started

Understanding the SiteManager Toolbar Many of the functions available from the menus are also conveniently available from the SiteManager toolbar.

Figure 9. The SiteManager Toolbar (Available while the Contracts window is open)

Exercise 4

In this exercise, identify the buttons on the toolbar.

User ID: regxx01 Password: pass1234 Connection: Server Group Name: Project Manager (PM) Keys: D263073 or D261177

1. Place your cursor over a button on the toolbar. SiteManager displays the name of the button.

2. Move your cursor to another button.

3. Repeat Steps 1 and 2 until you have reviewed all of the buttons on the toolbar.

You’ve identified the toolbar buttons.

Tip! If you right-click on the SiteManager toolbar, SiteManager displays a menu with options to adjust how SiteManager displays the toolbar and its buttons. Use the Show Text option to display both larger toolbar buttons and their names.

Reading the SiteManager Status Bar The SiteManager Status Bar at the bottom of the SiteManager window indicates your status, connection, database region, logon group and user ID.

Figure 10. SiteManager Status Bar

NOTE

THE TOOLBAR BUTTONS ALSO HAVE CORRESPONDING MENU OPTIONS.

DIFFERENT BUTTONS ARE AVAILABLE IN DIFFERENT WINDOWS.

ICONS ARE ‘GREYED OUT’ WHEN THEY ARE NOT AVAILABLE TO SELECT.

NOTE

NOTICE HOW THE STATUS BAR WILL LOOK IN PRODUCTION COMPARED TO THE TRAINING ENVIRONMENT.


Understanding SiteManager Menus Access SiteManager menus with the mouse or the keyboard. You can also access many SiteManager menu choices using keystroke shortcuts.

The following guidelines apply to SiteManager menus:

Menu choices followed by an arrow () lead to cascading submenus.

Most of the lowest-level menu choices include keystroke shortcuts and display windows when selected.

All menu names and most menu choices include keystroke accelerators denoted by underlined letters. To display the underlined letters, press the ALT key. To open a menu or a menu choice when you see a keystroke accelerator, type the corresponding letter.

Exercise 5

In this exercise, explore the Services menu.


1. Click the Services menu.

2. Note the choices available from the Services menu.

3. To close the menu, click the Services menu again.

You’ve viewed the choices available on the Services menu.

Tip! Think of the Services menu as a catch-all menu for miscellaneous functions relevant to the active window.

NOTE

USE ‘KITCHEN DRAWER’ ANALOGY FOR THE SERVICES MENU.

NOTE

HELP IS FOR GENERIC SOFTWARE. REFER TO THIS MANUAL FOR FIELD DEFINITIONS.

NOTE

SERVICES: ATTACHMENTS IS AN EXAMPLE OF A CASCADING SUBMENU.

CLICK FILE MENU TO SHOW A FEW SHORTCUTS.

14 Getting Started

Opening Multiple SiteManager Windows In many instances, you will be working in a SiteManager window and may need to open another window without closing the current one. Use the SiteManager Panel to browse to and open another window. Having opened more than one window of SiteManager, you can then control how the windows display.

Controlling the Display of Multiple Windows Having opened more than one SiteManager window, you may now use a variety of methods to control the display of the SiteManager windows and your movement between them.

Note: For more specific instruction, refer to the Review section at the end of this chapter.

Using Tile

To divide the screen into the number of SiteManager windows that you have active, use the Window menu’s Tile feature. Typically, you will use Tile to display two SiteManager windows side-by-side vertically to compare the entries in each.

Note: Do not use Tile when more than two SiteManager windows are active since you will not be able to see enough of each SiteManager window to make it worthwhile. With three windows active, tiling will give each window only one third of the screen.


Exercise 6

In this exercise, learn to open a second window and use tile.


1. On the toolbar, click the SiteManager Panel button. SiteManager displays the SiteManager Panel.

2. On the Contract Records panel, double-click the Contract Authority icon. SiteManager displays the Contract Authority window.

3. On the Window menu, select the Tile choice. SiteManager displays both open windows side-by-side.

You’ve tiled open windows.

Using Cascade

To make each of your active SiteManager windows an equal size and arrange the windows in an overlapping offset manner, use the Window menu’s Cascade feature. Typically, you will use Cascade to display more than two open SiteManager windows. When you need to navigate between more than two windows, click the accessible portion of the appropriate window to bring it forward and make it active.

Using Layer

To display the active SiteManager window in a full screen display, use the Window menu’s Layer feature. Typically, you will use Layer to give each active window a full display or to return a single active window to full display after closing other windows.

16 Getting Started

Closing Versus Exiting SiteManager follows the same principles of closing a window versus exiting the application as other applications on a Microsoft Windows operating system. When you are in a SiteManager window and you wish to end your work in it, but still continue to work in SiteManager, you should close the window. As with other applications, you only exit when you complete your work and want to log off of the application.

Closing

Close a window in the following three ways:

Click the Close button on the toolbar.

Select the Close choice on the File menu.

Click the Close button on the right side of the window’s title bar.

Exiting

Exit an application in the following three ways:

In SiteManager, click the Exit SiteManager button on the toolbar.

Select the Exit choice on the File menu.

Click the Exit button on the right side of the application’s title bar.

Exercise 7

In this exercise, learn to close a window and exit SiteManager.


1. On the toolbar, click the Close button. SiteManager closes the active window.

2. On the File menu, select the Exit choice.

You’ve closed a window and exited the application.


Summary To start SiteManager:

1. On your desktop, double-click the SiteManager desktop icon.

To log on to SiteManager:

1. Start SiteManager.

2. On the SiteManager Logon window, in the User ID field, type your user ID.

3. Press the Tab key.

4. In the Password field, type your password.

5. Click OK.

To change your password:

1. Start SiteManager.

2. On the SiteManager Logon window, type your user ID and your current password.

3. Click Change Password.

4. In the Old Password field, type your current password.


6. In the New Password field, type your new password.


8. In the Confirm Password field, type your new password, again.

9. Click OK.

To open a window:

1. On the SiteManager Panel, double-click the desired window’s icon.

18 Getting Started

To navigate up or down a level in the SiteManager Panel:

1. Click the desired level’s tab.

To open the SiteManager Panel:

1. On the toolbar, click the SiteManager Panel button.

or

1. Click the File menu.

2. Click the Main Panel choice.

To open more than one window:

1. Open a window of SiteManager.

2. Open the SiteManager Panel.

3. Open another window of SiteManager.

To tile windows:

1. Open the number of windows that you want to tile.

2. Click the Window menu.

3. Click the Tile choice.

To cascade windows:

1. Open the number of windows that you want to cascade.


3. Click the Cascade choice.

To navigate between cascaded windows:

1. Click the visible portion of the window you want to view.

To layer windows:

1. Open the number of windows that you want to layer.


3. Click the Layer choice.


To navigate between layered windows:


2. From the list, click the name of the window you want to view.

To close a window:

1. On the toolbar, click the Close button.

or


2. Click the Close choice.

or

1. On the window’s title bar, click the Close button.

To exit SiteManager:

1. On the toolbar, click the Exit SiteManager button.

or


2. Click the Exit choice.

or

1. On the application’s title bar, click the Exit button.

20 Getting Started

Common Functionality In this chapter, you will receive instruction about the following:

Understanding Security Groups 2

Understanding New and Existing Records 7

Creating Correspondence Logs 10

Understanding Attachments 13

Adding and Running Attachments 15

Searching, Filtering, and Sorting 17

Accessing Additional References 20

Summary 21

Review Exercise 25


Understanding Security Groups Your system administrator grants access to SiteManager functionality by assigning users to security groups. Your SiteManager user ID, when assigned to a security group, determines the functions and data to which you have access and whether you have update or inquiry privileges to that data. Most users will belong to only one security group, but on occasion, a user may need to have access to more than one group.

If your user ID belongs to only one group, SiteManager displays the SiteManager Panel with the functions available to that security group. If you log on with a user ID assigned to multiple security groups, SiteManager will prompt you to select a security group from the Available Groups window before displaying the SiteManager Panel.

Figure 1. Available Groups Window

Field Name Description Grp Id Group ID. Agency-defined ID for security group. Group Name Agency-defined name for security group. OK Click to enter SiteManager using the selected security

group.

Table 1. Available Groups Window - Fields

2 Common Functionality

Understanding Inquiry Privileges

The user, Ron Guidry, belongs to both the Inspector, Assistant PM and PM security groups. Security groups determine how SiteManager displays window functions. The Inspector security group provides inquiry access to the Correspondence Log window.

Inquiry privileges give users the ability to view data in a window, but not enter or modify data.

Exercise 1

In this exercise, learn how to choose a security group from the Available Groups list box and how security groups affect rights and available icons.

1. User ID: regxx01 Password: pass1234 Connection: Server Group Name: Inspector (INSP) Keys: D261177

2. Start and log on to SiteManager as user regxx01.

3. In the Available Groups window, in the Group Name column, double-click Inspector. SiteManager opens with the SiteManager Panel window’s Main Panel displaying the SiteManager functions available to that security group.

Now, let’s see how a security group affects available icons.

4. Double-click the Daily Work Reports icon. SiteManager displays the Daily Work Reports panel.

5. Take note of the icons available to an Inspector.

6. Click the Main Panel tab.

Now, let’s see how security groups affect rights.

7. Double-click the Contract Administration icon. SiteManager displays the Contract Administration panel.

8. Double-click the Contract Records icon. SiteManager displays the Contract Records panel.

9. Double-click the Correspondence Log icon. SiteManager displays the Select Correspondence window.


Now, let’s open a correspondence log.

10. In the Contract ID column, double-click D261177

11. In the Correspondence Log area, in the Major Topics column, double-click Certificate of Insurance.

12. Does this user have update or inquiry privileges? ___________

13. To prepare for the next exercise, on the toolbar, click the Exit SiteManager button.

You’ve viewed a panel with limited icons and a window with inquiry privileges.

ANSWERS

11. INQUIRY


Understanding Update Privileges

The Assistant PM security group provides update privileges to the same window that the Inspector security group had inquiry privileges.

Update privileges to a window give the user the ability to enter and modify data.

Exercise 2

In this exercise, learn how logging on using a different security group affects available icons and privileges.

1. User ID: regxx01 Password: pass1234 Connection: Server Group Name: Assistant PM (ASSTPM) Keys: D261177

2. Start and log on to SiteManager as user regxx01.

3. In the Available Groups window, in the Group Name column, double-click Assistant PM. SiteManager opens with the SiteManager Panel window’s Main Panel displaying the SiteManager functions available to that security group.

Now, let’s see how a different security group affects available icons.

4. Double-click the Daily Work Reports icon. SiteManager displays the Daily Work Reports panel.

5. Please note the additional icons available to an Assistant PM.

6. Click the Main Panel tab.

NOTE

DIARY AND DIARY ADJUSTMENTS ARE NOW AVAILABLE.

NOTE

ASSTPM = OE/RE


Now, let’s see how a different security group affects rights.

7. Double-click the Contract Administration icon. SiteManager displays the Contract Administration panel.

8. Double-click the Contract Records icon. SiteManager displays the Contract Records panel.

9. Double-click the Correspondence Log icon. SiteManager displays the Correspondence Log window open to a new record.

10. On the toolbar, click the Open button. SiteManager displays the Select Correspondence window.

Now, let’s open a correspondence log.

11. In the Contract ID column, double-click D261177.

12. In the Correspondence Log area, in the Major Topics column, double-click Transmit Amendment No.1.

13. Does this user have update or inquiry privileges? ___________

You’ve viewed a panel with wider access to icons and a window with update privileges.

ANSWERS

12. UPDATE


Understanding New and Existing Records When you first enter a SiteManager window and have the proper authority and update rights, you can do the following:

Open an existing record

Create a new record using the current keys

Create a new record by choosing keys

Understanding Keys

Keys are the ‘key’ pieces of information needed to accurately identify a particular record, whether new or existing. Keys may include information such as contract ID (D number), project number (PIN), and so on.

Opening Existing Records

Existing records are records that you or another user already created and saved.

Exercise 3

In this exercise, learn how to open an existing record.

User ID: regxx01 Password: pass1234 Connection: Server Group Name: Assistant PM (ASSTPM) Keys: D261177; 2 (correspondence serial number)

1. With the Correspondence Log window open, on the toolbar, click the Open button. SiteManager displays the Select Correspondence window.

2. In the Correspondence Log area, in the Major Topics column, double-click Certificate of Insurance. SiteManager displays the Correspondence Log window.

You’ve opened an existing correspondence log.


Creating New Records with Current Keys

New records must be correctly associated with a contract.

Exercise 4

In this exercise, learn how to create a new record with the current keys (that is, for the same contract ID as the existing correspondence log).

User ID: regxx01 Password: pass1234 Connection: Server Group Name: Assistant PM (ASSTPM) Keys: D261177

1. With the Correspondence Log window open, on the toolbar, click the New button. SiteManager displays the Correspondence Log window with blank fields for a new record on the current contract. Note: SiteManager automatically associated the blank record to the contract you chose in a previous exercise.

You’ve created a new correspondence log with the current keys.

USAGE

ASSTPM AND ABOVE GROUPS CAN CREATE CORRESPONDENCE LOGS. ALL OTHER GROUPS HAVE READ-ONLY ACCESS. THE OTHER CONCEPTS DEMONSTRATED IN THE EXERCISE APPLY TO OTHER WINDOWS THROUGHOUT SITEMANAGER.


Creating New Records by Choosing Keys

To identify initial values for new or existing records, choose keys. In some instances, SiteManager restricts access to windows until you choose keys.

For example, to create a new correspondence log, SiteManager requires you to choose keys before you can save. Choose a contract for which to create a new record.

Exercise 5

In this exercise, learn how to choose keys to specify initial values or to create a new record for a different contract than the current contract.


1. With the Correspondence Log window open to a new record, from the Services menu, select the Choose Keys choice. SiteManager displays the Select Correspondence window.

2. In the Contract ID area, double-click D263073. SiteManager displays the Correspondence Log window with blank fields for a new record on the newly chosen contract.

You’ve chosen new keys to create a new correspondence log.

NOTE

THE CHOOSE KEYS CHOICE IS NOT AVAILABLE UNLESS ON A NEW RECORD.

NOTE

KEY FOR THIS EXERCISE IS THE CONTRACT.

OPEN EXISTING RECORDS

NEW NEW RECORD ON SAME CONTRACT (KEY)

CHOOSE KEYS NEW RECORD ON A DIFFERENT CONTRACT (KEY)


Creating Correspondence Logs To add and modify records of correspondence related to a specific contract, use the Correspondence Log window.

Use the Correspondence Log window to do the following:

Describe a document that a user sent or received.

Identify related records and disputes.

Attach reference documents.

Forward a correspondence record to another user.

Open reference documents received with correspondence records from other users.

Figure 2. Correspondence Log Window

USAGE

ALL EMAIL NOTIFICATIONS OCCUR VIA STATE DOT EMAIL SYSTEM.


Field Name Description Contract ID Agency-defined ID of the contract associated with the

correspondence. Read-only field. Contract Correspondence Serial Number

System-generated serial number for the correspondence record. Read-only field.

Correspondence Type Dropdown list with agency-defined types of correspondence. Received/Sent (no label)

Dropdown list with choices of ‘Received’ and ‘Sent’ to identify the correspondence.

On Date on which the correspondence was received or sent. Cannot be in the future. Defaults to the system date.

Correspondence ID User-defined alphanumeric ID to identify the correspondence. Sent From Name of the person or agency sending the document. Sent To Name of the person or agency receiving the document. Document Category Dropdown list with agency-defined category of

correspondence. Usage: From where the document came.

Document Location Physical location of the correspondence. Major Topics Major topics associated with the correspondence. Related Correspondence

Serial number of a related correspondence record.

Related Correspondence (2nd field)

Type of a related correspondence record

Required Response Text

Description of the response from the Document Submission window.

Dispute Dispute ID associated with this correspondence.

Table 2. Correspondence Log Window - Fields


Exercise 6

In this exercise, learn how to create a correspondence log record.


In the Correspondence Log window, in the Correspondence Type dropdown list, select the Civil Rights/EEO choice.

1. In the next dropdown list, select the Received choice.

2. In the On field, type today’s date. Ex 11/15/16

3. In the Sent From field, type A. Summersville.

4. In the Sent To field, type EIC, I. Smith.

5. In the Document Category dropdown list, select the Labor choice.

6. In the Document Location field, type WageRateFile. The field accepts only ‘WageRateFi.’

7. In the Major Topics field, type Wage Rate Interview – today’s date.

8. On the toolbar, click the Save button.

You’ve created a correspondence log.

NOTE

SOME FIELDS HAVE LIMITED SPACE FOR TEXT. MAY NEED TO ABBREVIATE.

DEMO

DOUBLE-CLICK IN FIELD OR TAB INTO FIELD TO DEMONSTRATE HOW TO SELECT ALL BEFORE TYPING.


Understanding Attachments To attach PDF documents to SiteManager records, use the OLE attachment function. OLE, short for Object Linking and Embedding, is a Microsoft® Windows® feature that provides a means to share a file between application programs.

Usage: Do not use the Plug-in or URL attachment types.

Figure 3. OLE Attachment Window

NOTE

WITH OLE, LINK DOCUMENTS AND SPREADSHEETS (PDF), LIKE WAGE RATE INTERVIEW REPORTS AND PRECON MEETING ATTENDEES AND MINUTES REPORTS, TO CORRESPONDENCE LOGS.

USAGE

USE PDFS AND “LOCKDOWN FILLABLES ONLY” FOR ALL CONSTRUCTION-RELATED ATTACHMENTS.

USAGE

NEVER SELECT THE RUN AUTOMATICALLY CHECK BOX.


Field Description Attachment Description Information Name Identifies the attachment. OLE Contents Type of file attachment. Description Detail about the contents or purpose of the attachment. Attachment Security - Available Security Groups Group ID Group ID. Agency-defined ID for security group. Description Agency-defined name for security group. Attachment Security - Buttons Add -> Click to provide attachment access to selected security

group. Add All ->> Click to provide attachment access to all available security

groups. <- Remove Click to remove attachment access from selected security

group. <<- Rem All Click to remove attachment access from all assigned

security groups. Attachment Security - Selected Security Groups Description Agency-defined name for security group. Access Type of access granted. General Run Automatically

Usage: Do not use.

OK Click to add the attachment to the record. Cancel Click to cancel the creation of the attachment.

Table 3. OLE Attachment Window - Fields

USAGE

EXPLAIN HOW RUN AUTOMATICALLY WORKS AND WHY NYSDOT IS NOT USING.


Adding and Running Attachments To attach an existing document to a correspondence record, click the Attachments button on the toolbar. On the extended toolbar, click the New OLE button.

Exercise 7

In this exercise, learn how to attach a file to a correspondence record, provide access to the attachment, and run it.


With the Correspondence Log window open, on the toolbar, click the Attachments button. SiteManager displays the Attachments window and extends the toolbar.

1. On the extended toolbar, click the New OLE button. SiteManager displays the Insert Object window.

2. Click the Create From File tab.

Now, let’s locate the file to attach.

3. Click the Browse button. SiteManager displays a Browse window.

4. To locate the file you wish to attach, browse to

P:\\Office of Operations/Construction/SiteManager/ Training/Attachments

5. If necessary in the Files of type dropdown list, select the All Files (*.*) choice (may be the default).

6. Select the DB_D_Contract.pdf file.

7. On the Browse window, click the Open button.

8. On the Insert Object window, click the OK button. SiteManager closes the Insert Object window and displays the OLE Attachment window.

NOTE

NOTE THE APPEARANCE OF THE ATTACHMENTS BUTTON.


Now, let’s add a name and description, assign security groups, and save the attachment.

9. In the Name field, type DB Chart.

10. In the Description field, type DB Chart D Contract

11. In the Attachment Security area, click the Add All button. SiteManager makes the attachment available to all security groups.

12. Click the Add button. SiteManager displays the new attachment in the Attachments window.


Now, let’s run the attachment.

14. In the Attachments window, in the Name column, double-click DB Chart. SiteManager opens an application window to display the file.

15. To close the attachment’s application window, on the window’s title bar, click the Close button.

16. To close the Attachment window, on the toolbar, click the Attachments button again.

Now, let’s prepare for the next exercise.

17. To close the Correspondence Log window, click the Close button. SiteManager displays a message prompting you to save changes.

18. In the message, click the Yes button. SiteManager displays the Contract Records panel.

You’ve attached a file to a correspondence log,

assigned access to it, and ran the attachment.

CAUTION!

BE SURE TO ADD YOUR OWN GROUP WHEN CREATING AN ATTACHMENT, OR YOU CAN LOCK YOURSELF OUT OF YOUR OWN ATTACHMENT.

NOTE

NOTE THE CHANGE IN THE APPEARANCE OF THE ATTACHMENTS BUTTON.


Searching, Filtering, and Sorting SiteManager provides many means to locate data. The Search, Filter, Filter Search, and Sort functions available from the right-click menu and the Quick Find and Quick Sort functions available from Select windows throughout SiteManager are the most useful.

Understanding Search and Filter Search

Some fields require you to select from a list of valid choices. This type of field displays a search lens (or ‘magnifying glass’) when you move your mouse pointer over the field. If you’d like a subset of possible choices, type in the field, then right-click on the field and select the Filter Search choice. If you’d like to see all possible choices, select the Search choice.

Understanding Sort and Filter

When on a list window, right-click on a row and select the Sort or Filter choice to refine your results. Each time you open a window, SiteManager automatically applies the default sort or filter. The current filter will stay in effect until you clear it or exit SiteManager. To remove the filter, click the Clear button.


Using the Quick Sort

To locate a record quickly, sort the column in ascending order.

Figure 4. Select Window (with Quick Sort)

Exercise 8

In this exercise, learn how to apply a quick sort to locate a contract item.

User ID: regxx01 Password: pass1234 Connection: Server Group Name: Assistant PM (ASSTPM) Keys: D261177; 806212 (project)

1. On the Contract Records panel, double-click the Items icon. SiteManager displays the Items window.

2. On the toolbar, click the Open button. SiteManager displays the Select Contract Item window.

3. In the Contract area, double-click D261177.

4. In the Project area, double-click 806212.

5. In the Contract Item area, to sort by item code, click the Item Code column heading.

6. In the Item Code column, double-click 201.06 for category number 0001. SiteManager displays the Items window.

You’ve sorted the list of contract items to more easily locate a specific item.


Using the Quick Find

To jump to a record quickly, sort the column in ascending order and type the desired value in the Find field. SiteManager selects the first match.

Figure 5. Select Window (with Quick Find)

Exercise 9

In this exercise, learn how to apply a quick find to locate contract items.

User ID: regxx01 Password: pass1234 Connection: Server Group Name: Assistant PM (ASSTPM) Keys: D261177; 806212 (project)

1. On the toolbar, click the Open button. SiteManager displays the Select Contract Item window.

2. To sort the column and activate the Find feature, click the Item Code column heading.

3. In the Find field, type 209.13. SiteManager selects the first item with that value.

4. Select the item with category number 0001 and line number 0014.

5. Click the OK button. SiteManager displays the Items window.

6. To close the Items window, on the toolbar, click the Close button.

You’ve used the quick find feature to quickly locate a specific contract item.

NOTE

CATEGORY NBR = FISCAL SHARE

LINE NBR = SEQUENCE NUMBER


Accessing Additional References To access additional reference materials from within SiteManager, use the Manuals panel.

Usage: To view web pages containing many links to additional reference materials, double-click the Manuals panel’s User Manual icon (for construction-related documentation) and the Sampling and Testing Procedures icon (for materials-related documentation).

Exercise 10

In this exercise, learn how to access construction-related documentation.

User ID: regxx01 Password: pass1234 Connection: Server Group Name: Assistant PM (ASSTPM) Keys: NA

1. On the SiteManager Panel window, click the Main Panel tab.

2. Double-click the Manuals (in PROD its QRGs) icon. SiteManager displays the Manuals panel.

3. Double-click the User Manual (Construction QRGs) icon. SiteManager displays the New York State Department of Transportation Construction QRG web page.

4. To close the window, on the browser’s title bar, click the Close button.

5. On the SiteManager Panel window, click the Main Panel tab.

You’ve opened the New York State Department of Transportation Construction SM QRG web page.

USAGE

DOUBLE-CLICK THE SAMPLING AND TESTING PROCEDURES ICON TO VIEW THE TECHNICAL SERVICES WEB PAGE WITH SIMILAR LINKS FOR MATERIALS.


Summary To change security groups:

1. Using a user ID that belongs to multiple security groups, log on to SiteManager.

2. In the Available Groups list box, select a security group.


To create a new record with existing keys:

1. With an existing record open, on the toolbar, click the New button.

To create a new record with new keys:

1. With an existing record open, on the toolbar, click the New button.

2. On the Services menu, select the Choose Keys choice.

To perform a quick sort:

1. Click the column heading.

To perform a quick find:

1. On the column you wish to use to find a value, perform a quick sort.

2. In the Find field, begin typing the value you wish to find.

To search:

1. Right-click in a field.

2. From the right-click menu, click the Search choice.

3. Select your choice from the list.


To filter search:

1. Type a desired value in a field.

2. Right-click in the field.

3. From the right-click menu, click the Filter Search choice.

4. Select your choice from the list.

To filter:

1. Right-click on a row.

2. From the right-click menu, click the Filter choice.

3. In the Filter Criteria window, click the Add button.

4. Select your criterion from the Field, Condition, and Value fields.


6. In the message, click the OK button.

To clear filters:

1. Right-click on a row.

2. From the right-click menu, click the Filter choice.

3. Click the Clear button.


5. In the message, click the OK button.

To open an attachment:

1. On the toolbar, click the Attachments button.

2. In the Attachments window, double-click the attachment.


To attach a document to a record:

1. Open the window and the record to which you wish to attach a file.

2. On the toolbar, click the Attachments button.

3. On the extended toolbar, click the New OLE button.


5. On the Insert Object window, click the Browse button.

6. Locate the file you wish to attach in the directory.

7. In the Files of type dropdown list, select the All Files (*.*) choice.

8. Select the file.


10. On the Insert Object window, click the OK button.

11. In the OLE Attachment window, in the Name field, type the desired name of the attachment.

12. In the Description field, type the desired description of the attachment.

13. In the Attachment Security area, click the Add All button.

14. Click the Add button.


To access the New York State Department of Transportation Construction web page:

1. On the Main Panel panel, double-click the Manuals icon.

2. On the Manuals panel, double-click the User Manual icon.


To access the Correspondence Log window:

1. On the Main Panel panel, double-click the Contract Administration icon.

2. On the Contract Administration panel, double-click the Contract Records icon.

3. On the Contract Records panel, double-click the Correspondence Log icon.

To create a correspondence log:

1. In the Correspondence Log window, in the Correspondence Type dropdown list, select the desired choice.

2. In the next dropdown list, select either the Received or Sent choice.

3. In the On field, type the desired date in (MMDDYY format).

4. In the Sent From field, type the sender’s name.

5. In the Sent To field, type the recipient’s name.

6. In the Document Category dropdown list, select the desired choice.

7. In the Document Location field, type the desired document location.

8. In the Major Topics field, type the desired value.



Review Exercise In this exercise, demonstrate how to view an existing correspondence log’s attachment and create a new correspondence log.


Navigate to the Correspondence Log window. (Contract Administration | Contract Records | Correspondence Log)

1. Open the log for Certificate of Insurance on contract D261177.

2. View the attachment. What is the Signature date noted on the CONR 250? _______________________

3. Create a new correspondence log.

4. Associate it to D263073 by choosing keys for today. Bob Mackie sent the Pre-Construction Attendees list to Bev Thomas today. The major topic is PreCon Attendees; correspondence type is Regional Construction; document category is Meetings.

5. Exit SiteManager.

ANSWER

3. 3/1/2017



Creating and Modifying Daily Work Reports In this chapter, you will receive instruction about the following:

Understanding Daily Work Reports 2

Creating DWRs 4

Recording Basic DWR Information 7

Tracking Contractors, Superintendents and Personnel 8

Tracking Contractor Equipment 13

Selecting and Recording Work Items 16

Previewing DWRS 28

Understanding Read-Only Format 28

Copying DWRs 29

Modifying Copied DWRs 30

Summary 40

Review Exercise 46


Understanding Daily Work Reports Use Daily Work Reports (DWRs) to record daily work and construction activity performed on the contract. Inspectors may create DWRs both in the field and in the office.

Typically, for each contract, each inspector submits one DWR per day. Only the inspector who creates the DWR may modify it. In other words: One DWR per person, per contract, per day.

Figure 1. Daily Work Reports Window

Panel Name Description DWR Info Create a new DWR and record information about the day. Contractors Enter daily data about the prime and subcontractor(s),

superintendent(s), and variable labor (by personnel type). Contractor Equip

Document the daily presence and use of equipment on the job site for a selected contractor.

Daily Staff Usage: Do not use this panel. Work Items Select available contract items and record usage data for

installed work items.

Table 1. Daily Work Reports Window – Panels

QRG

DAILY WORK REPORTS

2 Creating and Modifying Daily Work Reports

Exercise 1

In this exercise, learn how to open the Daily Work Reports window.

User ID: regxx01 Password: pass1234 Connection: Server Group Name: Inspector (INSP) Keys: NA

1. Start and log onto SiteManager as user regxx01.

2. On the Main Panel panel, double-click the Daily Work Reports icon.

3. On the Daily Work Reports panel, double-click the Daily Work Reports icon. SiteManager displays the Daily Work Reports window.

You’ve opened the Daily Work Reports window.


Creating DWRs To create a new DWR and record basic information about that day, use the DWR Info panel.

Figure 2. Daily Work Reports Window – DWR Info Panel


Field Name Description Key Information Contract ID ID for the contract. Required for a minimal DWR. Inspector DWR author’s name. Required for a minimal DWR. DWR Date Date covered by this report. Required for a minimal DWR. DWR State Information Locked Indicates state of the DWR. If Yes, cannot modify DWR;

DWR transferred via pipeline to the other mode and the editable version is available only in the other mode.

Authorized Indicates state of the DWR. If Yes, cannot modify DWR; DWR approved for payment.

Authorized Date Date the DWR was authorized on a diary. Weather Information Temperature: High and Low

High and low temperature recorded for the work day.

Weather Conditions: A.M. and P.M.

Significant weather conditions for the morning and evening for the work day.

Installed and On-Site Indicators Work Items Are Installed

Usage: Indicates data entered on Work Items panel. Customized generic software’s ‘No Work Items Installed’ label and removed check boxes.

Contractors Are On Site

Usage: Indicates data entered on Contractors panel. Customized generic software’s ‘No Contractors On Site’ label and removed check boxes.

Work Suspended Information Work Suspended

Use when suspending work for any reason during a single day. To make available the Suspended Time and Resumed Time fields, select this check box.

Suspended Time

If work stops during the day, record the time.

Resumed Time If work starts again after a suspension, record the time. Remarks Remark Types (no label)

SiteManager displays a check mark next to the remark type to indicate that a remark exists.

Remarks Remarks for the day. User entered; no size limit. Spell Check Click to check spelling of the selected remark type’s remark

text.

Table 2. Daily Work Reports Window – DWR Info Panel – Fields


Understanding DWR Dates

You may create a DWR for the current day or a previous date; you cannot create a DWR for a future date. SiteManager restricts you from creating a duplicate DWR for a date on which you already created a DWR.

Handling Mistakes

If you create a DWR with an incorrect date, do not record any work on the DWR and do not authorize the DWR. Once you create a DWR, you cannot delete it and cannot change the date.

Choosing Keys to Create New DWRs

To create a new record, you must first choose keys.

Exercise 2

In this exercise, learn how to choose keys to create a new DWR.


1. While on the Daily Work Reports window’s DWR Info panel in new mode, on the Services menu, select the Choose Keys choice.

2. In the Contract ID area, double-click D263073. SiteManager displays a new DWR for that contract with today’s date.

Now, let’s change the date.

3. In the DWR Date field, type today’s date.


You’ve chosen keys to create a new DWR with minimal information.

NOTE

DOUBLE-CLICK TO OPEN CALENDAR FOR DATE FIELD. NOT USEFUL IN TRAINING, BUT IS USEFUL IN PRODUCTION.

NOTE

ONE DWR PER PERSON PER CONTRACT PER DAY

NOTE

DOUBLE-CHECK YOUR DATE BEFORE YOU SAVE.


Recording Basic DWR Information To record temperatures, weather conditions, and remarks, use the Basic DWR Info panel.

Exercise 3

In this exercise, learn how to record basic DWR information.

User ID: regxx01 Password: pass1234 Connection: Server Group Name: Inspector (INSP) Keys: D263073; today’s date (DWR)

1. On the Daily Work Reports window, on the DWR Info panel, in the High Temperature field, type 73.

2. In the Low Temperature field, type 65.

Now, let’s enter the weather conditions.

3. In the A.M. dropdown list, select the Clear choice.

4. In the P.M. dropdown list, select the Cloudy choice.

Now, let’s enter a remark.

5. In the list of remark types, select the 02 WZTC choice.

6. In the Remarks field, type Shoulder closure on right side of road at Rt 73 northbound – Sta 6+250 right side, placed ‘no shoulder’ signage and cones placed at 12m.

Now, let’s enter another remark.

7. In the list of remark types, select the 04 Contrctr Work Hrs choice.

8. In the Remarks field, type 0630 – 1700.


You’ve recorded temperatures, weather conditions, and remarks.

TIP

USE CTRL+C AND CTRL+V TO COPY AND PASTE TO AND FROM THE REMARKS FIELD AND OTHER DOCUMENTS.

NOTE

SPELL CHECK IS AVAILABLE.


Tracking Contractors, Superintendents and Personnel To report contractors, superintendents, and personnel that appear on site and record daily information about them, use the Contractors panel.

Important! To record work items installed by contractors, be sure to report all contractors that appeared on site that day. Only the prime and subcontractors associated with a contract and approved for specific work items are accessible from the Work Item panel’s Contractor dropdown list.

This is a multi-focus window. After selecting a contractor, select superintendent and personnel types associated with the selected contractor.

Note: If a subcontractor, superintendent, or personnel type does not appear on the appropriate dropdown list, notify the Regional Contract Administrator.

Figure 3. Daily Work Reports Window - Contractors Panel


Field Name Description Key Information Contract ID ID for the contract. Populated from DWR Info panel’s

Contract ID field. Inspector DWR author’s name. Populated from DWR Info panel’s

Inspector field. Date Date covered by this report. Populated from DWR Info

panel’s DWR Date field. Contractor Area Contractor Name of the vendor. Nbr of Supervisors Number of supervisors recorded. Auto-calculated. Nbr of Workers Number of workers recorded. Auto-calculated. Contractor Hrs Worked

Hours worked by a contractor. Auto-calculated.

Superintendent Area Superintendent Type of supervisor/foreman. Hours Worked Usage: Optional. Personnel Type Area Personnel Type Title of workers reported. Nbr of Persons Number of workers present. Hours Worked Usage: Optional. Total Hours Usage: Optional.

Table 3. Daily Work Reports Window – Contractors Panel – Fields


Tracking Prime Contractor and Subcontractors

To track information for the prime contractor and all of the associated subcontractors, use the Contractor area.

The Contractor dropdown list contains the prime contractor and any qualified subcontractors.

Exercise 4

In this exercise, learn how to track a contractor.


1. On the Daily Work Reports window, click the Contractors tab.

2. On the Contractors panel, click in the Contractor area.

3. On the toolbar, click the New button. SiteManager adds a row to the Contractor area.

4. In the Contractor dropdown list, select the ECONOMY PAVING CO INC ** PRIME ** choice.


You’ve recorded the contractor on site for the day.

NOTE

IF YOU ACCIDENTALY ADD A ROW, SELECT THE ROW AND CLICK THE DELETE BUTTON.


Tracking Contractor Superintendents

To track superintendents (by personnel type), use the Superintendent area.

Exercise 5

In this exercise, learn how to add a superintendent for a contractor.


1. Click in the Superintendent area.

2. On the toolbar, click the New button. SiteManager adds a new row to the Superintendent area.

3. In the Superintendent dropdown list, select the Superintendent choice.

Now, let’s record the name of the superintendent.

4. On the toolbar, click the Remarks button. SiteManager displays the Remarks window.

5. In the Remarks (Supervisor Remark) field, type John Brown.

6. To close the Remarks window, on the toolbar, click the Remarks button.


You’ve added the name and personnel type for the superintendent on site that day for the contractor.

USAGE

USE REMARKS TO ENTER NAMES AND OTHER DETAILS ABOUT SUPERINTENDENTS AND NON-WORKING FOREMEN.


Tracking Contractor Personnel

To track working supervisors, foremen and other contractor personnel (by personnel type and number), use the Personnel Type area.

Exercise 6

In this exercise, learn how to add a working foreman and personnel types for a contractor.


1. On the Contractors panel, click in the Personnel Type area.

2. On the toolbar, click the New button. SiteManager adds a new row.

3. In the Personnel Type dropdown list, select the Laborer - Foreman choice.

4. In the Nbr of Persons field, type 1.

Now, let’s record the name of the working foreman.


6. In the Remarks (Personnel Remark) field, type Kellyn Reese, on-site 4 hr shift.

7. To close the Remarks window, on the toolbar, click the Remarks button again.


USAGE

USE REMARKS TO ENTER NAMES, HOURS OF WORK, AND OTHER DETAILS ABOUT PERSONNEL TYPES IMPORTANT FOR POSSIBLE FORCE ACCOUNT.

NOTE

BE SURE TO SELECT A ROW BEFORE CLICKING THE REMARKS BUTTON.


Now, let’s record the additional contractor personnel.


10. In the Personnel Type dropdown list, select the Laborer choice.

11. In the Nbr of Persons field, type 3, then, add a Remark.


You’ve added a working foreman’s personnel type and name and the number of laborers on site that day for a contractor.

Tracking Contractor Equipment To record the pieces of equipment present on site and used for a contractor, use the Contractor Equip panel. Select a contractor and then from the Equipment ID dropdown list, select a category of equipment.

Note: If a type of equipment does not appear on the appropriate dropdown list, request to have it added.

Figure 4. Daily Work Reports Window – Contractor Equip Panel

NOTE

EQUIPMENT CATEGORIES CORRESPOND TO THE BLUE BOOK, FIRST CATEGORY LEVEL.





panel’s DWR Date field. Contractor Information Contractor Short name for the vendor who worked on the contract on

this date. Populated from Contractors panel. Nbr of Supervisors

Number of Supervisors. Total of all the supervisors recorded. Auto-calculated from entries in Contractors panel.

Nbr of Workers Number of Workers. Total of all the workers recorded. Auto-calculated from entries in Contractors panel.

Contractor Hrs Worked

Contractor Hours Worked. Hours worked by the contractor on this date. Auto-calculated from entries in Contractors panel.

Equipment Information Equipment ID – Description

Description of the piece or type of equipment.

Nbr of Pieces Number of Pieces. Usage: Record number of pieces on site for each equipment type.

Nbr Used Number Used. Usage: Record number of pieces used for each equipment type.

Hours Used Usage: Do not use this field.

Table 4. Daily Work Reports Window – Contractor Equip Panel – Fields


Exercise 7

In this exercise, learn how to record equipment on a DWR.


1. On the Daily Work Reports window, click the Contractor Equip tab.

2. Click in the Equipment ID-Description area.


4. In the Equipment ID dropdown list, select the Trucks – On Highway choice.

5. In the Nbr of Pieces field, type 5.

6. In the Nbr Used field, type 3.

Now, let’s record details about the equipment.


8. In the Remarks (General Remarks) field, type 2 – Ford F150s 1 – Ford 350 Utility Truck



You’ve recorded information about the equipment used that day.

NOTE

IN REMARKS, PRESS THE RETURN KEY TO START A NEW LINE.

USAGE

LOG IN IDLE EQUIPMENT. THIS EXERCISE DEMONSTRATES TWO IDLE TRUCKS.


Selecting and Recording Work Items To select from available contract items and view and record usage data for installed work items, use the Work Items panel.

Important! Before entering work item data, on the Contractors panel, enter the contractor responsible for the work item.

Understanding the Two Views of the Work Items Panel

The Select Work Items view of the Work Items panel displays a list of available items for that contract. To enter information about the quantity of an item a contractor installed, select the work item and click the Record Work Item button. SiteManager then displays an area to record information about the quantity and location used that day in the Record Work Items view.

To toggle between the two views, on the toolbar, click the Record Work Item button to view and record usage data and the Selects Work Item button to view available contract items.

Figure 5. Daily Work Reports Window – Work Items Panel (Select Work Item View)





panel’s DWR Date field. Select Work Item View Information Instld Installed. When selected, indicates an installed item. Project Number Number corresponding to the project that includes the item. Line Item Number

Contract line item number of the work item.

Category Number

Category number that includes the work item.

Category Description

Description of the category. Usage: Corresponds to the fiscal share.

Item Code Agency-defined code to identify an item. Description Short description of the work item. Supplemental Description 1

Additional description for the item.

Supplemental Description 2

Additional description for the item.

Table 5. Daily Work Reports Window – Work Items Panel (Select Work Item View) – Fields


Figure 6. Daily Work Reports Window – Work Items Panel (Record Work Item View)




panel’s DWR Date field. Project Nbr Project Number. Number of project on which the item is

included. Line Itm Nbr Line Item Number. Contract line item number of the item. Item Code ID for the item. Category Nbr Category Number. Category of the item. Item Information Item Desc Item Description. Short description of the work item. Unit Price Price per unit of item. Supp Desc 1 Supplemental Description 1. Supp Desc 2 Supplemental Description 2.


Field Name Description Record Work Item View Qty Reported to Date

Quantity Reported to Date. Total of all reported quantities on DWRs, whether authorized or unauthorized and regardless of inclusion on an estimate.

Qty Authorized to Date

Quantity Authorized to Date. Total of all reported quantities on authorized DWRs.

Units Type Unit of measure for the item. Qty Installed to Date

Quantity Installed to Date. Total of all authorized reported quantities on DWRS included in an estimate of any status. Will always equal the Qty Paid to Date value, unless adjusted on the Estimate Item Detail window.

Bid Qty Bid Quantity. Pertains to the selected line item. Pay to Plan Qty

Pay to Plan Quantity. Indicates if line item is paid to plan quantity. No overruns allowed.

Status Indicates current status of item. Qty Paid to Date

Quantity Paid to Date. Total quantity reported on DWRs that were authorized in diaries and included in an estimate of any status.

Current Contract Qty

Current Contract Quantity. Pertains to the contract line item including any change orders. Calculated by the sum of bid quantity and the net change order quantity.

Location Sequence Information Loc Seq Nbr Location Sequence Number. Pertains to the installation

record for the item. Location Installed

Displays information from the Record Work Item area.

Placed Qty Displays value from Record Work Item area. Engr Share Displays value from Record Work Item area. Templt Used Indicates if a DWR template was used.


Field Name Description Record Work Item Information Placed Qty Quantity of the work item installed on this date. May be

calculated or manually entered depending on the use of a template.

Engr Share Usage: Breakdown of estimate depending on need for tracking (for example, emergency site work).

Contractor Name of contractor responsible for the work item. Required. As Built Qty As Built Quantity.

Usage: Do not use. Loc Seq Nbr Sequence number for the installation record for the item. Location Location where the work item was installed. Items may be

installed at multiple locations. Description does not have to be unique for each entry. Required.

Measured Indicator

Indicates the installation of this work item was measured.

From: Station Station ID that identifies where the installation of the work item starts.

From: Offset Offset from the station ID that identifies where the installation of the work item starts.

From: Distance

Distance of the offset from the station ID that identifies where the installation of the work item starts.

To: Station Station ID that identifies where the installation of the work item ends.

To: Offset Offset from the station ID that identifies where the installation of the work item ends.

To: Distance Distance of the offset from the station ID that identifies where the installation of the work item ends.

Material Inspection Detail Information Material Component

Short material description.

Cont Est Matrl Qty

Contract Estimated Material Quantity. Current quantity of contract items multiplied by the conversion factor.

Approved Qty Approved Satisfied Represented Material Quantity. Total material quantity reported on the Contract panel of the Maintain Sample Information window.

Reprt Matrl Qty

Reported Material Quantity. Total material installed is calculated based on installed quantity of contract item multiplied by the conversion factor.

Matrl Unit Material Unit. Item material unit.

Table 6. Daily Work Reports Window – Work Items Panel (Record Work Item View) – Fields

QRG

FINAL MEASURED QUANTITY PROCESS.


Recording Items on a DWR

To record a quantity installed for an item, enter the value in the Placed Qty field, even a zero Qty, the contract that performed the work, and a description for each location.

Exercise 8

In this exercise, learn how to select and record a work item.


1. On the Daily Work Reports window, click the Work Items tab. SiteManager displays the Select Work Item view, which lists the available contract items.

2. To sort the list by item code, click the Item Code column heading.

3. In the Item Code column, scroll to and click 619.01 for category number 0001.

4. On the toolbar, click the Record Work Item button. SiteManager displays the Record Work Item view, which presents the usage data for that work item.

5. On the toolbar, click the New button. SiteManager inserts a new row and an area to record work against that item.

Now, let’s enter the placed quantity, contractor, and location.

6. In the Placed Qty field, type 0.20.

7. In the Contractor dropdown list, select the ECONOMY PAVING CO INC ** PRIME ** choice.

8. In the Location field, type Rt 73 - outlet of DR7-14A.

9. In the Measured Indicator area, click the Final button.

NOTE

IN THE NEXT CHAPTER, WE’LL SEE HOW TO ACCESS CONTRACT S&T REQUIREMENTS AND HOW TO CREATE SAMPLES FROM THE WORK ITEMS PANEL.


Now, let’s add a remark.


11. In the Remarks field, type Payment for WZTC for this Estimate Period as per WZTC report..



Now, let’s return to the Select Work Item view.

14. On the toolbar, click the Selects Work Item button. SiteManager displays the list of available contract items.

You’ve recorded a placed quantity for a contractor at a location for an item.

Understanding DWR Templates

Use a DWR template to collect data not stored elsewhere in SiteManager. Often the template uses the data to calculate a value returned (or inserted) into the Placed Qty field on SiteManager’s Daily Work Reports window’s Work Items panel.

If an item for a contract has an associated DWR template that returns a value, then SiteManager may restrict users from manually entering a value in the Placed Qty field. If you cannot edit the Placed Qty field, SiteManager requires a DWR template to calculate the placed quantity. Some templates will calculate a placed quantity, but will still allow the user to edit the resulting value. In this case the calculated values will be in the Placed Qty field; however, the field will still be editable. If you edit a calculated value from a template in the Placed Quantity field, a Mismatched label will appear on the window.

DWR templates serve one or more of the following purposes:

Store contract activity that standard SiteManager windows do not store.

Calculate placed quantity.


Usage: If the DWR Template button is available on the toolbar, may use template—even for a placed quantity of zero. May attach worksheet.

Figure 7. Daily Work Reports Window – Work Items Panel – DWR Template Button (detail)

Figure 8. DWR Template Window

Figure 9. DWR Template - AREASHAP1M – Example


Recording Items with DWR Templates

For items with associated DWR templates, use the template to calculate the placed quantity.

Exercise 9

In this exercise, learn how to select and record another work item, with an associated DWR template.


In the Item Code column, scroll to and click 207.20 for category number 0001.

1. On the toolbar, click the Record Work Item button. SiteManager displays the Record Work Item view for that work item.


Now, let’s enter the engineering share, contractor and location.

3. In the Engr Share field, type 03.

4. In the Contractor dropdown list, select the ECONOMY PAVING CO INC choice.

5. In the Location field, type Rt 73 - outlet of DR7-14A.


Now, let’s enter the stationing information for the work.

7. In the first From Station field, type 7.

8. In the second From Station field, type 320.

9. In the From Station Offset field, type RT.

10. In the From Station Distance field, type 12.



Now, let’s use the DWR template.

12. On the toolbar, click the DWR Template button. SiteManager displays the DWR Template window.

13. In the Description column, double-click NYSDOT Area Calc Using Shapes (English). SiteManager displays the template.

14. In Row 1 of 1, in the Shape dropdown list, select the Trapezoid choice.

15. In the A field, type 6.

16. In the B field, type 4.

17. In the C field, type 6.

18. On the keyboard, press the Tab key. The template calculates the area.

Now, let’s add another row to the template and save the calculations.

19. On the toolbar, click the New button. The template adds a new row and renumbers the row count.

20. In Row 2 of 2, in the Shape dropdown list, select the Rectangle choice.

21. In the A field, type 10.5.

22. In the B field, type 6.

23. On the keyboard, press the Tab key. The template calculates the area and adds the value to the area from the first row to calculate the Total Pay Quantity (SM) field.


25. Write the calculated value from the Total Pay Quantity (SM) field in the space provided. ______________

26. To close the template, on the toolbar, click the Close button. SiteManager displays the Work Items panel.

27. In the Placed Qty field, type 93.

28. On the toolbar, click the Save button. Note that SiteManager automatically recalculates the Qty Reported Date field.

TIP!

SELECT ITEM, THEN: - CHECK ITEM CODE - CHECK CATEGORY - CHECK FOR AN ASSOCIATED TEMPLATE.

USAGE

WRITE DOWN QUANTITY FROM TEMPLATE. MUST TYPE THE EXACT CALCULATED VALUE INTO THE PLACED QTY FIELD.

TEMPLT USED BOX MAY NOT DISPLAY CHECK MARK UNTIL YOU CLOSE DWR SCREEN AND REOPEN.


Now, let’s add an attachment.

29. On the toolbar, click the Attachments button. SiteManager displays the Attachments window and extends the toolbar.

30. On the extended toolbar, click the New OLE button. SiteManager displays the Insert Object window.


Now, let’s locate the file to attach.

32. Click the Browse button. SiteManager displays a Browse window.

33. To locate the file you wish to attach, browse to

P:\Office of Operations\ Construction\ SiteManager\ Training\ Attachments.

34. In the Files of type dropdown list, select the All Files (*.*) choice (may be the default).

35. Select the DWR_09_03_2007_Sketch.pdf file.


37. On the Insert Object window, click the OK button. SiteManager closes the Insert Object window and displays the OLE Attachment window.

Now, let’s add a name and description, assign security groups, and save the attachment.

38. In the Name field, type Sketch.

39. In the Description field, type Sketch – Geotextile Bedding.

40. In the Attachment Security area, click the Add All button. SiteManager makes the attachment available to all security groups.

41. Click the Add button. SiteManager displays the new attachment in the Attachments window.


Now, let’s run the attachment.


43. In the Attachments window, in the Name column, double-click Sketch. SiteManager opens an application window to display the file.

44. To close the attachment’s application window, on the window’s title bar, click the Close button.

45. To close the Attachment window, on the toolbar, click the Attachments button.

Now, let’s enter remarks.


47. In the Remarks field, type Fabric installed per details in plans, overlapping 2 ft at joints and wrapped up excavation and secured in place. See attached sketch.



50. On the toolbar, click the Selects Work Item button. SiteManager displays list of available contract items with entered Item at the top.

You’ve used a DWR template to calculate a placed quantity for a contractor at a location.

Modifying Values Previously Entered on a DWR Template

If you need to modify a value previously entered on a DWR template, on the Work Items panel, open the item with the associated template containing the value you want to change. To display the DWR Template window, on the toolbar, click the DWR Template button. Double-click the desired template and make your changes.

Understanding the Impact of Recorded Work Items

If an item has installed quantities for the selected DWR, SiteManager selects the Instld check box on the Select Work Item view’s list of available contract items.

SiteManager uses the installed work items from the authorized DWRs as the basis for paying the contractor in an estimate.

USAGE

WHEN YOU ATTACH DOCUMENTS, REFERENCE THE ATTACHMENTS IN THE REMARKS.


Previewing DWRS

Exercise 10

In this exercise, learn how to preview a DWR.


1. On the Daily Work Reports window, click the DWR Info tab. SiteManager displays the DWR Info panel.


Now, let’s preview the DWR.

3. On the toolbar, click the Preview DWR button. SiteManager displays the Print Preview window.

4. Review the DWR.

5. To close the Print Preview window, click the Close button.

You’ve previewed a DWR.

Understanding Read-Only Format SiteManager displays a DWR in a read-only format, which users cannot modify, if the DWR meets any of the following conditions:

Authorized

Created by another user

Pipelined (editable copy exists elsewhere)

Note: Users may view read-only copies of all DWRs, but can modify only the editable versions of the DWRs they created. Once DWRs have been authorized, they are read-only.

KNOWN ISSUE

DWR DATE IS NOT SHOWN ON SUBSEQUENT PAGES OF THE DWR PREVIEW.


Copying DWRs When creating DWRs for a project, since much of the information remains the same from day to day, copy the contractor information from a previous DWR you created on the contract to create a new DWR.

To copy a DWR you created, open the DWR to copy, in the DWR Date field type the desired date for the new DWR and, when prompted, choose to copy contractor information.

When making a copy of your DWR, SiteManager does not copy the following:

Basic DWR information (temperature, weather, general remarks, and attachments)

Installed work items

SiteManager does copy the following:

Contractors (including all personnel and remarks)

Equipment (including all remarks)

Exercise 11

In this exercise, learn how to copy a DWR you previously created to make a new DWR.


1. In the DWR Date field, type yesterday’s date.

2. On the keyboard, press the Tab key. SiteManager displays a message to confirm your decision to copy contractor information.

3. In the message, click the Yes button. SiteManager displays the DWR for the new date with the copied contractor information.


You’ve copied a DWR you created previously to reuse some of the information.

NOTE

YOU MUST BE IN THE DWR THAT YOU WANT TO COPY; CHANGE DATE; TAB OUT; SAVE.

DO NOT CLICK NEW TO COPY.

TIP!

TO MAKE USE OF GENERAL REMARKS FROM THE BASIC DWR INFO PANEL, COPY AND PASTE FROM PREVIOUS DWRS.


Modifying Copied DWRs Since SiteManager does not copy all of the information contained on a DWR, you must complete the basic DWR information, record any work items, and make any necessary changes to the copied information.

Recording Basic DWR Information

When making a copy of a DWR, SiteManager does not copy basic DWR information, general remarks or attachments.

Exercise 12

In this exercise, learn how to modify a DWR you copied.

User ID: regxx01 Password: pass1234 Connection: Server Group Name: Inspector (INSP) Keys: D263073; yesterday’s date (DWR)

First, let’s enter temperatures and weather conditions for the day.

1. On the Daily Work Reports window, on the DWR Info panel, in the High Temperature field, type 59.

2. In the Low Temperature field, type 42.

3. In the A.M. dropdown list, select the Clear choice.

4. In the P.M. dropdown list, select the Cloudy choice.

Now, let’s record work zone traffic control information.

5. In the list of remark types, select the 02 WZTC choice.

6. In the Remarks field, type Closed parking lot located at Lake View Terrace Lane under bridge by utilizing cones across roadway and detour signing, as per plan sheet 25.


Now, let’s enter a general remark.

7. In the list of remark types, select the 03 General choice.

8. In the Remarks field, type Wage rate interview performed on laborer George Wallace. See Corr Log.

Now, let’s record contractor work hours.

9. In the list of remark types, select the 04 Contrctr Work Hrs choice.

10. In the Remarks field, type 0700 - 1530.


You’ve provided basic DWR information for a new DWR copied from a previous DWR.


Tracking Contractors, Supervisors and Personnel Types

When making a copy of a DWR, SiteManager does copy contractor information and the associated remarks.

Exercise 13

In this exercise, learn how to verify copied contractor information and add a subcontractor.



2. Verify that the copied contractors and associated personnel are still correct for today.

3. Since additional laborers were on site that day for ECONOMY PAVING CO INC, in the Personnel Type area, for the Laborer type, change the number to 5 add a Remark.


Now, let’s add a subcontractor.

5. Click in the Contractor area.

6. On the toolbar, click the New button. SiteManager inserts a new row.

7. In the Contractor dropdown list, select DONNELLY CONSTRUCTION INC.

Now, let’s record the laborers on site for the subcontractor.

8. Click in the Personnel Type area.


10. In the Personnel Type dropdown list, select the Laborer choice.

11. In the Nbr of Persons field, type 2.



13. In the Remarks (Personnel Remark) field, type 2 – Laborers worked for prime as flagpeople.



Now, let’s record the laborer-foreman on site for the subcontractor.


17. In the Personnel Type dropdown list, select the Laborer – Foreman choice.

18. In the Nbr of Persons field, type 1, add Remark.


Now, let’s record the operating engineer on site for the subcontractor.


21. In the Personnel Type dropdown list, select the Operating Engineer choice.

22. In the Nbr of Persons field, type 2, add Remark.


You’ve verified copied contractor information and added a subcontractor and personnel on site for the day.


Tracking Contractor Equipment

When making a copy of a DWR, SiteManager does copy equipment information and the associated remarks.

Exercise 14

In this exercise, learn how to verify copied equipment information and record the subcontractor’s equipment.


1. Click the Contractor Equip tab. SiteManager displays a message prompting you to save.

2. In the message box, click the Yes button.

3. On the Contractor Equip panel, in the Contractor area, select ECONOMY PAVING CO INC. SiteManager displays the equipment information in the Equipment ID – Description area for the selected contractor.

4. Verify the contractor equipment used that day. No changes are necessary.

Now, let’s record several pieces of equipment for the subcontractor.

5. In the Contractor area, select DONNELLY CONSTRUCTION INC. SiteManager displays the blank Equipment ID – Description area for the selected contractor.

6. Click in the Equipment ID – Description area.

NOTE

DEMONSTRATE HOW TO SELECT BY CLICKING ON THE THREE RIGHT COLUMNS; HOW TO USE CTRL + N FOR NEW; HOW TO TAB TO MOVE FROM FIELD TO FIELD.


Now, let’s record the first piece of equipment.


8. In the Equipment ID – Description dropdown list, select the Trucks - On Highway choice.




12. In the Remarks field, type 1 – 10 wheel dump truck with operator.



Now, let’s record the second piece.


16. In the Equipment ID – Description dropdown list, select the Compactors choice.




20. In the Remarks field, type 1 – Ingersoll Rand DD40 1 – Walk Behind Dual drum (Bomag)



You’ve verified copied equipment information and recorded the newly added subcontractor’s equipment.


Selecting and Recording Work Items

When making a copy of a DWR, SiteManager does not copy work item information.

Exercise 15

In this exercise, learn how to select and record a work item installed at multiple locations.


1. Click the Work Items tab.


3. In the Item Code column, scroll to and select 304.15 for category number 0001.



Now, let’s enter the placed quantity, contractor, and the first location.


7. In the Contractor dropdown list, select the DONNELLY CONSTRUCTION INC choice.

8. In the Location field, type Lake View Terrace Lane under bridge.

9. In the Measured Indicator area, click the Interim button.



Now, let’s enter remarks for the first location.


12. In the Remarks (General Remarks) field, type Contractor placed subbase in 6 inch lifts and compacted in accordance with specifications; stringlines were pulled to check elevations in preparations for asphalt placement.

13. To prepare for the next location of this item, copy the remark to use later.



Now, let’s add a second location for this work item.

16. On the toolbar, click the New button. SiteManager inserts a new row for the second location and an area to record work against that item.


18. In the Contractor dropdown list, select the DONNELLY CONSTRUCTION INC choice.

19. In the Location field, type Lake View Terrace Lane east of bridge.



Now, let’s enter remarks for the second location.


23. In the Remarks field, paste the remarks from the first location.

24. Modify the remarks by adding ‘in accordance with specifications’ to the end of the pasted text.




Now, let’s add another item to show work in progress.

27. On the toolbar, click the Selects Work Item button.


29. In the Item Code column, scroll to and select 203.02 for category number 0001.




33. In the Contractor dropdown list, select the ECONOMY PAVING CO INC choice.

34. In the Location field, type Lake View Terrace Lane east of bridge.

35. In the Measured Indicator area, click the Interim button.


Now, let’s enter remarks.


38. In the Remarks field, type Contractor began excavation; work in progress to be paid at future date.



Now, let’s mark the DWR as complete.

Usage: Upon completion of a DWR, type ‘Complete’ in the 01 DWR Complete remark. Once entered, do not modify the DWR again. If you find an error in the DWR, notify the appropriate member of the Assistant PM group or the Project Manager group and wait for permission to make changes to the DWR


41. Click the DWR Info tab. SiteManager displays the DWR Info panel.

42. In the list of remark types, select the 01 DWR Complete choice.

43. In the Remarks field, type Complete.


You’ve recorded a work item installed at multiple locations.

ADDITIONAL 01 REMARKS

OPTIONAL

PAYMENT FOR:

ATTACHMENT FOR:

TEMPLATE FOR:

CERT FOR:


Summary To open the Daily Work Reports window:


2. On the Daily Work Reports panel, double-click the Daily Work Reports icon.

To create a new DWR using existing keys:

1. With the Daily Work Reports window open, on the toolbar, click the New button.

2. In the DWR Date field, type the desired date.

3. Click the Save button.

To create a new DWR with different keys:

1. With the Daily Work Reports window open to a new record, on the Services menu, select the Choose Keys choice.

2. Choose the desired contract.



To record basic DWR information:

1. On the Daily Work Reports window, click the DWR Info tab.

2. In the High Temperature field, type the desired value.

3. In the Low Temperature field, type the desired value.

4. In the A.M. dropdown list, select the desired choice.

5. In the P.M. dropdown list, select the desired choice.

6. In the list of remark types, select the desired choice.

7. In the Remarks field, type the desired text.



To record contractor information:


2. Click in the Contractor area.

3. On the toolbar, click the New button.

4. In the Contractor dropdown list, select the desired choice.


To track superintendents:


2. On the Contractors panel, in the Contractor area, select the desired choice.

3. Click in the Superintendent area.


5. In the Superintendent dropdown list, select the desired choice.

6. On the toolbar, click the Remarks button.

7. In the Remarks (Supervisor Remark) field, type the desired name.




To track working supervisors, foremen, and additional contractor personnel:


2. On the Contractors panel, in the Contractor area, select the desired choice.

3. Click in the Personnel Type area.

4. Click the New button.

5. In the Personnel Type dropdown list, select the desired choice.

6. In the Nbr of Persons field, type the desired value.

7. If the personnel type is a foreman or supervisor, on the toolbar, click the Remarks button

8. In the Remarks (Personnel Remark) field, type the desired name.




To record equipment information:

1. On the Daily Work Reports window, click the Contractor Equip tab.

2. In the Contractor area, select the desired choice.

3. Click in the Equipment ID-Description area.


5. In the Equipment ID dropdown list, select the desired choice.

6. In the Nbr of Pieces field, type the desired value.

7. In the Nbr Used field, type the desired value.


9. In the Remarks field, type the desired text.



To record items on a DWR:

1. On the Daily Work Reports window, click the Work Items tab.


3. In the Item Code column, scroll to and click the desired choice. Verify that it is for the correct category.

4. On the toolbar, click the Record Work Item button.


6. In the Placed Qty field, type the desired value.


8. In the Location field, type the desired text.

9. In the Measured Indicator area, click the Interim or Final button.



To record items with DWR templates:

1. On the Daily Work Reports window, click the Work Items tab.


3. In the Item Code column, scroll to and click the desired choice. Verify that it is for the correct category.





8. In the first From Station field, type the desired text.

9. In the second From Station field, type the desired text.

10. In the From Station Offset field, type the desired text.

11. In the From Station Distance field, type the desired text.


13. Complete the template.


To switch between the two views on the Work Items panel:

1. While on the Work Item panel’s Select Work Item view viewing the list of available work items, select the desired work item.


3. While on the Work Item panel’s Record Work Item view viewing item usage data, on the toolbar, click the Selects Work Item button.


To modify values previously entered on a DWR template:

1. While on the Work Items panel’s Record Work Item view viewing item usage data, on the toolbar, click the DWR Template button.

2. On the DWR Template window, select the desired template.

3. On the toolbar, click the Record Template Data button.

4. Make the desired changes.

To complete a DWR:

1. On the Daily Work Reports window, click the DWR Info tab.

2. In the list of remark types, select the 01 DWR Complete choice.

3. In the Remarks field, type Complete.


To copy a DWR:

1. Open the desired DWR to copy.


3. On the keyboard, press the Tab key - or - on the toolbar, click the Save button.

4. In the message prompting you to copy contractor information, click the Yes button.



Review Exercise In this exercise, demonstrate how to create a new DWR using the current keys.

User ID: regxx01 Password: pass1234 Connection: Server Group Name: Inspector (INSP) Keys: D261177

Create a new DWR for today’s date for D261177.

1. Record the basic DWR information for that day: High of 77 degrees; low of 68 degrees. Foggy in the morning; clear in the afternoon. 02 WZTC remarks should include the following: Moving single lane closure was used in accordance with specs. All signs and arrowboard as per contract plan sheet 24. 04 Contrctr Work Hrs remarks should include the following: 0700 - 1630.

2. Record the contractor, superintendents and personnel on site that day: STRAIGHT LINE INDUSTRIES INC is a subcontractor. Tom Collins was the non-working foreman. Two laborers worked as flaggers, add Remark; one laborer-foreman was on site, add Remark; one teamster was on site, add Remark.

3. Record the equipment used that day: One on-highway truck and one air compressor were used that day.


4. Record the work items installed that day: Straight Line did 4-inch (100 mm) single line striping using short term pavement markings (item code 619.100101 for category number 0001) for Rt 73 parking lot and road. Select the appropriate measured indicator.

5. Use the Work Items panel to record the overall stationing: 5+792 to 6+650

6. Use the template to record specific info for the following stations and lengths: Station Length Location 6+620 to 6+650 30 M (measured) Entrance 5+792 to 6+150 385 M (measured) Parking lot 6+420 to 6+640 220 M (measured) Left exit

7. Save the template data and close the template.

8. Preview the DWR.

9. Oops! Fix a typo you just found while previewing the DWR. The overall placed quantity did not match what you understood was installed. Change the length for the second station to 358 M instead.

10. Mark the DWR as complete and ready for the Assistant PM group to review.

11. Copy the DWR to a new date of yesterday’s date. Clear in the morning; cloudy in the afternoon. High of 52; low of 45. Add ECONOMY PAVING as another contractor on site that day. One non-working foreman for ECONOMY PAVING CO INC, Larry Luck, was on the job site. Three operating engineers were on-site, four laborers and one laborer-foreman with 2 wheel loaders. Installed 34.21 CM of topsoil (item code 610.1402 for category number 0001) on Rt 73 North Side at 6+240 RT. Select the appropriate measured indicator. They installed the topsoil at the location per the plans.

12. Mark the DWR as complete and ready for the Assistant PM to review.

13. Exit SiteManager.


Creating Material Field Records and Entering Test Results In this chapter, you will receive instruction about the following:

Determining Process for Accepting Materials 2

Using DWR Templates to Record Information 10

Creating Sample Records from Work Items on DWRs 14

Printing Sample Labels 30

Understanding the Enter Test Results Window 32

Entering Certifications 40

Summary 43


Determining Process for Accepting Materials To determine the process for accepting materials, use the Material Inspection Detail window to view an item’s component materials and the sampling and testing type for an associated test method.

Exercise 1

In this exercise, learn to access contract items on a DWR.


1. Start and log onto SiteManager as user regxx01 while connected to the server.


3. On the Daily Work Reports panel, double-click the Daily Work Reports icon. SiteManager displays the Daily Work Reports window.

Now, let’s open an existing DWR.

4. On the toolbar, click the Open button. SiteManager displays the Contract ID window.

5. In the lower pane, in the Contract ID column, double-click D263073.

6. In the lower pane, in the User ID column, double-click regxx01.

7. In the lower pane, in the DWR Date column, double-click today’s date. SiteManager displays the Daily Work Reports window.

2 Creating Material Field Records and Entering Test Results

Now, let’s open the work item.

8. Click the Work Items tab. SiteManager displays the Select Work Item view, which lists the available contract items.


10. In the Item Code column, scroll to and double-click 207.20 for category number 0001. SiteManager displays the Work Items panel’s Record Work Item view, which presents the usage data for that work item.

You’ve accessed a contract item on a DWR.

Viewing Material Inspection Details

On the Material Inspection Detail (MID) window, view test methods and requirements, including samples linked to a DWR item.

Figure 1. Material Inspection Detail Window


Field Name Description Key Information Contract ID ID for the contract. Agency-defined. Unique. Inspector Creator of the DWR. DWR Date Date the DWR was created. Recorded Work Information Project Nbr Project Number. Agency-defined. Unique. Number of

project. Line Itm Nbr Line Item Number. Contract line item number of the item. Item Code ID for the item. Category Nbr Category Number. Category of the item. Item Desc Item Description. Short description of the work item. Unit Price Cost per unit of measure. Supp Desc 1 Supplemental Description 1. Supp Desc 2 Supplemental Description 2. Qty Reported to Date

Quantity Reported to Date. Total of all reported quantities on DWRs, whether authorized or unauthorized and regardless of inclusion on an estimate.

Qty Authorized to Date

Quantity Authorized to Date. Total of all reported quantities on authorized DWRs.

Units Type Unit of measure for the item. Qty Installed to Date

Quantity Installed to Date. Total of all authorized reported quantities on DWRS included in an estimate of any status. Will always equal the Qty Paid to Date value, unless adjusted on the Estimate Item Detail window.

Bid Qty Bid Quantity. Original amount bid for an item. Pay to Plan Qty Pay to Plan Quantity. Indicates if line item is paid to plan

quantity. No overruns allowed. Status Item status (active, closed) Qty Paid to Date Quantity Paid to Date. Total quantity reported on DWRs

that were authorized in diaries and included in an estimate of any status.

Current Contract Qty

Current Contract Quantity. Current contract quantity of the contract line item including any change orders. Calculated by the sum of bid quantity and the net change order quantity.


Field Name Description aterial Inspection Detail Information Material Code Uniquely identifies the material. Agency-defined. Material Component

Short material description.

Cont Est Matrl Qty

Contract Estimated Material Quantity. Current quantity of contract items multiplied by the conversion factor.

Approved Qty Satisfied Represented Material Quantity. Total material quantity reported on the Contract panel of the Maintain Sample Information window.

Reprt Matrl Qty Reported Material Quantity. Total material installed is calculated based on installed quantity of contract item multiplied by the conversion factor.

Matrl Unit Material Unit. Item material unit. Conversion Factor

Used by the required samples calculation to convert current quantity to required quantity.

Contract S&T Contract Sampling and Testing. Indicates item has contract sampling and testing requirements defined.

DWR Sample Indicates sample was created from DWR. Show All / S&T Show All / Sampling and Testing Requirements toggle

button. By default only the active sampling and testing requirements display while others are hidden from view. Click the Show All button to display all sampling and testing requirements regardless of active status. Click the S&T button to show only the active sampling and testing requirements.

Contract Sampling and Testing Requirements Information Test Method Unique ID to identify the method used for testing the

material. S & T Type Identifies the type of the test being performed. Rate Rate at which a sample must be collected. Frequency Frequency at which a sample must be collected. Acceptance Method

Identifies how the material will be accepted on the contract.

Cert Qty Cert type quantity approved

Test Qty Sample type quantity approved

Acc Meth Acceptance Method

Sample Type Identifies the type of the sample being performed.

P/S Code Producer/Supplier Code. Unique ID for the producer/supplier.

P/S Name Producer/Supplier Name. Name of the producer/supplier.

Table 1. Material Inspection Detail Window - Fields


Exercise 2

In this exercise, view the details of the component materials and the associated tests.

User ID: regxx01 Password: pass1234 Connection: Server Group Name: Inspector (INSP) Keys: D263073; today’s date (DWR); 207.20 (Item Code); 0001(cat)

1. On the toolbar, click the Open Material Inspection Detail button. SiteManager displays the Material Inspection Detail window.

2. In the middle pane, in the Material Code column, select 737-0106.

3. In the lower pane, in the Test Method column, view the row for the Approved List.

4. What is the associated S&T Type? ___________

You’ve viewed a contract item’s component materials and associated tests.

ANSWERS

4. SMPL-QTY

QRG

IF SMPL-QTY: THEN CONTINUE WITH QRG 7.

IF SMPL-QTY W/ APL/VIS THEN CONTINUE WITH QRG 10.

IF SMPL-TEST: THEN CONTINUE WITH QRG 9.


Viewing Material Details

From the Material Inspection Detail window, click the View Material button to view inquiry-only information about the selected material in the Material Detail window.

Usage: From this window, click the Remarks button to view Materials Mall information and click the Attachments button to access a link to the Approved List web site for approved suppliers.

Figure 2. Material Detail Window (with Toolbar detail) - Description Panel

USAGE

FIND THE MATERIAL CODE FOR THE MATERIAL ACCEPTANCE, RECORD ON THE ‘MATERIAL DETAIL’ AND ‘MATERIAL INSPECTION DETAIL’ WINDOWS.

IF A NETWORK CONNECTION IS AVAILABLE—AND THERE IS A URL ATTACHMENT ON THIS RECORD—VIEW THE APPROVED LIST WEB SITE TO FIND THE NAME OF THE APPROVED SUPPLIER FOR THE MATERIAL ACCEPTANCE RECORD.


Field Name Description Material Code Unique ID for the material. Required. Short Name Abbreviated description of the material. Required. Full Name Full description of the material. Required. Category Classification type of the material. Required. Recycled Indicates if the material is recycled. English Unit Unit of measure for the material. Default. Metric Unit Unit of measure for the material. Optional. Type Code Identifies the type of material. Size Code Identifies the size. Brand Name Required

Indicates if a brand name must be supplied when sampling the material.

Control Number Required

Indicates if a control number must be supplied when sampling the material.

Specification Reference

Material test specification number.

Status Ind Status Indicator. Indicates if the material is active or inactive. Inactive indicates the material is no longer in use. Default is Active.

Status Date Date when the status was last changed. Default is current date for new records.

Table 2. Material Detail Window - Description Panel - Fields

Figure 3. Remarks (General Remarks) Window - Materials Mall Information


Exercise 3

In this exercise, learn to access the Material Detail window, Materials Mall information and Approved List web site.

User ID: regxx01 Password: pass1234 Connection: Server Group Name: Inspector (INSP) Keys: D263073; today’s date (DWR); 207.20 (Item Code); 0001(cat) 737-0106 (material code)

1. In the middle pane, in the Material Component column, select Gotextile C-W.

2. On the toolbar, click the View Material button. SiteManager displays the Material Detail window’s Description panel.

Now, let’s view the Materials Mall information.


4. Scroll to view all of the Materials Mall information.

5. On the toolbar, click the Remarks button again. SiteManager closes the Remarks window.

Now, let’s view the Approved List web site.

6. On the toolbar, click the Attachments button. SiteManager displays the Attachments window.

7. Double-click the URL attachment. A browser displays the Approved List web site.

8. Review the page and close the browser.

9. To close the Attachments window, on the toolbar, click the Attachments button again.

10. To close the Material Detail window, on the toolbar, click the Close button. SiteManager displays the Material Inspection Detail window.

USAGE

IF AN APPROVED LIST ITEM IS REQUIRED, FIND THE P/S’S NAME AND MANUFACTURER’S NAME ON THE APPROVED LIST WEB SITE AND REMEMBER TO SELECT THEM FROM THE DROPDOWN.


11. To close the Material Inspection Detail window, on the toolbar, click the Close button. SiteManager displays the Daily Work Reports window’s Work Items panel’s Record Work Item view.

You’ve accessed the Material Detail window for the selected material, viewed Materials Mall information, and viewed the Approved List web site.

Using DWR Templates to Record Information Some DWR work items have associated DWR templates used to record additional information.

Figure 4. DWR Template (Example)


Exercise 4

In this exercise, learn to record truck and mix information using a DWR template.

User ID: regxx01 Password: pass1234 Connection: Server Group Name: Inspector (INSP) Keys: D263073; today’s date (DWR); 207.20 (Item Code); 0001(cat) 737-0106 (material code)

1. On the toolbar, click the Selects Work Item button. SiteManager displays the list of available contract items.

2. To sort the list by item code, click the Item Code column heading until the items are in ascending order.

3. In the Item Code column, scroll to and double-click 555.0105 for category number 0001. SiteManager displays the Work Items panel’s Record Work Item view, which presents the usage data for that work item.




7. In the Measured Indicator area, click the Interim or Final button.


Now, let’s open the DWR template.

9. On the toolbar, click the DWR Template button. SiteManager displays the DWR Template window.

10. In the Description column, double-click the NYSDOT Multi-Row Truck and Mixing Info template name. SiteManager displays the DWR Template – MRTRMXIN1E window.


Now, let’s enter the information about the tickets.

11. In the FIRST TICKET # field, type 5287.

12. In the LAST TICKET # field, type 5288.

13. In the # OF TICKETS field, type 2.

14. In the CONCRETE CLASS dropdown list, select A. SiteManager autopopulates the slump and air limits.

15. Click the TRUCK MIX button.

Now, let’s complete the lower pane for the first ticket.

16. In the TRUCK OR TICKET # field, type 5287.

17. In the LOAD SIZE [CY] field, type 8.

18. In the END BATCH TIME field, type 0900.

19. In the START MIX TIME field, type 0901.

20. In the END MIX TIME field, type 0915.

21. In the MIXING REVS field, type 70.

22. In the END DISCHARGE TIME field, type 0925.

23. In the SLUMP [IN] field, type 2.75.

24. In the AIR CONTENT [%] field, type 7.

25. In the CONC TEMP [DEG F] field, type 80.

26. In the REMARKS field, type Cast Cylinder Set.


Now, let’s add another row for another ticket.

28. On the toolbar, click the New button. SiteManager inserts another row in the lower pane.

Now, let’s complete the lower pane for the second ticket.

29. In the TRUCK OR TICKET # field, type 5288.

30. In the LOAD SIZE [CY] field, type 8.

31. In the END BATCH TIME field, type 0930.


32. In the START MIX TIME field, type 0931.

33. In the END MIX TIME field, type 0945.

34. In the MIXING REVS field, type 70.

35. In the END DISCHARGE TIME field, type 0955.

36. In the SLUMP [IN] field, type 2.5.

37. In the AIR CONTENT [%] field, type 8.

38. In the CONC TEMP [DEG F] field, type 80.

39. In the REMARKS field, type Cast Cylinder Set.

Now, let’s record the overall quantities.

40. In the QTY DELIVERED [CY] field, type 16.

41. In the QTY REJECTED [CY] field, type 0.0.

42. In the QTY WASTED [CY] field, type 2.


44. To close the DWR Template window, on the toolbar, click the Close button.

You’ve recorded information in a DWR template.

USAGE / KNOWN ISSUE

MUST COMPLETE ALL FIELDS IN THE TEMPLATE. EVEN IF A QUANTITY IS ZERO, MUST TYPE 0.0, NOT 0. THE FIELD WILL NOT DISPLAY A VALUE FOR A ZERO QUANTITY, BUT THIS IS A NECESSARY STEP TO PROPERLY CALCULATE THE QTY USED FIELD.

REMEMBER TO TAB THROUGH THE FIELDS


Creating Sample Records from Work Items on DWRs Use the Material Inspection Detail window to establish a link from a DWR and to a sample record and use the Maintain Sample Information window to record basic sample data.

To assign tests, complete all required fields on the Basic Sample Data panel, Addtl Sample Data panel and Contract panel. Then, on the Other panel, assign a destination lab. Finally, on the toolbar, click the Assign Tests button.

Recording Basic Sample Data

To log information about the material and associated data such as supplier, material code, sample type, and geographic area, use the Basic Sample Data panel.

Figure 5. Maintain Sample Information Window - Basic Sample Data Panel

NOTE

WHEN CREATING A SAMPLE FROM A DWR IT IS IMPORTANT TO RECORD THE FOLLOWING:

WHY (SAMPLE TYPE) WHO (SAMPLER, P/S, AND MNFCTR) AND WHERE (GEOG AREA AND DESTINATION LAB).

THE WHAT (MATERIAL) AND WHEN (SAMPLE DATE) ARE POPULATED FROM THE DWR.

USAGE

IF THE MANUFACTURER OR SUPPLIER IS NOT AVAILABLE TO SELECT, RECORD THE NAME ON THE OTHER PANEL.

REFER TO QRG.


Field Name Description Smpl ID Sample ID. Unique. System-generated. Format includes

user ID, date and time. Required. Auto-populated. Status Identifies the current status of the sample record.

Protected. All samples are in Pending status when first created. Auto-populated with the status appropriate for the current state of the sample. Creating sample - Pending Assigned tests - Logged Received by destination lab - Received Entering test results - In Testing Reviewing sample - Pre Authorization Authorized sample - Complete

Revised By Indicates user ID of the person who created the revised sample record. System-populated. Protected.

Revising Current sample has this status after it has been authorized and a revision is being made. Original sample is referred to as the new sample. Automatically populated by the system. Protected.

Sample Date Date is the same as the DWR date. Required. Auto-populated.

Link To Sample ID reflects another sample to which this sample is linked.

Link From Displays the ID of the sample that contains the sample in its Linked To field.

Log Date System-populated with the current system date and is used as part of the LIMS sample tracking information. Protected and required.

Smpl Type Sample Type. Used by LIMS in the default assignment of tests for the sample. Refer to NYSDOT Sample Login Spreadsheet for selection based upon material. Required.

Acpt Meth Acceptance Method. User-populated in the LIMS system when the sample review/approval is complete in LIMS. Protected.

Material Material code. Unique. LIMS uses to assign default tests for samples. Required. Auto-populated.

Material (2nd Field)

Material description.

Sampler User ID of the sampler that took the sample. Sampler (2nd Field)

Sampler’s name.

P/S Producer/Supplier. Name of the supplier for the material. P/S (2nd Field) Code for the supplier. Type System-populated when supplier is selected. Identifies the

type of source by code only.

NOTE

CALL ATTENTION TO STATUS.


Field Name Description City System-populated when a supplier is selected. Identifies

where supplier is located. Prod Nm Product Name. Brand name of material. Information pulled

from the Approved Lists window. Mnfctr Manufacturer. Name of manufacturer producing the

selected product. Town Name of the town. Geog Area Geographic Area. Location where the sample was taken.

Required. Intd Use Intended Use. Description of intended use of the material. Repr Qty Representative Quantity. Quantity of material represented

by the sample. Repr Qty (2nd Field)

Units of the representative quantity. Usage: Using “Variable Units” for this field.

Lab Control Number

SiteManager adds prefix ‘CN’ to the Sample ID. Auto-populated. Searchable.

Auth By Authorized By. System-populated with the SiteManager user ID of the sample reviewer that selects Completed on the LIMS component’s Review Samples window.

Auth Date Authorized Date. System-populated when the sample reviewer selects Completed on the LIMS component’s Review Samples window.

Lab Reference Number

Automatically generated by NYSDOT to help identify the sample. Protected.

Lock Type Successfully assigning tests locks the sample using the group lock. Determines the access level for updating the sample record.

Locked By Indicates who locked the sample. Lock Date Indicates the date and time the sample record was locked.

NYSDOT Main office.

Zone Second-level office.

Region Third-level office.

Unit Fourth-level office.

Toolbar Remarks Remarks. Optional. Attachments Attachments. Optional. Assign Tests Access the Assign Sample Tests window. Use to assign

pre-defined sample test(s) based on the material code on the sample. Requires material code and sample type on the sample record and a Pending sample status. Disabled if tests are assigned on the sample using the Test panel.


Field Name Description Print Label Print sample data (including sample ID, date, lab control

number, material description, and lab reference number) on a single 1” X 3.5” label. Preview label, select printer, and specify number of copies. Feature disabled on voided samples.

Open LIMS Access the LIMS component.

Table 3. Maintain Sample Information Window - Basic Sample Data Panel - Fields

Exercise 5

In this exercise, learn to create a sample record for an item’s component material that uses the information already entered for the item.

User ID: regxx01 Password: pass1234 Connection: Server Group Name: Inspector (INSP) Keys: D263073; today’s date (DWR); 555.0105 (item code); 0001 (cat); CLASS-A-SUBS (material code)

1. Click the Open Material Inspection Detail Window button on the toolbar.

2. On the Material Inspection Detail window, in the middle pane, in the Material Component column, select Class A Conc w/ Subs.

3. On the toolbar, click the Create Sample for Selected Material button. SiteManager displays the Maintain Sample Information window.

4. In the Smpl Type dropdown list, select the Project Concrete – Slump/Air/Cast Cyl choice.

NOTE

SITEMANAGER AUTO-POPULATES SAMPLE ID, STATUS, SAMPLE DATE, LOG DATE AND MATERIAL CODE.


Now, let’s select the sampler.

5. In the Sampler field, type db.

6. Using the right mouse button, click on the Sampler field.

7. On the object menu, select the Filter Search choice. SiteManager displays the Search Window.

8. In the Sampled By column, double-click dbushika. SiteManager displays the sampler in the Maintain Sample Information window.

Now, let’s select the producer/supplier by its code.

9. Using the right mouse button, click on the P/S field.

10. From the object menu, select the Search choice. SiteManager displays the Search Window window.

11. Double-click the row for the C0003 producer/supplier with the Watervliet plant location.

12. Using the right mouse button, click on the Mnfctr field

13. From the object menu, select the Search choice. SiteManager displays the Search Window window.

14. Double-click the row for the C0003 producer/supplier with the Watervliet plant location.

Now, let’s select the region where the sample was taken.

15. In the Geog Area dropdown list, select Region 09.


You’ve created a sample record that uses the information already entered for the material.

NOTE

‘DB’ ARE THE INITIALS OF THE INSPECTOR WHO CAST THE CYLINDERS.

TYPE WHAT YOU KNOW OF THE USER ID AND THEN USE FILTER SEARCH.

USAGE

FIND THE PRODUCER/SUPPLIER CODE ON THE DELIVERY TICKET(S).

CLICK ON PRODUCER SUPPLIER CODE HEADER TO SORT CODES


Recording Additional Sample Data

To capture sample details such as sampled at mill, plant or job, sample size, and stationing information, use the Addtl (Additional) Sample Data panel. On this panel, you may also link sample details and test results to mix designs recorded in SiteManager.

Figure 6. Maintain Sample Information Window - Addtl Sample Data Panel

Field Name Description Smpl ID Sample ID. Automatically system-populated with the value

that appears on the Basic Sample Data panel. Buy American Identifies if the material sampled fulfills the requirement for

the Buy USA program. Buy American (2nd Field)

Identifies the documentation required to accept materials for the Buy USA program (for example, Steel/Iron USA Certification).

Reqst By Requested By. Identifies who requested the sample by User ID.

Witnessed By Identifies the user ID of the person who witnessed the sampling.

Smpl Size Sample Size. Size of the material sample taken. Smpl Size (2nd Field)

Unit code dropdown list.

Dist from Grade Distance from Grade. Distance from finished grade measurement (for example, height of fill, height of test, and test depth measurements).

Dist from Grade (2nd Field)

Length of measure in which the distance from finished grade is measured.

NOTE

TO LINK A SAMPLE TO A MIX DESIGN, ENTER A MIX ID.


Field Name Description Station Station point along the survey line where the sample is

taken Offset Distance and direction from the reference point from

where the sampler took the sample. Reference Location referenced on the plans where the sampler took

the sample. Smpld From Sampled From. Description of where the sampler took the

sample. Smpl Origin Sample Origin. Description of where the sample

originated. Control Type Usage: Do not use. Cntrl Number Control Number. Unique. Ties one or many samples

together. Seal Number Helps to identify the sample. Protected. Design Type Indicates the type of mix design to which the selected

material is associated. Mix ID Indicates the ID for the mix design. Plant ID Unique identifier for the approved supplier plant that

provided the material. Plant ID (2nd Field)

ID for approved supplier plant that provided the material.

Plant Type Type of plant from which the material was supplied. Sample Created from DWR

Indicates whether this sample record was created for the material directly from the Daily Work Reports window.

Creator User ID Creator of the sample record. Include Standard Remarks

If selected, indicates that standard remarks display on the Lab Report.

DWR Date Displays date of the DWR if the sample record was created from the Daily Work Reports window.

Last Modified User ID

Last user to modify the sample record.

Last Modified Date

Date of the last modification made to the record.

DWR Inspector Displays the user ID of the DWR creator and the sample record if the sample record was created from the Daily Work Reports window.

Table 4. Maintain Sample Information Window - Addtl Sample Data Panel - Fields


Exercise 6

In this exercise, learn how to record additional sample data.


1. Click the Addtl Sample Data tab. SiteManager displays the Addtl Sample Data panel.

2. In the Design Type dropdown list, select PCC.

Now, let’s record the mix ID.

3. In the Mix ID field, type C0003.

4. Using the right mouse button, click on the Mix ID field.

5. From the object menu, select the Filter Search choice. SiteManager displays the Search Window window.

6. To sort the column, click the Mix ID column heading.

7. In the Mix ID column, double-click C000308001.

Now, let’s record the plant ID.

8. Using the right mouse button, click on the Plant ID field.

9. From the object menu, select the Search choice.

10. In the Plant ID column, double-click C0003 with the PCC – Dry Batch plant type.


You’ve recorded additional sample data.


Recording Contract Sample Data

To associate sample details and test results for a material to specific contracts and contract items, use the Contract panel.

Since the sample record was generated from a DWR, the contract item associated to the DWR will appear automatically.

Figure 7. Maintain Sample Information Window - Contract Panel


Field Name Description Key Information

Sample ID of the sample. Agency-defined. Unique. Auto-populated.

Contract ID ID for the contract. Agency-defined. Unique. Project Agency-defined. Unique. Number of project. Line Item Line Item Number. Contract line item number of the item. Item Code ID for the item. Fed State Prj Nbr Federal, State, or Province Project Number. For the

contract, project or category. Required. Cont Est Matrl Qty Contract Estimated Material Quantity. Current expected

material quantity of contract items multiplied by the conversion factor. Sum of bid quantity of contract item and change order quantity multiplied by the conversion factor.

Represented Qty Represented Quantity. Quantity of material represented by the sample.

Material Unit Item material unit short description. Reported Matrl Qty Reported Material Quantity. Total material installed is

calculated based on installed quantity of contract item multiplied by the conversion factor.

Satisfy Rep Matl Qty

Satisfy Represented Material Quantity. Total material quantity reported on the Contract panel of the Maintain Sample Information window. How much of the material this sample represents to this contract item. Total of satisfied represented material multiplied by conversion factor.

Line Item Description

Description of the contract line item.

Supp Description 1 Supplemental Description 1. Supp Description 2 Supplemental Description 2.

Table 5. Maintain Sample Information Window - Contract Panel - Fields

QRG

CONVERSION FACTOR


Exercise 7

In this exercise, learn how to record contract-related data.


1. Click the Contract tab. SiteManager displays the Contract panel.

2. In the Represented Qty column, verify that the quantity is 0.


You’ve verified the contract data.

KNOWN ISSUE

EVEN THOUGH NO CHANGE WAS MADE, SITEMANAGER MAY REQUIRE A SAVE HERE.


Recording Other Sample Data

To assign the sample to a destination lab, a user for email notification, and other information, use the Other panel.

Figure 8. Maintain Sample Information Window - Other Panel

Field Name Description Key Information

Sample Automatically system-populated with the value that appears on the Basic Sample Data panel.

Type Dropdown list of agency-defined fields.

ID Values based on Type selected. Searchable or manual entry. Description Description of selected ID.

Table 6. Maintain Sample Information Window - Other Panel - Fields


Exercise 8

In this exercise, learn to assign the sample to a field lab and track more information.


1. Click the Other tab. SiteManager displays the Other panel.

2. In the Type dropdown list, select Destination Lab.

3. Using the right mouse button, click on the ID field.


5. In the Destination Lab column, double-click Field Lab.


Now, let’s identify the user to be notified when the sample has been authorized.

7. On the toolbar, click the New button. SiteManager inserts a blank row.

8. In the Type dropdown list, select User ID for email notification. SiteManager automatically populates the ID field with your user ID.

9. In the ID field, enter cn then right-click and select Filter Search.

10. In the User ID column, double-click Your Trainers Name.


You’ve assigned the sample to a destination lab.

USAGE

IF TESTS ON THE SAMPLE ARE TO BE PERFORMED IN THE MAIN OFFICE, USE THE MAIN OFFICE DESTINATION LAB, NOT THE FIELD LAB.

IF NO FIELDS ARE VISABLE CLICK ON “NEW” ICON ON TASKBAR

TRAINER YOU WILL RECEIVE AN E-MAIL


Handling Test Assignments

To accept default tests or assign additional tests, use the Assign Sample Tests window. If you are not ready to lock the sample and assign tests, click the Cancel button.

You should routinely click the Accept Default Tests button. The system administrator has pre-determined the default tests for materials, because you commonly perform these tests on these materials. If you desire another test for a material, you must click the More button to add additional tests. If you would like to add another test, but you are unsure about which one to add, click the Cancel button. Once you save tests, you cannot reassign them. SiteManager makes the Assign Tests button unavailable from the Basic Sample Data panel.

Figure 9. Assign Sample Tests Window

Field Name Description Sample ID Automatically populated by the system with the value that

appears on the Basic Sample Data panel. Sample Type Identifies the purpose of the sample.

Material Code Unique code that identifies the material.

Accept Default Tests

Click this button to accept default tests automatically associated by selecting the material.

Cancel Click this button to close the Assign Sample Tests window.

More Click this button to expand the Assign Sample Tests window to view panes with available tests and the tests to be assigned.

Table 7. Assign Sample Tests Window - Fields


Exercise 9

In this exercise, learn how to accept the default tests assigned to a sample.


1. On the toolbar, click the Assign Tests button. SiteManager displays the Assign Sample Tests window.

Note: The message on the window informs you that assigning tests to the sample will lock the sample. If you are unsure about only needing the default tests, click the Cancel button.

2. Click the Accept Default Tests button. SiteManager closes the window, makes the Assign Tests button unavailable, changes the sample’s status to Received, and displays the Basic Sample Data panel.

3. On the toolbar, click the Save button. The system sends an automated email to the user that logged the sample.

You’ve accepted the default tests assigned to a sample.


Note: Users will receive an email with the lab reference number to use for the cylinders.

Figure 10. Automated Email with Lab Reference Number Information


Printing Sample Labels After you create a sample record in SiteManager, print a sample label. The sample label identifies the sample by the sample ID and other fields so the lab unit supervisor or lab manager in the destination lab can link the sample to the correct record in SiteManager.

Figure 11. Print Label Window

Field Name Description Label Information Smpl Sample ID. Unique ID auto-generated by

SiteManager. Sample Date Date the sample was collected. Lab Cntrl Control number associated to the sample. Material Description Description of the Material. Lab Ref Lab Reference Number. Optional ID used by the

lab processing the sample. Automatically generated by NYSDOT to help identify the sample. Usage: Generated with a database trigger.

Window Functions Available Printers Dropdown list of available printers. Print Click to send the label to the specified printer. Number of Copies Specify the number of desired copies. Cancel Click to close the Print Label window without

printing a label.

Table 8. Print Label Window - Fields

NOTE

WARN CLASS! DO NOT CLICK PRINT IN THE FOLLOWING EXERCISE.


Exercise 10

In this exercise, learn how to print a label.


1. On the Basic Sample Data panel, on the toolbar, click the Print Label button. SiteManager displays the Print Label window.

2. In the Available Printers dropdown list, select the desired choice.

3. In the Number of Copies field, type 2. Note: Do NOT click the Print button. This exercise is for demonstration purposes only.

4. Click the Cancel button. SiteManager closes the window.


You’ve learned how to print a label.


Understanding the Enter Test Results Window To access the test templates in which you record test results, use the Enter Test Results window.

On the middle pane, each row represents individual tests assigned to a sample. When you select a row, the lower pane displays the test template. Record the test results in the test template.

Note: As you select different rows, LIMS displays the corresponding test templates in the bottom pane.

When finished, select the Test Completed check box and click the Save button.

Figure 12. LIMS - Enter Test Results Window


Field Name Description Test Completed Indicates that test results are complete. Sample ID Unique ID auto-generated by SiteManager. Lab Ref Number Unique lab unit identifier. Secondary sample identifier.

Auto-generated. Lab Control Number

Identifies a sample. Format is ‘CN’ followed by Sample ID. Use the same lab control number on different samples to group samples.

Test Description Textual description of the test. Test Number Number that identifies the test. Tester* Tester assigned to the test. Test Status* Identifies where test is in the LIMS workflow. Priority Importance of test. High, Medium or Low. Due Date Date test results are due. Material Code Material unique identifier. Lab Unit Lab unit assigned to the test. Sampler Identifies person who took the sample. Sample Type Identifies purpose of the sample. P/S Code Code for the supplier. Producer/Supplier Name

Name of the supplier.

Receive Date Date sample received at lab unit. Seal Number Unique lab unit identifier. Secondary sample identifier. Control Number Identifies a sample.

Table 9. LIMS - Enter Test Results Window – Fields


Moving and Resizing Columns

If desired, change column widths and move locations of the columns on the window.

Note: Once you move or resize a column, it remains in that position until you move or adjust it again, even after you exit the window.

Tip! To move a column, do the following: Click and drag the desired column heading to the desired location. Release your mouse button. The column displays in the new location.

Tip! To resize a column, do the following: Position your mouse pointer over the line between two columns, click and drag to the desired width. Release your mouse button. The column displays with the new width.

Understanding Filter Criteria

To help define data displayed on the window, the Filter Criteria dropdown list has fields available for you to choose. Some of the choices include Contract ID, Sample Date (MM/DD/YY), and Test Description.

NOTE

DEMO THIS.


Exercise 11

In this exercise, learn to access the Enter Test Results window and create a filter.

User ID: regxx01 Password: pass1234 Connection: Server Group Name: Inspector (INSP) Keys: D263073; today’s date (DWR); 555.0105 (item code); 0001 (cat);CLASS-A-SUBS (material code)

1. On the toolbar, click the Open LIMS button. SiteManager launches the LIMS component.

2. Double-click the Enter Test Results icon. LIMS displays the Enter Results window.

3. In the first Filter Criteria dropdown list, select the Sample ID choice.

4. In the second Filter Criteria dropdown list, select the Contains choice.

5. In the Filter Criteria text field, type your SM User Id.

6. Click the Apply button. The system selects your samples, click on Sample Id created for your sample in Sitemanager, LIMS will display the associated tests.

7. In the Test Description column, select Slump. The system displays the test template in the lower pane.

You’ve accessed the Enter Test Results window and created a filter.


Using Material Templates to Enter Test Results

Each template has a header containing the test description and an area below the header with three choices: In Spec, Out of Spec, and No Spec. Based on test results, the system denotes the status of the test in most cases by automatically selecting the proper choice.

To compare test results against specification requirements, some tests use a material test specification with a minimum and maximum value range. Since this material specification can change over time, the specification is maintained by effective date. LIMS denotes this date in the Effective Date dropdown list.

The system automatically updates the template to indicate if the test results meet specifications or not by selecting the button that corresponds to the sample result’s status. If the test results entered do not fall within the effective date’s minimum and maximum value range, the system highlights the results in red with an asterisk (*) to flag the failed test result.

Figure 13. LIMS - Enter Test Results Window - Test Data - Detail


Exercise 12

In this exercise, learn to enter test results for air content, slump, and concrete cylinder cast tests and mark the tests as complete.

User ID: regxx01 Password: pass1234 Connection: Server Group Name: Inspector (INSP) Keys: Your sample ID; Slump (test)

Now, let’s enter the test results data for the slump test.

1. In the Test Data pane, in the Slump (in.)* field, type 2.75.

2. On the keyboard, press the Tab key. LIMS denotes the test as In Spec.

Now, let’s mark the slump test as complete.

3. In the Test Completed column, select the check box.

4. On the toolbar, click the Save button. LIMS removes the test from the queue.

Now, let’s enter the test results data for the air content test.

5. In the Test Description column, select Air Content.

6. In the Air Content (%)* field, type 7.

7. On the keyboard, press the Tab key. LIMS denotes the test as In Spec. The test results field label changes to black.

8. In the Test Data pane, in the Instrument dropdown list, select 2222222 - AIR POT. Optional, per Regional directions.

Now, let’s record remarks about an out of spec result from an earlier run.


10. In the Remarks window, click the Public Remarks remark type.

11. In the Public Remarks field, type Air pot 1111111 needs calibration. First run of test had 10% air content. -HB.

KNOWN ISSUE

MAY PROMPT YOU TO SAVE AGAIN.

IF SO, CLICK YES.

USAGE

IN THE PUBLIC REMARKS, RECORD THE REASON WHY A RESULT WAS OUT OF SPEC.

Note:

If no information displays in dropdown then post all information about AIR POT in LIMS Public Remarks



Now, let’s mark the air content test as complete.



Now, let’s enter the test information for the concrete cylinder cast test.

15. In the Test Description column, select Concrete Cylinder Cast.

16. In the Test Data pane, in the Location field, type RT 73.

17. In the Set field, type 1.

18. In the Time (HH:MM) field, type 10:09.

19. In the dropdown list box, select the AM choice.

20. In the Air Temperature (F) field, type 72.

21. In the Concrete Temperature (F) field, type 80.

22. In the How Many Pair? dropdown list, select 2. The template displays additional fields.

23. In the Pair 1 Cast For dropdown list, select A+B.

24. In the Age field, type 7.0.

25. In the Days/Hours dropdown list, select Days.

26. In the Pair 2 Cast For dropdown list, select C+D.

27. In the Age field, type 28.0.

28. In the Days/Hours dropdown list, select Days.

Now, let’s complete the template with the available information from the BR 316 form.

29. In the Cement Type field, type 1.

30. In the Fly Ash Supplier Code field, type 18.

31. In the Air Agent Code field (commonly: Air Entrainer), type 1044.

TIP

DOUBLE-CLICK IN A FIELD WHEN YOU NEED TO TYPE OVER AN EXISTING VALUE.

TIP

MAXIMIZE THE PANE TO COMPLETE THE TEMPLATE. RESTORE THE PANE BEFORE SAVING.


32. In the Water Reducer Code field, type 3049.

Now, let’s mark the concrete cylinder cast test as complete.



Now, let’s clear the filter and prepare for the next exercise.

35. In the Filter Criteria area, click the Reset button.

36. On the toolbar, click the Exit SiteManager LIMS button. LIMS prompts you to verify.

37. In the message box, click the Yes button. SiteManager displays the Maintain Sample Information window.

38. On the toolbar, click the Close button. SiteManager displays the Material Inspection Detail window.

You’ve entered test results and marked tests as complete.


Entering Certifications

Exercise 13

In this exercise, learn to enter Certifications, Visual and Approve List.

User ID: regxx01 Password: pass1234 Connection: Server Group Name: Inspector (INSP) Keys: D263073; Item 555.0105

1. Click on Material Code; 709-0100

2. On the toolbar, click the Create Sample for Selected Material button. SiteManager displays the Maintain Sample Information window.

3. In the Smpl Type dropdown list, select the Project Material Acceptance choice.

Now, let’s select the Producer/Supplier by its code.

4. Using the right mouse button, click on the P/S field.

5. From the object menu, select the Search choice. SiteManager displays the Search Window.

6. Double-click the row for the NUCMAR producer/supplier code.

7. Using the right mouse button, click on the Mnfctr field

8. From the object menu, select the Search choice. SiteManager displays the Search Window.

9. Double-click the row for the NUCMAR producer/supplier code.

USAGE

FIND THE PRODUCER/SUPPLIER CODE ON THE DELIVERY TICKET(S).

CLICK ON PRODUCER SUPPLIER CODE HEADER TO SORT CODES


Now, let’s select the region where the sample was taken.

10. In the Geog Area dropdown list, select Region 09.

11. Enter AL/Vis Qty field 14.


13. Click the Addtl Sample Data tab. SiteManager displays the Addtl Sample Data panel.

14. If steel material click on Buy American, in dropdown select USA Produced.


16. Click the Contract tab. SiteManager displays the Contract panel.

17. Place Quantity in the Represented Qty field, 14.


19. Click the Other tab. SiteManager displays the Other panel.

If no line is available select “New” icon

20. In the Type dropdown list, select Destination Lab.



23. In the Destination Lab column, double-click Field Lab.

24. Click New to get a new row.

25. In the Type dropdown list, select Approved List.

26. In the ID field type Yes.


28. Click “T” to assign tests.

29. Click Accept Default Tests


Sample Status is now Complete on DWR Info Tab.


31. On the toolbar, click the Close button. SiteManager displays the Daily Work Reports window.

32. On the toolbar, click the Exit SiteManager button.

You have now successfully entered a Materials Certification and Approved List sample.


Summary To display the Daily Work Reports window:


2. On the Daily Work Reports panel, double-click the Daily Work Reports icon.

To display the Material Inspection Detail window (from the Daily Work Reports window’s Work Items panel’s Record Work Item view):

1. On the Daily Work Reports window’s Work Items panel’s Record Work Item view’s toolbar, click the Open Material Inspection Detail Window button.

2. In the Material Component column, select the desired material.

To display the Material Detail window:

1. On Material Inspection Detail window’s toolbar, click the View Material button.


To create a sample record from a DWR:

1. On Material Inspection Detail window’s toolbar, click the Create Sample for Selected Material button.

2. On the Maintain Sample Information window, in the Smpl Type dropdown list, select the desired choice.

3. Complete the desired optional fields.

4. In the Geog Area dropdown list, select the desired choice.

5. If Cert Type Sample, enter any Apl and/or Vis quantity in the AL/Vis Qty field


7. Click the Addtl Sample Data tab.

8. Complete the desired optional fields.


10. Click the Contract tab.

11. If necessary, in the Represented Qty field, type the desired value.


13. Click the Other tab.

14. In the Type dropdown list, select the Destination Lab choice.


16. On the object menu, select the Search choice. SiteManager displays the Search Window.

17. In the Destination Lab column, double-click the desired choice.

18. For Approved List / Visual insert rows for AL/Vis remark.

19. If necessary, insert additional rows.



To accept default tests:

1. On the Maintain Sample Information window’s toolbar, click the Assign Tests button.

2. Click the Accept Default Tests button.

To print a label:

1. On the Maintain Sample Information window’s toolbar, click the Print Label button.

2. In the Available Printers dropdown list, select the desired choice.

3. In the Number of Copies field, type the desired number.

4. Click the Print button.

To access the Sampling and Testing panel:

1. On the Main Panel, double-click the Materials Management icon.

2. On the Materials Management panel, double-click the Sampling and Testing icon.

To enter test results:

1. On the LIMS panel, double-click the Enter Test Results icon.

2. Select the sample’s test row.

3. Enter the test results for the test.

4. In the Test Completed column, click to select the check box for the sample you are marking complete.


To use a DWR template:

1. On the Daily Work Reports window’s Work Items panel’s toolbar, click the DWR Template button.

In the Description column, double-click the desired template name.


Viewing Sample Information in LIMS In this chapter, you will receive instruction about the following:

Opening View-Only Sample Records 2

Understanding Sample Information Views 5

Viewing the Lower Panels 7

Summary 12

Review Exercise 14


Opening View-Only Sample Records Before displaying the View-Only Sample Information window, LIMS displays the Open Sample Records window where a user must specify criteria to search for samples. To find a specific sample record or groups of sample records based upon selected criteria, use the Open Sample Records window.

Usage: All groups with access to LIMS have access to the View-Only Sample Information window.

Using Generic Filter Criteria

The Filter dropdown list contains a default filter called Generic. Use the generic filter to create search criteria for samples. The Generic filter retains the filter criteria defined in the Open Sample Records window until you clear the filter.

Tip! Create filters for frequently used search criteria.

Figure 1. LIMS - Open Sample Records Window

2 Viewing Sample Information in LIMS

Table 1. LIMS - Open Sample Records Window - Fields

Exercise 1

In this exercise, learn how to search for samples on a contract to view in the View-Only Sample Information window.


1. Start and log on to LIMS. LIMS displays the Navigation Panel.

2. On the Navigation Panel, double-click the View-Only Sample Information icon. LIMS displays the Open Sample Records window with the generic filter criteria.

3. Click the Open Records button. LIMS displays the View-Only Sample Information window with only the sample records associated to D263073.

You’ve used a generic filter to view a desired set of records.

Field Name Description Filter Dropdown list containing types of available filters

(that is, Generic or user-specified). New Filter Click to create a new filter. Delete Filter Click to delete previously created filters. Field Name of the field in which the filter criteria is

applied. Operator Equals, greater than, less than, begins with, and

so on. Value User-specified text by which to filter in a field. And/Or Choose to combine criteria. Add Criteria Click to add another row of criteria for additional

comparisons. Delete Criteria Click to remove the selected criterion. Clear All Click to remove all selected criteria. Open Records Click to invoke the search request. Cancel Click to close the Open Sample Records window

without performing a search request.


Creating New Filters

To create a new filter, click the New Filter button, name it, select criteria, and click the Save Criteria button. You may create as many filters as you need, the system does not have a maximum limit.

Note: Switch filters at any time by selecting a filter from the Filter dropdown list.

Tip! LIMS will retain the filter criteria unless you clear the criteria.

Exercise 2

In this exercise, learn how to create a new filter.

User ID: regxx01 Password: pass1234 Connection: Server Group Name: Inspector (INSP) Keys: Contract ID - Equals - D263073 (filter)

1. On the toolbar, click the Open button. SiteManager displays the Open Sample Records window.

2. Click the New Filter button. LIMS prompts you to name the new filter.

3. In the Save New Filter As field, type Contract and P/S.

4. Click the OK button. LIMS displays ‘Contract and P/S’ in the Filter dropdown list.

Now, let’s add criteria and open records.

5. Click the Add Criteria button. SiteManager adds a row.

6. In the Field dropdown list, select the Contract ID choice.

7. In the Operator dropdown list, select the Equals choice.

8. In the Value field, type D263073.

9. Click the Add Criteria button. SiteManager adds a row.

10. In the Field dropdown list, select the Producer Supplier Code choice.

11. In the Operator dropdown list, select the Equals choice.

NOTE

VALUE FIELD IS CASE-SENSITIVE.

IMPORTANT!

THE ASTERISK AT THE END OF SOME COLUMN HEADINGS SERVES TO INFORM YOU THAT THE FILTER USES THE CODE VALUE RATHER THAN THE DESCRIPTION.


12. In the Value field, type C0003.

13. Click the Open Records button. LIMS displays only the samples for D263073 with the producer supplier code C0003.

14. What materials have been sampled for this producer/supplier on this contract? __________

You’ve created a filter to view a desired set of records.

Understanding Sample Information Views To verify information on a sample record, use the View-Only Sample Information window. The View-Only Sample Information window’s upper pane displays sample records in the system. By selecting a row in the upper pane, the information in the lower pane changes to review sample details, contract details, other details, sample receive information, and tests assigned, for the selected row.

Figure 2. LIMS - View-Only Sample Information Window

ANSWERS

14. CLASS-A OR CLASS-A-SUBS.


Field Name Description Sample ID Unique ID auto-generated by SiteManager. Control Number Allows tracking of related samples in LIMS.

SiteManager assigns "CN" followed by the sample ID.

Seal Number Secondary sample ID. Material Code Unique ID of the material. Material Name Name assigned to the material. Sample Type* Identifies the purpose of the sample. Sample Status* Status of the sample being viewed. Sample Date Date that the sample was taken. Log Date Date that the sample is entered into SiteManager. Sample Finalized Date Date that the Sample is authorized. Geographic Area* Region where the sample was taken. P/S Code Code of the producer/supplier that supplied the

material. Plant ID Code for the plant that provided the material. Product Name Brand name of the material. Sampler User ID of the person who took the sample. Logged By User ID of the person who entered the sample. Sample Requestor Name of person requesting the sample. Last Modified By User ID of the last user to modify the sample.

Table 2. LIMS - View-Only Sample Information Window - Fields


Exercise 3

In this exercise, learn how to sort the data in the upper pane of the View-Only Sample Information window.

User ID: regxx01 Password: pass1234 Connection: Server Group Name: Inspector (INSP) Keys: Contract ID - Equals - D263073 Producer Supplier Code – Equals – C0003 (filter)

1. Click the Sample ID column heading. The system sorts the column alphabetically.

2. Select the row for the sample ID that ends in 5710.

You’ve sorted the records.

Viewing the Lower Panels Use the panels in the lower pane of the window to view information about the sample and associated tests. The system pulls details from the Maintain Sample Information window, test templates, and various test and sample review windows.

Figure 3. LIMS - View-Only Sample Information Window - Lower Panels


Field Name Description Sample Details panel Smpl Id Sample ID. Unique ID auto-generated by SiteManager. Lab Control Number

Provides tracking of related samples in LIMS. SiteManager assigns ‘CN’ followed by the sample ID.

Lab Ref Number Lab Reference Number. Used to help identify the sample. Material Unique code of the material and description. Sample Status Code that identifies the current status of the sample

record. Reflects current state of the sample. Pending - Initial Status Logged - Tests Assigned Received - Received by Central Lab In Testing - Enter test results Pre-Authorization - Sample in Review Sample Queue Complete - When Sample Authorized

Sample Type Sample type’s code. Used in the default assignment of tests for the sample. Usage: Refer to NYSDOT Sample Login Spreadsheet for selection based upon material.

Acceptance Method

Populated by the user in LIMS when the Sample Review (Approval) is completed.

Log Date Date the sample was created in SiteManager. Sample Date Date that the sample was actually taken. Geographic Area Location where the sample was taken. Authorized By LIMS populates this field with the SiteManager user ID of

the person who completes the Sample Review/Approval in LIMS.

Authorized Date Authorized Date. LIMS dates when the sample completed the Sample Review (Approval) process.

Smpld By User ID of the person who took the sample. Producer Supplier

Code and description of the producer supplier that supplied the material.

Manufacturer Manufacturer of the product selected. Plant Identifies the plant that provided the material. Plant Type Code for the plant that provided the material. Mix Design Type Type of mix design (for example, PCC). Mix ID Unique code to identify the mix. Product Name Product Name. Brand of the material. Reference Location referenced on the plans where the sample was

taken. Station Station ID that identifies where the installation work

began. Offset Offset from the station ID that identifies where the

installation work began.


Field Name Description Dist from Fnshd Grd

Distance from Finished Grade.

Sample Origin Origination of the sample. Town Name of the town from which the sample was taken. Sampled From From where the sample was taken. Requested By Name of Person requesting the sample. Intended Use Reason for using the material. Buy USA Indicates if the material fulfills the requirement for the BUY

USA program. Witnessed By ID of the person witnessing the taking of the sample. Control Nbr Control Number. Provides tracking of related samples in

LIMS. SiteManager assigns ‘CN’ followed by the sample ID.

Represented Qty Quantity and units of material represented by the sample. Seal Nbr Seal Number. Automatically generated to be used to help

identify the sample. Sample Size Size of the sample being taken. Linked Sample ID ID of the sample linked to the opened sample. Revised from Sample ID

Original sample ID that was revised.

Contract Details panel Contract ID Unique ID to identify the contract. Project Nbr Project Number. Unique ID of the project. Line Item Nbr Line Item Number. Within a project. Represented Quantity

Quantity of the material for the selected contract item.

Other Details panel Other Type Type of information tracked. Agency-defined. Other Information Recorded value for the selected type. Tests Assigned panel Test Meth Test Method. Identification code of the assigned test

performed on the sample. Test Description Description of the assigned test performed on the sample. Smpl Tst Nbr Sample Test Number. Number assigned to each unique

test on a sample.


Field Name Description Test Status panel Test Meth Test Method. Identification code of the assigned test

performed on the sample. Test Description Description of the assigned test performed on the sample. Smpl Tst Nbr Sample Test Number. Number assigned to each unique

test on a sample. Test Status Identifies where the test is in the work flow. Priority Priority of the test. Due Dt Due Date. When the test results are due. Reportable Indicates if test results are acceptable and will appear on

reports. Test Result Val Test Result Value. Tester ID User ID of the tester. Lab Unit Identifies the lab. Chrg Amt Charge Amount. Pertains to the test. Start Dt Start Date. When test results were first entered. Actl Compl Dt Actual Completion Date of the test results. Test Results panel Test Template Name of the test. Tst Desc Test Description. Description of the test. Template Column Identifies the name of the test template. Min Minimum range of test specification values. Max Maximum range of test specification values. < Sample ID > / < Test Number >

Identifies the sample and the test number.

Table 3. LIMS - View-Only Sample Information Window - Lower Panels - Fields


Exercise 4

In this exercise, learn how to view the lower panels.

User ID: regxx01 Password: pass1234 Connection: Server Group Name: Inspector (INSP) Keys: Contract ID - Equals - D263073 Keys: jhanley169E125710 (sample ID)

1. On the Sample Details panel, what is the sample type? ____________

Now, let’s view the contract details.

2. Click the Contract Details tab. LIMS displays the Contract Details panel.

3. What is the represented quantity of this sample? ____

Now, let’s view the destination lab and other details.

4. Click the Other Details tab. LIMS displays the Other Details panel.

5. What is the destination lab for this sample? _________

Now, let’s view the tests assigned to the sample.

6. Click the Tests Assigned tab. LIMS displays the Tests Assigned panel.

7. Which tests are assigned to this sample? _________

Now, let’s view the status of the tests performed.

8. Click the Tests Status tab. LIMS displays the Tests Status panel.

9. Are any of the test results ‘Out of Spec’? _________

Now, let’s view the results of the tests.

10. Click the Tests Results tab. LIMS displays the Tests Results panel.

11. What are the Min and Max results for the Air Content test? ____________

You’ve viewed the lower panels.

ANSWERS

1. PROJECT CONCRETE – SLUMP/AIR/CAST CYL.

3. 0.000

5. DESTFELD

7. AIR CONTENT, CONCRETE CYLINDER CAST, AND SLUMP.

9. NO.

11. 5 AND 8


Summary To open the View-Only Sample Information window:

1. On the Navigation Panel, double-click the Sample Information Views icon.

To open the Open Sample Records window:

1. On the View-Only Sample Information window’s toolbar, click the Open button.

To create a new filter:

1. On the Navigation Panel, double-click the View-Only Sample Information icon.

2. In the Filter dropdown list, select the Generic choice.

3. Click the Add Criteria button.

4. In the Field dropdown list, select the desired choice.

5. In the Operator dropdown list, select the desired choice.

6. In the Value field, type the desired text.

7. Click the Open Records button.


To create a multi-criteria filter:

1. On the Open Sample Records window, in the Filter dropdown list, select the Generic choice.

2. Click the Add Criteria button.




6. Click the Add Criteria button again.

7. In the And/Or dropdown list, select the desired choice.





To clear all criteria:

1. On the Open Sample Records window, in the Filter dropdown list, select the desired choice.

2. Click the Clear All button.


To delete a filter:

1. On the Open Sample Records window, in the Filter dropdown list, select the desired choice.

2. Click the Delete Filter button.

To view Sample Details, Contract Details, Other Details, Sample Receive, Tests Assigned, or Test Results panels:

1. On the View-Only Sample Information window, in the upper pane, select the desired sample record.

2. In the lower pane, click the desired tab.


Review Exercise In this exercise, demonstrate how to enter criteria to filter samples.


1. Switch to the generic filter.

2. Clear the filter.

3. Create a generic filter to open sample records where the sample date equals 05/22/15.

4. View a record.

5. Exit SiteManager LIMS.

Trainer remember to go in as RCA and reset the User Id’s used to PASSWORD

After Training is complete remember to open the Switcher App and change back to Production

(Prod)


Glossary Use the following alphabetical list of useful terms and their definitions to better understand Project SiteManager and the contract lifecycle at NYSDOT.

Term Definition AASHTO American Association of State Highway and Transportation Officials AASHTOWare Project Contract Estimation to Finalization Software Suite used at DOT Acceptance Date Date all of the work in a contract is completed and accepted. Authorized Quantity NYSDOT’s term. Synonymous to SiteManager's ‘Current Quantity’

(Bid + Approved Change Orders). Autopay Item An item automatically paid by the system; no entry needed. BidX Bid Express C/S Client/Server CAS Contract Administration System (a Project module) CAT Category Catalog Project term for the ‘Catalog of Items’ in Estimator. Often referred to as the

‘Item List’ in PES. Category Project term. Synonymous with ‘Fiscal Share.’ Logical grouping of

Estimate Items in a Project (that must be within a single Fiscal Share (see ‘FS’), funded by a common funding breakout.

CES Cost Estimation System (a Project module) CO Change Order. Project SiteManager term. Synonymous with ‘OOC.’ CR Civil Rights Current Quantity SiteManager’s term. Synonymous to NYSDOT's ‘Authorized Quantity’ (Bid

+ Approved Change Orders). D/M/WBE Disadvantaged/Minority/Woman’s Business Enterprise DC Dollars & Cents. Unit of measure. Delayed Work DWR/Diary remark type intended to capture delay of work not related to a

Stop Work Order. Includes design delays. Detailed Estimate Listing of estimate items and cost for the project broken down by category. District Project term. Synonymous to NYSDOT’s ‘Region.’ DIV Division DNumber Identifying attribute of a contract. Synonymous with ‘Proposal Number’

and ‘Contract Number.’ DOB Division of Budget DOL Department of Labor DOT Department of Transportation DSS Decision Support System (a Project module). DWR Daily Work Report. Project SiteManager term. Synonymous with ‘IR.’


Term Definition EEO Equal Employment Opportunity EFS External Funding Source Environment Area on the Project database, such as test, production, and so on. Estimate 1. Listing of the estimate items broken down by group. Highest level of

data in Estimator. 2. Progress estimate of items to pay the contractor.

Estimate Item Smallest unit of work on an Estimate. Composed of work, materials, and equipment. Synonymous with ‘Project Item.’

Estimated Quantity Calculated amount based on plans. Design quantity. FA Federal Aid FAW Force Account Work FCP Field Change Payment (formerly, ‘Field Change Order’; briefly also known

as ‘Field Change Item’). FIN Federal ID Number Final Paid Date Date in which the contractor for a contract has been fully paid. Fiscal Share Used to fund a project. Category in SiteManager (see ‘Category’). FS Fiscal Share (see ‘Category’). IAST Independent Assurance Sampling and Testing INSP Inspector Item Smallest unit of work that may be selected for a proposal or a contract. Item Code Project term. Synonymous with ‘Item’ and ‘Item Number.’ Item List List of items available for use on proposals and contracts. ITI Info Tech, Inc. An unofficial abbreviation. Do not use. JOC Job Order Contract LAN Local Area Networks LAS Letting and Award System (a Project module) LD Liquidated Damages LIMS Laboratory Information Management System. SiteManager’s component

for managing laboratory information. Also refers to NYSDOT's existing homegrown legacy system.

Line Item Number Project SiteManager term. Synonymous with ‘Sequence Number.’ LPE Last Progress Estimate LS Lump Sum. Unit of measure. MA Material Acceptance MAT Materials MDPA Material Discrepancy Payment Adjustment. SiteManager system code

table value. Appears in the Line Item Adjustments window. MIR Merchandise/Invoice Received. Date the PM received the documentation

for an estimate. In SiteManager, the Estimate PM Approval Date (in the Estimate Tracking window) documents this date.

2 Glossary

Term Definition Mobile Inspector An App on your phone or tablet that will let you enter info on DWR’s which

then can be transferred to SiteManager NCA Non-Certification Acceptance NYSDOT New York State Department of Transportation OE Office Engineer. Synonymous with ‘ASSTPM.’ One-Year Letting Schedule

Calendar of dates and deadlines for lettings for a given year.

OSC Office of the State Comptroller PCN Project Control Number PES Proposal and Estimates System (a Project module) PIN Project Identification Number Pipeline Project SiteManager term that refers to bidirectional data transfer between

the server and a standalone computer. PM Project Manager. Synonymous with ‘EIC.’ PM Personal Machine, as it pertains to the pipeline process. PPI Producer Price Index. (Fuel and Asphalt Adjustments) Project 1. Project term for a portion of a contract.

2. NYSDOT term for estimate. 3. NYSDOT term which includes other high-level information including a textual location of work, counties in which the work will be performed, funding, road names, and more.

Project Items Smallest unit of work on a project and a proposal. Synonymous with ‘Estimate Item.’

PSC Program Support Center PSS Project Scheduling System. PPMIS software’s module that PMD uses. PUG Project Users Group QA Quality Assurance QAF Quality Adjustment Factor QC Quality Control RE Resident Engineer. Assistant PM group in SiteManager. Synonymous with

‘ASSTPM.’ SDF State Dedicated Fund Sequence Number Number used by finance in a contract. Synonymous with ‘LIN’ or ‘Line

Item Number’ in SiteManager. SFY State Fiscal Year SiteManager Comprehensive construction management software that seamlessly

covers the complete construction and materials management process from contract award through contract finalization. (Project module)

Sites Project term created in order to ensure work is done in a timely manner and impose a penalty or collect liquidated damages when work is not completed on time. Similar to Milestones in SiteManager.

SM SiteManager


Term Definition SMA-M SiteManager Administrators - Materials SMC SiteManager Construction SMM SiteManager Materials Stockpiled (Partial Payment)

See ‘Stockpiled Materials.’

Stockpiled Materials SiteManager term. Synonymous to NYSDOT’s ‘Stored Materials’ or ‘Partial Payment.’

Stored Materials See ‘Stockpiled Materials.’ SUB Subcontractor Suspension of Work DWR/Diary Remark type. Intended to capture any Stop Work Order

related delay of work. Tablet Computer used for drawing. Template Customized screen in SiteManager that allows data entry. TPA Project (Pre-construction) System Administrator Unit Price Estimated price of installing an item in an Estimate of Project. UWA Uncompleted Work Agreement Work Authorized to Date

Work Completed to Date (and currently entered into CEES)

WZTC Work Zone Traffic Control

Table 1. Terms and Definitions

4 Glossary

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