UDOT Construction Inspection Guide - Chap 11

Published November 2012

UDOT Construction Inspection GuideConstruction Inspection GuideCHAPTER 11: Project

Development Business System

Table of Contents

Project Development Business System (PDBS)

Project Development Business System (PDBS) 11.1 - Introduction Developed by UDOT to electronically document the design, bidding and construction of highway… 11.2 - Project Accounting One of several subsystems used by RE field crews to document the contractors work. A listing of… 11.3 – Ledger and Item Maintenance Construction projects vary in dollar value and complexity, ranging from a $50,000 chip seal to… 11.4 – Pay Item Measurement and Payment All pay items have a Quantity, Unit Price, and Unit of Measure. Inspectors will measure or record the … 11.5 – Time Entry/Progress Report Contractors are either given a specific amount of time to complete the project or bid on the number… 11.6 – Engineers/Inspectors Daily Report Currently there are 2 versions of the report. One created from an electronic field book and one… 11.7 Pay Estimate Prime contractors are generally paid by UDOT one a month. A pay estimate closing date is determined…

Appendix J J1 – Accessing PDBS J2 – Accessing Electronic Fieldbook Application J3 – Login to Electronic Fieldbook J4 – Electronic Fieldbook Project Assignment J5 - Electronic Fieldbook Data Entry Examples J6 – Inspectors Daily Report Examples J7 – Pay Estimate Reports

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CHAPTER 11: PROJECT DEVELOPMENT BUSINESS SYSTEM

Page | 1UTAH DEPARTMENT OF TRANSPORTATION

CHAPTER 11: PROJECT DEVELOPMENT BUSINESS SYSTEM

11.1 INTRODUCTIONPDBS is a project management system developed by UDOT to electronically document the

design, bidding and constructi on of highway projects. For the purposes of this manual,

informati on and instructi on is limited to the Project Accounti ng subsystem and Fieldbook

applicati ons used for constructi on inspecti on acti viti es and documentati on.

A PDBS Frequently Asked Questi ons database is available on-line to help answer questi ons

about using PDBS and includes acti ve demos.

The Inspector is directly responsible to the Resident Engineer and performs duti es including

inspecti on, sampling and testi ng of materials, documenti ng and making necessary records or

reports of the Contractors work and progress. The primary PDBS subsystem used by Inspectors

to document this work is ‘Project Accounti ng.’ Currently, data can be entered directly into the

Project Accounti ng subsystem or via an electronic Fieldbook/PDA (personal data assistant) such

as an ‘IPAQ’.

A more complete view of input screens from the IPAQ as well as login and assigning projects

can be found in Appendix J.

Chapter 11

http://www.udot.utah.gov/go/pdbs

UDOT Construction Inspection GuideConstruction Inspection Guide

Page | 2 CHAPTER 11: PROJECT DEVELOPMENT BUSINESS SYSTEM

11.2 PROJECT ACCOUNTINGProject Accounti ng is one of several subsystems. It is used by RE fi eld crews and CEM teams to document the Contractors work. A listi ng of the various Project Accounti ng input and report screens is shown below, and can be categorized into 4 main secti ons.

• Ledger and Item Maintenance Pay items, item comments, placement comments, stati oning

• Time Entry/Progress Reports Daily ti me charges, weather, milestone events

• Engineer’s/Inspector’s Daily Report – Const. Form C-111 Contractor and subcontract labor, equipment, visitors, daily events, diary comments,

placement and item comments

• Pay Esti mates Contractor payments, retenti on, reports

11.3 LEDGER AND ITEM MAINTENANCEConstructi on projects vary in dollar value and complexity and can range from a simple $50,000 chip seal with only 10 pay items to a $2 billion major reconstructi on with possibly a 1,000 diff erent pay items. In the PDBS, these pay items are grouped into ‘Details.’

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CHAPTER 11

UTAH DEPARTMENT OF TRANSPORTATION

An example of the entry screens in PDBS Project Accounti ng is shown above. Note the listi ng of Details for this parti cular project in the top left corner. Under each Detail is a listi ng of associated Pay Items. The informati on on the right half of the screen shows the esti mated quanti ty, unit of measure, item pricing, and the daily placement entries made by an Inspector, for the selected item.

Inspectors in remote locati ons can use an offl ine applicati on, Electronic Fieldbook (IPAQ) to enter daily placement records. The records are then synchronized with the PDBS database once the Inspector returns to the offi ce. Below is an example, from the IPAQ, of the item placement list screen (left ) for the same item (#7) as shown above, and the item placement entry screen (right).

Sync with PDBS to move data back and forth.



11.4 PAY ITEM MEASUREMENT AND PAYMENTAll pay items have a Quanti ty, Unit Price and Unit of Measurement. Inspectors will measure or record the daily quanti ty placed for each pay item based on the items Unit of Measurement.

A) TYPICAL UNITS OF MEASURE

B) PAY ITEM PLACEMENT ENTRY IN PDDS PROJECT ACCOUNTING

Standard Specifi cati ons 01282; Payment defi nes how payments are made. Basically, it states the Contractor is paid monthly for work performed and materials placed on a project.

‘PLACED’ is the ‘Type’ used to account for all completed work and materials placed on the project on a given date. A Descripti on of the locati on or other specifi c informati on is entered in the ‘Descripti on’ fi eld. Based on the Items Unit of Measure, the quanti ty of material placed or percent of work complete is entered.

When adding a placement record, it is important to also add a Placement Comment. Document the Contractors acti viti es. Note any problems or delays the contractor may have had with the placement. Make sure to only state the facts as you see it.

Cubic Yard Foot Foot Day Gallon Inch-Foot

Inch Pound Mile Square Foot Square Foot Day

Square Yd. Yard Lump

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CHAPTER 11


When a calculati on is required to fi gure the quanti ty for payment, the calculati on, or formula, must be entered in the Placement Comment secti on and ‘Verifi ed By’ another technician before payment is authorized.

Example

UTBC may have a Unit of Measure (UOM) of Cubic Yard. However, the Contractor will haul the material from a gravel pit, weigh each truck, and provide the Inspector with weigh ti ckets for payment. The weigh ti ckets are in Tons and a conversion is needed to determine the number of cubic yards to pay.

Tons X 2000 / Unit Weight / 27

100T X 2000 = 200,000 / 145 = 1379.3 / 27 = 51.08 Cubic Yards

C) PAY ITEM PLACEMENT ENTRY IN ELECTRONIC FIELDBOOK (IPAQ)The Placement window in the IPAQ displays one date at a ti me. Other dates can be viewed by using the drop down. The shaded areas allow User entry or selecti on.

Ticket/Desc: Specifi c info to defi ne placement

Placed Qty: Amount of material placed of work performed.

Add: Add new placement for selected item.

Previous: Navigate to Previous Item (# 6).

Next: Navigate to Next Item (# 8)

The Check box indicates a placement comment has been entered.



D) OTHER ‘TYPE’ OF PAYMENTS USED IN PDBS PROJECT ACCOUNTING (NOT IN FIELDBOOK)

STKPLE: Payment for purchased materials that have not been ‘PLACED’. Per Standard Specifi cati on 01282; 1.13. (Cannot pay more than 75% of total item value unti l Stockpile payments are reversed to 0.00.)

COMPLT: Used to show the item or work is complete.

CHGORD: Added by the system when a Change Order has modifi ed the item.

ELIMNT: Due to possible changes to the project scope, some items of work may no longer be needed and can

therefore be eliminated. This stops any other entries or payments from being made for that item of work.

PRADJ: Use this type only when sub standard material is allowed to remain in place, Enter amount of adjustment from UDOT Form C-106.

PMT-HOLD: (Reference: Acceptance and Documentati on Guide) Before the Contractor is paid for work performed on the job site, he is required to submit invoices, certi fi cates of compliance, test results, payroll records etc. The Contractor may ‘place’ the material before getti ng all of his submitt als together. Inspectors use PMT_HOLD to document the placement(s) was made but all the requirements for payment have not been met.

PMT-REL: Once the Contractor has met all the requirements for payment of the placed quanti ty previously put on PMT-HOLD, a PMT-REL is entered to release payment.

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11.5 TIME ENTRY/PROGRESS REPORT (00555; FAILURE TO COMPLETE ON TIME)Contractors are either given a specifi c amount of ti me to complete all the work on a project or as part of the bidding process, will enter the number of days they think it will take to complete. The PDBS system and Inspector will keep track the number of days the Contractor uses.

Standard Specifi cati on 00555 defi nes liquidated damages for failure to complete on ti me. There are 3 diff erent types of ‘Project Time’.

• Calendar Day: Contractor is charged for every day shown on the calendar beginning and ending at midnight. The PDBS will automati cally add 1 day for every day, beginning 10 days aft er Noti ce to Proceed unti l the Daily Event = Substanti al Completi on is entered.

• Working Day: Contractor is charged for any calendar day except weekends and project specifi ed holidays. The PDBS will automati cally add 1 day for every weekday (5) unti l the Daily Event = Substanti al Completi on is entered. Working Day projects allow the Resident Engineer to adjust charge ti me for bad

weather days or other circumstances that are beyond the Contractors control. Daily ti me charges can be modifi ed per Std. Defi niti on 00570.

• Completi on Date: The date when the contract work is specifi ed to be Substanti ally Complete. The PDBS will automati cally add 1 day for every calendar day, beginning 10 days aft er Noti ce to Proceed unti l the Daily Event = Substanti al Completi on is entered or the Completi on Date is reached. If the Completi on Date is reached before Substanti al Completi on is entered, manual entry is required.

Regardless of the type, if the number of allowable days is exceeded, a Change Order, extending the Project Time, is required.

Time Reporti ng not only accounts for ti me charges but also allows the user to enter daily weather and temperature informati on. Daily Events that eff ect ti me charges are entered here as well.



Above and to the left are screenshots from the IPAQ. The Progress Report Summary window shows the ti me charges for each report period. View other report periods using the ‘Prev’ and ‘Next’ keys.

Inspectors use the Time entry screen (right) to enter daily weather, and temperature informati on, as well as applicable ti me charges on ‘Working Day’ projects. Noti ce all entry here is done by selecti ng from dropdown lists. Use the SAVE key to save your work, or CANCEL to clear the data.

11.6 ENGINEER/INSPECTOR’S DAILY REPORT (C-111)Currently, there are two versions of the Inspector’s Daily Report. One created by entries made by the Inspector into the electronic Fieldbook and PDBS Project Accounti ng system, and one created using the UDOT Constructi on Forms C-111. These forms are found on the UDOT website at: htt p://www.udot.utah.gov/main/f?p=100:pg:0:::1:T,V:322.

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CHAPTER 11


PDBS creates an Inspectors Daily Report (IDR) for every day beginning with the Noti ce to Proceed through Contract Completi on. The IDR is a summary of entries made by Inspectors and offi ce personnel during the constructi on period. This informati on includes:

• Daily item placements, item comments, placement comments, stati oning comment

• Daily manpower used: contractor, subcontractors, uti liti es Number of supervisors, skilled/unskilled laborers, and hours worked per day or shift .

• Daily equipment used: contractor, subcontractors, uti liti es Number and type of equipment on site (operated or standby)

• Daily ti me charges, weather, temperature

• Daily visitors

• Diary comments

See Appendix J, Secti on 5 for examples.

A) VIEWING/PRINTING THE INSPECTOR’S DAILY REPORT (FORMALLY-ENGINEERS DAILY REPORT)

Access this report through Project Accounti ng/Fieldbook Reports.

Enter the report date and select ‘Retrieve’ to view and print individual reports. Select ‘Print Project’ to print the enti re report. This fi le can be quite large so the system creates an Adobe PDF fi le for your review before printi ng.



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CHAPTER 11


11.7 PAY ESTIMATESPrime Contractors are generally paid by UDOT once a month. A pay esti mate closing date (any Saturday) is determined at the Pre-Constructi on meeti ng. Parti al pay esti mates are then created for each pay period.

These screenshots show the report window for Esti mate #1 in PDBS and electronic Fieldbook. The Inspector uses this window as a quick reference to see approved pay esti mates and the date when the pay esti mates was sent to the Comptroller. The Contractor should receive payment within 5 business days of this date.

Use the ‘Prev’ and ‘Next’ butt ons to view other parti al pay esti mates.

PDBS creates 5 additi onal pay esti mate reports designed to help with the review and approval process.

• Summary by Project Detail• Signature Page• All Items (Submitt al Form)• Placed Items (Short Form)• All Ledger Entries (Long Form)

See Appendix J, Secti on 7 for examples.

Construction Inspection Guide

Chapter 11: PDBS

Appendix J

Page | J-1UTAH DEPARTMENT OF TRANSPORTATION

1. ACCESSING PROJECT DEVELOPMENT BUSINESS SYSTEM (PDBS) Access to the PDBS and Fieldbook applicati ons require a userID and password. The same ID/ password can be used for both. UDOT Inspectors request access through their Region IT group. Consultants and Contractors request access through UDOT Central Constructi on by completi ng an on-line form. The access request forms and other PDBS informati on, as noted below, can be found at: htt p://www.udot.utah.gov/main/f?p=100:pg:0:::1:T,V:899.

ADDITIONAL INFORMATION• PDBS Q&A• PDBS Help Files and Informati on• PDBS User ID Request• CITRIX REQUEST FOR CERTIFIED PAYROLL

HELPFUL LINKS• Citrix Login• Citrix Installati on Instructi ons

DOWNLOADS• Citrix Client• Uniprint Client

When using a laptop in the fi eld, a live connecti on to the Internet is required. This connecti on also requires an additi onal login to UDOT’s Citrix Server. The Citrix and Uniprint client applicati ons can also be downloaded to the laptop via UDOT’s website: htt p://www.udot.utah.gov/citrix/pdbs/pdbs.htm

• This is the same page used to Login to PDBS

APPENDIX J

O C O S SS S S

Appendix J


J-2 APPENDIX J

2. ACCESSING ELECTRONIC FIELDBOOK APPLICATIONThe Electronic Fieldbook was developed for a Microsoft Windows Mobile operati ng system and can be loaded on any mobile device that uses this operati ng system. UDOT recommends and supports a handheld PDA (Personal Data Assistant) commonly referred to as an IPAQ. The Fieldbook applicati on and instructi ons for installati on and use can be found on UDOT’s website at: htt p://www.udot.utah.gov/main/f?p=100:pg:0:::1:T,V:448.

The advantage to using a PDA is it doesn’t require a live connecti on to the Internet. However, the device must be synchronized with PDBS in order to transfer the stored informati on as discussed in Chapter 12 of this manual.

3. LOGIN TO ELECTRONIC FIELDBOOK APPLICATIONFrom the PDA (IPAQ) main screen, select UDOT Field Book. Multi ple people can use an IPAQ, but they must be assigned to it fi rst. The User ID will show the person last assigned to the IPAQ. If the informati on is incorrect, the User ID can be changed. Enter your password and select either OK or Sync.

• OK = access to the Fieldbook applicati on

• Sync = Synchronize IPAQ with PDBS database IPAQ must be connected to a network computer

that has Acti veSync soft ware and the Fieldbook connecti on uti lity (VPN) installed. Download the applicati on from UDOT’s website: htt p://www.udot.utah.gov/main/f?p=100:pg:0:::1:T,V:448.– Select and use the ‘Setup VPN’ based on your

PC’s operati ng system

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APPENDIX J


4. ELECTRONIC FIELDBOOK PROJECT ASSIGNMENTProjects must be assigned to the Inspector(s) and then downloaded to the IPAQ.

Projects assigned to the RE are listed in the top box. Use the ‘Add’ butt on to assign projects. Once synchronized, the assigned project will appear in the bott om box.

Tap the desired project in the ‘Assigned Project’ list and tap ‘OK’ to open.

Use the ‘Remove’ butt on when access to the project is no longer needed. This will speed up the sync process… not as much data to transfer.


J-4 APPENDIX J

5. ELECTRONIC FIELDBOOK DATA ENTRY EXAMPLESData is entered daily even when there is no work being performed. Inspectors must enter weather, daily temperatures, equipment on standby, ti me charges, traffi c control issues, etc.

Pay Esti mates are closed on a Saturday. Synchronize the IPAQ as oft en as possible but at least once a week. You must synchronize before and aft er the Closing Saturday to keep PDBS and your IPAQ up to date.

From the Menu list, tap the selected item to open the entry screen.

Daily Visitors Entry Screen (Left )• Select Date, Enter Visitors,

Tap OK and Save.• Use Prev/Next to navigate

day-to-day.• Use Date dropdown to

select a date.

Project Details (Right)• Use Prev/Next to move

between Details• Tap Items to go to Items

under selected Detail

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APPENDIX J


Diary Comments Entry Equipment Used Entry

Item Selecti on Item Summary (Informati on Only)


J-6 APPENDIX J

Item Placement

Item Comments

Labor Entry Paid Esti mates (Informati on Only)

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APPENDIX J


Status of Work (Informati on Only) Time Charges


J-8 APPENDIX J

6. INSPECTORS DAILY REPORT EXAMPLESInformati on entered into the screens listed above or directly into PDBS Project Accounti ng is combined to create the Inspectors Daily Report. Examples of the various secti ons of the report are shown below.

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APPENDIX J



J-10 APPENDIX J

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APPENDIX J


7. PAY ESTIMATE REPORTSSummary by Project Detail: Displays the Detailed Summary Report. This report is summarized by ‘Detail’ (listed down the left side) with columns; Total Amount to Date by Detail and the Amount to Pay on this Esti mate by Detail.


J-12 APPENDIX J

Signature Sheet: Based upon the escrow percentage selected, the Signature Page radio butt on will display the 5% Signature Page, 1.5% Signature Page, or the Final Signature Page. The example below shows a 5% Signature page.

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APPENDIX J


All Items Report Form (Submitt al Form): This is the default report that is displayed. It will display the Engineers Monthly Pay Esti mate report based on entries made in the Ledger window. Quanti ti es to be paid this esti mate are listed as well as Total to date calculati ons and adjustments.

Placed Items (Short Form): This opti on will display the total quanti ty placed per item to be paid on this Parti al Pay Esti mate.


J-14 APPENDIX J

Placed Items (Long Form): This report will display the Entry by Entry Report Form (Long Form) for items paid during this pay esti mate period.

Construction Inspection Guide Chapter Links

1-Preface & Introduction

2-Traffic Control

3-Demolition and Earthwork

4-Drainage

5-Pavement & Materials

6-Structures

7-Traffic Signals, Lighting, ATMS

8-Striping, Signing, Safety Features

9-Landscaping, Fencing, Incidental Const.

10-Utilities

11-PDBS

12-Crash Cushion & Barrier End Treatments

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