Daily Diaries
A Daily Diary is a collection of all the Daily Work Reports (DWRs) submitted on one day by all inspectors working on a contract. The project manager usually submits one daily diary per day per contract. In the daily diary, the project manager authorizes the DWRs and records the time charge information for the day. The system does not allow more than one diary to be created per day per contract, and a diary may not be created for a future date. Diaries can be created for days when no DWRs are collected.
Adding a Daily Diary
Information about the diary is contained in two components. The upper part of the page contains the Daily Diary component, which displays general information about the diary. On this component, you can view but not change diary information. The lower part of the page contains the Daily Diary Summary component, which allows you to add information about the diary.
Required fields are:
Diary Date
Instructions
Navigation: Construction > Daily Diary
To add a Daily Diary:
1. From the Construction component, click the Daily Diary link.
2. Click the component Actions button, and choose the Select Contract to Add Daily Diary action.
3. Search for and select the contract to which to add a Daily Diary.
4. Click the Create Daily Diary on Contract button.
5. In the Diary Date field, enter the date documented by the diary.
6. In the Author field, search for and select the user ID and name of the person who authored the daily diary.
7. In the Weather field, click the drop-down arrow and select the weather condition for the diary date.
8. In the Low Temperature field, enter the low temperature recorded for the diary date.
9. In the High Temperature field, enter the high temperature recorded for the diary date.
10. The Diary Locked field indicates whether the diary is read-only or can be changed.
11. The Payment Est Num field shows the contractor payment estimate number when it is created.
12. In the Comments field, enter any additional information about the record.
13. The Remarks field indicates the number of remarks.
14. The Federal Project Number field indicates the federal project number.
15. The Entered By field indicates the user ID and name of the person that created the daily diary.
16. The Entered Date field indicates the date and time this record was added to the system.
17. The Last Updated By field indicates the name of the person who most recently changed the record.
18. The Last Updated Date field indicates the date and time this record was most recently changed.
19. The Contractor Working field indicates whether the contractor was working on the diary date.
20. The Payment Est Status field indicates the status of the payment estimate.
21. In the Remarks section, in the Remarks Type field, click the drop-down arrow and select the remark type.
22. In the Remark field, enter a remark for the diary date.
23. Click the Save button.
Maintaining a Daily Diary
The Contract Daily Diary Summary contains all the information currently recorded in the daily diary. You can automatically record weather information from the DWRs associated to the daily diary. The system enters the lowest DWR temperature in the Low Temperature field and the highest DWR temperature in the High Temperature field. Instructions Navigation: Construction > Daily Diary To add weather information from the DWRs in a Daily Diary: 1. Click the component Actions button, and select the Populate Related DWR Weather action. Note that the Weather, Low Temperature, and High Temperature fields are populated with information from the associated DWRs.
Managing DWRs in a Daily Diary
Note: In order to perform this task, at least one DWR has to be created on the same date as the Diary.
The DWRs tab on the Contract Daily Diary Summary component contains a list of all the daily work reports currently included in the daily diary.
Instructions
Navigation: Construction > Contract Daily Diary Summary > DWRs tab
To view or modify the DWRs in a Daily Diary:
1. Click on the DWRs tab.
2. Click the Sequence link to be taken to the DWR.
3. View the DWR information, or make adjustments as appropriate and click the Save button.
Approving DWRs in a Diary
You can approve a single DWR, or all of the DWRs in a diary with a status of Pending Approval. If DWR status is in Draft, click the Action Row button for the DWR and select Submit for Approval.
Instructions
Navigation: Construction > Contract Daily Diary Summary
To approve all pending DWRs in a Daily Diary:
1. Click the DWRs tab.
2. Click the Actions button above the list of DWRs, and select Approve Pending DWRs.
Instructions
Navigation: Construction > Contract Daily Diary Summary
To approve individual DWRs in a Daily Diary:
1. Click the DWR row Actions button, and select the Approve task.
Maintaining DWR Remarks in a Daily Diary
The DWR Remarks tab on the Contract Daily Diary Summary allows you to add and maintain the DWR remarks you want to include in the daily diary. DWR remarks are organized by DWR in accordion rows.
Note: The DWR(s) has to be approved in order for this section and modal window to work properly.
Instructions
Navigation: Construction > Contract Daily Diary Summary > DWR Remarks tab
To add or modify remarks in a Daily Diary:
1. From the Construction component, click the Daily Diary link.
2. Search for and select the diary to review.
3. Click on the DWR Remarks tab.
4. Click the Select DWR Remarks button.
5. Search for and select the remark(s) to add.
6. Click the Add DWR Remarks to Diary button.
Recording Time Information in a Daily Diary
Note: In order to perform the following tasks, any contract time that you want to charge should be activated with an effective date and status. The contract time will also need to be chargeable (for AD and CD site times only).
Contract times are records of time-related information that are important to the contract. You can add or change contract times for the daily diary.
Instructions
Navigation: Construction >Daily Diary > Contract Times tab
To add or modify contract times in a Daily Diary:
1. Click the Contract Times tab.
2. Click the Contractor Working checkbox to indicate whether the contractor was working on the diary date.
3. In the Hours Available field, enter the number of time units available for the contractor to work for the date.
4. In the Hours Worked field, enter the number of time units the contractor worked for the date.
5. In the Controlling Operation field, enter the primary type of work related to the time charge for the date.
6. In the Delay Reason field, enter the description of circumstances or events impeding progress of work related to the contract time for the date.
7. In the Comments field, enter additional information for the diary contract time.
8. The Adjusted Time Charged field indicates the total number of time units charged, including adjustments.
9. The Change in Time Charged field indicates the adjusted time charged minus the original time charged in a daily diary.
10. In the Work Start Time field, enter the date and time of day the contractor began work.
11. In the Work Stop Time field, enter the date and time of day the contractor stopped work.
12. Click the Save button. Applying Time Information from a DWR to the Diary
If contract time information has been recorded in an associated DWR, you may apply that information to the daily diary.
Note: The DWR(s) has to be approved or in a pending approval status in order for this section and modal window to work properly.
Instructions
Navigation: Construction > Contract Daily Diary Summary > Contract Times tab
To apply DWR times to a Daily Diary:
1. Click the contract time row Actions button, and select the Apply DWR Contract Time action.
2. Search for and select the DWR from which to apply time information.
3. Click the Apply DWR Contract Time button
Daily Diary Report
The Daily Diary Report lists information from one or more selected daily diaries, including the date, weather, and location, and the name of the prime contractor and whether or not the contractor worked on that day. The report also provides totals for contract time, which varies depending on whether the main contract time is Available Time, Calendar Time, or Completion Date. Instructions Navigation: Construction > Daily Diary To process a report for a Daily Diary: 1. Click the component Actions button, and from the Reports section, select the Daily Diary Report. 2. Select the Output Type. 3. Select the Report Layout Source. 4. Click the Execute button.
