Introduction
Welcome to the MDOT AASHTOWare Project Construction & Materials Software Manual!
AASHTOWare Project Construction & Materials is a fast, easy-to-use, web-based system for documenting construction progress, initiating contractor payment, and communicating with your agency's central office administration applications. Construction & Materials focuses on refining the work flow of construction contract management at all agency levels. With Construction & Materials, the field office can manage field-gathered data and then interface with a central office. Construction & Materials allows several users to update contract information, and it implements a shared database to expand an agency's data sharing ability. This user's guide is the key to discovering Construction & Materials’ vast capabilities and is a valuable resource both for novice and experienced users.
For more background information regarding AASHTOWare Project software visit the AASHTOWare Project webpage or the AASHTOWare Project Construction & Materials webpage.
Construction Technology News
September 12, 2024
Fiscal year-end directions have been issued by the Contractor Payments Unit. Please refer to these directions when preparing your year-end estimates.
Year End Instructions FY24 - FieldManager
Year End Instructions FY24 - APCM
August 29, 2024
The construction team has been working with the Department of Technology Managment and Budget (DTMB) to develop a more orderly process for implementing system changes and configurations within the system and communicating those changes to the user community. We are still working on an overall communication plan, however we are pleased to announce the use of our very first Release Train.
Release Trains are a feature within our DTMB call ticketing system that allows MDOT and DTMB to batch tickets together and set the specific day that those system changes will go into effect within the system. This allows MDOT more time to plan arounds specific dates and to be better prepared to let all of you know what changes have been made to the system in a timely manner.
Currently release trains are being planned for each month. However, that may change as we become more familiar with their functionality.
The first release train contained several report updates along with some system configurations as described below.
Report Updates
- Weighted Average Item Price Report - An error was identified that prevented this report from running when certain report parameters were chosen, this error has been fixed allowing the report to complete.
- Change Order Report - The report was updated to not display item balancing that resulted in a zero-quantity change. Showing the zero changes made the report long and difficult to review. The report now only shows item balancing that actually results in a quantity change.
- Material History to Date Report - Various column headers and data descriptions were updated to make the report data more user friendly. Sample record tests were also added to the report.
- Material Set List Report XLS(*) - A column has been added to the report to show the Spec Book the item corresponds to. This allows filtering as there are several Spec Books within the system and allows filtering of the report.
- Cert and Qual Report - An error was discovered in the report that was not properly populating the company column. The company column in the report now pulls from the correct data field in the system.
- Item Posting by Contractor Report - The report was duplicating item posting quantities, which has now been fixed.
- Materials by Item Report - Category and project line numbers were added to the report for ease of use.
- Current Items by Project/Category Report - This report was updated to accurately show items within the correct categories.
- Pay Estimate Items Report - A parameter was added to allow this report to show either all items, or just items that were paid on the current estimate.
- Daily Personnel On Site Report - An error was discovered and fixed. The report now shows the correct personnel for each day.
Reference Data Updates
- 2012 Materials Inactivation - The materials from the 2012 Standards Specifications for Construction have been deactivated.
System Configurations and Guidance Updates
- Item Description added to Add Material Set Screen - When adding a material set to an item, the pop-up screen now shows the item ID code and the item description to assist the user.
- Updated Default Filtering on Change Order Screen - The default screen filtering for the change order, Increase/Decrease Items tab has been updated to filter out quantity changes that are zero quantity changes. This is in line with the change order report updated listed above. The screen will now only show balancing that results in a non-zero quantity change.
- Updated Guidance on Entering Trucking Subcontracts - New guidance has been issued on how to properly enter trucking subcontracts in the system. Please reference the Adding Subcontracts section of the Contract Administration page for the updated guidance.
- Contractor Notification of Approved Estimates - Prime contractors who are associated to a contract with the CONTR_CONSTRMATRO_CO role now receive an email notification once an estimate is fully approved by finance.
- Material Set Name Field - To prevent issues with material quantities, the Material Set Name field on the Contract Materials and Acceptance Actions Summary was made non-editable. Existing material sets cannot be renamed. Material sets can still be modfied and created.
- FieldManager Contractor Data Extract Scheduling - The export process that creates a FieldManager Contractor file for contractors was rescheduled from Sunday at 1:05am to Wednesday 1:05am.
- Contractor Performance Review Requirement - The system requirment to have Contractor Performance Reviews (CPEs) completed before final estiamte creation has been turned off. CPEs are still required on some contracts, however the system will no longer require them for closeout.
To view previous news articles, visit the Construction Technology News Archive.
Recent Updates
Recent Major Changes
The table below is a list of Major changes.
| Updated | Page | Summary | What Changed |
|---|---|---|---|
| Daily Work Reports | Removed Material Comments and Sources section and updated New section related to Posting Item and Material Quantities to a Daily Work Report | See what changed here. | |
| Contract Administration | New section related to Adding Subcontracts | See what changed here. | |
| Created new page for related content | N/A | ||
| Uploaded manual. | N/A |
Recent Minor Changes
The table below is a list of Minor changes.
| Updated | Page | Summary | What Changed |
|---|---|---|---|
| Main Page | Updated the Construction Technology News section for Fiscal Year-End updates. | See Main Page changes here. | |
| Main Page | Updated the Construction Technology News section for August system updates. Updated guidance on entering subcontracts for trucking. | See Main Page changes here. | |
| Change Orders | Updated content related to verifying funding source. Funding field is no longer shown on the screen in APCM, Related bullet point removed from following Change Order Sections: | See what changed here. | |
| Change Orders | Updated content related to verifying funding source in the following Change Order Sections: | See what changed here. | |
| Daily Work Reports | Added note specifically related to Approving Daily Work Reports | See what changed here. | |
| Main Page | Update related to the release of AASHTOWare Project 5.00 | See Construction Technology News | |
| Special Topics | Created new Special Topics Page for Final Project Review Reporting | See what changed here. | |
| Contract Administration | Created section related to Transferring Contracts Between Offices | See what changed here. | |
| Contract Administration - Closing and Archiving a Contract | Updated steps for Closing and Archiving a Contract. | See what changed here. | |
| Mobile Applications | Provided content related to Syncing Contracts with Mobile Inspector | Next section added [here] | |
| Change Orders | Minor updates to clarify use of New Items tab for a change order. | Changed title of Contract Items section and added explanation note to adding new items. | |
| Access and Roles - Available Roles | Added page to main menu and added role names and descriptions to page. | Tables for abbreviations and role names | |
| Contract Administration - Closing and Archiving a Contract | Updated the Workflow Phase selection when archiving a contract. | "Archived Contract" was changed to "Finance Closeout" |
Tracked Known Issues
Most Recent Identified Known Issues
| Issue Number | Area of Impact | Description | Date Identified | Workaround | Fix Plan | Fix Status | Manual Reference Link |
|---|---|---|---|---|---|---|---|
| 3 | System Wide | When running a report that outputs in an Microsoft Excel file or other Microsoft Office file format, the report does not download and the system provides an ".htm" file that shows an error | 6/15/2022 | N/A | User needs to udpate Microsoft Edge settings | Closed | Updating Microsoft Edge Settings for Reports |
| 4 | Payments, Insufficient Materials | An update appears to have cause some materials that previously were approved to now show as insufficient. | 9/1/2022 | N/A | The issues has been verified to be inconsistent sources listed on DWRs and Sample Records. Office Technicians and Inspectors are advised to take note and care when recording material sources in the system. Reports are being developed to assist with data verification. | Closed | |
| 5 | Payments, $0 priced items | $0 priced items can cause the create payment estimate process to stop when a $0 priced item has any type of payment estimate exception that causes a payment item adjustment (insufficient material, overrun, etc.). | 11/2/2022 | Office Technicians are encouraged to process all material approvals and change orders prior to creating estimates. A DWR temporarily backing out the posting of the $0 priced item, with a negative posting, can temporarily allow estimates to be created until the proper material approvals and change orders for the $0 priced items can be processed. Once material approvals and change orders are processed to avoid payment exceptions, a followup DWR can be made to restore the original item posting. | TBD | Pending | |
| 6 | DWR, Item Quantities | On a DWR, an error is being returned when trying to post item quantities to the third decimal place. (example: 0.123) | 3/15/2023 | N/A | An emergency ticket has been submitted to DTMB to allow three decimal places for postings. | Pending | |
| 7 | Subcontracts, Approval Dates, DWR, Item Quantities | The 4.8 upgrade process appears to have caused data loss of the already entered approval dates for subcontracts. This is preventing the posting of quantities to subcontractors. | 3/15/2023 | The approval date can be manually re-entered to allow postings. | An emergency Ticket has been submitted to DTMB to restore the missing data. | Pending |
Tracked Issues Complete List
The complete list of tracked known issues can be found on the Known Issues List page.
Support Information
AASHTOWare Construction & Materials Helpdesk
MDOT-ConstructionSoftware@michigan.gov
Preamble
This manual provides guidance to administrative, engineering, and technical staff. Engineering practice requires that professionals use a combination of technical skills and judgment in decision making. Engineering judgment is necessary to allow decisions to account for unique site-specific conditions and considerations to provide high quality products, within budget, and to protect the public health, safety, and welfare. This manual provides the general operational guidelines; however, it is understood that adaptation, adjustments, and deviations are sometimes necessary. Innovation is a key foundational element to advance the state of engineering practice and develop more effective and efficient engineering solutions and materials. As such, it is essential that our engineering manuals provide a vehicle to promote, pilot, or implement technologies or practices that provide efficiencies and quality products, while maintaining the safety, health, and welfare of the public. It is expected when making significant or impactful deviations from the technical information from these guidance materials, that reasonable consultations with experts, technical committees, and/or policy setting bodies occur prior to actions within the timeframes allowed. It is also expected that these consultations will eliminate any potential conflicts of interest, perceived or otherwise. MDOT Leadership is committed to a culture of innovation to optimize engineering solutions. The National Society of Professional Engineers Code of Ethics for Engineering is founded on six fundamental canons. Those canons are provided below. Engineers, in the fulfillment of their professional duties, shall:
- Hold paramount the safety, health, and welfare of the public.
- Perform Services only in areas of their competence.
- Issue public statement only in an objective and truthful manner.
- Act for each employer or client as faithful agents or trustees.
- Avoid deceptive acts.
- Conduct themselves honorably, reasonably, ethically and lawfully so as to enhance the honor, reputation, and usefulness of the profession.
Additional information about MDOT Construction Practices and Policies can be found on the Wiki Construction Manual.
For additional information about the AASHTOWare Wiki and to submit revision suggestions, please contact the AASHTOWare Construction & Materials Helpdesk.
