Materials Acceptance - Revision history

BurnsD at 20:29, 20 March 2025

2025-03-20T20:29:06Z

McGowanR: /* Generating Materials and Acceptance Actions */

2024-12-26T17:32:47Z

Generating Materials and Acceptance Actions

McGowanR: /* Creating a New Material */ Removed HelpDesk Number (no longer in service)

2024-03-01T13:52:07Z

Creating a New Material: Removed HelpDesk Number (no longer in service)

McGowanR: corrected
markup to display correctly

2022-04-01T22:00:54Z

corrected <ol> markup to display correctly

McGowanR: /* Adding Materials to Material Sets */ modified
to display correctly

2022-04-01T21:56:21Z

Adding Materials to Material Sets: modified <ol> to display correctly

McGowanR: /* Generating Materials and Acceptance Actions */ modified
to display correctly

2022-04-01T21:51:42Z

Generating Materials and Acceptance Actions: modified <ol> to display correctly

McGowanR: /* Changing Acceptance Actions */ Updated Picture 14 to correct reference 14a

2022-04-01T21:47:43Z

Changing Acceptance Actions: Updated Picture 14 to correct reference 14a

McGowanR: Adding Page for Materials Acceptance

2022-03-22T17:24:18Z

Adding Page for Materials Acceptance

New page

=MATERIALS=

==Generating Materials and Acceptance Actions==

<p style="color:green"><i>To begin working with materials on a contract, you must first run process to generate the materials and acceptance actions for your contract. The process will consult the statewide reference material sets for each item and copy them to your contract.
</i>
</p>

1. From the '''Home''' screen, Select the '''Contract Administration Overview''' component.

[[File:Material Acceptance Picture1.png|center]]

2. Select the row '''Action''' for the corresponding contract.

3. Select the '''Generate Materials and Acceptance Actions''' task.

[[File:Material Acceptance Picture2.png|center]]

4. A “Processing…” message will appear at the top of the screen and the system will refresh the page when the task has been completed.

<div style="overflow:auto">
{| class="wikitable" style="margin-left:auto; margin-right:auto; border:none; background:lightyellow; color:Red"
! '''NOTE'''
|-
|You should only need to run this process once when you first start working on your contract.
|-
|}
</div>

5. The following fields will auto-populate:
a. '''Orig Matl and AAs Gen DT:''' This field displays the date and time the Generate Materials and Acceptance Actions process was completed.



==Creating a New Material Set==

1. From the '''Home''' screen, Select the '''Contract Progress Overview''' component.

[[File:Material Acceptance Picture3.png|center]]

2. Select the corresponding contract.

3. Select the '''Items''' quick link at the top of the page.

[[File:Material Acceptance Picture4.png|center]]

4. Select the '''Contract Project Items''' tab.

[[File:Material Acceptance Picture5.png|center]]

5. Select the '''Category''' and '''Item''' to add the set to. Select the '''Create Material Set''' from the Actions dropdown.

[[File:Material Acceptance Picture6.png|center]]

6. Enter a name for the material set in the '''Material Set''' field and tab out of the field.

<div style="overflow:auto">
{| class="wikitable" style="margin-left:auto; margin-right:auto; border:none; background:lightyellow; color:Red"
! '''NOTE'''
|-
|Once a material set is created it cannot be deleted.
|-
|}
</div>

7. Click the '''Save''' button.

[[File:Material Acceptance Picture7.png|center]]

8. The system now navigates you to the material screen where the material set has been created.

9. See <u>''Step 6''</u>. in '''Adding Materials to Material Sets''' section to complete the setup.



==Adding Materials to Material Sets==

1. From the '''Home''' screen, Select the '''Contract Progress Overview''' component.

[[File:Material Acceptance Picture8.png|center]]

2. Select the corresponding contract.

3. Select the '''Contract Materials and Acceptance Actions''' quick link at the top of the page.

[[File:Material Acceptance Picture9.png|center]]

4. Select the '''Materials''' tab.

<div style="overflow:auto">
{| class="wikitable" style="margin-left:auto; margin-right:auto; border:none; background:lightyellow; color:Red"
! '''NOTE'''
|-
|Materials can be added to sets, even ones that came from the reference data, but they cannot be deleted.
|-
|}
</div>

[[File:Material Acceptance Picture10.png|center]]

5. Select the row '''Action''' for the material set you wish to add materials to.

6. Select '''Add Material.'''

[[File:Material Acceptance Picture11.png|center]]

7. The following fields must be completed:
b. '''Material:''' The name of the material that is part of this material set.

[[File:Material Acceptance Picture12.png|center]]

8. The following fields are optional:
c. '''Source:''' The name of the material that is part of this material set.
d. '''Facility:''' The name of a facility associated with the source.
e. '''Comments:''' Any material comments you want to add to this screen.

<div style="overflow:auto">
{| class="wikitable" style="margin-left:auto; margin-right:auto; border:none; background:lightyellow; color:Red"
! '''NOTE'''
|-
|Multiple materials can be added at the same time by repeating steps 5 through 8 before clicking the save button.
|-
|}
</div>

9. Click the '''Save''' button.



==Changing Acceptance Actions==

1. From the '''Home''' screen, Select the '''Contract Progress Overview''' component.

[[File:Material Acceptance Picture13.png|center]]

2. Select the corresponding contract.

3. Select the '''Contract Materials and Acceptance Actions''' quick link at the top of the page.

[[File:Material Acceptance Picture14.png|center]]

4. Select the '''Acceptance Actions''' tab. Search for the material in the search field.

[[File:Material Acceptance Picture15.png|center]]

5. '''Expand''' the row for the material you wish to change.

[[File:Material Acceptance Picture16.png|center]]

6. Select the '''Acceptance Action''' listed in the blue text.

<div style="overflow:auto">
{| class="wikitable" style="margin-left:auto; margin-right:auto; border:none; background:lightyellow; color:Red"
! '''NOTE'''
|-
| Using two monitors helps keep your place in the list. In step 6, use a right click on the acceptance action to open it in a new window.
|-
|}
</div>

[[File:Material Acceptance Picture17.png|center]]

7. '''Expand''' the Acceptance Action Option at the bottom of the screen.

8. The following fields are required:
f. '''Action Rate:''' The number of sample records required based on the action frequency.
g. '''Action Frequency:''' The frequency of which the number of sample records is required to occur.
h. '''Frequency Type:''' The unit for the action frequency.

[[File:Material Acceptance Picture18.png|center]]

9. Click the '''Save''' button.



==Creating a New Material==

<p style="color:green"><i>Due to business policies and procedures, the field offices are restricted from creating new materials for the system. If for some reason a material is needed for a project and does not exist in the system, please contact the helpdesk at MDOT-ConstructionSoftware@michigan.gov or by phone at 517-322-1556. Please be prepared to give information regarding the material name and the specification from which the material comes from.
</i>
</p>



==Entering Material Approvals (Sample Records)==

1. From the '''Home''' screen, select the '''Sample Records''' component.

[[File:Material Acceptance Picture19.png|center]]

2. Click the component '''Action''' menu and select '''Add.'''

[[File:Material Acceptance Picture20.png|center]]

The following fields are required:
a. '''Sample ID:''' The identification name of the material approval to be entered.
b. '''Material Code - Name:''' The material that is being approved.
c. '''Sample Date:''' The date of approval.
d. '''Sample Type:''' The sampling method of the material.
e. '''Acceptance Method:''' The acceptance method of the material.

<div style="overflow:auto">
{| class="wikitable" style="margin-left:auto; margin-right:auto; border:none; background:lightyellow; color:Red"
! '''NOTE'''
|-
|Sample Records can be started, then finished later. The material will only be approved once you complete the Tests tab in step 21.
|-
|}
</div>

[[File:Material Acceptance Picture21.png|center]]

3. The following fields are optional:
a. '''File:''' The project file location.
b. '''Form:''' The form number for the approval.
c. '''Remarks:''' Any material comments that may need to be recorded.

4. Click '''Save.'''

5. Select the '''Associations''' tab.

6. Click the '''New''' button.

7. For the '''Association Type''' field select '''Destination Lab.'''

8. For the '''Association Value''' field press enter and select '''CTLAB.'''

[[File:Material Acceptance Picture22.png|center]]

9. Click '''Save.'''

10. Click the '''Sources''' tab.

11. Click the '''Select Primary Source''' button.

[[File:Material Acceptance Picture23.png|center]]

12. Search for the '''Source''' of the material and click the '''Add to Sample Record''' button.

[[File:Material Acceptance Picture24.png|center]]

13. Click '''Save.'''

14. Select the '''Contract''' tab.

15. Click the '''Select Contract Project Items''' button.

[[File:Material Acceptance Picture25.png|center]]

16. Search for and select the '''Project Items''' that the material approval applies to.

17. Click '''Save.'''

18. Select the '''Tests''' tab.

19. Select the row '''Actions''' menu and select '''Assign Default Tests.'''

20. Select '''Pass''' in the '''Test Result Value''' field.

<div style="overflow:auto">
{| class="wikitable" style="margin-left:auto; margin-right:auto; border:none; background:lightyellow; color:Red"
! '''NOTE'''
|-
|If no test appears when you complete Step 20, check the Sample Type and Acceptance Method on the General Tab. These must match how the material was set up.
|-
|}
</div>

21. Click '''Save.'''



==Viewing Material Approvals (Sample Records)==

1. From the '''Home''' screen, select the '''Sample Records''' component.

2. Use the '''Search''' field to find and select the sample record.

3. '''Review''' the sample record information.



==Creating The Insufficient Materials Report==

1. From the '''Home''' screen, select the '''Payment Estimates''' component.

2. Use the '''Search''' field to find the corresponding payment estimate.

3. Click the row '''Action''' and select the '''Insufficient Materials Report.'''

4. Select the '''Execute''' button.

← Older revision		Revision as of 20:29, 20 March 2025
Line 385:		Line 385:
	3. '''Review''' the sample record information.		3. '''Review''' the sample record information.

		+
		+
		+
		+	<!-- *********************************************************************************
		+	*********************************************************************************-->
		+
		+
		+
		+	==Copying Material Approvals (Sample Records)==
		+
		+	1. From the Sample Record Overview Screen or from within the sample record itself, use record row or component '''Action Menu''' and select the action '''Copy'''.
		+
		+
		+	[[File:Sample Record Copy Picture1.png\|center]]
		+
		+
		+	2. '''Navigate''' through the wizard’s pages via the '''Blue Arrows'''. The wizard has the following pages:
		+	*'''Lab Control Number''' – This should be left defaulted to “Coopy Lab Control Number”
		+	*'''Enter New Sample Info''' – Enter the new sample record ID name and date.
		+	*'''Select Data To Copy''' – Select which data you would like to copy over from the old sample record. Note that the Tests and Test Results are unchecked by default.
		+	*'''Select Sample Record Tests''' – If you selected the option to copy tests over, select the tests you wish to copy.
		+	*'''Select Test Results''' - If you selected the option to copy test results over, select the test results you wish to copy.
		+	*'''Confirm''' – Review your selections and click the Confirm button.
		+
		+
		+	[[File:Sample Record Copy Picture2.png\|center]]
		+
		+	3. The page will refresh and you are presented with your new Sample Record.

@@ Line 13: / Line 13: @@
-.	Select the row '''Action''' for the corresponding contract.
+.	Select the row '''Action''' (solid blue triangle on right side of screen) for the corresponding contract.
 .	Select the '''Generate Materials and Acceptance Actions''' task.
@@ Line 23: / Line 23: @@
 .	A “Processing…” message will appear at the top of the screen and the system will refresh the page when the task has been completed.
 <div style="overflow:auto">
@@ Line 28: / Line 31: @@
 ! '''NOTE'''
 |-
-|You should only need to run this process once when you first start working on your contract.
+|You should only need to run this process once when you first start working on your contract. If you see '''''Update''''' '''Materials and Acceptance Actions''' rather than '''''Generate''''' '''Materials and Acceptance Actions''' in the drop down menu, the process has already been completed.
 |-
 |}
@@ Line 40: / Line 43: @@
 </ol>
+[[File:Material Acceptance Picture2c.png|center]]

@@ Line 250: / Line 250: @@
 ==Creating a New Material==
-<p style="color:green"><i>Due to business policies and procedures, the field offices are restricted from creating new materials for the system. If for some reason a material is needed for a project and does not exist in the system, please contact the helpdesk at MDOT-ConstructionSoftware@michigan.gov or by phone at 517-322-1556. Please be prepared to give information regarding the material name and the specification from which the material comes from.
+<p style="color:green"><i>Due to business policies and procedures, the field offices are restricted from creating new materials for the system. If for some reason a material is needed for a project and does not exist in the system, please contact the helpdesk at [mailto:MDOT-ConstructionSoftware@michigan.gov MDOT-ConstructionSoftware@michigan.gov]. Please be prepared to give information regarding the material name and the specification from which the material comes from.
 </i>
 </p>
@@ Line 259: / Line 259: @@
 <!-- *********************************************************************************
 *********************************************************************************-->
 ==Entering Material Approvals (Sample Records)==

@@ Line 231: / Line 231: @@
 .	The following fields are required:
-f.	'''Action Rate:''' The number of sample records required based on the action frequency.
+<ol style="list-style-type:lower-alpha">
-g.	'''Action Frequency:''' The frequency of which the number of sample records is required to occur.
+<li>'''Action Rate:''' The number of sample records required based on the action frequency.</li>
-h.	'''Frequency Type:''' The unit for the action frequency.
+<li>'''Action Frequency:''' The frequency of which the number of sample records is required to occur.</li>
+<li>'''Frequency Type:''' The unit for the action frequency.</li>
 [[File:Material Acceptance Picture18.png|center]]
@@ Line 276: / Line 277: @@
 The following fields are required:
-a.	'''Sample ID:''' The identification name of the material approval to be entered.
+<ol style="list-style-type:lower-alpha">
-b.	'''Material Code - Name:''' The material that is being approved.
+<li>'''Sample ID:''' The identification name of the material approval to be entered.</li>
-c.	'''Sample Date:''' The date of approval.
+<li>'''Material Code - Name:''' The material that is being approved.</li>
-d.	'''Sample Type:''' The sampling method of the material.
+<li>'''Sample Date:''' The date of approval.</li>
-e.	'''Acceptance Method:''' The acceptance method of the material.
+<li>'''Sample Type:''' The sampling method of the material.</li>
+<li>'''Acceptance Method:''' The acceptance method of the material.</li>
 <div style="overflow:auto">
@@ Line 297: / Line 299: @@
 .	The following fields are optional:
-a.	'''File:''' The project file location.
+<ol style="list-style-type:lower-alpha">
-b.	'''Form:''' The form number for the approval.
+<li>'''File:''' The project file location.</li>
-c.	'''Remarks:''' Any material comments that may need to be recorded.
+<li>'''Form:''' The form number for the approval.</li>
 .	Click '''Save.'''

@@ Line 148: / Line 148: @@
 .	The following fields must be completed:
-b.	'''Material:''' The name of the material that is part of this material set.
@@ Line 155: / Line 159: @@
 .	The following fields are optional:
-c.	'''Source:''' The name of the material that is part of this material set.
+<ol style="list-style-type:lower-alpha">
-d.	'''Facility:''' The name of a facility associated with the source.
+<li>'''Source:''' The name of the material that is part of this material set.</li>
-e.	'''Comments:''' Any material comments you want to add to this screen.
+<li>'''Facility:''' The name of a facility associated with the source.</li>
@@ Line 177: / Line 183: @@
 <!-- *********************************************************************************
 *********************************************************************************-->
 ==Changing Acceptance Actions==

@@ Line 35: / Line 35: @@
 .	The following fields will auto-populate:
-a.	'''Orig Matl and AAs Gen DT:''' This field displays the date and time the Generate Materials and Acceptance Actions process was completed.
@@ Line 42: / Line 46: @@
 <!-- *********************************************************************************
 *********************************************************************************-->
 ==Creating a New Material Set==

@@ Line 192: / Line 192: @@
-[[File:Material Acceptance Picture14.png|center]]
+[[File:Material_Acceptance_Picture_14a.png|center]]
@@ Line 241: / Line 241: @@
 <!-- *********************************************************************************
 *********************************************************************************-->
 ==Creating a New Material==