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.
Training Registration
All upcoming APCM training sessions can be found and booked online through our dedicated registration pages. Please visit the following links to view available dates, reserve your spot, and access session details.
For Contractors: Michigan APCM for Contractors (Hosted by Infotech)
For MDOT, Local Agency, and Consultant Staff: AASHTOWare Project Construction & Materials Bookings Page
Please note that trainings are offered and based on your job function (office technician, engineer, inspector, etc.) and not your agency affiliation. Trainings are also scheduled based on need, so if the listed dates and times do not work for you, please contact the Help Desk to request alternative options. For any questions or assistance, reach out to [email protected].
Construction Technology News
October 30, 2026
October has been full of vibrant autumn colors across our beautiful state. While road construction crews raced to finish projects "before the snow flies," the rest of the state leaned fully into peak fall tourism. Driven by an unseasonably warm late-month weather surge and fall festivals pave the way for a great start to November.
Report Updates
- Material Usage by Material Report – Has been updated to include each source that was used for the material, by individual DWR postings. Previously, this report lumped all material usage events under one material source, when in fact there were multiple sources used for the same material.
Important Notice: Action Required for DWR Material and Source Postings
There is a temporary system issue regarding how AASHTOWare Project Construction & Materials (APCM) processes material postings on Daily Work Reports (DWRs). Please review the details, troubleshooting steps, and temporary workarounds outlined below.
The Issue: Missing Source Fields on DWRs
An increasing number of DWRs are being approved and included in paid estimates with the material source field left blank. When a source field is omitted, the system automatically generates an item exception and withholds payment for that item. Because these exceptions occur even when all physical samples and supporting documentation are correctly logged, they are extremely difficult to find. This is a known, system-wide software issue that InfoTech is aware of. The fix for this issue will be deployed during our System Upgrade to Version 5.06 in Spring 2027.
Troubleshooting Active Exceptions
- Generate an Item History Date Report, for the specific item causing the exception.
- Identify the Date: Use the report to isolate the exact DWR dates where the item was posted.
- Review those specific DWRs to locate the exact entry where the material source field was left blank.
Corrective Actions & Workarounds
Depending on whether the affected DWR is unlocked or locked, proceed with the appropriate workaround:
Scenario A: The Pay Estimate is NOT Yet Approved (DWR Unlocked)
- Reject the DWR immediately.
- Have the DWR creator populate the missing material source field and resubmit it.
- Once re-approved, generate a new pay estimate. The item exception will clear (assuming this was the sole cause of the insufficiency).
Scenario B: The Pay Estimate IS Approved (DWR Locked)
- Do not try to back out the posting using a Sequence 2 DWR. The system will not recognize this corrective entry and will not reset the exception as it normally would.
- DTMB has developed an automated database script to resolve this. The script retroactively updates locked DWRs by pulling the approved source directly from the authorized sample record for that material.
- We are coordinating with DTMB to run this corrective script at the end of each month until the Spring 2027 upgrade is live.
- Until the monthly script runs, you must manually override the exception to ensure the contractor receives timely progress payments for the affected items.
Critical Requirement for the DTMB Script
The script will only update the contract/DWR if an authorized sample record already exists in the system for that material.
- If a sample record exists: The script will fix the blank field automatically at the end of the month.
- If no sample record exists: You must manually create a sample record for the material and assign an appropriate, verifiable source. If you fail to do this, the script will skip your item and the exception will remain.
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 |
|---|---|---|---|
| Shadow Contracts | Added a new page for Shadow Contracts and added it to Special Topics link page. | See what changed here. | |
| 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 |
|---|---|---|---|
| Shadow Contracts | Updated "Background" information related to Shadow Contracts to reflect Progressive Design Builds along with some clarifications to "Adding Items" | See what changed here. | |
| Main Page | Added training registration section to main page. | See what changed here. | |
| Pay Estimates Appendix A | Updated Appendix A to better show pre-programmed approval workflows. | See what changed here. | |
| Change Orders | Updated Appendix A to better show pre-programmed workflows and edited directions for manually creating Change Order workflow. | See what changed here. | |
| Materials Acceptance | Added content for how to Copy Material Approvals when working with Sample Records. | See what changed here. | |
| Generating Materials and Acceptance Actions | Updated Generating Materials and Acceptance Actions. | See what changed here. | |
| 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 |
|---|---|---|---|---|---|---|---|
| 8 | Unattached Items | Currently, the system will incorrectly pay the entire posted quantity of an Unattached Item, up to that Payment Estimate period end date and does not account for any overrun based on related agency options settings. | 7/28/2023 | Currently running a SQL statement weekly, to proactively identify which contracts are affected, once identified Contracts will be manualy adjusted to assure proper payment. | Escalated APR-26692 to Critical status, will be a patch for APCM 4.8 | Open | |
| 9 | Materials Section within the Wiki | Please remove the phone number for the help desk as noted, below. | 2/29/2024 | Open | Materials Acceptance - AASHTOWare Wiki (state.mi.us) | ||
| 10 | Pay Estimate Exception, Item/Material being flagged as insufficient | A new known issue has been discovered within APCM and we are working with InfoTech to correct the issue.If materials are posted to the wrong source, our guidance has been to back out the posting with an opposite/negative posting if a DWR revision is not possible. This guidance is still valid, however we have discovered that in some instances the system is getting locked up and not resetting the insufficient flag, thus continuing to claim the material is insufficient even after the user has corrected the issue by posting a negative material / source posting. | 8/20/2024 | If you believe you are experiencing this known issue, please double check your materials, sources, and approval documentation to ensure that the item should be paid. An override for the exception can be used to force payment remembering that you must add a comment when overriding the exception. | Other states have also reported this issue and we are working with InfoTech to get a patch to fix this issue. | Open |
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
[email protected]
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.
