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| − | ==[[#Inspector's Daily Report (IDR)|Inspector's Daily Report (IDR)]]== | + | ==[[#Inspector's Daily Work Report (DWR)|Inspector's Daily Work Report (DWR)]]== |
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| − | The Inspector’s Daily Report (IDR) is a significant piece of documentation that is prepared by the inspector with the objective of summarizing the Contractor’s work and progress. It is necessary that the IDR be prepared correctly, legibly, and thoroughly. At a minimum, a completed IDR will include the information listed below: | + | This information is for AASHTOWare contracts, for FieldManager contracts please see [[FieldManager#Inspector.27s_Daily_Report_.28IDR.29|Inspectors Daily Report (IDR) page]]. |
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| | + | The Inspector’s Daily Work Report (DWR) is a significant piece of documentation that is prepared by the inspector with the objective of summarizing the Contractor’s work and progress. It is necessary that the DWR be prepared correctly, legibly, and thoroughly. At a minimum, a completed DWR will include the information listed below: |
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| | * Header information (Pre-Filled) | | * Header information (Pre-Filled) |
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| | * Pay item location (Be specific – Plan sheet’s, distance from center line, stationing, etc.) | | * Pay item location (Be specific – Plan sheet’s, distance from center line, stationing, etc.) |
| | * Quantity Posted with supporting documentation | | * Quantity Posted with supporting documentation |
| − | * Checkmarks placed next to verified computations | + | * Checkmarks placed next to verified computations (Only if there is a separate attachment) |
| − | * Initials placed at the bottom of each attachment
| + | * Proper association all materials to pay item along with visual inspection must be documented on DWR’s |
| − | * Properly associate all materials to pay item along with visual inspection must be documented on IDR’s | + | * Inspectors should complete and submit reports no later than the first workday after the work was performed. The sooner the information is put in writing, the more accurate it will be. Additionally, personnel submitting and approving DWR’s need to consider time frames for pay estimate processing. |
| − | * A pdf review stamp must be applied in the review field at the bottom of the IDR by the person who reviewed the IDR. The pdf stamp must include the Reviewer’s Name, Date, and Time. | + | * The actual work performed date will be used when reporting a missed pay item on a DWR. |
| − | | + | * Any pay quantities reported on a DWR must have supporting calculations. Any calculations included within, or attached directly to, a DWR in AASHTOWare do not need a check mark next to the calculations. It is assumed that approval of the DWR means that all calculations were checked by the DWR approver and were verified to be correct. |
| − | [[File:Figure 101.04-1 stamp example2.png|thumb|center|800px|Sample IDR Review Stamp]]
| + | * Calculations within any forms or other documents which are not directly attached to a DWR in AASHTOWare do need check marks next to them along with the initials of the reviewer who verified that the calculations were correct. This applies to any calculations stored separately including those in ProjectWise. |
| − | | + | * It is recommended that DWR attachments in AASHTOWare generally be limited to quantity calculation sheets and project related photos (optional). Project related photos may be stored separately in ProjectWise, if preferred by the Project Office/Engineer. |
| − | | + | * Numbered forms and other documents described in the Standard Naming Convention in the Division 1 Supplemental Information section of the MDOT Construction Manual should be filed in the appropriate subfolder in ProjectWise. |
| − | | + | * Any other document that is for internal use only should be filed in the 400 series subfolder(s) in Projectwise and should not be attached to the DWR. |
| − | OneSpan signatures are not to be used on IDRs. MDOT has received FHWA approval to use pdf stamps and not signatures. The FieldManager program coding will not be updated to remove the word “signature”.
| + | * The exact nomenclature and pay item code number shown in the proposal must be used when turning in a pay item. Any inaccuracy in nomenclature or code can be misleading, as many contracts contain pay items with similar nomenclature. |
| − | | + | * DWR’s will include applicable Subcontractor information, final pay item quantities, final pay item field measurement (these items should be clearly labeled as final field measured or FFM), associated pay item test material usage and comments, comments on maintaining traffic and maintenance of traffic devices (traffic device checks must be recorded daily). Comments on attitude and quality of Contractor’s work may also be recorded. Other details that should be recorded include complaints from the public, along with inspector responses to these complaints, unusual events, daily weather conditions and accidents. |
| − | The author of the IDR cannot review their own IDR. The person reviewing the IDR does not have to be a certified office technician.
| + | * It is always the senior technician’s responsibility to (a) review and ensure accuracy of the DWR with respect to field quantities/work/computations and turn them into the office technician, and (b) ensure that the DWR’s are entered into the system daily. The office technician will approve the DWR’s upon reviewing to ensure accuracy of the submitted DWR. |
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| − | The actual work performed date will be used when reporting a missed pay item on an IDR. | |
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| − | Following the proper procedures to document the project ensures federal funding participation. The 2019 Federal Highway Administration (FHWA) Compliance Assessment Program (CAP) review noted several findings related to field documentation on construction projects. FHWA and MDOT approved a targeted action plan to address Inspector Daily Reports, calculations, forms, reporting requirements, field documentation, etc.
| + | Questions regarding this process can be answered by contacting the Helpdesk email: [mailto:MDOT-ConstructionSoftware@michigan.gov MDOT-ConstructionSoftware@michigan.gov]. |
| − | The exact nomenclature and pay item code number shown in the proposal must be used when turning in a pay item. Any inaccuracy in nomenclature or code can be misleading, as many contracts contain pay items with similar nomenclature.
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| − | The recommended work flow method for submitting automated or manual IDR’s to the office for processing is to have each individual inspector complete the IDR and submit it to the office for processing.
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| − | Regardless of the method used, it is always the senior technician’s responsibility to collect all reports daily including attachments, review them and turn them into the office technician. Either the senior technician or the office technician checks all computations. Once the check is complete and verified to be accurate, the office technician or senior technician must stamp their name at the bottom of the IDR.
| + | [https://mdotwiki.state.mi.us/images_construction/6/6d/HMA_DWR.pdf A sample 11-Page DWR is shown in '''''Figure 101-1''''']. |
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| − | Inspectors should complete and submit reports no later than the first work day after the work was performed. The sooner information is put in writing, the more accurate it will be.
| + | [[file:HMA_DWR.pdf|link=https://mdotwiki.state.mi.us/images_construction/6/6d/HMA_DWR.pdf|thumb|center|250px|'''[https://mdotwiki.state.mi.us/images_construction/6/6d/HMA_DWR.pdf Figure 101-1 - Sample DWR]''']] |
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| − | In addition to the pay items, other details to be documented in the body of the report include Subcontractor information, final pay item quantities, final pay item field measurement (these items should be clearly labeled as final measured), associated pay item test material usage and comments, comments on maintaining traffic and maintenance of traffic devices (traffic device checks must be recorded daily). Comments on attitude and quality of Contractor’s work may also be recorded.
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| − | Other details that should be recorded include complaints from the public, along with inspector responses to these complaints, unusual events, daily weather conditions and accidents. Exceptionally good or bad work may also be cited.
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| − | Questions regarding this process can be answered by contacting the Helpdesk email [mailto:MDOT-ConstructionSoftware@michigan.gov MDOT-ConstructionSoftware@michigan.gov].
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| − | A sample IDR is shown in '''''Figure 101-1'''''.
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| − | [[File:IDR1.png|thumb|center|500px|Figure 101-1 - Sample IDR]]
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| − | [[File:IDR2.png|thumb|center|500px|Figure 101-2 - Sample IDR]]
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| − | [[File:IDR3.png|thumb|center|500px|Figure 101-3 - Sample IDR]]
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| − | ===[[#Documentation of Inspector Daily Reports|Documentation of Inspector Daily Reports]]===
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| − | The purpose of this is to remind construction staff of documentation requirements related to the retention of Inspector Daily Reports (IDRs) and any revisions made to the IDR. A 2013 Federal Highway Administration (FHWA) billing review noted deficiencies with retention of IDR documentation.
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| − | The 2013 FHWA billing review discovered that in some cases original IDRs are not being retained in the project files. Construction staff is to retain all original IDRs and any revisions to the IDR. These documents must be placed in the paper or electronic project files. This requirement applies to all federal aid projects regardless of construction oversight by MDOT, consultant, or local agency.
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| − | The requirement to maintain these documents has been previously referenced for local agency projects [http://mdotwiki.state.mi.us/construction/index.php/Local_Agency#Project_Administration_MDOT-Let_Local_Agency_Projects here], which states in part the following:
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| − | In addition, when Inspector’s Daily Reports (IDRs) are modified or changed, the original and all revisions are to be kept in the project files as a permanent part of the project records.
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| − | This information and requirement must be reinforced to all construction staff at MDOT, consultant offices and local agencies. These documents are considered source documentation and must be maintained in the project files. The documentation requirements are applicable to all federally funded projects. The 2019 Federal Highway Administration (FHWA) Compliance Assessment Program (CAP) review noted several findings related to field documentation on construction projects. FHWA and MDOT approved a [http://mdotwiki.state.mi.us/construction/index.php/FHWA_CAP_Action_Plans targeted action plan] to address Inspector Daily Reports, calculations, forms, reporting requirements, field documentation, etc.
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| − | ===[[#Revisions to Inspector Daily Reports|Revisions to Inspector Daily Reports]]===
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| − | All generated Inspector Daily Reports (IDRs) (FieldManager, FieldBook, Mobile Inspector) and associated generated revisions to those respective IDRs must be retained for audit purposes. These documents are considered source documentation and must be maintained in the project files (paper or ProjectWise) per established MDOT requirements. This requirement applies to all federal and/or state aid projects regardless of construction oversight by MDOT, consultant, or local agency.
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| − | An IDR is considered an official source document when it has the status of “Generated” in FieldManager. Generated IDRs are to be reviewed and stamped by the reviewer. The following guidance is to be followed when making a revision to an IDR that has a status of “Generated” in FieldManager. This does not pertain to IDRs that have a status of “Draft”.
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| − | In situations that require a correction be made to any IDR that has previously been generated, the correction must be made and cross referenced on a new IDR for the same date and be submitted for permanent record in the project files.
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| − | If an IDR with the status of “Generated” requires a correction, the following tasks must be completed:
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| − | :1. The original IDR is an official source document and must be retained in the project files.
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| − | :2. No changes can be made to the original IDR.
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| − | :::a. The correction(s) must be noted/highlighted on the PDF of the revised IDR.
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| − | :::b. The correction(s) must be adequately documented for audit purposes and correlated on the revised IDR.
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| − | :::c. Every revised IDR must be a separate document.
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| − | :3. The document names for original and revised IDRs must follow the current [https://mdotwiki.state.mi.us/construction/index.php?title=Standard_Naming_Convention|MDOT Standard Naming Convention for e-Construction.]
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| − | <div style="text-align: right;">[mailto:Change?body=http://mdotwiki.state.mi.us/construction/index.php/FieldManager Email this Page]</div>
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| − | ==[[#Contractor Read-Only Files|Contractor Read-Only Files]]==
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| − | Prime contractors are eligible to receive read-only copies of FieldManager files for their awarded contracts. Subcontractors are eligible to receive read-only copies of FieldManager files with approved subcontracts. This applies for all projects let through the Michigan Department of Transportation (MDOT). Managing offices use FieldManager’s read-only distribution function, which automatically sends contractor read-only copies whenever construction pay estimate reports are generated. On rare occasions contractors may also request an additional contractor read-only copy during a time frame that is outside of the normal construction pay estimate report process. These contractor read-only copies can be sent upon mutual agreement of the Engineer.
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| − | This policy encourages managing offices and contractors to take advantage of the following contractor read-only benefits:
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| − | *Improved communication between managing offices and contractors.
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| − | *Reduced time required to gather information for contractors
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| − | *Reduced volume of questions from contractors
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| − | *More accurate and timely information from contractors
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| − | *Earlier identification of errors and concerns
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| − | *More current material tracking
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| − | *More efficient discussions concerning item and material status reviews
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| − | *More efficient review of contract modifications
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| − | *Timelier responses from MDOT during the busy construction season
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| − | *Improved quality and timeliness of Inspector Daily Reports (IDRs)
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| − | *Improved contract finalization process
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| − | *Elimination of some contractor spreadsheets and hand-generated data
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| − | *Elimination of difficulties related to viewing information received due to poor quality faxes
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| − | *Improved managing office/contractor relationships
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| − | ===[[#Managing Office Information|Managing Office Information]]===
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| − | The managing office is to add the active FieldNet ID of the prime contractor and any subcontractors to the read-only distribution list in FieldManager. This will provide the read-only files to those contractors who have a valid FieldManager read-only license or a FieldManager contractor license.
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| − | The list of active contractor FieldNet ID’s is maintained in FieldManager. For detailed instructions on how to add FieldNet ID’s to the read-only distribution list in FieldManager, consult the [http://stateofmichigan.sharepoint.com/sites/mdot/Organizational/field_services/construction/Shared%20Documents/ugsup_dot_53a.pdf FieldManager User’s Guide Supplement (For MDOT Offices)].
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| − | ===[[#Contractor Information|Contractor Information]]===
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| − | Contractors must obtain a FieldManager license to receive contractor read-only copies. Licenses can be obtained by purchasing a FieldManager read-only license or a FieldManager contractor license from Info Tech, Inc. at 352-381-4400 or [mailto:info@infotechfl.com info@infotechfl.com]. See [http://www.fieldmanager.com www.fieldmanager.com]
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| − | MDOT certified Disadvantaged Business Enterprise (DBE) firms performing the types of work that utilize FieldManager may obtain their license through MDOT’s DBE FieldManager Volume Purchase Agreement. Contact MDOT’s Business Development Division at 517-241-4806 for details.
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| − | When installing FieldManager, contractors must configure the software as specified in MDOT’s [http://www.michigan.gov/documents/mdot/ugsup_cnt_53_555649_7.pdf FieldManager User’s Guide Supplement (For Michigan Contractors)].
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| − | Contractors must keep their release of FieldManager current to continue receiving contractor read-only copies. All license types include delivery of new FieldManager releases issued during the license period.
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| − | ===[[#MDOT Read-Only Files for Consultant Contracts|MDOT Read-Only Files for Consultant Contracts]]===
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| − | To respond in a timely manner to audit and Federal Highway Administration (FHWA) requests, files must be up-to-date in the MDOT FieldManager system. A manually generated FieldManager read-only file must be submitted to the managing MDOT Transportation Service Center (TSC) office by the consultant hired by MDOT prior to the start of construction operations. An updated read-only file must also be provided with the submission of each bi-weekly pay estimate. The updated read-only file can be automatically sent by using FieldManager’s read-only distribution list. This distribution is required for all MDOT consultant oversight projects
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| − | Consultant offices must use FieldManager’s read-only distribution function. MDOT may also request a read-only copy at any time during the life of the contract.
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| − | For detailed instructions on how to send manual and automatic updates using the read-only distribution list in FieldManager, consult the FieldManager User’s Guide Supplement (For Michigan Local Agencies and Consultants).
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| − | If you have any questions regarding this information, please contact the Helpdesk email [mailto:MDOT-ConstructionSoftware@michigan.gov MDOT-ConstructionSoftware@michigan.gov].
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| − | <div style="text-align: right;">[mailto:Change?body=http://mdotwiki.state.mi.us/construction/index.php/FieldManager Email this Page]</div>
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| − | ==[[#Bi-Annual FieldManager User Account Verification Process | Bi-Annual FieldManager User Account Verification Process]]==
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| − | Bi-annually, FieldManager administrators for each MDOT office must verify that FieldManager users are assigned appropriate user roles and/or access to the FieldManager system. User roles must be assigned in accordance with the Security Procedures in the latest version of the [https://stateofmichigan.sharepoint.com/sites/mdot/Organizational/field_services/construction/Shared%20Documents/FieldManager/MDOT_FieldManager_User's_Guide_Supplement_for_MDOT_Offices-Release_5.3.c.pdf?csf=1&e=IYVL7c&wdLOR=c2CE6E41F-5E95-4603-92B2-919BD048D53D&cid=ae1549e0-0411-4598-9294-13802c61222c FieldManager User’s Guide Supplement (For MDOT Offices)]. Maintenance of FieldManager user account lists is important for maintaining system security.
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| − | Every year in November and May, the Construction Technology Unit will email FieldManager administrators for each MDOT office. All offices must review their user list and ensure that users are assigned the proper security level. Any users that no longer require access to the system are to be removed. The user list must be documented and approved by the Construction Engineer. Each MDOT office is required to reply by the specified deadline and provide the signed user list. If the office does not provide the documentation by the specified deadline, the Construction Technology Unit will remove all users for that office except for the FieldManager administrator(s).
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| − | If your office’s user list is deleted by the Construction Technology Unit, the FieldManager administrator for your office will then need to re-create each appropriate user account.
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| − | ==[[#LAP Project Considerations | LAP Project Considerations]]==
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| − | A FieldManager read-only file must be submitted to the managing MDOT Transportation Service Center (TSC) office by the local agency prior to the start of construction operations. An updated read-only file must also be provided with the submission of each bi-weekly pay estimate. MDOT may also request a read-only copy at any time during the life of the contract. Updated read-only files can be automatically sent by using FieldManager’s read-only distribution list.
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