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UDOT Construction Inspection Guide CHAPTER 11: Project Development Business System

Published November 2012


Table of Contents Project Development Business System (PDBS) 11.0

Project Development Business System (PDBS) 11.1 - Introduction

Developed by UDOT to electronically document the design, bidding and construction of highway…

11.2 - Project Accounting

One of several subsystems used by RE field crews to document the contractors work. A listing of…

11.3 – Ledger and Item Maintenance

Construction projects vary in dollar value and complexity, ranging from a $50,000 chip seal to…

11.4 – Pay Item Measurement and Payment

All pay items have a Quantity, Unit Price, and Unit of Measure. Inspectors will measure or record the …

11.5 – Time Entry/Progress Report

Contractors are either given a specific amount of time to complete the project or bid on the number…

11.6 – Engineers/Inspectors Daily Report

Currently there are 2 versions of the report. One created from an electronic field book and one…

11.7 Pay Estimate

Prime contractors are generally paid by UDOT one a month. A pay estimate closing date is determined…

Appendix J

J1 – Accessing PDBS J2 – Accessing Electronic Fieldbook Application J3 – Login to Electronic Fieldbook J4 – Electronic Fieldbook Project Assignment J5 - Electronic Fieldbook Data Entry Examples J6 – Inspectors Daily Report Examples J7 – Pay Estimate Reports


CHAPTER 11: PROJECT DEVELOPMENT BUSINESS SYSTEM

11.1 INTRODUCTION

Chapter 11

PDBS is a project management system developed by UDOT to electronically document the design, bidding and construction of highway projects. For the purposes of this manual, information and instruction is limited to the Project Accounting subsystem and Fieldbook applications used for construction inspection activities and documentation. A PDBS Frequently Asked Questions database is available on-line to help answer questions about using PDBS and includes active demos. The Inspector is directly responsible to the Resident Engineer and performs duties including inspection, sampling and testing of materials, documenting and making necessary records or reports of the Contractors work and progress. The primary PDBS subsystem used by Inspectors to document this work is ‘Project Accounting.’ Currently, data can be entered directly into the Project Accounting subsystem or via an electronic Fieldbook/PDA (personal data assistant) such as an ‘IPAQ’. A more complete view of input screens from the IPAQ as well as login and assigning projects can be found in Appendix J.

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11.2 PROJECT ACCOUNTING Project Accounting is one of several subsystems. It is used by RE field crews and CEM teams to document the Contractors work. A listing of the various Project Accounting input and report screens is shown below, and can be categorized into 4 main sections.

• Ledger and Item Maintenance  Pay items, item comments, placement comments, stationing • Time Entry/Progress Reports  Daily time charges, weather, milestone events • Engineer’s/Inspector’s Daily Report – Const. Form C-111  Contractor and subcontract labor, equipment, visitors, daily events, diary comments, placement and item comments • Pay Estimates  Contractor payments, retention, reports

11.3 LEDGER AND ITEM MAINTENANCE Construction projects vary in dollar value and complexity and can range from a simple $50,000 chip seal with only 10 pay items to a $2 billion major reconstruction with possibly a 1,000 different pay items. In the PDBS, these pay items are grouped into ‘Details.’

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CHAPTER 11: PROJECT DEVELOPMENT BUSINESS SYSTEM


CHAPTER 11

Sync with PDBS to move data back and forth.

An example of the entry screens in PDBS Project Accounting is shown above. Note the listing of Details for this particular project in the top left corner. Under each Detail is a listing of associated Pay Items. The information on the right half of the screen shows the estimated quantity, unit of measure, item pricing, and the daily placement entries made by an Inspector, for the selected item. Inspectors in remote locations can use an oine application, Electronic Fieldbook (IPAQ) to enter daily placement records. The records are then synchronized with the PDBS database once the Inspector returns to the oďŹƒce. Below is an example, from the IPAQ, of the item placement list screen (left) for the same item (#7) as shown above, and the item placement entry screen (right).

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11.4 PAY ITEM MEASUREMENT AND PAYMENT All pay items have a Quantity, Unit Price and Unit of Measurement. Inspectors will measure or record the daily quantity placed for each pay item based on the items Unit of Measurement.

A) TYPICAL UNITS

OF

MEASURE

Cubic Yard

Foot

Foot Day

Gallon

Inch-Foot

Inch

Pound

Mile

Square Foot

Square Foot Day

Square Yd.

Yard

Lump

B) PAY ITEM PLACEMENT ENTRY

IN

PDDS PROJECT ACCOUNTING Standard Specifications 01282; Payment defines how payments are made. Basically, it states the Contractor is paid monthly for work performed and materials placed on a project. ‘PLACED’ is the ‘Type’ used to account for all completed work and materials placed on the project on a given date. A Description of the location or other specific information is entered in the ‘Description’ field. Based on the Items Unit of Measure, the quantity of material placed or percent of work complete is entered.

When adding a placement record, it is important to also add a Placement Comment. Document the Contractors activities. Note any problems or delays the contractor may have had with the placement. Make sure to only state the facts as you see it.

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CHAPTER 11: PROJECT DEVELOPMENT BUSINESS SYSTEM


CHAPTER 11 When a calculation is required to figure the quantity for payment, the calculation, or formula, must be entered in the Placement Comment section and ‘Verified By’ another technician before payment is authorized.

Example UTBC may have a Unit of Measure (UOM) of Cubic Yard. However, the Contractor will haul the material from a gravel pit, weigh each truck, and provide the Inspector with weigh tickets for payment. The weigh tickets are in Tons and a conversion is needed to determine the number of cubic yards to pay. Tons X 2000 / Unit Weight / 27 100T X 2000 = 200,000 / 145 = 1379.3 / 27 = 51.08 Cubic Yards

C) PAY ITEM PLACEMENT ENTRY

IN

ELECTRONIC FIELDBOOK (IPAQ)

The Placement window in the IPAQ displays one date at a time. Other dates can be viewed by using the drop down. The shaded areas allow User entry or selection.

Ticket/Desc: Specific info to define placement Placed Qty: Amount of material placed of work performed. Add: Add new placement for selected item. Previous: Navigate to Previous Item (# 6). Next: Navigate to Next Item (# 8) The Check box indicates a placement comment has been entered.

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D) OTHER ‘TYPE’ OF PAYMENTS (NOT IN FIELDBOOK)

USED IN

PDBS PROJECT ACCOUNTING

STKPLE: Payment for purchased materials that have not been ‘PLACED’. Per Standard Specification 01282; 1.13. (Cannot pay more than 75% of total item value until Stockpile payments are reversed to 0.00.)

COMPLT: Used to show the item or work is complete. CHGORD: Added by the system when a Change Order has modified the item.

ELIMNT: Due to possible changes to the project scope, some items of work may no longer be needed and can therefore be eliminated. This stops any other entries or payments from being made for that item of work.

PRADJ: Use this type only when sub standard material is allowed to remain in place, Enter amount of adjustment from UDOT Form C-106.

PMT-HOLD: (Reference: Acceptance and Documentation Guide) Before the Contractor is paid for work performed on the job site, he is required to submit invoices, certificates of compliance, test results, payroll records etc. The Contractor may ‘place’ the material before getting all of his submittals together. Inspectors use PMT_HOLD to document the placement(s) was made but all the requirements for payment have not been met.

PMT-REL: Once the Contractor has met all the requirements for payment of the placed quantity previously put on PMT-HOLD, a PMT-REL is entered to release payment.

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11.5 TIME ENTRY/PROGRESS REPORT (00555; FAILURE TO COMPLETE ON TIME) Contractors are either given a specific amount of time to complete all the work on a project or as part of the bidding process, will enter the number of days they think it will take to complete. The PDBS system and Inspector will keep track the number of days the Contractor uses. Standard Specification 00555 defines liquidated damages for failure to complete on time. There are 3 different types of ‘Project Time’. • Calendar Day: Contractor is charged for every day shown on the calendar beginning and ending at midnight. The PDBS will automatically add 1 day for every day, beginning 10 days after Notice to Proceed until the Daily Event = Substantial Completion is entered. • Working Day: Contractor is charged for any calendar day except weekends and project specified holidays. The PDBS will automatically add 1 day for every weekday (5) until the Daily Event = Substantial Completion is entered.  Working Day projects allow the Resident Engineer to adjust charge time for bad weather days or other circumstances that are beyond the Contractors control. Daily time charges can be modified per Std. Definition 00570. • Completion Date: The date when the contract work is specified to be Substantially Complete. The PDBS will automatically add 1 day for every calendar day, beginning 10 days after Notice to Proceed until the Daily Event = Substantial Completion is entered or the Completion Date is reached. If the Completion Date is reached before Substantial Completion is entered, manual entry is required. Regardless of the type, if the number of allowable days is exceeded, a Change Order, extending the Project Time, is required. Time Reporting not only accounts for time charges but also allows the user to enter daily weather and temperature information. Daily Events that effect time charges are entered here as well.

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Above and to the left are screenshots from the IPAQ. The Progress Report Summary window shows the time charges for each report period. View other report periods using the ‘Prev’ and ‘Next’ keys. Inspectors use the Time entry screen (right) to enter daily weather, and temperature information, as well as applicable time charges on ‘Working Day’ projects. Notice all entry here is done by selecting from dropdown lists. Use the SAVE key to save your work, or CANCEL to clear the data.

11.6 ENGINEER/INSPECTOR’S DAILY REPORT (C-111) Currently, there are two versions of the Inspector’s Daily Report. One created by entries made by the Inspector into the electronic Fieldbook and PDBS Project Accounting system, and one created using the UDOT Construction Forms C-111. These forms are found on the UDOT website at: http://www.udot.utah.gov/main/f?p=100:pg:0:::1:T,V:322. Page | 8

CHAPTER 11: PROJECT DEVELOPMENT BUSINESS SYSTEM


CHAPTER 11 PDBS creates an Inspectors Daily Report (IDR) for every day beginning with the Notice to Proceed through Contract Completion. The IDR is a summary of entries made by Inspectors and office personnel during the construction period. This information includes: • Daily item placements, item comments, placement comments, stationing comment • Daily manpower used: contractor, subcontractors, utilities  Number of supervisors, skilled/unskilled laborers, and hours worked per day or shift. • Daily equipment used: contractor, subcontractors, utilities  Number and type of equipment on site (operated or standby) • Daily time charges, weather, temperature • Daily visitors • Diary comments See Appendix J, Section 5 for examples.

A) VIEWING/PRINTING THE INSPECTOR’S DAILY REPORT (FORMALLYENGINEERS DAILY REPORT) Access this report through Project Accounting/ Fieldbook Reports. Enter the report date and select ‘Retrieve’ to view and print individual reports. Select ‘Print Project’ to print the entire report. This file can be quite large so the system creates an Adobe PDF file for your review before printing.

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CHAPTER 11: PROJECT DEVELOPMENT BUSINESS SYSTEM


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11.7 PAY ESTIMATES Prime Contractors are generally paid by UDOT once a month. A pay estimate closing date (any Saturday) is determined at the Pre-Construction meeting. Partial pay estimates are then created for each pay period.

These screenshots show the report window for Estimate #1 in PDBS and electronic Fieldbook. The Inspector uses this window as a quick reference to see approved pay estimates and the date when the pay estimates was sent to the Comptroller. The Contractor should receive payment within 5 business days of this date. Use the ‘Prev’ and ‘Next’ buttons to view other partial pay estimates. PDBS creates 5 additional pay estimate reports designed to help with the review and approval process. • • • • •

Summary by Project Detail Signature Page All Items (Submittal Form) Placed Items (Short Form) All Ledger Entries (Long Form)

See Appendix J, Section 7 for examples.

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Construction Inspection Guide Chapter 11: PDBS

Appendix J


APPENDIX J

1.

Appendix J

ACCESSING PROJECT O C DEVELOPMENT O BUSINESS S SS S SYSTEM S (PDBS) Access to the PDBS and Fieldbook applications require a userID and password. The same ID/ password can be used for both. UDOT Inspectors request access through their Region IT group. Consultants and Contractors request access through UDOT Central Construction by completing an on-line form. The access request forms and other PDBS information, as noted below, can be found at: http://www.udot.utah.gov/main/f?p=100:pg:0:::1:T,V:899.

ADDITIONAL INFORMATION • • • •

PDBS Q&A PDBS Help Files and Information PDBS User ID Request CITRIX REQUEST FOR CERTIFIED PAYROLL

HELPFUL LINKS • Citrix Login • Citrix Installation Instructions

DOWNLOADS • Citrix Client • Uniprint Client When using a laptop in the field, a live connection to the Internet is required. This connection also requires an additional login to UDOT’s Citrix Server. The Citrix and Uniprint client applications can also be downloaded to the laptop via UDOT’s website: http://www.udot.utah. gov/citrix/pdbs/pdbs.htm • This is the same page used to Login to PDBS

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ACCESSING ELECTRONIC FIELDBOOK APPLICATION The Electronic Fieldbook was developed for a Microsoft Windows Mobile operating system and can be loaded on any mobile device that uses this operating system. UDOT recommends and supports a handheld PDA (Personal Data Assistant) commonly referred to as an IPAQ. The Fieldbook application and instructions for installation and use can be found on UDOT’s website at: http://www.udot.utah.gov/main/f?p=100:pg:0:::1:T,V:448. The advantage to using a PDA is it doesn’t require a live connection to the Internet. However, the device must be synchronized with PDBS in order to transfer the stored information as discussed in Chapter 12 of this manual.

3.

LOGIN TO ELECTRONIC FIELDBOOK APPLICATION From the PDA (IPAQ) main screen, select UDOT Field Book. Multiple people can use an IPAQ, but they must be assigned to it first. The User ID will show the person last assigned to the IPAQ. If the information is incorrect, the User ID can be changed. Enter your password and select either OK or Sync. • OK = access to the Fieldbook application • Sync = Synchronize IPAQ with PDBS database  IPAQ must be connected to a network computer that has ActiveSync software and the Fieldbook connection utility (VPN) installed. Download the application from UDOT’s website: http://www.udot. utah.gov/main/f?p=100:pg:0:::1:T,V:448. – Select and use the ‘Setup VPN’ based on your PC’s operating system

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APPENDIX J


APPENDIX J

4.

ELECTRONIC FIELDBOOK PROJECT ASSIGNMENT Projects must be assigned to the Inspector(s) and then downloaded to the IPAQ.

Projects assigned to the RE are listed in the top box. Use the ‘Add’ button to assign projects. Once synchronized, the assigned project will appear in the bottom box. Tap the desired project in the ‘Assigned Project’ list and tap ‘OK’ to open. Use the ‘Remove’ button when access to the project is no longer needed. This will speed up the sync process… not as much data to transfer.

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ELECTRONIC FIELDBOOK DATA ENTRY EXAMPLES Data is entered daily even when there is no work being performed. Inspectors must enter weather, daily temperatures, equipment on standby, time charges, traffic control issues, etc. Pay Estimates are closed on a Saturday. Synchronize the IPAQ as often as possible but at least once a week. You must synchronize before and after the Closing Saturday to keep PDBS and your IPAQ up to date. From the Menu list, tap the selected item to open the entry screen.

Daily Visitors Entry Screen (Left) • Select Date, Enter Visitors, Tap OK and Save. • Use Prev/Next to navigate day-to-day. • Use Date dropdown to select a date.

Project Details (Right) • Use Prev/Next to move between Details • Tap Items to go to Items under selected Detail

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APPENDIX J

Diary Comments Entry

Equipment Used Entry

Item Selection

Item Summary (Information Only)

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Item Placement

Item Comments

Labor Entry J-6

APPENDIX J

Paid Estimates (Information Only)


APPENDIX J

Status of Work (Information Only)

Time Charges

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INSPECTORS DAILY REPORT EXAMPLES Information entered into the screens listed above or directly into PDBS Project Accounting is combined to create the Inspectors Daily Report. Examples of the various sections of the report are shown below.

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APPENDIX J

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APPENDIX J

7.

PAY ESTIMATE REPORTS Summary by Project Detail: Displays the Detailed Summary Report. This report is summarized by ‘Detail’ (listed down the left side) with columns; Total Amount to Date by Detail and the Amount to Pay on this Estimate by Detail.

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Signature Sheet: Based upon the escrow percentage selected, the Signature Page radio button will display the 5% Signature Page, 1.5% Signature Page, or the Final Signature Page. The example below shows a 5% Signature page.

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APPENDIX J

All Items Report Form (Submittal Form): This is the default report that is displayed. It will display the Engineers Monthly Pay Estimate report based on entries made in the Ledger window. Quantities to be paid this estimate are listed as well as Total to date calculations and adjustments.

Placed Items (Short Form): This option will display the total quantity placed per item to be paid on this Partial Pay Estimate.

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Placed Items (Long Form): This report will display the Entry by Entry Report Form (Long Form) for items paid during this pay estimate period.

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APPENDIX J


Construction Inspection Guide Chapter Links

1-Preface & Introduction

2-Traffic Control

3-Demolition and Earthwork

4-Drainage

5-Pavement & Materials

6-Structures

7-Traffic Signals, Lighting, ATMS

8-Striping, Signing, Safety Features

9-Landscaping, Fencing, Incidental Const.

10-Utilities

11-PDBS

12-Crash Cushion & Barrier End Treatments


Construction Inspection Guide

udot.utah.gov/go/construction

UDOT Construction Inspection Guide - Chap 11  

UDOT Construction Inspection Guide Chapter 11: PDBS & Appendix J

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