AASHTOware ProjectCivil Rights & Labor (CRL)

Presented by:Charles Groshens

Welcome and Introductions Handouts History Functionality/System Requirements/Benefits Live Demo

◦CRL (CRLMS) Payrolls ◦CRL (CRLMS) Bidder/Quoters◦CRL (CRLMS) Subcontractor Payments

Questions/Wrap-up

Agenda

Charlie Groshens David Kovala Nicole Madison Jim Mulhern Carol Segl Todd Bergland Yosef Teferi Greg Hruby Kris Anderson Ashanti Payne Info Tech

◦ Shirley Daugherty - System Specialist◦ Douglas Bell – Business Analyst◦ Ward Zerbe – Account Management

wT CRLMS Team

CRLMS Non-Agency Users Guides Getting Started

Bidder – Quoters

Subcontractor Payments

Contract Vendor Payrolls

Handouts (InfoTech Developed)

MnDOT developed based on our requirements◦ Payroll Workflow wT CRLMS for Contractor Subcontractor

Roll At MNDOT

◦ Trnsport Payroll XML guide

◦ wT CRLMS Sub Contractor Entering Payroll Manually

◦ wT CRLMS Navigation Guide for Contractor Subcontractor Role At MNDOT

◦ Payroll Spreadsheet Conversion Tool

Handouts (MnDOT Developed)

2003 MnDOT researched development of a new internal Civil Rights Program.

2004 MnDOT started working with AASHTO 2005 AASHTO formed a 12-state development team for

CRLMS using the MnDOT model. CRLMS became one of several web-Modules (Precon,

CRLMS, Construction & Materials) Mn/DOT subject experts have been actively involved 2009 Mn/DOT started Beta testing several iterations Seven additional agencies have requested evaluation

copies

History

Functionality Project Management

◦ Manage agency’s internal construction contract management program

Civil Rights Management◦ Manage all aspects of internal and external civil rights:

DBE goals, TGB/VETs goals, and OJT goals Contract Clearance and Good Faith Efforts

Labor Compliance Monitoring and Verification◦ State and Federal Payroll Requirements

Payroll Entry Processes Reviewing and Signing Payrolls Agency Review of Payrolls

Functionality Electronic Bidders/Quoters Submission

◦Contract Clearance and Good Faith Efforts◦All the Quoters by Proposal

Prompt Payment Monitoring and Verification◦Prime payment made to Subcontractors◦Subcontractors verify receipt of payments◦Subcontractors submit payments made to next tier

Subcontractors

Functionality

Manages the Federal/State Civil Rights & Labor Reporting Requirements

CRL will replace Workforce Information Tracking Initiative (WITI) for the collection of employment information

No cost to access the system or receive a Login-ID

Web based

Windows 7 or Windows XP

Internet Explorer 8 (required)

Internet Explorer 9 (recommended)

System Requirements

Apparent Low Bidder will receive access from OCR

Prime and Subcontractors assigned login names and passwords by MnDOT

Contractors will only have access to projects

authorized by MnDOT

Contractor Access

Three ways to enter payrolls

Manual Entry Spreadsheet Conversion Tool XML File Data Import

Payroll Entry

MnDOT is currently setting up an external support network for all contractors

MnDOT office managers will be trained on payroll exceptions

MnDOT will provide email and telephone support for all contractors routed to the business experts

MnDOT Support Network

Reduce administrative workload

Provides faster, easier, and accurate way to meet government reporting requirements

Confirmation of received data and verification

Benefits

Benefits Allows electronic filing of contractor payrolls and

subcontractors payments Electronic signing of Documents Prime contractor review and approval of entered

subcontractor payrolls Reduction in the need for paper forms (printing,

filing, long-term storage, and mailing)

St Croix Crossing project:◦ First MnDOT projects (Pilot) to require CRL (CRLMS)

◦ 6 Projects Design/Build (Hwy 36 Approach way) Design/Bid/Build (Foundation & Deck Contracts) State funds only (Overlook project) Federal & State funded connector projects near Hwy 36

◦ Contract specifications included in project documents

MnDOT will go live with all contracts Advertised for bid after July 1, 2013

Implementation

All Contractors working on our project will need to complete/submit a MnDOT Vendor form (next Slide)◦ http://www.dot.state.mn.us/const/labor/forms.html

This includes:◦ All trucking entities subject to the contract labor provisions◦ Suppliers that would be part of the Apparent Low Bidder’s

Bidders/Quoters list for Good Faith Efforts In order to complete the form the vendor will need

to obtain a SWIFT Id.◦ https://supplier.swift.state.mn.us/psp/fmssupap/SUPPLIER/ERP/h/?

tab=SUP_GUEST

It can take up to 4 days to get the official SWIFT Id

Vendor Forms

(02/2012) Minnesota Department of Transportation (MnDOT) Contractor/Vendor Form

Instructions If a Contractor/Vendor is new or needing to update current Company information, please complete this form to its fullest and submit it to: MnDOT Labor Compliance Unit, Mail Stop 650, 395 John Ireland Blvd., St. Paul, MN 55155-1899. If a response cannot be provided, please mark “n/a” in the space provided. Questions regarding this form can be directed to the Office of Construction and Innovative Contracting at 651-366-4209.

REQUIRED: State of Minnesota SWIFT VENDOR ID Number The State of Minnesota requires all vendors working on a MnDOT project to register and obtain a new SWIFT Vendor ID (https://supplier.swift.state.mn.us/psp/fmssupap/SUPPLIER/ERP/h/?tab=SUP_GUEST).

Contractor/Vendor Status:

New Contractor Vendor Existing Contractor/Vendor - MnDOT Vendor ID:

Contractor/Vendor Type: (Check all that apply)

Corporation LLC Sole Proprietor Joint Venture Partnership

Contractor/Vendor Identification Numbers:

Federal Tax ID Number: MN State Tax ID Number:

SWIFT VENDOR ID (instructions to acquire above):

Contractor/Vendor Demographics:

Company Full Legal Name: Doing Business As (if different):

Street Address 1: Post Office Box Number:

City: State: Zip Code: Post Office Box Zip Code:

County: Telephone Number: Fax Number:

Company E-Mail Address: Company Website Address:

State of Incorporation:

Contractor/Vendor Officers & Email Addresses: (* = Required)

Owner(s): Email Address:

Partners: Email Address:

Chief Executive Officer: Email Address:

Chief Financial Officer: Email Address:

President: Email Address:

Vice President(s): Email Address:

Treasure: Email Address:

*Payroll Manager: *Email Address:

*Payroll Manager (2): *Email Address:

Other (Name & Title): Email Address:

Form Submitted By: Phone Number: Date:

Vendor Form

Contractors &Trucking Entities

SWIFT Numbers

http://www.dot.state.mn.us/const/labor/forms.ht

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The following slide contains the dates, times, and registration information for the free training

You can also visit the LCU website for additional LCU training and Labor Compliance Information◦ http://www.dot.state.mn.us/const/labor/index.html

Contractor CRLMS (CRL)Training

Audience: Contractor’s: Payroll Administrators, IT Professionals, as well as Managers Friday, March 22, MnDOT Arden Hills, 7:30am registration, 8:00am-12:00pm training Friday, March 22, MnDOT Arden Hills, 12:30pm registration, 1:00pm-5:00pm training Friday, March 29, MnDOT Arden Hills, 7:30am registration, 8:00am-12:00pm training Friday, March 29, MnDOT Arden Hills, 12:30pm registration, 1:00pm-5:00pm training Wednesday, April 10, MnDOT Mankato, 7:30am registration, 8:00am-12:00pm training Wednesday, April 10, MnDOT Mankato, 12:30pm registration, 1:00pm-5:00pm training Thursday, April 11, MnDOT Mankato, 7:30am registration, 8:00am-12:00pm training Thursday, April 11, MnDOT Mankato, 12:30pm registration, 1:00pm-5:00pm training Monday, April 15, MnDOT Arden Hills, 7:30am registration, 8:00am-12:00pm training Class Fee: No fee to attend. Registration: Registration questions, call Carol at 651-366-4230. Registration Form:

http://www.dot.state.mn.us/const/labor/documents/crlmstrainingforcontractors.pdf

Mn/DOT Contact person(s)◦ Charles.Groshens@state.mn.us

MnDOT Labor Compliance Unit (LCU) Site:◦ http://www.dot.state.mn.us/const/labor/

MnDOT LCU Forms (Vendor Form):◦ http://www.dot.state.mn.us/const/labor/forms.html

MnDOT LCU CRLMS (Excel Payroll Spreadsheet): http://www.dot.state.mn.us/const/labor/CRLMS.html

InfoTech Cloverleaf:◦ CRL Payroll Spreadsheet Converter Tool

https://xml.cloverleaf.net/spreadsheet/

◦ Contractor Payroll System XML Resource Kit https://xml.cloverleaf.net/resourcekit/

Important Links

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Questions?