AASHTOWARE PROJECT

SITEMANAGER

RESIDENT ENGINEER

USER GUIDE

Engineering Applications Support Unit

Email: cdot_aashtoware_support@state.co.us

Phone: 303-757-9980

December 2016

1

Table of Contents

1. Estimates ................................................................................................................................................................... 2

1.1 Approving Estimates ......................................................................................................................................... 2

1.2. Rejecting Estimates ........................................................................................................................................... 3

2. Change Orders .................................................................................................................................................. 4

2.1. Approving Change Orders ................................................................................................................................ 4

2.2. Approving Consultant Change Orders ............................................................................................................. 5

3. Generating Reports ........................................................................................................................................... 6

3.1. SiteManager Reports ......................................................................................................................................... 6

3.1.1 Change Order Reason Code Breakdown .......................................................................................................... 6

3.2. SiteManager Accessories Reports ..................................................................................................................... 7

3.2.1. Over and Unders Report ................................................................................................................................... 7

3.2.2. Weekly Time Count Report .............................................................................................................................. 8

3.2.3. Estimate Summary ............................................................................................................................................ 9

3.2.4. Payment Voucher .............................................................................................................................................10

3.2.5. CDOT Form 90 .................................................................................................................................................11

4. Reading an Estimate .........................................................................................................................................12

4.1. Header Page ......................................................................................................................................................12

4.2. Item Payments ..................................................................................................................................................13

4.3. Comparing Bid Quantity to Installed Quantity ...............................................................................................14

5. Overs and Unders Report ................................................................................................................................15

5.1. Reading the Over and Unders Report .............................................................................................................15

5.2. Project Financial Statement .............................................................................................................................16

6. Accessing CAR .................................................................................................................................................17

7. Accessing Reports .............................................................................................................................................18

7.1. Opening Reports in CAR .................................................................................................................................18

8. Accessing the CAR Report 250 ........................................................................................................................19

8.1. Opening the QA Sampling Checklist ...............................................................................................................19

9. Exporting Reports ............................................................................................................................................19

9.1. How to export a Report as PDF .......................................................................................................................19

10. Summary of CAR Reports ...............................................................................................................................20

11. Detail for Columns in Checklist Reports: ........................................................................................................22

12. Reviewing Final Documentation for SiteManager Materials ..........................................................................23

13. Bid Item List Functions ....................................................................................................................................25

2

1. Estimates

1.1 Approving Estimates

From the Main Panel:

1. Select Contractor Payments.

2. From the Contractor Payments screen, select Estimate.

3. In the Estimate screen, select Estimate Approval.

o From the Estimate Approval Screen, select your

Contract ID.

4. To approve the estimate, select the check box next to

Resident Engineer in the Estimate Approval screen.

5. Select Save.

Estimate Approval

The Estimate Approval panel

enables authorized users to

approve estimates. The

approval process provides an

audit trail and prepares the

estimate for the creation of

the extract file that can be

used by CDOT’s financial

system (SAP).

The approval process is

supported by a chain of

approval levels established

by CDOT. Each approval

level corresponds to a user

group within SiteManager.

At CDOT, there are three

estimate approval levels:

Project Engineer

Resident Engineer

Accounting – Project &

Grants

The Project Engineer begins

the approval process.

Therefore, no subsequent

level can approve an estimate

until the previous level has

approved the estimate.

Remember, if there are any

Claims and Liens on a

project (109.6.3

Subcontractor/Supplier Liens

Final Estimate), the Region

will not submit the final

estimate to the Center for

Accounting until all liens

have been resolved.

3

1.2. Rejecting Estimates

From the Main Panel:

1. Select Contractor Payments.

2. From the Contractor Payments screen, select Estimate.

3. From the Estimate screen, select Estimate Rejection.

o From the Estimate Rejection screen, select your

Contract ID.

4. Enter a rejection reason in the bottom window.

5. Select Save.

Estimate Rejection

Estimates should only be

approved after a careful

review of all information.

If errors are found,

simply reject the estimate

and make the necessary

corrections.

Once the Resident

Engineer has approved

the Estimate, it moves to

Accounting for approval.

Once accounting has

approved the estimate, it

is final and cannot be

rejected.

4

2. Change Orders

2.1. Approving Change Orders

From the Main Panel:

1. Select Change Orders.

2. From the Change Orders screen, select Change Orders

Maintenance.

3. From the Change Orders screen, select Change Order

Review and Approve.

4. On the Change Order Header screen, select your Contract

ID and select OK.

5. Select the check box next to Approved.

6. Select Save.

Change Order

Any changes to a contract

must be made in

SiteManager through the

Change Order process. The

change order process allows

legal changes to be made to a

contract by creating,

approving, and tracking

changes.

Approving Change

Orders

All change orders on a

contract must either be

Approved or Denied in order

for the Physical Work

Complete Date to be entered

as part of the contract

completion process. Change

Orders may not be in draft or

pending status to achieve the

contract completion process.

5

2.2. Approving Consultant Change Orders

From the Main Panel:

Select Change Orders

From the Change Orders screen, select Change Orders

Maintenance.

From the Change Orders screen, select Change Order

Review and Approve.

On the Change Order Header screen, select your Contract

ID.

Select Change Order.

Click the check box next to Approved.

Select Save.

Select the Open Option at the top of the window.

o You will see that there will be another Change Order with

the same number.

Select the duplicate Change order.

Select the check box next to the RE approval option.

Select Save.

NOTE: Not all consultant change orders will need to be approved

by the Resident Engineer. The Resident Engineer can assign a PE

delegate from their residency to approve consultant change orders.

Approving Consultant Change

Orders

Consultants must still go

through the hierarchical

approval process.

The Groups for Approval

window appears as a result of saving the Change Order in

pending status. The

Consultant Project Engineer (CPE) then selects at least

one approver from each

approval level. This is typically the CDOT PE and

RE or the RE twice. If the

RE twice, note the

requirement for the RE to approve the workflow twice.

101.103.6.1 of the construction manual says:

“The responsibilities of the

consultant fulfilling the role of the Project Engineer will

be similar to that of the

CDOT Project Engineer, however, the Consultant

Project Engineer and the

Consultant Professional

Engineer are not authorized to sign or approve Contract

Modification Orders

(CMO’s) and time extensions. The Consultant

Project Engineer and the

Consultant Professional

Engineer shall coordinate as a team to keep the RE

informed of project progress

as directed and manage the project work. All field

revisions and design changes

must be approved by the RE prior to implementation.”

6

3. Generating Reports

3.1. SiteManager Reports

3.1.1 Change Order Reason Code Breakdown

From the Main Panel:

o Select Change Orders.

o From the Change Orders screen, select Reports.

o From the Change Orders screen, select Change

Order Reason Code Breakdown.

o Select the By Contract radio button.

o Enter your Contract ID (CXXXXX) or right click

and search.

o Once you have selected your Contract ID, select OK.

Generating Reports

The SiteManager Change

Order Reports panel

generates commonly used

trends in contract changes.

The following report topics

are available on this panel:

Change Order Report

Change Order/Reason

Code Breakdown

Unapproved Change

Order Aging Report

Time Extension Granted

Report

View Saved Reports

(PSR)

7

3.2. SiteManager Accessories Reports

3.2.1. Over and Unders Report

From the SiteManager Accessories Main Panel:

1. Select Contract Administration.

2. From Contract Administration screen, select the Over

and Unders Report.

3. Select your Contract ID.

4. Select OK.

SiteManager

Accessories Reports

Overs and Unders

Report

The Overs and Unders report

is a summary of all line items

in the project contract. It

corresponds to the estimate

line numbers. However, it is

different from the Proposal

Schedule of Items because it

breaks out items into

respective categories and

includes items added by a

Change Order

1

2

3

4

8

3.2.2. Weekly Time Count Report

From the SiteManager Accessories Main Panel:

1. Select Daily Work Reports.

2. From the Daily Work Reports screen, select

Weekly Time Counts.

3. From the Weekly Time Counts screen, select the

Contract ID.

4. Once the Contract ID is selected, select OK.

5. Select the week you want to generate the report for.

SiteManager

Accessories Reports

Weekly Time Count

The Weekly Time Count

report shows the Time Count

for the contract as well as

Time Count Daily and Time

Count Weekly remarks.

All Time Count Daily

remarks for the week and

Time Count Weekly remarks

from the first 3 days of the

week will be included in the

report.

1

2

3

4

9

3.2.3. Estimate Summary

From the SiteManager Accessories Main Panel:

1. Select Contractor Payments.

2. From the Contractor Payments screen, select

Estimate Summary.

3. From the Estimate Summary screen, select the

Contract ID.

4. Once the Contract ID is selected, select the

appropriate Estimate Number.

5. Once the Estimate Number is selected, select OK.

SiteManager

Accessories Reports

Estimate Summary

The Estimate Summary

Report enables you to view

the detailed Estimate

Summary for an Estimate.

The report shows the

calculated totals for the

Estimate and the activity for

each line item on the

contract.

2

1

3

4

5

10

3.2.4. Payment Voucher

From the SiteManager Accessories Main Panel:

1. Select Contractor Payments.

2. From the Contractor Payments screen, select

Payment Voucher.

3. From the Payment Voucher screen, select the

Contract ID.

4. Once the Contract ID is selected, select the

appropriate Estimate.

5. Once the Estimate is selected, select OK.

SiteManager

Accessories Reports

Payment Voucher

The Payment Voucher

Report is a required report

that – upon signing by the

Resident Engineer – certifies

that the construction and

contract administration on

the respective project was

conducted in conformity with

the plans, specifications, and

state and federal

requirements.

With the RE’s signature, this

document also provides

approval for an interim

payment to the contractor.

2

1

3

4

5

11

3.2.5. CDOT Form 90

From the SiteManager Accessories Main Panel:

1. Select Change Orders.

2. From the Change Orders screen, select Form 90.

3. From the Form 90 Report Search screen, select the

appropriate Contract ID.

4. Once the Contract ID is selected, select the

appropriate Change Order.

5. Once the Change Order is selected, select OK.

SiteManager

Accessories Reports

CDOT Form 90

CDOT Form 90 enables you

to view the Change Order

data in the CDOT format. It

can be viewed at any point in

the Change Order lifecycle.

The form shows the Change

Order header information, all

items, time adjustments,

explanations, and any other

details included on the

Change Order.

1

2

3

4

5

12

4. Reading an Estimate

4.1. Header Page The Header Page of the Estimate will provide you with valuable

information pertaining to your project.

1. Time Charged, Time Allowed and Percent Time

Time Charged will show you how much time has been

charged to your project.

Time Allowed shows the total time allowed on your

project.

Percent Time shows the percentage of the time compared

to the time allowed on your project.

2. Current Project Amount, Award Project Amount and Percent

Complete

Current Project Amount shows how much has been spent

on the project to date.

Award Project Amount shows the Award amount for this

project.

Percent Complete shows the percentage completed

compared to the Award Amount for your Project.

3. Critical Dates

Letting Date

Award Date

Contract Execution Date

Contract Proceed Date

Accepted Date

SiteManager

Accessories Reports

Pay Estimate

SiteManager

Accessories Reports

Estimates

By understanding the fields

in an estimate the Resident

Engineer will have a better

understanding of the progress

of their projects.

Reminder

The Award Project Amount

on the estimate header page

is based on bid items only

and does not include the plan

F/A items or items added by

change order.

For a more accurate

depiction of your projects

financials ,please refer to

your Over and Unders report

and your form 65.

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4.2. Item Payments The Pay Estimate has seven columns. Each column has

specific information for the pay items.

1. Estimate Line Number

2. Item Code Number

3. Item Description

4. Item Bid Information

Bid Quantity

Bid Unit of Measure

Bid Unit Price

5. Previous and current quantities

Quantity paid on previous estimate

What the total quantity was paid on this estimate

The total quantity to date

6. Total amount for the current estimate

7. Total amount for to date (combining all estimates)

/

SiteManager

Accessories Reports

Estimates

By understanding the fields

in an estimate the Resident

Engineer will have a better

understanding of the progress

of their projects.

SiteManager

Accessories Reports

Estimates

By understanding the fields

in an estimate the Resident

Engineer will have a better

understanding of the progress

of their projects.

14

4.3. Comparing Bid Quantity to Installed Quantity

To compare what has been completed on a bid item compared to

the overall total for that bid item just compare at the Current

Quantity (1) and the Quantity to Date (2) fields. This will help

you be more aware of the progress of your item and will help

identify any concerns that may arise.

SiteManager

Accessories Reports

Comparing Bid

Quantity to

Installed Quantity

How to look through the

estimate on what's completed

on a bid item compared to

the overall total for that bid

item and weighing that

against what project

timeline/progress and being

able to identify areas of

concern is an important

function for the RE.

15

5. Overs and Unders Report

5.1. Reading the Over and Unders Report The Overrun or Underrun is calculated by subtracting the Bid

Quantity + Approved CO Quantity (column I) from the Projected

Quantity (column J) and multiplying by Unit Price (column F). [J

– I] * F

When the Projected Quantity is greater than the Bid Quantity +

Approved CO Quantity the result is an overrun and the result in

the Overrun or Underrun column is positive. If the Bid Quantity

+ Approved CO Quantity and the Projected Quantity are equal

the Overrun or Underrun will be $0.00. When the Projected

Quantity is less than the Bid Quantity + Approved CO Quantity

the result is an underrun and the result in the Overrun or

Underrun column is negative.

The Overrun or Underrun total is the difference between the

Contract Amount and changes including overruns and underruns.

The Projected Total is calculated by

multiplying the Projected Quantity

(column J) by the Unit Price

(column F). [J * F].

At the end of the report there are two totals. The first is Total for

Project the second is Totals for Contract. These are the totals of

the Overrun or Underrun and Projected Total columns. The

Totals for Project and Totals for Contract are always the same.

SiteManager

Accessories Reports

Estimates

The Overs and Unders

Reports reflects all system

and manual adjustments

made in the Projected

Quantities Report.

Project Engineers should

manage the Projected

Quantity for the MCR budget

as a draw down item and

enter the remaining balance

of item 700-70010 each

month prior to running their

Pay Estimate.

16

5.2. Project Financial Statement The Overs and Unders report applies to the Form 65 Post-Award

status. At the end of the Overs and Unders report there are two

totals, Totals for Project and Totals for Contract. These numbers

should always be the same. These are summations of the Overrun

or Underrun and Projected Total columns and these numbers are

used in the Form 65.

The Overrun or Underrun number is shown in the ‘Overs

(Unders) – Inc Bid Items, CMOs and Plan F/A row (just above

row 6 under the PROJ’D to COMPL column. It does include

line items added in Change Orders with CO type “Modifications

with No CMO/MCR Required.” Because of this, in this example

the Overrun or Underrun total ($1,220,368.84) is greater than the

Overs (Unders) –Inc Bid Items, CMOs and Plan F/A number

($1,204,932.84) by $15,436.00. $15,436.00 is the summation of

the product of the Unit Price and Bid Quantity + Approved CO

Quantity for each item entered as part of a Modification with No

CMO/MCR Required” Change Order.

The Projected Total number is shown in the [7] Project

Commitment Amount [4+5+6] row under the PROJ’D to

COMPL column.

SiteManager

Accessories Reports

Project Financial

Statement

The Projected Total flows to Line 7 in the Current column

on Form 65.

The Line 7 amount is compared to the Current

Project Commitment Amount

to determine whether there is enough money in the

Contractor P O to cover the

anticipated costs.

If the projected amount is greater than the current

amount, funds need to be

added to the PO using a Funding Letter or the

Projected Quantities need to

be adjusted to decrease the projected total.

17

6. Accessing CAR

Log into the SAP Portal.

Type in your Username and Password.

Click the Log on button.

Accessing Reports

How to Find CAR

Reports within the CDOT SAP Portal.

18

7. Accessing Reports

7.1. Opening Reports in CAR

At the top menu bar select Reports.

Select CAR (CDOT’s Application for Reporting) box.

Click the Documents tab.

Towards the bottom of the Navigation Pane, click Folders.

In the Navigation Pane, click Public Folders.

Click the folder CDOT Reports.

Click the folder Trns*port.

View the list of available reports.

Accessing Reports Through CAR

All SiteManager Materials

reports are accessed through

the CDOT SAP Portal and

located on the CAR (CDOT’s Application for

Reporting) site.

Important Facts about CAR

and SiteManager Materials:

None of the reports can

be accessed through SiteManager.

The reports are not

forms. You cannot enter

information directly on the reports.

The reports pull data

from SiteManager. If the

data is not in SiteManager the data

will not be on the reports.

If you print or save CAR reports, you are encouraged

to get new copies regularly to

ensure you are working with current information. CAR

will automatically update

reports with the most recent data entered in SiteManager.

Note: Before you can use or

access CAR reports, you

must submit the Colorado

Department of

Transportation Access Request Form.

19

8. Accessing the CAR Report 250

8.1. Opening the QA Sampling Checklist

Double-click the row for the Checklist – Quality Assurance

Sampling Checklist (Form 250) Report.

In the Navigation Pane, click the desired Contract ID.

Click the link for the desired Contract ID.

9. Exporting Reports

9.1. How to export a Report as PDF

On the toolbar, click the Export button.

Confirm in the File Format drop-down list that PDF is

selected.

Confirm the Page Range is All Pages. If needed, you can

select specific pages.

Click the Export button.

Click the Open button in the pop up box.

From the open PDF you can Save, Print or View.

Opening and

Exporting the QA

Checklist and other

CAR Reports

When you open CAR reports,

they are “Live.” Make sure

that you regularly obtain new

copies to ensure you are

working with current

information. CAR will

automatically update reports

with the most recent data

entered in SiteManager.

20

10. Summary of CAR Reports

A. APL – Pre-Approved Concrete Mix Designs - The Concrete Mix

Design Report lists all active, standard mix designs. It is available both

from CAR and the Approved Products List on the CDOT website at

http://www.coloradodot.info/business/apl.

B. Asphalt Job Mix Formula (Form 43) Draft - This draft report is

used by region staff to review a mix design before approval. It is NOT

approved and NOT associated to a contract. It is not accessible to

project staff.

C. Asphalt Job Mix Formula (Form 43) Report - This report shows an

asphalt mix design that is associated to a project.

D. Checklist – Certification Checklist Report - This report lists the

materials that require COCs or CTRs for QA final documentation

requirements. Print this report in color. In CAR the materials requiring

QA are split between two reports; the Certification Checklist for

materials requiring COCs and CTRs, and the Report 250 for materials

requiring testing. (Old Form 250 = CAR Cert Checklist + CAR Report

250.)

E. Checklist – Owner Acceptance Sampling Checklist (Form 250)

Report - This report lists all the materials requiring QA testing and

which tests are required. Print this report in color. This report will only

list materials requiring hands-on testing, and not materials with COC

or CTR requirements. In CAR the materials requiring QA are split

between two reports; the Certification Checklist for materials requiring

COCs and CTRs, and the Report 250 for materials requiring testing.

(Old Form 250 = CAR Cert Checklist + CAR Report 250.)

F. Checklist – Final Material Documentation and Checklist (Form

473) Report - This report has much of the same data as the traditional

Form 473, adapted for SiteManager. It is a final materials document

certifying that the materials were in conformity with the approved

plans and specifications.

G. CODE – Material Information Code Report - This report lists every

CDOT material code that is in SiteManager Materials and LIMS.

H. CODE – Material Testing for Default Bid Items Report - Don’t

print this report as it is over 1000 pages long. This report lists bid

items, with the default materials codes that would be associated to

each bid item. There is a link below each material code which goes to

a list of the default test methods and rates and frequencies that would

be assigned to the material code. The links will not work if this report

is exported; this report must be used inside of CAR.

I. CODE – Project Material Items Report - This report lists only the

bid items and associated material codes that are on each project. Print

this report in color. This report is a very important reference for

samplers and testers just starting to use SiteManager Materials and

LIMS. This report can help prevent staff from being confused by

similar material codes that are not on their project.

CAR Reports

• APL – Pre-Approved

Concrete Mix Design

• Asphalt Job Mix

Formula (Form 43)

Report

• Checklist – Certification

Checklist Report

• Checklist – Owner

Acceptance Sampling

Checklist (Form 25)

Report

• Checklist – Final

Material Documentation

and Checklist (Form

473) Report

• CODE – Material

Information Code Report

• CODE – Material

Testing for Default Bid

Items Report

• CODE – Project Material

Items Report

21

The following material codes are not actual materials:

• NO.MATERIAL (black text) – Used when the bid item does not

describe placing an item. For example, removal.

• NO.TEST.REQD (green text) – Used when there is no testing or

certification associated with the bid item. For example, erosion

control.

• NO.TEST.ASSIGN (red text) – Used to indicate that the materials

or testing associated to an item often changes from project to

project. This indicates that the project-specific requirements still

need to be entered.

The HQ Pavement Design Documentation Unit will remove this code

during the generation of the Report 250. If any visible red

NO.TEST.ASSIGN codes remain after the project starts work, please

notify the HQ Pavement Design Documentation Unit.

J. Concrete Mix Design Report - This report shows a concrete mix

design that has been approved by the Headquarters Concrete Unit for

use on a project.

K. Form 38 (CP52) Physical Properties Aggregate Test Report - This

report is for preliminary aggregate testing that shows samples that are

not on a contract.

L. Form 38 Physical Properties Aggregate Test Report - This report

shows test results for material tested in the Physical Properties lab.

Samples must be on a contract and are listed by Sample ID.

M. Independent Assurance Sampling Checklist (Form 379) Report -

This report lists all the materials requiring IA testing and which tests

are required. This report uses project basis, not system basis, for

calculating the number of tests required.

N. Reports for QML – Qualified Manufacturers List - The Qualified

Manufacturers List (QML) reports list the manufacturers that are

prequalified to produce materials in certain categories per CDOT Field

Materials Manual procedure CP-11. This information is available from

both CAR and the Qualified Manufacturers List on the CDOT website

at http://www.coloradodot.info/business/apl/qualified-manufacturers-

list.html.

The three reports are:

• QML – Epoxy-Coated Steel Reinforcing and Epoxy-Coated Steel

Dowel Bars Report

• QML – Precast Concrete Structures Report

• QML – Steel Reinforcing Bars and Steel Dowel Bars Report

O. Single Sample Asphalt Report - This report shows test results for an

asphalt sample. Samples must be on a contract and are listed by

Sample ID.

P. STL – Generic Template Report - This report displays the test

results for samples on a project.

CAR Reports

• Concrete Mix Design

Report

• Form 38 (CP52) Physical

Properties Aggregate

Test Report

• Form 38 Physical

Properties Aggregate

Test Report

• Independent Assurance

Sampling Checklist

(Form 379) Report

• Reports for QML –

Qualified Manufacturers

List

• Single Sample Asphalt

Report

• STL – Generic Template

Report

22

11. Detail for Columns in Checklist Reports:

The Owner Acceptance Sampling Checklist and Independent Assurance

Sampling Checklist (CAR Reports 250 & 379) both provide information

summarizing the tests needed and completed on the project. The list below

identifies what each value means.

A. Estimated Total Required Tests - This is an estimate of how many

tests are required on the project based on the Rate/Frequency and the

Total Plan + Change Order Quantity. If the Rate/Frequency is */*, this

will display one test (as a minimum), and the tester should follow the

testing frequency indicated by the Field Materials Manual.

B. Required Total Tests to Date - This is a total of the tests required

based on the Quantity Installed to Date and the Rate/Frequency.

C. Sampled Total Tests to Date - This is a count of how many tests have

been started and are somewhere along the testing process. Canceled

tests, non-reportable tests, and tests on void samples are not included.

D. Estimated Total Tests Remaining - This is an estimate of how many

tests should still be completed based on how many have already been

completed and how many are required. (Estimated Total Required

Tests – Completed Total Tests to Date)

E. Completed Total Tests to Date - This is a total of the tests that have

finished the testing process. Tests must be reportable and on a sample

with a status of Complete.

F. Total Tests (+/-) to Date - This is the over/under count based on how

many tests have been completed compared to how many tests are

required. (Completed Total Tests to Date - Required Total Tests to

Date)

Columns in

Checklist Reports

• Estimated Total Required

Tests

• Required Total Tests to

Date

• Sampled Total Tests to

Date

• Estimated Total Tests

Remaining

• Completed Total Tests to

Date

• Total Tests (+/-) to Date

23

12. Reviewing Final Documentation for SiteManager

Materials

A. Verify that the following four CAR reports are in the materials book

with a print date after the semifinal estimate date:

a. Owner Acceptance Sampling Checklist

b. Certification Checklist

c. Independent Assurance Checklist (379) with Exceptions Letter as

required

d. From the IAT Personnel, obtain the Final Materials Checklist

(Form 473) with the UPPER portion completed. *THIS FORM

MUST CONTAIN THE RME’S SIGNATURE

B. Owner Acceptance Sampling Checklist

a. Verify that the required number of tests shown in Column 2

(Required Tests To Date) matches, at a minimum, the number

shown in Column 3 (Sampled Tests To Date).

If Column 3 has less tests than column 2, these shortages must be

explained on page 2 on the 473.

Reviewing Final

Documentation for

SiteManager

Materials

Verify that the CAR reports

are in the materials book with

a print date after the

semifinal estimate date

Owner Acceptance Sampling

Checklist

Verify that the required

number of tests shown in the

Required Tests To Date

column matches, at a

minimum, the number shown

in the Sampled Tests To Date

24

b. Verify that the Sampled To Date (Column 3) and Completed To

Date (Column 5) test columns are identical.

i. If these columns do not match, the project tester should follow

the instructions in “Helpful Hints” Issue 8: Searching for

Incomplete Samples, this can be found at the website link:

https://sites.google.com/a/state.co.us/sitemanager-

materials/home.

The list of incomplete samples must be reviewed and

Completed/Voided for samples in the Statewide Field. For

samples in other labs contact the appropriate lab to have the

sample competed in LIMS.

ii. Once samples have been completed, repeat the Searching for

Incomplete Samples step. (REPEAT STEP 2 until no samples

are found in LIMS for the contract). Once no samples appear in

the Searching for Incomplete Samples (Step 2) obtain a new

CAR Owner Acceptance Report.

iii. Verify that the Sampled To Date (Column 3) and Completed

To Date (Column 5) test columns are identical.

c. Deficiencies on the Owner Acceptance Checklist MUST be

explained on Page 2 of the 473 document.

C. Certification Checklist

Using Highlighted Rows, containing Item Code and Item Description

and a quantity, verify the Certs Received to Date Column shows an

appropriate value.

Deficiencies in the Certs Received to Date Column, MUST be

explained on Page 2 of the 473 document.

Reviewing Final

Documentation for

SiteManager

Materials

Verify that the Sampled To

Date column and the

Completed To Date test

columns are identical.

Deficiencies on the Owner

Acceptance Checklist MUST

be explained on Page 2 of the

473 document.

Certification Checklist

Using Highlighted Rows,

containing Item Code and

Item Description and a

quantity, verify the Certs

Received to Date Column

shows an appropriate value.

25

13. Bid Item List Functions

A. Viewing a List of Bid Items

i. To see a full list of items associated with your contract - from

the SiteManager Main Panel, select Contract

Administration.

ii. In the Contract Administration screen, select Contract

Records.

Bid Item List View

This section provides

directions on how to view a

full list of items associated

with your contract.

26

iii. In the Contract Records screen, select Items.

iv. To open your contract, select the Open icon on the navigation

bar.

v. Select your contract from the list.

Bid Item List View

This section provides

directions on how to view a

full list of items associated

with your contract.

27

vi. Click the Open icon on the navigation bar to see the entire

item list.

vii. Click on any column (A) to sort the information in that

specific column.

B. View Item Master List

i. To view the Item Master list - from the SiteManager Main

Panel, select Contract Administration.

Bid Item List View

This section provides

directions on how to view a

full list of items associated

with your contract.

View Item Master

List

In this area, you can see an

Item Master list.

A

28

ii. In the Contract Administration screen, select Reference

Tables.

iii. In the Reference Table screen, select Item Master.

iv. The Item Master screen provides a list of all items within

SiteManager.

v. Click on any column (A) to sort the information in that

specific column.

View Item Master

List

In this area, you can see an

Item Master list.

A

29

C. Export Bid Items and Payment Info for Use in Excel

1. To Run a Process

i. From the SiteManager main panel, double-click the

Contract Administration icon.

ii. Double-click on Process List.

iii. In the Process List, double-click the desired process

(RCAEXITM) and then select Subset.

Export Bid Items

and Payment Info

for Use in Excel

This section provides

information on how to export

a list of bid items for use in a

Microsoft Excel spreadsheet.

30

iv. Select your project of interest and then select OK. (You

can sort the project list by clicking the Contract column

header.)

v. When the Confirm Process Submission box reappears,

select Submit.

vi. A message states that the process was submitted

successfully. Select OK.

vii. When the process completes, a DPS Status Monitor pop-

up should appear that says Profile RCAEXITMA for

process RCAEXITM has completed. Select OK.

Export Bid Items

and Payment Info

for Use in Excel

This section provides

information on how to export

a list of bid items for use in a

Microsoft Excel spreadsheet.

31

2. To View and Save the Process Output File

i. From the SiteManager main panel, select the Contract

Administration icon.

ii. Select Process List.

iii. From Services on the navigation bar, select Process

Status.

Export Bid Items

and Payment Info

for Use in Excel

This section provides

information on how to export

a list of bid items for use in a

Microsoft Excel spreadsheet.

32

iv. In the Process Status list, locate your recently run process.

It is usually the last process at the bottom of the list. Look

for the one that has a time stamp that coincides with the

date and time when you ran the process. Double-click the

process name.

v. A .pdf and .txt version are available for download. The

output file should be named using the Contract ID (e.g.,

12287ITM.txt). Double-click the txt process to view the

report.

vi. SiteManager will open the txt file in a text reader. Select

the Save as Text button on the tool bar.

Export Bid Items

and Payment Info

for Use in Excel

This section provides

information on how to export

a list of bid items for use in a

Microsoft Excel spreadsheet.

33

vii. SiteManager will open a Save File As Text dialog box.

Name the file with a .csv file extension (e.g.,

12287BidItem.csv) and click Save. (SiteManager will

default to the SiteManger server location SMAPP. Be

careful to save the file to a location where you can retrieve

the file. If you choose to use the default location, simply

navigate with your file explorer to

\\hqhomedirs\tshomedirs\USERNAME\SMAPP to find

your file.) Move the file to your local machine.

viii. Double click the file.

ix. The file will open in Excel. (You can now save the file to a

local drive.)

Export Bid Items

and Payment Info

for Use in Excel

This section provides

information on how to export

a list of bid items for use in a

Microsoft Excel spreadsheet.

34