re train the trainer - codot.gov · approving estimates from the main panel: 1. select contractor...

RE Train the Trainer

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.

4. From the Estimate Approval Screen, select your Contract ID.

5. To approve the estimate, select the check box next to Resident Engineerin the Estimate Approval screen.

6. Select Save.

From the Main Panel:

1. Select Contractor Payments.

2. From the Contractor Payments screen, select Estimate.

3. In the Estimate screen, select Estimate Rejection.

4. From the Estimate Rejection Screen, select your Contract ID.

5. Enter a rejection reason in the bottom window.

6. Select the Delete option at the top of the screen.

7. Select Save.

Rejecting Estimates

Approving Consultant 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 Maintenance screen, select Change Order Review and Approve.

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

5. Select Change Order.

6. Click the check box next to Approved.

7. Select Save.

8. Select the Open Option at the top of the window.

9. You will see that there will be another Change Order with the same number.

10. Select the duplicate Change order.

11. Select the check box next to the RE approval option.

12. Select Save.

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Generating Reports from SiteManager

Change Order Reason Code Breakdown


1. Select Change Orders.

2. From the Change Order Screen, select Reports.

3. From the Reports Screen. select Change Order Reason Code Breakdown.

4. Click the “By Contract” radio button.

5. Enter your Contract ID(CXXXXX) or right click and search.

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

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Weekly Time Count Report


1. Select Daily Work Reports.

2. From the Daily Work Reports screen, selectWeekly 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 that you want to generate the report for.

Generating Reports from SiteManagerAccessories

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Estimate Summary



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.

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Payment Voucher



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.

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CDOT Form 90


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.

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Over and Unders Report


1. Select Contract Administration.

2. From Contract Administration screen, select the Over and Unders Report.

3. Select your Contract ID.

4. Select OK.

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Reading the Over and Unders Report

• 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 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]

Underrun column is negative

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.

Reading the Over and Unders Report

Project Financial Statement

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 are used in 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 doesn’t 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.

FORM 65

CONSTRUCTION AWARD CURRENT

[4] Contract Bid Amount 103,400.00 103,400.00

[5] Total Plan F/A - Inc MCR & anticipated CMO 30,000.00 30,000.00

CMOs

AWARD PROJ'D TO COMPL SURP/(DEF) EXP TO DATE ENCUMB BAL

Overs/(Unders) - Inc Bid Items, CMOs and Plan F/A (30,000.00)

[6] Total CMOs & Overs/(Unders) (30,000.00) 30,000.00

[7] Project Commitment Amount [4+5+6] 133,400.00 103,400.00 30,000.00

[8] Less CE Bid and CE F/A Items 0.00 0.00

[10] Subtotal Contractor [3300] [7+8+9] 133,400.00 103,400.00 30,000.00 0.00 133,400.00

OVERS AND UNDERS REPORT

LIN Description/Supplemental Description

Units Unit Price

Bid Qty + Apprd CO Qty

Projected Quantity

Overrun or Underrun

Projected Total

0005 Rem Traf Sig Equipment L S $20,000.00 1.00 1.00 $0.00 $20,000.00

0010 Drilled Caisson (36 Inch) LF $600.00 39.00 39.00 $0.00 $23,400.00

0015 Sig-Light Pole Steel (1-30 Ft) EACH $20,000.00 3.00 3.00 $0.00 $60,000.00

0020 F/A Minor Contract Revisions F A $1.00 30,000.00 0.00 ($30,000.00) $0.00

Totals for Project 99999 - BID ($30,000.00) $103,400.00

Totals for Contract C99999 ($30,000.00) $103,400.00

O/U and Form 65 Scenario - Award

FORM 65




CMOs



[6] Total CMOs & Overs/(Unders) (2,200.00) 2,200.00

[7] Project Commitment Amount [4+5+6] 133,400.00 131,200.00 2,200.00


[10] Subtotal Contractor [3300] [7+8+9] 133,400.00 131,200.00 2,200.00 0.00 133,400.00



Units Unit Price


Projected Quantity

Overrun or Underrun

Projected Total


0010 Drilled Caisson (36 Inch) LF $600.00 39.00 52.00 $7,800.00 $31,200.00

0015 Sig-Light Pole Steel (1-30 Ft) EACH $20,000.00 3.00 4.00 $20,000.00 $80,000.00

0020 F/A Minor Contract Revisions F A $1.00 30,000.00 0.00 ($30,000.00) $0.00



O/U and Form 65 Scenario - Overrun

FORM 65




CMOs 45,750.00



[6] Total CMOs & Overs/(Unders) 30,750.00 (30,750.00)

[7] Project Commitment Amount [4+5+6] 133,400.00 164,150.00 (30,750.00)


[10] Subtotal Contractor [3300] [7+8+9] 133,400.00 164,150.00 (30,750.00) 0.00 164,150.00

…

[18] Total Phase C [13+16+17] 162,881.40 200,427.15 (37,545.75) 0.00 200,427.15



Units Unit Price


Projected Quantity

Overrun or Underrun

Projected Total






0020 F/A Minor Contract Revisions F A $1.00 30,000.00 15,000.00 ($15,000.00) $15,000.00



O/U and Form 65 Scenario – CO & Fund Letter

CAR Reports & Materials Documentation

CAR Report - COC & CTR 250

CAR Report – Materials Testing 250

• To view a list of Bid Items on your contract, go to Contract Records in Site Manager and select Items.

• To open your contract, select the Open icon on the navigation bar and then select your contract from the list.

• Click the Open icon on the navigation bar to see the entire item list.

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

Viewing Bid Item List

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Export Bid Items and Payment Info for Use in Excel

To Run a Process• From the SiteManager main panel, select

Contract Administration.

• Select Process List.

• In the process list, select the desired process (rcaexitm) and then select Subset.

• Select your project of interest and then select OK. (You can sort the project list by clicking the Contract column header.)

• The Confirm Process Submission box reappears. Select Submit.

• A message states that the process was submitted successfully. Click OK.

• When the process completes, a DPS Status Monitor window should appear that says “Profile RCAEXITMA for process RCAEXITM has completed.” Click OK.

Export Bid Items and Payment Info for Use in Excel

To View and Save the Process Output File

• From the SiteManager main panel, select Contract Administration.

• Select Process List.• From the Services menu, select Process Status (1).• Locate your recently run process in the list. It is

usually the last process at the bottom of the list. Double-click the process (2).

• A .pdf and txt version are available for download (3). The output file should be named using the Contract ID (e.g., 20514ITM.txt). Double-click the txt process to view the report. SM will open the txt file in a text reader.

• Select the Save as Text (4) button on the tool bar. SM will open a save as dialog.

• Name the file with a csv file extension (e.g., 20514BidItem.csv) and click Save (5). (SM will default to the SM server location SMAPP. Be careful to save 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.)

• When you double click the file, it will launch in Excel. Save the file to your local machine.

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re train the trainer - codot.gov · approving estimates from the main panel: 1. select contractor...

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