Audit Materials

• 3 filters have been added to allow users to restrict the set of records displayed in the window grid. The filters are for Criticality (values are Critical, Non-Critical, Minor, or All), Construction Status (values Changed Since Reviewed, OK, Reviewed, To Be Reviewed or All), and M&T Status (values Changed Since Reviewed, OK, Reviewed, To Be Reviewed or All).

• Added functionality to allow double-click navigation from a row on the Contract Material Quantities tab to the Detail tab, even if the detail for that record hasn’t already been retrieved by the system according to the default user-preference filters. Note: If the selected record isn’t in the set of records the system has already retrieved, it may take a minute or two for the system to obtain the detail for that record.

• Added system-maintained fields that track the Paid, Accepted and Received quantities and date the last time the record was marked as Reviewed. There are separate Reviewed Dates and Reviewed Quantity fields for Construction and M&T. This will help those users focus on what values change over time and so they don’t have to repeat analysis on discrepancies they’ve already reviewed that haven’t changed.

• Added the MSG Group and MSG How Received Code values stored on CBOM for the materials shown in the grid display. To see these fields, the user must scroll to the right portion of the grid.

• Added a new “Send Notification” button. Clicking this button allows the user to type in a comment message and then to specify the user(s) to send the message to. This should facilitate communication between DOT personnel analyzing/reviewing data for a given contract and those who are responsible for data entry and record keeping to help resolve discrepancies.

• Adjusted the default sort sequence of records displayed on the Contract Material Quantities tab. Previously the highest level sort by the “Critical” column resulted in an order of Critical, then Minor, then Non-Critical records. This sort has been adjusted to display Critical records, then Non-Critical records, then Minor records.

• A Material Type Group dropdown has been added to go with the existing Material and Material Type filters.

• The various methods of acceptance from MSG have been added as checkbox filters. Users can specify one or more acceptance methods and the system will retrieve records that match any of the criteria (i.e., selecting multiple checkboxes will be treated as “or” conditions when retrieving records). The options are: Pretest (with subordinate “Match”, “No Match”, “Alt ID Required” checkbox options), Certification (with subordinate “RE Owner”, “M&T Owner” checkbox options), Approved List, Visual Inspection, Catalog Cut. These options are added to the existing options for “Sample Required Material Types Only”, and “FIR Required Material Types Only”.

• A new “Save Settings” button has been added to allow each user to save their favorite combination of filtering/displaying/sorting/grouping settings as their default for Display Options. Each time the user clicks “Save Settings”, the system will store that combination of filter/display/sort/group as that user’s default preference setting (one saved preference setting per user). Once saved, users can further adjust the settings for specific retrievals and then click the new “Restore Settings” button to reset back to their default settings. The “Restore Defaults” button remains allowing users to easily set the display options to the system default rather than to their personal settings.

• New discrepancy filters at the line item level have been added to allow users to hone in records having specific quantity discrepancies. The 2 new filters are Discrepancy Type and Discrepancy Category.

• The Category defines which calculation(s) should be performed to determine discrepancies. The options are Accepted Quantity less Paid Quantity, Received Quantity less Paid Quantity, and Received Quantity less Accepted Quantity. The user may select any combination of these categories for evaluation.

• The Type defines which kind of numerical variances from the selected Categories to display. Users can choose to display positive discrepancies only, negative discrepancies only, both positive and negative discrepancies, and none, which shows all records whether they result in a discrepancy or not.

• A new filter checkbox has been added to allow the user to designate whether or not materials that are marked as “Not Received” on the Minimum Sampling Guide should be included in the retrieval/display.

• Within the More Info tab in the Source Information area, the user-id associated with the source record is now listed. For MRR’s and Tickets, the window displays who received the material. For Pay Records and FIRs, the Inspector is displayed. For Samples, the user who sampled the material is displayed. For Work Items, the user who created the record is displayed.

Version 6.1 Changes

• Corrected a problem where activating word wrap did not get reset after changing contract numbers.

• The process has been modified to retrieve the proper alternate id data when the MRR Alt ID filter option has been selected and the Alt ID Distribution button is used to display detail information on the alternate id.

• The process has been modified to correct a retrieval problem when the MSG Material Type filter option FIR Required Material Types Only was selected. The correct data is retrieved/displayed in this scenario now.

Version 6.0 Changes

• The Audit Materials - Project Certification information is now automatically regenerated each evening for those Contracts that had Source Data such as Material Receipts, Tickets, Pay Records, etc inserted or modified that day.
• The following enhancements were made to the Audit Materials - Project Certification Display Options window:

• ‘Source Date From’ and ‘To’ columns have been added to allow data from a specific data range to be retrieved. The default values select all data, regardless of date.
• The Material Type dropdown has been enhanced to only display those Material Types that are eligible for the selected contract (Metric & Both material types on Metric contracts, English & Both material types on English contracts).
• A message will appear when more than 3,000 rows of data will be retrieved based on the current display options criteria. Users will have the option of either proceeding with that request or canceling to make further adjustments to the criteria to limit the results.
• It is now possible to deselect the Sample – Contract Line Items option.
• The appropriate Header and Total columns are now being checked when a sort order different than ‘Other’ is selected and then ‘Other is reselected as the sort order.
• The Detail Tab has been enhanced to automatically open the Display Options window when the Tab is first selected instead of performing an automatic retrieval of data. This enables the user to focus on specific display criteria and improves performance. The Page information is also displayed in the format of ‘x’ of ‘y’ Pages (e.g. , 1 of 135 Pages) at the bottom of the Tab to improve navigation/orientation.
• The report was modified to correct a problem when grouping/totaling by Line Item having filtered by Line Item ‘Unknown’.
• The main window was modified to only display the data generation preferences when "Read From Saved Data" has been selected. The system has been tuned to allow re-generation on demand and to automatically re-generate in the evenings when data has changed, so it isn’t necessary to continue to display the data generation preferences.
• The quantity columns on the windows and reports were expanded to support values up to 100 million.
• The ‘Paid’ label on the window and reports has been changed to ‘Paid/Used’ to cover Design Build contracts as well as conventional contracts.

New for Version 5.9

• The new Audit Materials - Project Certification module incorporates the Contract Materials Discrepancy, Contract Materials w/ Line Items, and Contract Quantity Statistics reports into a single Report with dynamic access to source documents. Users are also provided with a Notes field for each material where explanations for the system identified Discrepancies can be noted.

• A users guide for Resident Engineer Office Users explaining how to use this functionality will be available by the end of January, 2005.

• This function retrieves all source records: MRRs, Tickets, Pay Records, FIRs, and Samples associated with a contract and computes aggregate material quantity received, accepted and paid, and marks material quantity discrepancies (Paid vs Accepted vs Received). This function:

  • Reads the database to accumulate all MRRs, Tickets, Pay Records, FIRs, and Samples associated with a contract each time the window is used to generate project certification information for a contract or a project certification standard report is generated. This process will take several seconds to a few minutes, in contrast to reports that have existed in previous HiCAMS releases which used to read from a pre-computed set of contract material quantities data.

  • Displays material quantities in an order to set focus to the critical materials with quantity discrepancies first.

  • Provides status columns to allow both Construction and M&T staff to independently mark the materials that they have reviewed and also a notes column to document their research/findings.

  • Allows a material drill-down to source detail.

  • Provides several filters, sort and group options, and header and total choices to set a view of the detail, while allowing simultaneous print previews of the same.

  • Retrieves and displays source records even if they are not in a state/status to contribute to material quantities.

  • Accumulates and displays additional/more information pertaining to calculation of contract material quantities about a source record and its material.

  • Displays the algorithm/logic used to derive the material quantity accepted off a source record.

• The original project certification reports have been retained in HiCAMS with inclusion of additional fields for criteria and display.

• Note: The same module/function is launched from the new menu option Functions -> Project Certification -> Review Project Certification.