3. PROJECTS
Contents
1. W COVOITS C Progra Trns port _ DPS Statu g EG ORIEN MARTO Y 9 57AM VDOT Trns port PES User s Manual December 1 2011 3 5 The required fields for Page 2 are Designer Date of Estimate Road System Longitude Beg Station Latitude Beg Station FHWA 534 Fed ID UPC NUM C B Crew etc Ad Date Progress Schedule Category Amt of Project with E and C This field defaults to 0 00 Once you enter the quantities price them and execute the Generate Preliminary Detail Estimate process the project cost will appear in this field This is the cost WITH engineering and contingencies This field is display only and cannot be edited Designer Code for the designer Select the appropriate code from the drop down menu Date of Estimate Press the clock icon to access the calendar and select the date the estimate is originally entered Each time the project is revised and saved this date should be changed to reflect the revision Control Group The control group is the security designation which decides which user has access to which project s This field will already be filled out with your control group The data in this field may be changed in order to transfer the project to another control group Road System The functional class of the road obtained from the title sheet of the road plans Select the appropriate code from the drop down menu Urban Rural Class Select the appropriate code from the drop down me2. Appendix A for instructions for creating the PCN Once the project is completed and added to the database this field becomes display only and cannot be changed State Project No Enter the state project number in its entirety complete with dashes commas etc VDOT Trns port PES User s Manual December 1 2011 3 2 Description For all projects other than bridge enter the description of the type of work being performed on this project For Bridge projects enter the description from the front sheet title block Location For L amp D projects use the first line for FROM location and the second line for TO location For Bridge projects enter the location from the front sheet title block Unit System Defaults to E English Project Enter M for a Metric Project Federal Project No Enter the federal project number if applicable in its entirety complete with dashes parentheses etc If the project is not federally funded enter NONE EXAMPLE NH 5401 876 Route Number Enter the route number exactly as it appears in the State Project Number 4 digits Ex 1 Project number is 0064 122 101 C501 Route number is 0064 Ex 2 Project number is U000 124 110 B610 Route number is U000 Ex 3 Project number is 6007 058 102 C502 Route number is 6007 Road Section No Enter the section number of the project number the third part of the State Project Number Ex Project number is 0064 122 101 C501 Section
3. Over 2 up to 3 16 50 Over 3 up to 4 16 Over 4 up to 5 15 50 Over 5 up to 6 15 00 Over 6 up to 7 14 50 Over 7 up to 8 14 00 Over 8 up to 9 13 50 Over 9 up to 10 13 25 Over 10 up to 11 13 00 Over 11 up to 12 12 75 Over 12 12 50 Lump Sum Construction Engineering You are encouraged to utilize the lump sum construction engineering item code 25580 as a non bid item in category 3001 on your Trns port estimate to capture your lump sum construction engineering costs The District Construction or Maintenance Staff can assist you when calculating this amount If there project is more than one federal project number the CE cost should be allocated to each federal The cost may be divided among other PCN s if the Project Manager desires The District Construction or District Maintenance Engineer will provide this cost to the Project Manager If there is more than one federal project number the CE cost should be allocated to each federal project The cost may be divided among other PCN s if the Project Manager desires Disres The reference table consists of all District Residency codes Select the appropriate code from the drop down menu See Appendix C for help in converting a county and Appendix D for help in converting a city Median Select the appropriate code from the drop down menu Project Work Type Select the appropriate code from the drop down menu Bridge New Construction Upgrade Existing Lan
4. number is 101 Co City Select the appropriate code from the drop down menu The reference table consists of all county and city codes Federal Oversight Select the appropriate code from the drop down menu Select NFO for a federal project with no federal oversight FO for a federal project with federal oversight and N A for a state project Beginning Station Enter the station from STATION BEGIN PROJECT including the and the Ex 1290 10 72 Ending Station Enter the value from STATION END PROJECT including the and the Ex 1360 15 95 Item Code Table Select from the drop down menu Select 07 for English projects select 08 for Metric projects Status Status of the project Select the appropriate code from the drop down menu VDOT Trns port PES User s Manual December 1 2011 3 3 Const Eng Pct If your project uses Lump Sum CEI then the field is blank or zero This lump sum Construction Engineering amount will be reflected on the Fund Distribution Sheet The Construction Engineering Percentage will not be figured automatically by Trns port The percentage shall be entered by the user after the estimate is run and will be determined by the project total Consider the entire project s total including road bridge s etc At this time the construction engineering rates are as follows Contract Dollar Value in Millions Construction Engineering 0 1 17 50 Over 1 up to 2 17
5. satisfactorily and the PCN is a unique number the project will be added You will notice that the PCN field has turned blue indicating it is now display only and cannot be changed o Ifa required field was not filled in or incorrect data entered at a field which is supported with a reference table a warning window will display with information For example if you left a required field blank or entered invalid data you will see an Project Tab Folder Errors window giving information as to what field was left blank or contains an invalid value u PES Project Tabbed Folder Errors eneral Tab Field FED PROJ contains an invalid value OK m Print apy PES Project Tabbed Folder Errors eneral Tab Field Route Number cannot be blank If you attempted to create a project with a PCN already in existence in the Trns port database you will see an Error window with the message that the primary key must be unique A project could already exist in another control group with the PCN you have just attempted to create Trns port will not allow duplicate PCNs Error The primary key must be unique This row cannot be added to the database Please change the key values for this record before attempting to save it again VDOT Trns port PES User s Manual December 1 2011 3 8 Errors must be corrected before the project record will be accepted into the database 3 3 Associating the County to a Project Each p
6. 3 PROJECTS This chapter covers adding changing and deleting projects Please note that the specifics for entering maintenance funded projects are given in Chapter 4 3 1 Responsibility Whether you the user actually initiate the creation of the project or wait to receive your copy from another user can be determined by the three cases described below Case 1 The Project Manager will create the project and make copies to send to the control groups of the other designers involved Before copies are sent out a Prime Project will be made and the projects will be associated to it Case 2 The designer who is not a Project Manager will not create the project himself He will find his copy of the project in his listing of projects once the Project Manager has sent it into his control group The designer will review this project as submitted to him and make appropriate revisions Case 3 For a stand alone project a project in which no other division will be involved the designer will create the project s A Prime Project will be created and the project s will be associated to it 3 2 Adding a Project Click on the Project List icon to display the existing list of projects Right click within the list of the projects and select Tabbed Folder Add An Add Project tabbed folder window displays Use the TAB key to move between fields and enter the project information on the General tab Some fields have Reference Tables As you
7. Manager Zachary Weddle Record Type Project Sponsor Randy Hamilton Area Location Rural Schedule Type MIN PLAN STATE SECONDARY Functional Class RURAL LOCAL Major Project Federal Highway NON NHS Regionally Scope Of Work BRIDGE REPLACEMENT coe for Air No FHWA 534 46009 Program Manager Programming Division Federal Eligibility Not Federally Eligible wee OTe NA Administered By DOT Local intranet tg Start OE Mig 10 40 AM p 2 ae 23 Project Detail Micros E Project Detail Micros w Documenti Microsof Fed ID Enter the numbers only of the Federal Project Number with no punctuation no alpha characters and seven digits maximum EXAMPLE Fed Project No is BR 6 129 008 Enter in this field 6129008 If the project does not have a Federal Project Number enter NONE UPC Num Enter the 8 digit UPC number of the project with leading zeroes C B Crew etc Enter the Type part of the project number the fourth part of the State Project Number Ex C502 B601 R201 etc Pavement Type Select the appropriate code from the drop down menu AD Date Enter the Advertisement Date in MMDDYYYY format You may select the date by pressing the clock icon VDOT Trns port PES User s Manual December 1 2011 3 7 When both pages of the project have been completed click on the SAVE icon Gal to enter the project into the Trns port database o If you have completed all required field criteria
8. TAB to such a field a drop down arrow will appear A selection MUST be made from the available choices in the table Some fields are required the project will not be saved to the database unless the required fields are filled in The required fields on Page 1 of the General tab of the Project are PCN State Project No Description line 1 Location line 1 Federal Project No Route Number Road Section No Co City Federal Oversight Item Code Table Disres Project Work Type Project Type The Add Project tabbed folder window is displayed below VDOT Trns port PES User s Manual December 1 2011 3 1 Add Project o General Worksheet Attachments Counties Categories Funding Pay Agjust f page i f page PCN r Proposal ID tem Code Table 07 State Project No Description Location Unit Syster IE Federal Project Mo Route Number Status Road Section Mo Const Eng Pet 0 00 Cosci DISRES 4 Federal Oversight MEDIAM Beginning Station Project ork Type Ending Station Project Type IMPORTANT It cannot be stressed enough how crucial it is that complete and correct information is entered into the Project fields The project will eventually pass to the LAS and Site Manager modules and will interface with other programs PCN The Project Control Number PCN may consist of as many as 11 characters 12 characters for maintenance funded Maintenance Division projects Refer to
9. es Maintenance Asphalt Resurfacing etc Project Type Select the appropriate code from the drop down menu The following table will assist you in determining the type you should select VDOT Trns port PES User s Manual December 1 2011 3 4 when adding capacity Regular advertisement when adding capacity SAAP advertisement when maintenance only not Regular advertisement adding capacity when maintenance only not SAAP advertisement adding capacity when maintenance schedule regular advertisement only when maintenance schedule SAAP advertisement only These types must have unique UPC s that are opened to phase 9104 and x31 activities Click on the radio button for page 2 of Project Trns port PES File Edit View Utilities Window Help LrPeas oa f t Project 00000054806 General Counties Categories Funding Pay Adjust Worksheet Attachments C page 1 page 2 Amt of Project with E and C 494 359 72 Road System Designer e006 v Urban Rural Class U Date of Estimate 05 19 1998 o Last L amp D Estimate 00 Longitude Beg Station F71 100 DDDMMSS Latitude Beg Station 384720 DDMMSS Progress Schedule Categary Control GroupCCAS AdDate 09 19 1998 FHWA 534 34309 FED ID ESTIMATOR UPCNUM SO CSC S event Type POCC C B Crew ete B606 tt Stim Fun Date of Gen Bid Base Price 00 00 0000 o Ready ECG verizon f Inbox mi
10. form this delete Yes No A Delete Warning 2 of 2 window displays Click on the YEs button if you wish to proceed apy Delete Warning 2 of 2 The following tables will be affected Project Funding Breakdown tems Project tems Project Categories Project County Information Are you sure you want to perform this delete Tes No A Confirm Delete window displays Click on the YES button 1f you wish to proceed au Confirm Delete Delete row Project Number 00000984B610 Yes to All No Cancel VDOT Trns port PES User s Manual December 1 2011 3 11 3 7 Copying a Project Click on the Project List icon to display the existing list of projects Highlight the project you wish to copy with one left click of the mouse From the Edit menu select Copy Special A Copy Project window displays apy Copy Project Copy Project Control MWumber OOO00970C01 Hew Project Control Number Enter the PCN of the new copied project in the New Project Control Number field Click on the OK button The project listing will be re displayed VDOT Trns port PES User s Manual December 1 2011 3 12
11. nu U R or S Longitude Beg Station Enter in DDDMMSS Trns port allows for three digits for the degrees needed in some states You may either enter a zero for the first D or simply ignore it and enter your six digits Latitude Beg Station Enter in DDMMSS Progress Schedule Category Select the appropriate Progress Schedule from the drop down menu For description of codes or references open link below http www virginiadot org business resources const projectcategories pdf VDOT Trns port PES User s Manual December 1 2011 3 6 FHWA 534 Enter the five alpha numeric characters which follow FHWA 534 DATA X This code can also be found in the Project Pool under the general tab 2 Project Detail Microsoft Internet Explorer provided by VDOT DER File Edit View Favorites Tools Help O O AAG AOs krns O BS a Whe Address http coapp57 pool ProjectView aspx upc 948 x gt Go Links z Virginia Department of Transportation We Ke ep V irginia ui gt S Preferences User s Guide Pro ject Search Revision Search 5 Revision History 5 Structure Search AddProject Revise Project Description RTE 734 RECONSTRUCTION amp BRIDGE OVER CANE CREEK 6144 Workflow Jr Active State Project 0734 071 287 UPC 948 SYP Status Live Project Information General Schedule Estimates Misc Jobs Classification Federal Comments STIP Project Status CONSTRUCTION COMPLETED Accomplishment CONTRACT Project
12. roject must have one and only one county associated to it Failure to associate a county will prevent the preliminary detail estimate from being generated Click on the Project List icon to display the existing list of projects Select the project for which you wish to associate a county right click and select Tabbed Folder Change Click on the Counties tab Right click anywhere within the window and select Add A blank row appears apy Tms port PES File Edit BEA utilities Window Help LePeas tra Y ay Project 000000018348 x General Counties Categories Funding Pay Adjust Worksheet Attachments Find County District Code Filter Show All The required field for County is County District Code County District Code Select the appropriate code from the drop down menu The menu consists of all county and district codes prefixed by a C See Appendix D for help in converting a city code into the appropriate county code Approx Pct of Project Length Enter 100 Click on the SAVE icon to enter the county into the Trns port database VDOT Trns port PES User s Manual December 1 2011 3 9 3 4 Disassociating the County from a Project Click on the Project List icon 4 to display the existing list of projects J y 8 Select the project for which you wish to disassociate a county right click and select Tabbed Folder Change Click on the Counties tab Right click on the county you wish to disa
13. ssociate and select Delete A Delete Rows window will display Delete Rows Ea a YD Tou are about to delete the highlighted rows from the list Do you wish to continue yes Ho Click on the YES button The county will be disassociated 3 5 Changing a Project Click on the Project List icon Wal to display the existing list of projects J M 8 Select the project for which you wish to make changes right click and select Tabbed Folder Change The Project tabbed folder window displays After making the changes click on the SAVE icon i Note that changes cannot be made to the PCN field as it is display only If an error was made at the PCN field you can copy the project see 3 7 Copying a Project and give the correct PCN when copying After the copy is made the incorrect project can be deleted see 3 6 Deleting a Project 3 6 Deleting a Project Note Prior to deleting a project PLEASE disassociate from prime and proposal if attached Click on the Project List icon to display the existing list of projects On the project for which you wish to delete right click and select Delete A Delete Warning 1 of 2 window displays Click on the YEs button if you wish to proceed VDOT Trns port PES User s Manual December 1 2011 3 10 ay Delete Warning 1 of 2 The following tables will be affected Project Funding Breakdown tems Project tems Project Categories Project County Information Do you want to per
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