SAM Training Manual - MassDOT
Contents
1. e u M HP Site Application Module SAM V 8 5 Page 6 of 28 First Time Logging On o Username Is your Employee ID Number from your timesheet JJ Mass Nigteay Construction Division Meld Mersonnel Sate Application Module Version 8 5 Microsoft internet Explorer proved 3 7 c Pile x pe Bp yem Favertes Too peo Uris 2 Googe 2 OWA se 2 Pa fo Dev 2 Pra rto N B SP Taning glMWYmedOpewe Qr o Password changeme Di Qr a see temm ml Welcome to the Site Mods o Your password will have to be changed before Password Note m ie Guan Banat is case sensitive you can actually complete any entries Forgot Your Password Contact Us Frequently Asked Questions FAQs o Please remember to PROTECT your PASSWORD o The password is Case Sensitive Please note the change from MassHighway to MassDOT on COE and 683 forms Revision 05 2010 Forgot Your Password pe p Yew Favertes Joss jip Urks 2 Googe 2 OWA sme 2 Pra rro De dh Prarirfo Q 48 SP Taning 2 HWYFskd Opener Qs gt i x 2 Dee e faves mm oc Site Application Module Forgot Your Password o Click the Forgot Your Password We wil reset your password and email it to your MHD issued emai accoun link on the SAM login screen You will Bae ye ee then be prompted to enter your username Click the Reset My Password button And a temporary password will be sent to your state is2. x EB pO Search S Favorites bir E ju T m dd Address FT http intraway dev mhd state ma us sam main asp MM Good Afternoon Kevin Siniscalchi FAQ User Manual Help Feedba Profile Select a Contract Enter a Contract 57294 Boston Roadway Reconstruction cem Get Contract 57294 Boston Roadway Reconstruction Faget Mew Est Delete Est Estimate Classes Available Estimates li Balance amp Exc Estimate Agreement Estimate 48259 7 r IE P i MHD Estimate 48083 Substantially Complete Final Estimate Item Item Description Qty Book Paycode Description and Comments CLEANING DRAINAGE STRUCTURES 1 EA STA 5 15 94 L 15 10 L 14 44 L 13 85 L 13 25 L 12 70 L 11 99 L 11 20 L 15 87 R 15 11 R Al 36 L Item Description Paycode Description and Comments S EL m mmm ee mem i Committee Spreadsheet Creating a New Estimate 1 Select an Estimate Type MHD Estimate Town Estimate Agreement Estimate etc from the Estimate Classes Available window If NO PAYSLIPS FOR AN ESTIMATE TYPE CLASS EXIST THEN THAT ESTIMATE TYPE IS NOT LISTED IN THE WINDOW 2 Click the NEW ESTIMATE button A pop up window should prompt you to enter the Next Estimate Number the next integer should default but can be overwritten if needed Click OK to create the new estimate A NEW ESTIMATE CANNOT BE CREATED UNTIL THE PREVIOUS ESTIMATE HAS B
3. These business rules also apply to TOWN AGREEMENT ESTIMATES 11 Click the SAVE EST button to save your work or the DELETE EST button to start over 12 Click the PAGE 2 or PAGE 3 M dH M M A H i I MHH u ru M M H1 Site Application Module SAM V 8 5 Page 18 of 28 Estimate Screen Page 2 E Mass Highway Construction Division Field Personnel Site Application Module Version 8 5 Microsoft Internet Explorer provid File Edit View Favorites Tools Help O Back e x BE A pa J Search Se Favorites k A z T E H Address 2 http intraway dev mhd state ma us sam main asp Good Afternoon Kevin Siniscalchi Pianning Help Feedback Adri Select a Contract Enter a Contract 57294 Boston Roadway Reconstruction Y Get Contract 57294 Boston Roadway Reconstruction Current Estimate 6 BRCENHE EN ENE Filter Reports Explanations of Overruns and Underruns e ve blank for 10 All projected over or underruns on project n AEID Show All Item Prelim RE s Proj Overrun Explanation Qty Qty Underrun Item Description 385 CTILE IRON PIPE 1175 31 200 roy SSI 37531 TON HOT MIX ASPHALT FOR MISCELLANEOUS WORK RANITE CURB TYPE VB STRAIGHT Committee Spreadsheet All required over underruns and projections for the contract
4. either paid or unpaid to reduce data entry requirements See Below For Example E Mass Highway Construction Division Field Personnel Site Application Module Version 8 5 Microsoft Internet E File Edit View Favorites Tools Help Address 2 http intraway dev mhd state ma us sam main asp PO Good Afternoon Kevin Siniscalchi Pranning Help Feedback Admin Select a Contract Enter a Contract OR 57294 Boston Roadway Reconstruction Get Contract 57294 Boston Roadway Reconstruction Search Payslips Clone Payslip Delete Payslip Paycode i v Date ials ks Estimate Class MHD Estimate AEID 43083 STP HP 001S 793 Bookpage x Ref ooe Item 142 x Item Desc CLASS B TRENCH EXCAVATION 5 00 per CY Description Location Remarks Calculated Using Payment Quantities Preliminary Qty 500 Projected Qty 500 Pay this CQE ioo O CY Total CQE 0 e Committee Spreadsheet Now the stations amp locations for Class B Trench can be cloned from a payslip for 12 Drain Pipe 1 Select a payslip After saving a new payslip select Clone Payslip to copy the information to a new payslip OR select Search Payslip to select an older payslip to copy A pop up message will appear to inform you that you ve began the copying process 3 Make any required changes to the payslip 4 Select Save Payslip The payslip will be refreshed and any changes in units etc
5. vow sooo 0 000 Tz DEMOLITION OF BRIDGE NO R 120 1 45357 1 UNCLASSIFIED EXCAVATION 30 000 AEID PC Description Unit Price sese aee 9 o ees prioorexcavarion ew 0 00 os Paycode Library Estimate Class Library Pay Code Estimate Class PC Desc Estimate Class 1 MHD Estimate 100 STATE MHD Estimate 45357 amp Done P e trusted sites 1 Click the ADD ITEM button A yellow row is created at the top of the menu 999 XXX amp New ltem Description For a list of reserved 999 contract allowance items see appendix B1 page 429 in the Massachusetts Highway Department Standard Specification for Highways and Bridges Page 954000 Tames Hows 999 401 ete Asphalt Adjustment Ton 959500 htmes bolm 999 600 ete Diesel Adjustment Galn 999 625 eto Gasoline Adjustment Galo 95 80e 6 ExaWokOde Jhs 900201 ReWodisuame Js 900840 AddWoneArisan lS 990850 Engineering Services lS o 995860 SpedalySewces Js 999901 Matrads Oher Js o e99970 EmipmetRenu lS Commonly used items not found in The Standard Specifications For Highways and Bridges Manual Site Application Module SAM V 8 5 Page 10 of 28 2 Overwrite the XXX amp Description with correct numbers amp names 3 Se
6. Class Agreement Estimate AEID 48259 Bookpage 48259 57294 018 Reference LL 08 0208 ppg37 38 Item Info 226 CLEANING DRAINAGE STRUCTURES 500 000 per EA Description 1 STA H2 50 L Location total 1 EA Remarks Calculated Using Field Measurements Payment Quantities Preliminary Qty 20 Projected Qtv 20 Pay This CQE Qty 1 Total CQE Qty To Date 3 Final Qty 1 Total Final Qty To Date 3 Signature Date Site Application Module SAM V 8 5 Page 22 of 28 Contract Worksheet Report http intraway dev mhd state ma us sam reports 57294 worksheet rptContractWorksheet 57294 10 p Microsoft Internet Explorer p BBG tere oor sare Compilation of Contract Items Through Estimate 10 Contract 872904 Boston Massachusetts Avenue Period Ended 1 16 2010 1 000 000 iP See 250 000 n ae Ls 20 000 000 sasono 004 E soa seam od sor oq oo 000 af oom 15 760 00 71 41 La 5 L Ce 1 000 000 1 P ONCRETE CORING OF DECE EA i nen 000 Bn EI 800 000 585 000 45000 51 000 LAS i 50 000 LA 5 000 350 000 5300 000 4D00 000 uh C3 e 100 100 is 1 PRIN BORROW CY or 1 SPECIAL BORROW Ci 28 00 pL o 1 GRAVEL Bo 3 533 000 EET ee css a um Be 3 E RUSHED STONE TON 3500 700 700 116 94 1 189 30 4 093 60 16 71 Ls eod ret sess EET iama uu i51 1 HEALTH AND SAFETY PL
7. Down to sort the QCL page by Pay code Date Manifold Book amp Page or All QCL sheets sorted by pay code A pop up of the QCL Sheet should appear Click the Printer icon to print sheet Revise item projections using the OVERRIDE window in the right corner Don t Forget to SAVE ALL the changes This is the same as changing projections on the Items screen Pay special attention to the AE ID and Paycode Only the First 3 lines of Payslip text are shown to conserve paper Select the VIEW link to see the payslip select the EDIT link to modify any UNPAID payslip The bottom row shows item totals amp percentages paid by Pay Code and a summary of all item quantities paid Click the PRINT QCL INDEX button on the lower center of the screen to prepare the QCL Table of Contents for Final Review aie PE E aad REMINDER When a contract is completed and prepared for final review all quantities paid under Total Estimated Quantity must equal Total Final Quantity Prior to starting a Final Estimate all projections must be updated to reflect anticipated final payment quantities a S a v MH Site Application Module SAM V 8 5 Page 16 of 28 7 Estimate Screen Page 1 E Hass Highway Construction Division Field Personnel Site Application Module Version 8 5 Microsoft Internet Explorer provid File Edit View Favorites Tools Help Q ese T gt
8. Values screen is used to reset the QTD values for items and estimates on a given contract o Click the Exit Button to quit and exit the program Incompatible Keystrokes Please Note If you use Microsoft Word or Microsoft Excel for any text entry or any other detailed descriptions in SAM you must realize there are INCOMPATIBLE KEYBOARD CHARACTERS that cause printing problems In order to correct this problem you should only use the data entry fields provided in SAM for punctuation marks or you may receive future printing errors Apostrophe Quotations and the M Dash symbol are some examples of non standard punctuation marks that cause problems in SAM when using MS Word or MS Excel If you use the data text entry fields provided in SAM this will not be an issue Also remember to save your work often and this will minimize the need to use a word processor or separate data entry application E M M 1 HH J M M a E M M H H HH Site Application Module SAM V 8 5 Page 4 of 28 SAM Coordinators Robert Norcross 413 637 5737 Robert Norcross state ma us Mohamed Zawahreh 508 929 3905 Mohamed Zawahreh state ma us 508 884 4290 Lawrence Piazza state ma us A S ee Site Application Module SAM V 8 5 Page 5 of 28 2 Getting Started Welcome to the Highway Field Operations Network Microsoft In
9. changes o These projections are transferred directly to the DCD at the end of each business day during the data back up Editing Projections o The Area Supervisor can revise the projections directly either using SAM or DCD The most recent projections are always the ones displayed on SAM regardless of the data source of supervisory matrix Financial Tracking Reports o If the Resident Engineer needs a hard copy for record keeping a Financial Tracking Report detailing the projections for the current Fiscal Year and the remainder of the contract is available by selecting the Financial Tracking Report button This report is generated as a PDF so it can be saved directly to the computer for emailing or faxing o Agentle reminder informs the user of any required projection revisions o Select the Current Month link to jump directly to the current month of the Fiscal Year from anywhere else on the screen A n a gA a Site Application Module SAM V 8 5 Page 27 of 28 9 Help Feedback o The Help Feedback Button allows you to inform the District SAM coordinator of any problems with the program o Click the Help Feedback button to open an online feedback form and to communicate with SAM support o Use the form to let support know about bugs new functionality requisition or general comments and feedback o Make sure to indicate th
10. from the ITEMS screen are listed here This list is in accordance with revised S O P No CSD 25 01 1 000 issued Jan 1 2005 1 Scroll up amp down to find the appropriate item amp enter the EXPLANATION of the change in the window provided 2 Use the ZOOM box for more space amp the SAVE or SPELL CHECK boxes as needed 3 Select the VIEW ITEM link to jump to the ITEM screen and change the PROJECTION if necessary 4 Select the VIEW 683 link to generate a 683 Report if needed A popup window will ask for the Report Number There is no default for this report number CSD 683 REPORTS SHOULD BE GENERATED FROM THIS SCREEN WHEN POSSIBLE TO REDUCE DATA ENTRY REQUIREMENTS AT THE DISTRICT o Extra Work Orders are generated for 999 8xx items only o Explanations of overruns underruns and Contract allowance 999 items can be generated from Page 2 by selecting the appropriate report button The default reporting percentage is 10 o These reports can be customized to filter out any change less than 2596 10096 1000 of the bid quantity Use the Filter Reports window to change the default reporting percentage and then select the appropriate report button o Select the Page 3 button to continue p a S T uu M P o M MHUp HU M M el Site Application Module SAM V 8 5 Page 19 of 28 E
11. iBe eer eem Ze Quantity Control Sheet PAGE Pay Code Total Qty Prelim Qty Loa 3 l1 Price 500 000 per EA CLEANING DRAINAGE STRUCTURES Item Number 226 ee e EE I 3 IEA Total Final Quantity n a a a SM Uu A n I n MM Site Application Module SAM V 8 5 Page 24 of 28 Projection Screen Financial Tracking Reports Using SAM Mass Highway Construction Division Field Personnel Site Application Module Version 8 5 Microsoft Internet Explorer provid Favorites Tools Help 2 x E JO sexe p Favorites 2 6 Address amp http intraway dev mhd state ma us sam main asp Good mon Kevin Siniscalchi Projections Select a Contract og Enter a Contract 57294 Boston Roadway Reconstruction 57294 Boston Roadway Reconstruction Contract Completion Date 11 30 2011 Current FY 2010 Current Month Financial Tracking Report sPrevious Years Calendar Calendar S Month Year Projection Actual Spending ow o o 49 094 QC BUNC OG e Dsweme mm 4 09RAS mme ome mm io ons a OOOO Dee m io MESES mamme OOOO oemoer mm i MESSEN munees OOOO Domen me o4 07mm seme rema me J Semem s OOO om ome o4 o omexms 0 smens EE LLL LL LLLLLLLLLO Committee Spreadsheet The intent is to provide a reasonable
12. will be shown on the screen p M M S ue Pu HUp e Me M Site Application Module SAM V 8 5 Page 15 of 28 6 QCL Screen E Mass Highway Construction Division Field Personnel Site Application Module Version 8 5 Microsoft Internet Explorer provid File Edit View Favorites Tools Help Q Bax r x B A yo Search S p Favorites eA jr T Lg rel Address http intraway dev mhd state ma us sam main asp re Good Afternoon Kevin Siniscalchi Fanning Help Feedback dmm Select a Contract Enter a Contract z OR 57294 Boston Roadway Reconstruction Y Get Contract 57294 Boston Roadway Reconstruction View Quantity Control Ledger for Item 142 CY CLASS B TRENCH EXCAVATION Print QCL Sheet Total Prelim Unit E Sorted by Date Sorted by Manifold Book p All Items Sorted by Paycode Location amp Description I Final Qty Remarks Date TA 100 37 to STA 200 50 Total Est Qty 500 Est Qty 9 o 100 00 Total Final Qty 500 Final 9 o 100 00 Total Est Qty 500 Est Qty 9 o 100 00 Total Final Qty 500 Final 9 o 100 00 Committee Spreadsheet 1 Select an Item using the Drop Down menu to view the Quantity Control Ledger for that item 2 Click the PRINT QCL SHEET button to print the page Use the Drop
13. 107 a0 Rm 25 26 Entering Projections sssssssssssssesssseen e mme eme meme nnns 27 EANG PrOJECUODS omnee manviabsa paeen aa EEE EEE E EEEN EEES EEEE EEEE 27 FRANCIA FACKING RODOS edsnexexstaxsrsxivdntatdderededr recep RER EEA ERE 27 9 Help TCC OD ACM eerror EE EEE EE ESE EEEE 28 ITO LOOKMNO ANEJ orccain AEE E ETA EEE EAEE 28 e a E HH M H H T Site Application Module SAM V 8 5 Page 2 of 28 1 SAM Overview o SAM is the computer software program used by the Construction amp Maintenance sections to submit pay estimates for work performed by the contractors SAM will eventually replace the paper work But for now we have to maintain the paperwork for backup o Use SAM to Create Pay Slips Maintain Quantity Control Ledger QCL Generate Estimates p p ut Track Projected Contract Spending o New Version o Web based Can be used at any computer with internet connection o Spell checking requires MS Word o Development is geared toward the Internet Explorer Browser but other browsers do work o You should allow pop up windows for SAM and or MassDOT websites in your Browser o Reports are in PDF format o Accessed through the Field Operations page similar to email amp timesheet application o Any person assigned to the project Resident Engineer Field Inspector Area Supervisor Assistant amp District Construction Engineer even the DHD or the D
14. AN sso aa sood sismuod as FLA i HAOR Report Date 5 25 2010 8 353 AM 2568 79 5 Lh ol t c D C Im es es G G e 3 fe 5l B F 150 c 3 Ux E E Dl ol o DOl u o 5l o e c olol ala Dl elo e c e LJ b So al al al al ol ol al el ea 5i al ol c Value Sheet Fj http intraway dev mhd state ma us sam reports 57294 rptValueSheet_57294_1 pdf Microsoft Internet Explorer provided by Commo P x salg 1 1 amp 979 E E rina n Contract 57294 Estimate 1 Item Item Description Quantity Unit Price Amount Number Estimated N GEN D TH AND SAFETY PLAN IS 1 5 000 000 5 000 00 LE x NGINEERS FIELD OFFICE AND EQUIPMENT xe 2 600 000 2 600 00 TYPE A 1 75 Mosmzarion is 0313 _ 420000000 13 30000 1 75 NPDES STORM WATER POLLUTION PLAN 1s os s6000000 s300000 1 990 Po amp eDealRembrRae s nse 100 srao 3 997m frelephone Charge f s 295 sooo 276 Total V ie of This Estimate is 144 371 60 Total Value Through Estimate 1 is 144 371 60 Total Money Spent Through 5 27 2010 is 6 188 822 34 a a a a M M HH Site Application Module SAM V 8 5 Page 23 of 28 Quantity Control Ledger Sheets for this estimate 2 http intraway dev mhd state ma us sam reports 57294 QCL rptQCLGroup_57294 pdi Microsoft Internet Malbxl amp
15. EEN SENT TO THE CONTRACTOR FOR SIGNATURE 3 Screen should default to Page 1 4 Any Override Projections modified since the last estimate are automatically entered on the new estimate Any new items will be automatically added to the Estimate 5 Any new payslips created since last estimate should be listed under the UNPAID ITEMS FOR CONTRACT XXXXX section of the screen E Site Application Module SAM V 8 5 Page 17 of 28 6 Payslips can be selected for the estimate one at a time by clicking the PAY button at the end of each line or all the payslips can be entered together by clicking the PAY ALL button Payslips can also be edited from this screen if needed 7 Selected payslips should be listed under the ITEMS FOR ESTIMATE XXX section of the screen 8 The ITEM HASH TOTAL Number of Payslips this Estimate and Cost this Estimate should be calculated by S A M Check and verify that this data is accurate The Number of payslips this estimate should equal the number of hard copies that you have on file record 9 Click the UNPAY button if a payslip needs to be edited deleted or stored until the next estimate 10 Click inside the box next to B amp E Estimate or Substantially Complete if appropriate The FINAL ESTIMATE box will not be available until a Substantially Complete estimate has been created and closed The FINAL ESTIMATE cannot be closed until all UNPAID payslips are either paid or deleted
16. Enter a Date Double Click to enter today s date 4 Current User s Initials are automatically entered Can be overwritten if necessary D Enter a book and page number no multiple entries should be allowed 6 Enter a reference number Master Diary Book and Page Daily Report Number Invoice Number etc 7 Select an Item Number from the Drop Down Menu Double click your selection Only those items included in the Pay Code selection are available for use 8 Item Description AE ID No Unit of Measure Unit Cost Preliminary Quantity Projected Quantity Quantity Paid to Date amp Final Quantity Paid to Date are automatically populated 9 For the Description Location enter the amount and location using Station Offset Method H M MH MH a MM UU uL MI MHH um n M M HM Site Application Module SAM V 8 5 Page 12 of 28 For example 1 CB Route 107 SB Station 102 62 Left 15 Feet OR 1 EA 10 Inch Diam Elm Tree Removed Route 128 NB Brimble St On Ramp Use the Zoom button for more space if needed The CANCEL button closes the zoom window It does NOT copy the text The UPDATE BUTTON saves your changes Use the Spell Check button to check the spelling if needed SEE SLIP OR NO WRITTEN DESCRIPTION ARE NOT ACCEPTABLE ENTRIES FOR THIS FIELD WRITE
17. Field Office Requested City Randolph Completion Date 11 30 2010 REE 791 961 3290 Field Office Fax 781 961 3297 Phone EEUU n Zoppo Corporation MMARS vendor vC6000179348 Contractor T Supervisor Joseph Obert AE Vendor 464 Contact 5 5h Obert Contact Phone 7742591459 Person zd Done o 0 Trusted sites Star F Bs w 2 C2 i gt SAM Microsoft Powe S Inbox Microso Ie 3 Internet cliDCD Datab 5 Main Menu amp District Contrac og 3 14 PM There are two methods to select a contract with SAM 1 Select A Contract Drop Down Menu o Use the drop down menu to scroll down and find the contract this allows the user access only to the contracts he she is directly assigned to This is determined from the District Contact Database DCD 2 Enter Contract Number Box This method is more reliable as sometimes your contract number is not in the drop down menu o Enter the contract number in the box This method provides faster navigation for Supervisors amp Administrators o The DCD populates all the fields light gray boxes on this screen NO DATA ENTRY IS REQUIRED o This information is only as accurate as the DCD and Administrative Engineering system in HQ is Mistakes amp omissions on the DCD show up here so please report them to your coordinator using the Feedback button Contact the DCD Coordinator or your Area Engineer if the information
18. SEE S A M PAYSLIP IN THE MANIFOLD BOOKS INSTEAD 10 Remarks Enter any text that assists in the tracking of items amp payment Some Examples 11 12 Calculations Brox Mix Slip Nos 153462 153464 etc 125 Main St Saugus Invoice No 234 Check No 987 Completes NB Ramp Area Partial Payment for work to date in median Partial Payment Waiting for materials approval Calculated Using Select an option from the drop Down Menu or leave empty Options include Field Measurements Plan Data or Invoice Ticket Pay this CQE Enter the actual quantity being paid on this pay slip This quantity may be different from the Final Quantity IF THIS PAYSLIP MAKES THE TOTAL CQE QUANTITY TO DATE EXCEED THE PROJECTED QUANTITY YOU WILL RECEIVE A GENTLE REMINDER TO REVISE YOUR CURRENT PROJECTION A B C D 13 Finish your payslip and save your changes by clicking the SAVE PAY SLIP Button Go to the ITEMS screen Change the Projected Quantity as previously discussed You re done YOU CANNOT EXCEED 1 LUMP SUM Final Quantity Enter the Final Quantity being entered on this pay slip May be less than ITEM 12 if paying Estimated Quantity May be greater than ITEM 12 if reconciling a quantity previously paid as an Estimated Quantity May be zero Pays nothing to reconcile Estimated Quantities May be equal to the quantity being paid on this slip 14 Click the Save Pays
19. Site Application Module SAM V 8 5 Page 26 of 28 Entering Projections o The screen automatically opens to the current Fiscal Year with the current month highlighted o The projections for the Previous and Future Fiscal years are also provided Similar to Windows Explorer the user can navigate these fields by selecting the or buttons to the left side of the screen o The previously entered projections for the last four 4 months the current month and the remainder of the contract are displayed These projections also cross past and future fiscal years o The actual estimate spending to date by month is also provided from the DCD Review this information with your SAM data for accuracy o Actual spending will be updated monthly As actual spending is updated enter the revised value in the projected box for the previous month to match the actual spending for that month only after the actual spending for the next month is entered For example when the actual spending is input for March you can go and update the projection for February to match the actual spending for February THERE IS NO SAVE BUTTON ON THE PROJECTION SCREEN The color of the data window changes to a light green signifying that SAM received your revisions o Enter the projections for the current month and the remainder of the contract o Asthe projections are revised the Fiscal Year Subtotal and the Contract Totals are recalculated to reflect your
20. a Np os Rradn A E lude vu i T ld m T3 performed in accordance with the provisions of this contract QUANTITIES CHECEED Mane Sus amp Sens Inc Susi Bros Contractor APPROVAL RECOMMENDED By Auth Signature APPROVED CSD 080 EEV 05 03 10 As to work performed when I was not personally present to the best of my knowledge the work performed and materials used are in conforman with the contract specifications Report Date 5 27 2010 8225 51 AM Site Application Module Version S 5 a a eS Site Application Module SAM V 8 5 Page 21 of 28 Estimate Worksheet Report Resident Engineers enter Fiscal Year dates etc These need to be handwritten in with each report submission Worksheet for Estimate 1 Contract 57204 Boston Massachusetts Avenue Period Ended 9 9 2009 5 000 00 5 000 00 2 600 00 2 600 00 0 315 132 300 00 132 300 00 31 50 Bees em 85 B4 F 1 184 00 1 134 00 0 18 n 287 60 287 60 Total This Estimate 144 371 60 Total Through this Estimate 144 371 60 Percent Complete Encumbrance Remaining Report Date 5 25 2010 8 46 30 AM Payslips Report http intraway dev mhd state ma us sam reports 57294Payslips rptPayslip 57294 823 992 1 649842 MiG ni xl 4 8 a amp 14 amp amp o HE BH l Contract Number 57294 This payslip was paid on estimate 7 Paycode 1 Date 3 19 2010 Initials RB Paycode NPTA 56326 Description Estimate
21. ations estimate etc is populated from data previously entered in SAM and the DCD o Enter the period ended in the box provided o Enterthe Percentage of dollar value of work per contractor s schedule as a decimal in the box provided o Enterthe relevant LABOR COMPLIANCE INFORMATION in the boxed provided 3 5 o Select the SENT TO CONTRACTOR box o SAVE YOUR CHANGES Estimates can be edited at any time as long as a date is not entered into the SIGNED ON box Simply uncheck the SENT TO CONTRACTOR box amp enter or delete payslips as required o After the contractor has signed the estimate enter the date in the SIGNED ON box Make sure the Sent to Contractor box has been checked Remember A NEW ESTIMATE CANNOT BE CREATED UNTIL THE PREVIOUS ESTIMATE HAS BEEN SENT TO THE CONTRACTOR E Site Application Module SAM V 8 5 Page 20 of 28 Creating and Printing Reports Use the PREVIEW PRINT buttons on the bottom of the screen to generate the Estimate Payslips and QCL pages for the Estimate amp other reports that assist in tracking project spending These estimates amp reports are shown as pop up windows To back out delete an estimate 1 Go to page 1 choose the estimate 2 Go to page 3 document data there uncheck boxes amp remove dates 3 Go to page 1 click Delete Estimate this will unpay all payslips amp delete the estimate The following are examples of submittals that may be required wi
22. ber is correct o IF THIS INFORMATION IS WRONG CALL THE DISTRICT SAM COORDINATOR ASAP using the Feedback button o Use the Items Screen to generate a Contract Items Report A B amp E report generated through SAM o Keep the projections as current as possible as this will improve the running cost of the contract o Select View Payment Discrepancies to see ONLY those items where the quantity paid to date is over or under the current projection o Projection Overruns occur when QTD is greater than the Current Projection and are shown in RED o Use the Filter by AEID Drop Down to view the Items associated with the PC codes if applicable MassDOT Estimate Type is the Default View p MH M M M l S a Site Application Module SAM V 8 5 Page 9 of 28 Adding a New Item Contract Allowance 999 Item E Mass Highway Construction Division Field Personnel Site Application Module Version 8 5 Microsoft Internet Explorer provid m a xl Fle Edit View Favorites Tools Help dr Good Evening Joseph Breen Gems Select a Contract Enter a Contract 57641 Randolph ABP Bridge Replacement BR R 01 012 j OR 57641 Randolph ABP Bridge Replacement BRZ R 01 012 Save All View Payment Discrepancies Prelim Qty Paid Current Projection To Date Projection Over Ride Qty e Cancel 99XX ml Newttem Description
23. cece eee III I Im mH mnn nnn 7 3 7 JA we seceatee 7 FS SO roe E 7 FOJO VOU DAS oro aia 7 3 Information Screen SeleoF d CODI e cese E EAE ee EAS EEEE EERST 8 Enter Contract N mboet 4i ioo ostro re rk a hr a Er Ex Pu ace ae sek seeded 8 4 Items Screen Overview and Filter By AEID c ccc ccc cece cece cece eee mmn 9 Adding a New ltem sssssssssssssse III Ie nnn nnns 10 11 Contract tem ReDo vei ic dex ue egetes sie penu oai urn E MEE SUME U RE DE UA 11 5 Payslips Screen Creating a NEW paysllp uusc ie mph o RE eta raro xu ERA Er PR ME PERMIT EUR E ESSE 12 13 Editing or Viewing an EXISTING PaySlip ccccc cece ee eeeeeeeeeeeeeeeaeeaes 14 Cloning an EXISTING paySIip cc cece cece eee e cece eect ee eee e eee HH 15 6 Quantity Control Ledger QCL Screen cece cece ec cence eee eeaeenaes 16 7 Estimates SUMAN ACS T T r 17 Creating a NEW estimate ccc ccc ccc e ese e eee e cease mnn 17 18 E UMAC ACS 2 yeere NER E T AS 19 Over Run Explanations Under Run Explanations Contract Allowance 19 Eomae FAGE oa E E 20 Creating and Printing Estimate Reports Contract Worksheet Reports Estimate Worksheet Reports Pay Slips for Estimates Value Sheets and QCL SICHER M TLE 21 24 8 Projections Screen miel eiep2
24. ch Fiscal Year has its own table Each monthly projection must be updated periodically to match what was actually spent during that time period amp future projections must be adjusted accordingly If past projections were not updated in a timely manner to reflect actual spending please see the Area Engineer or SAM DCD Coordinator for assistance The contract totals tables includes the Resident Engineer s estimated contract value From the Items Screen a summary of all monthly projections the total actual estimate spending to date from the DCD Estimate Screen and the MMARS Encumbrance From Project Info for the project You should compare the actual estimate spending to date from the DCD with the SAM spending to date for accuracy and determine the cause of any differences for example last estimate generated has not been processed Estimates should be processed within two weeks of submittal of hard copy to the district Advise your supervisor of any discrepancies Please remember that the Boston Construction Office is only concerned with tracking MHD ESTIMATE spending Agreement spending should be deducted from your projections The dollar value of the contract total must equal the dollar value of the projections All projections must be kept current amp accurate and equal to the CONTRACT VALUE If they are not the Resident Engineer must go back and adjust either the individual item projections or the monthly spending projections
25. e contract number in the area provided if your problem relates to a specific project o Click the Submit Request button to send your query 10 Looking Ahead o Materials Reporting o Finals Reports o CSD 683 reports amp Estimates that directly transfer to DCD for expedited processing a A See Site Application Module SAM V 8 5 Page 28 of 28
26. eputy Chief Engineer for Construction can access program and write pay slips oynchronizes with the District Contract Database and the Administrative Engineering AE system accelerating estimate payment CSD 683 reporting amp similar work H M H M Uu M UU UL UI I MHHEu C HR a Site Application Module SAM V 8 5 Page 3 of 28 Tools amp Tips o The FAQ Button provides answers to frequently asked questions and common application problems o The Materials Button provides a pop up menu of the Materials Spreadsheets o The Planning Button provides a pop up menu for The New Road Entry Form for the Planning Office Road Inventory File o The User Manual Button provides this user manual on the website o The Profile Button allows you to change your Password and other site navigation settings o The Admin Button is available only to SAM Coordinators and System Administrators Within the Admin button the following links are available for use The Profiles screen is where your SAM Coordinator or Administrator can access account information reset your password edit projects assigned to you debug your account etc The Version History screen displays modifications to SAM and provides descriptions of the changes he Refresh QTD
27. estimate of projected spending throughout the duration of the contract MMARS Encumbrance The projections provided on the SAM projections screen will be transferred directly to the DCD projections screen without manual data entry eliminating the need for a Financial Tracking Report pm M 1 Mu a Uu A T en M M H H Site Application Module SAM V 8 5 Page 25 of 28 Projection Screen Overview of the Projection Table h Mass Highway Construction Division Field Personnel Site Application Module Version 8 5 Microsoft Internet Explorer provid File Edit View Favorites Tools Help Qo Back LJ x A a Search se Favorites 464 CJ zm IW m rel Address httn intraway dev mhd state ma us sam main asp Good Morning Kevin Siniscalchi Select a Contract og Enter a Contract 57294 Boston Roadway Reconstruction Get Contract 57294 Boston Roadway Reconstruction Contract Completion Date 11 30 2011 Current FY 2010 Current Month Financial Tracking Report gPrevious Years Contract Totals Contract Value Projection Actual Spending MMARS Encumbrance 12 539 308 40 13 315 096 74 5 370 517 14 13 315 096 74 Committee Spreadsheet The current completion date and a Contract Totals table are auto populated Ea
28. is incorrect or missing by using the Feedback button E S Hu P H H M MMHu M Site Application Module SAM V 8 5 Page 8 of 28 4 tems Screen E Mass Highway Construction Division Field Personnel Site Application Module Version 8 5 Microsoft Internet Explorer provid g 8 x File Edit View Favorites Tools Help ay Good Evening Joseph Breen mem Select a Contract Enter a Contract 57641 Randolph ABP Bridge Replacement BR R 01 012 OR 57641 Randolph ABP Bridge Replacement BR R 01 012 l View Payment Discrepancies Prelim Qty Paid Current Projection Item AEID PC Description Unit Price To Date Projection Over Ride Q ior eme peamerecueens ma suneoos co oad ond moi eser jmcussmesewano n sood xd o 3 o wei parooeeccavarion o ssooul e eese cime as eme hester ron merom fen mom 34 4 3 T GRAVEL BORROW FOR BACKFILLING 45357 1 FINE GRADING AND COMPACTING SM 700 Paycode Library Estimate Class Library Pay Code Estimate Class PC Desc Estimate Class 1 MHD Estimate 100 STATE MHD Estimate 45357 Done P e Trusted sites o All the contract items bid prices amp quantities pay codes etc are populated from Administrative Engineering database in Headquarters and are identified by the AE ID Please verify that that the AEID num
29. lect a Pay Code using the Drop Down Menu 4 Enter a Unit of Measure UOM in the Unit Column Acre A Each EA Lump Sum LS etc 5 Enter a Cost per Unit in the Price Column 6 Enter an Estimated quantity in the Prelim Qty Column 7 Click Save New Item to enter or Cancel to quit and start over 8 If the new item is Material on Hand select the box 9 Scroll Down amp Confirm the Item was properly entered 10 A new item can be deleted as long as no pay slips have been created for the item IF THERE ARE ANY PROBLEMS CLICK DELETE amp START OVER 11 The new item will be automatically added to the next estimate and will be imported to the Administrative Engineering AE system If an item is deleted sometimes it can take 30 days for the item to drop from the screen This is normal system behavior Please verify that all of the information on this screen is accurate including the information displayed in the Paycode Library If any of this information is incorrect contact your SAM Coordinator to back out the estimate Generating a Contract Items Report 1 All projections for balances and excess are entered on this screen No more Dummy pay slips 2 Enter the Resident Engineer s projection in the window under the Projection Override Column NOTE If the QTD has exceeded the Current Projection it displays in red 3 Click the SAVE ALL button 4 You can enter several overrides at once amp save
30. lip Button when finished A pop up message should inform you that you correctly entered your payslip J M H M a E I MHum H M T Site Application Module SAM V 8 5 Page 13 of 28 Editing or Viewing an Existing Payslip PAYSLIPS THAT HAVE BEEN PAID ON AN ESTIMATE CANNOT BE EDITED 1 Click on the Search Payslip Button A pop up menu appears for the Search Payslip filter 2 Select a method to target your search by Manifold Date or Item Enter 96 in any of these fields to view all payslips 3 oelect a method to sort the Payslip by Manifold Date or Item 4 Find the Payslip using the scroll bar amp select by clicking the VIEW PAYSLIP button 5 The pop up window should close amp the selected Payslip will be shown on the Payslip Screen 6 Make any necessary changes and click the Save Payslip Button A pop up message should inform you that you correctly updated your Payslip Alternatively you can jump to a payslip from the Estimates screen paid or unpaid You must unpay a payslip in order to edit it however M d M H M M a E e E M M MH He 1 Site Application Module SAM V 8 5 Page 14 of 28 Cloning an Existing Payslip SAM allows the user to copy a payslip
31. massDor Massachusetts Department of Transportation Site Application Module Version 8 5 SAM User s Manual Welcome to the Highway Field Operations Network Email Access Updated MassD OT Timesheet now available Download Calc Book Spreadsheets Download Materials Farms Blank Timesheet X Current Job Postings TransAct Access to the state email system is available for Highway field personnel Contact your District Office to have your account enabled Copyright amp 2008 Commonwealth of Massachusetts Field Ops Home Site Policies This user s manual will provide a practical application of the SAM Application for Resident Engineers amp Field Personnel Site Application Module SAM V 8 5 Page 1 of 28 Table of Contents Page 1 Introduction Rel 3 Tools amp Tips FPA Y X 4 Maternal UO Mi e TT renis 4 FTA BUNGI M TT TU UU T TIE 4 User Manual Button esses mmm nnne 4 POG BUON R 4 AOM DUTO ite eecoae ani cacon sane seensenenoeeaeesatee deen EE 4 EXI siio RE ee eee ee E E E eee ee eee 4 Incompatible Keystrokes esses mmm 4 SAM Coordinators uasecsusir e duse talc ries xu sdnpeg qua uilisdn quas ENEN E o FOE SIM RUE 5 2 Getting Started MaS SDOT er E 6 First time logging On cece cece cece e
32. or save each overrun one at a time 5 Click the CONTRACT ITEMS REPORT to print B amp E ALL PROJECTIONS MUST BE KEPT CURRENT amp ACCURATE M H M d P Uu UU U amp MHH U H H 1T Site Application Module SAM V 8 5 Page 11 of 28 5 Pay Slips Screen E Mass Highway Construction Division Held Personnel Site Application Module Version 8 3 Microsoft Internet Explorer provid File Edt View Favorites Tools Help Qe O ig GD 2 seach vm O Iz Ey J ES 3 Address http intraway dev mhd state ma us sam main asp act Morning E LL BOE Projections Documentation see comua a a_i awe a Contract 43300 Boston Bridge Replacement aJ 43300 Boston Bridge Replacement Search Paysips Paycode Hl x Date Bookpage vj Hem vj Remarks x Calculated Using r1 Payment Quantities Preliminary Qty Projected Qty Pay this CQE ioo Total CQE Qty To Date Final Qty 0000 desse Committee Spreadsheet zu CL Trusted sites Pay Slips have to be created first before making an Estimate Creating a New Payslip 1 Click the NEW PAYSLIP button 2 Select a PAY CODE from the Drop Down Menu Estimate type and Pay Code description are listed Double click your selection 3
33. stimate Screen Page 3 E Mass Highway Construction Division Field Personnel Site Application Module Version 8 5 Microsoft Internet Explorer provid File Edit View Favorites Tools Help E e z x ae a a J Search S f Favorites Address 2 http intraway dev mhd state ma us sam main asp Good Morning Kevin Siniscalchi dfo Items Payslips E Projections FAQ Materials SS Planning User Manual User Manual Help Feedback Profile Admin Admin Ext Select a Contract poros Contract 5 294 Boston Roadway Reconstruction OR Get Contract Contract 57294 Boston Roadway Reconstruction SEED Estimate 7 Save Est Prime Contractor Mario Susi amp Sons Inc Susi Bros Project Location Ecston Est 3 7 PROJIS 500636 Started 5 3 2009 Comp 5ch 11 50 2011 Comp Est 11 30 2011 Period Ended Enter the Percentage of dollar Value of Work Per Contractor s Schedule as a decimal Enter total number of classified employees excluding supervisors working on the project for the Contractor and all subcontractors as of the Monday preceding the Period Ending date above Minority employees included in numeric quantity A above Enter the total number of Female employees included in numerical quantity A above Sent to Contractor Date Sent to Contractor 3 23 2010 The top section of this screen Prime Contractor Project Loc
34. sued email account o Please remember for security reasons all technical support is provided through MassDOT issued email only p S HU u UP Hu u M UM Site Application Module SAM V 8 5 Page 7 of 28 3 Information Screen E Mass Highway Construction Division Field Personne I Site Application Module Version 8 5 Microsoft Internet Explorer provid File Edit View Favorites Tools Help Q Back cA gt x Be DO Search Se Favorites O T m ER m xs rel 2h Address http 7 www mbhd state ma us sam main asp Good Afternoon Joseph Breen Payslips Help Feedback Select a Contract Enter a Contract 57641 Randolph ABP Bridge Replacement BR R 01 012 kig 57641 Randolph ABP Bridge Replacement BR P 01 012 Pent BR R 01 012 57758 Milton ABP Bridge Betterment Contract 57641 PROJIS 603244 Job 877 District 4 Description ABP Bridge Replacement BR R 01 012 Metric gt City Town Randolph Federal Aid Route Street DCR Access Road over Route 24 NB amp SB Bridge R 01 012 EE Lokman Arran Start Date 5 13 2009 Engineer Field Office 1 Original Address 10 Mazzeo Drive Suite 212 Completion Date 11 30 2010 Field Office Scheduled Address 2 Completion Date a
35. ternet Explorer provided by Commonwealth k oel xi g j http intraway mhd state ma us FIELDOPS hea X 3 Google Cadi i File Edit View Favorites Tools Help x Favorites s YY Google Pinfo PInfo Q PInfo D SAM MassDOT TransNET Suggested Sites v welcome to the Highway Field Operations N fy E apy Page Safety Toos P Welcome to the Highway Field Operations Network Email Access Site Application Module SAM Snow and Ice Time Timekeeper Application Download Calc Book Spreadsheets Download Materials Forms New IT Policy Email Size Limitations Updated MassDOT Timesheet now available Blank Timesheet Current Job Postings Email Changes in preparation Road Flaggers amp Police Details for MassDOT Engineering Directives Site Application Module SAM Highway State Vehicle Handbook Training C2 TransAct Access to the state email system is available for Highway field personnel MassDOT Contact your District Office to EE 71 ges have your account enabled Copyright 2009 Commonwealth of Massachusetts Field Ops Home Site Policies MassDOT Web Address o Log onto the Field Operations website at http www mhd state ma us fieldops o Select the Site Application Module SAM 8 0 link to be routed to the SAM Website eE Md HM MH H UE Puu
36. th every estimate Estimate Report Estimate Worksheet Report Value Sheet and Contract Worksheet report Estimate Report Contract Quantity Estimate Report F http intraway dev mhd state ma us sam reports 57294 CQE 57294 MHD Estimate 48083 1 pdf Microsoft Internet Explorer provid oj x B 43 amp 1 1 amp 809 cm i md Dollar Value 144 371 60 The Commonwealth of Massachusetts District Job 994 MHD Estimate MassDOT Highway Division CONTRACT QUANTITY ESTIMATE 1 Est No 1 2 Page 1 of 1 3 File No 48083 4 District 4 5 Project Location _Boston Massachusetts Avenue 6 Contract No 57204 T Penod Ended 9 0 2009 8 Partial Estimate 9 Date Work Started 9 8 2009 10 Date Completion Scheduled 11 30 2011 11 Date Completion Estimated 11 30 2011 12 Contractor Mano Susi amp Sons Inc Susi Bros 13 Percentage of Dollar Value of Work Per Contractors Schedule 178 A 3 B 0 C 0 14 PC 15 Item Number 31 m 1 31 a 1 S 3 7 amp 95 19 New Items Item Number Item Description Umt Quantity Est to Unit Pric Projected Cont F Date Qty Qty 999 001 Police Detail Regular Rate 1184 1000 648500 999740 Telephone Charge s 286 1000 1000 20 Item No Hash Total 4422 841 21 Quantity Hash Total 1474 415 Thereby certify under penalties of perjury that all estimate quantities of contract items ami all work Ee i
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