May 2021
We have switched over to access the new APOST Infotech hosted Dev site. If you still haven’t moved into the new site, please read the attached instructions with links and steps to complete the process. It doesn’t take long. You will need to set up a password first, then you can log in. The password requirement is just like the Doc Express password requirements.
What does “Infotech Hosting Our Dev Site” mean?
A Dev site is a development area where design and configurations for ODOT specific workflows occur. Infotech is hosting our Dev site right now due to the amount of work that they, as a vendor, need to configure for ODOT. Once configuration is complete and tested, we will move our data from the Infotech hosted Dev site back to ODOT servers.
|
The state of Oregon will transition from iLearn to our new learning management system, Workday, as of June 15, 2021. That includes ODOT. It’s time to put your new change and transition management skills to use!
What you need to do…
- External customers please print off your complete iLearn transcript before June 15. Use the button to access the link for instructions.
- ODOT employee transcripts will automatically transfer over to the new system.
- External customers and ODOT users will need to create a new Workday LMS account in June.
What is coming?
Watch for the instructions to set up your new Workday account and upcoming training opportunities. Please see Workday Learning Management for the latest updates.
There’s a lot happening in our many subcommittees: agency views, materials processes, discussions regarding roles and permissions, etc. As we work on our individual areas, it’s easy to lose site of the big picture.
The Training, Support and Communications subcommittee is here to help. We would like to share what you’re doing. We want to make sure that if you need input from other subcommittees, they are aware
In order to make that happen, we need information! There is a communication form to make that easier for you. Click the link and get started.
|
 This is the team lineup for APOST at ODOT for implementation of AASHTOWare Project’s Civil Rights & Labor and Construction & Materials modules.
In addition, there are many more Subject Matter Experts (SMEs) from Construction, Materials and the Office of Civil Rights participating to make this project a success for ODOT.
There are always new terms to learn with a new program. Here are a few from AP that you’ll want to know.
Agency View
Agency views and agency entities provide a template for ODOT to design our own components for AP. It’s how we create views to support additional business functions or our unique workflow.
An agency view is a user interface (UI). We design these for users to access and change data in an agency entity.
An agency entity is composed of database fields that are defined by the agency.
ODOT determines the layout and design of the custom component in our agency view. This includes which fields are displayed, and if a field as a drop-down menu or a check box. We can create accordion lists, text boxes, and modal windows. The same UI elements that appear on other AP components are available to users when we design an agency view.
Click for context-specific Agency View help.
System Event
A system event consists of a trigger and one or more actions. An administrator can set up system events. These can automatically open a tracked issue, notify users, or perform another action when the trigger condition occurs. For example, a system event can create a cost estimate snapshot any time the cost estimate total changes by a specified percentage. Or, a system event can be employed to send an email notification when a date field value is changed.
Click for context-specific System Event help.
Acceptance Action
Acceptance actions exist on Items and on Materials. An acceptance action establishes what samples, tests, or field inspections are required for the acceptance and approval of a material or material category. It may include multiple options, each with one or more rate/frequencies. Examples include one daily work report per contract, or three slumps test per 50 cubic yards installed, or one certification per source used, and so on.
The Acceptance Action and Action Relationship tabs for Materials are how relationships for quality testing are managed. An acceptance action is a test or other such determination for suitability or quality. An example would be slump, cylinder and air tests for concrete. Such tests may be required for every 25 yards poured in order to ensure consistent quality of material.
The Acceptance Action and Action Relationship tabs on Items do not have well developed functionality and are essentially informational only.
Click for context-specific Acceptance Action help.
I missed some of the Change & Transition Management workshops and I’d like to watch them. Where are the recordings available?
You may view them on ODOT’s YouTube channel. The first workshop is available now at the link below. The last 3 workshops will be available soon.
Session 1
Session 2 (available soon)
Session 3 (available soon)
Session 4 (available soon)
Will the naming conventions in AP be the same as the ones used for Doc Express?
No. Doc Express is a digital filing cabinet for forms. AP is a database, which means that we create a space in AP to capture the data that would have been in forms. That same data will be then used in a variety of reports. For instance, the project name would be entered once and used on reports throughout AP, rather than entered on each individual form.
Are we still using Doc Express after the implementation of AP?
We anticipate using Doc Express after the implementation of AP for existing projects already started in Doc Express. We’re currently evaluating whether all of our forms and processes will transition to AP according to ODOT’s specs and standards. This is especially important when you consider the multiple types of projects in ODOT (e.g., Local Agency, STIP, etc.). All applicable stakeholders will be consulted to determine what’s best for the agency, our customers, stakeholders, and partners.
How are we testing these processes to make sure they work for us? And, how will that affect me?
The Technical Testing Subcommittee is comprised of ODOT SMEs from different subject areas of the Office of Civil Rights, Construction, Materials, and other areas within ODOT impacted by the implementation of AP.
The CRL module is scheduled to begin testing next month. Each tester can review how the processes function. Then, the tester has scheduled time with Infotech facilitators to work through each report and all workflow steps. The first round of testing for the C&M modules is scheduled to begin in October of 2021. Construction inspectors will be part of the testing, training, and production launch of CRL.
Click to view the updated CRL schedule timeline or the C&M schedule timeline. Here is a list of important dates.
Activity Projected Date
CRL Testing Mid-May to August 2021
CRL Training (for all groups) November 2021
When do you expect AP Civil Rights & Labor training to begin?
In the next few months, we will be identifying roles and assigning authority levels for CRL users. Once complete, we anticipate that training will begin for CRL in November 2021. Training will be for OCR and Construction staff, as well as Contractors and Subcontractors. For C&M modules, we anticipate training to begin in October 2022.
I work in Construction and deal with a number of Civil Rights & Labor forms. Do I need to take CRL training?
If you work with Civil Rights & Labor forms (MEUR, DBE, etc.), you will need to take some training in AP for CRL. This includes Resident Engineers, Assistant Resident Engineers, inspectors, construction administration specialists (CASs), transportation project managers (TPMs) and others. The CRL module training is scheduled to begin in November 2021.
When will contractors be involved?
Contractors will be involved with our testing stage. This is coming soon for CRL.
Questions? Comments? Interested in becoming a team member?
|
