December 2021
This month we shine the spotlight on Eric Burns, ODOT’s database administrator for our Laboratory Information Management System (LIMS) program in the Central Materials Lab. Eric is the materials lead for AASHTOWare and is responsible for computer equipment and software within the lab, specifically proprietary systems used for materials testing. His unique perspective is a valued part of the AASHTOWare implementation process. |
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What are you doing to prepare for AASHTOWare?
I am part of the core team we’ve established to successfully implement the AASHTOWare system. Because I am the materials lead, I bring my perspective from a materials point of view to the core team. I have a higher level view and understanding of the materials side of AASHTOWare than other folks on my team, but when we get down to the specifics I still rely on other individuals to provide different viewpoints.
I focus on the AASHTOWare LIMS system that is imbedded in the product. This new LIMS system will replace what we have now and add capability for the Quality Assurance group and the contract testers.
How do you think it will affect your job?
My job is going to get a lot busier. Right now, the database that I oversee is just for the Central Materials Lab — about 20 people. With AASHTOWare, we not only have the lab but also our QA group and all the contract testers, which is a lot of folks. We also have mix designs for both concrete and bituminous designs and it ties into bid items and acceptance on those bid items for materials. This is a huge task that we are trying to figure out right now. Down the road I suspect I will be even busier, but I think it will be good. I’m really hoping that AASHTOWare will bring a lot more consistency statewide to all the areas that it touches, however right now there are definitely more hurdles to overcome. As we go along, we are continually trying to figure out how it may affect one group or another differently than we first thought.
How do you think it will affect the quality control compliance specialists (QCCSs) and the quality testers who work with ODOT?
To start, it may make their jobs harder. Even with training it’s going to take a bit of effort to learn all the parts. Even so, I think that the consistency it provides is a definite advantage and it should offer some better tools to track projects. We are trying very hard not to put an unnecessary burden on the QCCSs, which is a concern that’s been brought up by a few folks.
As far as the outside quality testers, the AASHTOWare implementation will add some work to what they do. They are going to have to enter things into AASHTOWare that right now they enter on paper. I think that once things get going it’s going to be a nice way to advance the test results up to our QCCSs and project staff. It gives a real clear path for the work flow. Ultimately the implementation of AASHTOWare will make our processes better but it is going to be a long road to get there.
Do you think that the implementation timeline is realistic?
Yes. At first I had some concerns when we were looking at this big package, especially when we were looking at acceptance actions. Our group was seriously concerned about how that was going to go because it is a lot of hours, but now that we’ve hit our stride things seem to be moving along and I’m starting to feel a little bit better about that. I think that we will probably be okay on our timeline.
Did you have to hire extra people to do the data entry work or are ODOT people taking that on in addition to their regular jobs?
Regular people have taken on extra work. We’ve had two subcommittees that have joined together to do that process; our global acceptance actions and our sample process flow subcommittees. They both took on chunks of it, working hard on global acceptance action and data entry. Recently, we reached out to the project offices to get some folks to help and who maybe have a better understanding of the bid items, the materials that are in those bid items, and how they interact so that we ensure everything is correct.
Do you know what your role is going to be in dealing with some of the resident engineer offices?
I will be helping some with training, but mostly I will help folks figure out how things work, get them into the system, and make sure they have what they need for what they are trying to do. Mainly we will be helping folks who are trying to figure out how to do a very specific process and they are not sure what they need to do.
To get more information about the AASHTOWare project and read past issues of the APOST (AASHTOWare Project one source of truth) newsletters, visit the APOST website.
Your password for the AP Infotech, Inc. (ITI) Hosted Dev site needs to be updated every 90 days. You will receive three system-generated warning emails in the final 10 days prior to expiration. When you receive one of these warning emails, don’t delay! Immediately update your password per the email’s instructions. If you miss changing your password, you will have to request assistance from the Sys Admin group to create a new password.
So, if you haven’t checked in a while, go to the AP ITI Hosted Dev site and enter your password. If it doesn’t work, fill out the form from the link on the Dev site login page. Submit it to the Sys Admin group as instructed on the form.
If you’re ready to update your password before it expires, click on the Update Password link on the Dev site home page and create a new password.
Did you know that you are our best AP Dev site tester? Honestly, we won’t be able to find all of the quirks we need to fix for our implementation without your help! Just get into the Dev Site and start playing around. Try to break it. We dare you! We need to know what works (or doesn’t) before AP goes live while it’s still easy to fix.
You can start now! Look around and test things out. And then, watch your email in January. We’ll send out bulletins with links to training exercises designed specifically for your module to learn more tips and tricks.
If you need assistance getting into the Dev site for AP or if you have any questions, contact the Sys Admin group at AWPAdmin@odot.Oregon.gov or contact your subcommittee lead.
Testing for Civil Rights & Labor is right around the corner and we need ODOT and external staff to participate. This will give you an opportunity to get to know AASHTOWare project before training while helping us check for process and program validity.
Interested? Please send an email to odoteconstruction@odot.oregon.gov and let us know you would like to join as a CRL testing volunteer.
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Looking ahead and making plans? Here is the latest update for the AP schedule.
The APOST Excellence Award is our way of saying, “We really appreciate you!” We celebrate APOST project staff who work positively and respectfully with others. When we see someone improve a work process or system, we want to say “thanks” and share with everyone! The APOST Excellence Award was given to Kim Free at the December Steering Committee meeting.
Kim has done a phenomenal job leading the change orders and agency views Subcommittees. She has demonstrated real leadership by reaching out to other states to learn how they’ve overcome particular challenges. She researches and reaches out to other subcommittees, Infotech liaisons and stakeholders both in and outside the agency to ensure that all who will be impacted by a decision are consulted.
In addition, when we lost a key staff member, Kim agreed to manage an additional subcommittee — leading and contributing to a total of four subcommittees! She has been incredibly generous with her time and effort. She exemplifies what an APOST ODOT team lead is all about by using all the tools at her disposal to ensure that decisions are made in ODOT’s best interest. Great work Kim! Thank you!
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Shout out to KATIE SCHNEIDER, ODOT Admin Specialist in Region 1: Katie willingly volunteered to let ITI walk her through the process of submitting and reviewing a payroll. She did this while in a Zoom meeting in front of the entire AP labor subcommittee. The recording of this process has already helped other subcommittee members in completing the payroll process steps.
We celebrate when project staff working on APOST goes above and beyond. If you see someone doing something good in AP or on the project, let us know! Send us an email and tell us about it. We want to say, “thanks!”
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Questions? Comments? Interested in becoming a team member?
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https://www.oregon.gov/odot/Construction/Pages/AW-Construction.aspx
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