April 2022
As most of you know, Joe Squire will be retiring from ODOT at the end of April. Joe has been an amazing champion for e-Construction and will be missed. In 2014, Joe took the challenge from contractors and Tom Lauer to reduce the number of construction forms on our projects, as well as the initiative from FHWA for e-Construction. He quickly set an objective and vision for ODOT to achieve these goals. His familiar mantra of “One Source of Truth” became the foundation of the e-Construction program at ODOT and the title of our APOST project.
As we are now deep into e-Construction and implementing AASHTOWare, he reminds us to not lose focus on that original vision and objective.
VISION:
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 OBJECTIVE:
The goal is to increase efficiency by streamlining communications and improving transparency with internal and external partners by the automation of document processing using digital technologies.
“If it is created on a computer, keep it on a computer.”
As Joe wraps up his time with our project, he shares some lessons that were learned over the course of e-Construction implementation.
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Take advantage of opportunities – In July 2016, we created the statewide policy allowing cloud computing. We jumped on the opportunity and got Doc Express implemented in the cloud.
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Don’t be afraid to pivot – It’s ok if you realize you are going down the wrong path and need to change directions. You can still get to your goal!
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Partnering – The best partnering occurs when you do not realize you’re partnering. Reach out to our external partners and have them share in the development.
Joe, the APOST team is appreciative of your wisdom. You set a path for ODOT Construction to catch up and maintain new technology to keep pace with our external partners. As we move forward with the e-Construction strategy, we will continue to need strong champions. We appreciate everyone on this project!
Later this month, we will be sending out another article on what Joe Squire has provided as the lead for e-Construction.
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OTHER AWP NEWS AT ODOT: We’re happy to see that AWP Estimation is running smoothly! Congratulations to the Project Controls Office on a fantastic job collaborating to implement this AWP module. AWP Estimation now joins AWP Pre-Construction (Pre-con) as active AASHTOWare Project modules in ODOT. This brings us closer to our e-Construction vision and the purpose of the APOST project which is to implement the Civil Rights & Labor (CRL) and Construction and Materials (C&M) modules..
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APOST WEBSITE: Visit the APOST website to learn more about AASHTOWare Project at ODOT.
For ODOT to reach our goal of hosting AWP in the cloud, we need to put contracts into place. Currently, the team is working on an agreement with AASHTO for licensing. We are also working with Infotech on a contract to move the Pre-Construction and Estimation modules to the hosted environments. Our goal is to have both of these completed by June 2022.
Our Hosting Plan will then put into production:
- Pre-con and Estimation modules will be moved to the hosted environment, tested, and put into production (October/November 2022).
- CRL module will be moved to the test environment, tested, end-user training, and put into production (January 2023).
- C&M modules will be moved to the test environment, tested, end-user training, and put into production (Sept/October 2023).
The project team is diligently creating an implementation/deployment strategy. There are many moving parts such as when systems can/will be cut over, the impact of the transition, which projects can be moved, and when that move takes place.
Interested in helping set the criteria for deployment? Contact the project team at the odoteconstruction@odot.oregon.gov.
Organizational change management (OCM) prepares, equips, and supports individuals through change so that they can successfully adapt to and adopt changes. According to Prosci, a leading organizational change management certification program, “Organizational change management is an enabling framework for managing the people side of change. Without adoption, changes will not be successful, and we will not deliver the desired outcomes.”
Creating awareness of the change, the why behind our change, is the first step for our staff, partners, customers, and stakeholders. Everyone needs to be aware of and understand why ODOT is implementing the AASHTOWare Project (AWP), Civil Rights & Labor (CRL), and Construction & Materials (C&M) modules, why it is needed, and the risks of not changing.
In 2005, a study of 411 companies undergoing major change projects, the number one reason for resistance to change was lack of awareness of why the change was being made.
- Why is this change even necessary?
- Why is this change happening now?
- What is wrong with what we are doing now?
- What will happen if we don’t change?
In considering a change, the 4P chart below helps to determine the effect on the organization. For more details, see the full chart.
 Additionally, multiple internal and Oregon Secretary of State audits have found the need to replace aging systems and identified risks with our disconnected systems. AWP will both replace aging systems and link technology of data systems to increase efficiency and give the ability to report on and provide oversight of data.
ODOT has already implemented the AWP Estimation and Pre-Construction modules. AASHTOWare Project One Source of Truth (APOST)’s implementation of the CRL and C&M modules brings us closer to ODOT’s e-Construction vision. These four modules of AASHTOWare provide us One Source of Truth for our construction data. This change will keep our construction data secure, make data accessible to all internal and external users, provide standardization among our construction field offices, and provide us a demonstrated return on investment by increasing our efficiencies and ability to report on construction data.
APOST is excited to announce that Rob Ryan, ODOT’s Information Systems Branch business systems analyst, has joined the APOST team as the Interface Subcommittee ODOT team lead. Rob brings a valuable and extensive breadth of experience with systems interfaces including the existing Civil Rights databases that will be replaced by AWP.
Rob began his ODOT career with the Office of Civil Rights when they transitioned from Biztrack to CRCT. He managed the system and Civil Rights program reporting. He was involved with adding the import of PCMS contracts, COBID and BOLI data, as well as the design of Enterprise Vendor in TEAMS. Rob helped OCR move from manual data entry by creating electronic forms that data could be pulled from. He’s also been involved in multiple federal audits of the DBE program and disparity studies.
In addition, Rob supported ODOT’s Fuels Tax system through upgrades, updates, and coordination of cloud solution requests. He’s worked on multiple RFPs assisting the business to define requirements to find suitable business solutions. He has worked with vendors to implement projects that ensure ODOT security requirements are fulfilled and, most recently, Rob was an integral member of the Oregon Buys project team.
As you can see, Rob’s experience hits each and every mark of value to the APOST project in configuring and implementing the AWP CRL and C&M modules. We couldn’t be more thrilled that he’s joined the team! Please welcome Rob when you see him in subcommittee meetings.
The AWP Materials Data Population subcommittee recently invited several industry partners to an informational meeting on AWP Materials. Dave Dobson with ODOT Structure Services led the meeting. During the meeting, participants saw a demonstration for proposed processes regarding aggregate production and tracking within AWP. Those processes included daily source reports, materials testing and source material facility material identifications (SMFMIs).
Several of the industry representatives asked questions and shared concerns during the meeting. Their input is now being considered as we continue to define processes within the system.
Shout out to the CAS Group! AWP is a regular discussion item on the agenda and contract administration specialists (CAS) continue to ask great questions about how AWP will affect their work. External CASes are joining the CAS meetings and bringing up questions about external use as well.
Shout out to Mike Stennett, David Dobson and Scotty Guernsey for their outreach and successful demonstration to our partners in the industry. We're at the fun phase of the project when it's time to raise the curtain and show our customers, partners, and stakeholders what AWP looks like so far at ODOT and how it works! There was a lot of interest from the industry community members who attended and also some very good questions that got us to expand our thinking. Thanks Mike, David and Scotty and team! Great way to work collaboratively and creatively!
We celebrate when project staff working on APOST goes above and beyond. If you see someone doing something good in AWP 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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ODOT Lead Anita Muhly has a special shout out for a few superstars on the DWRs and Diaries Subcommittee who have stayed strong since the project kicked off.
These four members have a heavy regular workload. Throughout the construction season, each member has been able to stay extremely focused and committed to devoting their time as we develop AWP for the agency. We have lost about two-thirds of our subcommittee members’ participation. I believe these four members have stayed committed in preparing the agency for future construction project inspection by their personal drive and devotion to the agency’s advancement with the integration of technology.
Our subcommittee has stayed true to our goals. We are in modifying the software to help eliminate time spent by construction project inspectors double checking documents. This allows inspectors to focus on what really matters: resolving field engineering issues and ensuring our projects are constructed according to the Plans and Specifications.
I would like the agency to know these four individuals are working toward significant improvement to the Construction Office processes and procedures with a main focus in field inspection practices. Our subcommittee integrates with almost all other subcommittees.
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Jordan Cools (ODOT assistant resident engineer) - Instrumental in developing workflows, creating deliverables, and keeping the subcommittee on topic, Jordan has emerged as a leader developing processes that work for all construction offices. He has the ability to stay focused on inspection goals. He thinks outside the box to solve our construction needs with AWP. We can always count on Jordan to give a realistic construction perspective, without stifling creativity.
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Nate Neal (ODOT region assurance specialist) - Nate brings a unique perspective to the group as he oversees many construction projects. We can count on Nate for his well-rounded experience with reviewing construction contracts. Nate also takes the initiative to get the ball rolling on project deliverables. He ensures we do not miss anything in the conversation and always comes prepared to keep moving forward.
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Ben Haines (FHWA) – As our timekeeper, Ben goes above and beyond in every meeting to ensure the group is aware of the time and that meetings are successfully recorded. He keeps us in line and regularly provides comic relief. Ben stays focused and provides high level feedback on group decisions. He is a valued team member. His perspective inspires deep group thinking.
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Scotty Guernsey (Infotech liaison) - Scotty always keeps us on track. He is super positive and always creates space for everyone on the team. Scotty has a calming ability to maneuver heated conversations. He is able to hear everyone in a group of varying opinions. Scotty has spent a significant amount of time modifying contracts in AWP to test our subcommittee’s requests. His ability to understand the agency’s needs and set ideas in motion is exemplary.
Questions? Comments? Interested in becoming a team member?
Check out our website at
https://www.oregon.gov/odot/Construction/Pages/AW-Construction.aspx
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