The APOST Times Newsletter - June 2022

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June 2022


Single Sign On for ODOT

We have listened to you and we have big news. Single Sign On is here! You may have read the news in the bulletin sent out to you last week.

Beginning Friday, June 3, internal ODOT users will have a new process to access the AASHTOWare Project (AWP) Test and Training sites using a single sign on. No more logging in with your password. Now, from your ODOT computer, these sites will access your already entered ODOT credentials. You open the AWP Test site or the AWP Training site and you will be logged in automatically! You won't need any additional logins or passwords to access these sites.

For a while, you may be presented with a “pick an account” window that you need to click-through. Once ODOT resolves the issue internally, we will jump straight into AWP without having to “select an account”.

The process is not changing for external users, including our Infotech partners. They will continue to log in using the links to the Test and Training sites.

The AWP Dev site remains in a location where everyone, internal and external users, will need to use their password on the log in page of the site.

If you have any issues getting access, contact the SysAdmin group at AWPAdmin@odot.oregon.gov.

 


Important Project News

Agency Views – At the last Implementation meeting, many subcommittees said they were making progress on which agency views (AV) are still needed. Please keep the AV subcommittee informed about AVs to develop or demo. It is easy to submit the form in Doc Express. You can add notes or comments. Any questions? Contact Kim Free.

Training Meet-Up – Our next Training Meet-Up will be at the end of June. Subcommittee members, watch for the bulletin with links to our one-pager lessons, then join us for our online review.

Something to Share – We have business cards that you can give away! We created them to use at the ACEC Conference in May. The QR code goes to our AWP-APOST webpage. If you’d like any to share, let us know and we’ll get them to you!

QR Code Card

AWP – To ensure consistency in our messaging and avoid confusion for all users in the years to come, the APOST project and Project Controls team have agreed the official acronym for AASHTOWare in ODOT will be AWP. Please use AWP in your communications going forward so we all know what we're referring to.

Survey Says… A new APOST organizational change management survey is being released 6/1/22. Let us know what we're doing right and where we need to focus. Your input matters!

 

Project Milestones

AWP Milestones

A Note from the Project Manager: Vanessa Baker

We are deep into the APOST project…configuring, working on agency views and reports, and getting testing going. As we are in the busy season of construction and slowing our pace a bit, I want to say thank you for working so hard to get this new tool in place.​

I have been reminded by people that over the past few months we have dealt with lots of change, both at work and in our daily lives. It made me think about the change we are pursuing with AWP. I was concerned that it was too much. Then I had an ah-ha moment. I remembered a slide in the presentation that I have been giving over the past 7 years on our e-Construction vision, and that made me realize we need to “flip the script” when thinking about AASHTOWare and change.​

AWP is a big change, but this is the closing piece to e-Construction. It is the last major change in meeting the FHWA Everyday Counts initiative to go as paperless as possible with the administration of construction contracts! Steps 1 and 2 are complete. We are now on the final step!​

ODOT e-Construction Steps

So, while we know we have a big change ahead, remember that this was our plan seven years ago. This is it! Look how far we have come. We will adapt to this and only make needed modifications from here.

Together we can do this and make one more big change that will bring huge advantages to sharing data, reporting, and collaborating with our partners! Let’s flip the script and think about this as our last big change.

 


OCM Awareness Video

Feelings

Have you been wondering why we keep asking you all the questions about your feelings?

Organizational change management (OCM) works with the people-side of change. Research shows that when customers/end-users don't know why a change is happening and they don't support the change, or know what's in it for them, the change won't be successful.

Without awareness and desire, customers/end-users are more likely to:

  • Ask the same questions over and over
  • Have lower productivity and higher turnover
  • Hoard resources and information
  • Delay implementation

This fantastic ODOT video explains organizational change management in simple terms. It makes the case for why it's so important, and helps you as an end-user understand why we're asking the questions. We really do want to know what you think!

Take a few minutes to learn all about Organizational Change Management!

 


AWP Estimation Replacing Trns*port Estimator

Since September of 2019, the AASHTOWare Project Estimation™ upgrade and implementation team has been developing the ODOT AWP Estimation module to replace our current estimating program, AASHTO Trns*port Estimator™. AWP Estimation allows for audit tracking, offers users with data analytics to provide more concise pricing profiles and maintains a real time quality assurance on bid item creation, non-biddable items, and other non-construction costs.

The Estimation module is the required estimating software for the construction cost estimates for ODOT delivered projects submitted to ODOT’s Project Controls Office (PCO) reaching design acceptance phase (DAP) after October 1, 2021 and reaching plans, specifications and estimates (PS&E) after June 1, 2022.

Anyone who prepares construction cost estimates for ODOT projects is required to get certified in Estimation. PCO will grant access to Estimation after users attend a training class and pass an exam. Certification consists of a 2-step process available for ODOT and consultant users:

Additional information regarding Estimation can be found on the AASHTOWare Estimation webpage.

Contact the PCO Cost Estimating Team with any questions.

 


Excellence Award: Anita Muhly

Anita Muhly has been an ongoing champion for eConstruction. She began as one of our iPad testers in the original pilot, and provided feedback that factored into our decisions as we moved forward. Anita then became a proficient user of Doc Express as an assistant resident engineer (ARE) in the Astoria office.

Excellence Award Winner - Anita Muhly

With APOST, she has taken a leadership role with the daily work reports (DWRs) subcommittee and as a part of our core team. The DWR is one of the most used data pieces on the project. Anita has led the team to configure the DWR to work best for ODOT. She recently invited end-users from the construction offices to watch a demonstration of the DWR the team has created. This allowed strategic input on the forms and staff to get involved.

We are lucky to have Anita on our team!

 


FAQs

When I have a civil rights issue or concern during a construction phase, who can I contact in OCR?
Prior to AWP Go-Live, contact odoteconstruction@odot.oregon.gov. We will make sure that you get connected to the right person.

After Go-Live, you will contact the AWP System Admin group at AWPAdmin@odot.oregon.gov. AWP System Admin will review your question and then reach out to the OCR Lead. This allows us to keep track of questions and answers to help other users who may have the same question.

 


Why are we doing AWP?

If you are new to AASHTOWare Project (AWP) and APOST from Construction, Materials or Civil Rights, here are some important facts to know about the program and why we are making the change.

AASHTOWare Project

AWP is a data management system created by the American Association of State Highway and Transportation Officials (AASHTO). Many transportation departments nationwide use AWP modules. These modules create a single source of data for construction projects. This data can also be utilized for a variety of other analytical purposes throughout the agency.

AWP allows the simplification of our business and management reporting. In addition, it replaces aging databases with a current data management system. AWP supports the programs required for construction and civil rights tracking. It ends the division of data into multiple systems.

APOST

The AASHTOWare Project One Source of Truth (APOST) is implementing the AWP Construction & Materials (C&M) and Civil Rights & Labor (CRL) modules. This allows us to assimilate multiple systems into one unified database. It creates a consistent, integrated view of the construction contracting process and facilitates various reporting requirements. With AWP, we will have one source for data that extends from pre-construction (already implemented) through project final acceptance.

 


Questions? Comments? Interested in becoming a team member?

Contact us and let us know.

Check out our website at
https://www.oregon.gov/odot/Construction/Pages/AW-Construction.aspx

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