February 2023
We’ve heard the rumors and the concerns. After spending 4 years working in Doc Express, what happens when we move to AWP? Do you just stop using Doc Express? That seems extreme now that you’ve mastered it.
Doc Express is a document management system. AASHTOWare Project (AWP) is a data management system. Realistically, we will never be completely free of paper. Some things will never be data. And those things need to be included with the project.
So, fear not, Doc Express is here to stay. We’ll just be using it for specific things. Plans will need to be uploaded in Doc Express. We will also use Doc Express for some forms and documents. Doc Express will look a little different than it does now, with fewer drawers and a lot less documents to upload, but it’s not going anywhere.
For the last few months, we’ve been telling you about our upcoming Pilot Projects. You have watched as we have tweaked the schedule and searched for the perfect projects. Now it’s a reality! Pilot Projects will begin March 6-10 and March 13-17.
We’re taking two substantially completed ODOT projects and uploading the data into the Test site for AWP. One project is from the RE Bend office and the other is from an RE Portland office that used a consultant. These projects covered a wide range of experiences including lab reports, change orders, pavement, on-the-job training, DBE and TERO.
Why are we doing a Pilot? This will give us a great viewpoint and show us just how AWP works with real life ODOT contracts. We’ll run each project through AWP from Estimation to Pre-Construction and cover Civil Rights, Labor, Construction and Materials to 2nd Note. Then, we will see how AWP compares to the outcomes from the live completed projects. Did we have any hiccups? Are there any fatal flaws? Were there areas that worked better in AWP? Do the roles we defined work with our processes? How can we improve training, communication and support for the contractor and ODOT staff to create a successful experience?
We’ll analyze the results after we have completed the projects in AWP and keep you in the loop as we move forward to the October 2023 implementation.
Have you heard about our Training Meet-Ups? Come discover how AWP will help you do your work. This time we’ll demonstrate a little something from our Materials module as well as something for everyone who uses AWP.
Get a sneak peek into AWP! If you are interested, you can join us. Sign up on Workday for our next event.
Wednesday, March 1
10:00-11:00 a.m.
This one-hour Training Meet-Up will be in Teams. Watch as we go through the training exercises onscreen with you. Walk through it on your own computer and ask questions as we demonstrate. All questions about AWP are welcome!
If you have taken a Training Meet-Up previously, click on "View Course Again" and then click on "Retake Course" to select the date of the offering you want to enroll in.
Don't miss the fun! Ensure you have access to the AWP DEV site and that your password works in advance of the Training Meet-Up. We don't want you to be locked out during the practice session. (External users will not have access to the DEV site but can still attend the event to watch and learn.)
Change means having to learn new names for familiar things. Sometimes it’s the process that is renamed. Other times, it’s the fields inside the program. First, you must learn a new way to do things that you could do with your eyes closed. Things that used to be common knowledge and simple. Now, you also need to remember what to call all the new things so others can understand you.
In AWP, we’ve got your back! Yes, we will have new names for items within the program as well as changes for what we will call the different fields and final reports. We’re providing tips to help you manage the new terms. Here’s a couple to watch for as you begin training.
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To assist that learning curve, we offer help in our training documents. Our Quick Reference Guides (QRGs) will include information to help you remember the difference between various Action buttons to facilitate your training. |
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With our Computer-Based Training (CBTs), there is hands-on training. CBTs give instructions with real time confirmation that you have or haven’t done the step properly. In each CBT, there is a Resources link with common terms and helps available on every page while you work. |
The APOST site is available on ODOT’s Internet. You can access it on the link below or go to the link on the ODOT Construction Section website. Internal and external users can discover what is happening in APOST.
We have included the AASHTOWare Project basics and links about the different modules offered at ODOT. Primarily, this site focuses on what we have to offer through APOST for Construction & Materials and for Civil Rights & Labor. Share it with your coworkers and customers. Come back often and learn about the program as we move through the implementation process
AASHTOWare ProjectTM - APOST
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Still wondering just how AWP can save you time or help you find information? Check out the “benefits”!
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DWRs & More – You can delete your own work! In Doc Express, you have to ask an admin to archive a document for you. It's different in AWP! You can remove entries or even remove a "ready for review" status in the case of Daily Work Reports (DWRs).
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Where is it? – No more missing files or documents in AWP. As data is added, reports can be generated.
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Data Entry – In AWP, there is less duplicative data entry. Now that payments/postings are on the DWR, only the inspector must enter them. No one has to “reenter” them. They just move them through the workflow for payments.
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Whodunnit? – The DWR created by an inspector is tied to the login information for that person. Any corrections made to the DWR will be done by the inspector, and the system reflects that. If someone with special permissions makes a change to the DWR, the system will show the change has been made and by whom.
Do you have a cool WIIFM in AWP that you want to share? Contact Sue Herring.
If you have any questions, please send them to AWPAdmin@odot.oregon.gov.
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Shout out to APOST Subcommittee Leads and Liaisons from Scotty Guernsey, Infotech Liaison: Everyone has been great to work with. The level of active participation and input has been fantastic. (He could call out specific leads and members but didn’t want to leave anyone out of the long list.)
Shout out to our ODOT RE Offices from Kim Free, ODOT Change Order Subcommittee Lead: Shout out to ODOT REs and their staffs for making time in their busy schedules to join in the Construction Contract Change Order subcommittee to ensure this is configured thoroughly. The CCO process is successful due to your participation! She also sends a shout out to Brandon Thomas (R5-Ontario), Rick Smith (R1-Sylvan) and Ben Haines (FHWA). They have all been awesome resources in the CCO committee and have kept our process moving forward.
Shout out to Jaclyn Elmes, Infotech Liaison: Jaclyn Elmes has been an incredible Leader for Materials efforts. She is greatly appreciated for her leadership, knowledge and ability to drive our groups to valuable decisions benefitting ODOT.
Shout out to ODOT’s Rob Ryan: Rob has done a fantastic job unscrambling how AWP, ODOT and External Agencies will be interfacing to exchange data. This has been a tedious task full of surprises and Rob handles it with calm and class. We appreciate your efforts on this project and all the system documentation you are doing!
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Questions? Comments? Interested in becoming a team member?
Check out our website at
https://www.oregon.gov/odot/Construction/Pages/AW-Construction.aspx
Want to know more about APOST?
Subscribe to The APOST Times.
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