May 2023
2023 ACEC ODOT
Partnering Conference
May 23, 2023
Salem Convention Center
We look forward to meeting you! Stop by our table and ask questions about AWP. See a demonstration of the program. Talk with us about what's coming in Fall 2023.
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Working within a role is one of the great parts of AWP. First, you select your role from the Home button. Then, you have the access that you need to complete your work. You don’t have to look through “unnecessary” components and fields to complete your tasks. You see what you need.
Roles are not specific to a module. Your role allows you to move between modules if your job requires it. For instance, if you work as a CAS, you will work in Construction for your role. You also have some responsibilities in Civil Rights & Labor. Your CAS role will work there, too.
Every user working in AWP will have a role. Some will have several roles depending on their responsibilities. And, if your tasks change or grow, we’ll get you into any additional roles to give you the access you need. Contact us at odoteconstruction@odot.oregon.gov and we’ll set you up. (Consultants will use the same roles as ODOT users.)
Here are some role examples.
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CM-CAS (Construction) – With the Contract Administration Specialist role, you will be working with the Contract Project Summary, Contract Items, Subcontract Summary, and Payment Estimates Summary. View access will be included for other areas as well.
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CM-QCCS (Materials) – Those with the Quality Control Compliance Specialist role will work in the Contract Materials and Acceptance Actions Summary, General Material and Acceptance Actions, Construction Sockpile Summary (materials on hand), the Daily Work Reports Summary, Source Material Facility Material Identification (SMFMI) Authority, and Sample Records.
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OCR-Contract Review (Civil Rights) – To perform their tasks, Field Coordinators will view Contract Approved DBEs, DBE Commitments, Compliance, Contract Administration Summary, and Contract Fund Packaging.
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CM-Prime (External) – Prime Contractor Administrators will work in the Change Order Summary, Sample Record Summary, Person Qualifications, Non-agency Payrolls, Certified Payrolls and DBE Commitments. To work with this role, view access will be included for other areas as well.
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The APOST Training, Support and Communication subcommittee has been building training materials for AWP users. We’ve been working with the Infotech Training Group to create computer-based training (CBTs) and quick reference guides (QRGs). These materials will be used at our in-person and virtual training events, and will be available for you to access online at your own pace. CBTs have demonstration simulations to walk through as well as step by step instructions. QRGs are step by step instructions to access whenever you need to review a process for your role.
We recently completed initial rounds of QRG reviews for the Construction & Materials module. There were many reviewers who participated as subject matter experts. Completed in record time, both construction and materials reviewers gave comments on the processes and formatting of each QRG. Those insights will be used to update the QRGs for a second review and then to help create the CBTs for those areas. More QRGs and some CBTs will be reviewed soon.
Rumor #1: We’ll switch over to AWP and leave everything else behind.
False! We will begin AWP on new jobs when we implement in Fall 2023. Contracts will not be grandfathered into AWP. Our current processes will continue for several years as we close out contracts that were active before AWP implementation. You’ll be trained for your AWP role(s) just before your project starts. Meanwhile, don’t throw out those old procedures yet!
Rumor #2: I won’t be able to find what I need.
False! You may be used to looking for information by contract number. In AWP, the quickest route is to look for what task you want to do and then look up the contract number in that task. For instance, if you are adding a daily work report to your contract, you would start by clicking on the Daily Work Report link in the Construction component. From there, you would add your DWR to the contract.
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We’re available to visit your crew, unit or team meeting to introduce you to AASHTOWare Project at ODOT. We can come to your in-person meetings or join you at your virtual meetings. We would love to discuss AWP with as many ODOT internal users, consultants, and contractors who are interested.
This is a great way for your people to learn what’s coming with the implementation of AWP. You can also get a little one-on-one time to see what your area looks like in the program. We’ll walk you through a process that is familiar to your group.
Contact us at odoteconstruction@odot.oregon.gov. We’ll arrange a time that works for your staff.
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As more subject matter experts get into the Testing site to review QRGs, CBTs and procedures, we will add some helpful tips and tricks as well as some important contacts to help you adjust to using AWP for your job.
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CONTACT: If you have questions about AWP, be sure to send an email to odoteconstruction@odot.oregon.gov. System admins and subject matter experts will find you answers.
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TIP: Your job responsibilities could be covered in several different roles. If you need to have an additional role added in order to do your tasks, it takes no time at all.
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TIP: What’s different between working in AWP and working in Doc Express? AWP is opposite of DE. First, find and click on the action you want to perform (e.g., create a DWR, Payrolls, Sample Record, etc.), then select the contract you want to complete that action in. In DE, you first find the contract, then the drawer, then document.
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TIP: In AWP, use the Previous button instead of the browser’s back arrow. The Previous button takes you to the page you were viewing just before the current one. The browser’s back arrow will displace you in the AWP program.
If you click on the arrow next to Previous, you will see links to the previous 10 pages you have viewed most recently. Click any link to go back further than the last viewed page or click the View Previous Activity link to see additional previously viewed pages.
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Shout out to Christie Meacham: Christie was a huge help during the pilots, lending her expertise in OECR and the field coordinator role. Her explanations and patience as we moved through the processes were greatly appreciated! Thanks, Chrstie! |
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Our pilot survey results were upbeat and overall positive. Here are some of the responses we received to the question, “What went well?”
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External User: The more I practiced, the better I got!
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External User: Having the ability to attend live work-throughs of the site, having personnel from AWP there to assist with questions and follow-up after the pilot. There was a lot of trial and error, and it was helpful to have support staff in real time.
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Internal User: Easy to navigate once the system becomes familiar. There are opportunities to refine and make some ODOT processes better.
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Internal User: We were able to review the system and ask questions on how it works. Also, we were able to provide comments on items that would improve the system.
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Internal User: It was good to see a full process through from beginning to end and be able to ask and have questions answered.
After the pilot, survey responders anticipated the transition to AWP would be "Somewhat Challenging" to "Easy." The general comment was that the more you use AWP, the more confident you will feel with the program. Thanks again to all who participated and for the great survey responses. If you attended the pilot, and would still like to comment, please contact odoteconstruction@odot.oregon.gov.
Change management is a daily part of our workdays. You’ve probably experienced some kind of change as we move within systems and processes in our digital world. As we move closer to using AWP at ODOT, change affects us all. Adapting to change can make the difference between thriving and surviving.
The marbled murlet is an endangered bird. It lives in old growth forests in the Northwest and lays only one egg per year. These forests have become increasingly fragile due to human and natural environmental causes. The eggs are exposed to predators. As a result of its rigid nesting pattern, the marbled murlet is unable to adjust and is facing extinction.
On the other hand, the coyote is the most adaptable animal in North America. Coyotes quickly and successfully adjust to every element that could affect breeding, diet, and social dynamics. Not only do they survive, they thrive in any setting whether it is wild, rural, or populated neighborhoods.
The coyote thrives because it literally will adapt to every condition required. So, which would you rather be?
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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
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Subscribe to The APOST Times.
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