SiteManager Review

1
SiteManager Review Update

• In service since May 1, 2005
• 1692 projects active in system
• 453 finals paid for 1,053,664.31
• 761 Change Orders approved
• 465 Conversion Estimates Processed
• 9308 Progress Estimates for payments of
  1,406,522,955.23

2
SiteManager

• Key Dates
• Project Engineer / Project Manager
• Federal or State?
• Change Orders
• DWR
• Diary
• Payments

3
SiteManager Key Dates

• If making payment generally should have Begin
  Work Date entered!
• If called complete by project engineer should
  have Work Complete date entered!
• Put in Projected Work Complete date and update as
  needed!
• You get the idea, if you complete inspection,
  send report, etc. put in the date!!! Also put in
  projected dates as needed.

4
SiteManager Key Dates
Remove KEY DATES not needed. If no Structures ie
HMA project, you can remove this date. It can be
re-added if bridge added to contract.
5
SiteManager NEW Key Date
KPDES NOI Notice of Intent date sent from
District Office KPDES Coverage Letter with Permit
Number date received back from KPDES with permit
Number, put Permit in Message KPDES NOT Notice
of Termination date sent to KPDES
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SiteManagerChecklist Events Put them in system!
Need dates updated as events occur. Erosion, at
least once a week or rain event Contractor
Evaluation, 12/31 and/or at completion of
project Materials Cert date PR47 if applicable
at end of project
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SiteManagerProject Engineer / Project Manager

• Keep this updated. As Resident change, keep
  current in Sitemanager. It is helpful to know
  most current person responsible. District
  Construction Office Manager (DCOM can update this
  field).

8
SiteManager Federal Project ?

• If Function is FD52 or FD51, then Federal funds.
  FD52 is FHWA, FD51 is FEMA. Also if Fed State
  Project Number begins with BRZ, BRO, IM, NH, ADP,
  IR it is Federal Funds

9
SiteManager Federal Project ? continued

• If Function is FD52 or FD51, then Federal funds.
  FD52 is FHWA, FD51 is FEMA. Also if Fed State
  Project Number begins with BRZ, BRO, IM, NH, ADP,
  IR it is Federal Funds. Report cattext will show
  funding.

10
SiteManager Change Orders

• To create a copy from SiteManager for review,
  create report, open file, save as HTM, open HTM
  file in browser and send that via e-mail. The
  HTM can be viewed from e-mail. No need to scan
  or paste into WORD, use the HTM file.

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SiteManagerChange Orders continued

• Keep current on submittals
• Send for Review to RE, District (TEBM or DCE), CO
  Construction (bcombs), Div of Construction
  (Director and DO liaison), DSHE (Jim Rummage)
  and if applicable the CO Review Committee (Bob
  Lewis, David Kratt or Shari Greenwell). May need
  to add userID to Contract Authority.
• If over 250,000 or total change orders over 25
  of Bid Price, change order should be sent to
  Change Order Review Committee
• If changed during Draft Review, make sure all
  parties are sent new copy. Money for Review copy
  needs to match submitted copy.

12
SiteManager

• Change Order Review. reminder
• Be sure to include Beth Combs (bcombs) in your
  list of reviewers. She gets funding from Program
  Management and give hard copy to District Liaison
  and Director. A most important person! She got
  married two years ago and her last name in COMBS

13
SiteManager Change order

• If in Pending but need to change, put back into
  DRAFT, make corrections send for review before
  putting back into PEND. RE should NOT deny in
  PENDING STATUS.

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SiteManagerChange Orders continued

• Put in Pending only after reviews completed by
  RE, District (TEBM or DCE), CO Construction
  (bcombs), Div of Construction (Director or DO
  liaison), DSHE (Jim Rummage) and if applicable
  the CO Review Committee (Bob Lewis, David Kratt
  or Shari Greenwell).

15
SiteManagerChange Orders Pending approvals

• Approval Levels are
• Level 1 Contractor- (Project Engineer) this
  indicates when change order mailed to Contractor
• Level 2 Deputy State Highway Engineer (linman)
  Once date inserted, indicates Change Order from
  Contractor received in Central Office.
• Level 3 Commissioner of Highways (jrummage)
  Once date inserted, indicates approved by
  Commissioner of Highways and passed to Div of
  Accounts for uploading into system
• Level 4 Final Approval e-Mars Change Order
  (bcombs) Once date inserted, received from
  Accounts and ready for use in SiteManager,
  should be fully funded.

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SiteManagerChange Orders continued

• Put a standard reason code on items in change
  order

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SiteManager DWR

• DWR abbreviated records available on internet
  file can be used in excel to summarize quantities
• http//transportation.ky.gov/construction/sm/dwr/
• Put location of work or Station Number of where
  work performed
• Be sure Items for Fuel Adjustments paid on DWR in
  Month and Year work performed. Corrections need
  to made on DWR in Month Year of work.
• Put applicable comments on DWR. Issues resolved,
  visitors, etc.

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SiteManager Diary

• For Work Day Projects need Diary entry for each
  day from April 1 to November 30 and whether or
  not a charge day. Be sure to add controlling
  operation.
• Put comments and issues resolved in Diary.
  Needed to document project activities.

19
SiteManager Payments

• Check balances in Doc-Viewer especially when near
  end of project.
• Be aware of projects with Mulitiple PO2 lines

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SiteManager Payments
From DOC-VIEWER Line Records. Open Amt is amount
remaining. Make sure your payments are under
this amount!!!
Current Estimategtgt Next Estimate do not exceed
64,836 for Total Line 1 or 1,634 for Total
Line 2
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Question?
22
Robert C. Lewis, PE Assistant State Highway
Engineer 200 Mero Street W6-17-02 Frankfort, KY
40622 E-mail Bob.lewis_at_ky.gov Cell
502-330-3470 Office 502-564-3730 ext 3084