ALDOT

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ALDOTs

• Proposal and Estimates System (PES)
• Cookbook (Preliminary Estimates)

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WARNING!

• This cookbook is showing an alternate way in
  which to enter information into the system. The
  way that you used to enter information will still
  work. Do not throw away the old Cookbook.
• This information passes through many hands from
  the design phase through the construction phase
  with people entering data at different times.
• If you do not know what to put in a field, leave
  it blank. The computer will let you know if you
  should put something in there or not.
• If you read every page and follow the directions,
  there should be no problem entering a project
  estimate into this system. It is based on the
  same principles as the estimating system it is
  replacing.

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How to Get into Trnsport PES

• When you are in Windows 95 or NT 4.0, this should
  be similar to the screen you see when you turn
  your computer on.
• The Start button in the lower left corner will
  be the place to start your PES estimating
  experience.
• Left click on the Start button.

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Starting the Application

• After left clicking the Start button, move the
  cursor to Programs on the menu that appears.
• When you move to Programs, another menu appears.
  Move the Cursor to AASHTO Client Server 5.x.
• Once AASHTO Client Server 5.x is highlighted,
  another menu will appear beside it. Left click
  on PES 5.x, or whichever version is the latest.
• PES will now be started.

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Logging in to PES

• Once you have started the application, you will
  be prompted to login with a User ID and Password.
• The User ID will be you last name and first
  initial. It will not change with version changes
  of the software.
• Your password will be defaulted to password
  until you change it. After you change your
  password, you will login with your new password
  from that point on.
• The password IS NOT case sensitive.
• Left click OK and enter the exciting world of
  Trnsport PES.

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The First Screen

• After a successful login, this is the first
  screen you will see.
• The first thing you will see is a title line with
  the title Trnsport PES.
• The next line is the command line containing
  familiar Windows commands.
• The last line is a row of buttons from which you
  will be doing most of your work. This is the
  button bar.

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The First Screen

• The first thing you will probably want to to
  until you get used to PES is to view words with
  the buttons.
• This can be accomplished simply by holding the
  cursor or pointer on the button without clicking.
• A word will pop up beneath the button indicating
  what the button is for.
• However, if you want the words with the buttons
  all the time, turn the page.

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How to Get Buttons with Words

• The first thing you do is right click in the gray
  area to the right of the buttons.
• When you do, a drop down box just like the one to
  the left appears.
• Left click the option Show Text.
• This will give you the buttons with indicator
  words.
• Now you have words with the buttons.

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Changing Your Passwords

• At first your password will be defaulted to
  .
• It is recommended that you change your password
  immediately.
• To do this, left click Utilities on the command
  line on the first screen.
• When the drop down menu appears, left click the
  Change Password option and follow the
  instructions to change your password.
• DO NOT give your password to anyone.
• You may change your password as many times as you
  like by following the above instructions.

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Basic Flow of How to Enter Data Into PES

• Enter a project header
• Enter a category header
• Enter items
• PASS THE PROJECT TO THE PEOPLE THAT NEED THE
  ESTIMATE AFTER YOU FINISH BY CHANGING THE CONTROL
  GROUP ON THE PROJECT HEADER SCREEN.

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Getting to the Project List Window

• Left click the Project button to access a list of
  project.
• The list of projects that you will see will only
  be the projects that the control group you are a
  member of has access to.

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Adding a Project

• This is where the instructions will differ from
  the previous version.
• To add a project, right click in the white area
  of the desktop or on a previous project and a
  drop down menu will appear. Left click on Tabbed
  Folder Add to add a project as shown to the left.
• If you prefer, you can go to the command line and
  left click Edit. A drop down menu will appear
  and you can left click Tabbed Folder Add.
• You may still add projects the same way you used
  to, as well.

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The Folder View of the Project

• Unlike the other method of adding projects, you
  can reach all parts of a project from this one
  screen.
• If you notice, the tabs for all of the areas that
  you normally work with are on this screen.
• The first screen that pops up is the Project
  Header information screen.

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The General Tab (Project Header)

• Project Control Number This is the single
  number that will stay with the project from now
  until well after the project is constructed. For
  now, the project control number will be the
  project number without any letters or symbols.
  IT IS NOT THE PROJECT REFERENCE NUMBER USED IN
  CPMS. For example, STPOAF-476(5) would be 4765.
  County projects will be different. MCP 65-37-97
  would be 65-37-97. For maintenance projects that
  begin with 99, the 99 will be dropped for the
  project control number. For example,
  99-305-114-003-801 would be 305114003801.

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The General Tab (Project Header)

• Alternate Project ID In case your project has a
  project number associated with it that differs
  from the Federal or State Project Number, place
  it here.
• Spec. Year Place the appropriate spec year for
  the project here.
• Fed/State Project ID In this field, the project
  number that appears on correspondence will be
  added. For example STPOAF-476(5).
• Unit System Enter M for metric or E for
  English. Just entering the spec year will not
  automatically fill the field in.
• Description The description is a required
  field. Enter the type of work being done.

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The General Tab (Project Header)

• Location Enter the location of the work being
  done. For example From KMP 8.30 to County Road
  18.
• CES Job Number NOT USED.
• County Project Enter the county project
  number (ie. CCP 31-25-96).
• Route If the road is US 31 in the description,
  put SR-3 in this field. Also use this field when
  a state road has a local road name, as well.
  This field will be used for other naming
  conventions for the road on which the project
  occurs.
• Road Section Number Any other information that
  designates the construction area different from
  the other fields available.

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The General Tab (Project Header)

• Begin Work Station Enter the beginning work
  station for the project.
• End Work Station Enter the ending work station
  for the project.
• Begin Project Station Enter the beginning
  project station.
• End Project Station Enter the ending project
  station.
• Status The default is DES for design prior to
  letting.
• Construction Eng. Pct. Enter the EC percentage
  for the project. Leave blank if you do not know.
• Project Work Type Required. This has a drop
  down of all of the work types available. The
  regression formulas use this to determine item
  price estimates.

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The General Tab (Project Header)

• Control Group Very important! Place your
  control group in this spot when creating the
  estimate. This is the group to which you are
  assigned and can be chosen from the drop down
  menu in the field. You can only see projects for
  the group you are assigned. If you choose to
  enter the control group without choosing it from
  the drop down menu, enter it in CAPITAL LETTERS.
  When you are done with the estimate, pass it to
  the next group by replacing your control group
  with their control group. You will no longer
  have access to the estimate then.

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ALDOT Control Groups

• OEPP - Plans and Proposals Section. Only people
  in OE control group would pass projects to this
  control group.
• OE - Engineering Section (Office Engineer). Most
  projects will be passed to OE.
• RR - Multi-Modal (Rail Road Section). Pass
  railroad estimates to this control group.
• MAINT - Maintenance Bureau.
• CTB - County Transportation Bureau.
• DES - Design Bureau.
• DIV01-09 - Division control groups.

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The General Tab (Project Header)

• Total Project Length Enter the project length
  in kilometers or miles.
• Left click on the page 2 radio button to complete
  the header information.

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The General Tab (Project Header) Page 2

• Estimated Amt. Of Project This field should be
  left blank. It will automatically be updated
  each time you run a process that generates a
  detailed estimate.
• Designer Pick a choice from the drop down menu
  of the designer or the design section of the
  project. This will allow people that receive the
  project know whom to contact with questions.
• Date of the Estimate Enter in yy/mm/dd form the
  date of the design section estimate.
• Priced by Pick from the drop down menu the
  person that does the original estimate.
• Date Priced Enter the date the estimate is
  final in the design section.
• Revised by Reserve for Office Engineer. Pick
  from drop down, the person that revises the
  estimate.

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The General Tab (Project Header) Page 2

• Last Revision Reserved for Office Engineer.
  Enter the date in yy/mm/dd format of the last
  revision.
• Roadway/Surface Type Used by Office Engineer.
• Improvement Type Used by Office Engineer.
• Functional System Used by Office Engineer.
• Urban/Rural Class Used by Office Engineer.
• Safety/Rail Code Used by Office Engineer.
• Standard Place Code Used by Office Engineer.
• Longitude of Midpoint Required field. Put the
  longitude of any part of the project in this
  field.
• Latitude of Midpoint Required field. Put the
  latitude of any part of the project in this field.

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The General Tab (Project Header) Page 2

• Project in STIP Used by Office Engineer.
• Storm Water Permit Used by Office Engineer.
• Currently the rest of the fields are not used at
  this time.
• Once you have finished entering the information
  on pages 1 2 of the General tab, you may click
  on the Counties tab to add the counties in which
  the project is to be constructed.

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The Counties Tab

• The screen to the left will appear when you click
  on the Counties tab.
• Note the Counties tab has come to the forefront.

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The Counties Tab

• To add counties in which the project is to be
  constructed, right click in the white space.
• From the drop down menu, left click Add.

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The Counties Tab

• A drop down list under the County or Cong. Dist
  Code column can be scrolled through to pick the
  appropriate county.
• Once the appropriate county is chosen, left click
  in the Percent of Project Length column and enter
  the percent of the project constructed in the
  county.
• To add more counties, right click in the white
  area and left click add from the drop down menu.
• When you have added all of the counties, left
  click on the Categories tab to add categories.

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The Categories Tab

• When this screen comes up for the first time,
  everything will be either grayed out or blank.

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The Categories Tab

• To add a category, right click in the white
  space.
• From the drop down menu, left click add.

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The Categories Tab

• Category Number Enter the category number for
  the type of category for which you are adding.
  Following are the numbers to use for the various
  category types
• Project Level Funding - 0000 Do not add items to
  category 0000.
• Roadway - 0001-0010
• Bridge - 0011-0029
• State Forces and/or Negotiated Work - 0300-0399
• Railroad Work - 0400-0499
• Utilities - 0500-0599
• Utility Betterment - 0600-0699
• Preliminary Engineering - 0700-0799
• Right of Way - 0800-0899
• Non-Federal Participating Work - 0900-0999

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The Categories Tab

• Category Alternate Code This is for categories
  in which the contractor will bid on one category
  or another. If the entire category you are
  adding has an alternate category that the
  contractor may choose on which to bid, separate
  the categories using AA1. For example, if a
  contractor can choose to bid on two different
  categories, but may only choose one, in one of
  the categories you would put AA1 in this field
  and in the other category you would put AA2.
• Category Description This is used as the
  section header for the category. An example of a
  description would be Roadway Station 000 to
  Station 1000.

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The Categories Tab

• Proposal Section Number Leave blank. This
  number will automatically be filled in later when
  you generate an estimate.
• Combine with Like Categories This is defaulted
  to being checked. Do not uncheck it.
• Federal Construction Class Should be defaulted
  to 0000. If not defaulted, choose 0000 from the
  drop down menu.
• Combine w/Like Categories Automatically
  defaulted to checked. Should always have an x in
  the box.
• Construction Engineering Percent This overrides
  the construction engineering (EC) percent for
  the project on this category only.

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The Categories Tab

• Category Length Enter the category length.
• Category Work Class Pick the appropriate choice
  from the drop down menu.
• Category Width Enter the category width.
• Federal Work Category Not used.
• Category Depth Enter the category depth.
• Suppl. Work Code Not used.
• Lane Miles Enter the lane miles for the
  category.
• Bridge ID (BIN) Enter the BIN for the new
  bridge if there is one.
• Bridge Length Enter the length of the new
  bridge.
• Number of Spans Enter the number of spans for
  the bridge.
• Bridge Width Enter the bridge width.
• Bridge Type Pick the bridge type from drop
  down.
• Page 2 is not in use at ALDOT.

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The Funding Tab

• Click on the Funding tab to add funding.
• Remember, in order to get an estimate there has
  to be some sort of funding associated with the
  project. To make it easy, a dummy fund, DFLT,
  has been set up in order for everyone outside of
  Office Engineer Bureau to create everything
  without having to know the actual funding. The
  correct funding will be added when the estimate
  reaches Office Engineer.

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The Funding Tab

• Right click on the white space.
• Left click Add from the drop down menu to add
  funding.

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The Funding Tab

• For project level funding (dummy funding), you
  would have to have first set up a category with
  the category number of 0000 and the description
  of Project Level Funding. If you have not done
  this, then go back to the Categories tab and add
  the funding.
• Funding Code Click the down arrow and pick the
  correct funding. Pick Dummy Project Level
  Funding if you do not work in Office Engineer.
• Category Number Type in 0000 in the field if
  you do not work in Office Engineer. If in Office
  Engineer, type in the category for which the
  funding applies.

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The Funding Tab

• Funding Description This will automatically be
  filled in when you pick the fund from the drop
  down.
• Participation Percent Enter the percentage this
  funding code represents of the entire funding.
  Automatically filled in when the dummy code is
  chosen.
• Participation Limit Enter a specific dollar
  amount this funding code must represent if there
  is a limit.
• Fund Priority Order If there is money in an
  appropriation that has to be used before other
  appropriations, enter the priority of the
  appropriation. Most of the time, this will be 1.
• Federal Funding Automatically gets checked if a
  federal appropriation is picked.
• Do not use the other fields.

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The Pay Adjustment Tab

• This tab is not used at ALDOT.

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The Breakdowns Tab

• This tab is not used at ALDOT.

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The Worksheet Tab (Add items)

• Left click on the Worksheet tab.
• This is where you will add items.
• You may change the columns around in the order
  you wish to see them and hide unwanted columns.

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The Worksheet Tab (Add items)

• To hide unwanted columns, left click Edit.
• From the drop down menu, left click Hide Columns.
• On the following page is a list of columns that
  you may hide all of the time.

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The Worksheet Tab (Add items)

• A pop up list will appear.
• You may choose as many columns to hide as you
  wish by holding down the CTRL key and left
  clicking the column.
• Click OK when done and the columns will be
  hidden.
• The following are columns that may be hidden all
  of the time Exception Fund Code, State Mat Flag,
  Generic Code 1, Revised Item Price, Breakdown
  Generic String 1, Breakdown Item Generic Number
  1, and Breakdown Item Comment.
• If you accidentally hid a necessary column, get
  back to this screen following the directions on
  the previous page, left click Show All.

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The Worksheet Tab (Add items)

• To rearrange columns, left click and hold the
  column in the green area.
• Move the column to the desired location.
• The best order is as follows Category Number,
  Item Number, Descriptions, Units, Estimated Unit
  Price, Quantity, Extended Amount, Fixed Price,
  Price Lock Flag. The rest can either be hidden
  or placed in the order you wish.
• PES will remember the order in which you arrange
  the columns and it should be in that order every
  time you work in the worksheet.

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The Worksheet Tab (Add items)

• Right click in the middle of the screen.
• From the drop down menu, left click Add.

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The Worksheet Tab (Add items)

• Left click on the category number field and left
  click the category to which the item is to be
  added.

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The Worksheet Tab (Add items)

• Left click in the item number field.
• Type in the item number.
• If you do not know the item number or wish to
  pick from a list, left click the down arrow at
  the bottom of the Item Number column.

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The Worksheet Tab (Add items)

• When you click out of the item number field, you
  will see that other fields will be populated with
  the appropriate information corresponding to the
  item number entered.

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The Worksheet Tab (Add items)

• Left click in the Quantity field.
• Enter the quantity of the item.

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The Worksheet Tab (Add items)

• Left click in the Estimated Unit Price Field.
• Type in the estimated unit price if you are not
  going to let PES generate the price for you or
  you are going to change the price PES gives you.

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The Worksheet Tab (Add items)

• Left click in the Supplemental Description field
  if there is more description needed to clarify
  the item.
• Type in the description.
• In the Price Lock Field, type in Y if you do not
  want PES to overwrite the price you have put in
  the estimated price column.
• In the Fixed Price column, enter in Y if the
  contractor may not bid anything other than what
  you put in as the estimated price (example
  Trainee Hours).

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The Worksheet Tab (Add items)

• To add another item, left click on Edit.
• From the drop down menu, left click Add Row to
  End.

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The Worksheet Tab (Add items)

• A new row will then be added in which you may add
  another item.
• Add as many items as necessary.

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The Worksheet Tab (Add items)

• If you notice, project line numbers have not been
  added.
• To get project line numbers, add all of the items
  then left click Edit.
• From the drop down menu, hold the mouse over
  Assign Line Numbers.
• From the drop down menu that appears, left click
  Project Items.
• This will assign project line numbers to the
  items according to the item number.

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The Worksheet Tab (Add items)

• One quirk that you have to deal with in the
  Worksheet is the Breakdown Line Number.
• Once you have added all of the items, left click
  on Edit.
• From the drop down menu, hold the cursor over
  Assign Line Numbers.
• From the drop down menu that appears, left click
  Breakdown Items.
• The Breakdown Line Numbers will then be added.
• This number does not mean anything to ALDOT but,
  is required by the system and cannot be removed
  without many other coding changes throughout PES,
  LAS, SiteManager and Expedite. It would be cost
  prohibitive to make these changes.

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Saving Everything You Have Added

• To save the information you have added, left
  click the x to close the tabbed folder screen.
  DO NOT CLICK THE x ALONG THE TITLE BAR ACROSS
  FROM TRNSPORT PES HEADING. THIS WILL CLOSE PES.
• You will be asked if you wish to save the
  changes.
• Left click Yes if you wish to save the changes,
  No if you do not, and Cancel if you want to go
  back in and work.

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Saving Everything You Have Added

• If everything is entered correctly, PES will ask
  you again if you wish to save the changes.
• Left click Save.
• You do not have to enter information in all of
  the tabs in order to exit.
• You may exit at any time as long as all of the
  information on the particular tab you are working
  on is complete. To add more info on a project
  already add, left click the project and click
  Tabbed Folder Change to make changes or
  additions.
• There is no reason to click Save As.
• If there were errors or omissions, an error
  screen will appear telling you what the errors
  are.
• Left click OK and fix the errors.

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Generating Bid Based Prices

• Getting PES to generate prices for your estimate
  is exactly the same as it used to be.
• From the Projects list screen, right click on the
  project
• From the drop down menu, left click Run Process.

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Generating Bid Based Prices

• From the pop up screen, left click Generate Bid
  Based Prices.
• Left click OK

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Generating Bid Based Prices

• Type in the proposed letting date in YY/MM/DD
  format on the pop up screen.
• Left click Submit.
• To view the output, left click File. From the
  drop down, left click Process Status. When the
  process has completed, double click on the
  process and double click on the output.

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Generating the Estimate

• Generating estimates in this version is exactly
  the same as in the previous version.
• After you have prices for the items, right click
  on the project on the Projects list screen.
• From the drop down menu, left click Run Process.

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Generating the Estimate

• From the pop up menu, left click Generate
  Preliminary Detailed Estimate.
• Left click OK.

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Generating the Estimate

• Left click Project radio button on the pop up
  screen.
• You may limit the amount of output by going to
  the Page 2 tab and unclicking the information
  that you do not want.
• Left click Submit.
• To view the output, left click File. From the
  drop down, left click Process Status. When the
  process has completed, double click on the
  process and double click on the output.

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Other Topics

• You may still access the Prices and Quantities
  screen the way you used to or you can go to
  Tabbed Folder Change to change quantities or
  prices or add more items.
• To delete information, right click on the
  project, category or item and left click delete
  from the drop down menu.
• To copy a project, highlight the project on the
  Projects list screen. Left click Edit and left
  click Copy Special from the drop down screen.
  Enter the new project name and click OK.

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Checklist for Estimators

• Make sure you pass the project to the correct
  control group when you have finished with the
  estimate. This is done on the Project Header
  screen as it is done now.
• Make sure you add counties to a project. Certain
  processes will not run correctly if you do not.
• Make sure funding is added to a project.
• Try and always use project level funding category
  0000. Add funding to individual categories if
  you want to override project level funding. Do
  not add items to category 0000, EVER. Funding in
  category 0000 must equal 100. Funding in each
  category in which funding has been added must
  equal 100.
• Check to make sure that the pre-established
  prices column is Y on the add items screen if the
  price the contractor can bid for the item is
  already set.
• REMEMBER. YOU CAN ALWAYS DO EVERYTHING THE WAY
  YOU USED TO. YOU DO NOT HAVE TO ADD INFORMATION
  THE WAY IT IS DESCRIBED IN THIS BOOKLET.-

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The End?

• No way is this the end. PES has a lot more
  capabilities than what is in this document.
  However, this document should get you through
  most of the basic steps to get a project into the
  database.