THE NEW CONTRACTOR COMPLIANCE PROGRAM

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THE NEW CONTRACTOR COMPLIANCE PROGRAM

• Coming soon The 2009 version of Contractor
  compliance Reviews
• STEPHANIE JAMES

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Our Nearly-Impossible Mission
Bring ALDOT into 2009and (a) Streamline and
standardize Contract Compliance workflow (b)
Provide contractors with better reporting
methods(c) Centralize data for easy access
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FHWA Baseline Assessment

• No standard format is used by Division EEOs for
  Contract Compliance (CC) Review procedures.
• CC is not submitting its reports to the FHWA in
  a timely manner.
• Contractor review selection criteria is not
  being utilized.

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FHWA Baseline Assessment (cont.)

• Reports submitted to FHWA are not sufficient for
  making a determination of compliance/non-complianc
  e.
• FHWA found it common practice for contractors to
  fall short of required training hours.
• There is no mechanism in place to prevent
  contractor shortfalls in required training hours.

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The Problems as seen by the State(The Bureaus of
Office Engineer, Construction, Contractor
Compliance staff to include Division EEOs and
staff)

• Over abundance of paper with no storage area
• Excessive amount of paperwork/reports to be
  completed by hand calculations
• Lack of quality communication by staff from the
  Contractors with ALDOT personnel in all areas
• Unable to verify information from contractors
  concerning their payroll and OJT data

6
The Problems as seen by the State(The Bureaus of
Office Engineer, Construction, Contractor
Compliance staff to include Division EEOs and
staff)

• Lack of access to information from other monitors
  of the contracts/contractors such as complaints
  and concerns
• Missing deadlines due to slow downs in the use of
  regular mail services with information from
  contractors
• Receipt of inaccurate information from
  contractors
• In preparing the annual wage decision report for
  the DOL, a years worth of payroll information is
  sifted through, entered into a database, and
  completing the statistics by hand.

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Contractor Comments Suggestions

• Ensure the new program will be compatible with
  existing payroll software
• No double payroll entry
• User friendly
• Cost savings with electronic submission versus
  paper reports

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So here we are

• CONTRACTORS

• ALDOT

• FHWA

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The Strategy

• Create an online system that accepts contractor
  payroll and OJT data Civil Rights Management
  System (CRMS)
• Enhance CPMS to provide Contractor Compliance
  in-house functionality
• Train ALDOT and Contractor personnel

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The Problem as seen by Division EEOs

• Regular mail slows down receipt of contractor
  payroll information
• Monitoring information received from the
  contractors is time consuming due to the lack of
  a central warehouse of information
• Excessive amounts of information being completed
  by hand with little space to store documents
• Information from contractors, i.e., payroll and
  training hours, must be placed in a hand written
  report in the current system

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The CRMS/CPMS Solution

• Electronic submission of information
• Central warehouse of information available at
  anytime
• Publish reports without having to hand-calculate
  OJT hours and pay rates
• Established deadlines from FHWA can be adhered
  to easily due to an electronic process for
  submittal of review documentation and Report
  filing

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The CRMS/CPMS Solution

• Uniform contractor compliance review process and
  procedure for all areas of the state to follow.
• Tracking mechanism to ensure deadlines are met by
  all parties
• Cost effective due to lessoned necessity for
  travel
• Improved reporting accuracy from contractors and
  EEOs
• Wage Rate studies would be readily accessible for
  printing and submission to the DOL

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The Problem as Seen by Contract Compliance

• Receipt of inaccurate information from
  contractors
• Information received well past deadlines
• Excess information on paper and no storage space
• Unable to accurately verify information from the
  Divisions

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The CRMS/CPMS Solution

• Improved communication with Central Office and
  Division Staff
• Responses regarding contractors/contracts are
  expedited such that little or no work time is
  lost
• Ability to review contractor history
• Improved reporting accuracy with little or no
  negative feedback
• Readily accessible information

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The Problem as seen by Office Engineer

• Excess paper information and no storage space
• In order to get approval for Wage Rates, the DOL
  requires a year-long study. This entails sifting
  through a years worth of payroll, entering that
  information into a database and doing the
  statistics by hand.

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The CRMS/CPMS Solution

• Minimum paper
• Ability to review contractor history, as well as
  EEO submissions and deadlines
• Wage Rate studies would be readily accessible for
  printing and submission to the DOL
• Improved reporting accuracy from contractors and
  EEOs

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The Problem as seen by Construction

• Lack of access to information from Contractor
  Compliance Reviews
• Late submittal of required DBE information,
  completion of project, monitoring the adherence
  to the special provisions in the contract, and
  justification of GFEs
• Work progress/job performance of DBEs and other
  Sub-contractors
• Lack of access to information w/possible
  relevance to the contract administrator such as
  complaints/concerns noted by other monitors

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The CRMS/CPMS Solution

• Broader scope of centralized info
• Improved communication with Central Office and
  Division Staff
• Expedited responses from all areas concerned in
  the ALDOT regarding contractors/contracts
• Ability to review contractor history

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Boxes
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And Boxes of Paper
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Will Completely
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DISAPPEAR!!!
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A Demo of the Civil Rights Management System
(CRMS)

• Manage Wage Decisions
• Assign Project OJT Hours
• Submit/Approve OJT Plan
• Upload Payroll/OJT File then Review/Certify
  Payroll/OJT Data
• Monitor Project Certified Payroll/OJT Data
• Federal Report Production
• VIDEO

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A Demo of the CPMS Contractor Compliance Module

• Random selection of Contractors based upon the
  input criteria
• Assignment of EEOs to the Reviews based on the
  projects in their respective Divisions
• Data Input/Validation of the Review through the
  use of Appendix G from the CC Desk reference
  showing a status determination edit capability
• VIDEO

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A Demo of the CPMS Contractor Compliance Module

• A Wage Decision Compliance Query to answer
  whether the employees of the contractors are
  being paid below the prevailing wage for their
  job classification
• VIDEO

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CRMS Training Plan

• All of ALDOT personnel will be trained fully
  prior to contractors receiving their training.
• With a soft deadline of early fall of 2009,we
  will coordinate dates for all Central Office
  staff, Division/Project EEO staff to be trained
  on CRMS in groups of 12
• Utilize the approved/certified list of
  contractors for ALDOT and provide notification of
  dates and locations for the training
• The contractors will then RSVP as to the date
  they have chosen to attend
• Utilization of multiple venues for the
  accommodation of contractor headquarters location
  to alleviate the need for travel

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CPMS Training Plan

• Train all of the EEO, Contract Compliance
  monitors, Office Engineer staff, and Construction
  staff in groups of no more than 12
• Training to commence with the following schedule
  (This training will be hosted in cooperation with
  CRMS with the same soft deadline.)
• Central Office Staff
• Division/Project EEO staff
• Division/Project Contract Compliance staff

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Lets put the ARBA seal of approval on
The CRMS/CPMS Solution!
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Project Membership

• Project Leader
• Stephanie James
• Team Members
• Ernie Rains
• Larry Conner
• Geneva Brown
• Leon Malone
• Tracey Wilson
• Margaret Jones
• Voice Over
• Deanne Stephens