Title: ALDOT
1ALDOTs
- Proposal and Estimates System (PES)
- Cookbook (Preliminary Estimates)
2WARNING!
- 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.
3How 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.
4Starting 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.
5Logging 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.
6The 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.
7The 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.
8How 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.
9Changing 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.
10Basic 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.
11Getting 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.
12Adding 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.
13The 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.
14The 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.
15The 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.
16The 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.
17The 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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23The 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.
24ALDOT 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.
25The 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.
26The 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.
27The 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.
28The 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.
29The 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.
30The 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.
31The 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.
32The Categories Tab
- When this screen comes up for the first time,
everything will be either grayed out or blank.
33The Categories Tab
- To add a category, right click in the white
space. - From the drop down menu, left click add.
34The 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
35The 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.
36The 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.
37The 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.
38The 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.
39The Funding Tab
- Right click on the white space.
- Left click Add from the drop down menu to add
funding.
40The 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.
41The 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.
42The Pay Adjustment Tab
- This tab is not used at ALDOT.
43The Breakdowns Tab
- This tab is not used at ALDOT.
44The 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.
45The 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.
46The 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.
47The 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.
48The Worksheet Tab (Add items)
- Right click in the middle of the screen.
- From the drop down menu, left click Add.
49The Worksheet Tab (Add items)
- Left click on the category number field and left
click the category to which the item is to be
added.
50The 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.
51The 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.
52The Worksheet Tab (Add items)
- Left click in the Quantity field.
- Enter the quantity of the item.
53The 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.
54The 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).
55The Worksheet Tab (Add items)
- To add another item, left click on Edit.
- From the drop down menu, left click Add Row to
End.
56The Worksheet Tab (Add items)
- A new row will then be added in which you may add
another item. - Add as many items as necessary.
57The 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.
58The 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.
59Saving 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.
60Saving 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.
61Generating 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.
62Generating Bid Based Prices
- From the pop up screen, left click Generate Bid
Based Prices. - Left click OK
63Generating 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.
64Generating 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.
65Generating the Estimate
- From the pop up menu, left click Generate
Preliminary Detailed Estimate. - Left click OK.
66Generating 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.
67Other 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.
68Checklist 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.-
69The 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.