Road and Bridge Contractor use of FieldManager in Michigan 2004 AASHTO TUG Mobile, Alabama Cliff Farr - Michigan DOT October 15, 2004

Presentation Overview The Need for Information The Need for Information Pilot Project Pilot Project Pilot Project Results Pilot Project Results Policy Implementation Policy Implementation Contractor Read-Only in Michigan Today Contractor Read-Only in Michigan Today Wrap-up Wrap-up

The Need for Information Contractor associations Contractor associations Better construction communication neededBetter construction communication needed FieldManager potential FieldManager potential Distribution capabilityDistribution capability Stability, ease of use, accuracy of dataStability, ease of use, accuracy of data Quick training and implementationQuick training and implementation Contractors could take advantage of many of the same documented benefitsContractors could take advantage of many of the same documented benefits

FieldManager Provides Report access Report access IDR (DWR)IDR (DWR) Pay EstimatePay Estimate Contract Modification (Change Order)Contract Modification (Change Order) Lists Lists IDR, Pay Estimate, Contract Modification, item, material, contractor, etc.IDR, Pay Estimate, Contract Modification, item, material, contractor, etc. Dozens of contract and project level, work item and test material reports and inquiries Dozens of contract and project level, work item and test material reports and inquiries Various levels of payment informationVarious levels of payment information Insufficient materials at the contract and/or Estimate level.Insufficient materials at the contract and/or Estimate level.

Optimistic Future AASHTOWare products AASHTOWare products New releases annually New releases annually Commitment to continuous software improvements and enhancements Commitment to continuous software improvements and enhancements Software performance is solid Software performance is solid Future of products are solid Future of products are solid Excellent user acceptance Excellent user acceptance

Scope $1.5 billion annual construction program $1.5 billion annual construction program An estimated 160 active road/bridge construction contractors in Michigan An estimated 160 active road/bridge construction contractors in Michigan Potential impact on out-of-state FieldManager DOTs and agencies Potential impact on out-of-state FieldManager DOTs and agencies

The Pilot Project

Potential Benefits Reduction in: Reduction in: Telephone callsTelephone calls MailingsMailings FaxesFaxes Item/material status discussionsItem/material status discussions More efficient and accurate: More efficient and accurate: Estimate processingEstimate processing Contract Modification processingContract Modification processing Contract finalizationContract finalization MeetingsMeetings

MDOT Apprehensions Inspector Daily Report comments Inspector Daily Report comments Inspectors will shy away from making comments?Inspectors will shy away from making comments? Inspector comments cause misunderstandings?Inspector comments cause misunderstandings? Claims flare-up? Claims flare-up? What if the number of telephone calls actually increase instead of decrease? What if the number of telephone calls actually increase instead of decrease?

Contractor Apprehensions What if the investment doesn’t pay off? What if the investment doesn’t pay off? Learning curve Learning curve Installation issues?Installation issues? Ease of use / logical work flowsEase of use / logical work flows Stability and integrity of the software Stability and integrity of the software Interest of the field offices to provide files Interest of the field offices to provide files Future of the product Future of the product

Pilot Project Logistics Voluntary participation – both sides Voluntary participation – both sides Contractors must license FieldManager Contractors must license FieldManager License includes support from Info TechLicense includes support from Info Tech Contractors on board Contractors on board December, 2001December, 2001 June, 2002June, 2002 Read-only copies distributed after Estimate generation Read-only copies distributed after Estimate generation

Pilot Participants 12 Contractors 11 DOT offices 1 local agency 8 consultants

Pilot Project Contract Statistics Total number of contracts = 25 MDOT contracts = 14 Consultant contracts = 8 Local government contract = 1 Local government contracts managed by consultant = 2 Number of dollars under construction for the pilot was $587 million

Pilot Project Results

Business Summary By the fall of 2002, pilot participants had gained significant experience with the Contractor Read-Only distribution process By the fall of 2002, pilot participants had gained significant experience with the Contractor Read-Only distribution process Questionnaires distributed, completed and summarized Questionnaires distributed, completed and summarized

Pilot Project Findings Participants (contractor and field office) responded unanimously to make this a permanent business practice Participants (contractor and field office) responded unanimously to make this a permanent business practice User acceptance excellent for both contractor and field offices: User acceptance excellent for both contractor and field offices: Improved communications:Improved communications: Contract/Project/Item/Material statuses Contract/Project/Item/Material statuses Bi-weekly meetings Bi-weekly meetings Contract finalization Contract finalization

Pilot Project Findings (cont.) Reduced volume of phone calls, mailings and faxes Reduced volume of phone calls, mailings and faxes Reduced contractor time required to gather information Reduced contractor time required to gather information Creates an environment of more timely and accurate information Creates an environment of more timely and accurate information Earlier identification of errors and concerns Earlier identification of errors and concerns More current material tracking More current material tracking

Pilot Project Findings (cont.) Eliminated some contractor spread-sheets or hand generated data Eliminated some contractor spread-sheets or hand generated data Some offices reported improved field office / contractor relationships Some offices reported improved field office / contractor relationships Concerns Concerns CostCost Time to import the electronic fileTime to import the electronic file Recommendation formulated Recommendation formulated To implement as permanent policyTo implement as permanent policy

Pilot Project Findings (cont.) Information to be removed from Contractor Read-Only electronic files: Information to be removed from Contractor Read-Only electronic files: File size issue:File size issue: IDR attachments IDR attachments General information:General information: Item Documentation Notes Item Documentation Notes Miscellaneous Reports Miscellaneous Reports

Policy Implementation

Recommendation approved by executive management Recommendation approved by executive management Met with industry Met with industry Cost (FieldManager Read-Only annual license fee is $850)Cost (FieldManager Read-Only annual license fee is $850) Time to import contracts was drastically reduced in FieldManager release 3.3.Time to import contracts was drastically reduced in FieldManager release 3.3. Policy was implemented to include all contracts let by MDOT after September, 2003 (MDOT and local agency) Policy was implemented to include all contracts let by MDOT after September, 2003 (MDOT and local agency)

Contractor Read-Only in Michigan Today

All MDOT field offices, local agencies, and consultants are participating All MDOT field offices, local agencies, and consultants are participating 51 contractors participating 51 contractors participating 48 Read-Only licenses48 Read-Only licenses 3 Full licenses 3 Full licenses Over 1660 Read-Only files distributed by MDOT this construction season Over 1660 Read-Only files distributed by MDOT this construction season

MDOT Involvement Contractors and consultants license FieldManager directly from Info Tech Contractors and consultants license FieldManager directly from Info Tech Training available through Info Tech and ACEC of Michigan Training available through Info Tech and ACEC of Michigan Field offices distribute the Contractor Read-Only files Field offices distribute the Contractor Read-Only files CurrentlyCurrently FieldNet 2.0 beginning in 2005FieldNet 2.0 beginning in 2005

Wrap-up Contractor Read-Only is off to an excellent start in Michigan Contractor Read-Only is off to an excellent start in Michigan FieldManager Read-Only data distribution is easily filtered FieldManager Read-Only data distribution is easily filtered Good communication is key Good communication is key Potential solution for states and local agencies Potential solution for states and local agencies

Questions? Cliff Farr FieldManager Business Engineer