Claim Tracking System

Why was the Claim Tracking System Built? Mandated by the 2002 Legislature Automated Monthly Summary Reports Track and Ensure Construction and Contractor Timeliness on Claims Enhanced Statistical Reporting for Construction Engineering Services Bureau Management Staff and Legislature Standardized MS Word Templates

Automated Monthly Summary Reports

Standardized MS Word Templates Construction Engineering Services Bureau –Response to Notice of Claim –Response to Certified Claim –Extension Request for Response to Certified Claim –Request to Schedule a Mediation Date –Decision from Mediation –Board of Contract Appeals Decision –Lessons Learned Contractor –Notice of Claim –Request for Mediation –Request for Appeal

Accessing the Claim Tracking System MDT Intranet Access the Oracle Menu –Log on to Oracle Select TRNS*PORT Select Claim Tracking System Select Claim Data Entry and Query Form

Claim Data Entry Screen

Claim Data Entry Screen Features List of Values (LOV) –Project Number –Cntl No –EPM Name –Subcontractor –Claim Type –Subject of Claim Type –Bid Item Drop Down List –Claim Status –Proj Type –Board Apl Dec –Mediation Decision Date Calendar –EPM Dates Notice Response Received Cert Claim –DCE Dates Decision Submit Claim Package –CES Dates Received Request for Appeal Received Claim Package –Construction Engineer Dates Mediation Rqst Mediation Meet User Documentation –Available online Lessons Learned –Link to Lessons Learned documents via the comments

List of Values (LOV)

Drop Down List

Date Calendar

Establishing a Claim for a Project To record a claim for a project the user must first determine if the project already exists in the Claim Tracking System Existing Project –Query on the Project –Record a new claim on the existing Project New Project –Record the Project –Record a new claim Query on Project Project Exists Record Claim Yes No Record Project

Query on Project Click on Query Button Query Fields –Project Number –Control Number –Project Description Enter selection criteria Click on Execute Button

Required Fields for Establishing a Claim for a Project Project Information Claim Information –Claim Number – automatically generated –EPM Name –Claim Type –Claim Status –Project Type Dates –Dates will be required as claim progresses through business process –Date counter begins when date is entered

Optional but Recommended Fields for Claims Subcontractor Subject of Claim Type Bid Item Add Time Claim Amount Settled Time Settled Amount Comments

New Claim Established

Notification Links in allow for easy access to application and standardized word templates

Date Logic and Status Notice of Claim Date –01/12/2007 Response to Notice of Claim –Due 14 days from Notice of Claim Date –Warning message will be sent on the 12th day –Overdue message will be sent 14th day

Claim History Screen Users can query and display Claim History Information

Claim History Report

Contractor Details Screen Users can query and display Contractor and associated Claim History

Contractor Details Report Page 1

Contractor Details Report Page 2

Contractor Details Report Page 3

Project Details Screen Users can query and display Project Detail Information

Project Details Report

Claim Query Screen Users can query and display Claim Information for Projects

Claim Query Report Page 1

Claim Query Report Page 2

Claim Query Report Last Page

Message Text Code Table Screen

Distribution Lists Code Table Screen

Claim Types Code Table Screen

Board of Contract Appeals Meeting Dates Code Table

Subject of Claim Types Code Table Screen

Conclusion Training –CES Reviewers in March Production Rollout in April Integration with SiteManager –Claim Documents may attached to Contract in SiteManager as a PDF document