WBCMS Manual Inspector s Guide Contract Management and Operations Branch
Table of Contents Introduction... 3 Daily Diary... 4 Daily Diaries Guide Inspector s Diary Tab... 6 Daily Diaries Guide Inspection Log Tab... 10 Item Postings Grid... 13 Item Postings Guide... 14 Taking a Sample (Testing Record)... 17 Taking a Sample Guide... 18 Flowchart of a Complete Day s Diary... 23 Date of Issuance: August 17, 2018 Page 2
CA, CA Inspector/MTO In-House CA, Inspector Manual Introduction This manual will serve as an instruction manual to aid inspectors in recording their daily activities as they relate to WBCMS (Web-Based Contract Management Service). The purpose of both this manual and WBCMS is to provide guidance on how to administer established policies as they are outlined elsewhere within the ministry. Following the progression of an inspector s day within WBCMS as it is outlined within this manual will make for an easily achievable complete and thorough record of the day s work, samples, actions, incidents, changes, questions, problems, and any other occurrences that may transpire in a day for which a detailed record should be kept. The Diary is divided into three tabs; Inspector s Diary and Inspection Log, bituminous. The traditional diary information consisted of hand written information for the following observations work completed, quantities, equipment used, notes, weather, samples testing records, RFCs (Request For Clarifications), DWRs (Daily Work Records), Change Orders, etc; the ladder records the CAITM (Construction Administration and Inspection Task Manual) inspections carried out that day. A thorough and complete diary record should consist of complete recording of the day s events, linking records, detailed and numerous Notes and Weather entries, as well as Inspection Log entries (as many as needed), recording the exact CAITM inspection tasks performed by the inspector, including milestone records. The objective is to depict all activities that occurred on site on a given day. The 3 Diary Section Tabs Date of Issuance: August 17, 2018 Page 3
Daily Diary This section will walk users through the basic daily task of creating, populating and submitting a Daily Diary record. Diaries are to be done daily, throughout the duration of the work day, to most accurately capture the work performed. A record should be created, saved and left in draft, and updated throughout the day s work, saving with each update to maintain the record s changes. Note: Once the record has been submitted and acknowledged by the CA (Contract Administrator), there is no need to retain any copy or backup of the record stored elsewhere on the computer, as eliminating duplicate file archiving redundancies is one of many objectives of WBCMS. Further, these files will not be accepted as authentic contract material if not entered electronically in the appropriate record in WBCMS Conventionally, this was the equivalent to recording the day s complete tasks in a diary booklet, cataloguing the diaries throughout a project s duration. Each page would be completed and signed by the inspector whom that diary was exclusively assigned. Note: In WBCMS, when an inspector clicks Reviewed for their daily diary record, this action equates to a signature. For that reason, only the person who s been assigned their unique role and login on WBCMS may submit records of any kind while logged into that profile. If a user logs into an account that is not their own and Submits a record, they have effectively forged the signature of whoever s account they are logged into. It is also important to note that diary records must be done and submitted on a daily basis, as they are locked down and prohibited from any further alterations of any kind at midnight of every day. A digital agent automatically pulls all diary records and daily work records upon the expiration of each day. The consistent and dutiful daily completion of diaries is necessary to establish a concise record of timelines, process and workflow. While the Daily Diary and daily work records are the only two that are locked each day and time sensitive, it is still important to complete all records that are to be included in each that day, as well. For this reason, the Diary record should be the first record created each day, updated as many times as needed throughout the day, and the last record that should be submitted at the end of the day. While the diary is in draft throughout the day and being updated as operations and events transpire, other records that would traditionally be kept are to be created, promoted through their workflow, and completed in that same day, to allow the linking or reference to said record from within the diary page. That way, at the end of the day when construction is done, the inspector has but to check the diary record and submit before midnight. Once a record is submitted and promoted up through the workflow, it cannot be edited or altered by the inspector. If corrections are needed, these can be noted in a subsequent day with a reference to the actual date. Date of Issuance: August 17, 2018 Page 4
Briefly, the general workflow is as follows: CA/Inspector* creates record for each day s work Inspector populates the many fields to detail the day s weather, traffic, work (Item Postings), form Bs, change orders, RFCs, INCs, issues, etc. linking any relevant or referencing records, such as those just listed, in the system, as well Inspector reviews then submits (equates to signature) record CA review at the end of the working day and provides feedback if required. Date of Issuance: August 17, 2018 Page 5
Daily Diaries Guide Inspector s Diary Tab The first WBCMS task any inspector should do when arriving to site each day prior to the commencement of work, is create a draft Diary Record and save it. Saving in draft will save any information entered, any other records tied in, and anything uploaded without submitting the diary, allowing the inspector to continually add and edit the record, tracking activities as they transpire throughout the day. Step 1: Inspector How To: 1. Inspector opens the specific contract file in WBCMS, expand the Dailies folder, and click on Inspectors Diary (Figure 1) Figure 1 Figure 2 2. The window will display a list of all past diary records. Click New at the top to initiate a new record for that day (Figure 2) 3. The new record displays the generic contract information at the top. The first pull down below this lists the different available Diary Category options (traffic, bituminous, environmental, etc), of which the inspector has been assigned by CA and select one (Figure 3) Date of Issuance: August 17, 2018 Page 6
Figure 3 Note 1: These diaries must first be setup by the CA for each category, and assigned individually to each inspector, before the inspector will be able to select one to populate. Note 2: Just below the contract information heading is displayed the current time, and a reminder of the expiration of all editing privileges for all users of that daily diary entry at the end of that day s 24-hour cycle. 4. Inspector proceeds to populate the many fields of the detailed diary (Figure 4). Expanding the Weather grid reveals an ability to make many weather entries throughout the day. Click add at the bottom of the weather entries grid to add an unlimited number of weather entries consisting of 9 varying fields pertaining to weather information (only Temperature and Time of recording are required) Figure 4 Figure 5 Date of Issuance: August 17, 2018 Page 7
5. Under Labour grid the inspector again clicks the Add button at the bottom of the grid, which brings up a complete list of the contractor-supplied Labour options to choose from. The inspector selects all that apply (ie: Foreman, Labourer and Operator) then clicks Select at the bottom to add all labour types to the labour record. As the total day s hours of work for each labour option become known, the inspector can return to this entry and edit each worker s entry by highlighting (clicking) an option (ie: Foreman) then clicking Edit at the bottom of the grid and opening up a window / dialog box which will present fields that can be edited. (Figure 5). Here, the unit quantity of each labour option is entered, along with the quantity of time each unit worked, and any pertinent remarks 6. The Equipment and Material Supplied by Contractor entries are done the same way as the Labour (see Step 5.) Figure 6 7. The Notes log is where all written recordings of the day s events/observations are to be recorded (Figure 6). The intention is to make several Notes entries throughout the day, as needed. Each entry requires a time input, and by the end of each day, there should be a list of many Notes entries made throughout the day, at various times. It is not intended to put an entire day s dialogue under one Notes entry. Click Add to open the Notes window. If change order work was done, if the work was in response to an INC, or if that day s work spurred an RFC, all must be individually recorded here. The Description field is where text may be pasted in from a separate digital source (ie: email, word document, wording from a contract, etc). Attachments may also be uploaded, like pictures, scanned documents, sketches, AutoCAD (Automated Computer- Aided Design) or other digital drawing files or PDFs (Portable Document Format). Date of Issuance: August 17, 2018 Page 8
Note: For the final 3 records Daily Work Records, Item Postings and Testing Records, it is important to note that those three records must be completed both separately, and before the diary record is completed. The diary record can only link a reference to the other existing records that have been completed through their workflow. As the diary record is the only record locked for editing at the end of each day, these other records must also be completed daily if they are to be linked together Records completed elsewhere in the system can be added under their headings within the Diary record and will appear here as blue hyperlinks. These can be clicked to instantly open a new tab displaying that record. 8. To link other documents which are located in the document folder to the diary, simply click Add after expanding each of the fields. This pulls up a list of any related records elsewhere within that specific WBCMS contract file and are available for selection. Select the records and click Select at the bottom 9. The bottom portion of the record allows for general attachments not pertaining to a specific field within the diary record, and any comments about the day (Figure 7). These comments can be seen by all stakeholders permissioned to the record, so discretionary sensitivity is advised Figure 7 Date of Issuance: August 17, 2018 Page 9
Daily Diaries Guide Inspection Log Tab 10. The second tab of the diary, the Inspection Log, allows for the recording of all CAITM tasks performed that day. Inspector first navigates to the Inspection Log tab within the diary record (Figure 8) Figure 8 11. Figure 8 shows the access tab to the second portion of the Diary record; the Inspection Log. Inspector clicks the tab, then clicks New to create a new log under the existing Diary Record 12. Inspector selects which Tender Item they are inspecting, along with any sub-items (sub codes) which allows the inspector to further document the location of the work being inspected (Figure 9) Figure 9 Date of Issuance: August 17, 2018 Page 10
13. After selecting the Item and Sub-Item, inspector selects the box with three small dots in it beside Task to pull up a link to all CAITM tasks and sub-tasks related to that item. Select the appropriate inspection task the inspector is to perform. This populates the remaining fields with inspection information from the CAIT Manual, complete with inspection prompts and milestone records (Figure 10) 14. Inspector highlights the task they are completing and clicks Edit (Figure 11). Figure 10 Figure 11 15. Figure 12 shows the window that appears. Here the inspector checks whether the task is completed or not, any remarks, and clicks Save. Note: Milestone items will also be displayed here, with the ability to mark as Completed or not. Figure 12 Figure 13 Date of Issuance: August 17, 2018 Page 11
16. Inspector reviews Inspection Log entry and clicks the Save button (Figure 13) which returns the user to the Inspection Logs screen. If there are multiple inspection entries to be done (multiple operations being inspected in the same location) the inspector simply repeats the process, selecting the appropriate item to cue the associated CAITM tasks 17. Inspector again clicks Save on the Diary Record s diary page to save the record and continue going about inspection duties until another entry is required. Alternatively, if all inspection duties are done, all entries have been entered and thoroughly reviewed, linking or referencing all pertinent records, inspector clicks Reviewed. By clicking this action, the inspector is submitting the record to the CA for further review, and equates to the inspector s signature (Figure 14) Figure 14 Note: the Bituminous Daily tab also allows for entries to the Bituminous diary from within any other diary record, eliminating the need to exit one record and enter another just to make an entry. Date of Issuance: August 17, 2018 Page 12
Item Postings Grid This section will walk users through the basic daily task of creating, populating and submitting an Item Postings record. Item Postings should be done on a daily basis, throughout the duration of the work day, to most accurately capture the work performed. A record can be created, left in draft, and updated throughout the day s work, saving with each update to maintain the record s changes. Conventionally, this task was done by recording sub codes and daily quantities in a field book or diary. Briefly, the general workflow is as follows: CA/Inspector creates record for each day s work CA/Inspector populates with Sub Items pulled from tender items record to record what work was performed, along with precise daily quantities and descriptive notes detailing limits of work Inspector reviews then submits record to the CA for review Date of Issuance: August 17, 2018 Page 13
Item Postings Guide The Inspector must first initiate that day s record and save it as a draft. It is then populated, saved in draft and updated throughout the day, allowing the inspector to track quantities as they re constructed. This is a brief summary of the process in order to link it to the Diary record. For a more detailed and thorough guide through the process, please referrer to the Item Postings guide posted on the WBCMS resources page. Step 1: Inspector How To: 18. Inspector opens the specific contract file in WBCMS, expand the Dailies folder, and click on Item Postings (Figure 15) 19. In the window panel to the right, click New to create a new Item Postings record (Figure 2) 20. This will take you to the newly created record for population. The first data entry is the date for which the Item Posting is to cover. Select the date the record is created for from the drop down calendar (Figure 15) Figure 15 Figure 16 Note: Although they are to be done on a daily basis, Item Postings may be done retroactively if a correction to a mistaken posting needs to be made to a past record entry. 21. Once this is done, navigate to the top of the window panel and click the Item Postings tab to take you to the section where the day s work and associated quantities are input (Figure 16) 22. Inspector clicks Select Item which opens a window with a complete list of all contract items and their associated Sub Items (Figure 17). For a complete and detailed guide to this process, please refer to the Item Postings guide posted to the WBCMS resources page. Date of Issuance: August 17, 2018 Page 14
Figure 17 Figure 18 Figure 19 23. From this list, the inspector must now select all Sub Item lines for items that pertain specifically to the performed work they are trying to record for that day. This is easiest done by utilizing the search filters to narrow the field of search down 24. To filter a search, first click the Filter icon at the top of whichever column/field you wish to query 25. From the dropdown list this opens, select the search criteria you desire. Typically, if you know a keyword or number you are searching for, the Contains field will work, though there are many detailed options for searching particulars. This will present any data that contains whatever characters you enter into the search field (Figure 18) For Example: By simply narrowing the search to all Line Items equal to 5, then further narrowing the description results under Sub Items to any description containing 12+252 one can reduce the voluminous results down to a specific few in a matter of seconds (Figure 19). Figure 20 Date of Issuance: August 17, 2018 Page 15
26. Inspector selects relevant Sub Items (Figure 20) and clicks Select at the bottom of the window. This adds each sub item as its own line or row. All yellow fields require data entry (Figure 21) Figure 21 27. Enter the as-constructed daily quantity for each line, being sure to detail the breakdown of the entry in the associated Remarks panel. This is especially important if a sub item s full quantity was not fulfilled that day. Also fill in the stations the operation actually covered, not just the limits in the sub item s description (Figure 21) For Example: a sub item for the work of milling partial depth asphalt removal 100mm deep from Sta. 10+000 to Sta. 12+000 for a full lane width of 3.75m is performed. This is a m 2 UOM (Unit Of Measure) with an area of [2000 x 3.75] = 7,500m 2. However, due to staging, the contractor only mills 50mm deep, and only mills to Sta. 11+000 that day. The entry would then be for only 1,875m 2 ; the linear distance is only 1,000m (10+000 to 11+000), the width is still 3.75m, however the depth is only for half (0.5) what the item requires, therefore; [[1000 x 3.75] x 0.5] = 1,875m 2. This breakdown would then be included in the Remarks section so anyone reviewing the entry at a later date can clearly discern where the sub item s subtotal is derived. 28. Inspector carefully reviews the item postings for accuracy and completeness and, when done with review and Saving, clicks Record Details to return to the original landing page for Item Postings. Confirm the date for which the record is for and click Submit to forward to the Contract Administrator for review. Note: As this should typically be a record which is updated throughout the day, as required, remember that at any time the inspector can simply click Save to save the draft and return to it at a later time. At the end of the day, prior to completing the Diary record, the Item Postings record must be completed, submitted and can then be linked to that day s Diary page prior to the completion of the Diary Record. Date of Issuance: August 17, 2018 Page 16
Taking a Sample (Testing Record) This section will walk through the basic daily task of creating records for samples taken on site. The digital process of administering a sample in the field has been made to mirror that of the existing policies and procedures currently in place within MTO s various specifications. It is important to understand the parallels between taking administrative actions in the Web-Based Contract Management system (WBCMS) and that of the traditional, paper-based methods of administration, such as; when one has officially taken a sample, taken possession of a sample from a contractor or delivered a sample. It should be noted that the required information and layout of record input fields may vary greatly from that of the one asphalt example used in this manual, depending on the type of sample and material being taken. However, the concepts and principles behind the sampling and the function of WBCMS remain the same, and are therefore transferable. Briefly, the general workflow is as follows: Inspector and contractor can initiates record of sample Creator of the record populates the record with the initial sampling information The physical sample is taken, while the digital WBCMS record is simultaneously submitted to the Inspector, signifying the sample being placed in the CA firm s possession for security sealing and delivery to its next location. Date of Issuance: August 17, 2018 Page 17
Taking a Sample Guide Either the contractor or the CA/inspector can initiate a sample record (Note: only the inspector role can create the sampling record for the CA. CA role cannot). Refer to the Test Codes documents under the FAQs section in WBCMS to ensure the correct codes are used in WBCMS to denote sample and test types. Step 1: Inspector How To: 29. Inspector/contractor or CA Inspector opens the specific contract file in WBCMS, expand the Testing tree to reveal four subcategories within which all testing is broken down (Figure 22). For the purpose of this manual, a Hot Mix Asphalt bulk compliance sample will be taken 30. The window will display a list of all current sample records in their many workflow stages. Click New at the top to initiate a new record for that day (Figure 2) Figure 22 Figure 23 Note: By reviewing the workflow status and other columns for each sampling record found in list view, one can quickly find the status of each sample within the testing cycle, as the labs must also update the WBCMS record as it goes through its stages of testing. This allows for complete clarity and accountability in the tracking of a sample throughout its sampling process. Date of Issuance: August 17, 2018 Page 18
31. The new record displays the generic contract information at the top. Below this are fields and pull downs for the user to input the first stage of the record s information, the Test Info section (Figure 23 & 24) Note: While the sample records allow for many fields of detailed input, only those with a red asterisk * denote required fields. Consult with the CA as to which are pertinent to the specific contract, if not required by WBCMS. Figure 24 32. Inspector populates all the required data seen above, using information that should have been already setup by the contractor and CA prior to the operation requiring the material being sampled. Once this is complete and reviewed to be accurate, the inspector clicks Submit Note: The first section in this sample record Test Info is the equivalent to the coloured carbon copy paper slips the contractor has conventionally filled out and inserted into the sampling bag to accompany the sample to the lab. The paper document is no longer required however the MSD sheet where required still needs to be included in bag. While the contractor has typically been the sole caretaker of both this paper sample slip and the task of filling it out, it is now allowed to be initiated by either the inspector or contractor in WBCMS to prevent issues with creating the sample record Date of Issuance: August 17, 2018 Page 19
in the field. No interruptions to any operations should have to be made for the purpose of a sample, nor should any sample be missed due to a lacking in ability to digitally access the record at the time of sampling to initiate the process. Allowing either party to assist in this sampling task mitigates the frequency of these issues. 33. Once Test Info section has been submitted, the inspector can now populate the record s specific testing data found in the Testing Identifier section. Here, the Lot and Sub lot info is input; the type of material being tested and what test(s) is (are) to be performed on the sample (Figure 25) Figure 25 Figure 26 Note: Each test in WBCMS is assigned a unique Test Code identifier, such as AQA6. This tells the lab exactly which test to perform, according to which LS-100 series standards, and the required turnaround time for them to have results back to the CA and contractor within WBCMS. The complete list of Test Codes is available on the FAQs (Frequently Asked Questions) page of WBCMS. 34. QA Section must be filled out by the inspector and is where the security and lab information are input (Figure 26). The security seals will also have to be set up ahead of time by the CA and assigned to that contract in order to be available for selection by the inspector. It is imperative that the electronic tags matches the physical tag put on bag (s). Date of Issuance: August 17, 2018 Page 20
Figure 27 35. The final section is for the CA s information, but can, at any time, be viewed for the status of the sample by anyone privy to that record (inspectors, CA, contractor). Note both the date and time of both when the sample test was started and completed, allowing for a completely transparent process (Figure 27) 36. Once all information is input, reviewed by the inspector and found to be accurate, inspector clicks Save on the record to save a draft of it or Submit to Lab if the sample is secured and ready for delivery to the lab by the CA. Clicking Submit to Lab will also trigger the start of the sample delivery time limit (typically 48 hours) 37. The CA takes possession of the sample and stores it in the appropriate repository to be held until delivery to the lab. 38. As delivery takes place, the lab representative will see the record in their Tasks and be able to officially receive the sample. Once this is done by the lab, possession of the sample has officially been transferred. This completes the sampling process for both the contractor and the CA until results have been returned. This also cues the start of the turn-around time for the lab to provide results on that sample Note: all business associated with this sample will remain within this record until the lot is complete, closed, settled and paid. This means results will be uploaded to the same record, contractor s disputes, referee requests, additional testing requests, everything is handled within this samples record. This establishes a clearly defined timeline for the entire life cycle of a sample, and records it all in one place. Date of Issuance: August 17, 2018 Page 21
As discussed in the Daily Diary portion of this manual, the above records are to be completed throughout the day, and submitted prior to the submission of the Diary record which was created at the beginning of the day and saved as a draft. Upon the completion of the above records, the inspector would then navigate back to the original Diary Record they created at the beginning of the day, and link all pertinent records in that day to the day s Diary record. This process is outlined above in the first section Daily Diary, and constitutes the final duties of an inspector for the day from a records keeping standpoint. All questions can be forwarded to the WBCMS Team: 905-704-3276 (7:30am to 5pm EST) or 1-844-283-9446 WBCMS-MTO@ontario.ca *For the purpose of this manual, Inspector shall denote either CA, Inspector, MTO In- House CA, MTO In-House Inspector, or anyone else assigned a role with the Inspector privileges, as defined by WBCMS. Date of Issuance: August 17, 2018 Page 22
Flowchart of a Complete Day s Diary