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ALDOT’s

ALDOT’s. Proposal and Estimates System (PES) Cookbook (Preliminary Estimates). WARNING!. 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.

Samuel
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ALDOT’s

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  1. ALDOT’s Proposal and Estimates System (PES) Cookbook (Preliminary Estimates)

  2. WARNING! • 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. ALDOT PES Cookbook

  3. How to Get into Trns•port 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. ALDOT PES Cookbook

  4. Starting 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. ALDOT PES Cookbook

  5. Logging 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 Trns•port PES. ALDOT PES Cookbook

  6. The 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 Trns•port 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. ALDOT PES Cookbook

  7. The 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. ALDOT PES Cookbook

  8. How 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. ALDOT PES Cookbook

  9. Changing 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. ALDOT PES Cookbook

  10. Basic 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. ALDOT PES Cookbook

  11. Getting 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. ALDOT PES Cookbook

  12. Adding 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. ALDOT PES Cookbook

  13. The 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. ALDOT PES Cookbook

  14. The 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. ALDOT PES Cookbook

  15. The 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. ALDOT PES Cookbook

  16. The 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. ALDOT PES Cookbook

  17. The 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 E&C 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. ALDOT PES Cookbook

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  23. The 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. ALDOT PES Cookbook

  24. ALDOT 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. ALDOT PES Cookbook

  25. The 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. ALDOT PES Cookbook

  26. The 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. ALDOT PES Cookbook

  27. The 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. ALDOT PES Cookbook

  28. The 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. ALDOT PES Cookbook

  29. The 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. ALDOT PES Cookbook

  30. The 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. ALDOT PES Cookbook

  31. The 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. ALDOT PES Cookbook

  32. The Categories Tab • When this screen comes up for the first time, everything will be either grayed out or blank. ALDOT PES Cookbook

  33. The Categories Tab • To add a category, right click in the white space. • From the drop down menu, left click add. ALDOT PES Cookbook

  34. The 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 ALDOT PES Cookbook

  35. The 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 0+00 to Station 10+00. ALDOT PES Cookbook

  36. The 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 (E&C) percent for the project on this category only. ALDOT PES Cookbook

  37. The 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. ALDOT PES Cookbook

  38. The 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. ALDOT PES Cookbook

  39. The Funding Tab • Right click on the white space. • Left click Add from the drop down menu to add funding. ALDOT PES Cookbook

  40. The 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. ALDOT PES Cookbook

  41. The 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. ALDOT PES Cookbook

  42. The Pay Adjustment Tab • This tab is not used at ALDOT. ALDOT PES Cookbook

  43. The Breakdowns Tab • This tab is not used at ALDOT. ALDOT PES Cookbook

  44. The 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. ALDOT PES Cookbook

  45. The 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. ALDOT PES Cookbook

  46. The 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. ALDOT PES Cookbook

  47. The 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. ALDOT PES Cookbook

  48. The Worksheet Tab (Add items) • Right click in the middle of the screen. • From the drop down menu, left click Add. ALDOT PES Cookbook

  49. The Worksheet Tab (Add items) • Left click on the category number field and left click the category to which the item is to be added. ALDOT PES Cookbook

  50. The 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. ALDOT PES Cookbook

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