Tier 1 Notifications: Upcoming SiteManager 3.8a tx2.010

On the evening of Friday, May 10, 2013 a process to update your SiteManager application to the latest release will begin. The new version (3.8a tx 2.011) will be made available for install through LANDesk. The upgrade process will begin at 6 PM on Friday and will proceed through Saturday and Sunday (all times central). SiteManager (Citrix, MTS and client) and SiteManager reporting will be unavailable for the duration. SiteManager is scheduled to be available again on Monday, May 13th at 6 AM or sooner.

· Please make every attempt to keep all SiteManager PC's powered on during this period.

· It is mandatory that standalone users check in all work prior to 6:00 PM Friday, May 10, 2013.

· Remember – When users open SiteManager for the first time after the upgrade the user id field on the logon screen will be blank. SiteManager user ids are case sensitive and 99% of these ids are all upper case characters.

You are welcome to attend the WebEx meeting scheduled for Monday, May 6^that 10 am or 2 pm. We will review and discuss the changes described below. See the WebEx schedule for specific meeting information. The password for the meetings is “sitemanager”.

This 3.8a tx2.011 upgrade contains these significant changes.

· DWR authorization

The policy that requires DWR’s to be authorized by someone other than the creator will now be enforced by the application. Now when a user by means of a Diary attempts to authorize a DWR that they themselves created a prompt will notify the user that another party must authorize the DWR. Users will still have the option to unauthorize their own DWRs.

· DWR Calendar option *

While incorporating changes in the DWR window for the Maintenance projects to pay in SiteManager, we took the opportunity to make some upgrades to the window. We created a new window - The new DWR calendar window which employees a monthly calendar view of an inspector’s DWRs. On the DWR Info tab (see figure 1a) the calendar displays each day and the inspector’s recorded DWRs. Recorded DWRs are detailed with a host of different icons including remarks, attachments, contractor personnel and equipment, and work items. Another added feature incorporated into the calendar is the option to cut, copy, and delete a DWR by right clicking a date and making a selection from the pop-up menu. The window is also equipped with a navigation tree that allows for quick reference and selection of DWRs recorded by all inspectors on the project (sorted by date or inspector). On the Work Items tab the item list has been expanded to include additional item information (see figure 1b) to include installed, authorized, reported, and paid quantities to name a few. A quick bookmark navigation option (right side of figure 1b) is included to aid in item selection. A single click on an item’s row displays the item’s DWR history at the bottom of the screen. Here an inspector can view all the previously recorded DWR for the selected item. The content can be filtered by unauthorized, unpaid, paid, or all DWRs.

Automatic updates - part II **

If you recall an attempt to include this with the last release of SiteManager failed due to technical difficulties and we elected to abandon the option until a later date. SiteManager can now determine if the SiteManager client is current and update the installation if it is not. A new application (SM Loader) is now included with each SiteManager installation. When a user starts SiteManager the app will read the local installation and compare it to the latest available version (see figure 2a). If the install is not current the app will install the latest version (see figure 2b). It is our hope that this new feature will allow us to bring you SiteManager enhancements quicker and with greater frequency.

Stock Account Change Orders

A new stock account function is included with the change order header window (see figure 3). With the selection of this function the change order is exclusively for the purchase of stock material and is automated to interface with Material & Supply Management System (MSMS) accounts. Our revised Contract Administration manual will reflect this change.

Financial Tools

This version includes three (3) new financial tools to automate essential financial duties. Primarily to be used by the Finance Division employees these new windows include the Estimate Staging (vouchering), Refund Processing (JVN220), and Administrative Hold (stop payment).

ü Estimate Staging – For the District staff this is a read-only window that allows users to view the vouchering status of recently approved pay estimates. CCSJs listed have not been vouchered by our financial system.

ü Administrative Hold – For the District staff and the Finance Division to place a payment hold on a contract. With permission granted through group security, users of this window may place, review or remove a hold for a contract.

ü Refund Processing - For the District staff this is a read-only window that allows users to view the status of a contractor’s refund. The FIN Division will use this window to record funds received from the contractor. This window is aligned with the contract adjustment process to eliminate the accidental under or over payment to the contractor.

* This is an optional window for recording DWRs. The original DWR window is still available and unchanged.

** This option is not available when in Standalone mode.