Tier 1 Notifications: September 2014

Tuesday, September 30, 2014

SiteManager Material Test Files Update

SiteManager Material Test Files Update

Below is a list of SiteManager material test files recently distributed over the weekend statewide to your local apps drives and the TxDOT website (though the webpage dates have not yet been updated the files are the latest files). This is just a formal announcement of their distribution. These files have been in service with SiteManager for some months and test calculation should not be affected by this distribution.

Your local application drive mapping to view these files is x:\SMGR\SM3x\MSEXCELTEMPLATES. Please contact me if you fail to see these updated files listed in your directory.

It should be noted that included with this distribution is the much belated fix for the ‘failed to open Excel on the first click’ bug. Once distributed, users will no longer have to click the Excel option twice to view a test result while working on the test tab of the sample information window.

Test Method	Date	Change
Tx120-21.xls	3/10/2014	Added “part II” text to the test description
Tx248.xls	6/20/2014	New
Tx2mixde4.xls	2/3/2014	Corrected error in the “Film Thickness” sheet and modified the sieves for SS3270
Tx2mxprop.xls	3/13/2014	Added gradation for “SS3268_Type_D” mix.
TX2QCQA04.xls	1/27/2014	Added a note on the “summary” sheet that will flag if there is a high absorption for any core for each sublot.
Tx418,48.xls	2/5/2014	Added missing fracture text description in pick list.
TX4RCC.xls	2/12/2014	New
TX4HARD.xls	4/11/2014	Added new cylinder break types.
Tx600.xls	12/20/2013	Added Grade type text descriptions to pick list.
TxFBMxDes.xls	1/14/2014	Moved tester field to trial batch sheet.
TxTRStqm.xls	2/6/2014	Changed tester requirement to TXTRSTQM.
Tx244.xls	4/24/2014	Added missing format for RX sheet field IMTU..
TX101P3	4/25/2014	Add the Tx101P3 test method for tester population.
TXCC04.xls	9/2/2014	Control charts no relation to SiteManager or SiteManager calculations. A standalone xls file.
TX2Performance.xls	9/9/2014	A standalone file. It is akin to the Form 202 which is a material sample form.

Thank you

Don't mess with Texas® means don't litter.

Monday, September 29, 2014

SiteManager offline this weekend for ERP update

SiteManager upgrade 3.8a tx2.013 scheduled for the evening of Friday, October 3rd

Greeting,

On Friday, October 3, 2014 IT will begin the process of updating your SiteManager application to the latest release. The new version (3.8a tx 2.013) 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 Monday, October 6^th at 8 AM or sooner.

· No SiteManager access from 6 PM Friday the 3^rd until 8:00 AM Monday the 6^th.

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

· Maintenance (MNT) workstations are to be included.

· It is mandatory that standalone users check in all work prior to 6:00 PM Friday, October 3, 2014.

· Remember – When users open SiteManager for the first time on Monday, October 6^th after the upgrade the user ID field on the logon screen will be blank. SiteManager user ID’s are case sensitive and 99% of these ID’s are all upper case characters.

A webinars is scheduled for Thursday October 2^nd at 2:30 PM to review the updates to the software. You may find the specific meeting details at https://txdot.webex.com by searching the calendar of scheduled meetings. The meeting password is “sitemanager”

Construction

October 3^rd is also Finance’s cutoff date for September’s Construction estimates. Payments for progress estimates approved by the end of business Friday are scheduled to disburse to the contractors on the 10^th as usual.

Maintenance

September estimates processed after the FIMS September 22^nd cutoff date. – Do not process any estimates until Monday October 6^th.

Estimates generated after the cutoff date and before the ERP SiteManager update must be converted to the ERP accounts. Holding off on until the 6^th will eliminate the number of records that must be converted.

Currently there are 31 maintenance estimates approved and awaiting payment through the new financial system. If these, or any other estimates processed before the 6^th, contain NON-segment 78 costs you must supply to the MNT Division your new ERP chart of accounts. Otherwise, the non-segment 78 costs may fail to convert and the approved estimate will have to be re-generated, the costs redistributed, and the estimate reapproved. Please provide the chart of account information to the Division before E.O.D. Friday.

Segment 78 distribution costs recorded with a DWR are not affected regardless of whether or not the costs are included with an estimate prior to the 6th. These costs should successfully convert without the District’s involvement.

Don't mess with Texas® means don't litter.

Monday, September 22, 2014

Notice of update to the SiteManager Custom Report Server

SiteManager Custom Report Server

http://smcustrpt/org/cst/smrptsvr/home.asp

This notice is to inform you that two reports have been removed from the SiteManager Custom Report Server. There is no new SiteManager content or functionality included with this communication.

The MAT Sourcing Letter (CIS.17 ) and MAT Inspection Assignment Letter (CIS.18) reports have been removed from the list of available SiteManager reports.

MAT Sourcing Letter (CIS.17 )

In October, 2013, the CMISD group merged Structural materials with the District Material Sourcing Letter to provide the contractor a single document to record material sourcing information. The merged sourcing letter renders this MAT Sourcing Letters (CIS.17) obsolete. See chapter 2 section 10 of the draft version of the SiteManager Contract Administration manual for instructions on how to access and view the merged report.

http://crossroads/org/cst/cmisd/docs/sitemgr/SiteManager_Contract_Administration_Manual.pdf

MAT Inspection Assignment Letter (CIS.18)

In the past, the MAT Inspection Assignment Letter (CIS.18) was used to notify the fabricator that CSTM inspection would be required and initiate coordination of inspection. The Structural branch has modified their operational procedures for inspection notification, therefore rendering the MAT Inspection Assignment Letter (CIS.18) obsolete.

Thank you

Stewart

Don't mess with Texas® means don't litter.

Wednesday, September 17, 2014

ERP Cutover -Sept CST Estimate Cutoff is Oct 3rd

Greeting,

Many of you have question about the upcoming conversion to the ERP/PeopleSoft financial system. The details below should hopefully answer your questions as they relate to our September estimates and the ERP implementation and cutover dates.

September Construction and Maintenance Estimates

September 22^nd is the last day FIMS will process construction and maintenance payments. After this date there will be a lull of payments until ERP/PeopleSoft is brought online. ERP/PeopleSoft is scheduled to go online October 6^th. The next release of SiteManager (3.8a 2.013) is scheduled for the weekend of October 3^rd. Between Saturday the 4^th and Sunday the 5^th of October, the 2.013 ERP/PeopleSoft version of SiteManager will be distributed throughout the state. If these dates hold true we have a scheduled September FIMS/PeopleSoft cutover period that will affect our September estimates. Below is an explanation of how this cutover period will alter our SiteManager estimate schedule.

Construction

1. September Estimates - Due to the ERP/PeopleSoft Monday, October 6^th roll-out and SM 3.8a 2.013 update, September’s SiteManager Construction estimates must be posted before the end of business (EOB) Friday October 3^rdto meet the Finance cutoff date.

2. Supplemental and Final Estimates - These should be posted prior to the EOB Friday, September 19^thto meet the FIMS September 22nd cutoff date. Finals and supplemental estimates approved after this date will voucher mid-October after ERP/PeopleSoft is online.

3. Change Orders for Material Stock Account – These should be processed before the EOB on Friday, September 19^th. Change Orders for Material Stock Accounts done after this date should wait for the ERP/PeopleSoft go date of October 6^th. Change Orders for Material Stock Accounts that cannot wait should contact the Construction Division/CMISD branch for instructions.

Maintenance

1. Split September estimates into two phases.

a. Phase 1 -The first payment phase will end at the EOB Friday, September 19^th. Compile what can be recorded as work for the project and prepare it for payment by the EOB on Friday. This will be a progress estimate – Final and Supplemental estimates see #2 below.

b. Phase 2 –Work recorded after the EOB Friday and included with an approved estimate will not voucher before mid-October when ERP/PeopleSoft and MMS/Compass are online and in sync.

i. This will be a supplemental progress estimate which in SiteManager is a ‘Progress’ type estimate.

ii. Estimate distribution compiled after EOB Friday must be converted to the new ERP/PeopleSoft specifications. Currently, we believe this conversion can occur ‘behind the scenes’ and be transparent. There is some risk that this conversion fails and distribution costs will have to be redone once ERP/PeopleSoft versions of SiteManager and MMS/Compass are available. For this reason you are asked to compile as much work as possible under phase 1.

Thank you,

Don't mess with Texas® means don't litter.

Friday, September 12, 2014

SiteManager Citrix and SiteManager Terminal Server back on

The issue this morning with the SiteManager Citrix and SiteManager Terminal servers has been resolved. Users should be able to connect freely to these servers. If you continue to receive reports of outages please let me know.

From: Stewart DeWitt
Sent: Friday, September 12, 2014 8:35 AM
To: Tier 1 notifications; Alice Garcia; Cordy Diaz; David Chapa; Deborah Shults; Janet Gholson; Joseph Briones; Karla Moczygemba; Lester Lindley; Mary Alice Hernandez; Mitzie Gibson; Orlando Carrillo; Sandy Harris-C; James Hutchison; Karen Jackson; Leisha Hopkins; Patty Dykes; Renee Coston; Ricky Daniels; Cindy Hurta; Crystal Woodruff; Michael Underwood; Stewart DeWitt; Cliff Hallford; Debbie Paylor; Paul Norman; Saundra Collins; Sendy Bolin; Andrea Duby; Brad Buchanan; Darrell Caldwell; Kelli Navarrette; Kit Black; Laura Alwan; Mike Fowler; Roxanne Jennings; Shannon Argo; Susan Simpson; Buddy Williams; Charlotte Aslin; Jason Dupree; 'Kevin Mote'; Lance Simmons; 'Laura Harp'; Rickie Shields; Thomas Young; Donna Roberts; Barbara Davenport; Elizabeth Lukefahr; Loren Rice; Lori Wagner; Miguel Arellano; Steven Hay; Sylvia Bockholt; Tad Nichols-C; Tammy Hilbig; Tim Wilhelm; Tommy Blackmore; Tracy Cooper; Andrea Murry; Gordon Bland-C; Linda Korns; Michael Skiles; Preston Cooper; Steve Sell; Susan Will; Andy Berlan; Cassandra McKibben; Chris Cowen; Darlene Goehl; Jennifer Trowbridge; PJ Vargas; Sandy Perry; Shannon Aultman; Sheryl Petroski-C; Stephen Kasberg; Terry Paholek; Zyna Polansky; Carl Johnson; Eric Lykins; Paula King; Rocky Roberts; Tina Crelia; Tonya Shaw; Darwin Lankford; Gene Garcia; 'Ronald Hatcher'; Frank Mayfield; Jay Tarwater; Jesus Valdez; John Obr; Johnny Johnson; Juan Ortega; Melissa Daniels; Noe Cabazos; Roxana Garcia; Scott Starkjohann; Carol Berry; Chris Briggs; Debbie Burgess-C; LeAnn Kemp; Noraima Perez; Rhonda Schmid-C; Robert Delaney; Sherry Perkins; Terry Bruce; Trena Brand; Valarie Ashmore; Aldo Madrid; Frank Guzman; Ken Barnett; Letty Delira; Lorena Soriano; Margarita Montes; Margie Cedillo; Maria Chavez; Susan Freres-C; Tomas Saenz; Bruce Matusek; Fernando Hernandez; Alan Easterling; Allen Shelley-C; Annette Cuevas; 'Brad Tate'; Dora Soto; Glynis Rodriguez; Jackie Broussard; Kristie Woods; Richard Williammee; Steve Bone-C; Andrus Harris; Carolyn Fink; Emmanuel Isonguyo; Hop-Ming Tang; Ilona O'Blenis; Lee Hamberry; Lovey Reynolds; Marian Jamandre; Tim Medrano; Amy Nieman; Blythe Jowers; Darral Bryant; Jeremy Dearing; Kami Wilbanks; Linda King; Doug Y'Barbo; George Wilson; Missy Lowe; Phyllis Clark; Sam Hankla; Tom Hunter; Vivian Harrison; Cynthia Saldana; Nelda Martinez; Sergio Reyna; Claudia Kern; Greg Jones; Jana Buck; Michael Dawidczik; Richard Izzo; Keith Buckley; Kelly Hohertz; Timothy West; Chad Windham; David Alvarez; Donnie McNatt; Kathy Schlegel; KC Evans; Mike Stroope; Armando Rodriguez; Bruce Gutierrez; 'Carlos Peralez'; Daniel Garcia; Jennifer Beltran; Jesus Limon; John Ramirez; 'Jorge Rendon'; Rosendo Garcia; Sergio Cantu; Yvonne Hernandez; Cindy Adami; Crystal King; Cullen Pfeiffer; Dan Stacks; David Henke; Michelle Barton; Cathey Galbreath; Diane Weishuhn; James Gilbert; Linda Bilbrey; Ricky Moore; Rebecca Petty; Rheatia Gandy; Stacie Holcomb; Wendy Simmons; Alisha Wickens; Kay Pigg; Rendy Drews; Rhonda Dietrich; Scott Gallman; Thomas Polansky; Jeff Parker; Mark Smith; Paul Wenzel; Susie Slayden; Camille Marek; Glen Dvorak; Jonathan Rogers-C; Kendra Shows; Pete Rocha; Sherry Hutchinson
Subject: SiteManager Citrix and SiteManager Terminal Server offline this morning

If you are having issues this morning connecting to the SiteManager Citrix and SiteManager Terminal Servers, I want to inform you that we have IT looking into the issue and we hope to have a quick turnaround.

Don't mess with Texas® means don't litter.

SiteManager Citrix and SiteManager Terminal Server offline this morning

Don't mess with Texas® means don't litter.

Tuesday, September 2, 2014

SiteManager production database connections

Due to the higher than normal SiteManager usage today, we ask that you log off and close and idle SiteManager connections.

IT is scheduling a reboot of the database server tonight to add additional capacity. The hope is we can avoid a repeat of this tomorrow by adding a few hundred more concurrent connections.

Thank you,

From: Mitchell, Thane [mailto:thane.mitchell@nttdata.com]
Sent: Tuesday, September 02, 2014 1:53 PM

Subject: SiteManager production database connections

It looks as if we’re starting to get up to a critical number of persistent connections to the SMGRPRD database again. I’m expecting this to last the rest of the day and possibly be an issue tomorrow as well.

Please review your connections to the SiteManager production database, including development clients and reports, and keep them closed down when we’re not actually using them today and tomorrow. We should pass this historic high of connections soon, but since the database side quick-fixes are terminating sessions, let’s all help out by conserving spare connections in the interim.

______________________________________________________________________
Disclaimer:This email and any attachments are sent in strictest confidence for the sole use of the addressee and may contain legally privileged, confidential, and proprietary data. If you are not the intended recipient, please advise the sender by replying promptly to this email and then delete and destroy this email and any attachments without any further use, copying or forwarding

Don't mess with Texas® means don't litter.

Current SiteManager report request gueue

SiteManager is slowly working through report request queue. The current backlog is around 509 report requests with an average return time currently at one hour and 40 minutes. That return time is down from two hours and thirty minutes around noon today.

Thank you,

Don't mess with Texas® means don't litter.

SiteManager Report Server and Database.

“As you may know, today is a triple threat – directly after end of fiscal year, short estimate cycle for payments due to the end of year processing and the Labor Day holiday. This is the first time in quite some while when the physical infrastructure of SiteManager is being challenged like this. This is most likely part of what’s going on with the reporting environment as well.” ~Thane Mitchell NTTData

SiteManager Report Server:

The SiteManager is responding slowly if at all.

A request to boot the SiteManager report server has been submitted to Xerox. Exact time is unknown but expected within the hour.

SiteManager Database:

Today we’ve actually reached our connection limit to our SiteManager database (1000).

Idle connections from last week are being terminated to make room.

Thank you,

Don't mess with Texas® means don't litter.