October 2018: Version 4.1 of AWP has been released and AWP staff are working to test the upgrade in the Development and Test sites before upgrading the Production site. The start of the Phase 2 implementation has been delayed due to a pending FY19 funding request. Five Alaska DOT&PF representatives attended the 2018 AASHTOWare PUG conference in Louisville, Kentucky. Alaska DOT&PF reps to the PUG are involved in discussions regarding getting functionality added to AWP that facilitates alternative project delivery formats.
September 2018: Small changes continue to be made as needed and a new report created at the request of Central Region Construction. The end user guide was revised and reposted. Roles have been created on the AWP Test site in preparation for the Construction module training workshop for Regional Construction Module Core Team Members. AWP Project Management attended an Agile Assets/MMS meeting to begin preliminary discussions of interfacing and information sharing between the two systems.
August 2018: During the month of August, there were nine bid openings across all three regions. 40% of bids received during August were electronically submitted. Minor adjustments continue to be made to the system as needs arise. Meetings were held with InfoTech, Inc. to begin planning the Phase 2 implementation (Construction, Materials and the rest of the Civil Rights & Labor modules) and Training and Business Process Workshops scheduled for Construction & Materials implementation.
July 2018: AWP Preconstruction and Bid Express went live July 1st. By the end of July, seven proposals (projects) are advertising via AWP and Bid Express. Regional contracts sections and AWP Project Management are working to get contractors added to the AWP Vendor List so they can register on plan holders lists. Contractors get on the AWP Vendor List by creating a VSS account in IRIS, but there is a backlog of new IRIS VSS account approvals at SOA.
June 2018: The AWP external facing site went live in mid-June so internal and external users can begin working in the system. One test bid letting was conducted for each region on the live Bid Express site to allow contractors to practice submitting electronic bids and DOT staff to configure their computers for electronic bid openings. The Civil Rights Office staff received AWP training. The end user guide was revised and reposted.
May 2018: All three AWP sites were upgraded with the most recent software patch. Interfaces have been transitioned from the Development site to the Production site. The production site is ready for users to begin backing in projects in preparation for advertisement after July 1st. The security plan is complete and approved by OIT. The Alaska DOT&PF Bid Express site is up. A new Contractor Bidding Information page has been created and linked to the Procurement site. Written guides for contractors have been posted and videos are soon forthcoming. Regional contracts chiefs met in Fairbanks for additional training and process finalization.
April 2018: A Milestone Check meeting was held with staff from all three regions. Upon recommendations resulting from this meeting, the executive team moved the launch date of Phase 1 to July 1st, 2018 and handwritten bids from contractors will be permitted. Users have been switched from the Development site to the Test site. Work with the State Security Office on the AWP security plan is ongoing. A contracts working group met in Fairbanks at which spec revisions were discussed and planned and forms revised according to the new processes.
March 2018: AWP will have three separate sites: Development (for System Admins), Test (for Training), and Production (active site). These sites have been created and production site is in testing to prepare for backing in projects. The new procurement site test pages have been created to pull information from AWP instead of MRS. Regional training sessions are ongoing. Additional Bid Express contractor web trainings have been scheduled. Materials analysis conducted in preparation for Phase 2 implementation.
February 2018: Interface work is complete and data transfers are occurring nightly. The Alaska DOT&PF AASHTOWare Project Vendor List check page is complete and a link posted on the procurement site. The AWP Preconstruction User Guide is complete and posted to the project website. Contractor outreach continues. Reports are 98% complete. The training period begins March 5th. Any configuration or reports changes identified during training will be made as they are discovered. Materials database analysis proposal has been signed.
January 2018: Interface work is ongoing. Train the trainer training was held in Anchorage for the six-member Module Administrator/Trainer team. This team will be responsible for scheduling and facilitating regional end user training as well as taking over regional communication and coordination efforts. Contractor Outreach began January 1st with information being posted to the AWP website, OPN, and on the Procurement Site. The new bidding process has been finalized.
December 2017: All system configurations are complete. Additional ISSD support has been requested to work on the Procurement Site/Plan Holders List interface and this work has begun. Demos of the AWP Preconstruction module were held in each region. The proposed Contractor Outreach plan has been created, reviewed and approved. Contractor outreach will begin in January. Train the Trainer Training for the Module Administrator/Training team has been scheduled for early January.
November 2017: Interface testing continues and work on the IRIS/AWP interface is beginning. Project Management received input from other agencies using AWP and BidExpress for lessons learned and best practices. A meeting was held with DOT subject matter experts to identify manuals and Policies & Procedures that will require revision reflecting the Department’s adoption of AWP and internet bidding. The Central Region AASHTOWare introductory demos for DOT employees occurred in November. Northern and Southcoast Region demos will take place in early December.
October 2017: The installed software on Alaska DOT&PF servers has been upgraded to AASHTOWare version 4.0. Interface work continues – MRS interface compete pending testing and DOL/AWP interface work is ongoing. Reports work continues. Regional AASHTOWare Phase 1 Module Administrators have begun initial training which will continue into January. Introductory demos for DOT employees are scheduled for late November/early December. Regional visits were made to conduct initial analysis for Phase 2 of the AASHTOWare implementation (Construction & Materials).
September 2017: The software and database have been installed on the Alaska DOT&PF servers. Work continues to connect the AASHTOWare login to the state’s LDAP system. Reports creation is ongoing. A meeting to discuss Facilities projects within the new software was held. The Bids file needed for online bidding is nearly complete. Regions chose their representatives to be trainers and module administrators for Phase 1. Training for these people will begin in October. Demos of Construction & Materials modules were provided by InfoTech. Alaska DOT&PF representatives attended the 2017 AASHTOWare Project User Group conference.
August 2017: Configurations for the Preconstruction and Civil Rights & Labor modules are complete. Reports are approximately 50% complete. The technical team is set and has begun the process of taking over hosting of the software from the contractor. Once Alaska DOT&PF takes over hosting duties, interface creation will begin. Interface prep work has begun with field mapping. A new launch date for Phase 1 has been set for May 2018 and a new schedule created. Analysis has started for the Phase 2 modules: Construction & Materials. Regional analysis sessions for Construction & Materials will take place in October.
July 2017: The 2nd round of testing for the Preconstruction module occurred in early July. Results from that testing plus those from the Civil Rights and Labor module testing in June were assessed and compiled. Configurations resulting from this round of testing are 90% complete. Funding processes are currently be finalized for the software. The Bids module has been configured and is being reviewed by Statewide. Reports are approximately 20% complete. The infrastructure to house internal hosting is nearly ready. Interface work will begin once that is complete. A new schedule and launch date will be announced once the interface work duration is known. Project Management is beginning to plan analysis for the Phase 2 modules (Construction & Materials).
June 2017: System Admin training and a Reports Workshop were held in early June. An interface between AASHTOWare and DOT’s FAAM (Federal Aid Agreement Manager) system has been added to the project. Additional time will be required for reports creation and for building and testing interfaces. Testing of the Civil Rights and Labor module occurred. Due to the immensity of the changes AASHTOWare Project implementation will bring, more time will be taken for training/transitioning DOT employees. Once the extra time needed for reports and interfaces is determined and the extended training/transition plan created, a new launch date for the Phase 1 modules will be announced.
May 2017: The first round of testing for the Preconstruction module is nearly complete. Fields turned into pre-populated dropdowns/searchable lists wherever possible within the software to minimize data entry errors by users. Configurations to Bids/BidExpress module have begun, will continue throughout June in addition to testing. Preparations made for Reports Creation Workshop. Coordination with ISSD for maintenance and support during implementation and after software launch.
April 2017: A technical Specialist has been assigned to the project and work is being done on system interfaces and a Security Plan for the State Security Office. User Roles, which determine what parts of the system a user can access, are 90% complete and being tested. More reference data loaded, especially for the Civil Rights & Labor module. Work on the Bids/BidExpress (online bidding) portion has started. Training held on creation of System Events (automatic system-generated email notifications).
March 2017: Analysis component for Preconstruction, Civil Rights & Labor, and Bids is complete. AASHTOWare webpage launched. Configurations to modules evaluated and refined. Coordination with ISSD resources has begun for interfaces between AASHTOWare and other software for data sharing.
February 2017: Meetings with ITI and software configurations continue. Reference data population ongoing. Website content created and submitted for posting to DOT&PF website. Implementation proposal expected late March. Project on schedule to begin implementation component early April.
January 2017: Bi-weekly meetings with ITI and software configurations begun. Interface between Department of Labor (DOL) system and AASHTOWare agreed upon. Contact made with AGC to start planning contractor outreach.
December 2016: Analysis Workshop conducted December 5th-12th. Detailed software functionality explored with ITI and Core Team. System configurations and customizations discussed.
November 2016: Regional business process analysis sessions with AASHTOWare project management and regional subject matter experts held and areas needing alignment investigated. Reporting and information sharing needs assessed. Continued preparation for December Analysis Workshop.
October 2016: Proposal for Phase 1 analysis component signed. Funding for FY17 secured. Regional business process analysis sessions planned and scheduled for early/mid-November. Analysis workshop for Core Team and ITI staff planned and scheduled for early December.
September 2016: Alaska DOT&PF representatives traveled to the annual AASHTOWare conference. Meetings were held with software contractor InfoTech, Inc. (ITI), and plans made for beginning analysis of Phase 1 modules.