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AASHTOWare Project: User Guides
Expand the phase you are working within to find Guides, Quick Reference Guides (QRG), and links to Computer based Trainings (CBT). Below you will find guidance for DOT staff, Consultants, and Contractors.
SET UP & NAVIGATING AASHTOWARE (FOR ALL USERS)
- Browsers and Logging On (Updated October 29, 2024)
- Understanding the Navigation (Updated December 7, 2023)
- AWP Terminology (Updated January 30, 2023)
- How to Read a QRG (Updated June 14, 2024)
- Reports - Generating (Updated January 25, 2023)
- Sort and Filter Using the Advanced Filter (Updated August 13, 2021)
- Saving and Deleting Attachments (Updated December 7, 2023)
PRECONSTRUCTION (DOT & CONSULTANTS)
Video(s):
- Adding a Project 1.1-1.6, 1.9-1.10
- 1.1 Starting Project 0:00 | 1.2 Changing the Project Workflow 3:16 | 1.3 Adding or Editing TAS Info 4:15 | 1.4 Add or Edit Project Info 5:42 | 1.5 Adding Categories 9:40 | 1.6 Adding Items 10:50 | 1.9 Project Validation 14:30
- Adding Project Funding 1.7-1.8
- 1.7 Adding Funding 0:00 | 1.8 Funding Assign to Items 4:20
- Creating a Proposal 2.1-2.3
- 2.1 Creating a Proposal 0:00 | 2.2 Generating Proposal Sections 4:33 | 2.3 Proposal Validation 8:57
- Creating a Letting 4.1-4.4
- 4.1 Proposal Sort Order 0:00 | 4.2 Managing Proposal Workflow 2:15 | 4.3 Letting Creation 3:25 | 4.4 Exporting Proposal for Bids 6:29
- Bid Express Letting Creation 4.5
- 4.5 Bid Express Letting Creation 0:00
- Creating and Managing Addenda 4.6
- 4.6 Creating and Managing Addenda 0:00 | Add or Modify Items via Addendum 3:05 | Regenerate Proposal Sections and Items 6:20 | Postpone a Letting via Addendum 6:51 | Approve an Addendum 9:37 | Finalize addendum Processing 10:48 | Upload Addendum to Bid Express 11:33 | Postpone a Letting in Bid Express via Addendum 13:38 | Notify Plan Holders of Addendum or Notice to Bidders 16:58
- Creating a Notice to Bidders 4.7
- 4.7 Creating a Notice to Bidders 0:00 | Attach the NTB pdf file to the proposal in Bid Express 2:51 | Postpone a Letting Via Notice to Bidders 4:04 | Notify Plan Holders of Addendum or Notice to Bidders 5:19 | Cancel a Solicitation 5:59 | Withdraw the proposal in Bid Express 7:31
Project:
- 1.1 Starting a Project (Updated November 20, 2024)
- 1.2 Changing the Project Workflow (Updated October 27, 2023)
- 1.3 Adding or Editing TAS info (Updated February 7, 2024)
- 1.4 Add or Edit Project Information (Updated June 5, 2024)
- 1.5 Adding Categories (Updated October 27, 2023)
- 1.6 Adding Items (Updated October 27, 2023)
- 1.7 Adding Funding (Updated October 27, 2023)
- 1.8 Funding Assign Items (Updated October 27, 2023)
- 1.9 Project Validation (Updated October 27, 2023)
- 1.10 Project and Funding Reports (Updated October 27, 2023)
- Download All 10 Files
Proposal:
- 2.1 Creating a Proposal (Updated September 27, 2024)
- 2.2 Generating Proposal Sections (Updated October 27, 2023)
- 2.3 Proposal Validation (Updated October 27, 2023)
- 2.4 DBE Goal Item Selection (Updated October 27, 2023)
- Download All 4 Files
DBE & OJT Goal Creation:
- 3.1 DBE Goal Creation (Updated October 27, 2023)
- 3.2 OJT Goal Creation (Updated October 27, 2023)
- 3.3 OJT Item Designation (Updated October 27, 2023)
- Download All 3 Files
Letting:
- 4.1 Proposal Sort Order (Updated October 27, 2023)
- 4.2 Managing Proposal Workflow (Updated October 27, 2023)
- 4.3 Letting Creation (Updated December 6, 2023)
- 4.4 Exporting Proposal for AWP Bids (Updated October 27, 2023)
- 4.5 Bid Express Letting Creation (Updated June 28, 2024)
- 4.6 Creating and Managing Addenda (Updated July 19, 2024)
- 4.7 Creating Notice to Bidders (Updated July 19, 2024)
- Download All 7 Files
Bidding, Awarding and Post-Award:
- 5.1 Bidder Q&A (Updated October 30, 2023)
- 5.2 Bid Opening (Updated October 30, 2023)
- 5.3 Opening Bids in Bid Express (Updated October 30, 2023)
- 5.4 Publishing Bid Results (Updated September 19, 2024)
- 5.5 Entering Manual Bids AWP Entry (Updated October 30, 2023)
- 5.6 Importing Bids to AWP (Updated October 30, 2023)
- 5.7 Entering Manual Bids (Updated October 30, 2023)
- 5.8 Managing Bids in AWP (Updated October 30, 2023)
- 5.9 Applying Bidder Preference Amounts (Updated October 30, 2023)
- 5.10 Additive Alternate NTP Anlaysis (Updated October 30, 2023)
- 5.11 Proposal Processing (Updated December 6, 2023)
- 5.12 Awarding Proposal (Updated September 20, 2024)
- 5.13 Electronic Bid Bonds (Updated October 30, 2023)
- 5.14 Rejecting Bids (Updated December 6, 2023)
- 5.15 ReLetting a Proposal (Updated October 30, 2023)
- 5.16 Adding a Wage Decision (Updated July 8, 2024)
- 5.17 Transitioning a Proposal to Construction (Updated October 30, 2023)
- 5.18 Update ICAP in Construction (Updated December 19, 2023)
- Download All 18 Files (Updated December 19, 2023)
Alternate Contracting:
- 6.1 CMGC and DB Project set up (Updated October 27, 2023)
- 6.2 Addenda for CMGC and Design Build (Updated October 27, 2023)
- 6.3 Processing Low Bid for CMGC DB Projects (Updated October 27, 2023)
- 6.4 Competitive Sealed Proposal (Updated October 27, 2023)
- 6.5 Reverse Bid (Updated October 27, 2023)
- 6.6 Addenda for Reverse Bid (Updated October 27, 2023)
- 6.7 Processing Low Bid for Reverse Bid (Updated October 27, 2023)
- 6.8 Small Procurements (Updated October 27, 2023)
- Download All 8 Files
Vendor Admin:
- 7.1 Vendor Information (Updated October 27, 2023)
- 7.2 Adding an Address (Updated October 27, 2023)
- Download All 2 Files
Module Admin:
- 8.1 Adding AWP User Accounts (Updated October 27, 2023)
- 8.2 Adding Consultants to AWP (Updated October 27, 2023)
- 8.3 Adding Funds (Updated October 27, 2023)
- Roles in AWP (Updated October 29, 2024)
- Download All 3 Files
Items Admin:
- Adding New Items (Updated October 30, 2023)
PROFESSIONAL SERVICE AGREEMENTS (DOT)
Project
- 1.0 - Advertising (Updated December 29, 2023)
- 1.1 - Populating Project Information (Updated May 14, 2024)
Proposal
- 2.0 - Creating a Proposal (Updated May 14, 2024)
Letting/Bidding
- 3.0 - Advertising (Updated December 29, 2023)
- 3.1 - Exporting Proposal for AWP Bids (Updated December 29, 2023)
- 3.2 - Bid Express Letting Creation (Updated July 16, 2024)
- 3.3 - Creating and Managing Addenda (Updated October 14, 2024)
- 3.4 - Bidder Q&A (Updated December 29, 2023)
Bid Opening/Negotiating/Awarding
- 4.0 - Proposal Opening (Updated June 11, 2024)
- 4.1 - Add Proposal Vendors to AWP (Updated January 5, 2024)
- 4.2 - Beginning Negotiation (Updated September 23, 2024)
- 4.3 - Awarding the Proposal (Updated September 20, 2024)
Post-Award
- 5.0 - Activating a Contract (Updated December 29, 2023)
- 5.1 - Adding Amendments (Updated June 26, 2024)
- 5.15 - Adding Term Agreement NTPs (Updated May 14, 2024)
- 5.2 - Adding a Subcontractor (Updated July 15, 2024)
- 5.5 - PSA Expiration Report (Updated August 14, 2024)
CIVIL RIGHTS OFFICE
- Bidders Registration QRG (Updated March 4, 2022)
- CCR Compliance QRG (Updated March 4, 2022)
- DBE Certification QRG (Updated September 28, 2022)
- DBECommitments - Post Award - QRG (Updated March 4, 2022)
- DBECommitments - Pre Award - QRG (Updated March 4, 2022)
- OJT Clearance QRG (Updated July, 2023)
- OJT RefEmployee QRG (Updated August 18, 2023)
- OJT Programs - Reference Data (Updated January 6, 2023)
- QAR Compliance QRG (Updated March 4, 2022)
- Roles in AWP (Updated October 29, 2024)
- Subcontract Payments QRG (Updated February 9, 2024)
- CRO Vendor Administration - General
- CRO DBE & OJT Goal Review/Approval
CERTIFIED PAYROLL (CONTRACTORS)
Videos:
CBTs (Computer Based Trainings):
- Getting Started for Contractors CBT
- Review Subcontractor Payroll CBT
- Manually Add Payroll CBT
- Payroll Spreadsheet CBT
- Convert Payroll to XML CBT
- Import & Validate CBT
- Create a Payroll Attachment CBT
- Sign Payroll CBT
- Modifying a Rejected Payroll
QRGs (Quick Reference Guides):
- Managing Vendor Authority (Updated February 1, 2024)
- Payroll Fields Expected Input (Updated February 1, 2022)
- Create a Payroll Spreadsheet (Updated May 7, 2024)
- Convert a Payroll Spreadsheet to XML (Updated May 7, 2024)
- Payroll Template - Over 50 Employees (Updated July 7, 2023)
- Import and Validate a Payroll (Updated May 7, 2024)
- Import Payroll Errors Explained (Updated May 7, 2024)
- Import Payroll Errors - How to Read (Updated May 7, 2024)
- Manually Add a Payroll (Updated June 18, 2024)
- Complete Prime Review (Updated May 7, 2024)
- Sign Payroll (Updated June 18, 2024)
- Modify a Rejected Payroll (Updated May 7, 2024)
- Generating a Payroll Report (Updated August 27, 2021)
- Employee Mismatches Explained (Updated August 14, 2024)
Payroll Examples
Sample Payroll Template (Basic Entry) v.11 (updated Feb 1, 2022)
- Pay Summary - Basic Entry (Report from AWP)
- Payroll Template - Basic Entry (Read-Only Excel)
- Basic Entry XML (XML)
Sample Payroll Template (Double Time) v.11 (updated Nov 7, 2022)
- Pay Summary - Double Time (Report from AWP)
- Payroll Template - Double Time (Read-Only Excel)
- Double Time XML (XML)
Sample Payroll Template (Multiple Classifications) v.11 (updated Feb 1, 2022)
- Pay Summary - Multiple Classifications (Report from AWP)
- Payroll Template - Multiple Classifications (Read-Only Excel)
- Multiple Classifications XML (XML)
DEPARTMENT OF LABOR (DOL)
QRGs (Quick Reference Guides):
- Contracts - DOL No. and NOC (Updated February 3, 2023)
- Payroll - Obsolete a RefEmployee (Updated February 3, 2023)
- Payroll - Review and Resolve Employee Mismatch (Updated February 3, 2023)
- Roles in AWP (Updated October 29, 2024)
CONSTRUCTION (DOT & CONSULTANTS)
Videos:
- Intro to AASHTOWare Construction & Materials 355MB
- 1. Contract Set Up 440MB
- 2. Daily Work Reports & Diaries 502MB
- 3. Change Orders Stockpiles & Payment Estimates 580MB
- 4. Materials 474MB
- AASHTOWare Certified Payroll DOT Staff & Consultants Training 260MB
CBTs (Computer Based Trainings):
- Getting Started for DOT Staff
- Change Orders - Creating and Submitting
- Change Orders - Reviewing and Approving
- DWRs - Creating and Submitting
- DWRs - Entering Submittals (DWR Acceptance Records)
- DWRs - Entering Concrete Batch Data (DWR Acceptance Records)
- DWRs - Item Posting Agency Views
- Stockpiles - Managing
Flowcharts:
QRGs (Quick Reference Guides):
- Getting Started
- Agency Views - Adding for Contract Items (Updated February 22, 2024)
- Change Orders - Adding Funding (Updated October 24, 2023)
- Change Orders - Creating and Submitting (Updated June 24, 2024)
- Change Orders - Reviewing and Approving (Updated January 30, 2023)
- Contract Authority - User (Updated February 2023)
- Contracts - Activating a Contract (Updated October 17, 2023)
- Contracts - Add a Subcontractor (Updated June 24, 2024)
- Contracts - Adding an Additional FAA Grant (Updated October 24, 2023)
- Contracts - Attention Flags (Updated February 24, 2023)
- Contracts - Claims (Updated February 15, 2023)
- Contracts - Contract Times (Updated June 25, 2024)
- Contracts - Design Recommendations (Updated December 29, 2023)
- Contracts - Funding for Contract Start (Updated November 22, 2023)
- Contracts - IWAs & Unattached Items (Updated January 30, 2023)
- Contracts - Marking Contract Items Complete (Updated January 30, 2023)
- Contracts - Meetings (Updated January 30, 2023)
- Contracts - MGVWs (Updated January 30, 2023)
- Contracts - RFPs & Directives (Updated January 30, 2023)
- Contracts - Vendor Equipment & Personnel (Updated June 12, 2024)
- Diaries - Creating (Updated January 30, 2023)
- Document Submissions - Adding (Updated January 30, 2023)
- DWRs - Checking (Updated January 30, 2023)
- DWRs - Creating and Submitting (Updated June 28, 2024)
- DWRs - Entering Concrete Batch Data (Updated January 2023)
- DWRs - Entering Submittals (Updated September 1, 2024)
- DWRs - Review and Approve (Updated January 30, 2023)
- DWRs - Using Item Posting Agency Views (Updated January 30, 2023)
- Module Admin - Add an External User (Updated June 13, 2024)
- Module Admin - Managing DOT and Consultant Users (Updated September 25, 2024)
- Pay Estimates - Finance (Updated February 8, 2024)
- Pay Estimates - Generating and Submitting (Updated August 23, 2024)
- Pay Estimates - Review and Approve - Contractors and Managers (Updated February 27, 2023)
- Pay Estimates - Review and Approve - Project Engineers (Updated February 27, 2023)
- Payroll - Add an Owner Operator (Updated January 5, 2023)
- Payroll - Payroll Exceptions Explained (Updated May 29, 2024)
- Payroll - Reviewing Payroll (Exceptions) (Updated December 19, 2022)
- Payroll - Updating a Wage Decision (Updated July 8, 2024)
- Roles in AWP (Updated October 29, 2024)
- Stockpiles - Managing (Updated April 11, 2024)
MATERIALS (DOT & CONSULTANTS)
Videos:
- Intro to AASHTOWare Construction & Materials
- 1. Contract Set Up 440MB
- 2. Daily Work Reports & Diaries 502MB
- 3. Change Orders Stockpiles & Payment Estimates 580MB
- 4. Materials 474MB
- AWP Materials Rover Training 290MB
- AWP Project Engineer Materials Training 110MB
CBTs (Computer Based Trainings):
- Getting Started for DOT Staff
- Contract Materials - Generating & Maintaining
- Creating a Sample Record from the Dashboard
- Creating a Sample Record from a DWR
- Sample Record Workflow
Flowcharts:
- Construction and Materials Resources Workflow
- Contract Materials - Contract Materials and Acceptance Actions (Updated January 2023)
- Contract Materials - Material Sample Lifecycle on a Contract (Updated May 2023)
- Reports - Contract Material Acceptance Report Example and How to Read it (Updated May 2023)
- Sample Records - Sample and Testing Workflow (Updated March 2023)
QRGs (Quick Reference Guides):
- Contract Materials - Getting Started (Updated March 2023)
- Contract Materials - Maintaining Contract Material Requirements (Updated February 2023)
- Contract Materials - Modifying Contract Material Requirements Prior to Award (Updated January 2023)
- Contract Materials - Reference Specifications (Updated August 2023)
- Contract Materials - Setting Up Contract Material Requirements (Updated January 2023)
- Contracts - Adding a K Factor (Updated January 2023)
- DWRs - Entering Concrete Batch Data (Updated January 2023)
- DWRs - Entering Submittals (Updated September 1, 2024)
- Global - List of Agency Views (Updated March 2023)
- Global Materials - Acceptance Actions (Updated January 2023)
- Global Materials - Action Relationships (Updated January 2023)
- Global Materials - Adding and Maintaining Materials (Updated January 2023)
- Global Materials - Adding Sources and Source Materials (Updated January 2023)
- Global Materials - Item Material Sets (Updated January 2023)
- Global Materials - New Test Method or Qualification (Updated January 2023)
- Global Materials - Reference Specifications (Updated March 2023)
- Global Materials - Test Equipment (Updated January 2023)
- Global Materials - Test Assignment Information (Updated April 1, 2024)
- Labs - Maintaining Testers (Updated June 28, 2024)
- Materials - Batch Loading Qualifications (Updated February 23, 2024)
- Mix Designs - Add New, Add Contract to, or Copy Mix Design (Updated May 2023)
- Mix Designs - Review and Approve (Updated January 2023)
- Module Admin - Void/Delete Samples (Updated October 9, 2023)
- Qualifications - Adding Non-DOT Consultant Qualifications (Updated June 6, 2024)
- Qualifications - Adding Sampling and Testing Quals to a Person (Updated June 14, 2024)
- Regional Lab - Getting Started (Updated March 2023)
- Roles in AWP (Updated October 29, 2024)
- Sample Records - Creating a Sample from DWR (Updated April 25, 2024)
- Sample Records - Creating from the Dashboard (Updated April 25, 2024)
- Sample Records - Entering Test Results (Updated January 2023)
- Sample Records - Modifying a Sample Record (Updated January 12, 2024)
- Sample Records - Receiving at Lab (Updated January 2023)
- Sample Records - Reviewing Samples (Updated January 2023)
- Sample Records - Reviewing Tests (Updated January 2023)
- Sample Records - Splitting a Sample for Assurance (Updated August 30, 2024)
PROJECT CLOSEOUT & ARCHIVED PROJECT DATA
QRGs (Quick Reference Guides):
- Contracts - Closeout (Updated October 10, 2024)
- Contracts - Closeout (Payroll Only) (Updated January 10, 2024)
- Reports - Closeout Package (Updated February 29, 2024)
Additional Resources
- Closeout Package - Fields Defined (Updated February 24, 2023)