You are here: DOT&PF > AASHTOWare Project > DOT&PF User Guides
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 February 27, 2024)
- Understanding the Navigation (Updated December 7, 2023)
- AWP Terminology (Updated January 30, 2023)
- 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)
Project 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
Project:
- 1.1 Starting a Project (Updated October 27, 2023)
- 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 February 7, 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 October 27, 2023)
- 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 October 27, 2023)
- 4.6 Creating and Managing Addenda (Updated October 27, 2023)
- 4.7 Creating Notice to Bidders (Updated October 30, 2023)
- 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 October 30, 2023)
- 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 October 30, 2023)
- 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 October 30, 2023)
- 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)
- 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 December 29, 2023)
Proposal
- 2.0 - Creating a Proposal (Updated December 29, 2023)
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 December 29, 2023)
- 3.3 - Creating and Managing Addenda (Updated April 5, 2024)
- 3.4 - Bidder Q&A (Updated December 29, 2023)
Bid Opening/Negotiating/Awarding
- 4.0 - Proposal Opening (Updated December 29, 2023)
- 4.1 - Add Proposal Vendors to AWP (Updated January 5, 2024)
- 4.2 - Beginning Negotiation (Updated December 29, 2023)
- 4.3 - Awarding the Proposal (Updated December 29, 2023)
Post-Award
- 5.0 - Activating a Contract (Updated December 29, 2023)
- 5.1 - Adding Amendments (Updated February 8, 2024)
- 5.2 - Adding a Subcontractor (Updated January 24, 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)
- 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 QRG (Updated February 1, 2024)
- Payroll Fields Expected Input QRG (Updated February 1, 2022)
- Payroll Spreadsheet QRG (Updated February 1, 2022)
- Convert Payroll to XML QRG (Updated March 10, 2021)
- Payroll Template - Over 50 Employees (Updated July 7, 2023)
- Import and Validate Payroll QRG (Updated March 10, 2021)
- Import Payroll Errors Explained
- Import Payroll Errors - How to Read
- Manually Add Payroll QRG (Updated December 1, 2023)
- Modify Rejected Payroll QRG (Updated February 24, 2023)
- Review Subcontractor Payroll QRG
- Sign Payroll QRG (Updated July 22, 2022)
- Generating a Payroll Report QRG (Updated August 27, 2021)
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)
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 January 10. 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 November 17, 2023)
- 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 March 22, 2024)
- Contracts - Funding for Contract Start (Updated November 22, 2023)
- Contracts - Design Recommendations (Updated December 29, 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 January 30, 2023)
- Diaries - Creating (Updated January 30, 2023)
- Document Submissions - Adding (Updated January 30, 2023)
- DWRs - Checking (Updated January 30, 2023)
- DWRs - Creating and Submitting (Updated April 1, 2024)
- DWRs - Entering Concrete Batch Data (Updated January 2023)
- DWRs - Entering Submittals (Updated January 30, 2023)
- DWRs - Review and Approve (Updated January 30, 2023)
- DWRs - Using Item Posting Agency Views (Updated January 30, 2023)
- Module Admin - Add a DOT User (Updated March 15, 2021)
- Module Admin - Add an External User (Updated April 22, 2024)
- Module Admin - Assign User a Role (Updated March 15, 2021)
- Module Admin - User Name Change (Updated July 10, 2023)
- Module Admin - Regional Contract Authority (Updated January 30, 2023)
- Pay Estimates - Finance (Updated February 8, 2024)
- Pay Estimates - Generating and Submitting (Updated February 5, 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 July 6, 2022)
- Payroll - Reviewing Payroll (Exceptions) (Updated December 19, 2022)
- 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
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)
- 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 January 2023)
- 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 Sampling and Testing Quals to a Person (Updated August 2023)
- Regional Lab - Getting Started (Updated March 2023)
- 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)
PROJECT CLOSEOUT & ARCHIVED PROJECT DATA
QRGs (Quick Reference Guides):
- Contracts - Closeout (Updated March 8, 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)