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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 January 6, 2025)
- 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 17, 2025)
- 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)
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)
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)
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)
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 November 21, 2024)
- 5.75 Importing CRO-Vendor Federal NAICS Data (Updated November 21, 2024)
- 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 March 6, 2025)
- 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)
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)
Vendor Admin:
- 7.1 Vendor Information (Updated October 27, 2023)
- 7.2 Adding an Address (Updated October 27, 2023)
Module Admin:
- 8.1 Adding AWP User Accounts (Updated January 15, 2025)
- 8.3 Adding Funds (Updated October 27, 2023)
- Roles in AWP (Updated October 29, 2024)
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 November 21, 2024)
- 4.15 - Importing CRO-Vendor Federal NAICS Data (Updated November 21, 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)
- 5.4 - Closing Out a PSA (Updated February 24, 2025)
- 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 March 26, 2025)
- 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 March 4, 2025)
- Payroll - Obsolete a RefEmployee (Updated March 4, 2025)
- Payroll - Review and Resolve Employee Mismatch (Updated March 4, 2025)
- 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 (Updated February 27, 2025)
- Agency Views - Adding for Contract Items (Updated February 27, 2025)
- Change Orders - Adding Funding (Updated February 28, 2025)
- Change Orders - Creating and Submitting (Updated February 28, 2025)
- Change Orders - Reviewing and Approving (Updated February 28, 2025)
- Contract Authority - User (Updated February 27, 2025)
- Contracts - Activating a Contract (Updated February 27, 2025)
- Contracts - Add a Subcontractor (Updated February 27, 2025)
- Contracts - Adding an Additional FAA Grant (Updated October 24, 2023)
- Contracts - Attention Flags (Updated February 27, 2025)
- Contracts - Claims (Updated February 27, 2025)
- Contracts - Contract Times (Updated February 27, 2025)
- Contracts - Design Recommendations (Updated February 27, 2025)
- Contracts - Funding for Contract Start (Updated February 28, 2025)
- Contracts - IWAs & Unattached Items (Updated February 27, 2025)
- Contracts - Marking Contract Items Complete (Updated February 28, 2025)
- Contracts - Meetings (Updated February 28, 2025)
- Contracts - MGVWs (Updated February 28, 2025)
- Contracts - RFPs & Directives (Updated February 28, 2025)
- Contracts - Vendor Equipment & Personnel (Updated February 28, 2025)
- Diaries - Creating (Updated February 28, 2025)
- Document Submissions - Adding (Updated February 28, 2025)
- DWRs - Checking (Updated February 28, 2025)
- DWRs - Creating and Submitting (Updated June 26, 2025)
- DWRs - Entering Concrete Batch Data (Updated January 2023)
- DWRs - Entering Submittals (Updated March 3, 2025)
- DWRs - Review and Approve (Updated February 28, 2025)
- DWRs - Using Item Posting Agency Views (Updated February 28, 2025)
- Module Admin - Add an External User (Updated January 8, 2025)
- Module Admin - Managing DOT and Consultant Users (Updated February 28, 2025)
- Pay Estimates - Finance (Updated February 28, 2025)
- Pay Estimates - Generating and Submitting (Updated March 1, 2025)
- Pay Estimates - Review and Approve - Contractors (Updated March 1, 2025)
- Pay Estimates - Review and Approve - Managers and QA (Updated March 1, 2025)
- Pay Estimates - Review and Approve - Project Engineers (Updated March 1, 2025)
- Payroll - Add an Owner Operator (Updated March 1, 2025)
- Payroll - Payroll Exceptions Explained (Updated March 1, 2025)
- Payroll - Reviewing Payroll (Exceptions) (Updated March 1, 2025)
- Payroll - Updating a Wage Decision (Updated July 8, 2024)
- Roles in AWP (Updated October 29, 2024)
- Stockpiles - Managing (Updated March 1, 2025)
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 4, 2025)
- Contract Materials - Maintaining Contract Material Requirements (Updated February 2023)
- Contract Materials - Modifying Contract Material Requirements Prior to Award (Updated March 4, 2025)
- Contract Materials - Reference Specifications (Updated March 4, 2025)
- Contract Materials - Setting Up Contract Material Requirements (Updated March 4, 2025)
- Contracts - Adding a K Factor (Updated March 4, 2025)
- DWRs - Entering Concrete Batch Data (Updated March 4, 2025)
- DWRs - Entering Submittals (Updated March 4, 2025)
- 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 March 4, 2025)
- Materials - Batch Loading Qualifications (Updated March 4, 2025)
- Mix Designs - Add New, Add Contract to, or Copy Mix Design (Updated March 4, 2025)
- Mix Designs - Review and Approve (Updated March 4, 2025)
- Module Admin - Void/Delete Samples (Updated March 4, 2025)
- Qualifications - Adding Non-DOT Consultant Qualifications (Updated March 4, 2025)
- 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 March 4, 2025)
- Sample Records - Creating from the Dashboard (Updated March 4, 2025)
- Sample Records - Entering Test Results (Updated March 4, 2025)
- Sample Records - Modifying a Sample Record (Updated March 4, 2025)
- Sample Records - Receiving at Lab (Updated March 4, 2025)
- Sample Records - Reviewing Samples (Updated March 4, 2025)
- Sample Records - Reviewing Tests (Updated March 4, 2025)
- Sample Records - Splitting a Sample for Assurance (Updated March 4, 2025)
PROJECT CLOSEOUT & ARCHIVED PROJECT DATA
QRGs (Quick Reference Guides):
- Contracts - Closeout (Updated January 30, 2025)
- Contracts - Closeout (Payroll Only) (Updated January 30, 2025)
- Contracts - Closeout (No Payroll) (Updated January 30, 2025)
- Reports - Closeout Package (Updated February 29, 2024)
Additional Resources
- Closeout Package - Fields Defined (Updated February 24, 2023)