CIP Inspection Client RPR Training

Rick Kruchten, PMP, Senior Project Manager & Eric Everett, PE, Project Manager

Indianapolis Department of Public Works

February 5, 2020

Dashboard

Status Indicator Definitions

Daily Log – General Practices

Create a separate daily work report for any and all inspectors you have on your projects. Prime RPR’s are the only persons entering data in the CIP INC at this time.

Done Everyday - Saturday and Sunday included even if the contractor does not work, if no work document as “no work done on project today”

Fill out from top to bottom, left to right and do not skip a step or skip around. You may miss a step that is critical to another.

Final Submit done every month at pay app time for previous month’s worth of work - final submit a minimum of monthly at the time of pay application.

If it is an LPA Project - Reconcile Site Manager.

In the CIP INC, White boxes are for RPR input, tan is autofill.

Save Often!

Don’t get behind on daily logs. The diary should be started by 9:00am the day the work is being performed. The closer you get to the substantial completion date the more important.

Diary spell check, wording & punctuation. This is a legal document, please make it readable. Use full names and complete sentences, no abbreviations.

ALL Delivery Material Tickets shall be scanned in .pdf format. There are several free apps for your phone that make this task very simple.

FCR file folder (online) turn in a digital record (no hard copies). Populate on an ongoing basis.

DAILY agreement to quantities with the contractor and enter progressive quantities by the next morning.

Don’t give out your login and password to someone especially if they have not taken the training.

Don’t delete data (unless a mistake occurs at the time of input) always add to the “story” (i.e. obligated disruption dates)

Daily Log – General Information Input

Create a separate daily work report for any and all inspectors you have on your projects. Prime RPR’s are the only persons entering data in the CIP INC at this time.

Done Everyday - Saturday and Sunday included even if the contractor does not work, if no work document as “no work done on project today”

Fill out from top to bottom, left to right and do not skip a step or skip around. You may miss a step that is critical to another.

Final Submit done monthly for previous month’s worth of work - final submit a minimum of monthly at the time of pay application.

Inspection hours logged in CIP must match your companies time card. All time charged to the project needs documented in the diary. (ie 8 hours in field inspection, 1.5 hours in the office working on FCR)

Controlling Operations – critical path task on the schedule (Do not leave blank; Do not input “no work” as a controlling operation.)

Copy from previous vs copy from current

Daily Log – Operational Elements, Personnel On-Site, Equipment On-Site Input

Add an operational element for ALL sites worked on that day – Multiple Elements are acceptable in one daily.

Operational Element needs to be selected in order for the element to show up in the Pay Item Log in the Daily Log.

Make sure subs match on-site - DO NOT APPLY ALL WORKERS TO ONE CONTRACTOR IF THERE ARE MULTIPLE ON-SITE.

Daily Log – Commentary Input

If INDOT ‐ Reconcile Site Manager Diary spell check, wording & punctuation. This is a legal document, please make it readable.

Use full names and complete sentences, no abbreviations. If no work document as “no work done on project today” INCLUDE DETAILS! Document ALL activities in the diary especially if working on FCR but no contractor working

onsite.

Daily Log – Daily Progressive Pay Item Log Input

Reconcile Site Manager Location information is critical along with the corresponding element that goes with the pay item (i.e.

Station and offset, address and any other info that is specific to that pay item location) ALL Delivery Material Tickets shall be scanned in .pdf format. There are several free apps for your phone

that make this task very simple. Daily Agreement with Contractor on pay item totals for the day.

Daily Log – Regulatory Infraction Log, Visitor Log, Meeting Log, and Daily Log Report

Infractions entered through the infraction log tab Add all visitors to site including Regulatory Agencies, Stake Holders , or other non-contract visiting

parties. Include all meetings in the meeting log - Progress, Pre-con, Walk Throughs, etc. Meeting Logs are displayed in the DPW PM’s CIP Project Manager for all to see and be updated by Print daily log using the “Daily Log Report” and file within the FCR after the daily has been final

submitted.

Disruption Dates Inputs

RPR should adjust the OB start and end dates after receiving the contractor’s first schedule. OB end date should be either the contractor’s expected completion date, or the substantial completion date, whichever is earlier.

Enter AC day that the contractor starts work onsite. Enter AC day construction is at substantial completion. Don’t forget to update your schedules (Disruption Dates) at the date the actual construction starts and ends on each

element (if multiple elements) Don’t enter an actual date that is in the FUTURE.

Capital Outputs Input

Capital outputs input as completed. Do not wait until the end of the project to enter. Include quantities for any change ordered pay items. Done Per Element

Progressive Pay Items - Reporting

For review purposes, no information is entered into this section. Final DPW-642 & Place To Date Summary, Date range pay item, pay item invoice breakdown, and Daily Progressive Record

can be generated from here.

Contract Changes Input

WDC v. COD definitions ‐ COD on all

INDOT work. COD for added scope or large changes over $150K, otherwise WDC.

At least 1 WDC per change order needs to be entered.

Include days added/removed Include all pay items effected Include commentary summarizing the

issue(s) being detailed. Approved by DPW PM before new items

can be used. WDC’s need to get to a CO and Approved

from the board as quickly as possible (do not “hold” WDC’s for future)

Foreseen v. Unforeseen Process of printing/signing/submitting

WDC/COD & other reports

Contract Changes – DPW PM View

Regulatory Infraction Log Input

Enter if regulatory agency has infraction. Enter if RPR finds an infraction (not

installed correctly, incorrect erosion control, MOT issues, etc.)

Can enter corrections to infractions at later date as well.

Digital Data Submission

Questions?

Rick Kruchten, PMP Senior Project Manager

(317) 327-5558 Richard.Kruchten@indy.gov

Eric Everett, PE Stormwater Project Manager (Contractor)

(317) 327-2385 Eric.Everett@indy.gov