NON-VDOT ADMINISTERED PROJECTS (NVAP) GUIDE JUNE 2018
NON-VDOT ADMINISTERED PROJECTS (NVAP) PORTAL Localities deliver a significant number of the projects in Virginia and any reporting on the status of the transportation program in Virginia needs also to include data on locally administered projects. A part of the new VDOT Dashboard rolling out July 1, 2018, all projects require status updates through the construction phase, ensuring transparency of the on-budget and on-time project performance in the delivery of the program. For projects that localities manage, general construction contract and progress information is collected through the Non-VDOT Administered Projects (NVAP) application, accessible through the SmartPortal, which will allow VDOT to provide the most accurate information available through the life of the project. Picture 1 Applicant Sign-In Picture 2 SMART PORTAL Home Page 1
Existing project information is leveraged and pre-populated in NVAP from VDOT s Project Pool application, including Locality Project Manager name, phone number and e-mail. To establish a complete contract record, the locality enters the following information directly in NVAP: Construction Company, Original Contract Completion Date, Type of Work and Contract Award Amount. Contract Milestones are documented if identified in the contract, or at the discretion of the Responsible Charge Engineer. Three fields in the application require monthly updates: Current Contract Completion Date, Current Contract Amount, and Cost of Work to Date. Monthly updates conclude with documentation of the Contract Acceptance Date, indicating that the punch list items have been completed, the contract is finished, and all work has been accepted. Leveraging Existing Data To minimize data entry, all available project information (14 fields) is pre-populated from VDOTs project pool. Seven fields are required to be entered with the initial set up. After the initial contract setup, the following three fields are updated monthly: Current Contract Completion Date, Current Contract Amount, and Cost of Work to Date. Once the contract completes, the documentation of a final Contract Acceptance Date concludes all contract updates. Updates are required during construction for all SMART SCALE projects and for all other projects awarded on or after July 1, 2018. Updates are expected every 30 days. ACCESSING PROJECTS Selecting the Project Updates link on the menu bar or the Projects button under the NVAP icon, will transition the user to a list of the Non-VDOT Administered Projects associated with their locality or district depending on the user s selection. Picture 3 Accessing List of Projects 2
Picture 4 List of Projects (Local User View) Picture 5 List of Projects ( View) 3
The list provides filter options to narrow the list to specific projects or areas of interest. Select a project to review or update by clicking on any field in the row of information for the appropriate project to transition to the Non VDOT Administered Project Update Form. This is the view you see the first time while accessing a project with only the prepopulated data. Some of the pre-populated information can be edited (contact, phone number and email address). It is important to keep this information updated since reminders that an update is needed or an update has been made are sent to the identified contacts. To edit the information on the form click the Edit Project button. Picture 6 Viewing Project Update Form 4
EDITING PROJECT DATA 1 2 3 4 Picture 7 Editing the Project Update Form The title of the form changes to Editing Non VDOT Administered Project Update Form. The required fields have indicators below them and are highlighted in red here. For the first update, there are seven required fields. The original contract completion date and the current contract completion date are likely the same, as well as original contract award amount and current contract amount. If no expenditure has occurred, input $0. Once the contract is underway and task/work orders are issued/approved, the dates and amounts may change. 1. If you do not have all of the required information to complete the form you can return to the view screen by clicking the View Project button at the top of the page. 2. Each field has an information icon. Users can hover over the to display the definition for that field. 3. If you have the required information, you can enter the data and click the Submit Update button. 4. If you have contract milestones to add for this project click Next to transition to the page where milestones are entered. 5
ENTERING MILESTONES After clicking Next on the Editing Non VDOT Administered Projects page you transition to a screen that allows the entry of project milestones. Again, the required fields have indicators below them and the information icons provide definitions for each field. Adding milestones, other than those specifically identified in the contract, is at the discretion of the Responsible Charge Engineer. Milestone Descriptions should communicate to the public major activities (such as paving, shift in traffic lanes, etc.). Also please note: 1. Milestones help communicate information about key accomplishments throughout the project. 2. Adding milestones should be discussed with your before entering milestone information. 3. The milestone description and original completion dates cannot be changed once entered. 1 2 3 When entering milestone information: Picture 5 Edit the Project Update Form Entering Milestones 1. If you do not have all of the required information to complete the form you can return to the view screen by clicking the View Project button at the top of the page. 2. Another option to return to the previous screen without adding, removing or submitting milestone data is to click the Previous arrow located at the bottom of the screen. 3. If you have the required information, you can enter the data and click the Submit Update button. Submitting an update will result in an onscreen acknowledgement that the update has been successfully submitted. 6
NVAP DATA DICTIONARY The data dictionary included in this section provides a list of the fields available within the application, a brief description, an indicator as to whether or not the field is required, if monthly updates are required and which fields are pre-populated; along with the user permissions for the and the Local User roles. 1. All data fields should be reviewed by the Local User 2. Highlighted fields in the table represent the fields that require monthly updates. Field Name Definition Is Required? Organization UPC Contract ID Jurisdictions that may manage a project Unique number used to identify projects Unique number used to identify awarded contracts Prepopulated? Local User Yes View View Yes Yes View View No Add Add District Residency The primary VDOT construction district responsible for a project A sub-district entity responsible for maintenance and construction operations for a defined group of jurisdictions Yes Yes View View No Yes View View Road System Route Administered By Description Type of Work Roadway classification system: Primary, Urban, Secondary, etc. The number identifying the road where the project will take place Management of the project: VDOT, Locally, DRPT, or other entity. A narrative briefly describing the project A drop-down list of broad categories describing the work proposed in the project. VDOT employee assigned coordination role with locality. No Yes View View No Yes View View Yes Yes View View Yes Yes View View Yes Add Add Yes Yes Edit View 7
Field Name Definition Is Required? Phone Email Locality Project Manager Prepopulated? Local User Phone Number Yes Yes Edit View Email address Yes Yes Edit View Locality project manager that will display on the Public Dashboard Yes Yes Edit Edit Locality Project Manager Phone Locality Project Manager Email Construction Company Original Contract Completion Date Current Contract Completion Date (*Monthly) Contract Acceptance Date Contract Award Amount Current Contract Amount (*Monthly) Cost of Work To Date (*Monthly) Comments Locality project manager phone that will display on the Public Dashboard Locality project manager email that will display the Public Dashboard Contractor awarded on the contract Completion date specified on awarded contract Completion date specified on awarded contract plus any approved time modifications Date the C5 document is signed. Please upload copy of C5 when it is available The amount of the contract awarded The original awarded contract amount plus any approved modifications Expenditures charged to the awarded contract excludes CEI Project related comments to be displayed on the Public Dashboard Yes Yes Edit Edit Yes Yes Edit Edit Yes Add Add Yes Add Add Yes (same as prior or initial update) Edit Edit No Add Add Yes Add Add Yes Edit Edit Yes Edit Edit No Edit Edit 8
Field Name Definition Is Required? Update due date Project Team Site URL of project website if one exists Prepopulated? Local User Yes View View No Edit Edit Milestone Description Milestone Original Completion Date Milestone Actual Completion Date Only for contracts that have key events that determine status - a narrative that briefly describes the event Only for contracts that have key events that determine status - the original/planned date of completion for milestone Only for contracts that have key events that determine status - the actual date of completion for milestone No Add Add No Add Add No Add Add Please note the following: 1. Fields that allow the user to Add data cannot be edited later. 2. Email Notifications The system includes a feature that provides email notification to the local project manager and VDOT project coordinator 35 days prior to a required update. An email notification is also sent, if a due date is missed. With each monthly update, the due date is reset. Optional updates also trigger an email notification. 9