Maintaining Acceptance Actions for a Contract Material

In this Topic

Adding Rate/Frequencies to an Option
Selecting DWR Item Postings to Add Contract Acceptance Record

An acceptance action establishes what samples, tests, or field inspections are required for the acceptance and approval of a material or material category. It may include multiple options, each with one or more rate/frequencies, such as one daily work report per contract, or three slumps test per 50 cubic yards installed, or one certification per source used, and so on.

To access the Contract Acceptance Action Summary, locate the contract's Contract Administration Summary and click the Contract Materials and Acceptance Actions quick link. On the Contract Materials and Acceptance Actions Summary component, click the Acceptance Actions tab. Locate the appropriate acceptance action and select Open from the row Actions menu.

For the contract project item material listed in the subheader, you can view or change information in these fields:

The component Actions menu has the following functions:

Actions

Select Select DWR Item Postings to Add Contract Acceptance Record to create a new or duplicate acceptance record for a contract project item on a DWR item posting. See Selecting DWR Item Postings to Add Contract Acceptance Record.

Views

Select Attachments to manage attachments. The Attachments link includes the number of files attached to this record. See Working with Attachments.

Select Issues to manage tracked issues. See Maintaining Tracked Issue Information.

Select Links to manage links. See Working with Links.

In the Option section:

An acceptance action specifies how your agency accepts a material or material category for use on a contract. Each acceptance action can have a different evaluation method. When evaluating material sufficiency by:

Quantity: The system considers an acceptance action satisfied if the Approved Satisfied Represented Material Quantity is greater than or equal to the Approved Reported Material Quantity for the contract project item material set material.
Record Count or Both: Create one or more rate/frequency rows to specify different ways that the system can accept a material or material category for use.

See How to specify sufficiency criteria.

Click the New button to add an option to this acceptance action.

You can view or change information in these fields:

Option Name

Option Description

Click the Save button when you are finished.

The row Actions menu has the following functions:

Actions

Select Delete to delete a record. Select the Undo button to reverse the delete action. Click the Save button.

Select Duplicate Row to copy a record. Click the Save button.

Select Insert Row on the row above where you want a new row to display. The system adds a new row directly below the selected row. Click the Save button.

Choose Select Action Relationship to add a rate/frequency row to an acceptance action option. See Adding Rates/Frequencies to an Option.

Views

Select Attachments to manage attachments. The Attachments link includes the number of files attached to this record. See Working with Attachments.

Select Issues to manage tracked issues. See Maintaining Tracked Issue Information.

Select Tracked Issues to manage tracked issues. See Maintaining Tracked Issue Information.

In the Rate/Frequency section:

Expand an acceptance action option row to display rate/frequency rows. You can view or change information in these fields:

Action Type
Action Documentation Type
Expiration Date
Action Rate
Frequency Type. Depending on the type you select, these conditional fields display:

Note: To evaluate material sufficiency without affecting payment to contractors, select the Exclude from Pay Est field. See How to track rates and frequencies without affecting payment.

Click in a field to add, change, or delete information as needed. Click the Save button when you are finished.

Adding Rate/Frequencies to an Option

Note: When you add a new rate/frequency row, you associate an action relationship record to an acceptance action option. Before you add new rate/frequency rows, verify that the action relationships you need exist in the system. See How to specify sufficiency criteria.

To add a new rate/frequency row to an existing option:

Locate the acceptance option in the list.
Click the row Actions menu and choose Select Action Relationship.

The Select Action Relationship modal window displays.
Locate the action relationships you want to add and click to select them.
Click the Add to Option button.
Click the Save button.

Selecting DWR Item Postings to Add Contract Acceptance Record

An acceptance record enables you to record actual material usage and acceptance information on a contract project. This can include field inspection, sample, certification, or agency view information. To create a new or duplicate acceptance record, follow these steps:

On the Contract Acceptance Action Summary, click the component Actions meu.
Choose Select DWR Item Postings to Add Contract Material Acceptance Record.

The upper portion of the Select DWR Item Postings to Add Contract Material Acceptance Record modal window identifies the contract, project, item, and material. The lower portion of the modal window lists rows of DWR item postings that match the criteria.
Select the DWR item posting to which you want to add a contract material acceptance record.
Click the Save button.

The system displays the Acceptance Records tab on the Contract Daily Work Report Summary and with the new acceptance record in the list. See Maintaining Contract Material Acceptance Records on a DWR.