Referenced: www.p6academy.com Source: http://coll15.mapyourshow.com Bexar County Public Works Division in San Antonio, TX is using PCM to manage their Texas Department of Transportation (TxDOT) State Highway Pass-Through projects. Bexar County currently has three active Pass-Through projects using PCM, with five more anticipated in FY2015. TxDOT maintains oversight to ensure projects are managed and constructed in accordance with their procedures. PCM has been effectively implemented at Bexar County to fulfill these requirements. The County uses PCM to manage all aspects of these projects: communication, cost control, and reporting. Using Materials and Daily Reports to track pay item progress, monthly estimates are automatically generated in the Payment Requisition module and tracked in the Cost Worksheet. The ease of information accessibility and the satisfaction of TxDOT audits demonstrate PCM’s success.

1. REMINDER
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Hit the Roadway Running - Streamlining
DOT Project Costs using PCM
Prepared by:
Donna Coleman
Senior Consultant/President
Samsara Project Technology, LLC
Bexar County Public Works Department
San Antonio, TX
Session ID#: 201300

2. Types of Projects
■ Flood Control Program
■ TxDOT Pass-through Finance Projects*
* Presentation focus

3. Modules Used in Pass-through Projects
■ Companies
■ RFIs
■ Daily Reports*
■ Notepads
■ Corr Received
■ Submittals
■ Committed Contracts*
■ Materials Delivery*
■ Payment Requisitions*
■ Change Orders*
■ Cost Worksheet*
* Modules to be discussed

4. What is a Pass-through Finance Project?
■ Pass-through financing allows local communities to fund
upfront costs for constructing a state highway project. The
state then reimburses a portion of the project cost to the
community over time by paying a fee for each vehicle that
drives on the new highway. Projects must be on the state
highway system to be eligible to be developed under this
program.

5. Project Team
■ Engineering Consultant/Construction Manager (CM)
■ Bexar County Public Works Construction Administration
Engineer
■ Bexar County Public Works Project Manager
■ Contractor

6. TxDOT Procedures
■ Daily Requirements
▪ TxDOT 1257 Work Report form must be filled out daily
— Records the quantity of each pay item completed
— One 1257 per Contract pay item
— Location of Work Performed and how Quantity was determined
■ Monthly Requirements
▪ Monthly Estimate
— Every line must have a unique number
— Every item must have a TxDOT Cost Element associated
▪ Time Statement
— Identifies every Work and Non-Work day in calendar year

7. PCM Module Translation
■ TxDOT 1257 Work Report = Materials Delivery
■ Time Statement = Daily Report custom fields
■ Monthly Estimate = Payment Requisition

8. Customizations to PCM
■ Custom fields in Daily Report for Time Statement
■ Time Statement report
■ Renamed Materials module to Project Quantities
■ Renamed Materials tab in Daily Reports - Project Quantities
■ Custom Project Quantity Reports
■ Custom Monthly Estimate form (Payment Requisition)

9. Project Quantities Module (Materials)
■ Contractor’s contract entered as line item based Committed
Contract
■ Materials generated from Contract as Project Quantity
“folders”
■ Delivery Tickets (renamed Completed Progress) entered via
Daily Report

10. DEMO
This is a subtitle or bulleted list

11. Daily Report Module
■ Inspectors (hired by CM) use Daily Report module
■ Inspectors fill out 1257, then record work performed using
Project Quantities tab within Daily Report
■ 1257 is scanned and attached on Attachments tab of the
corresponding quantity entered

12. TXDot 1257 Work Report

13. DEMO
This is a subtitle or bulleted list

14. Project Quantity Reports
■ Quantities not yet Requisitioned report
▪ Used at end-of-month Project Meeting, for everyone to agree on
quantities
▪ Used prior to generating monthly estimate
■ “Jim Brannan report”
▪ Prompt for criteria on TxDOT item codes, then reports which
payment requisitions quantities have been applied/invoiced and
date it was created

15. Payment Requisitions
■ Generated monthly
■ Project Quantities (aka materials) are “gotten” into each
payment requisition
■ Invoice is built automatically for Contractor’s payment

16. DEMO
This is a subtitle or bulleted list

17. Change Orders
■ Line item based, like the Contract
■ Added to the monthly estimate as an additional line for each
change item
■ New estimate line items renumbered to sort under each
change’s original contract pay item
■ Project Quantity folders created manually to allow quantities
for each new change line item

18. Questions?
This is a subtitle or bulleted list

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