Create Adjustment

Description

This function is part of the Contractor Services subsystem and allows the user to create an adjustment for a project. If the adjustment is to be included in the next Estimate, the Adjustment should be created first.

An Adjustment may be either positive or negative, depending in part on the Adjustment Type. Some user-defined adjustments can be optionally selected to include in the next Estimate. The chart below shows the types of adjustments that can be created by users, whether the adjustment can be positive, negative, or either; whether the adjustment can be reversed, and whether the system forces it to be on the next estimate.

The Create Adjustment function can be accessed from the Construction Project Information screen when the user selects Adjustment from the Add links and clicks the Add button or from the Adjustments per Project list when the user clicks Add button. It is also available from the My Projects page when the user selects the project for which they want to create the adjustment, selects Adjustment from the Add links, and clicks the Add button.

The Create Adjustment function can be accessed by the following Project Team members: ACE/M and Inspector in Charge, as well as by the District Engineer and Finals Unit associated with the ‘Lead District’ (that is, the District appearing in the Project Header).

Adjustment Types

Adjustment Type	Sign	Reversals Allowed?	Must Be On Estimate
Adjustment for Deficiency	-	Yes	No
Asphalt Index - Price Adjustment	+/-	Yes	No
Construction Engineering Liquidated Damages	-	Yes	No
Diesel Index - Price Adjustment	+/-	Yes	No
Disincentive	-	Yes	No
Other (Comment)	+/-	Yes	No
Overweight Truck Assessment	-	Yes	No
Partnering Seminar	+	Yes	No
Rebate	-	Yes	No
Road Users Liquidated Damages	-	Yes	No
Value Engineering - Final Payment	+	Yes	Yes
Value Engineering - Initial Payment	+	Yes	Yes

Quick Navigation

The following table provides an overview of the steps in this process. Detailed step-by-step directions are provided in the next section.

From this screen….	perform this action:
My Projects	Select Project by clicking in checkbox Select Adjustment from Add links and click ADD button
Adjustment screen	Select Adjustment Type from drop-down list Select Fund Code from drop-down list Select Cost Function from pop-up window and click OK button Enter Amount of Adjustment Enter Comments (optional) Click SAVE & EXIT button (returns to Adjustments list)

Step-by-Step Directions

User Action	Result
Open your browser software and access the ECMS Welcome page.	The ECMS Welcome page is displayed with the navigation bar on the left.
Using the Registered Users Login fields at the top of the navigation bar, enter your user ID and password. Click GO or tap the Enter key.	The ECMS Welcome page appears. Your user name now appears at the top of the navigation bar, and the navigation bar options are tailored to your security group(s).
From the navigation bar, select the Contractor Services option.	The Contractor Services option available to your user group are displayed.
Select the My Projects option beneath Contractor Services on the navigation bar.	The My Projects page is displayed and lists the projects associated with your personalized search.
If desired, update your personalized search by clicking the Personalize Project Search link.	The search fields are displayed and open for entry.
If needed, enter search criteria to narrow the displayed listing of projects, then click the REFRESH button.	The My Projects page is updated based on the search criteria.
Locate the project for which you want to create an Adjustment and select it by clicking in the checkbox to the left of the Project Number.	An ‘X’ appears in the selected checkbox.
Select Adjustment from the Add links and click the ADD button.	The Adjustment screen appears in ‘create’ mode.
Select Adjustment Type from drop-down list.	The entry you selected appears in the field. Valid values are listed above in the Description section.
Select the Fund Code from the drop-down list.	The entry you selected appears in the field. The drop-down list is populated from all existing fund codes related to the project. Note: If needed, new fund codes may be created by the ACE/M from the Funding Information screen. Once created, the new fund code will be available on this screen.
Click the selection arrow to the right of the Cost Function field.	The Cost Function selection window opens in a separate browser window. This screen is in the format of the standard ECMS selection window with the selection list comprised of the valid Cost Function codes associated with the selected Fund Code.
Choose a Cost Function code from the Select Items to be Added list by clicking the "X" in front of the code.	The selected Cost Function code is moved to the Selected Items list. Only one cost function code may be selected. Note: The available Cost Function codes are based on the fund code you selected on this screen.
Click the OK button.	The Cost Function selection window closes, and the Cost Function you selected appears in the field on the Adjustment screen.
If you are creating an adjustment for Road Users or Construction Engineering Liquidated Damages, enter the Liquidated Damages Days.	The number of days you entered appears in the field.
Enter the amount of the adjustment in the Amount field.	The amount you entered appears in the field. See the Adjustment Types matrix under the Description section of this document for valid amount signs for each adjustment type. Note: For Construction Engineering Liquidated Damages, the amount is calculated by the system by multiplying the number of days you entered in the field above by the daily charge amount (determined by a database lookup based on the Original Contract Amount).
If desired, enter comment text in the Comments field.	The text you entered appears in the field.
Click the SAVE & EXIT button.	A ‘please wait’ message is displayed. When processing is complete, a ‘successful’ message is displayed. Note: When you view the newly created Adjustment, the system calculates and displays the ‘Not Applied to Estimate’ field, which shows the amount of the adjustment that has not yet been included in any Estimate.
Click OK on the message box.	The message box closes and you are returned to the Adjustments (per project) list. Note: Depending on the Adjustment Type, the Adjustment can be excluded from the next Estimate. (All adjustments are automatically included when a draft estimate is created, but some can be manually excluded. See the Description section of this document for list). Note that the system may split adjustments if the calculated estimate total (amount tendered) would be a negative amount. Users may not split adjustments, however.

Related Help Documents

Topic	Help Document
Delete adjustment	How Do I Delete Adjustment
Include or exclude adjustment from estimate	How Do I Create Estimate
View adjustments for the project	How Do I View Adjustments for Project
Reverse adjustment	How Do I Reverse Adjustment
Modify adjustment	How Do I Modify Adjustment

Created by
Joseph D Howe/PennDOT on 03/16/2005 at 10:50:39 AM