Field Audit Report

Description

This screen is part of the Contractor Services subsystem and is used to establish the selection criteria for creating a field audit report, to generate the report, and to view the report. Only contract items that have had payments against them in the user-defined estimate range are considered in the audit selection criteria. The user must select which type of audit report they wish to generate, a 30% report or a random one. Refer to the Finals Unit Manual for details on the two types of Audit Reports. The Field Audit Report screen provides part of the Finalization functionality and is accessed from the Audit checklist Item detail screen on the Finalization Checklist. Authorized Finals Unit users from the administering district can access the report in create mode; other selected ECMS users have view only access to the report.

Fields

Field Name	State	Description
Project Header	Protected	The full project header fields are displayed as a standard throughout much of ECMS. The header displays general project information including Project number, Short project description, District number, County, Project Status, SR, Section, Municipality, Group and Admin Org Code. The header also provides quick navigation to other screens related to the same project: Contractors click the word "Project" to navigate to the Contractor Project page. The words "Project Team" take Contractor users to the Third Party Project Team screen. PENNDOT, FHWA, Municipal, and Consultant users click the word "Project" to link to the Project Information or Construction Project Information screen (depending on Project Status). The words "Project Team" take these users to the Project Team screen. The header also provides a 'fast path' to the same screen for a different project number. Users navigate by typing the destination project number in the Project field (next to the Project link) and clicking the GO button.
Audit Title	Protected	The title given to the audit report by the user when they created the Audit Report checklist item.
Completion Milestone	Protected	This field represents a snapshot of the amount of the contract that has been completed with regards to payments via the Estimate process at the time the Audit Report is generated.
Estimates Included in Report From	Editable - Required	This field allows the user to select the beginning estimate/estimate approval date from a drop-down list containing the approved estimates.
Estimates Included in Report To	Editable - Required	This field allows the user to select the ending estimate/estimate approval date from a drop-down list containing the approved estimates.
30% (checkbox)	Editable - Optional	This checkbox indicates whether an email notification should be generated and sent to the Finals Unit Supervisor when 30% of the value of the contract has been paid through estimates. This function provides a 'tickler', reminding the Finals Unit to create the audit report.
Random	Editable - Optional	When the user selects the Random indicator and enters a percentage in the field, the system generates an email notification to the Finals Unit Supervisor when the value of the contract has been paid through estimates.
%	Editable - Optional	Required if the Random checkbox is selected. Represents the percentage of eligible contract items that should be randomly selected as part of the random portion of the Field Audit Report.
Item #	Protected – Required	Contract item number.
Type Code	Protected - Required	Type of Contract Item.
Fund Code	Protected – Required	Represents the funding breakdown for the particular item.
Unit Price ($)	Protected – Required	Unit price of the contract item from the contract estimate.
Used Quantity	Protected – Required	Actual amount of quantity that the payment was made against.
Total Item Cost ($)	Protected – Required	Total amount paid for the contract item.
Prev. Audit	Protected – Required	A checkbox field that notates whether or not this contract item was saved as part of another Field Audit Report for this project.
Comments	Protected	Intentionally left blank so when the report is printed the user can use this area for their written comments.
Description	Protected	Contract item description.
Auditor Initials	Protected	Intentionally left blank so when the report is printed there is an area to enter their initials once they complete the audit of that contract item.
Signature	Protected	The signature line allows the auditor to sign the printed report. TIP: Use the browser print function to print the report.
Date	Protected	The date line allows the auditor to date the signed hardcopy of the report.

Actions

Action	Description
Audit Title (link)	Navigates user to the Detailed Audit Checklist Item screen.
Back (button)	Returns the user to the previous page located in the browser history.
Save (button)	Saves the Field Audit Report to allow user to access it via the Detailed Audit Checklist Item. User is returned to this same page.
Generate (button)	Generates the Field Audit Report from the criteria entered.

Created by
Joseph D Howe/PennDOT on 03/16/2005 at 10:53:19 AM