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Claim Tracking System

Claim Tracking System. Why was the Claim Tracking System Built?. Mandated by the 2002 Legislature Automated Monthly Summary Reports Track and Ensure Construction and Contractor Timeliness on Claims

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Claim Tracking System

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  1. Claim Tracking System

  2. Why was the Claim Tracking System Built? • Mandated by the 2002 Legislature • Automated Monthly Summary Reports • Track and Ensure Construction and Contractor Timeliness on Claims • Enhanced Statistical Reporting for Construction Engineering Services Bureau Management Staff and Legislature • Standardized MS Word Templates

  3. Automated Monthly Summary Reports

  4. Standardized MS Word Templates • Construction Engineering Services Bureau • Response to Notice of Claim • Response to Certified Claim • Extension Request for Response to Certified Claim • Request to Schedule a Mediation Date • Decision from Mediation • Board of Contract Appeals Decision • Lessons Learned • Contractor • Notice of Claim • Request for Mediation • Request for Appeal

  5. Accessing the Claim Tracking System • MDT Intranet - http://mdtinfo.mdt.state.mt.us/ • Access the Oracle Menu • Log on to Oracle • Select TRNS*PORT • Select Claim Tracking System • Select Claim Data Entry and Query Form

  6. Claim Data Entry Screen

  7. List of Values (LOV) Project Number Cntl No EPM Name Subcontractor Claim Type Subject of Claim Type Bid Item Drop Down List Claim Status Proj Type Board Apl Dec Mediation Decision Date Calendar EPM Dates Notice Response Received Cert Claim DCE Dates Decision Submit Claim Package CES Dates Received Request for Appeal Received Claim Package Construction Engineer Dates Mediation Rqst Mediation Meet User Documentation Available online Lessons Learned Link to Lessons Learned documents via the comments Claim Data Entry Screen Features

  8. List of Values (LOV)

  9. Drop Down List

  10. Date Calendar

  11. Existing Project Query on the Project Record a new claim on the existing Project New Project Record the Project Record a new claim Establishing a Claim for a ProjectTo record a claim for a project the user must first determine if the project already exists in the Claim Tracking System Project Exists Yes Query on Project Record Claim No Record Project

  12. Query on Project • Click on Query Button • Query Fields • Project Number • Control Number • Project Description • Enter selection criteria • Click on Execute Button

  13. Project Information Claim Information Claim Number – automatically generated EPM Name Claim Type Claim Status Project Type Dates Dates will be required as claim progresses through business process Date counter begins when date is entered Required Fields for Establishing a Claim for a Project

  14. Optional but Recommended Fields for Claims • Subcontractor • Subject of Claim Type • Bid Item • Add Time • Claim Amount • Settled Time • Settled Amount • Comments

  15. New Claim Established

  16. Email NotificationLinks in email allow for easy access to application and standardized word templates

  17. Date Logic and Status • Notice of Claim Date • 01/12/2007 • Response to Notice of Claim • Due 14 days from Notice of Claim Date • Warning message will be sent on the 12th day • Overdue message will be sent 14th day

  18. Claim Email History ScreenUsers can query and display Claim Email History Information

  19. Claim Email History Report

  20. Contractor Details ScreenUsers can query and display Contractor and associated Claim History

  21. Contractor Details ReportPage 1

  22. Contractor Details ReportPage 2

  23. Contractor Details ReportPage 3

  24. Project Details ScreenUsers can query and display Project Detail Information

  25. Project Details Report

  26. Claim Query ScreenUsers can query and display Claim Information for Projects

  27. Claim Query ReportPage 1

  28. Claim Query ReportPage 2

  29. Claim Query ReportLast Page

  30. Message Text Code Table Screen

  31. Distribution Lists Code Table Screen

  32. Claim Types Code Table Screen

  33. Board of Contract Appeals Meeting Dates Code Table

  34. Subject of Claim Types Code Table Screen

  35. Conclusion • Training • CES Reviewers in March • Production Rollout in April • Integration with SiteManager • Claim Documents may attached to Contract in SiteManager as a PDF document

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