TRANSPORTATION Materials Acceptance and Certification (MAC) Company Profile Concept

Florida Department of
TRANSPORTATION
Materials Acceptance
and Certification (MAC)
Company Profile Concept
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Webinar Overview
• The webinar will probably not take the
full two hours
• About an hour of information plus
enough time for Q&A
• Because it’s a webinar, all attendees are
muted
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Ask a question at any time
– Raise hand icon – if you have audio
•
•
•
•
Speaker phone or speakers on your computer
I’ll unmute the asker
You can ask the question
I’ll mute again after response (if there are no
more questions)
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Ask a question at any time
– Use the question dialog box
– Type a question in the box
– I will read the question
to the group and respond
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Ask a question at any time
• I will pause regularly to look for raised
hands and submitted questions
• We will also have time at the end of the
webinar to pose more questions or
respond to any I might have missed
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Webinar Objectives
– Overview of Company Profile Concept
– Examples of different company setups
– Review User roles
– Question and Answer
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Why are you here today?
– Your company has an entry in LIMS
– LIMS is the Laboratory Information
Management System – the FDOT Materials
Acceptance application
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Why are you here today?
– Your company has an entry in LIMS
– LIMS tracks production facilities and labs
• Mines
• Plants
• Terminals
• FDOT Production Facility Listing
• FDOT Laboratory Listing
– Users are assigned to labs
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Why are you here today?
– Your company has an entry in LIMS
– If your company performs acceptance
testing for FDOT that is recorded in LIMS
you have a “lab” and users
• Prime Contractors – QC testing
• Testing Firms – QC and VT testing
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Why are you here today?
– Your company has an entry in LIMS
– If your company does not perform
acceptance testing you probably only have
an entry for a plant or terminal
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Why are you here today?
– Your company has an entry in LIMS
– LIMS does not have a way in the system to
connect the entries to a company
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Why are you here today?
– Companies have requested
• Reports grouped by company
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All the facilities under a specific company
All the mix designs under a specific company
All the users under a specific company
All the sample and test data entered by a specific
company
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Why are you here today?
– Companies have requested
• A way to allow user access to sample and test
data that is not assigned to a specific lab
• Data entry users work from the main office so
we need to allow data entry on all labs instead
of having to have a data entry person assigned
to each lab
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Why are you here today?
– Companies have requested
• A way to manage their own data for the FDOT
published reports
– Qualified Laboratory Listing
– Qualified Production Facility Listing
» Contact Information
• Location
• Email
• Phone #s
Florida Department of
TRANSPORTATION
MAC Company Profile
Labs
Plants
Users
Mines
Mix
Designs
Terminals
This is what these entries look like in LIMS. Individual
entries with no connections except for users to labs.
Florida Department of
TRANSPORTATION
MAC Company Profile
Company Profile
Managers
Users
Company Profile
Production
Facilities
Laboratories
Mix Designs*
Facility Profile
Managers
This is what these entries
will look like in MAC - all
entries connected to the
company profile
Users are not connected
to a specific lab.
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• MAC Data Transfer team has taken all
individual entries for
– Plants, mines and terminals
– Labs
– Users
• Development Team has an application that
allows me to create a company profile and
assign the individual elements to each
profile
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Profiles have been created and
assignments made
• Data has been loaded into test
environment to test the company profile
concept and the data transfer process
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• 738 company profiles
• This is my best guess - a starting point
• When the data is published in the
production environment companies will
need to:
– Confirm Company Profile
– Confirm entries for related data
– Notify FDOT if changes are needed
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• You’ll need a company profile manager
assigned in the system to your company
to do this
• We’ll need to know which user(s) need
the Company Profile Role
• Not many company profile managers
assigned at this point
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Training
• June 16th, 17th, 18th - Repeat sessions
– Same information in each session
– Repeats so everyone has a chance to attend
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Training
• June 16th, 17th, 18th - Repeat sessions
• Divided into Morning and Afternoon
– Morning – all three subject areas in one
session
• Companies with information in all areas can get
all information at once
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Training
• June 16th, 17th, 18th - Repeat sessions
• Divided into Morning and Afternoon
– Afternoon –three subject areas in individual
sessions
• Companies with information one or two areas
can get all information without having to sit
through information they won’t need
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
– Afternoon –three subject areas in individual
sessions
• #1 - Company Profile – 1:00 – 2:00
• #2 - Laboratory – Profile 2:30 – 3:30
• #3 - Production Facility Profile 4:00 – 5:00
– If you need #1 and #3, there’s an hour and a
half break between sessions
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Follow up webinar currently scheduled June 19th
• Will probably be rescheduled
– Friday’s a bad day for companies to attend
meetings
• Informal webinar – not formal training
• Intended for training attendees to be able to
pose questions regarding what they learned in
the session(s)
• Two hours – but may be shorter depending on
demand and number of questions
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• A note about labs
– Currently in LIMS there are 1,071 entries for
“Labs”
• Field Offices
• “VT Labs”
– MAC lab listing will only contain true LQP labs
and labs approved by SMO
• Qualified Labs
• Corrosion Labs
• Bearing Pad Labs
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• A note about labs
– If your company only has field office entries
in the LIMS Lab table, you will probably not
have labs on your company profile in MAC
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
Company1
Users
Company2
Company3
Company4
Company 5
Users
Users
Users
Users
Labs
Production
Facility
Production
Facility
Production
Facility
Mix
Designs
Labs
Mix
Designs
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• In any of these examples, these are
suggested approaches
• Anyone is welcome to attend any session
of interest
• May attend multiple sessions if desired –
no limit
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Example of companies with users only
– Consultant firms with field offices
– Only need afternoon Session #1
• Example of companies with users and labs
– Testing firms
– SMO approved labs
– Need Session #1 and Session #2
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Example of companies with users and
production facilities
– Producers with production facility profile(s)
but no samples in MAC
• Steel and Miscellaneous Metals
• Cementitious Materials
• Flexible Pipe
– Need Session #1 and Session #3
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Example of companies with users, labs
and production facilities
– Aggregate Producers performing their own
testing at their mines
• Need a morning session or all 3
afternoon sessions
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Example of companies with users, labs,
production facilities and mix designs
– Asphalt Producers performing their own QC testing
at their labs
– Concrete Producers performing their own chloride
testing at their labs
– Need a morning session or all 3 afternoon sessions
• Mix design training will be provided as part of
Implementation 2
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• These examples demonstrate how
flexible MAC must be but do not cover
the full gamut of possibilities
• Because of the complexity and size of
the different companies and their
relationships to other companies, MAC
does not dictate a company set up
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Profile setup will be determined based
on the company needs
• A few restrictions will need to be
addressed as company profile is also
used in some conflict of interest checks
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Initial MAC assignments are based on
FDOT’s best guess
– Some companies have informed FDOT of
their desire for company setup
– Others have not or were not aware that
MAC would impact their company
– If the current setup does not work, it can be
revised as needed
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Examples of how companies can be
profiled
– A single company profile with all
components under one profile
• All users have access to all data across material,
subsidiary lines
• Possibly preferred for midsized companies with
only a few material types
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Examples of how companies can be profiled
– Larger companies may want to be broken into
subsidiaries
• Materials Based – Divided by Divisions
• Multi Company Conglomerate – Divided by Sub-companies
• Other possibilities can be explored
– This approach can be used to divide data access into
more manageable pieces
– Does restrict access to data across company lines
– Care must be taken to ensure we don’t create possible
conflict of interest issues
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• After today’s webinar, get with others in
your company to determine how you want
the MAC company profile to look
• Determine who your company profile
manager(s) will be and have them register
for the training
• If you have questions, call me or email me
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• The MAC Access process will be published after
the training and before the June 29th publish
• Current LIMS Users with valid FDOT user id
accounts will not need any additional
consideration for access
• New users will be processed based on whether
or not they need access to just MAC or if they
need access to MAC and other FDOT
applications
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Details will be provided on the SMO MAC
website
• Because the training is demo only,
attendees will not need access to the
system to attend the training
• Training documents will be provided
• Training videos will be posted on the SMO
MAC website
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• There is time between publish of LIMS
transferred data and full MAC
implementation so that FDOT and
companies to confirm data transfer is
correct and complete
• Company profile is set up for specific
company needs
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• MAC User Roles
• Every company will have users
• There are a number of new roles in MAC
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Company Profile Manager
• All companies must have at least one user, the
Company Profile Manager
• It is possible that some companies may only
have one user – the Company Profile Manager
– Users can have more than one role
– Single location companies can assign the company
profile and facility profile management to one
person
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• The Company Profile Manager
– Maintains the company profile
– Revises user roles for existing users in the
company
• New users get added by requesting access to
MAC
• District Application Coordinator or SMO System
Administrator adds the user to the company’s
user roster
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• The Company Profile Manager
– Grants access to his company's data to
another company
– Acknowledge that his company has been
granted access to another company’s data
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• The Company Profile Manager
– Maintains the company profile
• Location information on the company profile is
used to differentiate between similarly named
companies
• It is not published or reported
• Company profile manager can update company
headquarter location information, if needed
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• The Company Profile Manager
– Revises user roles for existing users in the
company
• Data Entry – creates samples, receives samples at a
lab (if needed), enters test results
• Data Reviewer – All of the above, plus review and
revise test data (if needed) before submitting the
sample to FDOT
• If sample does not need to be revised, can submit
directly
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• The Company Profile Manager
– Data Entry & Data Reviewer – do not have to
be a separate person in MAC
– Some companies will prefer to have all users
set up as Data Reviewers
– Some Companies will have most users set up as
Data Entry and one or two Data Reviewers,
such as the QC Manager or Lab Manager
– Some companies may have a mixture of both
depending on the experience of their users
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• The Company Profile Manager
– Revises user roles for existing users in the
company
• Profile Manager – Users with this role are eligible to
be assigned as Company Profile Manager, Laboratory
Profile Manager and/or Production Facility Profile
Manager
• Users are assigned the Facility Profile Manager role
on the company profile
• Then they are selected on the section for Profile
Manager under each profile
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• The Company Profile Manager
– Revises user roles for existing users in the
company
• Mix Design Reviewer – Users with this role can
review existing mix designs and propose
revisions to the FDOT
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Mix Designs are coming but
• You need to know the difference in the
Mix Design Roles
– Mix Design Submitter is NOT a company
role and the Company Profile Manager does
not maintain Mix Design Submitter users
– Mix Design Reviewer is a company role
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Why two different roles for mix design?
– Because of the proprietary nature of the
information AND the fact that mix designs
are typically designed by a mix designer
who works for a company hired by your
company to develop the mix design
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Why two different roles for mix design?
– Mix Design Submitters can only act upon
their own designs
• Not yet approved
• Not yet assigned to a company profile
– Mix Design Submitters can’t access mix
designs after those two things happen
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Why two different roles for mix design?
– We took this approach to protect
proprietary information
– What about a company that has an inhouse mix designer?
• Make sure the data entry personnel for mix
designs is assigned the company role of Mix
Design Reviewer and have requested the system
role of Mix Design Submitter
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• The Company Profile Manager
– Grants access to his company's data to
another company and
– This is MAC’s version of “Data Entry Lab”
• Gives another company the ability to act upon
samples for your company (not for viewing)
• Is flexible
• Will be described in detail in the training
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• The Company Profile Manager
– Acknowledge that his company has been
granted access to another company’s data
– We felt strongly enough about the history
of LIMS Governing Labs and Data Entry Labs
that the access granted needs to be two
way acknowledgement – both companies
acknowledging that the access is correct
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Information on MAC implementation
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FDOT Main Website
http://www.dot.state.fl.us/
Offices
Materials
Programs and Services
Materials Acceptance and Certification (MAC)
FDOT: State Materials Office - MAC Development
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Based on the LIMS data being transferred to
MAC:
– Many companies will only have two entries, one for
the company profile and one for a single facility
• A lab or a production facility
– These companies will only need one user
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Based on the LIMS data being transferred to
MAC:
– Other companies have multiple entries
• Many production facilities
• Laboratories
• Users
– These companies will need to get together within
their divisions and/or locations to determine how
many company profile managers they need
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Possible means of dividing roles in a company
– By location – allow all the QC managers or Lab
managers to be the company profile managers
– Company Profile management at “headquarters”
with a key individual and possibly a back up and
production facility management and lab profile
management can also be divided by location
– Best fit for company needs
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• The key is that MAC does not dictate the specific
arrangement – except that you have to have at
least one user
– It’s flexible which is Good & Bad
– You have to figure out what you want at least for one key
user in time for the training
– As your company gains more experience with MAC, if you
find you need to make changes to your company setup,
we should be able to accommodate most setups
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Here are some of the questions posed during
the webinar with responses
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• If a consulting firm has no LQP labs and no
plants, will it only have users listed on the firm’s
company profile?
– Yes the company profile for consulting firms will
most likely only include users
– All company profiles will have a tab for each of the
areas, but companies with no entries in MAC related
to that tab will not have data under the tab
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Can a company profile manager also be assigned to
the facilities as the facility profile manager?
– Yes, users in MAC can hold more than one role at a time
– Because of this, companies can assign the duties of
company profile manager and facility profile manager to
one user
– This will be the preferred approach for many companies
that only have one entry in MAC, say one lab or one
production facility
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Will contractors be able to view FDOT IV and RT
data?
– Yes, at the time the FDOT has closed those samples,
they will be viewable to anyone with access to MAC
and viewable to people who don’t have access to
MAC by way of reports
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Will contractors be able to view FDOT IV and RT
data?
– Closed out samples means the sample is complete
and if it is a Contractor QC material, it has been
included in a comparison package and the
comparison is complete with Resolution if it is
needed
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Will contractors be able to view FDOT IV and RT
data?
– Some asphalt IV samples may be included in a
comparison package and some will not so it will
depend on whether the IV sample is a stand alone
sample or in a comparison
• Stand alone will be viewable when the sample is closed
• In a comparison will be viewable when the comparison is
complete
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• How will companies notify the FDOT when they
have identified their users who will be company
profile managers?
– Current users with access – you’ll need to make
notification to FDOT
• Possibly in the system or survey on the State Materials
Office website – We’ll set up a tool for this notification
– New Users – part of the access request will include
the roles
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Since MAC will allow one company to give access to
it’s data to another company, will this granted
access be taken into account during the conflict of
interest checks?
– Yes, the definition of the conflict of interest includes any
company subcontracted to the Prime contractor so the
conflict of interest check will include if there is a data
entry lab
– The data entry lab cannot perform data entry for the
Contractor and VT testing for the Department on the
same contract
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Will a company with laboratories performing QC testing
for contractors and VT testing for the Department have
anything on the company or laboratory profiles that
indicates a conflict of interest?
– No the conflict of interest checks will occur on the samples at
the time of data entry
– It will use the company profile information to perform the
check, but the “flag” will be on the sample, not on the
company
– It will also not stop the sample, like it does in LIMS today, but it
will result in a Materials Certification finding that may turn into
an Exception to the Final Project Materials Certification
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Is access granted on a project by project basis?
– Access can be granted globally or by contract
– Global means the company that is granted access
can act on any sample under the granting company’s
profile
– By Contract restricts this access to the contract id
• Contract access can be assigned on more than one
contract, but each access grant is an individual record
• You don’t need a DAC to set it up, but DACs will have the
ability to review who has been granted access.
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Can a company be divided along material lines?
– Yes this is possible. Some analysis may need to be
done to ensure the setup doesn’t inadvertently
create conflict of interest issues
– If none are identified, this is a possible approach a
very large company may want to take to subdivide
the data management into more manageable pieces
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Will we need access to MAC for the training?
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The training will be provided via GoTo webinar
It will be demonstration only, just in time training
Access will not be needed for the training
Access will be needed for reviewing the production
data transferred from LIMS to MAC
– After training and before the data is transferred to
production, instructions on access will be provided
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Will we need access to MAC for the training?
– Existing LIMS users with a valid FDOT user id account
will not need to do anything additional to access
MAC
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Will we need access to MAC for the training?
– New users will need to do one of two things:
• If you need to access only MAC – establish an Internet
Subscription Account (ISA)
• If you need to access MAC and other FDOT applications –
apply for an FDOT User Id account and access to the other
systems as well as MAC
– Detailed instructions to follow!!
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• Here is a question that was not posed, but I meant to
cover:
• Can a company profile have entries for facilities with
different company names from the company name on
the company profile?
– Yes, there are a couple of reasons this might exist
• Parent companies with sub-companies and the data needs to be
shared across the sub-company lines
• Companies that have been involved in purchasing other company
facilities and the documentation for the name change is not yet
complete
– MAC will not restrict a company’s entries to facilities with the
same name
Florida Department of
TRANSPORTATION
Materials Acceptance and Certification (MAC)
• If you have any more
questions, contact me
at:
• Susan.Musselman@dot.
state.fl.us
• 352-955-6669