Adding Project Records

In this article, we will show you how to add a Project record into the AWM System. 

Step-by-Step Guide Video

The video below provides a detailed walkthrough and the article includes a step-by-step guide. 

Setting Up for this Work

Materials used as inputs

In order to add a project and/or contract, you will need some reference documents that contain information about the project. This might include your most recent Monthly or Quarterly Project Report(s) or a spreadsheet file with a list of projects and associated information such as estimated cost, location, type of work etc.

Relevant Data Layers

To support this process, the user should add the following data layers to the system.

These layers are as follows:

How to add a Project record

How do I know what information to enter?

Description of fields can be found in the Field Descriptions article. When using the table, you can also hover your mouse over the field to see a brief description of the field (see below example).

You should also pay attention to the type of data that can be entered as described in Field Description article (data entry column), for example – do not use commas (,) when entering the financial information.

Step-by-step Guide for adding the Project

1. Firstly, you should identify a project that needs to be added to the System – a project should be added to the system when: 

• It is not already in the System (see step 7 on how to check)
• It needs to be monitored and reported on an ongoing monthly basis or
• It is a proposed project that should be added for all stakeholders to be able to view.

NOTE: If you want to add the project but it is not on a road currently in the System, you can still add this project – following the instructions in this article.  

2. In the System, go to the Menu and search for ‘DOWH Projects’

3. Click on the layer name and update configuration using ‘Configure’ to change how you view the project on the map. For example, you might want to change the ‘Type’ from Clustered to Standard, and potentially use Thematic Rules to view Projects by Type of Work or Status (see example below).

4. To see the list of projects as a data table, click on the layer and select ‘Show Grid’. 

5. You can then adjust the table to more clearly show the list of projects by making the column widths wider or tighter and re-ordering the columns. 

6. Use the ‘Filter’ option to only show the projects that you are interested in. For example, you might want to only see projects in your Region, Province or that are on a specific road. 

Filtered table only showing East New Britain Province projects:

7. Before you start adding the project, you need to check whether it has already been added or not. The best way to do this is to filter to the Province and/or the Road where the project is located and check that there is not a project name that shows the same type of work at the same location of the road (or structure). If there is already a project, then do not add. Or if you’re unsure you can check with your colleagues. 

8. A new project can now be added using the ‘Add’ button located on the black ribbon at the top of the grid. By clicking this button, you open the ‘Details’ panel which is a blank record where you can enter information about the project. 

 9. See the Field Descriptions article for more details about what data should be entered for which field. 

1. A contract record should also be added to the Project if the Contract already exists or is being negotiated and already has a contract number. 

2. To add a contract, you need to click on the ‘Hierarchy’ button next to the details panel. With the Project highlighted, click the ‘Add’ button on the top ribbon. 

3. This will open a new empty Contract record where you can enter information about the Contract. 

4. See the Field Descriptions article for more details about what data should be entered for which field. 

To find the Start and End locations, do the following:

• Use the ‘From’ and ‘To’ locations found in the Project Name and Project Description fields as a reference, then you need to find these locations on the map. 
• Once you’ve identified the location, you should make sure the Carriageway Section layer is on the map (in Standard view) 
• Use the ⓘ (in the bottom right corner) to identify the chainage. When you have selected the ⓘ your cursor will change from an arrow to a cross hair ✛ symbol. When you select a point on the carriageway in this mode, it will bring up a panel on the left, find the ‘Location’ which is a number that represents the chainage location. Enter this in the Start or End (Start should be the From). 
• The Start chainage needs to be a lower value than the End chainage, so you may need to switch them around. 

In some cases, there will be projects that need to have a monthly report generated each month but they are not located on a current national road and therefore, are not represented in the AWM System. For example, a sub-national or provincial road or a structure on one of these roads. We can still add these to the System using the method shown in this video. 

NOTE: If it is a Missing Link project, and the planned route is not in the System, there should be a Data Fix Request created to request it is added to the ‘Carriageway Section’ data layer with a Network Type = ‘Proposed Road’. You can still use this method to add the project while that data fix request is being processed.

Step-by-Step Guide Video

Step-by-step Guide to add a Project not on a National Road

1. Use the green plus ‘Add new item’ button in the bottom left corner. Select the ‘DoWH Projects’ layer and press Next.

2. You can then draw a line on the map to represent the project location:

• Select the point you want the project to start
• Click where you want the route to turn
• When you are finished you should double click on the last point.
• Then select Next.

3. After you click Next you will be asked to select the road the new project is on. Select the first road that appears in the list. NOTE: The System will allocate the Project to this road, but you will still be able to see the location that you drew on the map. In the PDF report this allocated road will be over-written.

4.  You can now enter the project details as you would have normally. See the Field Descriptions section below for more details about what data should be entered for which field.

Frequently Asked Questions

Do I need to fill out every single field? 

It is best to provide as much detail as possible about the project and contract. However, if you do not know the right answer, and cannot confirm it with your colleague, then you can leave it blank. 

Fields with the blue triangle in the corner indicate this is a ‘required field’ and you will not be able to submit the form without entering a value. 

What do I do if I’m trying to add a new Project but I discover that data is incorrect when I’m searching for the project location?

In this situation you should raise a Data Fix Request and recommend the required change. 

What if my project is not on one of the roads in the System?

You can still add the project but using a slightly different method to start with. 

This article provides guidance on how to edit projects (and associated contracts) in the AWM system.

Step-by-Step Guide Video

In this video, using an example, we demonstrate how to edit a project record.

Setting Up for this Work

Materials used as inputs

In order to edit a project and/or contract, you will need some reference documents that contain information about the project. This might include your most recent Monthly or Quarterly project report(s) or a spreadsheet file with a list of projects and associated information such as estimated cost, location, type of work etc.

Relevant Data Layers

To support this process, the user should add the following data layers to the system.

These layers are as follows:

How to edit a Project record

How do I know what information to enter?

A description of what should be entered for each field is available in the Field Descriptions article. When using the table view in the System, you can also hover your mouse over the field to see a brief description of the field (see below example).

Step-by-step Guide for editing a Project record

1. In the System, go to the Menu and search for ‘DOWH Projects’

2. Click on the layer name and update configuration using ‘Configure’ to change how you view the project on the map. For example, you might want to change the ‘Type’ from Clustered to Standard, and potentially use Thematic Rules to view Projects by Type of Work or Status (see example below). 

3. To see the list of projects as a data table, click on the layer and select ‘Show Grid’. 

4. You can then adjust the table to more clearly show the list of projects by making the column widths wider or tighter and re-ordering the columns. 

5. You can use the ‘Filter’ option to only show the projects that you are interested in. For example, you might want to only see projects in your Region, Province or that are on a specific road. 

 Filtered table only showing East New Britain Province projects:

 6. Now that you can see all the projects in your Province, you can click on a project record, which will open the ‘Details’ panel which is where you can edit information about the project. 

 7. See the Field Descriptions article for more details about what data should be entered for which field. Some ways you might want to edit the project:

• Make sure that the Location is correct. To do this you need to edit the Start and End locations (see video guide for how to do this).
• Update the Project Status – if the Project has moved from ‘Design’ to ‘Physical Works’, this will need to be updated. Or if the project has been put on hold or cancelled, this also needs to be updated. 
• Update the Financial Details – if there has been a variation to increase the project scope, or a reduction in scope, then the Total Allocated Funding, Current Cost and Expected Cost should all be updated.
• Update the personnel responsible for the project. To do this update the Reporting Officer and/or the Responsible HQ Officer.

Step-by-step Guide for editing the Contract 

1. To edit a contract, you need to click on the ‘Hierarchy’ button next to the details panel. Select the Contract record, which sits below the Project record. 

2. This will open the Contract record where you can edit information about the Contract. 

3. See the Field Descriptions article for more details about what data should be entered for which field. Some ways in which you might want to edit the contract:

• Update the Contract Status – if the Contract has moved from ‘Pending’ to ‘Active, this will need to be updated. Or if the Contract has been put on hold or cancelled, this also needs to be updated. 
• Update the Financial Details – if there has been a variation to increase the project scope, or a reduction in scope, then the Contract Award Value and Contract Current Value should be updated.
• Update the personnel responsible for the project. To do this update the Contract Superintendent.

Frequently Asked Questions

Do I need to fill out every single field? 

It is best to provide as much detail as possible about the project and contract. However, if you do not know the right answer, and cannot confirm it with your colleague, then you can leave it blank. 

Fields with the blue triangle in the corner indicate this is a ‘required field’ and you will not be able to submit the form without entering a value. 

What if I don’t know the right data to enter?

If you don’t know the answer, the first thing to do is to speak to your colleagues and ask if they have the right information. If they cannot help you then you can ask the Monitoring and Evaluation team, and/or send an email to support@pngroads.com or elliotmcbride@ghd.com

What if my project is not in the System?

You can add the project using the ‘How to add a Project’ guidance documentation. 

DOWH Projects Table

DOWH Contracts Table