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Joe White (608) 246-5391 Wayne Chase (608) 245-8960 WisDOT Materials Management Section 1.

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Presentation on theme: "Joe White (608) 246-5391 Wayne Chase (608) 245-8960 WisDOT Materials Management Section 1."— Presentation transcript:

1 Joe White (608) 246-5391 Wayne Chase (608) 245-8960 WisDOT Materials Management Section 1

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3 Now includes rural & urban pavements Categories I, II, & III for pavements with posted speed 55 mph or greater Category IV for pavements with posted speed less than 55 mph No disincentive for category IV segments, but corrections for localized roughness may be required 3

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5 QV testing is performed by the QV tester Contractor must provide a safe & adequate work bridge for the QV tester QV tester uses QC probing device Contractor enters QC test results into Materials Reporting System (MRS), QV results entered into MTS 5

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7 Contains the contractor’s QC data for QMP Ride, QMP Concrete Pavement, QMP Concrete Structures, PCC Pavement Thickness, QMP HMA Pavement Nuclear Density Takes the place of spreadsheets that were used in the past & computes pay adjustments using the specified pay equations Contractor enters data into a software application– contact Atwood Systems to download the software After contractor sends data, it can be viewed on MRS website at “system links” 7

8 MRS computes the incentive/disincentive pay adjustments Each project must have a designated person representing WisDOT to review the data – request review authority on the website Reviewer can adjust quantities and pay adjustments COMMUNICATE with the contractor throughout the MRS process 8

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10 WHY? The U.S. Office of Management and Budget (OMB) prescribes audits for federally funded programs “Entities that receive federal funds are subject to audit requirements that are commonly referred to as Single Audits. Among other things, the Single Audit Act Amendments of 1996 are intended to promote sound financial management, including effective internal control, with respect to federal awards administered by state and local governments and not-for-profit organizations.” 10

11 WHO?  Legislative Audit Bureau( L.A.B.)- Agency of Wisconsin State Legislature- reports to Legislative Audit Committee and FHWA  Bureau of Technical Services – Quality Assurance Unit internal quality assurance reviews- department corrective action initiative 11

12 L. A.B. - two types of reviews Single Audit review- annual Letter Audit review- more narrowly defined scope - done in response to legislative request or funding requirements 12

13 L. A.B. Single Audit Review process Contracts selected randomly – generally from the preceding fiscal period, e.g. 2008 let contracts L.A.B. defines scope of materials items to be reviewed based on compliance audit requirements defined in OMB circular Specific items selected by Quality Assurance(QA) unit reviewer 13

14 L. A.B. Single Audit Review process Items evaluated for:  Compliance to defined sampling and testing frequencies  Tester, sampler and laboratory qualifications  Timely, complete, and correct documentation  Conformance to specifications Includes:  Department verification testing and documentation  Contractor QC testing and documentation  Review of certification of compliance and certified report of test documents. 14

15 L. A.B. Single Audit Review process Analysis and reporting-  Percent of tests performed versus tests missing-example 217 tests required 15 tests missing=93%- Department testing  Required certifications documented and recorded versus actual number documented – example 57 required 5 missing=91% - Department documentation  QC documentation general review done without assigning percentages-specific testing and documentation issues listed on the report 15

16 L. A.B. Single Audit Review process Final L.A.B. reporting -  Auditor work paper with analysis submitted for review  Determination ( by L.A.B) to include as an exception report in the single audit report publication  Finding are published in the Single Audit numbered report  Recommendations for process improvements are included.  Department response and corrective action plan included  Report transmitted to FHWA  Reports can be viewed at tm 16

17 17 Recommendation We again recommend that the Wisconsin Department of Transportation ensure that: required materials testing is completed and required certifications are obtained; and documentation of the required tests and certifications is entered into the Materials Tracking System on a timely basis. Finding WI-08-33: Materials Acceptance Testing From 2007-2008 Single Audit Report

18 18 From 2007-2008 Single Audit Report DOT Response and Corrective Action Plan: DOT’s Bureau of Technical Services, Materials Management Section has reviewed the noted testing deficiencies and determined that the majority of them involve testing of companion cylinders. DOT’s federally approved Quality Assurance Program includes testing of companion cylinders; however, since this testing is not an integral part of DOT’s concrete acceptance process, DOT will remove companion cylinder testing from its Quality Assurance Program and request Federal Highway Administration approval of the change. The Bureau of Technical Services acknowledges that not all certifications are being entered into MTS. In most cases, staff were able to verify that paper documentation resides in the project files even though the certifications were not recorded on MTS. Correct and timely materials testing and certifications are core responsibilities of DOT. To help ensure the required testing and certifications have been completed, staff will continue outreach efforts to the regions through various monthly and quarterly meetings. Staff will also provide training on materials sampling, testing, and documentation to consultants and region staff.

19 19 Issues from November 2009 QC testing-  Aggregate tests for ancillary QMP missing or not documented  Missing base aggregate tests, gradations, fracture tests  Missing P#200 tests for Concrete structures QMP QC Documentation  Required forms not used or missing- WS 5013 ancillary and HMA Pavement density  Missing information on worksheets- sources for base aggregates, full sampler /tester names, project information, testing quantities, laboratory identification(name/address)

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