Fill out & Submit a Contractor Work Order | DIJ
Fill out & Submit a Contractor Work Order
Go to My Work Orders page
The page is automatically set on the Issued filter tab. All work orders on this tab are ready to be worked on and are sorted by Work Authorization number.
Click the "Details" icon button to review work order details.
The work order details page will show any information regarding the work order that was submitted by Signs and Markings. This is where all work details will be submitted.
Entering Materials Used
When entering in the materials used you must first select the “Contractor Name”
It will recognize your Contractor Name from the work order details and will show only one selection.
Click the "Contractor Name" from the drop down list
Select “Date Worked” which will represent the date this work order was worked on and the date the material was used.
Select the material that was used on the “Item Name” drop down (this drop down includes all bid items on contract) and include the amount of material under “Quantity”.
When finished click “Add Work Log”
Repeat steps above this until all materials used have been added to the work order under the “Daily Work Log” table.
If you accidentally create a record or make an error in the line item, click the “Delete” button to remove the item. (This delete button will go away once the work order has been "Submitted".)
Note: You will NOT be able to submit until the Daily Work Log records are filled out on the work order.
Submitting a Work Order
On the “Work Order Details” page, review the “Daily Work Log” to check that all materials have been tracked and information is complete.
When ready to submit, click “Submit for Review” button
Fill out the “Ready to Submit” form
Electronically sign under the “Contractor Signature” using your mouse or finger (if using a touchscreen device)
Enter “Phone” number in case you need to be reached about questions regarding the work that is completed.
Click “Submit” button
The work order will go from an Issued status to a Final Review status.
Viewing Final Review Work Orders
Go to My Work Orders page
Click Final Review filter button at the top of the page
Resolving Inspection Issues
Go to My Work Orders page
Click Final Review filter button at the top of the page
If follow up is needed on a work order, the “Inspection Status” will say "Inspected - Needs Correction" and the “Follow-up Status” will say "Unresolved".
Click the “Details” icon button to review work order details.
Under the "Inspections" table you will see details about the inspection issue. Once the issue has been resolved, click the “Edit” icon button.
Fill out the Inspection Correction form
The “Edit” button will open the Contractor Inspector correction form.
Select "Yes" for the “Correction Completed?” field.
Please add any correction notes that need to be relayed, fill out the “Correction Notes” field.
Click “Submit” button
The inspection record will come back to the Signs and Markings inspector with the “Follow-up Status” as "Ready to Inspect". The Signs and Markings inspector will then need to re-inspect the site.
When the Signs & Markings inspector reinspects the site, they will either approve corrections made and work order will move to a Closed status with an “Inspected - Pass” inspection status or there will be another “Inspected - Needs Correction” inspection status.
Approved Work Orders
Once a work order has been field checked, the status will go from Final Review status to an Approvedstatus. The Approved status will represent all work that has been approved and is ready to be invoiced.
Email notification will be sent notifying contact that work has been Approved.
Closed Work Orders
Once a work order has been invoiced, the status will go from Approved status to Closed status. This will be the last status change for a work order assigned to DIJ.
How to Use - My Reports
Go to My Work Orders page
Click the My Reportbutton at top of the page
Can search using various fields
Keyword SearchEnter in any word to search for itWork Authorization #Work authorization number for work issued. Invoices sent for each work authorization #.QuantityUse this field if looking for a certain quantity enteredItem DescriptionUse this field to search for a particular "Material Item"Date FromUse this field to enter the "From" date if looking at a date rangeTo DateUse this field to enter the "To" date if looking at a date range
or just click Search to bring up all table records unfiltered
Search Work Completed by Month and Work Authorization
Fill out the following fields:
“Work Authorization #: “is” / work authorization number to be invoiced
“From Date - Material Used”: “is after” / last day of the previous month
“To Date - Material Used”: “is before” / first day of the upcoming month
This example is searching for work completed in March 2021.
Click the “Search” button.
Export Records or Copying Reports
Click the “Export” button above the table to get a copy of the records in various formats
Confirm that all items are shown on the page by changing the “per page” as necessary.
Click and drag to highlight the table.
Right click and “Copy” the highlighted items.
If you paste the copied table in an excel sheet, the format will still be the same!
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