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WVDOH AASHTOWare Project Sample Data Entry Requirements, Waivers, and Training Reminder

AASHTOWare

With recent changes to WVDOH specifications, all projects let after January 1, 2024 require contractors to enter project testing data and results into the WVDOH’s project tracking system called AASHTOWare Project (AWP). Please be aware that if your organization is unable to perform these requirements there is a waiver process that may be followed. The requirements and waiver requests are outlined in Materials Procedure MP109.00.21 Sampling & Testing Documentation, under section 2.1.1.

2.1.1 - All of the following requirements shall be met to meet the above-defined timeframe:  Documentation submission includes:

2.1.1.1 - (A) generating the sample in the Division Approved Sampling and Testing software (SiteManager, AASHTOWare Projects, etc.), (B) entering all data into this system, (C) presenting the data to the District for review and (D) providing all testing documentation.  

2.1.1.2 - The Contractor may request to the Project, in writing a waiver for the requirements of A-D.   This must be done before any material is sampled or tested.  If approved, the Project will be responsible for entering the testing data.

With the release of a recent memorandum from WVDOH dated May 20, 2024, any waivers denied by the Project may be appealed to Materials Control Soils and Testing (MCS&T) by contacting MCS&T at dohmcstawpwaiver@wv.gov.

“As the contractor sample record process is new and not all contractors have been thoroughly trained in the process, MCS&T will assume final authority over the approval of the waivers. The Districts will continue to process waivers, but the contractors may choose to dispute the rejection of a waiver by contacting MCS&T at dohmcstawpwaiver@wv.gov. If a waiver is granted, the test data shall be entered by applicable WVDOH Project personnel.”

In addition, the memorandum also states that the WVDOH will relax the penalties for any delay in sample data entry into the system.  We have also been told that until this specific AWP onboarding process is completed, the $700 penalty assessed in Section 2.2 of MP109.00.21 will be waived for all projects.  Section 2 would otherwise require sample testing information to be entered into AWP within (7) days from the sampling date.

To assist users on how to utilize the system and learn how to enter sample data the WVDOH is hosting a virtual training on Wednesday, May 29, 2024 at 2:00 PM. WVDOH plans to host additional training sessions on this AWP transition in the near future.

TO JOIN VIA GOOGLE MEET:

https://meet.google.com/bgk-getk-zrd?hs=224

To join by phone: (513) 666-7207 --- PIN: 284047717

Prior to this training session, we encourage you to visit the MCS&T website HERE to review preliminary training resources.  In addition, if you have not done so, contact your local district materials supervisor to get those in your company tasked with data entry added as a registered user for AWP.  Please note each individual should have their own login credentials and account information may not be shared. If you have any questions pertaining to the specifications, please contact John Crane at jcrane@asphaltwv.com. If you need assistance with AWP login or have any questions regarding the training, you may contact Amy Taylor with WVDOH at Amy.K.Taylor@wv.gov.

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