Claim Tracking System

Why was the Claim Tracking System Built?

• Mandated by the 2002 Legislature• Automated Monthly Summary Reports• Track and Ensure Construction and Contractor

Timeliness on Claims• Enhanced Statistical Reporting for Construction

Engineering Services Bureau Management Staff and Legislature

• Standardized MS Word Templates

Automated Monthly Summary Reports

Standardized MS Word Templates

• Construction Engineering Services Bureau– Response to Notice of Claim– Response to Certified Claim– Extension Request for Response to Certified Claim– Request to Schedule a Mediation Date– Decision from Mediation– Board of Contract Appeals Decision– Lessons Learned

• Contractor– Notice of Claim– Request for Mediation– Request for Appeal

Accessing the Claim Tracking System

• MDT Intranet - http://mdtinfo.mdt.state.mt.us/

• Access the Oracle Menu– Log on to Oracle

• Select TRNS*PORT

• Select Claim Tracking System

• Select Claim Data Entry and Query Form

Claim Data Entry Screen

Claim Data Entry Screen Features

• List of Values (LOV)– Project Number– Cntl No– EPM Name– Subcontractor– Claim Type– Subject of Claim Type– Bid Item

• Drop Down List– Claim Status– Proj Type– Board Apl Dec– Mediation Decision

• Date Calendar– EPM Dates

• Notice• Response• Received Cert Claim

– DCE Dates• Decision• Submit Claim Package

– CES Dates• Received Request for Appeal• Received Claim Package

– Construction Engineer Dates• Mediation Rqst• Mediation Meet

• User Documentation– Available online

• Lessons Learned– Link to Lessons Learned

documents via the comments

List of Values (LOV)

Drop Down List

Date Calendar

Establishing a Claim for a ProjectTo record a claim for a project the user must first determine if the

project already exists in the Claim Tracking System

• Existing Project – Query on the Project– Record a new claim on

the existing Project

• New Project– Record the Project– Record a new claim

Query on Project Project Exists Record ClaimYes

No

Record Project

Query on Project

• Click on Query Button

• Query Fields– Project Number– Control Number– Project Description

• Enter selection criteria

• Click on Execute Button

Required Fields for Establishing a Claim for a Project

• Project Information• Claim Information

– Claim Number – automatically generated

– EPM Name– Claim Type– Claim Status– Project Type

• Dates– Dates will be required

as claim progresses through business process

– Date counter begins when date is entered

Optional but Recommended Fields for Claims

• Subcontractor • Subject of Claim Type• Bid Item• Add Time• Claim Amount• Settled Time• Settled Amount• Comments

New Claim Established

Email NotificationLinks in email allow for easy access to application and standardized

word templates

Date Logic and Status

• Notice of Claim Date– 01/12/2007

• Response to Notice of Claim– Due 14 days from Notice of Claim Date– Warning message will be sent on the 12th

day– Overdue message will be sent 14th day

Claim Email History Screen Users can query and display Claim Email History Information

Claim Email History Report

Contractor Details ScreenUsers can query and display Contractor and associated Claim History

Contractor Details ReportPage 1

Contractor Details ReportPage 2

Contractor Details ReportPage 3

Project Details ScreenUsers can query and display Project Detail Information

Project Details Report

Claim Query Screen Users can query and display Claim Information for Projects

Claim Query ReportPage 1

Claim Query ReportPage 2

Claim Query ReportLast Page

Message Text Code Table Screen

Distribution Lists Code Table Screen

Claim Types Code Table Screen

Board of Contract Appeals Meeting Dates Code Table

Subject of Claim Types Code Table Screen

Conclusion

• Training– CES Reviewers in March

• Production Rollout in April

• Integration with SiteManager– Claim Documents may attached to Contract in

SiteManager as a PDF document