Master Item

Description

This screen is part of the Design Administration subsystem and is used to create the item details for a master item, to approve or delete a pending master item, to view a master item in any status or to change the project use date to ‘expire’ a master item. When a new item is added to the Master Items List, it is first saved in “pending” status, and can be viewed by authorized ECMS users, but cannot be selected for inclusion on any project. Master items may be updated or deleted while they are in pending status. They must be approved and have an Effective From Date that is on or before the current date before being used on a project.

When a master item is approved with a future Effective From Date, its status remains approved until the From Date is reached. A nightly batch program updates the status for all approved items with the from date equal to the current date and sets the status of these items to Active. Only active items can be included on a project.

When an active master item is expired, an authorized user accesses the Master Item Detail screen, changes the Use To Date to the date the item should be expired, and saves the item. A nightly batch program updates all Active items with a Use To Date equal to the current date and sets the status to Inactive.

This screen provides a method to link a standard master item to a standard special provision.

Project Use From and To Dates are defaulted based on preset system parameters, but can be changed by authorized users. This screen can be accessed by all PENNDOT users, but the edit and approve functions are only available to authorized users.

Fields

Field Name	State	Description
Item Prefix	Required	In 'create' mode, this field is editable and required. The user must select the Item Prefix from the drop-down list. When the master item is in any status other than Pending, this field is hidden, and the Item Number field displays the concatenated prefix and number.
Item Number	Editable - Required	In 'create' mode, this field is editable and required. The user must enter the fifth through eighth digits of the item number before saving the screen. When the master item is in any status other than Pending, this field is display only as described below.
Item Number	Display	The item number is entered by selecting the Item Prefix (first 4 digits) from the drop-down list and then entering the Item Number (fifth through eighth digits) in the Item field. When the screen is displayed in any status except 'create', the Prefix and Number fields are concatenated, and the field label is "Item Number" - the field is not editable.
Status	Display	This field displays the status of the item. Valid values are Pending, Approved, Active, and Inactive. Only master items with a status of Active can be included on a project.
Item Description	Required	This field allows the user to enter up to 150 characters for the item description. Note: This field does not provide spell-check. If you want to check the spelling, copy and paste the text into a word processing program, spell check it there, and then copy and paste it back into the Item Description field. Any formatting you may do in the word processing program (e.g, bold or italic) will be lost once the text is pasted into this field.
Unit of Measure	Required	This field provides a drop-down list from which the user can select the unit of measure for the master item.
Material	Optional	This field provides a drop-down list from which the user can select the material, if applicable. The default value is blank. Other valid values are: Aggregate Bituminous
Asphalt	Optional	This checkbox is used to indicate if the item price may be subject to variations in Asphalt pricing. The valid values are: Checked – Asphalt related Unchecked – Non-Asphalt related (Default)
Diesel	Optional	This checkbox is used to indicate if the item price may be subject to variations in Diesel fuel pricing. The valid values are: Checked – Diesel related Unchecked – Non-Diesel related (Default)
Material Source	Optional	This checkbox indicates whether a material source is needed. The valid values are: Checked – Supplier for this item must be identified to PENNDOT Unchecked – Supplier of this item does not need to be identified to PENNDOT(Default)
Act 3	Optional	This checkbox indicates whether the item must be made in the United States. The valid values are: Checked – Must be made in the USA Unchecked – Does not need to be made in the USA (Default)
Testing	Optional	This checkbox is used to indicate if the item requires testing. The valid values are: Checked – Testing required Unchecked – No testing required (Default)
Certification	Optional	This checkbox is used to indicate if the item must come from an approved manufacturer, producer or fabricator (i.e., Bulletin 15). The valid values are: Checked – Item must come from an approved source Unchecked – Item does not need to come from an approved source (Default)
Standard Special Provision	Optional	When the user clicks the selection arrow, the Add a Standard Special Provision screen is displayed. The screen allows the user to select a special provision from the list of standard special provisions to associate with this item. Once the association is made, the standard special provision is automatically included in the bid package when the item appears on the Design Items list for any project. The selection arrow is only displayed when the screen is in Edit mode; otherwise the field displays the provision name, which provides a hyperlink to the Standard Special Provision screen.
Items Catalog Justification Permitted	Optional	This field is used to indicate if Work Order Justification and item average price can be used with this item. The valid values are: Selected – Items catalog justification may be used Unselected– Items catalog justification may not be used. The default is “selected” unless the unit of measure is Predetermined Amount (PDA) or Lump Sum (LS). If the unit of measure is PDA or LS, item catalog justification cannot be used.
Work Class	Required	When the user clicks this selection arrow, the Add Work Class Codes screen is displayed. The screen allows the user to select from the entire list of valid work class codes to assign one or more to the master item. This button is only displayed when the screen is in Edit mode. When the screen is in read mode, the work class codes assigned to the item are displayed.
Stored Materials	Optional	This field provides a drop-down list which allows the user to select a stored materials type from the following list of valid values: Eligible for Erected Steel Stored Materials Prepayments Eligible for General Stored Materials Prepayments Not Eligible for Stored Materials Prepayments (default)
Project Use From Date	Required	This field contains the beginning date on or after which the item can be included on a project. A nightly batch program sets the master item status to Active for any items in approved status where the Use From Date is equal to the current date. If the master item is approved with the Project Use From Date equal to the current date, it is automatically statused as Active.
Project Use To Date	Required	This field contains the end date after which the item cannot be used on a project. A nightly batch program sets the master item status to Inactive for any items in approved status where the Use To Date is equal to the current date.

Actions

Action	Description
Clone (button)	This function creates a copy of the entire existing master item on screen only. The current item number is used to re-retrieve the item. The on screen fields are then pre-populated with the data. The ITEM_NUMBER fields are set to blank, as well as the audit information, the effective dates, and the Item Status. These fields are established when the user saves the new record. This button is only displayed when the screen is in Edit mode and the item has been saved previously.
Calendar/Clock (icon)	When the user clicks this icon, the ECMS Date Selection Tool is displayed in a separate browser window. By default, the current month and year is displayed. The user selects the day portion of the date by clicking the day on the calendar display.
Item Price History (icon)	When the user clicks this icon, they are taken to the Item Price History report for the specific item. The report is presented in summary format and, by default, includes data from Contractor Bid Items (only for lowest submitted bid) for projects let within the past two years in all PENNDOT Engineering Districts.
Back (button)	This button returns the user to the previous screen in the browser’s history.
Save (button)	When the user clicks this button, the master item is saved to the database, and the ‘save successful’ message is displayed. If the user clicks this button without completing all of the required fields (denoted with bullets), an error message listing the missing or invalid fields is displayed.
Save & Exit (button)	When the user clicks this button, the Save function is performed as described above, and the user is returned to the last page stored in the browser’s history. This button is only displayed when the screen is in Edit mode.
Edit (button)	This button changes the screen to allow editing. All edit-related buttons are displayed and enabled and all enterable fields are open for entry. This button is only displayed when the user is authorized for Edit mode on this screen and a new item is being created or the displayed item is in Pending status. This button is also displayed when the user is authorized to Approve a Master Item, the Item is in Approved status, and the item To Date is less than or equal to the current date. This button is not displayed when the To Date for the item is greater than the current date.
Approve (button)	Provides the ability for an authorized user to approve a pending (preliminary) Master Item. When a new master item is entered and saved, it is initially saved in pending status and is not available for use. When the user clicks this button, a confirmation message is displayed. If the user clicks OK on the message box, the status of the master item is changed to ”Approved”, the ‘information successfully saved’ message is displayed. If the user clicks the Cancel button on the message box, control is returned to the Master Item Detail screen. This button is only displayed when the user is authorized to approve master items and the corresponding item is in Pending status.
Delete (button)	This button is only available when the master item is in Pending status and when the user has Edit authority. When the user clicks this button, a message is displayed asking them to confirm the deletion. If the user clicks OK on the message box, the pending master item is deleted.

Created by
Joseph D Howe/PennDOT on 03/16/2005 at 10:54:03 AM