The Daily Report is the basic Appia function for recording site conditions and comments, item postings, contractor personnel and equipment, and other daily details of the construction site. When you add a daily report, the Appia service automatically enters information for the date and prime contractor, the name of the person creating the report, and puts the report into draft status.
The Appia service logs:
- when the report was created and by who
- submission and approval actions
- if a submitted report was revised and by who
- when it was checked and by who
If there are no revisions or if the report hasn't been checked yet, you will not see these fields.
You cannot add reports before the Notice to Proceed date or for a date in the future. If you are creating a daily report for balancing lump sum items through a change order, make sure the daily report date is on or after the approval date of the change order.
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With the project open, click Daily Activities in the Sidebar menu. This opens the daily activity calendar or list view.
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There are two ways to add a new report:
- Click on a calendar date. From the Daily Reports panel, click Add.
- Click Add Daily Activity. In the new window, select Daily Report, choose a date for the report, then click Add.
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To edit an existing report, click on its title.
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Enter or update the weather, temperature and any remarks about the construction site on this day. Indicate if it is a weather day. The agency may also have custom fields for you to fill out.
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Click Save when you have completed entering information.
Click Edit on the appropriate panel to add personnel, equipment, item postings, and attachments, and to review materials.
Personnel are the types of workers who were on site the day the daily report was created. The Appia service automatically lists a default crew for the contractor. Once the list of personnel has been established on a daily report, it will appear on the next report.
- Enter or change the information for each crew and worker type. When you're entering hours, enter the total number of hours for all workers of that type. For example, if you have two backhoe operators that each worked eight hours, enter 16.
- Make sure you're adding the workers to the correct crew.
- If the contractor providing the crew isn't listed, it needs to be added to the project through the Contractors page.
When you are finished adding or changing personnel information, click Save in the Personnel header.
Equipment is the type of construction vehicles or machinery used on the project site. You can assign the active and idle hours the equipment was on site.
When exporting a daily report: If you've entered Offset information, it will appear as "Station From" data in the item's Location information.
Item postings track how much of an item's quantity was used that day at the project site. Add an item one time for each contractor for each location. Use View More under the item to see the extended area for assigning a contractor, entering remarks, setting a location, and adding an attachment.
If you enter an item quantity greater than what is available, the Remaining Quantity field displays a negative number. Change orders will display an overrun section and payments will not include the daily report (unless a change order has been created to account for the difference or your project setting allows for overages). If you do not see an item that has been added by a change order, it is possible the change order has not yet been submitted for approval.
Things to know
- The Appia service allows three decimal places to be input and displayed for numbers like unit pricing, original bid quantities, and quantities placed. The service uses standard rounding rules to display prices.
- Unattached items will not be paid until they are added to the project through a change order.
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A stockpiled item posted to the daily report before the item's recovery date will be excluded from payment unless the recovery date or the posted amount is adjusted.
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If you add an item that has been completed to a daily report, the item will no longer be marked complete.
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You may have to add item quantities for each contractor and fund package.
- If you replace the quantity of an item derived from a worksheet calculation, the item will display a Manual tag. The Manual tag will be removed for a split item if the calculated quantity is moved to another fund package.
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If an item in use in a daily report is then associated with a worksheet, you'll see the posted quantity, but you won't be able to change it until you click the Use Worksheet link.
- Unattached items are listed by line number in the Add Project Items list.
- Photos attached to item postings will be displayed in the Photos tab.
Add an item posting
- When you add an item, select the item for the number of contractors who used it and each contractor's location, not for the quantity placed. The counter to the left of the item indicates how many times the item will display in the daily report.
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If an item displays the Use Worksheet link, click the link and enter the required information used at the location by one contractor into the fields. Click Use Worksheet to add the result to the daily report.
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For items not using worksheet calculations, enter the quantity used at the location by one contractor into the Quantity Placed field.
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If you are creating the daily report to balance lump sum items, the Remaining Quantity field should equal zero.
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Click View More under the item to see the extended area for the item.
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If necessary, select the contractor providing the item from the Contractor drop-down list. The contractor must first be entered into the project and assigned to the item.
Worksheet calculations
When an item with a worksheet association is added to your daily report, use the worksheet calculations to determine the placed quantity for the item. Values needed can be as simple as length times width for an area, or a combination of values including the area, gallons used, and temperature. Most worksheets display the formula used for the calculation.
- Click Use Worksheet for the item in the daily report.
- Use the Preview button in the worksheet calculations to see the result before adding it to the Quantity Placed field.
Once you use the worksheet to determine the placed quantity of an item, you can edit the quantity. If you change the value of the Quantity Placed field, the Appia service displays a Manual flag for the item.
Worksheet Calculations for Split Items
When you use a worksheet to calculate the quantity placed of a split item, the Appia service displays the result of the calculation in the Quantity Placed field of the first fund package. You must enter the appropriate quantity placed in another fund package field if necessary.
The manual flag displays if the total quantity placed in one fund package doesn't equal the calculated quantity.
Attachments to a daily report include additional information you wish to be included with the report that does not already have a specified place in a daily report. The attachments can be any type of file.
If any items posted in your daily report include materials, the materials usage must be reviewed before the report is approved. You'll see a Review Materials tab on the daily report and be prompted to review the materials when you try to submit for approval.
You can adjust the material quantity if it is incorrect.
Things to know
- If the usage rate for a material changes before the report is submitted, you will need to review the materials again. If the usage rate changes, it does not affect reports already submitted and approved.
- You will not see the Review Materials tab if there are no materials to review or if the usage rate is 0 to 0.
- If your material has an insufficient quantity, you must certify the material before the material can be paid.
A daily report can be deleted provided it is in a draft status. Inspectors can delete only reports they create. Project managers and system administrators can delete any report.
To delete a submitted report, deny the approval request. This returns the report to draft status where it can then be deleted.