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21 CHAPTER FIVE INFORMATION TECHNOLOGY FOR PROCUREMENT FUNCTIONAL AREA DEFINITION Externally: The FDOT Contracts Administration Office adds a proposal form to the Plans & Specs version of the The procurement functional area is responsible for advertising CD and makes copies for delivery to external contrac- and awarding the construction contracts to outside construction tors that bid on the project. contractors, including all documents and processes required Life cycle: The CD-ROM is utilized to collect agency by applicable statutory regulations. data through all stages of the project. See O&M func- tional area in chapter six. PROCUREMENT FUNCTION DELIVERABLES Case Study: FDOT Responses to the survey questionnaire revealed the deliver- able types or datasets shown in Table 8 as being received, Work-Flow Process Diagram. Figure 10 shows a processed, or sent through the procurement functional area. data work-flow diagram for a procurement functional Responses are indicated by two numbers: response count area. followed by percentage of total responses for the functional Software Applications Utilized. Table 9 displays the area. software applications and data formats extracted from the IDEF0 diagram for the FDOT procurement func- ADVANCED PROCESSES tional area. Hardware and Networks. Linux and Microsoft Win- FDOT performs the following best practice in the procure- dows Servers are utilized. ment functional area: Challenges and Process Adjustments. The FDOT reported the following barrier and challenge to advanced processes Internally: A secured CD is created containing elec- implementation: tronic final plans that is authenticated using the Profes- To deliver electronic drawings (CAD) to contrac- sional's Electronic Data Delivery System (PEDDS) tors, legislative action was required for acceptance application. The CD is authenticated to contain the final of digital signatures to replace physical engineer's versioning of all drawings and is then reviewed for QA stamps on paper drawings (approval of professional and project compliance. engineer). TABLE 8 DATA RECEIVED, PROCESSED/GENERATED, SENT FROM DOT PROCUREMENT FUNCTIONAL AREAS Data Type Receive Process/Generate Send Bidding Documents 1352% 2080% 1248% Survey 1040% 832% 624% Drawings 1144% 1456% 832% Supplemental Specs 1768% 1872% 1560% Pay Item Quantities 1664% 1872% 1560% Bid Results/Tabs 1560% 2184% 1872% Other Data: Professional Services Procurement 14% 14% 14% Invitation to Bid 14% 28% Contract Funding 14% 14% Contractor Bid 14% 14% Addendums 14% 14% 14% Bid Specifications 14% 14% Product/Process Quality 14%

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22 FIGURE 10 FDOT data work-flow diagram for procurement functional area. TABLE 9 SOFTWARE APPLICATIONS AND DATA FORMATS USED BY FDOT PROCUREMENT FUNCTIONAL AREA Application Software Application--Vendor Data File Formats Project Compliance PEDDS--FDOT Proprietary/Open Project Compliance Indexer Proprietary/Open Project Compliance Journaler Proprietary/Open