NCDOT Lesson 1: Data Import Overview and Setup

Data Import Overview and Setup

NOTE: The NCDOT lesson plan focuses solely on the minimum information necessary to meet NCDOT data capture requirements.  This lesson plan will not teach you how to maintain your Idencia system as a whole.  To learn how to fully maintain your Idencia application, please contact Idencia Support for information about our Idencia 101 lesson plan.

Overview

North Carolina Department of Transportation (NCDOT) requires all Precast and Prestressed Concrete Producers to use the Idencia system for transmitting Product and QC data.  Below is an overview of NCDOT's data requirements and how those requirements should be implemented in Idencia. 

Introduction

There are many pieces of data that are required to create a Field Inspection Report (FIR) in NCDOT's Highway Construction and Materials System (HiCAMS). This paper shows how to collect the required data using Idencia. The data is divided into two types:

• Product Data - In Idencia, all of the product data (ex: Material, Material Type, etc.) is stored when the product type (Item Type) is defined in Idencia. The only information that will need to be collected during production of the individual products (Items) is the Concrete Mix Number and the Pour Date. This is then used to associate the product with the corresponding concrete data.
• Concrete Data - When the concrete is tested, the concrete data (ex: Slump, Air Content, etc.) is collected for each pour. This data is associated with the individual products by matching the Pour Date and the Concrete Mix Number. Concrete data only needs to be collected once for each pour. It is then part of all of the products that were made with that pour.

1. Define the concrete CAST item type (one time task)
2. Setup the Import spreadsheet (one time task)
3. Create custom item types
4. Record production product data
5. Record production concrete data

Define the Concrete CAST Item Type

First Time Setup (only done once)

The Concrete CAST Item Type will be used each time a concrete test is performed and set of cylinders is cast to capture break data.  Below are steps to create the Item Type you will select when capturing concrete test information.

In most cases, this step will have been completed by your Idencia Customer Liaison during your Idencia onboarding process.  Verify that this step has not already been completed before completing the steps below.

1. In the Management Portal, select Setup --> Item Types
2. Click New Item Type in the upper right-hand corner of the screen
3. In the Number field, enter "CAST - <YourPlantID>" (Example:  CAST - PC998)
4. In the Name field, enter "CAST - <YourPlantID>"
5. In the Default Process dropdown list, select "NCDOT Concrete Test"
6. Click Save

Setup the Import Spreadsheet

First Time Setup (only done once)

If you plan to import NCDOT job information into your Idencia system (recommended), you'll need to prepare your spreadsheet for use on an ongoing basis.  The following steps will only need to be performed once.  NOTE:  These initial steps may have been completed by your Idencia Customer Liaison during your onboarding process.

1. Open the Item Type Import file (master copies are below; PC for Precast or PS for Prestressed)
   
   NCDOT Idencia PC Item Type Import - Master.xslx
   NCDOT Idencia PS Item Type Import - Master.xslx
   
   
2. Navigate to the Facility Type tab
   
   
   
3. Verify that the Facility Type column has the appropriate code (PS for Prestressed or PC for Precast)
   
   
4. Enter the Facility Name assigned to your plant in the "Facility Name" column (replace the words "YOUR FACILITY NAME HERE")
   
   Please check with your Idencia Customer Liaison or your NCDOT Inspector to verify that you are using the Facility Name reflected in your Approved Producer/Supplier paperwork.
   
   
5. Enter the Facility ID assigned to your plant in the Facility ID column
   
   This will be a 4 or 5 character ID assigned by NCDOT.  Precast Plant IDs will begin with PC and Prestressed Plant IDs will begin with PS.
   
   Example: PC97 or PS695.
   If you do not know your Facility ID, please check with your NCDOT Inspector or your Idencia Customer Liaison.
   
   
6. Enter your company name in the "Producer/Supplier Name" column.  This may be the same as your Facility Name.
   
   Please check with your Idencia Customer Liaison or your NCDOT Inspector to verify you are using the Producer/Supplier Name reflected in your Approved Producer/Supplier paperwork.
   
   
7. Navigate to the Product List tab
   
   
   
8. Replace the Sample Product Names and Product Numbers on the list with your stock product names and numbers.  Add new rows if needed.
   
   EXAMPLE:  Product Name: 8'x36" Tongue & Groove Pipe;  Product Number:  8x36TG
   
   NOTE: If you do not have a stock product catalog and all of your products are custom pieces, skip this step.
   
   
9. Save this file where you can easily find it.  This file is now configured to use as a template each time you need to set up a new NCDOT Job in your Idencia system.