Paving the Way to Quality Transportation Software

Each AASHTO fiscal year, the AASHTOWare Project Task Force (PTF) reviews and makes decisions related to enhancements and new development requests for the AASHTOWare Project software.    All enhancements and new development to the generic AASHTOWare Project system must have the approval of the PTF prior to being implemented.  One aspect that contributes to the PTF decision process is user input on the value and benefits of requested enhancements.  This user input is facilitated through a ballot process conducted each fiscal year as defined by the Project Users Group (PUG) Board and administered by the PTF.

The ballot process helps to ensure that end users have a voice in the ongoing and strategic direction of AASHTOWare Project software. Through an Automated Ballot System (ABS) on the AASHTOWare Project Users website, each member agency is given the opportunity to vote for improvements it considers most important. The results of the voting are forwarded to the PUG Chair for review, and then to the PTF to be considered for inclusion in AASHTOWare Project software.

Enhancements, which are submitted throughout the year as Ticketed Modification Requests (TMRs), are requests to change the software programs or documentation to extend or improve functionality or performance.  The TMR tracking system that supports the ABS is regularly updated to reflect the current status of each request.  During the fiscal year, users, Technical Advisory Groups (TAGs), Technical Review Teams (TRTs), and Info Tech, Inc. (Info Tech) Subject Matter Experts (SMEs) review and comment on requested enhancements prior to the official ballot process.  The TAGs represent specific AASHTOWare Project functional areas and have the opportunity to endorse ballot items or recommend removal; the ballot reflects the date of the TAG’s last endorsement for a TMR.  The TAGs facilitate collaboration and input across multiple agencies and product areas.  

The current year’s ballot is a combination of newly reported enhancement items and the open ballot items from the previous year for the software modules applicable to the current year.  This information is available throughout the year to members of aashtowareproject.org on the Project User Group page, PUG Ballot link.  Depending on the status of the AASHTOWare Project development, enhancement backlog item requests may not appear during the year on the pre-ballot until assessed by the PTF or appointed TRT.  The pre-ballot format is a replica of the “live” ballot (ABS), without the functionality to cast a vote.  The secure, web-based voting process is activated once a year, shortly after the PUG Conference.

Enhancement requests may be submitted by one or more agencies, the PTF, or Info Tech.  Please see the PUG Ballot page (Community > Project Users Group (PUG) > PUG Ballot) for information on the modules included on this year’s ballot.

To ensure that all enhancements are captured and handled properly, all requests for enhancements are stored in the TMR tracking system maintained by Info Tech.  From the aashtowareproject.org website, use the Customer Support Portal (https://www.aashtowareproject.org/csp/home) to access the current issue tracking tool and submit enhancement requests.

Agencies can contact Info Tech Customer Support to request an enhancement. Customer Support hours and contact methods are available on aashtowareproject.org from the Contact Us link. Call Tickets for enhancements can be submitted in the following methods:

  • Email
  • Phone Call
  • Customer Support Portal
  • In person to Info Tech staff

Direct emails to customer.support@infotechfl.com are also accepted.  Enhancement requests entered in the Customer Support Portal can be viewed there as well.

After reviewing the enhancement TMR, Info Tech product leads log contractor comments, ensure a category/sub-category is assigned, and assess complexity.  New enhancement requests are added to the pre-ballot where applicable throughout the year up until two weeks prior to the PUG Conference.

Info Tech takes the following steps based on the TMR type:

    • Urgent or critical enhancement TMRs require the following actions:
      • TMR is added to a list of open urgent/critical TMRs on the PTF Weekly Meeting Agenda.
      • Account Manager works with agencies on approach for resolving.
    • Non-urgent/critical enhancement TMRs are subject to the annual  PUG Ballot process for licensee voting, PTF selection and approval, and potential resolution in the upcoming fiscal year release. The TMRs remain on the ballot until they are either added to the software or go two years with no votes, in which case they are marked Obsolete. For more information, see the Updated TMR Process document (log into aashtowareproject.org>Support>Ticketed Modification Requests>TMR Process)
    Enhancement items remain on the ballot each fiscal year unless removal is requested by reporting agency(ies) or the associated TAG, or if the ballot item did not get the minimum required vote in the previous two years in which it appeared on the ballot.

    The ballot items are grouped by categories (functional area) within the AASHTOWare Project software to allow focus on the business area to be enhanced or developed; for example, Contract Monitoring.  Each category may then be further broken down into subcategories; for example, Bid Analysis.

    The table below describes the functional Category/Subcategory alignment.

    Civil Rights & Labor Management
    • Civil Rights (APR-CRL, APR-P)
    • Disadvantaged Business Enterprise (BID*, APR-CRL, APR-P, SMR)
    • EEO/Labor/OJT (APR-CRL, Payroll, SMR, CAS)
    Construction Management
    • Contract Administration and Reporting (APR-CM, SMR)
    • Subcontract Mgt (APR-CM, SMR, SXR)
    • Field Admin and Reporting (APR-CM, SMR)
    • Field Data Collection (APR-CM, SMR)
    • General Construction (Multiple Modules)
    Cost Estimation
    • Cost-based Estimation (CES, APR-EST, ESR)
    • Parametric Estimation (CES, TRACER)
    • Bid-based Estimation (CES, APR-EST, ESR)
    Data Analytics
    • Bid Analysis (BDS, APR-DA)
    • Contract Monitoring and Reporting (BDS, APR-DA)
    Field ManagementSee Construction Management
    Information Technology
    • Business Areas --  includes items that apply to multiple functional areas
    • Information Technology --  includes architecture, system administration, and non-business specific items
    Materials Management
    • Administration (APR-CM, SMR)
    • Field Reporting (APR-CM, SMR)
    Preconstruction
    • Proposal (APR-P,  WSH)
    • Letting and Award (BID*, APR-P)


    Each agency assigns one representative during the PUG conference and the voting process.  Info Tech provides the previous fiscal year’s list of assigned agency representatives (voters) to the PUG Secretary/Treasurer for review and validation with the agencies.

    If an agency or group reports a TMR, it must receive at least the minimum required vote on the PUG ballot during a two-year span (of years in which it was eligible to appear on the ballot), or it will be removed from the ballot the following year and determined obsolete.  Info Tech will provide a summary report, identifying ballot items that have not received a vote for the last two years, and send it to the PUG Chair one week after the ballot closes.

    The PTF uses voting results as one consideration in determining which items may be selected for AASHTOWare Project enhancement or new development.  Typically, the selected items reflect a combination of feedback from the user community via the balloting process, the Strategic Direction for AASHTOWare Project as set by the PTF, and available funding.

    Enhancements, which are submitted throughout the year as Ticketed Modification Requests (TMRs), are requests to change the software programs or documentation to extend or improve functionality or performance. The TMR tracking system that supports the ABS is regularly updated to reflect the current status of each request. During the fiscal year, users, Technical Advisory Groups (TAGs), Technical Review Teams (TRTs), and Info Tech, Inc. (Info Tech) Subject Matter Experts (SMEs) review and comment on requested enhancements prior to the official ballot process. The TAGs represent specific AASHTOWare Project functional areas and have the opportunity to endorse ballot items or recommend removal the ballot reflects the date of the TAG’s last endorsement for a TMR. The TAGs facilitate collaboration and input across multiple agencies and product areas.

    The current year’s ballot is a combination of newly reported enhancement items and the open ballot items from the previous year for the software modules applicable to the current year. This information is available throughout the year on this site (Community > Project Users Group (PUG) > Pre-Ballot). Depending on the status of the AASHTOWare Project development, enhancement backlog item requests may not appear during the year on the pre-ballot until assessed by the PTF or appointed TRT. The pre-ballot format is a replica of the “live” ballot (ABS), without the functionality to cast a vote. The secure, web-based voting process is activated once a year, shortly after the PUG conference.