Diaries

Last updated: 2026-02-04

Project Engineers are required to create a diary for each day of the week including Saturdays, Sundays, and holidays unless time is suspended (Available Time Working Day contracts only). If no work is done by the contractor or subcontractor, that should be noted in the diary (e.g. "No work").

If daily diaries are not entered on a regular basis, Compliance Specialists are unable to accurately monitor and identify possible discrepancies for the contractor and subcontractors working on the project on a weekly or bi-weekly basis.

Tip: Click on the thumbnail images below to expand and view the content.

 

  1. Log into AASHTOWare Project.
  2. Select the ComplianceSpecialist role (home button action arrow and select the role).

  3. From the dashboard, select the Contracts hyperlink under the CRL component.

  4. Select the contract under Contract Administration Overview by searching for the Contract ID, controlling project ID, region, county or contractor in the search box.

    Tip:
    Go to How to Search for the Contract ID by Project ID if only an associated project ID is known.


  5. Click on the contract ID hyperlink for the contract you are working on.

  6. Click the Contract Progress quick link located at the top of the screen.

  7. Select the Diaries tab.
  8. Select an existing DWR under Contract Progress Summary | Daily Work Reports tab by clicking on the "Show first 10" hyperlink or by creating an advanced filter to search for a specific diary date or estimate number. There are agency wide filters to sort the list by daily diary date (ascending or descending order).
  9. To open the diary, click on the diary date hyperlink.

This tab provides the daily diary date, author (normally the Project Engineer), the Project Engineer's remarks plus the weather. Click <Save> if any changes are made on this tab.

Displays DWRs associated to this diary.

The Project Engineer has the option of importing remarks from associated DWRs.

For active Available Time (AT) working day sites only, Project Engineers are required to charge contract time. Entry includes if the contractor was working onsite, hours available, hours worked, primary type of work, reason for any delays, comments, number of hours charged, and the work start and stop times.

  1. Within the Diary, select the Component Actions Menu | Reports Daily Diary Report.

  2. On the Generate Report - Daily Diary Report component, accept the defaults and click <Execute>.

  3. The report will be generated and appear in a new browser tab. The report can be viewed, printed or saved in PDF format.
Tips:

What is the difference between a report and a historical report?

A report can be generated at any time within the application. Some reports have a historical report available at the completion of an approval process. This includes the daily work reports (DWRs), Change Order Report, Contract Project Design Evaluation Report, Contractor Evaluation Report, Items With Unpaid Placed Quantities report, Payment Estimate for Contractor report, and the Payment Estimate Summary By Project Report. For these reports, print this report version until the historical report becomes available.

A historical report is the final report for a specific approval process. This includes daily work reports (DWRs), contract project design evaluations, contractor / subcontractor evaluations, and payment estimates. When the final approval is granted for one of the noted processes, the historical report is generated as a PDF file that is directly attached to the source record (e.g. change order number 0004, payment estimate number 0005, etc.). In the case of DWRs, they are part of an approved payment estimate and the associated DWR Report is created when the final approval is received on the payment estimate. The historical report is the final copy of the report and cannot be edited.

  1. From any component, select the Global Actions Menu | Generate Report.

  2. On the Generate Report component, select the Daily Diary Report.

  3. When the report is selected, the Generate Report - Daily Diary Report | Select Data component will appear.
    1. Search for the contract ID.
    2. Select one or more Diary Dates to print.
    3. Click <Execute>.

  4. The report will be generated and appear in a new browser tab. The report can be viewed, printed or saved in PDF format.
Tips:

What is the difference between a report and a historical report?

A report can be generated at any time within the application. Some reports have a historical report available at the completion of an approval process. This includes the daily work reports (DWRs), Change Order Report, Contract Project Design Evaluation Report, Contractor Evaluation Report, Items With Unpaid Placed Quantities report, Payment Estimate for Contractor report, and the Payment Estimate Summary By Project Report. For these reports, print this report version until the historical report becomes available.

A historical report is the final report for a specific approval process. This includes daily work reports (DWRs), contract project design evaluations, contractor / subcontractor evaluations, and payment estimates. When the final approval is granted for one of the noted processes, the historical report is generated as a PDF file that is directly attached to the source record (e.g. change order number 0004, payment estimate number 0005, etc.). In the case of DWRs, they are part of an approved payment estimate and the associated DWR Report is created when the final approval is received on the payment estimate. The historical report is the final copy of the report and cannot be edited.

A current AWP Construction system limitation does not allow a user to print all Daily Diaries or Change Orders on a single report. We have found temporary solution for this problem.

  1. From any component, select Open Global Actions Menu at the top of the screen.
  2. Select Generate Report.

  3. All reports accessible by the current role will appear. Select either the Change Order Report or the Daily Diary Report.

  4. On the Generate Report - Select Data component, search for the contract in the search box.
  5. Under the Advanced hyperlink, Select: "All". This will select all records for the contract. See count on right side of screen.
  6. Click <Execute> to generate the report. All records will appear.

  7. The report will open in a new browser tab. Print or save the report.