APIC Information Services

The purpose of the Apprentice Project Information Central Program (APIC) is threefold. The first is to produce a convenient form of correspondence between contractors, awarding agencies, and joint apprenticeship programs. Secondly, integrating all available information on Public Works projects into a simple and easy to understand format and disclosing it to clients in all labor trades. Finally APIC exists to ensure that contractors employ apprentices on all Public Work projects in compliance with California State law.

Review Dodge reports:

.......... As we receive the Dodge Reports we review the information received and sort out, by County and group into local areas, the projects that have been awarded or under advisement. Once reviewed, the APIC Information Service will notify the Participating Local Unions, Clients, Organizers, or Apprenticeship programs of the project being awarded with the information available.

Convert Text to Data Base fields:

.......... Because this information comes to us as text format, we must first convert it into a database format prior to the information being processed. Once in a database format, all the projects in the database can be viewed as a list of projects. When these projects are listed they can be sorted into filters by stages, counties, cities, contractors, awarding agencies or any other way the operator may prefer. Once the project information is in this format there is a letter sent to the awarding agency. This letter is a request for project bid information: who was awarded the contract, and a list of their sub contractors. When the information is received it is updated into the specific data record for the client to review and download to their computer. Project information selected by the client is then transferred to a designated client file where all the different records can be filtered and merged with various form letters to be prepared for the Client. This would be done to request information from State Agencies, awarding agencies, contractors, and sub contractors. This is done on a request basis.

Monthly reports:

.......... Special reports can be generated. The operator wanting specific information or records can sort to their preference using file numbers, name and location, dates of notices, Awarding Agencies, Low Bidders, or awarded General Contractors. This is good for updating others of the progress of the project and what the current status of their monitoring is.

Letter Assignments and Service:

.......... The APIC Information Service will receive a written request from each of the Clients to obtain assignments of projects down load records into the client’s own data file. These will cover all the projects the client wishes to have request information letters sent out on. All Clients are given equal participation using the APIC information service.

.......... The APIC Information Service will prepare written correspondence for various form letters requested by the Client. APIC Information Service may monitor the projects that have been assigned, but unless the Client makes a written request there will be no letters sent requesting new correspondence.

.......... The APIC Information Service will accept assignments any day between Tuesday and Thursday by 5:00 PM in order to have time to complete requested letters or correspondence that the client is in need of.

.......... At this time the APIC Information Service will list projects that the Client requests assistance on. A separate database will be set up to list the specific contractor or sub contractor the client wishes to monitor. The dates of any request or correspondence will be documented and the specific letter of request will be returned to the client for approval, signature, and mailing.

.......... Should the letter be inadequate for use, it should be marked with the proper changes and returned to the APIC Information Service for corrections.

.......... If the Client prefers, the form letter is simple to prepare and is easily merged with the Clients database. The information and complete set of form letters are updated to the client’s computer. This manual will assist you if you prefer to prepare your own letters.

Client Information:

(1) Project Information Reports for new assignments (Update Sheets):

The Client will be Faxed the updated information, these sheets will be used to assign a record to the Clients file or database.

(2) Request Case Procedure sheets and data to process, request and start file(s):

Once the information is recorded into the Client’s, file the client uses these forms to request a specific letter for the use of the Client from APIC Information Service.

(3) The client is updated with their database file for review and monitoring:

After receiving updated information, Form Letters, and new records that are inserted into Clients file, the Client is prompted to update their computer with the changed information.

(4) A complete set of correspondence letters and forms are linked to the APIC database.

At the time of registering with the APIC Information Service the Clients computer is uploaded with their own set of form letters and a file containing their records or projects they wish to monitor and merge with form letters.

(5) Processing correspondence letters (RBI, RBI2, Form Letters, CRP, etc.).

There is a computerized manual for understanding the use of APIC Information Service. This manual and the Hyperlinks will give you the directions you need to know to do a specific task with the APIC program.

.......... The APIC Information Service will automatically request the projects bid information which will include and update the client with, location, advertisement date, bid date, award date, amount of the award, start date and anticipated completion date, and the list of sub contractors who were also awarded their portion. This information will be sent to the client as received by the APIC Information Service (Via Fax).

.......... Prior to receiving the projects bid information, APIC Information Service will keep the notices of bidding, and awards with a request letter for bid information in a binder for reference, until information is received. Every fifteen days, the APIC Information Service will review request letters to what information was not received. If the bid information has not been logged and the awarding body has not responded to the request, the APIC Information Service will send out a second request letter for the project Bid Information.

Monitoring:

.......... Once a request from the client is complete, the client may locate the project and monitor activity. Monitoring information sheets on each project can be kept, in a binder, in an order that puts projects in sequence. Each project should be monitored and a notation made of what stage the project is in. The APIC Information Service can also document what activity has been done for future reference and to report to the client. This will help log the activity of the project and reports to the client.

.......... If the client works from updated computers they can log the activity and update their files to the APIC Clients database. Prior to changing any information on your computer it is very important to update with APIC Client database files. Correspondence being sent out and data being inputted can only be done on one saved file at a time (to Date). If you use a desktop, laptop computer, or a notebook computer to type information into your records (reports, dates of monitoring, etc.), and have APIC Information Service. You can prepare your correspondence, you must synchronized each time you use the service and should not make any changes in your data file until you have updated your database with the APIC database. This is done over the phone line and takes approximately 15 minutes. Updating should be done on Mondays or Fridays so that any other work being done by the APIC Information Service will not be over written.

For example: the client is monitoring a project and they log the date, time, how many employees, and a brief description of the activities that is taking place at that time. When the client returns to the office, they want the APIC Information to make a request for the Certified Payroll records on specific projects they have a record on. Prior to assigning the request to APIC they must log on to the service and update their computer. Then they must wait until the APIC service has done the tasks they have requested (insert new records, requested correspondence, etc.). After which they can log onto the service and update with the APIC Clients database. Once the files are synchronized, the client can input any change they may have made since the last client update, until the client needs the service to do any tasks they make changes to their own database on their computer. As of now the program can not merge changes, this is a future goal of the program.

CPR, Certified Payroll Request:

.......... Once the client’s trade work has been performed, a Certified Payroll Record Request (CPR) form letter should be printed. The first request should go to the Awarding Body (AB). If, after 15 days, a response is not received, a phone call to the Awarding Body should be made to establish the status of the request. A second CPR should be sent to follow up. If there is no answer to the request, another request should be sent to the State of California. This should be sent to either to the Division of Labor Standards Enforcement (DLSE) along with an Eleven dollar check ($11.00) made out to the DLSE, or to the Division of Apprenticeship Standards (DAS), with a Ten dollar check ($10.00) made out to the Contractor or the respondent. This request should be sent certified mail with notification of reception requested. The client will be charged $1.00 for the first copy and twenty-five cents (.25) for each page of the CPR copies. This is according to the State Labor Code.

The APIC Information Service will reference the request per object in the Clients information:

.......... Project, Location,

.......... Awarding Body

.......... General Contractor

.......... Respondent (general or sub contractor)

.......... Dates of requested information (dates the work was performed).

DAS 140 and DAS 7:

.......... At the same time a request for CPR is made, the APIC Information Service should know if the local Sub JAC or the Master JATC has received a DAS 140 or project information notice. It should also be noted if the contractor has a DAS 7 on file; approval to train apprentices. If a DAS 7 is on file, apprentices should work on the project using a ratio of one journeyman for every five apprentices. A contribution should be registered in the Trust Fund. After the (CPR's) hours have been totaled and compared with the hours reported to the JAC’s Trust or to the CAC’s (California Apprenticeship Council) these should be verified. APIC Information Service will, upon request, prepare a request letter for the client to have documentation for the amount of training funds that have been paid.

.......... If the contractor or sub contractor has not notified the Apprenticeship of the project information, the APIC Information Service, upon request will prepare a request to the sub contractor, doing the work of the client, to submit the required information. This notice should be sent to the Contractor as soon as the client is aware of the general or sub contractor being awarded the work. The law is referred to in section 1777.5 of the California Labor Code. It is a violation of the California State law if the awarded contractor does not submit any project information to the local JATC within 10 days after the notice to proceed and the start of performing any work.

File System for the client:

Building the file:

When the Client prepares a file on a project they should include the following information. This information is helpful if there is a need to file a complaint to the State of California or the awarding Agencies.

· Advertisement, project information, notice of project information (DAS 140 Form), and notices of bid information.

· Letters of all correspondence to awarding agencies, contractors, JATC (for all requested and received information).

· CPR request and CPR's with a copy of payment for that request, inspector logs. If a complaint is filed, the file should contain a copy of the complaint, the work sheets for the audit, and all documentation pertaining to case: employee cards returned, photos, monitoring reports, notes, etc.

Note: Each case can be updated in the Apprentice Project Information Central Database and a report generated if requested by the client.

Inspector Log:

A request for the inspector's log should be sent at the time that the CPR is requested. It should contain the same information and dates of request for comparison. The first request does not need to be sent by certified mail, but if no response is received within thirty days, a second request is sent by certified mail and a copy of the first request should be enclosed.

Attorney Notification:

The request letters have been approved prior to sending by a Law firm. A copy of the letter may or may not be sent to the attorney.

If a second request for information is made, and no response is received within fifteen days (15), copies of letters requesting information and notes documenting phone calls or personal contact should be submitted your Attorney's office. The Attorney shall then send a request demand for the information needed.

Audit of CPR's:

When CPR's are received by the Client they should be reviewed for any discrepancies. Wages and benefits will be examined and compared to the State determinations. If discrepancies are found, the client should conduct an audit to determine the adjusted amount owed and the penalties that should be assessed. A complaint should then be filed with the DLSE and a follow-up done through correspondence requesting the status of the investigation.

If wages are correct, hours will be totaled and contributions will be verified with the Trust Fund, CAC, or individual contractor trust funds. All contractor trust funds must be separate from the contractor (a third Party Trust Fund) and federally approved. The client should verify that all amounts listed on the CPR’s have been properly distributed. The APIC Information Service should be notified that the project information is to be completed and the stage can be changed to “Complete”. If the client does update their own database simply type in “complete” in the stage field of your database.

Complaint to DLSE or Awarding Body:

If the prevailing wage has not been paid or contributions for hours are incorrect, the client can conduct an audit using the format of a DLSE audit. Calculate the difference between total wages paid and total wages owed. Then calculate the number of employees and number of days that the contractor is in violation. A complaint can then be issued, and sent by certified mail to the DLSE or the Awarding Body, depending on the preference of the client or Agent of Complaint.

Employees of a contractor may fill out a wage card given to them on a given project if the wages paid to the employee are different than the Federal or State prevailing wage determination. The Client can then schedule all employees and interview them to obtain differing hours and dates with copies of paycheck stubs and work records. The employee should then complete a complaint form for the DLSE and fill out a calendar of his work days which include the hours worked each day.

The APIC Information Service will, upon request, prepare a complaint form with a cover sheet containing all facts and information from the project file. The client will then add any information supporting their correspondence for a referenced project. Also submitted should be a total of wages owed, and the number of days the Contractor is in violation, along with the total amount of penalties computed at $50 per day for strait time violations and $25 per day for over time violations. Included are all the complaints from the employees as well. This will insure sending a complete packet to the DLSE. If this complaint is made to the Awarding Body, the client should go to the Awarding Body and demand that these amounts are paid by the contractor prior to payment of retention.

DAS 140 Complaint:

All information regarding project correspondence, contractors, and locations will be supplied to the Northern California Building Trades Apprenticeship Committee’s Joint Apprenticeship and Training Committee so that a DAS 140 violation complaint can be filed with the State DAS (Division of Apprenticeship Standards).

Once it is established that contractors are willfully in non-compliance in the hiring of apprentices or in filing the DAS 140 form, a complaint should be filed for willful non-compliance.

Once the Contractor has been tried by the State of California and has been found guilty of willful non-compliance, the Contractor will no longer be allowed to bid on public works for a period of up to three years.

This same penalty applies if the contractor fails to comply with State Prevailing wage determinations. They will be restricted from bidding on public works for a period of three years.

Any apprenticeship violations should be filed through the JATC, but the information shall be submitted from the Client or the Local Union in whose area the violation was committed.

The above guidelines have established a functional Apprentice Project Information Central Program so that all of the Northern California Local Unions of the Building Trades and Apprenticeship Committee’s will know what they can expect from the APIC Information Service.

The following manual has been set up to instruct those who wish to participate in this joint effort. The use of this system is for all those who can utilize the information which is gathered and centralized in an easy to use format to monitor and track the progress of Public Works projects and share with other Building Trades affiliates.

Chapter 1 Entering Information into the Different Databases

Apprenticeship Project Information Central

The purpose of "APIC" is to collect information on local and State of California public works projects. APIC transfers the collected information into a database format and sorts the information to a usable system to track the projects as they develop through their stages. Tracking these projects starts from their Bidding, to Bid Result, Award or Start, and Construction to their Completion.

This information is taken through a series of “Stages” to enable the input of pertinent information on various projects. All information is transferred into the computer in database format and each project is given a classification identifying which stage each project is in within the APIC progression. As the project is in its bidding stage it is tract by the date of bid, noting which contractors are bidding and have looked at the plans.

The next stage “Bid Result” is information from the Dodge report. Builders-Exchange or information given for a specific project which gives initial information of the projects bid results, of who was the low bidder and may give the intent of who was listed with the low bidder as sub contractors. That information is listed in separate databases for Dodge_Data and Bldrs_Exc_Data. Which is transcribed in to the appropriate database. A Dr_Num, “Dodge report number” or (ID_number), is given to this project to facilitate identification. If a matching project is found in the Builders Exchange Database then the existing Dodger report number is added to that project listing to compare and merge the information.

Once a project has been awarded, the next stage is “Start”. The information is combined with the various databases and merged by the APIC_Work database search engine. While using the search engine the information is compared between the Dodge report and Builders Exchange. The information from the Owners and Contractors data is added to the results. Where the Builders Exchange has information that is not in the Dodge report, the information is separated and processed in the same results. While working with this search engine there are a series of manual comparisons made, described in this chapter, and prepared to a transfer (copied) to the APIC Program. The Dodge report is then assigned a file record number or Case Number to the record. To eliminate the information from being duplicated from the APIC_Work database search engine the same information copied to the APIC Program will also be copied to the APIC_Data file.

Once the information is added to the APIC program a letter to request the Bid information is prepared to send to the Awarding Body, “Owner”. This letter is called “RBI 1” (request bid information). The letter date is documented and automatically counts a number of days from the first date the letter is sent. If the information is not received within 15 days a second request “RBI 2” (2nd request for bid information) is sent. These letters are also documented and the days are counted. Once this bid information is received the date of the information is received is documented and the project is marked with “Construct” stage. The received information is documented with the bid information dates, location and list of sub contractors. The documents are combined together with the copies of the request, Dodge Reports, Builders Exchange, Advertisement or any other information gathered, then placed in a hard copy file folder (Manila Folder) labeled and the information is distributed to APIC’s clients as an “Information update”. This is Faxed or delivered to the client so they can start any probes or investigation on the contractor performing work on a specific project.

Each Client will have their own separate “Clients File” that is prepared with specific information on each case file or record, where the client can track what correspondence has been sent and what correspondence needs to be sent regarding the individual progress. It also includes the information of any sub contractors they may need to track. A single project may have different sub contractors a client may want to track so a project may have a record for each sub contractor. From here each client will give individual directions as to what contractor is to be sent which correspondence.

To insure that compliance with the California State Labor Code laws are complied with or in order to create fair competition to all contractors who bid on public works projects. APIC follows the need of each client through a series of requests letters, which are prepared at the Clients request. These letters are prepared by APIC Information Service and sent by the client to obtain information.

If through the discovery of the information received it is found that a contractor is not in compliance, the client, through their research has the pertinent documentation or “proof” (the appropriate information) to file a valid complaint to the State of California, Department of Apprenticeship Standards (DAS), Department of Labor Standards Enforcement (DLSE) or the Awarding body’s compliance officer.

Projects eventually end and are complete. While new projects are constantly starting. APIC's purpose is to follow the progression of these projects and carry them through their cycle. This chapter explains the operations of the APIC Program and how a Client will be using the information for the project they are monitoring to get results.

How to Move a Group of Cells in One Record

1. Place the cursor in the desired cell, the first cell that you wish to move.

2. Hold down the (Shift Key) and Press (Ctrl + Right Arrow) until you are at the end of all the records. This will highlight all the records.

3. Hold the (Shift Key and tap the Left Arrow) four or five times until you reach the desired column.

4. Press (Ctrl + X) to cut the cells.

5. Tap the Right Arrow key until you are at the cell where you want to paste the information.

6. Press (Ctrl + V) to the stored information into the new cell. Notice that all the information has moved to the right and now the data is aligned correctly.

How to Move A Group of Cells

If after sorting the records you find that a group of records need to be moved to the same column. To save time you can move all the cells to the appropriate columns at the same time.

1. Place the cursor in the first cell that needs to be moved.

2. Hold down the (Shift key and tap the Down Arrow) until all the cells containing the same type of information have been highlighted.

3. Hold down the (Shift +Ctrl +Right Arrow) until all the cells that you want to move are highlighted.

4. Hold the (Shift key and tap the Left Arrow key) four or five times until you reach the desired column. You need to do this because you’ll need more cells available to paste your information.

5. Press (Ctrl + X) to cut the cells.

6. Tap the (Right Arrow key) until the cursor is in the proper column for that category.

7. Press (Ctrl + V) to paste the information into the new cell.

8. Repeat these steps to sort the rest of the data. You will want to sort the data each time so that you can check the categories.

Sorting Data to Match the Column

1. Press (Alt + D, S).

2. Click the Header row or use (Alt + R).

3. Sort by clicking the down and selecting your category column.

4. Click OK or press, (Enter).

Sort you categories in this order.

1. Report _Date 8. Project Type

2. Address 9. Sub Stage

3. Gen. Name 10. Owner/Engineer

4. Buildings 11. Low_Bidder

5. Prior Rpt Date 12. Sub Contractor

6. Bid_Time 13. Dr_Num

7. Target Start

Note: that when you get to the “Details” section of the record you’ll find that you have seven detail categories. This is because when the document is being converted into text the information from the “Details” field is so long that it may be spread into several cells. You’ll need to combine the information so that it is in fewer cells for each different record.

When finished you should save the file as:

“C:\My Documents\DBF\All_Dodge.XLS”.

Once all the cells are sorted into their proper column you can add them to the “Dodge_Data” file. This file contains a record for all of the projects that Dodge has issued a notice on. These projects are continually updated and tracked from the “Bid Result” stage to the “Start” stage.

Chapter 2 Understanding the APIC Program and Use of Form Letters

USING THE FILE FOLDERS TO NAVIGATE

When the APIC icon is first opened, an extensive list of files is seen. There are the general files that allow access into the individual project files. The files are major divisions of the APIC system. These are individual divisions that deal with their own projects.

I. FILES for the APIC Program

The files are divided into the following Folders:

· -APIC_Client’s file -----------------------------------------------Named for the craft of the client.

· -FORM LETTER -------------------------------------------------A copy of all form letters.

· -MANUAL---------------------------------------------------------Contains this manual.

· -INFORMATION-------------------------------------------------For additional information.

Use the separate files to store the Form Letters and Databases that you have worked on.

“APIC” is the primary file to work out of and will be the database APIC file. This is the Master File for all new projects. This will be the Master APIC data.

“APIC_ Client” Records will be copied from the Master APIC database to a individual Clients” database. The client is requesting information on a specific sub contractor doing the craft of the client. This database is found in the client’s document file folder directory.

Every new project received will remain in the Master APIC file. (Until it is closed, in which case, it will become completed and moved to the “APIC_Complete” File.) All files are separate working databases.

Form letters are linked to the data in the above databases and require a filter or query of the records to merge a letter to a specific record or records to contractor document files. (The process of filtering records to merge with individual form letters is contained later in the chapter.)

To understand how the database uses the information to prepare the form letters you must first know what information will be stored in each database. The following will explain the different fields of a record.

A record stores the information of each project with the project information, the owner, General Contractor and list of sub contractors doing the project. Once a project is awarded the request for the “Bid Information” is requested and the results of the correspondence is documented in the APIC Database. The Client will use the information received to start a case record on the sub contractor. Using the information to request their own form letters (stored in their individual “File Folder”). By merging specific projects to specific Form Letters, the client will be able to document the activity of each sub contractor and recording their compliance to each project.

II. APIC_DATABASE

The APIC Program, is found at C:\APIC\APIC then Click on (APIC).

The fields here are automatically completed when a record is completed, if the information contains unrecognized information the word “Error” will be displayed and the information will needed to be formatted correctly. The following will name the field and describe were the information is drawn from:

First Field: This is a quick view of the case number. (This information is reflected to the ID number used by APIC).

RBI 1(days):

· This tells the number of days since the first request for bid information or if its been received. (Note: if the number of days is over 30 a second request will be sent.)

RBI 2(days):

· If a Second Request for Bid information has been sent, this tells the number of days the request has been out or if the information has been received.

Project Details:

· This is information describing the project or Items of the project such as Pre-Job, architect, notes, and such as. (The information combines the fields “Details, Details_1, Details_2, and Details_3”).

Project:

· An identification name of a project as it appears on the Dodge Report, Builders Exchange or other information source; this also includes the location of the Project. (The information combines the fields: Title, ADDR1, CITY and COUNTY.

Owner:

· Owner information or the phone number and name of the awarding agency. (You can make a phone call to the owner by placing the cursor on that field and typing (ALT+ T, D) or clicking the phone icon on the tool bar). (Information Combines O_PHONE and O_Company fields).

Gen Contractor:

· General Contractor information, to see who is listed as the low bidder or the awarded contractor information from G_COMPANY field.

DO NOT type any information in these fields, they will be automatically completed when the information is typed correctly into the active fields.

These are just for the information of what is contained in the record.

NOTE: Viewing these first fields you can determine the Project name and location, who the Owner is, who the contractor is that awarded the work. If, and when, a request for the bid information was sent out, how many days since the request was sent out or if a second request was sent and how many days it been since the request was made, or if the information has been received. The case or file record number is for easy identification and to also notify you that this project has actually started.

The following information is completed as follows:

CODE:

In Client Database a code could be entered for different job discriptions(This is the information that is transcribed into the database fields. This information can be typed in to each field or copied from the APIC_WORK database manager in Access. For understanding each of the fields this is a description of each field.)

Current Date:

Tells the last date new information was updated or any letters were sent out.

(It is very important to put the current date any time that a project file is worked or changed (This is done by placing the cursor in the current date of the project being worked on and holding down Ctrl + ;.))

DR Num.:

This is the Dodge report number that appears for all new projects on the top center of every Dodge report. (8 digits), Example (98100031), some files will not have dodge numbers as they may be constructed from other sources of information.

To Do:

This column allows for a marking (usually #1) to identify which projects are currently being worked on. Since work is done with groups of projects, placing a 1 in this column will enable you to use the TO DO query from the Filter tool on the tool bar. This will show all the files you have marked a 1 in the To Do Field.

Case # :

This is the identification number to find every project. A case # is assigned to a project as soon as the information is transferred into the Data Base.

Local:

This field can be used to give additional identification to a project. If the project information is to much for the one record to hold placing a Page number in this field will enable the program to sort the records in the additional order of pages, or bid package sequence.

All of the following fields found on the Dodge report. or Builders Exchange

Title:

The project name as it appears on the Dodge report. (Top left)

Contr. NB:

The Contract Number as it appears on the DODGE REPORT (left)

SUB_TITLE:

Additional title form Builders Exchange (if given).

ADDR 1:

The location of a project. (The address.)

ADDR 2:

If the project has a second location (address) cross streets, etc.

City of a Project.

State of a Project.

Zip Code of Project.

County of Project.

The Bid date as it appears on the Dodge Report (top right).

BID Time:

Bid time (if any) as it appears on the Dodge Report (right) once entered into APIC Database this refers to the count of days since the bid date.

Valuation:

The dollar value of Project (top left).

ACT SGNL:

This identifies the stage the project is in and actual construction within the APIC system. This is found on the Dodge Report under Sub Stage. This is changed when the project goes through stages.

The Stage is changed for every phase of the project, this will be changed each time work is done to the APIC database, for Example: If sub-stage on Dodge Report reads "Start", this means the project is ready for the “Request for Bid Information” (RBI) letter to be sent. So "START" is placed in this column. If the Builders Exchange places AWARDED in this Column, then the “START” Phase will be typed in it’s place, until all START can be grouped together to send the RBI Letters. When RBI Letter is sent, the stage changed to RBI 1 or RBI

When RBI is received again, the stage is changed to Construct. It is very important to remember to mark this according to what stage the project is in since it signals to the APIC Client what the next step is to be taken for the project.

Owners or Awarding Agencies Information

When transferring the information from the APIC_Work Database Manager in Access, most of the time the information on the awarding agencies will be automatically transferred. When the information is not automatically transferred then you can manually transcribe the information to the record using these fields

· O-Firm: "Owner", automatically entered. (Do not enter anything in this column)

O-Company: The owner name. As found on the

Dodge Report;

· O- Sir

· O-Person: Contact Person for Owner Company.

· O-LAST: Last name of the contact person

· O-Title: Contact Person's Title.

· O-ADDR: Mail Address of Owner.

· O-ADDR 2: Address #2 of Owner (if any).

· O-City: City of Owner

· O-State: State of Owner

· O-Zip: Zip Code of Owner

· Type-Owner: Type of owner, (State, Local, Federal or Private)

· O-Code: Area Code of Owner

· O-Phone: Phone number of Owner.

· O-Fax: Fax number of Owner.

General Contractor Information

This information if known at the time of award is automatically transferred from the APIC_WORK database manager used in Access. When the information is not available at the time of transfer, the information may be transcribed to the database in these fields.

G-Firmtype: Automatically entered.

G-Company: The General Contractor Company.

G-Sirs: Sir title (Mr. or Ms., Dr., etc.)

G-Person: General Contractor Contact Person.

G-Last: Last name of the contact person

G-Title: Title of GC Contact Person.

G-ADDR: Address of the GC (use “Add 2” for mail address).

G-City: City of the contractor

G-state: State of the contractor

G-Zip: Zip code of the address

Class: List type of company-General, Engineering, Concrete, etc.

G-Code: Area code for phone number

G-Phone: Phone number of contractor.

G-Fax: Fax number

Contr. License: License number of the GC.

The above information is needed in the APIC database and must have all the information completed. If the information is not complete there are other resources to obtain the information such as the CSLB at http://www2.clsb.ca.gov/ or a local telephone yellow pages listing, using the CSLB, you will need to 411 for the phone number and/or fax number.

Use Copy and Paste command to enter information.

Information can either be entered in List view (Shift + F9) or Form view (F9). From the list view you can copy the information from the Excel Company File (Contractors or Owners worksheet). If a company dose not exist in the excel worksheets you need to enter new information for new companies for either Owners or Contractors cells and then copy the information from these records to maintain a current and correct listing of each company for further use.

Project Information

As of this date APIC only monitors projects as they are listed as BID Results or low bidders and awarded or “START”. Collecting the information for APIC to list the project is the most critical, as to the project name, contact number, location, name of the awarding agency, and so forth. Dodge Reports provide the most information since they track most projects through Preplanning to Construction. Builder’s Exchange is a weekly news letter which tracks projects as notices to bids are lead through to award. Most all projects have a listing of Low Bidders and their Sub Contractors.

Chapter 3 Preparing Client Database for Form Letters

Clients of APIC periodically, request various letters that need to be sent on various case #'s.

This Chapter will explain updating the records and preparing them to merge a specific record with a specific letter that the client is requesting to be sent. Usually, a paper will be given entitled "Case File Procedure Inserts". These are self-explanatory, with update dates a specific task or correspondence was received or a date the task needs to be continued from and will show which letters are to be sent on which cases. Usually, many of these will be given at one time. To facilitate the production of these letters, step by step instructions follow:

Preparing the Clients Database to Merge letters

1. Go to APIC “Clients” file document file folder as shown on the left and open or double click the folder that contains letters and the Project Information file (in this illustration we are using the “APIC_PL” clients file) as shown on the left. Open the "APIC_Clients” information file then clear all "To do" and marked columns before you begin.

Note: ** Always clear the TO DO column and clear the marked records prior to starting your new work to query the specific records you are assigned to work on. To clear the TO DO column click on the column title and press the “Delete“ key. To clear the marked records column click the top-left check mark above the record number to the left of the screen or (Alt, R, A) until all records are unmarked, then you can place a “1” in the TO DO column for all the records you were just assigned.

2. Sort both the APIC_Clients: projects and the newly assigned "Case File Procedure Inserts" by Case #. Take the pile of "Case File Procedure Inserts" to be found and stack them in front of you.

· Find each case # (Ctrl + F enter case #). For each record, put a “1” in the To Do column, and the current date in the “Cur_Date” column.

Note: **If a record is not in the APIC_Clients’ file refer to Chapter 2 as to the procedure to insert a new record from the APIC Master File. Make sure once the new record is in the APIC_Clients’ file, you do step 3 to include the new inserted records in your query!

· Now click the filters button on the tool bar and apply the “To Do” filter, After this is done the only records that will show are the ones you placed a 1 in the TO DO column.

** Make any updates, which need to be made **

3. Open APIC Master File, and mark the missing files that may not have been in you Clients file: Clear "To Do" column and "marked record" column.

A. If the file exists, place a 1 in the “To Do” column, and enter the current date.

B. Click the filters button on the tool bar in the APIC Master database.

C. Go to “Cur_Date” field of the first record file needed to copy.

D. Press (Shift+Ctrl+Arrow down) to highlight all records in the Cur_Date Field.

E. Press (Shift + End). This will highlight the entire group of records).

F. Press (Ctrl +C) This will copy the selected records.

G. Press (Ctrl + Tab) Switch to APIC_Clients file.

H. Go to Cur_Date field and press (Ctrl+Arrow down) then (Arrow down once more placing the cursor on last empty record needed, in the current date column.)

I. Press (Ctrl + V) to paste the new records.

J. Tap (Alt, O, H) then enter “42” to resize the records.

4. Open the company’s file by clicking the address book button on the tool bar or (Ctrl + Tab) to switch to the company file, if its already opened.

A. Press (Ctrl+F) to find the Sub contractor or scroll to the desired company’s record.

B. Place cursor in the Company Field of the database and Press (Ctrl+End)

C. Press (Ctrl+C) to copy the record.

D. Press (Ctrl+Tab) to switch to the APIC_Clients” file

E. Place cursor in the records “S_Company” Field and Press (Ctrl+V) to paste.

F. Repeat (A-E) to complete the Clients Respondent Information of the record.

5. Make sure records all have a 1 in the To Do column.

6. “Click” sort records A through Z button on tool bar or (Alt, R, S) by Case numbers and all the updated information is entered in the corresponding records

Note: **This should paste all new records in APIC_Clients” database file from the APIC Master database and the Companies database file, listing all the changed information from the client. Once you are familiar with this technique, you will find ways to copy more groups of information and transfer to the appropriate places without much difficulty. Procedures 5 and 6 are described in more detail in Chapter 2 for creating the Clients Database file. It is good to do each “file procedure insert” one at a time to insure the records reflect the accurate information given. Remember this is the most important to be correct and accurate.

Save all work!!!

Individual Letters

You now have all files which need to have letters prepared moved to the APIC_Clients” database file. We need to make sure they are complete and ready to merge with the appropriate letters. In this section you will be marking the records that are to be merged with a specific form letter. Showing only those records open the form letter, previewing the results for any errors, and printing the form letter that matches the request from the “File Procedure Insert” on the Clients Letter head, making the letters ready for inspection, signature and to send.

For each form letter to be sent, you will need to sort the “File Procedure Insert” in an order that will remain in the case number sequence but they will all be using the same form letter. For instance, you will have twenty separate letters to prepare for one client; one record might have three different letters of correspondence to send. A second record will only require one letter to prepare and a second record will have two letters to prepare with one letter the same form letter as the first record and one letter is the same form letter as the second record.

To better illustrate this sorting procedure, using the “File Procedure Insert” and preparing the Request for Certified Payroll record from the Awarding Agency, use the form Letter titled “CPR_AB1”, found in the Clients Document directory file and do the following:

Merging Form Letters

1. Open the Form Letter, then switch back to APIC_Clients file.

A. Press (Ctrl+Tab) to switch to APIC_Clients” database file

B. B. Sort the “File Procedure Inserts” marked with {19 CPR AB1 (X)}

C. In the APIC_Clients file check the box left of the record number as shown on the right for all the records that will be using the CPR AB1 form letter

D. Press (Alt, R, O, 2) to show only the marked records.

E. Press (Ctrl+Tab) to switch to the form letter and click the preview buttons.

F. Preview all letters for errors, a ________ line means there is incomplete information.

G. If there are corrections to make return to the database to make the corrections

H. In the preview view that the case number shows notes the number for errors.

I. Press Cancel or (Esc) key to return to the form letter.

J. Press (Ctrl+Tab) to switch to the Clients Database.

K. Find the noted case # and make corrections to the information.

L. Save and (Ctrl+Tab) back to the form letter to preview again

M. Once you are certain the letters are correct, (Esc) to the Form letter.

N. Press (Ctrl+P) to print the form letters on the client’s letterhead Paper.

2. Close the Form Letter and return to the Clients Database, while the records are sorted Go To (F5) “Cur_Date” and (Ctrl+;) to enter the date of the letter, and mark the “CPRtoAB” Field With an “X”, this will document the date on the Form Letter. (See the Example here right)

3. While records are in order of letters sent the documenting dates and other markings will be the same so you can do the following.

A. While in the above view of the database go to the first record field of the sorted records and place your cursor there, (in this case the CPR_Date Field)

B. Highlight the same fields in the other records and fill down to copy the dates.

C. Do the same with any other information added, (as marking an X in CPR_AB).

D. Press (Alt, V, R), and press “mail list” to print a report of the letters prepared.

4. Now resort the File Procedure Inserts and select the ones, for example”CPR2_DAS”.

5. Click the apply Filter button on the tool bar to bring up all the records you are working on for this session and clear the mark records button on the top of the record number column to clear all the checked records.

6. For each form letter you are preparing repeat steps 1 through 3 and resorting the File Procedures inserts until all your task for that client are complete reapply the filter and clear marked records as in steps 4 & 5 each time a new form is being prepared.

Printing Merge Letter and Labels

Mailing labels should be prepared without any difficulties, depending on the recipient and who the CC:’s are going to, you only need to open the corresponding label file and print to the label printer while the records are still showing for that record, for example:

If the client wishes to send a letter to request a DAS-140 form from the Sub Contractor and the client uses windowed envelopes, you would open the two address label (GC&AB_Label File) and Press (Ctrl + P). This will select the printer that prints the labels. Press OK. If the file is not configured to the printer used in your location you will only need configure it once and save it on your computer. These files will not be linked to update in the client’s computer but will need to be configured for each different computer used on.

When sending copies, in house or to regular client associates, it is not the responsibility of the APIC Organization to make copy labels and there will be no labels provided.

Labels for the recipient will be provided if the client would prefer. They would need to indicate this at the time of their request prior to any letters being prepared. If no notice is given in writing or is not part of the original procedure set up when the client starts using the APIC information service it will be the responsibility of the client to provide their own mailing labels.

Each printer will have a different label setup in order to have the labels print in the same manner each time a label format is done between a computer and a printer. For example, I use two different types of printers one being an Epson and the other being a Panasonic. The type settings and margins are set differently on each computer for each printer, therefore the shared files between the two computers have to be separate or have an orphan file setup. The following setup format will explain how to set each file format, to set orphan files please consult Windows Help.

Chapter 4 Complaint and State Forms

The State of California has a series of complaint forms, employee claiming wages or violations of public works laws, to complete. These forms are as follows:

Division of Labor Standard Enforcement (DLSE):

DLSE-1 Form :

This is also known as the Initial claim form. The complainant answers various questions regarding the employment on Public Works Project regarding wages paid, and conditions of employment. For each project worked on a separate form must be filed.

DLSE-PW Form 1:

This is a revised form that the Sacremento branch of the Division of Labor Standards Enforcement uses in their investigations. This form does ask for wages paid but does not have the complainant make a claim for wages owed. If filed with the Sacremento Branch, this form is required.

PW2- Summary Sheet:

This form is a cover sheet giving information on the Project, Owner, Sub Contractor, General Contractor, Project Bond information, General Contractor Bond, Sub Contractor Bond, Workers Compensation information, license information, and corporate information ( if the company is incorporated), as well as the complainant information.

Contractor State License Board (CSLB) Complaint Form:

This form notifies the State of California of contraction License violations; no workers compensation, Bonds, or expired license and performing licenses.

Division of Apprenticeship Standards (DAS):

DAS-140:

Also known as “Public Works Contract Award Information”, this form is required for a contractor to send to the applicable apprenticeship program that has jurisdiction in the area where the work is to be performed.

DAS-7:

This is a required form by most Joint Apprenticeship Training and committees and Trust Funds to bind the contractor, who is not signatory to the Master Collective Barganing Agreement, to the Local Apprenticeship Standards. This form also registers the contractor with the State of California as an Approved firm to train apprentices.

DAS-210:

This form is required to file a valid complaint with the State of California, (DAS) on a contractor who has not complied with the labor code laws under section 1777.5, for example, filing a DAS-140 form, requesting a dispatch of apprentices. The ratio should be the number of apprentice hours to every five journeyman hours and payment of apprenticeship Training Contributions.

The APIC program already has these forms in Paper Port format. You can type the corresponding information in one field at a time. Because this is time consuming, APIC has developed these forms in Microsoft Works format as database forms. This allows you to “copy” informaion that already exists in the clients_Apic works database and simply paste it into the Apic_Form database. This has only been developed since January or 2001 and may change from time to time or may even be developed in other formats to help improve to efficiancy of preparing these forms.

The remainder of this chapter will give you a step by step instruction to preparing each form individually.

Moving Around Form View

1. Press the “Home” key to the top of Form

2. “Page Down” for continued Form View

3. “Page Up” for previous view

4. “Tab” for the next field

5. “End” for information view, when editing data

6. “F9” Form View, “Shift +F9” List View

7. “Right Arrow” same as the tab key

8. “Left Arrow” to previous field

9. “Down Arrow” to next field, same as Tab

10. “Up Arrow” To previous field

Note: Protected Fields will not Tab. To not change the data in protected fields, if field reads “ERROR” make correction to the data portion of Form View. Protected field will read “=(Field Name)”, click on “ERR” Field. Press “F5” to go to and type in the Field Name, press “Enter” to make corrections.

Printing Form

To print the current form you are using, press (CTRL + P), a print dialog will appear. Depending on if you are printing an one page form or a two page form do the following: (If the document is a three page form just click OK.)

1. Click the pages option, or (Alt +G

2. If printing one page, do not change, if two pages press (Alt + T) or click in the “to” section of pages and type 2.

3. Click “Current record only” or (Alt + D).

4. Press “Enter” or click “OK”

A second dialog box may appear that says that some fields, labels or objects are past the right edge or bottom of the page, for most printers this is okay, press “OK”.

5. Your form should print.

Note: If you are printing a two page, two sided form, after you print one set of originals, print a second copy . Use the first set for the front and back pages. Simply reposition the printed pages in the printer in the order you want them to print and print the same pages again.

Saving a Form for Future Use

Now that you have set up a Form Database for your individual orgainization, you will save this form in your own file folder, using the “Save As” feature. The next time you use the same form you will not need to enter you organizing information for the next form’s use. To do this:

- Select “File” menu and “Save As” or (Alt, F, A).

- In the Save As dialog box select the location of your files and where you will store this file.

- Once you have selected the location, press (Alt + N) to name the file

- Name the file using your crafts or organization initials, (e.g. CM_employee-DLSE-1).

Note: For each craft set up a file. You may want to set up separate files for each craft or occupation. You may set up differently in wages for the craft in you X_Firmtype information section. For example:

A. CM_employee-DLSE-1 for Cement Mason wage package.

B. CARP_employee-DLSE-1 for Carpenters wage package.

C. SMW_employee-DLSE-1 for Sheet Metal Workers wage package.

And so on. You may want to set up a separate folder for each form you use to separate the different files you save.

Once you select the name and location, click save, and the file will be saved to that location.

Note: The next time you use this form you will open it from the location your own folders are located on your hard drive. Once you have entered new information to a previous saved file. Simple save your file (Ctrl + S).

DLSE-1 APIC_CLIENT. Complete Project Information

1. Open your APIC_Client database

2. Find the record you are using to prepare the form, i.e. (Ctrl + F) type in the case number.

3. Place the cursor in the Curr_Date field ot that record and press (Ctrl + :) to enter the date that you worked on the record.

4. Press (Shift + End) to highlight the record. While holding down the shift key, tap the left arrow until the last field highlighted is “S_START-DATE”.

5. Copy the record information.

Note: You can prepare the multiple case records at once by entering a 1 in the “To Do” field of each case record and using the To Do filter to show those records. Or marking the case records with a check mark and “show all marked records” under View and Show records will do the same thing. You will need to highlight all the records from the Curr_Date through to S_START-Date.

6. Open the Client Form you wish to use. If this is the first time using a form data base. Open from the APIC_Form folder the form data base you wish to use.

7. When the form opens press (Shift + F9 ) to view the List View.

8. In the Curr_Date field , first empty the record, then press (Ctrl + V) to paste the information from your APIC_Client data base.

Note: You have just copied and pasted the project information, Owner, General Contractor, and Sub Contractor information into your Form data base. To copy and paste your Client information into the form, the below will show you how. (Most information from the Client’s information will fill down automatically each time a new record is entered. If information is changed for one record the records below will reflect the information form the record with the changed information that was typed in.)

Entering Client Information in the Form

1. Open your APIC_Client data base from the record you are getting information from then press (End).

2. place your cursor in the X_firmtype field and press (Shift +End) and then while holding down (Shift) tap the left arrow until Y-Attorney is the last field highlighted.

3. Copy the information

4. Open or switch to the Form View of the Data Base (Ctrl + Tab).

5. In the X_firmtype field paste the client information.

Note: The above shows how to paste your pre-typed information of this entire data base. You only need to do this once per database. When changes are needed in your client data, you only need to change the information in one record. All other records will automatically fill down the last change made. You can also type the client information in the X_firmtype through Y_Attorney fields by placing you cursor in X_firmtyp and pressing the F9 key to go into the Form View. Complete the information by typing it in and press the Tab key to go to the next field. Once you have completed the data to Y_Attorney, press the (Shift + F9) to return to the List View.

Form View

1. In Form View press the Home key, this will take you to the beginning of the database, the To Do column.

2. Press the Tab key to move to the next field.

3. Enter the information and type as normal. When you encounter a Yes or No question place an Uppercase X in box.

4. For most yes and no questions, once an X is placed in the corresponding box each record following will have an X in that box. However, check each record for correct information.

5. When you come to the “Gross wages claimed” section, entering the dates form and to will activate an automatic calculation.

6. Enter the number of straight time hours form the CPR you have.

7. Enter the number of days worked that the proper wage was not paid.

8. Enter the number of days that the overtime was not paid at the proper rate.

Note: Enter the amount of the wages and benefits for this classification in the amount portion in the X_firmtype (the amount shown is from the amounts listed for the craft or classification in your Client’s information portion of the database. Press page down to view this. In most cases this will be the proper wage for the craft. You automatically list the correct overtime rate if it is listed form the amounts in the Client data section, the hour and wage difference are automatically calculated and penalties are calculated from the maximum allowed by law.

Violation Statement To DLSE

1. Enter the statement from what the violations are. (Because of the shape of this, you can only use about 170 characters including spaces in the first statement. Once you type in the statement it will also automatically fill down to the next record, this will save you time when you do a lot of these forms with the same statement start.

2. Statement 2- This is the place to type any addition to information per training to this case.

3. May name may be used in an investigation mark with upper case X, this is automatic. Date of complaint, date in which complaint will be sent to DLSE.

Print out Form Letter

1. Press F9 for Form View and then hit print.

2. Under the Print Range click on Pages or (Alt + G).

3. Select what to print, current record only, or (Alt +D).

4. Select OK.

Save the Form to your Records

Each craft you use to audit certified payroll should have a file of its own, so you can enter the ages used for that particular craft. Entering the craft or classification in the “Trade” field and then entering the wage package in the clients information fields. If you are only doing one craft make one file, two crafts, make two files, and so on. Each time you prepare a fiel “form database” nave it, or “save as” from the File at the top of your screen into your Client’s folders as the name of your craft. For example “PLAST_DLSE-1_FORM”. If a second craft is used, save with the craft name.

Note: Next time you want to file or create a form using the same crafts information. Open the saved file of the craft you are selecting. At any time you can use the origional “APIC_Form_Database” and use the save as feature to build your own file

DLSE-1_Employee_Form

A. Copy typed information to paste from the Client data base to the Form data base.

B. While in list view, start the employers information:

1. In the complaint field enter the data of the employees complaint.

2. In the Employees field enter the full name of the employee.

3. Enter the remaining information of the employee in fields
“E_ADDRESS” through “WORK PH”.

4. Move to the “To Do” field and press (F9) to get into Form View. Press the Tab key to move to the next field and type in the remaining information of the employee.

5. Answer each question you can for the employee.

6. In the “Gross Wages Claimed Section” enter the dates that the employee worked in terms of hours, days, overtime hours, and the number of days worked overtime.

7. In the “Rate of” section, if the craft claimed is your organization, the rate will reflect. If not, type in the proper rate of the occupation for the employee.

8. Print this form and “Save As” (refer to the above section on “Save As”).

DLSE-PW Form1

(Employee statement form for the Sacramento office. DLSE in Sacramento want employees to use this form.)

A. Copy information for Project.

B. Completing the employee information

1. In “List View” press home in the record you are working on.

2. Type in the last name of the employee, then the first, etc.

3. Move to the “To Do” field and switch to Form View (F9).

4. Move to the next open field and complete each field open with employees information.

5. When you reach the end of the form press home.

Printing

This is a three page form. The second page is the back of the first. Page three can be used for additional statements attached to a second sheet. If your statement can be typed in the open statement field, and you do not need to use additional pages, only print the first two. Print twice using the same page in reverse for the other page.

PW2-Summary Sheet

(This is an information sheet and summary of the project, awarding agency, bid bonds, Contractor License Bonds, workers compensation, and corallation information from the Secretary of State.)

This form has been made so that the information in your APIC_CLIENT file can be transferred to complete the majority of the form. Transfer the information as follows:

Different Information

1. The contractor’s license information can be found at www2.CLSB.CA.GOV. on the internet. Here you can find the bonding company’s information and the Worker’s Compensation information carrier, if you click on the link to the above companies. This information needs to be added manually at this time.

2. For Project Bond information a request must be made to the awarding agency. Please see form letter CPR & INFO-AB.WPS under your Certified Payroll records request letters.

3. Secretary of State information can be obtained from the State of California in Sacramento or for a fee on the internet at http:// This will give you enough information to complete the form.

Print only one page of this form when the information is complete.

“Save as”.

CSLB

(This form at this time is still under construction.)

A. Printing – This is a two page form. Print the first copy and place in printer to print both sides of This is a complaint form used by the State of California Consumers Affairs.

B. Type all information in, making complete statements when necessary the form.

C. “Save As”.

D. See documentation “CSLB Complaint Filing” for information on how to file complaints.

DAS_140-Form

This form should be completed and sent with the “140 to Sub” Form letter. Also print and send a copy of “Apprentices on Public Works” an excerpt of Labor Code Laws.

A. Copy and paste the information as before. There is no need for X-Firmtype or Y-Attorney.

B. In List View:

1. Type the occupation for the DAS 140

2. Move to the “To Do” field and switch to Form View.

3. Check to be sure that all the information is correct.

4. Print the form; this should only be one page.

5. “Save As”.

DAS_7 Form

This form should be sent to the contractor along with:

1. the 140-DAS_7.wps form letters

2. a copy of JATC standards

3. Apprentices on Public Works.

A. Copy from Contractors information in Companies.WDB or Company.XLS files or from the case file in your APIC_Client.WDB file.

B. Paste your organizations information from X_Firmtype to X_County.

C. Enter the date in the “DAS_7 Date” field.

D. Enter the occupation in the Occupation field.

E. Switch to Form View and check to be sure that all fields are correct.

F. Print the Form; this should be one page.

G. “Save As”.

Note: Sent this form as a packet with the above mentioned documents to the contractor who marks box 1 on the DAS 140 form, “Contractor Award information”.

DAS_210_Complaint Form

This is a complaint form that should be sent with the following documents:

1. Copies of Certified payroll records.

2. DLSE or AB Complaint information.

3. Proof of Service to contractor.

4. Project information.

A. Copy this information on instruction project and organization.

B. Enter in the information for the complaint form.

1. In the “Trade” field type in the craft from which the complaint is from.

2. Switch to form view.

3. Check to be sure that all information is correct.

4. In the “Statement of Complaint” mark the box to left of the information that corresponds with your complaint.

5. In the empty field at the bottom, type in any additional brief statements to your complaint.

6. In the “Willful Violation” mark with an upper case X if you have proof that this is a willful violation.

7. When you tab here you will be able to add a statement regarding the willful violation by placing an X next to the corresponding text.

8. Press page down to see all the text and choose by clicking boxes and marking them with an X.

Note: If an X is already in the box you can remove it by using back space.

9. Print your form, this is a two page, double sided form. After printing page 1 use the reverse side to print page two.

10. “Save As”.

Conclusion

This concludes this chapter. There will be further development to forms in this format and possibly in other formats. Be sure to always save your work and have a back-up.

There are many corresponding form letters and documents that go with these forms. I have been doing these types of forms on a type writer and in the paper port format. This makes it more enjoyable to use a form where I do not have to type so much.

If you find any glitches, call APIC Information Services right away and let me know.

Chapter 5 Keyboard Shortcuts

Delete character to left of

insertion point----------------------------------------------------------------- BACKSPACE

Delete character to right of insertion point-------------------------------------- DEL

Undo last command or action-------------------------------------------------- CTRL+Z

or----------------------------------------------------------------------------- ALT+BACKSPACE

Repeat search----------------------------------------------------------------- F7

Edit cell ----------------------------------------------------------------------- F2

Copy the values of above cell-------------------------------------------------- CTRL+APOSTROPHE

Copy screen image

to the Clipboard-------------------------------------------------------------- PRINT SCREEN

Copy image of active window

to the Clipboard-------------------------------------------------------------- ALT+PRINT SCREEN

Paginate document------------------------------------------------------------ F9

Calculate spreadsheet --------------------------------------------------------- F9

Go To------------------------------------------------------------------------- F5

Keys for changing the appearance of text, cells, or charts

Use the following keyboard shortcuts to change the appearance of highlighted text in a document or chart.

To----------------------------------------------------------------------------- Press

Make text bold---------------------------------------------------------------- CTRL+B

Make text italic---------------------------------------------------------------- CTRL+I

Make text subscript----------------------------------------------------------- CTRL+ =

Make text superscript--------------------------------------------------------- CTRL+SHIFT+ =

Underline text----------------------------------------------------------------- CTRL+U

Remove all font styles---------------------------------------------------------- CTRL+SPACEBAR

Repeat format----------------------------------------------------------------- SHIFT+F7

Rotate 3-D chart about Y-axis (in Charting only)------------------------------- CTRL+ ¬

or----------------------------------------------------------------------------- CTRL+ ®

Rotate 3-D chart about X-axis (in Charting only)------------------------------- CTRL+ or CTRL+ ¯

Restore default 3-D rotation--------------------------------------------------- CTRL+HOME

B. Number Formats

To change cells/fields to------------------------------------------------------- Press

Comma format---------------------------------------------------------------- CTRL+,

Currency format--------------------------------------------------------------- CTRL+4

Percent format----------------------------------------------------------------- CTRL+5

Keys for choosing menus and commands

To----------------------------------------------------------------------------- Press

Save a document-------------------------------------------------------------- CTRL+S

Get Help---------------------------------------------------------------------- F1

Activate the menu bar--------------------------------------------------------- F10

Choose the application window ----------------------------------------------- ALT+Spacebar

Choose the document window Control---------------------------------------- LT+HYPHEN

Choose the Edit menu--------------------------------------------------------- ALT+E

Choose the File menu---------------------------------------------------------- ALT+F

Choose the Format menu ----------------------------------------------------- ALT+O

Choose the Gallery menu------------------------------------------------------ ALT+G

Choose the Help menu-------------------------------------------------------- ALT+H

Choose the Tutorial------------------------------------------------------------ SHIFT+F1

Choose the Insert menu-------------------------------------------------------- ALT+I

Choose the Phone menu------------------------------------------------------- ALT+P

Choose the Settings menu----------------------------------------------------- ALT+S

Choose the Tools menu-------------------------------------------------------- ALT+T

Choose the View menu ------------------------------------------------------- ALT+V

Choose the Window menu----------------------------------------------------- ALT+W

Print a document-------------------------------------------------------------- CTRL+P

Close any open menu---------------------------------------------------------- ESC

Open the Font box on the toolbar---------------------------------------------- CTRL+F

Open the Font Size box on the toolbar----------------------------------------- CTRL+K

Switch between form view and list view---------------------------------------- F3

Switch between spreadsheet and chart----------------------------------------- F3

Toggle absolute cell references (Spreadsheet)---------------------------------- F4

To select title text (Charting)--------------------------------------------------- CTRL+T

Paginate Word Processor document------------------------------------------- F9

Calculate spreadsheet--------------------------------------------------------- F9

Quit Works------------------------------------------------------------------- ALT+F4

Keys for highlighting Word Processor information

When you highlight, the background behind the selection changes color. You can then change the selection. Use the following keyboard shortcuts to highlight text.

To----------------------------------------------------------------------------- Press

Extend a selection------------------------------------------------------------- F8+ARROW KEYS

Quit extending----------------------------------------------------------------- ESC

Collapse a selection----------------------------------------------------------- SHIFT+F8

To highlight-------------------------------------------------------------------- Press

A word------------------------------------------------------------------------ F8 twice

A sentence-------------------------------------------------------------------- F8 three times

A paragraph------------------------------------------------------------------- F8 four times

A document------------------------------------------------------------------- F8 five times

The previous character-------------------------------------------------------- SHIFT+ ¬

The next character------------------------------------------------------------- SHIFT+ ®

The previous word------------------------------------------------------------ CTRL+SHIFT+ ¬

The next word----------------------------------------------------------------- CTRL+SHIFT+ ®

To the beginning of line-------------------------------------------------------- SHIFT+HOME

To the end of line-------------------------------------------------------------- SHIFT+END

To the beginning of document-------------------------------------------------- CTRL+SHIFT+HOME

To the end of document------------------------------------------------------- CTRL+SHIFT+END

To the previous line------------------------------------------------------------ SHIFT+

To the next line---------------------------------------------------------------- SHIFT+¯

To the previous paragraph----------------------------------------------------- CTRL+SHIFT+

To the next paragraph--------------------------------------------------------- CTRL+SHIFT+¯

To the previous window------------------------------------------------------- SHIFT+PAGE UP

To the next window----------------------------------------------------------- SHIFT+PAGE DOWN

To the top of the window------------------------------------------------------ CTRL+SHIFT+PAGE UP

To the bottom of the window-------------------------------------------------- CTRL+SHIFT+PAGE DOWN

Keys for highlighting Database and Reporting information

When you highlight, the background behind the selection changes color. You can then change the selection. Use the following keyboard shortcuts to highlight in a database or report.

To highlight-------------------------------------------------------------------- Press

A record (list view) or row (report view)--------------------------------------- CTRL+F8

A field (list view) or column (report view)-------------------------------------- SHIFT+F8

An entire database (list view or report view)----------------------------------- CTRL+SHIFT+F8

Left one field or cell----------------------------------------------------------- SHIFT+¬

Right one field or cell---------------------------------------------------------- SHIFT+®

A record, to the first field entry ----------------------------------------------- CTRL+SHIFT+ ¬

A record, to the last field entry ------------------------------------------------ CTRL+SHIFT+ ®

Down one field entry or cell---------------------------------------------------- SHIFT+ ¯

Up one field entry or cell------------------------------------------------------- SHIFT+

A field or column, down to the last record or cell------------------------------- CTRL+SHIFT+ ¯

A field or column, up to the first record or cell--------------------------------- CTRL+SHIFT+

To the beginning of record or row--------------------------------------------- SHIFT+HOME

To the end of record or row--------------------------------------------------- SHIFT+END

To the beginning of database or report----------------------------------------- CTRL+SHIFT+HOME

To the end of database or report ---------------------------------------------- CTRL+SHIFT+END

Up one window (list view or report view)-------------------------------------- SHIFT+PAGE UP

Down one window (list view or report view)----------------------------------- SHIFT+PAGE DOWN

Left one window (list view or report view)------------------------------------- CTRL+SHIFT+PAGE UP

Right one window (list view or report view)------------------------------------ CTRL+SHIFT+Page Down

Extend a selection------------------------------------------------------------- F8+ARROW KEYS

Quit extending----------------------------------------------------------------- ESC

Cancel a selection------------------------------------------------------------- ESC

Keys for highlighting Spreadsheet information

You highlight a cell by moving to that cell; a border around the cell shows it is highlighted. When you highlight a range of cells, the background behind the selection changes color. You can then change the selection. Use the following keyboard shortcuts to highlight in a spreadsheet.

To highlight-------------------------------------------------------------------- Press

A row------------------------------------------------------------------------- CTRL+F8

A column---------------------------------------------------------------------- SHIFT+F8

An entire spreadsheet---------------------------------------------------------- CTRL+SHIFT+F8

Left one cell------------------------------------------------------------------- SHIFT+ ¬

Left to the first or last cell of a block of data----------------------------------- CTRL+SHIFT+ ¬

Right one cell------------------------------------------------------------------ SHIFT+ ®

Right to the first or last cell of a block of data---------------------------------- CTRL+SHIFT+ ®

Down one cell----------------------------------------------------------------- SHIFT+ ¯

Up one cell-------------------------------------------------------------------- SHIFT+

Down to the first or last cell of a block of data--------------------------------- CTRL+SHIFT+ ¯

Up to the first or last cell of a block of data------------------------------------ CTRL+SHIFT+

To the beginning of row-------------------------------------------------------- SHIFT+HOME

To the end of row------------------------------------------------------------- SHIFT+END

To the beginning of spreadsheet------------------------------------------------ CTRL+SHIFT+HOME

To the end of spreadsheet----------------------------------------------------- CTRL+SHIFT+END

Up one window--------------------------------------------------------------- SHIFT+PAGE UP

Down one window------------------------------------------------------------ SHIFT+PAGE DOWN

Left one window-------------------------------------------------------------- CTRL+SHIFT+PAGE UP

Right one window------------------------------------------------------------- CTRL+SHIFT+Page Down

Extend a selection------------------------------------------------------------- F8+ARROW KEYS

Quit extending----------------------------------------------------------------- ESC

Cancel a selection------------------------------------------------------------- ESC

Keys for highlighting in Communications

When you highlight text in the Communications buffer, the background behind the selection changes color. You can then copy the text to another Works tool or another Windows-based application. Use the following keyboard shortcuts to highlight text.

Note: To highlight text in Communications, you must be paused or disconnected. You can pause Communications by clicking the Pause button on the toolbar, choosing the Pause command from the Phone menu, or clicking anywhere in the Communications window.

To----------------------------------------------------------------------------- Press

Extend a selection------------------------------------------------------------- F8+ARROW KEYS

Quit extending----------------------------------------------------------------- ESC

Collapse a selection----------------------------------------------------------- SHIFT+F8

To highlight-------------------------------------------------------------------- Press

To the beginning of line-------------------------------------------------------- SHIFT+HOME

To the end of line-------------------------------------------------------------- SHIFT+END

To the beginning of the buffer-------------------------------------------------- CTRL+SHIFT+HOME

To the end of the buffer-------------------------------------------------------- CTRL+SHIFT+END

To the previous window------------------------------------------------------- SHIFT+PAGE UP

To the next window----------------------------------------------------------- SHIFT+PAGE DOWN

Keys for indenting Word Processor information

Use the following keyboard shortcuts to add or change indents of highlighted paragraphs in a document.

To----------------------------------------------------------------------------- Press

Add hanging indent------------------------------------------------------------ CTRL+H

Undo hanging indent----------------------------------------------------------- CTRL+G

Add nested indent------------------------------------------------------------- CTRL+N

Undo nested indent------------------------------------------------------------ CTRL+M

Keys for inserting information

Use the following keyboard shortcuts to insert line breaks, page breaks, hyphens, tab marks, or to insert fields and update a spreadsheet.

To insert----------------------------------------------------------------------- Press

A tab stop--------------------------------------------------------------------- TAB

A new paragraph-------------------------------------------------------------- ENTER

A page break (in the Word Processor)---------------------------------------- CTRL+ENTER

Data into all cells (list view and report view)------------------------------------ CTRL+ENTER

The current date--------------------------------------------------------------- CTRL+SEMICOLON

The current time--------------------------------------------------------------- CTRL+SHIFT+:

The filename (when printed)--------------------------------------------------- CTRL+A

The date (when printed)------------------------------------------------------- CTRL+D

The time (when printed)------------------------------------------------------- CTRL+T

An optional hyphen (in the Word Processor only)------------------------------ CTRL+HYPHEN

A non-breaking hyphen (in the Word Processor only)-------------------------- CTRL+SHIFT+HYPHEN

A non-breaking space (in the Word Processor only)--------------------------- CTRL+SHIFT+SPACEBAR

An end-of-line mark (in the Word Processor and Database form view)--------- SHIFT+ENTER

Create Autosum total (in the Spreadsheet only)-------------------------------- CTRL+M

Keys for line and paragraph spacing

Use the following keyboard shortcuts to change the spacing of highlighted lines or paragraphs in a Word Processor document.

To----------------------------------------------------------------------------- Press

Single space lines-------------------------------------------------------------- CTRL+1

Double space lines------------------------------------------------------------- CTRL+2

Space lines 1.5 lines apart----------------------------------------------------- CTRL+5

Reduce space before paragraph----------------------------------------------- CTRL+0 (zero)

Add space before paragraph-------------------------------------------------- CTRL+O (letter O)

Keys for moving around in a dialog box

Use the following keyboard shortcuts in a dialog box. You can also choose a dialog box option by pressing the ALT key and the underlined letter in the option name.

To----------------------------------------------------------------------------- Press

Move forward through options------------------------------------------------- TAB

Move backward through options---------------------------------------------- SHIFT+TAB

Open a list box---------------------------------------------------------------- DOWN ARROW

Confirm an option or carry it out----------------------------------------------- ENTER

Cancel the changes and close the dialog box----------------------------------- ESC

Keys for moving around in a Word Processor document

Use the following keyboard shortcuts to move the insertion point within a Word Processor document.

To move---------------------------------------------------------------------- Press

To a bookmark---------------------------------------------------------------- F5

To next bookmark------------------------------------------------------------- SHIFT+F5

To the beginning of line-------------------------------------------------------- HOME

To the end of line-------------------------------------------------------------- END

To the beginning of document-------------------------------------------------- CTRL+HOME

To the end of document------------------------------------------------------- CTRL+END

Up one line-------------------------------------------------------------------- UP ARROW

Down one line----------------------------------------------------------------- DOWN ARROW

To the previous paragraph----------------------------------------------------- CTRL+

To the next paragraph--------------------------------------------------------- CTRL+ ¯

Left one character------------------------------------------------------------- ¬

Right one character------------------------------------------------------------ ®

To the previous word---------------------------------------------------------- CTRL+ ¬

To the next word-------------------------------------------------------------- CTRL+ ®

To the top of document window----------------------------------------------- CTRL+PAGE UP

To the bottom of document window------------------------------------------- CTRL+PAGE DOWN

Up one window--------------------------------------------------------------- PAGE UP

Down one window------------------------------------------------------------ PAGE DOWN

Keys for moving around in a database or report

Use the following keyboard shortcuts to move the insertion point within a database or report.

To move---------------------------------------------------------------------- Press

Left through the database or report-------------------------------------------- ¬

Right through the database or report------------------------------------------- ®

To previous unlocked field or cell---------------------------------------------- SHIFT+TAB

To next unlocked field or cell-------------------------------------------------- TAB

To the beginning of database (first field or record)------------------------------ CTRL+HOME

To the end of database (last field or record) ----------------------------------- CTRL+END

Up one field, record, cell, or line-----------------------------------------------

Down one field, record, cell, or line-------------------------------------------- ¯

Up to the top or previous record----------------------------------------------- CTRL+

Down to the last or next record------------------------------------------------ CTRL+ ¯

To a particular field or record-------------------------------------------------- F5

To move in list view--------------------------------------------------------- Press

To the beginning of a record--------------------------------------------------- HOME

To the end of record----------------------------------------------------------- END

Left to the first field------------------------------------------------------------ CTRL+ ¬

Right to the last field----------------------------------------------------------- CTRL+

APIC Information Services

Apprentice Project Information Central

Client Manual

Table of Contents

Building the file:

Complaint to DLSE or Awarding Body:

Chapter 1 Entering Information into the Different Databases

How to Move a Group of Cells in One Record

How to Move A Group of Cells

Sort you categories in this order.

Chapter 2 Understanding the APIC Program and Use of Form Letters

USING THE FILE FOLDERS TO NAVIGATE

Owners or Awarding Agencies Information

Use Copy and Paste command to enter information.

Chapter 3 Preparing Client Database for Form Letters

Chapter 4 Complaint and State Forms

DLSE-1 APIC_CLIENT. Complete Project Information

Entering Client Information in the Form

Print out Form Letter

Save the Form to your Records

DLSE-1_Employee_Form

Keys for changing the appearance of text, cells, or charts

Keys for highlighting Word Processor information

Keys for highlighting Database and Reporting information

Keys for highlighting in Communications

Keys for line and paragraph spacing

Keys for moving around in a dialog box

Keys for moving around in a Word Processor document

Keys for moving around in a database or report