A Lot is a defined activity or parcel of work. It may describe (for example):

a layer of pavement between two chainages over a specific date range,
commissioning of an electrical cabinet
the installation of subsoil drains along a service road
a concrete pour on a bridge abutment
the preparation of project management plans
any identifiable work or process

Each lot is uniquely identified by its Lot Number.

The Lot Register is accessed from the Quality Assurance section of the Main Menu.

The Lot Register contains all of the Lots defined for a project and is at the heart of the Civil Pro system. The majority of records will have at least one link directly to a Lot. You can see all of the relationships that a Lot has by inspecting the Related Items Panel as you click on each Lot in the Register.

Lot Fields

Several fields describe the lot, its progress, and when key events have occurred:

Lot Number – the unique identifier for a Lot. Usually created using the Work Type and Area Code parameters, but can be customised
Work Type
Area Code
Control Line
Description – a text field providing narrative to assist classifying a Lot. For example, Concrete pour right hand abutment – Narrows Bridge
Raised By – the user who created the Lot record (automatically assigned)
Date Open – the date the Lot was created (automatically assigned)
Date Work Started
Date Work Complete
Date Guaranteed – a Lot can be Guaranteed if the user is confident it meets the Specification, but some evidence remains outstanding (such as 28 day concrete results). A Lot is considered to be Guaranteed if it has a Guarantee Date, and no Conformance Date
Date Conformed – the date the Lot has been assessed as conforming with the Specification.
Status – the Lot Status is a calculated field and cannot edited directly. One or more Lot’s status can be set to Guaranteed or Conformed using the functions in the Context Menu. A lot is considered to be;
- Conformed – if a Conformed Date is set
- Guaranteed – if a Guaranteed Date is set but no Conformed Date is set
- Open – no Guaranteed Date or Conformed Date
- Rejected – a Rejected date is set
Conformed By – the user who Conformed the Lot
Date Rejected – if a Lot is Rejected, this records the date that assessment was made. A Lot with a Rejected Date has a status of Rejected
Percent Complete – the proportion of a Lot that has been finished for the purposes of payment. This property is ignored for Conformed and Guaranteed Lots which are assessed to be 100% complete by definition
Chainage Start; Chainage End; Left/Right Offsets – these parameters define a Lot’s geometry when Chainage Geometry is selected for the Lot (refer below)
Nominal Thickness – a measurement of the thickness of a Lot used for automatic calculation of volume
RL1/RL2– a text field defining the vertical position of the start/end of a Lot. This can either be a numeric datum, or a text descriptor such as SG, subgrade, natural surface etc
Lot Area, Volume, Length (AVL) – fields calculated by Civil Pro based on the Lot Geometry where such a calculation is possible. These properties can be manually overridden (AVL Override)
Notes – a text field for providing addition information about a Lot.
Primary Tag – available only if the Project Option for Primary Tags is set

Adding a new lot

To create a new lot, click on the New Lot button in the Register Menu. This will start the New Lot Wizard. As with all Civil Pro forms, only the coloured fields are compulsory.

TIP: Holding down the shift key while clicking a New Lot, or using the New Lot (Like Existing) option from the Context Menu starts the New Lot Wizard pre-populated with data from the currently selected Lot. Use this function if you have to create a new Lot that is very similar to an existing one. For example a new layer of embankment, or ground surface treatment over an existing topsoil strip lot.

The new lot wizard

When the New Lot Wizard starts, you will be prompted to specify the Work Type, Area Code and a description for the Lot. Enter the data and click Next.
In the following screen, you will see Civil Pro has calculated the Lot number for you. For more information on how this is done and on customizing the number, refer to the Lot Numbering help topic. Other information requested on this screen includes:
- Raised By – this is set to the current logged in user
- Date Lot Opened – the date the lot is created (the current date)
- Date Work Started – when did work actually start on the Lot
- Level of Testing – used to specify which testing regime (as defined in the ITP testing) is required
- Geometry – if there is Geometry for the Lot, how is it defined
  - No Geometry – there is no physical location defined for the Lot, or the location is defined in the Lot Description
  - Chainage – the Lot is defined using Chainage and Offset to a Control Line
  - Coord. Position – the Lot is defined using one or more single coordinate points – for example an easting/northing
  - Coord. Region – the Lot is defined by a shape, the vertices of which are coordinates
The next screen defined the Lot Geometry and will depend on which geometry model was chosen in the previous screen. If you chose a Chainage Geometry, you will be prompted to enter Chainage, Offset, Control Line and Level References. Enter the required information and click Next.

If you have chosen either coordinate position or coordinate region for the Lot Geometry, the Geometry Definition page will look like the below screen.
Calculations of the Lot Area, Volume and Length are made from the provided geometry if possible. If Civil Pro has insufficient information to calculate the geometry, or the Lot is an irregular shape and you have more accurate estimates, then you can override the calculations. Simply click on the AVL Override check box (Area, Volume, Length override) and enter the correct values. Click Next.
Review the summary and either click Finish to complete the lot, or click the back arrow button in the top left to return to previous page.

Updating a lot

To update a lot, either:

Enable Editing using the button at the left end of the Register Menu, or use the Context Menu option to do the same. Then directly update data in the grid.
Update any field directly in the Detail Panel. If the Detail Panel is not visible, double click any record to show it.

Updating the lot number

If you need to edit the Lot Number for a lot, this can only be done using the Detail Panel:

Invoke the Context Menu for the Lot Detail Panel (right click on any of the grey area in the Detail Panel).
Select the Edit Lot Number function,
Edit the Lot Number to the desired, unique lot number.

Updating the length, area and volume

The Area, Volume, Length properties are automatically calculated by Civil Pro. If the Geometry is not defined, or a complex shape that Civil Pro cannot parse, then you can set these properties manually. If you did this when the Lot was created, then you can simply update them in the Detail Panel on the Properties tab. If you did not specify to override the properties when the Lot was created, you will need to unlock the editors by selecting AVL Override from the Lot Detail Panel Context Menu (right click on the grey part of the detail panel).

Deleting a lot

To delete a lot:

Enable Editing and select the Lot to delete
Press the delete key

While Civil Pro can generally identify all related records and remove them along with the Lot, it is still possible that Lots may fail to delete because of these links. In this case, remove the links and try again.

Related Items

Most of Civil Pro’s records can be linked to a Lot. The majority of these links are created in the same way and function the same way as other links in Civil Pro, but the Lot Quantities, Checklists, Documents and Test Request behave a little differently. The Related Items for each Lot are shown in the Related Items Panel to the right of the Lot Register. If the panel is not visible, you can add it using the Context Menu’s Show Related Items function.

Lot quantities

Lot Quantities are a record of what Quantity of each Schedule Item has been executed in the completion of work on a Lot. These quantities can be used simply for the purposes of record keeping, but are also used in the preparation of Progress Claims for payment.

Adding a lot quantity

To add a lot quantity:

Double click on the Lot Quantity heading in the Related Items list.
In the Schedule Items Selector popup you will see the list of your Schedule Items. If you have created Schedule | Work Type or Schedule | ITP links the list may be filtered. You can change the filter or search for Schedule Items by pressing CTRL+s, or clicking on the Customise button on the right of the Schedule Item Selector Panel.
To add a Quantity, double click a Schedule Item, or drag and drop several items from the Schedule Items Selector Panel over to the Schedule Items heading in the Lot’s Related Items Panel.

This has now created a new Lot Quantity. The Quantity is set to zero, but is easily updated.

Updating a lot quantity

To update a Lot Quantity after it is added (or at any time):

Select the Lot.
Right click on the Quantity in the Related Items Panel.
In the Edit Quantity Panel, select the option to either Update the Quantity to the Schedule Quantity; Remaining Quantity, or specify a quantity.
Click OK.

If you need to change the Schedule Item for a Quantity, simply delete it and add it again with the correct Schedule Item, or change it in the Lot Quantity Panel (refer below Advanced Quantity Properties).

Deleting a lot quantity

Unlike with most other links, deleting a Lot Quantity actually deletes the whole Lot Quantity record, not just a link between the Lot and the Quantity. To delete a Lot Quantity, select it in the Related Items list, and press the delete key.

Advanced quantity properties

Civil Pro provides additional properties for the advanced management of Lot Quantities. The majority of the time these are not required, but when they are they can be accessed by:

double clicking on an individual Lot Quantity, or
selecting the Show Lot Quantities option from the Context Menu

The Lot Quantity Panel will be shown under the grid instead of the Lot Detail Grid. All Quantities for the Lot selected in the Register Grid will be displayed.

In addition to basic properties such as the Schedule Item, Quantity and Unit, further properties are displayed and can be edited:

Percent complete – defaults to 100% and is used in the calculation of the Effective Quantity (refer to the Progress Claim topic)
Preliminary – defaults to “true”. This is a marker tag only and is not used for calculations in Civil Pro
Non-Claimable – defaults to “false”. Quantities with this tag are not included in the Progress Claim calculations
Comments – a free text field
RPF (Reduced Payment Factor) – defaults to 100% and is used in the calculation of the Effective Quantity (refer to the Progress Claim topic)

Checklists

Adding a checklist

Select the Lot.
Double click on the Checklist heading in the Related Items List.
In the ITP/QVC Selector popup you will see the list of your Specifications/ITPs. If you have created Schedule | Work Type or Schedule | ITP links the list may be filtered. You can change the filter or search for ITPs by pressing CTRL+s, or clicking on the ITP Customiser button on the right of the panel.
Double click on the required Checklist, or drag and drop several items from the ITP/QVC Selector panel over to the Checklist heading in Lot’s Related Items List.

Viewing/Updating checklists

To access your new Checklist, double click it in the Related Items Panel. For more information on Checklists, refer to the Specifications (Inspection Test Plans) help topic.

Deleting checklists

Unlike with most other links, deleting a Checklist actually deletes the whole Lot Quantity record, not just a link between the Lot and the Checklist. To delete a Checklist, select it in the Related Items list, and press the delete key.

Filtering checklists

The Checklist Register filter ribbon appears at the top of the register.

It consists of 6 data categories that approvals can be filtered by in order to present the most relevant data to the user depending upon their requirements at the time:

Raised by
Closed out
Check status
Verify status
Approval status
Included approval request status

There is also an Apply button to the very right of the ribbon. This MUST be clicked after a filter selection has be made in order to bring up the required data.