Architectural & Engineering (A&E) Contract Management : A&E Resource Development

A&E Resource Development

A fork in the road with one sign pointing to the left reading "costs" and another sign pointing to the right reading "benefits"Yearly evaluations and updates of project workplans provide workload estimates for current and future years. These estimates are used to determine whether current staffing levels will meet the needs of the work to be done. Some of the flexible resources the Department uses to address project workload needs are:

PY = Person Year (1758 hours) – Caltrans employees, straight time

COT = Cash Overtime – Caltrans employees, overtime

PYE = Person Year Equivalent – Consultant/contractor employees

Brokering = Underutilized Caltrans staff in other districts

When the PYs, COT and brokering resources fall short of the current workload requirements, the difference can be made up using PYEs.


Once a staffing level is determined, a COS Resource Allocation Sheet (COS RAS) is created for each district and region. The COS RAS shows the resources available to each district and region to complete the workload contained in the workplans. Details include the PYs, PYEs, brokering, and COT in various programs.

A Capital Outlay Support Tracking (COST) Report shows how the districts plan to utilize their consultant PYE allocation on a contract-by-contract basis, based on the PYEs shown on the COS Resource Allocation sheet. These PYEs are converted to dollars using factors provided by Headquarters. The districts are required to manage the dollars (by fund type), not the PYEs.

The cost per PYE can vary greatly with the scope of work being performed. Each district request is based on current expenditures rates for the services being performed on each particular contract.

COST Report instructions

Contact Headquarters Project Management Office for the latest version of the Cost Report template and instructions.