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Welcome to Scope and Fee System Training. Course Learning Objectives. This Training presentation has the primary objective of equipping you with an understanding of the Scope and Fee system (SAFe) without diving all the way into its finest detail.

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Welcome to Scope and Fee System Training

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Scope and Fee System Training

Course Learning Objectives

  • This Training presentation has the primary objective of equipping you with an understanding of the Scope and Fee system (SAFe) without diving all the way into its finest detail.

  • Note 1: The course is not intended to focus on the overall PDP Process.

  • Note 2: The use of the web based SAFe system is currently limited to PDP type projects (not Task Order….)

Course Learning Objectives

  • The training will be Consultant/Subconsultant centric

  • Use of the system will be primarily from this role’s point of view

  • The flow of the training will generally follow the life cycle of a typical Profile

Definition of a Key Term: Profile

  • A Profileis the central “thing” in the new application. A Profile has:

    • Tasks – these are the rows from the Excel Spreadsheet (Scope, Ownership, Suggested Path)

    • Assigned Users: PMs, Consultants, Reviewers

    • Proposal Fees

    • Narratives, Comments, Documents – all provided by various Team members

    • Project information such as durations, route info, locations and limits, etc.

    • Formal approvals provided by named Approvers

    • Proposal Signature from Principals at the various Consultants

    • Functionality to LOCK a proposal so that it cannot be materially altered after the submission

Timeline from a Training Perspective

Course Learning Objectives

By the end of today’s session, you will have an understanding about how…

  • to get a User Name and Password

  • users are assigned into roles within the Profile

  • project data is added and used to produce a Scope & Fee proposal

  • profiles are locked and unlocked

  • proposal submissions and revisions are made

  • proposals are accepted

  • Modifications are addressed in SAFE

Online System


Why a new web-based system?

Why a new browser-based system?

  • Centralized electronic collaborative space

  • Scope & Fee Proposal generation, including Narratives and Task management

  • Cost Proposal generation with correct, consistent overhead calculations

  • Integrated Document Management

  • Proposal Team Management (PMs thru Sub-Consultants)

Why a new browser-based system?

  • Management of Agreements and Modifications

  • Collect data in a uniform manner enabling inter and cross-project analysis

  • Transitions from Excel as a data collection platform

  • Implements a process engine that permits users to perform certain actions on Profiles at certain states

  • Contains approval workflow process to capture systematic approvals

Benefits of Online System

  • Integration into other DOT managed systems

    • Integrates Data From Ellis and the Consultant Services System

    • Profile Role based permissions permitting customized access levels

    • For authorized Agreement(s), Scope and Fee can be viewed from the comfort of home.

System Requirements

  • Internet Browsers

    • Microsoft Internet Explorer 7 or higher

    • Mozilla Firefox 6 or higher

    • Google Chrome – not supported

Getting Started with the Online System

How do I find the URL and sign in?

Application Sign In: Username and Password

  • http://pdp.dot.state.oh.us

What if I click as a Viewer /Unauthenticated user?

Signing in

User Roles in SAFe

User Roles in the Scope and Fee System

  • Central Office/Consultant Services Application Administrators

    • (ODOT Admins)

  • District Administrators (P&E’s and Contract Managers)

  • Profile Administrators (ODOT)

    • (a.k.a. Project Managers, Contract Managers, or P & E’s)

  • Prime Consultants

  • Sub-Consultants

  • Reviewers

  • Workflow Approvers (ODOT)

Profile Specific Roles

Application Layout

New nomenclature?

Menu vs. Navigator?

Application Layout

  • Multi-User Type Home Page

    • Profiles that matter to you (My Profiles) are shown by default to authenticated (Signed On) users

    • Profiles at certain statuses are displayed to any user, authenticated or not

    • Find Profiles in various manners, by PID, C-R-S, District or Status

Application Layout

  • Home Screen

Application Layout

  • Familiar Menu metaphor

    • Menu options are based on the status of the Profile and user permissions

    • Screen modes make use of the maximum screen real estate

Application Layout

  • Application Menu

Application Layout

  • Profile Navigator

    • Profile Details

      • Profile Specifics, Comments and Attachments

    • Tasks Details

      • Narratives, Comments and Attachments

    • Team Management

      • User Management, Prime and Sub-Consultants, Labor and Direct Cost rate information

Data Retention

  • Some screens store the data to the database as you interact with them

    • Task List Scoping

    • Cost entry screens

    • These functionalities minimize the risk of losing lots of data if users were to navigate away (intentionally or on accident)

  • Most interfaces require users to SAVE the work to persist the information

    • Narratives, Comments

    • Adding and Moving Tasks

    • Profile Details such as Net Fee, Profile Description


Add/Move Task


In Scope vs. out of Scope

My Tasks

Upload Documents


Wizard (what's that?)

Scoping Activities

  • Profile Admin responsibilities

    • Path selection (if not completed during creation)

    • Net Fee

    • Project Initiation Package

    • Profile Description

  • Each of these (besides Path) may be edited in the Profile Explorer (accordion) or in the Profile Wizard

Scoping Activities

  • Task List view permits configuration of the Profile Details, the Tasks themselves or the Teams (ODOT or Consultant firms or Reviewers)

  • Ownership / Assignment is used by Prime Consultants to assign tasks to their Sub-Consultants

  • Fee Proposal screens permit the entry of labor hours and direct cost occurrences (by Consultants) or the viewing of the calculated proposal amounts by any team member.

Scoping Activities

  • Task List View

Scoping Activities

  • Scoping Checkbox functions

    • Transition from EXCEL Yes/No to indicate In Scope to Checkbox T/F

    • Original Path will always be displayed, and will still show the original NO even though a PM may choose to include a task as In Scope

    • Even with 1.2.C.C. marked as not YES for the path, the PM may include with the Scope

    • Checking Consultant, ODOT, LPA or If Authorized will automatically mark a task as In Scope

  • Check All / Uncheck All behavior

    • Check All Relies on In Scope = True and will act on the menu item selected based on a Task being marked as In Scope

    • Warning when using this function it may “loose” previous task identifications

Scoping Activities

  • Task List Views defined

    • My Tasks

    • All Tasks (default view)

    • Tasks in Scope

    • Path Suggested

    • Assigned Tasks

      • ODOT/LPA

      • Consultant (Prime)

      • Sub Assigned

Scoping Activities

  • Task Ownership Screen

Scoping Activities: Statuses

Direct Selection

Submitted for Proposal Review

Released to Consultant



Request for LOI

Acceptance Review

Executing Agreement


Print Agreements/Create Mods



Scoping Activities: Statuses

  • The primary Status path a Profile will follow is:(in order)

    • Pre-Scope

    • Request for Letter of Interest

    • Released to Consultant

    • Submitted for Proposal Review

    • Acceptance Review

    • Executing Agreement

    • Authorized

  • Profile Admins manage these statuses

  • Unauthorized User

    • Can only view: Request for LOI and Authorized

Scoping Activities: Adding a Task

Scoping Activities: Duplicating Tasks

Scoping Activities: Moving Tasks

Scoping Activities: Splitting Tasks

Scoping Activities: Narratives

Scoping Activities: Comments

Scoping Activities: File Upload

Profile Wizard (Scope)

  • The Wizard is a multi-panel UI that Profile Administrators and Prime Consultants will complete in order to produce a consistent, well-formed Scope and Fee proposal

  • Captures additional team information such as a Contact List for all contributing parties (Sub-Consultants or ODOT resources)

  • Provides a single place for much of the Profile information that is not fee-related or narrative based

  • Is used to record finalized electronic signatures in-lieu of wet signatures by Consultant Principal personnel

  • Permits the production of a printable, formalized proposal if needed

Profile Wizard (Scope)

Profile Wizard: General Profile Info

Profile Wizard: Profile Details

Profile Wizard: Profile Location & Limits

Profile Wizard: Contact List

Profile Wizard: Ellis Milestones

Profile Wizard: Documents and Exceptions

Profile Wizard: Electronically Signing a Proposal

Linking to the Consultant Services System

  • Profile Admins link to CSS after a Profile has reached the status of Request for Letter of Interest

  • By establishing the Agreement based on CSS, a Profile automatically obtains the Prime Consultant Firm and any Sub-Consultant Firms

  • Any update to the CSS system will flow to the SAFe system

  • Custom Agreements can still be used in cases where an exception exists

Printing the Proposal

Exporting a Profile to Microsoft Project

  • Task bar based action

  • Current View is the basis for the export

  • Creates an XML file that can be used in MS Project to create a new MPP file.

Export Ellis Milestones to MS Project


  • Designed to prevent changes to a Profile during certain states

  • Can be used to prevent changes at any point

  • Profile Admins may lock a Profile for everyone

  • Prime Consultants may lock any specific Sub-Consultant

  • Primes and Subs can request an unlock

  • Unlocking an approved or previously submitted Profile will necessitate the re-submission of the proposal

Lock/Unlock: Prime Lock

  • Performed by Profile Admins

  • Only Prime Consultants may request an unlock


Lock/Unlock: Sub Lock

Sub-Consultant locks can be managed individually or for the entire Sub-Consultant group by the Prime Consultant

Reviewing a Profile: View Submission

  • A proposal is submitted when the Proposal is electronically signed.

Reviewing a Profile: Review Narratives

  • As part of the process of reviewing a Proposal, Narratives relating to the tasks can be reviewed for accuracy and relevance.


Net Fee

Overhead and Cost of Money

Labor Rates and Hours

Direct Costs

Sub-Consultant Fee’s

View/Costs and Fees

Fee Activities: Overview

  • Fees are entered by Consultants

  • To add and edit fees for a Profile, the profile must:

    • Be unlocked

    • Have a Net Fee defined by the Profile Admin

    • Have Consultant firms defined

    • Have a status of “Released to Consultant”

    • Have tasks owned by the Consultant

    • Have tasks assigned to the Consultant

    • Have users associated with the Consultant Firms

    • Have Roles and Rates defined for each firm

    • Have Direct Costs defined for each firm

    • Have Overhead Rates defined for each Firm

Fee Activities: Ownership

  • Primes own anyTask by default

  • Tasks can be assigned to any Consultant Firm


Fee Activities

  • Net Fee, Overhead, and Cost of Money

Fee Activities

  • Labor & Direct Costs Screen

Fee Activities

  • Fee Entry Option – Double click row or highlight row and select Manage Cost Details

Fee Activities

  • Fee Entry Option – Select Manage Fees and either Manage Labor Costs or Manage Direct Costs

Reviewing a Profile: Reviewing Fees

  • The Fee portion of the Prime Consultant and Sub-Consultants proposal is can be reviewed to ensure the fees assigned to each task meet with expectations.

Profile Interaction between Prime and SubconsultantProfile InteractionbetweenPrime and ODOT

Submit Proposal

Review /Comment

Revise and Resubmit

Submit Proposal: Electronically Signing a Proposal

Reviewing a Profile: Flag Task

  • A red flag indicates a task requires attention. For private comments only those who can see the comment can see the flag.

Reviewing a Profile: Flag Task

  • A yellow flag indicates a flagged task has been addressed. Flags can only be resolved via the Thread Viewer. The Profile Admin will approve (or reject) the resolution.

Reviewing a Profile: Flag Task

  • A green flag indicates that the Profile Admin has approved the resolution, red flag indicates a rejection of the resolution.

Reviewing a Profile: Unlock a Profile

  • When changes to the Scope and Fee Proposal are required the Project Manager/LPA (Profile Admin) may unlock the Profile so that flagged comments can be addressed and changes made.



Modifications: Main Page

  • Modifications (Mods) will be displayed with the Agreement Part plus the Mod number.

Modifications: Task List

  • The Task List displays the current and previous Modifications Scope.

Reminder System Requirements

  • Internet Browsers

    • Microsoft Internet Explorer 7 or higher

    • Mozilla Firefox 6 or higher

    • Google Chrome – not supported

Requesting an ODOT Account

  • MyODOT– http://myodot.dot.state.oh.us

  • If you already have an ODOT account for access to ODOT applications, you cannot use MyODOTto request an additional account. You must request that the ODOT business owner update account access to include MyODOTbefore you can manage your account through My ODOT.

Requesting an ODOT Account (cont.)

  • Determine which type of account you need:

Requesting an ODOT Account (cont.)

After you request an account, the account must be approved and then activated. After an account is approved, the requestor receives an email indicating whether the account request is approved or denied

Requesting an ODOT Account (cont).

  • To activate your account -> go back to https://myodot.dot.state.oh.us

  • Click on “Activate an Account”

  • Enter the username and temporary password included in your approval email

  • Select a new password

  • You may also use MyODOT to change your account info, or obtain a forgotten password

Getting Help

  • Online Help

    • User Manual

    • PDP Process Manual

    • User Glossary

  • Contacting the ODOT Helpdesk

    • 614-995-3648


Thank You

Important Contacts

Mat Mauger614-644-0623mat.mauger@dot.state.oh.us

Jim Prosch614-752-7459jim.prosch@dot.state.oh.us

Dan Krajcovic614-466-3742dan.krajcovic@dot.state.oh.us

John Ray614-275-1357john.ray@dot.state.oh.us

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