Authorizations
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Authorizations. Funds Manager. Consultant Authorization Workflow / Definitions. FHWA. Task Order Prime Agreement and Modifications follow same process workflow as non-task order agreements(shown below) Task Authorizations

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Authorizations

Authorizations


Authorizations

Funds Manager

Consultant Authorization Workflow / Definitions

FHWA

Task Order

Prime Agreement and Modifications follow same process workflow as non-task order agreements(shown below)

Task Authorizations

Task Authorization: Full authorization to proceed with Task. Done by Districts/Offices at a later date from Execution of Agreement. If a partial authorization is needed the District must create a new Task to reflect the “work” needed. The need for initial authorizations can be recognized from the SAFe Agenda.

Revision to Task scope or Fee: Handled similar to a Modification but no Prime Agreement change. This may or may not include additional encumbrance.(s)

Advance Authorization for Task Order Agreements: No Advances should be needed if a new work item is needed create a new Task.

Encumbrance

Proposal

Controlling

Board

Agreement

Requests:

Approvals/

Authorizations:

Authorization

IPS

Modification

Prime Agreement

Execution of Agreement: Date the Agreement is signed by ODOT (Lyle). This is done in the QUE processing of the Agreement.

Authorization of Part: Full authorization to proceed with/by a contractual Part of the Agreement (NO Partial Authorization). This can be done by Consultant Services upon execution of the agreement or can be done by Districts/Offices at a later date or a combination of both. If a partial authorization is needed the District must request/create a Part to reflect the “work” needed. This must be done upfront in creating the agreement , if done after the fact this would be a Modification. The need for initial authorizations can be recognized from the SAFe Agenda.

Advance Authorization: Advance of work not included in current scope of services. An advance must be followed up with a Contract Modification. If additional monies are not needed and the “out of scope” work is minor this can fall within an existing Part(s) and would not be considered an advance authorization only a recognition by the District and done offline in Project Files . If additional funds are needed AA’s can only be given within existing encumbered funds (temporarily suspending work already authorized or recognizing work not yet authorized but encumbered) and can not cross PID’s or Federal Authorization authority within the same PID. This is independent of any related system and typically done by District/Office.

Modifications

Modifications: The overall Modification execution is handled the same as Execution of Agreement. This is done in the QUE processing of the Modification

Authorization of “Work” within the Modification: This authorization identifies additional “work/scope” added to existing Parts or new Parts of an agreement. The existing Parts of the Agreement may or may not already be authorized. The need for authorization of this “work/scope” can be recognized from the SAFe Agenda. Should the Authorization process have the functionality to provide what work/scope has been added to the “existing “Parts or can this be identified in the related system of SAFe ? Authorization of an existing Part already authorized recognizes the date of the additional work added not the “Audit” responsibility of work performed in advance of the Modification or Advance Authorization.


Authorizations

(Click on Link for Module)

Back to CS Home Page

Back to Agreement Search

Agreement Home

Status

View Consultant Req.

View LOI

View Selection

Scope/Fee Proposal

Agreement/Modification Preparation

Approvals/Requests

Execution

Authorization

IPS

Consultant Evaluation


Authorizations

(Click on Link for Module)

Back to CS Home Page

Back to Agreement Search

Agreement Home

Status

View Consultant Req.

View LOI

View Selection

Scope/Fee Proposal

Agreement/Modification Preparation

Approvals/Requests

Execution

Authorization

IPS

Consultant Evaluation

If Mod. did not add to Part this field would be shaded and not eligible for authorization here.

Part may not yet be authorized


Authorize an agreement part

(Click on Link for Module)

Back to CS Home Page

Back to Agreement Search

Agreement Home

Status

View Consultant Req.

View LOI

View Selection

Scope/Fee Proposal

Agreement/Modification Preparation

Approvals/Requests

Execution

Authorization

IPS

Consultant Evaluation

Authorize an Agreement Part

Select desired cell(s) to begin authorization process. Only those cells with something to authorize are shaded (encumbered, agreement/mod executed, etc.). This could include a full authorization, or the remainder of a part that was partially authorized previously.

Begin Authorization


Authorization

Cells selected in previous step show up one screen at a time

(Click on Link for Module)

Back to CS Home Page

Back to Agreement Search

Agreement Home

Status

View Consultant Req.

View LOI

View Selection

Scope/Fee Proposal

Agreement/Modification Preparation

Approvals/Requests

Execution

Authorization

IPS

Consultant Evaluation

Part:

Description:

Modification:

Maximum Fee:

Authorization to Contact District

Advanced Authorization

Partial Authorization

Full Authorization

Rescind/Revise Authorization

1 (auto fill)

Authorization

PL thru EE (auto fill)

Description of work

3 (auto fill)

-$50,000 (auto fill)

(pop-up)

Date

Insert $

Click for more info.

Date

Insert $

Click for more info.

Date

Date

Click to restore parts for AA

Date

Description of Authorized Task(s)

(pop-up)

Next


Authorization1

Cells selected in previous step show up one screen at a time

(Click on Link for Module)

Back to CS Home Page

Back to Agreement Search

Agreement Home

Status

View Consultant Req.

View LOI

View Selection

Scope/Fee Proposal

Agreement/Modification Preparation

Approvals/Requests

Execution

Authorization

IPS

Consultant Evaluation

Part:

Description:

Modification:

Maximum Fee:

Authorization to Contact District

Advanced Authorization

Partial Authorization

Full Authorization

Rescind/Revise Authorization

2(auto fill)

Authorization

Final Eng. (auto fill)

3 (auto fill)

$1,000,000 (auto fill)

(pop-up)

Date

Insert $

Click for more info.

Date

Insert $

Click for more info.

Date

Date

Click to restore parts for AA

Date

Description of Authorized Task(s)

(pop-up)

Next


Status agreement no

(Click on Link for Module)

Back to CS Home Page

Back to Agreement Search

Agreement Home

Status

View Consultant Req.

View LOI

View Selection

Scope/Fee Proposal

Agreement/Modification Preparation

Approvals/Requests

Execution

Authorization

IPS

Consultant Evaluation

76532

(cont.)

Expand + and collapse -

Summary of Agreement Parts -

Status Agreement No.

Summary of Modifications-


Authorizations

Status Agreement No.

(Click on Link for Module)

Back to CS Home Page

Back to Agreement Search

Agreement Home

Status

View Consultant Req.

View LOI

View Selection

Scope/Fee Proposal

Agreement/Modification Preparation

Approvals/Requests

Execution

Authorization

IPS

Consultant Evaluation

76532

(cont.)

-

Summary of Authorizations (auto fill)

Remarks:

auto fill reasons for advance


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