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
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
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 Overview 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
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)
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
Scope Add/Move Task Narratives In Scope vs. out of Scope My Tasks Upload Documents Subconsultants 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 Pre-Scope Begin Request for LOI Acceptance Review Executing Agreement Authorized Print Agreements/Create Mods Non-Selection Rescinded
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
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