Slide 1

Scope & Fee System Application Training Welcome to Scope and Fee System Training 0

Slide 2

Scope & Fee System Application Training 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.) 1

Slide 3

Scope & Fee System Application Training The training will be Consultant/Subconsultant centric Use of the system will be primarily from this roles point of view The flow of the training will generally follow the life cycle of a typical Profile 2

Slide 4

Scope & Fee System Application Training A Profile is 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 3

Slide 5

Scope & Fee System Application Training 4

Slide 6

By the end of todays 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 5

Slide 7

Scope & Fee System Application Training Online System Overview Why a new web-based system? 6

Slide 8

Scope & Fee System Application Training 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) 7

Slide 9

Scope & Fee System Application Training 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 8

Slide 10

Scope & Fee System Application Training 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. 9

Slide 11

Scope & Fee System Application Training Internet Browsers Microsoft Internet Explorer 7 or higher Mozilla Firefox 6 or higher Google Chrome not supported 10

Slide 12

Scope & Fee System Application Training Getting Started with the Online System How do I find the URL and sign in? 11

Slide 13

Scope & Fee System Application Training http://pdp.dot.state.oh.us 12

Slide 14

Scope & Fee System Application Training 13

Slide 15

Scope & Fee System Application Training 14

Slide 16

Scope & Fee System Application Training User Roles in SAFe 15

Slide 17

Scope & Fee System Application Training Central Office/Consultant Services Application Administrators (ODOT Admins) District Administrators (P&Es and Contract Managers) Profile Administrators (ODOT) (a.k.a. Project Managers, Contract Managers, or P & Es) Prime Consultants Sub-Consultants Reviewers Workflow Approvers (ODOT) 16

Slide 18

Scope & Fee System Application Training 17

Slide 19

Scope & Fee System Application Training Application Layout New nomenclature? Menu vs. Navigator? 18

Slide 20

Scope & Fee System Application Training 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 19

Slide 21

Scope & Fee System Application Training Home Screen 20

Slide 22

Scope & Fee System Application Training 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 21

Slide 23

Scope & Fee System Application Training Application Menu 22

Slide 24

Scope & Fee System Application Training 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 23

Slide 25

Scope & Fee System Application Training 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 24

Slide 26

Scope & Fee System Application Training Scope Add/Move Task Narratives In Scope vs. out of Scope My Tasks Upload Documents Subconsultants Wizard (what's that?) 25

Slide 27

Scope & Fee System Application Training 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 26

Slide 28

Scope & Fee System Application Training 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. 27

Slide 29

Scope & Fee System Application Training Task List View 28

Slide 30

Scope & Fee System Application Training 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 29

Slide 31

Scope & Fee System Application Training Task List Views defined My Tasks All Tasks (default view) Tasks in Scope Path Suggested Assigned Tasks ODOT/LPA Consultant (Prime) Sub Assigned 30

Slide 32

Scope & Fee System Application Training Task Ownership Screen 31

Slide 33

Scope & Fee System Application Training Pre-Scope Begin Direct Selection Request for LOI Non- Selection Rescinded Released to Consultant Submitted for Proposal Review Acceptance Review Executing Agreement Authorized Print Agreements/ Create Mods 32

Slide 34

Scope & Fee System Application Training 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 33

Slide 35

Scope & Fee System Application Training 34

Slide 36

Scope & Fee System Application Training 35

Slide 37

Scope & Fee System Application Training 36

Slide 38

Scope & Fee System Application Training 37

Slide 39

Scope & Fee System Application Training 38

Slide 40

Scope & Fee System Application Training 39

Slide 41

Scope & Fee System Application Training 40

Slide 42

Scope & Fee System Application Training 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 41

Slide 43

Scope & Fee System Application Training 42

Slide 44

Scope & Fee System Application Training 43

Slide 45

Scope & Fee System Application Training 44

Slide 46

Scope & Fee System Application Training 45

Slide 47

Scope & Fee System Application Training 46

Slide 48

Scope & Fee System Application Training 47

Slide 49

Scope & Fee System Application Training 48

Slide 50

Scope & Fee System Application Training 49

Slide 51

Scope & Fee System Application Training 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 50

Slide 52

Scope & Fee System Application Training 51

Slide 53

Scope & Fee System Application Training 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. 52

Slide 54

Scope & Fee System Application Training 53

Slide 55

Scope & Fee System Application Training 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 54

Slide 56

Scope & Fee System Application Training Performed by Profile Admins Only Prime Consultants may request an unlock 45 55

Slide 57

Scope & Fee System Application Training Sub-Consultant locks can be managed individually or for the entire Sub-Consultant group by the Prime Consultant 56

Slide 58

Scope & Fee System Application Training A proposal is submitted when the Proposal is electronically signed. 57

Slide 59

Scope & Fee System Application Training As part of the process of reviewing a Proposal, Narratives relating to the tasks can be reviewed for accuracy and relevance. 58

Slide 60

Scope & Fee System Application Training Fee Net Fee Overhead and Cost of Money Labor Rates and Hours Direct Costs Sub-Consultant Fees View/Costs and Fees 59

Slide 61

Scope & Fee System Application Training 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 60

Slide 62

Scope & Fee System Application Training Primes own any Task by default Tasks can be assigned to any Consultant Firm 33 61

Slide 63

Scope & Fee System Application Training Net Fee, Overhead, and Cost of Money 62

Slide 64

Scope & Fee System Application Training Labor & Direct Costs Screen 63

Slide 65

Scope & Fee System Application Training Fee Entry Option Double click row or highlight row and select Manage Cost Details 64

Slide 66

Scope & Fee System Application Training Fee Entry Option Select Manage Fees and either Manage Labor Costs or Manage Direct Costs 65

Slide 67

Scope & Fee System Application Training 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. 66

Slide 68

Scope & Fee System Application Training 67

Slide 69

Scope & Fee System Application Training Submit Proposal Review /Comment Revise and Resubmit 68

Slide 70

Scope & Fee System Application Training 69

Slide 71

Scope & Fee System Application Training A red flag indicates a task requires attention. For private comments only those who can see the comment can see the flag. 70

Slide 72

Scope & Fee System Application Training 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. 71

Slide 73

Scope & Fee System Application Training A green flag indicates that the Profile Admin has approved the resolution, red flag indicates a rejection of the resolution. 72

Slide 74

Scope & Fee System Application Training 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. 73

Slide 75

Scope & Fee System Application Training Acceptance 74

Slide 76

Scope & Fee System Application Training Modification(s) 75

Slide 77

Scope & Fee System Application Training Modifications (Mods) will be displayed with the Agreement Part plus the Mod number. 76

Slide 78

Scope & Fee System Application Training The Task List displays the current and previous Modifications Scope. 77

Slide 79

Scope & Fee System Application Training Internet Browsers Microsoft Internet Explorer 7 or higher Mozilla Firefox 6 or higher Google Chrome not supported 78

Slide 80

Scope & Fee System Application Training MyODOT http://myodot.dot.state.oh.ushttp://myodot.dot.state.oh.us If you already have an ODOT account for access to ODOT applications, you cannot use MyODOT to request an additional account. You must request that the ODOT business owner update account access to include MyODOT before you can manage your account through My ODOT. 79

Slide 81

Scope & Fee System Application Training Determine which type of account you need: 80

Slide 82

Scope & Fee System Application Training 81 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

Slide 83

Scope & Fee System Application Training To activate your account -> go back to https://myodot.dot.state.oh.us 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 82

Slide 84

Scope & Fee System Application Training Online Help User Manual PDP Process Manual User Glossary Contacting the ODOT Helpdesk 614-995-3648 83

Slide 85

Scope & Fee System Application Training Questions? 84

Slide 86

Scope & Fee System Application Training Thank You 85

Slide 87

Scope & Fee System Application Training Mat Mauger 614-644-0623 mat.mauger@dot.state.oh.us Jim Prosch 614-752-7459 jim.prosch@dot.state.oh.us Dan Krajcovic 614-466-3742 dan.krajcovic@dot.state.oh.us John Ray 614-275-1357 john.ray@dot.state.oh.us 86