Scope & Fee System Application Training Welcome to Scope
and Fee System Training 0
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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
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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
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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
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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
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Scope & Fee System Application Training Online System
Overview Why a new web-based system? 6
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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)
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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
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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
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Scope & Fee System Application Training Internet Browsers
Microsoft Internet Explorer 7 or higher Mozilla Firefox 6 or higher
Google Chrome not supported 10
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Scope & Fee System Application Training Getting Started
with the Online System How do I find the URL and sign in? 11
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Scope & Fee System Application Training
http://pdp.dot.state.oh.us 12
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Scope & Fee System Application Training User Roles in SAFe
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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
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Scope & Fee System Application Training Application Layout
New nomenclature? Menu vs. Navigator? 18
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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
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Scope & Fee System Application Training Home Screen 20
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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
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Scope & Fee System Application Training Application Menu
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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
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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
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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
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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
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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
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Scope & Fee System Application Training Task List View
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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
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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
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Scope & Fee System Application Training Task Ownership
Screen 31
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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
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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
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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
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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
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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
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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
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Scope & Fee System Application Training Performed by
Profile Admins Only Prime Consultants may request an unlock 45
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Scope & Fee System Application Training Sub-Consultant
locks can be managed individually or for the entire Sub-Consultant
group by the Prime Consultant 56
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Scope & Fee System Application Training A proposal is
submitted when the Proposal is electronically signed. 57
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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
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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
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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
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Scope & Fee System Application Training Primes own any Task
by default Tasks can be assigned to any Consultant Firm 33 61
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Scope & Fee System Application Training Net Fee, Overhead,
and Cost of Money 62
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Scope & Fee System Application Training Labor & Direct
Costs Screen 63
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Scope & Fee System Application Training Fee Entry Option
Double click row or highlight row and select Manage Cost Details
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Scope & Fee System Application Training Fee Entry Option
Select Manage Fees and either Manage Labor Costs or Manage Direct
Costs 65
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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
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Scope & Fee System Application Training Submit Proposal
Review /Comment Revise and Resubmit 68
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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
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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
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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
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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
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Scope & Fee System Application Training Acceptance 74
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Scope & Fee System Application Training Modification(s)
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Scope & Fee System Application Training Modifications
(Mods) will be displayed with the Agreement Part plus the Mod
number. 76
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Scope & Fee System Application Training The Task List
displays the current and previous Modifications Scope. 77
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Scope & Fee System Application Training Internet Browsers
Microsoft Internet Explorer 7 or higher Mozilla Firefox 6 or higher
Google Chrome not supported 78
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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.
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Scope & Fee System Application Training Determine which
type of account you need: 80
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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
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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
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Scope & Fee System Application Training Online Help User
Manual PDP Process Manual User Glossary Contacting the ODOT
Helpdesk 614-995-3648 83
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Scope & Fee System Application Training Questions? 84
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Scope & Fee System Application Training Thank You 85