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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

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Authorizations

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  1. Authorizations

  2. 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.

  3. (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

  4. (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

  5. (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

  6. 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

  7. 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

  8. (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-

  9. 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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