synergy - ohio department of transportation · real estate business analysis srs synergy fiscal v....

of 29 Wednesday, June 12, 2013

Ohio Department of Transportation

Division of Engineering Office of Real Estate

Synergy Real Estate Business Analysis

Fiscal System Requirements Specification

Version 1.02

Revision History

Date Version Description Modified By

2/26/13 1.00 Initial Draft Cheryl Jacino

3/15/13 1.00 Define Real Estate Acquisition Process Cheryl Jacino

5/9/13 1.00 Define Real Estate Fiscal Process Cheryl Jacino

5/22/13 1.00 Finalize Fiscal SRS Cheryl Jacino

5/23/13 1.01 Add Facility and Land Inventory Tracking 6.4.4 If Excess Land is acquired, add to the inventory of excess land. 6.6.2 Remove disposed Excess Land from inventory.

Dina Eaton

5/24/13 1.02 Add Fiscal to page headings. Cheryl Jacino

Real Estate Business Analysis SRS Synergy Fiscal v. 1.00


Table of Contents

0 Synergy Fiscal System Requirements Specification ..................................................................... 3

0.1 Purpose ....................................................................................................................................... 3

0.2 Author(s) ...................................................................................................................................... 3

0.3 Audience...................................................................................................................................... 3

0.4 Business Requirements ............................................................................................................ 4

0.5 System Requirements Specifications Table: ......................................................................... 4

0.6 Process Flow Chart: .................................................................................................................. 7

6 General Fiscal Requirements ........................................................................................................... 8

6.1 Create Task Order Agreements............................................................................................. 10

6.1 Create Project Specific Agreements ..................................................................................... 11

6.1 Create Personal Service Contract Agreements .................................................................. 12

6.2 Reserve Consultant Task Order Funds ................................................................................ 13

6.2 Release Consultant Task Order Funds ................................................................................ 14

6.3 Encumber Funds ...................................................................................................................... 15

6.3 Encumber CEAO Funds ......................................................................................................... 16

6.3.8 Document Encumbered Funds .............................................................................................. 17

6.4 Generate Warrant .................................................................................................................... 18

6.5 Cancel/Re-Issue Expired Warrant ......................................................................................... 19

6.5 Cancel/Re-Issue Warrant ....................................................................................................... 20

6.5.9 Re-Issue VOID Warrant .......................................................................................................... 22

6.6 Receive Property Management Payments .......................................................................... 23

6.6 Receive Pipeline and Gas & Oil Payments .......................................................................... 24

6.7 Generate Satisfaction Surveys .............................................................................................. 25

6.7 Evaluate Satisfaction Surveys ............................................................................................... 26

6.8 Track Consultant Task Order Reservations ......................................................................... 27

6.8 Track Consultant Funds .......................................................................................................... 27

6.8 Track Consultant Personal Service Contract Funds .......................................................... 28

6.8 Track Negotiated Consultant Fees ........................................................................................ 28

6.8 Track Project Non-Consultant ROW Funding ..................................................................... 29



0 Synergy Fiscal System Requirements Specification

0.1 Purpose

The System Requirements Specification (SRS) is to capture the business requirements for the

Real Estate Right of Way System. The purpose of these requirements is three fold:

1) Select a system to purchase

2) Identify feature requirements during the system design phase

3) Assist the business with identifying change management needs

The SRS document should also capture the non-functional requirements as well as system

conversion requirements.

0.2 Author(s)

The Business Analyst is the owner of this document, with assistance from the Business

Sponsors, Business Stakeholders, Business Subject Matter Experts, District Subject Matter

Experts, and Project Management Office Manager.

0.3 Audience

The SRS is a useful tool for Business Users requesting the system to communicate the

functions of the system with DoIT and vendors involved in creating the software or system. This

document will also serve as a reference for any future development.



0.4 Business Requirements

A business requirement is a specific, actionable, testable directive that is under the control of the business and supports a business policy. Included in the document of SRS are the high-level lists of requirements that will be broken into features during the Systems Design Phase that follows Business Analysis. There may be more than one feature for each business requirement.

0.5 System Requirements Specifications Table:

Each section of system requirements specification is included in a table with the following parts:

ID Description Requirements

Source

Priority Change? Feature

ID – This is a numeric ID that will be used to track the requirement through all phases of the system development to

ensure the requirement is designed, developed, tested, approved, and implemented.

Description – includes the title of the process and a definition of what is included in the process.

Requirements Source – Used to identify the source of the requirement. In this case the requirement is being tracked back to the requirements gathering session. RE-Acquisition-BA stands for Real Estate Acquisition Requirements Gathered during Business Analysis. RE-Appraisal-BA stands for Real Estate Appraisal Requirements Gathered during Business Analysis. RE-Acquisition-Type-BA stands for Real Estate Acquisition Type Requirements Gathering during Business Analysis. RE-Utility-BA stands for Real Estate Utility Coordination Requirements Gathering during Business Analysis. RE-Relocation-BA stands for Real Estate Relocation Requirements Gathering during Business Analysis. RE-Property-Mgmt-BA stands for Real Estate Property Management Requirements Gathering during Business Analysis. RE-Fiscal-BA stands for Real Estate Fiscal Requirements Gathering during Business Analysis. RE-Reporting-BA stands for Real Estate Reporting, Records Retention, & Document Handling Requirements Gathering during Business Analysis. RE-Technical-BA stands for Real Estate Technical Requirements, System Interfaces, and Non-Functional Requirements Gathering during Business Analysis. RE-Synergy-BA stands for Real Estate Synergy Presentation of Business Analysis.




Source


Priority – Define the priority within the replacement New System for each requirement.

Required - Current Paradox System Process that is required in the New System.

Obsolete - Current Paradox System Process that is Obsolete and will not be present in the New System.

New - Process that is not in the Current Paradox System Process but is required in the New System.

Extra - Process that is not in the Current Paradox System Process and is an Unnecessary but desirable Extra

Feature in the New System.

Future - Process that is not in the Current Paradox System Process and is a desirable Feature in a future

version of the New System. Any necessary preliminary setup to easily provide this feature in the future is

advised.

Manual – Process that is manual and does not lend itself to a system solution.

See Detail – Priority is captured in a sub-process related to this process.

Change? – Does this need Change Management for implementation?

Feature – Used during Systems Design Phase to trace Functional Requirement related to the Business System

Requirement.



0.6 Process Flow Chart:

Each Process is accompanied by a process flow chart. The legend below shows all of the shapes used in the flow charts and the meaning of the shapes. Although the process flow represents the general flow of the acquisition work, there is complete flexibility in the order each process is completed. Below is a legend describing the shapes used within the flow charts.

LEGEND

Process

Decision?

Start or End

Document

Document

Group Process

Process – A specific, actionable, testable activity that is under the control of the business and supports a business policy.

Decision – This is a point where the process splits into different processes based on the question shown in the diamond. Each directional arrow leaving the diamond is labeled with the answer to the question and points to the process that follows.

Start or end – A start or end point for the process flow that originates or ends at this point.

Group Process – A group of related processes that will be broken down into specific, actionable, testable activities. To see the breakdown of this group, an embedded link to the tab with the breakdown of processes is included.

Document – A paper copy of the named document. Documents can be input to a process or output from a process but it does not represent any activity related to the document.

C

Certified Mail

MailMail – A paper copy of the named document is mailed. Mail can be input to a process or output from a process but it does not represent any internal system activity, only the external activity of mailing a document.

Continue? Continue – This is a point where the process repeats until the answer allows the process to continue to the next step.

Manual Process – A specific, actionable, manual activity that cannot be replaced by system activity.

1.6.1

Search Public Records for

Owner

6.3.4 Enter

Encumbrance Into Ellis

External Process – An activity that is a necessary part of the business process flow but takes place in a system external to this Real Estate System.

Multi-Process Multi-Process – Multiple distinct yet related activities are directly accessed from this entry point in the business process flow.

Deliver/Receive Document in person. This can be input to a process or output from a process but it does not represent any activity, only the external delivery or receipt a document.

Note: Title Process Note – This contains notes that are important to the business process flow.



6 General Fiscal Requirements

6.0 FISCAL PROCESS

Fiscal Process

6.1Create

Agreements

6.3Encumber Funds

6.5Cancel/Re-Issue

Warrant

6.7Generate

Satisfaction Surveys

6.4 Generate

Warrant For Payments Owed

6.6Receive

Payments

6.8Track

Agreements

6.2 Reserve/Release Consultant Task

Order Funds


Source


RE 6.1 Create Agreements – Create

agreements that specify the approved

vendor and associated funds by service

type for ROW activities.

RE-Fiscal-BA See Detail

RE 6.2 Reserve/Release Consultant Task

Order Funds – After selecting

consultants that are prequalified with

task order agreement funds available,

proceed to reserve or release the funds

so funds remain available until the

funds are encumbered.


RE 6.3 Encumber Funds – Before the

consultant is authorized to begin work,

encumber the funds needed for

payment.





Source


RE 6.4 Generate Warrant For Payments Owed

– As the invoices or billing packages

are received a warrant is requested.

Warrants are state issued checks for

payment.


RE 6.5 Cancel/Re-Issue Warrant – Warrants

are monitored and reissued as

necessary.


RE 6.6 Receive Payments – Receive and

process payments.


RE 6.7 Generate Satisfaction Surveys – At the

final billing for a parcel, make a note to

send out the satisfaction survey after

60 days.


RE 6.8 Track Agreement – Track all the

funding agreements; task order funds,

consultant negotiated fees, project

specific funds, personal service

contracts, and all other ROW Funding.




6.1 Create Task Order Agreements

Create task order agreements that specify the approved vendor and associated funds

by service type for ROW activities.

6.1 CREATE TASK ORDER AGREEMENTS

6.1.1Create Consultant

Task Order Agreements

Consultant has already been pre-qualified.

6.1.2Pull Updates

From Accounting As Necessary


Source


RE 6.1.1 Create Consultant Task Order

Agreements – Setup the details of the

task order agreement.

RE-Fiscal-BA Required

RE 6.1.2 Pull Updates from Accounting As

Necessary – Gather information from

accounting on task order agreements

as the agreement changes and funds

are used.




6.1 Create Project Specific Agreements

Create project specific agreements that specify the approved vendor for a specific

project and associated funds by service type for ROW activities.

6.1 CREATE PROJECT SPECIFIC AGREEMENTS

RE 6.1.3 Create Project

Specific Agreements

RE 6.1.4Pull Updates



Source


RE 6.1.3 Create Project Specific Agreements –

Setup the details of the project specific

agreement.




accounting on project specific

agreements as the agreements change

and funds are used.




6.1 Create Personal Service Contract Agreements

Create personal service contract agreement that specifies the approved vendor for a

specific project and associated funds by service type for ROW activities.

6.1 CREATE PERSONAL SERVICE CONTRACT AGREEMENTS

Maximum limit of less than $50K per Vendor state wide PSC’s.

RE 6.1.8Pull Updates


RE 6.1.7Create Personal Service Contract

6.1.5Does Request

Exceed $10K?

RE 6.1.6Get CO Approval To Exceed $10K

YES

NO


Source


RE 6.1.5 Does Request Exceed $10K? – Does

the personal service contract amount

requested exceed the threshold

amount allowed without CO approval?

RE-Fiscal-BA Manual

RE 6.1.6 Get CO Approval To Exceed $10K –

When the requested amount exceeds

the threshold amount allowed without

CO approval, District sends request to

CO for approval of personal service

contract.

RE-Fiscal-BA Manual

RE 6.1.7 Create Personal Service Contracts

Setup the details of the personal

service contract agreement.




accounting on personal service

contract agreements as the

agreements change and funds are

used.




6.2 Reserve Consultant Task Order Funds

After selecting consultants that are prequalified with task order agreement funds available,

proceed to reserve the funds so funds remain available until the funds are encumbered.

6.2 RESERVE CONSULTANT TASK ORDER FUNDS

6.2.2Reserve Task Order Funds

Consultant has already been pre-qualified and they are covered on Statewide task order agreements.

YES

6.2.1Do Funds Need

Reserved?

NO

Nothing


Source


RE 6.2.1 Do Funds Need Reserved? –

Determine if funds need to be reserved.

RE-Fiscal-BA

RE 6.2.2 Reserve Task Order Funds – After

funds are reserved adjust the available

task order balance for new work.




6.2 Release Consultant Task Order Funds

Release funds when consultants are removed from the planned work to adjust the

available task order balance for new work.

6.2 RELEASE CONSULTANT TASK ORDER FUNDS

6.2.4Release Task Order Funds

YES

6.2.3Do Funds Need

Released?

NO

Nothing


Source


RE 6.2.3 Do Funds Need Released? –

Determine if funds need to be released.

RE-Fiscal-BA

RE 6.2.4 Release Task Order Funds – After

funds are released adjust the available

task order balance for new work.




6.3 Encumber Funds

Before the consultant is authorized to begin work, encumber the funds needed for

payment.

6.3 ENCUMBER FUNDS

6.3.4Manually Enter Encumbrance Request Into

Ellis

6.3.7Pull Encumbered

Funds Details Into System

From Accounting

6.3.6Send Encumbrance

Request To Accounting

6.3.3Submit

Encumbrance Request To Ellis

Coordinator

6.3.5Obtain Approval

For Encumbrance

Make Necessary Updates for CEAO

6.3.8Document

Encumbered Funds

6.3.1Is Federal Money

Involved?YES

NO

6.3.2Is Federal

Authorization Approved

?

YES

NO


Source


RE 6.3.1 Is Federal Money Involved? – Is there

Federal money in any phase of the

project and specifically in ROW?


RE 6.3.2 Is Federal Authorization Approved? –

Based on accounting FEMIS status, is

authorization approved?


RE 6.3.3 Send Encumbrance Request to Ellis

Coordinator

RE-Fiscal-BA Manual

RE 6.3.4 Manually enter Encumbrance Request

into Ellis

RE-Fiscal-BA Outside

System

RE 6.3.5 Obtain Approval for Encumbrance RE-Fiscal-BA Outside

System

RE 6.3.6 Send Encumbrance Request to

Accounting

RE-Fiscal-BA Manual

RE 6.3.7 Pull Encumbered Funds Details Into

System from Accounting


RE 6.3.8 Document Encumbered Funds – Pull

up the authorization and save a copy

on the shared drive.




6.3 Encumber CEAO Funds

Before the CEAO consultant is authorized to begin work, the local public agency (LPA)

needs to provide for the 20% match through bridge credits or a check payment. After

receiving the 20% match from LPA, encumber the funds needed for payment of the

remaining bill.

6.3 ENCUMBER CEAO FUNDS

6.3Encumber Funds

6.3.9Request Invoice Of 20% Match


Source


RE 6.3.9 Request Invoice Of 20% Match –

Before authorizing consultant, local

public agency must use bridge credits

or provide check for 20% match.

CEAO – County Engineering

Association of Ohio.

RE-Fiscal-BA New

RE 6.3 Encumber Funds – Encumber the

funds needed for payment of the

remaining bill.




6.3.8 Document Encumbered Funds

Pull up the encumbrance authorization in Ellis or Accounting and save a copy on the

shared drive.

6.3.8 DOCUMENT ENCUMBERED FUNDS

6.3.8.3Record

Encumbrance

6.3.8.2Lookup

Purchase Order In Accounting

6.3.8.1Look Up

Encumbrance In Ellis


Source


RE 6.3.8.1 Look up Encumbrance in Ellis RE-Fiscal-BA Manual

RE 6.3.8.2 Lookup Purchase Order In Accounting

– Look in payroll & project accounting

for purchase order.

RE-Fiscal-BA Manual

RE 6.3.8.3 Record Encumbrance – Save

Encumbrance Authorization as PDF for

records retention.

RE-Fiscal-BA Manual



6.4 Generate Warrant

Before the consultant is authorized to begin work, encumber the funds needed for

payment.

6.4 GENERATE WARRANT

6.4.1Create ROW Bill

6.4.2Approve ROW Bill

With Signature

6.4.3Send To

Accounting

6.4.4Receive Warrant From Accounting

6.4.5Deliver Warrant

To Payee

ROW BillRE 24 C

Certified Mail

Below are the payments that may be handled in the 6.4 Generate Warrant Process. - Utility Payments Sent to Utility Company for Impact from ROW on Utility Company- Payment Sent for property Acquisition for R/W (Govt, Rail, Personal, Business) Stream Mitigation, Appropriation, ROE- Update inventory for Excess Land acquired- Relocation Payments Sent to Owner, Lessee, Business, Govt?, Relocation Contract, Self Move,- Consultant payments for Negotiation, Project Mgmt, Appraisal, Title, and other ROW activities- Payments Sent to the Government for Taxes Owed- Property Management Payments for Utilities, Trash Collection, sewer, water, property maintenance- Payment of Interest on FMVE from Date of Take to Current Date of Payment.- Track W-9 Vendors (Payee’s; Consultants, Owners, Court Appropriation, Relo, Taxes ,Tenants See Sub Object Code List) Information Forms. - CEAO payments are made here.

OAKS feeds Accounting – OAKS is Statewide Accounting System. RE Paradox does not feed


Source


RE 6.4.1

Create ROW Bill – Create ROW Bill on

form RE24.


RE 6.4.2

Approve ROW Bill with Signature RE-Fiscal-BA Manual

RE 6.4.3

Send to Accounting – Send signed

ROW Bill to accounting by email.


RE 6.4.4

Receive Warrant From Accounting –

Receive Warrant and record details

from check; voucher number, date

received from accounting, and date

routed for delivery . If Excess Land is

acquired, add to the inventory of

excess land.

RE-Fiscal-BA

RE-Synergy-BA

Required




Source


RE 6.4.5

Deliver Warrant To Payee – Deliver

check to payee by Certified Mail or in

person and get signature on receipt.


6.5 Cancel/Re-Issue Expired Warrant

Warrants are monitored and reissued as necessary.

6.5 CANCEL/RE-ISSUE EXPIRED WARRANT

6.5Cancel/Re-Issue

Warrant

6.5.1Receive VOID

Warrant Notice


Source


RE 6.5.1 Receive VOID Warrant Notice –

Accounting Notifies District of Expired

Warrants by email “Void Warrant List”

with OBM Form partially completed

RE-Fiscal-BA Manual

RE 6.5 Cancel/Re-Issue Warrant - Submit the

Re-Issuance Claim with notes

regarding the need to re-issue and Re-

Issue Warrant as necessary.




6.5 Cancel/Re-Issue Warrant

Submit the Re-Issuance Claim with notes regarding re-issuance of void warrant. Re-

Issue the void warrant as necessary.

6.5 CANCEL/RE-ISSUE WARRANT

6.5.4Make Note

“RE-ISSUE” ThenNotarize Form

6.5.2Create

Re-Issuance Claim

6.5.9Re-Issue Warrant

6.5.3Does

Warrant Need Re-Issued

?

YES

6.5.5Make Note

“NO RE-ISSUE” On Form

NO

6.5.8Submit Re-

Issuance Claim Form With

Attachments

YES

6.5.6Make Note “Warrant

Cancelled”

6.5.3Does

Warrant Need Re-Issued

?

6.5.7Adjust Funds

Available


Source


RE 6.5.2 Create Re-Issuance Claim – Fill out

Claim of Re-Issuance Form OBM-7264.

RE-Fiscal-BA New

RE 6.5.3 Does Warrant Need Re-Issued? –

Does DOT need to re-issue the check?

RE-Fiscal-BA Manual

RE 6.5.4 Make Note “RE-ISSUE” Then Notarize

Form - Make a note to accounting on

the OBM-7264 Form that DOT needs to

Re-Issue the check. Notarize the form.

RE-Fiscal-BA Manual

RE 6.5.5 Make Note “NO RE-ISSUE” on Form -

Make a note to accounting on the

OBM-7264 Form that DOT does NOT

need to Re-Issue the check.

RE-Fiscal-BA Manual

RE 6.5.6 Make Note “Warrant Cancelled” –

Cancel RE24 and zero out RE24

amounts.


RE 6.5.7 Adjust Funds Available –Adjust the

Real Estate Balance to reflect the funds

from the check are available. This

balance will be different from the actual

balance in accounting until accounting

adjusts for the cancelled check.


and New




Source


RE 6.5.8 Submit Re-Issuance Claim Form with

Attachments – Submit OBM-7264 Form

to accounting with the original RE24

and the voided original check. When

the original check is not available,

submit a copy of the original check with

a copy of the email sent to accounting

noting the “Stop Payment”.

RE-Fiscal-BA Manual

RE 6.5.9 Re-Issue VOID Warrant - Receive re-

issued warrant from accounting, record

warrant information, and deliver the re-

issued warrant.




6.5.9 Re-Issue VOID Warrant

Receive re-issued warrant from accounting, record warrant information, and deliver the

re-issued warrant.

6.5.9 RE-ISSUE VOID WARRANT

6.5.9.1Receive Re-Issued

Warrant

6.5.9.2Record Re-Issued

Warrant

6.5.9.3Deliver Re-Issued

Warrant

CCertified Mail


Source


RE 6.5.9.1 Receive Re-Issued Warrant – Receive

re-issued check from accounting.

RE-Fiscal-BA Manual

RE 6.5.9.2 Record Re-Issued Warrant – Record

Re-Issued Warrant Details (voucher #

and Date Routed)


RE 6.5.9.3 Deliver Re-Issued Warrant – Send by

Certified Mail or Deliver Re-Issued

Warrant to Payee in Person

RE-Fiscal-BA Manual



6.6 Receive Property Management Payments

Receive and process property management payments.

6.6 RECEIVE PROPERTY MANAGEMENT PAYMENTS

6.6.1Create Receipt

Number

6.6.2Record Payment

6.6.3Route Payment To

Accounting

Payment Transmittal

Accounting Payment Excel

Form

Payments Received for excess land sales - Update inventory for Excess Land disposal.Payments Received for Joint use agreements LeasePayments Received for Canal lands LeasePayments Received for Commercial Property LeasePayments Received for Crop Farm Lands Property LeasePayments Received for Structures LeaseAll other rental payments received for lease.


Source


RE 6.6.1 Create Receipt Number


RE 6.6.2 Record Payment - Record check

number, check date, date received, and

amount. Any work completed by lessee

will be recorded as payment received.

Remove disposed Excess Land from

inventory.

RE-Fiscal-BA

RE-Synergy-BA

Required

RE 6.6.3 Route Payment to Accounting – Using

the Payment Transmittal Form and

Accounting Payment Excel Form, route

the payment to accounting.




6.6 Receive Pipeline and Gas & Oil Payments

Receive and process pipeline and/or gas and oil payments.

6.6 RECEIVE PIPELINE AND GAS & OIL PAYMENTS

6.6.1Create Receipt

Number

6.6.3Record Payment

Or Statement

6.6.4Route Payment To

Accounting

Payment Transmittal

Accounting Payment Excel

Form

Utility Company Payment Received by OREProperty Management lease Payments ReceivedPayment Received for Oil & Gas RoyaltiesPayment Received for Pipeline License- Reduction in Lease Payments for Services Rendered or Materials Provided


Source


RE 6.6.4 Record Payment or Statement –

Record check number, check date,

date received, and amount.




6.7 Generate Satisfaction Surveys

At the final billing for a parcel, make a note to send out the satisfaction survey after 60

days.

6.7 GENERATE SATISAFACTION SURVEYS

6.7.2Generate Survey

File

6.7.1Request

Satisfaction Survey

6.7.3Merge File And Create Letters

6.7.4Mail Survey

Letter

Survey Letter


Source


RE 6.7.1 Request Satisfaction Survey – When

final billing for parcel is completed the

satisfaction survey button is selected to

generate satisfaction surveys for

acquisition or relocation as necessary.

The surveys will be created in 60 days.


RE 6.7.2 Generate Survey File – Generate a

merge file with all the details needed to

create survey letters.


RE 6.7.3 Merge File and Create Letters – Open

Survey Form and merge the Survey

File to generate letters and print the

letters.


RE 6.7.4 Mail Survey Letter RE-Fiscal-BA Manual



6.7 Evaluate Satisfaction Surveys

Record the survey results and keep a copy. At the request of the respondent or as

needed, conduct a survey investigation. When the district replies to the survey

investigation, evaluate the response and keep a copy.

6.7 EVALUATE SATISFACTION SURVEYS

6.7.5Enter Survey

Result

6.7.8Conduct Survey

Investigation

6.7.7Did Survey

Respondent Request A Supervisor

Call?

YES

NO

6.7.6Post Surveys To

O: Drive

6.7.10Evaluate

Response from District

6.7.11Post Survey

Response To O: Drive

NOTHING

6.7.9Has District Replied to

Survey?

YES

NO

RE 6.7.5 Enter Survey Result - Enter total points

and date for survey.


RE 6.7.6 Post Surveys To O: Drive RE-Fiscal-BA Manual

RE 6.7.7 Did Survey Respondent Request A

Supervisor Call?

RE-Fiscal-BA Manual

RE 6.7.8 Conduct Survey Investigation - Send

investigative cover letter to the district

with survey attached.


RE 6.7.9 Has District Replied to Survey? RE-Fiscal-BA Manual

RE 6.7.10 Evaluate Response from District –

Record the date a response was sent

and evaluate the effectiveness of

response.


RE 6.7.11 Post Survey Response To O: Drive RE-Fiscal-BA Manual



6.8 Track Consultant Task Order Reservations

Monitor Consultant Task Order Reservations to avoid exceeding the available Task

Order Encumbrance Balance.

6.8 TRACK CONSULTANT TASK ORDER RESERVATIONS

6.8.1Monitor All Task

Order Reservations

Consultant has already been pre-qualified and they are covered on Statewide task order agreements.

RE 6.8.1 Monitor All Task Order Reservations –

Prior to encumbering funds the

consultant task order funds are

reserved to make sure the funds

remain available when the work is

ready to proceed. (Balances,

Reservations, Encumbrances,

Payments, Dates)


6.8 Track Consultant Funds

Monitor Consultant Task Order Agreement Funds to avoid exceeding the available Task

Order Encumbrance Balance.

6.8 TRACK CONSULTANT FUNDS

6.8.3Monitor All Agreement

Funding

6.8.2Pull Updated Agreement

Balance

RE 6.8.2

Pull Updated Agreement Balance - Pull

updated task order, project specific, or

CEAO Agreement balance from

accounting as necessary.


RE 6.8.3 Monitor all task order, project specific,

or CEAO Agreements (Balances,

Reservations, Encumbrances,

Payments, Dates)




6.8 Track Consultant Personal Service Contract Funds

Monitor Consultant Personal Service Contract Funds to avoid exceeding the available

Task Order Encumbrance Balance and for staying under the threshold allowed per

vendor per fiscal year.

6.8 TRACK CONSULTANT PERSONAL SERVICE CONTRACT FUNDS

6.8.5Monitor All

Personal Service Contract Funding

6.8.4Pull Personal

Service Contract Updates

RE 6.8.4

Pull Personal Service Contract Updates

- Pull updated personal service contract

balance from accounting as necessary.


RE 6.8.5 Monitor All Personal Service Contract

Funding – Monitor the personal service

contract balance for staying under the

threshold allowed per vendor per fiscal

year (Balances, Reservations,

Encumbrances, Payments, and Dates).


6.8 Track Negotiated Consultant Fees

Record negotiated consultant fees to provide for future consultant fee evaluation.

6.8 TRACK NEGOTIATED CONSULTANT FEES

6.8.6Post Negotiated Consultant Fees

RE 6.8.6 Post Negotiated Consultant Fees -

Capture the negotiated consultant fees

by assignment type along with the total

number of parcels for that fee, by

district, by county, and by route/section.




6.8 Track Project Non-Consultant ROW Funding

Track all other ROW Funding to avoid exceeding the available Encumbrance Balance.

6.8 TRACK PROJECT NON-CONSULTANT ROW FUNDING

6.8.8Monitor All Other ROW

Project Funding

6.8.7Pull ROW Funding Updates

RE 6.8.7

Pull ROW Funding Updates – Pull

ROW encumbrance balances from

accounting as necessary.


RE 6.8.8 Monitor ROW Balances (Balances,

Encumbrances, Payments, and Dates)
