Project Letting Schedule

Description

This screen is part of the eBidding subsystem and displays all projects that have an anticipated or scheduled (that is, approved) let date falling within the date range specified during a search on the eBidding search screen. The data is sorted by let date, district, and county within each let date. This screen gives the authorized PennDOT user a quick reference as to the amount of work being let on a given date and helps them manage projects and let dates. It is also used to approve or disapprove the Let Date for a given project, and to navigate to the Let Date Maintenance and Project Letting Status screens.

If a project has been advertised, a 'P' appears beside the project number. If the project has a scheduled let date (that is, Central Office has approved the project let date) but has not yet been advertised, an 'S' appears beside the project number. If the project's anticipated let date has not been approved, an 'A' appears beside the project number. Authorized BOD Contract Management Division users can approve the let date for a project by selecting the project (by clicking in the checkbox in front of the project number) and clicking the Approve button. If this is the first project to be approved for the given time, the let date defaults to 11:00 AM, but can be changed via the Let Date Maintenance screen.

Note: For "partial ECMS" projects (that is, local or immediate-need emergency projects), the Project Letting Schedule displays the project under the "electronic let date" - the date the bid is scheduled to be opened online. In the project details, the screen displays the Paper Let Date, which is entered by a Project Team Member to capture the date the paper bids were opened.

Fields

Field Name	State	Description
Let Date	Display Only	The report sections are categorized by let date. The range of dates used for the search is displayed at the top of the screen. Note: Partial ECMS projects are categorized by the 'electronic' let date, not the actual date the paper bids were opened. The "Paper Let Date" field displays the actual bid opening date.
Let Time	Display Only	The Let Time portion of the subheading displays the time that bid opening is scheduled. By default, bid opening is set for 11:00 AM on the Scheduled Let Date. However, the let time can be updated on the Let Date Maintenance screen, which is available by clicking the Update link in the Let Date heading field on this screen. Only users in the authorized user group have authority to update the let time.
Let Status	Display - Link	This field displays the status of the Let Date for the project and provides a hyperlink to the Project Milestones screen. If the "ECMS Anticipated" column for the Let Date of the Project Milestones contains a date, but the date has not been approved (on this screen) and the bids have not been opened, an 'A' (Anticipated) appears in this column. If the project let date has been approved on this screen, the system fills the "ECMS Actual" column for the Let Date on the Project Milestones screen, and an "S" appears in this column If the bid package for the project has not been published. If the project has been advertised but the bids have not been opened, a 'P' (Published) appears in this column. Once the bids are opened for a project, it no longer appears on this screen. Projects must have an approved Scheduled Let Date (that is, an 'S' must appear in this column) prior to being advertised. This business rule is checked by the Execute Rules program and cannot be overridden. Note: An asterisk (*) in the Conditions column indicates that the project has been advertised in the past. This may occur, for example, when the project is withdrawn prior to bid opening or when all bids for the project are rejected.
District	Display Only	This column displays the two-digit code (01, 02, 03, etc) for the District responsible for administering the project.
County	Display Only	This field displays the name of the county associated with the project.
SR/Section/Group ID	Display Only	This field displays the Pennsylvania State Route and Section where work will be done for this project. The field may also display a Group ID that has been assigned to the project in ECMS.
Project	Display- Link	This field displays the unique ECMS project number assigned to this project. This field also provides a hyperlink to the Project Letting Status screen.
Project Type	Display Only	This field displays an abbreviation for the Project Type. Valid project types are: "S - Standard", "E - Emergency", "SP - Service Purchase", "L - Local Partial ECMS", "M - Municipal", and " EP - Emergency Partial ECMS".  Hovering over the abbreviation displays the project type description.
Federal Project Status	Display Only	This field displays an abbreviation for the Federal Project Status.  Valid Federal Project statuses are:  "PO NHS - PennDOT Oversight NHS", "PO - PennDOT Oversight non-NHS", "FO - Federal Oversight", and "ST - 100% State."
Estimate ($1,000)	Display Only	This field displays the estimated project cost (sum of design items) in thousands of dollars. This field is only displayed to authorized Design Management and Contract Management users and to members of the Design Project Team.
R/W	Display Only	This field displays the level of the Right of Way Clearance Certificate associated with the project. If no Project Development Checklist item exists for this right of way item, the field displays "NONE". If the item exists, but the Level (of right of way clearance) has not been entered, the field is blank. Otherwise, the Right of Way Clearance Certificate Level is displayed. When multiple clearance certificates exist, this column displays the value of the most highest level. For example, if one certificate has a level 1 and another has a level 4, this column displays "4". 1 - Can advertise, but not open bids 2 - Can open bids, but cannot award contract 3 - Can award contract, but cannot issue NTP 4 - Can issue NTP
Conditions	Display - Link	This field shows whether the Execute Rules program for this project has been run and displays a code representing the results. If a result code exists, it provides a hyperlink to the Execute Rules Status page, where each error and warning is listed and where authorized users can override the errors. Valid values for this column are: E/Y - Errors exist, but all errors discovered at the last running of the Execute Rules program have an override indicator equal to Yes. E/N - Errors exist, and at least one error discovered at the last running of the Execute Rules program has an override indicator equal to No. None - The Execute Rules Program has not been run
4232 Auth	Display Only	This field shows whether a D-4232 for Construction exists on the project's corresponding Project Development Checklist and whether the checklist item contains an approved date. If the item DOES NOT exist on the checklist and is Not Required (for example, for non-federal project), this column displays 'None - N/A'. If the project has federal funding but the D-4232 is either not on the checklist but does not contain an Approved Date, this column displays "Reqd". If the D-4232 is on the checklist and contains an Approved Date, this column displays the approved date as it was entered on the checklist item.
Projects	Display Only	This field displays the total number of projects for the given let date.
Total	Display Only	This field displays the total amount (in thousands of dollars) for all projects for the given let date.
Paper Let Date	Display Only	This field is only displayed if the project type is "Emergency Partial ECMS" or "Local Partial ECMS" and a valid date has been entered in the Paper Let Date field on the Project Milestones screen. This field shows the date the paper bid opening occurred.

Actions

 

Action	Description
Unlabeled (checkbox)	When the user selects a project or projects by clicking in the checkbox in front of the project row, the project(s) are selected for either approval or disapproval of their Scheduled Let Date.
Let Status (hyperlink)	When the user clicks this hyperlink, they are taken to the Project Milestones screen for the project.
PROJECT NUMBER (hyperlink)	When the user clicks this link, the Project Letting Status screen for the selected project is displayed. The Project Letting Status screen displays additional details on a project-by-project basis.
APPROVE (button)	When the user clicks this button, the system approves the selected project for this Let Date. The system updates the Let Date status from 'A' for Anticipated to 'S' for Scheduled.
DISAPPROVE (button)	When the user clicks this button, the system disapproves the selected Scheduled ('S') project for this Let Date. The system updates the Let Date status from 'S' for Scheduled back to 'A' for Anticipated. Note:This is the first step in moving a project (prior to advertising) from a Scheduled Let Date to a New Let Date. After the Let Date status is reverted back to Anticipated the user must enter a new anticipated Let Date on the Project Milestones screen and approve the new date.
Update (link)	When the user clicks this link, they are taken to the Let Date Maintenance screen for the given Let Date. The maintenance screen allows the user to change or extend the Let Time, or move all advertised projects on the letting.
BACK (button)	When the user clicks this button, they are returned to the previous document located in the browser's history.

Created by	Last Modified by
Joseph D Howe/PennDOT on 03/16/2005 at 10:55:06 AM	Wanda Taylor/PennDOT on 06/03/2005 at 02:27:49 PM