Authorization for Contract Work

Description

This screen is part of the Contractor Services subsystem and provides the functionality of the CS-373 Authorization for Contract Work worksheet in an electronic format. The screen allows the user add items and/or special provisions, or to simply create the scope of work that the authorization covers. The screen can then be electronically submitted to the contractor via ECMS. The contractor must acknowledge or ask clarification on the scope of work and special provision changes (if any), enter unit prices for any new items, and accept or 'reject' any changes to existing items before submitting the authorization to PENNDOT.

The Authorization for Contract Work screen allows PENNDOT to select one or more existing work orders with which to associate the authorization. If the authorization screen was accessed from the Add link on the Work Order screen, this association is automatic, and the Work Order field contains the number of the associated work order. Otherwise, the user can select from a list of draft work orders.

The Authorization screen also allows PENNDOT and the Contractor to negotiate the unit price for extra work items, and allows PENNDOT to add or modify any special provisions associated with the work. When an extra item is included in the authorization, the contractor enters the unit price during Contractor Review, and PENNDOT may either accept or reject the price, or status the item as "force account". For contract items, the Contractor may accept the item or status it as 'out of scope'.

From a processing perspective, the Authorization serves as the data source for any changes to the construction special provisions. If the authorization contains no item changes, but only changes to the provisions, the database is updated when PENNDOT accepts the authorization.

If the authorization contains both item and special provision changes, the processing differs slightly. This is because the work order is the data source for any item changes. When the work order is approved, the system updates the construction items (based on the changes in the work order) and reads the associated Authorizations that are in Accepted status to determine if any special provision updates are required; if so, the updates are made at that time.

Fields

Field Name	State	Description
Project Header (Full)	Display Only	The full project header fields are displayed as a standard throughout much of ECMS. The header displays general project information including Project number, Short project description, District number, County, Project Status, SR, Section, Municipality, Group and Admin Org Code. The header also provides quick navigation to other screens related to the same project: Contractors click the word "Project" to navigate to the Contractor Project page. The words "Project Team" take Contractor users to the Third Party Project Team screen. PENNDOT, FHWA, Municipal, and Consultant users click the word "Project" to link to the Project Information or Construction Project Information screen (depending on Project Status). The words "Project Team" take these users to the Project Team screen. The header also provides a 'fast path' to the same screen for a different project number. Users navigate by typing the destination project number in the Project field (next to the Project link) and clicking the GO button.
Status	Display Only	The status of the Authorization. Valid values are: Draft Contractor Review PENNDOT Review Accepted Work Not Completed
Authorization	Display Only	A system-assigned sequential number that identifies the authorization.
Work Order	Optional	This field allows the user to select one or more work orders from a list of work orders associated with the project that are in Draft or Revise status. If no such work orders exist, the user receives a 'no records found' message when they click the selection arrow next to this field. If the authorization screen was accessed in create mode by using the Add links on the Work Order screen, this field is pre-filled with the associated work order number, but the user may associate additional work orders. When an associated work order exists, the Work Order number in this field provides a link to the Work Order screen. Note that if the work order is in Draft status, the link is disabled for the contractor.
Associated Authorizations	Optional	This field allows the user to select one or more Authorizations to associate with this Authorization.
Document	Display Only	This field indicates whether the authorization is electronic or an attachment. As of Release 15 of ECMS, all authorizations must be created online. In create mode, this indicator is set to "Electronic" and cannot be edited.
To	Display Only	The business partner name of the prime contractor.
Work Type	Required	The type of work covered by the authorization. The user checks one or more work types by selecting the checkbox. At least one of these checkboxes must be selected before the Authorization can be saved.
Scope of Work	Required	This field allows the user to enter a scope of work statement describing the work covered by the authorization. It is a required field. Once the authorization is submitted to the contractor, this field is protected.
Working Days	Required	This field allows the user to enter an estimated number of working days that the authorized work will require. The value in this field does not change the project number of days for the contract. Any change to the project number of days must be submitted via a Time Extension.
Calendar Days	Required	This field allows the user to enter an estimated number of calendar days the authorized work will require. The value in this field does not change the project number of days for the contract. Any change to the project number of days must be submitted via a Time Extension.
EDMS Link	Link	The user may attach an EDMS (Electronic Document Management System) document using the SEL EDMS button. Once attached, the EDMS document can be viewed when the user clicks the doc link, or can be removed using the REMOVE button.
Scope of Work	Optional	This field allows PENNDOT to enter a detailed description of the scope of work covered by the authorization.
		*****Items*****
Item	Link	The item number associated with the authorization item. This field provides a link to the authorization item detail screen.
Type	Display	This field displays the item type. If this is an original contract item, the field is blank.
UOM	Display	The unit of measure for the item.
Estimate Qty	Display	The estimated quantity of the item.
Unit Price	Conditional	If this is a contract item, the unit price cannot be edited. If this is a non-contract item (for example, an extra work item), the contractor must enter the unit price before accepting the authorization.
Total Amount	Calculated	The total amount is calculated as the Estimated Qty times the Unit Price.
Negotiation	Drop-Down	This field provides a drop-down list for users to status the item as part of the negotiation process. The Contractor may select a negotiation status based on whether the item is a contract item. For contract items, valid statuses are Accept and Reject. PENNDOT may update the negotiation status to one of the following: Accept, Reject, Force Account.
Description (unlabeled)	Display	Below the UOM field, the item description is displayed. If this is a modified standard item, the modified description is displayed in parentheses following the standard description.
		*****Special Provisions*****
Index/Category	Display	For standard special provisions, the Index/Category letter is displayed as part of the Special Provision Name. For example, a provision from the General Provisions index begins with the letter "G". Authorization-specific special provisions display '00 - ' in place of the Index/Sequence ID/Revision.
Sequence ID	Display	For standard special provisions, the sequence ID is displayed as part of the Special Provision Name.
Revision	Display	For standard special provisions, the revision letter is displayed as part of the Special Provision Name.
Provision Name	Link	The name of the special provision. For authorization-specific special provisions, the provision name is prefixed by '00 - '; for standard special provisions, the provision name is prefixed with Index/Sequence ID/Revision (for example, 'G32000A - ').
Item Number	Display	The authorization item numbers associated with the special provision. If multiple items are associated, they are separated by commas. Note that this field does not provide links. To view the Authorization Item detail screen, the user clicks the Item Number link in the Authorization Items section. Note: Only the Authorization Items are shown. Some of the original contract items shown on the authorization may have construction special provisions associate to them. These are not displayed on this screen. To view them, the user must link to the Authorization Item detail screen. From there, the original construction special provision may be viewed or can be accessed for modification via the authorization.
		*****Workflow Status Information*****
Status	Protected	This field displays the status of the authorization prior to the action taken by the specified user. For example, when the authorization is saved, this field displays "Draft", and the Name field displays the user name of the person who created the authorization.
Name	Protected	The name of the person who performed the action listed in the Disposition column.
Disposition	Protected	The disposition of the authorization performed during this workflow step. For example, Draft, Contractor Review, Accepted, etc.
Date/Time	Protected	The date and time the user dispositioned the authorization.

Actions

Action	Description
? (icon)	When the user clicks this icon, they are taken to the screen's "Tell Me About" Help document, which provides a brief screen description, a definition of each field, and a definition of each 'action' (link, button, icon).
Up/Down Arrows (icon)	When the user clicks the up arrow at the top left corner of the display, they are taken to the top of the screen view. When the user clicks the down arrow at the top left corner of the display, they are taken to the bottom of the screen view. TIP: The function buttons such as BACK, EDIT, and SAVE are always located at the extreme bottom of the screen. Use the down arrow to quickly move to the buttons you need.
SEL EDMS (button)	When the user clicks this button, they are taken to the EDMS interface page where they can select an EDMS document to attach to the authorization.
REMOVE (button)	When the user clicks this button, the EDMS document link is removed from the screen. Note that the screen must be saved in order for the link to be removed.
Delete (checkbox)	When the user selects an item (by clicking in the "Delete" checkbox) then clicks the Save or Save&Exit button, the selected items and/or special provisions are deleted from the authorization. Note: Deleting the provision or item from the authorization using this checkbox does not delete it from the project. See "How Do I Delete a Construction Special Provision" for instructions on deleting a provision. Deleting construction items can be done via a work order deducting the remaining quantity of the item from the project.
Acknowledge/Clarify (radio button group)	When the Authorization is submitted to the contractor, these options are blank. The contractor must select one of the options to describe whether they understand and acknowledge the scope of work and special provision changes (if any) before submitting the authorization to PENNDOT. The contractor must acknowledge the changes before PENNDOT can accept the authorization.
Go (button)	When the user clicks this button, the destination screen they selected from the Go Links drop-down field is displayed.
Back (button)	When the user clicks this button, they are returned to the previous screen in the browser history.
Edit (button)	When the user clicks this button, the screen switches to edit mode. The button is only displayed when the user has edit authority and only when the screen is in read mode.
Save (button)	When the user clicks this button, any changes to the screen are saved to the database, and a message is displayed informing the user that the save was successful. When the user clicks OK on the message box, control remains on this screen.
Save & Exit (button)	When the user clicks this button, the 'save' is performed as described above, and the user is returned to the Construction Project Information screen.
Submit (button)	When the user clicks this button, a message is displayed asking them to confirm the submission. If the user clicks OK, the status of the authorization is updated to the next workflow step. When the submission processing is completed, the system generates and sends an email notification to the prime contractor, informing them that the authorization has been submitted. Note: If the authorization contains no item changes, but only changes to the special provisions, Construction Special Provision tables are updated when PENNDOT submits the authorization. If both items and provisions are included, the updates to both are made when the associated work order is approved (provided the Authorization is in Accepted status).
Accept (button)	This button allows PENNDOT to update the status of the Authorization to "Accepted". When the user clicks this button, the system checks to ensure that all authorization items are in either Accepted or Force Account status. This button is only available to authorized PENNDOT users when the Authorization status is "PENNDOT Review".
Work Not Completed (button)	When the user clicks this button, they are required to enter text in the Comments field before the Authorization status is updated.
Delete (button)	When the user clicks this button, the entire authorization, and all of its associated items, special provisions, and workflow records, are deleted.

Created by	Last Modified by
Joseph D Howe/PennDOT on 03/16/2005 at 10:48:22 AM	Wanda Taylor/PennDOT on 03/18/2005 at 01:03:59 PM