Review BEO Forms

Description

This function is part of the Contract Awards subsystem and allows authorized BEO users to review the DBE Participation for Federal Projects (formerly Attachment A’s) and the MBE/WBE Commitment for State Projects (formerly EO-32’s). The BEO Submission, Review, and Approval process, of which this function is a part, allows the apparent low bidder (‘prime’) to submit the electronic ‘forms’ as they are acknowledged by the DBE, MBE, or WBE (‘sub’). Each time the prime submits one or more forms, authorized users receive an email notification containing a link to the DBE Participation for Federal Projects List (or the MBE/WBE Commitment for State Projects List). On the list, the user can see all forms in Submitted, Approved, Disapproved, or Conditionally Approved status. The Acknowledged column of the list verifies that the sub has electronically acknowledged the form. The list provides hyperlinks to the individual forms, where the user can access the Approve, Disapprove, or Conditionally Approve functions.

Note: All BEO forms submitted during the Contract Awards process are available as links in the BEO Review work queue on the Forms by Review List. Because the transmission of email depends on many technical factors both inside and outside of ECMS, it is highly recommended that users check their work queue at least once daily for forms awaiting review. To access the Forms by Review List, click the hyperlink on the Contract Awards home page. Also note that BEO forms submitted during Pre-Construction or Construction do not appear on the Forms by Review list but must be accessed via the Go link (DBE Participation/MBE-WBE Commitments) of a project-related screen.

The list screen also displays the PENNDOT-defined DBE Goal or the MPL for the project, as well as the system-calculated Approved percentage. The "Approved" percentage represents the participation that is achieved toward the goal or MPL by the forms that have been approved thus far. In order for the contract to be awarded, the Approved percentage (when rounded to the nearest whole number) must equal or exceed the DBE goal or MPL established for the project, unless the prime has declared themselves Self-Contained, or has requested Good Faith Effort or MPL evaluation, and the corresponding Contract Awards Checklist item is statused as Passed.

If an evaluation is requested, the system adds a Contract Awards Checklist item (to the Contract Awards screen). The prime is responsible for forwarding the supporting documentation (outside of ECMS) to the Bureau of Equal Opportunity for the evaluation. When the evaluation is completed, an authorized user must mark the checklist item status as Passed and attach the supporting documentation via a link to the Electronic Document Management System (EDMS). Establishing EDMS files and receiving and scanning the support documentation are outside the scope of ECMS and are not discussed in this document.

When the goal or MPL has been achieved, or the prime has declared Self-Contained status, or when a Good Faith Effort or MPL evaluation has been conducted, the user marks the submission as Complete. Once marked as Complete, the only way to change the information is to create a revision (using the REVISE button on the list screen). A revision may need to be created, for example, if a sub pulls out of the agreement, and the prime needs to submit a form for a new sub.

The Review BEO Forms function provides part of the BEO Submission, Review, and Approval functionality and is accessed from the email notification for a specific project or from the form name hyperlink on the Forms by Review List. The workflow for form approval for projects prior to Pre-Construction is Draft--Awaiting Acknowledgement--Acknowledged--BEO Review--Approved. The workflow for form approval for projects Pre-Construction or beyond is Draft--Awaiting Acknowledgement--Acknowledged--District Review--BEO Review--Approved.

Step-by-Step Directions

User Action	Result
Open your browser software and access the ECMS Welcome page.	The ECMS Welcome page is displayed with the navigation bar on the left.
Using the Registered Users Login fields at the top of the navigation bar, enter your user ID and password. Click GO or tap the Enter key.	The ECMS Welcome page appears. Your user name now appears at the top of the navigation bar, and the navigation bar options are tailored to your security group(s).
From the navigation bar, select the Contractor Services option.	The Contractor Services options available to your user group are displayed.
Select the Contract Awards option beneath Contract Services on the navigation bar.	The Contract Awards home page is displayed.
Click the Forms by Review hyperlink.	The Forms by Review List is displayed and contains hyperlinks to the DBE Participation or MBE/WBE Commitment forms awaiting review under the category BEO Review. Note: You can also access the DBE Participation for Federal Projects or the MBE/WBE Commitment for State Projects screen from the email notification sent to your user group when the prime submits the form or from the Contract Awards screen. Again, however, it is recommended you check the Forms by Review List at least once daily.
Click the form name hyperlink for the desired project.	The DBE Participation for Federal Projects or MBE/WBE Commitment for State Projects screen is displayed. This is the form-level screen which provides the details about the sub and the specific work items they are performing. The screen also contains the Approve, Disapprove, and Conditionally Approve buttons. You will use these buttons to disposition the form. The Approve, Disapprove, and Conditionally Approve functions are discussed in separate “How Do I…” Help topics.
When you are ready to mark the BEO submission as complete, select DBE Participation for Federal Projects List from the Go links and click the GO button.	The list is displayed. This is the BEO-Submission level screen which shows all of the forms in Submitted, Approved, Disapproved, and Conditionally Approved status. This screen contains the functionality for you to mark the review as Complete (if the BEO Review Status is Pending), or to ‘re-open’ the submission functionality by creating a revision (if the BEO Status is Complete). Important: The COMPLETE button is only available if the BEO Due Date on the Contract Awards screen is equal to or less than the current date (that is, the due date has passed). Note: The DBE selection in the Go links brings up either the DBE Participation or the MBE/WBE Commitment List, depending on the Federal Project Status of the project.
If necessary, use the down arrow icon at the upper left of the screen to jump to the bottom of the screen.	The lower portion of the screen is displayed.
Click the COMPLETE button.	A message is displayed asking you to confirm that you want to change the status of the BEO Review to Complete and prevent the prime from submitting additional forms.
Click OK on the message box.	The message box closes, and a ‘please wait’ message is displayed. When processing is completed, a ‘successful’ message is displayed.
Click OK on the message box.	The message box closes, and the DBE Participation for Federal Projects List or the MBE/WBE Commitment for State Projects List is re-displayed. The BEO Review Status has been updated to Complete; the COMPLETE button is hidden, and the REVISE button is displayed.
	Use the Go links to access other project-related screens. Use the navigation bar to access other ECMS functions or to log out of the system.

Related Help Documents

Topic	Help Document
BEO submitted forms list	Tell Me About Forms by Review List
Form listing for project	Tell Me About DBE Participation for Federal Projects or MBE/WBE Commitment for State Projects List
Form fields, functions	Tell Me About DBE Participation for Federal Projects or MBE/WBE Commitment for State Projects Screen
Subcontracted items	Tell Me About DBE Participation Item or MBE/WBE Commitment Item
Contract Awards screen	Tell Me About Contract Awards Screen
Contract Awards checklist detail	Tell Me About Contract Awards Checklist Detail Screen
Override failed checklist status	How Do I Override Contract Awards Checklist Item Status

Created by
Joseph D Howe/PennDOT on 03/16/2005 at 10:55:41 AM