Subcontractor Approval Request

Description

This screen is part of the Contractor Services subsystem and is used by the prime contractor on the project to request approval to add a subcontractor or service to perform a specific task on a project. The Subcontractor Approval Request screen provides part of the Subcontractor Approval functionality and is accessed from Contractor Project page (by contractor) or from the Pending Subcontractor Approval Requests by Project or by District (PENNDOT).

The Subcontractor Approval Request screen can be accessed by the contractor to create, update, or submit the request or to delete a request that is in Draft status. Authorized Prequalification and District users can access this screen to approve the request, reset the request to Draft status (to allow contractor corrections), or to delete an approved request (for example if the subcontractor does not perform the approved work).

Fields

Field Name	State	Description
Project Header (Short)	Display	The project header provides identifying information for the project and provides a link to the Construction Project Information screen or the Contractor Project page (depending on user).
Request	Display	The number of the request. This number is assigned sequentially by the system. Note: This field is part of the Subcontractor Approval header fields and provides a link to this screen. This means that if you click the link while on the Subcontractor Approval Request screen, the screen is refreshed.
Request Status	Display	The status of the request. Requests in Draft status may be modified, deleted, or submitted by the contractor, but may not be viewed or dispositioned by PENNDOT. Requests in Submitted status can be approved or disapproved by PENNDOT users, or can be returned to the contractor in Draft status (Correct button). Requests that have been approved may be subsequently deleted by PENNDOT users, for example, if the subcontractor fails to perform the work or service, the request must be deleted. Otherwise, PENNDOT must complete a Contractor Evaluation for the firm before the project can be finalized.
Associated Contractor	Display	The business partner name of the prime contractor who submitted the request.
Associated BPID	Display	The business partner ID of the prime contractor who submitted the request.
Requested Amt	Display	The Requested Amount. In draft status, this field displays the sum of the price of all requested items. This field is saved when the request is submitted and does not change based on the approved amount (that is, the approved amount and the requested amount may be different.)
Business Partner	Display	The name of the business partner to whom the prime wishes to subcontract the work or service. This field provides a link to the Contractor Information (subcontractors only) or Service (services/suppliers) screen for the business partner.
DBE Cert.	Display	The DBE Certification number of the subcontractor. This field is initially displayed as blank. After the request is saved, the screen displays the certification number of the business partner if one exists. If the subcontractor is not certified, the field remains blank after the screen is saved.
Federal ID	Display	The federal identification number (FEIN or FID) of the business partner that is the subject of the request. This field is only displayed for PENNDOT users.
Minority Code	Display	The Minority code associated with the subcontractor. This field is initially displayed as blank. After the request is saved, the screen displays the minority code of the business partner if one exists. If the subcontractor is not certified, the field remains blank after the screen is saved.
MBE/WBE Commitment	Display	This field indicates (Yes or No) whether the subcontractor was submitted on a MBE/WBE Commitment form during the Contract Awards process. If the project is federally funded, the field label changes to “DBE Participation”.
DBE Participation	Display	This field indicates (Yes or No) whether the subcontractor was submitted on a DBE Participation form during the Contract Awards process. If the project is not federally funded, the field label changes to “MBE/WBE Commitment”.
Business Type	Selectable	If the business partner associated with the request appears on more than one DBE Participation or MBE/WBE Commitment form, the prime contractor can select the type of business for which the Subcontractor Approval Request is being submitted.
Goal Code	Display	The type of minority participation goal set for the project. Federally funded projects display “DBE”; while state projects display “MBE/WBE”.
BEO Function	Display	This field displays the business type the business partner is recognized as by the Bureau of Equal Opportunity. If the function is “Supplier”, 60 percent of the value of the approved requested amount is counted toward the Goal Attainment for the project.
Found on CRP	Required	This field allows the authorized PENNDOT reviewer to indicate whether the business partner was found on the list provided by the Contractor Responsibility Program. If this indicator is “Yes”, the request cannot be approved. This field is not displayed in create mode.
CRP Comments	Optional	This field allows the user to enter comments concerning the CRP. This field is not displayed in create mode.
EDMS Doc Link	Optional	This field displays a link to the CRP Check document in the Electronic Document Management System. If no EDMS document exists, the field displays a message to that effect.
Overseer Subcontractor Information	Optional	This field allows the prime contractor to select another subcontractor who will oversee the business partner. The user selects from a filtered list of business partners by clicking the selection arrow to the right of the field. This list only displays business partners who are on approved subcontractor requests for the project and who are not themselves subject to an overseer relationship.
Business Partner ID	Display	The business partner ID of the overseer sub. This field is blank if no overseer exists.
Approval	Display	The number of the approved Subcontractor Approval Request for the overseer.
Antic. Start	Required	This field requires the prime contractor to enter or select the date the subcontractor is anticipated to begin work on the project.
Antic. Completion	Required	This field requires the prime contractor to enter or select the date the subcontractor is anticipated to complete work on the project.
Subcontracted Amt	Required	This field requires the prime contractor to enter the amount they have agreed to pay the subcontractor. This is the amount that is considered for the 50% - Rule calculations.
Work Complete	Optional	This field allows the user to indicate whether the work is complete.
Minority Pmt Total	Calculated	This field displays the total of all minority payments recorded for this subcontractor on this project. The payments themselves are recorded by authorized PENNDOT users on the Minority Payments screen.
Original Contract	Display	The original contract amount.
Further Subcontracted	Display	The sum of the approved amounts from any other approved subcontractor approval requests for the project.
% Original Contract	Display	The percentage of the original contract represented by this subcontractor approval.
Services Rendered	Required	This field requires the prime contractor to select the type of service that the subcontractor, service, or supplier is providing for this request.
Not Subcontracted	Display	The dollar value of the work not subcontracted to others.
Comments	Optional	This field allows the user to enter comments regarding the subcontractor approval request.
Go Links	Selectable	This drop-down list allows the user to select a destination screen to which they want to navigate. This field is used in conjunction with the Go button and performs a function similar to ‘fast pathing’ in a mainframe environment. Note: The Subcontractor Request Items link takes you to the list of items that have been selected for the request. Initially, the list is displayed with a “no records” message and the user must click the ADD button to begin adding items to the request.
		*****Workflow Status Information*****
Status	Protected	This field displays the status of the request prior to the action taken by the specified user. For example, when the request is saved, this field displays "Draft", and the Name field displays the user name of the person who created the request.
Name	Protected	The name of the person who performed the action listed in the Disposition column.
Disposition	Protected	The disposition of the request performed during this workflow step. For example, Submitted, Approved, Disapproved.
Date/Time	Protected	The date and time the user dispositioned the request.
Comments	Editable – Optional	When the user clicks the solid black triangle to the right of the workflow Status field, the comments that were entered for the corresponding workflow step are displayed on the screen.

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.
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.
Add (button)	When the user selects “Subcontractor Approval Item” and clicks the ADD button, they are taken to the selected screen in ‘create’ mode. The item screen allows the user to select the contract item or enter information about an anticipated item to be subcontracted.
Submit (button)	When the user clicks this button, a message is displayed asking them to confirm that they want to submit the request to PENNDOT. If the user confirms the action, the request status is updated to Submitted. If any of the items on the request were in Review or Disapproved status, an email notification is sent to the Prequalification office, informing them of the need to review the items.
Approve (button)	When the user clicks this button, a message is displayed asking them to confirm that they want to approve the request. If they confirm the approval, the request status is updated to Approved. This button is only displayed when the request status is Submitted and the user is a District Sub Request Approver or a Central Office Prequalification user. If the Found on CRP indicator is “YES” or if any of the request items are in disapproved status, an error is displayed when the user clicks this button, and the approval is not permitted. If desired, however, the user can click the CORRECT button to return the request to Draft status and allow the contractor to modify and resubmit it.
Disapprove	When the user clicks this button, a message is displayed asking them to confirm that they want to disapprove the request. If the user confirms the action, the status of the request is updated to Disapproved.
Correct (button)	When the user clicks this button, a message is displayed asking them to confirm that they want to return the request to Draft status. If the user clicks OK, the status is updated to Draft, and the user is returned to the Subcontractor Approval Requests list. (The corrected request does not appear in the list.) This button is only displayed when the request status is Submitted or Disapproved, and the user is the District Sub Request Approver or a Central Office Prequalification user.
Delete (button)	When the user clicks this button, a message is displayed asking them to confirm the deletion, if they click OK, the request is deleted, and they are returned to the Subcontractor Approval Requests list. When the user is the contractor, this button is only displayed when the status of the request is Draft, and the deletion is a ‘hard’ deletion; that is, that all database records associated with the request are removed from the database. When the user is PENNDOT, this button is only displayed when the status of the request is Approved, and the deletion is a ‘soft’ deletion; that is, the database records are retained, but the request is statused as Deleted and no further modifications may be made to the request.

Created by
Joseph D Howe/PennDOT on 03/16/2005 at 10:56:17 AM