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Page 1 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
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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
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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.
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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.
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ID Description Requirements
Source
Priority Change? Feature
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.
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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.
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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
ID Description Requirements
Source
Priority Change? Feature
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-Fiscal-BA See Detail
RE 6.3 Encumber Funds – Before the
consultant is authorized to begin work,
encumber the funds needed for
payment.
RE-Fiscal-BA See Detail
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ID Description Requirements
Source
Priority Change? Feature
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-Fiscal-BA See Detail
RE 6.5 Cancel/Re-Issue Warrant – Warrants
are monitored and reissued as
necessary.
RE-Fiscal-BA See Detail
RE 6.6 Receive Payments – Receive and
process payments.
RE-Fiscal-BA See Detail
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-Fiscal-BA See Detail
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.
RE-Fiscal-BA See Detail
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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
ID Description Requirements
Source
Priority Change? Feature
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.
RE-Fiscal-BA Required
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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
From Accounting As Necessary
ID Description Requirements
Source
Priority Change? Feature
RE 6.1.3 Create Project Specific Agreements –
Setup the details of the project specific
agreement.
RE-Fiscal-BA Required
RE 6.1.4 Pull Updates from Accounting As
Necessary – Gather information from
accounting on project specific
agreements as the agreements change
and funds are used.
RE-Fiscal-BA Required
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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
From Accounting As Necessary
RE 6.1.7Create Personal Service Contract
6.1.5Does Request
Exceed $10K?
RE 6.1.6Get CO Approval To Exceed $10K
YES
NO
ID Description Requirements
Source
Priority Change? Feature
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.
RE-Fiscal-BA Required
RE 6.1.8 Pull Updates from Accounting As
Necessary – Gather information from
accounting on personal service
contract agreements as the
agreements change and funds are
used.
RE-Fiscal-BA Required
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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
ID Description Requirements
Source
Priority Change? Feature
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.
RE-Fiscal-BA Required
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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
ID Description Requirements
Source
Priority Change? Feature
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.
RE-Fiscal-BA Required
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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
ID Description Requirements
Source
Priority Change? Feature
RE 6.3.1 Is Federal Money Involved? – Is there
Federal money in any phase of the
project and specifically in ROW?
RE-Fiscal-BA Required
RE 6.3.2 Is Federal Authorization Approved? –
Based on accounting FEMIS status, is
authorization approved?
RE-Fiscal-BA Required
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-Fiscal-BA Required
RE 6.3.8 Document Encumbered Funds – Pull
up the authorization and save a copy
on the shared drive.
RE-Fiscal-BA See Detail
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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
ID Description Requirements
Source
Priority Change? Feature
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.
RE-Fiscal-BA See Detail
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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
ID Description Requirements
Source
Priority Change? Feature
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
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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
ID Description Requirements
Source
Priority Change? Feature
RE 6.4.1
Create ROW Bill – Create ROW Bill on
form RE24.
RE-Fiscal-BA Required
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-Fiscal-BA Required
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
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ID Description Requirements
Source
Priority Change? Feature
RE 6.4.5
Deliver Warrant To Payee – Deliver
check to payee by Certified Mail or in
person and get signature on receipt.
RE-Fiscal-BA Required
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
ID Description Requirements
Source
Priority Change? Feature
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.
RE-Fiscal-BA See Detail
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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
ID Description Requirements
Source
Priority Change? Feature
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-Fiscal-BA Required
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.
RE-Fiscal-BA Required
and New
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ID Description Requirements
Source
Priority Change? Feature
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.
RE-Fiscal-BA See Detail
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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
ID Description Requirements
Source
Priority Change? Feature
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-Fiscal-BA Required
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
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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.
ID Description Requirements
Source
Priority Change? Feature
RE 6.6.1 Create Receipt Number
RE-Fiscal-BA Required
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.
RE-Fiscal-BA Required
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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
ID Description Requirements
Source
Priority Change? Feature
RE 6.6.4 Record Payment or Statement –
Record check number, check date,
date received, and amount.
RE-Fiscal-BA Required
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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
ID Description Requirements
Source
Priority Change? Feature
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-Fiscal-BA Required
RE 6.7.2 Generate Survey File – Generate a
merge file with all the details needed to
create survey letters.
RE-Fiscal-BA Required
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-Fiscal-BA Required
RE 6.7.4 Mail Survey Letter RE-Fiscal-BA Manual
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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-Fiscal-BA Required
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-Fiscal-BA Required
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-Fiscal-BA Required
RE 6.7.11 Post Survey Response To O: Drive RE-Fiscal-BA Manual
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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)
RE-Fiscal-BA Required
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-Fiscal-BA Required
RE 6.8.3 Monitor all task order, project specific,
or CEAO Agreements (Balances,
Reservations, Encumbrances,
Payments, Dates)
RE-Fiscal-BA Required
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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-Fiscal-BA Required
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).
RE-Fiscal-BA Required
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.
RE-Fiscal-BA Required
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Page 29 of 29 Wednesday, June 12, 2013
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-Fiscal-BA Required
RE 6.8.8 Monitor ROW Balances (Balances,
Encumbrances, Payments, and Dates)
RE-Fiscal-BA Required