srs general word document · real estate business analysis srs synergy general v. 1.00 page 3 of 21...

of 21 Thursday, June 13, 2013

Ohio Department of Transportation

Division of Engineering Office of Real Estate

Synergy Real Estate Business Analysis

General System Requirements Specification

Version 1.00

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

5/14/13 1.00 Define General System Requirements Cheryl Jacino

5/22/13 1.00 Finalize General SRS Cheryl Jacino

5/24/13 1.01 Add General to page headings. Cheryl Jacino

6/10/13 1.02 Add one Property Management report to list of reports. Cheryl Jacino

Real Estate Business Analysis SRS Synergy General v. 1.00


Table of Contents

0 Synergy General 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: ..................................................................................................... 6

7 General Requirements ........................................................................................................ 7 7.1 Reporting Process ....................................................................................................... 7 7.2 Report List ................................................................................................................... 9 7.2 Document Handling and Record Retention .................................................................16 7.3 Audit Trail ...................................................................................................................19 7.4 Email Generation ........................................................................................................19 7.5 User Settings ..............................................................................................................19 7.6 GIS .............................................................................................................................21



0 Synergy General 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) used to select a system to purchase 2) used to 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.



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-General-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.





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.



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.



7 General Requirements

These are the general requirements that define how this system will handle Reporting, Document Emailing, Document Handling, Record Retention, GIS Interface, Audit Trails, and User Settings.

7.1 Reporting Process

Reporting will be based on user profile setup with flexibility to request reports daily, weekly, monthly, quarterly, or annually. User profile setup will also allow report output preferences of print, save to .PDF, display on the screen, or attach to email. The list of reports provided for users will be the standard reports. Users can also make customized versions of the standard reports or create unique customized GQL reports. A GQL reporting file will be created each day with the most current information as of the previous day.

7.1 REPORTING PROCESS

7.1.10Produce

On Demand Reports

7.1.2Is this the User Specified End of

Week?

7.1.1Produce

Daily Reports

7.1.3Produce Weekly

Reports

7.1.4Is this the End

of Month?

7.1.5Produce Monthly Reports

7.1.6Is this the End of

Quarter?

7.1.7Produce

Quarterly Reports

7.1.8Is this the End

of Year?

7.1.9Produce Annual

Reports

Note: Some reports are generated monthly on a day other than the end of month.



RE 7.1.1 Produce Daily Reports – Users will be given the ability to setup their profile to generate reports on a daily basis. These reports can be setup to print, save to .PDF, display on the screen, or attach to an email according to the user profile setup.

RE-General-BA Required Yes

RE 7.1.2 Is this the User Specified End of Week? – The user can specify the desired day for end of week reporting. When it is the user specified end of week day, proceed with RE 7.3 Produce Weekly Reports.

RE-General-BA





RE 7.1.3 Produce Weekly Reports – Users will be given the ability to setup their profile to generate reports on a weekly basis. These reports can be setup to print, save as .PDF, display on the screen, or attach to an email according to the user profile setup.


RE 7.1.4 Is this the End of Month? – Is this the last day of the month or a predefined last day of the month? Some reports are generated monthly on a day other than the end of month.

RE 7.1.5 Produce Monthly Reports – Users will be given the ability to setup their profile to generate reports on a monthly basis. These reports can be setup to print, save as .PDF, display on the screen, or attach to an email according to the user profile setup.


RE 71..6 Is this the End of Quarter? – Is this the last day of the quarter?

RE 7.1.7 Produce Quarterly Reports – Users will be given the ability to setup their profile to generate reports on a quarterly basis. These reports can be setup to print, save as .PDF, display on the screen, or attach to an email according to the user profile setup.


RE 7.1.8 Is this the End of Year? – Is this the last day of the year?

RE 7.1.9 Produce Annual Reports – Users will be given the ability to setup their profile to generate reports on an annual basis. These reports can be setup to print, save as .PDF, display on the screen, or attach to an email according to the user profile setup.


RE 7.1.10 Produce On Demand Reports – Users will be given the ability to request reports online to be generated immediately. The user will be prompted to specify the desired report media; print, save as .PDF, display the screen, or attach to an email.

RE-Reporting

-BA

Required Yes



7.2 Report List

New #

Old ID

Report Title Description Reporting Options Sorting Criteria

Frequency Priority Change? Feature

2 ?

Status Report Active projects with a summary of the status for the PIDs.

Option to report by district, by local group, or by PID. Additional option for Remarks Status Report to report remarks by PID or CRS. Additional option for Parcel Status Details Report for Parcels in Acquisition Section of Status Report.

Sort by District and CRS

On Demand Required

3 3 Project Progress Detailed report of project and

parcel progress activity. Option to report by PID. Sort by

Parcel. On Demand Required

4 12

Agent Assignment Agents Assignments for all disciplines assigned to the agent.

Option to report by district, by assigned or completed date range, all assignment types, by status (complete/not complete), and by individual user.

Sort by Agent Name

On Demand Required

5 13

Cleared Projects Project Right of Way Clearance Report

Option to report by district, by outsourced or all, by date range of ROW clearance date.

Sort by month of ROW Clearance Date.

On Demand Required

6 17

FMVE Delivery Progress Report

One active PID's last FMVE sorted by Parcel. Report specific to Appraisal discipline.

One active PID's last FMVE sorted by Parcel.

Sort by Parcel.

On Demand Required

7 17A Last FMVE by PID List of active PID's last FMVE

sorted by Parcel. Option to report by district or by PID.

Sort is by PID and Parcel.

On Demand Required

8 18 & 25

All Active PIDs List of all active PIDs for the district. Provides count of all PIDs.

Option to report by district,

Sort is PID, or by CRS, or by ROW Clearance

On Demand Required



New #

Old ID



9 29 ROE List List of projects with ROE

signed but contract is not signed.

Option to report by PID, by District, and contract signed is blank.

Sort by PID On Demand Required

10 31

Certified Projects List of Projects Certified by month with counts of parcels, strut parcels, RAP units, Signed, Appropriated, and Appropriation Filed.

Option to report by district, by date range of certification.

Sort by date certified to district. On Demand Required

11 33

Appropriations Filed by Posted Date

List of parcels with appropriation filed.

Option to report by date range of Appropriation date posted, by Fee or Staff, or by district.

Sort by Appropriation Posted Date.

On Demand Required

12 35

Appraisals Completed Report

List of Appraisals completed by month

Option to print by district or by date range of appraisal received (completed).

Sort is by Appraisal Received (Completed) Date

On Demand Required

13 36

Appraisal Reviewed Report

List of Appraisals reviewed by month.

Option to print by district or by date range of appraisal review complete.

Sort is by Appraisal Review Complete Date

On Demand Required

14 41

Appropriated Not Filed

List of PID and parcels that indicate appropriation is needed by has not been filed.

Option to report by district.


On Demand Required

15 46

Administrative Settlement

Reports negotiations where the original FMVE is not accepted.

Option to report by district, by PID, or by Active or In-active projects, or both.


On Demand Required

16 46A Case Settlement On Demand Required

17 50

All Projects List of active Projects by district.

Option to report by district or by All or Active PIDs.

Sort is by ROW Clearance Date

On Demand Required

18 58A SW Acquisition On Demand Required

19

Monthly Production Report

On Demand Required

20 65 65 Right of Entry On Demand Required



New #

Old ID



21 72 72 Filing Labels NW

On Demand Required

22 73 73-Filing Labels On Demand Required

23

Tax Exempt On Demand Required

24 90 Auditor's Parcel Numbers

List of Parcels with Auditor's parcel numbers and owner.

Option to report by PID, Sort is by Parcel. On Demand Required

25

Relocation Report On Demand Required

26

FMVE vs. Billing On Demand Required

27 101 E

Excess Lands Inventory of all excess lands. On Demand Required

28 101E

Fiscal Excess Land Report

Excess lands purchased within date range. AH & AI only “E” parcels, used to track excess land parcels bought, so they can be sold.

On Demand Required

29 148

Appropriation Statistics

On Demand Required

30

Recorded Parcels for PID

On Demand Required

31 ? Negotiated Acquisition Fee Averages

Negotiated fees minimum, maximum, and average for each discipline.

Option to report by Date Range for Date Negotiated.

Sort by Discipline, by District,

On Demand Required

32

Negotiated Acquisition Fee Details

Negotiated fees for each discipline.


Sort by District, by Consultant, by CRS

On Demand Required

33 ? Negotiated Appraisal Fee Averages

Negotiated fees minimum, maximum, and average for each appraisal report type.


Sort by Discipline, by District,

On Demand Required

34 ?

Negotiated Appraisal Fee Details

Negotiated fees for each appraisal report type.


Sort by Discipline, by District, by CRS

On Demand Required

35

Utility Bill Reimbursements not Complete

Encumbrance Activity and ROW Bills

On Demand Required



New #

Old ID



36

Utility Bill Reimbursements not Complete by District

Encumbrance Balance Greater than Zero

On Demand Required

37

Utility Bill Reimbursements not Complete by Company

On Demand Required

38

Utility District Billings

Billing Activity for Utility Coordination

On Demand Required

39

Monthly POOS Report

Post POOS Monthly Report on O: drive by Date, Negotiated by Staff/Consultant, and Acquisition/Relocation

Option to report by Date, Negotiated by Staff/Consultant, and Acquisition/Relocation

Monthly Required

40

List of Surveys to Generate

Generate survey letter Report Monthly on 5th to verify address and cancelled Bills Because this is 60 days after final Bill.

Monthly on 5th day of

month. Required

41

G&O Reporting Well Receipts by Company

Detail of G&O (Gas & Oil) Well Receipts by company with totals by well.

Option to report by well. On Demand Required

42

G&O Company Totals by Well

Totals Monthly, Quarterly, Annually

On Demand Required

43

G&O Total Revenue by Month and Year to Date

On Demand Required

44

G&O Wells Not Reporting by Company for the Time Period

On Demand Required

45

G&O Company Details of Reporting Wells, Monthly/Quarterly/Annually

On Demand Required



New #

Old ID



46

G&O Well Inventory by District

On Demand Required

47

G&O Well Inventory by Company

On Demand Required

48

G&O Wells Not Reporting by Customer for the Time Period

On Demand Required

49

G&O Well Inventory by CRS

On Demand Required

50

G&O RE24-1 Transmittal

On Demand Required

51

PM - Inventory of Structures

On Demand Required

52

PM - Active Structure by District

On Demand Required

53

PM - Delinquent Structures Rentals

On Demand Required

54

PM - Customer Inquiry Structures

Detail of Customer Payments On Demand Required

55

PM - Inventory of Non-Structures

On Demand Required

56

PM - Active Structure by District

On Demand Required

57

PM - Delinquent Non-Non-Structures Rentals

On Demand Required

58

PM - Customer Inquiry Non-Structures

On Demand Required

59

PM - Non-Structures, Economic Rent Reviews

List of Customers needing economic rent reviews

On Demand Required



New #

Old ID



60

FY 20XX Personal Service

List Personal Service Agreement Summary by service agreement type.

Sort is by service Agreement type and district

On Demand Required

61

FY 20xx Programmatic

List of Programmatic Agreements

Option to report by Letting Type, by controlling board

Sort by Report Code which is associated with the letting.

On Demand Required

62

Programmatic & PSC Detail

List of details for each Programmatic.

Option to report by District or by CEAO

Sort is by District and selected details.

On Demand Required

63

Encumbrance Details

Encumbrance Activity Details Option to report by Encumbrance

On Demand Required

64

Payment Record Report

Record of all payments made against a PID by Parcel Number.

PID On Demand Required

65

Canceled ROW Bills

List of all cancelled bills by type

Option to report by district and by date range.

Sort by district, by date range, by type

On Demand Required

66

Payments by OAKS ID by Date

List of payments made to the OAKS ID. Report is used for 1099 and other payment lookup.

Option to report by OAKS ID and date range

Sort is by OAKS ID or by ROW Bill

On Demand Required

67

ROW Bills List of Bills by PID and a List of Bills by Type

Option to report by PID Sort is by Type, by PID and by Bill #

On Demand Required

68

Closed Bill Payments

List of ROW Bills that have been paid within the given date range for Sub-Object codes for warranty deeds.

On Demand Required



New #

Old ID



69

Missed Closed Bill Payments

List of ROW Bills that have been paid with blank closing dates for Sub-Object codes for warranty deeds.

On Demand Required

70

Property Cost by District

List of Bills with description. Option to report by district and by date range.

On Demand Required

71

Encumbrance Balance by PID

Used for knowing where there is a balance on an encumbrance, also used during project close outs and fiscal year functions. Does not include utility encumbrances.

Option to report by PID Sort is by Encumbrance #

On Demand Required

72

Fiscal Sub-Object List of payments made for a selected Sub-Object Code.

On Demand Required

73

Federal - Relocation with Federal Aid in Project

Federal Participation in ROW costs.

Option to report relocation with federal money in project

On Demand Required

74

Federal Participation in ROW Costs

Federal Participation in ROW Costs

Option to report by only LPA with federal money in ROW Costs

On Demand Required

75

Federal Participation in ROW Costs No LPA

Federal Participation in ROW Costs No LPA

Option to report by no LPA with federal money in ROW

On Demand Required

76

Federal Participation Project and not ROW Costs LPA

Federal Participation Project and not ROW Costs LPA

Option to report Federal participation by LPA and No federal money in ROW

On Demand Required

77

Federal Participation Project and not ROW Costs No LPA

Federal Participation Project and not ROW Costs No LPA

Option to report Federal participation by No PA and No federal money in ROW

On Demand Required

78 Cumulative Report of Sales/Disposals

Report of excess land disposal.

Option to report by District or County.

Quarterly Required



7.2 Document Handling and Record Retention

When a document is complete, it becomes a record that is saved on the records retention drive.



RE 7.2.1 Documents – All Real Estate Forms are available to be populated with key fields.

RE-General-BA

RE 7.2.2 Records Upload – When a document needs to be saved, the user will upload the document to be saved according to records naming procedures. Emails are to be saved as .PDF. Pictures are saved as JPEG.

RE-General-BA

RE 7.2.3 Records Retrieval – Documents can be retrieved as needed.

RE-General-BA

RE 7.2.4 Records Modification – Documents can be modified as needed until the parcel is closed. An audit trail of record changes will be kept.

RE-General-BA

RE 7.2.5 Record Deletion – Documents can be deleted as needed until the parcel is closed. An audit trail of record changes will be kept.

RE-General-BA

RE 7.2.6 Records Handling - When a document is complete, it becomes a record that is saved on the records retention drive.

RE-General-BA

RE 7.2.7 Records Closure for Parcel – When a parcel is closed the user will select the closure button. All records that have not been saved as a .PDF or jpeg will be automatically converted to .PDF or jpeg and saved to the shared real estate acquisition drive active folder.

RE-General-BA





RE 7.2.8 Records Closure for Project – When a project is closed the user will select the closure button. All records that have not been saved as a .PDF or jpeg will be automatically converted to .PDF or jpeg and saved to the shared real estate acquisition drive active folder and moved to the closed folder. All non-.PDF parcel records on the active system will be moved to 90-day retention before purging.

RE-General-BA

RE 7.2.9 Project Records Handling – Project Records are saved in Real Estate Acquisition, District #, County, Active or Closed, PID folders in one of three; Contract Administration, General, or Parcel #.

RE-General-BA

RE 7.2.2.9.1

Contract Administration – Records pertinent to Fee Consultants on a project will be saved in this folder. Security will not allow these records to be visible or accessed by consultants.

RE-General-BA

RE 7.2.2.9.2

General Folder - This folder will contain documents pertinent to the entire project.

A subfolder for plans will be located in this folder

RE-General-BA

RE 7.2.2.9.2.1

Plans Folder – This folder will contain project plans specific to the project, not to the parcel. Examples of plan documents are right of way plans, construction plans, etc.





RE 7.2.2.9.3

Parcel Folder - Each Acquisition Parcel will have a separate folder named “Parcel ###”. Three digits will be used in the parcel number. The parcel descriptor will not be included (WL, T, etc.) inside the Parcel Folder. Files from all disciplines, including title work, appraisal, acquisition, and closing. Agents will be responsible for making sure all of the documents are here, at all times.

Subfolders are only allowed for these disciplines:

•Relocation parcels have separate subfolders labeled as parcel number, “###MM” where MM is the modifier.

•Property management parcels have separate subfolders labeled as parcel number, “###PM”

•BS parcel sub folders labeled as parcel number, “###BS”



7.3 Audit Trail

An audit trail is created whenever a field changes. The audit trail records every fields before and after value, date & time changed, and user making the change.

7.4 Email Generation

Generate emails with attachments or screen prints by hitting a button and having a list of auto-populate email addresses for system users or accounting, attorney general, utility companies, other district P&E staff, task order contact, other ODOT, LPA’s , County Engineers. If the email is being sent to a non-user that is not in this table, it will allow for cut and paste of email address.

Assignments are made to staff by email and the email generated for assignments is tracked by date, time, subject, PID, Parcel, From, To, cc. (This is not needed for consultants; their assignments are made by contract)

7.5 User Settings

It is possible for users to have access to multiple districts.

1. ODOT Manager is an ODOT employee. They can access all areas of the district records. They can make assignments and access negotiated fees.

2. Consultant Project Manager is not an ODOT employee. They can access all areas of the assigned project records. They can make assignments. They are not able to access fiscal records or negotiated fees.

3. Realty Specialist is an employee of ODOT. They can access all areas of the district records. They cannot make assignments or access negotiated fees. They are able to view fiscal records.

4. Consultant Realty Specialist can access only assigned areas of the assigned project records. They cannot make assignments or access negotiated fees. They are not able to access fiscal records.

5. Fiscal Specialist is an employee of ODOT. They handle all fiscal transactions. This may be one of multiple roles performed by this user.

6. ODOT Non-User is an ODOT employee. They can view all areas of any district records but they cannot make changes.

7. User in Training is a second role for either a Consultant or Employee Realty Specialist that is learning to use the system. While they are a User in Training the system will queue all updates for supervisor review.

8. Synergy Systems Admin is an employee of ODOT that has access to manage user setup and application customization tables and settings that control the application.

9. CO Administrator is the Office of Real Estate Administrator that has ability to approve the following:

Enter High Dollar Panel Counter Offer Approval

CO Counter Offer Approval


Controlling Board Approval

CO FMVE Approval

CO Approval PSC Over Limit

10. CO Manager is the Office of Real Estate Central Office Specialty Manager that has ability to approve the following list for the specialty they manage:

Enter High Dollar Panel Counter Offer Approval

CO Counter Offer Approval


Controlling Board Approval

CO FMVE Approval

CO Approval PSC Over Limit



ROLES

FUNCTIONS ODOT Real E

stat

e Manager

Consulta

nt RE P

roje

ct M

anager

Realty Sp

ecialis

t

Consulta

nt Realty

Specialis

t

Fisca

l Specia

list *1

ODOT Non-U

ser *2

Use

r In Tra

inin

g *

1 *3

Synerg

y Syste

ms A

dmin

CO Adm

inist

rato

r

CO Manager

OREM CPM RS CRS FS ONU UIT SSA COA COM

Edit All Records Yes Yes Yes No No No Yes Yes No No

Edit All Fiscal Records Yes Yes Yes No Yes No Yes Yes No No

Edit all Non-Fiscal records Yes Yes Yes No No No Yes Yes No No

View all records Yes Yes Yes No Yes Yes Yes Yes Yes Yes

View All Fiscal Records Yes Yes Yes No Yes Yes Yes Yes Yes Yes

View all Non-Fiscal records Yes Yes Yes No Yes Yes Yes Yes Yes Yes

Edit all projects Yes No Yes No Yes No Yes Yes No No

View all projects Yes Yes Yes No Yes Yes Yes Yes Yes Yes

Edit all Parcels Yes Yes Yes No Yes No Yes Yes No No

View all Parcels Yes Yes Yes No Yes Yes Yes Yes Yes Yes

Edit Specfic Projects Yes Yes Yes No Yes No Yes Yes No No

View Specific Projects Yes Yes Yes Yes Yes No Yes Yes Yes Yes

Edit Specfic Parcels Yes Yes Yes Yes Yes No Yes Yes No No

View Specific Parcels Yes Yes Yes Yes Yes No Yes Yes Yes Yes

Assign Staff / Consultants Yes Yes No No No No Yes Yes No No

Approve Negotiated Fees Yes No No No No No No Yes No No

View Negotiated Fees Yes No Yes No Yes No No Yes Yes Yes

Maintain Staff Prequal List No No No No No No No Yes Yes Yes

Maintain Consultant Prequal List No No No No No No No Yes Yes Yes

Maintain Real Estate Forms No No No No Yes No No Yes Yes Yes

Maintain Task Order List and Balances No No No No Yes No No Yes Yes Yes

Maintain Project Specific Task Order List

and BalancesNo No No No Yes No No Yes Yes Yes

Maintain Personal Service Contract Yes No No No Yes No No Yes Yes Yes

Maintain Tabelized System Limits No No No No No No No Yes Yes Yes

Enter CO Counter Offer Approval No No No No No No No Yes Yes Yes

Enter High Dollar Panel Counter Offer

ApprovalNo No No No No No No Yes Yes Yes

Enter Administrative Settlement No No No No No No No Yes Yes Yes

Enter Controlling Board Approval No No No No No No No Yes Yes Yes

Enter CO FMVE Approval No No No No No No No Yes Yes Yes

Enter CO Approval PSC Over Limit No No No No No No No Yes Yes Yes

*1 This may be one of multiple roles performed by this user.

*2 Does this need limited by Federal Money in Project?

*3 Everything entered by these users will cue to the either the manager or realty specialist for review.

7.5 User Settings

It is possible for users to have access to multiple districts.

5. Fiscal Specialist is an ODOT employee. They handle all fiscal transactions. This may be one of multiple roles performed by this user.

6. ODOT Non-User is an ODOT employee. They can view all areas of any district records but they cannot make changes.

1. ODOT Manager is an ODOT employee. They can access all areas of the district records. They can make assignments and

access negotiated fees.

2. Consultant Project Manager is not an ODOT employee. They can access all areas of the assigned project records. They can

make assignments. They are not able to access fiscal records or negotiated fees.

3. Realty Specialist is an employee of ODOT. They can access all areas of the district records. They cannot make assignments or

access negotiated fees. They are able to view fiscal records.

4. Consultant Realty Specialist can access only assigned areas of the assigned project records. They cannot make assignments

or access negotiated fees. They are not able to access fiscal records.



7.6 GIS

It is desirable to have the system able to link from an existing project to the engineering plans and maps. When the ability is available it would be desirable to link from the parcels to the engineering plans and county records. No further details are available at this time.