Ohio Department of Transportation. Division of Engineering. Office of Real Estate. Synergy. Real Estate Business Analysis

Ohio Department of Transportation Division of Engineering Office of Real Estate Synergy Real Estate Business Analysis Fiscal System Specification Version 1.02 Revision History Date Version 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 Dina Eaton excess land. 6.6.2 Remove disposed Excess Land from inventory. 5/24/13 1.02 Add Fiscal to page headings. Cheryl Jacino Page 1 of 29 Wednesday, June 12, 2013

Table of Contents 0 Synergy Fiscal System Specification... 3 0.1 Purpose... 3 0.2 Author(s)... 3 0.3 Audience... 3 0.4 Business... 4 0.5 System Specifications Table:... 4 0.6 Process Flow Chart:... 7 6 General Fiscal... 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 VO 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 Page 2 of 29 Wednesday, June 12, 2013

0 Synergy Fiscal System Specification 0.1 Purpose The System 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. Page 3 of 29 Wednesday, June 12, 2013

0.4 Business 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 Specifications Table: Each section of system requirements specification is included in a table with the following parts: This is a numeric 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. includes the title of the process and a definition of what is included in the process. 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 Gathered during Business Analysis. RE-Appraisal-BA stands for Real Estate Appraisal Gathered during Business Analysis. RE-Acquisition-Type-BA stands for Real Estate Acquisition Type Gathering during Business Analysis. RE-Utility-BA stands for Real Estate Utility Coordination Gathering during Business Analysis. RE-Relocation-BA stands for Real Estate Relocation Gathering during Business Analysis. RE-Property-Mgmt-BA stands for Real Estate Property Management Gathering during Business Analysis. stands for Real Estate Fiscal Gathering during Business Analysis. RE-Reporting-BA stands for Real Estate Reporting, Records Retention, & Document Handling Gathering during Business Analysis. RE-Technical-BA stands for Real Estate Technical, System Interfaces, and Non-Functional Gathering during Business Analysis. RE-Synergy-BA stands for Real Estate Synergy Presentation of Business Analysis. Page 4 of 29 Wednesday, June 12, 2013

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Priority Define the priority within the replacement New System for each requirement. - 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. Page 6 of 29 Wednesday, June 12, 2013

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 Process A specific, actionable, testable activity that is under the control of the business and supports a business policy. Group Process 1.6.1 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. Search Public Records for Owner 6.3.4 Enter Encumbrance Into Ellis Manual Process A specific, actionable, manual activity that cannot be replaced by system activity. 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. Decision? 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. Continue? Continue This is a point where the process repeats until the answer allows the process to continue to the next step. Start or End Start or end A start or end point for the process flow that originates or ends at this point. Document Document 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. Mail C Certified Mail Mail 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. 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. Page 7 of 29 Wednesday, June 12, 2013

6 General Fiscal 6.0 FISCAL PROCESS 6.8 Track Agreements 6.1 Create Agreements 6.2 Reserve/Release Consultant Task Order Funds 6.7 Generate Satisfaction Surveys Fiscal Process 6.3 Encumber Funds 6.6 Receive Payments 6.5 Cancel/Re-Issue Warrant 6.4 Generate Warrant For Payments Owed RE 6.1 Create Agreements Create agreements that specify the approved vendor and associated funds by service type for ROW activities. 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. See Detail RE 6.3 Encumber Funds Before the consultant is authorized to begin work, encumber the funds needed for payment. See Detail Page 8 of 29 Wednesday, June 12, 2013

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. See Detail RE 6.5 Cancel/Re-Issue Warrant Warrants are monitored and reissued as necessary. See Detail RE 6.6 Receive Payments Receive and process payments. 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. 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. See Detail Page 9 of 29 Wednesday, June 12, 2013

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 6.1.1 Create Consultant Task Order Agreements 6.1.2 Pull Updates From Accounting As Necessary Consultant has already been pre-qualified. RE 6.1.1 Create Consultant Task Order Agreements Setup the details of the task order agreement. 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. Page 10 of 29 Wednesday, June 12, 2013

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 6.1.4 Pull Updates From Accounting As Necessary RE 6.1.3 Create Project Specific Agreements Setup the details of the project specific agreement. 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. Page 11 of 29 Wednesday, June 12, 2013

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 6.1.5 Does Request Exceed $10K? YES RE 6.1.6 Get CO Approval To Exceed $10K RE 6.1.7 Create Personal Service Contract RE 6.1.8 Pull Updates From Accounting As Necessary NO Maximum limit of less than $50K per Vendor state wide PSC s. RE 6.1.5 Does Request Exceed $10K? Does the personal service contract amount requested exceed the threshold amount allowed without CO approval? 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 6.1.7 RE 6.1.8 Create Personal Service Contracts Setup the details of the personal service contract agreement. Pull Updates from Accounting As Necessary Gather information from accounting on personal service contract agreements as the agreements change and funds are used. Manual Manual Page 12 of 29 Wednesday, June 12, 2013

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 6.2.1 Do Funds Need Reserved? YES 6.2.2 Reserve Task Order Funds NO Nothing Consultant has already been pre-qualified and they are covered on Statewide task order agreements. RE 6.2.1 Do Funds Need Reserved? Determine if funds need to be reserved. RE 6.2.2 Reserve Task Order Funds After funds are reserved adjust the available task order balance for new work. Page 13 of 29 Wednesday, June 12, 2013

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 6.2.3 Do Funds Need Released? NO YES 6.2.4 Release Task Order Funds Nothing RE 6.2.3 Do Funds Need Released? Determine if funds need to be released. RE 6.2.4 Release Task Order Funds After funds are released adjust the available task order balance for new work. Page 14 of 29 Wednesday, June 12, 2013

6.3 Encumber Funds Before the consultant is authorized to begin work, encumber the funds needed for payment. 6.3 ENCUMBER FUNDS 6.3.1 Is Federal Money Involved? NO YES 6.3.2 Is Federal Authorization Approved? NO YES 6.3.3 Submit Encumbrance Request To Ellis Coordinator 6.3.4 Manually Enter Encumbrance Request Into Ellis 6.3.5 Obtain Approval For Encumbrance Make Necessary Updates for CEAO 6.3.6 Send Encumbrance Request To Accounting 6.3.7 Pull Encumbered Funds Details Into System From Accounting 6.3.8 Document Encumbered Funds RE 6.3.1 Is Federal Money Involved? Is there Federal money in any phase of the project and specifically in ROW? RE 6.3.2 Is Federal Authorization Approved? Based on accounting FEMIS status, is authorization approved? RE 6.3.3 RE 6.3.4 Send Encumbrance Request to Ellis Coordinator Manually enter Encumbrance Request into Ellis Manual Outside System RE 6.3.5 Obtain Approval for Encumbrance Outside System RE 6.3.6 RE 6.3.7 RE 6.3.8 Send Encumbrance Request to Accounting Pull Encumbered Funds Details Into System from Accounting Document Encumbered Funds Pull up the authorization and save a copy on the shared drive. Manual See Detail Page 15 of 29 Wednesday, June 12, 2013

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 6.3.9 Request Invoice Of 20% Match 6.3 Encumber Funds 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. RE 6.3 CEAO County Engineering Association of Ohio. Encumber Funds Encumber the funds needed for payment of the remaining bill. New See Detail Page 16 of 29 Wednesday, June 12, 2013

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 6.3.8.1 Look Up Encumbrance In Ellis 6.3.8.2 Lookup Purchase Order In Accounting 6.3.8.3 Record Encumbrance RE 6.3.8.1 Look up Encumbrance in Ellis Manual RE 6.3.8.2 Lookup Purchase Order In Accounting Look in payroll & project accounting for purchase order. Manual RE 6.3.8.3 Record Encumbrance Save Encumbrance Authorization as PDF for records retention. Manual Page 17 of 29 Wednesday, June 12, 2013

6.4 Generate Warrant Before the consultant is authorized to begin work, encumber the funds needed for payment. 6.4 GENERATE WARRANT 6.4.1 Create ROW Bill 6.4.2 Approve ROW Bill With Signature 6.4.3 Send To Accounting 6.4.4 Receive Warrant From Accounting 6.4.5 Deliver Warrant To Payee ROW Bill RE 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 RE 6.4.1 Create ROW Bill Create ROW Bill on form RE24. RE 6.4.2 Approve ROW Bill with Signature Manual RE 6.4.3 Send to Accounting Send signed ROW Bill to accounting by email. 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-Synergy-BA Page 18 of 29 Wednesday, June 12, 2013

RE 6.4.5 Deliver Warrant To Payee Deliver check to payee by Certified Mail or in person and get signature on receipt. 6.5 Cancel/Re-Issue Expired Warrant Warrants are monitored and reissued as necessary. 6.5 CANCEL/RE-ISSUE EXPIRED WARRANT 6.5.1 Receive VO Warrant Notice 6.5 Cancel/Re-Issue Warrant RE 6.5.1 Receive VO Warrant Notice Accounting Notifies District of Expired Warrants by email Void Warrant List with OBM Form partially completed 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. Manual See Detail Page 19 of 29 Wednesday, June 12, 2013

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 6.5.2 Create Re-Issuance Claim 6.5.3 Does Warrant Need Re-Issued? NO YES 6.5.4 Make Note RE-ISSUE Then Notarize Form 6.5.8 Submit Re- Issuance Claim Form With Attachments 6.5.3 Does Warrant Need Re-Issued? YES 6.5.9 Re-Issue Warrant 6.5.5 Make Note NO RE-ISSUE On Form 6.5.6 Make Note Warrant Cancelled 6.5.7 Adjust Funds Available RE 6.5.2 Create Re-Issuance Claim Fill out Claim of Re-Issuance Form OBM-7264. RE 6.5.3 Does Warrant Need Re-Issued? RE 6.5.4 Does DOT need to re-issue the check? 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 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 6.5.6 Make Note Warrant Cancelled Cancel RE24 and zero out RE24 amounts. 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. New Manual Manual Manual and New Page 20 of 29 Wednesday, June 12, 2013

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. Manual RE 6.5.9 Re-Issue VO Warrant - Receive reissued warrant from accounting, record warrant information, and deliver the reissued warrant. See Detail Page 21 of 29 Wednesday, June 12, 2013

6.5.9 Re-Issue VO Warrant Receive re-issued warrant from accounting, record warrant information, and deliver the re-issued warrant. 6.5.9 RE-ISSUE VO WARRANT 6.5.9.1 Receive Re-Issued Warrant 6.5.9.2 Record Re-Issued Warrant 6.5.9.3 Deliver Re-Issued Warrant C Certified Mail RE 6.5.9.1 Receive Re-Issued Warrant Receive re-issued check from accounting. Manual RE 6.5.9.2 Record Re-Issued Warrant Record Re-Issued Warrant Details (voucher # and Date Routed) RE 6.5.9.3 Deliver Re-Issued Warrant Send by Certified Mail or Deliver Re-Issued Warrant to Payee in Person Manual Page 22 of 29 Wednesday, June 12, 2013

6.6 Receive Property Management Payments Receive and process property management payments. 6.6 RECEIVE PROPERTY MANAGEMENT PAYMENTS 6.6.1 Create Receipt Number 6.6.2 Record Payment 6.6.3 Route 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 Lease Payments Received for Canal lands Lease Payments Received for Commercial Property Lease Payments Received for Crop Farm Lands Property Lease Payments Received for Structures Lease All other rental payments received for lease. RE 6.6.1 Create Receipt Number 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-Synergy-BA RE 6.6.3 Route Payment to Accounting Using the Payment Transmittal Form and Accounting Payment Excel Form, route the payment to accounting. Page 23 of 29 Wednesday, June 12, 2013

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 6.6.1 Create Receipt Number 6.6.3 Record Payment Or Statement 6.6.4 Route Payment To Accounting Payment Transmittal Accounting Payment Excel Form Utility Company Payment Received by ORE Property Management lease Payments Received Payment Received for Oil & Gas Royalties Payment Received for Pipeline License - Reduction in Lease Payments for Services Rendered or Materials Provided RE 6.6.4 Record Payment or Statement Record check number, check date, date received, and amount. Page 24 of 29 Wednesday, June 12, 2013

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 6.7.1 Request Satisfaction Survey 6.7.2 Generate Survey File 6.7.3 Merge File And Create Letters 6.7.4 Mail Survey Letter Survey Letter RE 6.7.1 RE 6.7.2 RE 6.7.3 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. Generate Survey File Generate a merge file with all the details needed to create survey letters. Merge File and Create Letters Open Survey Form and merge the Survey File to generate letters and print the letters. RE 6.7.4 Mail Survey Letter Manual Page 25 of 29 Wednesday, June 12, 2013

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 6.7.5 Enter Survey Result 6.7.6 Post Surveys To O: Drive 6.7.7 Did Survey Respondent Request A Supervisor Call? NO YES 6.7.8 Conduct Survey Investigation 6.7.9 Has District Replied to Survey? NO YES 6.7.10 Evaluate Response from District 6.7.11 Post Survey Response To O: Drive NOTHING RE 6.7.5 Enter Survey Result - Enter total points and date for survey. RE 6.7.6 Post Surveys To O: Drive Manual RE 6.7.7 RE 6.7.8 Did Survey Respondent Request A Supervisor Call? Conduct Survey Investigation - Send investigative cover letter to the district with survey attached. Manual RE 6.7.9 Has District Replied to Survey? Manual RE 6.7.10 Evaluate Response from District Record the date a response was sent and evaluate the effectiveness of response. RE 6.7.11 Post Survey Response To O: Drive Manual Page 26 of 29 Wednesday, June 12, 2013

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 6.8.1 Monitor 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) 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 6.8.2 Pull Updated Agreement Balance 6.8.3 Monitor All Agreement Funding RE 6.8.2 Pull Updated Agreement Balance - Pull updated task order, project specific, or CEAO Agreement balance from accounting as necessary. RE 6.8.3 Monitor all task order, project specific, or CEAO Agreements (Balances, Reservations, Encumbrances, Payments, Dates) Page 27 of 29 Wednesday, June 12, 2013

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 6.8.4 Pull Personal Service Contract Updates 6.8.5 Monitor All Personal Service Contract Funding RE 6.8.4 Pull Personal Service Contract Updates - Pull updated personal service contract balance from accounting as necessary. 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). 6.8 Track Negotiated Consultant Fees Record negotiated consultant fees to provide for future consultant fee evaluation. 6.8 TRACK NEGOTIATED CONSULTANT FEES 6.8.6 Post 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. Page 28 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 6.8.7 Pull ROW Funding Updates 6.8.8 Monitor All Other ROW Project Funding RE 6.8.7 Pull ROW Funding Updates Pull ROW encumbrance balances from accounting as necessary. RE 6.8.8 Monitor ROW Balances (Balances, Encumbrances, Payments, and Dates) Page 29 of 29 Wednesday, June 12, 2013