Scope management

DRAFT V1

SCOPE MANAGEMENT AND REQUISITION TOOL

AT&T Turf Project

B&V PROJECT NO. 122000.0044

PREPARED FOR

AT&T Turf Project

18 MARCH 2014

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AT&T Turf Project | SCOPE MANAGEMENT AND REQUISITION TOOL

BLACK & VEATCH | Table of Contents i

Table of Contents Overview ................................................................................................................... 5

Background ..................................................................................................................... 5

Generations of Development .......................................................................................... 6

Business Process / Functional Requirements ............................................................... 7

Requirements - SMART (Scope Management and Requisition Tool) ............................. 7

Glossary ........................................................................................................................... 8

B&V to AT&T Terminology Cross-Reference ................................................................... 8

Business Process Flows .............................................................................................. 9

Scope Management Overview ........................................................................................ 9

Sub Process Flows ......................................................................................................... 10

Initial Scoping for Bulk Projects ................................................................................ 10

Initial Scoping for Individual Projects ....................................................................... 11

Site Acq & Engineering Scope Changes .................................................................... 12

Initial Construction Scoping ...................................................................................... 13

Final Construction Scoping w/ Assign Vendors ......................................................... 14

PM-Created Construction Change Order with Assign Vendor .................................. 15

Vendor-Created Construction Change Order ........................................................... 16

Scoping Process / SMART Functional Requirements .................................................. 17

Assumptions .................................................................................................................. 17

A. Process new Jobs received from AT&T ................................................................. 18

1. Job Create / Select ............................................................................................ 18

B. Create Initial Bulk Scope Requests ........................................................................ 19

2. Initial Bulk Request Create ................................................................................ 19

C. Create Individual Scope Request .......................................................................... 20

3. Individual Request Create/Select ...................................................................... 21

4. Scope Maintenance – Add / Change ..................................................................... 24

D. Preview and Submit for NORAD Processing ......................................................... 30

5. Preview ............................................................................................................. 30

6. Attach / Upload Docs ........................................................................................ 32

7. Approve & Submit ............................................................................................. 34

E. Review and Submit to AT&T for PO ...................................................................... 34

8. NORAD OOM Entry & Record OOM ID ............................................................. 34

Overview of AT&T Processing ................................................................................... 35

F. Assign Work to Vendors ........................................................................................ 36

9. Assign Vendor ................................................................................................... 37

Scope Management and Requisition Tool | AT&T Turf Project

ii MARCH 2014

10. Export VPOR .................................................................................................. 40

Maintenance & Supporting Processes ....................................................................... 42

Supporting Processes .................................................................................................... 42

User Information & Log on ....................................................................................... 42

Initial User Screen ..................................................................................................... 43

My Work Queue ........................................................................................................ 43

Build Templates ........................................................................................................ 44

Master Data .................................................................................................................. 45

Master Job & Site Information .................................................................................. 45

Master Contract Driver Information by Market ....................................................... 45

Master Contract WA Information by Market ........................................................... 46

Master Vendor Information ...................................................................................... 47

Master Job Information ............................................................................................ 47

Additional Reports ........................................................................................................ 48

Job Scope Reports: .................................................................................................... 48

Vendor Assignment ................................................................................................... 48

Integration .............................................................................................................. 49

Integration Considerations ........................................................................................... 49

Data Record Characteristics .......................................................................................... 49

Document Control.................................................................................................... 50

Reference documents & sample of current data files .................................................. 50

Appendix – Data Descriptions ................................................................................... 51

Master Job & Site Information ...................................................................................... 51

Job Selection ................................................................................................................. 52

Request Create/Select .................................................................................................. 53

User Driver Selection .................................................................................................... 54

User WA Selection......................................................................................................... 56

Master Contract WA Information ................................................................................. 58

Master Contract Driver Information ............................................................................. 59

Master Vendor Information .......................................................................................... 61

AT&T PO Request History ............................................................................................. 62

Vendor PO Request History .......................................................................................... 63

Scoping & Order Management Life Cycle ..................................................................... 64

Sample: Authority and Approval matrix ....................................................................... 65


BLACK & VEATCH | Table of Contents iii

LIST OF TABLES Table 1: Request Type Values ........................................................................................... 22

Table 2: Request Status Values ......................................................................................... 22

Table 3 Function Type ....................................................................................................... 24

Table 4: Quantity Processing ............................................................................................ 25

Table 5: Previous Quantity Scenarios ............................................................................... 25

Table 6: Driver Rules ......................................................................................................... 26

Table 7 WA Category ........................................................................................................ 28

Table 8 PM Drivers ............................................................................................................ 29

Table 9 Report Options ..................................................................................................... 31

Table 10: Document Type Upload .................................................................................... 32

Table 11: NORAD Work Queue ......................................................................................... 34

Table 12: User Information ............................................................................................... 42

Table 13: Initial User Screen ............................................................................................. 43

Table 14: PM and Vendor Request Status Work Queue Flow .......................................... 44

LIST OF FIGURES Figure 1: Scope & Order Mgmt High Level Flow ................................................................. 5

Figure 2: Today: Generation 0 Overview ............................................................................ 6

Figure 3: Scope Management Overview Process Flow ....................................................... 9

Figure 4: Initial Scoping for Bulk Projects ......................................................................... 10

Figure 5: Initial Scoping for Individual Projects ................................................................. 11

Figure 6: Site Acq & Engineering Scope Changes .............................................................. 12

Figure 7: Initial Construction Scoping ............................................................................... 13

Figure 8: Final Construction Scoping ................................................................................. 14

Figure 9: PM Initiated Change Order ................................................................................ 15

Figure 10: Vendor Initiated Change Order ........................................................................ 16

Figure 11: Scope Maintenance & Assign Vendor .............................................................. 17

Figure 12: Main Menu Example ........................................................................................ 17

Figure 13: Job Selection .................................................................................................... 18

Figure 14: Bulk Request Selection ..................................................................................... 19

Figure 15: Bulk Request Suffix .......................................................................................... 19

Figure 16: Bulk Request Preview ...................................................................................... 20

Figure 17: Scope Request and VPOR Overview ................................................................ 20

Figure 18: Update Existing Request .................................................................................. 21

http://communities.bv.com/sites/BusinessExcellence/Shared%20Documents/Project%20Collaboration/225%20ATT%20Turf%20Scoping%20Management/04%20Design/Scope%20Management%20and%20Requisition%20Tool%20Requirements%20V0.docx#_Toc376501170









iv MARCH 2014

Figure 19: Request Type Choices ...................................................................................... 21

Figure 20: Create New From Template ............................................................................. 21

Figure 21: Copy New from Existing ................................................................................... 22

Figure 22: Job Information Header for Add / Change ....................................................... 24

Figure 23: Scope Maintenance ......................................................................................... 24

Figure 24: Driver Exceptions ............................................................................................. 26

Figure 25: WA Selection Area ........................................................................................... 27

Figure 26: Norad Work Queue .......................................................................................... 34

Figure 27: Example NORAD Entry Format......................................................................... 35

Figure 28: NORAD OOMID Entry ....................................................................................... 36

Figure 29: Assign Vendor view from Main Menu ............................................................. 37

Figure 30: Assign Vendor - Select Request ....................................................................... 37

Figure 31: Detailed Assignment of Primary Vendor ......................................................... 38

Figure 32: Assign Vendor - Assign by Request .................................................................. 38

Figure 33 Assign Vendor - View all un-assigned scope ..................................................... 39

Figure 34: Add /Change Scope Vendor PO History ........................................................... 39

Figure 35: Job Initiative Work Queue Selection ................................................................ 43

Figure 36: Master Driver Excel Sample ............................................................................. 45

Figure 37: WA Excel Sample .............................................................................................. 46

Figure 38: Approved Vendor Data .................................................................................... 47



















BLACK & VEATCH | Overview 5

Overview The purpose of this document is to define the business process and technology requirements for AT&T Turf

Scope Management. Its role is to describe the current issues or problems to be solved, and provide

business process overviews for intended processes enabled by a “Scope Management Tool”. This document

briefly describes the business system and details about the business rules and functional dependencies.

BACKGROUND The AT&T Turf program currently uses Quickbase by Intuit, a web-based database platform to track:

Date/Milestone related data

Project information

Project scoping and client bid requests

Closeout document upload and approval

VPOR (Vendor Purchase Order Request) upload and approval

Vendor communication

The Turf program currently consists of eight different markets, each with its own copy of the Quickbase

(QB) application. One program office application exists and additional market QB applications can be

created if needed. Each includes several thousand projects at various stages of completion. Each project

may have a dozen (typically less than twenty) individual purchase order requests (PORs) to multiple

vendors, which may include revisions to previous PORs. Currently Microsoft Excel POR forms are uploaded

as attachments to records created in Quickbase.

The current process limitations identified include:

No ability to track total scope of project

No ability to implement “rules”, preventing certain action based on scope selection

Unable to keep AT&T price and vendor budget separated in all documents, necessitating the manual transfer of data between forms, and the use of multiple scope entries and forms

Difficulty keeping current forms updated with latest information due to the number of forms used (6 forms per market x 9 pricing markets = 54 different forms).

Original Goal Statement: The Turf project requested a standardized process enabled by a web-based or

centralized database system to improve scoping, bidding,

and vendor purchase order process. “Implement a new

system to allow us to automate tasks where possible,

allowing us to scope more efficiently and accurately,

submit bids to our client, and issue purchase orders to

our vendors.”

Scope and order management are inter-connected

processes which connect the client work authorized

through completion (See Figure 1 and Appendix Scoping

and Order Management Life Cycle).

Scope Management is defined as the identification and

translation of site build requirements to pre-defined

“drivers” and work authorizations with price and budget

based on the site design created from general

Figure 1: Scope & Order Mgmt High Level Flow


6 MARCH 2014

requirements. This includes approval from AT&T to perform identified work, and the assignment and

release of contractors to perform the work.

Order Management is the process of submitting vendor purchase order requests (VPOR) and the creation

of vendor purchase orders (VPO) for both services and materials to complete a job.

GENERATIONS OF DEVELOPMENT Due to the complexity of the process and

touch points with other processes and

systems, the team created a “Multi-

Generation Project Plan” to divide the

desired state of the scoping system into

manageable phases or “generations”. The

components of the whole process were

reviewed and divided into “0 – x”

generations that will result in an integrated,

enterprise process and solution.

0. Today: Microsoft Excel-based Feed Sheet to capture

initial scope and final scope. Bill of Material (BOM)

Form to capture material requirements. VPOR and change order forms to capture revisions once work

begins (Figure 2).

1. Capture service scoping in a central database that can manage driver updates and requirement

changes. Rules setup to allow or prevent actions. Track scope status and NORAD approvals. Includes

NORAD work queue, export VPOR for entry into QB to further process of vendor purchase orders.

2. Capture BV-supplied material scoping.

3. Direct link of information between tool and iProcurement, so that vendor PO requests do not need to

be exported from the tool, processed in Quickbase, and manually entered into Procurement’s systems.

4. Obtain client authorization and request AT&T purchase orders via direct communication between the

tool and NORAD.

5. Addition of closeout document upload and tracking, in order to link driver to document automatically

and eliminate the need for document upload, review and processing via Quickbase. The document will

not be stored in the tool, but upload via the tool, and status of required docs tracked.

x. Enterprise system combines schedule management, scope management, order management, material

management, and financial information (PO, cost, billings, etc.). Valid for all programs, not just Turf.

Functional requirements for Generation 1 solution will be created to:

Define the scope of business objectives, functions and stakeholders

Identify business processes that the solution must facilitate

Facilitate a common understanding of functional requirements for all stakeholders

Establish a basis for defining the acceptance tests and to confirm that what is delivered meets requirements.

Figure 2: Today: Generation 0 Overview


BLACK & VEATCH | Business Process / Functional Requirements 7

Business Process / Functional Requirements Generation 1: Capture service scoping in a central database that can manage driver updates and

requirement changes. Rules are setup to allow or prevent actions. Track scope status and NORAD approvals.

Generation 1 includes NORAD work queue and export VPOR for entry into QB.

REQUIREMENTS - SMART (SCOPE MANAGEMENT AND REQUISITION TOOL) Scope Master - Eliminate multiple spreadsheets

Create a repository for client drivers, rules, market pricing, vendor budget and related information

to enable the scoping process. This will reflect the NORAD identifier and a B&V identifier

AT&T pricing and vendor budget is based on markets (currently 9 – can increase or decrease)

Ability to create templates for scoping of services

Integration with existing enterprise solutions where possible (Procurement, ePOM, CMS)

Scoping Process – Single point of data entry

Replace “Feed sheet” Excel spreadsheets used today to capture scope and quantities (See

supporting docs 2.0 Feed Sheet_LA.xlsx; 2.0 Feed Sheet_NCAL.xlsx)

Ability to create new scope for a “job”

Provide existing scope information in order for scoping teams to accurately add / change scope

Ability to see cumulative job scope (request history) in one list

Upload approval emails, bids and receipts (supporting documents) upon entry

Need to capture AT&T approval (email or OOM approval) on an individual request level

Ability to assign multiple vendors to individual drivers and WA’s for purchase order requests

Scoping Interfaces – Multiple ways to access and various reporting capabilities

Web-based for ease of access

Accessibility required outside of B&V firewall for vendors

Fast and easy to use – single point of entry

Ability to apply changing vendor business rules to application when received

Scope selection (drivers, WA's, and GC-provided material) in tabular format for efficient entry

Secured access with specific user roles (based on DOR between scoping and execution)

Exports scope with AT&T pricing, vendor pricing, or both to PDF and/or Excel

Generate a vendor purchase order request and Change Order Request Form for submittal to AT&T

(See supporting docs 2.0 Change Order Request Form_Subcontractor_LA.xlsx; 2.0 Work

Authorization Form_LA.xlsx)

Upload or auto-update transactions where possible (i.e. Bulk uploads; OOM ID update via csv, xlsx)

Scope Management/Reporting - Data driven activities that simplify, eliminate and automate work.

Track assignment of each scope item to a vendor (or no vendor)

Report of project scope to be used for true-up, which should include scope identified and scope

assigned to vendors

Include NORAD work queue. Ability to tie OOMID to scope request for visibility to status of OOM

Accumulation of scope with a total AT&T price of less than $5,000 per AT&T revision rules

“Audit” of scope based on current driver rules for updates that occur after driver submitted


8 MARCH 2014

GLOSSARY Term Definition

AT&T Customer project ID

Types of project IDs used by AT&T - CASPR Capital; CASPR Other (PTN); Expense ID

CASPR (#) PACE (# )

The unique identifier assigned to a Job in CASPR#. CASPR (AT&T’s old scheduling and site information database) is being used by AT&T prior to PACE.

Drivers Individual work items common to many Jobs, for which pricing has been set between AT&T and B&V, and B&V and the contractor.

FA Location AT&T reference for physical location where work is being performed. One FA Location may have multiple concurrent Jobs in process.

Initiative Type of work being performed at a site (ie. LTE, New Site Build, UMTS 1st Carrier). Each Job will have one Initiative.

Job (#) The unique identifier assigned to a Job (An individual work project on a particular AT&T site). After transition to PACE (AT&T’s new scheduling and site information database), this will be the PACE#.

Market The region where work is being performed. There are 9 pricing markets. Typical users will have access to one or more markets but some may have access to two or more.

NORAD DBA The employee(s) tasked with taking the work identified by the Project Manager and inputting the work into NORAD (AT&T’s bidding system).

POR Purchase Order Request – A request for a purchase order to be submitted to a vendor in order to perform a scope of work.

Project Mgr.

The B&V or OCI employee who is in charge of determining what work is needed on a job and submitting work into the tool for approval and purchase order processing.

Quickbase B&V’s user interface for schedule information and POR processing

Request The identification and bid of a portion of work to be done for a Job. Typically, multiple requests are needed to complete a job. New requests are created as new work is identified. A request can be for NORAD entry, a vendor purchase order, or both.

Site ID Secondary reference for physical location where work is being performed. In most cases there is one Site ID per FA Location.

Vendor A company that subcontracts with B&V to perform work. They companies are allowed limited access to B&V information (see Appendix Authority and Approval Matrix)

Work Author-izations (WA)

All work items not foreseen nor previously negotiated. Typically specific to an individual site and job.

B&V TO AT&T TERMINOLOGY CROSS-REFERENCE B&V AT&T

Client ID – Many contracts per client AT&T – Vendor

Contract – Super Revenue Package (ie – Turf) Contract

Revenue Package – Market Region – Market/Sub-Market

B&V Project Number – Sub-Market

Unique Site Location (ie Lat / Long) Site = FA Location – Location

Phase = Job# (Initiative Type/Location/Site ID) = PACE# = CASPR# = OOM/PO – many jobs for a site

Job # (Initiative/Site ID) = PACE# = CASPR# = OOM/PO – many Jobs for a site

Request = Rev -> many requests per Job Request = OOM Rev -> Many requests per Job

Drivers & WAs - many per request Many drivers and WAs per request

Vendors - many per request

One vendor per Driver / WA


BLACK & VEATCH | Business Process Flows 9

Receive Request for Work from AT&T

Request AT&T Approval for Site

Acq and Engineering Work

Determine Site Acq & Engineering Requirements

Issue PO’s for Site Acq and Engineering

Work to Vendors

Determine Prelim Construction and

Material Requirements

Request AT&T Approval for Prelim Construction Work

and Materials

Determine Final Construction and

Material Requirements

Request AT&T Approval for Final Construction Work

and Materials

Issue PO’s for Construction Work

to Vendors

Identify Construction Change

Orders

Identify Site Acq & Engineering Change

Orders

Request AT&T Approval for Site

Acq & Engineering Change Orders

Request AT&T Approval for

Construction Change Orders

Complete Construction and

True Up Site

Business Process Flows SCOPE MANAGEMENT OVERVIEW

Figure 3: Scope Management Overview Process Flow

Scope Management business process activities require the support for capture of scope requirements in

the following cases.

1. Job Creation 2. Initial Bulk Request Create 3. Individual Request Create/Select 4. Scope Maintenance – Add / Change 5. Attach / Upload docs

6. Preview & approve scope 7. NORAD OOMID entry 8. Assign Vendor 9. Export VPOR

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Initial Scoping for Bulk Projects Create Create Initial

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Initial Scoping for Individual Projects Create Create Initial

x x

Assign Initial Vendors Select Add/

Change x x x

Site Acq & Engineering Scope Changes Select Add/

Change x x x x

Initial Construction Scoping Select Add/

Change x x x

Final Construction Scoping Select Add/

Change x x x x x

PM-Created Construction Change Order Select Add/

Change x x x x x

Vendor-Created Construction Change Order

Select Add/

Change x x x x x


10 MARCH 2014

SUB PROCESS FLOWS

Initial Scoping for Bulk Projects

Narrative: Initial scoping for services and construction based on type of site (LTE, NSB, UMTS, etc.)

1) AT&T informs B&V of new project(s) coming. (Email, phone, various)

2) B&V is assigned as vendor in CASPR. (daily report from CASPR)

3) CASPR person communicates new projects to the PM (via email or meeting)

4) New project(s) created in tool (CASPR report, email, etc.)

5) PM creates initial scope based on project type (draft mode?/using templates?/mass upload?).

6) PM approves scope.

7) NORAD DBA reviews queue (approved OOMs) and creates the base OOM in NORAD

8) NORAD DBA enters the OOMID into the tool.

9) AT&T PM approves base OOM.

10) NORAD DBA creates bulk OOM based on NORAD bulk upload procedure.

11) NORAD DBA updates bulk projects with OOMID(s) (automatic based on CASPR#, driver, and Rev 0?)

12) AT&T PM approves bulk OOM submittal.

13) AT&T processes OOM submittals for PO.

14) Black & Veatch receives PO(s) via ePOM. Tool links AT&T PO with NORAD OOM using the OOMID.

15) PM assigns vendor(s) to existing scope.

16) PM exports VPOR form from tool and uploads to project in Quickbase. (VPOR Workflow)

Figure 4: Initial Scoping for Bulk Projects

Blue = Activity

Yellow = Outputs



Initial Scoping for Individual Projects

Narrative:

1) AT&T informs B&V of new project(s) coming. (Email, phone, various)

2) B&V is assigned as vendor in CASPR. (daily report from CASPR)

3) CASPR person communicates new projects to the PM (via email or meeting)

4) New project(s) created in tool (CASPR report, email, etc.)

5) PM creates initial scope based on project type


7) NORAD DBA reviews queue (approved OOMs) and creates the OOM in NORAD

8) NORAD DBA enters the OOMID into the tool.

9) AT&T PM approves OOM.

10) AT&T processes OOM submittal for PO.

11) Black & Veatch receives PO via ePOM. Tool links AT&T PO with NORAD OOM using the OOMID

12) PM assigns vendor(s) to existing scope.

13) NORAD DBA(PM?) exports VPOR form from tool and uploads to project in Quickbase. (VPOR

Workflow)

Figure 5: Initial Scoping for Individual Projects


12 MARCH 2014

Site Acq & Engineering Scope Changes

Narrative:

1) PM or Vendor identifies additional work required (drivers, WA’s, and site fees) on the project based

on project progression.

2) PM requests approval from AT&T PM via email (<$5,000). If >$5,000, skip to step 4.

3) AT&T approves additional scope via email.

4) PM creates additional scope in the tool, uploads emails approval (if <$5,000) and assigns vendor

who will perform (requests VPOR).


6) NORAD DBA reviews queue and updates OOM (if >$5,000), updates OOMID in tool and obtains

OOM approval before exporting VPOR from tool and importing into Quickbase (VPOR Workflow).

7) NORAD DBA reviews AT&T PM email approval (if <$5,000) before exporting VPOR from tool and

importing into Quickbase (VPOR Workflow).

Figure 6: Site Acq & Engineering Scope Changes



Initial Construction Scoping

Narrative:

1) PM attends design review meeting.

2) PM reviews Zoning Drawings and RFDS.

3) PM determines drivers, estimated WA’s, estimated crane costs, and long lead materials (not input

to Generation 1).

4) PM creates additional scope in the tool via free-form or template.


6) NORAD DBA reviews queue and updates OOM, updates OOMID in tool, submits to AT&T.

7) NORAD DBA exports Long-Lead BOM (if applicable) and uploads to project in Quickbase (VPOR

Workflow)

8) If the OOM is approved, ePOM communicates with the tool, and the scope connected with the

OOMID is marked as approved.

9) If the OOM is disapproved or auto-cancelled, ePOM communicates with the tool, and the scope

connected with the OOMID is marked as invalid.

Figure 7: Initial Construction Scoping


14 MARCH 2014

Final Construction Scoping w/ Assign Vendors

Narrative:

1) PM exports existing construction scope from tool to be used when performing site/bid walk.

2) After building permit is approved, PM walks site with GC(s) and identifies changes and/or additions

to original project scope.

3) GC(s) provides WA bids to PM.

4) PM fills out Purchasing Decision Statement (Appendix E) and submits to AT&T for vendor selection.

If AT&T does not respond, BV will use a copy of the email request as an attachment to Appendix E.

5) PM revises original construction scoping in tool, adds actual WA costs, additional drivers and

material required (material not part of Gen 1).

6) PM assigns vendor, uploads GC bids and a copy of the PDS into the tool.

7) NORAD DBA reviews queue and updates OOM, updates OOMID in tool and obtains OOM approval

before exporting VPOR from tool and importing into Quickbase (VPOR Workflow).

Figure 8: Final Construction Scoping



PM-Created Construction Change Order with Assign Vendor

Narrative:

1) PM or vendor identifies additional scope required.

2) The PM creates the additional scope in the tool (or see “Vendor-Created Construction Change

Order” process below).

3) The PM will export a Change Order Request Form from the tool and will email this form to the

AT&T PM.

4) The AT&T PM approves or disapproves the change order request and responds via email.

5) If the AT&T PM approves the change order, the PM will upload/attach the AT&T approval email to

the scope.


7) NORAD DBA reviews queue and updates OOM, updates OOMID in tool, and uploads the AT&T

approval email before exporting VPOR from tool and importing into Quickbase (VPOR Workflow).

8) If the AT&T PM disapproves the change order, the PM will inform the vendor, and the PM will

update the scope request in the tool.

Figure 9: PM Initiated Change Order


16 MARCH 2014


Narrative:

1) The vendor identifies additional scope required.

2) The vendor logs into the tool and selects the job.

3) The vendor adds additional scope (driver, WA, material, etc., positive quantity or negative quantity)

and approves request.

4) The PM reviews the change order request, and if approved, continues with the “PM-Initiated

Construction Change Order” process.

5) If the GC-Initiated change order request is not approved, the GC will correct and resubmit.

Figure 10: Vendor Initiated Change Order


BLACK & VEATCH | Scoping Process / SMART Functional Requirements 17

Scoping Process / SMART Functional Requirements This document, we will refer to the tool as the Scope Management and Requisition Tool (SMART).

Functional requirements are grouped in two sections. First, transaction-based requirements grouped by

activities (Figure 11: 1 – 10) that manage scope detail, grouped into categories of work (Figure 11: A – F).

Figure 11: Scope Maintenance & Assign Vendor

Second, maintenance and supporting processes in the next section describe activities and functionality

related to master data and supporting processes.

For all activities, security access permissions required to control what is seen by users include:

User role – level of authority

Function type – Work code(s) = Master Driver /WA Work Code

Geographic location – Assigned Market(s)

These requirements are further outlined in the User Information & Log on section.

ASSUMPTIONS

Screens and examples are included to convey concepts and

relationships. Technical solution may include a different look but

fulfill entry requirements (Figure 12)

System validates business rules which can be easily modified

due to changes by client and/or process owner. Rules must

correspond to Vendor system requirements such as NORAD

B&V “Job” information from PACE is available to validate/

update job data

Access is defined by roles and permissions

AT&T PO data can be obtained from ePOM or NORAD

NORAD data and status can be obtained from system interface.

Figure 12: Main Menu Example


18 MARCH 2014

Automation Question: Is interface possible with AT&T systems which create / initiate the job(s)?

A. PROCESS NEW JOBS RECEIVED FROM AT&T Summary: A Job is assigned to Black & Veatch in PACE (or CASPR). Scope requests for AT&T Drivers and

WA’s are added to the job as the work is completed. Each Job is related to an AT&T PO assigned upon initial

NORAD OOM approval. These are used in the process of matching OOM submittal and AT&T PO receipt in

B&V’s ePOM system.

Job requirements include:

Ability to enter jobs manually or via automated process

An option to create a non-PACE Job type

Ability to create one job individually

Ability to create multiple jobs through bulk uploads

Provide search capabilities to ensure the job has a Proj_status = Active or Authorized in CASPR or

does not already exist. Jobs may exist in the Job Information table once. New jobs must be able to

be created that will not exist in CASPR or PACE. (See Supporting docs Example CASPR data.xlsx)

Inputs: There is no automatic feed of new sites released from AT&T today. CASPR reports, emails and

correspondence from AT&T indicate a new Job is to be created for scoping.

1. Job Create / Select

Selecting a job to scope is the first step in all scoping sub-processes. The PM selects an individual Job from a

list of Jobs limited by:

Security authorizations based on their login information by market

Status = Active

User search by attributes such as Job Initiative, Job Sub-Initiative, Market, Project, etc.

Jobs should be created from new PACE information. An entry screen will be needed to enter jobs that

cannot be automatically created. The first step in creating a request is to select a job from the Job

Information (See Appendix Master Job & Site Information and Job Selection tables). User will search for Job

to be scoped (Figure 13).

Figure 13: Job Selection

Select Job to Scope Search for Job or choose a filter

SEARCH

Job ID# Job Name BV Initiative BV Sub-Initiative Project Status FA CODE Site ID Project # Phase # Market

3755336583 E-470 & 120TH COU1030 CO Modifications 10XC Active 10093758 COU1030 169867 8208 Colorado

3755336595 ILIFF & PARKER COU1071 CO Modifications 10XC Active 10093655 COU1071 169867 8220 Colorado

3755336599 UNIVERSITY & ORCHARD New Site Build NSB Active 10102184 COU1088 169867 8224 Colorado

3755336600 BROADWAY & BELLEVIEW RELO LTE Wave 2 Active 10110733 COU1090 169867 8225 Colorado

3755336620 MARSHALL COU1242 CO LTE Wave 2 Active 10093736 COU1242 169867 8245 Colorado

3755336628 HAMPDEN & I25 COU1289 CO LTE Wave 5 Active 10093821 COU1289 169867 8253 Colorado

3755336634 36 & SHERIDAN COU1300 CO UMTS 1st Carrier Active 10093837 COU1300 169867 8259 Colorado

3755336640 60TH & WADSWORTH COU1323 COUMTS 2nd Carrier Active 10093859 COU1323 169867 8265 Colorado

3755336648 WESTMOOR TECH CENTER UMTS 2nd Carrier Cancelled 10130168 COU1341 169867 8273 Colorado

3755336657 KEN CARYL VALLEY COU1424 COUMTS 4th Carrier Active 10099268 COU1424 169867 8282 Colorado

3755336658 PARKER & ARAPAHOE COU1427 COUMTS 4th Carrier Active 10099272 COU1427 169867 8283 Colorado

3755336659 CASTLE PINE GOLF COURSE UMTS 4th Carrier Active 10099210 COU1430 169867 8284 Colorado

3755336669-109798435 FITZSIMONS COMPLEX UMTS 4th Carrier Authorized 10123002 COU5066 169867 8294 Colorado

3755336670 GATEWAY COU5091 CO Modifications Sector Add Active 10127029 COU5091 169867 8295 Colorado

3755336574 LINCOLN & 3RD CO Modifications Relo Active 10102201 COU1350 169867 8327 Colorado

MRUTH123958 SUNDANCE COW Modifications Generator Active 10129420 COU4995 169867 8554 Colorado

MRUTH123959 HAMPDEN & UNIVERSITY RELO Modifications Structure Mod Active 10093766 DN1223 169867 8661 Colorado

MRUTH123960 COZY CORNER RELO 2 New Site Build NSB Active 11575885 1/0/00 122061 6013 Colorado

MRUTH123961 ASPEN Modifications Structure Mod Complete 10093732 DN4036 122061 6032 Colorado

MRUTH123962 SOUTH AIR FORCE ACADEMY Modifications Structure Mod Complete 10099184 DN2088 122061 6034 Colorado

MRUTH123963 BEAVER CREEK 850 GSM Modifications Structure Mod Complete 10093673 DN4061 122061 6035 Colorado

MRUTH123964 DILLON Modifications Structure Mod Complete 10093725 DN4028 122061 6036 Colorado

MRUTH123965 AIR FORCE ACADEMY WOS1 Modifications Structure Mod Complete 10093739 DN2025 122061 6037 Colorado

MRUTH123966 SANTA FE & PRINCE Modifications Structure Mod Complete 10093848 DN1275 122061 6038 Colorado



B. CREATE INITIAL BULK SCOPE REQUESTS Summary: Current NORAD functionality allows an upload to create a group of requests in bulk for initial

scoping. SMART should mirror NORAD bulk order entry process which contains the ability to take an

existing request and scope of one “base job” and copy it to multiple other jobs as initial requests.

Bulk Job Creation – Load Job information

Job information would be automatically loaded from client data/system and available to SMART for initial

entry of scope. Processing for this activity currently happens via spreadsheet.

Initial Scoping for Bulk Jobs

Current NORAD functionality allows an upload to NORAD to create a group of requests in bulk for initial

scoping. The NORAD bulk creation process is as follows:

1. The B&V PM provides the NORAD DBA with a list of jobs and a list of drivers and WA’s that need to

be requested for those jobs. The NORAD DBA creates an initial “base OOM” for one of the jobs, and

adds the initial drivers and WA’s. It is submitted to the AT&T PM to approve and process for PO.

2. Once the base OOM is approved by the AT&T PM, the NORAD DBA creates a template to be

uploaded to NORAD (See supporting docs NEW Bulk Upload Template 07-11-2013.xlsx; Example

NORAD Bulk Upload.xlsx), which consists of the Job ID#’s of the remaining bulk jobs and the

identification of the base OOM to copy. Once uploaded, NORAD then mirrors the scope of work

submitted on the base job to the group of bulk jobs.

2. Initial Bulk Request Create

Adding requests in bulk to SMART tool

would require:

A. Ability to mirror (copy) an

existing request to create an

initial request for multiple Jobs

B. Upload / import data for

identified Jobs in bulk upload

with initial request detail

Each individual job assigned to a bulk request will get an individual request ID#, however, that ID# will be

followed with a “B” suffix to delineate that the request was created via the bulk process. AT&T assigns one

OOMID per job so one bulk request will create many OOM’s and OOMID’s. There should be a mechanism

for a NORAD DBA to import many OOMID’s back into the tool with reference to the job # in order to create

the link between the Request in the tool and the OOM.(See NORAD OOM Entry & Record OOM ID in Review

and Submit to AT&T for PO).

Figure 15: Bulk Request Suffix

A “Bulk” identifier for requests created via bulk, such as a “B” suffix to the system-created Request # is

required for tracking (Figure 15).

Request Type Request Status Req# OOMID# AT&T PO# PO Rev#

Driver Request

Amount

WA Request

Amount

Total AT&T

Request Amount

AT&T PO

Amount OOM Status

SAQ/ENG - Initial Scoping Approved 10001B 2631443 520135 0 $1,237.95 $1,236.00 $2,473.95 $2,473.95 Approved

SAQ/ENG - Change Order OOM Rejected 10042 2632001 $3,200.00 $0.00 $3,200.00 Disapproved

SAQ/ENG - Vendor Change Order OOM Submitted 10043 2632008 $1,600.00 $0.00 $1,600.00 Waiting on Craig Coney

Create New Services Request


(From Template)


(Copy from Existing)

Figure 14: Bulk Request Selection


20 MARCH 2014

Figure 16: Bulk Request Preview Inputs: PM will apply “standard” initial market

drivers to jobs released from AT&T. These drivers

are chosen by the individual PMs and applied to

requests “in bulk” on selected jobs as described

above. Selections are limited to Jobs currently

with

OOM Revision = 0,

OOM Status = Approved,

Request Type = SAQ/ENG – Initial Scoping

or Construction – Initial Scoping

Once bulk requests are created, they will be

available to create individual scope (Figure 14

and 16).

C. CREATE INDIVIDUAL SCOPE REQUEST Summary: Project managers will create requests that assign pre-negotiated “drivers” (catalog items) and

WAs (non-catalog items) following processes were defined in the Business Processes Flows section.

Site Acq & Engineering Scope Changes

Initial Construction Scoping

Final Construction Scoping

PM-Created Construction Change Order


Each request initiates a NORAD OOM revision request, for which Black & Veatch receives a revised AT&T

PO. A request may also necessitate one or more B&V vendor purchase order requests (VPOR) to assign the

work.

Inputs: Analysis and identification of the requirements for work and the related AT&T drivers to complete

are compiled by PMs. Knowledge of each area is needed to apply the correct drivers to the request to

AT&T. Work is not started until AT&T representative approves via email or a revision to the PO is received.

AT&T assigns Job in

CASPR/PACE

Identify New Requirements

Create Scope Request(s) by

Job

Process OOM and PO

Revisions

Work Progresses

Assign work to Vendors

Process Vendor PO Request and

issue PO

Figure 17: Scope Request and VPOR Overview



Select

Templat

e Template # Template Name

Total Request

Amount Created Date Created By:

1 NSB Watertank Construction 97,017.00$ 12/1/2013 Brad Bryant

2 NSB Rooftop Construction 30,465.00$ 12/6/2013 Devin Morris

3 Standard LTE Rooftop 42,000.00$ 12/6/2013 Scott Rickard

4 Standard UMTS 1C 9,465.00$ 12/9/2013 Neil Eft

Preview TemplateUse Template Cancel

Figure 20: Create New From Template

Figure 19: Request Type Choices

3. Individual Request Create/Select

Once a job is selected, display all related requests and information. Request history for Job is displayed to

update an existing request See Appendix Request Create/Select; Figure 18).

Figure 18: Update Existing Request

Update an existing request - Link on Req# in History if in Draft or Rejected takes user to Scope Maintenance

– Add / Change for that request.

Create New - Request type controls values displayed during Scope Maintenance based on access

permissions reflected in Table 1 Request Type Values to reflect work requested to date. Request types are

not sequential but can be done simultaneously by different functional areas with the follow exceptions:

No SAQ/ENG requests should be allowed if “SAQ/ENG - Initial Scoping” has not been created

No Construction requests should be allowed if “Construction - Initial Scoping” has not been created

Select appropriate Request type (See Figure 19 and Table 1), then

choose an activity:

1. Create New Services Request (From Template) - Templates

provide “pre-tailored” models for various build configurations

and site types or existing Job /Revision. (See Build Templates in

Supporting processes and Figure 20).

2. Create New Services Request (Copy

from Existing) – Display historical

requests, limited to the type of request

(Site Acq/Eng or Construction) and

their market location (Figure 21).

Req# is “open for revision” if status =

Draft or NORAD DBA Rejected. User

would “click” number to choose. In

addition, ability to click previous non-

editable req#’s would go to a Read-

Only display of the request.


22 MARCH 2014

Figure 21: Copy New from Existing

Create New Services Request takes user to Scope Maintenance – Add / Change (Figure 22) for that request.

Table 1: Request Type Values

Request Type Value Description

Business Rules Role

Function Type

Drivers/ WA Work Code

SAQ/ENG -Initial Scoping

Typically the first request on a job. Available when no other request exists for Job

not equal to Vendor

“S” or “E” “S” or “E”

SAQ/ENG -Change Order

Available once a SAQ/ENG Initial Scoping request has already been submitted. Created by internal PM.

not equal to Vendor

“S” or “E” “S” or “E”

SAQ/ENG -Vendor Change Order

Available once a SAQ/ENG Initial Scoping request has already been submitted. Created by external vendor.

equal to Vendor

“S” or “E” “S” or “E”

SAQ/ENG –Final True Up

Available once a SAQ/ENG Initial Scoping request has already been submitted. Created by internal PM.

not equal to Vendor

“S” or “E” “S” or “E”

Construction - Initial Scoping

Available for Initial construction scoping. Available when no construction requests exists for Job

not equal to Vendor

“C” or “M” “C” or “M”

Construction - Final Scoping

Available when Job has had a Construction – Initial Scoping request created before work starts .

not equal to Vendor

“C” or “M” “C” or “M”

Construction - Change Order

Available when Job has had a Construction – Initial Scoping request created. Created by internal PM.

not equal to Vendor

“C” or “M” “C” or “M”

Construction - Vendor Change Order

Only available when Job has had a Construction – Initial Scoping request created. Created by vendor.

equal to Vendor

“C” or “M” “C” or “M”

Construction – Final True Up

Available when Job has had a Construction – Initial Scoping request created. Created by internal PM.

not equal to Vendor

“C” or “M” “C” or “M”

Request status indicates the “Work Queue” of requests. See Table 2 Request Status Value and section My

Work Queue for details relating to Request Status work queue flows.

Table 2: Request Status Values

Request Status Value

Description (meaning & purpose explicit)

Business Rules Work

Queue Location

Edit Possible

?

Draft Request created but not yet submitted.

Request created, saved in draft PM Y



Request Status Value


Business Rules Work

Queue Location

Edit Possible

?

Vendor Submitted

Request created by Vendor but not yet approved by PM

Request created by vendor, submitted to PM

PM, Vendor (Status Only)

N

PM Approved

Request approved by the PM PM Approves

NORAD, Vendor (Status Only)

N

PM Rejected

Request rejected by the PM PM Rejects and vendor must correct

Vendor Y

Voided Request created, but no longer needed

PM may void a Draft or PM Rejected request.

None N

NORAD DBA Rejected

Request rejected by NORAD DBA

Request rejected by NORAD DBA – Documents; wrong job; comments

PM Y

Accumulate

Request approved by NORAD DBA. Total value of this and previous requests not exported <$5,000.

Request has been approved by NORAD DBA

Total value of this and previous requests not exported <$5,000

Not “Initial Scoping” request

NORAD

N

Accumulate-Ready to Submit

Request approved by NORAD DBA. Total value of this and previous requests not exported >=$5,000.

Request has been approved by NORAD DBA

Total value of this and previous requests not exported >=$5,000

NORAD

N

Exported

Request has been approved by NORAD DBA and is currently being entered into NORAD.

OOMID has NOT been entered Request has been approved by

NORAD DBA

NORAD

N

OOM Submitted

Request has been approved by NORAD DBA and is waiting on approval by AT&T PM

OOMID has been entered OOM Status = “Waiting on

xxxxxx” where xxxx = the name of the AT&T PM (variable)

NORAD

N

OOM Rejected

Request has been disapproved by AT&T PM or NORAD DBA

OOMID has been entered OOM Status = Disapproved or

Auto-Cancelled

PM N

OOM Approved

Request has been approved by AT&T PM in NORAD

OOMID has been entered OOM Status = Approved (is OOM

Status needed?

None, Vendor (Status Only)

N

When a Request changed status from OOM Submitted to OOM Rejected, the system should automatically

send an email notice to the Request Creator notifying them that the OOM has been rejected.

Scenario deviations: (Describe scenarios that may impact or change process due to client requirements.)

A. Non-NORAD projects


24 MARCH 2014

B. Ability to edit and/or create new requests limited based on ??? (job status/task/etc.)

C. Ability to create scope that gets put onto a vendor PO request but does not get submitted to

NORAD.

4. Scope Maintenance – Add / Change

Summary: After a request is selected, the user will Add or Change “Drivers” and “WA’s” (items of work) to

the request by Function type (Table 3) according to role (ie. Site Acq, Engineering, Construction). Access

permissions control data displayed to users during Scope Maintenance. Users in the “Vendor” role will be

limited to the site information in *THEIR* previous request history for that job. They are not allowed to see

AT&T PO Requests or Vendor PO Requests for other vendors.

Job Request History Information: Display information pertaining to the entire job. Ability to drill to details

for job would be ideal but not required for

first build.

Header information is stored or

accumulated as indicated in Figure 22. (See

Appendix AT&T PO Request History and

Vendor PO Request History).

Table 3 Function Type

Scope Maintenance – Driver Display

Valid market Driver IDs will be shown sorted A-Z by (1) NORAD Driver Category, and then A-Z by (2) Driver

ID# (Figure 23). User should be able to filter Driver Selection area by Category, Type, and Work Code (See

Appendix User Driver Selection).

Figure 23: Scope Maintenance

Function Corresponding Work code

Site Acquisition S

Engineering E

Construction C

Materials M

Figure 22: Job Information Header for Add / Change



Request Qty:

Drivers are added and changed by adding new Qty to a chosen Driver (See Table 4 Quantity Processing).

Table 4: Quantity Processing

Field Processing Potential features

Previous Qty* Sum total of driver quantities from previous requests for Job - Scenario logic detailed below in Table 7 Previous Quantity

Functionality to drill down (display) previous scope requests? Approved in tool? ePOM?

Request Qty Quantity requested (incremental amount - positive or negative based on need)

Cannot drive Total Qty below 0.

Total Qty Previous + Request = Total

* NOTE - Special handling is necessary for requests if an OOM is disapproved, since AT&T’s NORAD system

does not automatically remove the disapproved items from the OOM. If items are disapproved in the OOM,

then need to be manually removed in NORAD on the next revision. Therefore, in order for the “Previous

Qty” field to show a legitimate *Approved* Previous Qty, the disapproved items must be included with the

NORAD export of the next request (Table 5). Change in process will be addressed in training.

Table 5: Previous Quantity Scenarios

Scenario Scenario Description Previous

Qty Approved

Previous Qty Disapproved

1

Draft, Vendor Submitted, PM Approved Accumulate, Accumulate - Ready to Submit, Exported, OOM Submitted, OOM Approved

Yes N/A

2 NORAD DBA Rejected No Disregard request in Prev Qty

3 OOM Rejected No

The first request after the OOM Rejected request must add the rejected items as negative amounts. The NORAD DBA removes the items rejected from the OOM while adding the new items

Driver ID Driver Name Request Qty

AT&T Price

(This

Request)

AT&T Price

(Total

Scope)

Vendor

Assignment

Vendor

Budget (Each)

Vendor

Budget

(This Request)

Vendor

Budget

(Total Scope) Driver Exception Comment

AE01

Architectura l and Engineering

Drawing

* Zoning Drawing (ZD) - Only 0 $ - $ 1,237.95

CHARLES STECKLY

ARCHITECTURE INC $ 1,015.60 $ - $ 1,015.60

AE02


Drawing

* Construction Drawing (CD) - Only 0 $ - $ - $ 1,800.00 $ - $ -

Primary candidate backed out after ZD's

were completed. New candidate did not

require zoning approval , CD's only.

Please see attached approval emai l .

AE03


Drawing

* Drawings Upgrade - (ZD) to (CD) 1 $ 3,224.93 $ 3,224.93

CHARLES STECKLY

ARCHITECTURE INC $ 1,800.00 $ 1,800.00 $ 1,800.00


26 MARCH 2014

Error Checking and Handling

A driver exception comment is linked to the request and the driver. It is displayed on the screen unless

there no Driver Exceptions, then it can be hidden. This will occur real time as quantities are entered.

Changes due to master driver updates will not be flagged?

The Master driver list will

contain “rules” to follow when

choosing drivers. As quantities

are entered, if rule is broken

(Table 6 and Appendix Driver &

WA Masters), highlight Request

Qty or Total Qty, and show

popup box with rule that was

broken (Figure 24).

Table 6: Driver Rules

Title Description Error Handling Calculation

Should Not Exceed Qty

Maximum permissible quantity of this driver without requiring an explanation

Qty highlighted / changeable User comment is highlighted and required.

If total qty for driver (sum of all requests for a JOB ID#) exceeds this amount

Must Not Exceed Qty

Maximum permissible quantity of this driver

Qty highlighted / changeable Error message shown. Request not allowed to be submitted with error

If total qty for driver (sum of all requests for a JOB ID#) exceeds this amount

Should Not Be Used With

A list of drivers that cannot be used in the same scope (historical) with this driver without an explanation

Qty highlighted / changeable User comment is highlighted and required.

If a driver listed in this field is selected at the same time as this driver

Must Not Be Used With

A list of drivers that cannot be used in the same scope (historical) with this driver

Qty highlighted / changeable Error message shown. Request not allowed to be submitted with error

If a driver listed in this field is selected at the same time as this driver

Figure 24: Driver Exceptions



“Must Not” logic takes precedence over “Should Not” logic. Therefore, if a driver fails the logic test for both, the system will not prompt for a comment but rather will follow the “Must Not” rules.

Driver exception comments will need to be input by the user for any drivers that fail the “Should Not” tests. Each driver that fails the logic test will need the user to enter data in 5 fields, "Who", "What", "When", "Where", "Why". Individual fields should not be marked as required, but user will need to enter information in at least 2 fields to proceed. System should combine entries into one "Driver Comments" field in the format:

(Who) General Contractor

(What) Antenna Removal

(When) 1/24/14

(Where) Site

(Why) RFDS calls for removal of existing antennas and installation of new antennas. AN19 relocate driver specifies relocation of existing antennas.

Scope Maintenance – WA Display and Selection

Below the Driver Selection section is the WA Selection area (Figure 25). Considered a non-catalog request,

users can choose one or more WA(s) as many times as needed from approximately thirty (30) different WA

categories (WA ID# & WA Name). (See Appendix User WA Selection).

Inputs: Work to be performed outside normal Drivers must have quantity, cost and additional information

input for submission to AT&T and Vendor purchase orders. Processing requirements include:

• Ability to add an unknown number of WA lines for multiple categories

• User will select from a list of WA ID#’s, and then enter Request Qty, WA Description, Vendor Cost,

Inclusion, and Exclusions

• The user should be allowed to change the quantity of a WA line item added on a previous request.

The system should keep track of the change and submit just the change to the NORAD DBA for

processing into NORAD.

• Instead of a single user-entry WA “Inclusions” field, each WA will need the user to enter data in 5

fields, "Who", "What", "When", "Where", "Why". Individual fields should not be marked as

required, but user will need to enter information in at least 3 fields to proceed. System should

combine entries into one "Inclusions" field in the format:

• (Who) General Contractor

• (What) Snowcat rental

• (When) 1/24/14

• (Where) Site is 1/2 mile from nearest plowed road

• (Why) Snowed 5 feet on 1/22/14, needed to access the site

Figure 25: WA Selection Area


28 MARCH 2014

To add a WA to the request:

• Drop-down of selection from 35+ WAID#’s which describe the category of WA work to be done

• WAID populates WA Name, UOM, Markup % information from master

• Request Qty, Vendor Cost, WA Description, Inclusions (from 5 W’s), and Exclusions are entered

• Select Category from drop down listing options (Table 7)

• Add multiple WA lines as required. As last open line is used, a new open line should appear.

A general comments section should be available for user input in the bottom portion of the Scope

Maintenance Add/Change screen.

Table 7 WA Category



Check Project Management (PM Drivers) Handling

AT&T contract allows up to two additional “PM” drivers (one for Site Acq work, and one for Construction

based on the total AT&T price of the project. A field in the Master Driver and Master WA Information tables

indicates if it is included in calculating total price which determines PM Driver eligibility (Table 8). Each

request needs to calculate if the PM driver needs to be adjusted, and the system should automatically add

a PM driver if none exists, or delete one PM driver and add another as the scope changes. The PM driver

should only be shown on reports where AT&T pricing is shown. Vendor-Only reports should not show the

PM driver.

Table 8 PM Drivers

Example: Since only one SAQ PM driver and one CON PM driver are allowed, the system must make that

calculation and indicate to the NORAD DBA any changes necessary to previous submissions. The PM driver

should be automatically added to the Request based on the scope total price. For example, if an initial

scope is created, for which the sum of the SAQ scope is $3,500, the PM driver will be a PM01. If a

subsequent request is created which adds $3,000 of SAQ scope for a total of $6,500, the system should add

a negative PM01 to the second request, and add a positive PM02. This will indicate to the NORAD DBA that

the PM01 currently in the OOM needs to be removed and a PM02 needs to be added.

Driver ID

Category Driver Name PM Driver

Minimum Amount

Maximum Amount

PM01 Front End

Project Management - SAQ * Projected Order Value by end of SAQ paypoints. Value: $0 - $5,000

SAQ $0.01 $5,000.00

PM02 Front End

Project Management - SAQ * Projected Order Value by end of SAQ paypoints. Value: $5,001 -$30,000

SAQ $5,000.01 $30,000.00

PM03 Front End

Project Management - SAQ * Projected Order Value by end of SAQ paypoints. Value: more than $30,000

SAQ $30,000.01 No Max

PM04 Front End

Project Management - CON * Projected Order Value by end of CON paypoints. Value: $0 - $5,000

CON $0.01 $5,000.00

PM05 Front End

Project Management - CON * Projected Order Value by end of CON paypoints. Value: $5,001 -$30,000

CON $5,000.01 $30,000.00

PM06 Front End

Project Management - CON * Projected Order Value by end of CON paypoints. Value: $30,001 - $60,000

CON $30,000.01 $60,000.00

PM07 Front End


CON $60,000.01 $120,000.00

PM08 Front End


CON $120,000.0

1 $250,000.00

PM09 Front End


CON $250,000.0

1 $500,000.00

PM10 Front End

Project Management - CON * Projected Order Value by end of CON paypoints. Value: more than $500,000

CON $500,000.0

1 No Max


30 MARCH 2014

Vendor-Submitted Scope

Summary: Users in the role of “Vendor” should be allowed to choose from all Active jobs in the market

where they are assigned as Vendor. They will be able to create a Request using the “Scope Maintenance –

Create Initial/Add/Change” procedure. However, when they “Approve and Submit”, the request would go

to the Project Manager’s work queue for approval, rather than the NORAD DBA’s queue. Once approved by

the Project Manager, the request would follow the same process as a Project Manager created request.

Request type will be recorded as “SAQ/ENG – Vendor Change Order” or “Construction – Vendor Change

Order” then follows the same process as B&V initiated process after PM Approval. Is Change order different

output?

Other Scenarios: (Description of scenarios that may impact or change the process due to client

requirements.)

D. PREVIEW AND SUBMIT FOR NORAD PROCESSING

5. Preview

Upon completion of selection process for driver and WAs, the user will select the “Preview Before

Submitting” button on the Scope Maintenance screen. Displays details of request based on two options

1) Only the drivers with Total Quantity not equal to zero, eliminating drivers not requested on this job

Or 2) Request Quantity not equal to zero displayed, eliminating drivers not on this request

Then the “Preview” screen should pop-up in a new (?) window or next screen. “Preview” will display results

of the scoping request with drivers and WAs to be submitted in summary as well.

Select Primary Vendor Total AT&T Job Price 10,255.23$ Vendor Assignment Budget Amount

Assign all Site Acq to Primary Vendor AT&T Request Price 8,543.41$ CENTERLINE SOLUTIONS 4,017.96$

Assign all Engineering to Primary Vendor

Assign all Construction to Primary Vendor CENTERLINE SOLUTIONS LLC

Driver ID Driver Name

Request

Qty

Previous

Qty Total Qty UOM Category Type

Work

Code

Vendor

Assignment

Vendor

Budget (Each)

Vendor Budget

(This Request)

Vendor

Budget

(Full Job)

AT&T Price

(Each)

AT&T Price

(This Request)

AT&T Price

(Full Job)

AN01RF Antenna Insta l l

* Fi rs t antenna 1 0 1 EA Insta l l Antenna C

CENTERLINE

SOLUTIONS LLC $ 377.53 $ 377.53 $ 377.53 $ 621.40 $ 621.40 $ 621.40


* Each add'l antenna 2 3 5 EA Insta l l Antenna C

CENTERLINE

SOLUTIONS LLC $ 106.61 $ 213.22 $ 533.05 $ 175.48 $ 350.96 $ 877.40

AN03 GPS/BCCH Antenna Insta l l 1 0 1 EA Insta l l Antenna C

CENTERLINE

SOLUTIONS LLC $ 200.32 $ 200.32 $ 200.32 $ 329.72 $ 329.72 $ 329.72

AN04RRH (Remote Radio Head)

* Tower Mounted 1 0 1 EA Insta l l Antenna C

CENTERLINE

SOLUTIONS LLC $ 235.89 $ 235.89 $ 235.89 $ 388.26 $ 388.26 $ 388.26

CA06

OEM RF Cabinet Insta l l

* Indoor

* Each add'l cabinet 1 0 1 EA Insta l l Cabinet C

CENTERLINE

SOLUTIONS LLC $ 149.17 $ 149.17 $ 149.17 $ 245.52 $ 245.52 $ 245.52

CA70Cabinet De-Insta l l

* 1st Cabinet 1 0 1 EA Decom Cabinet C

CENTERLINE

SOLUTIONS LLC $ 502.00 $ 502.00 $ 502.00 $ 826.26 $ 826.26 $ 826.26

PM04

Project Management - CON

* Projected Order Value by end

of CON paypoints . Va lue: $0 -

$5,000 -1 1 0 EA Front End

Project

Manage $ - $ - $ - $1,185.38 $ (1,185.38) $ -

PM05



of CON paypoints . Va lue: $5,001 -

$30,000 1 0 1 EA Front End

Project

Manage $ - $ - $ - $4,886.07 $ 4,886.07 $ 4,886.07

WA ID# WA Name

Request

Qty

Previous

Qty Total Qty UOM Category

Work

Code

Vendor

Assignment Vendor Cost Markup AT&T Price Inclusions Exclusions

CAWA Cabinet - Work Authorization (WA)10 0 10 EA Cost-Plus C

CENTERLINE

SOLUTIONS LLC 150.00$ 45.00$ 1,545.00$

Painting

Cabinets

CBWA Cabling - Work Authorization (WA)100 0 100 EA Cost-Plus C

CENTERLINE

SOLUTIONS LLC 5.20$ 15.60$ 535.60$

Remove tray

from rooftop,

add coax,

replace tray.

Paint tray.

Documents:

Award Amount

3,500.00$

C:\Users\fri59577\Documents\AT&T Approval Email.pdf

Reports

Scope Work

Format Price Display Selection Code

Excel AT&T-Only Current Request w/ Blanks All

Create Report

Actions

Approve & Submit

Save as Draft

Save as TemplateBack to Scoping

Screen

Attach / Upload Docs

Main Menu

2

1 3

5

4



Areas of information circled above display:

1. Budget / Award amount

As scope is assigned to a vendor, the sum total of the Vendor Budget for that vendor should be

displayed on the screen. If there are multiple vendors assigned, the sum total of the Vendor

Budget for each vendor should be shown. The “Unassigned” budget amount should also be

shown to the user in this manner.

In addition, the “Vendor Budget Amount” is not always the amount of money given to a vendor

for the scope of work. Therefore, for all “Construction” requests, an “Award Amount” can be

manually input by the user, which should be tracked separately, and be included in any VPOR

request exported from the system for processing into a vendor PO using the VPOR Workflow

process. It is possible that a user may assign a vendor for most, but not all, scope items at the

same time. The user would then input an Award Amount to the total of the scope that has been

assigned. If at a later time, the user assigned the remaining items to the same vendor, the

system should increase the Award Amount by the Budget Amount of the additional assigned

scope, unless the user over-rides the Award Amount. In both cases, the additional items

assigned, the change in Award Amount, and the Total Award Amount should be exported with

the VPOR request.

For all “Site Acq/Engineering” requests, the Vendor Budget Amount must be able to be

overridden with an “Award Amount” on a line-by-line level. This is used in circumstances where

the vendor budget in the system is not acceptable (vendor will take less than budget, or will not

do the work for the budget price). In the case when the vendor budget amount is overridden,

the user should not be able to enter an award amount that exceeds the AT&T Price from the

Master Driver Table (i.e. we cannot pay more than what we get from AT&T).

2. Vendor Assignment at Request level – Ability to assign a vendor using this screen. This process is

detailed in Assign work to Vendors Section below.

When “Assign all xxxxx to Primary Vendor” is checked, all drivers/WA’s with corresponding work

code “S”, “E”, or “C” are automatically assigned to that vendor. Otherwise, the Vendor

Assignment would happen line by line. Users would not see nor be allowed to select the Primary

Vendor for work codes they do not have permissions for.

Table 9 Report Options

3. Summary information – Recap

totals for review

1. Total AT&T Job Price (sum total

of AT&T Price for all requests on

job)

2. AT&T Request Price (sum total

of AT&T Price for this request

only)

4. Report information – Several

reports will be available to the user

on the scoping screen limited by user permissions (Table 9).

Criteria Display Options

Format(s) 1 Excel or CSV / PDF (Blue Beam?

Price

Displayed

Option 2

AT&T Only Vendor Pricing Vendor & AT&T Pricing Quantity Only – No Pricing

Selection 3

Current Request with or w/o Blanks Total Scope with or w/o Blanks

Work Code 4 All, S, E or C


32 MARCH 2014

5. Navigation actions

Approve & Submit (Vendor should select which PM to direct for approval)

Back to Scoping Screen

Attach / Upload Docs

Main Menu

Save as Draft

Save as Template

Users in the “Vendor” role should not see the “Request Recap”, “Request Level Vendor Assignment

Option”, or the “Summary Information”. In addition, users in the “Vendor” role require the ability to select

a user in the PM role for the associated market, and their request should be submitted to that user for

review and approval. The request would appear in the PM’s work queue.

6. Attach / Upload Docs

Summary: A general area for document upload should be available. Some requests will require documents

for verification and submission to AT&T. These documents will need to be exported along with the

VPOR/OOM requests, typically uploaded to NORAD by the NORAD DBA.

Inputs: If a certain combination of WA ID, Category, and AT&T Price is selected by the user, a document

upload will be required. The document upload process should require the user to select a “type of

document” (Table 10).

If one or more of these document types are flagged as required due to WA selection, the system should

check if the corresponding document has been uploaded in order for the user to submit the request.

Documents uploaded to the system should be auto-named per FileNET naming conventions.

Ideal solution would upload directly to document repository system – documentum for upload to FileNET,

reducing the amount of document redundancy and duplication.

Table 10: Document Type Upload

Type of Document Description (meaning & purpose explicit)

Business Rules – Tool requires document upload if “Y” is selected in this column in the Master WA Information table.

Appendix E Purchasing Decision Statement

Requires Appendix E Upload if >$5,000

Fixed Price Quote Fixed price quote Requires Quote if Category = Fixed

AT&T Approval Email

AT&T Approval Email Available, but not required.

Site Fee Receipt Site Fee Requires Receipt if WA ID# = SIFE_SAQ



or SIFE_CON

Other General placeholder for documents not fitting the above descriptions

Available, but not required


34 MARCH 2014

7. Approve & Submit

Summary: Once the scope has been entered into the Driver and the WA sections, the Preview process has

been completed, the PM will Approve & Submit. The Request Status “PM Submitted” will appear in the

NORAD DBA work queue (See Table 2 Request Status Values).

Inputs: Authority / Workflow - See Request Type status above.

Scenarios: (Description of scenarios that impact the process due to changing client requirements.)

A. Request is no longer needed. Should there be a Delete Req button if the request has not been

submitted yet? This is different from a “Voided” request, which has been submitted but is no

longer needed.

E. REVIEW AND SUBMIT TO AT&T FOR PO

8. NORAD OOM Entry & Record OOM ID

Table 11: NORAD Work Queue

NORAD Work Queue Current Request Status NORAD Actions Next Request Status

NORAD Entry PM Approved Export file to NORAD Exported or

Accumulate

Accumulate-Ready to

Submit

Export file to NORAD Exported or

Accumulate

PM Approved Audit entries and document

compliance

NORAD DBA Rejected

(back to PM Queue)

Hold for Accumulate Accumulate No Action until greater than

$5,000 or approved to submit

Accumulate- Ready

to Submit

Waiting for Approval Exported Entry to NORAD is in Progress

Enter OOMID into Scoping

tool when complete

OOM Submitted

OOM Submitted Submit and receive AT&T PM

for approval

OOM Approved

Summary: NORAD DBA Work

Queue is divided into 3 action

areas:

1. NORAD Entry: Review for

accuracy and proper

supporting documents, then

export for entry to NORAD

system. See NORAD

Processing below.

2. Hold for Accumulate:

o If all “PM Approved” un-

submitted requests total less than $5,000

o Request type is not Initial Scoping or Final True Up.

Figure 26: NORAD Work Queue



o AT&T PO has been received

o Initial Scoping request on same job is status = Approved

Hold in this status until

another request is

created and the total of

accumulated requests

exceeds $5,000.

1. Waiting for approval:

NORAD DBA initiates an

“Approve Scope & Enter

into NORAD” which

creates a PDF entry form

for NORAD, which

include the Request

Quantity (highlighted for

ease of entry), Previous

Quantity, and Total

Quantity.

A future generation of this project will interface directly with the NORAD system, removing the need for

Request export and manual NORAD entry.

Overview of AT&T Processing

When a PM-Approved Request enters the NORAD DBA’s work queue, the NORAD DBA will review for

accuracy and proper supporting documents, and make sure the WA Inclusions (5 W’s) and Driver Exception

Comments are proper and include all the information required by AT&T. Due to this requirement, the

NORAD DBA should have modify access to edit the inclusions and exclusions section of the Request. Once

reviewed and deemed correct, the NORAD DBA will then export the request for entry to NORAD system.

The NORAD DBA will open a new revision in NORAD for the job, input the scope listed on the Request, and

submit to AT&T for approval. The NORAD DBA will also upload any backup documents provided with the

Request into NORAD. They will also enter the OOMID provided by NORAD into the system per the OOMID

Entry process (Figure 28).

If AT&T OOM Status Value SMART Request Status

= OOM Approved; Archived; Archived-Approved,

then OOM Approved

= OOM – Disapproved; Archived-Disapproved; Auto

Cancelled, then OOM Rejected

= Waiting “on AT&T Name”, then OOM Submitted

= Draft, then Exported

10085 FA LOCATION: 10978044

REQUEST STATUS Draft SITE ID#: COU4584

COORS FIELD MARKET: Colorado

LTE PROJECT # 122061

WAVE 2 PHASE # 8345

MRUTH123948

Active Total AT&T Job Price 10,255.23$

AT&T Request Price 7,328.89$

Driver ID Driver Name Request Qty UOM Category Type

Work

Code

Previous

Qty Total Qty

AT&T Price

(Each)

AT&T Price

(This Request)

AT&T Price

(Full Job) Driver Exception Comment


* Fi rs t antenna 1 EA Insta l l Antenna C 0 1 $ 621.40 $ 621.40 $ 621.40


* Each add'l antenna 2 EA Insta l l Antenna C 3 5 $ 175.48 $ 350.96 $ 877.40

AN03 GPS/BCCH Antenna Insta l l 1 EA Insta l l Antenna C 0 1 $ 329.72 $ 329.72 $ 329.72

AN04RRH (Remote Radio Head)

* Tower Mounted 0 EA Insta l l Antenna C 1 1 $ 388.26 $ - $ 388.26

CA06

OEM RF Cabinet Insta l l

* Indoor

* Each add'l cabinet 1 EA Insta l l Cabinet C 0 1 $ 245.52 $ 245.52 $ 245.52

CA70Cabinet De-Insta l l

* 1st Cabinet 0 EA Decom Cabinet C 0 1 $ 826.26 $ - $ 826.26

2nd cabinet de-insta l l

requested after origina l scope

completed. Emai l approval

attached.

PM04



of CON paypoints . Va lue: $0 -

$5,000 -1 EA Front End Project Manage C 1 0 $1,185.38 $ (1,185.38) $ -

PM05



of CON paypoints . Va lue: $5,001 -

$30,000 1 EA Front End Project Manage C 0 1 $4,886.07 $ 4,886.07 $ 4,886.07

WA ID# WA Name Request Qty UOM Category

Work

Code

Previous

Qty Total Qty Vendor Cost

AT&T Price

(This Request)

AT&T Price

(Full Job) Inclusions Exclusions

CAWA Cabinet - Work Authorization (WA) 10 EA Cost-Plus C 0 10 150.00$ 1,545.00$ $ 1,545.00 Painting Cabinets

CBWA Cabling - Work Authorization (WA) 100 EA Cost-Plus C 0 100 5.20$ 535.60$ $ 535.60

Remove tray from rooftop,

add coax, replace tray. Paint

tray.

Documents:

BV SUB-INITIATIVE:

JOB ID#

JOB STATUS:

REQUEST #

SITE NAME:

BV INITIATIVE:

Approve Scope & Enter Into NORAD Print to PDF Export to ExcelReject

C:\Users\fri59577\Documents\AT&T Approval Email.pdf

Figure 27: Example NORAD Entry Format


36 MARCH 2014

After “Approve Scope & Enter into NORAD” button is

pressed on prior screen NORAD DBA will enter OOMID

assigned to the request by NORAD.

NORAD DBA Rejected: If the Request is missing backup documents, has incomplete driver exception

comments, or was submitted on the wrong project, the NORAD DBA will click the “Reject” button, which

will then change the Request Status to “NORAD DBA Rejected”. The NORAD DBA should reject a Request

due to:

• Missing backup documents

• Incomplete driver exception comments

• Submittal on wrong project

After a Request has been rejected by the NORAD DBA, it should go back into the PM’s Work Queue for

adjustments and resubmittal.

Bulk upload of OOMID’s: There should be the ability for the NORAD DBA to upload multiple OOMID’s at

the same time, so bulk requests can be assigned OOMID’s.

Final True up

If the Request Type = “SAQ/ENG – Final True Up”, any other “SAQ/ENG” requests currently in Accumulate

status for that job will be processed for OOM entry along with the Final True Up request. If the Request

Type = “Construction – Final True Up”, ALL requests currently in Accumulate status for that job will be

processed for OOM entry along with the Final True Up request in order to make sure that any scope in

accumulate status is included on a final OOM true up.

F. ASSIGN WORK TO VENDORS Summary: Each driver and WA on a request will need to be assigned to an external or internal “vendor” to

perform the work. A Vendor is assigned to the work, and then a VPOR “form is exported” for import into

Quickbase (See Example Example VPOR.xlsx) The VPOR is “processed” via the QB PO Request Workflow.

(See Supporting Docs Quickbase VPOR Workflow training_Execution_130401.pdf). The Vendor PO #, Status

and Amount of the Vendor PO Request will need to be brought back into the tool if possible:

Vendor Selection Rules

Figure 28: NORAD OOMID Entry



Vendor is approved for type of work as indicated in the Vendor Information Master Table (See

Master Vendor Information section)

Vendor is approved for the Job’s market

Work type code = Vendor work type code (C = Construction Vendor; S = Site Acq Vendor; E =

Engineering Vendor)

Request Status is not in Rejected Status

Vendor Assignment rules

Assignment of Vendors will be related to user permissions which relate Engineering, Site Acq, or

Construction work codes and restrict activity to equal work codes for 1) user permissions, 2)

Vendor assignment and 3) line item driver and/or WA scope. Only those drivers/WA’s with a work

code matching the corresponding Vendor work code is allowed to be selected/modified.

User must be able to enter an “Award Amount” for all scope assigned to a specific vendor. Value in

the “Award Amount” will override the “Budget Amount” exported to total vendor PO amount

requested from procurement.

9. Assign Vendor

There are four ways a user may assign scope to a vendor:

1. Preview view (See Scope Maintenance Add/Change section)

2. Assign Vendor view from Main Menu

a. Assign By Request

(Figure 30-32)

b. View All Un-Assigned

Scope (Figure 33)

c. Recent Requisitions

Without Vendor

Assignments (Figure 29)

Detail assignment in the Preview

view can be selected in two ways:

Assign vendor by choosing Primary Vendor

Assign vendor by individual driver or WA

Assign By Request

All requests that have any line item with un-assigned scope are listed on the “Select Request” screen. Users

select a request to add vendor assignments to.

*Only shows

requests that have

drivers and WA’s

that are unassigned.

Figure 29: Assign Vendor view from Main Menu

Figure 30: Assign Vendor - Select Request


38 MARCH 2014

Figure 31: Detailed Assignment of Primary Vendor

Detailed Assignment of Primary Vendor

The “Preview” screen

functionality in the Scope

Maintenance Add/Change

process can be leveraged to

assign a Vendor to the

work when Primary Vendor

is checked. Primary vendor

assignment automatically

assigns all unassigned

drivers and WA’s with the

corresponding work code

to that vendor. Vendor

assignments for individual

lines become read-only. The Primary Vendor exists on a Job level, so any subsequent requests created on

that Job for that work code are automatically assigned to the primary vendor for the work type/code

selected. Only the “Assign all Construction to Primary Vendor” checkbox will be selected by default.

If a Primary Vendor has been selected, and drivers have been assigned to that vendor and the Primary

Vendor checkbox then gets un-checked, the vendors assigned to those drivers should stay as-is until

manually changed.

Detailed Assignment of Vendor by Line Item

When the Assign Primary Vendor checkboxes are not checked, the user is able to select a vendor line-by-

line, for each driver and WA with a quantity greater than 0.

As one or more vendors are

chosen, the Total Vendor

Budget Amount for that

vendor should be displayed on

the screen. If there are

multiple vendors assigned, the

sum total of the Vendor

Budget for each vendor

should be shown. The

“Unassigned” budget amount

should also be shown to the

user in this manner. The

Vendor Budget and Award

Amount should be treated on

a *By Vendor – By Job* basis

Figure 32: Assign Vendor - Assign by Request



Figure 33 Assign Vendor - View all un-assigned scope

in all circumstances, and vendors will only be receiving one PO for the whole Job. This PO will be

incrementally adjusted to account for additions and reductions in scope.

The system must be able to assign multiple vendors to a particular driver line item. For example, in some

markets, drivers PW11 and TL01 may be assigned to multiple vendors concurrently.

View All Un-Assigned Scope

If the user selects “View All Un-

Assigned Scope” from the

“Assign Vendor” screen, they

will be taken to a report that

shows all scope that has not

been assigned to a vendor yet.

The user can filter by various

attributes to narrow down the

choices, and then they can

assign vendors to each driver or WA. One PO per job, with tracking of what has been exported

for VPOR (See Export VPOR Section). Recap screen gives ability to change the Award amount

that will be sent to procurement for purchase order.

Figure 34: Add /Change Scope Vendor PO History

Scenarios: (Description of scenarios that may impact or change the process due to changing client

requirements.)

A. Same driver in multiple quantities needs to be given to different vendors.

B. Multiple quantities of the same driver need to be given to different vendors. One or more of these

drivers will not be requested from AT&T.

C. Individual driver pricing over-rides.

D. Original GC does not finish site. New GC needs to be brought in and receives new PO. Original GC

gets paid partial driver/WA amount for work complete. New GC gets other portion.

E. Multiple vendors for one driver (i.e. 1 vendor doing 1 AE03, another vendor doing another AE03).

F. Vendor POs that do not go to into the OOM.

G. AT&T Driver and Vendor Driver do not match 1 to 1 (i.e. Get ST02 from AT&T, give ST02A, ST02B, or

ST02C to vendor)


40 MARCH 2014

10. Export VPOR

Summary: Once scope has been assigned to one or more vendors, it needs to be exported from the tool

and imported into QB for processing through the Quickbase VPOR Workflow (Automatic export?). An

example of a current VPOR request is located in supporting documents.

Inputs: The scope should be exported once it fulfills the following rules:

Vendor Assignment = Not Blank

Request Status = Accumulate, OOM Approved

Line Item Export Status = Not Exported

All new drivers and WA’s assigned to a vendor for a Job should be exported at one time, regardless if they

are on multiple Requests. The export should reference the existing Vendor PO # (if one has been created)

to allow Procurement to edit an existing PO, rather than create a new PO. (See Supporting Docs Example

VPOR.xlsx)

For example, a user may create a Request with 30 scope items. 18 of these items may be assigned at the

time the request was created and submitted for processing and entry into NORAD. Once the OOM has been

approved, the system needs to export a VPOR request for the vendor(s) assigned to those 18 items. The

VPOR request would flow through the VPOR Workflow outside of the tool, and Procurement will create a

vendor PO for each vendor and assign those POs numbers. That number needs to be known to the tool, so

at a later time, if the user assigns some or all of the remaining 12 items to the same vendor, the VPOR

request that is exported from the tool includes the indication to Procurement that the vendor has already

been assigned a PO number, and the additional scope needs to be added to the existing vendor purchase

order.

In the example above, if a user assigns additional scope to a vendor after the initial VPOR request has been

exported, the system should recognize that a new VPOR request with the remaining 12 items needs to be

exported because the status of those line items has changed from Vendor Assignment = Blank to Vendor

Assignment ≠ Blank and the Line Item Export Status = Not Exported.

Future discussions will need to take place on how the VPOR export will be imported into Quickbase for

processing. If automatic export and import can be accomplished, it is acceptable to batch exports to every

hour or two, rather than immediately.

If a vendor is assigned to a scope line item, either via the “Primary Vendor” process, or individually, the line

item has been exported to a VPOR, and a user with the proper permissions then selects a DIFFERENT

vendor for that line, the system should treat that action as a re-assignment of the work to a different

vendor, which will cause two actions to take place:

1. The system will export a VPOR with negative quantities for the previously assigned vendor,

causing the VPOR to flow through the VPOR Workflow and Procurement to cancel or reduce

the previously assigned vendor’s purchase order.

2. The system will export a VPOR with positive quantities for the newly assigned vendor, similar to

the standard VPOR export process.



A future generation of this project will consist of additional review and approval by Project Controls in the

tool, and direct communication to iProcurement for processing. This will eliminate the need for processing

via Quickbase.


42 MARCH 2014

Maintenance & Supporting Processes

SUPPORTING PROCESSES

User Information & Log on

New users will be added to the User Information list by an Administrator. The administrator will then send

an “invite” to the user with a request to setup an account. Users will login with a standard username and

password. Out of scope for this project is methodology for external access to B&V systems.

The username will be based on the user’s email address or B&V sign on access methodology that will allow

external users to sign on without delay. Access to the system will only be granted after the user’s account

has been setup by an Administrator and the proper role, authority, and market have been selected. The

password will initially be system-generated with users allowed to change their passwords.

Access is required to grant access activities are based on the combination of:

User role – level of authority (See Appendix Sample Authority and Approval Matrix)

a. Administrator – Full access to add / change all master and transaction data

b. Project Manager – Entry of request and scope. Authority to submit requests.

c. Project Facilitator – Entry of request and scope. No authority to submit requests.

d. Project Controls - Responsible for reviewing scope for accuracy

e. NORAD DBA - Responsible for entry of NORAD information and exporting VPOR’s from tool

and uploading to Quickbase workflow

f. Vendor – Restricted to access to add / change scope assigned via change order request

screen. Users in Vendor role may only view existing scopes that have been assigned to that

vendor.

g. View only – display and reporting only capability

Type of function - controls type of data displayed by

corresponding work code

Geographic location –

a. Access to site information and pricing for only

those markets they have permission to see

b. Currently 9 market areas but could increase or

decrease as contracts change. These will

correspond to markets defined in masters.

Users must input the following information into the tool:

Table 12: User Information

Function Corresponding Work code

Site Acquisition S

Engineering E

Construction C

Materials M

User Information

User Profile

Data Element


(M / O)

Business Rules

First

Name M User Defined

Last M User Defined


BLACK & VEATCH | Maintenance & Supporting Processes 43

Initial User Screen

The initial user screen should have the following selection options:

Initial User Screen

Data Element

Description

(meaning & purpose explicit)

(M / O) Business Rules

Scope

Maintenance Request Create/Select M Takes user to Job Selection screen.

Work Queue Shows current in-process requests

M See My Work Queue

Master

Information Submenu of maintenance and supporting information/tables

M See Master Data

Table 13: Initial User Screen

My Work Queue

The Work Queue is the screen where the user will see all

requests that have been created but have not been exported

by the NORAD DBA based on request status. There are three

Work Queues, one for the PM, one for the Vendor, and one

for the NORAD DBA (see Review and Submit to AT&T for PO

Section). Inside the work queue, the user should have the

ability to filter which Job Initiative(s) they see or do not see.

This information should be saved with the user information,

so if a user unchecks “LTE”, they will never see any LTE

Name

Vendor

Name M Administrator-defined during initial user setup

and invite. Must either be B&V, OCI, or tie to a vendor available in the scope maintenance tool (allowable vendors)

Email M Administrator-defined during initial user setup and invite. Used as login.

Address

Line 1 M User Defined

Address

Line 2 M User Defined

City M User Defined

State M User Defined

Zip M User Defined

Phone

Number M User Defined

Select Job Initiatives to View in your Work Queue

JOB INITIATIVE

LTE 1st Carrier

LTE 2nd Carrier

UMTS 1st Carrier

UMTS 2nd Carrier

UMTS 3rd Carrier

UMTS 4th Carrier

UMTS 5th Carrier

New Site Build

Site Acq Only

Sector Add

Antenna mod

Generator

ETTCS

Microwave

CancelSave

Figure 35: Job Initiative Work Queue Selection


44 MARCH 2014

projects in their work queue. (See Table 2 Request Status Values).

Table 14: PM and Vendor Request Status Work Queue Flow

Work Queue Current Request

Status

Actions Next Request

Status

PM Draft Assigning drivers/WAs to

request

PM Approved

Vendor Submitted Review PM Approved

PM Rejected

PM Rejected? Wait for Vendor corrections Vendor Submitted

NORAD DBA Rejected Correct and re-submit PM Approved

OOM Rejected Correct & Resubmit or Cancel? PM Approved

Vendor

Queue

Draft Assigning drivers/WAs by

Vendor

Vendor Submitted

Vendor Submitted Wait for PM Approval PM Approved

PM Rejected

PM Rejected Correct & Resubmit Vendor Submitted

* NOTE: Assumptions – (See Request Status Table 2)

1 Daily report from ePOM can update OOM Status Value

2 When entered into NORAD an OOMID is manually entered by NORAD DBA

Build Templates

A mechanism for creation and modification of Driver and WA templates is necessary to speed up scope

entry. The Master Template Information table will be a repository where users can create and save scopes

for repeated use in the Scope Maintenance Screen. Created templates should be visible to other users with

the proper user rights and market rights. Users in the role of Project Manages and the role of

Administrator will need access to save an existing scope to a template to be retrieved during request select

input (See Preview Section).



MASTER DATA

Master Job & Site Information

Summary: Integrate with Division level site information and PACE input based on input from Ventera. (See

Appendix Master Job & Site Information)

Master Contract Driver Information by Market

Summary: The Master Driver Information contains the pre-negotiated scope and pricing information for

the AT&T Turf Program. 400+ different standard drivers exist, and their Driver ID# and scope does not vary

from market to market, however, the AT&T price and the vendor budget are market-specific. In addition to

the standard drivers, each market can create their own “pre-approved” drivers which then function similar

to standard drivers. The driver ID’s for the pre-approved drivers begin with either “PS” or “PC”. The scope

for a given driver ID# will vary from market to market. For example, the “PS01” in OPA will be different

from the “PS01” in LA. The system will need to account for this variation.

Input: The Administrator will keep this master table updated as drivers and driver pricing changes.

(Example See Driver Master.xlsx and Appendix Master Driver Information).

Figure 36: Master Driver Excel Sample


46 MARCH 2014

Master Contract WA Information by Market

Summary: Anything required to construct a site that is not pre-negotiated or is site-specific is called a

“Work Authorization”. Unlike a driver, a “WA” does not have a pre-negotiated price or scope, but must be

entered on an item-by-item basis. Typically a WA is either a fixed price, or a cost-plus, where the vendor

cost is entered, and AT&T provides B&V a standard markup.

Input: The Administrator will keep this master table updated as WA selection and information changes.

(Example See WA Master.xlsx and Appendix Master Contract WA Information).

Figure 37: WA Excel Sample



Master Vendor Information

Summary: The vendor information is required to identify which vendor is performing a specific scope of

work, and the tool will use this information to create a vendor PO request (VPOR) to that vendor. B&V/OCI

is only allowed to work with vendors who have passed a rigorous vetting process, so only those vendors

who are included in the Master Vendor Information table can receive PO’s.

Input: The Administrator will keep

Vendor Information updated as

vendors are approved by Black &

Veatch Procurement. Information

resides in the master vendor list

maintained by procurement

currently in excel. Ideally,

assignment of vendors would

reference Procurement data.

Procurement would update data

directly and use as their source of

record. (See Example 23.1610 NEW

Contract Status Report.xlsx and

Appendix Master Vendor

Information).

Master Job Information

Summary: B&V/OCI may only work on and receive payment for jobs that have been requested by AT&T

and are active projects. These jobs have information about them, such as type of job, location of job, etc.,

which will be stored in this table.

Input: This information may be available from the AT&T PACE feed and/ or future B&V site information

repository.

Figure 38: Approved Vendor Data


48 MARCH 2014

ADDITIONAL REPORTS In addition to the reports outlined in the Preview section, Standard Reports should be available to all users

which are created and modified by the Administrators. The other users are not allowed to modify these

reports. In addition, the user should be able to create/save/run their own reports. A report “builder” should

be implemented for this requirement.

Provide examples of overall reporting requirements

Job Scope Reports:

1. Individual Job/Site Scope report – All activity requested to date for entire job; include 1) Scope requested; 2) OOMs submitted (from ePOM); 3) AT&T PO received 4) Vendor PO information.

2. Total job scope – export all fields to excel

Vendor Assignment

1. Missing Vendor Assignment – More Info?


BLACK & VEATCH | Integration 49

Integration

INTEGRATION CONSIDERATIONS ePOM – Finance application for Electronic Billing and Purchase Order Reconciliation

o For Generation 1, data processed from AT&T to ePOM would be updated in the SMART tool on a scheduled basis (at least daily). Data required from ePOM includes:

AT&T PO Number AT&T PO Amount AT&T PO Revision #

NORAD data entry – AT&T’s order system o For Generation 1, data processed in NORAD would be updated in the SMART tool on a

scheduled basis (at least daily). Preferably, the data would be extracted and updated automatically, but may need to be manually entered. Data required from ePOM includes:

Phase1Manager RevisionTotal Revision SubmittedForApprovalDate Phase1ManagerApprovalDate Status OOMGrandTotal

Procurement Oracle EPS (iProcurement?) o Currently Procurement maintains a spreadsheet of approved subcontractors for each

market and activity. Direct link and maintenance of this data would ensure subcontractors are authorized to work by B&V. (See Supporting Docs 23.1610 NEW Contract Status Report.xlsx)

o Future generations of the SMART tool plan to interface to iProcurement for automatic Vendor Purchase Order Request.

CMS o Currently Cost and Budget information reside in CMS. Application should be designed with

understanding that the SMART tool is NOT the system of record for cost / budget information. User training should include connection to CMS for this analysis.

DATA RECORD CHARACTERISTICS Master data records should allow for Effective date driven activities, limited by reasonable future and back

dated time frames (TBD). ADD; CHANGE / MODIFY Transaction records should be time and user date

stamped. No physical delete; DELETE is a record status or update timestamp.

Samples of all master data are included with in a Supporting Document listed in Document Control Section.

Archive plan for history will be determined by contract or time frame to be proposed.


50 MARCH 2014

Document Control Document Information

File Name Scoping requirements in progress.docx

Author Jean Stephens / Michael Frishman

Creation Date October 24, 2013

Last Update Date March 25, 2014

Version No. v1

Document Changes

Version Date Author Changes

Review History

Reviewer Designation

REFERENCE DOCUMENTS & SAMPLE OF CURRENT DATA FILES Document Description

ScopeManagementProcessPresentationDMADV.pptx Business Excellence presentation

TURF Scope Mgmt Sipoc rev1.pdf SIPOC diagrams

Example CASPR Data Example CASPR Data

Driver Master Current Driver Master

WA Master Current WA Master

2.0 Feed Sheet_LA.xlsx Example Feed Sheet

2.0 Feed Sheet_NCAL.xlsx Example Feed Sheet

Change Order Request Form_Subcontractor_LA.xlsx

2.0 Work Authorization Form_LA.xlsx

General Overview Flow

ATT SMART screen options Overview of screens (pptx)

Example NORAD OOM.pdf Example NORAD OOM

Example NORAD Bulk Upload A completed bulk upload form

New Bulk Upload Template 07-11-2013 AT&T’s Bulk Upload Template

OOM_IMPORT_DATA_10230030.csv NORAD OOM file for ePOM

OOM_IMPORT_RECON_10230035

Rejected OOM xml

Quickbase VPOR Workflow training_Execution_130401. pdf

Example VPOR Sample Vender PO Request

Scoping Swim Lanes Sample Material PO Request

23.1610 NEW Contract Status Report.xlsx Procurement approved vendor list

Scope Management Tool High Level Presentation Overview and Screen mock ups


BLACK & VEATCH | Appendix – Data Descriptions 51

Appendix – Data Descriptions

MASTER JOB & SITE INFORMATION

Master Job & Site Information

Site information is used when selecting a Job to be scoped. Filters will narrow the choices down for the user.

Data Element Description (meaning & purpose explicit)


Job# Unique identifier of the Job M

Job Name Name of the Job M

Job Initiative Type of Work M

Job Sub-Initiative

Subcategory for the Type of Work

M

FA Location Physical location code for where work is being performed

M

SiteID Additional location code for where work is being performed

M

Market The region where work is being performed.

M There are 9 billing regions. Users will see site information for only those markets they have permissions to see, based on the Market Authority Matrix (See Appendix).

Job Status Status of Job. Can be Active, Completed, Cancelled.

M Only those jobs listed as Active should be selectable for scope creation/modification

Project# Cost Project of Job M Necessary to proper assignment of cost by procurement for a request

Phase# Cost Phase of Job M Necessary to proper assignment of cost by procurement for a request


52 MARCH 2014

JOB SELECTION

Job Selection screen

Data Element


Mandatory or Optional (M / O)

Business Rules

Job ID# The Job ID can be assigned from several sources. Currently the is the CASPR# (includes PTN-FA#) for Non-CASPR projects, Expense ID# for Expense projects, user-created ID# for Non-NORAD)

M Each project is identified by a unique Job ID. This ID# will be transitioned to the PACE Job ID# (i.e. MRNYC006003). The original Job ID# will need continue to be associated to the scope after the implementation and transition to PACE. The longest a unique ID# can be is 36 characters.

Job Name Name of the job M Based on Job ID#

Job

Initiative

Job Sub-

Initiative

Project

Status To eliminate the possibility of scopes being created on cancelled or closed projects

M When Project Status = “Cancelled” or “Completed”, do not allow new scope to be created on project.

FA

Location

Site ID#

Market

SAQ

Project #

SAQ Phase

#

CON

Project #

CON

Phase #



REQUEST CREATE/SELECT

Request

Type Request type selected by user M See Request Type values

Request

Status Status of individual request M See Request Status values

Req # System-created request number

M System-created request number

OOMID# Input by NORAD DBA after OOM has been submitted

M Input by NORAD DBA after OOM has been submitted

AT&T PO# AT&T PO# associated with request

M This number needs to be available to the user when they view the history of a job. However, a job may only have 1 AT&T PO#. This number is available from ePOM.

PO Rev# AT&T PO# Revision M The AT&T PO revision number. This number is available from ePOM.

Driver

Request

Amount

Sum total of the AT&T price for the drivers on the request

M

WA Request

Amount Sum total of the AT&T price for the WA’s on the request

M

Total AT&T

Request

Amount

Sum total of the drivers and WA’s on the request

M

AT&T PO

Amount Amount of the AT&T PO that was received.

M The AT&T PO amount in dollars. This number is available from ePOM. As requests are created and entered into the OOM, PO revisions should be received that match the total of one revision. Several of our requests may be congregated into one AT&T PO revision.

OOM Status Status of the NORAD OOM request

M This information is in ePOM and will use the OOMID to tie the request to the OOM.

Request Create/Select screen

Data Element


Mandatory or Optional (M / O)

Business Rules


54 MARCH 2014

USER DRIVER SELECTION Listed in display order. Highlighted fields MUST be displayed on main screen with other fields displayed on

main screen where possible, otherwise available when the page is scrolled to the right. All fields listed

below are lookups EXCEPT for New Qty. Field headers to stay frozen to top of screen as user scrolls down

driver list.

Driver Selection Screen Data

Element

Description

(meaning & purpose explicit) Mandatory or Optional

(M / O)

Business Rules

Driver ID# Unit of work. Driver number (i.e. AE01, PS01)

M Displays ALL Driver ID#’s valid for a market sorted first A-Z by NORAD Driver Category, then second A-Z by Driver ID#

*Field stays frozen on left side of screen when scrolled over to the right

Driver

Name Describes Driver ID# M Lookup based on Driver ID#

*Field stays frozen on left side of screen when scrolled over to the right

AT&T Price How much we receive from AT&T for a set unit of work

M Lookup based on Market and Driver ID#

Vendor

Budget The maximum we can pay a vendor to perform a set unit of work

M Lookup based on Market and Driver ID#

New Qty User input of additional scope M To be used as *additional* amount, and not *total* amount. Negative numbers input should be used as reductions to total amount

Previous

Qty System summation of existing approved and in-process (not disapproved or cancelled) scope.

M System will total previously approved and in-process scope for Job ID# and Driver ID#. Does not include current request (New Qty)

Total Qty Sum total of New Qty + Previous Qty

M Total of previous qty and new qty.

UOM Each, Project, Feet, Meters, etc M Lookup

Category Distinguished Type of Work #1 M Lookup

Type Distinguished Type of Work #2 M Lookup

TPO

Comments Comments for a driver submitted by the program office

M Lookup. Consistent regardless of market.

Market

Comments Comments for a driver based on individual market

M Lookup. Field is variable based on market. Currently 9 different pricing markets.



Driver Selection Screen Data

Element

Description

(meaning & purpose explicit) Mandatory or Optional

(M / O)

Business Rules

Inclusions What work is included in the driver selected

M Lookup.

Exclusions What work is not included in the driver selected

M Lookup.

Work Code Indicates if the driver is Site Acq, Engineering, or Construction

M Lookup.

Request

AT&T Price New Qty x AT&T Price O Do we have enough room for this info?

Request

Vendor

Budget

New Qty x Vendor Budget O Do we have enough room for this info?

Total AT&T

Price Total Qty x AT&T Price O Do we have enough room for this info?

Total

Vendor

Budget

Total Qty x Vendor Budget O Do we have enough room for this info?


56 MARCH 2014

USER WA SELECTION WA Selection screen

Data

Element

Description

(meaning & purpose explicit) Mandato

ry or Optional (M / O)

Business Rules

WA ID# Unit of work. WA number (i.e. AEWA, ANWA)

M Selectable via a drop-down box. Would like 10+ placeholders with a button to add 5 more at a time.

WA Name Describes WA ID# M Lookup

Category Drop-down for selection of who will be performing the work.

M Selectable via drop-down box.

Self Perform

Cost-Plus

Fixed Price

Liquidated Damages

OEM Warranty

SAQ 2.2 Self Perform

SAQ 2.2 Fixed Price

SAQ 2.2 Cost Plus

Type Type of WA M Lookup

CON

SAQ

ITM

LD

SAQ 2.2

UOM Lookup of Unit of Measure M Lookup

New Qty User input of additional scope M To be used as *additional* amount, and not *total* amount. Negative numbers input should be used as reductions to total amount

Previous Qty System summation of existing approved and in-process (not disapproved or cancelled) scope.

M System will total previously approved and in-process scope for Job ID#. The system can have multiple instances of the same WA ID# that are not the same and should not be combined. Does not include current request (New Qty)

Total Qty Sum total of New Qty + Previous Qty

M Total of previous qty and new qty.

Vendor Cost Cost of vendor bid for WA (Cost Plus), agreed-to price (Fixed Price), or cost for BV/OCI to perform (Serlf-Perform).

M User-Input. Dollar value



WA Selection screen

Data

Element

Description

(meaning & purpose explicit) Mandato

ry or Optional (M / O)

Business Rules

Markup Amount of markup, based on Markup % x Vendor Cost

M Amount of markup, based on Markup % lookup x Vendor Cost. Dollar value.

AT&T Price Total price of Vendor Cost + Markup

M AT&T Price = Vendor Cost + Markup

Inclusions Free-form field for user to enter description of WA. Who/What/When/Where/Why

M Required user input

Exclusions Free-form field for user to enter what is not included in WA.

M User input

TPO

Comments Comments for a WA submitted by the program office

M Display only. Consistent regardless of market.

Market

Comments Comments for a WA based on individual market

M Field is variable based on market. Currently 9 different pricing markets.

Work Code Indicates if the WA is Site Acq, Engineering, or Construction

M Lookup


58 MARCH 2014

MASTER CONTRACT WA INFORMATION

Master Contract WA Information

Work that does not have pre-approved pricing. The description of what work is included in the request (inclusions) or not included (exclusions) is user input. This information is not market-dependent.



WA ID# Unit of work. WA number (i.e. AEWA, ANWA)

M Unique

WA Name Describes WA ID# M Multi-Line, Display only

Category Distinguished Type of Work #1

M Display only

Type Distinguished Type of Work #2

M Display only

UOM Each, Project, Feet, Meters, etc

M Display only

WA Markup% Standard percentage increase from vendor price to get AT&T price

M User input is vendor price. Markup of 3% or 5% is used to get AT&T price (i.e. $1,000 x 1.03 = $1,030)

Potential Docs Documents that we may or may not be required to provide if we are paid for the WA.

M Potential Docs can either be required at the time of WA entry into the tool, or in the future as part of closeout. Some documents required at the time of driver entry may be required when a WA exceeds a pre-specified dollar amount. If not required at the time of entry, a future generation of this project will create a required document list based on the driver selected and that driver’s potential docs.

Potential Photos

Photos that we are required to provide if we are paid for the WA.

M A future generation of this project will create a required photo list based on the WA selected and that WA’s potential photos.

Work Code Indicates if the WA is Site Acq, Engineering, or Construction

M Display only

TPO Comments Comments for a WA submitted by the program office


Market Comments

Comments for a WA based on individual market


Requires Appendix E Upload if > $5,000?

Indicator (Y/N) whether a WA selection should prompt for an Appendix E upload if total AT&T price is > $5,000

M If “Y” is selected in the table, this field is chosen in the user scoping screen, and the AT&T Price is > $5,000, a Document Upload is required.

Requires Receipt

Indicator (Y/N) whether a WA selection should prompt for an Cost Receipt

M If “Y” is selected in the table, and this field is chosen in the user scoping screen, a Document Upload is required.



MASTER CONTRACT DRIVER INFORMATION Master Contract Driver Information

Authorized Drivers: Central master list of items (drivers) that all scoping in Turf is based on. Updates made to this list must filter to each market (8 markets with 9 different pricing schemes) in real-time.


(M / O)

Business Rules

Driver ID# Unit of work. Driver number (i.e. AE01, PS01)

M Typically unique, but each market could have a PS01, PS02, etc. that is specific to that market. May be able to distinguish by “PS01-RMR”, “PS01-LV”, etc. or ????

Driver Name Describes Driver ID# M Multi-Line, Display only

Category Distinguished Type of Work #1 M Display only

Type Distinguished Type of Work #2 M Display only

UOM Each, Project, Feet, Meters, etc M Display only

Potential Docs

Documents that we may or may not be required to provide if we are paid for the Driver.

M Potential Docs can either be required at the time of driver entry into the tool, or in the future as part of closeout. Some documents required at the time of driver entry may be required when they exceed a pre-specified dollar amount. If not required at the time of entry, a future generation of this project will create a required document list based on the driver selected and that driver’s potential docs.

Potential Photos

Photos that we are required to provide if we are paid for the Driver.

M A future generation of this project will create a required photo list based on the driver selected and that driver’s potential photos.

Inclusions What work is included in the driver selected

M Display only

Exclusions What work is not included in the driver selected

M Display only

Work Code Indicates if the driver is Site Acq, Engineering, or Construction

M Display only

AT&T Price How much we receive from AT&T for a set unit of work


Vendor Budget

The maximum we can pay a vendor to perform a set unit of work


TPO Comments

Comments for a driver submitted by the program office


Market Comments

Comments for a driver based on individual market



60 MARCH 2014

Master Contract Driver Information

Authorized Drivers: Central master list of items (drivers) that all scoping in Turf is based on. Updates made to this list must filter to each market (8 markets with 9 different pricing schemes) in real-time.


(M / O)

Business Rules

Should Not Exceed Qty

Maximum permissible quantity of this driver without requiring an explanation

M If total qty for driver (sum of all requests for a JOB ID#) exceeds this amount, a user comment (explanation) becomes required

Must Not Exceed Qty

Maximum permissible quantity of this driver

M If total qty for driver (sum of all requests for a JOB ID#) exceeds this amount, an error message is shown and the scope request is not allowed to be submitted

Should Not Be Used With

A list of drivers that cannot be used in the same scope (historical) with this driver without requiring an explanation

M If a driver listed in this field is selected at the same time as this driver, a user comment (explanation) becomes required

Must Not Be Used With

A list of drivers that cannot be used in the same scope (historical) with this driver

M If a driver listed in this field is selected at the same time as this driver, an error message is shown and the scope request is not allowed to be submitted

NORAD Driver Category

Field to set the preference sort order of drivers to match NORAD sort order

M NORAD Driver Category choices are: 1) Site Acquisition 2) Construction 3) SAQ Pre-Approved WA 4) CON Pre-Approved WA 5) Materials Base Drivers 6) Pre-Approved Materials 7) OEM Warranty 8) CON Pre-Approved WA-W 9) Tower Crew Incentive



MASTER VENDOR INFORMATION

Master Vendor Information

Location of Vendor Information, to be selected during Scope Change Management process



Vendor Name M Take from Oracle?

Oracle ID# Oracle ID#, for future enhancements (i.e. 93879)

M Take from Oracle?

Vendor ID# Vendor ID#, for future enhancements (i.e. 0542)

M

Contact Name Name(s) of vendor contact(s)

M Possibility of multiple users with access to tool. Vendors with access are allowed to create new PORs and submit for review.

Contact Email Email(s) of vendor contact(s)

M Possibility of multiple users with access to tool. Vendors with access are allowed to create new PORs and submit for review.

Type of Vendor To limit vendor choices for Driver and Was.

M Can select more than one:

Site Acq

Engineering

Construction

Active/Inactive To inactivate vendors but retain information

M Vendors marked inactive cannot be selected for new scope requests.


62 MARCH 2014

AT&T PO REQUEST HISTORY

Request History for Job – Selected from Request



Request# Tool-assigned individual scoping request

M History from tool

OOMID# NORAD-assigned number, input by NORAD DBA

M Input by NORAD DBA after OOM submittal

AT&T PO# From ePOM M Lookup from ePOM based on OOMID#

PO Rev# From ePOM M Lookup from ePOM based on OOMID#

Total AT&T

Request

Amount

AT&T Price based on Request#

M Calculation from tool

Driver Request

Amount AT&T Price based on Request#, driver section only


WA Request

Amount AT&T Price based on Request#, WA section only


PO Amount Current AT&T PO Amount M Lookup from ePOM based on OOMID# or PO#

OOM Status OOM submittal status from ePOM

M Lookup from ePOM based on OOMID#. “Not Created” if request not submitted to NORAD yet. Also “Approved”, “Disapproved”, “Auto-Cancelled”



VENDOR PO REQUEST HISTORY

Vendor PO Request History (Listed in display order)



Request# Tool-assigned individual scoping request

M History from tool. Requests with multiple vendors get suffixes as in 10085A, 10085B

Vendor History from tool M Vendor tied to request.

Vendor PO# Vendor PO# associated with request. Assigned once vendor PO created (i.e. 122061.0116.8345)

M Input by procurement somehow? From Oracle?

Status Status of Request # M Draft

PM Approved

Exported

PO Issued (if Vendor PO# is populated)

PO Amount Total PO Amount issued to vendor

M Input by procurement somehow? From Oracle?

Driver Budget Amount

Sum total of drivers for vendor on request

M Sum total of drivers for vendor on request

Award Amount Potential over-ride of Driver Budget Amount

M User can over-ride Driver Budget Amount with Award Amount, which is how much the driver portion of the PO will be.

WA Amount Sum total of WA’s for vendor on request

M Sum total of WA’s for vendor on request

Total Sum of Request Amount(s) and Sum of PO

M Sum of Request Amount(s) and Sum of PO Amount(s)


64 MARCH 2014

SCOPING & ORDER MANAGEMENT LIFE CYCLE Currently work is managed via several tracking application. These tracking applications move files to the

next person in the process for review, approval or action. OOMs and VOPRs can be in various states that

will trigger the next action. The following table illustrates how the scoping and order management

processes impact the visibility of estimated revenue and cost.

Scoping Order Mgmt

ePOM CMS

OOM Norad (PO)

Vendor PO Req (VPOR)

Vendor PO (VPO)

Trigger Action Revenue / Price & Budget

Cost Budget

In Scope (Y/N)

Authorization is received to begin new work (Services, Initial Construction, Final Construction) Create OOM

Y

Y N

OOM does not have PO? Review ePOM matching exception report

N

Y/N N

Work needed in advance of PO Issue Vendor PO Request at Risk

P/B

Y

Y Y Work to be issued upon receipt of PO

Issue Vendor PO Request P/B

Y

Y Y Y POs do not have Vendor PO

Monitor & issue VPOR Sub or material PO

P/B

Y

Y

N Y Y VPOs do not have an AT&T PO/OOM?

Accumulate changes for requests for next Rev

P/B CB Y

Y Y Y Y Work has been authorized and is in

progress Monitor until complete P/B CB N

Y Y Y Y Work is completed Actualize in schedule

P/B CB N



SAMPLE: AUTHORITY AND APPROVAL MATRIX

ACTION Project

Manager Project

Controls NORAD

DBA View-Only Vendor Administrator View/Edit Master

Driver Information

Y

View/Edit Master WA Information

Y

View/Edit Master Contract Vendor

Information

Y

View/Edit Master Job Information Y Y

View/Edit Master Template

Information Y Y Y

View/Edit User Information/Grant

Access Y

Work Queue Y Y Y Y Y* Y

Enter OOMID

Y Y

Y

Create New Requests Y Y

Y Y

View Existing Requests Y Y Y Y Y* Y

Approve and Submit Requests Y Y

Y Y

View AT&T Pricing - Assigned Market Y Y Y

Y

View Vendor Budget - Assigned

Market Y Y

Y

Y

View AT&T Pricing - All Markets

Y

View Vendor Budget - All

Markets Markets

Y

Upload Documents Y Y Y Y Y* Y

View Documents Y Y Y Y

Y

Export PDF and Excel Reports incl.

AT&T Pricing Y Y Y

Y

Export PDF and Excel Reports incl.

Vendor Budget Y Y

Y Y* Y

* Can only view existing scopes assigned to that vendor

Date post:	14-Aug-2015
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