Project Flow

Roles	Initiate	Conduct	Close-Out
	Project Design & Execution
Project Manager	Develop problem statement into scope of work and government cost estimate Begin assembling names for internal oversight panel and external reviewers Procurement: A&E schedule: lead procurement process; work with Research Program to secure additional funding if needed University consortium: review proposals, lead budget negotiation	Manage day-to-day work of the project	Review final report within 2 weeks of submission (or per schedule agreed upon in final negotiated scope) Alert Research Program as soon as possible if additional technical editing is needed or if there are major issues with report itself (e.g. not technically sound) Send report to peer reviewers and gather feedback (coordinate with Lead University Partner for support on this) Once report is satisfactory, email final report and all related materials to Research Program staff (including DDOT Librarian) and confirm acceptance.
Research Program	Discuss contracting methods and considerations with project manager and help select appropriate means Review scope and cost estimate Procurement: University consortium projects: follow University Contract Standard Operating Procedures. Enter requisition and generate task order when ready A&E project: support Project Manager as needed; serve on consultant selection panel; assist with negotiation if needed. Enter requisition for funding when ready	Support project manager, monitor project status	Provide final report template to PI and Project Manager Ensure final report has technical documentation page and standard disclaimer statement
Lead University Partner	Support scoping and cost estimation, if requested Facilitate engagement of peer reviewers - establish relationship, set up agreements for payment if appropriate Procurement: University consortium: Facilitate task issuance, get subcontracts in place (if work is not done by lead university itself) A&E project: none.	Monitor project status Ensure peer reviewers are engaged throughout the project (as appropriate)	Facilitate engagement of peer reviewers Ensure peer reviewers have received materials and understand expectations for final report review Pay peer reviewers (if previously agreed) Provide technical editing for final reports (see also Final Reports procedures) Do a round of editing pre-final review by project manager and peer reviewers if there are major grammatical and structural issues Post-final review edit to check/add 508 compliance and to check for minor issues
	Financial Management
Project Manager	Provide support to Research Program if requested	Review invoices Monitor budgets and alert Research Program if there are issues	Provide support to Research Program if requested
Research Program	Make sure project is in the TIP (project 3213) Gather documentation for obligation packet and submit in Packet Tracker module of ProTrack+. Follow latest guidelines from RAD, but generally will need: Scope of work (from project manager) PAR Labor Calc sheet Government estimate Environmental Forms (generally a CE, get signed by Environmental team Approved Work Program showing this project If additional funding is needed after negotiation of project, revise work program and submit 1365 to FHWA for signature (after RAD reviews).	Approve invoices Monitor budgets and update PROMPT	Lead close-out of project: PO close-out FAP close-out
Lead University Partner		For university consortium projects, submit invoices with proper documentation in a timely fashion (monthly, ideally); ensure invoicing issues are addressed in a timely fashion	For university consortium projects, assist with PO close-out process (getting release letters signed, helping to move along any invoicing issues)
	Project Documentation
Project Manager	Add additional content to the project page as appropriate	Update description of project as scope is defined or evolves Insert quarterly updates in update table on project page with 15 days of the end of a quarter Add all relevant documentation (materials, etc.) as project progresses	Any data collected documented in DD (as relevant)* and submitted to ROSA-P (as appropriate) *guidance to come on how to handle project-specific data in the data wiki
Research Program	Create a project subpage Go to Active and Upcoming Research Projects and click the three dots next to create at the top of the page Choose the "Research Project" template Enter baseline information from project submission Check that summary table properly displays information Add project to RiP	Update RiP as project has updates to timeline, costs, PI, or project manager	Do a final update on the project page: update status to completed, add month/year of completion (e.g. August 2020) change tag on page from research-project to completed-research move page from under Active and Upcoming Research Projects to Completed Research Projects add entry to the top of the summary table on the Completed Research Projects page, confirm subjects and modes with DDOT Librarian Update RiP Finalize and distribute final report - see details on Final Reports procedures page.
Lead University Partner		Provide quarterly updates for university projects	Support Project Manager in organizing project data

Roles

Initiate

Conduct

Close-Out

Project Design & Execution

Financial Management

Project Documentation