Closure Requests

Updated 4/16/2024

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Creating a Closure Request

Users can draft a closure request on any phase in ‘Open’ status that has completed initial workflow (including a successful CAS or CAM). The button for creating a closure request will be enabled if these conditions are met and disabled otherwise.

Closure requests are more limited than standard change requests. Users submitting a closure can only request changes to the below fields:

• Phase Status
• Phase End Date
• Participating Amount
• Non-Participating Amount
• OASIS Effective to Date
• FMIS Project End Date

An additional Assigned To field is also present on closure requests, for tracking the user responsible for ensuring the completion of the closure.

Initiating a Closure Request

Once a closure request has been drafted, it needs to be initiated into the Closure Request Workflow for approval. To initiate a closure request, select the project from the  Quick Search or Advanced Search, and navigate to the closure request on the Phase Tab. You will notice a green airplane icon next to the closure request. Click this button to initiate the closure request.

Note: A closure request cannot be initiated if there are change requests currently progressing through workflow. Any 'in-flight' change requests will need to complete workflow or be canceled prior to initiating a closure request.

Closure Request Workflow Inbox

You can access your Closure Request in workflow by navigating to the Change Request tab under Workflow on the sidebar menu. Here you will be able to open the Closure Request for a phase, so that you can edit, approve, or reject it. This step remains the same for all the users that will access a given closure request(s) throughout its lifecycle.

Workflow Steps

Note: Users with certain elevated roles will initiate a closure request into an expedited workflow path. This expedited path skips the District Review, Division Review, and Programming Review workflow steps.

District Review

Once initiated, a closure request on a District project will go to District Review. Users with supervisory privileges for a project's Responsible District can log in and review the closure request.

Click the pencil icon to open and review the closure request. Edits can be made if desired. Click the red thumbs down button to reject the closure request. Click the green thumbs up button to approve the closure request.

Division Review

Once initiated, a closure request on a Division project will go to Division Review. Users with supervisory privileges for a project's Responsible Division can log in and review the closure request.

Click the pencil icon to open and review the closure request. Edits can be made if desired. Click the red thumbs down button to reject the closure request. Click the green thumbs up button to approve the closure request.

Programming Review

Once approved at District or Division Review, the closure request will go to Programming Review. Users with a Programming Technician role can log in and review the closure request.

Click the pencil icon to open and review the closure request. Edits can be made if desired. Click the red thumbs down button to reject the closure request. Click the green thumbs up button to approve the closure request.

Note: Once the closure request has been reviewed and approved at Programming Review, the closure request will either follow the Federal Closure request or State Closure request workflow path depending on the 'Federal Project?' checkbox.

Federal Closure Request

Federal Phases follow the Federal Closure request workflow path as described below.

FHWA Review 1

Once approved at Federal STIP Review, the Federal closure request will go to FHWA Review 1.

Users with the FHWA Technician role can log in, review the closure request, and make funding changes associated with the closure request.

Closure requests can be edited at this stage by clicking the pencil icon. Click the green thumbs up button to approve the closure request. Click the red thumbs down button to reject the closure request to a previous workflow state.

The closure request participating/non-participating amount will need to be fully allocated before approval at this step.

Note: While standard change requests only allow users to enter a priority delta which is this distributed automatically based on split percentages, closure requests allow users to manipulate each funding split of a priority individually.

FHWA Review 2

Once approved at FHWA Review 1, the Federal closure request will go to FHWA Review 2.

Users with the FHWA Manager role can log in, review the closure request, add/edit FMIS information, edit funding using the closure request. The closure request will also be submitted to FMIS at this stage. 

Click the red thumbs down button to reject the closure request. Click the right arrow to submit the closure request to FMIS. Click the green thumbs up button to approve the closure request once it has received FMIS approval.

Submitting a Closure request to FMIS

To submit a closure request to FMIS, click the green right arrow button. Once clicked, the FMIS popup is presented. 

BGPHR Submission

For Federal closure requests, a BGPHR submission will be required when there are changes to split priorities. The BGPHR allows for the reduction of funding lines in OASIS outside of the standard percentage splits, so that final budget adjustments are more accurate for the project.

The BGPHR Status of the closure request will be set to ‘Ready’ upon FMIS submission if a BGPHR is required. Once the BGPHR is successfully interfaced to OASIS, the closure request will automatically be readied for FMIS submission.

Once FMIS approves the closure request then it may be approved to the next step in the workflow.

Final Programming

Once approved at FHWA Review 2, the closure request will go to Final Programming. Users with Programming Technician privileges can approve closure requests at this state.

Click the green thumbs up button to approve the closure request. Federal closure requests cannot be edited or rejected at this workflow state.

State Closure Request

Final Programming

Once approved at Programming Review, the closure request will go to Final Programming. Users with Programming Technician privileges can approve closure requests at this state.

Click the green thumbs up button to approve the closure request. Federal closure requests cannot be edited or rejected at this workflow state.

The closure request non-participating amount will need to be fully allocated before approval at this step.

BGPHR Submission

For State closure requests, a BGPHR submission will be required when there are changes to priorities with multiple funding splits. The BGPHR allows for the reduction of funding lines in OASIS outside of the standard percentage splits, so that final budget adjustments are more accurate for the project.

The BGPHR Status of the closure request will be set to ‘Ready’ upon taking the ‘Submit BGPHR’ action (green arrow button). Once the BGPHR has been successfully processed to OASIS, the closure request can be approved.