Adding a Project Phase – WV Hub

Updated 4/06/2022

Please note, the Hub application is under active development. As such, text and screenshots may quickly become out of date. If you have any questions about current Hub functionality, please reach out to your Hub contact directly.

The Phase tab allows you to add Phases to the project. This tab is available to view for all roles starting at Project Initiation. However, this information is not required until the project reaches the Programming Supervisor Review step. The Programming Supervisor is responsible for finalizing the phases and their related funding. (Some of the Funding Tab populates from the data that is entered on the Phase Tab.)

Navigate to the Phase Tab

To navigate to this tab, click the Phase tab on the tab strip within a project.

There are four phase types:

ENG: Engineering
ROW: Right-of-Way
CON: Construction
OTH: Other

When you navigate to the Phase tab, you are presented with a grid that displays the following information.

From here, you can add one or more phases to a project.

Every new phase is added as a separate line on the grid

Notes

Some information is relevant to any phase-type, such as start and end dates, Federal Project box, description, while there are other fields that are only applicable to the type of phase selected. For example, an Engineering Phase opens the field for Consultant Name but disables the field for Contractor Name while the Construction Phase opens the Contractor Name for editing but disables the Consultant Name field. A disabled field will appear gray and can not be selected.

Adding a Phase

To add a phase, click the Add Phase button. The Phase Detail popup is presented. This popup is divided into three sections, Phase Detail, Funding, and Federal Project. Following are the details for each section.

Phase Detail

This section contains the following fields:

Phase Status: The Hub sets this field to 'Open' and disables it when creating a new phase. This field enables when editing an existing phase. The values are Open, Closed, Inactive, Terminated, or Withdrawn.
Federal Project?: This checkbox allows you to specify whether the project is federally funded. Selecting it marks the project as federally funded and adds the 'Participating Amount' field to the Funding section. This field also determines if the project will move through the Federal or State STIP workflow.
Phase Type: You can select the type of phase for the project. The choices are ENG: Engineering, ROW: Right-of-Way, CON: Construction, and OTH: Other. This field defaults to ENG: Engineering. This is a required field.
Responsible District: You can select the district responsible for the project. The values range from District 1 to District 10 and Statewide. This field defaults to the same value that was selected on the Project Identification tab.
DD-R Org/Unit: You can select a value for the DD-R Org/ Unit for 'ENG: Engineering', 'ROW: Right-of-Way', and 'OTH: Other' phases. This field is required for 'ENG: Engineering' and 'ROW: Right-of-Way' Phase Types.
Construction Org/Unit: You can select a value for this field for 'CON: Construction' or 'OTH: Other' phases. This field is required for 'CON: Construction" Phase Types.
Phase Start Date: This field is required. These dates are defaulted to the values of the corresponding estimated cost type if it matches the phase you are adding. However, you can select/ overwrite the defaulted start date of the phase. The Phase Start Date must be before the Phase End Date.
Phase End Date: This field is required. These dates are defaulted to the values of the corresponding estimated cost type if it matches the phase you are adding. However, you can select/ overwrite the end date of the phase. You must enter this field if the Phase Start Date is populated. The Phase End Date
Consultant Name: You can add the name for a consultant responsible for the phase if the Phase Type is ENG: Engineering', 'ROW: Right-of-Way', and 'OTH: Other'.
Contractor Name: You can add the name of the contractor assigned to the construction if the Phase Type is 'CON: Construction' and 'OTH: Other' phases.
Existing Facility: You can add a brief description of an existing facility.
Termini: You can add either (1) the beginning and ending points, or for spot locations, the specific location, using in both cases appropriate geographical designations, or (2) a brief description of facilities covered.
Phase Description: You can add a description for the phase.

Funding

This section contains the following fields:

Allocation: You can select the applicable allocation code based on federal guidelines.
- Example - 000-000: Miscellaneous; A13-001; CP Resurfacing & Various, D-1
Estimated or Authorized: This is a read only field when you are initially setting up the phase and is defaulted to Estimated. Once the Participating phase moves to FHWA Review 2 the user has to update this to Authorized before submitting to FMIS. Once the non-participating phase moves to Final Programming, the user has to update this to authorized before the final submission.
Non-Participating Amount: You can set this dollar value for the non-reimbursable funds for the project. This is a conditionally required field if the 'Federal Project?' checkbox is unchecked
Participating Amount: You can set this dollar value for the reimbursable funds for the project. This is a conditionally required field if the 'Federal Project?' checkbox is checked
- NOTE: This field is only available if the user selects the 'Federal Project?' checkbox.

Federal Project

This section contains the following fields:

Federal Project Prefix: You can select a valid value for the Federal Project Prefix. This field is required if the 'Federal Project?' checkbox is selected (Selecting this checkbox reveals more options in the drop down list).
- Examples: STP: Surface Transportation Program or NFA: Non Federal Aid - Regionally Significant (Bond Projects)
Federal Project Number: You can enter a valid Federal Project Number. This field is required if the 'Federal Project?' checkbox is selected.
- NOTE: This is split into three fields– a 4 char , 3 char and a read only field. In the 4 char field, based on route a value will be derived and the next three characters the sequence number gets filled. The concatenated 7 char federal project number is displayed in the read only field. Also if user enters 4 characters in the first field, the next available sequence number for that character combination is auto populated.
Federal Project Suffix: You can select a valid suffix for the project. This filed is not editable if the Federal Project Prefix is set to FEMA: FEMA
- Valid values are
  - D: Delegated
  - DTC: Delegated with Toll Credits
  - DBC: Delegated with Bridge Credits
WVDOH Federal Project Number: This is a read only field and is a concatenation of the values in the Federal Project Prefix + Federal Project Number + Federal Project Suffix. If either of the values are populated, this field will display the value of the partial concatenation.
- WVDOH Federal Project Number with Federal Project Prefix selected
- WVDOH Federal Project Number with Federal Project Prefix selected, Federal Project Number entered and the Federal Project Suffix selected

FEMA

When Federal Project Prefix = FEMA: FEMA then the FEMA section is shown.

Disaster Number: This field is disabled. It is inferred from the information entered on the Project Identification tab.
Project Worksheet Number: This field is disabled. It is inferred from the information entered on the Project Identification tab.
DI Line Item: Use this field to enter a DI Line Item number. This field can have up to 15 characters.
DOH Reference Number: This field is disabled. It is inferred from the information entered on the Project Identification tab.
Project Worksheet Award Date: Use this field to enter the project worksheet award date.

ER

When Federal Project Prefix = ER then the Emergency Relief section is shown.

DDIR Number: This is an optional 20 character field that you can populate.
Authorization Date: You can add a date to this optional field
Disaster Fiscal Year: This is a read only field inferred from the Authorization Date
Disaster Sequence Number: This is an optional 20 character field that you can populate.
Emergency Relief Code: This is an optional 20 character field that you can populate.

Adding a Change Request

You can add a Change Request for a given phase, once the phase has been initiated. Click the + ADD CHANGE REQUEST under the phase to display the New Change Request form. Fields on this form default to what was originally selected on the Phase.

New Change Request Form

The following sections are available on the New Change Request form that are not on the original Phase Details.

Funding Section

Change to Participating Amount: This field is visible for federal phases. You can add an amount to request an increase or decrease in funding.
Change to Non-Participating Amount: This field is visible for both federal and non-federal phases. You can add an amount to request an increase or decrease in funding.

Change Request Section

Suspended for Billing?: This slider is available for Participating phases only. It defaults to no.
Add Comment: This is a required field that requires a minimum of 25 characters and a maximum of 300 characters.

Once the change request is saved, it can then be initiated to the Change Request Workflow. Reference that article for more details.

Quickly Viewing Phase Details

Phase details can be quickly viewed without the need to open the edit phase popup. To do this, navigate to the phase grid and click the arrow on the far left. This will expand the phase row. Once it has been expanded, you will see tabs for Change Request, Phase Detail, Federal Project, Phase Budget and FEMA (if the phase has FEMA information).

Click any of these tabs to quickly see details about the phase.

Change Request Tab

The Change Request Tab includes the action buttons and a table of change request information. In addition to details added on the Change Request form, this table includes data such as the CR Status, Workflow Status, FMIS Status, and if the CR has been merged in to the Project Phase.

Phase Detail

Federal Project

FEMA

PHASE BUDGET

The Phase Budget tab is available for any phase which has been submitted to wvOASIS through a CAS or CAM and will show the Budget, Expenditures, and Available Balance for both Participating and Non-Participating amounts. The amounts shown are current as of the most recent data extract from wvOASIS, which is ran nightly as of 1/19/2022.