The Revisions tab is the fourth tab on the Actions interface.
Function
The Revisions tab displays all the changes that have been included in a STIP Revision. Users with Actions Revisions Tab or STIP Administrator permissions can edit the available fields; if the user does not have these permissions, the tab will be view-only.
Select an Open Revision
To show the desired project changes in this tab, the user can select a Revision in the "Select an Open Revision" picklist. By default, the oldest unapproved revision is displayed in this window. However, the user can manually change this selection in the picklist if there are multiple open Revisions. In the picklist, the user will be able to view the Revision number and the highest type of change in the revision for each unapproved revision. For example, if Revision 2 only has Administrative Modifications, it will display, "Revision 2 -- Administrative Modification." If the Revision has only Amendments or has both Amendments and Administrative Modifications, the revision will be labeled "Revision 2 -- Amendment" since an Amendment is the highest type of change.
Sections
The Revisions tab is divided into sections based on the change types stored in the Revision. If the Revision has both change types (Amendments and Administrative Modifications), there will be two sections. If the Revision has only one change type (Amendments or Administrative Modifications), there will only be one section displayed. For both formats, two or one section, the user will be able to see the Value Changed, Former Value, New Value, Date of Change, Requested By, Type, and Action columns for each Need ID and related change. The Type column will always be view-only on this tab since the Type values are not allowed to be overwritten at this point in the process. The Action column will be enabled for each change row, but they will only contain the current status and a Withdraw option. For more action options, the user can navigate to the "Update All Amendments To" or "Update All Administrative Modifications To" picklist.
Amendments Workflow
All Amendments are initially displayed with a status of "Pending Public Comment" in their Action columns. These statuses can be edited by users with the Actions Revisions Tab or STIP Administrator permissions, unless the status is currently "Pending FHWA/FTA Approval." To update the statuses, the user can utilize the "Update All Amendments To" picklist. Since all Amendments go through the approval workflow together, this picklist is the main source of moving pending changes through the approval process. The table below outlines the available statuses for Amendments in the "Update All Amendments To" picklist.
| Status | Description |
| Withdraw | This action will move the changes back to the Pre-Approved tab. An email will be sent to the Requestor indicating that the requested changes were withdrawn. |
| Pending Public Comment Period | This is the initial status and is used as an indicator that Amendments can continue to be added to the Revision. |
| Released for Public Comment | This is used to indicate current status only and performs no actions. |
| Pending Director Approval | This is used to indicate current status only and performs no actions. |
| Pending Commissioner Approval | This is used to indicate current status only and performs no actions. |
| Pending FHWA/FTA Submittal | This is used to indicate current status only and performs no actions. |
| Pending FHWA/FTA Approval | Status is automatically set by the system after the Submittal to FHWA/FTA. |
| Rejected | This action will move the change back to the Pre-Approved tab. |
| FHWA/FTA Approved | This action will mark the change approved and capture the date and user that approved the request. This information will be available on the project History tab. |
New Amendments can continue to be added to open revisions until the status is set to "Released for Public Comment." Prior to submission to the FHWA/FTA, dates must be added to the Revision using the "Dates" link. The table below describes this control.
| Link | Used To... |
| Dates | Display the Public Comment and Approval dates associated with the changes. Dates must be entered in sequential order (ex. the End Public Comment date must be later than the Begin Public Comment date). |
On the "Dates" pop-up, the user can also store public comments. To do this, the user must click the "Add Comment" link at the base of the pop-up, then enter the Name, Date, and Comment. If the comment is associated to a single Need ID, the Need ID picklist can be filled; this picklist will only include Need IDs that have changes within the specific Revision. Documents can also be associated to a public comment row by clicking the icon. Then, these steps can be taken to properly upload a document:
- Enter a Document Title in the textbox.
- Click the "Add Document" button to open the "Add New Document" pop-up.
- Click the "Choose File" button to open the computer's File Folder.
- Select the desired document and click "Open."
- Click the "Upload Document" button.
Once documents have been uploaded and associated with a comment record, the Document icon will be displayed in blue to indicate the record has documents.
Administrative Modification
All Administrative Modifications are initially displayed with a Status of "Pending Director Approval" in their Action columns. These statuses can be edited by users with the Actions Revisions Tab or STIP Administrator permissions, unless the status is currently "Pending FHWA/FTA Approval." Users with either of these permissions can move pending changes through the approval process by selecting an option in the "Update All Administrative Modifications To" picklist. The table below outlines the available statuses for Administrative Modifications in this picklist.
| Status | Description |
| Withdraw | This action will move the changes back to the Pre-Approved tab. An email will be sent to the Requestor indicating that the requested changes were withdrawn. |
| Pending Director Approval | This is the initial status and is used as an indicator that Administrative Modifications can continue to be added to the Revision. |
| Pending Commissioner Approval | This is used to indicate current status only and performs no actions. |
| Commissioner Approved | This action will mark the change approved and capture the date and user that approved the request. This information will be available on the project History tab. |
New Administrative Modifications can continue to be added to open revisions until the status is set to "Pending Commissioner Approval."
Drafts & Submittal
Prior to submission to the FHWA/FTA, the user can select the "Send Draft" button to send a draft of the Revision Submittal package to others for review. When this option is selected, an email format will become available with all Revision references marked as "DRAFT" in the email and attached reports. The "Send Message To" field will be editable so that users can enter the email address of the desired recipient.
Once Amendments are set to "Pending FHWA/FTA Submittal" or Administrative Modifications are set to "Commissioner Approved," this button will change from "Send Draft" to "Submit to FHWA/FTA." Administrative Modifications will be submitted to FHWA/FTA for informational purposes only and will thus have no further actions beyond the "Submit" button. However, Amendments must be approved or rejected by the proper group (FHWA or FTA) once the "Submit" button is selected.
For either change type-- Amendment or Administrative Modification-- the user will be prompted to fill out an email for the submission after selecting "Submit to FHWA/FTA." This email will contain these fields:
| Field | Description |
| Send Message To | The email Address for FHWA/FTA personnel responsible for approving the request. These entries are configurable in the STIP Configuration code list for subcategories equal to "FHWAEmail" and "FTAEmail." Multiple email addresses can be entered separated by a semi-colon. This field is view-only. |
| CC | This field allows the user to enter one or more email addresses to which the report will be sent for reference only. Multiple email addresses must be separated by semi-colons. This field is editable. |
| BCC | This field allows the user to enter one or more email addresses to which the report will be blind carbon copied for reference only. Multiple email addresses must be separated by semi-colons. This field is editable. |
| Subject | Automatically populated based on the STIP Window and Revision Number. This field is view-only. |
| Message Body | Message of the request memo. This entry is configurable in the STIP Configuration code list for subcategory equal to "FederalEmailTemplateforAmendments" and "FederalEmailTemplateforModifications." This field will be pre-populated with the stored value but is editable in this window should changes need to be made. |
| Other PDF File | The "Browse" button allows the user to browse for a PDF file and attach it to the email. This can be used for items such as public comments received. These PDFs will be appended after the Request Memo, the Revision Summary, and the Fiscal Constraint reports. |
Once the email fields are filled, the user can click "Preview Message" to review all of the information prior to submitting. This selection will display a PDF of the Request Memo, the Revision Summary, and the Fiscal Constraint report. The user can skip this step and select "Send Message" immediately after filling the email fields, or they can select this button after the "Preview Message" process. Selecting the "Send Message" button will send an email message to the distribution list provided on the form, with the email subject and body populated. The email will also include the aforementioned PDF attachments of the Request Memo, the Revision Summary, and the Fiscal Constraint report. If the user wishes to change the information on the Request Memo PDF, they can edit the STIP Configuration codes on the Code List interface.
If the Revision is an Amendment, then the Revision is locked and no further changes on the Pre-Approved tab can be assigned to that Revision once it is submitted to FHWA/FTA for approval. The pending changes are highlighted in "blue" to indicate they have been submitted for approval. The Revision will then be in the hands of FHWA and FTA individuals but will still be viewable to users on the Revisions tab for users to review. The table below outlines which projects go to FHWA and FTA.
| Group | Projects | Responses |
| FHWA | Projects with Federal, Other Federal, or Advance Construction Funding Types. | FHWA Approved or FHWA Rejected |
| FTA | Projects with Federal Transit Funding Types. | FTA Approved or FTA Rejected |
Once all Amendments are either approved or rejected, they are removed from the tab and the Revision is closed. The Revision and its details are then available on the History tab and all changes are no longer highlighted in the Detail tab.
As previously mentioned, Administrative Modification Revisions will be closed once submitted to FHWA/FTA for notification.
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