NEPA Determination / Certification (128)

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Background

Completion of the Form 128 is required for all CDOT projects. The NEPA Determination / Project Certification (128) record in PMWeb enables Environmental Specialists to complete the form and submit it for review. Some forms may require FHWA approval via a wet signature. Obtaining a wet signature occurs outside of PMWeb, but a scanned copy of the signed form must be included as an attachment to the PMWeb record. Separate documentation may be required in ProjectWise.

Access: This record is located in the Records module of PMWeb.

Job Aids

The following job aids and reference guides are relevant to the NEPA Determination / Certification record:

Record Guidance

Since this record's release, the PMWeb team has made several improvements to configuration based on user feedback. To understand these changes, please reference the Understanding NEPA Updates document.

Main Tab

The Main tab is used to enter essential record information. Fields and functionality of note include:

Section Approval: This selection made in this field determines the approval workflow for the record. Submitters may opt to complete the form section-by-section, e.g. if both Section B and Section E are required, submitters may go through the submittal and approval process for just Section B, and later, just Section E.
Section B Approval Date: This field is auto populates with the date the NEPA Approver approves the record in Workflow.
Section E Approval Date: This field is auto populates with the date the NEPA Approver approves the record in Workflow.
FHWA Approval Req'd?: This field is used to designate whether or not FHWA approval is required. Note: The determination made in this field (Yes/No) is superseded by the selection made in the "Section Approval" field if there is a conflict in workflow implications.
Related Subaccounts: Enter the related subaccounts separated by commas.
- Some projects have different subaccount numbers for the NEPA phase and the construction phase(s), especially for EA and EIS projects. Also, for smaller Design Build projects it is common to combine multiple CatEx projects into one project for construction. This field allows you to enter those numbers.

Instructions if Part B was completed outside of PMWeb

If Part B was completed outside of PMWeb, and you are now ready to do Part E in PMWeb:

Create a new NEPA Determination / Project Certification (128) record in PMWeb
In the "Section Approval" dropdown, select "Section B"
Enter the original signature date in the "Section B Approval Date" field
Recreate the form using the original clearance dates
Submit the NEPA record to workflow for review/approval by the NEPA Approver (The “Section B Approval Date” field will be backdated with the original signature date you entered)
Once Section B has been approved, copy the record
In the "Section Approval" dropdown, select "Section E"
Remove the original signature date previously entered in the "Section B Approval Date" field
Leave the "Section E Approval Date" field blank
Complete Section E and submit the record for approval

Best practices:

Upload a PDF of the original Part B in the Attachments tab

- For more information, reference the Add an Attachment to a record job aid

*If the Env PM recreates the Section B in PMWeb but needs to create a revised Section B, then they must remove the date entered in the "Section B Approval Date" field. The RPEM Signature and Date on the report will populate with the workflow approval date.

Notes Tab

The Notes tab is used to enter Section B Comments, Section D Comments, and CatEx Criteria List - Other Circumstances.

Notes and guidelines for using this tab:

"Empty" notes are automatically generated during record creation. Edit the preexisting, empty notes to add comments to the NEPA Determination / Project Certification report output.
Additional notes (i.e. new notes manually created by a user) will not be included in the report output.
The option to add Section B Comments will appear, even if "Section E" is selected in the Section Approval field on the Main tab. Users do not need to enter comments in all available notes.

Attachments Tab

The Attachments tab is used to house a copy of the form signed by FHWA.

Report Guidance

There are two reports available for this record output:

If the record was created on or before 11/14/23 or created by making a copy of a record created on or before 11/14/23, use “ Historical Environmental NEPA Determination Project Certification” report
Otherwise, use the "Environmental NEPA Determination Project Certification” report

NEPA Determination Project Certification record reports

The NEPA Certification History Report, NEPA Determination Cert Checklist report, and NEPA FMIS Annual Report are also available in "BI Reporting".

Workflow Guidance

Submitters use the Workflow tab to submit a record for review.

Reviewers use the Workflow tab to approve a record that was sent to them for review. Alternatively, reviewers may use this tab to return the record to the original submitter for revisions.

If FHWA approval is required, reviewers use the Workflow tab to (1) "Approve" the record before printing the report output for signature, and (2) "Approve" the record after uploading a signed copy of the report as an Attachment.

Integration and Trigger Guidance

The NEPA record in PMWeb does not have any integrations however, some forms may require FHWA approval via a wet signature. Obtaining a wet signature occurs outside of PMWeb, but a scanned copy of the signed form must be included as an attachment to the NEPA record.
Users input dates in the "Update" column. When the record is initially approved, the dates will copy over to the "Original Clearance" column for the selected section.
If they need to create a revised record, users should copy the record and enter updated dates in the "Update" column. The updated dates will copy over to the "Current Clearance Date" column for the selected section.

FAQs

Does the PMWeb 128 replace the SAP 128?

Yes, the PMWeb form 128 record (Env NEPA Determination Project Certification) does replace the SAP 128 record. Working with the region PMO Reps and PRTO TAC members, a specific date will be identified when all projects will be required to use PMWeb instead of SAP.

Is there anything required of project managers for these records?

Yes, two items:

The Environmental project staff should ask the project's Engineering Project Manager to update the Environmental NEPA Approver and Environmental NEPA Delegate with the appropriate region staff member. This occurs within the Project Record "Users" tab.
In order to meet Procedural Directive 21.1, project managers should ensure a PDF output of the completed from 128 is saved to the appropriate location within ProjectWise.

Will FHWA approval be managed within PMWeb?

Currently, the decision was made to not include FHWA staff in the approval workflow; therefore, FHWA approval will need to be managed outside of PMWeb. It is recommended that a copy of the FHWA approval is attached to the PMWeb record.

New Form 128 Top/Bottom Nomenclature

New nomenclature for the form 128 in PMWeb:

Section B = Top part or front part
Section E = Bottom part of back part

How can I correct an error in this record after the form has been signed?

Users cannot make adjustments to signed forms. If you need to update a form, even if to correct an error, the approvers must re-sign a new version of the form. If you need to correct the form, copy the record, make any necessary updates, and resubmit for approval.

Why can't I modify or delete an attachment in the record?

You can only edit a record when it is in your court/workflow step and a record becomes uneditable once approved. In addition, you cannot delete record attachments. If an attachment needs to be removed, reach out to your PMO rep.

Where can I add myself or my teammates to a project role?

Only PMs can update project roles in the Project record. Please contact your PM if you or someone on your team needs to be added to the project in PMWeb.

My attachment file exceeds the 25MB Gmail attachment limit. What should I do?

If your file exceeds the 25MB Gmail attachment limit, you may need to compress (also known as "zip") your file(s), then attach them. Click here to access Microsoft's guidance on zipping and unzipping files. If your file(s) is still too large, please contact your region's PRTO Rep for guidance.

Why is it necessary to approve the record before printing it for FHWA signature?

Approving the record ensures the digital signature of the NEPA approver appears on the form, which is required before obtaining the FHWA wet signature.

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