ROW Certification (Clearance Form)

Background

The Right of Way Certification record allows for ROW clearances, data, workflow, and deliverables to be captured in a central location. It also allows the project delivery team to easily view the status of the Right of Way Certification. For projects that require ROW, the Region ROW Designer and Region ROW Plans Supervisor will hold a ROW Plans Review (ROWPR) to appraise and acquire. The Surveyor will then determine if the plans are sufficiently complete and in accordance with CDOT's ROWPR Review Guidelines. 

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

Related Pages: ROW Plan Review (ROWPR), ROW Preliminary Survey Scope, ROW Tracking.

Job Aids

The following job aids and reference guides are relevant to ROW Certification (Clearance Form) records:

• Create and Submit a ROW Certification (Clearance Form) record

To request additional training or documentation, please submit a Help Request in PMWeb. 

Record Guidance

The ROW Certification record contains several sub-tabs and tables within its Main tab.

Status of Right of Way Sub-Tab Tables

The delivery method of your project determines which table in the Status of Right of Way sub-tab a submitter should complete. 

• If your project is classified as "1 - Design-Bid-Build" in the Delivery Method field, select one value in the Typical Design/Bid/Build table.

• If your project is classified as "2 - Design-Build" in the Delivery Method field, select one value in the Typical Design/Bid/Build table.

• If your project is classified as "3 - Modified Design-Build" in the Delivery Method field, select one value in the Design/Build table.

• If your project is classified as "4 - Construction Management at Risk or GC (CM@Risk)/CM/GC)" in the Delivery Method field, select one value in the Construction Manager / General Contractor table.

Sub-Tabs

The following guidance applies to the sub-tabs located in the Main tab of the ROW Certification record. 

The conditional clearance requirement of your project determines which sub-tabs a submitter should complete.

• If conditional clearance is not required, complete the Record Information section at the top of the record and the Status of Right of Way sub-tab.

• If conditional clearance is required, complete the Record Information section at the top of the record and all sub-tabs (Status of Right of Way, Project Exceptions, and Relocation Assistance).

Notes Tab

The Notes tab for the ROW Certification record contains two autogenerated notes:

• Status of Right of Way comments

• Relocation Assistance Comments

Text entered in these notes will show up in their respective comment sections on the ROW Certification form (the report output for this record).

Caution: Do not delete these Note lines. If you don't need them, leave them blank.

Report Guidance

The Right of Way Certification Form report is available in "BI Reporting". Most elements on the form draw from the record itself. Please note:

• Project information at the top of the form is drawn from the Project record in PMWeb. The Project record may draw from others sources external to PMWeb, like SAP. If information in this section looks incorrect, please coordinate with the Project Manager to correct it. 

• The Right of Way manager and Project Development Branch Manager signatures and dates populate after they have reviewed and approved the record in Workflow. Prior to review and approval, these fields will remain blank.

• The Status of Right of Way Comments section and the Relocation Assistance Comments section derive from the Notes tab in the record.

Workflow Guidance

ROW Manager is submitter

If the submitter of this record is designated as a ROW Manager and Conditional Clearance is not required, the record is complete after record submission. 

If the submitter of this record is designated as a ROW Manager and Conditional Clearance is required, the record will go to the assigned Acquisition Relocation & Records Manager, ROW Program Manager (HQ), and Project Development Branch Manager for review and approval.

ROW Manager is not submitter

If the submitter of this record is not designated as a ROW Manager and Conditional Clearance is not required, the record will go to the ROW Manager for review and approval. When the ROW Manager reviews and approves the record, the record’s workflow is complete. 

If the submitter of this record is not designated as a ROW Manager and Conditional Clearance is required, the record will first go to the ROW Manager for review and approval. Then, it will go to the assigned Acquisition Relocation & Records Manager, ROW Program Manager (HQ), and Project Development Branch Manager for review and approval.

Integration and Trigger Guidance

The ROW Certification record integrates with or triggers to/from the following:

• The "Delivery Method" field is pulled in from the Delivery Method identified in the Project record.

FAQs

On the PMWeb Project Portfolio landing page, what’s the difference between the page-with-a-pencil icon and the hyperlink with the project PCN and description?

Clicking the page-with-a-pencil icon opens the Project record; Clicking the hyperlink opens the Project Summary report. 

For all other record “manager pages”, you can double-click anywhere on the row or click the Record number hyperlink to open a record.

Which ROW Role in the Project record’s tab is the approver in Workflow for the ROW (Certification) clearance and ROW Plan Review (ROWPR) records?

The “ROW (Manager)”. The staff member(s) who routinely approve these records in Workflow should be assigned to this Role.

1. If there will be only 1 approver for all records, the “ROW (Manager)” User may be assigned by default in the Project record template (by HQ PRTO or PMO Reps).

2. Or if the approver may differ from record-to-record, then the approver can be assigned on a case-by-case basis in the Project record’s USERS tab (by the PM).

What is the data source for the Ad Date field on the ROW(Certification) clearance report?

The PMWeb Schedule. The PMWeb Schedule’s Ad Date must be in sync with the SAP Scheduled Ad Date.

What’s the process for correcting an Approved record?

Approved records cannot be edited. There are 2 options for correcting an Approved record:

1. If applicable to the record type: click the “+” menu button > click the “Copy” dropdown option and make the correction(s).

2. For records without a “Copy” feature, recreate the record.

Why does the PM need to send ROW an email with information for data entry in the Record Information header of the ROW (Certification) clearance record? Why can’t PMs just create the record with the information and submit the record to ROW?

PMs do not have permissions to create ROW (Certification) clearance records. PMs need to provide the information to ROW who will create the record. 

The only staff that have permissions to create ROW (Certification) clearance records are ROW/Survey, Business Managers, and PMO Reps.

When more than one email address is added to the “Additional CC” field in Workflow, why does the red “Email(s) not valid” error message appear below the field?

The error message is a reminder to separate each email address with a semicolon “;” and no spaces.

What are the statewide requirements for the use of the ROW (Certification) clearance record?

Effective 9-1-25, the ROW (Certification) clearance record is required to be used statewide, including for Local Agency projects.