Create Addendums

Addendums can be created via the Roads & Thirds Request Portal when submitting a request or manually in the Addendums Grid by the Grantor.

Note: Users require the ‘Roads Write’ permissions to create addendums within StackDX.

Create via Roads & Thirds Request Portal

In the Roads & Thirds Request Portal select either Road Use Agreement or Third Party Agreement to submit a request. The addendum will automatically be assigned the next available File # under the chosen Master Agreement and be added to the Addendums Grid after the request has been submitted.

Create via Addendums Grid

Note: Addendums created manually from the Addendums Grid will NOT be displayed in the Requests Grid. Only addendum requests created via the Roads & Thirds Request Portal will be displayed in the Requests Grid.

1. Go to the Addendums Grid

Navigate to Roads & Thirds Grids/Settings

Navigate to the Roads & Thirds Grid/Settings (ie. Additional Conditions, Master Rates, Master Agreements, Addendums, Requests, etc.) by clicking the Roads & Thirds dropdown menu at the top of the page. This will display all the Roads & Thirds related options.

Then click on an option to display its grids/settings.

1. Click the Create option in the top right corner of the page

1. Enter the Addendum details and click Save

Note: Master Agreement and Surface Location (From/Pad) are required fields. The other fields are all optional.

The Addendum will be added to the Addendums Grid.

Summary of the Addendum Details

1. Master Agreement - The chosen Master Agreement for the Addendum

2. File # - The assigned Addendum Number

3. Previous File # - The previously assigned Addendum Number if applicable

4. Grantee File # - The file number assigned to the Grantee of the addendum

5. Agreement Date - The date the addendum was created. This date will be set as the date the Addendum was created by default.

Note: The Agreement Date will change when the Addendum document is generated if you have the Update Effective/Expiry Dates option checked ON when generated.

1. Effective Date - The date the addendum takes effect. This date will be set as the date the Addendum was created by default.

Note: The Agreement Date will change when the Addendum document is generated if you have the Update Effective/Expiry Dates option checked ON when generated.

1. Expiry Date - The date the addendum will expire. This date will typically be set as 12 or 24 months after the Agreement/Effective Date.

Note: This can be manually entered by a user or set to automatically be set as 12 or 24 months by selecting an option in the Roads & Thirds Administration Settings. See Administration section for more details.

1. Termination Date - The date the addendum will be terminated. When set on or prior to the current date the addendum status will be set to Inactive. If date is set in the future then when that date is reached the addendum status will be set to Inactive at that time.

2. Status - The Status of the Addendum

There are 7 different statuses for addendums - Access Granted, Active, Awaiting Approval, Awaiting Signature, Inactive, Rejected, Requested.

Summary of Addendum Statuses

Requested: Status given when the request is submitted via the Public Request Portal

Awaiting Approval: Status given when an Approver has been assigned to the request but awaiting approval/rejection

Access Granted: Status given when the assigned Approver has approved the request

Rejected: Status given when the request has been rejected

Note: If an Approver rejects a request it will NOT automatically change the status to Rejected. It will remain in its current status but will be flagged as rejected by the approver in both the Approvers section of the addendum and in the Requests page in Task View. If the request needs to be set to Rejected after reviewing the approvers decision they may do so by changing the status.

Awaiting Signature: Status given when a signature request has been sent out and is awaiting signature from the Grantee and/or Grantor

Active: Status given when the agreement has been signed by both the Grantee and Grantor and has been executed

Inactive: Status given when the addendum is no longer active

1. Addendum Status Date - The date/time the addendum was changed to its current status

2. Surface Location (From/Pad) - The Surface Location (From/Pad) of the requested activity being performed by the Requestor/Grantee for the addendum

3. Surface Location (To) - The Surface Location (To) of the requested activity being performed by the Requestor/Grantee for the addendum

4. Bill Admin Date - The date that any admin fees were billed for the addendum. This will have to be manually populated by the user.

5. Proposed Construction Date - The proposed construction date of the requested activity being performed by the Requestor/Grantee for the addendum

6. Description - The description of the requested activity being performed by the Requestor/Grantee for the addendum

7. Purpose - The purpose of the requested activity being performed by the Requestor/Grantee for the addendum

8. Notes - Notes specific to the particular addendum. This is the notes that are displayed in the Addendum Info section when viewing the details of an addendum.

Note: There is a maximum limit of 8000 characters for the notes.

1. Rate Table - Select a specific Rate Table for the particular addendum if needed

2. Assigned To - The user that is currently assigned to the addendum

3. All Approvers Require Sign Off - Select to require all assigned approvers to approve the request before the addendum moves to 'Access Granted' status

4. Mark as Rush Request - Select to set the addendum as a Rush Request