CONTRACT MANAGEMENT SYSTEM USER S GUIDE VERSION 2.7 (REVISED JULY 2012)

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1 CONTRACT MANAGEMENT SYSTEM USER S GUIDE VERSION 2.7 (REVISED JULY 2012)

2 VERSION 2.6 (REVISED APRIL 2012)... I INTRODUCTION... 5 Helpful Hints... 5 Pop-Up Blockers... 5 Users... 6 CPUC Staff Administrator... 6 CPUC Staff Contract Managers... 7 Contractors... 7 Contractors Administrator... 7 Utility... 8 MECT Team... 8 CPUC ADMINISTRATOR... 9 Logging In... 9 CPUC Administrator s Site Description Home Contracts/Work Orders Invoices Deliverables Status Reports Users Companies Reports System Capabilities Creating and Defining New Users To Edit Users To Deactivate Users Entering Companies Editing Companies Reports Financial Summary Report Creating Contracts Viewing a Contract and Contract Details Creating Work Orders Viewing a Work Order and Work Order Details Approving Contracts/Work Orders Invoices Deliverables Notes CPUC CONTRACT MANAGER Logging In CPUC Contract Manager s Site Description Home Rev.7/12 Page 2

3 Contracts/Work Orders Invoices Deliverables Status Reports User Click this tab if you want to change your password Reports System Capabilities Creating Contracts Creating Work Orders Taking Action on Invoices Adding a Deliverable Adding Notes Reports Financial Summary Report Modifying a Contract/Work Order Viewing a Contract and Contract Details Viewing a Work Order and Work Order Details Approving Contracts/Work Orders CONTRACTORS Logging In CPUC Contractor s Site Description Home Contracts/ Work Orders Invoices Deliverables Reports User System Capabilities Creating Invoices Editing or Submitting a Draft Invoice Entering Payment on an Invoice Adding a Deliverable Adding Notes Creating a Contract Detail Report Viewing a Contract and Contract Details Viewing a Work Order and Work Order Details CONTRACTOR ADMINISTRATOR System Capabilities Creating Contracts Creating Work Orders Modifying a Contract/Work Order UTILITY STAFF Logging In Rev.7/12 Page 3

4 CPUC Utility User s Site Description Home Contracts/Work Orders Invoices Deliverables User System Capabilities Request to Issue Invoice Payment Deliverables Adding Notes Viewing a Contract and Contract Details Viewing a Work Order and Work Order Details MECT USER Logging In MECT User s Site Description Home Contracts/Work Orders Invoices Deliverables Reports User System Capabilities Viewing a Contract and Contract Details Viewing a Work Order and Work Order Details Viewing Invoices, Deliverables, Status Reports and Notes Reports Rev.7/12 Page 4

5 INTRODUCTION The Energy Division (ED) of the California Public Utilities Commission (CPUC) developed the Contract Management System (CMS) to assist with management of evaluation, research and technical assistance contracts. Users of the system can initiate contracts, manage invoices, request payments, document payment status, track deliverables and create status reports. There s no need for individual managers to create complex sets of spreadsheets to effectively manage these contracts. The CMS system tracks and reports financial and technical progress, and results are consistent and easily shared with others, saving administrative time for all involved. There is also a section of the system created to enable stakeholder viewing of documents made open to the public by the CPUC: the Public Documents Area (PDA). In certain cases, comments and questions may be made during public review phases. This section of the site also serves as a repository for comments, questions and answers. Users can register for certain documents of interest and are automatically notified via when a document of interest is uploaded. Standard navigation options are located in the upper left corner on each page. The options include Logout, Home, and User s Guide. The CMS URL address is: In order to access the site, a user name and password need to be created and used. For non-cms users wishing to access the Public Documents Area, simply create a user ID and login at the URL address: Only CPUC contract managers can authorize users to enter the CMS section. Helpful Hints Pop-Up Blockers Running pop-up blocker programs can interfere with the CMS system s functionality and are often directly integrated into many browsers. If you are using a pop-up blocker, change the settings to allow pop-ups from the CMS site. To change the pop-up blocker settings in Internet Explorer versions 6 and 7: 1. Open Internet Explorer. 2. Click TOOLS, then click POP-UP BLOCKER and click POP-UP BLOCKER SETTINGS. 3. In the Address of Website to Allow box, type and then click ADD, then CLOSE. Rev.7/12 Page 5

6 To change the pop-up blocker settings in Internet Explorer version 8: 1. Open Internet Explorer. 2. Click TOOLS, select POP-UP BLOCKER and select ALWAYS ALLOW POP-UPS FROM THIS SITE. To change the pop-up blocker settings in Mozilla Firefox: 1. Open Firefox. 2. Click TOOLS, then OPTIONS. 3. Click CONTENT. Checkmark Block pop-up windows. 4. Click EXCEPTIONS located to the right of Block pop-up windows. 5. Type in and click ALLOW. Users The system supports six different user types, each having unique navigation screens and viewing/ editing privileges. CPUC Staff Administrator The administrator may view the entire system and has these capabilities for all contracts: Create and edit contracts, including uploading of contract documents and approved change orders, adding or deleting contract staff, setting of retention amounts and utility payment responsibility fractions. Review and approve contracts/work orders created and updated by Contractor Administrators. View and approve or deny invoices, request payments for approved invoices, send s clarifying denied invoices. View contract and invoice status. Generate reports, including financial, activity and other contract reports. Create notes for general viewing or for internal CPUC viewing only. It s also possible to tie the note to a particular contract and deliverable. Enter companies and their representatives into the system. Create and define other users. Rev.7/12 Page 6

7 CPUC Staff Contract Managers The contract manager may view the entire system and has these capabilities for all contracts: Create and edit contracts, including uploading of contract documents and approved change orders, adding or deleting contract staff, setting of retention amounts and utility payment responsibility fractions. Review and approve contracts/work orders created and updated by Contractor Administrators. View and approve or deny invoices, request payments for approved invoices, send s clarifying denied invoices. View contract and invoice status. Generate reports, including financial, activity and other contract reports. Create notes for general viewing or for internal CPUC viewing only. It s also possible to tie the note to a particular contract and deliverable. CPUC contract managers have access to Financial Summary Report, Overdue Payment Report, Exception Report, Financial Report, User Address Book Report, Staff/Company Affiliation Report, Contract Summary Report and Contract Detail Report. Contractors This user type has visibility to any contract where they are listed as either the primary or secondary contact. They can: Create draft and final invoices, send invoices and supporting documentation, including status reports and expense reports. Note when payments are received. Note whether payments have been approved or denied. View contract and invoice status. Send and comment on deliverables, create notes for general viewing or notes tied to a particular contract and/or deliverable. Change their user account password. View Contract Detail Report. Contractors Administrator This user type has the same privileges as the Contractors user type with the addition of the following: Create and edit contracts, including uploading of contract documents and approved change orders, adding or deleting contract staff, setting of retention amounts and utility payment responsibility fractions. Rev.7/12 Page 7

8 Utility This user type has visibility to any contract where they are listed as the utility contact. They can: View contract and invoice status. Note when payments have been requested for a particular invoice. Comment on deliverables; create notes for general viewing or notes tied to a particular contract or deliverable. Change their user account password. MECT Team The MECT team member may view the entire system and has these capabilities for all contracts: View contract details and status. View invoice details and status. Generate reports, including financial, activity and other contract reports. Create notes for general viewing or for internal CPUC viewing only. It s also possible to tie the note to a particular contract and deliverable. Change their user account password. Rev.7/12 Page 8

9 CPUC ADMINISTRATOR The CPUC Contract Management System was developed by ED to enable its staff to effectively administer contracts for the contract and technical support of utility energy efficiency programs. This system contains many functions that allow ED to manage contract elements automatically so users have more time to spend on the technical demands of managing the contract and spend less on administrative demands. The CPUC Administrator can edit contracts, approve or deny invoices, document payment status, track deliverables and create status and summary reports. Users are relieved from creating stand-alone contract management spreadsheets. The CMS system contains all the data and has the capacity to create reports that serve specific contract management needs. Logging In To get started, point your browser to and enter in the username and password given to you by an authorized ED staff member. Click the SUBMIT button. If you have forgotten your username and/or password, or desire to change your username, click SYSTEM SUPPORT to send an to the system administrator who will contact you with your new login information. Rev.7/12 Page 9

10 If you attempt to login with an incorrect password, you will receive the following message stating that the user name and password you entered could not be found. Click on the Forgot Password? link, and the system will prompt you to reset your password. The first time you log in, you will be directed to the home page. On this page you will see tables that provide you with details on Invoices, Deliverables, Status Reports, and Notes as well as a link that will take you to the Public Documents Area. At this point you should change your temporary password. Click on USERS and locate your user name. Click EDIT and update your password. Click UPDATE USER when finished. Use this password next time you login to the CMS. Take a few moments to look over the site. Familiarize yourself with the system s layout and its general capabilities. At any point you may access the entire user s guide by clicking on the USER S GUIDE link at the top, left corner of each page. Additionally, at the bottom right-hand side of each page the HELP link will open the User s Guide. The SYSTEM SUPPORT link will create an message from you addressed to the system support team using your computer s default service. CPUC Administrator s Site Description The CPUC system is divided by tabs into eight sections that are accessible from anywhere in the site by clicking the appropriate navigation tab. These tabs are located at the top of each page. Home On the HOME tab, you will find tables that display recent invoices, deliverables, status reports, and notes. These tables give you links to comprehensive lists of these elements. At the bottom of the page is a link to the Public Documents Area. Contracts/Work Orders Clicking on the CONTRACTS/WORK ORDERS tab will bring you to a list of all CPUC contracts. Click on a contract or work order title to see a summary of its components and to access links to contract/work order details. From this tab you can also generate a Financial Summary Report for all contracts and Rev.7/12 Page 10

11 work orders. Check the Only Show Open Contracts checkbox if you wish to only view the open contracts. Invoices The INVOICES tab brings you to a list of invoices. You may select a year from the drop-down list. You may select a particular contract or review invoices from all CPUC contracts. Next, you may filter the invoices shown to you by selecting the Status and/or specifying a particular Aging Exceeding figure. Click SHOW INVOICES when you are ready to display your selected invoices. Deliverables Clicking on the DELIVERABLES tab will bring you to the form allowing you to specify the deliverables you would like to review. You may select a year from the drop-down list. Next, you may select a particular contract or review invoices from all CPUC contracts. Click SHOW DELIVERABLES when you are ready to display your selected deliverables. Status Reports A list of status reports is available by clicking on the STATUS REPORTS tab. You may select to see status reports from a particular contract or you may select to see status reports from all CPUC contracts. Users A comprehensive list of CPUC users is available by clicking on the USERS tab. Each user is listed along with their role and whether they are active. EDIT and DEACTIVATE buttons let you update user information. The ADD NEW USER link allows you to add more users to the system. Companies A complete list of CPUC-contracted companies is located on this tab. The EDIT button lets you update company profiles and the ADD NEW COMPANY link allows you add more companies to the system. Reports The REPORTS tab allows you to create consistent and easily shared overdue payment reports, exception reports, financial reports, user address book reports, staff/company affiliation reports, contract summary reports, contract detail reports, and invoice approval metrics. Rev.7/12 Page 11

12 System Capabilities To help you understand how to use the system and what it offers, we ll start with its most basic administrator functions. Creating and Defining New Users To create a new user: 1. Click on the USERS tab. 2. Click the ADD NEW USER link located on the upper right-hand side of the page view. a. Select the role of the user, choosing CPUC, MECT Team, Utility, or Contractor. i. If you are creating a Utility user you will need to identify with which utility company they are affiliated. (Pacific Gas & Electric, San Diego Gas & Electric, Southern California Edison or Southern California Gas Company) ii. If you are creating a new Contractor user, use the drop down box to choose their company. If their company isn t already entered into the system, click ADD COMPANY and enter their information on the page displayed, clicking ADD COMPANY when you ve completed the fields. (Note: If you do not affiliate a new Contractor user with a company, they will not be able to log on to the CMS website) iii. If you need to assign admin responsibilities to your Contractor, select YES for the request Is Contractor Admin. b. Choose and enter their username and password. (Please note that passwords are not visible to anyone not even the system administrator so if the password is lost you will need to contact support via the SYSTEM SUPPORT link that s at the bottom right-hand side of each page.) c. Fill in the rest of the fields with their applicable contact information. d. When you ve completed the above, click ADD USER. Rev.7/12 Page 12

13 To Edit Users At any time a user s profile can be edited. You can change their address, company affiliation or their status from active to inactive. To edit a user s profile: 1. Click on the USERS tab. 2. Locate the user from the alphabetical list displayed and click EDIT. 3. Update or change fields as needed, click UPDATE USER when finished. To Deactivate Users Sometimes a user needs to be deactivated so they are not able to access the system. This is easily done. To deactivate a user: 1. Click on the USERS tab. 2. Locate the user on the alphabetical list displayed and click DEACTIVATE. Their information will be saved in the system, so should they need to be able to use the system sometime in the future they can be active once again. To reactivate a user: 1. Click on the USERS tab. 2. Locate the user on the alphabetical list displayed and click ACTIVATE. Entering Companies To create a new company: 1. Click on the COMPANIES tab. 2. Click the ADD NEW COMPANY link located on the upper right-hand side of the page view. 3. Fill in the fields with their applicable information and when finished, click ADD COMPANY. Editing Companies Should a company s information or representative change, updating their file is simple. 1. Click on the COMPANIES tab. 2. Find the company from the alphabetical list displayed and click EDIT. 3. Update or change their information, when finished click UPDATE COMPANY. Rev.7/12 Page 13

14 Reports The CPUC Administrator has access to numerous reports by clicking on the REPORTS tab. The CMS system tracks and reports financial and technical progress and results are consistent and easily shared with others, saving administrative time for those involved. After a report has been generated, there are a number of on-screen tools you may utilize to save or share the information as well as adjust how the report is shown on your screen. Options include printing the reports as a PDF file, saving the file to your computer, sharing the file and more. If you drag your pointer over an icon on the page, a description of its function will pop up. Some reports can be exported into a.cvs file format that can be opened through Excel. Here are descriptions of reports that can be generated through the system and instructions on how to create them: 1. Overdue Payment click the OVERDUE PAYMENT REPORT link and an easily read report is shown on screen. This report shows all payments more than 30 days past approval date that have not yet been entered by the contractor as received. To export the information to a.cvs file that can be opened through Excel, click the EXCEL button located at the upper right-hand side of the screen. 2. Exception to see a list of Overdue Deliverables and Overdue Invoice Approvals, click the EXCEPTION REPORT link. 3. Financial click the FINANCIAL REPORT link to view a breakdown of contracts by contract title and its budget, including amounts invoiced and their percentage of budget, remaining, paid to date, pending and retention information. 4. User Address Book you can generate a detailed list of user addresses by clicking the USER ADDRESS BOOK REPORT link. If the default user type shown is what you are looking for click RUN. If you need a different user type, choose which type from the drop down menu and the report will automatically be created. You will be given a list of those users and their name, position, company, address, phone, and role. By clicking EXCEL you can export this information into a.cvs file that can be opened through Excel. 5. Staff/Company Affiliation Report for a list of companies, staff, rates and affiliated contracts, click STAFF/COMPANY AFFILIATION REPORT. This will run an Excel spreadsheet and bring up a dialog box that will ask if you want to open, save or cancel the affiliationrpt.csv document. If you choose to save the document, you will need to identify the location on your computer where you would like it to be saved. If you open the document, Excel will open and you will be able to view the report. Rev.7/12 Page 14

15 6. Contract Summary this option gives you a detailed view of all contracts, your contracts or one contract. Click the CONTRACT SUMMARY REPORT link when you want to see the contract name, company, contract manager, all invoices with totals and a detailed list of tasks. Choose which contract(s) you want and click RUN. 7. Contract Detail to get a detailed report on an individual contract that will show an overview of the contract summary totals and details of task hours by personnel and by task number as well as details on the contract s invoices, chose CONTRACT DETAIL REPORT from the reports menu. 8. Invoice Approval Metrics to get a detailed report on approved invoice cycle times sorted by contract manager, by contract and then listed in invoice submitted date order click on the INVOICE APPROVAL METRICS link. Contracting Company information is posted along with a column showing the actual approval time in days and an average of the approval time for each contract. Financial Summary Report The CPUC Administrator can view a list of all contracts, their status, budgeted amount and amounts that have been invoiced, paid-to-date and are pending as well as retention amounts to-date. To run a financial summary of all contracts: 1. Click on the CONTRACTS/WORK ORDERS tab. 2. Click FINANCIAL SUMMARY and a detailed table will appear. 3. Click CREATE EXCEL REPORT to export this information into a.csv file. Doing so will run an Excel spreadsheet and bring up a dialog box that will ask if you want to open, save or cancel the financialsummary.csv document. If you choose to save the document, you will need to identify the location on your computer where you would like it to be saved. If you open the document, Excel will open and you will be able to view the report in spreadsheet format. Creating Contracts Managing ED s contracts is one of the most important and useful features of the CPUC CMS. This fundamental function begins when a CPUC staff member first enters a contract into the system. One quick reminder before you begin to create a new contract: if you exit without saving, the data you ve entered will be lost, so make sure to click SAVE CONTRACT DATA before exiting! To create a new contract: 1. Click on the CONTRACTS/WORK ORDERS tab. 2. Click ADD NEW CONTRACT. 3. Enter in the contract ID number assigned by the contract manager. 4. Select contract status from the drop-down list (Open, Final, Closed). 5. Enter the contract name. Rev.7/12 Page 15

16 6. Enter the contract abbreviation (if used). 7. To enter in the contract s beginning and ending dates, just click on the empty field and a calendar will appear. Click on the applicable dates and they will automatically be entered. 8. Select the contract type from the drop-down list 9. To attach any supporting documents such as the contract document, click UPLOAD CONTRACT DOCUMENT. (Note: pop-up blockers need to be disabled for this feature to work.) a. A separate dialog box, UPLOAD CONTRACT DOCUMENTS will open. b. Click BROWSE and locate the back-up document you want to attach, click OPEN. c. Click UPLOAD to load the document to the contract. d. Repeat, if needed, for a second document. 10. Enter in the Contract Description. 11. Choose the CPUC Manager from the drop-down list. 12. The next field section is the Utility section. The allocation amounts are automatically chosen for you, though the field is modifiable, you do need to select a contact from the drop down list. If a contact is not chosen, the first name on the list is selected by default. Should a new contact need to be added, click ADD NEW USER, which will bring you to the New User page. a. Select the role of the user as Utility and identify with which utility company they are affiliated. (Pacific Gas & Electric, San Diego Gas & Electric, Southern California Edison or Southern California Gas Company.) b. Choose and enter their username and password. Fill in the rest of the fields with their applicable contact information. c. When you ve completed the above, click ADD USER, which will return you to the contract page. 13. Choose the contractor and click SAVE CONTRACT DATA. The primary and secondary contacts associated with the contract will update automatically, you may change this as necessary. (Primary and secondary contacts are those who will be inputting invoices and documenting checks received from the utility companies.) Should you need to add a new company, click ADD NEW COMPANY, which will bring you to the Company Create/Edit page. a. Fill in the fields with their applicable information and when finished click ADD COMPANY, which will return you to the contact page with a dialogue box that says, Company record has been added. Click YES and continue with the next step. Rev.7/12 Page 16

17 14. The default Sub. Fee Multiplier is 1.0. Adjust if needed. 15. The default retention fee is.10. Adjust if needed. 16. To add staff to the contract: a. Enter in staff name, enter hourly rates for each year shown, choose Yes or No from the Sub Fee drop-down box, choose their company affiliation from the drop-down box and click ADD. Repeat for each staff that needs to be added to the contract. b. As you add staff, the information displayed under Staff Allocation table will change. The companies will be listed under the Company Staff heading and to the left of the company will be a button that will allow you to collapse or display their staff list. Clicking the + button will expand the list to show each staff member s details individually. From here you may adjust individual staff rates or click REMOVE if staff needs to be removed from the contract. Click the button to collapse the company staff information. 17. When applicable, add Tasks for the contract so that hours may be billed/tracked and deliverables may be attached. Enter in the required task ID (must be unique), task Name and Amount, clicking ADD when all have been entered. If the task ID is not entered, or is a duplicate, a Duplicate or blank Task IDs not allowed dialog box will appear. (To add a deliverable to a contract, first add the task with which the deliverable is associated.) 18. If you want to add a deliverable, first choose its task from the drop down-menu located under Deliverables. Next add Deliverable Name, Due Date, Public Comment (drop-down Yes, No), Comment Start, and Comment End information (if applicable). Click ADD when finished. 19. Click SAVE CONTRACT DATA and OK when the Contract data has been saved box appears. Viewing a Contract and Contract Details You may see a detailed view of a contract, its invoices or supporting documentation from the HOME page or the CONTRACTS/WORK ORDERS page. From the HOME page: 1. Locate the contract you want to view from the invoice table list and click its contract link. (If you do not see the invoice from the home page, click the SHOW ALL link to display a more comprehensive list). This will open a new window in which you have a detailed view of the contract, allowing you to print the contract, contacts, view invoices, deliverables, status reports, notes, project budget / expenditure information, and staff associated with the contract. To close the window, click the CLOSE button located at the bottom of the page or manually close the window through your browser. Rev.7/12 Page 17

18 From the CONTRACTS/WORK ORDERS page: 1. Locate the contract you want to view from the CONTRACTS/WORK ORDERS LIST, click on its contract title link. This will open a new window in which you have a detailed view of the contract, allowing you to print the contract, contacts, view invoices, deliverables, status reports, notes, project budget / expenditure information, and staff associated with the contract. To close the window, click the CLOSE button located at the bottom of the page or manually close the window through your browser. Creating Work Orders One quick reminder before you begin to create a new work order: if you exit without saving, the data you ve entered will be lost, so make sure to click SAVE CONTRACT DATA before exiting! To create a new work order: 1. Click on the CONTRACTS/WORK ORDERS tab. 2. Click ADD NEW WORK ORDER. 3. Select a contract reference from the drop-down list. 4. Select work order status from the drop-down list. 5. Enter the work order name. 6. Enter the work order number (Nbr). 7. To enter in the work order s beginning and ending dates, just click on the empty field and a calendar will appear. Click on the applicable dates and they will automatically be entered. 8. Enter in the initial work order amount. 9. To attach any supporting documents such as the contract document, click UPLOAD WORK ORDER DOCUMENT. (Note: pop-up blockers need to be disabled for this feature to work.) a. A separate dialog box, UPLOAD WORK ORDER DOCUMENTS will open. b. Click BROWSE and locate the back-up document you want to attach, click OPEN. c. Click UPLOAD to load the document to the contract. d. Repeat, if needed, for a second document. 10. Enter in the Work Order Description. 11. Choose the CPUC Manager from the drop-down list. 12. Choose the Contractor from the drop-down list. Rev.7/12 Page 18

19 13. Then choose a primary contact from the drop-down list. If a contact is not chosen, the first name on the list is selected by default. 14. To add staff to the work order, you can enter staff names in manually, or you can upload a comma-separated variable (.csv) file. a. To enter staff in manually, enter the staff name and hourly rates for each year shown, choose Yes or No from the Sub Fee drop-down box, choose the staff member s company affiliation from the drop-down box, and click ADD. Repeat for each staff member who needs to be added to the work order. As you add staff, the information displayed under Staff Allocation table will change. The companies will be listed under the Company Staff heading and to the left of the company will be a button that will allow you to collapse or display their staff list. Clicking the + button will expand the list to show each staff member s details individually. From here you may adjust individual staff rates or click REMOVE if staff needs to be removed from the work order. Click the button to collapse the company staff information. b. To upload a.csv file containing the staff member names and rates, click on the Upload Work Order Data button, and you will be guided to an upload screen that allows you to navigate to, and upload, the appropriate.csv file. This functionality only becomes functional after you have uploaded the appropriate work order creation data required by the system. 15. When applicable, add Tasks for the work order so that hours may be billed/tracked and deliverables may be attached. Enter in the required task ID (must be unique), task Name and Amount, clicking ADD when all have been entered. If the task ID is not entered, or is a duplicate, a Duplicate or blank Task IDs not allowed dialog box will appear. (To add a deliverable to a work order, first add the task with which the deliverable is associated.) 16. If you want to add a deliverable, first choose its task from the drop down-menu located under Deliverables. Next add Deliverable Name, Due Date, Public Comment (drop-down Yes, No), Comment Start, and Comment End information (if applicable). Click ADD when finished. 17. Click SAVE WORK ORDER DATA and OK when the Work order data has been saved box appears. Viewing a Work Order and Work Order Details Rev.7/12 Page 19

20 You may see a detailed view of a work order, the corresponding invoices or supporting documentation from the HOME page or the CONTRACTS/WORK ORDERS page. From the HOME page: 1. Locate the work order you want to view from the invoice table list and click its work order link. (If you do not see the invoice from the home page, click the SHOW ALL link to display a more comprehensive list). This will open a new window in which you have a detailed view of the work order, allowing you to print the work order, contacts, view invoices, deliverables, status reports, notes, project budget / expenditure information, and staff associated with the work order. From the CONTRACTS/WORK ORDERS page: 1. Locate the contract you want to view from the CONTRACTS/WORK ORDERS LIST, click on its work order title link. This will open a new window in which you have a detailed view of the work order, allowing you to print the work order, contacts, view invoices, deliverables, status reports, notes, project budget / expenditure information, and staff associated with the work order. To close the window, click the CLOSE button located at the bottom of the page or manually close the window through your browser. Approving Contracts/Work Orders Contracts and work orders submitted by Contractor Administrators for review need to be approved by CPUC staff before any invoices can be submitted. A newly created or changed contract/work order will be in a Pending status prior to being approved. Below are the steps to approve a contract. Work orders follow a similar process. To approve a newly created contract: 1. From the home page, click the CONTRACTS/WORK ORDERS tab. 2. Locate the new contract you want to review and click on its title, then click the EDIT CONTRACT link located at the upper left-hand side of the contract page view. This will open the contract in a new browser window. To close the window, click the CLOSE button located at the bottom of the page or manually close the window through your browser. 3. Once the new contract has been reviewed and is ready to be approved, select Open from the Contract Status drop-down list. Rev.7/12 Page 20

21 Click SAVE CONTRACT DATA. Click OK when the dialog box stating Contract record has been updated. pops up. The new contract has now been approved. To approve changes to a previously approved contract: 1. From the home page, click the CONTRACTS/WORK ORDERS tab. 2. Locate the contract you want to modify and click on its title, then click the EDIT CONTRACT link located at the upper left-hand side of the contract page view. This will open the contract in a new browser window. To close the window, click the CLOSE button located at the bottom of the page or manually close the window through your browser. 3. To easily identify what changes have occurred to the contract before approving you can run the Contract Change Report. Click the RUN CHANGE REPORT button located at the bottom of the contract. The report will generate in a PDF format containing a before and after snap shot of the changes made by the Contractor Administrator. The report can be saved and/or printed if desired by scrolling the mouse towards the bottom until the report menu pops up. 4. Once all changes have been reviewed and the contract is ready to be approved, select Open from the Contract Status drop-down list. Rev.7/12 Page 21

22 Click SAVE CONTRACT DATA. Click OK when the dialog box stating Contract record has been updated. pops up. The contract changes have now been approved. Invoices You may see a list of invoices from specific contracts from the INVOICES section of the HOME page. You may also see this list of invoices on the INVOICES page. To view invoices: 1. Click on the INVOICES tab. 2. Select a year from the drop-down list. 3. Select a contract from the drop-down list or view them all by selecting ALL. 4. Select a status from the drop-down list (Approved, Confirmed, Denied, Paid, Submitted, or All). 5. Optionally, you may filter the list of invoices shown by entering a specific aging exceeding figure. 6. Click SHOW INVOICES to see the list of invoices matching your criteria. Deliverables You may see a list of deliverables from specific contracts on the DELIVERABLES section of the HOME page. You may also see this list of deliverables on the DELIVERABLES page. To view deliverables: 1. Click on the DELIVERABLES tab. 2. Select a year from the drop-down list. 3. Select a contract or work order from the CONTRACTS/WORK ORDER drop-down list or view them all by selecting All. 4. Click SHOW DELIVERABLES to see the list of deliverables matching your criteria. Rev.7/12 Page 22

23 Notes You may see a list of notes associated with specific contracts from the NOTES section of the HOME page. You may add a new note from the NOTES section also. To view notes: 1. Click on the SHOW ALL link from the NOTES portion of the HOME page. 2. Select a NOTE TITLE from the list of notes. a. Review the notes provided b. Open an attachment by clicking on the file name in the Attachment column c. Add a new note by clicking on the ADD NEW NOTE TO THIS TOPIC link d. Return by clicking on the RETURN TO PREVIOUS PAGE link 3. You may add a new note by clicking on the ADD NEW NOTE link Rev.7/12 Page 23

24 CPUC CONTRACT MANAGER The CPUC Contract Management System was developed by ED to enable its staff to effectively administer contracts for the contract and technical support of utility energy efficiency programs. This system contains many functions that allow ED to manage contract elements automatically so users have more time to spend on the technical demands of managing the contract and spend less on the administrative demands. CPUC contract managers can create contracts, edit their contracts, approve or deny invoices, track deliverables, and create status and summary reports. Users should not need to develop stand alone contract management spreadsheets. The CMS system contains all the data and has the capacity to create reports that serve specific contract management needs. Logging In To get started, point your browser to and enter in the username and password given to you by an authorized ED staff member. Click the SUBMIT button. If you have forgotten your username and/or password, or desire to change your username, click SYSTEM SUPPORT to send an to the system administrator who will contact you with your new log-in information. Should you desire to change your username, click SYSTEM SUPPORT to send an to the system administrator who will contact you with your new log-in information. At this point you should change your temporary password. Click on USERS and locate your user name. Click EDIT and update your password. Click UPDATE USER when finished. Use this password next time you log into the CMS. At any point you may access the entire user s guide by clicking on the USER S GUIDE link at the top of each page. Take a few moments to read through it. Familiarize yourself with the system and its capabilities. Additionally, at the bottom right-hand side of each page the HELP link will open the User s Guide. The SYSTEM SUPPORT link will create an message from you addressed to the system support team using your computer s default service Rev.7/12 Page 24

25 CPUC Contract Manager s Site Description Your section of the CPUC System is divided by tabs into seven sections that are accessible from anywhere in the site by clicking its navigation tab. These tabs are located at the top of each page. Home In the HOME section you will find tables that display recent invoices, deliverables, status reports, and notes. These tables give you links to comprehensive lists of each of these elements. At the bottom of the page is a link to GO TO THE PUBLIC DOCUMENTS AREA. Contracts/Work Orders Clicking on the CONTRACTS/WORK ORDERS tab will bring you to a list of all CPUC contracts and work orders. Click on a contract or work order title to see a summary of its components and access links to relevant details. Invoices Clicking on the INVOICES tab will bring you to the form allowing you to specify the invoices you would like to review. You may select a year from the drop-down list. You may select a particular contract or review invoices from all CPUC contracts. Next, you may filter the invoices shown to you by selecting the Status and / or specifying a particular Aging Exceeding figure. Click SHOW INVOICES when you are ready to display your selected invoices. Deliverables Clicking on the DELIVERABLES tab will bring you to the form allowing you to specify the deliverables you would like to review. You may select a year from the drop-down list. Next, you may select a particular contract or review invoices from all CPUC contracts. Click SHOW DELIVERABLES when you are ready to display your selected deliverables. Status Reports A list of status reports is available by clicking on the STATUS REPORTS tab. You may select to see status reports from a particular contract or you may select to see status reports from all CPUC contracts. User Click this tab if you want to change your password. Reports Need to run a report? Here s where to go to create consistent and easily shared overdue payment reports, exception reports, financial reports, user address book reports, staff/company affiliation excel reports, contract summary reports, and contract detail reports. Rev.7/12 Page 25

26 System Capabilities To help you understand how to use the system and to show you its offerings, we ll start with the most basic functions. Creating Contracts Organizing and managing ED s contracts is one of the most important and useful features of the CPUC CMS. This fundamental function begins when a CPUC staff member first enters a contract into the system. One quick reminder before you begin to create a new contract: if you exit without saving, the data you ve entered will be lost, so make sure to click SAVE CONTRACT DATA before exiting! To create a new contract: 1. Click on the CONTRACTS/WORK ORDERS tab. 2. Click ADD NEW CONTRACT. 3. Enter in the contract ID number assigned by the contract manager. 4. Select contract status from the drop-down list (Open, Final, Closed). 5. Enter the contract name. 6. Enter the contract abbreviation (if used). 7. To enter in the contract s beginning and ending dates, just click on the empty field and a calendar will appear. Click on the applicable dates and they will automatically be entered. 8. Choose program cycle from the drop-down list (2009 and Previous or ). 9. To attach any supporting documents such as the contract document, click UPLOAD CONTRACT DOCUMENT. (Note: pop-up blockers need to be disabled for this feature to work.) a. A separate dialog box, Upload Contract Documents will open. b. Click BROWSE and locate the back-up document you want to attach, click OPEN to attach. c. Click UPLOAD to load the document to the contract. d. Repeat, if needed, for a second document. 10. Enter in the Contract Description. 11. Choose the CPUC Manager from the drop-down list. 12. The next field section is the Utility section. The allocation amounts are automatically chosen for you, but you do need to select a contact from the drop down list. If a contact is not chosen, the first name on the list is selected by default. Should a new contact need to be added, click ADD NEW USER, which will bring you to the New User page. a. Select the role of the user as Utility and identify with which utility company they are affiliated. (Pacific Gas & Electric, San Diego Gas & Electric, Southern California Edison or Southern California Gas Company) b. Choose and enter their username and password c. Fill in the rest of the fields with their applicable contact information. d. When you ve completed the above, click ADD USER, which will return you to the contract page. 13. Choose the contractor and click SAVE CONTRACT DATA. The primary and secondary contacts associated with the contract will update automatically, you may change this as necessary. Rev.7/12 Page 26

27 (Primary and secondary contacts are those who will be inputting invoices and documenting checks received from the utility companies.) Should you need to add a new company, click ADD NEW COMPANY, which will bring you to the COMPANY CREATE / EDIT page. a. Fill in the fields with their applicable information and when finished click ADD COMPANY, which will return you to the contact page with a dialogue box that says, Company record has been added. b. Click YES and continue with the next step. 14. The default Sub. Fee Multiplier is 1.0. Adjust if needed. 15. The default retention fee is.10. Adjust if needed. 16. To add staff to the contract: a. Enter in staff name, enter hourly rates for each year shown, chose Yes or No from the SUB FEE drop-down box, choose their company affiliation from the drop-down box and click ADD. Repeat for each staff that needs to be added. b. As you add staff, the information displayed under Staff Allocation table will change. The companies will be listed under the Company Staff heading and to the left of the company will be a button that will allow you to collapse or display their staff list. Clicking the + button will expand the list to show each staff member s details individually. From here you may adjust individual staff rates or click REMOVE if staff needs to be removed from the contract. Click the button to collapse the company staff information. 17. When applicable, add Tasks for the contract so that hours may be billed/tracked and deliverables may be attached when applicable. Enter in the required task ID (must be unique), task Name and Amount, clicking ADD when all have been entered. If the task ID is not entered, or is a duplicate, a Duplicate or blank Task IDs not allowed dialog box will appear. (Note: in order to add a deliverable to a contract, you need to have first added the task with which the deliverable is associated.) 18. If you want to add a deliverable, first choose its task from the drop down-menu located under Deliverables. Next add Deliverable Name, Due Date, Public Comment (drop-down Yes, No), Comment Start, and Comment End information (if applicable). Click ADD when finished. 19. Click SAVE CONTRACT DATA and OK when the Contract data has been saved box appears. Creating Work Orders One quick reminder before you begin to create a new work order: if you exit without saving, the data you ve entered will be lost, so make sure to click SAVE WORK ORDER DATA before exiting! To create a new work order: Rev.7/12 Page 27

28 1. Click on the CONTRACTS/WORK ORDERS tab. 2. Click ADD NEW WORK ORDER. 3. Select a contract reference from the drop-down list. 4. Select work order status from the drop-down list (Open, Final, Closed). 5. Enter the work order name. 6. To enter in the work order s beginning and ending dates, just click on the empty field and a calendar will appear. Click on the applicable dates and they will automatically be entered. 7. Enter in the initial work order amount. 8. To attach any supporting documents such as the work order document, click UPLOAD WORK ORDER DOCUMENT. (Note: pop-up blockers need to be disabled for this feature to work.) a. A separate dialog box, UPLOAD WORK ORDER DOCUMENTS will open. b. Click BROWSE and locate the back-up document you want to attach, click OPEN. c. Click UPLOAD to load the document to the work order. d. Repeat, if needed, for a second document. 9. Enter in the Work Order Description. 10. Choose the CPUC Manager from the drop-down list. 11. Choose the Contractor from the drop-down list. 12. Then choose a primary contact from the drop-down list. If a contact is not chosen, the first name on the list is selected by default. 13. To add staff to the work order: a. Enter in staff name, enter hourly rates for each year shown, choose Yes or No from the Sub Fee drop-down box, choose their company affiliation from the drop-down box and click ADD. Repeat for each staff that needs to be added to the work order. b. As you add staff, the information displayed under Staff Allocation table will change. The companies will be listed under the Company Staff heading and to the left of the company will be a button that will allow you to collapse or display their staff list. Clicking the + button will expand the list to show each staff member s details individually. From here you may adjust individual staff rates or click REMOVE if staff needs to be removed from the work order. Click the button to collapse the company staff information 14. When applicable, add Tasks for the work order so that hours may be billed/tracked and deliverables may be attached. Enter in the required task ID (must be unique), task Name and Amount, clicking ADD when all have been entered. If the task ID is not entered, or is a duplicate, Rev.7/12 Page 28

29 a Duplicate or blank Task IDs not allowed dialog box will appear. (To add a deliverable to a work order, first add the task with which the deliverable is associated.) 15. If you want to add a deliverable, first choose its task from the drop down-menu located under Deliverables. Next add Deliverable Name, Due Date, Public Comment (drop-down Yes, No), Comment Start, and Comment End information (if applicable). Click ADD when finished. 16. Click SAVE WORK ORDER DATA and OK when the Work order data has been saved box appears. Taking Action on Invoices The CPUC CMS system allows a CPUC contract manager to easily view and take action on their contract s invoices. You may check invoice status, approve/deny invoices and request payment for approved invoices. When an invoice is denied, s may be sent immediately by you to the contractor, allowing smooth communication and saving follow-up time. To view invoices, you need to get to the home page. By default, you are directed there after you log into the site but if you are anywhere else in the site, just click the HOME tab. The first table you see provides you with a list of your invoices and their status. This is where you can take action on an invoice. (To see all invoices, click the SHOW ALL link, which will bring you to a new screen showing a more complete list of invoices.) You can quickly glance over the invoices and see their Status, Date, Invoice Number, Contract, Aging (days since invoice approval), and Payment Status information. When your cursor hovers over the utility, its status will be displayed. The Payment Status is color coded for easy reference. The utility will be displayed in color as noted below. Red when CPUC has approved the invoice. Blue when a utility has requested its accounts payable to remit payment. Green when a contractor has received the payment from the utility. To take action on the invoice: 1. Locate the invoice you want to preview from the table and click on the invoice link. This will open the invoice in a new browser window. To close the window, click the CLOSE button located at the bottom of the page or manually close the window through your browser. 2. Choose PREVIEW, APPROVE, or DENY from the options at the bottom of the invoice. a. If you d like to see a preview of the that will be sent to the contractor, choose PREVIEW. A dialog box will pop up telling you a preview has been sent to the contract manager. Click OK to close. Check your for the preview. b. If the invoice is ready to be approved, click APPROVE and a dialog box confirming approval will pop up. Click OK to close. c. If you choose DENY: i. A dialog box will pop up telling you the invoice has been denied. Click OK. ii. A new will automatically be created by your default program that will be addressed to the contractor allowing you to immediately communicate with the contractor as to why the invoice was denied. Rev.7/12 Page 29

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