is the same Vendor ID that is used in This On edit, the vendor ID cannot be changed. Required Required be greater than Optional

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4 This - Attributes Business Info Attribute Type Business Rules Vendor ID Required MMARS. is the same Vendor ID that is used in On edit, the vendor ID cannot be changed. Business Name (Name) Required Format: Cannot be greater than 60 characters. Street Address Required Format: Cannot be greater than 50 characters. City Required State Required Zip Code Required Format: #####-####. Numeric values only, Cannot be greater than ###-####. 9 digits. Phone Number Optional Format: (###) Numeric values only. Fax Number Optional Contact Person Name (Name) Optional Note: Per conversations with EEC, going forward, EEC may want to require contact person name. Contact Person Title (Title) Optional Contact Person ( ) Optional Note: In other applications, such as CCIMS, there format masks on are the field. As a future implementation consideration, EEC want to ensure (e.g., that all x@y.z) address names are in a valid format Contract Manager Name Optional (Name) Contract Manager Optional ( ) Licensee ID Required Licensee ID from the Licensing Manager database. only. Format: Cannot be greater than 7, numeric values Vendor Type Optional Format: Cannot be greater than 2 characters. Federal ID (Feid) Optional Format: Cannot be greater than 9 characters. Numeric values only. Region Required 6. Format: Must be a numeric value 1 through Information Required Optional W-9 One checkbox for each of the following: - Form TC/HSS Form Copy of IRS certification of Name and TIN types. Users can select multiple information required (W.O.B. Minority Status Optional Cannot be greater than 2 characters. Women Ind.) Owned Business Optional Will either be Yes (Y) or No (N). Cannot be greater than C. 2 characters. Electronic Funds Transfer (EFT) Optional Will either be A EBT Flag Cannot or be greater than 3. 2 characters. MSA 032 Lines Optional Will be values 0, 1, 2, or Defaults to Capacity Optional Defaults to Contract Management System Screens Page 4

5 Old Names Optional Contract Management System Screens Page 5

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10 Fax Number (Fax) Optional Contract Management System Screens Page 10

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12 Save Vendor Contact (Save Contact Button) user to only save vendor business information or vendor billing/child care director information. See the Save Contract Vendor process for additional information. Allows users to save contact information for each contract record associated with the vendor in view. This function will save the contact information to the tblvendorcontact table. Business 1. Rules Navigation: The Add/Edit Vendor screen can be accessed as follows: Add Contract: The Add Vendor screen can be accessed by clicking the Vendor main menu option and selecting the New Vendor option. Edit Contract: The Edit Contract screen can be accessed by selecting a vendor name/code on the Search for Contracted Vendor screen. Related Screens 1. Search for Contracted Vendor tblcontractvendor tblvendorcontact 2. Delete Contracted Vendor Related Tables and Procedures 3. tblcontractheader Document Tags 5. CMS Screen Contracted Vendor Contract Management System Screens Page 12

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22 This Attributes Contract Information Tab Attribute Type Business Rules Vendor Code View Only The code of the vendor with which the contract is associated. Vendor Name View Only The name of the vendor with which the contract is associated. Contract Document ID Required is the same contract document ID that is entered in MMARS. (1-6). The first character is the digit for region The last two (e.g. characters are typically the contract type code IE, SP, etc.) homeless records are an exception However, and teen and do start not code. with the region or end with contract type Contract Type Required Reference Code Type: CT Contract Start Date (Start Required Format: MM/DD/YYYY Date) Must be on or after 01/01/1900. Defaults to 12/30/1899. Contract End Date (End Date) Required Format: MM/DD/YYYY. Must be on or after 01/01/1900. Defaults to 12/30/1899. Region View Only Populated based on the first character of the entered Contract Document ID. user Contract Manager View Only Populated based on the user entered Contract Document ID. Pulled from the Name column of tblcontractmanager.region where 0-9 = 0- Value from the Region field. Options to Renew Optional Format: Numeric values only This is the number of options to renew; can be Year for Each Option Optional Format: Numeric values only. This is the number of years for the number of options specified in the option to renew field. Ready Payment Schedule - Optional Reference Code Type: RP This is the schedule for the ready EEC, payment; Per ready payment means that the payment will be paid upfront. Ready Payment Number Optional Format: Numeric values only Format: ####X### This is the same Ready Payment Number that is entered in the MMARS system. Field will become enabled when a Ready Payment Schedule is selected. Sub Organization Required Reference Code Type: SO Contract Management System Screens Page 22

23 This is used to mark a sub-type of the such as contract health and human services, etc. Program Code Required Reference Code Type: PC Contract Description Optional Terms and Conditions Optional Previously Executed and Cannot be selected if Attached to Contract is On selected. File Terms and Conditions Optional Attached to Contract Cannot be selected if Previously Executed and On File is selected. MSA Rate Agreement Optional - If selected, indicates that the contract is Master Service on Agreement. a Nearly all contracts are typically on the Service Agreement. Master Amendment Date Optional Format: MM/DD/YYYY. Defaults to 12/30/1899. Changed By Person View Only saved. Populated by logged in user name when record is Changed By Date (Date) View Only Populated with the last saved/updated date record when is saved. Total Maximum Obligation View Only Currency Format ($#,###.##). This of all the contract lines. Total Maximum - See is the sum of the Total Maximum = Obligations Obligation for a contract line Base (=(Base Unit * Rate) BaseFee)+ Expansion (=(Expansion Unit Rate) Expansion (). Fee) Utilization the Add/Edit Contract Lines screen for more information. Literacy Development Optional This is one of the four tiers for payment rates. Program Assessment Optional This is one of the four tiers for payment rates. Salary Incentive Optional This is one of the four tiers for payment rates. Longitudinal Study Optional This is one of the four tiers for payment rates. Tier Optional This field is used to mark the number of tiers that apply to the contract (based on the tier selected). checkboxes Fields View Only Displays all of the remaining required fields that the user must enter before the user will be able to save the contract record. Contract Management System Screens Page 23

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25 - Attached Description Users can select multiple other types. Please note that some compensation reasons apply to amendment and other types apply to renewal. Description of Amendment Reason for - Optional Contract RFR Information Optional Contains one checkbox for each of the following: Emergency Amendment RFR Reference Number Collective Purchase Bidders Response Attached Legislative Exemption Interim of Service Attached Users can select multiple contract RFR information Functions Function Save Contract (OK Button) Save Changes to Page (Apply Button) Delete Contract (Delete Button) Start Amendment/Renewal Contract (Amend Contract Button) Finalize Contract Amendment/Renewal (Finalize Amendment Button) Description types. Allows authorized users to add a new contract to the CMS system or update an existing contract record for a provider. Verifies that all required fields are entered, that all data is formatted correctly, and initiates the save process. See the Save Contract process for additional information. (e.g., Allows users to save information to a single page contract header information or amendment/renewal information). Verifies and initiates the save process. See the Save Contract process for additional information. that all required fields are entered, that all data is formatted correctly, This function is not currently used by EEC. This function also causes an error when selected. Allows users to invoke the amend/renew process for a contract which will update the amendment effective date to the first day of the forthcoming month and set a flag to indicate that the contract record is in the process of being amended. See the Save Contract process for additional information. Once selected, the system will display the Additional Information tab where users can add amendment/renewal details and change button label to Finalize Amendment. This button will appear after the user clicks the Amend Contract button. Allows users to finalize a contract amendment invoked in the amendment/renewal. When Finalize Amendment button is Contract Management System Screens Page 25

26 View/Edit Vendor Information (Vendor Button) Calculator Icon Add/Edit Contract Line/Program selected, the system will remove the flag that indicates that an amendment is in process. See the Save Contract process for additional information. Allows users to view and/or edit information for the provider associated with the contract. See the Add/Edit Contract Vendor screen for more information. Per EEC, this function is no longer used. Allows users to add a contract line/program or edit an existing contract line/program for the contract in view. See the Add/Edit Contract Line/Program screen. Business 1. Rules Navigation: The Add/Edit Contract screen can be accessed as follows: Add Contract: The Add Contract screen can be accessed by selecting a vendor name or vendor code from the Search for Contracted Vendor screen. Edit Contract: The Edit Contract screen can be accessed by selecting a contract on the Search for Contract screen. 2. Search Vendor Name/Code before Add: The user must search for and select a vendor name or vendor code before adding a new contract to the system. See the Search for Contracted 3. Save Contract and Contract Lines/Programs: The contract in focus and all associated contract lines and programs must be saved before a user can finalize amendment information for a contract. Related 1. Screens Search for Contract Add/Edit Contract Line/Program Search for Contracted Vendor Related 1. Tables and Procedures tblcontractheader tblcontractheaderhistory uspcontractheaderupdate uspcontractheaderinsert uspcontractheaderhistoryinsert Contract Management System Screens Page 26 Vendor screen for more information.

27 1. CMS Document Tags Screen 4. Contracted Provider 5. Contract 6. Contract Header 7. Amendment Renewal Contract Management System Screens Page 27

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29 Units View Only Calculated amount (e.g., of money based information number on service of children times service days). Rate View Only Currency Format ($#,###.##) Maximum Obligation View Only Currency Format ($#,###.##) Contract Line ID View Only Previous Line ID View Only The previous line ID is used to identify how programs and lines are connected to one another. Commodity Line Number View Only This is the same as Commodity Line listed above. See the Commodity/Accounting Line Selection rule below for business additional information. Accounting Line Number View Only See the Commodity/Accounting Line Selection Functions Function Add a New Program (New Program Button) (Add Line Button) Delete Contract Line Program or (Delete Button) Select Contract Line Program or Add a New Line to a Program business rule below for additional information. Description See the Add/Edit Contract Line screen. Allows authorized users to add a new program record to the contract. program. Allows authorized users to add a new contract line to See a contract the Add/Edit Contract Line screen. Per conversations with EEC, this function is not currently used and is not currently functional. Allows users to select an existing contract line or program to view and/or edit the information in the record. See the Add/Edit Contract Line screen. Business 1. Rules Navigation: The Select Contract Line or Program screen can be accessed by selecting the 2. Select Program to Add Line: Users must select a program record in the grid to add a contract Contract Line tab on the Add/Edit Contract screen. line. A program must exist in order to add a contract line. 3. Commodity/Accounting Line Selection Information: The system will retrieve the MMARS commodity and account ling line information from tblcontracttwommarslines where tblcontracttwommarslines.mmarslines.contract Line ID = current contract line ID. The results are sorted by tblcontracttwommarslines.mmars Line Type Code. If there are two or more records found, the line fields will be populated from the first record as follows: Commodity Line = tblcontracttwommarslines.comm Line Number Accounting Line = tblcontracttwommarslines.actg Line Number 4. Sort Order: Contract lines/programs are sorted in ascending order by Start Date, End Date. Contract Management System Screens Page 29

30 Related 1. Screens Add/Edit Contract Line/Program 2. Add/Edit Contract Related Tables and Procedures 1. tblcontractline 2. uspcontractlineselectfordocument Document Tags 1. CMS Screen 4. Contract Contract Line/Program Contract Management System Screens Page 30

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33 - This field is used for billing purposes and is also used in MMARS. See the Line Selection business rule below for additional information as to how this information is Increase stored/selected. Commodity Line Optional This field is used for billing purposes and is used also in MMARS. See the Line Selection business rule below for additional information as to how this information is Increase stored/selected. Accounting Line Optional This field is used for billing purposes and is used also in MMARS. See the Line Selection business rule below for additional information as to how this information is stored/selected. Program Type Description Optional Reference Code Type: PG When adding a contract line, this field is automatically populated to match the value in the corresponding program record. Area ID Optional Reference Code Type: AR When adding a contract line, field is automatically populated to match the value in the corresponding contract record On Edit, this field is disabled. Contract Line/Program Start Optional Format: MM/DD/YYYY. Date Must be on or after 01/01/1900. Defaults to 12/30/1899. On edit, this field is disabled. Contract Line/Program End Optional Format: MM/DD/YYYY. Date Must be on or after 01/01/1900. Defaults to 12/30/1899. Base Slots Conditional If only. Referral is selected, this field will become view Format: Numeric values only - When adding a line, field is automatically populated with the value in the program record. corresponding On edit, this field is disabled. Expansion Slots Conditional If only. Referral is selected, this field will become view Format: Numeric values only On edit, this field is disabled. Total Slots View Only This is the total slots that are available line/program. = for a Total Slots Base Slots + Expansion Slots. Base Units View Only A unit is the amount of money based on the number of children times the days serviced. Contract Management System Screens Page 33

34 = Base Units Base Slots x Service Days On Edit, this field = is disabled. Expansion Units View Only Expansion Units Expansion Slots x Service Days On edit, this field is disabled. Total Units View Only Total Units is the total number of Base Units Expansion Units. + Original Rate View Only On add, defaults to zero. On edit, this field will be populated based on a rate increase; see business rules below information. for more Increase Rate View Only On add, defaults to zero. On edit, this field will be populated based on a rate increase; see business rules below information. for more Rate Optional Format: Numeric values only. On add, defaults to zero. On edit, this field is populated from the column rate of the tblcontractline table and is disabled. Fees Per Slot Optional Format: Numeric values only When adding a line, field is automatically populated with the value in the program record. corresponding 1-6) Pulls from the Default Fee Region X (where X is column = of the tblprogramtype table. Base Fee View Only Base Fee Base Slot x Fee Per Slot. Expansion Fee View Only Expansion = = Fee Expansion Slot x Per Slot. Total Fee View Only Total Fee Base Fee + Expansion Fee. Maximum Obligation Optional Format: Numeric values only Utilization On Edit, this field is disabled. Base Maximum Obligation View Only = Base Maximum Obligation Base Unit x Rate Fee = Base Expansion Maximum View Only Expansion Maximum Obligation Expansion Unit Obligation Rate Expansion Fee x Maximum Obligation Line View - Only This is the maximum money that the state is Total obligated to pay for the contract line/program. = Total Maximum Obligation for a contract line Base (=(Base Unit Rate) (=(Expansion BaseFee)+ Expansion (). Unit * Rate) Expansion Fee) Utilization Appropriation Account Optional Reference Code Type: AP This is the identifying account where the money program. will be stored or distributed from for the line or When adding a line, field is automatically populated based on the Program Type selected. Contract Management System Screens Page 34

35 Increase Appropriation Optional Account Reference Code Type: AP This is an identifying account where money is stored program. or distributed from for the line or The increase appropriation account can be a different account than the appropriation account Service Code Optional Reference Code Type: SC When adding a line, field is automatically populated based on the Program Type selected. Fields View Only Displays all of the remaining required fields that the user must enter information for to save line/program information. Service Days Conditional On Add, defaults to the number of working days between the two user entered contract line start date and contract line end date. On Edit, this field is disabled. Upon update the service days, the Base Unit Expansion and Units will be recalculated. Fiscal Year View Only If both the start date and end date contain the same fiscal year, this field will be the fiscal year of the start date; otherwise it will be set to zero (0). Pilot Optional Some programs are considered pilot programs and this field is used to mark the line/program as being a pilot program. Referral Optional If selected, will and Expansion make Base Slots, Expansion Slot, Units fields view only. According to EEC, this field is no longer used. Grandfather Optional - If selected, marks that the record has been in the system for a long period of time. Typically grandfather records have come from DSS. When adding a line, field is automatically populated with the value in the program record. = corresponding Original Line Total View Only Original Line Total Total Units x Original Rate Total Fee = Increase Line Total View Only Increase Line Total Total Units x Increase Rate Ready Payment Amount Optional Currency Format ($#,###.##) On Edit, this field is disabled. Option 1: Price Agreement Optional Allows users to add or change the contract line/program to a price agreement. Option 2: Summary Budget Optional Allows users to add or change the contract line/program to a summary budget. Users can set the summary budget as a unit reimbursement, rate, cost and/or can specify an other option. line/program to a complete budget. Users can set Option 3: Complete Budget Optional Allows users to add or change the contract the complete budget as a unit rate, cost Contract Management System Screens Page 35

36 Functions Function Save Contract Line/Program Delete Contract Line (Delete Button) View/Edit Information Vendor (Vendor Button) Auto Fill Ready Payment reimbursement, and/or can specify an other option. Description Allows authorized users to add a new contract line or update an existing contract line for the contract in view. Verifies that all required fields are entered, that all data is formatted correctly, and initiates the save process. See the Save Contract Line/Program process for additional information. Allows users to delete the contract line record. Allows users to view and/or edit information for the provider (contracted vendor) associated with the contract line. See the Add/Edit Vendor screen for more information. Allows users to auto fill the Amount field. According to EEC, this function is no longer used. Auto Fill Default Rate Allows users to set the rate to a default rate based on the region and tier associated with the contract line (there are 24 default rates). The system retrieves the default rate from the Default Rate Region [X] Tier [Y]column (where X can be a number 1-6 and Y a number 1-4) from the tblprogramtype table for the corresponding program type (program type is stored in the Code column of the tblprogram Type table). Business 1. Rules Navigation: The Add/Edit Contract Line/Program screen can be accessed as follows: Add Contract Line/Program: Add Contract Line/Program can be accessed by clicking the Add Line or New Program buttons on the Add/Edit Contract screen. Edit Contract Line/Program: Edit Contract Line/Program can be accessed by selecting a contract line on the Select Contract Line/Program screen. 2. Select Program to Add Line: Users must select a program record in the grid to add a contract line. A program must exist in order to add a contract line. contract line/program s existing data. The system retrieves the MMARS information from 3. MMARS Line Selection Rule: On edit, the system will set the line/rate fields based on the = tblcontracttwommarslines where tblcontracttwommarslines.mmarslines.contract Line ID current contract ID. line The results are sorted by tblcontracttwommarslines.mmars Line Type Code. If there are two or more records found, the line fields will be populated as follows: First Record: The first record will contain the commodity line, accounting line, and original rate information: Contract Management System Screens Page 36

37 - Commodity Accounting Original = Line = tblcontracttwommarslines.comm Line Number - Line = tblcontracttwommarslines.actg Line Number Rate tblcontracttwommarslines.rate Second Record: The second record (if available) will contain the increase commodity line, increase accounting line, and increase rate information. If there is only one record found, these fields will be blank. = Increase Commodity Line = tblcontracttwommarslines.comm Line Number Increase Accounting Line tblcontracttwommarslines.actg Line Number Increase Search for Contract Add/Edit Contract 1. uspcontractlineinsert Rate = tblcontoracttwommarslines.rate Related Screens 3. Select Contract Line/Program Related Tables and Procedures uspcontractlineupdate 4. uspcontracttwommarslinesinsert 5. uspcontracttwommarslinesupdate tblcontractline 6. tblcontracttwommarslines Document Tags Screen 3. CMS 4. Contract Contract Line/Program Contract Management System Screens Page 37

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39 Functions Function Description Extend Contracts (OK Button) Allows users to extend contracts based on criteria entered on the screen including contract type, expiration date, and extension years. Please see the Save Contract Renewal process for more information. Business 1. Rules Navigation: The Extend Contracts screen can be accessed by clicking the Utility main menu option and selecting the Extend Contracts option. Related Tables and Procedures tblcontractheader 3. tblcontractheaderhistory 4. tblcontractline 5. uspbidderlineselect_parms 6. uspcontractheaderhistoryinsert 7. uspcontractheaderinsert 8. uspcontractheaderselect_parms uspcontractlineinsert 9. uspcontractlineselect Document Tags 1. CMS Screen 4. Contract Extension/Renewal Contract Management System Screens Page 39

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41 additional information. additional information. additional information. Amendment to Maximum Contract Required Obligation (for See the Save Rate Increase process document for Contract) Amendment In Progress (for Required Contract) See the Save Rate Increase process document for Interim (for Contract) N/A Per EEC this is not used in the save rate increase Must be checked when Processing a Rate Increase. Must be checked when Processing a Rate Increase. process. Amendment (for Contract) Required Must be checked when Processing a Rate Increase. See the Save Rate Increase process document for additional information. Option 1 Price Agreement (for Required Must be checked when Processing a Rate Increase. Contract Line) See the Save Rate Increase process document for additional information. Option 2 Summary Budget (for N/A Contract Per EEC this is not used in the save rate increase Line) process. Option 3 Complete Budget (for N/A Contract Per EEC this is not used in the save rate increase Line) process. Attachment 1 Unit Rate (for N/A Contract Per EEC this is not used in the save rate increase Line) process. Attachment 1 Cost N/A Reimbursement (for Contract Per process. EEC this is not used in the save rate increase Line) Attachment 1 Other Process N/A (for Contract Per EEC this is not used in the save rate increase Line) - process. Functions Function Description Pre Update Button N/A Per EEC this is not used in the save rate increase process. Update Rate Button N/A Per EEC this is not used in the save rate increase process. Amend Button Allows users to process the rate increase based upon the Fiscal entered on Year the screen. See the Save Rate information. Increase process for more Create Vouchers Button N/A Per EEC this is not used in the save rate increase process. Print Vouchers Button N/A Per EEC this is not used in the save rate increase process. Flex Pool Button N/A Per EEC this is not used in the save rate increase process. Business 1. Rules Navigation: The Perform Rate Increase screen can be accessed by clicking the Massive Rate Changes 2004, 2005 option on the Special menu. 1. TBLCONTRACTHEADER Related Tables and Procedures Contract Management System Screens Page 41

42 3. 2. TBLCONTRACTLINE 4. TBLCONTRACTLINEHISTORY 5. TBLPROGRAMTYPE 6. TBLCONTRACTVENDOR TBLPAYLOGLINE 1. CMS 7. TBLSPECIALPV Document Tags Screen 4. Contract Rate Increase Contract Management System Screens Page 42

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44 1. 2. TBLCONTRACTLINE 3. TBLCONTRACTHEADER 4. TBLCONTRACTVENDOR 5. TBLPROGRAMTYPE USPCONTRACTLINEINSERT 1. CMS Related Tables and Procedures 6. USPCONTRACTHEADERUPDATE Document Tags Screen Contract 4. Underutilization Contract Management System Screens Page 44