Contract Management System USER GUIDE. Individual Consultants Company Consultants

Transcription

1 Contract Management System USER GUIDE Individual Consultants Company Consultants

2 Contents Introduction to Interface Elements... 1 User Session Management... 2 Registering... 2 Logging in to the site... 3 Forgot Username or Password... 4 Change Password... 5 Log out... 5 Profile Management... 6 Individual Consultants... 6 Company Consultants Interface Controls Data Grid Lookup Dropdown... 15

3 Introduction to Interface Elements The marked locations on the site are always available on whichever page you are on: 1. Help Link to Videos and Other resources to help out with the use of the system 2. Login/Register Link used to log in/out and register new users 3. Breadcrumb Shows your current location in the system 4. Report a problem Link to a form you can use to inform the system designers of any technical issues in the system. 5. Content Area All the information pertaining to the tasks available to you will appear in the page. 1 P a g e

4 User Session Management Registering The system allows self-registration of users. Individuals and Organizations can register themselves in the system by clicking on the Login/Register link provided as shown below: The resulting page provides the link to register: Clicking on register allows new consultants to register themselves by filling out a simple form: Select Individual or Company depending on the type of profile you like. For Companies, the focal point of the company will put in their details. This person will be responsible for maintaining the company profile and submitting tenders on behalf of the organization. On completing the form, click on the Register button. The following message appears: Check your and click on the link provided to active the account. 2 P a g e

5 Once this is done, you may login in to the site with the username and pass you provided. Logging in to the site All users including managers, directors and panel members can log in to the system using the same link: Fill in the username and password in the resulting form and click Login : Companies and Organizations are taken to the Profile Management Page. 3 P a g e

6 Forgot Username or Password Users who have forgotten their username and/or password can use the following steps to access their accounts: 1. Click on the Login/Register link as demonstrated in the Registering section of this documentation 2. Click on Forgot Password link below the login form. 3. Enter the address you registered with: 4. Click Remind. This will send you an with your username and a new password. 5. Login to the site with your username and the new password provided. 6. Change your password (refer to Change Password section of this documentation for more information on changing passwords) 4 P a g e

7 Change Password Logged in users can change their password by clicking on the Change Password link provided in the top left corner of the system interface: In the resulting page, please fill in your old password, followed with the new password and a confirmation of the new password. Click change to initiate the change. You will get a confirmation that the password has been changed: Log out Logged in users can log out their by clicking on the Logout link provided in the top left corner of the system interface: Clicking on the link immediately logs the user out giving a confirmation of the same: 5 P a g e

8 Profile Management Individual Consultants Once you log in, you will be directed to the Profile Management Page. Here you have a link to your profile Create Profile (which changes to Edit Profile once you have saved it the first time) On clicking Create Profile, you will see a form: Sub categories Fill in all the above fields as marked. Please note that the Consultant categories are areas in which you specialize. Each category has several subcategories. To see the sub categories, move the mouse over the three dots next to the category name and this will bring up all sub categories as shown above. 6 P a g e

9 Scrolling down on the same page reveals more fields. The first one here is highest level of Academic Qualification. To select the level of academic qualifications click on the question mark and wait for the results to load up from the server. Once the results have loaded up, click on one of them. The next three fields are documents to be uploaded. Attach your CV, assignments carried out and capability statement. There is a format provided for capability statement. Click on Download Format to download the capability statement format, fill it and upload back here. Following the upload, you must disclose in your response, details of any known circumstance that will, or might give rise to a conflict of interest. Where a potential conflict is identified, you should state how you intend to avoid such a conflict. More information on conflict of interest is given at the bottom of the form. 7 P a g e

10 Next, you are to provide all areas of experience. Try to be as exhaustive as this will help determine whether or not you are suitable for an opportunity. To add an area of experience, click New. The following will popup: Here you can add the area of experience and the years of experience. Do not enter any letters in the Years of Experience box. e.g. Area: Network Administration, Years of Experience: 5 Once you have filled in the Area and Years of Experience, click Submit and wait for the experience entered to show. You will see it appear below the the popup like in the above screen shot ( Trade Facilitation was entered and submitted). If you like to add more, continue doing so by filling in the area and years and clicking submit. Once done, click on Cancel. 8 P a g e

11 This concludes your profile. Check all the data entered and read the instructions given below the form: Once you re ready to save, click Save at the bottom of the form. You will get a confirmation that your consultant profile is saved. This will take you back to the profile management page: Lastly, please click on the certification check box. This will allow your profile to be seen in the roster. 9 P a g e

12 Company Consultants Once you log in, you will be directed to the Profile Management Page. Here you have a link to your profile Create Profile (which changes to Edit Profile once you have saved it the first time) On clicking Create Profile, you will see a form: Sub categories Fill in all the above fields as marked. Please note that the Consultant categories are areas in which you specialize. Each category has several subcategories. To see the sub categories, move the mouse over the three dots next to the category name and this will bring up all sub categories as shown above. 10 P a g e

13 Scrolling down on the same page reveals more fields. Fill them as marked. The next two fields are documents to be uploaded. Attach assignments carried out and capability statement. There is a format provided for assignments carried out. Click on Download Format to download the assignments carries out format, fill it and upload back here. Following the upload, you must disclose in your response, details of any known circumstance that will, or might give rise to a conflict of interest. Where a potential conflict is identified, you should state how you intend to avoid such a conflict. More information on conflict of interest is given at the bottom of the form. 11 P a g e

14 Once the capability statement is complete, the next section being the last section of the profile, requires you to add any/all consultants that will be working on projects if your company is to work with TMEA. Ideally these consultants are the team loaders and specialized personnel who will be working with TMEA. If the there are too many consultants, then you need only list the main consultants as you will be able to return and make changes to this section later on when you are applying for specific opportunities. To add a consultant, click Add Record. This will instantly add row for the consultant. It could be that the consultant you want to add has worked before with TMEA and that your company, or another company added him/her in the system. It could also be that that individual has worked as an independent consultant with TMEA. In this case it is best to first check if the consultant is already in the system. To do so, type part of the name in the text box above and wait for results. It may take time to load results to please be patient. Once the results appear, check if the consultant name is there. If you do see him/her, you may click on the name to add them as a key personnel in your company application. If you do not see him/her, click on Add New Consultant to create a short profile for them. NB: Adding a consultant will automatically save your record. You will get a shortened form for either an individual profile. The form will appear just like the individual profile form in this document but with some fields omitted. Please refer to the Individual section of this document if you are adding an individual consultant. Once you have completed the Individual/Company form you will see at the end two options. Click on Save and return to Consultant to return to your form the form you have been filling for your company. If you wish to discard the data you have entered, click on Cancel and return to Consultant 12 P a g e

15 Once you return to your profile, you will need to add the above consultant by clicking Add Record again this time typing in and selecting the name of the consultant you just created. This concludes your profile. Check all the data entered and read the instructions given below the form: Once you re ready to save, click Save at the bottom of the form. You will get a confirmation that your consultant profile is saved. This will take you back to the profile management page: Lastly, please click on the certification check box. This will allow your profile to be seen in the roster. 13 P a g e

16 Interface Controls Data Grid 2 3 A data grid holds information in form of a table: Fields Delete Reload Navigation Record Numbers 1 Fields: These are the header names for each field in the data grid. They can be expanded or contracted by dragging the divider between the field names as marked by arrow 1. Records Numbers: You can choose how many records to display in one page by changing the value in the drop down. Navigation: The navigation panel shows the total number of pages and the current page. Also, you can move to the previous page or first page (as marked by arrow 2) and next page or last page (as marked by arrow 3). Reload: You may want to load the data again from the server. To do this, click on the reload button. Delete: To delete a record, click on the record so that it turns yellow. Click on the delete icon. New: The button below the data grid allows users to add a new record. Edit Selected: To edit an existing record, click the button below the data grid after selecting the record you wish to edit. Please note that selected records turn yellow. 14 P a g e

17 Lookup Dropdown A lookup drop down retrieves data from the server based on what is typed into the text box Both the fields above are look up drop downs. You can recognize them with the text box. All such fields require one of the following two actions: that is ahead of the 1. Click on the to view ALL the results. 2. Type in at least THREE characters to retrieve filtered results. Retrieving filtered results helps in cases where the results are large in number. After typing in some text in the text box, or after clicking on the button, please wait at least 3 5 seconds for the results you have requested to load up as they are being loaded from the server at the time you carry any one of these two actions. 15 P a g e