Santa Cruz Contracts End User Guide

Santa Cruz Contracts End User Guide

SunGard Public Sector 1000 Business Center Drive Lake Mary, Florida 32746 Phone: (800) 695-6915 Fax: (407) 304-1005 Web site: http://www.sungardps.com 2011 SunGard Public Sector Inc. All Rights Reserved This document is covered by copyright. All rights reserved. SunGard Public Sector grants permission to the customer to whom it was sent to copy any part of this document for internal use only. It may be reproduced for use only by the party to whom it is sent directly by SunGard Public Sector for internal use only. It may not be reproduced in any other from or by any means, graphical, electronic or mechanical, including photocopying, recording, taping, or information and retrieval system, or used by or distributed to any third party without written permission of SunGard Public Sector. SunGard Public Sector reserves the right to modify or revise all or part of this document without notice. Printed in the U.S.A 2

Table of Contents SECTION 1: ENTERING A NEW CONTRACT... 4 SECTION 2: CONTINUING AGREEMENT LIST (CAL) CONTRACTS... 24 SECTION 3: USING THE CONTRACT TRACKING SCREEN... 28 SECTION 4: ATTACHING DOCUMENTS TO A CONTRACT... 38 SECTION 5: APPROVING THE CONTRACT... 42 SECTION 6: ADDING AN AMENDMENT TO A CONTRACT... 46 SECTION 7: SEARCHING ON THE CMUPCM SCREEN... 49 SECTION 8: COPYING A CONTRACT ON THE CMUPCM SCREEN... 51 SECTION 9: CONTRACT WORKFLOW... 54 3

Section 1: Entering a New Contract 1. Navigate to the Search bar at the top of your Desktop, type CMUPCM, and hit the Enter button on your keyboard: 2. Click the Add button in the top Ribbon bar to add a new Contract: *Only Bolded fields are required* 3. Click into the Contract No field. A Generate button will appear in the top right corner of the ribbon bar. 4

4. The following dropdown will appear once you click on the Generate button. Each item in the dropdown represents a specific contract seed value that correlates to the type of Contract. Clicking on the seed will auto populate the Contract No field with a specific contract number. *Each seed will be formatted as follows: 2 digit (year), 1 dept code (letter), and then 4 numbers. *For example, clicking CONTNUMA will generate a Contract number that looks like: 16A0005 Unique Contract Number CONTNUM_ as follows: A = Auditor C = Everybody Else D = DPW H = Health Services Q = Purchase Orders R = Revenue T = Transportation R = Revenue U = United Way/First Five W = Human Services 5. The Status field is updated by the system automatically as the Contract moves from one stage to another. The status codes are as follows: NW Brand New Contract AW Approved and Waiting AS Approved and Sent PO Contract Purchase Order 6. Clicking in the Contractor ID field will cause a Lookup button to appear in the top right corner of the ribbon bar. The Lookup will allow you to search for, find, and pull the Contractor ID into the Contract you are creating. 5

7. The Lookup window will allow you to use different filters to find the Contractor you want to pull into the Contract. Vendor ID (PEID) and Name are the two most used filters. 8. Type into the search field and click Apply to search for the Contractor. 9. Highlight the Contractor you wish to use by clicking on them and then click OK. The Lookup window will close and you will be taken back to your Contract. The Contractor ID will pull into the Contractor ID field. 10. Type your Contract description into the Description field. 6

11. Select the type of Contract you are creating from the Type dropdown menu. Contract type is determined by the contract template used. See County Procedures. 12. Populate the Manager field with NA Not Applicable. 13. The Related Contract(s) field is used to link Contracts together. You may only link contracts that exist in the Contract Module (not contracts that exist in the Purchasing module only). Clicking into the field will cause a Lookup button to appear in the top right corner of the screen. 7

14. Click on the Lookup button to open your Lookup window. You can use the filters to change the Contracts list that appears in the middle of the Lookup window. 15. Highlight the Contract you wish to link and then click OK. The Lookup window will close and the Contract number will be pulled into the Related Contract(s) field. 16. The Amendment field is a no editable field. The system will automatically update this field when an Amendment is added. 8

17. The RFP/BID No field use as applicable for reference. 18. The BOS Aprov Date will not be used by person setting up contract. This field will populate by the Clerk of the Board once the board approves contract (last approval trigger). 19. Select the Begin Dt from the calendar or type the date into the field. 20. Select a Current End Dt from the calendar or type the date into the field. 9 21. The Last Amended Dt field will be auto populated by the system. This will reflect the last date an amendment was made to the Contract.

22. Select the anticipated BOS Agenda Date from the calendar or type the date into the field. 23. The PR No field will automatically get populated by the system once the Contract is sent over to Purchasing and is assigned a Purchase Requisition Number. Do not enter anything in this field. 24. Enter the total of the Contract into the Original Amt field. 25. The Amendment Total will be automatically populated by the system each time a new Amendment is added to the Contract. 26. If your original contract amount includes a contingency amount, you can enter this into the Contingency Included field as a reference only. Amounts entered here will not increase the total encumbrance. 10 27. The Encumbrance Total field will be auto populated by the system as you add Encumbrance line items.

28. Navigate down to the Contract Details tab. 29. Selecting a Cycle from the Cycle ID dropdown will automatically populate the Contract Tracking screen s Task Tracking tab with a predefined set of required documents/attachments. *See Contract Tracking Screen Section 11

30. Select your department code from the Security Code dropdown. The Security Code you select will determine who does the department level workflow approval. Security code is required 31. Select an agreement type from the Cal Sec dropdown. This selection determines the required contract approvals CALSEC descriptions and required approvals are provided in Attachment 1. Auditor will upload continuing agreements list into Purchasing and Contract Modules from the CAL list approved by the board. Workflow will initiate based on CAL Sec type. 12 32. Type the Contract Manager into the Contract Mgr field (Maximum of 8 characters).this is the person responsible for the contract deliverables

33. Type any additional details/comments/description regarding the Contract into the Comments box. 34. Administrator will default to NA Not Applicable. Will not be used. 35. User 2 will default to NA Not Applicable. Will not be used. 36. Type the Contract Administrator into the Contract Adm field (Maximum of 8 characters). This is the fiscal/admin staff responsible for administrative aspects of the contract. 37. Navigate to the Encumbrance Tab. 38. The Item No field will auto populate. 13 39. Select the Fiscal year from the Fiscal Year Ending dropdown. Ex. 2015 = FY 14-15 40. Request Dt will auto populate with the current date. If the contract is being entered prior to the end of a fiscal year, but will be paid in the following fiscal year, enter 07/01/20XX into this field.

41. Enter a Quantity if other than 1. 42. Select a Unit of measure if other than EA-Each from the dropdown. 43. Enter the total for the line item into the Unit Price field. 44. Clicking into the Account Key and Obj fields will cause the following window to appear. 45. If you know the GL key(previously index) and Obj(previously subobject), you can type into the Key and Obj fields. 14

46. If you don t know the GL key, clicking into the GL Key field will cause an Org Key lookup button to appear in the top left corner of the ribbon bar. Check Show JL Side if you need to include Job Ledger key Click Here 15

47. Clicking on the Key Lookup button will cause the following Lookup window to appear. 48. You can use the Filters and search field to narrow down your selection. 16

49. To select a key, highlight it and then click OK. It will automatically populate the Key field. 50. To lookup the Obj, click in the Object field and then on the Object Lookup button that appears in the top left corner of the ribbon bar. Check Show JL Side if you need to include Job Ledger Object. If it is blank, system will default to GL Object Key. 17 Click here.

51. You can use the Filters and search field to narrow down your selection. 52. To select an object, highlight it and then click OK. It will automatically populate the Obj field. 53. Enter the Amount or Percentage you want to be encumbered for that account. 54. You can add multiple accounts for one line item by clicking the + button (also an Add button) in the top right corner. Once the second account line item appears, you can either type into the key and obj fields or you can use the lookup function. *Keep in mind that, if using percentages, both line items must equal 100%. If using an Amount, the total of both line items must be equal to the value you entered into the Unit Price field. 18

55. To delete a line item, highlight it and then click the blue X button in the top right corner of the screen. 56. Once you have added your accounts, you can click on the gray X button to close the window. 57. The Extended Amt field will auto populate automatically based on what you entered into the Unit Price field. 58. Enter a description into the Description field. 59. Product Code field is not applicable at this time. 19

60. The Posted to PO box will automatically get populated once the Contract goes through the full approval workflow process, is sent to Purchasing and is made into a Purchase Order. 61. To add additional line items, click on the + button at the bottom of the screen. 62. To delete a line item, click on the X button at the bottom of the screen. 20

63. To view the Encumbrance line items in Grid mode, click the Grid button on the bottom of the screen. 64. Click on the Contact tab to add associate additional contacts to the contract. 65. Select the appropriate Contact type from the Contact Type dropdown. 21

66. Clicking in the PEID field will cause a Lookup button to appear in the top right corner of the ribbon bar. PEID = Person Entity ID = Vendor ID 67. Clicking on the Lookup button will cause a Lookup window to appear. 68. Use the Filters and the search field to find the PEID or Name of the entity/contact. 22

69. Highlight the entity and then click OK to pull the entity into the Contract. The Contact will populate like so: 70. To add additional contacts, click the + button at the bottom of the screen. 71. To delete a contact, click the X button. 23

Section 2: Continuing Agreement List (CAL) Contracts CAL contracts are loaded into ONESolution at the beginning of a new fiscal year by the Auditor s office. These items are loaded into the system based on the list provided by the County Administrative Office (CAO), which has been reviewed by departments for correctness. CAL Contracts will have status AS when you look at them in ONESolution after they are loaded. This means a special process will have to be completed to move the contract through the workflow which creates the ADM-29 CDD report for the contract. Once you are notified that your CAL contracts have been loaded into ONESolution, complete the following steps: 1. Find your contracts in CMUPCM by clicking the search button, entering the Contract number you would like to search for, then clicking the apply button. 2. When your contract opens, click the Contract Details tab, and in the User 2 field, select CAL. This will allow your contract to go through the workflow to generate the ADM-29 form. 24

3. Edit the Description Field. This field must be edited in some way to trigger the workflow. 4. Enter a Current End Date for the contract. This field must be populated for the ADM-29 form. 5. Review the encumbrances tab for correctness. Notify the auditor s office if the Encumbrances tab doesn t match the information on the CAL provided by the department. If the information is incorrect the Auditor s office will determine if a correction can be made, or if an amendment will have to be processed for the item. 25

6. Attach all documentation related to the contract, using the Attachments tab. Be sure the required signatures are on the original contract. 7. Check off the completed tasks in Contract Tracking (CMUPTK). Refer to Section 3 of this guide. 8. The CAL contract is now ready to enter the workflow. Click the approve button to release the contract for approval. 9. If a paper ADM-29 form was created for the contract, each level of approval should include in the approval comments the date the contract was approved via the paper ADM-29 form. 26 10. The approval process in workflow creates the ADM-29 form (SCZCM1000). Once the Contract has gone through the entire approval process, the ADM-29 for will reflect the approvers of the item, and will include any notes from the approval process.

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Section 3: Using the Contract Tracking Screen 1. To access the Contract Tracking Screen, click on the Links tab on the left hand side of the CMUPCM (Contract Management) screen. You can also type CMUPTK into the search bar on the CMUPCM screen or into the search bar on your desktop. 2. Then click on the Contract Tracking link. 28

3. The Contract Tracking (CMUPTK) Screen will open. 4. In the top header section, some of the fields will auto populate based on the Contract details you entered when originally creating your Contract. The fields that will auto populate will be: Contract No Status Contractor ID Description Cycle ID Original Amount Current Maximum Total 29

5. Click on the Compliance tab. This is for tracking insurance only and is not required. 6. Click in the Contractor ID field. A Lookup button will appear in the top right corner of the ribbon bar. 7. Clicking on the Lookup button will cause a Lookup window to open. You can use your Filters and search field to find the Contractor you wish to pull into the Tracking screen. 30

8. Highlight the Insurance Contractor you wish to use and click OK. 9. Once you click OK, the Lookup window will close and the Contractor ID field on the Tracking Screen will populate. 10. Select a Compliance Type from the Comp Type dropdown. 11. Enter in a Payment Amt. 12. Enter in an Insurance Amt Required. 31

13. Enter an Expiration Date. 14. You may select Named as Insured, if County is named as insured 15. You may select Required. 16. You may select Approved. 32

17. You may enter Comments. 18. You can add additional Compliance Types by clicking the + button at the bottom of the screen. 33

19. You can delete a Compliance Type by clicking the X button at the bottom of the screen. 20. The Sub Contractor tab may not be applicable at this time. 21. Click on the Task Tracking tab. 34

22. This tab will auto populate a list of required attachments based on the Cycle ID selected in the header section. Predefined tasks have been created and attached to specific Cycle ID s. Cycle Id types define what tasks auto populate. Choices include Construction, HSA/HSD, or Standard Contracts. You can fill in the Begin Dt and End Dt if you would like. **All compliance tasks must be completed before sending contract to PO** NOTE: See section 3 for Attaching Documents to a Contract 23. To mark a task as Complete, check the complete box. The Apprv Signoff field will auto populate automatically. You must save your changes, for each item that is complete. 24. You can add a new Task by clicking the + button in the bottom of the screen. 35

*** Select the Cycle ID will display the pre-define Task List**** 25. If you need a task type that doesn t already exist, you can navigate to the Comments tab, and create a brand new Other Task. Type the task details in the comment field. 36

26. You can delete a task by clicking the X button in the bottom of the screen. 27. Make sure you click Enter on your keyboard or the Save button in the ribbon bar at the top of your screen to save any changes. 37

Section 4: Attaching Documents to a Contract 1. Navigate back to your CMUPCM Screen. 38

2. Make sure you are clicked on the Contract you wish to attach to and then click on the Attachments tab at the top of the screen. 3. Click on New Document. 39

4. The following window will open. Enter a description of the attachment into the Description section and then click on the Browse button to browse for the item you wish to attach. The description is what you will view after upload, not the file name. 5. Select the item you wish to attach. 40

6. The Add Document Attachment window will reopen. Click Attach. 7. The CMUPCM screen will reopen. Click on the Attachment tab on the right hand side of the screen. You will see your attachment listed by the description you entered. NOTE: Once you have attached a document you are unable to delete it. Upload with care. 41

Section 5: Approving the Contract 1. To approve the Contract, click on the Pending Approvals tab. 2. Then click on the Approve button. 3. A Comments window will open. Enter any comments and then click Submit. 42

4. One you approve, a checkmark will appear next to your name. 5. You can view the remaining approvals in the Pending Approvals tab as well. The Pin icon will appear next to the user that needs to approve your Contract next. 6. When the status of your Contract has changed to AW Approved and Waiting, you will get a notification via email that the Contract can now be sent to Purchasing. 43

7. Report SCZCM1000 is a report that details the workflow approval statuses of your Contract. To access this report, you can type SCZM1000 into your search bar on CMUPCM or into the search bar on your desktop. 8. The report will prompt you to enter your contract number. Enter the contract number and then click Submit. You may also use "* for all contracts or search for subsets i.e. 15W* for all FY 14.15 HSD contracts. 44

9. The report will appear as follows and replaces the current county adm29 form 45

Section 6: Adding an Amendment to a Contract *The Amendment process is to be utilized when adding a line item, adjusting an existing line item, or changing the end date to a Contract that has already been pushed over to Purchasing. Any other changes to a Contract can be done by simply opening the Contract, modifying the field, and then saving the Contract. 1. Click on the Amendments tab. 2. Populate the Change Desc field. You can also populate the Description field (not required). 3. Scroll down to the bottom section. If you are making a change to an existing line item, enter the line item number into the Item No field. If you are adding a brand new line item, enter the Item number into the Item No field. 4. Select an Amendment type from the Amend Type dropdown. 5. Enter a Quantity (usually 1 for a Contract). 46 6. Select a Unit of Measure from the Units dropdown.

7. Enter the Amount you are adding to the line item into the Unit Price field. 8. Enter a description into the Desc field. 9. Enter the Key and Obj into the Account Key and Obj fields. If you do not know them, use the Lookup function to search for them. Refer to Section 1.43 for the GL Account Lookup process. 10. Product Code field is not applicable at this time. 47

11. Click the Enter button on your keyboard or the Save button in the top ribbon bar t0 Save your changes. 12. Once you have saved your changes, the Contract Amendment workflow will trigger. Contract amendments will go through the full workflow approval before being pushed to the purchasing module and encumbered. 13. Once you know your contract amendment has gone through the approval process, you will be able to see that the Amendment Total for the contract, a new Current Maximum Total and Encumbrance Total reflects the contract amendment. 48

Section 7: Searching on the CMUPCM Screen 1. Open the CMUPCM screen and click on the Search button in the top right corner of the screen. 1. The screen will clear as shown: 49

2. You can now use any field or a combination of fields to search. Simply type into or select from the dropdowns the criteria you wish to search with and then click the Apply button or the Enter button on your keyboard. 3. The records that most closely resemble your search criteria will appear in the left hand records section. 50

Section 8: Copying a Contract on the CMUPCM Screen 1. Open the CMUPCM screen and click on the Contract you wish to Copy. 2. Then click on the Tools tab on the left-hand side of the screen. 51

3. Click on Copy Contract. 52

4. The following window will appear. If you select Seed, the system will generate a sequential Contract number. If you select Others, then you can create your own Contract Number. Check the Copy Comments box if you wish to copy the comments from the original Contract. Then click Copy. 53

Section 9: Contract Workflow There are two contract workflows; Contract Status and Contract Amendment. The Contract status workflow is the initial approval process for new contracts entered into the system or CAL items loaded into the system where workflow is triggered using the instructions in Section 2 of this guide. The people who approve the document are determined by the Security Cd entered in the Contract Details tab: The levels of workflow required is determined by the CAL Sec type selected: 54 The diagram on the following page illustrates the levels of workflow for each CAL Sec type.

Once a contract goes through the Contract Status workflow, the electronic ADM-29 CDD report (SCZCM1000) will show the electronic approvals for the contract. The Contract Amendment workflow will trigger when information is entered into the Amendments tab and saved. 55 The Contract Amendment workflow follows the same approval process as the Contract Status workflow. The Contract Amendment workflow approvals do not currently show up on the electronic ADM-29 CDD report. Once a contract goes through either of the two contract workflows fully, the purchasing manager will get a notification that the contract can be pushed to PO. This

process will make the contract available to make payments against and will encumber the funds for the contract. 56