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Managing Contracts SPAHRS Creating a New Contract

Managing Contracts SPAHRS Creating a New Contract. 6014 - SPAHRS Creating a New Contract Tutorial. Before Creating a New Contract. Complete these steps: For Independent Contractors (IC) Have Vendor Identification number (VIN) set up in SAAS For Contract Workers (CW)

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Managing Contracts SPAHRS Creating a New Contract

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  1. Managing ContractsSPAHRS Creating a New Contract 6014 - SPAHRS Creating a New Contract Tutorial

  2. Before Creating a New Contract Complete these steps: • For IndependentContractors (IC) • Have Vendor Identification number (VIN) set up in SAAS • For Contract Workers (CW) • Add Social Security number (SSN) to SPAHRS Demograph record (EM-ME-ED) Revised: 10/01/2010

  3. Creating the Contract • Access the Browse Contracts by Agency screen (MC-MC). • Enter Agency Number. • Type an “A” in the Action field beside any contract. • The Maintain Contract Information screen is displayed. Revised: 10/01/2010

  4. Maintain Contract Information • Complete the following: • Agency # • Approval Route • Contractor Type • CW – Contract Worker • IC – Independent Contractor Revised: 10/01/2010

  5. Enter the following information: • SSN/VIN # • Origin Start Date & End Date • Contract Service Type (F1 to Browse Valid Types) • Agreement Amount for entire contract • Press ENTER • This action takes you to the “Maintain Contract Year Budget” screen. Revised: 10/01/2010

  6. Maintain Contract Year Budget • Type requested expenditure amounts in applicable categories. • Press ENTER. • This action takes you to the “Maintain Contract Year” screen. Revised: 10/01/2010

  7. Maintain Contract Year • Complete the following fields: • Pay Thru Date (if date needs to be modified) • Maximum Unit Cost (if not paid hourly) • Pay Frequency (“K” for CW; blank if IC) Revised: 10/01/2010

  8. Continue by adding… • Max Hourly Rate if Contract Worker • Funding Percent • General Fund • Federal Fund • Other Fund • Press ENTER. • System skips to screen #5 – “Maintain Service Description.” Revised: 10/01/2010

  9. Maintain Service Description • Enter detailed services information requested on this screen – duties, requirements, etc. • Press ENTER. • System takes you back to Screen #3 – “Maintain Contract Personnel / Vacancy Info.” Revised: 10/01/2010

  10. Maintain Request Justification • Press F11 to reach the “Maintain Request Justification” screen. • Justify the reason you need personnel to perform these duties. • Press ENTER. Revised: 10/01/2010

  11. Maintain Qualification/Disapproval Consequence • Type the qualifications that demonstrate why the worker is best suited for the task. • TAB down to the next section. • Type the consequences to the agency if the contract is not approved. • Press ENTER. Revised: 10/01/2010

  12. Contract Personnel Requested • # of PERS - type the number of personnel requested • Vacancies in Agency – type number of vacancies for the same / related classification • Press ENTER. • Press F3 to exit the Contract Year and return to the “Maintain Contract Information” screen. Revised: 10/01/2010

  13. Submit for Approval • Type an “M” in the action field next to the contract year. • Press ENTER. • Press F11 to access the “Maintain Contract Year” screen. • Type a “Y” in the Transmit for Approval field. • Press ENTER. Revised: 10/01/2010

  14. Helpful Hints: • Please press the ENTER key, as instructed, to keep from losing information. • Complete your contract; then proof it. • Modify it if needed. • Submit for approval when satisfied it is correct. NOTE: Remaining in the contract a long period of time without pressing the ENTER key may cause the system to timeout, in which case you will have to begin again. Revised: 10/01/2010

  15. Manage Contracts Workbooks Detailed instructions are given in the training materials located on the MMRS website at www.mmrs.state.ms.us. • Select Training • Select Training Materials • Select SPAHRS • Select Manage Contracts Revised: 10/01/2010

  16. Managing ContractsSPAHRS Creating a New Contract DFA/MMRS 501 North West Street, Jackson, MS 39201 1201A Woolfolk Building P. O. Box 267, Jackson, MS 39205-0267 Phone: (601) 359-6570 Fax: (601) 359-6551

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