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ECMS II What’s New

ECMS II What’s New. ECMS II Overview. Improvements: Easier navigation User friendly screen layout Improved search capability Improved access to information. New Functional Areas. Consultant Information Forum Scope clarification Advertisement Q&A My Work Queue.

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ECMS II What’s New

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  1. ECMS II What’s New

  2. ECMS II Overview • Improvements: • Easier navigation • User friendly screen layout • Improved search capability • Improved access to information

  3. New Functional Areas • Consultant Information • Forum • Scope clarification • Advertisement Q&A • My Work Queue

  4. Common Functionsand Navigation • Screen Layout and Navigation • Main Page Concept • Toolbars and Menus • Headers & Headings • Search Screens • Selection Screens • Message Area

  5. Typical ScreenLayout Elements • ECMS Banner • Menu Bar • Toolbar • Message Area • Headers • Section Headings • Required Fields

  6. ECMS Banner Home, Site Index and Help ECMS Banner

  7. Menu Bar Clicking on a sub-menu option, navigates you to a specific screen. Menu Bar

  8. Toolbar Toolbar

  9. Screen Title Screen Title

  10. Message Area – informational messages Informational Messages

  11. Errors and Warnings Warnings, and/or Error Messages

  12. Common Headers Header Agreement Type Quick Jump Status

  13. Section Headings Section Heading Section Heading

  14. Required Fields Required Field

  15. Common Search/Portal Screen Advanced Custom Search Go to specific agreement Advertisement Express Search

  16. Common Selection Screen Click or Check a row to be added Filter lists or search within lists to quickly locate the entries you need Sort results by clicking column headings Select Number of Records displayed per Page

  17. Logging In Login

  18. Logging Out Logout

  19. Consultant Information:New Functional Area • Consultant Information Portal • Consultant Qualifications Package • Consultant Employee Roster and Employee Rates • Consultant Overhead Information

  20. Consultant Qualification Package • Statuses • Draft, Active and Expired • DBE type automatically retrieved from Pennsylvania Unified Certification Program (UCP) • Must confirm when selecting the “Right of Way Acquisition” service

  21. Agreements: What’s New • Agreement Types • Selection Processes • New Statuses • Agreements • Parts/Work Orders

  22. Agreements: What’s New • Agreements Portal • Agreement Information Screen • DBE Goal tracking • Supplement Types • Finalizing Agreements

  23. Agreement Types • Project Specific • Open End • Open End Subtypes • Non-Project Specific • Project Specific • Task Specific

  24. Selection Processes • Normal • Modified • Enhanced Modified • Local • Sole Source

  25. Agreement Statuses Normal Selection Process Setup Status Agreement has been created Final Ranked Final Ranking has been approved Planned Project Published Planned project has been published Negotiation Price proposal has been submitted Extend Technical Proposal due date Advertised Advertisement has been published Negotiation Completed Draft legal agreement created Legal Agreement Deleted SOI Review Statement of Interest deadline has passed Executed Legal Agreement has been executed Shortlisted Short list has been approved Active NTP Issued or Legal WO executed Selection Review Technical proposal due date has passed Select alternate

  26. Idle Final invoice received on all Parts/WO Expired Last Part or Open End expires Final Finalized button clicked when agreement is in Executed, Idle, or Expired status Cancelled When agreement is deferred or the Cancel button is clicked Moves to Active or Expired status if final invoice indicator is removed Moves to Final status if Finalize button clicked Can be deferred when agreement is in Setup, Selection Review, Final Ranked and Negotiation statuses Moves to Active status if you activate part/WO or execute supplement Agreement can be broken down and returned to Expired and Idle status by the CAD Chief Moves to Expired status if last part or open end expires Can be cancelled when agreement is in Setup through Negotiation statuses Moves to Final status if Finalize button clicked Additional Statuses Additional Statuses Normal Selection Process

  27. Modified Selection Process • No SOI Review Status • SOI deadline passes; moves status to Selection Review • Final Ranking based on SOIs • No Shortlisted Status • Shortlisting step omitted

  28. Setup Part Created In-Process Scope of Work Published Part Released Negotiation Price Proposal Submitted Executed Legal Agreement Executed Active Notice to Proceed Issued for Part On-Hold Part Placed On-Hold Agreement Status Normal Selection Part Life Cycle Statuses Supplement Approved Idle Final Invoice Paid on Part Active NTP is issued for supplement parts automatically upon Supplement execution for current parts that already have the NTP issued. Expired Expiration Date Passes for Part Final Finalize Button Clicked CAD Chief Breakdown Part Cancelled Cancel Button Clicked In Setup, In-Process or negotiation Status

  29. Work Order Released Agreement Status Normal Selection Work Order Life Cycle Statuses Setup Work Order Created Idle Final Invoice Paid on Work Order In-Process Scope of Work Published Time Extension Issued Expired Expiration Date Passes for Work Order Negotiation Price Proposal Submitted Final Finalize Button Clicked Breakdown Work Order Negotiation Complete Legal Work Order Created Cancelled Cancel Button Clicked (In Setup, In-Process or Negotiation Status) Active Legal Work Order Executed – serves as NTP On-Hold Work Order Placed On-Hold

  30. Agreements Portal • Agreement/Part/Work Order Search • Quick Jump Search • Advanced Search • Saved searches • Express Search

  31. Agreement InformationScreen • Main page concept • Create/Edit agreement documents • technical proposal and price proposal • Cost and expiration summary • DBE Goal/Commitment/Attained information • Parts/Work Orders

  32. Supplement – 4 Types • Normal • No Fee • OE Time Extension • Administrative

  33. Normal Supplement • Works the same for open end and project specific agreements

  34. No Fee Supplement • Only for Project Specific agreements • Profit factor must be 0 on all parts • Can change part costs • Can transfer $$$ between consultants within the same part • Cannot transfer money between parts

  35. Open End Time Extension • Extend expiration date for original agreement • Can change the DBE % • Not applicable for Project Specific agreements

  36. Administrative Supplement • Open End: • Can add sub using a generic task • Change DBE % • Project Specific: • Change DBE % • Change part expiration date • Transfer $$$ between consultants on each part. • Each part must have a net change of $0

  37. Supplement Screen

  38. Finalizing Agreements • Reminder for Expiring Agreement/Part/Work Order • Consultant evaluation completed for prime consultant • All parts/work orders will be finalized before finalizing agreement

  39. Assignment Agreements: What’s New • Assignment agreement attachment • Provides capability to attach electronic copy of actual “Assignment Agreement” legal document

  40. Planned Projects: What’s New • Planned Projects Portal • Attached document • Support for statewide & district-wide locations

  41. Advertisements What’s New • Advertisements Portal • Advertisement History • Attached document • Questions & Answers

  42. Forum: New Functional Area • Advertisement Q&A • Scope Clarification Q&A • Search and Respond to Questions • Forum Posting Report

  43. Statements of Interest • No significant changes

  44. Selection Results: What’s New • Selection Results Portal • Displays appropriate text in Final Rank for Enhanced Modified Selection agreements • Consultant Agreement Manager users • do NOT have access to Selection Results screens during review process • cannot access until after selection results published • cannot view unpublished reasons

  45. Scope of Work: What’s New • Access Scope of Work through Technical Proposal • Executive Summary Required Indicator • Indicates executive summary attachment is required on the technical proposal

  46. Technical Proposal:What’s New • Access Technical Proposal through Agreement/Supplement/Work Order/Amendment screens • Scope clarification Q&A now accessed through Forum

  47. Completion Date vs. Duration • Consultants now enter Completion Date instead of duration in months for Supplements and Work Orders as shown below:

  48. Technical Proposal:What’s New (cont) • Adding a sub no longer uses a “tree” hierarchy • Quick access to Technical Proposal Approach screen provided by Icon on Summary screen

  49. Price Proposal: What’s New • Ability to view: • All estimate data on one screen • Unit of work details including tasks and other costs • Sub-consultant proposal status and total costs on Summary screen • previously had to go into each of their proposals

  50. Price ProposalWhat’s New (cont) • DBE related information displayed • Enter classification hours on same line • Assign labor task to a unit of work or a unit of work to a labor task

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