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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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Managing contracts spahrs creating a new contract

Managing ContractsSPAHRS Creating a New Contract

6014 - SPAHRS Creating a New Contract Tutorial


Before creating a new contract

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


Creating the contract

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


Maintain contract information

Maintain Contract Information

  • Complete the following:

    • Agency #

    • Approval Route

    • Contractor Type

      • CW – Contract Worker

      • IC – Independent Contractor

Revised: 10/01/2010


Managing contracts spahrs creating a new contract

  • 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


Maintain contract year budget

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


Maintain contract year

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


Continue by adding

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


Maintain service description

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


Maintain request justification

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


Maintain qualification disapproval consequence

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


Contract personnel requested

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


Submit for approval

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


Helpful hints

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


Manage contracts workbooks

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


Managing contracts spahrs creating a new contract1

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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