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Welcome to the Texas Department of Housing and Community Affairs Central Database TDHCA Contract System Tutorial v.2 the Basics August 2005. Press Page Down to Continue. Topics Presented. OBLIGATE / DEOBLIGATE CONTRACT FUNDS Funding a Contract

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Presentation Transcript
Press page down to continue

Welcometo the Texas Department of Housing and Community AffairsCentral Database TDHCA Contract System Tutorial v.2the Basics August2005

Press Page Down to Continue


Topics presented
Topics Presented

OBLIGATE / DEOBLIGATE CONTRACT FUNDS

Funding a Contract

Deobligate $ from Contract back to Program Funds

CONTRACT STATUS

CONTRACT ACTIVITY

Fund, Setup, Approval

Search for a Contract Activity

TDHCA CONTRACT SYSTEM DRAW APPROVAL PROCESS

PMC and Accounting Approval

PROJECT COMPLETION REPORT

CENTRAL DATABASE OVERVIEW

HOW TO NAVIGATE THIS TUTORIAL

TUTORIAL OBJECTIVES

FUND ALLOCATIONS

Terms to Know

Perform Source of Funds/Program Fund Transactions

Allocate External Funds to Source Funds

Distribute $ to Program Funds

CONTRACT SETUP

Create a Contract

Contractor

Contact

Search for a Contract

Budget

Labor Standards Officer

Match Funds

Leverage Funds

Notes, Perf Reqs, Areas, Activities


Central database overview
Central Database Overview

Internal CDB Systems Links Located on Intranet Home Page

  • Central Database Resources (folder)

    • Central Database Project Steering Committee

    • CMTS – Internal Access

    • Internal User Guide (PDF)

    • TDHCA Contract System

    • TDHCA Contract System Tutorial (PowerPoint)

  • CDB Project Directory

    Q:\central_database_project

  • TDHCA Interactive (links to all external web-based systems)

    http://www.tdhca.state.tx.us/interactive.htm

Press Page Down to Continue


To navigate this tutorial
To Navigate This Tutorial

  • Use the Page Down, Page Up keys

  • This tutorial contains hyperlinks. From the “Topics Presented” page, you can click on a topic and jump directly to that subject. To return to the “Topics Presented” page, click Return to Topics Presented.

  • Once you have accessed the tutorial, click Browse>Full Screen. This will give you a full PowerPoint screen for easier viewing. To exit, press Esc.

  • Screens within the database are referred to as “page”. A “section” is an area of the page to enter specific information. The title of the “section” is enclosed in quotes. For example, the main contract page includes the “Contract”, “Budget”, “Setasides”, and “Contract Detail” sections. Links are displayed underlined.

  • The term “Shift+Click” is a short-cut used for ease of navigation between the TDHCA Contract System and CMTS.

  • This tutorial is approximately one hour in length and covers the basics of TDHCA Contract System. It is recommended the CDB Internal User Guide be used with the tutorial to expand information about a subject.

  • Consult with your manager or team leader for specific information to enter in the fields.

  • To print the tutorial, it is recommended to print 2 slides per page, select “Color/grayscale=Pure Black/White” to print the reverse shading.


Tutorial objectives
Tutorial Objectives

  • Increase staff awareness and knowledge on using this system

  • Instruct staff on how to use TDHCA Contract System to:

    • Perform Fund Allocations

    • View Histories

    • Search, Create, and Fund Contracts

    • Search and Fund Contract Activities

    • Interact with CMTS

      • Edit Contacts (Persons) for Contracts

      • Add/edit Contacts (telephone, email) and Addresses (CMTS)

    • Perform Approvals

      Staff is able to work at their own pace and review slides at any time

      Note: Not all actions described in this Tutorial can be performed by all Contract System Users. Certain actions are limited by security Roles. Check with your manager or team leader regarding your particular type of access security


Fund allocations
Fund Allocations

  • Terms to Know

  • Perform Source of Funds / Program Fund Transactions


Terms to know
Terms To Know

Source of Funds

External funds are Allocated to TDHCA Source of Funds. TDHCA housing divisions define categories for those funds for that year. IS in turn sets up those categories. Source of Funds may also be Deallocated back to external funds or Distributed to Program Funds.

Program Funds

Program funds are Deallocated back to the Fund Source.

Contract

Funds are Obligated to the Contract from the Program Funds. They are Deobligatedbackto the Program Funds. Refund to Contract is not covered in this tutorial. Contact your manager or team leader for more information.

Contract Activity

Contract Activity funds are Committed / Uncommitted at the Contract level.


Fund allocations allocate external funds to source of funds
Fund Allocations – Allocate External Funds to Source of Funds

Fund Manager has the ability to Allocate$$ from External Funds to “Source Of Funds”, Distribute$$to “Program Funds”, and Deallocate$$ back to External Funds.

Log in to the Contract System

Click Source of Funds on navigation bar

  • Select aSource

  • Click(Transaction icon)

    Note: If you click the Source name, the Fund Hierarchy displays. Use the Browser back button to return

Click Return to Topics Presented

See “Fund Allocations” in the CDB Internal User Guide


Fund allocations allocate external funds to source funds continued
Fund Allocations – Allocate External Funds to Source Funds (Continued)

Select Transaction Type “Fund Source Allocation” from pull-down menu

  • Click Continue

    Note: All transactional Histories can be viewed at any funding level by clicking the History button.

    For example, Source of Funds, Contract, Program Funds, Contract Activity


Fund allocations allocate external funds to source funds continued1
Fund Allocations – Allocate External Funds to Source Funds (Continued)

Select a “Fund Type” from pull-down menu

  • Enter a $amount to Allocate to Source (do not enter $ sign or decimal)

  • Enter Comments in the open box area

  • Click Continue

Comments


Fund allocations allocate external funds to source funds continued2
Fund Allocations – Allocate External Funds to Source Funds (Continued)

  • Message returned in green displays the $ amount of Allocation, date/time of transaction, and Transaction completed

  • “Fund Type” pull-down menudisplays the Source name and funded amount

    An amount from the Source Funds can now be Distributed to the Program Funds

    Note: If the Transaction is not successful, the message returned is red and displays an error message


Fund allocations distribute to program funds
Fund Allocations – Distribute $ to Program Funds

  • Click Source of Fundson navigation bar

    • Select Source name (the same Source selected previously)

    • Click(Transaction icon)

  • The “Transaction” section displays

  • From “Transaction Type” pull-down menu

    • Select “Distribution to Program Fund”

    • Click Continue

      Note: Program Income (PI) is also funded at this level


Fund allocations distribute to program funds continued
Fund Allocations – Distribute $ to Program Funds (Continued)

  • The $amount available to Distribute to the Program displaysin the Avlbl column of “Source of Funds”

  • The “Transaction” section confirms the Transaction Type and from which Source

  • From the “Fund Type” pull-down menu, select the Program to be funded

  • Enter a $amount in the Amount box (do not enter the $ sign or decimal)

  • Enter comments in the open box.

  • Click Continue

Comments


Fund allocations distribute to program funds continued1
Fund Allocations – Distribute $ to Program Funds (Continued)

The Transaction is successful and complete


Fund allocations distribute to program funds continued2
Fund Allocations – Distribute $ to Program Funds (Continued)

To confirm the “Program Funds”:

  • Scroll down to “Program Funds” section

  • “Fund” column displays Name of Program and from which Source

  • The Avlbl column displays ProgramFunds $amount available


Contract setup
Contract Setup

  • Create a Contract

  • Contractor

    • Assign Contract Administrator

    • Edit Contract Administrator in CMTS

  • Contact

    • Assign Contract Contact

    • Edit Contract Contact in CMTS

  • Search for a Contract


Create a contract
Create A Contract

  • From the “Contract Search” section

    • Click Create New Contract

Click Return to Topics Presented

See “Contracts” in the CDB Internal User Guide


Create a contract continued
Create A Contract (Continued)

  • A page with multiple sections displays. Complete the required fields.

    • Contract

    • Setasides

    • Contract Detail

  • Click Save

    Notes:

  • The “Board Approval Date” occurs before the “Project Begin Date”

  • System assigns Contract Number

Required fields yellow

Optional fields blue


Main contract page
Main Contract page

  • The page refreshes

  • The main contract page displays

Main

Contract

Page


Contractor
Contractor

“Contract Administrator” displays as “Contractor” on main contract page

To Assign a Contractor

Click Contractor in the “Contract” section

  • “Assign New Contract Administrator” section displays

  • Enter a Name to search for

  • Click Submit Query

Click Return to Topics Presented

See “Contracts” in the CDB Internal User Guide


Assign contract administrator
Assign Contract Administrator

“Assign New Contract Administrator” section displays

  • A number of matches display in the Search Results

  • Select a Name to assign

  • Click “Assign as Contract Administrator”

See “Contracts” in the CDB Internal User Guide


Create new contract administrator in cmts
Create New Contract Administrator in CMTS

  • If there are “No Results Returned” from the Search

    • The ContractAdministrator must be created in the “Organization” section of CMTS

    • Return to the Contract System and proceed to “Assign New Contract Administrator”


Edit contract administrator in cmts
Edit Contract Administrator in CMTS

“Contract Administrator” in the Contract System is displayed as an Organization in CMTS

  • Click “Contractor” in Contract section

  • “Contract Administrator” displays

  • To edit “Contract Administrator” Shift+Click “Edit [name] in CMTS”

  • Goes to “Organization Detail” in CMTS

    • Make revisions

    • Click Save Organization

    • Close CMTS

  • Return to Contract System

    • Click Contract # on “Contract Administrator” screen to refresh the page


Assign contact
Assign Contact

On the main contract page, in the “Contract” section, click Contact

  • “Assign New Contract Contact” displays

    • Enter a Name to search

  • “Search Results” displays matches

  • From “Search Results”, select name

    • Click “Assign as Contract Contact”

  • Successful Message returned

    • Click Save

Click Return to Topics Presented


Create new contract contact in cmts
Create New Contract Contact in CMTS

“Contract Contact” displays as a “Person” in CMTS

  • If there are “No Results Returned” from the Search

    • The Contract Contact must be created in the “Person” section of CMTS

    • Return to the Contract System and proceed to “Assign New Contract Administrator”

  • Click Contract # of that Contract to refresh the page


Edit contact in cmts
Edit Contact in CMTS

  • From the “Contract” section, click Contact.

  • The “Contract Contact” section displays.

    • Shift+Click “Edit [name] in CMTS”

  • “Person Detail” displays in CMTS

    • Make revisions

    • Click Save Person

  • Close CMTS, return to Contract System

  • Click the Contract # to refreshthe page


Search for a contract
Search for a Contract

  • Click Contract on the navigation bar

  • Enter the Contract Number and/or other information

  • Click Submit Query

Note: This is also the page used to “Create a New Contract”

Click Return to Topics Presented

See “Contracts” in the CDB Internal User Guide


Contract setup continued
Contract Setup (Continued)

  • Budget

  • Labor Standards Officer

    • Assign Labor Standards Officer

    • Edit Labor Standards Officer in CMTS

  • Match Funds

  • Leverage Funds

  • Notes, Perf Reqs, Areas, and Activities


Contracts budget
Contracts / BUDGET

Complete the Planned Budget information

  • Click “Budget Detail” in the “Budget” section of the main contract page

See “Contracts” in the CDB Internal User Guide


Contracts budget continued
Contracts / BUDGET (Continued)

  • “Planned Budget” section displays

    • Enter the Total Budgeted

    • TDHCA Original, and

    • Amended amounts of Admin and/or Project funds budgeted for Contract

    • Click Save

  • $$ amounts entered must match (do not enter $$ signs or commas)

  • Click Contract # to return to the main contract page

  • The budget entries display in the “Budget” section of the Contract page

  • The “Funded” column of the “Planned Budget” section is populated after funds are Obligated to the contract from the Program Funds


Contract detail
Contract Detail

  • The “Board Approval Date” is the only required field in the “Contract Detail” section.

  • This date should be completed when a new Contract is created.

See “Contracts” in the CDB Internal User Guide


Assign labor standards officer
Assign Labor Standards Officer

  • Other fields in the “Contract Detail” section include the “Labor Standards Officer” which, if required, must be completed.

    • Click Labor Standards Officer

See “Contracts” in the CDB Internal User Guide


Assign labor standards officer continued
Assign Labor Standards Officer (Continued)

  • “Assign New Labor Standards Officer” section displays

    • Enter a Name to search

    • Click Submit Query

  • “Search Results” displays

    • Select a Name

    • Click Assign as Labor Standards Officer

  • “Record Updated Successfully” message displays


Create new labor standards officer
Create New Labor Standards Officer

  • If there are “No Results Returned” from the Search, the Labor Standards Officer must be created in the “Person” section of CMTS.

  • Return to the Contract System and “Assign new Labor Standards Officer”.


Edit labor standards officer in cmts
Edit Labor Standards Officer in CMTS

Contract Detail (Continued)

  • To edit“Labor Standards Officer”

    • Shift+Click “Edit [name] in CMTS”

      Note: Labor Standards Officer is displayed as “Person” in CMTS


Edit labor standards officer in cmts1
Edit Labor Standards Officer in CMTS

  • “Person Detail” displays in CMTS

    • Make edits

    • Click Save Person

  • The “Persons” Contact and Address information can also be edited or added here

  • When edits are complete,

    • Click Save Person

  • Close CMTS

  • Return to Contract System

  • Click Contract # to refresh page

See “Contacts and Addresses” in the CDB Internal User Guide


Match funds
Match Funds

  • From main contract page

    • Scroll to “Contract Detail”

    • ClickMatch Funds

See “Contracts” in the CDB Internal User Guide


Match funds continued
Match Funds (Continued)

“Match Funds” section displays

  • To enter new matching funds

    • Click “Add New Match Fund”

  • “Match Fund” sectiondisplays

    • Select a “Source” from the pull-down menu

    • Select a “Match Type” from the pull-down menu

    • Enter an Amount

    • Enter any Comments

    • Click Save

Required fields yellow

Optional fields blue


Leverage funds
Leverage Funds

From main contract page

  • Scroll to “Contract Detail”

    • Click Leverage Funds

    • Enter information

    • Click Save

      Repeat adding Leverage Funds, if needed.

Required fields yellow

Optional fields blue

See “Contracts” in the CDB Internal User Guide


Notes performance requirements activities and areas served
Notes, Performance Requirements, Activities and Areas Served

Notes

  • Used to enter information about a Contract.

  • To create a new Note

    • Click “Create a New Note”

  • Enter note information to the open box area

    • Click Save

Enter note information here

See “Contracts” in the CDB Internal User Guide


Notes performance requirements activities and areas served1
Notes, Performance Requirements, Activities, and Areas Served

Performance Requirements(Perf Reqs)

  • Used to enter income and other information such as AMFI and Rent Restrictions, and Special Needs

Required fields yellow

Optional fields blue

See “Contracts” in the CDB Internal User Guide


Notes performance requirements activities and areas served2
Notes, Performance Requirements, Activities, and Areas Served

Activities

  • “Activities” goes to the “Contract Activity” page

  • Contract activity setup is normally performed by the External Contract Administrator

See “Contracts” in the CDB Internal User Guide


Notes performance requirements activities and areas served3
Notes, Performance Requirements, Activities and Areas Served Served

Areas Served

  • Provides information related to the Cities or Colonias and Counties served by the Contract

  • To add a new City or Colonia

    • Click “Add New City or Colonia”

  • To add a new County

    • Click “Add New County”

See “Contracts” in the CDB Internal User Guide


Obligate deobligate contract funds
Obligate / Deobligate Contract Funds Served

  • Funding a Contract

  • Deobligate $ from Contract back to Program Funds


Funding a contract
FUNDING A CONTRACT Served

  • For a Contract to be funded, the Source of Funds and the Program Funds related to the Contract must be properly funded

  • Administrative Funds are typically funded before the Project Funds

  • Contracts can only be funded when Status is “Pending” or “Pending Amendment”

  • The Contract System automatically applies Program Income (if available) on a per Draw basis; a Contract will never be manually funded with Program Income


Funding a contract1
FUNDING A CONTRACT Served

To Obligate funds to a Contract

From the main contract page of the Contract

  • Click Allocate Funds


Funding a contract continued
Funding a Contract Served(Continued)

  • Scroll to the “Transaction” section “Transaction Type” column

    • Click on the arrow at the drop-down menu

    • Select Obligation from Program Fund

    • Click Continue

      Note: This page will refresh after you click Continue


Funding a contract continued1
Funding a Contract Served(Continued)

  • “Transaction”section displays again

    • The available Program Funds related to the funding year of the Contract displays

  • Fund column

    • Select the appropriate Program Fund for Admin

  • Enter the $$ amount of Admin FundsObligated to the Contract

  • Enter any comments to the Notes section

  • Click Continue when completed


Funding a contract continued2
Funding a Contract Served(Continued)

  • If the Transaction is successful, a message in ‘green’ type displays at top of page

  • Click Contract # to return to the main contract page

    Repeat steps 1-9 to Obligate funds to the Contract Project fund


Fund allocations deobligate from contract back to program funds
Fund Allocations – ServedDeobligate $ from Contract back to Program Funds

The only way to manually Deobligate funds from a Contract back to a Program fund using these steps is if the Contract Status is either Pending or Pending Amendment.

From the main contract page:

  • Click Allocate Funds

  • From the next page

    • Scroll to the “Transaction” section

  • From the “Transaction Type” pull-down menu,

    • Select “Deobligation to Program Fund”

  • Click Continue

Click Return to Topics Presented


Fund allocations deobligate from contract back to program funds1
Fund Allocations – ServedDeobligate $ from Contract back to Program Funds

  • The page refreshes

  • From the “Transaction” section –

    • Select a Fund from the pull-down menu to Deobligate back to the Program Fund

    • Enter an amount to Deobligate

  • Enter any comments to the open box area

  • Click Continue


Fund allocations deobligate from contract back to program funds2
Fund Allocations – ServedDeobligate $ from Contract back to Program Funds

If the transaction is successful, a message in green displays the following information:

  • The amount of deobligation

  • Program Name

  • Source Name

  • Date/Time

  • Transaction completed


Contract status
Contract Status Served

Changing a Contract Status can affect all related Contract Activities and/or all related Draws


Contract status1
Contract Status Served

To Change the Status of a Contract

  • From the main contract page of that Contract

    • Click Status

  • “Contract Status” section displays

  • From “Contract Status” pull-down menu

    • Select appropriate Status

    • Click Add

  • Click Contract # to refresh page

    Notes:

  • The Status selection is action dependent.

  • This includes Amendments.

Click Return to Topics Presented


Press page down to continue

  • Once funds are Obligated Servedto the Contract and the Contract Status is “Active”, the Contract Administrator may submit a “Draw Request” for Admin funds

  • The Draw Approval process is discussed later in this tutorial


Contract activity
Contract Activity Served

  • Setup, Fund, and Approval

    • (External) Contract Activity Setup

    • Fund a Contract Activity

    • PMC Approval / Disapproval

    • Accounting Approval / Disapproval

  • Search for a Contract Activity


External contract activity setup
External Contract Activity Setup Served

  • Once the Contract is funded and the Contract Status is Active, PMC assigns the Contract to an External Contract Administrator

  • The “Active” Contract will display on the Contract Administrator’s “Notifications” screen

  • The External Contract Administrator will set up the Contract Activity and submit to TDHCA with Status=“Pending PM Approval”

  • The Contract Activity displays on PMC “Notifications” page withStatus= “Pending PM Approval”

See the External User Guide for More Information


Commit funds to a contract activity
Commit Funds to a Contract Activity Served

Once the Contract Activity is received on PMC Notification page, funds are committed to the Contract Activity

  • The Contract Activity # is displayed on the Notification page as “Unassigned” because the Activity # has not been assigned

    • Click on “Unassigned” Activity # of that Contract

    • The related Contract # also displays

  • From the main contract page of that Contract

    • Click Allocate Funds


Commit funds to a contract activity continued
Commit Funds to a Contract Activity Served(Continued)

  • Contract page displays the Contract # and several sections:

    • Contract

    • Budget

    • Contract Funds

    • Transaction

  • From the “Transaction” section

    • “Transaction Type” pull-down menu

    • Select “Commitment to Contract Activity”

    • Click Continue


Commit funds to a contract activity continued1
Commit Funds to a Contract Activity Served(Continued)

The next page displays the Transaction and Contract Fund information such as the Source Funds name, Program Name, the Contract #, and the Committed funds to the Contract

From the “Activity” column in the Transaction section

  • Select the Contract Activity number from the pull-down menu which will receive the commitment of funds

  • Enter a $amount to commit

  • Click Continue

    Click Contract # at top left of page to return to the Contract


Commit funds to a contract activity continued2
Commit Funds to a Contract Activity Served(Continued)

  • If the transaction is successful, a message in green type will display

  • The “Budget” section displays the “Committed” amount to the Contract Activity

  • The “Contract Activity Funds” section displays the funded amount


Contract activity pmc approval
Contract Activity PMC Approval Served

From the Overview section

  • Status=“Pending PM Approval”

  • Enter the Activity # and other field information as needed

    • Click Save

      Note: (Message returned in green if successful)

    • Click Approve

Click Return to Topics Presented


Contract activity pmc approval continued
Contract Activity PMC Approval Served(Continued)

  • “New Approval Action for Portfolio Management” displays

    • Enter Comments

    • Click Save

    • Message in green if successful

See “Contract Activities” in the CDB Internal User Guide


Contract activity pmc disapproval
Contract Activity PMC Disapproval Served

  • When the Contract Activity displays on PMC “Notifications” page with a Status “Pending PMC Approval” and PMC clicks “Disapprove”

    • The Activity Status is automatically changed to “Disapproved by PM”

  • The Activity displays on the Contract Administrator’s Notifications page as “Disapproved by PM”

    • Contract Administrator can make changes to the Activity and resubmit

See “Contract Activities” in the CDB Internal User Guide


Contract activity accounting approval
Contract Activity Accounting Approval Served

Once PMC approves the Contract Activity, the Contract Activity Status is automatically changed to “Pending Accounting Approval” and will then display on Accounting’s “Notifications” page

See “Contract Activities” in the CDB Internal User Guide


Contract activity accounting approval continued
Contract Activity Accounting Approval Served(Continued)

  • Accounting reviews the Contract Activity and either Approves, Approves with Conditions, or Disapproves

  • To approve, Click Approve

See “Contract Activities” in the CDB Internal User Guide


Contract activity accounting approval continued1
Contract Activity Accounting Approval Served(Continued)

  • “New Approval Action for Accounting” displays

    • Enter comments

    • Click Save

  • Successful Message in green displays

  • The Activity now displays on the Contract Administrator’s Notifications page with Status = “Active”

Comments

See “Contract Activities” in the CDB Internal User Guide


Search for a contract activity
Search for a Contract Activity Served

  • Click Contract Activity on the navigation bar

  • Enter the Contract Activity Number and/or other information

  • Click Search

See “Contract Activities” in the CDB Internal User Guide


Tdhca contract system draw approval process
TDHCA Contract System DRAW Approval Process Served

  • PMC Approval

  • Accounting Approval


Approving a contract draw or contract activity draw
Approving A Contract Draw OR Contract Activity Draw Served

  • The Approval process for approving a Contract Draw or a Contract Activity Draw by PMC and Accounting is similar

  • Once the Contract and Contract Activity, Funding, and Approval Process is complete, the Contract and Contract Activity are in “Active” status

  • An External Contract Administrator creates and submits a Draw Request with Status “Pending PM Approval” to TDHCA

Click Return to Topics Presented


Approving a draw
Approving A Draw Served

  • PMC receives the Draw Request on their “Notifications” page under “Your Draws”

    • Click Draw #

  • A page with 5 sections displays:

    • Activity Budget

    • Draw Request

    • Draws for Project

    • Match Information

    • Approval Actions

  • “Draw Request” section

    • Status=“Pending PM Approval”

  • Check accuracy of Draw Request and complete any required fields

  • From the “Approval Actions” section

    • Click Save

  • Successful Message returned

    • Click Approve


Approving a draw continued
Approving A Draw Served(Continued)

  • “New Approval Action for Portfolio Management” section displays

    • Enter Comments

    • Click Save

  • “Approval Actions by Portfolio Management” displays

    • Successful Message returned

  • The Draw Request will now display on Accountings “Notifications” page

COMMENTS


Approving a draw continued1
Approving A Draw Served(Continued)

  • Accounting receives the Draw Request on their “Notifications” page under “Your Draws”

    • Status =“Pending Processing”

    • Click Draw #

    • From the “Draw Request” section

      • Check accuracy of Draw Request and complete any required fields and click Save

      • Once all required fields are saved, click “Process without Saving” to apply funds to the Draw


Approving a draw continued2
Approving A Draw Served(Continued)

  • Draw Status is automatically changed to “Pending Accounting Approval”

  • In the “Approval Actions” section

    • Click Approve


Approving a draw continued3
Approving A Draw Served(Continued)

  • “New Approval Action for Accounting” displays

    • Enter any Comments

    • Click Save

  • Success Message returned

    • Click the DRAW #

COMMENTS


Approving a draw continued4
Approving A Draw Served(Continued)

  • From the DRAW information page

    • Status = “Approved”

  • Scroll to “Approval Actions” section

    • Displays the Approval information


Project completion report
Project Completion Report Served

  • Approval Process


Project completion report1
Project Completion Report Served

  • A Project Completion Report (PCR) may be submitted by the Contract Administrator at any time after the Contract Activity is setup and made Active

  • The PCR submission process is similar to the DRAW submission process

Click Return to Topics Presented


Project completion report continued
Project Completion Report Served(Continued)

  • Once the PCR is submitted, the Contract Activity Status changes from “Active” to “Pending PCR Approval” and displays on PMC Notification page under “Your PCR Contract Activities”

    • Click the Activity #

  • A page displays with multiple sections. For example,

    • Overview

    • Address

    • Allocation

    • Draw Balances, and so on


Project completion report continued1
Project Completion Report Served(Continued)

  • PMC verifies the information on the PCR is correct.

    • To view the PCR, scroll down to the Related section

    • ClickProject Completion Report

  • The PCR Contract Activity displays and contains multiple sections For example,

    • Activity Details

    • Address

    • Property Details

    • Home, Public, and Private Funds, and

    • Total Project Costs

  • Click Contract Activity # to return


Project completion report continued2
Project Completion Report Served(Continued)

  • PMC also checks to make sure that a Final Draw is Approved for that Contract Activity.

  • On the PCR Contract Activity

    • Scroll to “Draw Balances” section

      • Click Draw Requests

  • “Draw List” section of the PCR Contract Activity displays

  • After validation,

    • Click Contract Activity # to return


Project completion report continued3
Project Completion Report Served(Continued)

  • Once these conditions are met, PMC changes the PCRActivity Status

    • fromPending PCR Approval

      to

    • Closed

      or

    • Pending Amendment (only if a change is to be made to the Activity)

    • Enter a Date

    • Click Add

  • Success message is returned

    • Click the Activity #

  • Verify the PCR Contract Activity Status is changed toClosed


Press page down to continue

Thank You! Served

We hope this tutorial helped you.

Be sure to see the CMTS Training Tutorial