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  1. Welcometo the Texas Department of Housing and Community AffairsCentral Database TDHCA Contract System Tutorial v.2the Basics August2005 Press Page Down to Continue

  2. 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

  3. 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

  4. 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.

  5. 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

  6. Fund Allocations • Terms to Know • Perform Source of Funds / Program Fund Transactions

  7. 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.

  8. 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

  9. 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

  10. 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

  11. 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

  12. 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

  13. 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

  14. Fund Allocations – Distribute $ to Program Funds (Continued) The Transaction is successful and complete

  15. 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

  16. 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

  17. 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

  18. 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

  19. Main Contract page • The page refreshes • The main contract page displays Main Contract Page

  20. 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

  21. 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

  22. 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”

  23. 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

  24. 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

  25. 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

  26. 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

  27. 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

  28. 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

  29. 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

  30. 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

  31. 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

  32. 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

  33. 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

  34. 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”.

  35. 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

  36. 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

  37. Match Funds • From main contract page • Scroll to “Contract Detail” • ClickMatch Funds See “Contracts” in the CDB Internal User Guide

  38. 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

  39. 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

  40. 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

  41. 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

  42. 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

  43. Notes, Performance Requirements, Activities and Areas 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

  44. Obligate / Deobligate Contract Funds • Funding a Contract • Deobligate $ from Contract back to Program Funds

  45. FUNDING A CONTRACT • 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

  46. FUNDING A CONTRACT To Obligate funds to a Contract From the main contract page of the Contract • Click Allocate Funds

  47. Funding a Contract (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

  48. Funding a Contract (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

  49. Funding a Contract (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

  50. Fund Allocations – Deobligate $ 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