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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

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

slide5
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