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Welcometo 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
2TDHCA Contract System
CENTRAL DATABASE OVERVIEW
HOW TO NAVIGATE THIS TUTORIAL
TUTORIAL OBJECTIVES
FUND ALLOCATIONSTerms to Know
Perform Source of Funds/Program Fund Transactions
Allocate External Funds to Source Funds
Distribute $ to Program Funds
CONTRACT SETUPCreate a Contract
Contractor
Contact
Search for a Contract
Budget
Labor Standards Officer
Match Funds
Leverage Funds
Notes, Perf Reqs, Areas, Activities
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
Topics Presented
3TDHCA Contract System
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
4TDHCA Contract System
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.
5TDHCA Contract System
Tutorial Objectives
Increase staff awareness and knowledge on using this system Instruct staff on how to use TDHCA Contract System to:
Perform Fund AllocationsView HistoriesSearch, Create, and Fund ContractsSearch and Fund Contract ActivitiesInteract 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
6TDHCA Contract System
Fund Allocations
Terms to Know Perform Source of Funds / Program Fund
Transactions
7TDHCA Contract System
Terms To Know
Source of FundsExternal 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 FundsProgram funds are Deallocated back to the Fund Source.
ContractFunds are Obligated to the Contract from the Program Funds. They are Deobligated back to 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.
8TDHCA Contract System
Fund Allocations – Allocate External Funds to Source of Funds
Log in to the Contract System
Click Source of Funds on navigation bar
Select a Source
Click (Transaction icon)
Note: If you click the Source name, the Fund Hierarchy displays. Use the Browser back button to return
See “Fund Allocations” in the CDB Internal User Guide
Fund Manager has the ability to Allocate $$ from External Funds to “Source Of Funds”, Distribute $$ to “Program Funds”, and Deallocate $$ back to External Funds.
Click Return to Topics Presented
9TDHCA Contract System
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
10TDHCA Contract System
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
11TDHCA Contract System
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 menu displays 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
12TDHCA Contract System
Fund Allocations – Distribute $ to Program Funds
Click Source of Funds on 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
13TDHCA Contract System
Fund Allocations – Distribute $ to Program Funds (Continued)
The $ amount available to Distribute to the Program displays in 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
14TDHCA Contract System
Fund Allocations – Distribute $ to Program Funds (Continued)
The Transaction is successful and complete
15TDHCA Contract System
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 Program Funds $ amount available
16TDHCA Contract System
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
17TDHCA Contract System
Create A Contract
From the “Contract Search” section
Click Create New Contract
See “Contracts” in the CDB Internal User Guide
Click Return to Topics Presented
18TDHCA Contract System
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 yellowOptional fields blue
19TDHCA Contract System
Main Contract page
The page refreshes
The main contract page displays
Main
Contract
Page
20TDHCA Contract System
Contractor
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
See “Contracts” in the CDB Internal User Guide
“Contract Administrator” displays as “Contractor” on main contract page
Click Return to Topics Presented
21TDHCA Contract System
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
22TDHCA Contract System
Create New Contract Administrator in CMTS
If there are “No Results Returned” from the Search
1. The Contract Administrator must be created in the “Organization” section of CMTS
2. Return to the Contract System and proceed to “Assign New Contract Administrator”
23TDHCA Contract System
Edit Contract Administrator 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
“Contract Administrator” in the Contract System is displayed as an Organization in CMTS
24TDHCA Contract System
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
25TDHCA Contract System
Create New Contract Contact in CMTS
If there are “No Results Returned” from the Search
1. The Contract Contact must be created in the “Person” section of CMTS
2. Return to the Contract System and proceed to “Assign New Contract Administrator”
Click Contract # of that Contract to refresh the page
“Contract Contact” displays as a “Person” in CMTS
26TDHCA Contract System
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
27TDHCA Contract System
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”
See “Contracts” in the CDB Internal User Guide
Click Return to Topics Presented
28TDHCA Contract System
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
29TDHCA Contract System
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
30TDHCA Contract System
Contracts / BUDGET (Continued)
“Planned Budget” section displaysEnter 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
31TDHCA Contract System
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
32TDHCA Contract System
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
33TDHCA Contract System
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
34TDHCA Contract System
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”.
35TDHCA Contract System
Edit Labor Standards Officer in CMTS
To edit “Labor Standards Officer”
Shift+Click “Edit [name] in CMTS”
Note: Labor Standards Officer is displayed as “Person” in CMTS
Contract Detail (Continued)
36TDHCA Contract System
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
37TDHCA Contract System
Match Funds
From main contract page
Scroll to “Contract Detail”
Click Match Funds
See “Contracts” in the CDB Internal User Guide
38TDHCA Contract System
Match Funds (Continued)
“Match Funds” section displays
To enter new matching funds
Click “Add New Match Fund”
“Match Fund” section displays
1. Select a “Source” from the pull-down menu
2. Select a “Match Type” from the pull-down menu
3. Enter an Amount
4. Enter any Comments
5. Click Save
Required fields yellowOptional fields blue
39TDHCA Contract System
Leverage Funds
From main contract page
Scroll to “Contract Detail”
Click Leverage Funds
Enter information
Click Save
Repeat adding Leverage Funds, if needed.
See “Contracts” in the CDB Internal User Guide
Required fields yellowOptional fields blue
40TDHCA Contract System
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
See “Contracts” in the CDB Internal User Guide
Enter note information here
41TDHCA Contract System
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
See “Contracts” in the CDB Internal User Guide
Required fields yellowOptional fields blue
42TDHCA Contract System
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
43TDHCA Contract System
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
44TDHCA Contract System
Obligate / Deobligate Contract Funds
Funding a Contract Deobligate $ from Contract back to Program
Funds
45TDHCA Contract System
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
46TDHCA Contract System
FUNDING A CONTRACT
To Obligate funds to a Contract
From the main contract page of the Contract
1. Click Allocate Funds
47TDHCA Contract System
2. 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 (Continued)
48TDHCA Contract System
3. “Transaction” section displays again
The available Program Funds related to the funding year of the Contract displays
4. Fund column
Select the appropriate Program Fund for Admin
5. Enter the $$ amount of Admin Funds Obligated to the Contract
6. Enter any comments to the Notes section
7. Click Continue when completed
Funding a Contract (Continued)
49TDHCA Contract System
8. If the Transaction is successful, a message in ‘green’ type displays at top of page
9. Click Contract # to return to the main contract page
Repeat steps 1-9 to Obligate funds to the Contract Project fund
Funding a Contract (Continued)
50TDHCA Contract System
Fund Allocations – Deobligate $ from Contract back to Program Funds
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
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.
Click Return to Topics Presented
51TDHCA Contract System
Fund Allocations – Deobligate $ 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
52TDHCA Contract System
Fund Allocations – Deobligate $ 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
53TDHCA Contract System
Contract StatusChanging a Contract Status can affect all related
Contract Activities and/or all related Draws
54TDHCA Contract System
Contract Status
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
55TDHCA Contract System
Once funds are Obligated to 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
56TDHCA Contract System
Contract Activity
Setup, Fund, and Approval (External) Contract Activity Setup Fund a Contract Activity PMC Approval / Disapproval Accounting Approval / Disapproval
Search for a Contract Activity
57TDHCA Contract System
External Contract Activity Setup
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
58TDHCA Contract System
Commit Funds to a Contract Activity
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 ContractThe related Contract # also displays
From the main contract page of that Contract
Click Allocate Funds
59TDHCA Contract System
Commit Funds to a Contract Activity (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
60TDHCA Contract System
Commit Funds to a Contract Activity (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
61TDHCA Contract System
Commit Funds to a Contract Activity (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
62TDHCA Contract System
Contract Activity PMC Approval
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
63TDHCA Contract System
See “Contract Activities” in the CDB Internal User Guide
Contract Activity PMC Approval (Continued)
“New Approval Action for Portfolio Management” displays
Enter Comments
Click Save
Message in green if successful
64TDHCA Contract System
See “Contract Activities” in the CDB Internal User Guide
Contract Activity PMC Disapproval
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
65TDHCA Contract System
See “Contract Activities” in the CDB Internal User Guide
Contract Activity Accounting Approval
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
66TDHCA Contract System
See “Contract Activities” in the CDB Internal User Guide
Contract Activity Accounting Approval (Continued)
Accounting reviews the Contract Activity and either Approves, Approves with Conditions, or Disapproves
To approve, Click Approve
67TDHCA Contract System
See “Contract Activities” in the CDB Internal User Guide
Contract Activity Accounting Approval (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
68TDHCA Contract System
Search for a Contract Activity
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
69TDHCA Contract System
TDHCA Contract System DRAW Approval Process
PMC Approval Accounting Approval
70TDHCA Contract System
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
Approving A Contract Draw OR Contract Activity Draw
Click Return to Topics Presented
71TDHCA Contract System
Approving A Draw
PMC receives the Draw Request on their “Notifications” page under “Your Draws”
Click Draw # A page with 5 sections displays:
Activity BudgetDraw RequestDraws for ProjectMatch InformationApproval Actions
“Draw Request” sectionStatus=“Pending PM Approval”
Check accuracy of Draw Request and complete any required fields
From the “Approval Actions” sectionClick Save
Successful Message returnedClick Approve
72TDHCA Contract System
Approving A Draw (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
73TDHCA Contract System
Approving A Draw (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
74TDHCA Contract System
Approving A Draw (Continued)
Draw Status is automatically changed to “Pending Accounting Approval”
In the “Approval Actions” section
Click Approve
75TDHCA Contract System
Approving A Draw (Continued)
“New Approval Action for Accounting” displays
Enter any Comments
Click Save Success Message returned
Click the DRAW #COMMENTS
76TDHCA Contract System
Approving A Draw (Continued)
From the DRAW information page
Status = “Approved”
Scroll to “Approval Actions” section
Displays the Approval information
78TDHCA Contract System
Project Completion Report
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
79TDHCA Contract System
Project Completion Report (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
80TDHCA Contract System
Project Completion Report (Continued)
PMC verifies the information on the PCR is correct.
To view the PCR, scroll down to the Related section
Click Project 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
81TDHCA Contract System
Project Completion Report (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
82TDHCA Contract System
Project Completion Report (Continued)
Once these conditions are met, PMC changes the PCR Activity Status
from Pending PCR Approvalto
Closedor
Pending Amendment (only if a change is to be made to the Activity)Enter a DateClick Add
Success message is returnedClick the Activity #
Verify the PCR Contract Activity Status is changed to Closed
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