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ECMS II What’s New

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ECMS II Overview Improvements:

Easier navigation User friendly screen layout Improved search capability Improved access to information

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New Functional Areas Consultant Information Forum

Scope clarification Advertisement Q&A

My Work Queue

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Common Functionsand Navigation Screen Layout and Navigation

Main Page Concept Toolbars and Menus Headers & Headings

Search Screens Selection Screens Message Area

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Typical ScreenLayout Elements ECMS Banner Menu Bar Toolbar Message Area Headers Section Headings Required Fields

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ECMS Banner

ECMS Banner Home, Site Index and Help

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Menu BarClicking on a sub-menu option, navigates you to a specific screen.

Menu Bar

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Toolbar

Toolbar

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Screen Title

Screen Title

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Message Area – informational messages

Informational Messages

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Errors and Warnings

Warnings, and/or Error Messages

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Common Headers

Quick Jump

Header

Status

Agreement Type

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Section Headings

Section Heading

Section Heading

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Required Fields

Required Field

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Common Search/Portal Screen

Go to specific agreement Advertisement

Advanced Custom Search

Express Search

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Common Selection Screen

Filter lists or search within lists to quickly locate the entries you need

Select Number of Records displayed

per Page

Click or Check a row to be added

Sort results by clicking column headings

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Logging In

Login

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Logging Out

Logout

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Consultant Information:New Functional Area

Consultant Information Portal Consultant Qualifications Package Consultant Employee Roster and

Employee Rates Consultant Overhead Information

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Consultant Qualification Package Statuses

Draft, Active and Expired DBE type automatically retrieved

from Pennsylvania Unified Certification Program (UCP)

Must confirm when selecting the “Right of Way Acquisition” service

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Agreements: What’s New Agreement Types Selection Processes New Statuses

Agreements Parts/Work Orders

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Agreements: What’s New Agreements Portal Agreement Information Screen DBE Goal tracking Supplement Types Finalizing Agreements

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Agreement Types Project Specific Open End Open End Subtypes

Non-Project Specific Project Specific Task Specific

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Selection Processes Normal Modified Enhanced Modified Local Sole Source

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Select alternate

Setup StatusAgreement has been created

Planned Project PublishedPlanned project

has been published

AdvertisedAdvertisement

has been published

SOI ReviewStatement of Interest deadline has passed

ShortlistedShort list has

been approved

Selection ReviewTechnical proposal

due date has passed

Extend Technical Proposal due date

Agreement StatusesNormal Selection Process

Final RankedFinal Ranking

has been approved

Negotiation Price proposal

has been submitted

Negotiation CompletedDraft legal

agreement created

ExecutedLegal Agreement

has been executed

ActiveNTP Issued or

Legal WO executed

Legal Agreement

Deleted

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Additional Statuses

IdleFinal invoice

received on all Parts/WO

FinalFinalized button

clicked when agreement is in

Executed, Idle, or Expired status

ExpiredLast Part or Open End

expires

Moves to Expired status if last part or open end expires

Moves to Active status if you activate part/WO or execute supplement

Moves to Active or Expired status if final invoice indicator is removed

Moves to Final status if Finalize button clicked

Moves to Final status if Finalize button clicked

CancelledWhen agreement is deferred or the Cancel button is

clicked

Agreement can be broken down and

returned to Expired and Idle

status by the CAD Chief

Can be deferred when agreement is in Setup, Selection Review, Final Ranked and Negotiation statuses

Can be cancelled when agreement is in Setup through Negotiation statuses

Additional StatusesNormal Selection Process

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Modified Selection Process No SOI Review Status

SOI deadline passes; moves status to Selection Review

Final Ranking based on SOIs No Shortlisted Status

Shortlisting step omitted

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Agreement Status Normal Selection

SetupPart Created

In-ProcessScope of Work

Published

NegotiationPrice Proposal

Submitted

ExecutedLegal Agreement

Executed

ActiveNotice to Proceed

Issued for Part

On-HoldPart Placed

On-Hold

PartReleased

Part Life CycleStatuses

IdleFinal InvoicePaid on Part

ExpiredExpiration Date Passes for Part

FinalFinalize Button

Clicked

CancelledCancel Button ClickedIn Setup, In-Process or

negotiation Status

CAD Chief Breakdown

Part

SupplementApproved

Active NTP is issued for supplement parts

automatically upon Supplement

execution for current parts that already

have the NTP issued.

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Agreement Status Normal Selection

SetupWork Order Created

In-ProcessScope of Work

Published

NegotiationPrice Proposal

Submitted

Negotiation CompleteLegal Work Order

Created

ActiveLegal Work Order

Executed – serves as NTP

On-HoldWork Order Placed

On-Hold

Work OrderReleased

Work Order Life CycleStatuses

IdleFinal Invoice

Paid on Work Order

ExpiredExpiration Date

Passes for Work Order

FinalFinalize Button

Clicked

CancelledCancel Button Clicked

(In Setup, In-Process or Negotiation Status)

BreakdownWork Order

TimeExtension

Issued

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Agreements Portal Agreement/Part/Work Order Search

Quick Jump Search Advanced Search

Saved searches Express Search

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Agreement InformationScreen Main page concept

Create/Edit agreement documents technical proposal and price proposal

Cost and expiration summary DBE Goal/Commitment/Attained

information Parts/Work Orders

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Supplement – 4 Types Normal No Fee OE Time Extension Administrative

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Normal Supplement Works the same for open end and

project specific agreements

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No Fee Supplement Only for Project Specific

agreements Profit factor must be 0 on all parts Can change part costs Can transfer $$$ between

consultants within the same part Cannot transfer money between parts

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Open End Time Extension Extend expiration date for original

agreement Can change the DBE % Not applicable for Project Specific

agreements

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Administrative Supplement Open End:

Can add sub using a generic task Change DBE %

Project Specific: Change DBE % Change part expiration date Transfer $$$ between consultants on each

part. Each part must have a net change of $0

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Supplement Screen

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Finalizing Agreements Reminder for Expiring

Agreement/Part/Work Order Consultant evaluation completed

for prime consultant All parts/work orders will be

finalized before finalizing agreement

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Assignment Agreements: What’s New Assignment agreement

attachment Provides capability to attach

electronic copy of actual “Assignment Agreement” legal document

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Planned Projects: What’s New Planned Projects Portal Attached document Support for statewide & district-

wide locations

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Advertisements What’s New Advertisements Portal Advertisement History Attached document Questions & Answers

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Forum: New Functional Area Advertisement Q&A Scope Clarification Q&A Search and Respond to Questions Forum Posting Report

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Statements of Interest No significant changes

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Selection Results: What’s New Selection Results Portal Displays appropriate text in Final Rank for

Enhanced Modified Selection agreements Consultant Agreement Manager users

do NOT have access to Selection Results screens during review process

cannot access until after selection results published

cannot view unpublished reasons

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Scope of Work: What’s New Access Scope of Work through

Technical Proposal Executive Summary Required

Indicator Indicates executive summary

attachment is required on the technical proposal

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Technical Proposal:What’s New Access Technical Proposal through

Agreement/Supplement/Work Order/Amendment screens

Scope clarification Q&A now accessed through Forum

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Completion Date vs. Duration

Agreement Type ScenarioNTP

Issued? Date vs. Duration Default ValueProject Specific Part for original Agreement n/a Duration noneProject Specific Existing Part for Supplement 1 No Duration Duration from Original Agreement's Tech Proposal

Project Specific Existing Part for Supplement N No Duration

Duration from most recent Supplement's Tech Proposal (if Part was on that Supplement) or Tech Proposal from Orgiinal Agreement if never Supplemented previously.

Project Specific Existing Part for Supplement N Yes Date Current Part Expiration Date

Open End original Agreement n/a Duration None. Open End Supplement N n/a Date Current Agreement Expiration Date

Open End original Work Order n/a Date noneOpen End Work Order Amendment N Yes* Date Current Work Order Expiration Date

* Once the original Work Order is executed, the Notice to Proceed has been given.

Consultants now enter Completion Date instead of duration in months for Supplements and Work Orders as shown below:

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Technical Proposal:What’s New (cont) Adding a sub no longer uses a

“tree” hierarchy Quick access to Technical Proposal

Approach screen provided by Icon on Summary screen

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Price Proposal: What’s New Ability to view:

All estimate data on one screen Unit of work details including tasks

and other costs Sub-consultant proposal status and

total costs on Summary screen previously had to go into each of their

proposals

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Price ProposalWhat’s New (cont) DBE related information displayed Enter classification hours on same

line Assign labor task to a unit of work

or a unit of work to a labor task

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Legal Agreements:What’s New Check of DBE status

DBE certification verified upon execution

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Invoicing: What’s New Invoices Portal Invoicing now an online process

DBE attainment information updated upon invoice approval

Approval and Payment workflow broken out to show SAP process

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InvoicingWhat’s New (cont) Penndot PM can reject and send

invoice back to Draft status Can specify only one invoice as

Final Penndot can mark or unmark

invoice as Final

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InvoicingWhat’s New (cont) Can delete invoice in Draft status Can no longer add payroll for lump

sum method of payment Separate entry for

Overtime/Hazardous hours

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Consultant EvaluationWhat’s New PennDOT must set criteria and

section weights and submit to Consultant for acknowledgement prior to… Issuing Notice to Proceed for a Part Creating Draft Legal Work Order

Current evaluations stay in current system Not in ECMS II

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Consultant Evaluation (cont.) Scoring system changed

CE – Consistently Exceeds EE – Exceeds Expectations EP – Expected Performance FM – Fails to Meet Expectations CF – Consistently Fails

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My Work QueueNew Functional Area My Work Queue Portal Search for and view list of Items

pending action Customized and Express Search

Capability

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Questions? ???