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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.

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Presentation on theme: "Welcome to the Texas Department of Housing and Community Affairs Central Database TDHCA Contract System Tutorial v.2 the Basics August 2005 Press Page."— Presentation transcript:

1 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

2 2TDHCA Contract System 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 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

3 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) Press Page Down to Continue

4 TDHCA Contract System 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 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 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, ) 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 TDHCA Contract System 6 Fund Allocations Terms to Know Perform Source of Funds / Program Fund Transactions

7 7TDHCA Contract System 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 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.

8 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 PresentedReturn to Topics Presented

9 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

10 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

11 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

12 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

13 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

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

15 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

16 TDHCA Contract System 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 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 PresentedReturn to Topics Presented

18 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 yellow Optional fields blue

19 19TDHCA Contract System Main Contract page The page refreshes The main contract page displays Main Contract Page

20 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 PresentedReturn to Topics Presented

21 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

22 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

23 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

24 24TDHCA Contract System Assign Contact On the main contract page, in theContract 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 PresentedReturn to Topics Presented

25 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

26 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 refresh the page

27 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 PresentedReturn to Topics Presented

28 TDHCA Contract System 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 29TDHCA Contract System Contracts / BUDGET Complete the Planned Budget information Click Budget Detail in theBudget section of the main contract page See Contracts in the CDB Internal User Guide

30 30TDHCA Contract System 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 theBudget 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 31TDHCA Contract System Contract Detail The Board Approval Date is the only required field in theContract Detail section. This date should be completed when a new Contract is created. See Contracts in the CDB Internal User Guide

32 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

33 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

34 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 thePerson section of CMTS. Return to the Contract System andAssign new Labor Standards Officer.

35 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)

36 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

37 37TDHCA Contract System Match Funds From main contract page Scroll to Contract Detail Click Match Funds See Contracts in the CDB Internal User Guide

38 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 yellow Optional fields blue

39 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 yellow Optional fields blue

40 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

41 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 yellow Optional fields blue

42 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

43 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

44 TDHCA Contract System 44 Obligate / Deobligate Contract Funds Funding a Contract Deobligate $ from Contract back to Program Funds

45 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

46 46TDHCA Contract System FUNDING A CONTRACT To Obligate funds to a Contract From the main contract page of the Contract 1.Click Allocate Funds

47 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)

48 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)

49 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)

50 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 PresentedReturn to Topics Presented

51 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

52 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

53 TDHCA Contract System 53 Contract Status Changing a Contract Status can affect all related Contract Activities and/or all related Draws

54 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 PresentedReturn to Topics Presented

55 TDHCA Contract System 55 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

56 TDHCA Contract System 56 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

57 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 Administrators 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 with Status= Pending PM Approval See the External User Guide for More Information

58 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 Contract The related Contract # also displays From the main contract page of that Contract Click Allocate Funds

59 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

60 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

61 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

62 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 PresentedReturn to Topics Presented

63 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

64 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 Administrators Notifications page as Disapproved by PM Contract Administrator can make changes to the Activity and resubmit

65 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 Accountings Notifications page

66 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

67 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 Administrators Notifications page with Status = Active Comments

68 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

69 TDHCA Contract System 69 TDHCA Contract System DRAW Approval Process PMC Approval Accounting Approval

70 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 PresentedReturn to Topics Presented

71 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 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

72 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

73 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

74 74TDHCA Contract System Approving A Draw (Continued) Draw Status is automatically changed to Pending Accounting Approval In the Approval Actions section Click Approve

75 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

76 76TDHCA Contract System Approving A Draw (Continued) From the DRAW information page Status = Approved Scroll to Approval Actions section Displays the Approval information

77 TDHCA Contract System 77 Project Completion Report Approval Process

78 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 PresentedReturn to Topics Presented

79 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

80 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

81 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

82 82TDHCA Contract System Project Completion Report (Continued) Once these conditions are met, PMC changes the PCR Activity Status from Pending 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 to Closed

83 83TDHCA Contract System Thank You! We hope this tutorial helped you. Be sure to see the CMTS Training Tutorial


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