1. Contractor Mode Finances: Overview
Finances for contractor mode are very simple. There are only two submodules. The keys to success are to plan ahead, keep things simple, and use good identifiers.
It is very important for financial setup and processing to understand SDEF and the SDEF import process. Those items are covered in import/export.
Emphasize that contractor mode finances are really simple (compare to gov with oblis, clin setup etc...) ✅Problems/issues are usually caused by bad planning, or decisions made without thinking about the side effects. ✅Users should keep things simple. Don't make complicated identifiers or convolute things by using negative activities or unnecessarily swapping out activities. ✅SDEF setup and import is VERY important. That will be covered in import/export training module

2. Submodules Pay Activities Progress Payments
✅There are just these 2 simple modules ✅Pay Activities are really easy to setup - we will walk through it ✅Progress payments are simple as long as your setup is good and you understand the process

3. Pay Activities Pay activities are the focal point of the contract
Used for payments, scheduling, and management
Many items – submittals, qc requirements, deficiencies… link back to activities
Activities must balance with CLINS/Contract
✅Discuss how important activities are to management of the contract. Many things are linked to activities so that can be scheduled/tracked ✅Submittals, User schools, Transfer Property, Installed Property, QC Tests, QA/QC Deficiencies all link back to activities ✅Why do we link so many things to activities? because they have a date (so we know when they are needed) and because they are used for payment so both government and contractor are interested ✅By linking things to activities, the contractor can know if all of the requirements are done before requesting payment ✅By linking things to activities, the government can know if all of the requirements are done before allowing payment

4. Pay Activities
By linking requirements to the activity, completion of those requirements is more likely to be completed/on time

5. Pay Activities / Identifiers
Use clean, simple identifiers for activities, features, and subcontractors
Avoid spaces, periods, tick marks (weird things) in identifiers
Since the IDs come from an import, RMS can’t prevent all of those bad identifiers
Contractors need to get involved with the scheduler to make good identifiers
They are difficult to change later on in the contract
✅Bad identifiers create confusion ✅Bad identifiers can create technical issues ✅If you change identifiers mid way, you create a mess

6. Pay Activities / Financial Basics
Explain to your contractor that the contract is financially broken down into priced CLINs
A CLIN is either based on quantity OR value. This is determined by the unit type
The government is in charge of entering/managing CLINs and the contract value
The contractor is required to create appropriate activities and make sure that they balance
Each activity must be assigned to a CLIN
✅Follow the bullet points to emphasize that government edits/controls CLINS and contractor edits/controls activities ✅RMS clearly shows if things are balanced or not

7. Pay Activities / Financial Balances
The sum of activities for a CLIN must equal the CLIN amount
The sum of activities for a Contract must equal the contract amount
A payment cannot be processed unless the activities balance
✅Follow the bullet points to emphasize that balancing to CLIN level is important

8. Pay Activities / Financial Balancing for Modifications
Any change to contract value (mods) will require a change to activities to get in balance again
Government may create a placeholder activity to get the contract to balance, but contractor should finalize
For credit mods, discourage negative activities. Rather, adjust existing activities down to reflect the credit
✅Negative activities confuse people for payments

9. Pay Activities / Basic Editing
Standard options available for manually adding, editing, deleting activities
Screens are simple and easy to use
If activity is linked to quantity CLIN, then you can enter quantity or amount - unit price set by CLIN
If activity is linked to value CLIN, then you can must enter the amount - quantity is assumed to be 1
Clearly show the state of balancing CLINS / Contract
✅Just emphasize that the activity screens are very simple and standard ✅User just has to enter the data and get things to balance

10. Pay Activities / Special Options
Spe3cial option to add one activity for each CLIN
Special delete options to delete multiple activities
✅Just briefly discuss these options. Show examples in demo

11. Pay Activities / Demonstration
✅Show the activity selection screen and point out the balance/variance portion at bottom of the screen. ✅Show that the CLIN changes as you scroll up and down. ✅Show editing the value of a quantity CLIN vs a value CLIN. ✅Show a basic add. ✅Show a basic delete. ✅Show the multi delete. ✅Show the delete all. ✅Show the create one activity per CLIN.