1. Press Page Down to Continue
Welcome to the Texas Department of Housing and Community Affairs Central Database TDHCA Contract System Tutorial v.2 the Basics August 2005
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2. Topics Presented 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
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

3. 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)
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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. 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. Fund Allocations Terms to Know
Perform Source of Funds / Program Fund Transactions

7. Terms To Know Source of Funds Program Funds Contract Contract Activity
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. Fund Allocations – Allocate External Funds to Source of Funds
Fund Manager has the ability to Allocate $$ from External Funds to “Source Of Funds”, Distribute $$ to “Program Funds”, and Deallocate $$ back to External 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 page in CDB
Click Return to Topics Presented
See “Fund Allocations” in the CDB Internal User Guide

9. 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
See page in CDB

10. 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
See page in CDB

11. 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
See page in CDB

12. 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
See page in CDB

13. 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
See page in CDB

14. Fund Allocations – Distribute $ to Program Funds (Continued)
The Transaction is successful and complete
See page in CDB

15. 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
See page in CDB

16. Contract Setup Create a Contract Contractor Contact
Assign Contract Administrator
Edit Contract Administrator in CMTS
Contact
Assign Contract Contact
Edit Contract Contact in CMTS
Search for a Contract

17. Create A Contract From the “Contract Search” section
Click Create New Contract
Click Return to Topics Presented
See “Contracts” in the CDB Internal User Guide

18. 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. Main Contract page The page refreshes The main contract page displays

20. Contractor
“Contract Administrator” displays as “Contractor” on main contract page
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
Click Return to Topics Presented
See “Contracts” in the CDB Internal User Guide

21. 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. Create New Contract Administrator in CMTS
If there are “No Results Returned” from the Search
The Contract Administrator must be created in the “Organization” section of CMTS
Return to the Contract System and proceed to “Assign New Contract Administrator”

23. Edit Contract Administrator in CMTS
“Contract Administrator” in the Contract System is displayed as an Organization 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

24. Click Return to Topics Presented
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

25. Create New Contract Contact in CMTS
“Contract Contact” displays as a “Person” in CMTS
If there are “No Results Returned” from the Search
The Contract Contact must be created in the “Person” section of CMTS
Return to the Contract System and proceed to “Assign New Contract Administrator”
Click Contract # of that Contract to refresh the page

26. 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. 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”
Click Return to Topics Presented
See “Contracts” in the CDB Internal User Guide

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. See “Contracts” in the CDB Internal User Guide
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

30. 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 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

31. See “Contracts” in the CDB Internal User Guide
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

32. 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. 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. 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”.

35. Edit Labor Standards Officer in CMTS
Contract Detail (Continued)
To edit “Labor Standards Officer”
Shift+Click “Edit [name] in CMTS”
Note: Labor Standards Officer is displayed as “Person” in CMTS

36. 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,
Close CMTS
Return to Contract System
Click Contract # to refresh page
See “Contacts and Addresses” in the CDB Internal User Guide

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

38. Match Funds (Continued)
“Match Funds” section displays
To enter new matching funds
Click “Add New Match Fund”
“Match Fund” section displays
Select a “Source” from the pull-down menu
Select a “Match Type” from the pull-down menu
Enter an Amount
Enter any Comments
Click Save
Required fields  yellow
Optional fields  blue

39. See “Contracts” in the CDB Internal User Guide
Leverage Funds
From main contract page
Scroll to “Contract Detail”
Click Leverage Funds
Enter information
Click Save
Repeat adding Leverage Funds, if needed.
Required fields  yellow
Optional fields  blue
See “Contracts” in the CDB Internal User Guide

40. Notes, Performance Requirements, Activities and Areas Served
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
Enter note information here
See “Contracts” in the CDB Internal User Guide

41. 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
Required fields  yellow
Optional fields  blue
See “Contracts” in the CDB Internal User Guide

42. Notes, Performance Requirements, Activities, and Areas Served
“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. Notes, Performance Requirements, Activities and 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. Obligate / Deobligate Contract Funds
Funding a Contract
Deobligate $ from Contract back to Program Funds

45. 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. FUNDING A CONTRACT To Obligate funds to a Contract
From the main contract page of the Contract
Click Allocate Funds

47. Funding a Contract (Continued)
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

48. Funding a Contract (Continued)
“Transaction” section displays again
The available Program Funds related to the funding year of the Contract displays
Fund column
Select the appropriate Program Fund for Admin
Enter the $$ amount of Admin Funds Obligated to the Contract
Enter any comments to the Notes section
Click Continue when completed

49. Funding a Contract (Continued)
If the Transaction is successful, a message in ‘green’ type displays at top of page
Click Contract # to return to the main contract page
Repeat steps 1-9 to Obligate funds to the Contract Project fund

50. Fund Allocations – Deobligate $ from Contract back to Program Funds
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.
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
See page in CDB
Click Return to Topics Presented

51. 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
See page in CDB

52. 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
See page in CDB

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

54. Click Return to Topics Presented
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.
See page in CDB
Click Return to Topics Presented

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. 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. 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 with Status= “Pending PM Approval”
See the External User Guide for More Information

58. 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. 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. 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. 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. 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

63. Contract Activity PMC Approval (Continued)
“New Approval Action for Portfolio Management” displays
Enter Comments
Click Save
Message in green if successful
See “Contract Activities” in the CDB Internal User Guide

64. 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
See “Contract Activities” in the CDB Internal User Guide

65. 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
See “Contract Activities” in the CDB Internal User Guide

66. Contract Activity Accounting Approval (Continued)
Accounting reviews the Contract Activity and either Approves, Approves with Conditions, or Disapproves
To approve, Click Approve
See “Contract Activities” in the CDB Internal User Guide

67. 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
See “Contract Activities” in the CDB Internal User Guide

68. 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 DRAW Approval Process
PMC Approval
Accounting Approval

70. Approving A Contract Draw OR Contract Activity Draw
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
Click Return to Topics Presented

71. 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. 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. 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. Approving A Draw (Continued)
Draw Status is automatically changed to “Pending Accounting Approval”
In the “Approval Actions” section
Click Approve

75. Approving A Draw (Continued)
“New Approval Action for Accounting” displays
Enter any Comments
Click Save
Success Message returned
Click the DRAW #
COMMENTS

76. Approving A Draw (Continued)
From the DRAW information page
Status = “Approved”
Scroll to “Approval Actions” section
Displays the Approval information

77. Project Completion Report
Approval Process

78. 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

79. 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. 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. 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. 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. Thank You! We hope this tutorial helped you.
Be sure to see the CMTS Training Tutorial