ECMS II Whats New

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ECMS II Whats 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 QA
• 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
Home, Site Index and Help
ECMS Banner
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Menu Bar
Clicking 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
Header
Agreement Type
Quick Jump
Status
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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
Advanced Custom Search
Go to specific agreement Advertisement
Express Search
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Common Selection Screen
Click or Check a row to be added
Filter lists or search within lists to quickly
locate the entries you need
Sort results by clicking column headings
Select Number of Records displayed per Page
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Logging In
Login
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Logging Out
Logout
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Consultant InformationNew 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 Whats New

• Agreement Types
• Selection Processes
• New Statuses
• Agreements
• Parts/Work Orders

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Agreements Whats 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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Additional Statuses
Additional Statuses Normal 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
Part Life Cycle Statuses
Supplement Approved
Idle Final Invoice Paid on Part
Active NTP is issued for supplement parts
automatically upon Supplement execution for
current parts that already have the NTP issued.
Expired Expiration Date Passes for Part
Final Finalize Button Clicked
CAD Chief Breakdown Part
Cancelled Cancel Button Clicked In Setup,
In-Process or negotiation Status
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Agreement Status Normal Selection
Work Order Life Cycle Statuses
Setup Work Order Created
Idle Final Invoice Paid on Work Order
In-Process Scope of Work Published
Expired Expiration Date Passes for Work Order
Time Extension Issued
Negotiation Price Proposal Submitted
Final Finalize Button Clicked
Breakdown Work Order
Negotiation Complete Legal Work Order Created
Cancelled Cancel Button Clicked (In Setup,
In-Process or Negotiation Status)
Active Legal Work Order Executed serves as NTP
On-Hold Work Order Placed On-Hold
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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 Whats New

• Assignment agreement attachment
• Provides capability to attach electronic copy of
  actual Assignment Agreement legal document

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Planned Projects Whats New

• Planned Projects Portal
• Attached document
• Support for statewide district-wide locations

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Advertisements Whats New

• Advertisements Portal
• Advertisement History
• Attached document
• Questions Answers

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Forum New Functional Area

• Advertisement QA
• Scope Clarification QA
• Search and Respond to Questions
• Forum Posting Report

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Statements of Interest

• No significant changes

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Selection Results Whats 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 Whats 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 ProposalWhats New

• Access Technical Proposal through
  Agreement/Supplement/Work Order/Amendment screens
  
• Scope clarification QA now accessed through
  Forum

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Completion Date vs. Duration

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

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Technical ProposalWhats 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 Whats 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 ProposalWhats 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 AgreementsWhats New

• Check of DBE status
• DBE certification verified upon execution

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Invoicing Whats 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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InvoicingWhats 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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InvoicingWhats 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 EvaluationWhats 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?

• ???