How to Enter a Contract and/or Contract Change Order

Transcription

1 1 Module: Contract Management Topic: CM Contract Processing CM Contract Entry MUNIS Version How to Enter a Contract and/or Contract Change Order Objective This document describes the steps taken to enter a contract and/ or a change order to a contract in the MUNIS system. Overview Entry of a contract record in MUNIS allows your organization to track and evaluate purchases made against the contract. Depending on the enforcement method of the contract, you can control the amounts and purchase types made against the contract. Contracts can be referenced when entering invoices, purchase orders, and requisitions. Contract must be POSTED in MUNIS prior to creating change orders or entering requisitions against. The fields and features presented in this document refer to MUNIS Version Prerequisites Before you can successfully use this feature, you must ensure that the necessary settings and codes are in place. If settings and codes are not set up, or not set up correctly, you may need to contact your MUNIS system administrator or department manager to have them updated or added into the MUNIS system.

2 Ribbon 2 How to Enter a Contract Open the Tyler Menu (Large Arrow) Open the Contract Entry program. (Small Arrow) Financials > Purchasing > Contract Management > Contract Entry On the ribbon, click Add. This opens the field for entry.

3 Complete the following fields in the contract to begin creation of the contract record: All BOLDED fields are REQUIRED. Use TAB key on keyboard to navigate from field to field and menu tab to menu tab. The Standing and Audit fields cannot be manually updated. 3 Field Contract Method CONTRACT HEADER Description This is your contract number; it is auto assigned by MUNIS; There are three (3) account methods available (Encumbered Accounts, Non-Encumbered Accounts and Not-To-Exceed). It is recommended that you use Not-To-Exceed. Please Note: You cannot change the enforcement type after a contract has been released. Encumbered Accounts Contracts create financial encumbrances against the accounts entered on the contract identical to a Purchase Order. Where an Encumbered Accounts Contract is used, a Requisition/Purchase Order does not need to be entered. As invoices are processed against Encumbered Accounts Contracts, the encumbrance is released in an amount equal to the invoice. The budget will need to be in place prior to entering a Encumbered Accounts Contract into the system. Non-Encumbered Accounts Contracts can be used when greater detail is needed to manage the contract terms. Note that contract must be entered prior to entering a Requisition where additional detail can be entered. Not-To-Exceed Contracts can be used when a contact provides a quantity or dollar cap for services or goods purchased. Requisitions/Purchase Orders must be used to encumber and process invoices against a Non-Encumbered and Not-to-Exceed Accounts Contract. Vendor Click on the ellipsis and select the vendor. This is the number of the vendor to whom the contract applies. The vendor must exist in the Munis system prior to contract entry. You cannot select one-time pay vendors for a contract. Click Accept. To Be Rolled Selecting this check box indicates that the contract should be rolled to the next fiscal year when the current fiscal year is closed. This is a System Generated Default. Do Not Change unless the contract is for a specific item(s) that you are certain is applicable to a single fiscal year and will not be updated in the future fiscal years.

4 4 Hold Payments Original Change Order Entered by Entered Modified Dept/Loc Bid/RFP Requisition Year/Number Project Description When selected, this check box prevents invoices from posting if they are associated with this contract record. You can create contract invoices, but while this check box is selected, the invoices cannot be posted. Select this box for Funding Agreements if prerequisite Milestones exist prior to payment. Once Milestones are completed then the Hold Payments is removed by selecting the Release Payments Menu items while in the Contract Change Order Screen (workflow not associated with the release payments function. STANDING HEADER If the Circle to the Left of Original is filled in, the record you are in is the Original Contract. The status box to the right of original tells you the status the Original Contract is in. (STATUSES ARE DEFINED AT THE END OF THIS DOCUMENT) If the Circle to the Left of Change Order is filled in, the record you are in is the Change Order to the Contract. The status box to the right of Change Order tells you the status the Change Order to the Contract is in. (STATUSES ARE DEFINED AT THE END OF THIS DOCUMENT) AUDIT HEADER This field prepopulates with the entering users name. This field prepopulates with the date the record was entered This field prepopulates with the date of the last change order to this record. The Box to the left of the date gives the number of change orders generated to this record. The blank box with printed next to it we Do not use. Main Tab MAIN INFORMATION HEADER This is the department or location that is responsible for the contract. The default value is the department with which your MUNIS user ID is associated, but you can change this. Do not use. Do not use. For Informational Use Only. This box contains the project code to which the contract applies, if applicable. You must select a project code that exists in the MUNIS system. REQUIRED This is a basic description of the Contract. The description can contain up to 50 characters.

5 5 Year/Period Contract Type Contract Sub-Type These boxes define the fiscal year and period in which the contract becomes active. You must enter the current year or next year. The period must be a value between 1 and 12. OPTIONS ARE: Horry County Contract: To be chosen if you are using an Horry County Standard Contract for Sale, Professional Services, or other County Contract that has been Pre-Approved by Legal Vendor Contract: To be chosen if you used a contract issued by your vendor. Legal must approve these contracts prior to obtaining any county signature. Not a Required Field. This list defines the contract subtype code. Subtype codes provide an additional layer of classification for contracts. Choose the sub-type that best describes your contract. Professional Services or Supplies & Equipment are the most commonly used. Indicate Funding Agreement for all contracts distributing funds to outside agencies. Funding contracts differ from normal procurement contracts as they are intended to manage the distribution of revenues to outside agencies through various programs or specific appropriation by County Council action. The contract form is normally preapproved by Council or County Attorney and differs based on the program or use/purpose of the funds. A funding contract is a legally binding relationship that requires the agency to provide a service to the general public for a valid public purpose. The contract may include various conditions on the agency as a prerequisite for initial or progress funding and annual or periodic reporting of financial and non-financial goals. Review Code Percent Complete Administrator The contract is legally binding on the County from the moment of contract award and should be documented as an encumbrance when notice is provided to the agency. Milestones should be used to record deliverables and completion of the contract terms. Do not use. These boxes define the percentage of the contract that is complete or expended as of the entered date. This is the MUNIS user(s) that is responsible for the administration of the contract. The entering user receives a notification when invoices are entered against the contract, or when an invoice requires approval against the contract.

6 6 Workflow Notification Percentage Estimated Start Estimated Completion Bid Awarded Approved Initial Expiration Renewal Action Extended Through The value selected from this list determines the Workflow settings for the administrator, who is defined in the Administrator box: Notify - The administrator receives a workflow notification each time an invoice is generated against the contract. Notify After Percent - The administrator receives a workflow notification each time an invoice in generated against the contract, after the percentage defined in the Notification Percentage box has been expended. No notifications are generated before the percentage has been expended. Approve - The administrator receives a workflow approval request each time an invoice is generated against the contract. Approve After Percent - The administrator receives a workflow approval request each time an invoice is generated against the contract, after the percentage defined in the Notification Percentage box has been expended. No approval requests are generated before the percentage has been expended. None - The administrator does not receive workflow notifications or approval requests related to the contract. The Workflow list is not accessible if the Administrator box is not completed. This box is only accessible if an administrator exists for the contract. When a transaction is entered against the contract that raises the completion percentage value above the value entered here, the administrator is sent a notification message. DATES HEADER Start date per contract documentation. Date contract should be complete per contract documentation.* Do not use. Not Required; Use for date of County Approval/Signature. This is the expiration date of the contract.* The date action needs to be taken by to renew / terminate the contract. Set Up Alerts to start renewal/termination action prior to this date. This is the date the contract has been extended through, if the contract is renewed. *You must have either an Estimated Completion OR Initial Expiration.

7 7 Original Modified Revised DAYS HEADER These boxes contain the number of days the contract is valid. If you enter dates in the Estimated Start and Estimated Completion boxes, the program automatically completes the Original box with the number of days between those dates. You can modify the number. Alternatively, if you do not enter dates in the start and completion boxes, you can manually enter the number of days in the Original box. The Modified and Revised boxes are not available during creation of a new contract. They are updated when you create a change order for the contract at a later date. TOTALS HEADER System Generated. Total original dollar amount of the contract. System Generated. Total dollar amount of contract after all revisions to date. System Generated. Total dollar amount of liquidated contract funds. System Generated. Total dollar amount of available contract funds. System Generated. Percentage of the contract currently on open requisitions System Generated. Percentage of the contract currently on open requisitions System Generated. Percentage of the contract expended. System Generated. Percentage of the contract currently available. Original Revised Liquidated Amt Unrelieved Open Req Open PO Expended Available NOTE: Totals Information only populates once Amount or Account information is saved. After completing the needed information on the Main Tab, use your tab key to move to the next tab. If RETAINAGE pertains to your contract, complete the following fields on the Retainage tab: The Retainage tab contains the retainage settings for the contract. This field contains both a running total of retainage and if applicable, the criteria for sliding scale retainage. Updates made to this tab after the contract has been posted generate a change order. You cannot update a retainage schedule after funds have been retained for a contract. Note: Check both the Recalculate Cap box and Calculate Retainage Differences box. Typical retainage provisions in County contracts is 10%. This should be defined as a starting percent of 0% and ending percent of 100% with a percent to retain of 10%. The system will then calculate 10% retainage on all invoices for work completed. If no release of retainage occurs prior to completion, the retainage amount would be the full 10% at the end of the construction/service period. MUNIS allows release of the retainage at any time during the construction/service process subject to provisions of the contract and approval by the managing department. MUNIS processes a release separate from an invoice liquidating the contract or purchase order. Please request vendors to invoice separately from completed work for retainage releases.

8 8 Defaults to Bonds in Lieu of Retainage which is not used at this time. Tab to the User Defined tab. The information can be identified in the Contract Terms and Conditions drop-down fields. You must enter the information on this tab or you will not be able to release your contract. Click the button to open up the available options for each field value. USER DEFINED TAB (bold font fields are required) Question in the field Question being asked List of available answers Procurement Method? K awarded based on LVP? Are there K renewals? What Procurement Method was used for this contract? Was your contract awarded based on Local Vendor Preference (LVP)? Does this contract contain any contract renewals? Choose the method pertains to your contract: IFB- Invitation for Bid RFP- Request for Proposal RFI Request for Information RFQ- Request for Quote Informal (includes contracts resulting from a quote process) Tier 5 Emergency or Sole Source Procurement Yes or No (Defaults to NO) Yes or No (Defaults to NO)

9 9 Signature Renewal Type Available # renewal options? Renewal option time period? Procurement file #? Department file #? Other What Signatures must be obtained for renewals to be accepted? What are the available number of renewals options for this contract? What is the Renewal Option time period for each renewal? What is the Procurement file number? What do you file this K as? How would you look it up, if different than the Procurement file #? Additional information pertaining to the contract (as needed) Choose the option that pertains to your contract: Automatic No Signature needed. Automatically renews per Contract, Bilateral- County and Vendor Signatures needed. Unilateral-Should ONLY require county signature to renew. Choose the option that pertains to your contract: One 1 renewal option available Two 2 renewal options available Three 3 renewal options available Four 4 renewal options available Five 5 renewal options available NONE No renewal options available (Defaulted) Unlimit Unlimited renewals available Pick the option that pertains to your contract: 1-yr: 1-year term for each renewal 2-yr: 2-year term for each renewal 3-yr: 3-year term for each renewal 4-yr: 4-year term for each renewal 5-yr: 5-year term for each renewal NONE: No renewal terms / Nonapplicable (Defaulted) Free form entry (Limited field) This is the Historical Contract number i.e.: Free form entry (Limited field) Free form entry (Limited field) Key in any additional information which you feel is important. Once all information is entered the, click Accept.

10 10 AMOUNTS or ACCOUNTS TAB Complete the account lines by entering a fiscal year, account, and amount. Enter as many account lines as needed in order to fully allocate the contract. The system will only allow an individual account/project to be entered once for each year Please note that the Fiscal Year amounts will control the payment of invoices for Contracts or Purchase Order referenced to contracts as well as the entry of requisitions, Contract Change Orders, and Purchase Order Change Orders. These items can only be changed by a Contract Change Order or Roll of a Contract at Year End. As a general rule, a contract should be entered with the current fiscal year in which the work will begin. In the case of an Encumbered Contract, this is also the year in which the funding is available. Contracts that provide for a series of payments spanning a period greater than a year (such as a lease or annual services), can be entered for the total of payments in each of the future years. This will allow the contract to roll into each fiscal year without reentering the information. After completing the account or amount lines, click Accept. The program saves your account/ amount information and returns to the Main tab. ITEMS TAB If the contract will restrict the items that can be purchased with contract funds, click the Items tab to activate it, and then click Update. If you complete the Items tab, the total dollar value of all entered items must match the total amount from the Accounts tab.

11 Begin entering contract line items by selecting a commodity code, inventory item, or product ID. You can also leave these fields blank, and enter only an item description. Enter the quantity, unit price, and unit of measure for the first contract item. The program advances to a new item line after you complete each previous line. Continue to enter contract items until all items eligible for contract funds have been entered. Click Accept. The program saves the line items. 11 Continue to enter contract items until all contract items are entered. Click Accept. Subcontractors and Insurance Completion of Insurance Tab is required when a Certificate of Insurance is applicable to the contract. The Subcontractor Tab is optional.

12 12 Subcontractor Name MBE MBE Certifications SUBCONTRACTORS TAB This is the vendor number for the subcontractor. If you enter a vendor who is identified as a one-time vendor, the program displays an error message. This is the vendor name for the vendor code entered in the Subcontractor box. The program completes the name as entered in the Vendors program. This column indicates that the subcontractor is a Minority Business Enterprise. This is the list of minority business certifications held by the subcontractor. Certifications are assigned in the Vendors program. Description This box contains a description of the work the subcontractor is to complete. Start/End These boxes contain the beginning and end dates of the contract work. Total Paid This is the total amount paid to the selected subcontractor. Subcontractor Goals This table contains the planned percentage and dollar amount to be spent with businesses that possess minority business enterprise certifications. The values displayed in the table are defined by clicking the Goals button and completing the Contract Goals screen. MBE Classification These columns contain the minority business enterprise classification, gender, and Gender ethnicity to which the goal values apply. Ethnicity Planned Percent These columns contain the planned percentage and amount of the contract to be Planned Amount spent with the MBE classification, gender, and ethnicity combination. Click Accept to save ONLY if you have entered items. If not, you can go directly to the Insurance tab (if insurance requirements are applicable.) Completion of Insurance Tab is NOW REQUIRED if insurance is a required condition of the contract. Enter Applicable Information. All County contracts for construction, services, manufactured items, etc. require a vendor to provide evidence of insurance. The coverage typically would be General Liability but also may include Errors and Omissions, Completed Products, Workers Compensation, etc. Typically, evidence of insurance is in the form of a Certificate of Insurance (COI) and may require that the County be named as an Additional Insured. At contract signature, the vendor provides evidence of insurance coverage and continuous coverage during the term of the agreement (which would be in the form of an updated COI). Please check the contract terms for requirements. MUNIS provides this section of the contract file to record coverages and also provides a similar section within the vendor master file for tracking. The contract record and vendor master file are options to attach certificates. Milestones/alerts can be used to set dates for follow-up actions or tasks (See Below). The managing department is responsible for compliance with this requirement.

13 13 Carrier Carrier Name Agency Agency Name Agent Type INSURANCE TAB (bold font fields are required) This box contains the insurance carrier code. This box contains the name of the insurance carrier. Insurance carrier codes are created and maintained in the Contract Miscellaneous Codes program. This is the code of the insurance agency associated with the contract. The agency code must exist in Contract Miscellaneous Codes. The insurance agency code should include three (3) zeros (0).The Insurance Agency box is initially hidden; right-click on the column headings to display this box. This is the name of the agency identified by the code entered in the Agency box. This box contains the name of the insurance company representative. You can type up to 30 characters in this box. The insurance agent name is optional. This box contains the insurance type code. This code must exist in Contract Miscellaneous Codes. The Insurance Type box is initially hidden; right-click on the column headings to display this box. Type Description Amount Policy Policy Start/End Notes Insurance Total This is the description for the type of insurance identified in the Type box. (Liability, Workers Compensation, Cyber Liability, etc) This is the insurance amount. The Amount box is initially hidden; right-click on the column heading to display this box. The insurance amount is REQUIRED. This is the insurance policy number. You can enter up to 30 characters. The Policy box is initially hidden; right-click the column headings to display this box. These boxes contain the start and end dates of the insurance policy. These optional boxes are only accessible if the Policy box is completed. This box contains notes regarding the insurance carrier. The total dollar amount for insurance items

14 14 Click Accept. All of your initial entry information for your MUNIS contract has now been entered. Milestones MUNIS allows the user to associate various milestones or alerts with any contract. This function can be selected to document both vendors and or internal requirements for contract management. On the bottom right of the main contract input screen is a panel titled Additional Information. Milestones are designated steps of the planned acquisition which usually signify a completion of a requirement or delivery of materials. Once Milestones are completed then the Hold Payments is removed by selecting the Release Payments menu item while in the Contract Change Order Screen (workflow not associated with the release payments function). Milestones should be used to record deliverables and completion of the contract terms. Selecting the Milestone hyperlink will allow multiple entries that may be needed for the contact.

15 15 Field Sequence Number Contract Milestone Type Description Department Contractor Description System Generated Contract Number. Should be populated by MUNIS Select from Dropdown list. Additional items can be added as needed: ALTR Application Letter ARBI Arbitrage Report CAFR Financial Report COI Certificate of Insurance ENGM Engagement Letter IDOC Invoice Documentation IRSD IRS Determination Letter LDRW Loan Draw PPOL Purchasing Policy QUOT Maintenance Expenditure Quotes (if Applicable) SECD Security Documents Other items will need to be set up under MUNIS GL Menu for Contracts This is the type of milestone (Meeting, Payment, Event, etc.) This box contains the milestone description. The program displays the description entered in Milestone Codes, but you can change this. The description can contain up to 60 characters. This is the department code responsible for the project. The program completes this code from the main screen. This box stores the vendor number of a contractor, if applicable. Click the help button for a list of available contractors. After entering a contractor, the Vendor Inquiry option becomes available. Select to view more information about the contractor.

16 16 Field Description Dates Initial Schedule Date This box stores the initial date that the item is scheduled to begin. Note that the completion date cannot precede the initial schedule date Planned % Complete This is the percent of the overall required work that you plan to complete by a certain date. Click Notes to enter comments about the planned completion percent. Current Schedule Date This box stores the current schedule date. The default value for this date is the initial date, but you can change this if the initial date was an estimate that is no longer valid. Actual % Complete This is the actual percentage of the required work that was completed by the required date. Completion Date This is the date that the activity was completed. To enter this date, click Completed. Compliance Date This is the date that all facets of the scheduled activity must be in compliance. Missed Reason This box stores the reason why the activity completion date differs from the scheduled completion date. Reasons are established in Miscellaneous Codes. To enter a missed reason, click Missed Missed Comment This box contains comments as to why an activity was missed. To enter a missed comment, click Missed. Payee (only available for Milestone Type of Payment) Payee The person who is due payment for the activity. Click the help button for a list of available payees. After selecting a payee, select the folder button to access more information about the payee in Vendor Inquiry. Amount to Pay The amount to pay to the payee. Alerts Alerts can also be used to assist with Contract Management as they will notify/remind a user at a predetermined date of a task or action item.

17 Note: Selecting the MUNIS User ID as the recipient will allow the Alert to be viewed from the User MUNIS Dashboard and allows the User to acknowledge signifying receipt or Dismiss upon completion. 17 Enter the MUNIS User ID, Days in Advance, Reminder Date, and Message. Then select Accept to complete the Alert entry. Contract and Milestone Attachments Click Show Counts. If you see N/A in the Count column, you cannot use that Document area to save.

18 18 Choose Contract/Agreement and Click View Documents. TCM will open. On the TCM Ribbon Click New You can now IMPORT or SCAN (if your scanner is available) documentation in to TCM. It is preferred that all Contract images be attached to the Contract/Agreement field and all other supporting documentation be attached to Additional Documents field. IMPORT: Click Import. This will be allow you to browse your computer documents and select the appropriate file. Once selected, click Open. SCAN: Click Scan.. This will bring up the Select a Scanner Box. Select the appropriate scanner from the list and click Scan. Follow the instructions from your scanner software- once complete your scan will show in TCM. Click Save and Close Viewer to return.

19 19 Once all of the required contract information is uploaded into TCM, click Save. Contract documents must include the appropriate County Signatures. Click Release (at the top Right of the Ribbon) The program releases the contract record into the workflow for Procurement to review. Workflow Click Release on the ribbon. The program releases the contract record. Horry County uses Munis Workflow and has set up the COE Contract Approvals business rule, a workflow notification is sent to the contract approver (Procurement) who must manually approve the contract. Results The contract is now entered in the Munis system. Once approved, you can enter transactions against the contract. Contracts awaiting approval are set to a status of Released. Approved contracts have a status of Approved. GL Impact If the Contract Enforcement Method is Encumbered the money for the chosen accounts is automatically encumbered, decreasing the available budget for the entered accounts.

20 Ribbon 20 How to Enter a Contract Change Order To create a contract change order open the Tyler Menu (Large Arrow). Open the Contract Entry program. (Small Arrow) Financials > Purchasing > Contract Management > Contract Change Orders Click Search on the ribbon and in the Contract field, enter in the contract number that you are looking to update (create a change order). OR, on the ribbon, click Browse, and a list of available contracts will appear. Highlight the contract you would like to update and click Accept. Click Update on the Ribbon. The Change Order comments screen will open. Enter the reason for your change order

21 21 Then Click File and Save. And Close this box by clicking File and Exit. Click in the first field you would like to update and update as needed. Continue to move through the fields by using the tab key. If you are making changes to multiple TABS, be sure to click Accept prior to switching TABS. You will need to Click UPDATE again on the new TAB to make changes. When you have finished making updates, click Accept.The program saves your changes. Be sure to add all Change Order Documentation to TCM. THIS IS REQUIRED. Click Release to submit the change order for approval. Once released, the Office of Procurement will Review and Post the change order. Once the Change Order is Posted, the original contract record will reflect the changes.

22 22 Original/Status Change Order/Status STATUSES The Original option indicates that this is a record for an original contract. The Status list indicates the status of the contract during the contract process. When you add a new contract, the status is 2 Created and it updates automatically as the contract is moved through the process. You cannot modify the status, but the Status list is accessible when you click Search to search for a record. Status indicators: 0-Rejected 2-Created 4-Released 6-Approved 8-Posted 10-Closed The Change Order option indicates that this is a record for a contract change order. The Status list that indicates the status of the change order. The program updates the status as the change order is processed. You cannot modify the status, but the Status list is accessible when you click Search to search for a record. Status indicators are: N- None C-Created P-Pending A-Approved R-Rejected How to Close a Contract Before you can successfully use this feature, you must ensure that the necessary settings and codes are in place. If settings and codes are not set up, or not set up correctly, you may need to contact your Munis system administrator or department manager to have them updated or added into the Munis system. The contract to be changed must exist in the Munis system and have a status of 8 Posted. If there are any pending change orders for the contract you are editing, they must be approved and posted prior to creating a new change order. Procedure To Close a contract in MUNIS: NOTE.If the contract that you wish to close is an encumbered contract, please contact the Horry County Finance For all other contracts please follow the following instructions:

23 23 1. Open the Contract Change Orders program. It looks just like regular Contract Entry, but will identify Contract Change Orders at the top right portion of the screen. Financials > Purchasing > Contract Management > Contract Change Orders 2. Click Search, enter the contract number in the Contract field that you wish to close and click Accept. This will bring up your contract. If you do not have the contract number you may click Browse. The program will only open the contracts relating to the department that you are assigned to AND have the permissions to maintain. 3. While Browsing, Click on the Contract you wish to close. 4. Click Accept, and your new screen will be for the contract chosen.

24 24 5. On the ribbon, click More 6. More contains a drop down list, click Close Contract.

25 25 7. When you have selected Close Contract, click Accept. 8. When you receive the below screen, click Save and OK 9. Once you click Accept the contract will move to a CLOSED status.