Anchor: #i1002101

Section 2: Locking in Contract Records in DMS

Anchor: #i1002106

Overview

Each contract will be imported into the DMS system via an automated process. It is the responsibility of the District to review that the contract details have been entered correctly. The contract settings should not be changed unless CIV staff is consulted.

Anchor: #i1002116

To View All New Records

Step 1: From the View Menu, click Contracts.

Step 2: From the Actions list, select New Contract.

 (click in image to see full-size image)

Anchor: #i1002135

Locking In New Contract Records

Step 1: Click View to view the associated contract record.

 (click in image to see full-size image)

Step 2: Click Review Contract. (An alert displays to provide instructional information.)

Note: All contract alerts are displayed in red. If the contract is a new record, the alert “Contract record is new and must be reviewed for accuracy” will be listed.

 (click in image to see full-size image)

Step 3: Click OK (The contract edit page displays with the contract header data from the import auto-filled into the fields. Many fields will be blank or zero.)

 (click in image to see full-size image)

Step 4: Review the entire record and update as needed. When finished, click Review at the bottom of the page. When reviewing the data, do the following:

CIV will post the Federal Contract Update Report in SharePoint, which will include the project CSJ and corresponding percentage of federal funding. Use the information to complete the following:

    Anchor: #UNGRFFSC
  1. Select Percentage from the Funding source based on dropdown menu.
  2. Anchor: #FTWLTNPY
  3. Enter the percentage amount from the Federal Contract Update Report in the FHWA field.
  4. Anchor: #EULXAGBK
  5. Click the Calculate link.

 (click in image to see full-size image)

NOTE: Do not adjust default settings.

Step 5: Click Review to review the contract. (Click Edit to make further changes, if needed)

Step 6: To save the record, click Save.

Step 7: Select the Change Orders & Task Orders tab. Click Add More References.

 (click in image to see full-size image)

Step 8: Enter the CSJ and select Contract Number. Click Save References.

 (click in image to see full-size image)

Previous page  Next page   Title page