Accept Local or Emergency (Partial ECMS) Contract

Description

The Engineering and Construction Management System allows certain projects to be entered into the system in an 'after-the-fact' fashion, that is, after the project has been designed, advertised, and let, and possibly after the notice to proceed has been issued. The system allows the project team to enter the bid information and move the project through the contract awards process so that construction functions, particularly estimated payments, may be handled electronically.

Normally in ECMS, the data required to support ongoing construction functions is created by the system when the user executes the electronic contract. Since Emergency Partial ECMS and Local Partial ECMS projects do not have an electronic contract process, the Accept function replaces the Execute Contract function in the system. When the user clicks the Accept button, Execute Rules is called to check the project for required data. When no errors are generated by Execute Rules, the 'Create Construction Data' program is called to perform the following functions:

• Write Award Checklist Address Information to the Project Address tables
• Write Award Checklist DBE/MBE/WBE Information to the appropriate Construction tables
• Update Project Status to "Pre-Construction"
• Update Project Milestones (Actual Contract Execution Date)
• Send email to ACE/M assigned to Project Team notifying them that the contract has been awarded.

For Local projects, the ACCEPT button is not displayed until the online concurrence workflow has been successfully completed and the Concurrence Status is updated to "Approved to Award" or "Ready to Award". For Emergency Partial ECMS projects, the button is displayed immediately after the checklist is created. For both project types, the Execute Rules program ensures that a Contract checklist item has been added to the Contract Awards checklist and that all of the data entry fields are complete and an EDMS document link is attached before allowing the Acceptance processing to occur.

Step-by-Step Directions

User Action	Result
Open your browser software and access the ECMS Welcome page.	The ECMS Welcome page is displayed with the navigation bar on the left.
Using the Registered Users Login fields at the top of the navigation bar, enter your user ID and password. Click GO or tap the Enter key.	The ECMS Welcome page appears. Your user name now appears at the top of the navigation bar, and the navigation bar options are tailored to your security group(s).
From the navigation bar, select the Contractor Services option.	The Contractor Services options available to your user group are displayed.
Select the Contract Awards option beneath Contractor Services on the navigation bar.	The Contract Awards home page is displayed.
Enter the Project Number and click the SEARCH button.	The search results are displayed.
Click the Project Number hyperlink on the search results screen.	The Contract Awards screen is displayed.
Click the EDIT button.	The screen switches to edit mode.
Click the ACCEPT button.	A message is displayed asking you to confirm that you want to accept the contract.
Click OK in the message box.	The message box closes, and a processing message is displayed. The screen calls the "Execute Rules" program to check the business rules for awarding and/or executing the contract (depending on what status the project is in when you click the button). Note: If the rules for Award Contract were successfully run, the system updates the Project Status to Award, updates the Contract Awarded Milestone (Actual ECMS) to the current date, and calls Execute Rules a second time to check the Execute Contract business rules. If no errors are returned for Execute Contract, the Project Status is updated to Pre-Construction, the Contract Execution Milestone (Actual ECMS) is updated to the current date, and the "Create Construction Data" program is called. To the user, this action appears as one process because they click the ACCEPT button, the processing message is displayed, followed by a successful message. When they click OK on the successful message, they are returned to the Contract Awards screen with the Project Status updated to Pre-Construction.
Same	If errors are returned for the Award Contract level, you are redirected to the Execute Rules Status page, which displays the text of the rules that failed. Correct the errors, return to the Contract Awards screen, and click the ACCEPT button again to move the project to Pre-Construction status.

 

Created by	Last Modified by
Joseph D Howe/PennDOT on 03/16/2005 at 10:47:14 AM	Wanda Taylor/PennDOT on 03/18/2005 at 08:29:57 AM