Issue Notice to Proceed for Construction Project

<H2 class=form>Description</H2>
<BLOCKQUOTE>This function is part of the Contract Awards subsystem and is used to issue the Notice to Proceed (NTP) for a construction project. This function is performed from the Construction Project Information screen after the contract for the project has been executed. The function allows the user to choose the current date or a future date as the ‘actual NTP date’. In either case, an email notification is automatically generated and sent to the prime contractor for the project, informing them of the date they are authorized to proceed with physical work on the project. When the user issues the NTP, the Project Status is updated to NTP Issued.
 Other system processing required for the project to move to Construction status is performed when a batch program, run at regular intervals, scans the databases for projects with a status of NTP Issued and an Issue NTP Date equal to the current date. This additional processing includes writing the Component Item Schedules to the Construction tables in the database, as well as copying the DBE or MBE/WBE participation/commitment information to the appropriate Construction tables. This function is only available when the Project Status is Pre-Construction. IMPORTANT: Prior to issuing the notice to proceed, you must indicate the Project Data Source (ECMS or CDS NextGen) by choosing the appropriate option on the Construction Project Information screen. </BLOCKQUOTE> 
<H2 class=form>Step-by-Step Directions</H2>
<BLOCKQUOTE>
<TABLE border=1>
<TBODY>
<TR vAlign=top>
<TD width=151>User Action</TD>
<TD width=439>Result</TD></TR>
<TR vAlign=top>
<TD width=151>Open your browser software and access the ECMS Welcome page.</TD>
<TD width=439>The ECMS Welcome page is displayed with the navigation bar on the left.</TD></TR>
<TR vAlign=top>
<TD width=151>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.</TD>
<TD width=439>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).</TD></TR>
<TR vAlign=top>
<TD width=151>From the navigation bar, select the Project Services option. </TD>
<TD width=439>The Project Services options available to your user group are displayed.</TD></TR>
<TR vAlign=top>
<TD width=151>Select the Project Home Page option beneath Contractor Services on the navigation bar.</TD>
<TD width=439>The Project Home page is displayed with fields for entering selection criteria for a project search.</TD></TR>
<TR vAlign=top>
<TD width=151>Enter the desired project number or other selection criteria to retrieve the project records, then click Search for Project.</TD>
<TD width=439>The Projects list is displayed with a link for each project number matching the selection criteria.</TD></TR>
<TR vAlign=top>
<TD width=151>Using the drop-down list above the project list, choose Construction Project Information and then click on the desired project number link.</TD>
<TD width=439>The Construction Project Information screen for the specified project is displayed.</TD></TR>
<TR vAlign=top>
<TD width=151>If needed, use the down arrow icon in the upper left of the display to jump to the bottom of the screen.</TD>
<TD width=439>The lower portion of the screen is displayed.</TD></TR>
<TR vAlign=top>
<TD width=151>Click the EDIT button.</TD>
<TD width=439>The screen switches to EDIT mode.</TD></TR>
<TR vAlign=top>
<TD width=151>Click the ISSUE NTP button.</TD>
<TD width=439>A message is displayed asking you to confirm that you want to issue the NTP for the specified date and prompting you to choose a date.</TD></TR>
<TR vAlign=top>
<TD width=151>Click OK on the message box.</TD>
<TD width=439>The message box closes, and the calendar tool is displayed for you to choose the NTP date.</TD></TR>
<TR vAlign=top>
<TD width=151>Click on the day you would like the NTP to be issued.</TD>
<TD width=439>The calendar graphic closes, and a 'please wait' message is displayed. The Execute Rules (to Issue Notice to Proceed) program is run to check the project against the established business rules. 
If the project fails any of the rules, errors or warnings are written to the Execute Rules Status Page, and the Issue NTP processing is not completed. An authorized user (BOD Contract Management Chief) must access the Execute Rules Page to override the errors or warnings, or the project data must be corrected to resolve the errors. 
Once the errors are corrected or overridden, you must complete the steps in this Help document again in order to issue the NTP.
If the Execute Rules (to Issue NTP) program does not return any errors, a ‘successful’ message is displayed when processing is complete.
Note: An email notification is generated and sent to the prime contractor’s Principal(s), informing them that they may begin physical work on the given date (that is, the date you selected in the calendar graphic).</TD></TR>
<TR vAlign=top>
<TD width=151>If you received a 'successful' message, click OK on the message box.</TD>
<TD width=439>The message box closes, and a ‘please wait’ message is displayed. 
</TD></TR>
<TR vAlign=top>
<TD width=151>Click OK on the message box.</TD>
<TD width=439>The message box closes, and the Contract Awards screen is re-displayed. The ISSUE NTP button is hidden, and the Project Status has been updated to NTP Issued.
Note: Further processing, such as the copying of the remaining Construction Data to the Construction tables is handled by the Batch Issue NTP program, which also updates the Project Status to Construction.</TD></TR>
<TR vAlign=top>
<TD width=151><IMG height=1 alt="" src="/icons/ecblank.gif" width=1 border=0></TD>
<TD width=439>Use the Go links to access other project-related screens. Use the navigation bar to access other ECMS functions or to log out of the system.</TD></TR></TBODY></TABLE></BLOCKQUOTE> 
<H2 class=form>Related Help Documents</H2>
<BLOCKQUOTE>

<TABLE border=1>
<TBODY>
<TR vAlign=top>
<TD width=174>Topic</TD>
<TD width=456>Help Document</TD></TR>
<TR vAlign=top>
<TD width=174>Screen fields and definitions</TD>
<TD width=456>Tell Me About Construction Project Information Screen</TD></TR>
<TR vAlign=top>
<TD width=174>Contract information</TD>
<TD width=456>Tell Me About Construction Information</TD></TR></TBODY></TABLE></BLOCKQUOTE>

Description

This function is part of the Contract Awards subsystem and is used to issue the Notice to Proceed (NTP) for a construction project. This function is performed from the Construction Project Information screen after the contract for the project has been executed. The function allows the user to choose the current date or a future date as the ‘actual NTP date’. In either case, an email notification is automatically generated and sent to the prime contractor for the project, informing them of the date they are authorized to proceed with physical work on the project. When the user issues the NTP, the Project Status is updated to NTP Issued.

Other system processing required for the project to move to Construction status is performed when a batch program, run at regular intervals, scans the databases for projects with a status of NTP Issued and an Issue NTP Date equal to the current date. This additional processing includes writing the Component Item Schedules to the Construction tables in the database, as well as copying the DBE or MBE/WBE participation/commitment information to the appropriate Construction tables.

This function is only available when the Project Status is Pre-Construction.

IMPORTANT: Prior to issuing the notice to proceed, you must indicate the Project Data Source (ECMS or CDS NextGen) by choosing the appropriate option on the Construction Project Information screen.

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 Project Services option. The Project Services options available to your user group are displayed.

Select the Project Home Page option beneath Contractor Services on the navigation bar. The Project Home page is displayed with fields for entering selection criteria for a project search.

Enter the desired project number or other selection criteria to retrieve the project records, then click Search for Project. The Projects list is displayed with a link for each project number matching the selection criteria.

Using the drop-down list above the project list, choose Construction Project Information and then click on the desired project number link. The Construction Project Information screen for the specified project is displayed.

If needed, use the down arrow icon in the upper left of the display to jump to the bottom of the screen. The lower portion of the screen is displayed.

Click the EDIT button. The screen switches to EDIT mode.

Click the ISSUE NTP button. A message is displayed asking you to confirm that you want to issue the NTP for the specified date and prompting you to choose a date.

Click OK on the message box. The message box closes, and the calendar tool is displayed for you to choose the NTP date.

Click on the day you would like the NTP to be issued. The calendar graphic closes, and a 'please wait' message is displayed.
The Execute Rules (to Issue Notice to Proceed) program is run to check the project against the established business rules.
If the project fails any of the rules, errors or warnings are written to the Execute Rules Status Page, and the Issue NTP processing is not completed. An authorized user (BOD Contract Management Chief) must access the Execute Rules Page to override the errors or warnings, or the project data must be corrected to resolve the errors.
Once the errors are corrected or overridden, you must complete the steps in this Help document again in order to issue the NTP.
If the Execute Rules (to Issue NTP) program does not return any errors, a ‘successful’ message is displayed when processing is complete.
Note: An email notification is generated and sent to the prime contractor’s Principal(s), informing them that they may begin physical work on the given date (that is, the date you selected in the calendar graphic).

If you received a 'successful' message, click OK on the message box. The message box closes, and a ‘please wait’ message is displayed.

Click OK on the message box. The message box closes, and the Contract Awards screen is re-displayed. The ISSUE NTP button is hidden, and the Project Status has been updated to NTP Issued.
Note: Further processing, such as the copying of the remaining Construction Data to the Construction tables is handled by the Batch Issue NTP program, which also updates the Project Status to Construction.

Use the Go links to access other project-related screens. Use the navigation bar to access other ECMS functions or to log out of the system.

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 Project Services option.	The Project Services options available to your user group are displayed.
Select the Project Home Page option beneath Contractor Services on the navigation bar.	The Project Home page is displayed with fields for entering selection criteria for a project search.
Enter the desired project number or other selection criteria to retrieve the project records, then click Search for Project.	The Projects list is displayed with a link for each project number matching the selection criteria.
Using the drop-down list above the project list, choose Construction Project Information and then click on the desired project number link.	The Construction Project Information screen for the specified project is displayed.
If needed, use the down arrow icon in the upper left of the display to jump to the bottom of the screen.	The lower portion of the screen is displayed.
Click the EDIT button.	The screen switches to EDIT mode.
Click the ISSUE NTP button.	A message is displayed asking you to confirm that you want to issue the NTP for the specified date and prompting you to choose a date.
Click OK on the message box.	The message box closes, and the calendar tool is displayed for you to choose the NTP date.
Click on the day you would like the NTP to be issued.	The calendar graphic closes, and a 'please wait' message is displayed. The Execute Rules (to Issue Notice to Proceed) program is run to check the project against the established business rules. If the project fails any of the rules, errors or warnings are written to the Execute Rules Status Page, and the Issue NTP processing is not completed. An authorized user (BOD Contract Management Chief) must access the Execute Rules Page to override the errors or warnings, or the project data must be corrected to resolve the errors. Once the errors are corrected or overridden, you must complete the steps in this Help document again in order to issue the NTP. If the Execute Rules (to Issue NTP) program does not return any errors, a ‘successful’ message is displayed when processing is complete. *Note*: An email notification is generated and sent to the prime contractor’s Principal(s), informing them that they may begin physical work on the given date (that is, the date you selected in the calendar graphic).
If you received a 'successful' message, click OK on the message box.	The message box closes, and a ‘please wait’ message is displayed.
Click OK on the message box.	The message box closes, and the Contract Awards screen is re-displayed. The ISSUE NTP button is hidden, and the Project Status has been updated to NTP Issued. *Note*: Further processing, such as the copying of the remaining Construction Data to the Construction tables is handled by the Batch Issue NTP program, which also updates the Project Status to Construction.
	Use the Go links to access other project-related screens. Use the navigation bar to access other ECMS functions or to log out of the system.

Topic	Help Document
Screen fields and definitions	Tell Me About Construction Project Information Screen
Contract information	Tell Me About Construction Information

Created by
Joseph D Howe/PennDOT on 03/16/2005 at 10:53:44 AM