Accept Municipal Contract

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<h2 class="form">Description</h2>
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This function is part of the Contract Awards subsystem and is used by the municipal solicitor to accept a Municipal contract. The Accept Municipal Contract function provides part of the Contract Review and Execution functionality and is accessed from the Contract screen.
<p>Only the individual who is a Municipal Solicitor user associated with the municipal business partner ID can access this function. The Accept Municipal Contract function is only available when the contract type is Municipal and the Contract Status is Municipal Solicitor.<br /><br />When the Municipal Solicitor confirms that they want to accept the contract, the system updates the contract status to &quot;Ready to Execute&quot; and sets the current date as the Execution Date. (However, before the contract is updated to Executed status (and the project moves to Pre-Construction status), an authorized BOD CMD user must click the Execute button on the contract.)<br /><br />Note: Partial ECMS projects (Project Type equal to &quot;Emergency Partial ECMS&quot; or &quot;Local Partial ECMS&quot;) have an off-line paper contract review and execution process. However, in order for the system to create the appropriate construction data, an authorized BOD CMD user must perform the 'Accept Contract&quot; function from the Contract Awards screen. See the Help document titled &quot;Accept Local or Emergency (Partial ECMS) Contract&quot; under the Contract Review and Execution category of the Help system for specific directions.</p>
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<h2 class="form">Quick Navigation</h2>
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<span style="font-family: Arial; font-size: 12px">The following table provides an overview of the steps in this process. Detailed step-by-step directions are provided in the next section.</span>
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<td width="199"><strong style="font-family: Arial; font-size: 80%">From this screen&hellip;.</strong></td>
<td width="391"><strong style="font-family: Arial; font-size: 80%">perform this action:</strong></td>
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<td width="199" style="font-family: Arial; font-size: 80%">Navigation Bar</td>
<td width="391" style="font-family: Arial; font-size: 80%">Select Contractor Services option, then select Contract Awards</td>
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<td width="199" style="font-family: Arial; font-size: 80%">Contract Awards Home Page</td>
<td width="391" style="font-family: Arial; font-size: 80%">Click the Contracts by Status link</td>
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<td width="199"><span style="font-family: Arial; font-size: 80%">Contracts by Status</span></td>
<td width="391" style="font-family: Arial; font-size: 80%">Click the Project Number for the contract you want to execute</td>
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<td width="199"><span style="font-family: Arial; font-size: 80%">Contract</span></td>
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<span style="font-family: Arial; font-size: 80%">Click the EDIT button</span>
<p style="font-family: Arial; font-size: 80%">Click the ACCEPT button</p>
<p style="font-family: Arial; font-size: 80%">Confirm the action (Email sent to BOD CMD)</p>
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<h2 class="form">Step-by-Step Directions</h2>
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<td width="151"><strong style="font-family: Arial; font-size: 80%">User Action</strong></td>
<td width="439"><strong style="font-family: Arial; font-size: 80%">Result</strong></td>
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<td width="151" style="font-family: Arial; font-size: 80%">Open your browser software and access the ECMS Welcome page.</td>
<td width="439" style="font-family: Arial; font-size: 80%">The ECMS Welcome page is displayed with the navigation bar on the left.</td>
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<td width="151" style="font-family: Arial; font-size: 80%">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" style="font-family: Arial; font-size: 80%">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>
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<td width="151"><span style="font-family: Arial; font-size: 80%">From the navigation bar, select the Contractor Services option.</span></td>
<td width="439" style="font-family: Arial; font-size: 80%">The Contractor Services option available to your user group are displayed.</td>
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<td width="151" style="font-family: Arial; font-size: 80%">Select the Contract Awards option beneath Contractor Services on the navigation bar.</td>
<td width="439" style="font-family: Arial; font-size: 80%">The Contract Awards home page is displayed.</td>
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<td width="151" style="font-family: Arial; font-size: 80%">Click the Contracts by Status link.</td>
<td width="439" style="font-family: Arial; font-size: 80%">The Contracts by Status list is displayed and displays all contracts with a review status matching your user group.</td>
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<td width="151" style="font-family: Arial; font-size: 80%">Click the Project Number hyperlink for the contract you wish to review.</td>
<td width="439" style="font-family: Arial; font-size: 80%">The Contract screen for the specified project is displayed.</td>
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<td width="151" style="font-family: Arial; font-size: 80%">Review the contract, including linked data and documents as necessary.</td>
<td width="439" style="font-family: Arial; font-size: 80%">See &quot;Tell Me About Contract Screen&quot; for detailed information on the links available in the contract.</td>
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<td width="151" style="font-family: Arial; font-size: 80%">If necessary, use the down arrow icon in the upper left of the display to jump to the bottom of the screen.</td>
<td width="439" style="font-family: Arial; font-size: 80%">The lower portion of the screen is displayed.</td>
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<td width="151" style="font-family: Arial; font-size: 80%">Click the ACCEPT button.</td>
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<span style="font-family: Arial; font-size: 80%">A message is displayed asking you to confirm that you want to sign the contract.</span>
<p><strong><em style="font-family: Arial; font-size: 80%">Note</em></strong><em style="font-family: Arial; font-size: 80%">: There is no system function that allows you to 'not accept' the contract. If your review uncovers problems or errors, contact the PENNDOT Contract Awards section.</em></p>
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<td width="151" style="font-family: Arial; font-size: 80%">Click OK on the message box.</td>
<td width="439" style="font-family: Arial; font-size: 80%">The message box closes, and a 'please wait' message is displayed. When processing is complete, a 'successful' message is displayed.</td>
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<td width="151" style="font-family: Arial; font-size: 80%">Click OK on the message box.</td>
<td width="439" style="font-family: Arial; font-size: 80%">The message box closes, and you are returned to the Contract screen. The Contract Workflow Status (at the bottom of the screen) contains an entry for the signature date, the status of the workflow has been updated to Ready to Execute, and the Execution Date in the contract text has been set to the current date. The system has generated and sent an email notification to the BOD CMD user group informing them that the contract is ready to be executed.</td>
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<h2 class="form">Related Help Documents</h2>
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<td width="174"><strong style="font-family: Arial; font-size: 80%">Topic</strong></td>
<td width="456"><strong style="font-family: Arial; font-size: 80%">Help Document</strong></td>
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<td width="174" style="font-family: Arial; font-size: 80%">Contract data and links</td>
<td width="456" style="font-family: Arial; font-size: 80%">Tell Me About Contract Screen</td>
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<td width="174" style="font-family: Arial; font-size: 80%">Workflow</td>
<td width="456">
<span style="font-family: Arial; font-size: 80%">Tell Me About Contract Workflow for Commonwealth Contracts</span>
<p style="font-family: Arial; font-size: 80%">Tell Me About Contract Workflow for Municipal Contracts</p>
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Description

This function is part of the Contract Awards subsystem and is used by the municipal solicitor to accept a Municipal contract. The Accept Municipal Contract function provides part of the Contract Review and Execution functionality and is accessed from the Contract screen.

Only the individual who is a Municipal Solicitor user associated with the municipal business partner ID can access this function. The Accept Municipal Contract function is only available when the contract type is Municipal and the Contract Status is Municipal Solicitor.

When the Municipal Solicitor confirms that they want to accept the contract, the system updates the contract status to "Ready to Execute" and sets the current date as the Execution Date. (However, before the contract is updated to Executed status (and the project moves to Pre-Construction status), an authorized BOD CMD user must click the Execute button on the contract.)

Note: Partial ECMS projects (Project Type equal to "Emergency Partial ECMS" or "Local Partial ECMS") have an off-line paper contract review and execution process. However, in order for the system to create the appropriate construction data, an authorized BOD CMD user must perform the 'Accept Contract" function from the Contract Awards screen. See the Help document titled "Accept Local or Emergency (Partial ECMS) Contract" under the Contract Review and Execution category of the Help system for specific directions.

Quick Navigation

The following table provides an overview of the steps in this process. Detailed step-by-step directions are provided in the next section.
From this screen…. perform this action:
Navigation Bar Select Contractor Services option, then select Contract Awards
Contract Awards Home Page Click the Contracts by Status link
Contracts by Status Click the Project Number for the contract you want to execute
Contract Click the EDIT button

Click the ACCEPT button

Confirm the action (Email sent to BOD CMD)

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 option 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.
Click the Contracts by Status link. The Contracts by Status list is displayed and displays all contracts with a review status matching your user group.
Click the Project Number hyperlink for the contract you wish to review. The Contract screen for the specified project is displayed.
Review the contract, including linked data and documents as necessary. See "Tell Me About Contract Screen" for detailed information on the links available in the contract.
If necessary, 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 ACCEPT button. A message is displayed asking you to confirm that you want to sign the contract.

Note: There is no system function that allows you to 'not accept' the contract. If your review uncovers problems or errors, contact the PENNDOT Contract Awards section.
Click OK on the message box. The message box closes, and a 'please wait' message is displayed. When processing is complete, a 'successful' message is displayed.
Click OK on the message box. The message box closes, and you are returned to the Contract screen. The Contract Workflow Status (at the bottom of the screen) contains an entry for the signature date, the status of the workflow has been updated to Ready to Execute, and the Execution Date in the contract text has been set to the current date. The system has generated and sent an email notification to the BOD CMD user group informing them that the contract is ready to be executed.



Related Help Documents

Topic Help Document
Contract data and links Tell Me About Contract Screen
Workflow Tell Me About Contract Workflow for Commonwealth Contracts

Tell Me About Contract Workflow for Municipal Contracts



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Created byLast Modified by
Joseph D Howe/PennDOT
on 03/16/2005 at 10:47:14 AM		Wanda Taylor/PennDOT
on 03/18/2005 at 08:31:28 AM