city contract management system (ccms)the city contract management system (ccms) • ccms compliance...

City Contract Management System (CCMS)

Prime and Subcontractor Training

Economic Development Department

Small Business Office

Table of Contents

2

Topic Slide No.

What is SBEDA Compliance - Overview 3

Prime Contractor and Sub-contractor Responsibilities • Understanding the Audit Process

4

The City Contract Management System (CCMS) • CCMS Compliance Notification Timeline

5

CCMS Log-In 6 – 11

Prime: Resolving Incomplete Audits 12 – 19

Sub-contractor: Resolving Incomplete Audits 20 – 27

Prime: Resolving Disputes 28 – 35

Sub-contractor: Resolving Disputes 36 – 42

Prime: Change or Modification of Sub-contractors • Completed Sample Change to Utilization Packet

43 – 46 47 – 50

Prime & Sub-contractor: General CCMS Navigation 51 – 57

Prime & Sub-contractor: Add User to Vendor Profile 58 – 62

Prime & Sub-contractor: Search Contracts in CCMS 63 - 66

3

Overview

CCMS is a web-based tool that provides:

• Contract compliance

• Online Audits

• Automatic Notifications

• S/M/WBE Monthly Utilization Reports

B2Gnow is the software vendor providing and maintaining the system for the City of San Antonio

4

City payment

info uploaded

from SAP

monthly to pay

Primes in

system

CCMS emails the

Primes to enter

payments to subs

Primes login, enter

amounts paid to

subcontractors w/in

14 days

CCMS emails Subs to

confirm payment

amounts

Originating Dept

reviews CCMS

monthly to

determine

SBEDA

compliance

issues

Subs confirm Prime

payments, or dispute

amounts w/in 10 days

System records

information

received by

Primes & Subs

Primes begins

work, submits pay

applications

CCMS Action Prime Contractor Action Subcontractor Action City Action

Understanding the Audit Process

5

CCMS Log-In (Processing)

.

.

.

.

.

* Access Granted * 6

1

7

1

8

1

2

3

9

2

1

10

User Homepage / System Dashboard

11

12

Prime Resolving

Incomplete Audits

13

User Homepage / System Dashboard

2

1

14

Incomplete Audits per Contract per Month

1

2

3

15

Resolving Incomplete Audit Month

1

2

Contract Audit: March 2012

3

2

1

16

17

Reporting Payments to Subcontractors

7

2 1 3 4 5 6

18

Completed Audit Month

19

Repeat Steps and Complete All Incomplete Audit Months

20

Subcontractor Resolving

Incomplete Audits

21

User Homepage / System Dashboard

2

1

22

Incomplete Audits per Contract per Month

1

2

3

23

Resolving Incomplete Audit Month

1

2

24

Confirm Payment: March 2012

2

1

3

4

5

25

Dispute Payment: March 2012

1

2

3

26

• Click View All Audits to complete other audits if

pending

27

• This screen shows that there are no additional

incomplete audits and that the subcontractor is up to

date on audits

28

Prime Resolving Disputes

29

User Homepage / System Dashboard

1

2

30

Disputes per Contract per Month

1

3

2

31

Resolving Disputes Audit Month

1

2

32

Resolving Disputes: March 2012

1

2

3

33

Resolving Disputes Audit Month

1

34

Resolving Disputes Audit Month

4

3

2 1

35

Completed Dispute

1

36

Subcontractor Resolving Disputes

37

User Homepage / System Dashboard

1

2

38

Disputes per Contract per Month

1

3

2

39

Resolving Disputes Audit Month

1

2

40

Resolving Disputes Audit Month

1

41

Resolving Disputes Audit Month

4

3

2 1

42

Completed Dispute

1

43

Prime Contractor:

Change or Modification

of Subcontractors

44

Reasons for Change or Modification of

Subcontractors

• Change in scope to contract on behalf of the City

• Prime removes/adds/modifies Subcontractors

• Contract is cancelled

• Change orders •If project goes back to Council, SBO must be included in Workflow to approve

RFCA

•Other reason not otherwise stated

How to Complete Process and Make Change Official: 1. With OD’s help, Prime must Complete a Change to Utilization Plan

2. OD & SBO work together to complete a change to utilization worksheet

3. Obtain acknowledgement/agreement emails from any Subcontractors

that were removed from contract or had a reduction in utilization

4. Assistant Director for SBO approves change

5. Finally, appropriate changes made in CCMS

45

46

1

2 3 4

5

6

7

8

9

47

48

49

50

51

Prime Contractor and

Subcontractor:

General CCMS Navigation

52

User Homepage / System Dashboard

2

1

53

Vendor Contracts: Prime & Sub

3

2

1

3

54

Contract Main Tab

1

2

55

View Tab

56

Subs Tab

1 2 3 4

57

Compliance Audit List Tab

1

2

Prime Contractor and Subcontractor:

Add a User to Your Vendor Profile

58

59

1

2

1

2

60

1

2

3

4

5

6

61

62

1

Prime Contractor & Subcontractor:

Search for Contracts

63

1

2

64

65

Questions?

66