Download - ECMS II What’s New
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ECMS II What’s New
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ECMS II Overview
Improvements: Easier navigation User friendly screen layout Improved search capability Improved access to information
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New Functional Areas
Consultant Information Forum
Scope clarification Advertisement Q&A
My Work Queue
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Common Functionsand Navigation
Screen Layout and Navigation Main Page Concept Toolbars and Menus Headers & Headings
Search Screens Selection Screens Message Area
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Typical ScreenLayout Elements
ECMS Banner Menu Bar Toolbar Message Area Headers Section Headings Required Fields
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ECMS Banner
ECMS Banner Home, Site Index and Help
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Menu Bar
Clicking on a sub-menu option, navigates you to a specific screen.
Menu Bar
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Toolbar
Toolbar
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Screen Title
Screen Title
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Message Area – informational messages
Informational Messages
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Errors and Warnings
Warnings, and/or Error Messages
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Common Headers
Quick Jump
Header
Status
Agreement Type
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Section Headings
Section Heading
Section Heading
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Required Fields
Required Field
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Common Search/Portal Screen
Go to specific agreement Advertisement
Advanced Custom Search
Express Search
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Common Selection Screen
Filter lists or search within lists to quickly locate the entries you need
Select Number of Records displayed
per Page
Click or Check a row to be added
Sort results by clicking column headings
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Logging In
Login
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Logging Out
Logout
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Consultant Information:New Functional Area
Consultant Information Portal Consultant Qualifications Package Consultant Employee Roster and
Employee Rates Consultant Overhead Information
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Consultant Qualification Package
Statuses Draft, Active and Expired
DBE type automatically retrieved from Pennsylvania Unified Certification Program (UCP)
Must confirm when selecting the “Right of Way Acquisition” service
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Agreements: What’s New
Agreement Types Selection Processes New Statuses
Agreements Parts/Work Orders
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Agreements: What’s New
Agreements Portal Agreement Information Screen DBE Goal tracking Supplement Types Finalizing Agreements
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Agreement Types
Project Specific Open End Open End Subtypes
Non-Project Specific Project Specific Task Specific
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Selection Processes
Normal Modified Enhanced Modified Local Sole Source
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Select alternateSelect alternate
Setup StatusAgreement has been created
Setup StatusAgreement has been created
Planned Project PublishedPlanned project
has been published
Planned Project PublishedPlanned project
has been published
AdvertisedAdvertisement
has been published
AdvertisedAdvertisement
has been published
SOI ReviewStatement of Interest deadline has passed
SOI ReviewStatement of Interest deadline has passed
ShortlistedShort list has
been approved
ShortlistedShort list has
been approved
Selection ReviewTechnical proposal
due date has passed
Selection ReviewTechnical proposal
due date has passed
Extend Technical Proposal due date
Extend Technical Proposal due date
Agreement StatusesNormal Selection Process
Agreement StatusesNormal Selection Process
Final RankedFinal Ranking
has been approved
Final RankedFinal Ranking
has been approved
Negotiation Price proposal
has been submitted
Negotiation Price proposal
has been submitted
Negotiation CompletedDraft legal
agreement created
Negotiation CompletedDraft legal
agreement created
ExecutedLegal Agreement
has been executed
ExecutedLegal Agreement
has been executed
ActiveNTP Issued or
Legal WO executed
ActiveNTP Issued or
Legal WO executed
Legal Agreement
Deleted
Legal Agreement
Deleted
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Additional Statuses
IdleFinal invoice
received on all Parts/WO
IdleFinal invoice
received on all Parts/WO
FinalFinalized button
clicked when agreement is in
Executed, Idle, or Expired status
FinalFinalized button
clicked when agreement is in
Executed, Idle, or Expired status
ExpiredLast Part or Open End
expires
ExpiredLast Part or Open End
expires
Moves to Expired status if last part or open end expires
Moves to Active status if you activate part/WO or execute supplement
Moves to Active or Expired status if final invoice indicator is removed
Moves to Final status if Finalize button clicked
Moves to Final status if Finalize button clicked
CancelledWhen agreement is deferred or the Cancel button is
clicked
CancelledWhen agreement is deferred or the Cancel button is
clicked
Agreement can be broken down and
returned to Expired and Idle
status by the CAD Chief
Can be deferred when agreement is in Setup, Selection Review, Final Ranked and Negotiation statuses
Can be cancelled when agreement is in Setup through Negotiation statuses
Additional StatusesNormal Selection Process
Additional StatusesNormal Selection Process
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Modified Selection Process
No SOI Review Status SOI deadline passes; moves status to
Selection Review Final Ranking based on SOIs
No Shortlisted Status Shortlisting step omitted
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Agreement Status Normal SelectionAgreement Status Normal Selection
SetupPart Created
SetupPart Created
In-ProcessScope of Work
Published
In-ProcessScope of Work
Published
NegotiationPrice Proposal
Submitted
NegotiationPrice Proposal
Submitted
ExecutedLegal Agreement
Executed
ExecutedLegal Agreement
Executed
ActiveNotice to Proceed
Issued for Part
ActiveNotice to Proceed
Issued for Part
On-HoldPart Placed
On-Hold
On-HoldPart Placed
On-Hold
PartReleased
PartReleased
Part Life CycleStatuses
Part Life CycleStatuses
IdleFinal InvoicePaid on Part
IdleFinal InvoicePaid on Part
ExpiredExpiration Date Passes for Part
ExpiredExpiration Date Passes for Part
FinalFinalize Button
Clicked
FinalFinalize Button
Clicked
CancelledCancel Button ClickedIn Setup, In-Process or
negotiation Status
CancelledCancel Button ClickedIn Setup, In-Process or
negotiation Status
CAD Chief Breakdown
Part
CAD Chief Breakdown
Part
SupplementApproved
SupplementApproved
Active NTP is issued for supplement parts
automatically upon Supplement
execution for current parts that already
have the NTP issued.
Active NTP is issued for supplement parts
automatically upon Supplement
execution for current parts that already
have the NTP issued.
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Agreement Status Normal SelectionAgreement Status Normal Selection
SetupWork Order Created
SetupWork Order Created
In-ProcessScope of Work
Published
In-ProcessScope of Work
Published
NegotiationPrice Proposal
Submitted
NegotiationPrice Proposal
Submitted
Negotiation CompleteLegal Work Order
Created
Negotiation CompleteLegal Work Order
Created
ActiveLegal Work Order
Executed – serves as NTP
ActiveLegal Work Order
Executed – serves as NTP
On-HoldWork Order Placed
On-Hold
On-HoldWork Order Placed
On-Hold
Work OrderReleased
Work OrderReleased
Work Order Life CycleStatuses
Work Order Life CycleStatuses
IdleFinal Invoice
Paid on Work Order
IdleFinal Invoice
Paid on Work Order
ExpiredExpiration Date
Passes for Work Order
ExpiredExpiration Date
Passes for Work Order
FinalFinalize Button
Clicked
FinalFinalize Button
Clicked
CancelledCancel Button Clicked
(In Setup, In-Process or Negotiation Status)
CancelledCancel Button Clicked
(In Setup, In-Process or Negotiation Status)
BreakdownWork Order
BreakdownWork Order
TimeExtension
Issued
TimeExtension
Issued
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Agreements Portal
Agreement/Part/Work Order Search Quick Jump Search Advanced Search
Saved searches Express Search
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Agreement InformationScreen
Main page concept Create/Edit agreement documents
technical proposal and price proposal Cost and expiration summary DBE Goal/Commitment/Attained
information Parts/Work Orders
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Supplement – 4 Types
Normal No Fee OE Time Extension Administrative
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Normal Supplement
Works the same for open end and project specific agreements
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No Fee Supplement
Only for Project Specific agreements
Profit factor must be 0 on all parts Can change part costs Can transfer $$$ between
consultants within the same part Cannot transfer money between parts
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Open End Time Extension
Extend expiration date for original agreement
Can change the DBE % Not applicable for Project Specific
agreements
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Administrative Supplement
Open End: Can add sub using a generic task Change DBE %
Project Specific: Change DBE % Change part expiration date Transfer $$$ between consultants on
each part. Each part must have a net change of $0
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Supplement Screen
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Finalizing Agreements
Reminder for Expiring Agreement/Part/Work Order
Consultant evaluation completed for prime consultant
All parts/work orders will be finalized before finalizing agreement
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Assignment Agreements: What’s New
Assignment agreement attachment Provides capability to attach
electronic copy of actual “Assignment Agreement” legal document
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Planned Projects: What’s New
Planned Projects Portal Attached document Support for statewide & district-
wide locations
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Advertisements What’s New
Advertisements Portal Advertisement History Attached document Questions & Answers
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Forum: New Functional Area
Advertisement Q&A Scope Clarification Q&A Search and Respond to Questions Forum Posting Report
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Statements of Interest
No significant changes
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Selection Results: What’s New Selection Results Portal Displays appropriate text in Final Rank for
Enhanced Modified Selection agreements Consultant Agreement Manager users
do NOT have access to Selection Results screens during review process
cannot access until after selection results published
cannot view unpublished reasons
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Scope of Work: What’s New
Access Scope of Work through Technical Proposal
Executive Summary Required Indicator Indicates executive summary
attachment is required on the technical proposal
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Technical Proposal:What’s New
Access Technical Proposal through Agreement/Supplement/Work Order/Amendment screens
Scope clarification Q&A now accessed through Forum
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Completion Date vs. Duration
Agreement Type ScenarioNTP
Issued? Date vs. Duration Default ValueProject Specific Part for original Agreement n/a Duration noneProject Specific Existing Part for Supplement 1 No Duration Duration from Original Agreement's Tech Proposal
Project Specific Existing Part for Supplement N No Duration
Duration from most recent Supplement's Tech Proposal (if Part was on that Supplement) or Tech Proposal from Orgiinal Agreement if never Supplemented previously.
Project Specific Existing Part for Supplement N Yes Date Current Part Expiration Date
Open End original Agreement n/a Duration None. Open End Supplement N n/a Date Current Agreement Expiration Date
Open End original Work Order n/a Date noneOpen End Work Order Amendment N Yes* Date Current Work Order Expiration Date
* Once the original Work Order is executed, the Notice to Proceed has been given.
Consultants now enter Completion Date instead of duration in months for Supplements and Work Orders as shown below:
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Technical Proposal:What’s New (cont)
Adding a sub no longer uses a “tree” hierarchy
Quick access to Technical Proposal Approach screen provided by Icon on Summary screen
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Price Proposal: What’s New
Ability to view: All estimate data on one screen Unit of work details including tasks
and other costs Sub-consultant proposal status and
total costs on Summary screen previously had to go into each of their
proposals
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Price ProposalWhat’s New (cont)
DBE related information displayed Enter classification hours on same
line Assign labor task to a unit of work
or a unit of work to a labor task
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Legal Agreements:What’s New
Check of DBE status DBE certification verified upon
execution
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Invoicing: What’s New
Invoices Portal Invoicing now an online process
DBE attainment information updated upon invoice approval
Approval and Payment workflow broken out to show SAP process
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InvoicingWhat’s New (cont)
Penndot PM can reject and send invoice back to Draft status
Can specify only one invoice as Final
Penndot can mark or unmark invoice as Final
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InvoicingWhat’s New (cont)
Can delete invoice in Draft status Can no longer add payroll for lump
sum method of payment Separate entry for
Overtime/Hazardous hours
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Consultant EvaluationWhat’s New
PennDOT must set criteria and section weights and submit to Consultant for acknowledgement prior to… Issuing Notice to Proceed for a Part Creating Draft Legal Work Order
Current evaluations stay in current system Not in ECMS II
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Consultant Evaluation (cont.)
Scoring system changed CE – Consistently Exceeds EE – Exceeds Expectations EP – Expected Performance FM – Fails to Meet Expectations CF – Consistently Fails
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My Work QueueNew Functional Area
My Work Queue Portal Search for and view list of Items
pending action Customized and Express Search
Capability
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Questions?
???