City Contract Management System (CCMS)The City Contract Management System (CCMS) • CCMS Compliance...
Transcript of 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
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Topic Slide No.
What is SBEDA Compliance - Overview 3
Prime Contractor and Sub-contractor Responsibilities • Understanding the Audit Process
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The City Contract Management System (CCMS) • CCMS Compliance Notification Timeline
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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
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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
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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
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CCMS Log-In (Processing)
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* Access Granted * 6
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User Homepage / System Dashboard
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Prime Resolving
Incomplete Audits
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User Homepage / System Dashboard
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1
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Incomplete Audits per Contract per Month
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2
3
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Resolving Incomplete Audit Month
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Contract Audit: March 2012
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2
1
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Reporting Payments to Subcontractors
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2 1 3 4 5 6
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Completed Audit Month
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Repeat Steps and Complete All Incomplete Audit Months
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Subcontractor Resolving
Incomplete Audits
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User Homepage / System Dashboard
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Incomplete Audits per Contract per Month
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3
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Resolving Incomplete Audit Month
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2
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Confirm Payment: March 2012
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Dispute Payment: March 2012
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• Click View All Audits to complete other audits if
pending
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• This screen shows that there are no additional
incomplete audits and that the subcontractor is up to
date on audits
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Prime Resolving Disputes
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User Homepage / System Dashboard
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2
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Disputes per Contract per Month
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3
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Resolving Disputes Audit Month
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2
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Resolving Disputes: March 2012
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3
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Resolving Disputes Audit Month
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Resolving Disputes Audit Month
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Completed Dispute
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Subcontractor Resolving Disputes
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User Homepage / System Dashboard
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2
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Disputes per Contract per Month
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3
2
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Resolving Disputes Audit Month
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2
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Resolving Disputes Audit Month
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Resolving Disputes Audit Month
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Completed Dispute
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Prime Contractor:
Change or Modification
of Subcontractors
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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
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Prime Contractor and
Subcontractor:
General CCMS Navigation
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User Homepage / System Dashboard
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Vendor Contracts: Prime & Sub
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3
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Contract Main Tab
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View Tab
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Subs Tab
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Compliance Audit List Tab
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Prime Contractor and Subcontractor:
Add a User to Your Vendor Profile
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Prime Contractor & Subcontractor:
Search for Contracts
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Questions?
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