CATS System Welcome Screen

Program Access and Authority

Three levels of access:Super User: Can update and delete assigned program records (Contract Administrator).Update User: Can view only assigned program records and update restricted records (Contract and Operational Managers).View User: Can view only assigned program records and can not update records (Auditors and Managers).

Users may have access to contract info for one

or more Programs.

Clicking on the Contracts tab will access the contracts for a

particular program.

Contract Search/Add Contract

Note that existing

contracts display

when the Contracts

tab is opened.

And a link is provided to Add a New Contract.

We’ll demonstrate the Add Contract screen first.

Adding New Contracts

*=

Mandatory fields

Add =Editable drop down fields

Contract Status

Active= contract is current in force

Inactive= contract has expired but activity remains

Closed= contract closed and activity complete

Contract Category

Categories may be unique to a Program or apply to multiple programs.

Contractor Information

Drop down menu for Contractors will display all Contractors entered into the system

Or the Add button allows new vendor info to be added

Adding New Contractors

The contractor screen allows new vendor information to be added

Manager Administration

All managers share a single data base. Drop down menu will display existing managers.

Or the Add button allows new managers to be added

Manager Administration

Persons may be added as a

Contract Manager, Operations Manager or

Procurement Manager using the drop down menu

Pending Enhancement

Email addresses are being added for activity notification

Existing Contract Search

All contracts will display

that are assigned to the selected

program.

Clicking on the link will display the contract information

Main Contract Page

Note on this entry future possible renewals have been pre-loaded…

….but not executed.

Existing Contract Administration Screen

Contract deliverables can be added by accessing the contract’s deliverable link.

Deliverable Administration

All deliverables may be added in advance with due

dates.

The Date Completed field is updated and the Complete

flag is changed to “yes” by the

contract manager when the deliverable

is accepted.

Pending Enhancement

Adding invoice and payment information is a pending enhancement.

Pending Enhancement

When the deliverable payment and invoice information is added and the Complete flag is changed to Yes, a deliverable performance survey opens. If Fair or Poor performance is selected, a further explanation is required.

Existing Contract Administration Screen

Contract changes are made through the Changes tab.

Changes are:

•Amendments

•Renewals

•Extensions

•Other

Renewals may only be added

to the Changes

page if the Renewal

Option flag is set for

Yes.

The number of renewals that can be entered is limited to

the number in the

Renewals Num field.

Change Administration

The Change Administration

page will display a

summary of activity related to the contract and a link is provided to display any

unique change event.

Note the headers for the various types of contract changes.

Amendment Administration

Clicking the link will display the specifics of the contract change item selected.

Clicking the Add button here opens an Add New Amendment screen.

Renewals may be added only if the main contract pages has been set for renewals as previously discussed. If the main page has not

been set for renewals, or if the number of available renewals on the main page have already been entered, the Add button will not appear.

Renewal Administration

Note that the optional renewal has been added in advance...

..but the “Execute” button will not be activated until the actual renewal is executed.

The Contract End date will change to the date specified as the Renewal end Date and the renewal amount will be added to the Total Contract Value on the Contract Main Page.

Extension Administration

Systematically extensions operate just as renewals do

Other Activity Administration

The Other tab is used to document information related to the contract that are not amendments, renewals, or extensions. An example is changes in contractor staff that do not require formal amendments.

Contract Closeout

At the completion

of the contract. The

contract manager

must change the contract

status to Closed.

Pending Modification

Upon closing the contract a Closeout Survey opens. There are five (5) performance assessment questions and six (6) financial assessment questions.

The survey averages all of the individual deliverable scores and allows the CM to accept this as the overall contract score or change the score and provide an explanation.

Pending Modification

Once the contract is

closed and the survey is

completed, the Contract Admin

screen will display a survey

link.

Pending Modification

The survey is a PDF document

that can be printed and

placed in the contract file.

Reports

Notification SystemContract, Operations and Procurement

Managers will be notified upon a pre-set time frame concerning contract expiration.

Contract Managers will be notified when a deliverable due date has been reached but has not yet been accepted.