Web-Based Contract Management Services - WBCMS Overview ... · Contract Setup –CA Assignment Web-Based Contract Management Services 61 Security Tag Assignment 2 Step process First

Web-Based Contract Management Services -WBCMS

Overview – CA Firms

Background

The Ministry wanted to replace paper with data.

MTO implemented WBCMS February 2017.

Browser based application - Internet Explorer (IE11).

Ministry creates contract and uploads documents.

Users benefits.

On-going improvements.

2Web-Based Contract Management Services

Objective

Streamline processes and introduce automation

Reduce duplication

Increase efficiencies and effectiveness

Improved documentation to support decision making

Stakeholder alignment


WBCMS General Product Features


User enrolment How will industry know? Who creates the user profiles? How will they get their login credentials?

Dashboards Where to look for: Updates – Release Notes Contact us User Guides Frequently Asked Questions (FAQs)

How is participant notified when they need to take action? To – Do list/Tasks Notifications Email Notification (certain records)



List views Ability to customize for each record Ability to sort and filter Ability to export and / or generate reports

Global features Time is set to a 24 hour clock Ability to add attachments Ability to add additional comments How mandatory information is depicted 20 minute timeout

History button Who created or changed the record When the record was changed What action was taken



Search engine capabilities How to search at contract level How to search at record level

Action buttons Who can create Who can modify Who can take action How will I know if action is required Can I modify my information once action is taken How can I make changes after the record is submitted

File Structure Where to add submissions Document management structure



Pull-down Menu



FAQs Useful Information Contract Workflow Overview Test Codes



Release Notes List all updates to software since rollout Details changes made in each update Monitor for changes to software



User Guides Breakdown Workflow of product’s records Not specific to our business Monitor - new guides in development

11

Save button Saves record in Draft Until a record is submitted, it is not part of the contract and has not

been “signed” As long as record is in draft, it is always editable Save early, save often!


Web-Based Contract Management Services

12

Cancel button Cancels whatever changes have been made in that record Deletes changes made in record since last save Reverts record to state prior to last instance of save If new record, deletes the record completely



13

Workflow History button Records every functioned actioned by every user on the record Who has done what? When was it done? What needs to be done next? Who needs to do it?



14

Action button Is legally your signature May also be: “Reviewed” “Submit” “Acknowledge” “Accept” “Recommend”





To Do List refresh on landing page System sometimes requires a forced refresh for To Do lists



List Customization Edit Column Heading names, location, order, turn them on or off













NSSP CMO0001


IT firewall restrictions/governing Windows Based IE11 only – This is the only browser supported by OPS IT, therefore

WBCMS is only configured to work properly on IE11 Internet Speeds vary depending on service provider and location http://www.speedtest.net/

PC tune-ups Factory restore No Cookies! WBCMS does not store any data on your browser or computer

NSSP CMO0001


Interpretation of and direction on the use and functionality of WBCMS is to come directly from the WBCMS-MTO Team only

CAs, contractors and MTO internal staff are all encouraged to contact the Team directly, at any time, for questions, concerns or issues 905-704-3276 (7:30am to 5pm) 1-844-283-9446 [email protected]

NSSP CMO0001


NSSP CMO0001


NSSP CMO0001


NSSP CMO0001


NSSP CMO0001


NSSP CMO0001


NSSP CMO0001


NSSP CMO0001


NSSP CMO0001



Construction Contract Setup


Contract Setup – Construction Contract


Construction Contract – Resource List

Used to populate the system with information unique to each contract, such as: Materials Labour Equipment Resources (key personnel) Subcontractors


Construction Contract – Materials List

Materials list is a living entity which can be updated and changed as often as needed by the contract

Workflow simply bounces between CA and contractor

Most lists have excel import/export functions


Construction Contract – Resource List

WBCMS uses the information provided in these lists to populate other records, such as: QC technicians for sampling Emergency contacts Diary and DWR purposes Key Personnel AMC Contacts CA staff OPP TOC Subcontractor’s Contacts Truck dispatch PM/Site Coordinators


Construction Contract – Resource Lists

Any key personnel should be placed here

Emergency Contact List

Any person listed under Administration and Staffing section under 2.5 PRE-START MEETING WITH CONTRACTOR in the CAITM should be included in this list

All those privy to the contract in WBCMS are therefore privy to key personnel


Construction Contract – Resource Lists

Personnel from both the CA and contractor can be placed here At pre-start, CA provides contractor with any CA representatives to be

included in the Resource list

WBCMS draws on data provided in the Resource list to populate records Therefore some records unable to complete without proper Resources

list


Construction Contract – Equipment List

All equipment on site must be an Active piece in the Equipment List Used for DWRs and Diaries Must be reviewed for accuracy At least once per construction season OPSS 0127 rates Particularly unit prices*


Construction Contract – Labour List

Input all Generic Labour Types Only positions and wages

Prefix/Suffix with unique identifier for selection later If 5 workers with the same position and the same wage, only one labour

entry required


Construction Contract – Labour List

When populating DWRs Select the labour type to add it to the DWR grid Edit the properties of each labour type involved with that specific operation

to create individual, named labourers for T&M Summary Put the name of the individual labourer into the comments of each

labour type, thereby satisfying GC requirements for DWR submissions


Construction Contract – Subcontractors

All subs to be listed here Not to be mistaken with Consents to Sublet Subcontractors’ equipment is still listed under Equipment List Prefixed or suffixed with a unique identifier Adjusted unit rate

IF contractor is using rented equipment for a DWR situation, ensure he has input the equipment into his Equipment list twice: The first with the OPSS 0127 rate for the DWR The second with actual rate (non consequential, as the equipment is

paid by the item)



Contract Setup – CA Assignment


Upon login Under username

Click FAQs Click “Link” beside SI. No. 6



FAQs Workflow Overview Spreadsheet







List actions required to move contract through its stages When contract goes to construction, so too must the stage of the

construction contract Lists who (which role) is to take those actions If the stage of the contract is not kept up to date with the stages of the project,

some features will not function until they are Ie: Substantial Performance


Create the CA start-up meeting checklist

Requires the record to be associated with a construction contract Provides a checklist to prompt the confirmation that all required matters

are in order Allows for the creation of custom checklist items for special

circumstances




Contract Setup – CA Agreements Milestone Audits


Initiated by CA Located in the CA Agreement contract (2019-C-xxxx) Simple list grid

CA inputs various milestone audits, with parameters Can add multiple



Expected milestone is input, and submitted to the CSA for acceptance No known actual dates are input yet



Note: attachments and comments may always be added in the generic section at the bottom ie: emails, pictures, meeting minutes, etc.



CSA reviews the record, and, if found acceptable, clicks Acknowledge This shows you’ve acknowledged the Audit Milestone, however as the date

is not yet present, no further action is required The Audit checkpoint is now established



NOTE: CSA cannot click “Accept” yet, as the actual milestone date is yet unrealized, and therefore the audit cannot be completed



NOTE: CSA cannot click “Accept” yet, as the actual milestone date is yet unrealized, and therefore the audit cannot be completed



Workflow is back with CA until final audit dates are reached. Audits are performed, CA populates record with resulting data, and submits back to CSA



Attachments are also mandatory for actual milestone dates



If not, a window pops up and prevents the CA from submitting the record incomplete



Once actual milestones are satisfactory, along with their representative records, CSA clicks Accept

Workflow is completed, and its information now a permanent record in the contract





Security Tag Assignment 2 Step process

First step gives tags from Owner to CA Second step gives tags from CA to Contractor

Tags not used, damaged, or lost, must be marked as such in the system Once used once in the system, a tag can never be used again

*Samples that do not require separate seals to secure each of the QA and Ref samples still require a Ref tag to be input into the system, so the system has a digital handle for that Ref sample to administer the remainder of that record’s workflow



Engineering Items Progress payments setup upon outset of agreement

*If hourlies are being charged against a lump sum engineering item, PDF hourly summaries are to be uploaded to invoice record.


Warranties


Warranties


CA initiates Warranty record, establishing parameters or warranty

Warranties


Clicking generate then displays the various inspection tasks dates, based on the parameters

Warranties


The CSA then reviews and Accepts. This established the warranty, and places the record in “Inspection” status

Warranties


The future inspection dates are shown in the second column

Warranties


Once these dates are realized, and inspections are carried out, the specific day, along with findings, are placed here

Warranties


If, upon inspection on those future dates, deficiencies are found wherein follow up is required, it is marked as such

Warranties


Same process applies for the follow up inspections


Warranty & Adjustment Items




Tender Items that will have warranty (outside of general 1-year) and/or financial adjustments, must be marked as such upon outset of contract

CSA’s responsibility











Select appropriate pulldowns Not hyperlink to display sub-codes for item


Pre-Start Conversations

Overview – MTO Internal


Applies to CAs and contractors Internet Access in the field Access to computers/devices in the field Knowledge of WBCMS itself Training received, if any

Entering data on a daily basis Reconciling on a weekly basis



All parties may contact WBCMS-MTO directly for specific direction on the use, interpretation and functionality of WBCMS itself

Ensure everyone’s aware of the support team Detailed emails with screenshots Voicemails – leave voicemails, inbox is checked constantly No voicemail, no return call, no help



Lump Sum items How will they be paid? Over how much time IE: Type B Concrete Removals



Reconciliation schedules How often to reconcile Recommended weekly

Habits to form Daily reviews of tasks Weekly reconciliations – postings and DWRs (for long-term T&Ms) Always linking records to enhance traceability If someone’s not noticing a task, inform them, don’t just say nothing



Claim responses You may want to run your final response to a field level claim by the

CSA prior to submitting in WBCMS



No unnecessary PH-CC forms! Don’t’ duplicate efforts when not necessary Use Item Postings to track work, not spreadsheets Understand the digital signature is equivalent to anything on paper With exception to Consent to Audit forms, waste disposal sign-

offs, etc.



Document structure Assess the submissions and various documents that will be stored Establish a folder structure with CSA and contractor Specialized contracts likely to have more need for Documets

subfolders



Nightwork Diaries? When to do diaries Depends on duration of nightwork Project specific



RFQs – discuss how to pay Hourlies uploaded to invoice



CP Change Orders Change Orders enacting changes proposed in Change Proposals will

retain the DOA approval obtained for the CP Therefore CO linked to CP will not circulate internally prior to issuance Ensure CA discusses proper methods of payment, type, items, etc. with

CSA prior to issuance


Pre-Start Conversations - FEEDBACK

Any advice for peers on tips, tricks or habits to establish on the outset ?


Break



Consent to Sublet


Consent to Sublet


Consent to Sublet


Amended by the NSSP to mean “Consent to Sublet record”

Consent to Sublet

Must be approved prior to the commencement of any of the work being sublet

Is based on the Tender Value Must be created, submitted and approved subsequently Each Consent to Sublet record must be created, submit and approved

by CA before the next one can be created and submitted It is based on the result of the previous calculation, therefore previous

Consent to Sublet record must be completed first


Consent to Sublet

As the Subcontractor has no obligation nor appropriate role within WBCMS, a scanned, signed document remains the only way to obtain legal proof of their consent Consent to Audit (PH-CC-762) must still be signed by subcontractor

and attached to Consent to Sublet record


Consent to Sublet


Consent to Sublet


Consent to Sublet


Consent to Sublet


This has been submitted to CA and is pending approval The next Consent to Sublet cannot be submitted until this one is

complete

Consent to Sublet



complete

Consent to Sublet



complete

Consent to Sublet



complete

Consent to Sublet

If a Consent to Sublet record is submitted and found deficient, CA will push back to contractor for “More Information”



Inspection Diaries


Diaries

WBCMS Diary Records are digital diary logs Replaces traditional paper diaries All the same information is to be recorded Documentation expectations remain Documentation of Work, CAITM Tasks and inspection duties streamlined


104

Save button Saves record in Draft Until a record is submitted, it is not part of the contract and has not

been “signed” As long as record is in draft, it is always editable Save early, save often!

Diaries

105

Two main sections Inspector’s Diary

Diaries

106

Two main sections Inspector’s Diary Inspection Log

Diaries

107

Inspection Log tab CAITM Tasks and Subtasks Milestones Inspection task and frequency prompts

Diaries

108

Access to Bituminous grid from any other diary type Allows quick access to make bituminous-related entries

Diaries

109

Action button Is legally your signature May also be: “Reviewed” “Submit” “Acknowledge” “Accept”

Diaries

Diaries


Keyword Search and Filter functions ease navigation

Diaries


Many types of diary records Ability to link and reference other records

within WBCMS Each heading is an area under which

multiple entries should go ie: Weather heading should have multiple weather observations

Diaries

Inspection Logs record inspection tasks performed on specific items/operations according to CAITM requirements

Presented task options are based on specific items


Diaries

Records linked to diary record appear as hyperlinks Allows for easy viewing Eases auditing functions Records elsewhere linked to diary will also show the diary link – complete

interconnectedness


Diaries

Expectations:

One diary per inspector, per operation, per day If two inspectors inspecting one operation, two

diary records Diaries are created each day, saved in draft, and

updated throughout the day, saving in draft each time Records are to be completed and linked to other

pertinent records whenever possible Multiple data entries made throughout the day –

not one all-encompassing entry at the end of the day


115

A thorough and complete diary record

First record created each day, last record submitted each day

Comprised of three tabs

Locks at midnight every day

Links other records into it

Exercise

Create a diary record, make a Weather and Notes entry, save in DRAFT.



INCs & RFCs


INCs & RFCs

Formal method of contractual communication Virtually all contractual communication should be through INC/RFC Can prompt Change Orders, Claims, Work Directives, etc. The more communication, the clearer the information


INCs & RFCs



INCs & RFCs



INCs & RFCs



Amended by the NSSP to mean “Request for Clarification record”

INCs & RFCs

INCs can be associated with other pertinent records, such as: Change Orders Extension of Time Request Non-conformance Report RFCs

RFCs and INCs surrounding a specific issue should be linked


INCs & RFCs

An RFC is a record of a question Each workflow action is date stamped Absolutely no PH-CC-709 or PH-CC-750 paper forms are required No signed INC/RFC is required The paper copies have been transcribed to digital equivalents Your legal signature is tied to your digital login user id Therefore any record, including an RFC, is signed the minute it is

“Submitted” by the user Can always call the WBCMS Team directly with any questions


INCs & RFCs

RFCs can also be associated with pertinent records or items


INCs & RFCs

RFCs can also be associated with pertinent records or items Initial Notice option built into the Final Response action options for

Contractor


INCs & RFCs

Exporting RFCs for internal review Users can export RFCs to PDF to be circulated internally and to designers


INCs & RFCs



INCs & RFCs



INCs & RFCs


INCs & RFCs


Questions?


Exercise - Walkthrough

Contractor submit an RFC CA create an INC in response, linking it to the RFC Respond to RFC



Item Postings


Item Postings

Used to record quantities against contract items Organize an item’s total quantity into subcodes


Item Postings

Postings are done by both CA and contractor Reconciled regularly to support payment Postings are contractor-driven Like Diaries, postings may be created, saved in draft, and updated

throughout the day They are a living, dynamic entity that changes and grows throughout

the day, as work is done It is not done all at once, at the end of the day


Item Postings

Payments are not made at subcode level Only at item level

Adjustments are not made at subcode level Only at item level Tracked by subcodes Diaries and change orders reference adjusted subcodes PQP change orders adjusting subcode quantities to match as-

constructed are not necessary


Item Postings

Reconciliation process aligns CA and contractor quantities with true, as-constructed figures

Mutual record workflow with input and acknowledgement from both parties


Item Postings

Quantities posted against sub-codes Subcodes can be overrun, underrun, or posted against more than once Postings can be done retroactively to correct erroneous or omitted

postings


Item Postings

Postings are a record of both parties’ opinion and observation of how the work was performed and to what degree

If disagreements in quantities occur, record contentious quantities – do not reconcile outside of the system If a disagreement exists at the time, a record of it must be in the

system for resolution purposes down the line With no record or timelines in the system, the disagreement never

happened.


Item Postings

Postings must be reviewed by RRA Should be linked to the diary record of the day that work was performed


Item Postings

If Item Postings done daily, and reconciled on a regular basis (weekly), Invoicing is a simple, 2-step administrative practice Contractor generates Invoice, pulling all reconciled tender items Invoice gathers all completed but outstanding Change Orders to be

paid All OPAs Incentives/Disincentives


Item Postings

Recent Improvements!

Invoice can be sent back in the workflow at any point during internal approval process, up to Head, Contract Services

Invoices can be viewed (read-only) by all internal roles

Streamlining approval process allows for quicker payments, while simultaneously supporting a far more detailed owner records system.


Exercise

Contractor create an item posting record CA create an item posting record CA generate Reconciliation – Item Posting record Contractor Acknowledge the Reconciliation Invoice

CA: Refer back to the diary record from previous exercise Link item posting Make another weather/note entry Safe, leave in Draft


*Both Contractor and CA roles do a posting, only CAs link to Diary

Lunch


Lunch

Morning Recap



Change Proposals


Change Proposals


GC 3.11.02 Sharing of Cost Savings

.01 The Contractor may propose cost-reducing Change Proposals after Contract award and gain a financial reward by receiving 50% of the savings resulting from a Change Proposal. If a Change Proposal is acceptable to the Owner, as determined by an Owner Change Proposal review team, the Contractor shall:

a) Be reimbursed 100% for the agreed upon design/redesign cost as agreed upon at acceptance by the Owner in principle of a Change Proposal, and

b) Receive payment of 50% of the net construction cost savings, as detailed in clause GC 3.11.05, Accepted Change Proposal Payment, resulting after preliminary design development at the Contractor's cost.

Items a) and b) are in addition to payment for the tendered cost for construction of a Change Proposal.

Change Proposals







Change Proposals







Change Proposals

Attachment upload with proposal information required Use PH-CC-828 as template and upload


Change Proposals


Change Proposals


Change Proposals


Change Proposals


= 50% total savings resulting from Change

Change Proposals


Change Proposals


Change Proposals


= 50% total savings resulting from Change

Change Proposals

If proposal is denied at any time, the Record is complete If a revision is to be made to a submission that has been rejected, a

new Change Proposal must be created and submitted Change Proposals can be linked to pertinent Change Orders For payments and auditing Multiple methods of payment


Exercise

Create and submit a Change Proposal Remove a small quantity from a tender item Introduce new item with negotiated price

CA reviews and accepts change Complete Change Proposal Workflow


*For time’s sake, please keep change within $14,999.99 DOA


Change Orders


Change Orders

Same process and policies First, Change is identified, agreed upon and Change Order

issued, then Price agreement


Change Orders

All change order processes in WBCMS follow same principal:


“here’s what I (CA) think the change is”

“here’s what I (Contractor) think the change is”

The CA says “this is the final, agreed upon change”

The Contractor acknowledges it as “this is the final number we agreed to”

Change Orders







Change Orders







Change Orders







Change Orders


“Get SP Estimate” means Initial estimate has been made to attain DOA approval Contractor’s estimate has been submitted, reviewed and negotiated Final estimate is prepared and DOA is re-attained, if necessary CA is signing their signature And requesting the Contractor’s acknowledgement (signature) to agree to

the contract change

Change Orders


The Change Order has now been signed between both parties Second portion of the process: Price Agreement

Change Orders


EOT should typically always be allowed, as there are few circumstances this would be known and agreed to this early

All EOTs must be considered and reviewed, and may only be approved or denied by RCE

Change Orders


DWRs Function same as Item Postings

Both parties post CA reconciles Contractor pulls reconciliation into payment (T&M Summary)

Change Orders


DWRs Function same as Item Postings

Both parties post CA reconciles Contractor pulls reconciliation into payment (T&M Summary)

Exercise

Create a Change Order to address changes in contract scope from the previous exercise (creating a Change Proposal) All on one change order Pay the savings only to contractor by lump sum


*For time’s sake, please keep change within $14,999.99 DOA

Break



Corroborating Payments




Invoices are generated by the system, only when prompted by contractor Contractor has very little input or manipulation once invoice stage is met

All invoice data is determined elsewhere in the system

If a tender item is missing, it was missed in the Item Postings and the Reconciliation – Item Postings

If a change order is missing, it may not yet be Approved, or may not apply to this payment

If an OPA is missing, it may not be for a date within that of the range of the invoice being submitted



Invoices are generated by the system, only when prompted by contractor Contractor has very little input or manipulation once invoice stage is met

All invoice data is determined elsewhere in the system

If a tender item is missing, it was missed in the Item Postings and the Reconciliation – Item Postings

If a change order is missing, it may not yet be Approved, or may not apply to this payment

If an OPA is missing, it may not be for a date within that of the range of the invoice being submitted

Almost all issues/discrepancies with Invoices are solved elsewhere in the system



Item Postings are submitted daily, by both CA and contractor This is where the contractor’s opinion of what he’s constructed is first known

and recorded in the system If there’s a discrepancy, the record of it will date right back to that of the day

it was constructed – it won’t be noticed weeks later





it was constructed – it won’t be noticed weeks later Item Postings are reconciled weekly

This is where disagreements in quantities become known and are reconciled

True numbers are determined and reconciled It is at this time that the CA and contractor workout the true, as-

constructed numbers. It is at the end of this reconciliation that the contractor knows if they’re going to be paid what they feel they’re owed





it was constructed – it won’t be noticed weeks later Item Postings are reconciled weekly

This is where disagreements in quantities become known and are reconciled

True numbers are determined and reconciled It is at this time that the CA and contractor workout the true, as-

constructed numbers. It is at the end of this reconciliation that the contractor knows if they’re going to be paid what they feel they’re owed

An Invoice will only EVER pull in Reconciled Item Postings into it

***Note: it is at this time, well before invoicing, that the contractor is made aware of a disputed quantity for which they will not be paid what they feel they’re owed.



The system aggregates all the data associated to an invoice in the background Therefore, when reconciling a submitted invoice as a CSA

Change Orders must be verified separately, under Change Orders, and do not accompany the Invoice record directly (only linked/referenced)

OPAs are kept elsewhere in the Payments folder, and are reviewed by CSA there OPAs should always have all required supporting documentation

accompanying it (overrun summaries, fuel adjustment calculations, ERS calculations and complete spreadsheets). If an OPA doesn’t have supporting documentation, it should not be processed in the invoice



If there is a complex issue, have your CA accompany the Invoice with an attachment explain the issue

“the following records should be considered in reconciling this payment, and relate to the incident ______ which spurred _____”

Even though all the data is there, in the system, available for review by the CSA, the CA can still help the CSA identify all the key information required to substantiate a payment This all only lends aid to expedite the payment process, for both contractors

and CAs



Reconciliation – Item Postings records have a unique tool available to CAs and CSAs



Reconciliation – Item Postings records have a unique tool available to CAs and CSAs



Within a Reconciliation – Item Postings record, CSAs and CAs can export to excel a summary of every single Item Posting that comprises that Reconciliation, from both the CA and contractor



This shows the date of every single Item Posting, Item, Sub-Code, Quantity Posted, AND the associated remarks along with each one.



This shows the date of every single Item Posting, Item, Sub-Code, Quantity Posted, AND the associated remarks along with each one.

Note the Item Posting Record ID



If something seems off, the CSA can then review that Item Posting record Can also derive the date of posting, and therefore the Diary, to review the diary

and determine what happened that day In review of the diary, if all data is linked in accordingly, a picture is soon painted

of what happened that day, surrounding any given situation or item When CAs link Item Postings records into Diary records, the system

automatically backfills the Item Postings record with the Diary record ID, so they are linked to each other, not just one direction.



CSA can refer to the Tender Items section under Contract Setup to detail all sub-codes, including quantity adjustments, to each item



Changes manifest through sub-codes, which are reflected in the Tender Items grid



Changes manifest through sub-codes, which are reflected in the Tender Items grid



All sections of the invoice can be validated in elsewhere in the project tree












CSA can also refer to the Cost Sheet under Tender Items



Provides running totals of job, including approved changes, and remaining quantities percentages



Exportable to Excel or PDF



Percent running totals



Invoices Previous: only the last invoice



Invoices Previous: only the last invoice This Period: the invoice currently being submitted for approval



Invoices Previous: only the last invoice This Period: the invoice currently being submitted for approval To Date: all approved and processed payments to date only



If the invoice currently submitted is #13… Previous is Invoice 12 only



If the invoice currently submitted is #13… This Period is Invoice 13 only



If the invoice currently submitted is #13… To Date is Invoices 1-12 only


Substantial Performance & Completion Process


Substantial/Completion


Project in construction phase Contractor applies for substantial CA reviews application, submits to CSA CSA reviews, submits to ACE ACE approves CA can now issue Certificate of Substantial Performance Certificate goes to CSA CSA submits to ACE ACE approves

Contractor then takes the certificate, prints out, and posts to DCN. The proof of posting is then uploaded to the Substantial Certificate, along with the date of publication

Record is now complete



CSA goes to contract view, edit contract, and move to substantial performance stage



Contractor can now create and submit Completion Application CA reviews and submits to CSA CSA reviews and submits to ACE ACE reviews and submits to Manager, Operations Manager, Operations approves application. Record complete



CA can then create the completion certificate and submit to CSA for approval CSA reviews and submits to ACE ACE approves certificate, which goes back to CA Contractor acknowledges certificate

CA has this ability, as well



Either CA or Head, Contract Services can now move project from Substantial Performance stage, to Completion (assuming all other records are completed, ie: Turnover Agreement)


Testing Records


Testing Records


Contractor initiates record If required by special circumstance, CA Inspector role ONLY can initiate

Testing records This first step in the workflow equates to the old carbon copy slips which

previously accompanied samples

Testing Records


Samples Everything associated with that sample remains with the original record

Results Referee administration Bonus/penalty ERS adjustments

Chain of custody very important – WBCMS actions must mirror custody in reality Secure Traceable Timely

Testing Records


Refer to FAQs SSPs detail Lab Standards and Test

Name Find LS# or Test Name in FAQs for Test

Code

Testing Records




Code

Testing Records




Code

Testing Records




Code

Testing Records




Code

Testing Records




Code

Testing Records




Code


Claims


Claims


Starts with the RFC, and its subsequent Final response

Claims


Starts with the RFC, and its subsequent Final response Recall the available radio button options to contractor upon Final Response

Claims


Starts with the RFC, and its subsequent Final response Recall the available radio button options to contractor upon Final Response

This cues contractor’s 15 days to submit A-N through formal claim This is done separately, under the Claims record

Claims


Extension of Time Claims System currently does not allow Initial Notice of Claim function on EOT

Responses Therefore, contractor must submit RFC based on “Disagreement with the

response to an extension to contract time request.”

Claims


Extension of Time Claims The Final Response to that RFC allows the contractor to submit Initial

Notice to Claim Contractor links the EOT in question in the record

Claims


Extension of Time Claims The Final Response to that RFC allows the contractor to submit Initial

Notice to Claim Contractor links the EOT in question in the record Ensure CA responds to RFC quickly, disallowing the artificial extension of

time allotted to the contractor to compile their claim upon submitting their Initial Notice

Claims


The claim must immediately link either and RFC or a Change Order in order to be submitted

Claims


The claim must immediately link either and RFC or a Change Order in order to be submitted

Claims


Additional records pertaining to the claim can be added/linked

Complete claims package is uploaded to the record

Claims


The complete claims package (A-N) is still uploaded and attached to the claim record. The digital WBCMS record serves two purposes: Administers the claim throughout its various stages, and tracking timelines,

actions, comments, decisions, etc., and Stores all pertinent information regarding the claim that is initially submitted

Like the Change Proposal record, a claim could consist of conceivably anything, therefore the details of the claim are left as uploaded attachments

Claims


CAs can not see HO Claims

Questions?


Exercise

Return to your Diary record, stored in DRAFT Add a note, making reference to the Change Order and Change Proposal

just completed and that the subcode for said Change Order has been completed and

posted Add a separate note detailing the Reconciliation and Invoice just

submitted Record the weather Save in DRAFT



Wrap-up


Wrap Up - User Guides


New guides being developed and posted



New FAQs being developed and posted



System improvements being made regularly User-driven changes

Wrap Up - Review


Training Performance Assessments! Please be detailed and critical

Wrap Up - Contact Us


[email protected] 905-704-3276 (7:30am to 5pm) 1-844-283-9446

Thank You


Thank you for your time and patience, and good luck moving forward

Documents

Web-Based Contract Management Services - WBCMS Overview ... · Contract Setup –CA Assignment Web-Based Contract Management Services 61 Security Tag Assignment 2 Step process First