HOW ADMINISTRATORS WITH ALLOWABLE RIGHTS CAN SETUP, ASSIGN, EDIT OR DELETE ASSIGNMENTS OF CONTRACTORS IN LCPTRACKER

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1 HOW ADMINISTRATORS WITH ALLOWABLE RIGHTS CAN SETUP, ASSIGN, EDIT OR DELETE ASSIGNMENTS OF CONTRACTORS IN LCPTRACKER CHOOSE SETUP THEN CONTRACTOR SETUP Click on you Set Up tab and the click on Contractor Setup Adding a Contractor to the system is a two-step process and both steps must be completed before Contractor can get to work and submit CPR s 1

2 ADDING CONTRACTOR If Contractor is not even in your system you will have to choose Add/Edit Contractor add. All red asterisk fields are required fields, some are system requirements others are Agency requirements defined when the Agency representative(s) met with LCPtracker Project Manager to activate account It is suggested that you or your representative speak with the contractor contact and ask them if they are current user of LCPtracker for another Agency. If they are ask them to give you their user id, you can set them up with same user id under your agency (do NOT ask for PASSWORDS they should never be shared) This alleviates confusion for contractors and makes it simpler for them having less user ids to manage If they are not a user or you are not able to speak with them proceed and set them up in LCPtracker When entering Contractor into system you do not need to choose Department or Select a contractor to edit Click in the Company Name (Contractor) field and begin entering data for Contractor System Required Fields Company Name (Contractor) Contractor License No. or 10-digit Phone Number at this time this is the field that ultimately becomes the Contractor s user id# must be at least 6 characters or longer Contact Name should be the contact that will be doing data entry into LCPtracker Phone Number Contact should be the contact address, double check that this field is correct this is where system auto-sends their user id & temporary password, as well as any communication through system from administrator to contractor rejection of CPRs or edocuments, etc. Address 1 City, State and Zip All other fields in Contractor Setup are optional and will be set based on Agency Representative(s) meeting with LCPtracker Project Manager at implementation of Agency account 2

3 3

4 Once you click Save you should see this click OK EDITING CONTRACTOR ALREADY IN YOUR SYSTEM Once a Contractor is created in your system their information is editable depending on your type of Admin user id. Simply go back to Set Up and Choose Add/edit If you just go straight to choosing the Contractor you may see a very large list If your Agency is using Departments then choose Department and filter out all contractors not under your Department, again depends on Agency, your type of Admin login and if using Departments 4

5 Contractor Setup fields are all editable at this time the only exception is the Contractor License No., or 10-digit Phone Number. This field is what ultimately became the user s id to log in at time they were originally setup. As of this publication only LCPtracker can make changes to that field. If you need changed please submit request in writing ( ) to support@lcptracker.com CONTRACTOR ASSIGNMENT Once you are finished with setting up Contractor(s) in system you have to assign them to project(s). Without completing this second step Contractors cannot do any CPR submissions 5

6 They have to be assigned to project The Contractor Assignment screen is for assigning contractors, viewing the current assignments, editing or deleting an assignment To assign Contractor to project scroll to bottom and click on the Add Assignment button ADD ASSIGNMENT YOU WILL NEED TO MAKE CHOICES If your Agency is using Department feature you will need to choose the Department Select Project you are assigning Contractor to - Always required Choose the Contractor you just added to system - Always required 6

7 If Contractor you just setup is a sub, choose whom they are sub to, if Prime leave blank Start Date if required LCPtracker highly encourages that this be a required field. The late report will not include a contractor as late until they have submitted their first CPR unless this field is required and a date is entered upon assignment (this can be set as requirement under Department Settings by Administrators with those privileges) End date - Optional field at this time Contractor ID - Optional field at this time Responsibility Code - at this time created and only used by Agency in California for specific project Contract Amount - Optional field Notes - Optional field at this time Cancel or Save ADD ASSIGNMENT PAGE WILL POP UP 7

8 Assignment is now saved TO VIEW, EDIT OR DELETE ASSIGNMENT Go to Setup choose Contractor Setup and then Contractor Assignment The top portion allows you to use filters which will help you slim down what you are trying to look at. The bottom of screen shows all assignments you have access to depending on the type of Admin log in rights you may have or Department you may be assigned to, if your Agency is using the Department feature You can edit an assignment as well as delete an incorrect assignment 8

9 VIEW ASSIGNMENT(S) Using filters at the top will allow you to filter information down to Department Project and/or Contactor DELETE ASSIGNMENT(S) Using the filter process will help narrow down your search. Once you have found the contractor that needs to have the assignment deleted click on delete 9

10 EDIT ASSIGNMENT(S) Using the filter process will help narrow down your search. Once you have found the contractor that needs to have the assignment edited choose edit, do what you need to and save Screen will pop up to edit Make the changes necessary and save 10

11 Edited and saved now list shows the Contract ID and Contract Amount that was added and if you were to edit again you would see that they are now a sub to the correct company. You may also sort by clicking on whichever column you would like to sort by 11

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