Department of Education Consultant Selection Process User Guide for Consultant Submittal Process

Transcription

1 Department of Education Consultant Selection Process User Guide for Consultant Submittal Process Version Edit Date Edited By /07/2017 Brett Kimura /02/2017 Austin Haruki /05/2018 Michele Shimoda

2 Table of Contents 1.0 User Guide Creating and Verifying User Account : Create Account : Confirm your Account Signing In and Creating the Company : Sign In : Register Company Consultant Submittal Dashboard Navigating the Dashboard Company Information Discipline Information : Adding Disciplines : Editing Disciplines : Deleting Disciplines Branch Information : Editing Branches and Completing Main Office Information : Adding Branches : Deleting Branches Employee Information : Adding Employees : Editing Employees : Deleting Employees Project Information : Adding Projects : Editing Projects : Deleting Projects Submitting Qualifications Account Actions Evaluations... 30

3 1.0 User Guide To start the test process, navigate to the Consultant Selection Portal website, which can be accessed at The homepage [Figure 1] should look like this: Figure 1: Department of Education Consultant Selection Portal landing page.

4 1.1 Creating and Verifying User Account Before any portion of the submittal can occur, consultants must create an account and confirm the address associated with the account so FDB can confirm that the consultant can receive messages from FDB as the associated address : Create Account New users fill out the user registration form [Figure 1] on the homepage. Account creation is contingent on user agreeing to the Terms and Conditions of the website, which can be viewed through the link. User must complete Google recaptcha test to confirm they are not a robot. Click Create Account to submit information and complete account registration. After successfully submitting the form, the user will be shown a Registration Confirmation screen [Figure 2], instructing them to check their for account verification. Figure 2: Registration confirmation page shown after user has successfully submitted their account information through the Create Account form.

5 1.1.2: Confirm your Account To confirm the account, complete the following steps: Check the entered at registration and look for a message with the subject Confirm you State of Hawaii DOE FDB Consultant Portal Account [Figure 3]. Figure 3: containing link to verify user . Click on the Verify link to verify the associated with the account. Once verified, user will be taken to the CSP site displaying the Confirmed page [Figure 4]. This link is valid for 24 hours from the time it was sent. If the link is expired, use the credentials created at registration to sign in and the will be resent. 1.2 Signing In and Creating the Company 1.2.1: Sign In To sign in: Click on the Click here to log in link on the Confirmation screen [Figure 4] or the Sign In button in the top right of the homepage [Figure 1]. Enter your username and password in the login pop-up displayed [Figure 5]. Click Log In once the proper credentials are entered. New users or users not associated with a company will be directed to the create company screen [Figure 6]. Users registered with a company or invited users will be directed to the Consultant Submittal Dashboard [Figure 8].

6 Figure 4: Sign in using the pop up modal : Register Company If this is the user s first time logging in after registration or the user is not yet associated with a company, they will be prompted to register their company to the system. To initialize the company creation process, the proper FEIN or SSN must be entered (whichever is the appropriate identifier for the company) [Figure 6]. Figure 5: Registering a company requires entry of a unique and proper FEIN or SSN.

7 After a proper and unique FEIN or SSN is entered, the remaining company creation fields will be displayed and users will be asked to fill in their company s name and company type [Figure 7]. Figure 6: Enter the company name and company type to complete the initial company registration After all information is completed, click Create. The company registration is now complete, and users will be taken to the Consultant Qualifications Submittal Dashboard. Once a company is registered, the FEIN or SSN entered at this step cannot be altered. If the incorrect number was used, users will need to delete the company and complete the company registration step again. 1.3 Consultant Submittal Dashboard After a user account is associated with a company, signing in will direct the user to the Consultant Submittal Dashboard [Figure 8]. Once on the Consultant Submittal Dashboard, the following can be completed: Edit Company Information and upload company documents Edit, Add, or Delete a Branch Edit, Add, or Delete Employees Edit, Add, or Delete Disciplines Submit Qualifications

8 Figure 7: Company dashboard 1.4 Navigating the Dashboard To navigate between the sections in the dashboard, users can scroll through the sections or use the left-hand navigation to easily select the section you wish to view or modify. Clicking on the arrow icons will expand and reveal the subsections [Figure 9, 10]. Figure 8: Navigation using the side menu

9 Figure 9: Clicking on the arrow icons toggles the sections open and closed 1.5 Company Information To view the company information section, either click on the Company Information link in the left navigation [Figure 9] or expand the Company Information section on the main dashboard [Figure 10, 11]. While viewing company information, users may edit any field within the form expect for Company EIN/SSN. The EIN/SSN is the company s unique identifier and should never need to be changed. To edit: Select any field and make the appropriate changes. To save, click the Save button. To cancel edits, click the Cancel button. Company Information has been divided up into 3 sections: General Information: General information about the company, such as address and person in charge. Insurance Information: Insurance and legal related information related to the company, such as litigation history. Different documents may be required depending on selections. o Company Types (located in General Information) other than Individual require: Certificate of Good standing OR

10 Certificate of Vendor Compliance o Checking Company has E&O Insurance requires: Proof of Insurance document Amount of coverage Amount of deductible When all required fields are filled in with valid data and company information is saved, the save confirmation modal will be displayed and the Company Information Status will change from incomplete to complete. Figure 10: Company information sections marked as incomplete 1.6 Discipline Information In the Discipline Information screen consultants are required to select all the disciplines to which they are applying and provide any supplemental information related to the firm s work in each discipline being applied for : Adding Disciplines To Add a Discipline: Click the Add Discipline Button in the Disciplines section [Figure 12]. The new Discipline form should be displayed [Figure 13]. The Add Discipline form is broken up into three parts: o Part 1: Select a discipline. o Part 2 (optional): Add associated individuals or firms that are usually employed that pertain to the discipline being applied for. For each associated firm or individual, add a new associate. o Part 3 (optional): Additional supplemental files. Consultants can upload other PDF with support materials as deemed necessary. File(s) must be in PDF format, and less than 10MB. The minimum information required to save a new discipline is the discipline type. Click Save to save the Discipline, or Cancel to remove the Discipline and any changes made to it.

11 Figure 12: Empty disciplines section. Click the Add Discipline button to start adding disciplines. Figure 13: Add discipline form 1.6.2: Editing Disciplines To Edit a Discipline: Locate and open the Discipline to edit. To remove or replace additional file(s), click the remove button (trash can icon) next to the file to be removed. Then, choose a new file to include (if applicable) [Figure 14]. When completed, click Save. Users cannot change the type of discipline that was selected after it has been saved. If the incorrect discipline type was saved, it must be deleted.

12 Figure 14: Editing an existing discipline; selected discipline cannot be modified 1.6.3: Deleting Disciplines To delete a Discipline: Locate the Discipline to be deleted. Click the delete button to the far right of the discipline name. This button only shows for disciplines that have been previously saved [Figure 14]. A confirmation modal will be displayed, prompting the user to confirm that they wish to delete that discipline. Click Delete for yes, or Cancel for no [Figure 15]. The message in the modal will then reflect whether the deletion was successful [Figure 16].

13 Figure 15: Delete confirmation modal for disciplines Figure 16: Modal showing the status of the delete action 1.7 Branch Information The Main Office Branch will be created automatically and represents the main office of the company. Data from the Company Information section will be reflected here. The Main Branch will require additional information to be filled out by the user to be considered complete. Additional branches can be added, and existing branches can be edited or deleted.

14 4.7.1: Editing Branches and Completing Main Office Information To navigate to the branch you wish to edit, click on the Branch name in the left side navigation [Figure 9] or expand the brand in the main branch view [Figure 10]. To complete Main Office information: Select the Main Office branch in the Branches section [Figure 7]. Add the missing information to required fields When done editing, click Save. Once all required information has been entered and saved, the main office status will be marked as Complete. Additional branches can be edited in the same manner once they ve been added and saved. Figure 7: Main Office section

15 4.7.2: Adding Branches To add a new Branch: Click the Add Branch Button in the Branches section [Figure 7]. The Create New Branch form should be displayed [Figure 8]. Like the Main Office input, complete the data entry for the next branch To save a new branch, you must at least enter a branch name. Click Save to save the new branch or click Cancel to remove the New Branch form and any changes made to it. Upon successful save, the new branch should be added to the list of branches. The minimum information input required to save a new branch is the Branch Name. Figure 8: Form for adding a new branch : Deleting Branches To delete a branch: Locate the branch you wish to delete on the dashboard.

16 Click the delete icon located to the far right of the branch name. This button only shows for branches that have been previously saved [Figure 9]. A confirmation pop-up will be displayed asking if the user is sure they want to delete that branch. Click Delete for yes, or Cancel for no [Figure 10]. The Main Office branch cannot be deleted, as it is based off the Company Information section. The message in the modal will then reflect whether the deletion was successful [Figure 11]. Figure 9: The delete icon is a red trash can on the far right of the branch name

17 Figure 10: Delete confirmation modal Figure 11: Delete confirmation modal

18 1.8 Employee Information In the Employees section, consultants are to enter all the principal, associate, and technical employees to their Consultant Qualification submittal. Within this section, consultants can add, delete, and edit an Employee : Adding Employees To Add an Employee: Click the Add Employee Button in the Employee section [Figure 12]. A new Employee form should be displayed [Figure 13]. Complete the data entry for each Employee. Education, Registration, and Memberships are not required but helpful in qualifying each employee. o To add education, registration, and/or memberships, click the corresponding add button within the section. o The fields for the associated section will display. All fields are required to add each respective education, registration, or membership. o For employees of type Principal, Employment History is also available. All fields in this section must be filled out to save each individual employment history record. The minimum information required to save an employee are the employee s first and last name. Click Save to save the employee, or Cancel remove the new employee. If all information is filled in properly, that employee s status should be marked as completed upon saving. Once all employees have been marked as complete, the entire section will be marked as completed. Figure 12: An empty employees section. Click the Add Employee button to add an employee.

19 Figure 13: Form for adding a new employee of Principal level. Different fields will be shown for different employee levels.

20 1.8.2: Editing Employees To edit an Employee: Open the section of the employee you wish to edit. Edit the information on the corresponding form [Figure 14]. When completed, click Save. To remove a previously saved education, registration, or membership, click on the delete (trash can) icon to the right of the subsection you would like to delete. This will remove the information from that employee, clicking save will not be necessary. Figure 14: Editing an employee

21 1.8.3: Deleting Employees To delete an Employee: Locate the employee you wish to delete on the dashboard. Click the delete button to the far right of the employee name. This button only shows for employees that have been previously saved [Figure 14]. o The functionality is similar for education, registration, or licenses, for each employee, as noted in the previous step. A confirmation modal will be displayed asking if you are sure you want to delete that employee. Click Delete for yes, or Cancel for no. [Figure 15]. The message in the modal will then reflect whether the deletion was successful [Figure 16]. Figure 15: Delete confirmation modal for employees. A similar modal will be shown for deleting employee education, memberships, and registrations. Figure 16: Modal showing the status of the delete action.

22 1.9 Project Information In the Project Information section, consultants are to enter up to 10 present or completed projects for which they are the prime consultant, and up to 10 present or completed projects for which they were associated by others. Consultants are to select projects that reflect the company s ability to provide quality work for the disciplines/project types being applied for. Figure 17: An empty project history section. Click the Add Project button to add a project : Adding Projects To add a Project: Click the Add Project Button in the Project section [Figure 17]. A new Project form should be displayed [Figure 18]. The minimum information required to save a project are: o Project Year o Project Name o Name of Lead Designer o Project Owner Name Click Save to save the project, or Cancel to remove the new project. If all information is filled in properly, that project s status should be marked as completed upon saving. Once all project have been marked as complete, the entire section will be marked as completed.

23 Figure 18: Form for adding a new project 1.9.2: Editing Projects To edit an existing Project: Open the section of the employee you wish to edit. Edit the information on the corresponding form [Figure 14]. When completed, click Save. To undo changes, click Cancel.

24 Figure 19: Editing a project 1.8.3: Deleting Projects To delete a Project: Locate the project you wish to delete on the dashboard. Click the trash can icon to the far right of the project name. This button only shows for projects that have been previously saved [Figure 19]. A confirmation modal will be displayed asking if you are sure you want to delete that employee. Click Delete for yes, or Cancel for no. [Figure 20].

25 The message in the modal will then reflect whether the deletion was successful [Figure 21]. Figure 20: Delete confirmation modal for projects Figure 21: Modal showing the status of the delete action Submitting Qualifications Once the five sections (Company Information, Disciplines, Branches, Employees, and Projects) have all been marked as being complete, the consultant can submit their company s qualifications [Figure 27]. To submit qualifications, click the Submit Qualifications button on the left side navigation.

26 A pop-up will then be shown [Figure 28] asking the user to certify that they are authorized to make the submittal on behalf of their company. The user must enter their job title and click the checkbox to continue. Once this is done, click Submit. Figure 27: All sections have been marked complete, and the Submit Qualifications button is enabled. Figure 28: Submission modal. Employee submitting must confirm they are authorized to submit on behalf of their company.

27 1.11 Account Actions Clicking the user s name in the top left corner will display a menu that allows users to view and manage various account settings [Figure 29]. Figure 29: Account settings dropdown menu is displayed when the user s name is clicked. The options available are as follows: Profile Settings Users can edit their name and phone number [Figure 30]. User cannot be changed. Figure 30: Edit user profile information.

28 Change Password Users can change their account password [Figure 31]. Figure 31: Enter current and new password. Delete Account Leads to a confirmation screen allowing users to delete their account [Figure 32]. Users can delete their account under the following conditions: o User is not the only company administrator associated with their company. o User is not a company administrator. o User is not associated with a company. Company administrators can delete their company or can remove users from being associated with their company. Figure 32: Delete account confirmation screen.

29 User Management Leads to user management page, only available to Company Administrators [Figure 33]. The following actions can be done from the user management page: o Change user roles: Clicking on Change Roles allows an admin user to select what permissions a user in that company has by modifying their role. Company Administrators can delete the company and remove users, while Employees can only modify information on the dashboard. o Invite users: Invite users to join the company by entering their [Figure 34]. Invited users will be sent an and must login or register using the link in the . Existing users associated with a company will be asked if they would like to join the new company or remain with their existing. New users must create an account. o View user details: View a specific user s address and role(s). o Remove: Remove a user from the company. This will not delete their account, but they will no longer be associated with the company they ve been removed from. Figure 33: See all users in the company from the User Management page. Figure 34: Enter the address of the person to invite. Delete Company Deletes the company from the system. Users can only delete the company if the user is the only company administrator [Figure 35].

30 Figure 35: Delete the company Sign out Signs user out of their account. Automatic logout will occur if user is inactive on the site for 30 minutes. User will be redirected to the landing page Evaluations Consultants that have been selected to perform work for the FDB may receive evaluation(s) for the job after the project has been completed. Company administrators will receive an informing them that the company received an evaluation [Figure 36]. Figure 36: Evaluation notification

31 To view the evaluation, consultants can log in to the portal and click on the Evaluations tab located on the left side navigation [Figure 37]. Available evaluations will be displayed by the fiscal year in which the evaluation was uploaded [Figure 38], with the current fiscal year as the default. To search for an evaluation by job name/number/school, use the search bar. To view an evaluation, simply click on the evaluation and it will automatically download. Figure 37: Evaluations tab Figure 38: Viewing evaluations