CDBG. Community Development Block Grant. Adobe Professional/Standard Versions 7 and up

Transcription

1 CDBG Community Development Block Grant Participating Agencies Online Digital Signature Instructions Adobe Professional/Standard Versions 7 and up COMM UNITY DEVELOPM EN T COM M ISSION

2 Digital Signature Set-up This set of instructions provides step-by-step guidelines for setting up the Agency Digital Signature which will be used to sign all participating agencies contracts on-line with a click of your mouse. The complete process from start to finish for this set-up should take approximately15 minutes to complete. The digital signature set-up is required only with the initial set-up thereafter maintained on the desktop of the individual your agency has identified as having the authority to sign Contracts and as identified on your Agency s Authorization screen. The following are the sections that this manual is divided into: System Requirements New User Set-up Digital Signature Setup for Adobe 8.0 or higher Signing Contracts after the Initial Setup COMM UNITY DEVELOPM EN T COM M ISSION 2

3 Table of Contents System Requirements Checking your browser - Portable Document Format (PDF) - Roles and Responsibilities Compatibility View Settings.6 How to Set-up a New User 8 Digital Signature Set-up Signing Contracts after the Initial Set-up. 18 COMM UNITY DEVELOPM EN T COM M ISSION 3

4 System Requirements The online system requires that you have Internet Explorer version 9.0 or higher for performance and compatibility. You may verify your browser by accessing your Internet Home page: 1. Select HELP located at the menu. 2. Select ABOUT INTERNET EXPLORER at the Help submenu. The version displays on the About Internet Explorer box. Need Latest Internet Explorer? Go to COMM UNITY DEVELOPM EN T COM M ISSION 4

5 Portable Document Format (PDF) Requirements Adobe Professional 6.0 or higher You may order this at: Roles and Responsibilities Primary Reviewer (Primary Contact) Authorized Signers (Contact Types) Delegation For the purpose of setting up the digital signature, the only responsibility of the Primary is to ensure that the Authorized Signer completes the required set-up. Once you have reviewed these instructions, click the Approval button. You may want to download and print these instructions to assist the Authorized Signer or your IT staff with this set-up. The Authorized Signers (a.k.a. Contact Types) are responsible for completing the Digital Signature set-up. City s City Manager or Community Development Director Community-based Organizations Executive Director County Departments County Departmental Directors or Financial Director As you know, the Authorization for signing of Contracts On-line can be delegated. Listed below are the approved positions that can eligible for this delegation by Agency type: City s City Manager can delegate to: Community Development Director City Attorney City Clerk Financial Director Mayor Community-based Organizations Executive Director can delegate to: Board of Directors County Departments County Department Director can delegate to: Financial Director Division Chief NOTE: When delegating the responsibility of signing contracts, those delegated must first register for a username and password prior to being added to the Authorization screen. COMM UNITY DEVELOPM EN T COM M ISSION 5

6 IE Compatibility View Settings In the development of our Online System, we may use some 3 rd party component oriented development tools in order to improve the efficiency and the quality of the application. These tools do not always function as initially designed when introduced to a new IE browser version. For this reason, setting the Compatibility View Settings, allows these functions to work in conjunction with the updated browser. As you move up to the newer versions of IE9, 10, or 11 it will be important to set this view in order to submit your data and approvals. Some images might not show up, menus might be out of place, text boxes could be jumbled together, and double-clicking on a button or data line may not activate the required action. If you are experiencing any of these issues set your Compatibility View Setting using the following instructions. Windows 7 users start at step Windows 8 only - From the Windows 8 start screen select the Desktop. 2. From the Desktop launch Internet Explorer 10. COMM UNITY DEVELOPM EN T COM M ISSION 6

7 3. Press the Alt key on your keyboard to bring up the top menu. 4. Go to Tools Compatibility View settings 5. Add lacdc.org to the Compatibility View websites and select Display all websites in Compatibility View 6. Click/tap on the Close button. COMM UNITY DEVELOPM EN T COM M ISSION 7

8 New User Setup Just as a reminder, you must have an approved user name and password prior to setting up your Digital Signature. You will need to update the Authorization screen only if the Authorized Signer changes and that person has not been approved as part of your Agency s Authorization screen. 1. From the CDC Homepage, click on PROGRAMS. COMM UNITY DEVELOPM EN T COM M ISSION 8

9 2. From the PROGRAM PAGE click on the CDBG PARTNER LOGIN. 3. Click on the FOR PARTNERS link beneath user login. COMM UNITY DEVELOPM EN T COM M ISSION 9

10 4. When the User Profile opens, complete all mandatory fields as indicated in red (all except the middle name field) and click the SUBMIT button. NOTE: Type field input type of public agency: CBO (Community-based Organization) Participating City (Participating City) County Department (County Department) OPA (Other Public Agency) NOTE: You will receive confirmation within one-working day of submittal. An will inform you that you have been approved by the Web Coordinator. Upon receipt of this approval, you MUST provide your username to the Primary Reviewer. NOTE: Usernames and passwords are used to control access to the various On-line systems. System access will be denied if the Authorized screen has not been both submitted and approved, or the username has not been added to the Authorization screen. Access the On-line system with your approved username and password to ensure you have been granted access to the system and various modules. Warning System Lockout: Any changes submitted by the Primary Reviewer (a.k.a., Primary Contact) must be APPROVED by the Authorized Signer before any Contact Type may have access to the system. All Contact Types will be locked out of the system until changes have been approved. You must contact your Primary Reviewer to resolve this issue. COMM UNITY DEVELOPM EN T COM M ISSION 10

11 Digital Signature Setup We will take you through the process using the actual Online Contract Module. Access the contract module allows you to access the Digital Signature Set-up. Authorized Signer Procedure 1. From the CDC Homepage, click on PROGRAMS. COMM UNITY DEVELOPM EN T COM M ISSION 11

12 2. From the PROGRAM page, click on CDBG PARTNER LOGIN. 3. Enter your USERNAME AND PASSWORD. COMM UNITY DEVELOPM EN T COM M ISSION 12

13 D I G I T AL S I G N AT U R E P R O C E D U R E 4. Click on CONTRACTS AND AMENDMENTS. 5. The PENDING CONTRACTS screen will open. 6. Click the DOWNLOAD button to open the PDF Contract File. 7. Read the instructions and page down to the CONTRACT SIGNATURE PAGE. Sign the box below with your newly created digital signature Oscar Hernandez Digitally signed by Oscar Hernandez Date: :39:56-07'00' COMMUNITY DEVELOPMEN T COMMISSION 13

14 8. Select ADVANCE > SECURITY SETTINGS at the Advance menu toolbar. PLEASE NOTE: Depending on the Adobe version you have on your desktop, you may setup a digital signature by right clicking on the red arrow in the signature box to activate the set-up OR search Add ID to access the new digital signature set-up. If you activate the digital set-up using one of these other alternatives, follow the Adobe prompts to complete the digital set-up process and skip over the following instructions Select ADD ID on the Security Setting screen. COMM UNITY DEVELOPM EN T COM M ISSION 14

15 10. Click on CREATE A SELF-SIGNED DIGITAL ID for use with Acrobat. 11. Click WINDOWS CERTIFICATION STORE button. COMM UNITY DEVELOPM EN T COM M ISSION 15

16 12. Click NEXT. 13. Input your name in the NAME field, followed by your TITLE. 14. Input your unit in the ORGANIZATIONAL UNIT field. 15. Input your organization in the ORGANIZATION NAME field. 16. Input your organization address in the ADDRESS field. 17. Click FINISH. 18. Click the AUTHORIZED SIGNATURE line to display your Digital Signature. A new dialog box displays. COMM UNITY DEVELOPM EN T COM M ISSION 16

17 19. Click CONTINUE SIGNING. 20. Click the SIGN AND SAVE AS button at the Apply Signature to Document dialog box. The Save As dialog box displays. 21. Save the file to your desktop on a drive that you would regularly save your files. Rename the file if it helps you recognize the document among all other files. Once you rename the file, the system will inform you that the document has been successfully signed. 22. Click the OK button. 23. Select FILE and CLOSE at the toolbar. 24. Click on the minimize button on the top right hand corner of your screen to display Online system. 25. Press the UPLOAD button. A dialog box displays. 26. Locate the file and press the UPDATE button. Click OK that informs you that the file has been saved successfully. The Contract Pending screen should now be blank confirming that the contract has been transmitted to CDD. Should you want to confirm that the contract has been transferred successfully, click on the On-line Tool Bar, Contract, Contracts, Search. Under the search function, identify the project in the grid and scroll over to the Status and it should read Contract Officer. This confirms that the contract is with the CD Division Contract Office for review and approval. COMM UNITY DEVELOPM EN T COM M ISSION 17

18 DIGITAL SIGN ATURE PRO CEDU RE Signing Contracts after the Initial Set-up Once you have setup your initial digital signature, the process for signing Contracts On-line changes just slightly. For all the contracts that follow the initial set-up, please refer to the following set of instructions. Once the Primary has pushed the contract to the Authorized Contact, the contract can now be signed and saved using the SAVE AS feature. COMM UNITY DEVELOPM EN T COM M ISSION 18

19 DIGITAL SIGN ATURE PRO CEDU RE 1. The SAVE AS dialog box will appear for you to save your contract. Once you have saved the contract close the dialog box Rename the file if it helps you recognize the document among your other files. COMM UNITY DEVELOPM EN T COM M ISSION 19

20 DIGITAL SIGN ATURE PRO CEDU RE 2. Now that the contract is saved, CLOSE the PDF contract screen and minimize the Adobe Acrobat screen. This will place you back to the On-line system Contract Pending screen. 3. Press the UPLOAD button. A dialog box displays. COMM UNITY DEVELOPM EN T COM M ISSION 20

21 DIGITAL SIGN ATURE PRO CEDU RE 4. A new dialog box will appear. Click on the BROWSE button. 4. The Contract Update dialog box will open, click on the UPDATE button and follow the prompts. COMM UNITY DEVELOPM EN T COM M ISSION 21

22 DIGITAL SIGN ATURE PRO CEDU RE 6. Once you open the contract file, the system will load the file to the Contract Update dialog box. Click on the UPDATE button. A new dialog box will appear, click OK The Contract Pending screen should now be blank confirming that the contract has been transmitted to our office. Should you want to confirm that the contract has been transferred successfully, click on the Tool Bar, Contract, Contracts, and Search. Under the search function, identify the project in the grid and scroll over to the Status where it should read Contract Officer. This confirms that the contract is with our Division s Contract Office for review and approval. NOTE: The system at times may throw an error message that reads THE SAVE FAILED, TRY AGAIN LATER. This error message may appear but the file may still have been transmitted successfully. The way this can be confirmed is click on the Tool Bar, Contract, Contracts, and Search. Under the search function, identify the project in the grid and scroll over to the Status where it should read Contract Officer. This confirms that the contract is with our Division s Contract Office for review and approval. If it still states that the status is at the Authorized Contact level, please contact us for assistance. COMM UNITY DEVELOPM EN T COM M ISSION 22