ESC-20. Commitments and Contracts System User Guide 2/20/18

Transcription

1 ESC-20 Commitments and Contracts System User Guide 2/20/18

2 Table of Contents Introduction... 2 Commitment and Contract System Overview... 2 Requesting Contracted Services... 2 How to Log into the Commitments and Contracts System... 3 Login Tips:... 4 Commitments & Contracts Dashboard... 5 Commitments... 5 Searching for commitments... 6 Advanced Search Screen... 6 Saving Commitments... 7 How to Print Saved Commitments... 8 Submitting Commitments... 8 Contract System Understanding the Contract Color Coding Requesting Addenda to Existing Contracts Reports estore Report Outstanding Invoices Report Manage Users Create a New User Edit an Existing User Resend Access Code Deactivate Users Reactivate Users Revised 05/01/2017 Page 1

3 Introduction The Education Service Center Region 20 (ESC-20) provides contracted services as needed. Customized contracts supplement the standard products and services offered through the commitment system. The customized contracts have moved into an electronic format using the existing Commitment System link: Local Education Agencies (LEAs) may now approve custom contracts through the commitment system. All contracts agreed upon between the LEA and ESC-20 are approved and maintained electronically. LEAs that require the use of their own contract forms may also use the online contract management system. A scanned copy of LEA s contract will be uploaded into the contract system as soon as all approvals have been completed. Commitment and Contract System Overview The Commitment and Contract System allows ESC-20 and the LEA to process agreements electronically. Commitments are the annual products and services offered to all LEAs. Contracts are customized services requested by the LEAs for their specific needs. Only superintendents or their designees have authority to approve commitments and contracts. The superintendent may designate an authorized approver by sending an request to Techdev@ESC20.net. Requesting Contracted Services A representative of the LEA may request contracted services by contacting an ESC20 representative. The contact may be either verbal or through . The ESC-20 representative will initiate the online contract for the LEA. Once the electronic contract has the ESC-20 internal approvals completed, an automated will be sent to the LEA s contract requester as notification that the contract is ready for review. Revised 05/01/2017 Page 2

4 How to Log into the Commitments and Contracts System The Online Commitment System provides ESC-20 clients with an online process for completing and submitting commitments for Products and Services offered by/through ESC-20. Access to the system is dependent on you having your contact information (name, address, educational organization, and other appropriate information) loaded in the system and your having an access code [Note: the top level for each organization is generically referenced as a District.] You may access the System by using one of three methods (listed under the Login Choices and identified by radio buttons): By County/District (is the default lists Districts, or equivalent, within the County selected and then campuses within the District selected) By Region/District (lists all Districts, or equivalent, for the Education Service Center - Region - selected) By District Name (lists all Districts, or equivalent, in the system sort is alphabetical) Step 1: In a web browser, navigate to the ESC-20 home page ( Click on the Online Commitment System link. Step 2: A. Click on the SUPERINTENDENT RESOURCES link B. Click on COMMITMENT AND CONTRACT SYSTEM. Revised 05/01/2017 Page 3

5 Step 3: A. Select a District/Campus search option. B. Using the drop down menus, locate your District (and campus, if you are a campuslevel administrator). C. Select your name from the list, and then type in your Access Code. (Note: Names that appear in RED are individuals who have been authorized to submit commitments on behalf of their district.) D. Click on the Login button. Login Tips: Forgot your access code? Once you have displayed your name in the User box, click on the Forgot Your Access ID? link. Your access code will be sent to the address in your Commitments Contacts file (Note: we must have your correct address on file to receive Access Recovery messages). If your name is not listed as a User for your organization, you may request to be added. Click on the Not Listed as a User link and complete the appropriate information on the following screen. An will be sent to the ESC-20 contact selected in the Contact Information Box when the request is submitted. Revised 05/01/2017 Page 4

6 Commitments & Contracts Dashboard Links to the Commitments, Contracts, Reports, and User Management can be located on the Dashboard. You may use the links on the Dashboard or the navigation links above the dashboard to access these links. Commitments Step 1: To access the Commitments, click on the Commitments link on the top navigation bar, or you may click on the link on the Dashboard. Revised 05/01/2017 Page 5

7 Step 2: If you would like to see to which commitments your District was subscribed last year, use the drop down field on the main menu page. Step 3: Searching for commitments A. All of the commitment groups appear in the list. You may click on a link to go directly to the pricing screen for that commitment. B. Alternately, if you are searching for a specific commitment, you may click on the Advanced Search button. Step 4: Advanced Search Screen A. In the Advanced Search screen, type the name of the desired commitment or a keyword, and then click on the search button. B. Click the Return button to go back to the previous screen. Revised 05/01/2017 Page 6

8 Step 5: Advanced Search Screen: (continued) The search results will appear. Click on the desired commitment form link to view the commitment pricing. Step 5: Saving Commitments Use the form to save any commitments that are desired. A. To save a commitment, place a check in the Enroll box. B. Click on the SAVE button to save this change. To return to the main page, click the RETURN button. (NOTE: to remove a commitment, uncheck the box and click the SAVE button again. Revised 05/01/2017 Page 7

9 Step 6: How to Print Saved Commitments A. Once saved, commitments will appear on the main Commitments page. B. To print this list, click on the Printer Friendly Page button C. In the web browser, go to the FILE menu, then select PRINT. Submitting Commitments Any user can save Commitment enrollment information for his organization; however, only an individual identified as a Superintendent (or his/her designee) can submit commitments for a District. Submission of commitments for specific campus may be made by the campus principal this individual must be identified as the campus principal in his/her contact information. If the superintendent wishes to designate another District employee as a person authorized to submit commitments, they may do this on the User Screen. Once a commitment has been submitted, ESC-20 will generate an invoice for this line item and will mail it to the District. If any item is submitted in error, please contact ESC-20 as soon as possible to ensure accurate invoicing. Revised 05/01/2017 Page 8

10 Step 7: How to Submit a Commitment: A. Place a check in the corresponding box for each commitment to be saved. B. Enter the PO number for each commitment in the corresponding field. C. Click the SUBMIT button. Step 9: How to Submit a Commitment: (continued) Click OK. Step 9: How to Submit a Commitment: (continued) The screen will refresh, and the STATUS column will now show each item s status as SUBMITTED. Revised 05/01/2017 Page 9

11 Contract System Step 1: Reviewing The Contract The LEA service requester will receive an that provides a link to the contract. Click the link to view the contract details. Step 2: Reviewing The Contract (continued) A. After clicking the link, the LEA service requester may carefully review the contract for accuracy. B. If the contract is accurate: Select an authorized approver from the dropdown list. Enter the purchase order number Click on the Send to Approver button. C. If the contract needs corrections: Enter the corrections in the text box Click on the Request Adjustment button. (An automated will be sent to ESC- 20. This will start the approval process over again.) Note: The may be printed and used to complete a purchase requisition if needed. Save the in your inbox until the purchase order is approved. Step 3 may be completed once the purchase requisition is approved. Revised 05/01/2017 Page 10

12 Step 3: Approving the Contract Contract approvers receive their authorization from the superintendent. Once the contract has been reviewed, the contract requester will select an approver from a LEA approved dropdown list. The system will send that approver an notification that the contract is ready for approval. In the body of the , click on the Click Here link. Step 4: Approving the Contract (continued): The link will take you to the Commitment and Contract System. Sign into the Commitment and Contract System A. Select your LEA B. Select your name C. Enter your password D. Click on the Login button Revised 05/01/2017 Page 11

13 Step 5: Approving the Contract (continued): A. Find the contract that is ready for approval (the has the contract title and number) B. You will be able to see all pending contracts and whether the requester has reviewed them. C. To review the contract, click on the View Contract link Step 6: Approving the Contract (continued): A. Review the contract for accuracy B. To approve the contract: a. Enter the purchase order number if it has not already been entered b. Click on the Submit button C. If the contract needs some adjustment: a. Enter the change in the text field b. Click on the Request Adjustment button Revised 05/01/2017 Page 12

14 Understanding the Contract Color Coding Orange/Salmon Color: The LEA has requested an adjustment to the contract. The contract is electronically in ESC-20 hands for corrections. Once the contract is corrected by ESC-20, the process begins again. Blue: The contract is pending approval by the LEA. You may determine whether the contract has been reviewed by the requester. Green: The contract has been submitted (Approved) by the LEA and services may commence. Partial invoicing may occur at this level. Yellow: ESC-20 has completed the contracted service and contract is considered closed. The final invoicing will be processed at this stage. Revised 05/01/2017 Page 13

15 Requesting Addenda to Existing Contracts Addenda to an existing contract (color coded green) are requested by the LEA by contacting the ESC-20 Contract Manager. The ESC-20 Contract manager will initiate the addendum. The addendum process follows the same process as an initial contract. The LEA originator will receive an automatic requesting the review and approval of the addendum. Once the addendum is approved and submitted by the LEA, an electronic copy of the original contract will appear on the contract view page. Revised 05/01/2017 Page 14

16 Reports The Reports section allows the end user to retrieve data on ESC-20 estore purchase history and information about outstanding invoices. Step 1: Click on the REPORTS link. Step 2: estore Report To run an estore report, click on the estore link. Revised 05/01/2017 Page 15

17 Step 3: estore Report (continued) A. Click on any column header to sort the list by that column. B. Click the NEXT button to view the next 15 records. C. Click the EXPORT to EXCEL link to download a copy of this list. D. Click the RETURN button to go back to the previous screen. Step 4: Outstanding Invoices Report To run an Outstanding Invoices report, click on the Outstanding Invoices link. Step 4: Outstanding Invoices Report (continued) A list of all outstanding invoices will appear (grouped together by age.) To view invoice details, click on the link in the Invoice column (Note: be sure to disable pop up blockers, as the invoice will open as a.pdf file in a new window. Revised 05/01/2017 Page 16

18 Manage Users The Manage Users section allows a Superintendent (or their designee) to add, remove, and edit users authorized to save commitments on behalf of the LEA. Additionally, the Superintendent may assign rights to specific users giving them the authorization to submit commitments on behalf of the LEA. Step 1: Click on the Manage Users link. Step 2: Create a New User Click on the Create New User button. Revised 05/01/2017 Page 17

19 Step 3: Create a New User (continued): A. Fill out contact information B. Determine level of access this user should be given to the system: C. Click the Create button to save. Step 4: Create a New User (continued): A confirmation message will display at the top of the page when the user has been created. To get back to the previous screen, click the Cancel/Return button. Revised 05/01/2017 Page 18

20 Step 5: Edit an Existing User To edit an existing user, locate the user in the list and click on the corresponding EDIT button. Step 6: Edit an Existing User (continued): Make the desired changes, then click on the Apply Changes button. Step 7: Edit an Existing User (continued): To return to the previous screen, click the Cancel/Return button. Revised 05/01/2017 Page 19

21 Step 8: Resend Access Code If a user has forgotten their access code, this can be resent to them. To resend the access code, locate the user in the list and click on the corresponding EDIT button. Step 9: Resend Access Code (continued): Click on the Access Code button (this will send an to the address listed in this user s profile.) Step 10: Resend Access Code (continued): To return to the previous screen, click the Cancel/Return button. Revised 05/01/2017 Page 20

22 Step 11: Deactivate Users A. To deactivate a user, locate his or her name, then change the box in the Activate? column to NO. B. To save these changes, click the Apply Changes button. Note: you may deactivate multiple users at the same time. Step 12: Reactivate Users If a user has been deactivated by mistake, they can easily be reactivated: A. Click the View Inactive Contacts button. B. To reactivate a user, locate his or her name, then change the box in the Activate? column to YES. C. Click the Apply Changes button to save. Note: you may reactivate multiple users at the same time. Revised 05/01/2017 Page 21