User Guide
Proposal Tracking System User Instructions Table of Contents Sections CGA Proposal Process... 4 Roles... 4 Proposal Types... 5 The Proposal Lifecyle... 6 Using PTS... 9 Open PTS... 9 Create a new proposal (Department Head or Administrative Assistant for Department Head).. 9 Impersonate a Department Head (Administrative Assistant only)... 9 Select a proposal type... 9 Find and select the appropriate client... 9 Find and select the appropriate project if applicable... 10 Add project control information... 10 Add billing information... 11 Add accounts receivable information... 11 Print the New Project Worksheet... 11 Assign the project to an administrative assistant... 11 Review the Proposal and Assign a Project Number (Administrative Assistant)... 12 Open a proposal awaiting Confirmation... 12 Confirm project control information... 12 Confirm billing information... 12 Confirm accounts receivable contact... 12 Print the New Project Worksheet... 12 Assign a project number to the project and alert department heads... 12 Assign Project Manager (Department Head)... 12 Open a proposal awaiting assignment and select a project manager... 12 Create Department Scope and Hours Estimate (Project Manager)... 13 Open a proposal awaiting assignment... 13 Enter the hours summary... 13 Enter department scope... 13 Tailor the appearance of the hours summary... 14 Open a proposal that has been rejected by the Department Head... 14 Resubmit department scope and hour estimates... 15 Department Head Approve/Reject Scope and Hours Summary (Department Head)... 15 Open a proposal awaiting approval... 15 Review the hours summary... 15 Review the department scope... 15 Tailor the appearance of the hours summary... 15 Approve or deny the scope and hours estimate... 16 Final Review by IDH (Initiating Department Head)... 16 2
Open a proposal awaiting approval... 16 Verify Scope and Budgets... 16 Open a proposal that has been rejected by the Principal... 16 Reject a department budget/scope to pass control to the appropriate Department Head... 17 Review by Principal (Administrative Assistant)... 17 Open a proposal awaiting approval... 17 Print the proposal for the Principal... 17 Record the Principal s response... 17 Send to Client (Administrative Assistant)... 17 Open an approved proposal waiting to be sent to client... 17 Record how proposal was sent to client... 17 Record Receipt by Client (Administrative Assistant)... 18 Open an approved proposal waiting to be sent to client... 18 Record client receipt... 18 Record Client Response (Administrative Assistant)... 18 Open an approved proposal waiting to be sent to client... 18 Record client receipt... 18 Additional Tools... 18 Open an existing project... 18 Check your log... 19 Print a proposal... 19 Proposal Templates... 19 Fee schedules... 19 Pictures and Exhibits PTS Roles... 4 Proposal Types... 5 Exhibit 1 Lifecyle of a Proposal... 8 Options for Creating a New Proposal... 10 List of Proposal Templates... 19 Default Fee Schedule... 19 3
Proposal Tracking System (PTS) User Instructions Welcome to the Proposal Tracking System (PTS). The purpose of this document is to show you how to use the application. If you require information that is not presented in these pages, you should contact the administrator at trodriquez@calvin-giordano.com. The Proposal Tracking System (PTS) is a tool that will help you to quickly create proposals and direct their progress through CGA s internal approval process. With this application, you can do the following: Create new proposals of various types including proposals for new clients or projects, proposals for add-on work to existing projects (ASAs), proposals in response to RFPs, RFQs or Letters of Interest and cost recovery for work done on behalf of CGA clients. Create and reserve project numbers for all projects. Easily create scope and budgets for proposals using standardized work activity lists and client-specific fee schedules. Generate and print formal proposals using client-specific templates. View the status of all proposals in your pipeline in one glance. Automatically Send e-mails prompting others to take action with regard to your proposal(s) and receive e-mails prompting you to take action on proposals created by others and by you. PTS is the next step in proposal automation at CGA that began with the man hour sheet and later progressed to the fairly successful Excel based proposal template. PTS yields all of the same data stored within the Excel template but takes it to a new level by storing all proposal information in a central database. Now, proposals will all be housed in a single place rather than as separate files on a file server. This will save you time and will help you to avoid confusion when looking for the latest version of a proposal or trying to determine what went out to the client. CGA Proposal Process PTS was designed to automate CGA s proposal creation process. This process begins with the initial project/proposal creation and ends with a response to the proposal by the client. The process is facilitated by a number individuals who play various roles. The following section describes the roles and the process itself in detail. Roles The process involves a number of individuals who play certain roles. These roles are outlined in the table below. Role Department Head (DH) PTS Roles Description Department heads are individuals responsible for the operations of the various CGA 4
Role Initiating Department Head (IDH) Administrative Assistant (AA) Project Manager (PM) Principal Description departments. Departments heads are the individuals who can create proposals and who must verify that information on proposals that relates to their department is correct and complete. The IDH is the Department Head who creates and who is ultimately responsible for a specific proposal, ensuring that all information is correct and complete and for taking it to completion. The IDH may assign another individual (typically a project manager) as his proxy who will then assume the responsibilities of the IDH with regard to a particular proposal. In addition, the IDH may often allow an administrative assistant (AA) to start the proposal in PTS once adequate information has been provided to the AA. An administrative assistant (AA) is assigned to each proposal by the IDH. The AA is responsible for verifying that all required information has been entered into the proposal. In addition, the AA is responsible for presenting the proposal to a Principal for acceptance as well as conveying the accepted proposal to the client and tracking its status thereafter. For each department involved in a proposal, a department head (DH) is responsible for the scope and hour estimates (budget) related to his/her department. A DH may choose to assign a project manager (PM) who will now be responsible for entering the scope and hour estimates. Principals are corporate executives including the President (Dennis G.), Executive VP (John D. ) and VP Planning (Shelley E.) These individuals are responsible for final review of proposals before they are sent to the client and for providing feedback to the IDH in cases where a proposal is rejected for one or more reasons. Each role may become active or dormant at certain points in the life cycle of a proposal. For example, once a project number is assigned to a proposal, an AA will not have any work to do until the proposal is ready to be submitted to the Principal for approval. In one case, an individual may delegate his or her role to another individual. This occurs when an Initiating Department Head (IDH) assigns another member of his/her department as a proxy for a specific proposal. In this case, the individual assigned as proxy will assume all responsibilities for the IDH for the lifetime of the specific proposal. In addition, the IDH may allow an Administrative Assistant (AA) to initiate a proposal on his/her behalf. For step 1 of the process, the AA will then assume the role of IDH until the proposal is created. Proposal Types PTS accommodates five proposal types. Note that different proposal types are handled differently in PTS. Some types (New proposal and ASA) must go through the entire proposal approval process whereas others are simply entered so that PTS may generate a project number for them. The list of proposal types supported is shown in the table below. Proposal Type New Proposal Additional Services Agreement (ASA) Proposal Types Description A proposal for a new project, either for a new client or for an existing client. New proposals are assigned a brand new project number and must go through the entire proposal creation and approval process. A proposal to do additional work for an existing project. ASAs are assigned a project number that is similar to the project number of the existing proposal except that a 5
Proposal Type RFP, RFQ and LOI Cost Recovery The Proposal Lifecyle Description numerical suffix is appended to the original proposal number. Must go through the entire proposal creation and approval process. These are proposals that are prepared in response to requests for proposal or quotation or letters of interest from clients. They are created in PTS and assigned a number but are complete at that point as far as PTS is concerned. No scope or budget is required. Proposals of these types are complete at Step 2 of the proposal lifecycle described in the next section. A Cost Recovery is created when CGA reviews the plans of another firm on behalf of a client. There is no scope or budget provided for cost recoveries in PTS. Only a project number is needed. Proposals of these types are complete at Step 2 of the proposal lifecycle described in the next section. Exhibit 1 below shows the lifecycle of a proposal and indicates in parentheses which role is responsible for each step in the process. The table below provides additional information about each step. Note that not all proposals follow each step from 1 10. As mentioned previously, proposals related to RFPs, RFQs, LOIs and Cost Recoveries will end at step 2. Even for those proposals that go through all steps, the path they take may not be a direct progression. For example, a proposal that is rejected by the Principal at step 7 will need to regress back through steps 6, 5 and 4 before it can again make its way back to step 7 for a second chance at approval. PTS does not place any constraints on how many times this may happen. Therefore, a proposal s status may vacillate somewhere between steps 4 and 7 for several iterations before it is finally accepted by all Department Heads, the Initiating Department Head and the Principal and is ready for submission to the client. Step # Name Description 1 Creation of proposal Proposal is received by CGA and is assigned to one of the Department Heads (Initiating Department Head or IDH). The IDH then reviews the proposal and identifies which departments will need to be involved. The IDH must enter basic information about the proposal or have an administrative assistant do it, providing the AA with a new project worksheet. 2 Review and assignment of project number by AA. Alert to Department Heads. 3 Assignment of Project Managers 4 Creation of department scope and budget 5 Department head approval or rejection Once initial data entry is complete, an administrative assistant is assigned to the proposal. An e-mail is generated alerting the AA to the existence of the proposal and his/her need to review it. All information entered for the proposal must be approved by the AA. Upon approval, PTS generates a project number and broadcasts a message to all department heads (DHs) that need to be involved in this proposal. For each department named in the proposal, the department head (DH) assigns a project manager from his/her department to draft the required project scope document and man hour cost summary (budget). Emails are sent to project managers alerting them of their responsibilities with regard to the proposal. Project managers draft the initial project scope and man hour cost summary. Once a PM reviews and completes these sections, a message is sent back to the DH requesting approval of the departmental scope and budget. The department head either approves or denies the scope and budget created by the PM. If denied then the proposal returns to the assigned PM for corrections. 6
Step # Name Description of scope and budget 6 Final review by IDH Once scope and budget is approved for each department, the initiating associate receives a e-mail message from the system requiring that he/she perform a final review before requesting principal approval. When the IDH accepts, an e-mail is sent to the Administrative assistant that the proposal is ready for principal review. 7 Review by Principal The AA prints the proposal and presents it to the Principal. The Principal may accept or reject the proposal. If the proposal is rejected, it is sent back through the chain (IDH, DHs, PMs) for further refinement. If the proposal is accepted, it is then ready to be sent to the client 8 Send to client The AA sends the proposal to the client 9 Receipt of proposal by The client receives the completed proposal client 10 Client response The client responds to the proposal 7
Exhibit 1 - Lifecyle of a Proposal 0 Proposa Request u Create proposal (IDH or AA) Assign Project Manger (DH) Create department scope And hours summary (PM) Review and assign project number (AA) Alert Department Heads,--------- u! I I I Final review (IDH)., Approve or reject scope/hours summary (DH) Review and appurove or reject proposal (Principal via AA) Send to client (AA) Client receives proposal (AA) Client responds to proposal {AA) 8
Using PTS The following section is meant to provide you with detailed instructions on how to process a proposal from start to finish. Note that most sections only apply to specific roles as noted in parentheses. Open PTS Create a new proposal (Department Head or Administrative Assistant for Department Head) Click on the Windows Start Button and navigate to the programs option. Inside that section you will find a folder called PTS. Scroll you mouse over that option and click on the PTS icon. Impersonate a Department Head (Administrative Assistant only) On the toolbar at the top left of the screen, you will see an icon for changing the user ( ). Click on this icon. A dialog will open, prompting you to select a user. Select the appropriate Department Head from the list and then click OK. PTS will now treat you as if you are the Department Head, giving you access to features you will need for creating a proposal. Select a proposal type Click on the New Project icon ( ) at the top left of the screen. A menu will appear prompting you to select the type of proposal that you want to create. Select a proposal type and click the Next button at the bottom right of the screen. You will be taken to the Search for Client tab Find and select the appropriate client On the Search for Client tab, click the Search button to view all clients. The list below will show all clients in the system. Alternatively, you may search for clients by first selecting the search type from the Search by listbox. Next, enter your search keyword into the criteria box below. Finally, click the Search button to view the list of clients that match your search. To select a client, click on the appropriate row from the list. If you have a new client or one that appears not to be in PTS, click the Add a new client button. A dialog will appear, allowing you to enter the information about the new client. You must make entries for the fields highlighted in yellow (i.e., company name, billing address). The other information may be added later. Click the OK button when you have finished and the new client will appear in the list. A default fee schedule will be assigned (contact the PTS system administrator if the default fee schedule will not be adequate for your needs. See the section on Fee Schedules near the end of this document). Find the new client in the list and select the appropriate row, then click the Next button to move forward. Click the Next button at the bottom right of the screen to continue. You will be taken to the Search for Project tab 9
Find and select the appropriate project if applicable Initially, this tab displays all projects in PTS for the client selected in the previous tab. To find a specific project, select the search type from the Search by listbox. Next, enter your search keyword into the criteria box below. Finally, click the Search button to view the list of proposals that match your search in the grid below In the case where you are creating a new proposal, you will see a button at the top of the grid under the Action column (far left) labeled Create New Project. This will be the only choice that you will be given. Click this button and respond to the prompts to verify your choice. If you are creating an Additional Services Agreement (ASA), you will be given the choice to create a new ASA from an existing project in the list or from an existing project that is not in PTS ( not in the system ). In the former case, click the Create From This button to the left of the appropriate proposal in the list. Otherwise, click the Create button at the top left of the list. A dialog will appear prompting you to enter the project number and project description. Enter these and click the OK button. Respond to the prompts to continue. If you are creating a proposal for an RFP, RFQ, LOI or Cost Recovery, you will have the option to create a brand new proposal (one not associated with an existing project), a proposal associated with an existing project in PTS, or one associated with a project that is not in PTS. A summary of these options is shown in the table below Proposal Type Desired New proposal Additional Services Agreement (ASA) RFP, RFQ, LOI, Cost Recovery Options for Creating a New Proposal Create New Proposal Select the Create New button to the left of the top entry in the list Not available Select the Create New button to the left of the top entry in the list Create Proposal based on existing proposal in the PTS Not available Select the Create from This button to the left of the desired proposal Select the Create from This button to the left of the desired proposal Create Proposal based on existing proposal not found in the PTS Not available Select the Create button to the left of the entry in the list marked xxx from an existing proposal not in the list Enter the project number and description of the existing proposal at the dialog Select the Create button to the left of the entry in the list marked xxx from an existing proposal not in the list Enter the project number and description of the existing proposal at the dialog Add project control information You must at provide at least the information in the highlighted (yellow) fields. 10
The project completion date and proposal deadline date must be future dates. Check all departments that will be involved in the proposal. The Axium project description must be 30 characters or less. The scope of work should be a general description of the project scope. Each department named in the proposal will have the ability to provide a very detailed scope of work later in the process. Add attachments that help define the proposal by clicking the Add Attachment button ( ) just below the scope of work entry box. A dialog will appear prompting you to navigate to the file that you would like to add. Select the file, then click Open. You will see the file added to the attachment listing. To delete an attachment, click on it and then click the Delete key. Follow the prompts to confirm your deletion. Enter the project site address if you have the information although this will not be necessary until later in the proposal creation process. Enter the value of the retainer if one applies When you have completed entering your information, click the Next button at the bottom right. Add billing information Select the billing type When you have completed entering your information, click the Next button at the bottom right. Add accounts receivable information You must select at least one client contact to name as the main contact for this proposal. If the desired contact appears in the list, simply check it and then click the Next button to proceed to the next step. If the desired contact does not appear in the list, click the Add Contact button. A dialog will appear, allowing you to enter the information about the new client. You must make entries for the fields highlighted in yellow. The other information may be added later. Click the OK button when you have finished and the new client will appear in the list. Click the Next button at the bottom right once you have checked the appropriate client contact. Print the New Project Worksheet The Print Worksheet tab allows to you print a New Project Worksheet. If you already have a completed one, this will not be necessary. Click the Next button at the bottom right to continue. Assign the project to an administrative assistant Click the Finish button at the bottom right. A dialog will appear allowing you to assign an administrative assistant to the project. Click the OK button to continue. An e-mail message will be sent to the selected administrative assistant, prompting him/her to continue the project creation process. 11
Review the Proposal and Assign a Project Number (Administrative Assistant) Open a proposal awaiting Confirmation Find a proposal in the list whose status is Being confirmed by AA. These are proposals that have recently been initiated by a department head (IDH) and have been assigned to you to handle as an administrative assistant. Double click on the proposal to open it. Confirm project control information Review the information in the Project Control tab. Ensure that all fields highlighted in yellow have entries and are correctly entered. If so, click the Next button to continue. Confirm billing information Ensure that the correct billing type and billing detail type is selected for the proposal. If not, change them to appropriate values. If so, click the Next button to continue. Confirm accounts receivable contact Ensure that the correct contact is selected in the Accounts Receivable tab. If not, change it to an appropriate value. If so, click the Next button to continue. Print the New Project Worksheet The Print Worksheet tab allows to you print a New Project Worksheet. If you already have a completed one, this will not be necessary. Click the Next button at the bottom right to continue. Assign a project number to the project and alert department heads Click the Finish button at the bottom right. A dialog will appear alerting you that a project number will be assigned to the project and that appropriate department heads would be notified. Click the OK button if you would like to continue. An e-mail message will be sent to the relevant department heads, prompting them to continue the project creation process. Assign Project Manager (Department Head) Open a proposal awaiting assignment and select a project manager Find a proposal in the list whose status is Being reviewed by department heads. These are new proposals that involve your department and have recently been assigned a project number. They are now ready for you to assign to a project manager. Double click on the proposal to open it. A dialog will appear, asking you to assign a project manager to the proposal. Select one of the project managers from the listbox provided. Note that you may assign the proposal to yourself. Click the OK button. The assigned manager will now receive an e-mail message alerting him/her that work needs to be done 12
The proposal will appear in your queue with a gray background, indicating that input from you is not currently needed. This will not be the case if you assigned the proposal the yourself. Create Department Scope and Hours Estimate (Project Manager) Open a proposal awaiting assignment Find a proposal in the list whose status is Some or all Project Managers Assigned. These are proposals that have been assigned to you by the department head. Double click on the proposal to open it. Enter the hours summary The proposal will open to the Hours Summary tab. At the top left of the screen you will find a tree containing work activities specific to your department. In addition, at the top center of the screen you will find a checkbox labeled Hourly Open Ended Contract. If your department will provide no budget but will instead simply bill the client according to hours worked then check this box and click the Next button at bottom right. Respond to the prompts and continue If your department will provide a budget for the project, select the activities that apply to the project by first expanding the tree and then by clicking on an activity. You should immediately see a list of employee classifications and rates at the top right of the screen. Enter the number of hours that applies to each employee classification for the chosen task. As you make your entries, you should see the list of work activities/hours building below. Continue to select work activities from the tree until you have accounted for all work that will be done by the department for the proposal. In cases where you cannot find the appropriate activity in the tree, click on the *Other work activity task listed under the department. A dialog will appear, prompting you to enter a brief description of the work activity. Do so and then click OK. Enter the hours under the appropriate employee classifications. When you have finished entering all work activities and your hours estimate is complete, click the Next button. You will be taken to the Hourly Summary Detail tab where a summary of your previous entries will be shown. If you click on the Add all approved departments checkbox, you will also see a list of approved activities entered for other departments involved in the proposal. You may create a printout of your hourly summary by clicking the Print Hourly Summary button. Click the Next button to continue. Enter department scope The Department Scope tab is divided into two sections. The top section is for adding items to the scope while the bottom section will allow you to view the scope as it will be presented in the printed proposal. Add an introduction to your department s scope by entereing it into the box marked Introduction to client scope. 13
Add the first item to your scope by right clicking the Scope Root entry and selecting Add Item to Outline. A new item will appear under the Scope Root, although you may need to expand the outline to see it. This item will represent the top level of your scope outline and will automatically be given a name that represents your department. Add additional items by right clicking the above item and selecting Add Item to Outline. A dialog will appear, prompting you to add the text for the item. Fill the textbox with the desired text. Note that each new item should represent a paragraph in the scope. You will not be allowed to add items that contain multiple paragraphs or special formatting these will all be removed. If you wish to have multiple paragraphs, add a separate item for each paragraph. You may create up to three levels for your outline. The top level will be numbered with upper case letters (i.e., A, B, C). The next level will receive number (i.e., 1, 2, 3) and the last level will use bullets. To edit a scope item that you have already created, right click the item and then click Edit Item from Outline. A dialog will appear, prompting you to edit the text for the item. Adjust the text as necessary. Remember that all formatting will be removed. Click the Refresh button ( ) just below the outline to refresh the proposal view of the outline. In some cases, your scope may be similar to the scope of another proposal. If so, you may want to copy the scope of the other proposal and then make modifications to suit your new proposal. To do this, click on the Copy Scope from an Existing Proposal button. You will be presented with a dialog that will allow you to select from a list of existing proposals. Select a proposal from the list and then click the OK button. The scope of your current proposal will be changed to that of the selected proposal. Note that any scope items you had already entered will have been removed. From this point, you may now edit the scope to fit the needs of your current proposal. When you have finished entering your scope, click the Next button to continue. Tailor the appearance of the hours summary The Hours Summary Configure tab provides a means for you to control the amount of detail displayed in the proposal hours summary. By default, total dollars will be summarized by top level items. By checking the appropriate boxes, you may display detailed level activities beneath the checked item. Click the View/Refresh Hours Summary button to see how the hours summary will be displayed in the proposal. If you would like to increase the amount of detail, check appropriate boxes in the top half of the screen. To decrease the amount of detail, uncheck boxes and review the results at bottom. When you are satisified with the appearance of the hours summary, click the Finish button at the bottom right of the screen. A dialog will appear, asking you to confirm if you are finished with the budget and scope for your department. If so, click Yes. An e- mail will be sent to the department head asking him to review your entries. Open a proposal that has been rejected by the Department Head Find a proposal in the list whose status is One or All Budgets have been rejected by D.H. These represent proposals for which your department scope or hour estimates 14
have been rejected for one or more reasons. Refer to the e-mail sent to you to find the specific reasons for rejection. Double click on the proposal to open it. Resubmit department scope and hour estimates Revise the hours summary and scope by following the sections above. When you have completed your revision, click Finished on the Hours Summary Configure tab and respond to the prompts. The department head will be made aware of your revised scope and hours summary by e-mail. Department Head Approve/Reject Scope and Hours Summary (Department Head) Open a proposal awaiting approval Find a proposal in the list whose status is Some or all Project Managers Assigned. Double click on the proposal to open it. In addition, you may find proposals whose status is One or All Budgets have been rejected by D.H. These are proposals for which you have previously rejected scope or hours for your department. These must also be again reviewed before the proposal can be submitted to the IDH. Review the hours summary The proposal will open up to the Hours Summary Detail tab where a summary of the hours detail created by the project manager will be displayed. If you click on the Add all approved departments checkbox, you will also see a list of approved activities entered for other departments involved in the proposal. Use the Add Legal Text button to add custom text to certain portions of the proposal, including the basis of proposal, additional fees or miscellaneous provisions. A dialog will appear, prompting you to type your legal text into the box. Next, select the proposal section in which you would like your text to display. Finally click the Add New Legal Text. Your new entry will appear in the list of legal text entries at bottom. Click the Remove button to the right of your custom text entry to remove it from the list. Click Close when you have finished entering custom text. You may create a printout of your hourly summary by clicking the Print Hourly Summary button. Click the Next button to continue. Review the department scope Click on the Department Scope tab to review the department scope. You may expand the scope outline at top to view the individual entries. Click the Refresh button ( ) just below the outline to refresh the proposal view of the outline. Click the Next button to continue. Tailor the appearance of the hours summary The Hours Summary Configure tab provides a means for you to control the amount of detail displayed in the proposal hours summary. By default, total dollars will be 15
summarized by top level items. By checking the appropriate boxes, you may display detailed level activities beneath the checked item. Click the View/Refresh Hours Summary button to see how the hours summary will be displayed in the proposal. If you would like to increase the amount of detail, check appropriate boxes in the top half of the screen. To decrease the amount of detail, uncheck boxes and review the results at bottom. Click the Next button to continue. Approve or deny the scope and hours estimate The Project Review tab allows you to either approve or deny the scope and hours estimate submitted by the project manager. To approve, click the DH Approval checkbox listed under your department, then click the Finish button at bottom right. You will be asked to confirm your choice. To deny, click the Deny Budget button at far right of the listing for your department. You will be propted to provide a reason for denial. Enter your reason. An e-mail will be sent to the project manager, alerting him/her that the scope and/or hours estimate was accepted or rejected. Once all department heads (including the initiating department head) have approved their department s scope and hours estimate, the proposal status will show as All Department Associates have approved their time Final Review by IDH (Initiating Department Head) Open a proposal awaiting approval Find a proposal in the list whose status is All department associates have approved their time. These are projects awaiting IDH final approval. Open one of these projects by double clicking on it. In addition, you may find proposals whose status is One or All Budgets have been rejected by D.H. These are proposals for which you have previously rejected scope or hours for your department. These must also be again reviewed before the proposal can be submitted to the Principal Verify Scope and Budgets Check the IDH Approval checkboxes for departmental budgets to signal your approval of these. An e-mail will be sent to the department head confirming your action. Click the Deny Budget button for departmental budgets that you do not approve. An e- mail will be sent to the department head confirming your action. If you choose to approve all of the budgets, you will be prompted to verify this. If so, an e-mail will be sent to the Administrative Assistant so that the project may be submitted to the Principal. Open a proposal that has been rejected by the Principal Find a proposal in the list whose status is Principal has Denied budgets. These are projects that have been rejected by the Principal. Refer to the e-mail sent to you to find the specific reasons for rejection. 16
Reject a department budget/scope to pass control to the appropriate Department Head So that the proposal may be sent back to the Department Head(s) for corrections, click the Deny Budget button to the right of any departments that need to redo their hour estimates for the project. You will be prompted to provide a reason. Enter a reason, then click OK. An e-mail message will be sent to the department head alerting him/her that corrections must be made. Review by Principal (Administrative Assistant) Open a proposal awaiting approval Find a proposal in the list whose status is Administrative Assistant is Creating Package. These are projects awaiting final approval by the principal. Open one of these projects by double clicking on it. Print the proposal for the Principal The proposal will open to the Project Control tab. On the tabs at right, click the AA Options tab. Select the appropriate Principal from the list. Click the Print Documents button. A dialog will open prompting you to select a proposal template. Select the appropriate template according to the client. Click the Load Template button to view the proposal using the selected template. Click the Print ( ) icon on the viewer to print the proposal Present the document to the selected Principal. Once you have done this, check the Printed for Principal checkbox. Record the Principal s response Select either Approved or Rejected from the Principal Approval option list according to the Principal s response. Click the Next button to continue. Send to Client (Administrative Assistant) Open an approved proposal waiting to be sent to client Find a proposal in the list whose status is Principal has approved package. These are proposals that have been approved but are not yet sent to the client. Open one of these projects by double clicking on it. Record how proposal was sent to client The proposal will open to the Project Control tab. On the tabs at right, click the AA Options tab. 17
Choose a method from the Sent via listbox. Place a tracking number and/or comment into the box below. Record Receipt by Client (Administrative Assistant) Open an approved proposal waiting to be sent to client Find a proposal in the list whose status is Client has been Courriered Package. These are proposals that have been sent to the client but not yet verified. Open one of these projects by double clicking on it. Record client receipt The proposal will open to the Project Control tab. On the tabs at right, click the AA Options tab. Check the Client Received Proposal checkbox. Record Client Response (Administrative Assistant) Open an approved proposal waiting to be sent to client Find a proposal in the list whose status is Package Has been Received by Client. These are proposals that have been sent to the client but not yet verified. Open one of these projects by double clicking on it. Record client receipt The proposal will open to the Project Control tab. On the tabs at right, click the AA Options tab. Select a response type from the Client Response option list according to the client s response. This proposal will disappear from your list. It is not complete. Additional Tools A toolbar at the top left of the screen is provided for you to perform a number of operations at any time. Open an existing project On the toolbar at the top left of the screen, you will see an icon for opening an existing project ( ). Click on this icon. A dialog will open, prompting you to select a client at the top half of the screen. Do so to see the projects related to that client on the bottom half of the screen. Click on one of these projects and click OK to open it. Alternatively, you may click the See Comments for this Proposal button to view comments. 18
Check your log On the toolbar at the top left of the screen, you will see an icon for opening checking your log, which provides a running history of proposals that have entered your queue at one time ( ). Click on this icon. A dialog will open, allowing you to view the log. Print a proposal On the toolbar at the top left of the screen, you will see an icon for opening an existing project ( ). Click on this icon. A dialog will open prompting you to select a proposal template. Select the appropriate template according to the client. Click the Load Template button to view the proposal using the selected template. Click the Print ( ) icon on the viewer to print the proposal Proposal Templates PTS contains a number of proposal templates to be used when generating printed versions of proposals. The following table lists templates currently in the system and guidelines for their use. Template Complete Proposal Sunny Isle Beach Complete Proposal West Park Complete Proposal Weston Complete Proposal ASA Proposal List of Proposal Templates Description Standard proposal to be used for any new proposal for any client except Sunny Isles Beach, West Park and Weston. Do not use this for Additional Service Agreements (ASAs) Template to be used for both new proposals and Additional Service Agreements (ASAs) for Sunny Isles Beach. Template to be used for both new proposals and Additional Service Agreements (ASAs) for West Park. Template to be used for both new proposals and Additional Service Agreements (ASAs) for Weston. Standard proposal to be used for ASAs for any client except Sunny Isles Beach, West Park and Weston. Do not use this for new proposals. Fee schedules Fee schedules specific to each client exist in PTS. For new clients, a default fee schedule is assumed. The table below shows the default schedule as it currently exists. If you need to add a new client and you must amend the fee schedule or you believe that the fee schedule for an existing client is incorrect, please consult the PTS system administrator. Default Fee Schedule Position Default Rate Position Default Rate Application Developer 120.00 Hosting Facility 150.00 Application Development Consultant Set manually Hydrographic Survey Crew 325.00 Architect Consultant 0.00 Hydrological Consultant 0.00 Associate Construction 150.00 Irrigation Consultant 0.00 Associate Data Tech 150.00 Jr Planner 75.00 Associate Engineering VI 175.00 Jr. Engineer I 85.00 Associate Landscape Architect 150.00 LA CADD Technician 80.00 19
Position Default Rate Position Default Rate Associate Planning 150.00 Laboratory Analysis 60.00 Associate Survey 160.00 Landscape Architect 100.00 Clerical 70.00 Mechanical Engineering Set manually Consultant Construction Management Director 120.00 Multi-Media 3D Developer 90.00 Consultant Set manually Network Engineer 130.00 Director Engineering V 150.00 Permit Administrator 75.00 Electrical Engineering Consultant Set manually Planner 90.00 Emergency Management Director 130.00 Planning Administrator 120.00 Emergency Management Jr. Planner 75.00 Planning Assist Director 110.00 Emergency Management Planner 90.00 Planning Director 130.00 Eng CADD Technician 80.00 Principal 200.00 Eng Sr CADD Tech Manager 100.00 Project Engineer III 120.00 Engineer 100.00 Project Manager IV 130.00 Engineer II 100.00 Resident Inspector 120.00 Env Administrator 110.00 Sr Appl Developer 160.00 Env Assistant 70.00 Sr Env Scientist 100.00 Env Scientist 85.00 Sr Inspector 90.00 Env Specialist 90.00 Sr Landscape Architect 115.00 Enviormental Consultant Set manually Sr. Applications Developer 160.00 EW Principal/Associate 300.00 Sr. Registered Surveyor 130.00 EW Project Engineer 200.00 Structural Engineering Consultant Set manually EW Registered Engineer/Surveyor 250.00 Structural Engineering Consultant Set manually Executive Assistant 70.00 Submeter GPS 65.00 Geotech Consultant Set manually Survey CADD Technician 80.00 GIS Consultant Set manually Survey Coordinator 85.00 GIS Coordinator 130.00 Survey Crew 125.00 GIS Specialist 110.00 Traffic Count Consultant 1.00 GIS Technician 80.00 Traffic Technician 75.00 GPS Survey Crew 140.00 Unit Set manually 20