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L E S S O N Shell - New York State Office of Children and Family

1. Online Claims Comments Prompts EXPENDITURE REPORT LOG CONTRACT DETAILS Contract AAAAOO Contractor AAA All Star Contract Period 10 1 2006 To 9 30 2007 CLAIM DETAILS Claim Type Expenditure Refilnvoice AAAAD01 Date Received fon 5 2007 E Claim Period Eio E Amount Contract Search Next Save Clear EXPENDITURE REPORT LOG CONTRACT DETAILS Contract AAAADO1 Contractor AAA All Star 10 1 2006 To 9 30 2007 Contract Period CLAIM DETAILS Claim Type Advance Refilnvoice Baao Date Received fosie2007 M Amount pO Note The Date Received defaults to today s date EXPENDITURE REPORT Lod Claim successtully logged CCMA T PEALT EW TAILS Ciririit f MARADNI Corista AAA All Gl r Gritt Pini TRA To BSUS CLAIR DCT AILS Claim Type Anwance a Refinvwioe paaa Cate Recened pamar E frou 00 Comrat soaren C ma D en 8 18 Contract Management System Online Claims Processing the Advance Payment Calculation The Advance Payment Calculation page is used to view and process details about the advance The Advance Payment Calculation screen displays Depending on the schedule for processing advances assigned to your contract you may or may not be able to enter information into this screen If necessary you can change the Advance Amount Enter a Description for the advance The Schedule Information link displays the current schedule for t
2. 7500 00 Sub Total 500 00 500 00 0 00 0 00 500 00 0 00 Total 10000 00 8000 00 0 00 0 00 10000 00 10000 00 Send Correspondence Notes Cancel Process To view your Note click the show link in the Notes table NOTES show hide The Notes table is displayed at Notice that the table indicates the identity of the the top of the page person adding the note Any OCFS persons reviewing the Budget Modification will be able to see the note and that you submitted it so that they may contact you if they have questions BUDGET MODIFICATION NOTES SAVED SUCCESSFULLY CONTRACT DETAILS Contract Number CONADWS3S Contractor Name Ajax Enterprises Contract Period 10 01 2005 To 09 30 2006 NOTES 10 30 2005 Kerper Jodi CONUSER Shifting funds to a subcontractor You may hide the note from view by clicking the hide link NYS Office of Children and Family Services 7 10 Contract Management System What You Do When you have completed all the information you need to enter in the Budget Modification click the Process button Send Correspondence Notes Cancel Process A status message in the upper right corner of the page will indicate if the budget modification entries you made were successfully saved and sent to the next person in the review schedule such as your Program Manager Note The Budget Modification has been removed from your Inbox If yo
3. Contract Management System Navigating the System Opening the CMS Inbox v Before you begin Log into CMS You are viewing the CMS Home Page What You Do Comments Prompts Select Inbox from the CMS Main Menu The CMS Inbox is displayed HORE along with items needing action ADVI REF ADVI REF EXPER ADHIR EF ADREF EXPER EXPE EXPE EXPE TREET EPEN TREET RENEW AMENO STReer TEET TREET STEET TREET STEET TZ Administrative Services Administratiwe Services Administrative Services Administratiwe Services Administrative Services Administrative Services Administratiwe Services Administrative Services Administrative Services Administrative Services Administratiwe Services Agdministratiwe Services Administratiwe Services Administrative Services Day Care Day Care Day Care Day Care Day Care Day Care Vwith Contractor Vwith Contractor Vwith Contractor Vwith Contractor VWwith Contractor wwith Contractor VWwith Contractor wwith Contractor VWwith Contractor wwith Contractor wwith Contractor wwith Contractor VWwith Contractor wwith Contractor Contractor Signature With Contractor wwith Contractor wwith Contractor wwith Contractor wwith Contractor CONTRACTOR DETAILS LOG SCREEN BUDGET MODIFICATION CONTRACTS LIST CORRESPONDENCE SEARCH Different types of Tasks are listed The Contract link displays the Contract Details page while the Task link takes yo
4. Note The system automatically enters the current date as the Date Received Program Report logged Successfully Note If you are logged in as ConSig you will only be allowed to log the report To complete the processing of the program report you must be logged in as ConUser PROGRAM REPORT REVIEW MOOULE serena CTV DOCUMENTS PROGRAM REPORT DOWMLOAD DOCUMENTS UPLOAD DOCUMENTS Upload Document Correspondence Cancel Compito 9 5 Contract Management System Program Reports Online The program report is processed through the Program Report Review Module screen The Program Report Review Module can be accessed in two ways With the appropriate user role the Program Report Review Module can be accessed from the log screen by selecting the Next button at the bottom of the screen The Program Report Review Module screen can also be accessed from the CMS Inbox in the same manner that other contract tasks are accessed The following explains how to process a program report through the Inbox Y Before you begin Log into CMS What You Do Comments Prompts Select the Inbox link from the main menu HOME INBOX From the table found on the CMS a Inbox page select the task link PROGREP CPROGREP ocr San Advantage After School Contractor Brown Kelly CONUSER Pending 15 EXPEN OCFS009 Advantage After School With Contractor Stone Jamie CLAIMSIG Pending 30 The Program Report Review Module screen ope
5. Term To Contract COMA Contractor Aji bnberprites 2006 9 30 2007 Period Begin inas Period Erd Co TE Amendment Type Original Revitwer Stage With Contractor Contract Amount 510 000 0 Local Math Approved CONADAAS Contract Period Status Approved Ajax Enterprises TAAL TIVE DODIBARHTS CONTRACT 10 1 2005 9 30 2010 To Appendi E fivteratire single page inser Dekri 10 1 2005 9 30 2006 To 10 01 2005 Amount 10 000 00 10 26 2005 BUDGET INFORMATION NEEDS TOBE ENTERED LAL QA LAOS UAL T i UPLOAD DOCUMLATS Upitiad Dietundnt Instructions Deena 8 000 00 Total Advanced 0 00 Funding Just Cover Fage Dhrenlogd Risk ratri Lienioad 10 000 00 Unencumbered Balance 2 000 00 2 000 00 0 00 Advance Recouped 2 000 00 Advance Receivable 0 00 ___ Send Correspondence 6 000 00 0 00 Send Correspondence Retainage Balance NYS Office of Children and Family Services 4 16 Contract Management System What You Do The CMS Correspondence page appears Note the elements on the page The To field is automatically filled with the name of your OCFS Program Manager The names of other Contractor colleagues that are also involved in contract review in CMS may appear in the Contractor list box You can send them a blind carbon copy by selecting the name and clicking the BCC button Notice that the Subject text box is pre filled for yo
6. Navigating the System Shows the ID and role you w f Logout of CMS User Connie CONUSER Aii closes your browser LOGOUT window Access the CMS OME Inbox Returns to the CMS INBOX Home Page CONTRACTOR Brings up the Contractor rae Details page that contains basic information about LOG SCREEN the Contractor To initiate a Budget BUDGET MODIFICATION Modification CONTRACTS LIST Displays all Contracts held Access Correspondence CORRESPONDENCE by the Contractor SEARCH At the top of the screen are links to the User Manual this document and the FAQ Frequently Asked Questions and their answers F NEW YORK STATE Office of Children and Family Services CONTRACT MANAGEMENT SYSTEM CMS USER MANUAL FAQ WEDNESDAY JANUARY 17 2007 Se Smith Dave CONUSER LOGOUT Welcome to the Contract Management System HOME INBOX CONTRACTOR ellie uemcejement System DETAILS NYS Office of Children and Family Services 3 6 Contract Management System Selecting a Link from the Main Menu Navigating the System v Before you begin Log into CMS You should be at the CMS Home Page What You Do Select Details under CONTRACTOR on the CMS Main Menu The CONTRACTOR DETAILS page is displayed with basic information about the contractor NOTE You can only view this page You cannot modify it Contact your OCFS Program Manager if you have any concerns about the information displayed on this page Se
7. Wie i m cee eure y j Oe je es Ba arr eee PARAS eee F n aa D R as Aa eg iA Aa Wy ema R R a T 4 Teme pami meg ales mpa ies fhan oe han d yag eee ep iben pa paiere Pom am mmie pas eel of ie pees i ert a E iisip Lira AoA EIEE ba 2 Contractor Details Microsoft Internet Explorer File Edit view Favorites Tools Help Click and hold down the small graphic to the left of the URL in the Address bar x O HAAR Drag 1t to your desktop and rele ase 1t p Address jE http fusertest ocfs state ny us cms Contractors ContractorHome aspx E i NEW YORK STATE Office of Children and Family Services CONTRACT MANAGEMENT SYSTEM CMS Smith Dave CONUSER LOGOUT HOME INBOX CONTRACTOR DETAILS LOG SCREEN Se eau eement System A shortcut will appear on your desktop You may accept the default name or assign whatever name you like to it CMS Main Page NYS Office of Children and Family Services 2 7 Contract Management System Accessing the System Adding CMS to your Favorites You may find it helpful to place CMS in your Internet browser Favorites listing A Favorite allows you to pick a site from a list and display it without having to remember the web address and type it each time You will still need to log in to the system This example uses Microsoft Internet Explorer 6 0 v Before you begin Log into CMS You are viewing the Home Page via your Internet browser What You Do Comm
8. AMENDMENTS Details IN Approved CONTRACT PERIOOD INIO Contract CONADNG Contract Period Status Approved antractor Name Ajax Enterpris 10 1 2005 To ETAN Contract 10 1 2005 To 9 30 2008 10 01 2005 amount s 10 000 00 Award Date Approval Date THANCIAL SUMMARY Total Contract Amount 10 000 00 2 000 09 Encumberad to Date 3 000 00 50 00 Contractor Expended to date 32 000 00 30 00 Paid to Date 2 000 00 n on Encumbered Balance 36 000 00 Retainage Balance Claim History _Semd Correspondence Contract Management System Reviewing Basic Information What You Do Comments Prompts The Claim History Report page The Claim History Report page lists any claims is displayed made against your contract and the status of those claims This information includes the expense period of the claim claim type transaction type received date status Invoice number amount reported and amount paid CLAIM HISTORY REPORT CONTRACT DETAILS Contract COMAS Contract Period 10 1 2005 To 9 30 2006 Contractor Ajax Enterprises Expenditures To Date 2 000 00 Paid To Date 2 000 00 EXPENDITURE LIST 10 01 05 To Ws 27 705 Expenditure Si 10 27 05 Approved CONADWS 52 000 00 2 000 00 Details The Expenditure List table contains a list of all expenditures Click the Details link to find specific information about the expenditure The Expenditure Report Should you have any questions or concerns about the History Detai
9. Margaret D 07 10 2006 02 03 PM RE Aardvark Solutions Ltd Initial Contract Deese Margaret 0 Click the Subject link for the Correspondence item that you wish to review NYS Office of Children and Family Services 4 5 Contract Management System Communication within CMS The CMS Correspondence page You can read the message but you cannot edit it or displays the message that was any of the other fields on the page sent to you CMS CORRESPONDENCE CONTRACTOR DETAILS Contractor Aardvark Solutions Ltd EMAIL DETAILS From Deese Margaret To JOE SIGNATURE subject Aardvark Solutions Ltd Initial Contract Message what does this mean ATTACHMENTS Send Reply Contract At this point you can click the Reply button to answer the message use the CMS Main Menu on the left side of your window to continue working or retrieve any Attachments by clicking the file name link under the Uploaded Document section and saving the file to your computer NYS Office of Children and Family Services 4 6 Contract Management System Communication within CMS a Note If the Correspondence ATTACHMENTS contains an attachment click the document link The file will be downloaded to you as a pdf file attachments are converted to pdf fiax Program Report format when they are uploaded to Correspondence Depending on the settings for your computer and your network you may receive a warning about f
10. and complete the fields on the expenditure report log screen Once logged claim tasks are assigned a schedule and can only be processed by users who are logged in as the role assigned to the various stages CMS online claiming functionality incorporates the necessary flexibility to accommodate variation amongst contractors in the procedures for preparing and submitting claims Specifically the online claiming process begins with the contractor logging a claim which is in turn processed through an online task schedule OCFS can tailor the task schedule and the role assigned to each stage on a contractor by contractor basis In the simplest scenario the CMS schedule will have one stage that is assigned to a staff member who has the legal authority to sign authorize claims on behalf of the agency A new CMS ClaimSig role has been created expressly for this purpose After the claim is logged the ClaimSig will enter the claim detail and complete the stage thereby electronically signing the claim and submitting it to OCFS for payment The CMS schedule can also be expanded to accommodate organizations wherein claims are prepared by project staff and thereafter forwarded to a financial officer who has the legal authority to sign authorize the transaction This scenario also begins with the claim being logged Thereafter the claim advances to the first stage of the schedule wherein project staff enters the claim detail The claim then advances to th
11. cms help ocrs stake ny us To gunda 4ravinda CFS Gunda 4ravinda OCF5 Cc Subject CMS Correspondence Notification Dear CMS User This is to notify you that there is a new correspondence awaiting you in the New York State Office of Children and Family Services OCFS Contract Management System CMS To access your correspondence please use the appropriate link below and go to the Correspondence area Contract Management System Contractor Login Feel free to calllus at 510 473 0042 if you have any questions Click the Contractor Login link to log in to CMS and access the item waiting for you Do not use the OCFS Login link if you are a Contractor NYS Office of Children and Family Services 4 3 Contract Management System Communication within CMS Viewing Correspondence Concepts gt Whether you have received notification or not it is good practice to check for Correspondence each time you log in to CMS especially if you are intending to perform a task such as submit a Budget Modification or process information for an new Contract Amendment or Renewal You retrieve Correspondence through the Correspondence Search page accessed from the main menu Retrieving Correspondence Searching and Viewing v Before you begin Log into CMS What You Do Comments Prompts From the main menu click the SEARCH link under the sacr a eer CORRESPONDENCE heading HOME INBOX CONTRACTOR DETAILS LOG SCREEN
12. or amendment review has been completed by you and the OCFS staff person in charge of your contract the contract or contract changes are not finalized until the last stage has been completed and the Office of the State Comptroller OSC has approved the item NYS Office of Children and Family Services 5 20 Contract Management System Completing the Review Stage v Before you begin Log into CMS You should be viewing the Contract Review Module page What You Do Comments Prompts CONTRACT REVIEW MODULE Locate the Complete button at the bottom of the page CONTRACT PROPERTIES Contract CONAD14 Contractor Ajax Enterprises Period Begin 10 01 2005 Period End 09 30 2006 C i ii l eT 2 Amendment Type Original Reviewer Stage With Contractor t p Contract Amount 10 000 00 Local Match SCHEDULE show hide QOCUMENTS CONTRACT ADDE e single page Insert Details View Contract a BUDGET Click the Complete button Enter Budget Details DOWHLOAD DOCUMENTS gt QQCUMENTS Upload Document Instructions Download Funding Just Cover Page Download funtieeiustification cover SO6 Pending Approval Risk matrix Download Risk Matrix 1 12 2006 TAg Approval Send Correspondence Complete Note If you completed the contract review work over a period of time it is good practice to review the current status of the contract the budget contract documents uploaded documents and interactive documents Once you complete the review st
13. 0 00 0 00 0 00 0 00 Other Experss 6 00 0 00 00o Sub Total Total jy B Researching a Budget Modification Once the budget modification request has moved beyond your review stage and is gone from your Inbox you will need to use the Budget tab from the Contract Details page to learn more about the status of the budget modification For additional information review Task B 4 in Chapter 6 NYS Office of Children and Family Services 7 11 Contract Management System Online Claims C HAPTER 8 Online Claims Topics a Logging a Claim Entering a New Expenditure Entering a New Advance b Signing a Claim c Viewing Claim History NYS Office of Children and Family Services 8 1 Contract Management System Online Claims Chapter 8 Managing Expenditures Understanding the Online Claim Process Overview gt Historically contractors completed paper vouchers or claim forms which they mailed to OCFS to initiate the payment of an advance or reimbursement of an expenditure CMS affords contractors the ability to submit claims online thereby expediting the payment process Advances and Expenditures against OCFS contracts are electronically entered to CMS This is referred to as logging a claim Any user except for those with read only privileges can log aclaim To do so the user must click the Claim link under the Log Screen menu on the left click on the log link corresponding to the contract period the claim is against
14. 02 28 2011 03 01 2009 02 28 2010 Approved Log AAA All Star SALMOO3 123456789 10 000 00 04 01 2006 03 31 2010 04 01 2007 04 01 2008 In Process Log AAA All Star SALMO05 123456789 10 000 00 04 01 2006 03 31 2010 04 01 2006 03 31 2007 Approved Log AAA All Star DToOoo00 123456789 10 000 00 04 01 2006 03 31 2010 04 01 2006 03 31 2007 In Process Log AAA All Star SALMO05 123456789 10 000 00 04 01 2006 03 31 2010 04 01 2007 03 31 2008 Approved Log AAA All Star AAADNO2 123456789 10 000 00 09 01 2006 08 31 2011 O9 01 2006 08 31 2007 Approved Log AAA All Star AAADONS 123456789 10 000 00 09 01 2006 08 31 2011 O9 01 2006 08 31 2007 Approved Log AAA All Star CLAIM11 cl 123456789 10 000 00 09 01 2006 08 31 2011 09 01 2006 08 31 2007 In Process Log AAA All Star 01010101011 123456789 10 000 00 10 01 2006 09 30 2011 10 01 2006 09 30 2007 Closed Log AAA All Star AAAADO 123456789 10 000 00 10 01 2006 09 30 2011 10 01 2006 09 30 9497 Approved Log AAA All Star AAAADD2 123456789 10 000 00 10 01 2006 09 30 2011 10 01 2006 09 30 2007 Approved Log AAA All Star AAAAOO4 123456789 10 000 00 10 01 2006 09 30 2011 10 01 2006 09 30 2007 Approved Log ASA All Star AAAADNS 123456789 10 000 00 10 01 2006 12 01 2012 10 01 2006 12 01 2012 Approved Log AAA All Star AAAHOOS 123456789 10 000 00 10 01 2006 01 31 2010 10 01 2006 09 30 2007 In Process Log ASA All Star PROGOO2 123456789 10 000 00 10 01 2006 01 31 2010 10 01 2006 09 30 2007
15. 10 000 00 10 000 00 10 000 00 10 000 00 10 000 00 10 000 00 10 000 00 10 000 00 10 000 00 10 000 00 5 000 00 10 000 00 10 000 00 04 01 2004 03 31 2005 03 01 2007 02 28 2011 04 01 2006 03 31 2010 04 01 2006 03 31 2010 04 01 2006 03 31 2010 04 01 2006 03 31 2010 09 01 2006 08 31 2011 09 01 2006 08 31 2011 09 01 2006 08 31 2011 10 01 2006 09 30 2011 10 01 2006 09 30 2011 10 01 2006 09 30 2011 10 01 2006 09 30 2011 10 01 2006 12 01 2012 10 01 2006 01 31 2010 10 01 2006 01 31 2010 10 01 2006 01 31 2010 10 01 2006 01 31 2010 10 01 2006 01 31 2010 10 01 2006 01 31 2010 04 01 2004 03 31 2005 03 01 2009 02 28 2010 04 01 2007 04 01 2008 04 01 2006 03 31 2007 04 01 2006 03 31 2007 04 01 2007 03 31 2008 09 01 2006 08 31 2007 09 01 2006 08 31 2007 09 01 2006 08 31 2007 10 01 2006 09 30 2007 10 01 2006 09 30 4487 10 01 2006 09 30 2007 10 01 2006 09 30 2007 10 01 2006 12 01 2012 10 01 2006 09 30 2007 10 01 2006 09 30 2007 10 01 2006 12 31 2007 01 01 2008 12 31 2008 10 01 2006 09 30 2007 10 01 2006 09 30 2007 In Process Approved In Process Approved In Process Approved Approved Approved In Process Closed Approved Approved Approved Approved In Process Approved Approved In Process Approved Approved BIB B B B B B B B B B E B B B B e B B e Note If you have numerous contracts and periods your inform
16. 2006 Amount 10 000 00 Approval D amp te 10 25 2007 FINANCIAL SUNMARY Total Contract Amount 10 000 00 Unencumbered Balance 0 00 Encumbered to DXe 10 000 00 Total Advanced 0 00 Contractor Expendec o date 10 000 00 Advance Recouped 0 00 Paid to Date 10 000 00 Advance Receivable 0 00 Encumbered Balance 0 00 Retainage Balance 0 00 Claim History Program Reports Correspondence NYS Office of Children and Family Services 8 16 Contract Management System Online Claims What You Do Comments Prompts The Claim History Report screen page appears displaying high level i CONTRACT DETAILS information about all of the Contract CATOOO3 Contract Period 6 1 2007 To 5 31 2008 claims submitted against this Contractor AAA Enterprises contract Expenditures To Date 0 00 Paid To Date EXPENDITURE LIST To PRR details about a specific Advance 06 20 07 Calculated M CAT0003 0 00 20 000 00 Details claim click the Details link in 06 01 07 f E To Expenditure 10 10 07 Pending CAT0003 5 000 00 0 00 Details the Expenditure List table 09 30 07 08 01 07 T E dit 10 10 07 Pendi M catTooo3 5 000 00 so 0Getais A xpenditure ending Gotais Coding Summary AC 340 History Contract Ledger Print Log Claim The Expenditure Report History EXPENDITURE REPORT HISTORY DETAILS Details screen appears showing CONTRACT DETAILS details about the claim een a Contract CATONOS Contract Amount 100 000 00 Conrat Period 6 1
17. 2007 12 01 2012 09 30 2007 09 30 2007 12 31 2007 12 31 2008 09 30 2007 09 30 2007 In Process Approved In Process Approved In Process Approved Approved Approved In Process Closed Approved Approved Approved Approved In Process Approved Approved In Process Approved Approved E JE JE E B B B B E JE E E B E JE B E e E E Note If you have numerous contracts and periods your information may be displayed on more than one screen If needed use the page number links at the bottom left of the list to view additional pages of contracts NYS Office of Children and Family Services 5 12 Contract Management System What You Do The Expenditure Report Log page displays The Claim Type is set to Expenditure by default Change this to Advance by using the Claim Type drop down list Since different rules govern expenditures versus advances insure the correct type has been selected The fields in the Claim Details area change to show those needed for an advance The Ref Invoice defaults to the contract number You can enter a different note if needed such as an invoice number Enter the Advance Amount and click the Save button to save your data and enter the claim A message will display stating that your claim was successfully logged Click the Next button to move to Advance Payment Calculation screen Continue processing your transaction NYS Office of Children and Family Services
18. Approved Log AAA All Star PROGOO3 123456789 10 000 00 10 01 2006 01 31 2010 10 01 2006 12 31 2007 Approved Log AAA All Star PROGOOS 123456789 5 000 00 10 01 2006 01 31 2010 01 01 2008 12 31 2008 In Process Log AAA All Star PROGOO4 123456789 10 000 00 10 01 2006 01 31 2010 10 01 2006 09 30 2007 Approved Log AAA All Star PROGOOS5 123456789 10 000 00 10 01 2006 01 31 2010 10 01 2006 09 30 2007 Approved Log 123 Note If you have numerous contracts and periods your information may be displayed on more than one screen If needed use the page number links at the bottom left of the list to view additional pages of contracts NYS Office of Children and Family Services Contract Management System Online Claims What YouDo Comments Prompts The Expenditure Report Log page EXPENDITURE REPORT LOG will display The Claim Type should be set to CONTRACT DETAILS Expenditure by default If not ibe aasid Contractor AAA All Star select it using the Claim Type Contract Period 10 1 2006 To 9 30 2007 drop down list CLAIM DETAILS Since different rules govern ii Expenditure xl Refilnvoice AAAAO0T expenditures versus advances e Date Received 03 15 2007 insure the correct type has been aiii E selected Claim Period HCO g Amount Contract Search Next Save Clear Note The system automatically enters the current date as the Date Received The Ref Invoice defaults to CS the contract number You can
19. BUDGET MODIFICATION CONTRACTS LIST CORRESPONDENCE The CMS Correspondence page Notice the Selection Criteria and the Contract is displayed The Contractor Number The Selection Criteria allow you to search field is automatically populated for correspondence relating to specific CMS tasks with the name of your such as a Renewal If you have multiple contracts organization on CMS you may also wish to narrow your search by Contract Number CMS CORRESPONDENCE CORRESPONDENCE SELECTION CRITERIA l Contract l Renewal Contract Number mm0427 l amendment l Claim Budget Modification Search Clear Click the Search button NYS Office of Children and Family Services 4 4 Contract Management System Communication within CMS The CMS Correspondence page Notice the different columns in the table Some of is redisplayed with a table these fields are similar to email headings The Type indicating the Correspondence column provides information about the type of that matches your selection correspondence The number in the Attach column criteria indicates the number of attachments in the message CMS CORRESPONDENCE CORRESPONDENCE SELECTION CRITERIA l Contract Contractor Aardvark Solutions Ltd l Renewal Contract Number mm0427 a l Amendment l Claim Budget Modification Search Clear Contract MMO427A Aardvark Solutions Ltd 07 10 2006 02 02 PM Aardvark Solutions Ltd Initial Contract Deese
20. Comments Prompts You will no longer need to send in a paper budget modification form You will fill out the budget modification form directly within CMS BUDGET MODIFICATION CONTRACT DETAILS Contractor Name Ajax Enterprises 09 30 2006 Contract Number CONADMWS3 Contract Period 10 01 2005 To NOTES BUDGET MODIFICATION Increase New Budget Amount Decrease Budget Category Budget Amount Balance Personal Services show hide Local Share Matching Amount Personnel 9500 00 7500 00 000 9500 00 10000 00 Fringe Benefits 00 000 0 00 000 000D Sub Totall 9500 00 7500 ooo 9os00 10000 Non Personal Services Contractual Consultant 500 00 500 00 500 00 000 Travel Per Diem 000 000 000 000 Equipment 000 000 000 000 Supplies 0 00 000 j 0g Other Expenses 000 8 00 0 00 Sub Total 500 01 Total 100 Enter the proposed Decrease and Increase amounts in the budget lines Make sure you consider the Local Share Matching Amount so that yo abide by your contract s matching funds requirements Example Decrease Personnel by 1000 Note When you enter a decrease or increase in one Increase field then move your cursor out of the field the page Contractual Consultant by automatically updates to display a warning message 1000 indicating that the total increase amount must Edit the Local Share Matching Amounts if necessary NYS Office o
21. Contract Details page rather than the Contract Review module The Contract Details page is discussed in Chapter 6 RENEW CONAC The Contract Review Module Notice the different sections of the window We will page is displayed review these elements CONTRACT REVIEW MODULE CONTRACT PROPERTIES Contract CONADTA Contractor Ajax Enterprises Period Begin 1001 2005 Period End 09 30 2006 Amendment Type Original Reviewer Stage With Contractor Contract Amount 10 000 00 Local Match 3 50 SCHEDULE show hide INTERACTIVE DOCUMENTS CONTRACT Appendix D interactive single page Insert _ View Contract BUDGET Enter Budget Details BUDGET INFORMATION MEEDS TO BE ENTERED DOWHLOAD DOCUMENTS UPLOAD DOCUMENTS Upload Document Instructions Download Funding Just Cover Page Download Risk matrix Download Send Correspondence Complete NYS Office of Children and Family Services 5 5 Contract Management System Understanding the Contract Review Module The Contract Review Module page has multiple components each representing items that need to be completed by the contractor in order to fully process a contract renewal or amendment Although we will mainly discuss a contract that is undergoing its approval process in the training class it is important that you understand the page that you see on the screen and its elements as well as the approval process is basically the same for new contracts as well as contracts
22. DOCUMENT DOCUMENT PROPERTIES Sd Description Date Uploaded Status Date Reviewed Reviewer Back Save SHOW EXISTING POF Look in a My Documents tau c EJ _ My eBooks My Pictures SnagIt Catalog r CMS Risk Matrix tal I_II_draft_TJB_102505_0925am tal III_draft_TIB_102505_1210pm ee My Documents My Computer File name CMS Risk Matrix gt My Network P Files of type all Files Cancel Contract Management System The Upload Documents page will be re displayed Click the Save button to save your entries and to upload the document into CMS After your document has been uploaded you will see a message telling you that your document was uploaded to CMS and the Date Uploaded and Status fields will be updated Click the Back button to return to the Program Report Review Module screen The document you just uploaded will now be listed in the Upload Documents table on the Program Report Review Module screen You can view it by clicking on the document name link NYS Office of Children and Family Services Program Reports Online UPLOAD DOCUMENT Document Uploaded Success DOCUMENT PROPERTIES Name August 2008 Program Report Description August 2008 Statistics Date Uploaded 11 01 2007 Status PENDING Date Reviewed Reviewer SelectDoacurnent Browse Update SHOW A PDF Note You can use the Show Existing PDF link to view the document you uploa
23. Date 2 000 00 Encumbered Balance 6 000 00 Contract Period Status Ta Ta Ariount S Unencumbered Balance Total Advanced Advance Recouped Advance Receivable Retainage Balance Approved 9 30 2010 af a0 2006 10 000 00 2 000 00 0 00 0 00 0 00 0 00 Claim History send Correspondence Take a few moments to familiarize yourself with the data available on the Contract Details page through the following task NYS Office of Children and Family Services Contract Management System Reviewing Basic Information Viewing the Contract Details Page Contract Information v Before you begin Log into CMS You must access the Contract Details page through one of the two methods listed at the beginning of section B Note For training purposes follow your instructor s directions to view the Contract Details page for the approved contract assigned to you at the beginning of class What You Do Comments Prompts Examine the data available on Five sets of data appear on this page the Contract Details page when e Contract General Information the Contract tab is active Contract Periods Amendments Contract Period Info Financial Summary CONTRACT DETAILS Contract General CONTRACT DOCUMENTS BUDGET Information Contract Status Contractor Name CONTRACT GENERAL INFORMATION Project Name Award Contract CONADM3 Status Approved and Term Contractor Name Ajax Enterprises Project Name Awa
24. Instructions Doariload Funding Jue Cowes Page Dyardoai Risk raii Dyraniyaj Send Correspordence Compite t Adobe Acr obat 6 0 Professional pee Version 6 0 4 7 25 2005 Copyright 1987 2003 Adobe Systems Incorporated and its licensors All rights reserved See the complete patent and legal notice in the about box Protected by U S Patents 4 837 613 5 050 103 5 185 818 5 200 740 5 233 336 5 237 313 5 255 357 5 546 528 5 625 711 5 634 064 5 729 637 5 737 599 5 754 873 5 781 785 5 819 301 5 832 530 5 832 531 5 835 634 5 860 074 5 929 866 5 930 813 5 943 063 5 995 086 5 999 649 6 049 339 6 073 148 6 185 684 6 205 549 6 275 587 6 289 364 6 324 555 6 385 350 6 408 092 6 411 730 6 415 278 6 421 460 6 466 210 6 507 848 6 515 675 Patents Pending Contains an implementation of the Levy algorithm pdp p y pdp AN Initializing FS api 1118 1305 5216 0112 1851 Adobe 5 11 Contract Management System What You Do You can now see the entire contract document package Although the pages in the file may have originally been separate forms they are incorporated into a single contract document package when you view them in CMS Use the vertical scroll bar or the Adobe Acrobat navigation arrows to page through the document Note As you scroll through observe that the comments you placed in the interactive document are now 1n the contract document When you are finished viewing the co
25. MODIFICATION CONTRACTS LIST CORRESPONDENCE SEARCH NYS Office of Children and Family Services 7 3 Contract Management System Managing Budget Modifications What You Do Comments Prompts COMTRACT LAT The Contract List page is displayed listing all contracts bee held by your organization that a are in the system jaa Tera i Ajax Enterprises CONADM4 123456789 10 000 00 10 01 2005 09 30 2040 012005 09730 2006 In Process Log Ajax Enterprises COMAC Z 123456789 510 000 00 10 01 2005 930 20 10hnmiamina a Ajax Enterprises CONADMWS 123456789 510 000 00 107012005 09730720100 10 01 2005 09 30 2006 Approved Log Pay special attention to the Status and the Contract Period for the contract budget you wish to modify You will need to choose an approved contract as well as the correct contract period Multiple contract periods may be displayed depending on whether your contract period is renewed You need to log your budget modification against the correct contract period Click the Log link to log the budget modification request NYS Office of Children and Family Services 7 4 Contract Management System Managing Budget Modifications What You Do The Budget Modification Log page is displayed Note that the name of the person logging the budget modification request is displayed in the Reviewer field Notice that system automatically enters the current date as the Date Received You may type ina differen
26. Prompts TheCMS Inbox page appears Notice the column headings They indicate which tasks are in progress and on which contracts and which of your colleagues is responsible for taking the appropriate action They also indicate the deadline for performing the task REVIEWER the person responsible for the review stage although any user in your LOG STATUS the status of the item PROGRAM NAME the program under which the organization may view the information typically pending contract was awarded TASK the type of action to perform BUDMD Budget CMS INBOX Modification CTRCT Contract Processing RENEW Contract Renewal BUDO AONAD Training Department With Contractor Kerper Jodi Pending AMEND Contract RE WEW CON ADS Training Department With Contractor Kerper Jodi Pending J Amendment CTRECT CONAD11 Training Department With Contractor Kerper Jodi Pending 0 CTRL COMADIO Training Department With Contractor Kerper Jodi Pending F CTRL T COM ADE Training Department With Contractor Kerper Jodi Pending 30 STAGE DAYS REMAINING the CONTRACT lists the REVIEW STAGE contract number of days left in the schedule for Contract Number status Examples are With the completion of the item For Note clicking the Contractor Contractor example a Contractor may be given Contract Number link Signature etc 10 days to review the Contract will take you to the Documents an
27. SEARCH You have 4 task in your inbox co to your INBOX Click the Inbox link in the Inbox area on the Home Page Each time a new item for action 1s available in your Inbox you will receive a notification via email This notification will be discussed further in the next chapter After selecting one of the two above options the CMS Inbox screen will open If you have items awaiting action they will be displayed listing the type of task contract review stage reviewer status and days remaining at that stage Tasks are listed by type for example CTRCT for contract and BUDMD for a Budget Modification NYS Office of Children and Family Services 3 3 Contract Management System Navigating the System CMS INBOX REMAINING ADVIREF CLAIMO1 Administrative Services With Contractor Connell Rich CONADMIN Pending 125 ADVIREF CLAIMO1 Administrative Services with Contractor Connell Rich CONADMIN Pending 108 EXPEN JULYOO5 Administrative Services With Contractor Connell Rich CONADMIN Pending 104 ADVIREF JULYOO Administrative Services with Contractor Connell Rich CONADMIN Pending 104 ADVIREF JULYOO Administrative Services With Contractor Connell Rich CONADMIN Pending 104 EXPEN CLAIMO1 Administrative Services With Contractor Connell Rich CONADMIN Pending 100 EXPEN CLAIMO1 Administrative Services with Contractor Connell Rich CONADMIN Pending 97 EXPEN CLAIMO1 Administra
28. a Files of type fan Files v Choose file ie Desktop e i a e agency info wui Ajax report v2 doc ANSWER KEYS pS Appendix D 1st page 2 My Recent awards SI Documents Branding bud mod images correspondence images Developers Journal Articles eLearningGuild Conference for Tim Insructional Design References Pictures O quarterlies Rapid eLearning Development Symposium 002 8194081 9534403 htm E Adobe Acrobat 6 0 Professional lt gt oe etwork File name ajax report 2 doc b aces Files of type fan Files v Cancel CMS CORRESPONDENCE CONTRACT DETAILS Contract PECHEO5 Contract Period 02 01 2006 01 31 2007 Contract Amount 10 000 00 Task Type Contract CONTRACTOR DETAILS Contractor Aardvark Solutions Ltd EMAIL DETAILS Contractor FMM User Connie JOE SIGNATURE ARAVINDA GUNDA BCC Subject RE RE Aardvark Solutions Ltd Initial Contract Message z B ATTACHMENTS C Documents and Settings ad5158 Desktop Test doc doc Browse Browse Browse Sena me Contract Contract Management System What You Do When the Reply is successfully sent you will see a status message at the top of the page Notice that the Send button is now disabled Use the CMS main menu to perform additional work within the system Note If the message cannot be successfully sent you will see an error message in red at the t
29. against it v Before you begin Log into CMS What You Do Comments Prompts From the main menu click the Jones Steve CONUSER Program Reports link under LOGOUT the Log Screen heading HOME INBOX CONTRACTOR DETAILS LOG SCREEN CLAIM BUDGET MODIFICATION PROGRAM REPORTS CONTRACTS LIST CORRESPONDENCE SEARCH NYS Office of Children and Family Services 9 3 Contract Management System What You Do The Contract List screen will display all of the contracts with periods that you have with the Program Reports Online Comments Prompts Locate the contract and period for which you want to log a program report Click on the Log link for that contract period NYS OCFS AAA All Star TMO4E10 42555 AAA All Star Oscoo003 AAA All Star SALMOO3 AAA All Star SALMO05 AAA All Star DTooo00 AAA All Star SALMO05 AAA All Star AAADOO2 AAA All Star AAADNOS ASA All Star CLAIM1 1 cl AAA All Star ccccco AAA All Star AAAAOO AAA All Star AAAADO2 AAA All Star AAAADO4 AAA All Star AAAADOS AAA All Star AAAHOOS AAA All Star PROGOO2 AAA All Star PROGOO3 AAA All Star PROGOO3 AAA All Star PROGOO4 ASA All Star PROGOOS5 123456789 123456789 123456789 123456789 123456789 123456789 123456789 123456789 123456789 123456789 123456789 123456789 123456789 123456789 123456789 123456789 123456789 123456789 123456789 123456789 CONTRACT LIST 5 000 00 10 000 00 10 000 00 10 000 00 10 000 00 10 000 00 10 000 00
30. and or login To gain access to the system you need a CMS account The CMS account defines the role and privileges assigned to you in CMS while using that sign on This will dictate what you will able to do and what you will be ablet o see while logged in with that account This includes only being given access to contracts for your organization You will not see any information for other organizations who have contracts with OCFS nor can they view your information You do need to keep track of your username and password Users who do not access their accounts for long periods of time may have their accounts disabled Please contact your Program Manager if you encounter system access issues just as you would do if you had any questions comments and or need for assistance with any issues related to CMS Log Into the Contract Management System for the First Time When you first log in with your new CMS account you will be directed to change your temporary password to a permanent one and to also enter answers to your security questions v Before you begin Locate your login id and temporary password OCFS staff should have provided you with this information What You Do Comments Prompts From your desktop double click the Internet Explorer icon In the Internet Explorer address bar type the address https ocfsws ocfs state ny us cms Please Login Username usemame The login page displays Enter your username and temporary passwor
31. concerns about the documents contained in your contract agreement in CMS please contact your Program Manager Viewing Contract Documents v Before you begin Log into CMS and view the Contract Details page Note For training purposes use the approved contract assigned to you at the beginning of class What You Do Click the DOCUMENTS tab at the top of the Contract Details page The Documents page is displayed If you are looking at an approved contract the items in the Selected Documents list have been approved by all participants in the contract the Contractor OCFS and OSC Click the View Contract button to view the contents of the entire document package NYS Office of Children and Family Services Comments Prompts CONTRACT DETAILS CONTRAI DOCUMENTS DDG LT COTRACT GEM PRA IHF ORHATHH contrach TOMADA Status Approved Cantrattor Marr Ajax Daberp ries Project Mame Award Tent Fron TOSS Tarn Ta Fa Ca COO PRACT PUREMDS ER Tce E F AALADMLY ES Detaile initia Approved COATHACI FURRED H 0 Contract TOMADA Contract Perlod Status Approved Contractor Army Ajas Enterprises Fonkract Term From TO AS To FS A Contract Period Fram 1612005 To 50 20 Swear Dati 1001 20S Amiantis 10 000 cach Approwal Date 10a lS FHAHGAL SMM AR Total Gontract Ameaunt S 10 000 00 Lnenaumbered Balance EM i Nan Encumbered to Date 3 MN an Total Advanced 0 00 Contractor Expanded to
32. date 32 000 00 Advance R c uped 30 00 Parid to Date Sa D0 Adhearice Ricriwablie 20 0 Cncumbered Balance a000 a Retainage Dalance 0 Claim Mistery Sel Gorespondence DOCUMENTS CONTRACT DOCUMENTS BUDGET Selected Documents COVER PAGE 2004 11 14 M s AGREEMENT APPEND B BUDGET SIGNATURE PAGE MFP SAMPLE SIGNATURE View Contract Contract Management System What You Do A new window will open and the Adobe Acrobat splash screen may briefly appear The splash screen will disappear The Contract Document package is displayed You may use the Acrobat navigation arrows to move through the document Note You can also save a copy of the document print it or even email it to an individual from this window To close the window click the X in the upper right corner of the page NYS Office of Children and Family Services Reviewing Basic Information Comments Prompts E http usertest ocfsistateny us cms GenerateContracyaspx id 4 8526 Microsoft Internet Exp DER A Save a Copy gt Print a Email ry Search AY a Review amp Comment Sign lt srar fa Q Olon e Ss Bookmarks Comments gt OCFS 4668 Rew 07 02 STATE AGENCY Office of Children and Family Services 52 Washington Street i Rensselaer New York 12144 CONTRACTOR NYS COMPTROLLER S CONADM3 ORIGINATING AGENCY CODE 25000 TYPE OF PROGRAM S Training Departme
33. documents may be informational as in the case of the Instructions document or they may be files that should be completed offline and uploaded to the Program Report Typically when you access the Program Report Review Module for the first time you will download the Instructions document first so that you may review it for directions issued by your Program Manager regarding the report The download process within CMS functions the same way as it does for many different applications that function in a Windows environment You will click the download link for the appropriate document and a window will appear on your screen asking you where you should save the file You will select a location either somewhere on your computer or a network drive and the file will automatically be stored in that location v Before you begin Log into CMS You should be at the Program Report Review Module page NYS Office of Children and Family Services 9 9 Contract Management System What You Do To complete downloadable documents you will typically save the file to your computer complete it offline of CMS and later upload the completed document to CMS Select the Download action link in the Download Documents section A File Download dialogue box will open asking if you want to Open Save or Cancel Select Save A Save As window will open asking you where you want to save the document Select the location from the dropdown where you wish to
34. it is either disabled when you are viewing CMS or you set it to always allow pop ups from CMS There are multiple ways of disabling a pop up blocker depending on your computer system For example in Internet Explorer 6 0 you can use the Tools menu to locate the Pop up Blocker entry and turn it off File Edit View Favorites Mail and News Pop up Blocker ocker Manage Add ons Pop up Blocker Settings NYS Office of Children and Family Services 2 9 Contract Management System NYS Office of Children and Family Services Navigating the System C HAPTER 3 Navigating the System Topics a Understanding the parts of the CMS Home Page b Navigating to the Inbox and understanding the information displayed there c Using the CMS Main Menu 3 1 Contract Management System Navigating the System Navigating the System CMS Home Page Immediately after logging into CMS your browser will display the CMS Home Page The Home Page consists of various sections that enable Contractors to view information and take actions regarding different aspects of their contracts What information is available and what actions can be taken is also dependent on the role of the user and the contract s current stage of processing J NEWYORK STATE Office of Children and Family Services CONTRACT MANAGEMENT SYSTEM OMS USER MANUAL FAQ WEDNESDAY JANUARY 17 2007 Smith Dave CONUSER LOGOUT oa Welcome t
35. on we will learn how to view the contract document package and you will see the information that you added through the Interactive Document s Opening and Completing Interactive Documents v Before you begin Log into CMS You should be at the Contract Review Module page What You Do Comments Prompts Locate the Interactive Documents section Click the Insert Details link under the Action column for the file you wish to open and complete online INTERACTIVE DOCUMENTS Appendix D tinteractive single page Insert Details paaa A pop up window may appear indicating that Adobe Acrobat is launching The window will disappear after the program launches CONTRACT REVIEW MOOULTE CONTRACT PROPERTIES fontract CONADIS Pontrector Ajax Enterprices Period Begin 10 01 2005 Period End omno Amondment Type Original Reviewer Stage With Contractor Contract Amount Swim Local Match 5 SCHEDULE ahow hide BITERAC TIVE DOCUMENTS CONTRACT Appendix imeractive sinals View Contract BUDGET Emer Dudget Detaits BUDGET INFORMATION NEEDS TO BE ENTEREL UPLOAD DOCUMLITS Upload Docurnent Instructions Uoarioad es as SS ee Funding Just Cover Page Oownloed Rich mati Doenioad Send Corresponiency Complete Adobe Be obat 6 0 pee Version 6 0 4 7 25 2005 Copyright 1987 2003 Adobe Systems Incorporated and its licensors All rights reserved See the complete patent and legal notice in the about box P
36. save the file and click Save A dialogue box will open telling you that the file has been downloaded to your computer If necessary click Close to close this window You can now open the version of the file that is located on your computer to review and or complete it offline of CMS NYS Office of Children and Family Services Program Reports Online Comments Prompts SNMEACTI OCU ETS PROGRAM POAT EC GLE JAC iA CPRD PROGRAM REPORT insert Deriseds ilar Pr aa darn VIL OAD PHO UMENTS UPD BAH eS SOP Soe e g File Download E x Do you want to open or saye this file ps Name SDPP Program Report pdf tote Type Adobe Acrobat Document 64 3 KB From usertest ocfs state ny us oven soe toa While files from the Internet can be useful some files can potentially harm your computer If you do not trust the source do not open or save this file What s the risk Ux Save irc a Desktop x oO Tom Adta Acecbat 7 Docsieri Download complete oj xj Download Complete Saved SDPP Program Report pdf from usertest ocfs state ny us 64 3 KB in 1 sec C Docum SDPP Program Report pdf 64 3 KB Sec l Close this dialog box when download completes Open Open Folder Downloaded Download to Transfer rate 9 10 Contract Management System Program Reports Online Uploading Documents Sending Documents to CMS As with other contract tasks there may be program report re
37. stage in the schedule the message Sorry invalid privileges to process this stage is displayed You will not be able to process the expenditure any further To determine to what role the task 1s assigned to click on the Schedule Information link To exit the Expenditure Report Click on the Home menu item to return to the home page NYS Office of Children and Family Services Online Claims Comments Prompts EXPENDITURE REPORT LOG Claim successfully logged CONTRACT DETAILS Contract BAAD Contractor AAA All Star Contract Pernod 10172006 T 4307007 CLAIM DETAILS 8 5 Contract Management System Online Claims Reviewing the Expenditure Report At the top of the Expenditure Report general contract information is displayed On the center of the screen links to Schedule Information and Expenditure Edits are displayed To review the expenditure s OENE race ee schedule click on the Schedule Vith Contrinctar Finch Scout GOMNUSER HAMOA 4arene 5 a Complih Seoul Finck Information command button Package to Contractor for ners Sigmabure Radley Goo CLAMS S00 IWS J y Compl ta oo hadley Programi sie i PROGRAM afr2000 3 a Pending Note The current example aaa caussie program A displays a two stage scenario in new gaudote pry E g Bill which project staff Con User E Gaudete gcom l enters the claim detail and secant Gaudete goy forwards the claim to staff with REETA Gaudete go
38. the Send Term From 10 1 2005 Term To 9 30 2010 Correspondence button CONTRACT PERIODS 10 1 2006 9 30 2007 AMENDMENTS Details Initial Approved CONTRACT PERIOD INFO Contract CONADIS Contract Period Status Approved Contractor Name Ajax Enterprises Contract Term From 40 1 2005 To 9 30 2010 Contract Period From 10 1 2005 To 9 30 2006 Award Date 10 01 2005 Amount 10 000 00 Approval Date 10 26 2005 FINANCIAL SUMMARY Total Contract Amount 10 000 00 Unencumbered Balance 2 000 00 Encumbered to Date 8 000 00 Total Advanced 0 00 Contractor Expended to date 2 000 00 Advance Recouped 0 00 Paid to Date 2 000 00 Advance Receivable 0 00 Encumbered Balance 6 000 00 Retainage Balance 0 00 Claim History Send Correspondence NYS Office of Children and Family Services 4 15 Contract Management System Communication within CMS Sending Correspondence v Before you begin Log into CMS and locate a page with a Send Correspondence button via the procedures described in tasks D 1 and D 2 Note The process of sending Correspondence is very similar to that of replying to Correspondence What You Do Comments Prompts Click the Send Correspondence button if you have not already done so CONTRACT DETAILS CONTRACT DOCUMENTS BUDGET CONTRACT GENERAL INFORMATION Contract CONAD Status Approved Contractor Name Ajax Enterprises CONTRACT REVIEW WOULE TOMTRACT PHILA TILS 10 1 2005 9 30 2010
39. the one who submits the claims for their organization As such there is potential for a disconnect between the two processes which can lead to a longer wait time for the payment of a claim The CMS Program Reports module is designed to expedite program report processing by setting up schedules for when program reports are due tracking the submission and approval of program reports and when necessary linking program report approvals to the payment of a claim This tracking of program reports facilitates the payment of claims by letting all who are involved know the status of program reports submissions and approvals that may affect if and when claims can be paid With CMS online contractors can complete and submit program reports electronically As with other contract tasks program reports may have interactive and downloadable contract documents associated to them Any additional files necessary to satisfy program report requirements may also be uploaded Much like managing contracts renewals and expenditures the program report is managed through a schedule the Inbox and the Program Report Review Module There are three different program report types Interim Supplemental and Final Interim and Final program reports are scheduled reports with due dates Interim reports are due on periodic intervals such as monthly or quarterly Final reports are a contract period s last report typically due a certain number of days after the co
40. to continue your work within CMS Processing a Budget Modification Concepts gt Once the budget modification request is logged into CMS the budget modification review schedule begins An entry will appear in the Inbox for the first reviewer in the schedule either you or another person in your office The reviewer has the initial responsibility for entering the budget modification details into the system and submitting the budget modification to the next person in the process Note If you logged in the budget modification request and you know that you are the first person in the review schedule you may wish to go to the Inbox to retrieve the Budget Modification Task BUDMD and immediately begin entering the budget modification details Be aware that you will also receive an email notification alerting you that you have an item in the Inbox to process NYS Office of Children and Family Services 7 6 Contract Management System Managing Budget Modifications The reviewer has the initial responsibility for enter the budget modification details into the system and submitting the budget modification to the next person in the schedule usually a member of the Program office supervising your contract or in the case of legislative contracts a member of the BCM staff This person will review the budget modification you filed and respond process it accordingly Note If an OCFS staff person who is part of the review process has concerns about t
41. 0 0 00 0 00 Reason Subtotal 0 00 0 00 0 00 0 00 0 00 0 00 21 nati z NYS Office of Children and Family Services 8 6 Contract Management System Online Claims Links to additional information are shown at the bottom of the screen Claim History Claim Details Correspondence Upload Claim Documents Log Program Report Program Reports Cancel Process Print Claim History displays a listing of all claims for the selected contract period Claim Details shows when the expenditure was submitted its processing history etc Correspondence links to the module used to communicate with your OCFS Program Staff Upload Claim Documents is used to upload any necessary claim documentation Log Program Report is used to add a program report that is needed to be submitted with the expenditure Program Reports displays information about all uploaded program reports NYS Office of Children and Family Services 8 7 Contract Management System Online Claims Processing the Expenditure Report Before beginning make certain that you are logged in pursuant to the CMS User role assigned to the current schedule stage Note that if you are not logged in accordingly the message Invalid Privledges to process this stage will be displayed For each budget Category against which you intend to claim update the Corresponding Expenditure AMT field Run Edit Cancel Process After all of the necessary Print information has been
42. 000 00 Non Personal Services Contractual Consultant 0 00 0 00 500 00 500 00 0 00 ravel Per Diem 0 00 0 00 0 00 0 00 0 00 t t 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 500 00 0 00 00 00 10 000 00 to the Budget page Supplies Other Expenses Sub Total 0 00 0 00 Total 10 000 00 500 00 500 00 NYS Office of Children and Family Services 6 12 Contract Management System Managing Budget Modifications C HAPTER Managing Budget Modifications Topics a Understanding the Budget Modification Process within CMS b Logging a Budget Modification Request Processing a Budget Modification NYS Office of Children and Family Services 7 1 Contract Management System Managing Budget Modifications Chapter 7 Managing Budget Modifications Understanding the Budget Modification Process within CMS Concepts gt A budget modification is a change to an existing budget It involves reallocating funds between and across budget categories and line items for example increasing personnel funds while decreasing equipment funds A budget modification does not increase or decrease the total amount of the contract budget just the way the funds are allocated Previously when you as a contractor wished to modify the budget for an existing contract you submitted a standard budget modification request form Request for Modification of Contract Budget to the appropriate contract manager Typicall
43. 7 2007 To Sf31 2008 You can check to see where in the Ds process the claim 1S by clicking on Expenditure Period 08 01 07 To 08 30 07 the Schedule Information link vatnholesCiaie Notes Claim Type Expendilure Exwendilure Amount 5 000 00 RePfinvaice F CAT0003 Adjusted Expenditures 0 00 Voucher Advance Recoup 0 00 Hatch amp VWithholding h etainage 0 00 Receved Date 101007 Balance Due 0 00 Dale ProcessedCars Payment 0 00 Date Paid aaa E Amount Paid Transaction Type ChecWEFT Claim Statues Pending Voucher Status Pra The pending stage for this claim SCHEDULE INFORMATION is displayed along with s s s Program1 McCord Mandy CMSADMIN 10 0 2007 Pending information on the reviewers a EAA roles and dates NYS Office of Children and Family Services PaymentCalc PaymentCoding McCord Mandy CMSADMIN McCord Mandy CMSADMIN 8 17 Contract Management System Program Reports Online C HAPTER 9 Program Reports Online Topics a Logging a Program Report b Processing a Program Report c Viewing Program Reports from the Contract Screens NYS Office of Children and Family Services 9 1 Contract Management System Program Reports Online Chapter 9 Program Reports Online Overview gt Many NYS OCFS contracts require that program reports be submitted to OCFS throughout the contract period Program reports are sometimes a requirement for a payment of a claim but are often sent in by a contractor staff member who differs from
44. AHOOS PROGOO2 PROGOO3 PROGOOS PROGOO4 PROGOOS5 42555 cl 123456789 123456789 123456789 123456789 123456789 123456789 123456789 123456789 123456789 123456789 123456789 123456789 123456789 123456789 123456789 123456789 123456789 123456789 123456789 123456789 CONTRACT LIST 5 000 00 10 000 00 10 000 00 10 000 00 10 000 00 10 000 00 10 000 00 10 000 00 10 000 00 10 000 00 10 000 00 10 000 00 10 000 00 10 000 00 10 000 00 10 000 00 10 000 00 5 000 00 10 000 00 10 000 00 04 01 2004 03 01 2007 04 01 2006 04 01 2006 04 01 2006 04 01 2006 09 01 2006 09 01 2006 09 01 2006 10 01 2006 10 01 2006 10 01 2006 10 01 2006 10 01 2006 10 01 2006 10 01 2006 10 01 2006 10 01 2006 10 01 2006 10 01 2006 03 31 2005 02 28 2011 03 31 2010 03 31 2010 03 31 2010 03 31 2010 08 31 2011 08 31 2011 08 31 2011 09 30 2011 09 30 2011 09 30 2011 09 30 2011 12 01 2012 01 31 2010 01 31 2010 01 31 2010 01 31 2010 01 31 2010 01 31 2010 04 01 2004 03 01 2009 04 01 2007 04 01 2006 04 01 2006 04 01 2007 09 01 2006 09 01 2006 09 01 2006 10 01 2006 10 01 2006 10 01 2006 10 01 2006 10 01 2006 10 01 2006 10 01 2006 10 01 2006 01 01 2008 10 01 2006 10 01 2006 03 31 2005 02 28 2010 04 01 2008 03 31 2007 03 31 2007 03 31 2008 09 31 2007 08 31 2007 08 31 2007 09 30 2007 ogad 09 30 2007 09 30
45. Browse Browse Contract 4 9 Contract Management System What You Do To add an attachment to your message click the Browse button The Windows Choose File dialog box opens Navigate to the desired location on your computer or network as you would when sending an attachment from Outlook for example Make sure the file name is in the File name box Click the Open button The Choose File window disappears and you can see the CMS Correspondence page again Notice that the file you attached is now listed under the Attachments section Click the Send button to send the reply Note While the Correspondence is being sent you may see a status message at the lower right sid e of the page Processing please wait NYS Office of Children and Family Services Communication within CMS Comments Prompts Choose file My Recent exception reporting Documents My Network File name Look in E My Documents e m Ee O Adobe white papers Element K courses 49 03 07 05 reg oz lleave request LearnLinc virtual Classroom Distance Education Resources _files P0311 leave request My Albums fi 0524 leave request My eBooks osoz leave request My Music 0630 leave REQUE My Pictures 0815 leave REQUE Emy Shapes 0916 leave request 3 my videos 1027 leave request My Webs New Folder new pdp examples _files Snagit Catalog staff development 4 2 Places
46. CMS system Communication within CMS occurs through three methods e Alerts which take the form of email notifying you that there is a contract related task to perform that you should access through your Inbox e Notifications also in the form of email which tell you that you have CMS Correspondence to retrieve from inside the system and e Correspondence the internal CMS mail system Correspondence can be specific to a contract or a specific stage or task within CMS The Correspondence functionality also allows for the transfer of documents For example if a document you had previously uploaded via the Contract Review Module screen covered in Chapter 5 needed to be returned for further completion and or editing this would be done via Correspondence the Program or OCFS staff person would create correspondence to the Contractor attaching the document or file that needs additional revision It is important to note that Correspondence is stored and viewed within CMS It is not sent to your email system what arrives at your email system is a notification that you have Correspondence to retrieve and respond to within CMS NYS Office of Children and Family Services 4 2 Contract Management System Email Notifications and Alerts Communication within CMS Each time there is something for a Contractor to do in CMS be it review Correspondence or respond to an item in the Inbox an email is sent to you the Contractor The messag
47. Contract Management System NYS OCFS CMS Contractor Manual GOW Tf WH 7 SG CHAPTER I acces cesses ne ccacrect renee wc ext ues ac ve cust va cwa ux ccchen nen ata vuoussse satan vets a uence vena ct ener ueratee 1 1 Chapter 1 Introduction to the Contract Management System cccccccccecccccceceeeseeeseseeeeeeeeeeeeeeeeaaaaesssseeeeeeeeeeeeeeeeeaaaaeeensess 1 2 AP EE 2 rora tease stenoses we vues cide fads scat cenaeiee ayn van te races eae canes awh xt ceed en ca teerann ews asennad 2 1 Accessine the Contact Manasement S Stents scorecysssavsancseraneneiadveus A rseuaeetuade es noun neal EEES 2 2 DHOLICUIS AIG PAVO OS sienincnefepteeas devin E E E EAEE EE 2 7 CHAPTER S aasan a a A E setae nipubeues teats eubatiatsors 3 1 WEA A EEE E 82 E E PET E E E ere A ru EE EA A E E TEEPE E OE EE E OFA 3 2 CHAPTER Aces cicete secs ued nau ct ncaa a 4 1 Chape raA Commumcaon with CM Seana a a a eea ui epaemend mae ecean 4 2 CHAP TERR E E A E E E E E E 5 1 Chapter 52 Workine wihi ontact PASKS rosser itaccet cresutes sce E S EEE E EE E EA E 5 2 CHAPTER Oeiras a r G 6 1 Chapter 6 Reviewing Basic MTOrmMatOm iise EE EE AA 6 2 CHAPTER Tirns a a E E a 7 1 Chapter Manas me Budger ModincanOns isei ss ies arate E cei scant tee Cit el E 7 2 CHAPTER Oc scc Schaar t acces tes ett tates E nets atecvceicadecs tutors dees A tyoasudves mae tsuseeaverunmeseuers 8 1 Chapter Manas ne Bx penditures iiiccu tel aa e e N a a 8 2 CHAPTER 9 a sccsect cs ccssetitigensce
48. OAD DOCUMENTS Instructions Download Funding Just Cover Page Download Risk matrix Download Send Correspondence t Examples of the Send Correspondence button from the Contract Review Module for an Amendment task and from the Contract Details page NYS Office of Children and Family Services CONTRACT DETAILS CONTRACT DOCUMENTS BUDGET CONTRACT GENERAL INFORMATION Contract CONAD Status Approved Contractor Name Ajax Enterprises Project Name Award Term From 10 1 2005 Term To 9 30 2010 CONTRACT PERIODS TAPP elem 10 1 2006 9 30 2007 AMENDMENTS Details Initial Approved CONTRACT PERIOD INFO Contract CONADW3 Contract Period Status Approved Contractor Name Ajax Enterprises Contract Term From 10 1 2005 To 9 30 2010 Contract Period From 10 1 2005 To 9 30 2006 Award Date 10 01 2005 Amount S 10 000 00 Approval Date 10 26 2005 FINANCIAL SUMMARY Total Contract Amount 10 000 00 Unencumbered Balance 2 000 00 Encumbered to Date 8 000 00 Total Advanced 0 00 Contractor Expended to date 2 000 00 Advance Recouped 0 00 Paid to Date 2 000 00 Advance Receivable 0 00 Encumbered Balance 6 000 00 Retainage Balance 0 00 Send Correspondence 4 12 Contract Management System Communication within CMS Locating the Send Correspondence button through the Inbox for sending Correspondence associated with a specific task and review schedule v Before you begin L
49. TIES Contract CONAD14 Contractor Ajax Enterprises Period Begin 10 01 2005 Period End 09 30 2006 Amendment Type Original Reviewer Stage With Contractor Contract Amount 10 000 00 Local Match 50 SCHEDULE show hide INTERACTIVE DOCUMENTS CONTRACT Appendix D interactive single page Insert Details View Contract BUDGET Enter Budget Details DOWHLOAD DOCUMENTS UPLOAD DOCUMENTS Upload Document Instructions Download Funding Just Cover Page Download funding justification cover 1 12 2006 Pending Approval Risk matrix Download Risk Matrix 111212006 Pending Approval f Send Correspondence Complete 5 18 Contract Management System Viewing the Schedule There are multiple review stages that make up the review schedule for a task Once you perform the part of the review process that is your responsibility the task moves on to the next person in the review schedule CMS lets you see the various stages that make up the review schedule through the Schedule section of the Contract Review Module Viewing the Review Schedule v Before you begin Log into CMS You should be at the Contract Review Module page What You Do Locate the Schedule section Click the show link at the far right SCHEDULE The details of the Schedule section which were previously hidden now appear on the page __ Observe the items in the review schedule If you wish to hide the Schedule details click the hide link at the
50. about the Amendment Typd Reviewer Stage With Contractor contract the Contract Amount Local Match 3 contract period and the reviewer pe shof hide stage INTERACTIVE DOCUMENTS CONTRACT Appendix D interactive single page Insert Details View Contract Schedule n Displays the review stages Enter Budget Details for the BUDGET INFORMATION NEEDS TO BE ENTERED contract click DOWNLOAD DOCUMENTS UPLOAD DOCUMENTS Upload Document the show link Instructions Download Funding Just Cover Page Download Risk matrix Download Send Correspondence Upload Documents Upload Complete Document This section lists any documents for the contract that you have saved to CMS via the Upload Document link Clicking the Upload Document link allows you to upload additional documents For example once you complete the documents you downloaded in the Download Documents section you will then click the Upload Document link to submit them to OCFS for approval Download Documents Download These files should be saved to the Contractors computer or network and completed offline Revise the documents then submit Complete When all the required actions have been completed click the Complete button to send the task i e them for approval using the Upload Documents section Note the Instructions document Each contract will have an entry specific to that contract This should be the first item you open when you go to the Contract Review Modu
51. age you will not be able to change the information unless an OCFS staff person sends the items back to your review stage again The Contract Review Module page disappears The item is no longer in your Inbox NYS Office of Children and Family Services 5 21 Contract Management System Reviewing Basic Information C HAPTER 6 Reviewing Basic Information Topics a Viewing Contractor Details b Viewing Contract Details Contract Period Document and Budget Information NYS Office of Children and Family Services 6 1 Contract Management System Chapter 6 Reviewing Basic Information Reviewing Basic Information Overview gt Basic information about a Contract and a Contractor can be viewed by users affiliated with the Contractor from within CMS You cannot change or adjust this information Should you have any questions and or concerns about your organization s information in CMS please contact your Program Manager Viewing Contractor Details Contractor details can be obtained by selecting the DETAILS link under the heading CONTRACTOR on the main menu The Contractor Details screen opens Information fields such as Legal Name Federal Tax ID and Contractor Type are displayed Once again if you have any questions and or concerns about your organization s information in CMS please contact your Program Manager Task A 1 Viewing Contractor Details v Before you begin Log into CMS What You Do From the main me
52. ailable to spend in your contract use this section Send Correspondence You should already be familiar with the Send The Claim History button allows you to access detailed Correspondence button from Chapter 4 financial information We will explore this in Task B 2 NYS Office of Children and Family Services 6 6 Contract Management System Claim History Reviewing Basic Information Clicking the Claim History button will display the Claim History Report window This page will list any claims made against your contract and the status of those claims This information includes the expense period of the claim claim type transaction type received date status invoice number amount reported and amount paid Researching the Claim History v Before you begin Log into CMS and access the Contract Details page with the Contract tab active Locate the Claim History button at the bottom of the page Note For training purposes use the approved contract assigned to you at the beginning of class What You Do Click the Claim History button at the bottom of the Contract Details page Contract tab mus be active NYS Office of Children and Family Services Comments Prompts CONTRACT DOCUMENTS BUDGET CONTRACT GEMERAL INFORMATION Contract CONADWG Status Appro Contractor Name Ajax Enterprises Project Name ward N Term Nom 10 1 7005 Term To ssn CONTRACT KORIOOS TPN etme 1 1 2006 9 90 2007
53. anagement System What You Do Click the Send button Note Any attached documents are converted to pdf documents at this time Note After you click the Send button you may see a message at the bottom of the page indicating that the system is processing the Correspondence When the Correspondence is successfully sent you will see a status message at the top of the page Successfully created correspondence Notice that the Send button is now disabled Use the CMS main menu to perform additional work within the system Note If the message cannot be successfully sent you will see an error message in red at the top of the page where the success message is currently displayed You may wish to try resending the message If you continue to have problems contact your Program Manager NYS Office of Children and Family Services TOMTRAGCT PLTA desage ATTAOHHFHTS Communication within CMS Comments Prompts CONTRACT DETAILS Contract CONADMS Contract Period 10 01 2005 09 30 2006 Contract Amount 10 000 00 Task Type Contract CONTRACTOR DETAILS Sontractor Ajax Enterprises EMAINDETAILS Contractyy 10 JODI KERPER Subject Ajax Exterprises Initial Contract Message Please Osview the attached file a ATTACHMENTS C Documents and Settinc Browse _Browse Browse Send Reply OMS OORHESAIHEF ECE tuccershully creed correcpoendence COMADMS Co
54. at may require you to go back to the Inbox to perform additional work on the task like entering budget modification data All persons within a Contractor organization share the CMS Inbox For example if you anda colleague both have access to CMS and are associated with a particular contract you will be able to see all tasks related to that contract within the CMS Inbox Even if you are not the person directly assigned to perform the task such as providing budget details during the With Contractor stage of a Contract task you can see the item within your CMS Inbox Additionally if you play the same role within the system as your colleague such as Contractor User you may perform actions and process the item within CMS on your co worker s behalf This allows colleagues to help each other out NYS Office of Children and Family Services 5 2 Contract Management System Accessing the Inbox v Before you begin Log into CMS What You Do From the main menu click the INBOX link NYS Office of Children and Family Services Comments Prompts Welcome to the Contract Management System EUWET i Lis THS ha ci alt el e amia jha aa oliha hack en T a Yeas hirie J tijh Pi your ik dn mhnaidi aden adiej a ge cme Capita af Appendia A j wei ail other a C bet ciatis bey ally thee CES Heb L SENHE hatba bhe yhaa caig Tee aoc eral ail he maija Pa y H 5 3 Contract Management System What You Do Comments
55. ation will be displayed on more than one screen If needed use the page number links at the bottom left of the list to view other pages of contracts NYS Office of Children and Family Services 9 4 Contract Management System What You Do The Program Report Log screen will appear By default the report log page will display information about the next scheduled interim or final program report due The Report Period will be listed and will not be editable If you want to log a supplemental unscheduled report click the Supplemental button This will allow you to adjust the dates and enter a different report period for the report Once all details are correct log the report by clicking the Log button A message will display informing you that the report was successfully logged If your user role allows you can continue processing the program report by clicking the Next button on the bottom right of screen The Program Report Review Module screen will display which is explained in the next section Processing a Program Report NYS Office of Children and Family Services Program Reports Online Comments Prompts PROGRAM REPORT LOG Contract Number CATOO02 Contractor Name AAA Enterprises Contract Period 06 01 2008 To 05 31 2009 Reviewer Jones Steve REPORT DETAILS Date Received 10 31 2007 nterimiFinal Due Date Report Type l Supplemental Report Period Dy to 09 30 2008
56. ay tema Bary a ei in eee es Coals ern el iian bearra t ed Geo whee ey h a a meg ia Tee Pegs a fi De Tinglar papaa re h bebai o de el Lea ee La Uppi KATE Ere es ates umh urn te eg ste i ipen te aw Paiht p beg Pel d ma if h Pook eee h r BIE Glen r Gilis of CEARA pal ina Diri Taaa meni mep Eeg epee ei Pe ee tee F ye F Em ars iu cL GF ead of E pE aa CY ES Chl inte i i a AT iiri EAD Iisip Liss AIAT FN i Contract Management System Accessing the System Shortcuts and Favorites Shortcuts and Favorites allow you to access a web page or other location without having to remember the address or type the URL into a browser window You can set up a shortcut to CMS on your desktop or add it as a Favorite within your browser Adding a Shortcut to CMS to your Desktop You might find it helpful to place a shortcut on your desktop A shortcut is an icon on your desktop that will allow you to access the system without typing an address in the Internet Explorer address bar although you will still need to log in to the system v Before you begin You are logged in to CMS and are at the home page What You Do Comments Prompts Resize the CMS home page so that part of your desktop is visible Use the Restore Down button in the upper right bes Welcome to the rans Contract Management System corner or simply move the window so tn j you can see part of your desktop S oe He bay io es e er
57. bout the award as well as contract term and status CONTRACT SEARCH CONAD NI Ajax Enterprises 123456789 10 000 00 1001 2005 O9fs0 2010 In Process CONAD Ajax Enterprises 123456789 10 000 00 10 01 2005 0W30 2010 In Process CONADMS Ajax Enterprises 123456789 10 000 00 100172005 09 30 2010 In Process Click one of the CONTRACT links to display the Contract Details page see next page NYS Office of Children and Family Services 6 4 Contract Management System Contract Details Page Reviewing Basic Information Contractors can view three types of information from the Contract Details Page Contract Document and Budget information each corresponding to a tab available at the top of the Contract Details page When you open the Contract Details page the page automatically defaults to the Contract tab CONTRACT CONTRACT GEHERAL INFORMATION Contract COMA CAS Contractor Mame Ajax Enterprises Project Name Award Term From 1 1 2005 CONTRACT PERIODS TUPLE TEP 10 1 2006 9 30 2007 AMENDMENTS Details Initial CONTRACT DETAILS DOCUMENTS BUDGET Status Term To Approved 9 30 2010 Approved CONTRACT PERIOD IHFO Contract CON ACW Contractor Name Ajax Enterprises Contract Term From 10 7 2005 Contract Period From 10 1 2005 Award Date 10 01 2005 Approval Date 10 26 2005 FINANCIAL SUMMARY Total Contract Amount 10 000 00 Encumbered to Date 8 000 00 Contractor Expended to date 2 000 00 Paid to
58. can be submitted to OCFS for reimbursement The ClaimSig will access the expenditure contract task from the inbox review and then electronically approve or reject the claim v Before you begin Log into CMS What You Do Comments Prompts From the main menu click the INBOX link HOME INBOX CONTRACTOR DETAILS LOG SCREEN CLAIM PROGRAM REPORTS BUDGET MODIFICATION CONTRACTS LIST CORRESPONDENCE SEARCH Select the Expenditure you want _ to sign by clicking the EXPEN link in the Task column You wi sicily a Hoi aai aw i E see in the Reviewer column bath ee fe ee fa ae aie s the name and role assigned to the SM LL a T E contractor reviewer with the Sag ete ee Sean l ClaimSig role depending on how your contract s schedule is set up NYS Office of Children and Family Services 8 9 Contract Management System Online Claims What You Do Comments Prompts The Expenditure Report screen displays for your review Once you have completed your review to confirm that the figures are correct hit the Run Edit button This will check the claim for calculation errors or rules violations NEWYORK STATE i Office of Children and Family Services CONTRACT MAHAGEMEMT SYSTEM CRIS Ueo Mares Fag Tuesday hclobor 25 2007 FAPFHIHTURE RAPORT Jones Sint HUNUSER Lingout CONTRACT DETAILS ff HDMF Contract CATO Date Peceored 1a 00F DOK CONTRACTOR Gontractor AAA Enterprises Detai
59. ct CONADWG Appro Contractor Name Ajax Enterprises Project Name Award N Term From 10 1 7005 Term To 3 7 70 CONTRACT PERIODS 10 1 2006 9 30 2007 AMENDMENTS Details initiat Approved CONTRACT PERIOO INFO Contract CONADAS Contract Perlod Status Approved Contractor Name Ajax Enterprises Contract Term Frarn 10 1 2005 9 2 Contract Period From 10 1 2005 9 30 2008 Award Date 10 01 2005 Amount 5 10 000 00 Approval Date 10 26 2005 TMANCIAL SUMMARY Total Contract Amount 10 000 00 Unencumbered Balance 2 000 00 Encumberoad to Date 6 000 00 otal Advanced 0 00 Contractor Expended to date 32 000 00 Advance Recouped 30 00 Paid to Date s2 000 00 Advance Recelvabdle 30 00 Encumbered Balance 6 000 00 Retainage Balance 000 Send Correspondence 6 11 Contract Management System Reviewing Basic Information What You Do Comments Prompts The Contract Budget page is CONTRACT BUDGET displayed CONTRACT DOCUMENTS BUDGET The Budget Modification History table indicates if this was the original budget for the contract period or if it has been jeanne aera modified we will discuss the 1027 2005 In Process budget modification process in Chapter 7 In this example we BUDGET MODIFICATION HISTORY BUDGET DETAILS wa eo ihat ihe budget currently aon aE Local Share Match OCS Funds E Total i z Personal Services displayed in the Budget Details gt Pers
60. d and then click the Login button Password A message may display asking if you AutoComplete want to have Windows remember this password For security reasons click the checkbox left of Don t offer to remember any more passwords then click the No button NYS Office of Children and Family Services Dio you want Windows ta remember this password so that you don t have to type it again the next time you visit this page l Don t oferta remember any more passwords 2 2 Contract Management System What You Do At the Password Change Request window enter your Old Password which is the temporary password you have just used and a New Password You will only see s not the text you enter Note the rules for assigning a password before continuing Retype the new password again in the Confirm New Password box Click the Change Password button Click the Continue button If this is your first use of the user ID you will be prompted to add a answers to three questions after creating your password The Update Shared Secret form opens in a separate window This is a combination questions and answers known only to you It allows you to be uniquely identified by NYS Office for Technology Help Desk staff if you forget your password and need assistance Click the drop down arrow next to the Select One Question field to select a question with which to associate your shared secret answer Tab to the Answer a
61. d complete the Budget Contract Details page After 10 days the column will start which is discussed in reporting in negative numbers i e Chapter 6 1 indicating the item is overdue Using the Contract Review Module Concepts gt Most if not all of a Contractor s activity within CMS will be performed from the Contract Review Module accessible through the Inbox With the exception of Budget Modifications the remaining online contractor tasks Contract Renewal and Amendment are performed on the Contract Review Module page To navigate to the Contract Review Module from the Inbox click the Task item CTRCT RENEW or AMEND NYS Office of Children and Family Services 5 4 Contract Management System Accessing the Contract Review Module Page via the Inbox v Before you begin Log into CMS Open the Inbox What You Do Comments Prompts Select the task link in this anne example a CTRCT task fora contract listed in the Inbox BUDD CONADMAS Training Department With Contractor Kerper Jodi Pending 1 RENEW CONADIA3 Training Department With Contractor Kerper Jodi Pending 9 CTRCT CONAD11 Training Department With Contractor Kerper Jodi Pending 0 CTRCT CONAD10 Training Department With Contractor Kerper Jodi Pending 5 CTRCT CONAD Training Department With Contractor Kerper Jodi Pending 30 BUDD CONAD Note If you click the Contract link contract number instead of the Task link you will go to the CONAD
62. d in the next section NYS Office of Children and Family Services PRGA ERP PS Scie TERA TIVE DURA TI A AD Chae neva id Ts Correspondence FARES PRPS PHATA bebe AA Evtengriae UPLOAD DAAC LEE TSS Baul UoI Per aL Henin Microsoft Internet Explorer x 2 J Have you completed all required documents ces 9 18 Contract Management System Program Reports Online Viewing Program Reports from the Contract Screens You view in process or completed program reports through the Contract screens The list of all scheduled program reports is also listed on these screens Y Before you begin Log into CMS You should be at the Home page What You Do Comments Prompts From the main menu select Jones Steve CONUSER Contracts List link LOGOUT HOME INBOX CONTRACTOR DETAILS LOG SCREEN CLAIM BUDGET MODIFICATION PROSE Ab REPEATS CONTRACTS SEARCH ha Enig AAA Ente E E A Eroii k Erie COT PGC TSE ROH The Contract list screen will appear Click on the Contract link to open the information about the contract Purest mt J Mel 7 gt mo r j p o mn E Pi Bs a NYS Office of Children and Family Services 9 14 Contract Management System Program Reports Online What You Do Comments Prompts Click on the Program Reports ea button to open up program report CONTRACT DOCUMENTS BUDGET information for the contract rt eee ee Contract CATOOO2 Status Appro
63. d information You will be able to click the mouse and put the cursor in any field that is eligible to be updated Scroll through all the pages to be sure that you have completed the full document When you have finished completing all the sections of the document locate the Submit button Note The Submit button may not be on the last page of the document Click on the Submit button to save the changes and incorporate the information in the program report A window will display letting you know that your entry has been saved Click the Close Window button to close this window You will see that the Action column has changed from Insert Details to Update Details for the document you just updated NYS Office of Children and Family Services Program Reports Online Comments Prompts RITERAC TIVE ICUMANTS PHL PREPARE SPEC PRCORIAM a Witw Prognatn Repeat CARL OAD DSC LET TS UPLOAD DHOUMENT Ss THANK YOU Contract Document updated Successfully CLOSE WINDOW INTERACTIVE DOCUMENTS CPS D PROGRAM REPORT Update Details 9 8 Contract Management System Program Reports Online Downloading Documents from a Program Report As with other contract related tasks CMS allows users to transmit program report related documents back and forth electronically through the system You can retrieve documents through the Download Documents section of the Program Report Review Module page These
64. ded It will be opened in a new window for you to review UPLOAD DOCUMENTS Upload Document August 2008 Program Report 110172007 Fending Note The document s status will be Pending until your Program Manager reviews and approves the document 9 12 Contract Management System Completing the Review Process for Your Stage Program Reports Online Once you have completed all necessary steps on the Program Report Review Module you will complete the review stage This moves the item out of your Inbox and into the Inbox of the next person in the review schedule Typically this person will be the OCFS staff person in charge of your contract the Program Manager v Before you begin Log into CMS You should be at the Program Report Review Module page If you are logged in as the role which is currently assigned to the stage and are satisfied that all necessary documents have been completed and or uploaded you can complete the current stage On the Program Report Review Module screen click the Complete button A dialogue box will open asking if you are sure you want to complete the stage click OK The dialogue box will close and you will be returned to the Inbox The task you just completed will no longer be in your Inbox since you have completed it If you want to see information about your program report submission once you have completed your stage you can do so via the Contracts screen which is explaine
65. e notifies you that you need to log into CMS to take action such as view the Correspondence and respond accordingly or do a task in CMS such as provide budget information for a contract Examples of what these emails look like are provided below To access the item that is referenced in the email the user will click the appropriate Login link from the message This will open up a browser window where the user will log in to CMS Concepts gt renewal Task Notification Alert CMS Notification Message Rich Text Lol Arial 10 A Bau Ey Reply Reply to All oF Forward g Y File Edit wiew Insert Format Tools Actions Help From ocks sm cms help Thu 10 27 2005 11 05 4M ocfs sm cms help ocrs stake ny us To Gunda 4ravinda OCF5 ec Subject CMS Notification Dear CMS User This is to notify you that there is at least one new contract related task in your New York State Office of Children and Family Services OCF S Contract Management System CMS Inbox To access your Inbox please use the link below Contract Management system Contractor Login OCF Login Feel free to call us at 510 A FONA if you have any questions Correspondence Notification CMS Correspondence Notification Message Rich Text BEIE Arial 10 B Siz Ey Reply Reply to All oF Forward g File Edit wiew Insert Format Tools Actions Help From ocs sm cms help Sent Thu 10 27 2005 12 25 PM ocfs sm
66. e second stage of the schedule in which the ClaimSig electronically signs authorizes the transaction and submits it for payment Although claims can be logged by any of the CMS users associated with the contract they can only be signed authorized by the ClaimSig user role If a ClaimSig account has yet to be established for your organization a Claim Signatory CMS Authorization form will have to be completed NYS Office of Children and Family Services 8 2 Contract Management System Online Claims Submitting a Claim Logging an Expenditure The first step in the online claim process within CMS is to log in the request This provides a starting point for the process You will locate your contract and applicable contract period and then log an online claim request against it This will create an EXPEND contract task v Before you begin Log into CMS What You Do Comments Prompts From the main menu click the LOG SCREEN CLAIM link under the LOG CLAI SCREEN heading FROGRAM REPORTS BUDGET MODIFICATION The Contract List screen will display all of the contracts with periods that you have with the NYS OCFS Locate the contract and period for which you want to log an expenditure and click on the Log link in the action column for that contract period CONTRACT LIST AAA All Star TMO4E10 42555 123456789 5 000 00 04 01 2004 03 31 2005 04 01 2004 03 31 2005 In Process Log AAA All Star OSC0003 123456789 10 000 00 03 01 2007
67. ed BUDGET INFORMATION NEEDS TO BE ENTERED remains there If you entered the information but the figures did not match the requirements of your contract such as the OCFS award amount or the matching percentage requirements you may receive one of the following error messages e BUDGET AMOUNT DOES NOT EQUAL AWARD AMOUNT e BUDGET VIOLATES MATCHING PERCENTAGE You will need to re enter the budget information making corrections until any warning messages disappear Entering the Budget v Before you begin Log into CMS You should be at the Contract Review Module page What You Do Comments Prompts Locate the Budget section and as the Enter Budget Details _ button Click the Enter Budget Details button Parind Begin IMA 2005 Period End ORSON bel ALE Shiny hide INTERACTIVE Bete eT CONTRACT BUDGET DTAP RE SETER TO ETA ER neeihe viw Contract Enter Budget Details BUDGET INFORMATION NEEDS TO BE ENTERED Enter Bhurhpet Details BUDGET INFORMATION NEEDS To DE ENTEREC PAMILA TET UPLOAD DOCIMEFNTS Uphond Document NYS Office of Children and Family Services 5 138 Contract Management System What You Do As with interactive documents and viewing contracts a pop up window may appear and Adobe Acrobat will launch The Adobe splash screen will disappear and the Budget will be displayed NYS Office of Children and Family Services Comments Prompts 5 6 0 Professional lx Version 6 0 4 7 25 2005 Co
68. ed as an attachment NYS Office of Children and Family Services Contract Amount 10 000 00 Task Type CONTRACTOR DETAILS Nontractor Ajax Enterprises EMAINDETAILS Contractor ip David Po JODI KERRER Bec Subject JAjaxNenterprises Initial Contract Message Please review the attached file ATTACHMENTS Browse Browse Browse Choose file Look in 2 Desktop v Contract 10 01 2005 09 30 2006 Reply e EJ Loagency intra Ee ANSWER KEYS My Recent awards SI Documents Branding bud mod images correspondence images Developers Journal Articles eLearningGuild Conference for Tim Ti ctional Design References Pictures O quarterlies Rapid eLearning Development 002 8194081 9534403 htm E Adobe Acrobat 6 0 Professional lt Desktop My Documents mposium ii Ajax report v2 doc SA appendix D ist page 2 gt My Network Ajax report v2 doc Places File name Files of type COM TRACT DETAILS TONADA Contract Period TADLZ0O Sie Contract amount 310 000 00 Task Type Contrack Cantract Qh Tua THR CME TA 5 Contractor Ajax Enterprtes LAAIL DETAILS Contractor in IOM KERPER ece Subject ax Eriespeises Initial Coriract MAttame Please review the attached file ATTACHMEHTS CDocuments and Setting Browse Browse l le Brerat l AI Files Cancel 4 18 Contract M
69. ent j Just Page Download t Dawricag a wy oad Hachment Dowerid NYS Office of Children and Family Services 4 13 Contract Management System Communication within CMS Locating the Send Correspondence button through the Contract List for sending Correspondence that is not associated with a review schedule or task in progress v Before you begin Log into CMS What You Do Comments Prompts Click the List link located under HOME the Contracts heading in the menu INBOX CONTRACTOR DETAILS LOG SCREEN BUDGET MODIFICATION CONTRACTS CORRESPONDENCE SEARCH The Contract Search page displays the list of contracts associated your organization Click the Contract link for the Contract that you wish to send Correspondence about CONTRACT SEARCH CONADIN Ajax Enterprises 123456789 10 000 00 10012005 097302010 In Process CONADM2 Ajax Enterprises 123456709 F10 000 00 1002005 093072010 In Process CONADIMS Ajax Enterprises 123456759 10 000 00 10 01 2005 09 30 2010 In Process NYS Office of Children and Family Services 4 14 Contract Management System Communication within CMS What You Do Comments Prompts CONTRACT DETAILS The Contract Details page is displayed Scroll down to the CONTRACT DOCUMENTS BUDGET bottom of the page if necessary CONTRACT GENERAL INFORMATION and locate the Send Contract CONADIN3 Status T Corre spondence button Contractor Name Ajax Enterprises Project Name Award Click
70. enter a different note 1f needed such as your voucher invoice eee oa Contractor AAA All Star The Date Received defaults to Contract Period 10 1 2006 To 9 30 2007 today s date CLAIM DETAILS 7 Claim Type Expenditure Enter the Claim Period and the Eia a Amount of the claim You can ERRETAN Dansar E use the z button to open the Claim Period 10 01 2006 fto 103172006 A calendar to select the period D L da tes Contract Search Next Save Clear aie Dutton is PANE Note The Claim Period can be any date equal to or your data and log the claim after the start date of the contract period and equal to or before the end of the contract In general the start of the claim period is not greater than the current date There are exceptions however such as rental claim periods which can be in the future NYS Office of Children and Family Services 8 4 Contract Management System What You Do A status message appears at the top of the page indicating that you successfully logged your claim If you violated any of the system rules while trying to save the expenditure a popup would appear identifying the error and asking you to correct it Fix the error and click the Save button to log the claim correctly To continue processing the claim click the Next button to navigate to the Expenditure Report page After the Expenditure Report page is displayed if you are not logged in as the role assigned to the next
71. entered to the Expenditure Report page Biel Run Edit bhottomrat ihe Note The Run Edit command button will perform system checks It will compare what was entered against the budget and claiming rules for the contract For example you might have an administrative expense ceiling of 10 on your contract but the submitted claim amount lists administrative charges in excess of this amount The system would advise you of this If you do not get any error Run Edit Cancel Process messages after hitting Run Edit you can now Process the Print expenditure bottom of the page A message indicating that your Process operation successful expenditure was successfully processed will appear and the expenditure will advance to the next stage of the schedule If a Program Report is due for the claim period for which an expenditure is being submitted a message in the top right corner of the screen will state Program Report Required The claim can be processed through the contractor role stages but the claim will not be paid until the Program Report has been submitted and approved by the OCFS Program Manager Signing the Expenditure Report NYS Office of Children and Family Services 8 8 Contract Management System Online Claims As was the case with offline or paper expenditures online expenditures must be signed by a staff member that has the legal authority to submit a claim on behalf of the organization before they
72. ents Prompts From your Internet browser toolbar click Favorites gt Add to Favorites Z Contractor Details Microsoft Internet Explorer File Edit view Favorites Tools Hlp OQx he Add to Favorites Organize Favorites Address E http jfi a 3 3 O CMS Misc b Links P Tiria Q Links 2 NEW Mi linke 3 The Add Favorite window Madikavnrite appears You may use the default Name or type in whatever Name you wish to use for the Favorite Make available offline Customize entry You may also organize your Favorite entry into folders 2 you already have on your ge ee a Create in E Hew Folder m r Sane a pure 2 assorted personal b ff Benefits related Click OK ES Dell 0 DFA Intranet and LearnLine PS Distance Learning 0 Element K stuff E Links PS Media m Medicaid stuff e aspx Ve Internet Explorer will add this page to your Favorites list The entry is added to your Favorites list NYS Office of Children and Family Services 2 8 Contract Management System Accessing the System Setting Your Internet Explorer Settings Pop Up Blocker The CMS system uses pop up windows for many of the functions a Contractor performs Therefore it is important that the setting for your browser s pop up blocker be configured to allow pop up windows from the CMS system If your web browser includes a pop up blocker please make sure that
73. ess continues until the budget modification reaches its final approval stage and the modified budget is applied against the contract All subsequent expenditures and financial transactions will work against the modified budget You will be able to view the current budget as well as find out any pending budget modification requests in the system Contractor logs Budget Contractor retrieves Budget Modification Request in Modification Task from Inbox CMS and fills out online Budget Modification Form Program staff retrieves BCM staff retrieves Budget Additional stages follow as Budget Modification Task Modification Task from Inbox and necessary until the Budget from Inbox and reviews reviews Online Budget Modification Modification is finalized Online Budget Modification Form Approves or rejects Form Approves or rejects changes changes Data Flow for Budget Modification Note Only one budget modification request per contract may be in operation at any given time For example if you file a budget modification request against contract XYZ on NYS Office of Children and Family Services 7 2 Contract Management System Managing Budget Modifications November 15 you cannot log any additional budget modification requests against that contract until the existing one has been fully processed approved or rejected Expenditures may also be under review at the time of a budget modification request The system provides warnings to the revie
74. f Children and Family Services match the total decrease amount Total Amount Increase should be egual to Total amount Decrease Local Share Increase Matching Amount New Budget saeun 000 10000 00 Contract Management System Managing Budget Modifications What You Do Comments Prompts You must provide a justification aaa for your budget modification To comTRAcT oktan z Contract Number CONAGRA Contractor Mare Aja Enterpris do this either add a Note to the contract Period OAAS To sini budget modification or send aan DUIL HOCE ITA THH Correspondence about your Budget Categary Finiget Amount Balance Decrease Increase ate Biniptt Amount Mathie Aenean ie Gl z Personal Services budget modification If necessary erei ee send detailed budget pages as Fringe Benefits ao awm am 7 Sub Total i l ri es00 00 I attachments within Won Personal Serviors Correspondence If you are Contractual Consukant l l 0 00 l 1000 00 l 0 00 ene Travel Por Dien 0 00 0 00 0 00 providing the justification E za a i a through Correspondence you will Supptes no f a owo C oo 0 00 Dither Expenses Coot onol oou aon nomm nm need to make a Note indicating E p oe this For assistance in sending Tetai 10000 00 ouov cof roosa f 1000 00 1on00 00 0000 00 Correspondence refer to Chapter 4 To add a Note click the No
75. far right of the Schedule section SCHEOULE NYS Office of Children and Family Services Comments Prompts CONTRACT REVIEW MODULE TRACT PROPERTIES Contract CONAD14 Contractor Ajax Enterpn Period Begin 10 01 2005 09 30 2006 Amendment Type Original Reviewer Stage With Contractor Contract Amount 10 000 00 Local Match SCHEDULE INTERACTIVE DOCUMENTS Enter Budget Details DOWHLOAD DOCUMEHTS UPLOAD DOCUMEHTS Upload Document Instructions Download Funding Just Cover Page Download funding justification cover 1 12 2006 Pending Approval Risk matrix Download Risk Matrix 1 12 2006 Pending Approval Send Correspondence Complete SCHEDULE akei hade bg initial Award 1001 04 PODS 0 i Cabir With Contractor 1 1 10 J4 ad Pending gr n Aiea li i i Lonirachor Signat i Li Appniend D I TRAC TV EST COHTHAGT fine Contract Note The schedule that you will see during training is a highly abbreviated version of the review schedule for your real contracts which are customized to suit your contracts and the persons that must take part in the review See the example listed in the next section for a more realistic example 5 19 Contract Management System Completing the Review Process for Your Stage Once you have completed all necessary steps on the Contract Review Module you will complete the review stage This moves the item out of your inbox and into the Inbox of the next person in the
76. he budget modification request they may send you Correspondence within CMS noting these concerns and asking you to take appropriate action As with all CMS Correspondence you will receive an email notification that there is CMS Correspondence waiting for you to retrieve Entering Budget Modification Amounts v Before you begin Log in to CMS You must be assigned to the current reviewer stage for the budget modification If you have multiple CMS accounts such as CONSIG and CONUSER you will need to use the account that matches the role defined in the budget modification schedule probably CONUSER Access the Inbox What You Do Comments Prompts Click the BUDMD task for Notice that the log status 1s pending indicating that your contract in the Inbox the review stage needs to be performed to open the Budget Modification form CMS INBOX BUCO COMAC Training Department With Contractor Kerper Jodi Pending RENEW CONADIS Training Department With Contractor Kerper Jodi Pending B CTRET CONADIO Training Department With Contractor Kerper Jodi Pending 4 7 CONADIS Training Department With Contractor Kerper Jodi Pending ea The Budget Modification request opens This is where you will enter the budget changes NYS Office of Children and Family Services 7 7 Contract Management System What You Do The Budget Modification page displays This is where you will enter the budget changes Managing Budget Modifications
77. he message will indicate the status of the uploaded file Document Uploaded Successfully Note The Show Existing PDF link will let you see the file that was uploaded The Save button has changed to an Update button Click the Back button to return to the Contract Review Module page The Contract Review Module page is displayed Notice that the file s you added are displayed in the Upload Documents table NYS Office of Children and Family Services Comments Prompts UPLOAD DOCUMENT DOCUMENT PROPERTIES Name Risk Matrix Risk Matrix prepared by CFO 101 4 04 Ascription Date Noloaded Status Date Reviewed Reviewer CADocuments and Settings kerpenDeskt Select Document SHOW EXISTING PDF UPLOAD DOCUMENT Document Uploaded Successfully DOCUMENT PROPERTIES Name De ISk Matrix prepared by CFO 10 15 05 pate Uploaded 10 30 2005 Status PENDING APPROVAL Date Reviewed Reviewer Select Document Update SHOW EXISTING PDF Notice that the Status field indicates the document is pending approval An OCFS reviewer such as your Program Manager must approve the file If you need to upload additional documents click the Back button to return to the Contract Review Module page and repeat the process of uploading a file Use the Update button if you need to replace the file you just updated with a different one CONTRACT REVIEW MODULE CONTRACT PROPER
78. his claim The Expenditure Details link goes to the Expenditure Report History Details screen which shows further information about this claim as 1t comes available After you have completed all necessary fields click the Process button NYS Office of Children and Family Services Note Before beginning make certain that you are logged in pursuant to the CMS user role assigned to the current schedule stage If you are not logged in accordingly the message Insufficient Privileges to access this screen will be displayed ADVANCE PAYMENT CALCULATION CONTRACT DETAILS Contract CAT0002 Contract Period 6 1 2007 To 5 31 2008 Contractor AAA Enterprises ADVANCE INFORMATION Advance 20 Date Received 10 23 2007 Refilnvoice CATOOO2 Status Pending Contract Amount 100000 00 Advance Amount 400 Description E SCHEDULE INFORMATION Expenditure Details Cancel Print 8 14 Contract Management System Online Claims A message will display stating that your claim was successfully processed Refer to the section in this chapter on Viewing Claim History if you would like to see in which stage your claim is after you have logged it Note Unlike online expenditures online advances do not require an electronic signature Rather CMS maintains a record of the ClaimSig s authorization of the transaction via the CMS task schedule NYS Office of Children and Family Services 8 15 Contract Management Sy
79. ile safety Remember the file comes from a safe source CMS Follow the instructions that appear and open or save the file accordingly NYS Office of Children and Family Services 4 7 Contract Management System Communication within CMS Replying to Correspondence Concepts gt When you open a Correspondence within CMS you may send a reply to the person who sent you the Correspondence and copy the message to other people much as you can do with your own email system Use the Reply button located at the bottom of the Correspondence page Replying to Correspondence v Before you begin Log into CMS Locate and open an item of Correspondence What You Do Comments Prompts Click the Reply button at the bottom of the page CMS CORRESPONDENCE CONTRACT DETAILS Contract PECHEOS Contract Period O2 01 2006 01 31 2007 Contract Amount 10 000 00 Task Type Contract CONTRACTOR DETAILS Contractor Aardvark Solutions Ltd EMAIL DETAILS From Harding Dick To ARAVINDA GUNDA subject Aardvark Solutions Ltd Initial Contract Message rest ATTACHMENTS Send Reply Contract NYS Office of Children and Family Services 4 8 Contract Management System What You Do The CMS Correspondence page is refreshed Just as in regular email the Reply is automatically addressed to the person who sent the Correspondence to you The Subject line is automatically populated with the original Subject text and prefi
80. ill be able to click the mouse and put the cursor in any field that is eligible to be updated Scroll through all the pages to make sure that you have completed the full document When you have finished E http usertest ocfs state ny us cms ShowPDF aspx id 118 cDocid 255323 amp TER completing all sections of the FA seveacory BW P Review amp Comment 4 Sign document locate the Submit 4 Ti saare fa Q Hilo E button A PROGRAM SUMMARY MAXIMUM OF 350 CHARACTERS approximately 46 Worde The program will provide services to youths at risk After school enrichment activities targeting cognitive physical and emotional development Note The Submit button may not be on the last page of the document in this example it is located on page 1 even through there is a second page PROGRAM PROFLE Je Laverdi Signatures Bookmarks oO Dieci Services wdi NOT be provided by thes program Click the Submit button to save the changes and incorporate the information in the contract document package Sex of program paniom Ethniotty Caucasian Comment Pag 6 5 x 11in Lit LL oo e Internet NYS Office of Children and Family Services 5 10 Contract Management System What You Do The document window will close and the document is now part of the contract package in process Click CLOSE WINDOW to return to the Contract Review Module page Comments Prom
81. ks are stored on CMS When a task arrives in your CMS Inbox CMS will send an email Pm le e hE octs state ny ue T EER to your outside email system notifying you ro Gunda Aravinda OCFS that there is work to do within CMS This Ce process was described in Chapter 4 Sel S A Dear CMS User Communication within CMS CMS Notification Message Rich Text Arial Ey Reply y Reply to all QF Forward g File Edit wiew Insert Format Tools Actions Help This is to notify you that there is at least one new contract related task in your New York State Office of Children and Family Services OCFS Contract Management System CMS Inbox To access your Inbox please use the link Example of CMS Email Notification below Contract Management system Contractor Login OCFS Login You may reach the CMS Inbox by clicking the Contractor Login link from the CMS Notification email This will open a browser window taking you to the CMS Login page Once you login you will be automatically directed to the Inbox without having to perform any navigation You may also wish to access the CMS Inbox at other times even if you have not received an email notification For example you may be currently working in the system and you want to see if there are any tasks that have just arrived for you to perform More likely you may have started a process from another section of the system such as logging in a budget modification th
82. lated documents that need to be downloaded from CMS to your computer for completion at a later time Once these documents have been updated they need to be added to CMS or uploaded There may also be documents you need to add to the program report that originate with you the Contractor These documents can also be uploaded to CMS Documents are added via the Upload Document page You select the file that you wish to add and it is copied to CMS OCFS reviewers such as your Program Manager will review the documents and approve them or send them back to you for additional revision v Before you begin Log into CMS You should be at the Program Report Review Module page What You Do Locate the Upload Documents section Click the Upload Document link which will take you to the Upload Document page Enter the Name for the file to be uploaded and a brief description The grayed out fields will be automatically populated later Note You must enter both a Name and a Description Click the Browse button to locate the document you wish to upload The Choose File window is displayed Navigate to the file you wish to add Click on the file name The File Name will be selected automatically The only change you should make to the file name is the addition of the revision number Click the Open button NYS Office of Children and Family Services Comments Prompts UPLOAD DOCUMENTS Upload Document ee conse ceo UPLOAD
83. le for the first time The document will provide you with instructions on processing the contract contract off to the next person for review typically a Program person The task is removed from your Inbox Contract Management System Use the following tasks to learn how to complete the sections discussed above Downloading Documents Rather than faxing emailing or sending documents through surface mail CMS allows users to transmit documents back and forth electronically through the system Documents can be retrieved by you through the Download Documents section of the Contract Review Module page These documents may be informational as in the case of the Instructions document or they may be files that should be completed by you offline and uploaded to CMS Typically when you access the Contract Review Module for the first time for a given task you will download the Instructions document first so that you may review it for directions issued by your Program Manager regarding the contract The download process within CMS functions the same way as it does for many different applications that function in a Windows environment You will click the download link for the appropriate document and a window will appear on your screen asking you where you should save the file You will select a location either somewhere on your computer or a network drive and the file will automatically be stored in that location Downloading Documen
84. lect Home from the CMS Main Menu to return to the CMS Home Page NYS Office of Children and Family Services oS Comments Prompts HOME INBOX CONTRACTOR DETAILS LOG SCREEN BUDGET MODIFICATION CONTRACTS LIST CORRESPONDENCE SEARCH CONTRACTOR DETAILS CONTRACTOR HAME Legal Name AJAX ENTERPRISES DBA Name Popular Name Federal Id 123456789 Muni Code COHTRACTOR PROPERTIES Contractor Type NOT FOR PROFIT vendor Type NON PROFIT F Small Business Charity Reg 1234567 F Sectarian Organization Charity Exemption Reason Z Interest Eligible 1099 Code Ethnicity Code UNKNOWN MVVBE PROPERTIES MYVVBE Industry Code SERVICES CONSULTANTS i MBE Certified EDUCATIONAL SERVICES E G TUTORING MVWBE Product Cod roguer 0c PUBLIC SPEAKING MBE Class OTHERS 3 1 Contract Management System Communication within CMS C HAPTER 4 Communication within CMS Alerts Notifications and Correspondence Topics a Email Notification and Alerts b Searchine for and Viewing Correspondence C Replying to Correspondence d Initiating Correspondence NYS Office of Children and Family Services 4 1 Contract Management System Communication within CMS Chapter 4 Communication within CMS Overview gt The Correspondence function within CMS allows you to communicate with the program management staff Questions comments and or concerns about the contract sent through Correspondence are documented and archived in the
85. ls Conrail Period ErEDUD To SUBS Garratt Ariari 100 00000 LOG SORFEM Program Preporis EXPENDITURE DETAILS Budge Moditcalion Expenditur Repin Peri d romian E T TEE Ej Claim CONTRACTS Refirrnice CATON Fins Epiniha Mepal C LiF Expenditure statws in Process Wahe Wihhold r OKKESPOMDEMCE Search SOULE INEORMATION CPC DUITS Paranal Services Personnel F9S 000 00 50 000 00 pw Reon 0 00 0 00 40 000 00 45 000 00 Fringe Banetts 0 00 0 00 fo oo i I Hesen 0 00 0 00 i000 0 00 Subiotal 99 000 00 50 000 00 f 0 00 hii 50 000 00 146 000 00 Non Fat Sorel ConbathalGonsultant 81 000 00 B00 7 w erect 0 00 0 00 0 00 81 000 00 Traveller Chen f0 00 iid 7 on E larer 0 00 io0 goon e000 Equipment 0 00 fami 7 w f i Raaean 0 00 0 00 DDD 10 00 upplies 0 00 0 00 fo aa i Regen 0 00 0 00 0 00 0 00 thie Eanes S000 BU Ur z D Resen S00 0 00 0 00 BU Guai al 1 DUD 00 BU UE i 00 0 00 S000 1 000 0 Total F1 OUNO 50 000 00 7 S000 BO 00 S50 000 00 P50 QE NN Matching 7 Curiae matching to date O clainn Dt as Minho Chai Docunminis Linn Arig ii Fest Pron am Kopita NYS Office of Children and Family Services L Pim 8 10 Contract Management System Online Claims What You Do Comments Prompts If you do not get any error messages after clicking Run Edit Ta certif that the above information is just true and correct that the expenses for a Certification section will
86. ls page displays expenditure information in CMS please contact your all available details for the Program Manager expenditure EXPENDITURE REPORT HISTORY DETAILS CONTRACT DETAILS Review the page for the i Contractor Ajax Enterprises information you are seeking Notice that the payment amount Contract CONAD Contract Amount 10000 00 may e different than the amount Contract Period 10 1 2005 To 9 30 2006 requested due to adjustments EXPENDITURE DETAILS advance recoupment Expenditure Period 10 01 05 To 10 27 05 withholding etc Description Claim Type Expenditure Expenditure Amount 2000 00 Ref Invoice CONADW3 poet EAA 2000 00 Voucher 5417125 Advance Recoup 0 00 Batch wWithholding Retainage 0 00 Note You will need to use the CMS Main Menu to return to the Received Date 10 27 05 Balance Due 0 00 Contract Details or any other Date ProcessedCAPs 10 27 05 Payment 2000 00 part of the system Date Paid Amount Paid Transaction Type SV Check EFT Claim Status Approved Voucher Status Approved NYS Office of Children and Family Services 6 8 Contract Management System Contract Documents Reviewing Basic Information All documents that are part of the official contract package are listed on the Documents page The page allows you to view a pdf version of the Contract Package just as you did when viewing the Contract Document Package from the Contract Review Module Should you have any questions and or
87. m i the authority to sign authorize the transaction ClaimSig SCHEDULE INFORMATION EXPENDITURE EDITS To review system edits that will be applied to this transaction click on the Expenditure Edits link May exceed category by 10 or 1000 whichever is greater The lower half of the Expenditure Report screen show the contract s budget and previous approved expenditures by budget category The amount that was logged appears in the Total row at the bottom of the screen You can change this value if you decide to claim more or less than you originally expected If you are logged in as the role that is assigned to this stage of the expenditure you will need to enter the claim detail in the appropriate Expen Amt column boxes and process the claim as described in the next section Personal Services Personnel 1 000 00 0 00 0 00 500 00 500 00 500 00 Reason Fringe Benefits 0 00 0 00 0 00 0 00 0 00 0 00 Reason Subtotal 1 000 00 0 00 0 00 500 00 500 00 500 00 Non Personal Services Contractual Consultant 0 00 0 00 0 00 0 00 0 00 0 00 Reason Traveli Per Diem 0 00 0 00 0 00 0 00 0 00 0 00 Reason Program Supplies 0 00 0 00 0 00 0 00 0 00 0 00 Reason Utilities 0 00 0 00 0 00 0 00 0 00 0 00 Reason Rent 0 00 0 00 0 00 0 00 0 00 0 00 Reason Equipment 0 00 0 00 0 00 0 00 0 00 0 00 Reason Other Expenses 0 00 0 00 0 00 0 0
88. mrat Period THD aS ra aoa Contract Armour 00100 i Tak Typ T Dank rack CONTRACTOR DET ALLS Contractor Ajax bnterprices FHA DETAILS Contractor lp 4 19 Contract Management System cH APTER 5 Working with Contract Tasks Topics a Managing Tasks from the Inbox b Using the Contract Review Module NYS Office of Children and Family Services 5 1 Contract Management System Chapter 5 Working with Contract Tasks Managing Tasks from the Inbox Concepts gt When a contract task is in progress and needs to be worked on by a Contractor or OCFS staff person the person accesses the task through the CMS Inbox Virtually every task you need to perform on the system will begin by going through the Inbox These tasks include e Accessing the contract package as part of the contract approval process including documents and budget e Signing the contract performed by a user performing the CONSIG role e Reviewing or revising the budget and related information for a contract amendment e Reviewing the documents and budget for a renewal in progress e Providing information for a budget modification request that has previously been logged see Chapter 6 In addition you can also access information about contracts that have tasks in progress directly from the Inbox Anytime an item arrives in your Inbox you will receive an email notification As mentioned earlier the CMS Inbox is not the same as your email Inbox Inbox tas
89. nd Confirm Answer fields and provide an answer to the selected question the same answer should be in both fields NYS Office of Children and Family Services Accessing the System Comments Prompts Change Password Clear this form New Tork State Directory Services Shared Secret Update Phase complete the form bakya in order bo ubize the Forged Hy Password ink Gur records indicate Dhal your account hes an insulficient number cf shared Secret aries Please keep your shared secrets confidential H you ever need to change your ansvvers yOu Can set your browser to Wyse Sef Aceninisirapon Please celect 3 questions and answer them Please select 3 questions and answer them Confirm Answer Question Answer what was the name of my first pet What is the first name of my childhood best friend Where did my parents do their grocery shopping cee hat was the model of my first car hat is my favorite food What is my favorite cuisine What is my favorite type of wine What is my favorite holiday Who is my favorite singer Contract Management System What You Do Click the Submit button to save your information and continue A confirmation message displays Click the Continue button link to close the window and display CMS The Contract Management System CMS page displays NYS Office of Children and Family Services Accessing the System Comments Prompts Please select 3 questions and answe
90. ne S NYS Office of Children and Family Services 9 16 Contract Management System Reference Information A PP En dt xX A Reference Information Topics a Revision History NYS Office of Children and Family Services A 1 Contract Management System Reference Information Revision History Date Filename Change _ o Oooo 11 14 2006 _ CMS Contractor Manual doc__ Update manual lt d Manual v011707 doc Manual v022409 doc NYS Office of Children and Family Services A 2
91. nically sign contracts toward the end of the contract processing stage Users functioning in this role are able to view most other contract information but it is the person performing the CONUSER role who is responsible for most Contractor functions The following table shows the modules available in the system and the typical types of access the two contractor user roles Contractor User CONUSER and Contractor Signature CONSIG have in each module The modules listed below are covered in detail later in this manual Type of User gt CONUSER CONSIG jamounementss ov fT Notifications Items JCoirasorSignaturestage wf e Signature Contractor Details pv Pv Budget Modifications Generally users in the CONUSER role are able to act upon the assigned contract management tasks at the With Contractor stage via the Inbox including Enter revise budget information Complete interactive documents on line and Transfer documents out of and into CMS download upload V CONSIG users are able to act upon the assigned contract management tasks at the Contractor Signature stage via the Inbox including e Sign contracts using the electronic signature function Note A CONSIG user may perform the same role that a CONUSER might otherwise play in the system for completing Inbox items as long as the schedule for the task indicates that the CONSIG user is responsible for performing the task CMS con
92. nnual written reports FEDERAL TAX IDENTIFICATION 123456789 Pages MUNICIPALITY NUMBER Comments lp 8 5 x 11 in E hitp usertest ocfs state ny us cms GenerateContract aspx id 478644 Microsoft In Ti seecttet fi A DE 71 1 of 20 gt bl a Internet Ean Review amp Comment NYS COMPTROLLER S CONAD12 ORIGINATING AGENCY CODE 25000 TYPE OF PROGRAM S5 Training Department Training CONTRACT PERIOD From 10 01 2005 To 09 30 2006 FUNDING AMT FOR PERIOD an nann an lt aL Internet D 5 12 Contract Management System Budget Details Budget information needs to be entered into the system Even if you have submitted a budget with your RFP or other contractual proposal prior to your contract award this information still needs to be entered into CMS It is also important to note that the budget information entered must agree with your contract specifications with regards to total award percent matching contributions and the like Please refer to your original contract award notification letter RFP and or the Instructions document available for download It is highly recommended that you have all your budget details and figures readily available before attempting to enter them into CMS Until you have successfully entered the budget information within the constraints of your contract agreement the warning on the screen in r
93. ns allowing you to complete any Interactive documents download documents DNNE and or upload any supporting ee documentation tN associated assigned to the task Perad Be eet The documents in these sections a am will differ depending upon how a E _ ne your contract s program reports PEN ramani m were set up ee iow Program Repent _ a a Emai eee NYS Office of Children and Family Services 9 6 Contract Management System Program Reports Online Accessing and Completing an Interactive Document As with other contract tasks interactive documents within the Program Report are those documents that need to have information filled in by the Contractor They are similar to Download Documents except the documents are completed online using an interactive Adobe PDF file You will fill in the information requested and then click the Submit button located within the document The completed document is incorporated within the program report package and contains the information you provided Y Before you begin Log into CMS You should be at the Program Report Review Module page NYS Office of Children and Family Services 9 7 Contract Management System What You Do To complete any available Interactive Documents select the Action link Insert Details Update Details which will open the document in a separate window for you to enter data Complete the document filling in all requeste
94. nt 5 Travel Per Diem 6 Equipment 7 Supplies 8 Other Expenses 9 Total Total Lines 4 to 8 Project otal Lines 3 9 Pages Y Layers Y ocal Match if required Use calculation below Local Match Calculation of matching funds if required in the RFP or contract agreement X OCFS grant award i 85xilin 4 gt AMIO Ol Note Make sure you enter You do not need to enter dollar signs the system values in the Local Share Local will automatically format the numbers that you Match column if your contract enter requires this As with other documents that you fill out online For training purposes complete there may be additional pages after the Submit the first page of the budget only button To avoid being timed out while entering a as per the instructor s directions large amount of data you may want to periodically submit information Once you are satisfied with the budget click the Submit button Submit NYS Office of Children and Family Services 5 15 Contract Management System What You Do Comments Prompts A confirmation screen will THANK YOU display Click the Close Window link Budget updated Successtully CLOSE WINDOV The Contract Review Module BUDGET page is displayed Notice that the Enter Budget Details warning message BUDGET INFORMATION NEEDS TO BE ENTERED is no longer present Uploading Documents Sending Documents to CMS Many times there are contractually rela
95. nt Training aith Place Albany NY 12203 RITIN REGISTRATION NUMBER 1234567 CONTRACT PERIOD If EXEMPT pNyide Reason Contractor 4 has _ has not timely filed with the Attorney General s Ckarities Bureau all required periodic or annual writt y reports FEDERAL TAX IDENTIFIN Fram 10 01 2005 123456789 To 09 30 2006 MUNICIPALITY NUMBER No FUNDING AMT FOR PERIOD gt 10 000 00 STATUS MULTI YEAR TERM if applicable Contractor C is is not a sectarian entity From 10 01 2005 Contractor W is is not a not for profit N 09 30 2010 bd 8 5x11in gt pl UJ H al Internet 6 10 Contract Management System Contract Budget Reviewing Basic Information The Budget tab on the Contract Details page shows the contract budget within CMS as well as any previous or pending changes to the budget The Budget is based on the budget you filled out within the Contract Review Module page plus any budget modifications that have been submitted we will discuss budget modifications 1n the next lesson Viewing the Contract Budget v Before you begin Log into CMS and open the Contract Details page Note For training purposes use the approved contract assigned to you at the beginning of class What You Do Click the BUDGET tab at the top of the Contract Details page NYS Office of Children and Family Services Comments Prompts CONTRACT DETAILS CONTRACT DOCUMEN CONTRACT GENERAL INFORMATION Contra
96. ntract close the window by clicking the X in the upper right corner of the window NYS Office of Children and Family Services Comments Prompts http usertest ocfs state ny us cms GenerateContract aspx id 478644 Microsoft In SEE IF Save aCopy Print a Emai gig 225 O sear I Q Qj Hiplem e STATE AGENCY Office of Children and Family Services 52 Washington Street Rensselaer New York 12Ls 10 Smith Place Albany NY 12203 CHARITIES REGISTRATION NUMBER 1234567 If EXEMPT provide Reason ontractor V has C has not timely filed with the Attdssey General Charities Bureau all required periodic oMsquual written reports FEDERAL TAX IDENT 123456738 MUNICIPALITY NUMBER Comments f Pages f Layer f Signatures ff Bookmarks AON gt 8 5x11in Ean Review amp Comment v A Sign mz 7 NYS COMPTRO CONAD12 ORIGINATING AGENCY CODE 25000 TYPE OF PROGRAM S Training Department Training CONTRACT PERIOD From 10 01 2005 To 09 30 2006 FUNDING AMT FOR PERIOD an nann nan gt gt i mis IF Save a Copy fmm Print a Email py ess Bookmarks Office of Children and Family Services 52 Washington Street Rensselaer New York 12144 CONTRACTOR Aja Orterp oe 10 Smith Place Albany NY 12203 CHARITIES REGISTRATION NUMBER 1234567 If EXEMPT provide Reason Contractor 7 bas C has not timely filed with the Attorney General s Charities Bureau all required periodic or a
97. ntract period s end date Supplemental reports are intended to amend or supplement existing reports and are not scheduled Understanding the Program Report Process The ability to log and manage program reports online 1s now extended to contractors Instead of sending the paper forms to OCFS you will log your program report directly within CMS Program reports can be logged by any CMS user by selecting the Program Reports link from the Log Screen menu item As with other contract tasks program reports are assigned a schedule with multiple stages that must be completed Each stage in the schedule is assigned to a user role Program report tasks can only be processed by users who are logged in as the role assigned to the various stages Logging the program report launches a program report review task referred to within the Inbox as PROGREP You or someone in your office who is assigned to the program report review task within the system will then enter the program report data You will submit this data to OCFS through the system where it will be reviewed by internal OCFS CMS users NYS Office of Children and Family Services 9 2 Contract Management System Program Reports Online Logging a Program Report The first step in the online Program Report process within CMS is to log in the request This provides a starting point for the process You will locate your contract and applicable contract period and then log a program report request
98. nu click the DETAILS link under the CONTRACTOR heading NYS Office of Children and Family Services Comments Prompts G Chane is appii anoi bo tribh the uso De beck bution ding duplim mi transactions Whi Welcome to the Contract Management System CONTRACTOR DETAILS LOG SCREEN BUDE T MODIFICATION CONTRACTS LIST CORRESPONDENCE SEARCH 6 2 Contract Management System Reviewing Basic Information What You Do Comments Prompts The Contractor Details screen Review the information contained on the page If any will display information is incorrect contact your Program Manager CONTRACTOR DETAILS COHTRACTOR HAME Legal Mame AJAS ENTERPRISES DBA Mame Popular Name Federal Id 123456769 Muni Code CONTRACTOR PROPERTIES Contractor Type NOT FOR PROFIT Vendor Type MONM FROFIT Small Business Charity Regt 1234567 F Sectarian Organization foo 7 Interest Eligible 1099 Code Ethnicity Code UN KN OVA RIWEE PROPERTIES WYBE Industry Code SERVICES CONSULTANTS I MVWBE Certified EDUCATIONAL SERVICES E G TUTORING MVWAE Product Code PUBLIC SPEAKING WYBE Class OTHERS If you have additional tasks to perform on the system use the CMS Main Menu to navigate to other pages NYS Office of Children and Family Services 6 3 Contract Management System Reviewing Basic Information Viewing Contract Details Basic information about the Contract can also be viewed by a user from the Contractor s organizati
99. o close the window click the correct response Logging Into the Contract Management System What You Do From your desktop open Internet Explorer In the Internet Explorer address bar type the address https ocfsws ocfs state ny us ems The CMS Main Login page will be displayed Enter your CMS username and password NYS Office of Children and Family Services Comments Prompts S Login Microsoft Internet Explorer Fie Edit View Favorites Tools Help Back at gt gt 2 A Address https Mockswes chs state my usfcms Please Login usemame Username eeeeseee O O forgot my password Password 2 5 Contract Management System What You Do The system may take a few moments to access your account and verify your privileges Once you have logged in successfully the Contract Management System home page appears If the page does not fill up your screen click the Maximize button in oe right corner of your window to w e full page NYS Office of Children and Family Services Accessing the System Comments Prompts pia ot ihia a TITE TPA a eS Welcome to the Contract Management System bile METETE EL Corn f Pipes BEF GEG Tien pent of iia E Ch kidek en a a A ia i a Hee Pe Re Cece da Din mbai F map danre ba We Ager p ies may iui eee ai Ear ma eaha pa the rete One Oe ET hamis Neves aah oan praia sar Gaina nis War Raion bn aib Garo rats onmia pja
100. o the X peox Contract Management Syste CONTRACTOR Contract Manag DETAILS e LOG SCREEN Main cua Es mnor Menu PROGRAM REPORTS The purpose of this CMS Announcement is to inform users that New York State Office For OUOOET MOOIFICATION Technology OFT migrations to State Agency systems may brielly imertere with the CONTRACTS user s ability to access the system You have 4 task in your inbox ves go to your INBOX a While il is occasionally necessary for OFT to update iis servers during ronular business CORRESPONDENCE hours these updates may prevent users from logging into the system in such cases SUARCH users typically report they are able to access the login screen and enter their user id and f INSTRUCTIONS Deletion of Authorized Users from CMS password Howir when they click submit a message stating This Page Cannot Be Displayed appears W you experience this problem on future login attempts please try again later in the day Since most migrations require less than one hour i you experience thes problem for an extended period of time please contact the OMS Help Line at 618 474 8146 Please be advised that it is the responsibility of each organization to noty Mr Williarn Gaudetie of he NYS Office of Children and Family Senices Sureau of Contract Management whenever CMS account needs to be terminated Organizabons are required terminate the aulhorgation to develop and or sign contracts whenever an employee lea
101. og into CMS Open the Inbox What You Do Comments Prompts Click the Task link for the desired Inbox task CMS INBOX CTRCT 000011 Administrative Services Contractor Signature Signature Joe CONSIG Pending 68 CTRCT MMMM MME Administrative Services With Contractor Gunda Aravinda CONUSER Pending 0 CTRCT APRILO1 Administrative Services With Contractor Connell Rich CONADMIN Pending 0 CTRCT JULYO10 Administrative Services Contractor Signature Signature Joe CONSIG Pending 0 CTRCT BILL123 Administrative Services with Contractor Gunda Aravinda CONUSER Pending 0 AMEND MMOBOFA Administrative Services With Contractor Gunda Aravinda CONUSER Pending 0 AMEND Qaqqqant Administrative Services Contractor Signature Signature Joe CONSIG Pending 0 RENEVY MMO426A Administrative Services Contractor Signature Signature Joe CONSIG Pending 181 3 3 CONTRACT REVIEW MODULE The work page in this case the e COMTRACT PROPERTIES Contract Review Module ceria vere opens Click the Send a htisiidaniadens Penod Bogin 0401 7005 Pernod end Danno Correspondence button at the amendment Typ orginal ijin sn ni bottom of the page to begin the pecs 0a process of sending seems thom de Correspondence WTERAC TIVE DOCUMENTS CONTRACT Appendt D interactive single page insert Datalla View Corti act LOGIT Enter Padget Detaite BUDGET AMOUNT I5 NOT EQUAL TO AWARD AMOUNT DOVAIL OAD DOCUMENTS UPLOAD DOCUMENTS Updoad Docum
102. on As with Contractor Details you cannot directly change the information Should you have any questions and or concerns about the contract information in CMS please contact your Program Manager As noted earlier while navigating the Inbox information about the Contract can be accessed in two ways through the Inbox and from the Contracts List Note We will not perform the first method in class at this time You should have already done this in Chapter 3 Inbox method From the Inbox observe the column labeled CONTRACT Notice the contract numbers listed underneath The contract numbers are underlined indicating that they are active links CMS INBOX Note Remember that the Inbox only displays items that need to be completed by YOu Training Department With Contractor Kerper Jodi Pending Therefore the Training Department With Contractor Kerper Jodi Pending Inbox will not display a list of all Training Department With Contractor Kerper Jodi Pending Contracts Training Department With Contractor Kerper Jodi Pending Click the Contract number link and the Contract Details page will display Contracts List method From the Main Menu select LIST from CONTRACTS under the CONTRACTS heading i P RRESPOND ENCE This displays the Contract Search page Contractor users will see a list of all of their organization s contracts Notice the different fields in the list The table indicates background information a
103. onnel 10 000 00 9 500 00 19 500 00 table is based on the approved ENES eee miT budget modification request SubTotal 10 000 00 9 500 00 19 500 00 logged October 26 however there EEN is anew budget modification Contractual Consultant 0 00 500 00 500 00 request in process Travel Per Diem 0 00 0 00 0 00 Paumen 50 00 50 00 0 00 Note You may use the Contract Supplies 0 00 0 00 0 00 or Documents tabs to return to Other Expenses 0 00 0 00 0 00 these pages Use the CMS Main Sub Total 0 00 500 00 500 00 Menu to navigate to other areas Grand Total 10 000 00 10 000 00 20 000 00 besides the Contract Details To learn more about a budget BUDGET MODIFICATION HISTORY modification click the Date Logged link in the Budget i S m Modification History table 107272005 In Process The Budget Modification form OEE eel opens in a new window This shows you what the budget looked like prior to modification as well as the requested changes CONTRACT DETAILS Contract Number CONADMW3 Contractor Name Ajax Enterprises ontract Period 01 10 2005 To 30 09 2006 BUDGET MODIFICATION Local Share Matching Amount Budget Category Budget Amount Decrease Increase New Budget Amount Personal Services Personnel 410 000 00 500 00 0 00 9 500 00 10 000 00 Fringe Benefits 0 00 0 00 0 00 0 00 0 00 Click the Close button to return Sub Total 10 000 00 500 00 0 00 9 500 00 10
104. op of the page where the success message is currently displayed Try to resend the message If you are still unsuccessful contact your Program Manager NYS Office of Children and Family Services Communication within CMS Comments Prompts CMS CORRISPONDINCT Successfully crested correspondence CONTRACT OLTARS Contract e CONADMS Contract Period 90 01 2005 09 30 2006 Contract Amount 10 000 00 Task Type Contract CONTRACTOR DETAILS Contractor Ajax Enterpriter FHMAIL DETAILS From Kerper Jodi To Subject ATTACHMENTS Contract Management System Initiating Correspondence Concepts gt Communication within CMS There are two main ways of initiating Correspondence through CMS as a Contractor from the work page for a task you are performing such as a Budget Modification Amendment Renewal Contract Approval etc accessed through the Inbox or from the Contract Details page accessible through the Contract List to be discussed in Chapter 6 In both cases the procedure for launching the process is the same clicking the Send Correspondence button located on the page CONTRACT REVIEW MODULE CONTRACT PROPERTIES Contract CONAD14 Contractor Ajax Enterprises Period Begin 10 01 2005 Period En Amendment Type Original Reviewer Contract Amount 10 000 00 Local Mat SCHEDULE INTERACTIVE DOCUMENTS Appendix D interactive single page Insert Details BUDGET DOWNL
105. prises Contract Period 112005 To 30r2006 Feyjewer Kerper Jodi Document Type Budget Mod Number TOM 72005 aa Date Received Log 7 5 Contract Management System Managing Budget Modifications What You Do Comments Prompts The page 1s updated and a status BUDGET MODIFICATION LOG message appears at the top right Budget Modification logged Successfully side of the page indicating that you successfully entered the Contract Number CONADINS budget modfication request Contractor Name Ajax Enterprises Contract Period 10 1 2005 To 9 30 2006 Reviewer Kerper Jodi Any error messages will appear at the top right side of the page Document Type Budget Modification If you need assistance resolving Blidget Med Number 02 the problem contact your Date Received io272008 ill Program Manager Note Do not click the Log button again once you see the Budget Modification logged Successfully status message You will not be able to log any other budget modifications against this contract period for the contract until this budget modification is completed This completes the first step in the budget modification process mennen logging in the request The first mel ya eani o ninn reviewer in the budget modification schedule either you or another CMS user within your office will receive an email message indicating that there is an item in the Inbox to be processed You may use the navigation menu on the window
106. process The current PaymentCoding CMSADMIN 1 stage and which role is assigned it will appear with a Pending status NYS Office of Children and Family Services 8 11 Contract Management System Online Claims Logging an Advance As with processing an expenditure the first step in processing an advance is to log the request This provides a starting point for the process You will locate your contract and applicable contract period and then log an online claim request against it At the expenditure report page instead of selecting a claim type of Expenditure you will select a claim type of Advance This will create an ADVANCE contract task v Before you begin Log into CMS What You Do Comments Prompts From the main menu click the HOME CLAIM link under the LOG INBOX SCREEN heading CONTRACTOR DETAILS The Contract List screen will display LOG SCREEN CLAIM PROGRAM REPORTS BUDGET MODIFICATION CONTRACTS LIST CORRESPONDENCE SEARCH Locate the contract and period for which you want to log an advance and click AAA All Star AAA All Star AAA All Star AAA All Star AAA All Star AAA All Star AAA All Star AAA All Star AAA All Star AAA All Star AAA All Star AAA All Star AAA All Star AAA All Star AAA All Star AAA All Star AAA All Star AAA All Star AAA All Star Cras TMO4E10 osC0003 SALMOO3 SALMO05 DTOO000 SALMO05 AAADOO2 AAADOOS CLAIM11 ccccco AAAAOO AAAADO2 AAAAOO4 AAAADDS AA
107. pts THANK YOU CLOSE WINDOVY Viewing the Contract Document Package The View Contract button is used to open a window and display the Contract Package in pdf format The contract document contains many standard New York State and OCFS forms in addition to forms and information specific to the specified contract and your organization Any information that you have provided via the Interactive Documents section or documents that you have uploaded and are approved by OCFS staff and attached to the contract package will be accessible from here Viewing the Contract Documents v Before you begin Log into CMS You should be at the Contract Review Module page What You Do Locate the Contract section and the View Contract button Click the View Contract button CONTRACT View Contract A pop up window will appear indicating that the document is being temporarily downloaded to your computer You may also see a splash screen for Adobe Acrobat appear NYS Office of Children and Family Services Comments Prompts CONTRACT REVIEW WELL E CONTRACT FRHNPLE TILS Contract CONADIS Contractor hji Enterprires Priod Begin 1012005 Poriod Ered aos Amendment Typa Cetgirial Reviewer Stage With Contractor Contract AroUne 20 000 00 Local Match X pi OMITRACT Apperdie O irderacive single pagel inaen Diabaig BUDGET INFORMATION NEEDS TO BE EMTERET CVO CRA Dee TS UPLOAD DOCUMENTS Undoed Document mT
108. pts The Upload Document page is UPLOAD DOCUMENT displayed DOCUMENT PROPERTIES Date Uploaded Status Date Reviewed Reviewer Back Save SHOW EXISTING PDF Enter the Name of the document UPLOAD DOCUMENT you wish to upload and a brief Description Note You must enter both a Description Name and a Description vate iisloaded Status Click the Browse button to locate the document file Date Reviewed Reviewer Select Document f Bros sae SHOW EXISTING PDF 2x The Windows Choose File Choose file dialog box 1s displayed Navigate Look in E My Documents eE to the file you wish to add Eee My eBooks My Pictures Note Although this example depicts uploading a CMS Risk Matrix for the purposes of training you may wish to select whatever file you downloaded in My o Task B 2 T My Computer The File Name will be selected a automatically The only change TE Fie name CMS Risk Mati l you should make to the file name TE ies 0 type All Files 2 is the addition of a revision number Click the Open button NYS Office of Children and Family Services 5 17 Contract Management System What You Do The Select Document field will now show the file path for the file you selected Click the Save button Note The Show Existing PDF link will let you see the file that was uploaded A status message will display in the upper right corner of the page T
109. pyright 1987 2003 Adobe Systems Incorporated and its licensors All rights reserved See the complete patent and legal notice in the about box Protected by U S Patents 4 837 613 5 050 103 5 185 818 5 200 740 5 233 336 5 237 313 5 255 357 5 546 528 5 625 711 5 634 064 5 729 637 5 737 599 5 754 873 5 781 785 5 819 301 5 832 530 5 832 531 5 835 634 5 860 074 5 929 866 5 930 813 5 943 063 5 995 086 5 999 649 6 049 339 6 073 148 6 185 684 6 205 549 6 275 587 6 289 364 6 324 555 6 395 350 6 408 092 6 411 730 6 415 278 6 421 460 6 466 210 6 507 848 6 515 675 Patents Pending Contains an implementation of the Levy algorithm a A Initializing FA api 1118 13505 5216 0112 1881 Adobe 5 14 Contract Management System What You Do Comments Prompts Click in the fields that are blank The system will automatically subtotal and total the and provide the budget amounts information H Save a Copy amp Bl iQ OILO 118 i APPENDIX B DGET SUMMARY Rev 1 8 02 Bookmarks The purpose of this form is to document tha A for the proposed project Indicate the amount of funds being requested to support the proposed proje der OCFS Funds hare Ls atch Expense Catego ppNcable OCFS Funds Total Project Cost Signatures Oo A Personal Services 1 Project Staff Salaries 2 Fringe Benefits 3 Total Lines 1 2 Non Personal Services 4 Contractual Consulta
110. r them Question Answer Confirm Answer New York State Directory Services User Administration Henry User Your directory entry has been successfully modified Die of hiban asa F amih Senden COHERE A RAT r E CRS LHT Pi hihat bii DAD vA A AARNA 17 Welcome to the Contract Management System Soe EET m iai agaman fia papra ae es AA Birmada piem Fy a ari mi a ad ror Tii ate iir a Tik Lara i Ti mip ae je ee Apay ee n ei ie h ee rita ani ae bee ee gree Ty h s hl fou ren a B ey ey ie ON on ie ee eg i eraen AAE P ENEE Sema iaa pka Fea ARAA E E ingens R a R A ined i na py epai ry e aie i DEOK E ron sillier phia by paum Mowe tems Bary cick watered seeps ig Tee Pe Coe le pera Deka ar Aiea Led e a Na i s ni 4 ae sry rt plait rake reg el rn rere bi Maum eed rep ate ele Pup ore bone E pa epee es es Pra ae euni p a na mee pene samea t i A i lieig lira at Hy ara biti DAQ Heip Lims AW at 2 4 Contract Management System Accessing the System Logging out of the Contract Management System v Before you begin You should already be logged into CMS What You Do Click the LOGOUT link at the top of Comments Prompts the CMS Main Menu located on the User Connie CONSER LOGOUT upper left side of the page You are logged out of the system HOME INBOX Note If you see a pop up window asking if you are certain you wish t
111. rd The Contract Periods are Term From 10 1 2005 Term To 9 30 2010 section indicates if there i CONTRACT PERIODS are multiple contract ae 10 1 2006 9 30 2007 In CMS the original periods The field in reverse text blue AMENDMENTS contract is known as Initial under background is the active 7 7 Amen P ai Type The contract period Click the Petals sbi labs Aaen aes a other contract period field Nias EEA spl to see information on that Contract CONADM3 Contract Period Status Approved display any amendments to the contract period Contractor Name Ajax Enterprises l l contract Click the The Contract Period Info ntract Term From 10 1 2005 To 9 30 2010 Details link for section shows both Contract Period From 10 1 2005 To 9 30 2006 nionmationron Contract Period and Term A informati n Award Date 10 01 2005 Amount 10 000 00 amendments other than l Approval Date 10 26 2005 the initial amendment FINANCIAL SUMMARY The Fi ial S Total Contract Amount 10 000 00 Unencumbered Balance 2 000 00 e Financial Summar section offers financial y Encumbered to Date 8 000 00 Total Advanced 0 00 data on the contract Contractor Expended to date 2 000 00 Advance Recouped 0 00 including encumbered Paid to Date 2 000 00 Advance Receivable 0 00 amount paid amount Encumbered Balance 6 000 00 Retainage Balance 0 00 advances recoupments and total Contractor expenditure to date If you are trying to find out how much money is currently av
112. review schedule Typically this person will be the OCFS staff person in charge of your contract the Program or Contract Manager Below is an example of a typical contract management process after the contract has been awarded CONTRACT SCHEDULE TYPES SCHEDULE TYPE ONLINE C STANDARD USERISIG CONTRACT Initial Award PROGRAM 0 M Request Coding BCMAC MIM 0 E With Contractor CONMUSER 30 M Program Review PROGRAM a4 E Notice the two Contractor stages Internal F evige 24 E With Contractor Internal Review BCM ACMADMIN 29 N and Package to Contractor for internal Review Budget BUDGET 24 M Signature The latter stage must 777 internal Review Legal LEGAL 24 E be completed by a Request Coding 2 ACMADMIN 0 N Contractor staff i person with Package to Contractor for Signature CONSIG Fj E a Naan OCFS Signature amp Processing BEMAD MIN z M authority AG BEMAD MIN 13 lJ Request Coding 3 BUDGET pi i Al 340 Processing BCMA MIN E JSC BEMAD MIM tS M TOTAL DAYS IN SCHEDULE 150 As demonstrated by the image above the Contractor is only directly involved with two stages of the process the With Contractor stage which reflects all of the activity on the Contract Review Module page that the CONUSER role is responsible for and the Contractor Signature stage for which someone in the CONSIG role has responsibility Each of the main review stages must be completed before the next one can begin Even though a contract renewal
113. rotected by U 5 Patents 4 837 613 5 050 103 5 185 818 5 200 740 5 233 336 5 237 313 5 255 357 5 546 528 5 625 711 5 634 064 5 729 637 5 737 599 5 754 873 5 781 785 5 819 301 5 832 530 5 832 531 5 835 634 5 860 074 5 929 866 5 930 813 5 943 063 5 995 086 5 999 649 6 049 339 6 073 148 6 185 684 6 205 549 6 275 587 6 289 364 6 324 555 6 385 350 6 408 097 6 411 730 6 415 278 6 421 460 6 466 210 6 507 646 6 515 675 Patents Pending Contains an implementation of the Levy algorithm a AN j Initializing FS api 1118 1505 5216 0112 1881 Adobe NYS Office of Children and Family Services 5 9 Contract Management System What You Do Comments Prompts The interactive Adobe pdf file Observe that the document may have multiple that you need to fill out opens in pages a new window F E http usertest ocfs state ny us cms ShowPDF aspx id 11 8 cDocld 255323 Sele Save a Copy gy zs i al Review amp Comment Fad sign M T Select Text E R PF a 66 amp APPENDICES O DCF CENTRAL OFFICE USE OMLYF INDVIDUAL PROGRAM SPPLCATION Implementing Agency oo O Program miel o o O mgency Lo Sreetaccress L_ emo tate Jeco Ld Se 7 TELEPHONE NUMBER Bookmarks LI Board Chairperson DONTACT PERSON L TELEFHONE HUMBER wt comfi Pa La sisnatd a 5 5x11in La UL gi Lill PF WH aad a Internet Complete the document filling in all requested information You w
114. st the source do not open or save this file What s the risk The Windows Save As dialog Save As box opens Notice that the File Save in E Desktop 4 O fem name is automatically provided E KE Documents Se cassrtertos 2 Y My Computer Rapid eLearning Develc for ees My Recent my Network Places BH Ajax report 2 doc Documents 3 25in _wide agency info Navigate to the location where Bl oumes you wish to save the file awards 51 Branding io bud mod images Note For training purposes 4 pai corremoncanca mage i oree Developers Journal Ar please save the file on the Getesrningcuild Conference INQ for Tim Desktop PE ie sructional Design References My Computer Pit Click the Save button is File name CMS instructions doq Microsoft Word D ocument The file is saved to your computer and the Save As window is closed NYS Office of Children and Family Services 5 8 Contract Management System Accessing and Completing an Interactive Document Interactive Documents are contract documents that need to have information filled in by the Contractor They are similar to Download Documents except the documents are completed online using an interactive Adobe pdf file You will fill in the information requested then click the Submit button located within the document The completed document is incorporated within the contract document package and contains the information you provided Later
115. stem Online Claims Viewing Claim History History about pending and processed claims is maintained within CMS You can access this information via the contracts screens Viewing Claim History v Before you begin Log into CMS What You Do Comments Prompts From the main menu click the CONTRACTS List link under the Ta CONTRACTS section CONTRACT LIST Select the link for the contract whose claim history you want to view p 10 01 2006 OCPRO12 BBB Child Care 123456789 100 000 00 100 000 00 09 30 2009 10 01 2006 OCPRO16 BBB Child Care 123456789 100 000 00 100 000 00 09 30 2009 10 01 2006 OCPRO20 BBB Child Care 123456789 100 000 00 100 000 00 09 30 2009 10 13 2006 APOO00 BBB Child Care 123456789 100 000 00 100 000 00 10 12 2012 10 01 2006 C025103 BBB Child Care 123456789 100 000 00 100 000 00 09 30 2007 Click on the Claim History CONTRACT DETAILS button on the Contract Period CONTRACT DOCUMENTS BUDGET Infi O tab CONTRACT GENERAL INFORMATION Contract ONLINE Status Approved Contractor Name BBB Child Care Project Name Award Term From 40 01 2006 Term To 09 30 2009 CONTRACT PERIODS 10 01 2006 09 30 2007 SCHEDULE show hide AMENDMENTS Details Initial Approved CONTRACT PERIOD INFO Contract ONLINE Contract Period Status Approved ontractor Name BBB Child Care C tract Term From 10 01 2006 To 09 30 2009 ContXct Period From 10 01 2006 To 09 30 2007 Award D te 10 01
116. t date use the DD MM YYYY format or you may click the calendar button to select a date from the pop up calendar Calendar Navigation Note Use the chevrons arrows to move through the calendar Click the double arrows pointing to the left to move back one year Click the single arrow pointing to the left to move back one month Click the single arrow pointing to the right to move forward one month Use the double arrows pointing to the right to move forward one year Click the desired date This closes the calendar and automatically fills the Date Received field with your selected date Enter the desired Date Received and the Budget Mod Number Budget Mod Numbers should be 2 numbers sequential starting with 01 and progressing to 99 You may not enter a Date Received value that is outside the contract period or in the future Click the Log button NYS Office of Children and Family Services Comments Prompts BUDGET MODIFICATION LOG Contract Number COR ACS Contractor Name Ajax Enterprises Contract Period 1 1 2005 To 9430 2006 Reviewer Kerper Jodi Document Type Budget Mod Number Budget Modification 102772005 om x E x s Today gt gt wk Sun Mon Tue Wed Thu Fri Sat 39 1 40 2 3 4 5 6 T 5 41 9 10 11 12 13 14 15 42 16 17 18 19 20 1 2 43 23 24 25 260 27 20 29 44 30 3l Select date Date Received BUDGET MODIFICATION LOG t Number CON ACS Ajax Enter
117. te Network Intranet for OCFS staff CMS is based on the current business rules for processing contracts Instead of managing contracts through a paper based system OCFS staff and Contractors use CMS to transmit data from one organization and or person to another review and comment on contracts and manage tasks related to ongoing contracts such as expenditures budget modifications amendments and renewals Most importantly CMS assists in project management by tracking these scheduled tasks The Contractor view of CMS is divided into modules each accessible from different system menus These categories include e Announcements e Inbox and Contract Review Module entering budgets filling out forms online transferring files online signing of contracts Contractor Details Contracts Budget Modifications Correspondence NYS Office of Children and Family Services 1 2 Contract Management System Introduction to the Contract Management System Contractor Roles The specific functions that you can perform on the system are based on a group of roles and privileges assigned to your individual CMS account Furthermore your ability to perform a function at a specific time is dependent upon the contract management schedule that is designated for specific types of contracts There may be limitations on the functions that you can perform within each module based on your account For example the CONSIG role is designated as the user who can electro
118. ted documents that need to be downloaded from CMS to your computer for completion at a later time Once these documents have been updated they need to be added to CMS or uploaded There may also be documents you need to put in the CMS system that originate with you the Contractor These documents can also be uploaded to CMS Documents are added via the Upload Document link You select the file that you wish to add and it is copied to CMS OCFS reviewers such as your Program Manager will review the documents and approve them or send them back for additional revision The Program Manager can add approved documents to the contract package Uploading Documents v Before you begin Log into CMS You should be at the Contract Review Module page What You Do Comments Prompts CONTRACT REYICW KODULE Locate the Upload Documents section Click the Upload n Document link senate ee Contractor Aji Enterprises UPLOAD DOCUMENTS Upload Document Period Begin TALON 5 Period End eT Ayn Amendment Type Original Reviewer Stage With Contractor Contract Amauri 310 000 Lital Malohi 3 wl SCHEMILE sioner bute INTERACTIVE DOCHIMFHTS CONTRACT Vima Contract LALA DCU IS UPLOAD WUMAC S Unload Document neinictions Ldanload J Wik Funding Juil Cover Page Downloac Risk math Diliga Sond Cormespormbir i Complete NYS Office of Children and Family Services 5 16 Contract Management System What You Do Comments Prom
119. tes button at the bottom of the page and follow steps 4 7 Send Correspondence Notes Cancel Process e Notes box opens at the As with other text boxes in CMS you cannot use the bottom of the page Type your backspace key note in the Comments field b Total ___500 00 so0 00 o oo 1000 00 iso000 0 00 ST A AC ATT E oF HOTES Comments Shifting funds to a subcontractor Click the Save button NYS Office of Children and Family Services 7 9 Contract Management System Managing Budget Modifications What You Do Comments Prompts The Note is saved to the Budget The status message at the top of the page indicates Modification the Note was successfully saved BUDGET MODIFICATION NOTES SAVED SUCCESSFULLY CONTRACT DETAILS Contract Number CONADM3 Contractor Name Ajax Enterprises Contract Period 10 01 2005 To 09 30 2006 NOTES show hide BUDGET MODIFICATION Budget Category Budget Amount Balance Decrease Increase New Budget r e Annan Personal Services 1000 0 00 9500 00 10000 00 Personnel 9500 00 Fringe Benefits 0 00 0 00 0 00 0 00 0 00 0 00 Sub Total 9500 00 7500 0 00 0 00 9500 10000 Non Personal Services 7 Contractual Consultant 500 00 500 00 0 00 100000 soo 0o 0 00 Travel PerDienf 0 00 000 ooof ooo 000 0 00 Equipment o oo 0 00 m oo ooo C ooo 0o00 Other Expenses 0 00 0 00 0 00 0 00 0 00 0 00 a
120. teson tetvcnetsaseaaccatesd ty leneshasunvcaceteavuaauescuaesyoeausdcucosecss cteusavantscees pvasauascsesevsuetenmnmneanreeietienseaverions 9 1 Chapter 92 Pros rani Repons A ON MNCs e a ean uen ah daianes sherds teolebdawiaks r tanta lave ahead S 9 2 APPEND Anosa ues du ccs uatuceave wseenvaena cot edupumatetieuensecauceuvenvacivechouwenureuanes sie neveeetecaseleckiuoeeeecerangtiays A 1 ING VISITOR TIS ORY alee esiaussnaniabistt EE T OEE danmehcinuaideilc NE AEE ed ot cies roa vawh as lavashainanny E A 2 NYS Office of Children and Family Services Contract Management System Introduction to the Contract Management System C HAPTER 1 introduction to the Contract Management System Topics a Understanding the Purpose of the Contract Management System b Learning about Contractor Roles NYS Office of Children and Family Services 1 1 Contract Management System Introduction to the Contract Management System Chapter 1 Introduction to the Contract Management System Understanding the Contract Management System The Contract Management System CMS is an automated system used by the New York State Office of Children and Family Services OCFS to make processing contracts easier and more efficient The system coordinates communication among Contractors OCFS Program staff the Bureau of Contract Management BCM staff and other agency staff It is a secure browser based system accessible to Contractors via the Internet and through the Sta
121. the period have been incurred and paid for and have not been previously appear at the bottom of the claimed and that such expenditures are proper and necessary for the program screen This is the equivalent of Accept Decline signing the expenditure on paper To sign the expenditure click the Accept button If you have any issues that would prevent you from signing the expenditure leave the Decline button If you did receive an error checked and either correct the issues or contact your message after clicking the Run Program Manager via the Correspondence Module Edit button correct the error if whose link is displayed at the bottom of the screen possible then click the Run Edit button again If you cannot resolve the issue contact your Program Manager via the Correspondence Module whose link is displayed at the bottom of the screen After you click the Accept button to electronically sign the claim the Process button in the lower oe right corner will be enabled Print allowing you to complete this stage of the claim s processing Click the Process button You will then see a message that Process operation successfull your claim completed its current stage By selecting the Schedule eae aes Information link you can see that the claim has been signed by Contractor CONUSER 10 23 2007 1 0 Complete A A BCM1 CMSADMIN 10 23 2007 1 0 Pending you and where the claim is in the Speen rery eT approval
122. tive Services With Contractor Connell Rich CONADMIN Pending 96 EXPEN JULYOO4 Administrative Services With Contractor Connell Rich CONADMIN Contract Pending 73 CTIRCT C870406 Administrative Services With Contractor Signature Joe CONSIG Pending 0 EXPEN xY ZO001 Administrative Services With Contractor Connell Rich CONADMIN Contract Pending 1 CTRCT C9370404 Administrative Services With Contractor Signature Joe CONSIG Pending 0 RENEVY 000001 Administrative Services With Contractor Gunda Aravinda CONUSER Pending 0 AMEND DEMOO0S Administrative Services with Contractor Gunda Aravinda CONUSER Pending 0 CTRCT LISADO Day Care Contractor Signature Signature Joe CONSIG Pending 0 CTRCT LISA224 Day Care With Contractor Gunda Aravinda CONUSER Pending 0 CTRCT LISA123 Day Care With Contractor Gunda Aravinda CONUSER Pending 0 CTRCT JANOO01 Day Care With Contractor Gunda Aravinda CONUSER Pending 0 CTRCT 12341AN Day Care With Contractor Gunda Aravinda CONUSER Pending 0 CTRCT LISA222 Day Care With Contractor Gunda Aravinda CONUSER Pending 0 12 Tasks that need action by anyone in your organization will be listed in the Inbox The person and their role that is needed to work on each task is listed in the Reviewer column If you have more than one page of tasks page numbers will display at the bottom of the list that will jump to different pages when selected NYS Office of Children and Family Services 3 4
123. tractor users who function in one of the above roles will have tasks delegated to them through schedules They will also receive email notifications and CMS correspondence related to these tasks NYS Office of Children and Family Services 1 3 Contract Management System Accessing the System C HAPTER 2 Accessing the System Topics a Accessing the Contract Management System b Adding Shortcuts and Favorites for CMS NYS Office of Children and Family Services 2 1 Contract Management System Accessing the Contract Management System Contractors access CMS via the Internet using a web browser It is strongly suggested you use Microsoft s Internet Explorer version 6 0 or higher Additionally you will need to have Adobe Acrobat Reader 7 0 or higher free via the Internet installed on the computer you will be using to access CMS Accessing the System If you use an Apple computer you will need to use Apple Safari version 2 0 and Apple Preview version 3 0 You can substitute Apple Safari wherever Internet Explorer is referenced in this manual CMS uses an Internet web address with secure hypertext transfer protocol HTTPS enabled HTTPS is similar to the normal web browsing protocol except it also uses a Secure Socket Layer SSL which is an encryption protocol Most implementations of the HTTPS protocol involve the exchange of private information Accessing a secure server often requires some sort of restricted registration
124. ts Saving Files to Your Computer v Before you begin Log into CMS You should be viewing the Contract Review Module page What You Do Comments Prompts CONTRACT REVIEW MODULE Locate the Download Documents section Click the CONTRACT PROPERTIES Download link for the document you wish to save to your INADTS computer 510 SCHEDULE show hide porera DOCUMENTS CONTRACT Appender D interactive single page Insert Details View Contract DOWNLOAD DOCUMENTS RUDGE Enter Duchet Details Instructions Download Satis can uoan oocumens otond Dakia Funding Just Cover Page Download a aes Dow 194 Risk matrix Download Risk matra Duwniga Send Correspondence c Note As indicated earlier the Instructions document will be available for each online contract and should be immediately downloaded and reviewed after opening the Contract Review Module page for the first time for a contract NYS Office of Children and Family Services 5 7 Contract Management System What You Do Comments Prompts F The File Download window in Download opens on the screen Do you want to open or save this file Click the Save button Note The window may display a warning reminding you that the file is being transferred to your computer and you should be certain the file is from a safe source which it is While files from the Internet can be useful some files can potentially harm Your computer IF you do not tru
125. u based on task you might be doing You may use the default Subject line or type in your own text NYS Office of Children and Family Services Communication within CMS Comments Prompts CMS CORRESPONDENCE CONTRACT DETAILS Contract CONADMAS Contract Period 10 01 2005 09 30 2006 Contract Amount 10 000 00 Task Type Contract CTOR DETAILS Contractor diax Enterprises EMAIL DETAILS Contractor iy JODI KERPER BCC Subject Ajax Enterprises Initial Contract Messagg ATTACHMENTS Browse Browse Browse Send Reply Contract Management System Communication within CMS CMS CORRESPONDENCE What You Do Comments Prompts Type the text of the Correspondence in the Message text box CONTRACT DETAILS Contract CONADM3 Contract Period Note As with other message fields in the system the backspace function is disabled You will need to move your cursor to move backward in the text or select the text and use the Delete key to delete it Including Attachments a If you wish to include a file as an attachment click the Browse button Note that you may send up to three attachments with the message b The Windows Choose file dialog window appears Locate the file you wish to send and select it Make sure the file name appears in the File name box Click the Open button c The Choose file window disappears Notice that the file you selected is now list
126. u to a Contract Review or Budget Modification page 4 5 each one representing a different page available for view You would click the number to move to that page CMS INBOX Connell Rich C OMAD Wil Connell Rich O OMAD Wilh Connell Rich C OMAD Wi Connell Rich CONAD MI Connell Rich O OMAD Mir Connell Rich O OMNAD MIM Connell Rich O OMAD MIM Connell Rich O OMAD MIM Connell Rich O OMAD MIM Signature Joe CONSI G Connell Rich O OMAD MIM Signature Joe CLONS G Gunda Sravinda CONSER Gunda Aravinda CONUS ER Signature Joe FONSI Gunda sAravinda COMUSER Gunda SAravinda PCOMwseR Gunda SAravinda COMUSER Gunda SAravinda PoOMwseR Gunda sAravinda CONSER Pending Pending Pending Pending Fending Fending i ita Fending I i a Fending I J tl Contract Fending Fending Contract Fending Fending Fending Pending Pending Pending Pending Pending Pending O oja aea o ajaa Pending The number located at the bottom left side of the page indicates that there are two pages of information to view NYS Office of Children and Family Services The Inbox entry displayed in the manual is an example of what you might see at a given time in the Inbox The contents of the Inbox depend on what items need to be processed Contract Management System CMS Main Menu In addition to the Inbox there are other items available to users via the Home Page
127. undergoing renewals or amendments If you know how to work with the Contract Review Module for a new contract you will know how to work with it for other Inbox tasks that open to this page when selected Note The Send Correspondence button should be familiar to you from the previous lesson Note The names of the appropriate links or buttons to take action for each section is listed in parentheses next to the name of the section Interactive Documents Insert Details Contract View Contract The These documents open as interactive Adobe View Contract button opens the pdf files The user completes the document official contract document online and saves changes via a Submit button package in pdf format allowing Budget Enter Budget Details The Enter Budget Details button opens the budget for your contract online You will enter the amounts for the various lines of the budget including any matching funds located within the document The completed you to view the contract document is added to the contract document document package package and submit the budget through the interactive Adobe pdf file Note The message BUDGET INFORMATION NEEDS TO BE ENTERED will disappear once the budget is submitted online CONTRACT REVIEW MODULE Contract Properties ONTRACT PR This section Contract provides background CONAD14 Contractor Ajax Enterprises information Period Bagin 09 30 2006
128. ur Budget Modification is rejected by OCFS you will receive CMS Correspondence reflecting this with directions for the appropriate actions to take Managing Budget Modifications Comments Prompts GOUPGET MODIRICATION OES SAVE COO CNL COMMAACT TATS Contractor Name Ades Petarprines EPA LRA LI Contract Humber COMA ontrack Period TAA Ti WOTES chow hlds USGL PODU PEA TH Local Share Riniget Category Budget Amaunt Balance Dacrease Increase Mevs Budget Amount Matching Amount Personal Services Personnel T T 1000 n 10000 00 Finge Banat ooo o oo 0 000 Sub Total Sc Non Personal Services E ah ornsultart S000 00 00 7 0 00 Lann ma S00 00 oan TraveliPer biem vof vw oof ooo ooo ow Equiament mma D00 1 00 ooo o oo unplies ooo mool ooo 0 000 iis 0 00 Sub Total Total BUDGET MODIFICATION BUDGET MODHIC ATION STAGE PROCESSED SUCCESSFULLY CONTRACT OLTARS Contract Number CONAD intractor Name Ajex Erterprices Contract Period 10 01200 To TEASA WOTLS how I hile BIDGET MODIFICATION Local Share Budyet Category Budget Amount Balance Decrease Increase New Budget Amount Matching Amount Personal Services arsonnal 1000 0 00 10000 00 Fringe Benefits oof oof 000 0 00 00O 000 Sub Total ry 0 Non Personal Services t 0 00 1000 00 00 0 00 0 00 0 00 Equement non w00 0 00 0 00 f 00
129. ut a specific program report The Program Reports screen aaa opens showing details about the Back selected report CONTRACT PROPERTIES Contract CATOOO2 You can view the Program Report Contractor AAA Enterprises e Period Begin 06 01 2008 Period End 05 31 2009 by clicking the View Program PROGRAM REPORT PROPERTIES Report button The report will Report Type INTERIM Due Date 09715 2008 open in a new window for ou to Repor Period 08 01 2008 08 31 2008 p i Received Date 11 01 2007 Status PENDING review You can close the window CHANGE HISTORY by clicking on the X in the upper right corner of the window REPORT TYPE DUEDATE REPORTPERIOD UPDATEON REVIEWER COMMENTS SCHEDULE Click the Back button to return to the Program Reports list Contractor a CONUSER 11 01 2007 11 01 2007 1 0 0 Complete showing information about all of Programi Abbott Bud CMSADMIN 11 01 2007 1 0 0 Pending the scheduled program reports for h t t d VIEW PROGRAM REPORT the contract period al UPLOADED DOCUMENTS August 2008 Program Report 11 01 2007 Pending View Fj http usertest ocfs state ny us cms GenerateProgramReport aspx id 332 Microsoft Internet Explorer O x SB esre aaeei 7 Ha Fina z CPS DV PROGRAM REPORT TEMPLATE COVER PAGE CONTRACTOR NAME AAA Enterprises CONTRACT NUMBER CAT0002 PROJECT TITLE Test Project REPORT PERIOD QUARTER EXPENSES VOUCHERED THIS QUARTER E Done ff Unknown Zo
130. ved Contractor Name AAA Enterprises If there is more than one period Project Name for the contract make sure you pie Term From 06 01 2007 Term To 05 31 2012 have selected the right contract CONTRACT PERIODS period before clicking on the gt SRI 06 01 2008 05 31 2009 Program Reports button es Details Initial Approved CONTRACT PERIOD INFO Contract CATOOO2 Contract Period Status Approved Contractor Name AAA Enterprises Contract Term From 06 01 2007 To 05 31 2012 Contract Period From 06 01 2007 To 05 31 2008 Award Date 06 01 2007 Amount 100 000 00 Approval Date 06 15 2007 FINANCIAL SUMMARY Total Contract Amount 100 000 00 Unencumbered Balance 0 00 Encumbered to Date 100 000 00 Total Advanced 0 00 Contractor Expended to date 50 000 00 Advance Recouped 0 00 Paid to Date 50 000 00 Advance Receivable 0 00 Encumbered Balance 50 000 00 Retainage a NYS Office of Children and Family Services 9 15 Contract Management System Program Reports Online The Program Reports screen PROGRAM REPORTS opens showing information about all of the scheduled program INTERIM 1812007 aoo AGED APPROVED Details reports for the contract period nan ae INTERIM 4130 2007 03 34 2007 BASED APPROVED Details 04 01 2007 DUE DATE To view the details about a INTERIM 713112007 06 30 2007 BASED WAIVED Details specific report Click the Details FINAL aaao aa e Berm tsa Details link in the View column to see details abo
131. ves the organization The Comract Developer and Contract Signatory Authorizaton Form must be submitted to Geleie as well as to add authorized users This form can be found by clicking on the link provided below The form requires an original Signature therefore A cannot be subrnitted online Please mail cormpleted euthorizeten forms to Mr Wiliam Gaudetle at the address inditated in the instructions Announcements Instructions EAQ Help Line 18 474 8156 The Main Menu is the main navigation method within CMS system The Announcements and Instructions sections should be viewed each time you log in to the system to check for broad but relevant information from OCFS to all CMS users The Inbox section tells you if you have any pending tasks awaiting your attention NYS Office of Children and Family Services 3 2 Contract Management System Navigating the System Introduction to the Inbox Click Inbox from the Main Menu to enter the Inbox The Inbox is where you will go to access the functions associated with successfully completing contract documents and processing additional contract information and tasks There are two ways to access the Inbox 1 from the Main Menu or 2 by using the Inbox link within the Inbox area The Inbox area also advises the user if there are items awaiting action Main Menu Inbox Area HOME INBOX CONTRACTOR DETAILS LOG SCREEN BUDGET AWODIFIC ATION CONTRACTS LIST CORRESPONDENCE
132. wers through messages in red at the top of the budget modification or expenditure review page if a budget modification 1s in progress at the same time that an expenditure is in progress It is important to understand that a budget modification that is approved while an expenditure claim is under review may affect the claim approval process due to changes in funds available for specific budget line items Logging a Budget Modification Request Concepts gt The first step in the online Budget Modification process within CMS is to log in the request This provides a starting point for the process You will locate your contract then place a budget modification request against it Only one budget modification request per contract may be in operation at any given time Note Budget modification requests can only be filed against approved contracts For example if you are working on a contract that has just been awarded and has not been finalized Contractor OCFS and OSC signature you would not be able to submit a budget modification request Task B 1 Logging the Budget Modification Request v Before you begin Log into CMS Note For training purposes you will be working with the approved contract assigned to you by your instructor What You Do Comments Prompts Locate the menu choices on the left side of the page HOME INBOX Click the BUDGET MODIFICATION link locat CONTRACTOR under LOG SCREEN DETAILS LOG SCREEN l BUDGET
133. xed with RE You may send a blind carbon copy BCC to colleagues who work for your organization If available their names will appear in the Contractor list box Select the person s name and click the BCC button Note To select multiple persons select the first name then click the Shift key and select the next name Type your message in the Message box If you want to include an attachment click the Browse button Otherwise click the Send button to proceed NYS Office of Children and Family Services Communication within CMS Comments Prompts CMS CORRESPONDENCE CONTRACT DETAILS Contract PECHEO5 Contract Period 02 01 2006 01 31 2007 Contract Amount 10 000 00 Task Type Contract CONTRACTOR DETAILS Contractor Aardvark Solutions Ltd EMAIL DETAILS Contractor or Harding Dick JOE SIGNATURE ARAVINDA GUNDA BCC Subject IRE Aardvark Solutions Ltd Initial Contract Message a Ei ATTACHMENTS _Browse Browse P Browse Send Reply Contract CMS CORRESPONDENCE COHTRACT DETAILS Contract PECHEO5 Contract Period 02 01 2006 01 31 2007 Contract Amount 10 000 00 Task Type Contract CONTRACTOR DETAILS Contractor Aardvark Solutions Ltd EMAIL DETAILS Contractor TOM Harding Dick JOE SIGNATURE ARAVINDA GUNDA Bcc Subject RE Aardvark Solutions Ltd Initial Contract Message Here is the information you requested ATTACHMENTS _Browse
134. y this is someone from the Program office supervising the contract The form contains the existing budget information along with the changes requested by you The Program person logged the budget modification request and began processing the form Prior to the launch of CMS this procedure occurred largely on paper With the launch of CMS last year Program and BCM staff were able to enter the budget modification data directly into CMS and process the budget modification online The ability to log and manage budget modifications online 1s now extended to contractors Instead of sending the paper form to OCFS you will log your budget modification request directly within CMS Logging the budget medication request launches a budget modification review schedule referred to within the Inbox as BUDMD You or someone in your office who is assigned to the budget modification review schedule within the system will then enter the budget modification data You will submit this data to OCFS through the system where it will be reviewed by internal reviewers The first layer of OCFS internal review after you submit the online budget modification request is usually someone from the Program office After Program staff have reviewed and approved the information online they send it on via the system After the Program review stage s within the schedule have been completed an Inbox entry appears for the next person in the review chain such as a BCM user The proc

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