PRISM Construction User Manual - Metropolitan St. Louis Sewer
Contents
1. METROPOLITAN ST LOUIS SEWER DISTRICT PRISM USER MANUAL CONSTRUCTION PROJECTS MONTHLY INVOLVEMENT REPORTING Revised November 16 2015 TABLE OF CONTENTS Loseime mio PRISM Tor the First Maines icccnsetitacec tence racatn aie t wd anakte E N ies 3 Introduction he PRISM MO GUI 6S xcsss6 ses cis E E ane aed ieee eure 4 Meaniaetn Usor Pr OMe etur a ncantetis a a pean dams sucess aeoa taba sande Quatre aan O boone 7 Responsibilities of the Primary Default Account Holder ccccccccccccceceesseeeecceeeeeeaaeessecceeseeeeaeeeseeeceeseeeaaas 9 Modi yms Your Company Proitle Mormann snare A 10 Submitting Prime Payments to Subs Involvement Reporting esssessssseeesssssssssseerssssssssserressssssssceresssssseeeerees 11 Additional Notes Tor PRISM UGES ea E A ete aaa ete ens 14 Logging into PRISM for the First Time To access the PRISM Portal please visit www pro prismcompliance com As a new user you will need to log into the system by following these steps 1 For the User ID enter your MSD Vendor Number a This number will be provided to you by MSD b This number will continue to be the primary account s User ID 2 For the Password enter your MSD Vendor Number again and click Go a You will only complete this step once since you will be changing the password in the next step Baltimore County w s and Events 2014 R1 Enhancements 1 Branded URL amp Pages for Organizations Gives organizations the2. po IS Metropolitan St Louis Sewer District c After you click to choose the desired contract you are able to list past payments to your subcontractors or report payments to subcontractors Involvement Reporting MSD Metropolitan St Louis Sewer District Contract Compliance for 130560 Add Activity st Louis MSO News amp Events Prime Contractor Payments to Subs 3 Labor Compliance a In the Labor Compliance module you can perform the following tasks i Assign Employee Classifications ii Payroll Management i1 Manage Workforce Reports MSD Metropolitan St Louis Sewer District Company Search Payroll Management en Seen Manage Workforce Reports a ee ee Se eee 4 Administration a Inthe Administration module you can perform the following tasks i Manage User Profiles ii Manage Employee Profiles iil Manage Vendor Profile sv Metropolitan St Louis Sewer District View Edit Add User Profile View Edit Add Information about Employees View Edit Information about Vendor Company Administration Managing User Profiles Your company may have more than one person utilizing the PRISM software system PRISM allows up to 5 user profiles to fit those needs To add a new user please complete the following steps 1 Click the Administration tab eee contre maaan me camanee Cirno D E st Louis MSD News amp Events E st Louis MSD Workshops 2 Click the Manage User
3. ability to personalize 3 You will now be prompted to change your password from the temporary password to a password of your choosing a The screen may look like it has not changed but see the below screen shot b You will enter your new password once and then again as confirmation The password must be at least 8 characters in length and must include letters and numbers c Press Go You will be directed to the Dashboard for your company City of Emerald bod Ea News and Events MSM 2014 R1 Enhancements a Branded URL amp Pages for Organizations Gives organizations the ability to personalize initial PRISM page pre login 2 Performance Score Card Evaluate vendors performance on contracts based on Please Note When logging into the system you only have 3 chances to attempt logging in before the system locks your account If you are unsuccessful after your second password attempt please click the Need Logon Help link and you will receive an e mail that allows you to reset your password Introduction The PRISM Modules PRISM houses four distinct modules Company Search Compliance Management Labor Compliance and Administration Please read the following to gain a better understanding of the functionalities of each module 1 Company Search a The Company Search module allows you to find companies using specific criteria b On the Filtered Search tab of the Company Search module you can search fo
4. Profiles button FREES a opolitan St Louis Sewer District MISB Metropolitan St Louis Sewer District a Company Search View Edit Add Information about Employees Labor Compliance View Edit mteaa Slane Company 3 Click the Add New User button Information saved Contractor Users User ID User Name Role Unlock Reset Password Edit Delete 130560 Katlynn Woodruff Contractor Default Vendor User Reset Password Edit User Default Vendor User Generate New Digital Signature marnita Marnita Spight Contractor Lock Reset Password Edit User Del Administration E st Louis MSD News amp Events lt lt Back to Administration Menu E st Louis MSD Workshops 4 Fill in all information as required on the Add Contractor User tab and press Save a Unlike the primary account s User ID these User IDs can be anything you want for example the first name initial and last name spelled out b The password must be at least 8 characters in length and must include letters and numbers c Please ensure the e mail address is correct so that this user may receive all notifications eS OoOo O sD Metropolitan St Louis Sewer District Add Contractor User User ID First Name Last Name Password Email newuser stlmsd com E st Louis MSD News amp Events Title New User Example x E st Louis MSD Responsibilities of the Primary Default Account Holder Whoever is assigned the Primary D
5. Subcontractor MBE Responded Delete Direct Report Woodruff Construction 12345 015 1 1 1 1 500 00 1 500 00 06 30 2015 Not Edit Sub M WBE Subcontractor MBE Responded Delete Please Note For all active contracts reminders will be sent out to the contractor and MSD when a monthly involvement report has not been submitted by the 10 calendar day of each month Failure to submit involvement reports on time may lead to a delay in payment from MSD 13 ADDITIONAL NOTES FOR PRISM USERS To view PRISM s Vendor Tutorials please visit https stage prismcompliance com etc vendortutorials htm This PRISM Manual will be updated as necessary and the new version will be sent out immediately If you locate an errors within this manual please notify Katlynn Woodruff At this moment no e mail notifications are active MSD will be performing manual validation checks on the 11 of each month to ensure all reporting is up to date At this moment Workforce Reporting is still to be performed manually on the Workforce Utilization form as normal and sent to Marnita Spight Once the final Workforce Configurations are complete this manual will be updated and you will receive a revised copy so that you may begin reporting your Workforce electronically in the PRISM Portal Please remember a large portion of this manual involves initial setup information Once you have completed these setup initiatives you will simply be responsible for the maintenanc
6. an St Louis Sewer District _ Contract Compliance for 130560 List Activity Prime Contractors Payments Only to Subs Add Activity Prime Contractor Payments to Subs 5 You are now in the involvement reporting screen You will need to report on each of the subcontractors assigned to your contract regardless of whether payments to that subcontractor were made or not a Select the sub for which you are reporting b Invoice Number Enter the Work Confirmation Number provided on your MSD Payment Application In order to approve Payment Applications Engineering must see a report submitted for each subcontractor and identified with the Work Confirmation Number c Invoice Amount Enter the amount you paid the subcontractor for the reporting period i You will need to enter a separate payment for each subcontractor even if they did not receive a payment that period In that case you will need to enter 0 00 in the Invoice Amount and Amount Paid fields Amount Paid Re enter that amount from the Invoice Amount field e Reference Enter the Invoice Amount being billed to MSD as listed on the Pay Application For example if you company invoiced MSD 50 000 for September 2015 enter 50 000 in this field f Date Sent Enter the Period End Date in the Date Sent field For example if you are reporting for the month of September you will enter 09 30 2015 It is important that this date is accurate g Check your entries and then cl
7. e of your account as well as reporting PRISM can be located from any computer that has internet access Please direct all questions to Katlynn Woodruff via email kwoodruff stlmsd com or via telephone 314 768 6216 14
8. efault vendor login account has the following responsibilities within the PRISM software 1 Add New Users 2 Lock Unlock Users a Locking a user prevents that user from logging into the PRISM system Locking a user is at the discretion of the contractor b Unlocking a user allows a user who submitted 3 failed password attempts to log into the PRISM system once more When unlocking a user it 1s wise to reset their password at the same time 3 Edit Users 4 Reset Password a When you click the Reset Password button an e mail is sent to the user providing them with a new temporary password After logging in under the temporary password the user will be prompted to change their password 5 Delete a User a You are able to delete users PRISM will ask you to confirm before the deletion is complete Information saved User Name Unlock Reset Password 130560 Katlynn Woodruff Contractor Default Vendor User Reset Password Generate New Mig b marnita Marnita Spight Contractor Reset Password E st Louis MSD News amp Events lt lt Back to Administration Menu E st Louis MSD Workshops Modifying Your Company Profile Information If you would like to make changes to your PRISM Vendor Profile please complete the following 1 Under the Administration Module click the Manage Vendor Profile button 5 Pr d OO MaD Metropolitan St Louis Sewer District View Edit User Profle View Edit Add Information about Empl
9. ick Add Payment This payment will then show on the list below the Add Update tab under Vendor Payments Add Update Direct Report Woodruff Construction Invoice Number Invoice Amount Reference 50 000 DateSent 0930 201949 x Comments No reporting activity L This sub AII my subs 12 6 Please note the No Reporting Activity check boxes below a If you received a Payment Application from MSD and do not have any M WBE sub payments to report for that Payment Application please complete the following i Complete all steps as stated under 5 on the preceding page When you enter the payment amounts simply enter zero dollars 1i You will need to complete this step for each M WBE subcontractor iii It is important to submit these zero dollar payments in this manner because MSD s Engineering office will be viewing these Involvement Reports when they are approving your pay application When they view this report they will need to see the payments associated with the Work Confirmation number even if the payment is zero dollars Payment info Custom Fields Direct Report Woodruff Construction M WBE Subcontractor MBE Invoice Number 12345 015 1 1 3 Invoice Amount 0 Amount Paid Reference Date Sent 08 31 2015 Comments Add Payment Close No reporting activity This sub _ All my subs Engineering looks for these Work Confirmation Numbers to verify M WBE Involvement Re
10. ion types This search criterion automatically includes industries company names company descriptions and more MS Metropolitan St Louis Sewer District Ur tered Seareh Keyword Search This search resembles the Google search Enter your search criteria and filter by certification types This search criteria automatically includes industries company names contact names company descriptions and more SEARCH With these Certifications only MBE Show Non Certified Companies include non certhed in addition to 2 Compliance Management a In the Compliance Management module you can list all of your contracts projects active and closed or you can search for specific contracts projects An enhancement request has been submitted requesting a way to separate the active from the closed projects List All Contracts Task Orders List all of your contracts task orders and your Role on the contract task order Hint Only contracts task orders you are part of prime sub will be listed Search for Contracts Task Orders Search for contracts task orders by Contract Task Order Name or Contract Task Order Number Hint use to deperform wildcard searches b Please note the orange hat next to the contracts These hats appear when a contract is assigned labor and or workforce requirements Since all contracts will require certified payroll submission you will see these hats next to every contract on your list of contracts
11. oyees C View Edit Information about Vendor Company a 2 p 2 You may change any information under your profile aside from the Tax ID We use the MSD Vendor Number a Please ensure the Ethnicity and Gender fields are complete for the firm not the individual who is signed in b When updating Address information please remember that only the Diversity Division of MSD will be accessing this software If your company has a change of address simply updating PRISM will not notify the remaining departments of MSD c Please review the Certifications tab to verify your company s M WBE certification information if applicable Please contact Katlynn Woodruff if any corrections are necessary MISB Metropolitan St Louis Sewer District eT Company Search S Fill out the Profile details below then press the Update Profile button before moving on The fields with the are required fields Be sure to complete these fields Vendor Profile Tax ID VIN Vendor Business Name Woodruff Construction Date Established 03 22 1991 J st Louis MSD News amp Events Doing Business as Empl Total Business Structure Corporation V Empl Minority E st Louis MSD Va rleetenea Select One 7 Workshops z Race Ethnicity Caucasian C Gonder Phone 314 768 6216 ax Business Activity Contractor Capital Construction W Product Se
12. porting for Each Pay Direct Report Woodruff Construction 12345 015 1 1 2 13 600 00 1 600 00 07 31 2015 Not g gt Sub M WBE Subcontractor MBE Responded Direct Report Woodruff Construction 12345 015 1 1 1 1 500 00 1 500 00 06 30 2015 Not r5 Sub MBE Subcontractor MBE Responded b If you did not receive a Payment Application from MSD and you do not have any M WBE sub payments to report for the previous month simply complete the following steps i Check the All My Subs to the right of No Reporting Activity ii Click the Add Payment button 1 You do not have to choose a sub enter an invoice work confirmation number or enter any data You are finished for that month s reporting 2 You will notice that the Invoice displayed in your Vendor Payments list for these monthly reports begins with NAR which stands for No Activity Report This will not cause an issue because Engineering will not need to verify this report since a Payment Application is not present for this reporting period Invoice Invoice Amount Paid Sent Date Reference Status Ref Amount Direct Report Woodruff Constructi n NAR09252015 0 00 0 00 09 25 2015 Not Sub M WBE Subcontractor MBE Responded Direct Report Woodruff Construction 12345 015 1 1 3 0 00 0 00 08 31 2015 Not Sub M WBE Subcontractor MBE Responded Delete Direct Report Woodruff Construction 12345 015 1 1 2 13 600 00 1 600 00 07 31 2015 Not Edit Sub M WBE
13. r companies based on Industry Certification Type Company Name Market Area Gender and Race Ethnicity c PLEASE NOTE The only companies listed in PRISM are companies that MSD has listed as vendors in our Main Enterprise System We request that you still utilize the Certifying Agency lists when searching for qualified M WBEs Those agency listings will have the most complete up to date data d A helpful function for the Filtered Search is the verification of Non Certified companies MSD is collecting the company information for Non M WBE subcontractors from the Prime Contractors so that we may enter those companies into PRISM As you identify the Non M WBE subcontractors listed on your projects you can utilize the Filtered Search to verify whether or not MSD has that company on file If you locate the company in PRISM there is no need to request the New Supplier Form and W9 from that company Please remember to click the Show Non Certified Companies checkbox when searching for Non M WBE subcontractors MiSB Metropolitan St Louis Sewer District This search allows you to find companies using specific criteria Start by typing industry code or industry description Narrow your search by adjusting certification and other filters Industry With these Certifications Company Name Market Area Gender Race Ethnicity e The Keyword Search tab resembles the Google search Enter your search criteria and filter by certificat
14. rvice Major Customers Contact Information Contact Information 1 Contact Information 2 Name Katlynn Woodruff Name Title Owner Title Phone 314 768 6216 Phone Cell Phone 314 768 6216 x Cell Phone Email kwoodruff stimsd com Email Final Reminder PRISM s Vendor Profile is for the use of the Diversity Division only Other departments within the Metropolitan St Louis Sewer District will not be accessing this information Updating PRISM will not change the address for any future checks purchase orders or bid solicitation documents 10 Submitting Prime Payments to Subs Involvement Reporting By the tenth calendar day of each month MSD requires all Prime Contractors to report the payments made to their subcontractors in the previous month even if no payments were made To complete your monthly involvement report please do the following 1 In the Compliance Management module you will need to locate the contract for which you would like to submit an involvement report a You may click the List All Contracts Task Orders button to view all of your contracts active and closed b Or you may click the Search for Contracts Task Orders button to search for your contract by contract number or project number _ B Metropolitan St Louis Sewer District vist all of your contracts task orders and your Role on the contract task order Hint Only con
15. tracts task orders you are part of prime sub will be listed Company Search uma lt Cemplance Managemen aL Search fr Contracs Task Orders earch for contracts task orders by Contract Task Order Name or Contract Task Order Number Hint use to dowerform wildcard searches List of 1 2 of 2 Contract Task Orders Contract Task Order Role Sub Sub Industry Buyer Department Total Total Percentage Number Invoices Payments Payments Payments Complete Count Count to Subs to Primes 1 236 Engineering 100 00 0 00 alo Alamo Avenue Construction of Buildings Labor compliance 85782 DB 5 130 000 00 0 00 Pipe repair lt lt Back to Contract Task Order Compliance Menu Please Note PRISM identifies projects by the Contract Number This number is different from the Project Number that most contractors use for MSD projects In the example below the Contract Number is the number highlighted in yellow 20280 The Project Number is listed after the Project Name and in parentheses 11663 You are able to search by Project Number or Contract Number 20280 MIDLAND SANITARY RELIEF PUBLIC AND PRIVATE I I REDUCTION 171663 11 3 You can view any previous payments to your subcontractors by clicking the Prime Contractors Payments Only to Subs button under the List Activity heading 4 To add an involvement report click the Prime Contractor Payments to Subs button under the Add Activity heading Metropolit
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