Contract Tracking - CMUPTK

The Contract Management (CM) Contract Tracking (CMUPTK) page is used to track additional information about a Contract, including compliance requirements, a list of the different kinds of Sub Contractors associated with this Contract, a list of Tasks that are a part of this Contract and their percent complete, and comments related to this Contract that can be categorized by the user. Included for ease of use, the top of the page includes many of the same pieces of information seen at the top of the CM Contract Management (CMUPCM) page.

Page Header

Contract No: The Contract Number is the key to the entire Contract Management subsystem. It uniquely identifies a Contract. Contract Number is a read-only field on CM Tracking. Contract Numbers are defined on the CM Contract Management (CMUPCM) page.
Status: This field holds the Status of this Contract. The Status field is read-only. This field is maintained by the EN to PO tool and Workflow and is required.
There are four statuses that a Contract can have, as follows:

Contractor ID: Enter the ID of the MAIN Contractor associated with this Contract. This field validates to the Person Entity (PE) subsystem and is required.
Desc: Up to 50 characters used to describe the Contract being tracked.
Original Amt: Enter the original amount of the Contract in this field. The original encumbrances that are entered into the Encumbrance Tab will have to add up exactly to this amount. The status of the Contract will not be advanced to AW via Workflow until and unless the Original Contract Amount equals the total of the original encumbrances.
Cycle ID: This field holds the ID, if any, of the Cycle used to track the progress of the Contract in the Track Tab.
Amendment Total: This read-only field is filled by the EN to PO tool with the sum of all of the approved and encumbered Amendments associated with this Contract.
DBE Actual / DBE Goal: In some cases, Contracts must follow a Disadvantaged Business Enterprise (DBE) Program and provide assistance to minorities, women, and other socially or economically disadvantaged individuals to enter certain industries. In this situation, typically a certain percentage of the funds associated with the Contract must be paid to a Sub Contractor that falls into one of the DBE categories. Enter the percent of funds that need to be paid to Sub Contractors falling into one of the DBE categories. DBE Actual is calculated by the system based on information entered in the Sub Contractor Tab and represents the actual percent being paid to Sub Contractors falling into one of the DBE categories.
Percent Complete / Percent Method To Use: The "Percent Complete" field is only enterable if the "Percent Method To Use" field is set to M for Manual. Otherwise, it is read-only. Excluding option "M", the system will perform the specified calculation after tabbing away from the "Percent Method To Use" field and before submitting changes to the database.

Current Maximum Total: This read-only field is updated by the EN to PO tool and represents the sum of Original Amt and Amendment Total fields.
Contingency Amt: This field can be used to enter any contingency amounts. The amount entered in this field IS NOT encumbered. If this amount is to be encumbered, include it in the Original Amount of the Contract.
Encumbrance Total: This read-only field is maintained by the system and holds the total of all of the encumbrances held in the Encumbrance Tab that have been processed by the EN to PO tool (post flag is checked).

Compliance Tab

This tab is used to track the compliance requirements for a Contract.

Compliance Vendor Section
Contractor ID: This is the PE ID of the Contractor associated with these compliance items.
Approval Date: This read-only field is maintained by Workflow. The Workflow model used to maintain this field can be set up any way the client site would like to set it up. An example of how this field could be used is to fill it with a date stamp after someone verifies the Contractor's documentation or certification requirements.
Compliance Detail Section
Comp Type: This field is used to categorize different types of compliance items that need to be met for this Contract. The different Compliance Type codes are user-defined in the CM Codes (CMUPCD) page, with Code ID set to COMPTYPE.
Payment Amt: This field holds the amount received from the Contractor.
Amt Required: This field holds the amount that is required from the Contractor.
Expiration Date: This is the date that the Contractor's documentation or certification expires.
Named As Insured: This check box indicates whether this institution is labeled as the insured on the policy.
Required: This check box indicates whether this compliance item is required for this Contract.
Approved: This check box indicates whether the requirements of this compliance item have been met.
Comments: This field can be used for any comments relating to this compliance item.

Sub Contractor Tab

This tab is used to maintain information about Sub Contractors and also to indicate which Sub Contractors qualify as Disadvantaged Business Enterprises. This information is used by the system to calculate the DBE Actual value on the top of the Contract Management (CMUPCM) and Contract Tracking (CMUPTK) pages.

Contractor ID: This field holds the PEID of the Sub Contractor.
Amt: This field holds the amount of funding for this contract that will be paid to this Sub Contractor. Changing this amount will cause a recalculation of the DBE Actual field in the master contract.
Desc: This optional field can be used in any way deemed appropriate such as entering a short description of the kind of services this Sub Contractor will be providing.
Ethnic: If this Contractor qualifies as a DBE Contractor due to their ethnic background, click this check box.
Gender: If this Contractor qualifies as a DBE Contractor due to their gender, click this check box.

Task Tracking Tab

This tab is used to track all of the tasks that must be completed within this Contract and the status of each one. This tab can be auto-populated based on the Cycle ID. The data that populates this tab comes from the CM Task/Cycle Definition (CMUPTC) page, Cycle tab (where a Cycle of Tasks is defined).

Step: Typically, tasks must be accomplished in a certain order. The Step field in an optional field, but can be used to control the order in which the tasks are completed (and at the same time, what order they display on the page).
Task ID: This is the unique identifier for this particular task. This field validates to the Task/Cycle Definition (CMUPTC) page, Task tab which is where Tasks are defined.
Begin: This is the estimated begin date of the task identified in the Task ID field.
End: This is the estimated end date of the task identified in the Task ID field.
Apprv Signoff: This is the User ID of the CM User that signed off on this task. In other words, this is the User ID of the user who confirmed that this task has been completed. This field is automatically filled with the current User's ID by the system when the user clicks on the Complete check box.
Pct Completed: This field can be used to enter the percent of this task that has been completed.
Complete: This check box is used to indicate that this task has been fully completed. When the user checks this box, their User ID will be defaulted by the system into the Apprv Signoff field.
Track Day Type: This field is used to tell the user whether the Track Days field is referring to Business Days or Calendar Days.
Track Days: This field is used to hold the estimated number of days that this task will take to complete. This field should be used in conjunction with the Track Day Type field, which indicates if these are Business or Calendar Days, to get a more accurate estimation of how long this task will take to complete.

Comments Tab

Type: This field is used to categorize the comments entered into the Comments field. The different Comment Types are user-defined in the CM Codes page, with Code ID set to COMMTYPE.
Comments: Use this free-form text field to enter up to 1,000 characters of comments. Enter text and press <Shift> <Enter> to save.

Page Business Rules

Inherent to every Contract Management page are a couple base functionality features. These features are as follows:

• Upon deletion of a parent table record all child records associated with the specified parent will also be deleted. (For example, deleting a compliance vendor from a contract on the CMUPTK page will result in all compliance detail records sharing the same Contractor ID being deleted as well).
• When creating a new record in a table, the system will automatically check to make sure that a record with the same name (primary key) does not already exist. (For example, attempting to create a new contract with the same contract number as another contract will result in an error message being displayed).

CMUPTK Business Rules

• Rules that are triggered prior to inserting a new record - Inserting a new track record if no track records exist on a contract that has a specified Cycle ID
• Rules that are triggered after inserting a new record - Calculate DBE Actual based upon the percentage of the total subcontractor amount
• Rules that are triggered prior to updating a record - Inserting a new track record if no track records exist on a contract that has a specified Cycle ID
• Rules that are triggered after updating a record - Calculate DBE Actual based upon the percentage of the total subcontractor amount