12. Admin and Maintenance Functions

ADMIN FUNCTION

The “Admin Functions” section can be accessed through the menu pane of CMA. It covers three main areas: agency contracts, retainer contracts and signatures (Fig. 12.1):

Figure 12.1 – Admin Functions

Figure 12.1 – Admin Functions

AGENCY CONTRACTS

Agency contracts that cover submitted orders are stored in the “Agency Contracts” section. The information stored here is also used in the numbering when creating a new order form for an agency. Please add all the new agency contracts by using the “Add New >>” link in the upper right corner of the screen. When adding a new order, please use the agency data stored in the roster. The contract number should be taken from the bidding papers (Fig. 12.2).

Figure 12.2 – Adding a New Agency Contract

Figure 12.2 – Adding a New Agency Contract

RETAINER CONTRACTS

The “Retainer Contracts” section lists all the retainer contracts and has exactly the same functionality as the “Retainer Contracts” module of CMA, which was described in detail in one of the previous sections.

SIGNATURE

Finally, the “Signature” section lists all the signatures uploaded by contractors, which have not yet been verified by Contractual Services. To verify an uploaded signature, please click on the blue “Index#” link next to the name to get to the profile of the contractor in question (Fig. 12.3):

Figure 12.3 – Signatures Uploaded by Contractors in CMA

Figure 12.3 – Signatures Uploaded by Contractors in CMA

Once in the profile, please put a check mark into the “Signature verified” box and press the “Save” button to confirm your action. As soon as the signature is verified, it will be used for signing the contracts electronically by the contractor in question (Fig. 12.4).

Figure 12.4 – Verifying a Signature

MAINTENANCE FUNCTION

The “Maintenance Functions” section can be accessed through the menu pane and covers all the advance setting of the application (Fig. 12.5):

Figure 13.1 – Maintenance Functions

Figure 12.5 – Maintenance Functions

REFERENCE TABLES

The “Reference Tables” section stores all the codes used in CMA. It starts with the “Specialization” part. Here you can add, delete and edit all the codes referring to the specialization of contractors (Fig. 12.6):

Figure 13.2 – Specialization Codes

Figure 12.6 – Specialization Codes

“Functions”  lists all the codes used to determine the functions of contractors. All these codes can be edited, deleted or added in the same way as in the “Specializations” part.

“Measurement Units” stores all the codes used in relation to the calculation of contracts. Again, all the codes can be edited, deleted or added as described above.

“Originators” is used to store codes of various originators. This data can be modified as well.

“OBMO” is used to store OBMO codes for specific period of times.

 “Agency OBMO” stores information on the OBMOs used for specific agencies, as well as detailed information on any additional lines used for different originators. To display information here, one has to specify the agency and its contract number using drop-down lists (Fig. 12.7):

Figure 12.7 – Agency OBMO List

SETTINGS

The “Settings” section stores advance settings information. Some of the data should only be changed by data base administrator. For example, the “Application settings” part stores codes, that are used by CMA to generate different forms and automated messages. Changing data here might have a serious impact on the way the data is displayed to diffrent CMA users.

The “Individual Rates” part stores all the information on the individual rates that are used for automatic contract calculation. By default, all the valid rates are displayed for the current date. Should you be looking for older rates, please specify a time period, when those rates were valid (Fig. 12.8):

Figure 12.8 – Individual Rates

To adjust a rate or to extend its validity, please expand each rate and make the changes in the rate form. After making all the changes, please do not forget to save your changes. We recommend opening an additional window to compare the information used for creating a new rate with the existing one (Fig. 12.9).

Figure 12.9 – Adjusting an Existing Rate

When adjusting an existing rate, please be careful and make the changes (e.g. validity period) for all the subcategories of the rate (e.g. normal, urgent, etc.). Please remember to use the existing rates as a sample for filling in the details of the “Rates” form (e.g. Service Type, Value Type, Count, etc.). When in doubt,  please get in touch with your data base administrator or the IT team.

Agency Rates” section was created to store data on automatic invoice calculation. However, as the agencies are submitting their own invoices, this part is currently not in use.

“Retainer Contract Template” stores the sample text of a standard retainer contract.

USERS

The “Users” section has two main areas. The first one manages the roles of the users within CMA and the second one manages the delegations of approval and certification procedures.

The “Users” part lists all the internal users that have access to CMA, as well as their access level and their signatures (Fig. 12.10):

Figure 13.6 – The Users List

Figure 12.10 – The Users List

To add a new user, please press the “Add User” button and to edit a user, please press the blue “User Name” link next to the name in the list. A new pop-up window will appear. You have to know the user name in order to be able to add a new user. As to the signature, it has to have very strict size parameters. The uploaded signature will show on all PDF versions of contracts, orders and retainers generated by CMA. The user group membership specifies the view of the CMA to the user, as well as availability of contract, order, and retainer order authorization/approval buttons within the application. In the example below, the user has full access to the CMA and is capable of approving contracts, orders and retainer orders at all levels (Fig. 12.11):

Figure 12.11 – Editing a User

Let us now have a look at the “Delegations” part of the “Users” section. This part manages the authorization/approval roles within CMA for electronic contract, order and retainer order authorization. As in the previous example, it is possible to edit an existing delegation or to add a new one by using the “Add Delegations” button. For the ease of search, make sure that “All Groups” option is selected from the drop down menu (Fig. 12.12).

Figure 12.12 – Delegations List

After pressing the “Add Delegations” button or pressing the “Delegation#” link next to one of the user names, a new pop-up window will appear. You can now specify the validity period of the delegation, as well as the text that will appear on the contract, order or retainer order authorized by the user in question. Please note that a user can have several delegations for the same period of time (e.g. Chief of CMS, acting supervisor, etc.) (Fig. 12.13).

Figure 12.13 – Modifying and Existing Delegation

After a delegation is configured, please do not forget to save it. A person with a valid delegation should now be able to see the “Approve/Certify” button when using CMA.