Authorize Contracts

Version 8.2.2 Changes

Eliminated error message when Availability Date Type is set to Execution.
Added the DOH Vendor ID to the Contractor information displayed for each Contract awaiting Authorization. This allows the user to verify that the firm is Prequalified before the contract is released.

Fulfilled a user request to allow users with the appropriate security to be able to change the WBS element or Federal Aid Number before the contract is Authorized.

The system was modified to use the Letting Date displayed/updated from this window when building the Contract Bill of Materials during Contract Authorization.

Added Letting Date to the fields that can be modified in the Authorize Contracts window. The field can only be edited until the contract is Authorized.
Changed the edits on the Execution Date to allow it to be equal to or greater than the Letting Date. Previoulsy, it had to be greater than the Letting Date.

This menu option has been moved from Contract Setup to Contract Maintenance. There will no longer be a Contract Setup menu option.
Corrected a problem with the notifications that go out when a contract is authorized.

The window has been corrected to work with the “Prompt for additional staff” option turned on in Flexible Notifications.

The window now lists all Work Orders on a contract and allows for reviewing of the Resurfacing Indicator (used to track Resurfacing contracts – new functionality).

New logic has been added into the estimate process to handle the new indicator called "Adjust Total AC %" at the contract level that determines whether the AC adjustments should be on the Total or Virgin percent. The new indicator has been added to the Authorize window and the Contract Details window and can only be updated by those who have update access to the 'Reset Line Item Settings' security tag.
- All contracts let before January 15, 2001 should be marked as 'N' indicating that only the Virgin percent should be adjusted. For those contracts we will now be automatically calculating the 'Other' percent and applying it to the AC line item as an 'Original AC Price' entry. Pay records will no longer need to be entered for the RAP AC contribution on these contracts.
- All contracts let after January 15, 2001 and any new contracts should have the indicator defaulted to 'Y' indicating the adjustment will be on the total percent. If a contract pays the adjustment only on the Virgin AC percent, the checkbox can be unchecked during the Authorization.

Bonding Companies that are marked as "Invalid" by the Department of Insurance will be expired weekly on Saturdays.
The window has been modified to display a list of work orders so that the primary one can be set prior to authorizing a Contract. Additionally, the SPECS interface has been modified to set the primary work order when there is only one work order on the Contract.

The Staffdropdowns are no longer available on the following windows: Authorize Contracts, Activate Contracts, Review Contract Details, and Review Pre-HiCAMS Contracts. Instead, you can click the Staff icon to select a staff person.

During the authorization process, the CCU specifies the Contract Type . This field lets you indicate the major type of work that will be performed on the contract, such as surfacing/resurfacing.
TIP number was removed to eliminate confusion over the same contract being displayed multiple times if the contract was related to more than one TIP.

Page last updated 23 January 2012