Review Contractors

Version 6.3 Changes

• Modified the Contractor Selection window to include old records for vendors that don't have an address. Previously, these records could not be accessed through the selection window.

Version 6.2 Changes

• NOTE: Version numbers were synchronized with this release so that the HiCAMS and DOH Vendor version are now the same.

• The General Tab has been modified to display the most recent comment from History instead of the first comment.

Version 3.8 Changes

• History records that displayed changes to social security number are now filtered out.

• The Search and Selection windows have been modified to include the new “Other Types” from SAP.

Version 3.7 Changes

Changes for the SAP Interface

• The SAP system is now the point of entry for Contractor Directory data. Data that currently resides in the Vendor Contractor Directory Subsystem will be converted to the SAP system. Security for the Vendor Contractor Directory module has been changed so that it is read-only for all users. SAP will send a nightly extract to the Vendor application to refresh the Vendor Contractor Directory information.

  • The window has been enhanced to include an Employer ID Number and the Social Security Number on the General Tab. The Federal ID/SSN column has been renamed to Old Federal ID/SSN. Only users that have inquiry rights to these fields via a security tag can see those values.

  • In order to be consistent with the SAP application, County, Officer, Address Type, Firm Type and the Canadian State values have been modified to match the SAP values.

  • Removed the old Contractor Directory address types and replaced them with the SAP address types. The SAP address types are PO Box and Street Address. The contractor data have been fixed accordingly. The SPECS interface has been modified to handle this change.

  • Standard Reports have been modified to default Address Type to the PO Box address.

  • The fiscal vendor number for firms that will not be converted to SAP has been set to "9999999999".

  • The firm names for all contractors have been changed to mixed case.

Other Changes

• All erroneous duplicate address history records that were previously created have been removed from the system.

• The 'Find...' and 'Sort...' functionality on the Contractor Selection window has been corrected to display the field label names consistent with the column header labels. This functionality is accessed by right-mouse-clicking in the lower grid area of the window.

Version 3.6 Changes

• A correction has been made to the Federal ID/SSN field where leading zeros were not being saved. All characters entered into this field will now be saved to the database.

• Certification history (now being displayed on the Certification tab) has been modified so that certification periods can be easily identified. Users as well as interfacing applications will now be able to tell whether or not a contractor held a particular certification on a given day.

• Certifications that used to be granted automatically by the application based on each contractor's ownership information must now be manually granted by the appropriate UCP personnel.

• Users will be prevented from granting certifications to contractors that do not have the appropriate supporting ownership data.

• The Contractor Directory has been modified to allow users with the appropriate security to assign Small Business Enterprise (SBE) certifications to qualifying contractors.

• The Contractor Directory has been enhanced to allow for the calculation and tracking of ethnicity at the Firm level.

• The Contractor Directory has been enhanced to allow for the calculation and tracking of gender at the Firm level.

• The Contractor Directory has been enhanced to allow for granting and tracking certifications under both the State and Federal guidelines.

• To date, only contractors who had been pre-qualified and/or approved for participation in one or more DBE programs could be entered into the application. The application has been enhanced to allow users with the appropriate security to create a contractor record for each firm submitting an application, regardless of whether the application is ultimately approved or denied. This allows for the electronic tracking of all UCP applications submitted for consideration and will provide quick and easy access to denial information and reasons for denial.

• Contractor Directory users with the appropriate security have been provided with a method of tracking each contractor's UCP certification cycle. First Renewal, Second Renewal and Recertification dates and actions will be tracked for historical reference.

• Contractor Directory users with the appropriate security have been provided with a method of tracking workflow actions, action dates, and comments. Workflow actions can include items such as phone conversations with each contractor, receipt of applications, written correspondence, site visits, application denials, contractor appeals, etc.

• Changes to general contractor information such as Firm Name, Federal ID/SSN, Address, Work Codes and NAICS codes will now be tracked via the general History tab.

• The Highway Contractor Standard Report has been corrected to prevent the truncation of Firm Name and City information.

• The "Vendor Number" field has been dropped from both the Contractor Directory windows and the corresponding database files. Contractors will now be tracked by "Vendor ID" and/or "Fiscal Vendor Number".

Version 3.5 Changes

• The Contractor Selection window has been updated to change the Highway Contractor Type default setting from "Prequalified Contractor;Subcontractor" to "All". This change will now search all contractor records as a default.

• A correction has been made to the Address tab to prohibit the deletion of the Address of Record if it is the only address of that Type. There must be on Address of Record for each Contractor.

Version 3.3 Changes

• The Vendor menu lists have been changed to match the menu standards currently used in HiCAMS. The following change has been made:
  • Review Certifications/Pre-Qualifications is now Review Contractors
  • Letters is now Review Letters

• Currently, if "Out of Country" is selected from the State selection list in the Address tab, the field will default to "Othe". This field has been corrected to fully display the text, "Other".

• The functionality involving entering phone numbers has been changed to display an error message if a complete number is not entered. However, if the phone number field is left blank, it will not be required to save the record.

• A correction has been made to the County field to prevent an incorrect county from being displayed when "Out of Country" is selected in the State field.

• The Review Contractors window has been updated to remove a requirement that Corporate Officer information be completed when entering or updating Division Maintenance Contractors.

Version 3.2 Changes

CERTIFICATIONS/PRE-QUALIFICATIONS

• When the Highway Contractor Type pertains to a Pre-Qualified Contractor or Subcontractor, at least one Work Code is required to save the record.

• When the Other Type pertains to Other Services, Professional Services, or Supply at least one NAICS is required.

• When both the Highway Contractor Type and Other Type fields are set to 'None', the Division Maintenance Contractor indicator is automatically checked and the Pre-Qualification and Certification fields are protected. The Division Maintenance Contractor indicator is not available for update until one or both of the Type fields have been changed from "None".

• Users from the Civil Rights group are now able to enter Owner information for a new Contractor without being required to Certify the Contractor.

• To minimize number of Work Code History records being created when a new Contractor is entered into the system, the functionality has been updated to only create one history record for all the Work Codes selected. Likewise, a History record will only be created when the Prequalification/Certification Status is changed on an existing record.

• The Contractor Search window functionality has been updated to allow users to generate a search for ALL Division Maintenance contractors. The Division Maintenance checkbox has been replaced with a dropdown list that will provide ability to choose "No", "Yes", or "All" as a filter when setting search criteria.

Version 3.1 Changes

CERTIFICATIONS/PRE-QUALIFICATIONS

• Records must have a Firm Name in order to be saved. If the user deletes the firm name or enters all spaces, the window will set it back to whatever was there before and won't save the empty data.

• Expired Work Codes will no longer be available for selection on a Contractor Directory record unless they have been previously associated to that record.

• Expanded the Work Codes field to six characters.

• Converted existing Work Codes numbers to revised Highway Work Codes numbers. Some Codes (number) and Work Codes (description) have changed.

• Enhanced the window to support the entry and certification process for new Contractor Types. Changed the label from Contractor Type to Highway Contractor Type. Modified the search window to include the Other Type. The initial search value for both types is "All". Added the NAICS Codes tab.

• A new field, DMC (Division Maintenance Contractor) indicator has been added to the Review Certification/Prequalification and Contractor Search windows. This is to support the Division maintenance projects pilot program through SPECS and HiCAMS/Vendor.

• A pilot Conversion of Division 4 Maintenance Contractors has been added to the Vendor System.

Version 3.0 Changes

CERTIFICATIONS/PRE-QUALIFICATIONS

• The Contractor Directory System has been completely re-designed with the Version 3.0 release. Unnecessary data fields have been removed and the workflow process has been eliminated. Security access has been improved.

• Upon entry into the Contractor Directory System, users are now presented with a search window, which provides search capability by name, Vendor ID Number, or contractor type. The contractor type filter defaults to All Types, but can be adjusted to search only subcontractor, pre-qualified, or history records.

• The search window results displayed at the bottom of the page now contains additional information such as the contractor type and certification information to help in selecting the proper contractor and in preventing duplicate entries of new contractors.

• The "firm name" search field is automatically populated with an asterisk as a "wild card". Typing "Con" after this asterisk, for example, will retrieve all records in the directory which contain the letters "con". Should you wish to search only for contractors which begin with a certain letter or letters, use the backspace key to delete the asterisk and then enter the first few letters of the contractor name.

• Note that the DS Vendor Number previously assigned by the system has been eliminated. All new vendors entered into the system after this release will be assigned only a Vendor ID Number. This is the single number by which contractors will be identified throughout all HiCAMS and Vendor functions. The old DS Vendor Number will continue to be displayed and is available when searching for contractors to assist in the transition to this single number scheme.

•  Pre-qualification and civil rights certification information have been consolidated and are now displayed on the General Tab so users can see at a glance the basic status of a contractor.

• References to "Prime Contractor" have been replaced with "Prequalified Contractor".

• Contractual Services and Civil Rights users will note the elimination of the work flow process steps and replacement by a more straightforward status and contractor type drop down list approach. The system automatically calculates expiration date, renewal date, and contractor type when a status is changed, and automatically adjusts the pre-qualification status when a contractor type is changed.

• Officer information - at least one officer title and name is now required for saving a pre-qualified contractor record.

•  The Work Codes tab has been changed from a drag-and-drop style interface to a checkbox method.

• When processing a Civil Rights Certification, the system will require that owner information be entered, and that the total of all owner percentages equal 100%. Based on gender and ethnicity selections, the system will automatically determine and populate the certification types (DBE, MB,

• History Record processing has been improved to allow comments to be associated with a system action, to show what primary data was changed by the user, and to display the full name of the user performing the action instead of the sign-on name.

• Restricted viewing of Social Security Number and Tax ID information to only those with update access

• Other minor improvements have been incorporated for efficiency and ease of use; for example, defaulting the state code on the Address Tab to NC for new contractor entries.

LETTERS

• No substantive changes have been made to this functionality with the 3.0 release other than the elimination of data fields no longer in use. However, the text of many of these letters is out of date and changes will need to be discussed with Contractual Services and Civil Rights users to make this functionality more useful and accurate at a later date.

Version 2.9 Changes

CERTIFICATIONS

• Ownership percentages can now be changed by deleting the incorrect owner. The total number of owners cannot exceed 100% of ownership, and when there is only one owner, ownership must equal 100%.

Version 2.6 Changes

CIVIL RIGHTS CERTIFICATIONS

• The Zip Code field on the Address tab of the Subcontractor Additions Request window accepts numeric characters when in combination with a US state, and alpha or numeric characters when in combination with a Canadian province.

Version 2.5 Changes

• Added functionality to ensure that there is exactly one address with an address type of "Address of Record" for each prime contractor (i.e. pre-qualified or renewed vendor).

Version 2.4 Changes

• You can now tab out of Federal ID/SSN on the General tab on the Civil Rights Certification window.

• You can now enter numbers directly in the Federal ID/SSN on the General tab on the Civil Rights Certification window.

• The Source Workcodes now appear on the left side of the Contractor window on the Work Codes tab.

• The Contractor Workcodes now appear on the right side of the Contractor window on the Work Codes tab.

• When you process civil rights related certification, Ownership % and Ethnicity are required.

Version 2.3 Changes

• You no longer receive an error when you run a Contractor Directory query, then print a letter.

• Now Label Type options always appear on the Define Label window.

• The Letter button is disabled until a contractor is selected on the Select Contractor window.

• Expired records no longer appear on the Contractor Directory Search window.

• You can now archive a contractor as a history record.

• Federal Tax ID is no longer a criteria column in the Contractor Directory query.

Version 2.2 Changes

• A new report, DBE Expiring Certifications, displays each Contractor whose civil rights certification is going to expire up to 90 days from the date the report is run.

• Request and History data now include the date and the user processing the final step for Contractor Certification.

• The Certification tab retains the latest verification information.

• If you perform a subcontractor addition on a contractor, all action buttons are available for use.

• You can no longer update License information on the Contractor window and the License tab if you only have inquiry access to the window.

• You will no longer receive this message "'Modify Failed in uf_protect_all: Incorrect syntax" when you first open the Officer tab on the Contractor window.

• Prime Sub Cert is now updated properly; the expiration is reset appropriately on the Civil Rights Re-Certification window.

• The Contractor Type for a new contractor entered during the certification process defaults to Sub contractor (S).

• The Removal Date is no longer populated when a contractor is "de-certified" or denied a civil rights certification. It is only populated when processing a removal step from within the pre-qualifications completed step.

• You can no longer access the Mainframe File Generation menu if you only have Inquiry security rights to the DOH Vendor System.

• The DBE Directory report no longer uses expiration date as part of its criteria.

Page last updated 5 February 2008