Execute Contract

<H2 class=form>Description</H2>
<BLOCKQUOTE>This function is part of the Contract Awards subsystem and is used to execute a construction contract. When the last required acceptance or signature is obtained, the contract status is updated to "Ready to Execute", and the system generates and sends an email notification, informing the BOD CMD user group that a contract is ready for execution. The user accesses the contract from the Contracts by Status link and clicks the EXECUTE button. The system automatically runs the Execute Rules program to check the project against the predefined business rules. If any errors or warnings exist, the user is taken to the Execute Rules Page, where a listing of the errors and warnings is displayed. If there are errors on the page and all the errors have an override indicator of "Yes", the errors can be overridden by an authorized user. Otherwise, the errors must be corrected on the related screen before the contract can be executed. When the contract is executed, the system creates the Contract in PDF form, Finalization Checklist, the DBE/MBE/WBE data, and the Project Addresses (payment, mailing, surety, insurance).
 Note: Partial ECMS projects (Project Type equal to "Emergency Partial ECMS" or "Local Partial ECMS") have an off-line paper contract review and execution process. However, in order for the system to create the appropriate construction data, an authorized BOD CMD user must perform the 'Accept Contract" function from the Contract Awards screen. (This function replaces the "Execute Contract" function that is required for Standard and Municipal Projects.) See the Help document titled "Accept Local or Emergency (Partial ECMS) Contract" under the Contract Review and Execution category of the Help system for specific directions. </BLOCKQUOTE> 
<H2 class=form>Quick Navigation</H2>
<BLOCKQUOTE>The following table provides an overview of the steps in this process. Detailed step-by-step directions are provided in the next section.
<TABLE border=1>
<TBODY>
<TR vAlign=top>
<TD width=199>From this screen….</TD>
<TD width=391>perform this action:</TD></TR>
<TR vAlign=top>
<TD width=199>Navigation Bar</TD>
<TD width=391>Select Contractor Services option, then select Contract Awards</TD></TR>
<TR vAlign=top>
<TD width=199>Contract Awards Home Page</TD>
<TD width=391>Click the Contracts by Status link</TD></TR>
<TR vAlign=top>
<TD width=199>Contracts by Status </TD>
<TD width=391>Click the Project Number for the contract you want to execute</TD></TR>
<TR vAlign=top>
<TD width=199>Contract </TD>
<TD width=391>Click the Edit button
Click the Execute button
Confirm the action (Execute Rules program checks project)</TD></TR></TBODY></TABLE></BLOCKQUOTE> 
<H2 class=form>Step-by-Step Directions</H2>
<BLOCKQUOTE>

<TABLE border=1>
<TBODY>
<TR vAlign=top>
<TD width=151>User Action</TD>
<TD width=439>Result</TD></TR>
<TR vAlign=top>
<TD width=151>Open your browser software and access the ECMS Welcome page.</TD>
<TD width=439>The ECMS Welcome page is displayed with the navigation bar on the left.</TD></TR>
<TR vAlign=top>
<TD width=151>Using the Registered Users Login fields at the top of the navigation bar, enter your user ID and password. Click GO or tap the Enter key.</TD>
<TD width=439>The ECMS Welcome page appears. Your user name now appears at the top of the navigation bar, and the navigation bar options are tailored to your security group(s).</TD></TR>
<TR vAlign=top>
<TD width=151>From the navigation bar, select the Contractor Services option. </TD>
<TD width=439>The Contractor Services option available to your user group are displayed.</TD></TR>
<TR vAlign=top>
<TD width=151>Select the Contract Awards option beneath Contractor Services on the navigation bar.</TD>
<TD width=439>The Contract Awards home page is displayed.</TD></TR>
<TR vAlign=top>
<TD width=151>Click the Contracts by Status link.</TD>
<TD width=439>The Contracts by Status list is displayed and displays all contracts with a review status matching your user group. </TD></TR>
<TR vAlign=top>
<TD width=151>Click the Project Number hyperlink for the contract you wish to execute.</TD>
<TD width=439>The Contract screen for the specified project is displayed.</TD></TR>
<TR vAlign=top>
<TD width=151>If necessary, use the down arrow icon in the upper left of the display to jump to the bottom of the screen.</TD>
<TD width=439>The lower portion of the screen is displayed.</TD></TR>
<TR vAlign=top>
<TD width=151>Click the EDIT button.</TD>
<TD width=439>The screen switches to edit mode, and the Execute button is displayed.</TD></TR>
<TR vAlign=top>
<TD width=151>Click the EXECUTE button.</TD>
<TD width=439>A message is displayed asking you to confirm that you want to execute the contract.</TD></TR>
<TR vAlign=top>
<TD width=151>Click OK on the message box.</TD>
<TD width=439>The message box closes, and a ‘please wait’ message is displayed. The system runs the Execute Rules (to Execute Contract) program against the project. 
If only warnings are discovered by the Execute Rules program, a message to that effect is displayed and processing continues. If you wish to view the warnings, you can access the Execute Rules Page from the Go links.
If any errors are found, you are taken to the Execute Rules Page where the errors are displayed. If all of the displayed errors have an override indicator of Yes, the errors can be overridden by an authorized user. Once the errors are overridden, you can access the Contract screen and click the EXECUTE button again to process the contract execution.
If any errors have an override indicator of No, they cannot be overridden, but the underlying data must be fixed on the appropriate screen.</TD></TR></TBODY></TABLE></BLOCKQUOTE>

Description

This function is part of the Contract Awards subsystem and is used to execute a construction contract. When the last required acceptance or signature is obtained, the contract status is updated to "Ready to Execute", and the system generates and sends an email notification, informing the BOD CMD user group that a contract is ready for execution. The user accesses the contract from the Contracts by Status link and clicks the EXECUTE button. The system automatically runs the Execute Rules program to check the project against the predefined business rules. If any errors or warnings exist, the user is taken to the Execute Rules Page, where a listing of the errors and warnings is displayed. If there are errors on the page and all the errors have an override indicator of "Yes", the errors can be overridden by an authorized user. Otherwise, the errors must be corrected on the related screen before the contract can be executed.

When the contract is executed, the system creates the Contract in PDF form, Finalization Checklist, the DBE/MBE/WBE data, and the Project Addresses (payment, mailing, surety, insurance).

Note: Partial ECMS projects (Project Type equal to "Emergency Partial ECMS" or "Local Partial ECMS") have an off-line paper contract review and execution process. However, in order for the system to create the appropriate construction data, an authorized BOD CMD user must perform the 'Accept Contract" function from the Contract Awards screen. (This function replaces the "Execute Contract" function that is required for Standard and Municipal Projects.) See the Help document titled "Accept Local or Emergency (Partial ECMS) Contract" under the Contract Review and Execution category of the Help system for specific directions.

Quick Navigation

The following table provides an overview of the steps in this process. Detailed step-by-step directions are provided in the next section.

From this screen…. perform this action:

Navigation Bar Select Contractor Services option, then select Contract Awards

Contract Awards Home Page Click the Contracts by Status link

Contracts by Status Click the Project Number for the contract you want to execute

Contract Click the Edit button
Click the Execute button
Confirm the action (Execute Rules program checks project)

Step-by-Step Directions

User Action Result

Open your browser software and access the ECMS Welcome page. The ECMS Welcome page is displayed with the navigation bar on the left.

Using the Registered Users Login fields at the top of the navigation bar, enter your user ID and password. Click GO or tap the Enter key. The ECMS Welcome page appears. Your user name now appears at the top of the navigation bar, and the navigation bar options are tailored to your security group(s).

From the navigation bar, select the Contractor Services option. The Contractor Services option available to your user group are displayed.

Select the Contract Awards option beneath Contractor Services on the navigation bar. The Contract Awards home page is displayed.

Click the Contracts by Status link. The Contracts by Status list is displayed and displays all contracts with a review status matching your user group.

Click the Project Number hyperlink for the contract you wish to execute. The Contract screen for the specified project is displayed.

If necessary, use the down arrow icon in the upper left of the display to jump to the bottom of the screen. The lower portion of the screen is displayed.

Click the EDIT button. The screen switches to edit mode, and the Execute button is displayed.

Click the EXECUTE button. A message is displayed asking you to confirm that you want to execute the contract.

Click OK on the message box. The message box closes, and a ‘please wait’ message is displayed. The system runs the Execute Rules (to Execute Contract) program against the project.
If only warnings are discovered by the Execute Rules program, a message to that effect is displayed and processing continues. If you wish to view the warnings, you can access the Execute Rules Page from the Go links.
If any errors are found, you are taken to the Execute Rules Page where the errors are displayed. If all of the displayed errors have an override indicator of Yes, the errors can be overridden by an authorized user. Once the errors are overridden, you can access the Contract screen and click the EXECUTE button again to process the contract execution.
If any errors have an override indicator of No, they cannot be overridden, but the underlying data must be fixed on the appropriate screen.

Created by
Joseph D Howe/PennDOT on 03/16/2005 at 10:53:08 AM

From this screen….	perform this action:
Navigation Bar	Select Contractor Services option, then select Contract Awards
Contract Awards Home Page	Click the Contracts by Status link
Contracts by Status	Click the Project Number for the contract you want to execute
Contract	Click the Edit button Click the Execute button Confirm the action (Execute Rules program checks project)

User Action	Result
Open your browser software and access the ECMS Welcome page.	The ECMS Welcome page is displayed with the navigation bar on the left.
Using the Registered Users Login fields at the top of the navigation bar, enter your user ID and password. Click GO or tap the Enter key.	The ECMS Welcome page appears. Your user name now appears at the top of the navigation bar, and the navigation bar options are tailored to your security group(s).
From the navigation bar, select the Contractor Services option.	The Contractor Services option available to your user group are displayed.
Select the Contract Awards option beneath Contractor Services on the navigation bar.	The Contract Awards home page is displayed.
Click the Contracts by Status link.	The Contracts by Status list is displayed and displays all contracts with a review status matching your user group.
Click the Project Number hyperlink for the contract you wish to execute.	The Contract screen for the specified project is displayed.
If necessary, use the down arrow icon in the upper left of the display to jump to the bottom of the screen.	The lower portion of the screen is displayed.
Click the EDIT button.	The screen switches to edit mode, and the Execute button is displayed.
Click the EXECUTE button.	A message is displayed asking you to confirm that you want to execute the contract.
Click OK on the message box.	The message box closes, and a ‘please wait’ message is displayed. The system runs the Execute Rules (to Execute Contract) program against the project. If only warnings are discovered by the Execute Rules program, a message to that effect is displayed and processing continues. If you wish to view the warnings, you can access the Execute Rules Page from the Go links. If any errors are found, you are taken to the Execute Rules Page where the errors are displayed. If all of the displayed errors have an override indicator of Yes, the errors can be overridden by an authorized user. Once the errors are overridden, you can access the Contract screen and click the EXECUTE button again to process the contract execution. If any errors have an override indicator of No, they cannot be overridden, but the underlying data must be fixed on the appropriate screen.