Welcome to the Texas Department of Housing and Community Affairs Central Database TDHCA Contract System Tutorial v.2 the Basics August 2005 Press Page.

Welcometo the Texas Department of Housing and Community Affairs

Central Database TDHCA Contract System Tutorial v.2

the Basics

August 2005

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2TDHCA Contract System

CENTRAL DATABASE OVERVIEW

HOW TO NAVIGATE THIS TUTORIAL

TUTORIAL OBJECTIVES

FUND ALLOCATIONSTerms to Know

Perform Source of Funds/Program Fund Transactions

Allocate External Funds to Source Funds

Distribute $ to Program Funds

CONTRACT SETUPCreate a Contract

Contractor

Contact

Search for a Contract

Budget

Labor Standards Officer

Match Funds

Leverage Funds

Notes, Perf Reqs, Areas, Activities

OBLIGATE / DEOBLIGATE CONTRACT FUNDS

Funding a Contract

Deobligate $ from Contract back to Program Funds

CONTRACT STATUS

CONTRACT ACTIVITY

Fund, Setup, Approval

Search for a Contract Activity

TDHCA CONTRACT SYSTEM DRAW APPROVAL PROCESS

PMC and Accounting Approval

PROJECT COMPLETION REPORT

Topics Presented


Central Database Overview

Internal CDB Systems Links Located on Intranet Home Page

Central Database Resources (folder)

Central Database Project Steering Committee

CMTS – Internal Access

Internal User Guide (PDF)

TDHCA Contract System

TDHCA Contract System Tutorial (PowerPoint)

CDB Project Directory

Q:\central_database_project

TDHCA Interactive (links to all external web-based systems)

http://www.tdhca.state.tx.us/interactive.htm

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To Navigate This Tutorial Use the Page Down, Page Up keys This tutorial contains hyperlinks. From the “Topics Presented” page, you can click on a topic

and jump directly to that subject. To return to the “Topics Presented” page, click Return to Topics Presented.

Once you have accessed the tutorial, click Browse>Full Screen. This will give you a full PowerPoint screen for easier viewing. To exit, press Esc.

Screens within the database are referred to as “page”. A “section” is an area of the page to enter specific information. The title of the “section” is enclosed in quotes. For example, the main contract page includes the “Contract”, “Budget”, “Setasides”, and “Contract Detail” sections. Links are displayed underlined.

The term “Shift+Click” is a short-cut used for ease of navigation between the TDHCA Contract System and CMTS.

This tutorial is approximately one hour in length and covers the basics of TDHCA Contract System. It is recommended the CDB Internal User Guide be used with the tutorial to expand information about a subject.

Consult with your manager or team leader for specific information to enter in the fields. To print the tutorial, it is recommended to print 2 slides per page, select

“Color/grayscale=Pure Black/White” to print the reverse shading.


Tutorial Objectives

Increase staff awareness and knowledge on using this system Instruct staff on how to use TDHCA Contract System to:

Perform Fund AllocationsView HistoriesSearch, Create, and Fund ContractsSearch and Fund Contract ActivitiesInteract with CMTS

Edit Contacts (Persons) for Contracts Add/edit Contacts (telephone, email) and Addresses (CMTS)

Perform Approvals

Staff is able to work at their own pace and review slides at any time

Note: Not all actions described in this Tutorial can be performed by all Contract System Users. Certain actions are limited by security Roles. Check with your manager or team leader regarding your particular type of access security


Fund Allocations

Terms to Know Perform Source of Funds / Program Fund

Transactions


Terms To Know

Source of FundsExternal funds are Allocated to TDHCA Source of Funds. TDHCA housing divisions define categories for those funds for that year. IS in turn sets up those categories. Source of Funds may also be Deallocated back to external funds or Distributed to Program Funds.

Program FundsProgram funds are Deallocated back to the Fund Source.

ContractFunds are Obligated to the Contract from the Program Funds. They are Deobligated back to the Program Funds. Refund to Contract is not covered in this tutorial. Contact your manager or team leader for more information.

Contract Activity

Contract Activity funds are Committed / Uncommitted at the Contract level.


Fund Allocations – Allocate External Funds to Source of Funds

Log in to the Contract System

Click Source of Funds on navigation bar

Select a Source

Click (Transaction icon)

Note: If you click the Source name, the Fund Hierarchy displays. Use the Browser back button to return

See “Fund Allocations” in the CDB Internal User Guide

Fund Manager has the ability to Allocate $$ from External Funds to “Source Of Funds”, Distribute $$ to “Program Funds”, and Deallocate $$ back to External Funds.

Click Return to Topics Presented


Fund Allocations – Allocate External Funds to Source Funds (Continued)

Select Transaction Type “Fund Source Allocation” from pull-down menu

Click Continue

Note: All transactional Histories can be viewed at any funding level by clicking the History button.

For example, Source of Funds, Contract, Program Funds, Contract Activity



Select a “Fund Type” from pull-down menu

Enter a $ amount to Allocate to Source (do not enter $ sign or decimal)

Enter Comments in the open box area

Click Continue Comments



Message returned in green displays the $ amount of Allocation, date/time of transaction, and Transaction completed

“Fund Type” pull-down menu displays the Source name and funded amount

An amount from the Source Funds can now be Distributed to the Program Funds

Note: If the Transaction is not successful, the message returned is red and displays an error message


Fund Allocations – Distribute $ to Program Funds

Click Source of Funds on navigation bar

Select Source name (the same Source selected previously)

Click (Transaction icon)

The “Transaction” section displays

From “Transaction Type” pull-down menu

Select “Distribution to Program Fund”

Click Continue

Note: Program Income (PI) is also funded at this level


Fund Allocations – Distribute $ to Program Funds (Continued)

The $ amount available to Distribute to the Program displays in the Avlbl column of “Source of Funds”

The “Transaction” section confirms the Transaction Type and from which Source

From the “Fund Type” pull-down menu, select the Program to be funded

Enter a $ amount in the Amount box (do not enter the $ sign or decimal)

Enter comments in the open box. Click Continue

Comments



The Transaction is successful and complete



To confirm the “Program Funds”:

Scroll down to “Program Funds” section

“Fund” column displays Name of Program and from which Source

The Avlbl column displays Program Funds $ amount available


Contract Setup Create a Contract

Contractor Assign Contract Administrator Edit Contract Administrator in CMTS

Contact Assign Contract Contact Edit Contract Contact in CMTS



Create A Contract

From the “Contract Search” section

Click Create New Contract

See “Contracts” in the CDB Internal User Guide



Create A Contract (Continued)

A page with multiple sections displays. Complete the required fields.

Contract

Setasides

Contract Detail

Click Save

Notes:

The “Board Approval Date” occurs before the “Project Begin Date”

System assigns Contract Number

Required fields yellowOptional fields blue


Main Contract page

The page refreshes

The main contract page displays

Main

Contract

Page


Contractor

To Assign a Contractor

Click Contractor in the “Contract” section “Assign New Contract Administrator”

section displays

Enter a Name to search for

Click Submit Query


“Contract Administrator” displays as “Contractor” on main contract page



Assign Contract Administrator

“Assign New Contract Administrator” section displays

A number of matches display in the Search Results

Select a Name to assign

Click “Assign as Contract Administrator”



Create New Contract Administrator in CMTS

If there are “No Results Returned” from the Search

1. The Contract Administrator must be created in the “Organization” section of CMTS

2. Return to the Contract System and proceed to “Assign New Contract Administrator”


Edit Contract Administrator in CMTS

Click “Contractor” in Contract section

“Contract Administrator” displays

To edit “Contract Administrator” Shift+Click “Edit [name] in CMTS”

Goes to “Organization Detail” in CMTS

Make revisions

Click Save Organization

Close CMTS

Return to Contract System

Click Contract # on “Contract Administrator” screen to refresh the page

“Contract Administrator” in the Contract System is displayed as an Organization in CMTS


Assign Contact

On the main contract page, in the “Contract” section, click Contact

“Assign New Contract Contact” displays

Enter a Name to search

“Search Results” displays matches

From “Search Results”, select name

Click “Assign as Contract Contact”

Successful Message returned

Click Save



Create New Contract Contact in CMTS

If there are “No Results Returned” from the Search

1. The Contract Contact must be created in the “Person” section of CMTS

2. Return to the Contract System and proceed to “Assign New Contract Administrator”

Click Contract # of that Contract to refresh the page

“Contract Contact” displays as a “Person” in CMTS


Edit Contact in CMTS

From the “Contract” section, click Contact.

The “Contract Contact” section displays.

Shift+Click “Edit [name] in CMTS”

“Person Detail” displays in CMTS

Make revisions

Click Save Person

Close CMTS, return to Contract System

Click the Contract # to refreshthe page



Click Contract on the navigation bar

Enter the Contract Number and/or other information

Click Submit Query

Note: This is also the page used to “Create a New Contract”




Contract Setup (Continued) Budget

Labor Standards Officer Assign Labor Standards Officer Edit Labor Standards Officer in CMTS

Match Funds

Leverage Funds

Notes, Perf Reqs, Areas, and Activities


Contracts / BUDGET

Complete the Planned Budget information

Click “Budget Detail” in the “Budget” section of the main contract page



Contracts / BUDGET (Continued)

“Planned Budget” section displaysEnter the Total Budgeted

TDHCA Original, and

Amended amounts of Admin and/or Project funds budgeted for Contract

Click Save

$$ amounts entered must match (do not enter $$ signs or commas)

Click Contract # to return to the main contract page

The budget entries display in the “Budget” section of the Contract page

The “Funded” column of the “Planned Budget” section is populated after funds are Obligated to the contract from the Program Funds


Contract Detail

The “Board Approval Date” is the only required field in the “Contract Detail” section.

This date should be completed when a new Contract is created.



Assign Labor Standards Officer

Other fields in the “Contract Detail” section include the “Labor Standards Officer” which, if required, must be completed.

Click Labor Standards Officer



Assign Labor Standards Officer (Continued)

“Assign New Labor Standards Officer” section displays

Enter a Name to search

Click Submit Query

“Search Results” displays

Select a Name

Click Assign as Labor Standards Officer

“Record Updated Successfully” message displays


Create New Labor Standards Officer

If there are “No Results Returned” from the Search, the Labor Standards Officer must be created in the “Person” section of CMTS.

Return to the Contract System and “Assign new Labor Standards Officer”.


Edit Labor Standards Officer in CMTS

To edit “Labor Standards Officer”

Shift+Click “Edit [name] in CMTS”

Note: Labor Standards Officer is displayed as “Person” in CMTS

Contract Detail (Continued)


Edit Labor Standards Officer in CMTS

“Person Detail” displays in CMTS

Make edits

Click Save Person

The “Persons” Contact and Address information can also be edited or added here

When edits are complete,

Click Save Person Close CMTS Return to Contract System Click Contract # to refresh page

See “Contacts and Addresses” in the CDB Internal User Guide


Match Funds

From main contract page

Scroll to “Contract Detail”

Click Match Funds



Match Funds (Continued)

“Match Funds” section displays

To enter new matching funds

Click “Add New Match Fund”

“Match Fund” section displays

1. Select a “Source” from the pull-down menu

2. Select a “Match Type” from the pull-down menu

3. Enter an Amount

4. Enter any Comments

5. Click Save



Leverage Funds

From main contract page

Scroll to “Contract Detail”

Click Leverage Funds

Enter information

Click Save

Repeat adding Leverage Funds, if needed.




Notes, Performance Requirements, Activities and Areas Served

Notes

Used to enter information about a Contract.

To create a new Note

Click “Create a New Note”

Enter note information to the open box area

Click Save


Enter note information here


Notes, Performance Requirements, Activities, and Areas Served

Performance Requirements(Perf Reqs)

Used to enter income and other information such as AMFI and Rent Restrictions, and Special Needs




Notes, Performance Requirements, Activities, and Areas Served

Activities

“Activities” goes to the “Contract Activity” page

Contract activity setup is normally performed by the External Contract Administrator



Notes, Performance Requirements, Activities and Areas Served

Areas Served

Provides information related to the Cities or Colonias and Counties served by the Contract

To add a new City or Colonia

Click “Add New City or Colonia”

To add a new County

Click “Add New County”



Obligate / Deobligate Contract Funds

Funding a Contract Deobligate $ from Contract back to Program

Funds


FUNDING A CONTRACT

For a Contract to be funded, the Source of Funds and the Program Funds related to the Contract must be properly funded

Administrative Funds are typically funded before the Project Funds

Contracts can only be funded when Status is “Pending” or “Pending Amendment”

The Contract System automatically applies Program Income (if available) on a per Draw basis; a Contract will never be manually funded with Program Income


FUNDING A CONTRACT

To Obligate funds to a Contract

From the main contract page of the Contract

1. Click Allocate Funds


2. Scroll to the “Transaction” section “Transaction Type” column

Click on the arrow at the drop-down menu

Select Obligation from Program Fund

Click Continue

Note: This page will refresh after you click Continue

Funding a Contract (Continued)


3. “Transaction” section displays again

The available Program Funds related to the funding year of the Contract displays

4. Fund column

Select the appropriate Program Fund for Admin

5. Enter the $$ amount of Admin Funds Obligated to the Contract

6. Enter any comments to the Notes section

7. Click Continue when completed



8. If the Transaction is successful, a message in ‘green’ type displays at top of page

9. Click Contract # to return to the main contract page

Repeat steps 1-9 to Obligate funds to the Contract Project fund



Fund Allocations – Deobligate $ from Contract back to Program Funds

From the main contract page:

Click Allocate Funds

From the next page

Scroll to the “Transaction” section

From the “Transaction Type” pull-down menu,

Select “Deobligation to Program Fund”

Click Continue

The only way to manually Deobligate funds from a Contract back to a Program fund using these steps is if the Contract Status is either Pending or Pending Amendment.




The page refreshes

From the “Transaction” section –

Select a Fund from the pull-down menu to Deobligate back to the Program Fund

Enter an amount to Deobligate

Enter any comments to the open box area

Click Continue



If the transaction is successful, a message in green displays the following information:

The amount of deobligation

Program Name

Source Name

Date/Time

Transaction completed


Contract StatusChanging a Contract Status can affect all related

Contract Activities and/or all related Draws


Contract Status

To Change the Status of a Contract

From the main contract page of that Contract

Click Status

“Contract Status” section displays

From “Contract Status” pull-down menu

Select appropriate Status

Click Add

Click Contract # to refresh page

Notes:

The Status selection is action dependent.

This includes Amendments.



Once funds are Obligated to the Contract and the Contract Status is “Active”, the Contract Administrator may submit a “Draw Request” for Admin funds

The Draw Approval process is discussed later in this tutorial


Contract Activity

Setup, Fund, and Approval (External) Contract Activity Setup Fund a Contract Activity PMC Approval / Disapproval Accounting Approval / Disapproval



External Contract Activity Setup

Once the Contract is funded and the Contract Status is Active, PMC assigns the Contract to an External Contract Administrator

The “Active” Contract will display on the Contract Administrator’s “Notifications” screen

The External Contract Administrator will set up the Contract Activity and submit to TDHCA with Status=“Pending PM Approval”

The Contract Activity displays on PMC “Notifications” page withStatus= “Pending PM Approval”

See the External User Guide for More Information


Commit Funds to a Contract Activity

Once the Contract Activity is received on PMC Notification page, funds are committed to the Contract Activity

The Contract Activity # is displayed on the Notification page as “Unassigned” because the Activity # has not been assigned

Click on “Unassigned” Activity # of that ContractThe related Contract # also displays

From the main contract page of that Contract

Click Allocate Funds


Commit Funds to a Contract Activity (Continued)

Contract page displays the Contract # and several sections:

• Contract• Budget• Contract Funds• Transaction

From the “Transaction” section

“Transaction Type” pull-down menu

Select “Commitment to Contract Activity”

Click Continue



The next page displays the Transaction and Contract Fund information such as the Source Funds name, Program Name, the Contract #, and the Committed funds to the Contract

From the “Activity” column in the Transaction section

Select the Contract Activity number from the pull-down menu which will receive the commitment of funds

Enter a $ amount to commit

Click Continue

Click Contract # at top left of page to return to the Contract



If the transaction is successful, a message in green type will display

The “Budget” section displays the “Committed” amount to the Contract Activity

The “Contract Activity Funds” section displays the funded amount


Contract Activity PMC Approval

From the Overview section

Status=“Pending PM Approval”

Enter the Activity # and other field information as needed

Click Save

Note: (Message returned in green if successful)

Click Approve



See “Contract Activities” in the CDB Internal User Guide

Contract Activity PMC Approval (Continued)

“New Approval Action for Portfolio Management” displays

Enter Comments

Click Save

Message in green if successful



Contract Activity PMC Disapproval

When the Contract Activity displays on PMC “Notifications” page with a Status “Pending PMC Approval” and PMC clicks “Disapprove”

The Activity Status is automatically changed to “Disapproved by PM”

The Activity displays on the Contract Administrator’s Notifications page as “Disapproved by PM”

Contract Administrator can make changes to the Activity and resubmit



Contract Activity Accounting Approval

Once PMC approves the Contract Activity, the Contract Activity Status is automatically changed to “Pending Accounting Approval” and will then display on Accounting’s “Notifications” page



Contract Activity Accounting Approval (Continued)

Accounting reviews the Contract Activity and either Approves, Approves with Conditions, or Disapproves

To approve, Click Approve



Contract Activity Accounting Approval (Continued)

“New Approval Action for Accounting” displays

Enter comments

Click Save

Successful Message in green displays

The Activity now displays on the Contract Administrator’s Notifications page with Status = “Active”

Comments



Click Contract Activity on the navigation bar

Enter the Contract Activity Number and/or other information

Click Search



TDHCA Contract System DRAW Approval Process

PMC Approval Accounting Approval


The Approval process for approving a Contract Draw or a Contract Activity Draw by PMC and Accounting is similar

Once the Contract and Contract Activity, Funding, and Approval Process is complete, the Contract and Contract Activity are in “Active” status

An External Contract Administrator creates and submits a Draw Request with Status “Pending PM Approval” to TDHCA

Approving A Contract Draw OR Contract Activity Draw



Approving A Draw

PMC receives the Draw Request on their “Notifications” page under “Your Draws”

Click Draw # A page with 5 sections displays:

Activity BudgetDraw RequestDraws for ProjectMatch InformationApproval Actions

“Draw Request” sectionStatus=“Pending PM Approval”

Check accuracy of Draw Request and complete any required fields

From the “Approval Actions” sectionClick Save

Successful Message returnedClick Approve


Approving A Draw (Continued)

“New Approval Action for Portfolio Management” section displays

Enter Comments

Click Save “Approval Actions by Portfolio

Management” displays

Successful Message returned The Draw Request will now display on

Accountings “Notifications” page

COMMENTS



Accounting receives the Draw Request on their “Notifications” page under “Your Draws”

Status =“Pending Processing”

Click Draw #

From the “Draw Request” section Check accuracy of Draw

Request and complete any required fields and click Save

Once all required fields are saved, click “Process without Saving” to apply funds to the Draw



Draw Status is automatically changed to “Pending Accounting Approval”

In the “Approval Actions” section

Click Approve



“New Approval Action for Accounting” displays

Enter any Comments

Click Save Success Message returned

Click the DRAW #COMMENTS



From the DRAW information page

Status = “Approved”

Scroll to “Approval Actions” section

Displays the Approval information


Project Completion Report

Approval Process


Project Completion Report

A Project Completion Report (PCR) may be submitted by the Contract Administrator at any time after the Contract Activity is setup and made Active

The PCR submission process is similar to the DRAW submission process



Project Completion Report (Continued)

Once the PCR is submitted, the Contract Activity Status changes from “Active” to “Pending PCR Approval” and displays on PMC Notification page under “Your PCR Contract Activities”

Click the Activity #

A page displays with multiple sections. For example,

Overview

Address

Allocation

Draw Balances, and so on



PMC verifies the information on the PCR is correct.

To view the PCR, scroll down to the Related section

Click Project Completion Report

The PCR Contract Activity displays and contains multiple sections For example,

Activity Details

Address

Property Details

Home, Public, and Private Funds, and

Total Project Costs

Click Contract Activity # to return



PMC also checks to make sure that a Final Draw is Approved for that Contract Activity.

On the PCR Contract Activity

Scroll to “Draw Balances” section

Click Draw Requests

“Draw List” section of the PCR Contract Activity displays

After validation,

Click Contract Activity # to return



Once these conditions are met, PMC changes the PCR Activity Status

from Pending PCR Approvalto

Closedor

Pending Amendment (only if a change is to be made to the Activity)Enter a DateClick Add

Success message is returnedClick the Activity #

Verify the PCR Contract Activity Status is changed to Closed


Thank You!Thank You!We hope this tutorial helped you.We hope this tutorial helped you.

Be sure to see the CMTS Training Tutorial

Welcome to the Texas Department of Housing and Community Affairs Central Database TDHCA Contract System Tutorial v.2 the Basics August 2005 Press Page.

Documents

contract deobligate

main contract page

deobligate contract

fund contract activities

program funds contract

press page

external funds

source funds