ContractActionsDatab ase

Transmitting Contract Action Files (MS Office 2007 Only) : 

1 Transmitting Contract Action Files (MS Office 2007 Only)

TABLE OF CONTENTS (MS Office 2007 Only) : 

2 TABLE OF CONTENTS (MS Office 2007 Only) Part 1 - Scanning your package to .pdf p.3 Part 2 - Access to the V Drive – To Open the Contract Actions Database p.4 to 6 Part 3 - Using the Contract Actions Database p. 7 to 12 Part 4 - Uploading to the Q Drive Q:\co\CESPL-CO\Award Docs Directory p. 13 to 15 Part 5 – Setting Folder Options p. 16 to 19

1. Scanning your package to .pdf (MS Office 2007 Only) : 

3 1. Scanning your package to .pdf (MS Office 2007 Only) Scan the package using your scanner and save the file to your Desktop OR Scan the package using the central Lexmark scanner, email the .pdf file to yourself, then save the file to your Desktop The name of the scanned package will default to document 1 or package1 or something similar. Leave it with that name for now.

2. Accessing “V” Drive and Setting a Shortcut to the Contract Actions Database : 

4 2. Accessing “V” Drive and Setting a Shortcut to the Contract Actions Database

2. Accessing “V” Drive and Setting a Shortcut to the Contract Actions Database : 

5 2. Accessing “V” Drive and Setting a Shortcut to the Contract Actions Database

2. Accessing “V” Drive and Setting a Shortcut to the Contract Actions Database : 

6 2. Accessing “V” Drive and Setting a Shortcut to the Contract Actions Database

2. Accessing “V” Drive and Setting a Shortcut to the Contract Actions Database : 

7 2. Accessing “V” Drive and Setting a Shortcut to the Contract Actions Database

2. Accessing “V” Drive and Setting a Shortcut to the Contract Actions Database : 

8 2. Accessing “V” Drive and Setting a Shortcut to the Contract Actions Database Right click on your desktop and paste the shortcut as shown below:

2. Access to the V Drive : 

9 2. Access to the V Drive If this does not work, then you do not have access and you need to enter an ACE-it help ticket. Go to the next slide to enter in an ACE-It ticket

2. Access to the V Drive – Not Accessible : 

10 The following link will take you to the BMC Remedy Action Request System Log into this system. The User Name is your “L1” ID, the Password is “esd”, Authentication field is to be left blank If the link does not work you can access the BMC page from the District Portal Intranet site using the following path -Create a New Request -Ask specifically for Read/Write Access to V:/ContractAdminSection and subfolders -Set Urgency to Medium(3) and you should have access within a week 2. Access to the V Drive – Not Accessible

3. Using Contract Actions Database(First time users for Office 2007 only) : 

11 3. Using Contract Actions Database(First time users for Office 2007 only) Enabling the Macros Left Click on the “Office Button” When the menu opens up, click on “Access Options” NOTE: To continue at this point, this tutorial assumes that the user has received access to the V:ContractAdminSection and Subfolders Read/Write Access via the ACE IT helpdesk.

3. Using Contract Actions Database(First time users for Office 2007 only) : 

12 3. Using Contract Actions Database(First time users for Office 2007 only) Go here Then click here

3. Using Contract Actions Database(First time users for Office 2007 only) : 

13 3. Using Contract Actions Database(First time users for Office 2007 only) Go here Then click here

3. Using Contract Actions Database(First time users for Office 2007 only) : 

14 3. Using Contract Actions Database(First time users for Office 2007 only) Go here Then click here

3. Using Contract Actions Database : 

15 3. Using Contract Actions Database Double Click your New Shortcut You are now here If you have never use this before Click ‘Name not in the list?’ NOTE: To continue at this point this tutorial assumes that: 1.The user has received access to the V:ContractAdminSection and Subfolders Read/Write Access via the ACE IT helpdesk. 2. The user has been able to set their macro settings to “enabled”, if using Office 2007.

3. Using Contract Actions Database : 

16 3. Using Contract Actions Database Enter ID Standard is First Name and Last Initial Enter your Screen Resolution (If your not sure click on Medium) Enter type of Office and Save Record In the future, you will scroll down and double click your name

3. Using the Contract Actions Database Create a New Record : 

17 3. Using the Contract Actions Database Create a New Record Select what type of document you are uploading (Mod/Task Order/Contract OR POM/POBCM) Start typing the contractor name in the form box. The box should auto-fill, select your contractor and CAD will display all active contracts for that contractor. If your contractor name does not show up, click Add New Contractor Name Enter the Company Name and Address, click the save button to store the data.

3. Using the Contract Actions Database : 

18 3. Using the Contract Actions Database Click the New Record Button. Enter the data for your file: -Doc Type -AAPB # -Contract Number -Task Order -Reference Number -G&A Rate -Contract Title (Short Memo of work) -Project Office -Area Office -Date Signed by ACO -Date Forwarded (If fields are not applicable or known, leave blank) (Dated Entries Auto Populate, Need only be clicked upon Change only if date differs) If an AAPB Number exists, you will be prompted to select the AAPB number from the AAPB database, auto populating all or most of the fields below.

3. Using the Contract Actions Database : 

19 3. Using the Contract Actions Database Save Changes, CAD will prompt an E-Mail Menu Select the “Package Forwarded Button. This button will open a subfolder within the Award Docs folder as well as create an email in Outlook. The subfolder will open as a windows explorer, and may be minimized. The Subject Line of the E-Mail will have the Contract Tracking Name Copy this name by highlighting and pressing ctrl - c.

3. Using Contract Actions Database : 

20 3. Using Contract Actions Database Recipients for your e-mail To: Use default names. If it will go to an Area Office to review, do not include Contract Admin Users in the To:. Instead enter in the SCAO or AZ user you want to review the package. For Contract Admin Review – You may use the default names in the To:. Chris Kronick and Carmen Lara. Note: Near FY end, if you are sending the package to Contract Admin, this default may change to the names of the package assigners. CC: Use the default names, and add whomever else on a need to know basis. Do not cc contract admin users if the package is not ready for them to review. Make sure the Subject Line is copied, and hit the send button.

4 - Uploading to the Q Drive : 

21 Find the newly scanned .pdf package on your desktop. (You will need to minimize your screens to get to it.) Rename it on your desktop. Right click on it, select “rename”, then paste the new name by clicking ctrl-v, ending the name with a .pdf. The new name will be equivalent to the email subject line. Cut the .pdf file, or ctrl – x it from your desktop. Activate the minimized subfolder on your taskbar, that references the starting location for uploading your document. 4 - Uploading to the Q Drive Your screen may look similar to the one below.

4 - Uploading to the Q Drive : 

22 4 - Uploading to the Q Drive When you select the minimized subfolder on your task bar, it will open up on your screen. Note: In this case, the POMs and POBCMs subfolder opened up because that is the starting point for where the file can be uploaded. Open the Contract Admin folder. NOTE: The example in this tutorial assumes that the user is working from an Area Office, and is uploading a POBCM file into the Contract Admin folder for Contract Admin review. If the file is going to be reviewed by an Area Office, upload the file to the appropriate area office folder i.e. ANAO or SCAO.

4 - Uploading to the Q Drive : 

23 4 - Uploading to the Q Drive Once you are in the Contract Admin folder, paste the .pdf file. Ctrl-V is a shortcut for paste.

5. Setting Folder Options : 

24 5. Setting Folder Options Push the View Buttom and change your View to DETAILS.

5. Setting Folder Options : 

25 Right-click Description Bar Click on Comments This will allow you to view and read any comments made about your package (where it is, questions, approvals, etc.). But it will only allow on the current folder unless you follow the next steps. 5. Setting Folder Options

5. Setting Folder Options : 

26 Go to Tools Go to Folder Options 5. Setting Folder Options

5. Setting Folder Options : 

27 Click on the View tab Click the Apply to All Folders Click OK This applies this setting to all your folders. That way anytime you look up your package, it will have the current view and show the comments. Not recommended if you don’t like this setting (Optional) 5. Setting Folder Options