Create Work Order or Workspace Item Cost Justification

Description

This function is part of the Contractor Services subsystem and allows authorized users to create an item cost justification record for a work order or workspace item. The Item Cost Justification screen is accessed from the Work Order Item or Workspace Item screen - its title changes based on which screen it is accessed from. From the justification screen, the user selects the justification method and, if desired searches and saves allied contract information and/or creates a force account estimate. The user can opt to justify the cost using one of these online methods or can select another method, for example, "court order", enter comments, and attach an EDMS file of the scanned court order. If the user chooses "Allied Contracts" or "Force Account Estimate" as the method of justification, the system checks to ensure that the appropriate records exist (that is, the force account estimate has been created in ECMS) prior to allowing the work order containing the item to be submitted for review.

This document explains how to create the justification record for either a work order or a workspace item. The document is written from the point of view of justifying a work order item; any special considerations for workspace items are highlighted with notes. For detailed steps on creating a force account estimate or searching and saving the allied contracts data, see the following Help documents under Work Orders - for Construction Projects: "How Do I Justify Item Cost - Force Account Estimate" and "How Do I Justify Item Cost - Allied Contracts".

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 Select Estimates and Work Orders option Note: Navigate to the Workspace screen using the My Projects option beneath Contractor Services. Once on the My Projects screen, select the project then choose "Workspace" from the Go links and click the GO button.
Estimates and Work Orders home page	Choose "Work Orders by Status" as the Report type Enter search criteria Click SEARCH button
Work Orders by Status list	Click Work Order Items icon
Work Order Items list	Click Item Number hyperlink for the item requiring justification
Work Order (or Workspace) Item detail screen	Click Justification link
Work Order (or Workspace) Item Cost Justification screen. If you're changing a previously-saved Justification, click Edit.	Choose Justification method from drop-down list* Enter comments if desired Click SAVE Attach EDMS document, if desired *If Allied Contracts is selected, choose "Allied Contracts" from the Add links and click the ADD button to access allied contracts. If Force Account Estimate is selected, choose "Force Account Estimate" from the Add links and click the ADD button to access online screens.

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 options available to your user group are displayed. Note: Navigate to the Workspace screen by choosing the My Projects option beneath Contractor Services. On the My Projects screen, select the project and choose "Workspace" from the Go links; click the GO button.
Select the Estimates and Work Orders option beneath Contractor Services on the navigation bar.	The Estimates and Work Orders home page is displayed.
Select “Work Orders by Status” from the Report field.	The entry you selected appears in the field.
If desired, enter additional search criteria, such as project number or work order status to narrow the search.	The criteria you entered appear in the fields.
Click the SEARCH button.	The Work Orders by Status list is displayed and includes work orders matching the search criteria you entered.
Click the Work Order Items icon.	The Work Order Items list is displayed. Note: If you are working in the Workspace, click the Item Number link for the Workspace Item you wish to justify. You will be taken to the Workspace Item screen, from there you can link to the Workspace Item Cost Justification screen.
Click the Item Number hyperlink for the item whose cost you wish to justify.	The Work Order Item detail screen is displayed.
Click the Justification hyperlink. If you're editing a previously-saved Justification, click Edit.	The Work Order (or Workspace) Item Cost Justification screen is displayed.
Select the Justification Method from the drop-down list.	The method you selected appears in the field.
If desired, enter comments in the Comments field.	The text you entered appears in the field.
Click the SAVE button.	Screen is saved.
If desired, attach an EDMS document by clicking the SEL EDMS button and following the prompts.	When you return to the Work Order (or Workspace) Item Cost Justification screen, a hyperlink to the EDMS document appears in the field, but you must save the screen before going to the Allied Contracts or Force Account Estimate screens.
If you selected Allied Contracts or Force Account Estimate as the justification method, save this screen, then choose the appropriate screen title from the Add links and click the ADD button.	The online screen allowing you to search and save allied contracts or create a force account estimate is displayed. See "How Do I Justify Item Cost - Allied Contracts" or "How Do I Justify Item Cost - Force Account Estimate" under "Work Orders - for Construction Projects" in the Help system.
Click the SAVE&EXIT button.	A 'please wait' message is displayed. When processing is complete, a 'successful' message is displayed.
Click OK on the message box.	The message box closes, and you are returned to the Work Order Item Cost Justification screen.

Created by
Joseph D Howe/PennDOT on 03/16/2005 at 10:51:23 AM