Transcription
STCM Work Order FormsUser GuideApril, 2006
Table of Contents1.2.Work Order Forms Roles . 3Retrieving Data. 32.1. Query Method 1 . 42.2. Query Method 2 . 53. Updating Data . 64. Entering New Records . 74.1. Base Form (Fields above tabs). 74.1.1. Base Form Field Definitions. 74.1.2. Type . 74.1.3. Facility ID . 84.1.4. Contractor ID. 84.2. Contractor Information Form . 94.2.1. Contractor Information Form Field Definitions. 114.3. Updating Contractor Information. 124.4. Work Order Tab . 134.4.1. Work Order Tab Field Definitions . 154.5. Funding Eligibility . 154.6. Cost Center . 174.7. Deliverables Tab . 174.7.1. Deliverables Tab Field Definitions . 174.7.2. Phase. 194.7.3. Activities. 204.7.4. Final Deliverable . 204.7.5. Due Date. 204.7.6. Discharge Date . 204.7.7. Deliverable Type . 204.7.8. Interim Reports . 214.7.9. Period of Service End Date . 224.7.10. WO Amount . 224.7.11. Retainage % . 224.8. Description Tab . 234.8.1. Description Tab Field Definitions . 234.8.2. Description . 234.9. WO Amounts Tab. 244.9.1. WO Amounts Tab Field Definitions. 244.10.Cap & Deductible Tab . 254.10.1. Cap and Deductible Tab Field Definitions . 254.10.2. % Towards Discharge. 265. Budtrack Deliverables Tab . 275.1. Budtrack Deliverables Tab Field Definitions . 276. Deleting vs. Clearing Records. 297. Saving the Work Order. 298. Printing the Work Order. 299. Canceling a Work Order or Task Assignment. 3110.Verifying a Work Order or Task Assignment . 3211.Updating the Admin Signature Date . 3211.1.Work Order Updates Field Definitions. 3312.Deliverable Histories. 3412.1.Work Order Updates Field Definitions. 3413.Budtrack Data Cleanup. 3514.Work Order Code Forms . 3614.1.State Contract Numbers . 3714.2.Cost Center Codes . 38STCM User Guide Work Order104/10/2006
14.3.Activity Types . 3914.4.Activity Tasks (Phases) . 4014.5.Retainage Types . 4114.6.Contractor Retainages. 4214.7.Task Name Codes. 4314.8.Report Type Codes . 4415.Work Order Reports. 48STCM User Guide Work Order204/10/2006
1.Work Order Forms RolesThere are seven STCM roles that allow access to the Work Order forms. PCT WORK ORDER – If user is a current site manager, this role allowsquery, insert, and update of work orders or task assignments. Allows printingof the work order or task assignment. Allows editing of only the activities,deliverable types, due dates, discharge dates, and interim reports once theadministrative signature date has been entered. Allows editing of all workorders or task assignments belonging to the team that the user is assigned to. PCT WORK ORDER ADMIN and PCT ADMIN – Allows query, insert, andupdate of work orders or task assignments. Allows printing of the work orderor task assignment. Allows editing of all work order fields even after theadministrative signature date has been entered. If user is a current sitemanager, allows entry of new work orders or task assignments as long as theuser belongs to the same team as the site manager assigned to the facility.Allows edits to all existing work orders or task assignments regardless ofwhether user is a current site manager or on the same team as the sitemanager assigned to the facility or not. Allows checking and un-checking ofthe verified field. PCT ADMIN users can see the Cleanup, Work Order,Work Order, Update Admin Sig Date menu choice. STCM QUERY USER, PCT CLERK, and PCT INVOICE – Allows query ofwork orders or task assignments. PCT WORK ORDER CLERK – Allows query of work orders or taskassignments. Allows checking and un-checking of the verified field on WorkOrder Data Entry form. Allows user to see the Cleanup, Work Order, WorkOrder, Update Admin Sig Date menu choice and query, insert, and updatedata in the Work Order Update form.2.Retrieving DataThere are two separate methods for querying work orders or task assignments.The first method involves a separate form just for querying, which only displays afew fields and allows for viewing the entire work order or task assignment. Thesecond method utilizes the standard Oracle functionality from the data entrymodule.STCM User Guide Work Order304/10/2006
2.1.Query Method 1To query work orders or task assignments using the Work Order Query formchoose the following from STCM’s main menu: Cleanup, Work Order, WorkOrder, Query.Enter the information you wish to query on and press F12 or click the executequery button in the tool bar. For example, if you want to query all work orders ortask assignments assigned to facility 8500001, enter 8500001 in the Facility IDfield and press F12 or click the execute query button in the tool bar.If you want to query work orders created by Team 6 in the fiscal year ending2005, start by entering 2005-96% in the WO/TA# field and press F12 or click theexecute query button in the tool bar.To select a specific work order or task assignment, double-click on the selectedrecord and the Work Order Data Entry form will open and display the details forthat record. Alternatively, you can select the record you wish to view and pressthe Page Down button on your keyboard.STCM User Guide Work Order404/10/2006
If the results displayed from the query do not contain the desired record then anew query can be entered by pressing F11 or click enter query button in the toolbar and the form will be cleared and ready for a new query to be entered andexecuted.2.2.Query Method 2To query work orders or task assignments using the Work Order Data Entry form,choose the following from the STCM main menu: Cleanup, Work Order, WorkOrder, Data Entry. Because the form opens ready for data entry, F11 must bepressed to enter query mode. Enter the information you wish to query on andpress F12 or the Execute Query button.STCM User Guide Work Order504/10/2006
For example, if you want to query one specific work order, start by entering thework order number into the work order number field. Press F12 or click theExecute Query toolbar button to run the query. If your query returned multiplerecords, records can be navigated by using the Up and Down arrows on yourkeyboard.3.Updating DataYou may change any field that has a white background, depending on yoursystem privileges, your assigned team and whether or not the administrativesignature date is present. Fields with gray backgrounds are read only.Note: Once the Admin Signature Date is populated and therecord is saved the average site manager will not be allowed toupdate any of the fields on the work order except for theactivities, deliverable type, due date, discharge date, andinterim reports fields. Only users withPCT WORK ORDER ADMIN or PCT ADMIN will be allowedto update the remaining work order fields once the AdminSignature Date is populated.STCM User Guide Work Order604/10/2006
4.Entering New RecordsPlease choose the following from the STCM main menu: Cleanup, Work Order,Work Order, Data Entry.Note: To ensure accurate and complete data entry, use the tab key tomove through the fields of this form rather than the mouse tomaneuver randomly around the form. Failure to do so could causeerrors.4.1.Base Form (Fields above the tabs)4.1.1. Base Form Field DefinitionsField NameTypeWork Order NumberWO RAIFacility IDField DefinitionIdentifies whether the record is a work order or task assignmentUnique number identifying a work order or task assignmentCheckbox that gets checked by conditions in the database. It indicateswhether the Work Order is a RA Cleanup type work order.Indicates whether the record has been cancelled or notThe date the Cancelled box was checked by the Site Manager in order tocancel the work order or task assignment.Indicates whether the data in the record has been verified for accuracy bydata reconciliation staff or notCounty associated with the facility the work order or task assignmentreferencesThe facility ID the work order or task assignment referencesFacility NameContractor IDContractor NameThe facility name the work order or task assignment referencesThe contractor ID the work order or task assignment referencesThe contractor name the work order or task assignment referencesCancelledCancelled DateVerifiedCounty4.1.2. TypeThe Type field will default to Work Order. If a Task Assignment is beingcreated, click the radio button to select Task Assignment. You will notice theprompt above the Work Order Number field will change to Task AssignmentNumber if the Task Assignment radio button is selected. Once the work orderor task assignment has been saved the Type cannot be changed.STCM User Guide Work Order704/10/2006
4.1.3. Facility IDEnter the seven-digit Facility ID associated with the work order or taskassignment you are creating and press Tab. The Facility Name, Address,City, Zip, Manager, Phone, Score, County Name and Team will beautomatically populated for you. Once the work order or task assignment hasbeen saved the Facility ID cannot be changed. If the wrong Facility ID hasbeen entered, the work order must be cancelled and a new work order mustbe created.4.1.4. Contractor IDEnter the five-digit Contractor ID associated with the work order or taskassignment you are creating and press Tab. Alternatively, you may search fora contractor by browsing the List of Values by pressing Ctrl L or by selectingthe List of Values button on the toolbar. Once a Contractor ID has beenentered, the Contractor Name, Address, City, State, Zip, Rep, Phone, FEIDand Qualified for Work fields will be automatically populated for you.If the contractor has either a PUC or GC contract number associated with it,the Contract # field will be populated along with the Contractor Manager field ifapplicable.Once the work order or task assignment has been saved the Contractor IDcannot be changed. If the wrong Contractor ID has been entered, the workorder must be cancelled and a new work order must be created.If the Contractor Address and/or Contractor Representative data is missing orincorrect, there are several scenarios to be considered. Case 1: An address or representative has not been associated with thisContractor ID.You will need to use the Contractor Information form to enter an addressand representative, also called a contractor site manager, for thisContractor ID. See the next section for more information on the ContractorInformation form. Case 2: Only one address record exists and/or only one representativeaddress exists for the Contractor ID.STCM User Guide Work Order804/10/2006
If only one address record exists for the contractor id, the address will beautomatically populated for you. If only one contractor representativerecord exists for this Contractor ID, it will be populated for you.If the address and representative values are correct, tab out of theContractor ID field to continue entering data for the work order or taskassignment.If the address and/or representative values are not correct, use theContractor Information form to insert a new address or representative orcorrect the existing record. See the next section for more information onthe Contractor Information form.If only one address record exists, but multiple representative records exist,the address will be automatically populated for you, but the representativeslist of values (LOV) will be displayed to allow you to choose therepresentative. If none of the representative records are correct or if theaddress that was automatically populated is incorrect, use the ContractorInformation form to insert the new address or representative record, orcorrect the existing record.If multiple address records exist, the Contractor Address LOV will bedisplayed so you can pick the correct address. Once the address has beenselected, if only one representative record is available for that address, therepresentative will be automatically populated for you. If the representativeis not correct, use the Contractor Information form to create the newrepresentative record. Case 3: Multiple address and/or representative records exist for theContractor ID.If multiple contractor address or representative records exist for theContractor ID, the cursor will be placed in the contractor address field andthe List of Values will be displayed. Choose the contractor address fromthe List of Values. If the List of Values does not contain the address youneed, cancel the LOV and use the Contractor Information form to createthe new address.Once you have selected or inserted a new contractor address, the cursor willbe placed on the Representative field and the LOV will display all of therepresentatives at that address. If the representative you need is not in theLOV, cancel the LOV to enter the new representative record.4.2.Contractor Information FormThe Contractor Information form can be accessed by one of two ways. You canchoose Work Order, Contractor Information from the Work Order Data EntrySTCM User Guide Work Order904/10/2006
form, or you can choose Cleanup, Work Order, Work Order, ContractorInformation from the STCM Main Menu. Enter the Contractor ID and press theExecute Query button.The result screen would look similar to:STCM User Guide Work Order1004/10/2006
4.2.1. Contractor Information Form Field DefinitionsField NameContractor IDNameFacility IDFacility NameDesignated ApprovedSupercededWork BeginWork EndOffice TypeEffectiveThroughAddressOffice PhoneSTCM User Guide Work OrderDescriptionThis is a five digit unique identifier for the Contractor selected.Contractor NameSeven-digit unique identifier for the FacilityThe facility name the work order or task assignment referencesThis is the date that the Contractor Designation Form (CDF) isapproved.If contractor A is designated as the contractor for a facility but thenthe responsible party designates Contractor B to take over theremaining cleanup tasks, Superceded stores the date thatcontractor B’s CDF was approved.This is the date that the contractor starts work on this site. If theWork Begin date is not available, the date the first work order wasgenerated will be substituted.This is the date that the contractor stopped working on the site.Office Type identifies the type of office at the address. Office typesinclude Main, Branch, Field, and Satellite. Press CTRL L or theList of Values button in the toolbar to display the choices.This is the date that this office went into service.Through indicates the date on that the office closed or stoppedworking for the petroleum program.The address for the office.Phone number for the office. Please note that when entering thephone number, enter only the numbers. Do not include hyphens orparenthesis. Once you tab out of the field Oracle will automaticallyformat the phone number for you.1104/10/2006
ExtensionFaxCityStateZipWorks at Office fromThroughOffice ManagerLast NameFirst NameMiddle InitialProf TitleCertificationLicense #PhoneExtensionFaxEmail Address4.3.The Phone extension for the office.The fax number for the office.The city in which the office is located.The state in which the office is located.Zip code in which the office is located.Date the office representative started working at this office.Date the office representative stopped working at this office.Check box to indicate if the office contact is the office manager.Last name of the office representative.First name of the office representative.Middle initial of the office representative.Job title of the office representative.This field displays the certifications this office representative has,such as Professional Geologist (PG) and Professional Engineer(PE) certifications.This is the license number issued by the state associated with thecertification.Phone number for the office representative.Phone extension for the office representative.Fax number for the office representative.Email address for the office representative.Updating Contractor InformationThe Contractor Information form allows you to insert new contractor address andcontractor representatives records or correct existing records.If you navigated to the Contractor Information form from the STCM Main Menu,use the scrollbar in the Contractor Facility block to scroll to view the facilities thiscontractor has been assigned to or place the cursor in the Facility ID field anduse the Up and Down arrows to scroll through the facilities.If you navigated to the Contractor Information form from the Work Order DataEntry form, the facility the work order is assigned to will be populated in theContractor Facility block. To add a new contractor representative, click on WorkOrder from the top menu and select Contractor Info from the pick list. Then addinformation as described below.To create a new Contractor Office record, place your cursor in the Office Typefield in the Contractor Office block and press the Create Record button on thetoolbar or press Ctrl I. Be sure to check that the record does not already existbefore creating a new record.To view existing Contractor Office records or modify an existing record, placeyour cursor in the Office Type field and use the scrollbar next to the ContractorOffice block to scroll through the records or use the Up and Down arrows on yourkeyboard. The number of contractor office records that exist and the number ifSTCM User Guide Work Order1204/10/2006
the current record will be displayed in the fields immediately to the right of theContractor Office prompt.When you scroll through the Contractor Offices, the Office Representatives thatare assigned to that office will be displayed in the Office Representative block.To create a new Office Representative record, select the office where therepresentative works in the Contractor Office block. Place your cursor in theWorks at Office From field in the Office Representative block and press theCreate Record button on the toolbar or press Ctrl I. If there are no records forthe office you will get an error message about null values, enter a date in the“Works at Office From” field before tabbing to Last Name. Be sure to check thatthe record does not already exist before creating a new record. Be careful tocreate the Office Representative under the correct office.To view existing Office Representative records or modify an existing record,select the correct Contractor Office then place your cursor in the Works at OfficeFrom field in the Office Representative block and use the scrollbar closest to theOffice Representative block to scroll through the records or use the Up and Downarrows on your keyboard. The number of office representative records that existfor that Contractor Office and the number of the current record will be displayedin the fields immediately to the right of the Office Representative prompt.Once you have entered the new contractor information or updated the existinginformation press Ctrl F6 to save the changes.4.4.Work Order TabSTCM User Guide Work Order1304/10/2006
Site ManagerIn order to review the Site Manager information related to a given Work Order,choose Work Order, Site Manager from the STCM Main Menu.The following screen with the Site Manager information gets displayed:STCM User Guide Work Order1404/10/2006
4.4.1. Work Order Tab Field DefinitionsField NameFacility AddressFacility CityFacility ZipFacility ManagerFacility PhoneFacility ScoreFacility CountyFacility TeamFAC RAIContractor AddressContractor CityContractor StateContractor ZipContractor RepContractor PhoneContractor FEIDPac #Qualified For WorkContract#Contract ManagerWO/TA Sub TypePriority CodeFunding EligibilityCost CenterFiscal yearAdmin SignatureWO ReturnedWO 100% Paid4.5.Field DefinitionThe facility street address the work order or task assignment referencesThe facility city the work order or task assignment referencesThe facility zip code the work order or task assignment referencesThe facility manager the work order or task assignment referencesThe facility phone number the work order or task assignment referencesThe facility score the work order or task assignment references, the facilitieshighest current scoreThe facility county the work order or task assignment referencesThe team responsible for this work order or task assignmentCheckbox that gets checked from the database indicating the facility is inRAI cleanup phase.The contractor’s address the work order or task assignment referencesThe contractor’s city the work order or task assignment referencesThe contractor’s state the work order or task assignment referencesThe contractor’s zip code the work order or task assignment referencesThe contact person for the assigned contractorThe contractor phone number the work order or task assignment referencesThe contractor Federal Identification NumberPAC contract number associated with this contractorIndication of whether the contractor meets DEP guidelines in order to bequalified for the work being doneDEP Contract numberManager assigned as a contact for this particular contractIn April, 2005 a need to specifically distinguish different sub-types of WorkOrders or Task Assignments was identified. This field specifically list one ofthose sub-types in order to track the money spent in funding these specifictypes over the course of each fiscal year. There specific fiscal year caps onthe funding for these sub-types of work orders or task assignments.Work order or task assignment priority code determined on the FCOEncumbrance Routing SlipThe type of funding eligibility for this work order or task assignmentThe cost center this work order or task assignment will be paid fromFiscal year that this work order or task assignment references, determinedby Cost Center enteredDate the work order was signed by a DEP administratorDate work order was returned to the contractorWork order end dateFunding EligibilityThe Funding Eligibility defaults to Priority Score Order. To choose another value,press Ctrl L to see the List of Values. After populating the Funding Eligibility,press the Tab key to proceed.STCM User Guide Work Order1504/10/2006
STCM User Guide Work Order1604/10/2006
Cost CenterThe cost center will default to the cost center designated as the default in theCost Center Codes form, but will allow the user to choose an alternate costcenter by pressing Ctrl L to view all current cost centers. The Fiscal Year fieldwill be automatically populated based on the selected cost center. After selectinga cost center press the Tab key to proceed.4.6.Deliverables Tab4.6.1. Deliverables Tab Field DefinitionsField NamePhaseActivitiesTaskDeliverable TypeDue DateDischarge DateInterim ReportsPeriod of Service EndDateWO AmountRetainage %ORIG RetainageSTCM User Guide Work OrderField DefinitionIdentifies the phase this work order or task assignment coversIdentifies the activities that will be performed under this work order or taskassignmentIdentifies the tasks that will be performed under this work order or taskassignmentIdentifies the deliverables for this work order or task assignmentIdentifies the due date for the deliverableIdentifies the discharge the deliverable is forAllows the user to specify multiple interim deliverable types that will becontained within a single deliverableIdentifies the date all deliverables must be completed by. The end of servicedate automatically defaults to 180 days after the last deliverable due datebut can be changed by the user. The system will automatically move thedate forward to ensure the end date does not fall on a weekend.Work order or task assignment dollar amountPercentage of the total work order amount that will be withheld from paymentuntil the work has been completed.Calculation of the amount of the total work order amount that will be withheldfrom payment until the work has been completed. It is the product of the WO1704/10/2006
Amount times the Retainage %.Note that as you enter a phase of RA and any of the following Activity codes:PT, RAP, MOD, LSRA, and/or LSRAP the following message would appear.If you click “Yes”, both WO RAI and FAC RAI checkboxes would get checked.If the facility is already involved in RAI cleanup i.e. the FAC RAI checkbox ischecked and you further decide to enter the phase and activities, you’d get thefollowing message:STCM User Guide Work Order1804/10/2006
If you click
2.1. Query Method 1 To query work orders or task assignments using the Work Order Query form choose the following from STCM's main menu: Cleanup, Work Order, Work Order, Query. Enter the information you wish to query on and press F12 or click the execute query button in the tool bar.
