EPA GENERAL SYSTEM DEVELOPMENT AND
GENERAL PROGRAMMING SUPPORT
CONTRACT NO. 68-01-7361
DELIVERY ORDER NO. 7361-209
CPA CONTRACT TRACKING SYSTEM
USER'S GUIDE
December 31,1990
Prepared For:
David B. Cofer
Office of the Inspector General
U.S. Environmental Protection Agency
401 M Street, SW
Washington, D.C. 20460
Prepared By:
Planning Research Corporation
Applied Management Group
1500 Planning Research Drive
McLean, Virginia 22102
Approved By:
Donald O'Dell
Assistant Program Manager
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TABLE OF CONTENTS
Section Page
1.0 INTRODUCTION 1-1
1.1 Purpose 1-1
1.2 Intended Audience 1-1
1.3 Documentation Organization 1 -1
2.0 MINIMUM REQUIRED CONFIGURATION 2-1
2.1 Hardware Configuration 2-1
2.2 Software Configuration 2-1
2.3 Installation Instructions 2-1
3.0 GETTING STARTED 3-1
3.1 Starting CPACTS 3-1
3.2 Main Menu 3-1
4.0 DATA ENTRY AND MAINTENANCE 4-1
4.1 Audit Request Initiation (Option 1) 4-1
4.1.1 Retrieve 4-2
4.1.2 Next 4-2
4.1.3 Prev (Previous) 4-2
4.1.4 List 4-3
4.1.5 Modify 4-3
4.1.6 Add 4-3
4.1.7 Delete 4-4
4.1.8 Comments 4-4
4.1.9 Quit 4-5
4.2 Milestones & Activity Check List 4-5
4.3 Delivery Order Maintenance 4-8
4.4 Project Status Log 4-11
4.5 Invoice Approval & Payment 4-14
4.6 Update/Calculate Data 4-15
4.7 CPA Contract Information 4-16
4.8 Fiscal Year Budget Information 4-19
5.0 REPORTS 5-1
5.1 Assigned Audit Requests 5-1
5.2 Unassigned Audit Requests 5-2
5.3 Total Obligations 5-3
5.4 Delivery Orders and Amendments 5-3
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TABLE OF CONTENTS
Page
S.5 Invoice List (Billed and Adjusted) 5-3
5.6 Invoice List (Adjusted Only) 5.4
5.7 Invoice Payment Summary 5.4
5.8 Activity Milestone Report 5.4
5.9 M-2 Reports 5-5
5.10 Delivery Order Status Report 5-6
5.11 Delivery Order Financial Status 5-6
5.12 Delivery Order Milestone Report 5-7
5.13 Delivery Order Balance Sheet Report 5-7
5.14 Deliverables Due Listing 5-g
5.15 Contract Status Report 5-8
5.16 Contractor Portfolio 5-9
6.0 SYSTEM UTILrnES 6-1
6.1 Activity List Maintenance 6-1
6.2 Data Base Backup 6-3
6.3 Data Base Restore 6-3
6.4 Re-Index Data Base Files 6-4
6.5 Security Table Maintenance 6-4
6.6 Printer Setup 6-5
6.7 Exit to Menu 6-6
APPENDIX A STRUCTURE OF DATA BASE FILES A-l
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LIST OF FIGURES
Figure Page
3-1 CPACTS Greeting Screen 3-1
3-2 CPACTS Main Menu 3-2
3-3 Example of Pop Up Menu (Exit System Function) 3-3
4-1 Audit Request Initiation Screen 4-1
4-2 Existing Audit Control Numbers Listing 4-2
4-3. Milestone and Activity Screen Number One 4-6
4-4. Milestone and Activity Screen Number Two 4-7
4-5 Modify Option for Milestones/Activities Screen 4-7
4-6 Modify Option Showing Insert A New Activity screen 4-8
4-7 Delivery Order Maintenance Screen 4-9
4-8 Delivery Order Status Screen 4-11
4-9 Project Status Log Screen One 4-12
4-10 Project Status Log Screen Two 4-13
4-11 Invoice Approval and Payment screen 4-13
4-12 Update/Calculate Function Screen 4-16
4-13 CPA Contract Information Screen 4-17
4-14 CPA Contract Status Screen 4-18
4-15 Fiscal Year Budget Information Screen 4-19
5-1 System Reports Menu 5-1
5-2 System Reports Pop up Menu 5-2
5-3 Unassigned Audit Requests report Screen 5-3
5-4 Activity/Milestone report screen 5-5
5-5 M-2 Report Screen 5-5
5-6 Delivery Order Financial Status Report Screen 5-6
5-7 Delivery Order milestone Report Screen 5-7
5-8 Delivery Order Balance Sheet Report Screen 5-8
5-9 Deliverables Due Listing Report Screen 5-8
5-10 Contract Status Report Screen 5-9
5-11 Contractor Portfolio Report Screen 5-10
6-1 System Utilities Menu 6-1
6-2 Activity List Maintenance Screen 6-2
6-3 Activity List Maintenance Screen (Modify Function) 6-3
6-5 Security Table Maintenance Password Entry Screen 6-4
6-6 Security Table Maintenance Screen 6-5
ui
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LIST OF FIGURES
Fjgurq Page
6-7 Printer Setup Pop Up Menu 6-6
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1.0 INTRODUCTION
The Office of Audit of the Office of Inspector General (OIGA) audit services contract
program utilizes contractual arrangements with Certified Public Accountant (CPA) firms and State
audit organizations to provide expanded audit coverage of EPA programs. To monitor these
contracts effectively and efficiently, an automated system is needed to collect and track contract
related information. The CPA Contract Tracking System (CPACTS) has been developed by
Planning Research Corporation (PRC) to provide OIGA with this capability.
CPACTS is a stand-alone personal computer (PC) based application that allows the OIGA
staff to enter contract activity information and produce a set of standard reports. This information
includes data to facilitate the assessment of the financial status of the project, (i.e., the availability
of funds, the percentage of funds expended for each delivery order, and other data of a financial
nature). It will also include data that will assist in assessing the performance of the contractor on a
number of objective standards such as the timeliness of reports. The system includes the capability
of being expanded to a network version at a later data, which will give the system a multi-user
capability.
1.1 Purpose
The purpose of this manual is to document the use of the CPACTS program in maintaining
records regarding the audits performed by the CPA firms under contract to the OIGA.
1.2 Intended Audience
The audience for whom this user's manual is intended are the project officers and their staff
in the Divisional offices or Headquarters who are responsible for maintaining the CPACTS data
base.
1.3 Documentation Organization
The CPACTS User's Manual is organized into six sections and 1 appendix. They are:
• Section 1 is the introduction to the CPACTS system.
• Section 2 contains the procedures for installation and initialization of CPACTS on your
microcomputer's hard disk (i.e., "C" drive), or on a floppy diskette.
• Section 3 contains the procedures for starting CPACTS.
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• Section 4 contains detailed information about each of the main functions of CPACTS other
than reports and system maintenance.
• Section 5 provides the procedures to generate reports.
• Section 6 describes the system utilities functions for maintenance of the CPACTS data
base. These functions include: activity list maintenance, indexing, backing up and
restoring data, password maintenance, and printer set up.
• App rndix A is a listing of the data base structure for each data base file in CPACTS.
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2.0 MINIMUM REQUIRED CONFIGURATION
2.1 Hardware Configuration
CPACTS is configured to run on an IBM PC-AT or compatible with 640k of RAM. A
hard disk with at least 10 megabytes of free storage capacity is also required. CPACTS may be
used with an Epson compatible printer or with the Hewlett Packard LaserJet printer.
2.2 Software Configuration
CPACTS is designed to run on an IBM PC-AT or compatible using MS-DOS 3.0 or
higher.
2.3 Installation Instructions
You may install CPACTS on any available hard disk drive that meets the requirements in
Section 2.1.
CPACTS comes on two diskettes. One, the system diskette, contains the program file,
which is named CPA.EXE. The second, the data diskette, contains the data base files that are used
by CPACTS. It is recommended that both the program and the data base files be installed on your
computer's hard disk. If you wish to have a floppy based system, the data files may be kept on a
separate diskette and may be used on several machines. Follow the steps below to install your
CPACTS system on your hard disk:
1. Insert the CPACTS system diskette into the A: drive
2. Select the hard drive (if it is not already selected, type C: and press the return key)
3. Type MD CPACTS (this creates a new directory on the c: drive)
4. Type CD CPACTS (this changes your directory from the root directory to the new one
that you just created)
5. Type copy a:*.*
Your CPACTS program is now copied to the c: drive.
To copy the data base files to the hard drive repeat steps 1,2, and 5.
To make a working copy of the data base diskette use the DOS DISKCOPY program and
follow the prompts on the screen. The format for this DOS command is DISKCOPY d: d:. The
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first d: is your source drive and the second d: is your destination drive. (To copy from drive A: to
drive B: type DISKCOPY a: b:). This command is to be used only with floppy diskettes of the
same format (i.e., capacity).
To copy from and to floppy diskettes that have different formats use the DOS COPY
command. To use this command type COPY d:*.* d:. (To copy from drive a: to drive b: type
COPY a:*.* b:). As with the DISKCOPY command, the first d: is your source drive and the
second d: is your destination drive.
To run CPACTS you may have to modify your CONFIG.SYS file. This can be done
using EDLIN or any DOS text editor. Open your CONFIG.SYS file with your text editor, find the
line that sets the number of files and change it to read FILES = 40. Save your changes and quit
the text editor.
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3.0 GETTING STARTED
3.1 Starting CPACTS
To stan CPACTS type CPA at the c:> prompt. The screen shown in Figure 3-1 is
displayed. Type the letter of the disk drive that your data base is stored on. You must first identify
the drive where the data files for CPACTS can be found. This will be either a:, or c: depending on
your installation. The next prompt is to enter the password for the system. The password may be
any combination of letters or numbers up to 8 characters in length and is assigned by the system
administrator. Once the password has been entered and verified the main menu displays. (The
master password is MASTER. The procedure for changing the password is described in section
6.5).
U.S. ENVIRONMENTAL PROTECTION AGENCY
OFFICE OF INSPECTOR GENERAL
OFFICE OF AUDIT
CPA Contract Tracking System
Version 1.0 - Release Date: 12/31/90
Designed and Developed By
Planning Research Corporation
Please enter the disk drive or press [Esc] to exit): C
Please enter your password or press [Esc] to exit:
FIGURE 3-1 CPACTS GREETING SCREEN
3.2 Main Menu
The functions shown on the Main Menu screen (Figure 3-2) can be selected by using the
arrow keys to move up and down the screen and pressing the return key. Functions can also be
selected by pressing the first letter of the function name.
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CPA CONTRACT TRACKING SYSTEM
MAIN MENU
Audit Request Initiation Update/Calculate Data
Milestones & Activity Checklist CPA Contract Information
Delivery Order Maintenance FY Budget Information
Project Status Log Reports
Invoice Approval & Payments System Utilities
Exit System
FIGURE 3-2 CPACTS MAIN MENU
The AUDIT REQUEST INITIATION function must be used every time a new audit is
to be processed. This function tracks information related to the assignment of audits, the
contractor, and the fiscal period covered by the audit.
The MILESTONES & ACTIVITY CHECKLIST function processes information that
is optionally required by the Project Officer.
The DELIVERY ORDER MAINTENANCE function allows you to enter and main-
tain information about a Delivery Order and any amendments that have been made to it. This in-
formation includes the hours for each labor category, the Appropriation Type, and other informa-
tion pertaining to a Delivery Order or Amendment
The PROJECT STATUS LOG function allows you to enter and maintain information
that is required by the OIG as part of the contract administration.
The INVOICE APPROVAL & PAYMENTS function tracks, for each contract, the
hours, the amount charged, and the adjusted hours and amounts for each labor category. It also
tracks the retainage, the amount withheld pending final payment of the invoice, and the amount
actually paid.
The UPDATE AND CALCULATE function must be run every time a payment is made
on an invoice, a new Delivery Order/Amendment is added, or any other event that will change the
status of data in Delivery Order, FY Budget, and Contract data base files.
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The CPA CONTRACT INFORMATION function allows you to enter and maintain
information relating to the contract and the contractor including the hours and rates for each labor
category.
The FY BUDGET INFORMATION function allows you to enter and maintain budget
information for each fiscal year covered by a contract.
The REPORTS function calls up a sub-menu of the various kinds of pre-defined reports.
The SYSTEM UTILITIES function calls up a sub-menu of various data base mainte-
nance utilities that allow the user to perform a variety of procedures without leaving CPACTS.
The EXIT function uses a pop up menu, shown in Figure 3-3, to allow you to exit to
DOS. Selecting "Y" or "yes" when the pop up menu is displayed returns you to DOS. Selecting
"N" or "no" returns you to CPACTS
All of these functions, except for the EXIT function, are discussed in the sections that
follow.
CPA CONTRACT TRACKING SYSTEM
MAIN MENU
Audit Request Initiation Update/Calculate Data
Milestones & Activity Checklist CPA Contract Information
Delivery Order Maintenance 'FY Budget Information
Project Status Log Reports
Invoice Approval & P^^^^^^^^^^^^^^B» Utilities
Exit System?
Yes
No
I
FIGURE 3-3 EXAMPLE OF POP UP MENU (EXIT SYSTEM FUNCTION)
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4.0 DATA ENTRY AND MAINTENANCE
4.1 Audit Request Initiation fQntinn n
The Audit Request Initiation option shows the Audit Control Number (ACN), the Request
Date, the Auditee (the contractor being audited), the State, the Grant Number, the type of audit be-
ing performed (either Financial or Performance), the Status of the audit, the Estimated Days for the
completion of the audit, whether the audit has been assigned, the date the audit was assigned, the
Assignee (the contractor to whom the audit has been assigned), the total amount being audited, the
Federal share, and the beginning and ending dates of the fiscal period covered by the audit. This
screen is shown in Figure 4-1
CPA Contract Tracking System Audit Requests
Audit Control Number: P1WEN9-05-02890 Request Date: 06/23/89
Auditee: BRION State: WI
Grant Number: C1790032-01 Type(F=Financial, P=Performance): P
Status:
Estimated Days: 0 Assigned (Y/N): Y Date Assigned: 10/01/90
Assignee (Contractor): (DD&C ) Daneil Dennis & Co., CPA
Total Cost Audited: 356,000.00 Federal Share: 340,500.00
Fiscal Period Covered By Audit: Start Date: 07/10/89 End Date: 07/12/90
Retrieve Next Prev List Modify Add Delete Comments Quit
FIGURE 4-1 AUDIT REQUEST INITIATION SCREEN
The menu bar at the bottom of the screen shows nine options, Retrieve, Next,
Previous, List, Modify, Add, Delete, Comments, and Quit. You may select an option
on the menu bar by using the left or right arrow keys to move the cursor to the desired menu item
and pressing the enter key or you may select it by pressing the first letter of the menu item.
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4.1.1 Retrieve
When this option is selected you will be prompted to enter the key field(s) that are used to
access the record. To retrieve a record from the Audit Request file, for example, you must enter
the desired Audit Control Number in the highlighted field. If you do not know the Audit Control
Number, then you should use the List function described in section 4.1.4. This will display a
scrollable list of Audit Control Numbers. You may press the up and down arrow keys to move
through the list. When the desired Audit Control Number is found, you may press the enter key
and select the record for retrieval. The list of Audit Control Numbers will disappear and the ap-
propriate record will be displayed. This scrollable list is shown in Figure 4-2.
CPA Contract Tracking System
Audit Requests |
Audit Control No.
Request Date Auditee
P1WEN9-05-02890
P2CWN9-05-0345
P2CWN9-05-0463
06/23/89
10/04/89
09/22/89
BRION
TOLONO
Picke ring-ton
Display records, one per line, beginning from the current record
FIGURE 4-2 EXISTING AUDIT CONTROL NUMBERS LISTING
You may return to the previous screen by pressing the escape (ESC) key.
4.1.2 Next
This option goes to the next sequential record in the data base. If there are no additional
records the following message is displayed:
Last Record...
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4.1.3 Prev (Previous)
This option goes to the previous sequential record in the data base. If there are no prior
records the following message is displayed:
First Record...
4.1.4 List
This option displays a list of selected items of the data files. For example, the List option
displays the Audit Control Number, Request Date, and Auditee for the records beginning with the
currently selected record, as well as other fields that can be seen by using the arrow keys to scroll
across the screen. An example of this screen is shown in Figure 4-2 above. Records may be re-
trieved by using the up and down arrow keys to move through the list and pressing the return key
when the desired record is found.
You may return to the previous screen by pressing the ESC key.
4.1.5 Modify
This option allows you to modify an existing record. All the fields except the key fields, in
this instance the Audit Control Number, may be modified. A message displays after you have
finished modifying the record and you are prompted to save or not to save the changes that have
been made.
Pressing the ESC key in this option displays the "Save (Y/N) Y" prompt. Selecting
"N" will cause any changes you have made to be lost. Selecting "Y" will save any changes that
you have made to the record.
4.1.6 Add
This option allows you to add a new record to the data base. The fields that have been ini-
tialized by the system in this file are Estimated Days, Assigned, Total Cost, and Federal Share.
The various fields and the kinds of information that may be entered for the Audit Requests
are as follows:
Audit Control Number This is a Meld of 21 characters
Request Date This is the date that the request for an audit was made and is in
MM/DD/YY format All date fields are in MM/DD/YY format
and are eight characters long
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Auditee
State
Grant Number
Type
Status
Estimated Days
Assigned
Date Assigned
Assignee (Contractor)
Total Cost Audited
Federal Share
Start Date
End Date
This is the organization being audited and is a field of 30 char-
acters
This is the state in which the auditee has its location and is a
field of 2 characters
This is the Grant Number and is a field of 20 characters
This is the type of audit being performed and is a field of one
character
This is the status of work and is a field of twenty-five charac-
ters
This is the number of days that it is expected the audit will re-
quire for completion. This is a field of four characters
This is whether the work has been assigned or not and is a
field of one character which allows only Y or N to be entered
This is the date that the work was assigned
This is actually two fields; the CPA_Code field of five charac-
ters and the CPA_Name field of thirty characters
This is a field of nine characters
This is c field of nine characters
This is the date of the beginning of the fiscal period covered by
the audit
This is the date of the end of the fiscal period covered by the
audit
Pressing the ESC key in this option displays the "Save (Y/N) Y" prompt Selecting
"N" will cause the record you have entered not to save. Selecting "Y" will save the record.
4.1.7 Delete
This option allows you to delete the record that is displayed from the data base. Upon
selecting this option you will be prompted as follows:
Delete (Y/N)? N
Pressing "Y" will delete the record on the screen, and pressing "N" will cancel the deletion
and leave the record intact
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4.1.8 Comments
This option allows you to enter up to three lines of comments, each of seventy-five charac-
ters in length, for each record. Each line is saved when the return key is pressed or when the cur-
sor moves to the next line.
Pressing the ESC key before you have pressed the return or enter key, or have moved to
the next line, will cancel your changes. The escape key will return you to the original screen.
4.1.9 Quit
This option terminates the current screen.
4.2 Milestones & Activity Check List
The Milestones & Activity Check List option shows the various milestones relating to a
task performed under a Delivery Order. The activities shown in the Milestone/Activities field and
the step numbers shown in the Step field are options required by the project officer. The list of the
activities is maintained through the System Utilities function. The Audit Control Number, Audit
Type, Grant Number, and Auditee are displayed and are non-editable fields. The Activity, Planned
date for completing the Activity, Actual date for completing the Activity, the Status of the Activity,
the name of the Person responsible for the activity, and the Comments fields are displayed and are
editable.
The Step and Milestone/Activities fields are derived from information entered during
Activity List Maintenance. This procedure is part of the System Utilities function sub-menu and is
discussed in section 6.1.
When the Retrieve option for this function is chosen you must enter the Audit Control
Number.
The fields that are used for entering data extend beyond the display capabilities of the moni-
tor and appear upon leaving the last field shown in Figure 4-3. The remaining fields are shown in
Figure 4-4.
To modify data, select the Modify option on the menu bar, move the cursor over to the
field you wish to modify and press the enter key. This activates the field and allows you to modify
any preexisting information in the field. After the new data has been entered press the enter key
again. This will allow you to move to a new field. The Planned, Actual, Status, Person and
Comment fields may be modified. The Step and Milestone/Activities fields cannot be modified.
The control key combinations Ctrl-i and Ctrl-u may be used to insen or delete new Step and
Milestone/Activities fields as shown in Figure 4-6. When used to insen a new record information
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may also be entered in the Planned, Actual, Status, Person, and Comments fields as well. An
example of the screen for the insertion or deletion of a new Milestone/Activity is shown in Figure
4-6. When used to delete a record the current record, the one the cursor is placed on, is the one
selected for deletion. You will be prompted after this option is selected and may choose either to
delete or not to delete the record.
The Add option allows you to add the list of activities to an existing Audit Control Number
from the ones that have been previously entered through the Audit Request Initiation function. The
list of Steps and Milestones/Activities that has been entered from the Activity List Maintenance
function is joined to the new Audit Control Number.
CPA Contract Tracking System
Milestones & Activity Checklist
Audit Control Number: P1WEN9-05-02890
Auditee: BRION
Step
Milestones/Activities
Planned Actual
Status
010
020
030
040
050
060
070
080
090
100
110
120
Audit Request Received
R & D Audits (Hqqtrs. Notified
Control Card Established
Superfund Card Established
Project Files Requested
Project Certification Received
Audit Files Establ shed
Project Checklist Prepared
Discuss Preliminary Audit Scope
Single Audit Considered
Tech./Inves. Assistance Needed
Make Assignment: to CPA
Retrieve Next Prev Modify Add Quit
FIGURE 4-3. MILESTONE AND ACTIVITY SCREEN NUMBER ONE
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CPA Contract Tracking System
Milestones & Activity Checklist
Audit Control Number: P1WEN9-05-02890
Auditee: BRION
Planned Actual Status Person
Comments
Retrieve Next Prev Modify Add Quit
FIGURE 4-4. MILESTONE AND ACTIVITY SCREEN NUMBER TWO
CPA Contract Tracking System Milestones & Activity Checklist
Audit Control Number: P1WEN9-05-02890
Auditee: BRION
Step Milestones /Activities Planned Actual Status
010
020
030
040
050
060
070
080
090
100
Audit Request Received
R & D Audits (Hqqtrs. Notified
Control Card Established
Superfund Card Established
Project Files Requested
Project Certification Received
Audit Files Established
Project Checklist Prepared
Discuss Preliminary Audit Scope
Single Audit Considered
/ /
/ /
/ /
/ /
/ /
/ /
/ /
/ /
/ /
/ /
/ /
/ /
/ /
/ /
/ /
/ /
/ /
/ /
/ /
/ /
[Ctrl+i] -Insert a New Activity, [Ctrl+u]=Delete an Activity, [Esc]=Exit
FIGURE 4-5 MODIFY OPTION FOR MILESTONES/ACTIVITIES SCREEN
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CPA Contract Tracking System
Milestones & Activity Checklist
Audit Control Number: P1WEN9-05-02890
Auditee: BRION
Step Milestones/Activities
Planned
Actual
Status
010
020
030
040
050
060
Audit Request Received
R & D Audits (Hqqtrs. Notified
Control Card Established
Superfund Card Established
Project Files Requested
Project Certification Received
Step Activity:
Planned Date: / /
Resp. Person:
Actual Date
Status
Comments :
FIGURE 4-6 MODIFY OPTION SHOWING INSERT A NEW ACTIVITY
SCREEN
The fields and the kinds of information that may be entered in them are as follows:
Activity This is a character field of thirty-five characters. This column of the table
contains the activity code and a brief description of the activity to be per-
formed.
Planned This is a date field that contains the planned {beginning/completion} date
for the activity
Actual This is a date field that contains the actual (beginning/completion) date for
the activity
Status This a field of five characters that contains information regarding the status
of the activity (whether it is done or not)
Person This a field of fifteen characters that contains the name of the person re-
sponsible for the audit
Comments This a field of twenty characters that contains a brief comment (e.g., on
schedule) on the status of the activity.
4.3 Delivery Order Maintenance
The Delivery Order Maintenance function shows information about the delivery order and
amendments. The information that is displayed here includes the Contract Number, the Contractor
Type (whether a prime contractor or a sub-contractor), the Delivery Order Number, the
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Amendment Number, the Audit Control Number, the Title, the Effective Date, the Performance
Start Date, the Completion date, the Document Control Number (DCN), the Account Number, the
Appropriation, the type of appropriation, the various categories of personnel assigned to a Delivery
Order, their hours spent on the Delivery Order, the rates charged for each labor category and a cal-
culated field that shows the amount expended for each labor category. An example of the Delivery
Order Maintenance screen is shown in Figure 4-7.
CPA Contract Tracking System Delivery Order & Amendments
Contract No.: 68-R9-0002 Contractor Type (0=Prime, Sub.=l Thru. 9): 0
Delivery Order No.: 0001 Amendment No. (00=Original): 00
Audit Control No.: P1WEN9-05-02890 Title: Original
Eff. Date: 10/01/89 Performance Start Date: 10/01/90 Completion: 10/01/91
DCN: f01061
Account No.: 9A3A35GOOF
Appropriation :
Appropriation Type: 1
(1=S&E, 2=Sup., 3=0ther)
Personnel/Class. Hours
Partner 100
Manager 1400
Sr. Auditor 1500
Jr. Auditor 2100
Total Labor 5100
Consultant 0
ODC
Total Delivery Order
Rate Amount
95.00 9,500.00
75.00 105,000.00
60.00 90,000.00
45.00 94,500.00
299,000.00
0.00
10,500.00
309,500.00
Retrieve Next Prev List Modify Add Delete Status Comments Quit
FIGURE 4-7 DELIVERY ORDER MAINTENANCE SCREEN
Records are retrieved by selecting the Retrieve option from the menu bar and entering the
Contract Number, Contractor Type, Delivery Order Number, and Amendment Number in the
highlighted field.
You may modify the record by selecting that option from the menu bar. All the fields may
be modified except for the Contractor Number, Contractor Type, Delivery Order Number,
Amendment Number, the rate fields and the calculated fields.
To add a record you must enter an existing Contract Number and the correct Contractor
Type. The system initializes Labor Category Hours, Rates, and Amounts to 0.00 and sets the
Amendment Number to 0. The rates are accessed from the rates in the Contract Information file
and are based on the effective date. Entering a new Effective Date in that field will cause the rates
displayed in the table to change. The various fields and the kinds of information that may be en-
tered in them are as follows:
Contract No. This is a field of ten characters
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Contractor Type
Delivery Order Number
Amendment
Tide
Audit Control Number
Effective Date
Performance Stan Date
Completion
DCN
Account Number
Appropriation
Appropriation Type
Hours
Consultant Amount
Other Direct Costs (ODC)
This a field of one character
This a field of four characters
This a field of two characters
This a field of twenty-five characters
This a field of twenty-one characters
This is a date field that contains the date the Delivery Order
took effect
This is a date field that contains the date the Contractor began
performing the task assigned
This is a date field that contains the date the Contractor com-
pleted performing the task assigned
This a field of six characters that contains the unique identi-
fier for each document
This a field of ten characters that contains the account number
under which the audit is being performed
This a field of ten characters that contains the number of the
Federal appropriation that authorized funds for the audit
This a field of one character that contains an identification of
the source of the appropriated funds for the audit
The hours for the Partner, Manager, Senior Auditor, Junior
Auditor, and Consultant are numeric fields of five characters
each. These fields contain the number of hours used by each
labor category in performing the audit
This !3 a field of twelve characters that contains the amount
paid to the consultant(s) during the period of the Delivery
Order
This is a field of twelve characters that contains the amount
charged to travel and other expenses during the period of the
Delivery Order
The Status menu item, Figure 4-8, shows the Contract Number, Contractor Type, Delivery
Order and Amendment numbers, Performance Start and Completion dates as well as Delivery
Order Ceilings for each labor category, the hours used, the hours available, and the percentage of
time used in each labor category and the totals for each of these.
4-10
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CPA Contract Tracking
System
Delivery
Order Status
Contract No.: 68-R9-0002 Contractor Type (0=Prime, Sub.=l Thru. 9): 0
Delivery Order No . :
0001 No. of
Performance Start Date: 11/10/89
Personnel/
Classification
Partner Hrs.
Manager Hrs.
Senior Hrs .
Junior Hrs .
Consultant Hrs .
Consultant Amt .
ODC
Total
Delivery
Order
Ceiling
110
1420
1530
2140
0
0.00
11,500.00
316,550.00
Amendment (s) :
Completion:
Used
20
100
150
600
0
0.00
1,500.00
44,630.00
1
12/30/89
Available
90
1320
1380
1540
0
0.00
10,000.00
271,920.00
Percent
Used
% 18.18
% 7.04
% 9.80
% 28.04
% 0.00
% 0.00
% 13.04
% 14.10
Press any key to exit.
FIGURE 4-8. DELIVERY ORDER STATUS SCREEN
4.4 Project Status Log
The Project Status Log shows the various milestones relating to a project. The Contract
Number, Contractor Type, Delivery Order Number, Audit Control Number, and Auditee are
displayed and are non-editable fields. The Milestone, Planned date for beginning {completing} the
Activity, Actual date for beginning (completing) the Activity, the Status of the Activity (whether it
is complete or not), the name of the Person who reviews the audit, and the Comments fields are
displayed and are editable.
The menu bar for this function is shown in Figure 4-9. Records may be retrieved by enter-
ing the Contract Number, Contractor Type, and Delivery Order Number. If any of these entries
does not match an existing record the computer will beep and print an error message on the screen.
To modify data, press the enter key; this activates the field and allows you to modify any
preexisting information in the field. After the new data has been entered press the enter key again.
This will allow you to move to a new field. The Planned, Actual, Status, Person and Comment
fields may be modified. The Milestone field cannot be modified.
4-11
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CPA Contract Tracking System
Project Status Log
Contract No.: 68-R9-0002
Delivery Order No.: 0001
Auditee: BRION
Milestone
Contractor Type (0=Prime, 3ub.=l Thru. 9): 0
Audit Control Number: P1WEN9-05-02890
Planned
Actual
Status
Field Work Began
On-Site Visit/Review by EPA
Draft Report Received by EPA
Draft Report Reviewed by EPA
Draft Sent to Contractor for Corrections
Draft Report Accepted by EPA
Draft Report Submitted to Auditee
Draft Report Received from Auditee
Draft Report Sent to Contractor
Final Report Received from Contractor
01/01/01
/ /
/ /
/ /
/ /
/ /
/ /
/ /
/ /
/ /
Retrieve Next Previous Modify Quit
FIGURE 4-9. PROJECT STATUS LOG SCREEN ONE
The fields that are used for entering data extend beyond the display capabilities of the moni-
tor and appear upon leaving the last field shown in Figure 4-10. The remaining fields are shown in
Figure 4-10.
CPA Contract Tracking System
Project Status Log
Contract No.: 68-R9-0002
Delivery Order No.: 0001
Auditee: BRION
Planned Actual Status
Contractor Type (0=Prime, Sub.=l Thru. 9): 0
Audit Control Number: P1WEN9-05-02890
Person
Comments
10/01/99
10/02/99
Retrieve a record by its key fields
FIGURE 4-10. PROJECT STATUS LOG SCREEN TWO
The fields and the kinds of information that may be entered in them are as follows:
4-12
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Planned This is a date field that contains the planned {beginning/completion} date
for the activity
Actual This is a date field that contains the actual (beginning/completion) date for
the activity
Status This a field of five characters that contains information regarding the status
of the activity (whether it is done or not)
Person This a field of fifteen characters that contains the name of the person re-
sponsible for the audit
Comments This a field of twenty characters that contains a brief comment (e.g., on
schedule) on the status of the activity.
4.5 Invoice Approval & Payment
The Invoice Approval & Payment option shows information pertaining to the billing for the
work done under a delivery order. The information is displayed here includes the Contract
Number, The Contractor Type, the Delivery Order Number, the Invoice Number, the Period of
Performance dates, the Date Received, the Date Reviewed, the Date Sent, the Labor Category
Rates, Hour, and Amounts (including both the Billed and the Adjusted Hours and Amounts); the
ODCs, retainage, and the Amount Approved for Payment. The Invoice Approval and Payment
screen is shown in Figure 4-11.
CPA Contract Tracking System
Invoice Payment & Approval
Contract No.: 68-R9-0002 Contractor Type (0=Prime, Sub.=l Thru. 9): 0
Delivery Order No.: 0001 Invoice No.: 1
Period of Performance From: 10/02/90 To: 10/15/90
Date Received: 10/05/90 Date Reviewed: 10/05/90 Date Sent: 10/06/90
Personnel/ Billed Adjusted
Classification Rate Mrs.
Partner 95.00 20.0
Manager 75.00 100.0
Sr. Auditor 60.00 150.0
Jr. Auditor 45.00 600.0
Total Labor 870.0
Consultant 0 . 0
ODC
Amount
1,900.00
7,500.00
9,000.00
27,000.00
45,400.00
0.00
1,500.00
Retainage (enter 0 for final billing)
Amount Approved For Payment
Hrs.
20.0
100.0
150.0
600.0
870.0
0.0
5.0 %
Amount
1,900.00
7,500.00
9,000.00
27,000.00
45,400.00
0.00
1,500.00
2,270.00
44,630.00
Retrieve Next Prev List Modify Add Delete Comments Quit
FIGURE 4-11 INVOICE APPROVAL AND PAYMENT SCREEN
4-13
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Records ms oe retrieved by entering information in the key fields. These are the Contract
Number, Contractoi "ype, Delivery Order Number, and Invoice Number.
The Contraci Number, Contractor Type, Delivery Order Number, and Period of
Performance dates are required before the record can be processed and saved. The system initial-
izes the Labor Category Hours, Rates, and Amounts, the Amount Approved for Payment, and the
Retainage to 0.00, the Contractor Type is set to 0.
The fields and the kinds of information that may be entered in them are as follows:
Contract Number
Contractor Type
Delivery Order
Number
Date Received
Date Reviewed
Date Sent
Stan Date
Billed Hours
Adjusted Hours
Percent
Retained
Amount Paid
This a field of ten characters that contains the number of the con-
tract under which the audit is being performed.
This a field of one character that conirns the type of contract the
work is being done under (i.e., whet :he contractor is a prime
contract or a sub-contractor).
This a field of four characters that contains the number of the de-
livery order under which the work is being done.
This is a date field that contains the date the invoice was received.
This is a date field that contains the date the invoice was reviewed
by the responsible person.
This is a date field that contains the date
This is a date field that contains the date
These are numeric fields that vary from eight to thirteen characters
and which contain the original number of hours for each labor cat-
egory for which the agency is being billed.
These are numeric fields that vary from eight to thirteen characters
and which contain the adjusted number of hours for each labor cat-
egory for which the agency is being billed.
This is a field of five characters that contains the percentage that of
the invoice that is being withheld as retainage pending payment of
the final invoice.
This is the dollar amount of the invoice that is being withheld as
retainage pending payment of the final invoice.
This is a field of twelve characters that contains the amount of the
invoice that is paid.
4-14
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4.6 Update/Calculate Data
The Update/Calculate Data function must be run every time a payment is made on an in-
voice, a new Delivery Order/Amendment is added, or any other event occurs that will change the
status of data in Delivery Order, FY Budget, and Contract data base files. This function allows
you to force the program to calculate data to update the Budget and Contract data base files. When
this function is selected, the prompt shown in Figure 4-12 appears. You may then choose whether
to calculate the data or not. If you choose to calculate the data the following message appears at the
bottom of the screen:
Calculating Data. Please Wait...
If you choose not to calculate the data you are returned to the Main Menu.
CPA CONTRACT TRACKING SYSTEM
MAIN MENU
Audit Request Initiation Update/Calculate Data
Milestones & Activity Checklist CPA Contract Information
Delivery Order Maintenance FY Budget Information
Project Status Log Reports
Invoice Approval & P^^^^^^^^^^^^^^^TI Utilities
Calculate Data?
Yes
No
FIGURE 4-12 UPDATE/CALCULATE FUNCTION SCREEN
4.7 CPA Contract Information
The CPA Contract Information option shows the Contract Number, Contractor Type, the
Address of the contractor, the hours and the rate for each labor category, the consultant hours and
amounts, the ODCs, and the ceilings for the Delivery Order are all shown for five annual periods.
The CPA Contract Information screen is shown in Figure 4-13.
4-15
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CPA Contract Tracking
System
CPA Contract Information
Contract No. 52-T6-0201 Contractor Type (0=Prime, 1 thru.
Contractor (C&A ) Conrad & Associates, CPA
Address 100 Main Street
Suite C-2
Irvine , CA 92714-0002 Effective Date
Personnel Period: 0 Period: 1 Period: 2 Period: 3
Class. Hrs.
Partner 6700
Manager 10500
Senior 12500
Junior 17400
Cons . Hrs .
Cons . Amt .
ODC 30,
Ceiling 3,160,
Rate
95
78
64
50
0
000
950
.50
.20
.00
.00
0
.00
.00
.00
Hrs.
6700
10500
12500
17400
40,
3,170,
Rate
95.50
78.20
64.00
50.00
0
0.00
000.00
950.00
Hrs.
6800
12000
14000
19000
40,
3,659,
Rate
100.00
82.00
65.00
55.00
0
0.00
000.00
000.00
Hrs.
6800
12500
14000
19000
45,
3,803,
Rate
102
84
67
56
0
000
310
.95
.50
.00
.00
0
.00
.00
.00
9=Sub.) : 0
: 01/01/90
Period: 4
Hrs.
0
0
0
0
Rate
0.00
0.00
0.00
0.00
0
0.00
0.00
0.00
Retrieve Next Prev List Modify Add Delete Status Comments Quit
FIGURE 4-13. CPA CONTRACT INFORMATION SCREEN
Records may be retrieved by entering data in the Contract Number and Contractor Type
fields.
New records may be added by entering the Contract Number and the Contractor Type,
which are required before a new record can be processed and saved.
The system initializes the Contractor Type to 0 and the labor category hours and rates are
set 0 and 0.00 respectively; ODCs and the Ceiling are also set to 0.00.
The Status menu item, pictured in Figure 4-14, shows the Contract Ceiling, the hours or
amount of money used for each labor category, the available hours or amount of money, and the
percentage of the Contract Ceiling that has been used for each labor category, for a single option
year of the contract
4-16
-------
CPA Contract Tracking System
Contract No. :
Contractor :
Option Year :
Personnel/
Classification
Partner Hrs .
Manager Hrs .
Senior Hrs .
Junior Hrs .
Consultant Hrs
Consultant Amt
ODC
Total Contract
52-T6-0201 Contractor Type
(C&A ) Conrad & Associates,
1
Contract
(0=Prime,
CPA
CPA Contract Status
1 thru.
Ceiling Used Available
6700
10500
12500
17400
0
0.00 0.
40,000.00 0.
3,170,950.00 0.
0
0
0
0
0
00
00 40,
00 3,170,
6700
10500
12500
17400
0
0.00
000.00
950.00
9=Sub.) : 0
Percent
Used
% 0.00
% 0.00
% 0.00
% 0.00
% 0.00
% 0.00
% 0.00
% 0.00
Press any key to exit.
FIGURE 4-14. CPA CONTRACT STATUS SCREEN
The fields and the kinds of information that may be entered in them are as follows:
Contract Number
Contractor Type
Contract Code
Contractor Name
Address
Effective Date
Labor Category
Hours
This a field of ten characters that contains the number of the con-
tract under which the audit is being performed.
This a field of one character that contains the type of contractor
(i.e., whether the contractor is a prime contract or a sub-contrac-
tor).
This is a field of five characters that contains a unique identifier for
the contract
This a field of thirty characters that contains the name of the con-
tractor
This contains two fields of thirty characters for the street address
of the contractor, and fields of two to fifteen characters for the
city, state and zip code of the contractor.
This is a date field that contains the date the contract became effec-
tive.
These are numeric fields of five characters each that contain the
number of hours that it is expected will be used by each labor cate-
gory during the base year and the four optional years of the con-
tract.
4-17
-------
Labor Category These are numeric fields of twelve characters each that contain the
Rates rates that will be charged for each labor category during the base
year and the four optional years of the contract
Ceiling These are numeric fields of thirteen characters each that contain the
total amount that will be charged during the base year and the four
optional years of the contract
4.8 Fiscal Year Budget Information
The Fiscal Year Budget Information shows the budgetary amounts that are available for
each quarter of a Fiscal Year. These amounts are broken out by quarter and by the categories of
Salary and Expenses, Superfund, and Other Account. The Fiscal Year Budget Information screen
is shown in Figure 4-15.
CPA Contract Tracking
Fiscal Year: 89
Estimated Budget
1st Quarter
2nd Quarter
3rd Quarter
4th Quarter
Total Budget
Total Obligations
Balance
% Obligated
System
Salary &
Expenses
341,540.00
121,900.00
90,500.00
89,460.00
35,000.00
336,860.00
7,050.00
329,810.00
% 2.09
Superfund
250,800.00
89,000.00
56,934.00
52,870.00
46,900.00
245,704.00
26,800.00
218,904.00
% 10.91
FY Budget Information
Other
Account
125,945.00
34,500.00
25,450.00
35,200.00
20,900.00
116,050.00
0.00
116,050.00
% 0.00
Retrieve Next Previous List Modify Add Delete Comments Quit
FIGURE 4-15. FISCAL YEAR BUDGET INFORMATION SCREEN
Records may be retrieved by entering the last two digits of the desired fiscal year in the
field.
New records may be added by entering the last two digits of the new year in the Fiscal Year
field. This is required before a new record can be processed and saved'
The system initializes all the fields, except the Fiscal Year, to 0.00.
The fields and the kinds of information that may be entered in them are as follows:
4-18
-------
Fiscal Year
Estimated Budget
1st, 2nd, 3rd, 4th
Quarter
Total Obligations
Balance
% Obligated
This a field of two characters that contains the last two digits of the
fiscal year for which information is being recorded.
These are numeric fields of fourteen characters that contain the es-
timated budget amounts for the fiscal year for Salary and
Expenses, Superfund, and Other Account
These are numeric fields of thirteen characters that contain the es-
timated budget amounts for each quarter of the fiscal year for
Salary and Expenses, Superfund, and Other Account.
These are numeric fields of fourteen characters that contain the ob-
ligated budget amounts for the fiscal year for Salary and Expenses,
Superfund, and Other Account
This is a calculated field that shows the difference between Total
Budget and Total Obligations for the fiscal year for Salary and
Expenses, Superfund, and Other Account.
This is a calculated field that shows the percentage of Total Budget
represented by Total Obligations for the fiscal year for Salary and
Expenses, Superfund, and Other Account.
4-19
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5.0 REPORTS
The Report option calls up the menu shown in Figure 5-1. You may select 16 reports from
this menu. These reports are described in the sections that follow.
CPA CONTRACT TRACKING SYSTEM
SYSTEM REPORTS
Assigned Audit Requests M-2 Reports
Unassigned Audit Requests Delivery Order Status Report
Total Obligations Delivery Order Financial Status
Delivery Orders & Amendments Delivery Order Milestone Report
Invoice List (Billed & Adjusted) Delivery Order Balance Sheet
Invoice List (Adjusted Data only) Deliverables Due Listing
Invoice Payment Summary Contract Status Report
Activity Milestone Report Contractor Portfolio
Exit to Main Menu
FIGURE 5-1 SYSTEM REPORTS MENU
5.1 Assigned Audit Requests
This report uses program defined selection criteria and shows a listing of all the Audit
Requests that have been assigned. This report contains the Auditee Name and State, the Audit
Control Number, Request Date, Grant Number, Audit Type, Estimated Days, Fiscal Year Start
Date, Fiscal Year End Date, Date Assigned, the Assignee, the Total Cost Audited in dollars, and
the Federal Share in dollars for each assigned Audit Request When this option is selected the user
will be prompted as shown in Figure 5-2. If you choose to run the report, the report is sent to the
printer. After the report is printed, you may choose to run another report.
5-1
-------
CPA CONTRACT TRACKING SYSTEM
SYSTEM REPORTS
Assigned Audit Requests M-2 Reports
Una3signed Audit Requests Delivery Order Status Report
Total Obligations Delivery Order Financial Status
Delivery Orders & Amendments Delivery Order Milestone Report
Invoice List (Billed & Adjusted) Delivery Order Balance Sheet
Invoice List (Adjusted Data only) Deliverables Due Listing
Invoice Payment Summary Contract Status Report
Activity Milestone Report Contractor Portfolio
Run Report?
Yes
No
FIGURE 5-2 SYSTEM REPORTS POP UP MENU
5.2 Unassigned Audit Requests
This report shows a listing of all the Audit Requests that have not been assigned This
report contains the Auditee Name and State, the Audit Control Number, Request Date, Grant
Number. Audit Type, Estimated Days, Fiscal Year Start Date, Fiscal Year End Date, Status, the
Total C Audited in dollars, and the Federal Share in dollars for each unassigned Audit Request.
When uiis option is selected you will be prompted as shown in Figure 5-3. You should enter the
dollar value of the federal share and the sort criterion (i.e., Auditee Name or the Request Date). If
you choose to run the report, the report is sent to the printer. After the report is printed, you may
choose to run another report
5-2
-------
CPA Contract Tracking System Unassigned Audit Requests
Enter the Selection and Sorting Criteria below, or press [Esc] to exit.
Report for Federal Share greater or equal to: 0
Sort by (l=Auditee Name, 2=Request Date) :
FIGURE 5-3 UNASSIGNED AUDIT REQUESTS REPORT SCREEN
5.3 Total Obligations
This report uses program defined selection criteria and shows a listing of the amount of
money that has been obligated for the current fiscal year. This report contains the Contract
Delivery Order and Amendment Numbers, the Title, the Audit Control Number, Grant Number,
Auditee, Delivery Period Dates, Document Center Account Number, Appropriation, Appropriation
Type, Total Other Direct Costs in dollars, and Total Delivery Order in dollars. When this option is
selected the user will be prompted as shown in Figure 5-2. If you choose to run the report, the
report is sent to the printer. After the report is printed, you may choose to run another report
*
5.4 Delivery Orders and Amendments
This report uses program defined selection criteria and shows a listing of all the Audit
Requests that have been assigned. This report contains the Delivery Order Number, Audit Control
Number, Grant Number, Auditee, Delivery Period Date, Document Center Account Number,
Appropriation, hours for each labor category, the Consultant Amount in dollars, the Total Other
Direct Costs in dollars, and the Total Delivery Order in dollars. When this option is selected the
user will be prompted as shown in Figure 5-2. If you choose to run the report, the report is sent to
the printer. After the report is printed, you may choose to run another report.
5-3
-------
5.5 Invoice List (Billed and Adjusted)
This report uses program defined selection criteria and shows a listing of the invoices that
have been submitted for payment. This report contains the Contract Delivery Order and
Amendment Numbers, the Invoice Period, the hours billed for each labor category, the adjusted
amounts for each labor category, the retained amount and the amount paid. When this option is
selected the user will be prompted as shown in Figure 5-2. If you choose to run the report, the
report is sent to the printer. After the report is printed, you may choose to run another report
5.6 Invoice List (Adjusted Qnlvl
This report uses program defined selection criteria and a listing of the invoices that have
been submitted for payment. This report contains the Contract Number, the Delivery Order
Number, the Invoice Number, the Start Date, the End Date, the hours billed for each labor cate-
gory, the Consultant Hours, the Consultant Amount in dollars, the Other Direct Costs in dollars,
the retained amount, and the amount paid, both in dollars. When this option is selected the user
will be prompted as shown in Figure 5-2. If you choose to run the report, the report is sent to the
printer. After the report is printed, you may choose to run another report.
5.7 Invoice Payment Summary
This report uses program defined selection criteria and provides a summary of Invoice
Payments that have been made. This report contains the Contract Number, Delivery Order
Number, Invoice Number, Start Date, End Date, Total Labor Hours, Total Labor Amount,
Consultant Hours, Consultant Amount in dollars, Other Direct Costs in dollars, the Amount
Retained in dollars, and the Amount Approved in dollars. When this option is selected the user
will be prompted as shown in Figure 5-2. If you choose to run the report, the report is sent to the
printer. After the report is printed, you may choose to run another report.
5.8 Activity Milestone Report
This report shows the Activity Milestones for each Audit Control Number. This report
contains the Activity Milestone, the Planned Date, the Actual Date, the Status, the Responsible
Person, and any Comments that have been entered. When this option is selected the user will be
prompted as shown in Figure 5-4. You may request a report for a specific Audit Control Number
by entering one at the prompt or obtain a report for all the Audit Control Numbers by leaving the
5-4
-------
field blank. If you choose to run the report, the report is sent to the printer. After the report is
printed, you may choose to run another report.
CPA Contract Tracking System Audit Activity/Milestone Report
Enter the Audit Control Number for which you want a report, or leave blank
for a full report on all the Audit Control Numbers. Press the [Esc] Key
to exit.
Audit Control Number:
FIGURE 5-4 ACTIVITY/MILESTONE REPORT SCREEN
5.9 M-2 Reports
This report uses the Quarter and Fiscal Year as its selection criteria in preparing a report.
When you select this option you will see the screen shown in Figure 5-5:
CPA Contract Tracking System M-2 Report
Enter the Fiscal Year and the Quarter for which this report will be
generated, or press the [Esc] Key to exit.
Fiscal Year:
Quarter :
FIGURE 5-5 M-2 REPORT SCREEN
5-5
-------
Enter the last two digits of the fiscal year (e. , 89, 90,91 and so on) and the quarter (1, 2, 3, or
4) for which you wish to obtain an M-2 repor. Hie report will start printing immediately after this
information is entered.
This report contains information for the Division and shows the amount of funding and its
source, the number of assignments, Average Assignment Cost, notes, and Contract/Agreement
Issues and Actions.
5.10 Delivery Order Status Report
This report uses program defined selection criteria and shows the status of the Delivery
Order by Contract Number. This report contains the labor category hours, including the
Consultant Hours, Consultant Dollars, and Other Direct Cost dollars; and the Total Dollars. The
ceilings, hours used, and percentage of hours used are shown. The Contract Number, Delivery
Order Number, Stan Date, End Date, Dollars Used, and Percentage Used are shown at the end of
the report. When this option is selected the user will be prompted as shown in Figure 5-2. If you
choose to run the report, the report is sent to the printer. After "he report is printed, you may
choose to m7 another report
5.11 Delivery Order Financial Status
This report uses the Percentage Paid as its selection criterion in preparing a report. When
you select this option you will see the screen shown in Figure 5-6:
CPA Contract Tracking System Delivery Order Financial Status
This report will print the information for all the Delivery Orders that
have used up their budget by the percentage that is indicated below.
To exit this report, press the [Esc] Key.
List Delivery Orders for percentage greater or equal to: 0.00
FIGURE 5-6 DELIVERY ORDER FINANCIAL STATUS REPORT SCREEN
5-6
-------
Enter the Percentage Paid for which you wish to obtain a report. The report will start
printing immediately after this information is entered.
This report contains information about the status of the report and shows the Contract
Number, Delivery Order Number, Start Date, End Date, Ceiling Dollars, Used Dollars, Used Per
Cent, Last Completed Status Check, and the Actual Date for each contract
5.12 Delivery Order Milestone Report
This report shows the milestones associated with each Delivery Order. This report contains
the Contract Number, Delivery Order Number, Audit Control Number, Auditee, and Grant
Number for each Delivery Order. It shows the Planned Date, Actual Date, Status, Responsible
Person, and Comments for each milestone of each Delivery Order. When this option is selected
the user will be prompted as shown in Figure 5-7. You may enter a Contract Number, Contractor
Type, and the Delivery Order Number to obtain a report on a single record, or you may leave the
fields blank to obtain a report for all records. If you choose to run the report, the report is sent to
the printer. After the report is printed, you may choose to run another report.
CPA Contract Tracking System Delivery Order Milestone Report
Enter the information below for which you want the report generated, or
leave blanks for all records. Press [Esc] to exit.
Contract No.: - - Contractor Type (0=Prime, Sub.=l Thru. 9):
Delivery Order No.:
FIGURE 5-7 DELIVERY ORDER MILESTONE REPORT SCREEN
5.13 Delivery Order Balance Sheet Report
This report shows all the invoices and payments that have been made against a delivery
order and its amendments. This report contains the Contract Number, Delivery Order Number,
Audit Control Number, Auditee, and Grant Number as header information that appears on every
5-7
-------
page. The report itself shows the Invoice Number, Date Received, Period of Performance dates,
Invoice Amount, Amount Paid, Retainage, Balance, 'd a list of amendments. The Amendment
information shown in the report consists of the Am- rnent Number, Date Issued, and Amount,
which is shown as a positive value. When this option is selected you will be prompted as shown
in Figure 5-8. You may enter a Contract Number, Contractor Type, and the Delivery Order
Number to obtain a report on a single record, or you may leave the fields blank to obtain a report
for all records. If you choose to run the report, the report is sent to the printer. After the report is
printed, you may choose to run another report.
CPA Contract Tracking System Delivery Order Balance Sheet
Enter the information below for which you want the report generated, or
leave blanks for all records. Press [Esc] to exit.
Contract No.: - - Contractor Type (0=Prime, Sub.=l Thru. 9):
Delivery Order No.:
FIGURE 5-8 DELIVERY ORDER BALANCE SHEET REPORT SCREEN
5.14 Deliverables Due Listing
This report shows all the deliverables that are due within a specified period This report
contains the Contract Number, Delivery Order Number, Milestone, Planned Date, Actual Date,
Status, Responsible Person, and Comments for each Delivery Order. When you select this option
you will be prompted as shown in Figure 5-9. If you choose to run the report, the report is sent to
the printer. After the report is printed, you may choose to run another report
5-8
-------
CPA Contract Tracking System Deliverables Due Listing
Enter the information below for which you want the report generated, or
press [Esc] to exit.
Report on deliverables due in 10 days.
FIGURE 5-9 DELIVERABLES DUE LISTING REPORT SCREEN
5.15 Contract Status Report
This report uses program defined selection criteria and shows the financial status of all the
contracts. This report contains the Contract Number, Contractor Type, Contractor Code, and
Contractor Name for each contract. The report shows the labor category hours, including
Consultant Hours, Consultant Dollars, and Other Direct Cost Dollars for each option year and dis-
plays the Ceiling, hours used, and percentage used for each of these for each option year. When
this option is selected the user will be prompted as shown in Figure 5-10. If you choose to run the
report, the report is sent to the printer. After the report is printed, you may choose to run another
report.
5-9
-------
CPA Contract Tracking System Contract Status Report
Enter the information below for which you want the report generated, or
leave blanks for all records. Press [Esc] to exit.
Contract No.: - - Contractor Type (0=Prime, Sub.=l Thru. 9):
FIGURE 5-10 CONTRACT STATUS REPORT SCREEN
5.16 Contractor Portfolio
This report uses the Contract Number and Contractor Type as its selection criteria in
preparing a report. When you select this option you will be prompted to enter a Contract Number
and a Contractor, as shown in Figure 5-11. Enter the Contract Number and Contractor Type for
which you wish to obtains this report. The report will start printing immediately after the
information is entered.
CPA Contract Tracking System Contractor Portfolio
Enter the information below for which you want the report generated, or
leave blanks for all records. Press [Esc] to exit.
Contract No.: - - Contractor Type (0=Prime, Sub.=l Thru. 9):
FIGURE 5-11 CONTRACTOR PORTFOLIO REPORT SCREEN
5-10
-------
This report contains information pertaining to the Contract and Delivery Orders under
which a Contractor is performing assigned work. This report shows the Contract Number, Audit
Control Number, Contractor, Delivery Order Number, Amendment Number(s), Effective Date,
Performance Start Date, and Completion Date. It also shows a detailed listing of Delivery Order
Status by Labor Category and a listing of Milestone Status with the milestones and the associated
information including Planned Date, Actual Date, Status, Responsible Person, and Comments.
5-11
-------
6.0 SYSTEM UTILITIES
The System Utilities function on the Main Menu has a sub-menu of functions that enable
you to perform procedures relating to the maintenance of CPACTS without leaving the system.
These functions are Activity List Maintenance, to update the list of activities and milestones; Data
Base Backup, to make copies of the data files; Data Base Restore, to restore lost or damaged files
from a copy that has been made using the backup function; Re-Index Data Base Files; to repair and
maintain data base index files; Security Table Maintenance, to add new users or change passwords;
Printer Setup, to set up printer codes; and Exit to Main Menu, to return to the CPACTS Main
Menu. The System Utilities menu is shown in Figure 6-1 and each of the functions is discussed in
the sections that follow.
CPA CONTRACT TRACKING SYSTEM
SYSTEM UTILITIES
Activity List Maintenance
Data Base Backup
Data Base Restore
Re-index Data Base Files
Security Table Maintenance
Printer Setup
Exit to Main Menu
FIGURE 6-1. SYSTEM UTILITIES MENU
6.1 Activity List Maintenance
The Activity List Maintenance function allows the user to view and update the various ac-
tivities that make up either the pre-assignment activities or the contract activities. An example of
the Activity List Maintenance screen is shown in Figure 6-2.
6-1
-------
CPA Contract Tracking System Activities List Maintenance
No.
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14
15
More
Order
010
020
030
040
050
060
070
080
090
100
110
120
130
140
150
Data . . .
Description
Audit Request Received
R & D Audits (Hdqtrs. Notified)
Control Card Established
Superfund Card Established
Project Files Requested
Project Certification Received
Audit Files Established
Project Checklist Prepared
Discuss Preliminary Audit Scope
Single Audit Considered
Tech./Inves. Assistance needed
Make Assignment to CPA
Contact Auditee for Audit Initiat.
Prepare Travel Itinerary
Date of Supervisor Visit
Next Modify Add Delete Quit
Go to the next record
FIGURE 6-2. ACTIVITY LIST MAINTENANCE SCREEN
The menu bar at the bottom of the screen allows you to view the next record in the list, to
modify an existing record by changing its type and/or its description. A new record can be added
by selecting the add option from the menu bar and entering the Order Sequence and Description.
The Delete option lets you delete a record by specifying the Order Sequence number (the number in
the first column on the screen). When the number has been selected you will be prompted:
Delete (Y/N)? N
If you choose to delete the record, you will see the message
Deleting Record. Please Wait ...
When the deletion is finished you will return to the Activity List Maintenance screen. Choosing
not to delete tl record will return you immediately to the Activity List Maintenance screen.
An example of the screen that is displayed when the Modify, Add, or Delete option are
chosen is shown in Figure 6-3.
6-2
-------
CPA Contract Tracking System Activities List Maintenance
No. Order
1. 010
2. 020
3. 030
4. 040
5. 050
6. 060
7. 070
8. 080
9. 090
10. 100
11. 110
12. 120
Order Sequence:
Description
Audit Request Received
R & D Audits (Hdqtrs. Notified)
Control Card Established
Superfund Card Established
Project Files Requested
Project Certification Received
Audit Files Established
Project Checklist Prepared
Discuss Preliminary Audit Scope
Single Audit Considered
Tech./Inves. Assistance needed
Make Assignment to CPA
010
Description: Audit Request Received
FIGURE 6-3. ACTIVITY LIST MAINTENANCE SCREEN (MODIFY
FUNCTION)
6.2 Data Base Backup
It is necessary to backup data that has been created or changed so that important in-
formation that has been entered into the system not be lost due to equipment failure. This function
will automatically copy the data base files from the c: drive to a floppy diskette.
To use this function insert a diskette in the a: drive and press return. The program will au-
tomatically copy all the data base files and indexes to the floppy.
Once this option has bee selected instructions for its use are shown on the screen.
6.3 Data Base Restore
In the event that data has been lost this function will restore it from the most recent preexist
backup copy of the data base.
To use this function insert the diskette that contains the most recent backup of the data base.
Press return and the program will automatically copy from the diskette in the a: drive to the c:
drive.
Once this option has bee selected instructions for its use are shown on the screen.
6-3
-------
6.4 Re-Index Data Base Files
When records have been deleted from a data base the index files that are created by the pro-
gram may not match the data files and may need to be updated. This function, once it has been se-
lected, will automatically re-index all the data base files. You will see the a message:
Re-Indexing System Files. Please Wait
When the program is finished re-indexing the data base the message will disappear.
6.5 Security Table Maintenance
This function allows the System Administrator to add new users and to enter new pass-
words for these users into CPACTS. When you select this function you will see the screen shown
in Figure 6-5. When you enter the Master Password, you will be allowed access to the security
table and may add, delete, or modify the names of users and their passwords.
CPA CONTRACT TRACKING SYSTEM
SYSTEM UTILITIES
Activity List Maintenance
Data Base Backup
Data Base Restore
Re-index Data Base Files
Security Table Maintenance
I Please Enter the Master Password: I
FIGURE 6-5. SECURITY TABLE MAINTENANCE PASSWORD ENTRY
SCREEN
Once the correct password has been entered, you will see a screen like that shown in Figure
6-6. Records may be retrieved by entering the Old Password. If this is not known, the record
may be retrieved by using the List function. The record may be modified by entering a New
Password or User Name. To enter new records a password you enter a password in the Old
6-4
-------
Password field, which is copied to the New Password by the system, and you add a User Name.
When you press return after entering the User Name, you will be prompted:
Save (Y/N)? Y
Any changes will be lost if "N" is pressed. Pressing "Y" will save your changes.
CPA Contract Tracking System
Security Table Maintenance
Old Password: XXXXXXXX
New Password: XXXXXXXX
User Name : System Administrator ID
Retrieve Next Prev List Modify Add Delete Quit
FIGURE 6-6 SECURITY TABLE MAINTENANCE SCREEN
6.6 Printer Setup
This function allows you to select the kind of printer that will be the default printer for your
work station. The options available are shown in Figure 6-7.
6-5
-------
CPA CONTRACT TRACKING SYSTEM
SYSTEM UTILITIES
Activity List Maintenance
Data Base Backup
Data Base Restore
Re-index Data Base Files
Security Table Maintenance
Printer Setup
Standard Printer
Laser Printer
FIGURE 6-7 PRINTER SETUP POP UP MENU
6.7 Exit to Menu
This function returns you to the CPACTS main menu.
6-6
-------
APPENDIX A
STRUCTURE OF DATA BASE FILES
-------
ACTIVITI.DBF
ACT.CODE C
ACTIVITY C
FIELDS: 2
3
35
LENGTH:
39
AUDITS.DBF
ACN
REQUEST_DT
AUDITEE
STATE
GRANT_NO
AUDIT_TYPE
STATUS
EST.DAYS
ASSIGNED
DATE.ASSIG
CPA.CODE
CPA.NAME
AUD_AMOUNT
FED.SHARE
START.DATE
END_DATE
LINE1
LINE2
LINE3
FIELDS:
C
D
C
C
C
C
C
N
C
D
C
C
N
N
D
D
C
C
C
19
21
8
30
2
20
1
5
4
1
8
5
30
9
9
8
8
75
75
75
0
0
0
LENGTH:
415
ACT LQG.DBF
ACN C
ACTJDODE C
PLANNED D
ACTUAL D
STATUS C
RESP.PERSN C
21
3
8
8
5
15
A-2
-------
COMMENTS C
FIELDS: 7
20
LENGTH:
81
CQNTRACT.DBF
CONTRACT
CONT.TYPE
CONT.CODE
CONT_NAME
ADDRESS 1
ADDRESS2
CITY
STATE
ZIP
EFF_DATE
DATE1
DATE2
DATES
DATE4
PART_HRSO
PART.HRSl
PART_HRS2
PART_HRS3
PART.HRS4
MGR.HRSO
MGR_HRS1
MGR.HRS2
MGR_HRS3
MGR_HRS4
SR.HRSO
SR.HRS1
SR.HRS2
SR.HRS3
SR_HRS4
JR_HRSO
JR HRS1
C
C
C
C
C
C
C
C
C
D
D
D
D
D
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
10
1
5
30
30
30
15
2
10
8
8
8
8
8
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
A-3
-------
JR.HRS2 N 5 0
JR_HRS3 N 5 0
JR_HRS4 N 5 0
CONS_HRSO N 5 0
CONS_HRS1 N 5 0
CONS_HRS2 N 5 0
CONS_HRS3 N 5 0
CONS_HRS4 N 5 0
PART_RATEO N 6 2
PART_RATE1 N 6 2
PART_RATE2 N 6 2
PART_RATE3 N 6 2
PART_RATE4 N 6 2
MGR_RATEO N 6 2
MGR_RATE1 N 6 2
MGR_RATE2 N 6 2
MGR_RATE3 N 6 2
MGR_RATE4 N 6 2
SR.RATEO N 6 2
SR_RATE1 N 6 2
SR_RATE2 N 6 2
SR_RATE3 N 6 2
SR_RATE4 N 6 2
JR_RATEO N 6 2
JR.RATE1 N 6 2
JR_RATE2 N 6 2
JR_RATE3 N 6 2
JR.RATE4 N 6 2
CONS.AMTO N 9 2
CX)NS_AMT1 N 9 2
CONS.AMT2 N 9 2
CONS.AMT3 N 9 2
CONS_AMT4 N 9 2
ODCO N 9 2
ODC1 N 9 2
ODC2 N 9 2
A-4
-------
ODC3
ODC4
TOTALO
TOTAL1
TOTAL2
TOTALS
TOTAL4
LINE1
LINE2
LINES
FIELDS:
CONT SUM. DBF
CONTRACT
CONT.TYPE
OPTION_YR
PART.HRS
MGR.HRS
SR_HRS
JR_HRS
CONS.HRS
CONS.AMT
ODC
TOTAL
FIELDS:
N
N
N
N
N
N
N
C
C
C
77
C
C
C
N
N
N
N
N
N
N
N
11
9
9
10
10
10
10
10
75
75
75
LENGTH:
10
1
1
5
5
5
5
5
9
9
10
LENGTH:
2
2
2
2
2
2
2
784
0
0
0
0
0
2
2
2
66
DQ.DBF
CONTRACT
CONTJTYPE
DON
AMENDMENT
TITLE
ACN
GRANT.NO
AUDITEE
C
C
C
C
C
C
C
C
10
1
4
2
25
21
20
30
A-5
-------
STATE C 2
EFF_DATE D 8
STARTJDATE D 8
ENELDATE D 8
DCN C 6
ACCOUNT_NO C 10
APPROPT1ON C 10
APPRJTYPE C 1
PARTNER N 5 0
MANAGERS N 5 0
SENIOR N 5 0
JUNIOR N 5 0
CONS_HRS N 5 0
CONS_AMT N 9 2
ODC N 9 2
TOTALJX) C 11 2
OPTION_YR C 1
LINE1 C 75
LINE2 C 75
LINES C 75
FIELDS: 29 LENGTH: 449
DO SUMM.DBF
CONTRACT C 10
CONT.TYPE C . 1
DON C 4
NO_,xMEND N 2 0
START_DATE D 8
ENDJDATE D 8
TOT.PART N 5 0
TOT_MGRS N 5 0
TOT_SRC N 5 0
TOT_JRT N 5 0
TOT_HRCONS N 5 0
TOT_ATCONS N 9 2
A-6
-------
TOT_ODC N
TOTAL N
USED.PART N
USED_MGR N
USED_SR N
USED.JR N
USED_HCONS N
USED_ACONS N
USED.ODC N
USED_TOTAL N
FIELDS: 22
9
11
5
5
5
5
5
9
9
11
LENGTH
2
2
0
0
0
0
0
2
2
2
142
DQ_TEMP.DBF
TINVOICE
TDATE_RECV
TSTARTJDAT
TEND_DATE
TADJ.AMT
TRETAINED
TAMT_PAID
FIELDS:
FYBUDGET.DBF
c
D
D
D
N
N
N
7
8
8
8
8
11
9
9
LENGTH:
2
2
2
62
FY
SE_EST
SE_QTR1
SE.QTR2
SE.QTR3
SE_QTR4
SE.TOTAL
SE_OBLI
SUP_EST
SUP.QTR1
SUP_QTR2
SUP_QTR3
C
N
N
N
N
N
N
N
N
N
N
N
2
11
10
10
10
10
11
11
11
10
10
10
2
2
2
2
2
2
2
2
2
2
2
A-7
-------
SUP_QTR4 N 10 2
SUPJTOTAL N 11 2
SUPJDBLI N 11 2
OTH_EST N 11 2
OTH_Q'""M N 10 2
OTH_QfR2 N 10 2
OTH_QTR3 N 10 2
OTH_QTR4 N 10 2
OTH_TOTAL N 11 2
OTH_OBLI N 11 2
LINE1 C 75
LINE2 C 75
LINE3 C 75
FIELDS: 25 LENGTH: 447
INVQirE.DBF
CONTRACT C 10
CONTJTYPE C 1
DON C 4
INVOICE_NO C 8
DATE.RECVD D 8
DATE_REVffi D 8
DATE_SENT D 8
START_DATE D 8
ENDJ5ATE D 8
BILLJ1OURS N 8 1
BELL.PART N 6 1
BILL_MGR N 6 1
BILL.SR N 6 1
BILLJR N 6 1
BILL_CONSH N 6 1
BILL_CONSA N 9 2
BILL.ODC N 9 2
BILL_AMT N 10 2
ADJ_HOURS N 8 1
A-8
-------
ADJ_PART
ADJ_MGR
ADJ_SR
ADJ_JR
ADJ.CONSHR
ADJ.CONSAT
ADJ_ODC
ADJ_AMT
PART_RATE
MGR.RATE
SR.RATE
JR_RATE
PERCENT
RETAINED
AMT.PAID
LINE1
LINE2
LINES
FIELDS:
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
C
C
C
37
6
6
6
6
6
9
9
10
6
6
6
6
3
9
9
75
75
75
LENGTH:
1
1
1
1
1
2
2
2
2
2
2
2
1
2
2
4i
PASSWORD.DBF
PASSWORD C
TYPE C
USER.NAME C
FIELDS: 3
8
1
25
LENGTH:
35
STATI.DBF
SEQNO N
STATCODE C
MILESTONE C
FIELDS: 3
3
2
40
LENGTH:
46
STATLOG.DBF
ACN
21
A-9
-------
STATCODE C 2
PLANNED D 8
ACTUAL D 8
STATUS C 5
RESP_PERSN C 15
COMMENTS C 20
FIELDS: 7 LENGTH: 80
A-10
------- |