Contract Administration and Reports System (CARS)

Dan Meinen, CARS AdministratorWisDOT – BPD – Consultant Services

September 30, 2015

What is CARS? CARS Page

http://wisconsindot.gov/Pages/doing-bus/eng-consultants/cnslt-rsrces/contracts/cars.aspx

What to use CARS for... Invoicing – mandatory since July 1, 2015 Evaluations

Future of CARS E-contracting

CARS Overview

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CARS application Web application in use since March 2013 Derived from MS Access database that has consultant

contracts back to 1989 Consultant and WisDOT training was offered from

August 2014 to June 2015 Online training now available on CARS webpage

http://wisconsindot.gov/Pages/home.aspx Search Wisconsin DOT – “CARS”

History

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Contract administration reporting system/CARS application page...

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CARS training manual v. 54.2 Introduction to CARS WisDOT – Reviewing Consultant Invoices WisDOT – Creating an Evaluation WisDOT – Submitting a Consultant Reviewed Evaluation Consultant – Adding Staff Members Consultant – Assign Contracts and Roles Consultant – Assign Contracts and Roles with Groups Consultant – Main Menu and Dashboard Consultant – Contract Navigation Consultant – Invoicing - Actual Cost Contract Consultant – Invoicing - Cost Per Unit Contract Consultant – Invoicing - Lump Sum Contract Consultant – Invoicing - Specific Rate Contract Consultant – Invoicing - Include and Create Sub Invoices Consultant – Invoicing - Creating an Invoice as a Subconsultant Consultant – Invoicing - Creating a $0 Prime Invoice to Include Subconsultant Invoices Consultant – Invoicing - Creating a $0 Subconsultant Invoice to Include Previous Paid Amounts Consultant – Respond to WisDOT Evaluation CARS Frequently Asked Questions

CARS training (online manual & videos)

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Trainingmade

195 firms are registered to use CARS 600 WisDOT and consultant employees trained

More than 400 views of ‘Intro to CARS’ training video Over 1,200 prime invoices processed per month

(since July 2015)

Current status

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Update and Overview of Real EstateFull Service & Appraisal/Appraisal Review Evals

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FDM - Chapter 8 standards say evaluations must be completed within 30 days of each completed contracted service totaling $10,000 or more. However, WisDOT Real Estate practices have been to complete an evaluation for each completed service.

No longer using paper eval forms/don’t use!!!• Appraiser performance evaluation (RE2127) • Consultant performance evaluation (RE1023)

Paper-free invoicing Paid sooner!

From “Submitted” invoice to “Paid” status average is 11 daysEvaluations in CARS

No email back and forthAutomatic notification on your dashboard when

you have something to do

Benefits

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Basis of Payment Cost Per Unit A cost per unit invoice in less than a minute!

• See “how to” video: http://youtu.be/SOirFQqbJFsPaid within 30 days

More often, much sooner!• About 10 days to be marked as “Paid” for August invoices

Benefits continued...

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Most common issues Not using correct browser

Use Internet Explorer 10 or 11 (not Chrome/Firefox/Safari) Giving yourself access to contracts and proper roles

Making sure contracts are set up properly Dollars and basis of payment are correct

Attaching supporting documents PDFs only – if you forget, email them to project manager to

upload for you Reject invoice – soon we will be able to adjust a

rejected invoice and re-submit, rather than starting over

Common CARS Errors

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CARS e-contracting Working with consultant Fall 2016 release

Next steps

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Dan Meinen CARS Administrator 608-266-2915 dan.meinen@dot.wi.gov

Sharon Bremser State Consultant Services Supervisor 608-266-2375 sharon.brembers@dot.wi.gov

Contacts and resources

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All CARS related questions, issues, should be directed to this email: WisDOTCARS@dot.wi.gov

CARS webpage: http://wisconsindot.gov/Pages/doing-bus/eng-consultants/cnslt-rsrces/contracts/cars.aspx