Dan Meinen, CARS Administrator WisDOT – BPD – Consultant Services September 30, 2015.
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Contract Administration and Reports System (CARS) Dan Meinen, CARS Administrator WisDOT – BPD – Consultant Services September 30, 2015
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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 Search Wisconsin DOT – “CARS” 3
Transcript of Dan Meinen, CARS Administrator WisDOT – BPD – Consultant Services September 30, 2015.
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
3
Contract administration reporting system/CARS application page...
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Link
: ht
tp://
wis
cons
indo
t.gov
/Pag
es/d
oing
-bus
/en
g-co
nsul
tant
s/cn
slt-r
srce
s/co
ntra
cts/
cars
.as
px
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 [email protected]
Sharon Bremser State Consultant Services Supervisor 608-266-2375 [email protected]
Contacts and resources
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All CARS related questions, issues, should be directed to this email: [email protected]
CARS webpage: http://wisconsindot.gov/Pages/doing-bus/eng-consultants/cnslt-rsrces/contracts/cars.aspx
