# Presentation: 071711

## Contract History Module

## History: Background

- This is a new module that displays the history of a contract beginning with the application through final payment.
- The information has been stored in ProTracts for contracts that originated in ProTracts ( e.g. not EQIP migration history) or in Fund Manager but was not readily available or viewable in one location.

## The History menu bar provides menu choices to view “read only” information for the following contracting activities:

- Obligations
- Modifications and minor changes
- Participant payment assignments
- Participant vendor information
- Application history
- Eligibility for participants at obligation and for new participants
- A print option formats information in each view into a printable report

**The History menu bar provides menu choices to view “read only” information for the following contracting activities:**

## History is a “live” choice on the Conservation Contract Menu Bar

## Using History:

- Use of the history module is _optional_ and requires no new data input. History menus are auto-populated from standard contract administration activities.
-  Information from multiple sources are presented in a simple access viewing format without the need to access participant information or Fund Manager.
- The print menu formats information in each view into a printable report. There is no export function.

## Screen Navigation

- Logical defaults were selected such as CIN on tabs Payments and Obligations and Last Name on Assignments.
- Defaults can be custom sorted by clicking on the underlined column name to sort by that heading.
- Large contracts require additional time to sort and a message will display that a sort is underway.

## Screen Navigation

- The decision maker name and contract number are displayed in the window title.
- When a view is active, the corresponding option on the menu bar is not active.
- For example, when the Payments view is opened, the Payments option on the menu is yellow.
- Internal scroll bars on right of display window to scroll  up and down on lengthy contracts.

## Screen Navigation

- CSP payments and obligations are paid by annual funds.
- For CSP contracts only, there are fiscal year drop down lists on the Payments and Obligations tabs to select the specific fiscal year to display the data.

## Screen Navigation

- ‘Hovering’ the cursor with the ? over the _Rejected_ hyperlink will show the rejection reason. This same navigation ‘screen tip’ is used on pages where there are hyperlinks or data that scrolls outside of the display field.

## History: Payments

**Provides quick access to payment history of ProTracts, Fund Manager and FFIS transactions that previously was only available in Fund Manager.**

**Items paid by FSA will not show Fund Manager or FFIS information. **
**Multiple lines for the same FSA Paid item and date if FSA made multiple **
**(partial) payments with the same date of the contract was reconciled****.**

**ProTracts Data****              ****Fund Manager****                 ****FFIS Data**

**Shows multiple payments on same CIN 11 (partial payments) with payment status, secure bank number display, and deposit information. FFIS Approval date is generally 3-4 days before treasury issues check/EFT.**

## History: Obligations

## History: Obligations

**The Obligations view lists obligations sent from left to right, from ProTracts to Fund Manager, and then from Fund Manager to FFIS.**
**Fund Manager acts as a ‘translator’ between ProTracts and FFIS. It takes each of the individual transactions from ProTracts, “bundles” them into a sum of the change for the contract, and sends the change or payments to FFIS. Transactions in FFIS do not really happen at the contract item level.**
**The view also displays the total contract obligation from the ProTracts ledger and the FFIS obligation. **

**These values differ:**
** ****On EQIP migration contracts since FSA Paid items were never transacted to FFIS**
**A payment, obligation, or modification was rejected,**
**Payments were altered by state financial management staff in FFIS.**

## History: Obligations

**The Obligation Type column provides the following information:**
**Obligations (O) when initial contract amounts were transmitted against the FFIS ledger. FSA Paid items were never transacted to FFIS.**
**Decreases (D) are the result of modifications reducing quantities, payments made for less than estimated amounts, and final contract payments.** **Decreases are always shown in ().**
**Increases (I) that are made through modifications or actions such as Energy Initiative 15% increase at payment or using “change” button at payment up to $1000 increase for increased applied unit.**

## History: Obligations

**The Obligation Type column also has a * for the footnote shown. For example ‘ADMIN’ activities were needed to complete reconciliation of ‘problem’ EQIP contracts on 12/21/04 . Many ‘ADMIN’ activities were conducted on 4/29/06 when the contract “non-slippage” model was implemented to synchronize the obligation on a contract in FFIS to it’s obligation in ProTracts.**

## History: Obligations

**Data is displayed to indicate changes in contract obligations (funds) that resulted from a modification or a minor contract change. Details can be found on the Modifications tab.**

## History: CSP Obligations

**CSP funds are annual funds (see slide 8). The FFIS contract obligation shown on this example is strictly for FY05 as selected in the drop down box and is not cumulative across contract years. **
**CSP contracts with large number of practices may “time out” the Obligations (and Payments) screens. The result is a “no data found” display. This performance may also be addressed in a future release. On contracts where this occurs the information is accessible directly in Fund Manager.**

## History: Modifications

**Use cursor to ‘hover’ (****as shown on slide 9) ** **over the basis for modification reason to view entire modification reason or use either Print or File:Print Preview to view the entire text.**

## History: Assignments

- All payment **Assignments** associated with the contract can be viewed for each payment processed.

## History: Vendor Information

- The **Vendor Information **screen displays the vendor codes and direct deposit information for each participant with payment shares.
- This screen shows the same information as the Vendor Information screen that is accessed from Payment Instructions.

## History: Application History

**Application Signup Date** is the date the participant submitted the application for the contract (contract signup date).
**Ranking Score** is the ranking score of the application (contract ranking score).
**Application Approval Date** is the date that the application was selected for funding by changing the contract status to approved in Manage Applications.

## History: Eligibility

- This displays the eligibility determination for the contract participants with payment shares greater than zero on the date that the contract was obligated in ProTracts.
- This information is also available for participants that are added to a contract as the result of a land transfer.

## History: Support

- The intent of the History module is to give ProTracts users one spot to view contract information that is available in multiple locations. No national training was delivered as the no data entry is needed and use is optional.
- Where questions do arise your support resources are:
- State ProTracts Coordinators or designated state support staff should send _training_ questions on History to mary.grande@ftc.usda.gov
- Software errors using History should be sent by State ProTracts Coordinators or designated state support staff to ProTractsSupport@ftc.usda.gov
- Vendor Problems, Payment and Obligation problems should be sent by State ProTracts Coordinators or designated state support staff to FundManagerSupport@ftc.usda.gov