Works Manager User Manual

Works Manager

A Software for

Building Projects Management and Monitoring

For

Nigeria Police Force Works Department

Force Headquarters, Abuja

User Manual

January 2006

Contact: TOF Engineers & Consulting Ltd.: 56 Femi Ayantuga Crescent, Off Adelabu Street Surulere, Lagos. P.O. Box 4629 GPO Marina, Lagos. Tel: 0803-3045117 E-mail taofeek_99@hotmail.com, softprotof@hotmail.com

Preface

The Nigeria Police Force (NPF) is a strategic arm of the government of the nation that maintains law and order and guarantees security of life and property of the citizenry. The NPF is therefore our essential tool to ensure a stable society. Therefore, it must create and maintain its presence throughout the country with police stations, police posts, police barracks, colleges, training schools, mechanical workshops and other relevant installations and facilities.

Thus, on a yearly basis, the NPF carries out a wide range of construction and rehabilitation works to provide and maintain these facilities consistently and effectively. These works are issued out as contracts to successful candidate contractors, and the progress of these contracts are monitored and assessed from conception to completion, employing specific procedures and project management processes that ensure effective performance and delivery on the contracts.

Supervision and monitoring the contracts require generation, collation and management of a vast amount of information, mostly in the form of documents such as contract bid documents, progress reports, contract specifications, schedules of payment, interim certificates, contract award letters, due process certificates for payments, requisitions for payments and payment vouchers. The supervision starts from when the contracts were conceived, through the biding and award process to processing for payments to contractors for work done after site inspections and assessments have been made. Strict compliance with management and due process procedures is required as well as consistency and accuracy of the documents generated through the steps, since these documents are the eventual instruments for establishing the status of contracts and for processing payments.

Previously, a semi-manual approach was employed for the supervision work, with obvious problems. This was invariably cumbersome, fraught with delays and exposed to errors due to human fatigue during manual collation of large volumes of paperwork. Consistency and accuracy of information on the documents could not always be guaranteed and there was usually a significant amount of rework. The result was that data informing payment processing, planning and budgeting for site inspections and administrative costs, for example, where frequently incomplete and inaccurate, and the process was even open to abuse. Auditing was also a daunting task. There was therefore the motivation to improve significantly the effectiveness and efficiency of contracts supervision processes in NPF.

Works Manager, the topic of this guide, was developed to address the problems identified above. It is a software program designed to modernise and enhance Building Projects Management and Monitoring of the Nigeria Police Force, by leveraging newer technological advancement in information technology. The goal is to engender a positive culture and approach to achieving better transparency and accountability in the management and supervision of the resources of the Nigeria Police Force.

Works Manager captures and manages a comprehensive databank on contracts information and generates contract documents such as contract specifications, schedules of payment, interim certificates, contract award letters, due process certificates for payments, requisitions for payments and payment vouchers. Information is processed on a yearly basis, and strict compliance with NPF contracts supervision and due process procedures is ensured. Consistency and accuracy of documents is guaranteed and a history of information on the contracts is kept permanently in the databank, thus, facilitating auditing and enquiries. Timely information required for budgeting and planning is readily available. Above all Works Manager is easy to use, runs on traditional personal computers running Microsoft Windows 2000/XP operating system, has an efficient security system to ensure data integrity, and has been proven in the field when applied to contracts information management for the year 2005.

This document essentially takes you through the process of using Works Manager, employing step-by-step approach to using the built-in features of the program.

Table of Contents

Preface i

Table of Contents ii

List of Figures v

List of Tables vii

Important Information viii

1 Introduction 1

1.1 What does Works Manager Do? — The Basic Work Flow Path 1

1.2 Works Manager Database 1

1.3 Works Manager Key Modules 2

1.4 Works Manager Solution Architecture 2

1.5 Works Manager Development platform 3

1.6 Works Manager Operating platform 3

1.7 Works Manager Key Functionality 3

1.7.1 Location & Command Module 3

1.7.2 Contractors Registration Module 3

1.7.3 Projects Module: 3

1.7.4 Contracts Allocation Module 3

1.8 Works Manager General Features 3

1.9 Works Manager Security 3

1.10 Benefits of Works Manager 4

1.11 Guideline to this document 4

2 Works Manager Overview 5

2.1 Works Manager Concepts 5

2.1.1 Year 5

2.1.2 Security 5

2.2 To Run Works Manager 5

2.3 IMPORTANT: 6

2.3.1 Changing Your Password 6

2.4 Works Manager Menus 6

2.5 General layout of interfaces 9

3 Works Manager Operational Data 10

3.1 Defining operational data 10

3.1.1 Zones 11

3.1.2 States in Zones 11

3.1.3 LGAs in States 12

3.1.4 Locations in LGAs 12

3.1.5 States 12

3.1.6 LGAs 13

3.1.7 Locations\Installations 13

3.1.8 Departments 14

3.1.9 Commands 14

3.1.10 Headquarters 15

3.1.11 Awardees 15

3.1.12 Contract Stages 16

3.1.13 Schedule of Payment Templates Names 16

3.1.14 Schedule of Payment Templates Details 17

3.1.15 Description of Works 18

3.1.16 Contract Status 18

3.1.17 Officers in Charge 19

3.1.18 Contractors Registration Definition Data 19

4 Works Manager Workflow, Rules and Conventions 21

4.1 Start Works Manager 21

4.2 Works Manager Workflow 21

4.3 Rules and Conventions for Contract Information processing in Works Manager 22

5 Contracts Information Processing Using Works Manager 24

5.1 Pre-requisites to Contracts Information processing 24

5.1.1 The Working Year 24

5.1.2 Tax Rates: VAT and Withholding Tax 24

5.1.3 Signatories to Due Process Certificates – NPF 25

5.1.4 Signatories to Due Process Certificates – Ministry 25

5.1.5 Signatories to Contract Award Letters – NPF 26

5.1.6 Signatories to Contract Award Letters – Ministry 26

5.1.7 Signatories to Forward Letters 27

5.1.8 Signatories to Payment Vouchers 27

5.1.9 VAT Office 28

5.1.10 Tax Office 28

5.1.11 Programmes (Sub Heads) 29

5.1.12 Projects of Programmes 29

5.2 Creating Contractors Registration Details 31

5.2.1 Entering Contractors Details 31

5.3 The Contracts List 35

5.3.1 Filtering the Contracts List – Searching the Contracts Databank 36

5.3.2 Previewing and Printing Reports on Contracts 36

5.4 Creating Detail of Contracts 38

5.4.1 Entering details of a new Contract 38

5.4.2 Locating a specific contract 39

5.4.3 Modifying details of a contract 39

5.4.4 Entering related contract information 39

5.4.5 Linking Electronic information to a contract 39

5.4.6 Recording Bids of Contractors for a Contract 41

5.4.7 Contracts Progress 41

5.5 Prequalification of Contractors 42

5.5.1 Marking Scheme Criteria 42

5.5.2 Prequalification Scoring Analysis 43

5.6 Contract Loting and Bidding Analysis 43

5.6.1 Invitation to Tender 43

5.6.2 Memos To Tenders Board 43

5.6.3 Articles of Agreement 43

5.7 Awarding a Contract to a Contractor 43

5.7.1 Tender Analyses 43

5.8 Creating Schedules of Payments for Contracts 44

5.8.1 Creating the Schedule of Payment for a contract 44

5.8.2 Using Standard Schedule of Payments. 44

5.8.3 Modifying an item on a Schedule of Payment 45

5.9 Creating Interim Certificates 45

5.9.1 Create the Interim Certificate template 45

5.9.2 Create Payments on the Interim Certificate template. 46

5.9.3 Modifying Payments on the Interim Certificates 46

5.9.4 Issuing an Interim Certificate 46

5.9.5 Special Cases 47

5.10 Creating Due Process Certificates for Award 47

5.11 Creating Award Letters 47

5.12 Creating Due Process Certificates of Payment 48

5.13 Creating Payment Vouchers 49

5.14 Issuing of Due Process Certificate and Letters 50

5.15 General reporting on contracts information 50

6 Enquiries and Reports 51

6.1 Printing Reports and Other Information 51

6.2 Sample Reports 53

6.3 Exporting Reports to other file formats 54

6.3.1 To export a report to other file format 54

6.3.2 To export a report as an attachment to e-mail 54

7 Appendix 55

7.1 Frequently Asked Questions (FAQs) 55

7.1.1 After installing, I cannot log on to Works Manager 55

7.1.2 After installing, I cannot run Works Manager successfully even when I supplied a valid user name and password 55

7.1.3 I have changes contract lot number and contract value and these changes do not reflect in the DPC. Award Letters and ICs 55

7.1.4 How do I create new user accounts to use Works Manager 55

7.1.5 How do I specify my password to use Works Manager 55

7.1.6 I cannot remember my password, how then can I gain access to use Works Manager 55

7.1.7 How can I prevent a user from creating and modifying data in Works Manager 55

7.1.8 How can I block a user totally from gaining any form of access to Works Manager 55

List of Figures

Figure 1.1 Works Manager Basic Information Flow Path 1

Figure 2.1 Works Manager Program Launcher 5

Figure 3.1 Interface defining Zones of Nigeria Police Force 11

Figure 4.1 Works Manager Program Launcher 21

Figure 5.1 Interface to Specify Year of Operation 24

Figure 6.1 Report options on Contract List interface 51

Figure 1.2 Works Manager Solution Architecture 2

Figure 2.2 Contracts List Interface 5

Figure 2.3 Change Password Interface 6

Figure 3.2 Interface defining States in Zones of Nigeria Police Force 11

Figure 3.3 Interface defining Local Governments in States 12

Figure 3.4 Interface defining NPF Installations in Local Governments 12

Figure 3.5 Interface defining States in Nigeria 13

Figure 3.6 Interface defining Local Governments 13

Figure 3.7 Interface defining NPF Installations 14

Figure 3.8 Interface defining Departments in NPF 14

Figure 3.9 Interface defining Commands in NPF 15

Figure 3.10 Interface defining HQs in NPF 15

Figure 3.11 Interface defining Contracts Awardees 16

Figure 3.12 Interface defining Contracts Stages as Items of Schedule of Payment 16

Figure 3.13 Creating and modifying Schedules of Payment templates 17

Figure 3.14 Creating and modifying Schedules of Payment template details (For contracts with No Advance Payment requested) 17

Figure 3.15 Creating Schedules of Payment template details (For contracts with Advance Payment requested) 18

Figure 3.16 Interface defining Description of Works used in Schedule of Payments 18

Figure 3.17 Interface defining Contract Status 19

Figure 3.18 Creating Details of Officers Supervising Contracts 19

Figure 3.19 Interface defining Business Areas of Contractors 20

Figure 3.20 Interface defining Contractors Registration Categories 20

Figure 3.21 Interface defining Contractors Registration Status 20

Figure 5.2 Interface to Specify VAT Rate 25

Figure 5.3 Interface to Specify Withholding Tax Rate 25

Figure 5.4 Interface to define Signatories to Due Process Certificates for contracts awarded by NPF 25

Figure 5.5 Interface to define Signatories to Due Process Certificates for contracts awarded by Ministry 26

Figure 5.6 Interface to define Signatories to Contract Award Letter for contracts awarded by NPF 26

Figure 5.7 Interface to define Signatories to Contract Award Letter for contracts awarded by Ministry 27

Figure 5.8 Interface to define Signatories to Contract Forward Letter 27

Figure 5.9 Interface to define Signatories Payment Vouchers 28

Figure 5.10 Interface to define VAT Office location and address 28

Figure 5.11 Interface to define Tax Office location and address 29

Figure 5.12 Interface to define Programmes and Subheads for Contracts\Projects Management 29

Figure 5.13 Interface to create Projects charged to Programmes\Subheads 30

Figure 5.14 Contractors Registration interface. For Creating and modifying contractors details 32

Figure 5.15 Contractors Registration interface. For recording Business Position and Evaluation of company 32

Figure 5.16 Contractors Registration interface. Display of history of contract awarded to a contractor 33

Figure 5.17 Contractors information interface. Linking electronic information to contractor’s details. 33

Figure 5.18 Contractors information interface. Locating a specific contractor’s in the databank 34

Figure 5.19 The Contracts List Interface 35

Figure 5.20 Reports that can be generated and printed from the Contracts List interface. 37

Figure 5.21 Contracts Full Details Form. For creating and modifying details of contracts 38

Figure 5.22 Contracts Details interface. For linking electronic information to contracts details 40

Figure 5.23 Interface to record biding details of contractors for a contract 41

Figure 5.24 Interface to record bids of each contractor 41

Figure 5.25 Interface to record progress of a contract 42

Figure 5.26 Interface to create Schedule of Payments for a contract 44

Figure 5.27 Interface to create Interim Certificates for a contract 45

Figure 5.28 Interface to create Interim Certificates for a contract 46

Figure 5.29 Interface to create Due Process Certificates of Award for a contract 47

Figure 5.30 Interface to create Contract Award Letter for a contract 48

Figure 5.31 Interface for creating Due Process Certificates of Payment for a contract 49

Figure 5.32 Interface to create Payment Vouchers for a contract 49

Figure 6.2 Report options on Contracts Full Details Interface 52

Figure 6.3 Report options on Contractors Details Interface 52

Figure 6.4 Report options on States in Zones Interface 52

Figure 6.5 Report options on LGA Interface 52

Figure 6.6 Report options on LGAs in States Interface 53

Figure 6.7 Report options on Locations\Installations in LGAs Interface 53

Figure 6.8 Export Reports dialog box 54

Figure 6.9 Selecting file format for attaching a report to be sent as an attachment 54

List of Tables

Table 1 Description of Works Manager Menus and Menu Items 8

Important Information

When using Works Manager you must be mindful of the following.

  • Works Manager transactions require correct Year.
  • Make sure you read the messages you are prompted with and provide judicious responses to them. Respond with a safe choice if you are doubtful and then seek advice.
  • Make sure that you specify a password for your username to prevent another user operating with your user name.
  • Make sure you backup regularly to protect against loss of data and make recovery after a loss less costly. Do backups regularly via “Works Manager Backup” icon .

Introduction

Works Manager is designed to modernise and enhance Building Projects Management and Monitoring of the Nigeria Police Force, by leveraging newer technological advancement in information technology. The goal is to engender a positive culture and approach to achieving better transparency and accountability in the management and supervision of the resources of the Nigeria Police Force.

What does Works Manager Do? — The Basic Work Flow Path

Manages information on biding, award, monitoring, assessment and payments recommendation on contracts.

This is made feasible from the facilities in Works Manager to create, modify and generate relevant reports and documentation pertinent to contracts being supervised. These documents are

  • Contractors Details
  • Contracts Details
  • Schedule of Payments for each contract
  • Contract Award Letters
  • Due Process Certificates of Award
  • Interim Certificates
  • Due Process Certificates for Payments and
  • Payment Vouchers

These documents are created in strict order in compliance with standard procedures and practices in supervision and management of contracts in the Nigeria Police Force, as is depicted in Figure 1.1 below.

Works Manager Basic Information Flow Path

Works Manager Database

The key entities of Works Manager database were identified from the system study as follows

  • Contractors Details
  • Projects Details
  • Contract (Lot) Details
  • States and Local Governments of Nigeria
  • Police Commands in Nigeria
  • Contracts Instruments (Schedule of Payments, Interim Certificates, Contracts Reference No, Lots No, Completion Certificates)

The modules of Works Manager appropriately relate these key entities in the modules

Works Manager Key Modules

  • Contractors Registration Module:
  • Projects Modules
  • Contracts Allocation Module
  • Location & Command Module

Works Manager Solution Architecture

Works Manager is a relational database management system designed to run on a local area Ethernet 100 Base-T network of computers running Microsoft Windows 2000/XP based operating systems.

Works Manager architecture is strictly modular and adopts the client\server topology to fully exploit client\server capabilities of any database platform. The full power of Works Manager is particularly appreciated when deployed over a wide\local area network with several users in different departments constantly using it. Figure 1.2 depicts this architecture.

Works Manager Solution Architecture

Works Manager consists of a back-end (database host), and a front-end (client program), all interconnected. The Works Manager Host Database resides on a server computer to act as the central repository of data and provide workstations with access to the databank

The Works Manager Front-End/Client program are is a combination of forms to provide graphical user interface (GUI), queries, macros and program modules designed to run on several operating systems such as Windows 2000 and Windows XP. This allows for uniformity and consistency of both user interface (GUI) and controlled standards and version upgrades.

Works Manager Development platform

  • Visual Basic 6.0 and Microsoft Access for program design
  • Microsoft Access Relational Database Management System for database design.
  • Upgrading to SQL-Server database platform is accommodated

Works Manager Operating platform

  • A local area Ethernet 100 Base-T network (or wireless network) of computers running traditional Microsoft Windows 2000/XP based operating systems.

Works Manager Key Functionality

Works Manager’s key functional features are enumerated below according to the modules.

Location & Command Module

  • Captures and manages information of all states, local governments and police commands in Nigeria with appropriate linkages to enable unique and unambiguous identification of the location of each project. Currently, the module is complete with all states, local governments and Police Commands in Nigeria.

Contractors Registration Module

  • Captures and manages information all contractors that are registered for building projects work. The scope of information on contractors that can be captured include statutory information, registration details with CAC, ownership structure, operational assets and previous contracts history.
  • Provides for assessment of contractors suitability, category of business registered for, and any fees paid for registration.

Projects Module:

  • Captures details of all projects for each financial year including the locations (sites) and amount allocated for the project.

Contracts Allocation Module

  • Captures and manages details of all contracts and their allocations to contractors in a financial year, appropriately linking all projects comprising the contract lot.
  • Logs schedules of payment for each contract
  • Logs interim certificates for each contract.
  • Auto-generates Contract Number
  • Auto-generates Interim Certificate Number
  • Generates relevant reports to assist in auditing and progress monitoring

Works Manager General Features

  • Easy to use with its user-friendly graphical user interface (GUI).
  • Configurable as stand-alone system or a client/server multi-user environment.
  • Sophisticated security system that ensures integrity and confidentiality of your mission critical information, by controlling access to both information and functionality.
  • Generates a wealth of current and historical information in its databank, enabling derivation of statistical information to inform policy making, budgeting and planning
  • Efficient and effective search engine to query the databank.
  • Maintains a concise audit trail of operational activities.
  • Scaleable for future expansion to the higher platform, SQL-Server database engine.
  • Exporting of all reports to remote locations as attachments to e-mail.

Works Manager Security

  • No restriction on the number of users
  • Each module has a set of privileges to which a user can be assigned.
  • Each user is assigned privileges/roles for each user for each module.
  • Total Control in security and access levels configuration suitable for your staff hierarchy.
  • Ensures data integrity as the privileges of each user can be tailored to his\her work schedule.

Benefits of Works Manager

Benefits of Works Manager to the NPF include the following:

  • Precise and accurate information on all projects, contracts and contractors will be available in a databank in a central location.
  • Standard procedures, such as generating schedules of payment, interim certificates and progress reports of each contract, will be performed quicker and more efficiently.
  • History of all building contracts activities including schedules of payment, interim certificates and progress will be available in the databank to enhance auditing and financial control.
  • Internal audits on building projects status and progress will, thus, be more frequent to ensure consistency in implementing procedures and standards;
  • The databanks generated by our solution will provide a wealth of information on which statistical information on building activities can be derived and used to inform policy making, budgeting and planning for building projects.

Guideline to this document

This document describes how to use Works Manager. It will, however, be valid for versions that would have been tailored to your environment. Furthermore, the words interfaces and forms are both computing terminologies describing the visual displays on the screen that users interact with; they will be used freely and interchangeably in the document.

To quickly grasp the concepts and procedures presented in this document, it is recommended you initiate a session of Works Manager on the computer in parallel to studying this document.

Works Manager Overview

Works Manager Concepts

Year

Works Manager manages information for a specific Year, which is the standard approach to processing contracts.

Security

Users are created to access Works Manager and each user in assigned a security level, which determines the type of operations (additions, modifications, deletions) that can be performed on data.

To Run Works Manager

  1. Select Works Manager on the Start-Program bar, then select Works Manager item OR Double-click on Works Manager icon on the desktop.
  2. On the resulting interface displayed (Figure 2.1), click Launch Works Manager. You will be prompted for your username and password.

Works Manager Program Launcher

  1. Enter your user name and password (if you have defined one for your user name)
    1. If this is the first time, enter user name as mainuser with no password.
  2. Click OK. The program will start displaying the interface below, which is the list of contracts for the current year (Figure 2.2) you are processing (in this example, the year is 2005).
  3. The System Administrator must create user accounts for all intended users of the software via the menu File -> System Administration -> Users Maintenance.

Contracts List Interface

IMPORTANT:

  • Works Manager comes preinstalled with a default user called mainuser. This user has highest privilege and should be secured by the system administrator by assigning a password to it and keeping it secret (Select Change Password from the General menu. THIS IS A NECESSITY to maintain integrity on your information)
  • The system administrator must use this default user account “mainuser” to initially gain access to the software and create all other users of the software.
  • On creating all users, the system administrator should specify a password for mainuser to prevent unauthorised access.
  • Note that new users are created without a password (password is blank), therefore each user should specify his\her password for confidentiality.

Changing Your Password

All users that have access to Works Manager can change his\her password. Since your password is secret to you, even the system administrator (users with highest security level, Managers) does not have knowledge of your password. The system administrator(s) can only clear a user’s password if the user forgets it, so clearing it will allow the user log on with the username only and then he\she can specify another password.

The procedure for changing your password is simple.

  1. Select File menu then select Change Password under System Administration sub menu.
  2. On the resulting interface (Figure 2.3) enter your Old Password in the appropriate field. Leave blank if you do not have a password or you are specifying one for the first time.
  3. Enter your new password in the filed labelled “NewPassword
  4. Enter the new password again in the field labelled “Verify
  5. Click “Specify Password”.
  6. You will be prompted if NewPassword and the Verify do not match exactly. You must re-enter both again to ensure registration of the password for your username.

Note that a password is unique to a username.

  1. Click Exit when you have finished to remove the interface.

The next time you log on to Works Manager you must specify this new password to gain access.

Change Password Interface

Works Manager Menus

Then you start Works Manager the first interface that is displayed is the list of contracts as depicted earlier. At the top of the interface is a menu bar with several menus each with its menu items as enumerated in Table 1 below.

MenuItemsPurpose
File
Page SetupFormats a report with margins and paper size
PrintSends a report to the printer
Export InformationExports a report into other file formats (spreadsheet (Excel), text format, etc)
System AdministrationSystem Administration Functions
ExitQuits Works Manager application
Location Information
ZonesDefines the Zones of the Nigeria Police Force
States in ZonesDefines the states in the zones of the NPF
LGAs in StatesDefine the Local Governments in various States
Locations in LGAsDefines NPF installations, sites, barracks, etc of the NPF in each Local Government
StatesDefines States of Nigeria
LGAsDefines Local Governments of Nigeria
LocationsDefines installation of NPF
Operational Data
DepartmentsDefines Departments in NPF
Departments and Locations in Minutes to TB
Commands ListDefines the Commands in NPF
HQsDefines NPF Headquarters
Contracts StagesDefines various contract stages, which are items on schedules of payment.
Schedule of Payment Template Names
Schedule of payment Template Details
Description of Works
Description of Projects
Forward Letters Items Definition
Forward Letters Template Details
Contract StatusDefines possible statuses of a contract.
Contractors Registration Data sub menu with items

  • Registration Business Categories
  • Registration Categories
  • Registration Status
  • Defines the Business Categories that contractors registers for with NPF
  • Defines the Business Categories that contractors registers for with CAC.
  • Defines Status of Registration
Officers in Charge
Periods in Agreements
Project Monitoring
Specify Working YearDefines the Year of operation to be processed.
VAT rateDefines the VAT rate in %
Withholding Tax rateDefines the Withholding Tax rate in %
SignatoriesDefines Signatories of Award Letters, Interim Certificates, Due Process Certificates, Payment Vouchers and Requests for Payments
Programmes \Sub HeadsDefines the sub-heads in which projects and contracts are charged
Projects of ProgrammesDefines the Projects under subheads
Projects ListDefines list of Projects
Contractors ListDisplays list of all contractors in the database.
Contractors RegistrationDisplays full details of contractors, enter details of a new contractor and modify details of existing contractors.
Contracts ListDisplays list of all contracts.
Contracts Full DetailsDisplays full details of contracts, enter details of new contracts and modify details of existing contract.
Global Contracts Analyses
Forward Letters For Contract Documents
Signatories to Documents
Signatories for Contract Documents
Signatories to Letters and Memos
Prequalification and Bidding
Tender Categories
Advertised Project Categories
Marking Scheme Criteria
Marking Scheme for Current year
Passing Criteria
Year Bid References
Contractors List
List of Contractors Entered for Prequalification
Prequalification Scoring By Company
Prequalification Scoring By Criteria
Contract Details – Loting and Bid Analyses
Contracts List for Global Bid Analyses
Loting\Invitations to Tender Search Form
Minutes of Meeting to Tenders Board (Police)
Minutes of Meeting to Tenders Board (Ministry)
Info
AboutDisplays licensing information on Works Manager
WelcomeDisplays information about Works Manager

Description of Works Manager Menus and Menu Items

General layout of interfaces

Interfaces \ forms used for data capture and modification have the following.

  1. Buttons are at the footer of the interface to
    1. Add, initiates addition of a new record
    2. Modify, initiate modification of existing record in focus
    3. Save, to save new entries or modifications to data
    4. Discard to discard changes or new entries before it is saved.
    5. Revert, similar to discard but appears if no changes or entry has been made after clicking Add or Modify.
    6. Requery to populate interface with all records of underlying table\query
    7. Refresh to update record in focus with new information
    8. Preview to display a report on the subject matter on the screen.
    9. Print, to print a report on the subject matter directly on the printer attached (or the printer set as default on your workstation).

Generally,

      • To add a new record, click Add (or New XXXX)
      • To modify existing record, move to the record, click Modify)
      • Click Save to save records (new or modified)
      • Click Discard to undo changes prior to saving the data.
  1. Where appropriate, information are organised in tab pages labelled appropriately
  2. A combo box is usually available at the header of the interface to locate specific record.
  3. A button labelled Help is usually at the top of the interface to provide guidance to using the specific module.
  4. Interfaces \ forms used for data capture and modification generally have Add, Modify, Save, Discard and Revert buttons as standard.
  5. If the interface is in list form, you can navigate through records using the horizontal and vertical scrollbars on the form or via navigation buttons at the bottom left hand side of the interface.
  6. If the interface displays information of one record on a page, you can navigate through records using only the navigation buttons at the bottom left hand side of the interface.

Works Manager Operational Data

The Operational Data module is used to configure Works Manager with operational data, such as defining Zones, Departments and Commands. The various interface are obtained from two (2) menus; Location information and Operational Data menus.

Location Information menu items

  • Zones
  • States in Zones
  • LGAs in States
  • Locations in LGAs
  • States
  • LGAs
  • Locations
  • Sites\LOcations

Operational Data menu items

  • Departments
  • Commands
  • Headquarters
  • Awardees
  • Contract Stages
  • Schedule of Payment Templates Names
  • Schedule of Payment Templates Details
  • Description of Works
  • Contract Status
  • Officers in Charge
  • Contractors Registration Data (Business Categories, Registration Categories, Registration Status)

Defining operational data

Only users with Managers/SysAdmin security level have access to view, create and modify operational data. Operational data information is strategic to proper operation of Works Manager and as such access to the functions must be controlled.

In each case, select the required menu and Add or Modify information as required.

  1. Select the menu required, then select the menu item indicating the operational data.
  2. To enter new record
    1. Click Add
    2. Add the details for a new record.
    3. Click Save to save the record.
  3. To modify existing record.
    1. Navigate to the record of interest
    2. Click Modify.
    3. Change the information.
    4. Click Save
  4. When you are in Add or Modify mode and you have not made any entry or changes to data, you can revert to the previous state by clicking Discard (or Revert where appropriate on interfaces where Revert and Discard buttons are used, e.g. Contractors Details interface). If changes have been made but not saved, click Discard.

This procedure is valid for all data entry and data modification operations through out Works Manager modules. Only forms with these buttons enable data entry and modifications.

The following sections show the interfaces for each of the operational data that are required in Works Manager. In each case follow the procedure above to add or modify information.

You must start Works Manager and log on with your user name and password. You must also have the highest security level to add and\or modify operational data information.

Zones

Defines the Zones of the Nigeria Police Force.

  • Select Zones from Location Information menu. This displays Figure 3.1.
  • Click Add, add a new entry, and then click Save.
  • To modify existing detail, move to the record, Click Modify.
  • Make the changes, then Click Save.

Interface defining Zones of Nigeria Police Force

States in Zones

Defines States in a Zone

  • Select States in Zones from Location Information menu. This displays Figure 3.2.
  • Select a Zone
  • Click Add, add a new State details for the Zone, and then click Save.
  • To modify existing detail, move to the record, Click Modify.
  • Make the changes, then Click Save.

Interface defining States in Zones of Nigeria Police Force

LGAs in States

Defines Local Governments in States

  • Select LGAs in States from Location Information menu. This displays Figure 3.3.
  • Select a State
  • Click Add, add a new LGA details for the state, and then click Save.
  • To modify existing detail, move to the record, Click Modify.
  • Make the changes, then Click Save.

Interface defining Local Governments in States

Locations in LGAs

Defines NPF installations, sites, barracks, etc of the NPF in Local Governments.

  • Select Locations in LGAs from Location Information menu. This displays Figure 3.4.
  • Select a LGA (Local Government
  • Click Add, add a new Installation details for the LGA, and then click Save.
  • To modify existing detail, move to the record, Click Modify.
  • Make the changes, then Click Save.

Interface defining NPF Installations in Local Governments

States

Defines the States of Nigeria.

  • Select States from Location Information menu. This displays Figure 3.5.
  • Click Add, add a new state details including the Zone, and then click Save.
  • To modify existing detail, move to the record, Click Modify.
  • Make the changes, then Click Save.

This is the same as defining State in Zones discussed in an earlier section.

Interface defining States in Nigeria

LGAs

Defines Local Governments

  • Select LGAs from Location Information menu. This displays Figure 3.6.
  • Click Add, add a new LGA details including the State, and then click Save.
  • To modify existing detail, move to the record, Click Modify.
  • Make the changes, then Click Save.

This is the same as defining LGAs in States, discussed in an earlier section.

Interface defining Local Governments

Locations\Installations

Defines Locations, Installations and Sites of NPF

  • Select Locations from Location Information menu. This displays Figure 3.7.
  • Click Add, add a new installation details including the LGAs, and then click Save.
  • To modify existing detail, move to the record, Click Modify.
  • Make the changes, then Click Save.

This is the same as defining Locations\Installations in LGAs, discussed in an earlier section.

Interface defining NPF Installations

Departments

Defines the Departments in NPF.

  • Select Departments from Operational data menu. This displays Figure 3.8.
  • Click Add, add a new Department details, and then click Save.
  • To modify existing detail, move to the record, Click Modify.
  • Make the changes, then Click Save.

Interface defining Departments in NPF

Commands

Defines the Commands in NPF.

  • Select Commands from Operational data menu. This displays Figure 3.9.
  • Click Add, add a new Command details, and then click Save.
  • To modify existing detail, move to the record, Click Modify.
  • Make the changes, then Click Save.

Interface defining Commands in NPF

Headquarters

Defines the Headquarters in NPF.

  • Select HQs from Operational data menu. This displays Figure 3.10.
  • Click Add, add a new Headquarters details, and then click Save.
  • To modify existing detail, move to the record, Click Modify.
  • Make the changes, then Click Save.

Interface defining HQs in NPF

Awardees

Defines the Contract Awardees, which are NPF, Ministry and FEC (Federal Executive Council).

  • Select Awardees from Operational data menu. This displays Figure 3.11.
  • Click Add, add a new Awardee details, and then click Save.
  • To modify existing detail, move to the record, Click Modify.
  • Make the changes, then Click Save.

Interface defining Contracts Awardees

Contract Stages

Defines the Contract Stages.

  • Select Contract Stage from Operational data menu. This displays Figure 3.12.
  • Click Add, add a new Contract Stage details, and then click Save.
  • To modify existing detail, move to the record, Click Modify.
  • Make the changes, then Click Save.

Interface defining Contracts Stages as Items of Schedule of Payment

Schedule of Payment Templates Names

Defines the Schedule of Payment Templates Names.

  • Select Schedule of Payment Templates Names from Operational data menu. This displays Figure 3.13.
  • Click Add, add a new Schedule of Payment Templates Names, and then click Save.
  • To modify existing detail, move to the record, Click Modify.
  • Make the changes, then Click Save.

Creating and modifying Schedules of Payment templates

Schedule of Payment Templates Details

Defines the Schedule of Payment for Schedule of Payments Templates.

  • Select Schedule of Payment Templates Details from Operational data menu. This displays Figure 3.14.
  • Select a Schedule of Payment Template
  • Click Add, add an ITEM, Description and Rate in % for the templates, and then click Save.

Note: Description (of Works) is automatically added to the combo box list when Description of the ITEM is entered, if the Description is not already on the list.

  • Repeat above procedure for all items for the template
  • To modify existing detail, move to the record, Click Modify.
  • Make the changes, then Click Save.
  • If an ITEM needs to be deleted, move to the ITEM, select the record, the click Delete.

Creating and modifying Schedules of Payment template details (For contracts with No Advance Payment requested)

Creating Schedules of Payment template details (For contracts with Advance Payment requested)

Description of Works

Defines the Description of Works for ITEMS in Schedules of Payment.

  • Select Description of Works from Operational data menu. This displays Figure 3.16.
  • Click Add, add a new Description of Works, and then click Save.
  • To modify existing detail, move to the record, Click Modify.
  • Make the changes, then Click Save.

Note: Description of Works are automatically added when details of an ITEM is added in Schedule of Payment Templates Details in the previous section.

Interface defining Description of Works used in Schedule of Payments

Contract Status

Defines the Contract Status.

  • Select Contract Status from Operational data menu. This displays Figure 3.17.
  • Click Add, add a new Contract Status, and then click Save.
  • To modify existing detail, move to the record, Click Modify.
  • Make the changes, then Click Save.

Interface defining Contract Status

Officers in Charge

Defines the Officers in Charge of supervising contracts.

  • Select Officers in Charge from Operational data menu. This displays Figure 3.18.
  • Click Add, add a new Officer in Charge, and then click Save.
  • To modify existing detail, move to the record, Click Modify.
  • Make the changes, then Click Save.

Creating Details of Officers Supervising Contracts

Contractors Registration Definition Data

Defines the Contractors Registration Data.

  • Select Contractors Registration Data from Operational data menu..
  • Select Business Categories (Figure 3.19) OR Registration Categories (Figure 3.20) OR Registration Status (Figure 3.21)
  • Click Add, add a new detail, and then click Save.
  • To modify existing detail, move to the record, Click Modify.
  • Make the changes, then Click Save.

Interface defining Business Areas of Contractors

Interface defining Contractors Registration Categories

Interface defining Contractors Registration Status

Works Manager Workflow, Rules and Conventions

To use Works Manager for any useful work you should have done the following:

  • Installed Works Manager on your computer and connected appropriately to the data source.
  • Created all user accounts that will use Works Manager and define profiles and privileges for each.
  • Configure Works Manager with operational data.

In this section we will discuss the workflow, rules and conventions designed into Works Manager

Start Works Manager

  1. Select Works Manager on the Start-Program bar, then select Works Manager item OR Double-click on Works Manager icon on the desktop.
  2. On the resulting interface shown in Figure 4.1, click Launch Works Manager. You will be prompted for your username and password.

Works Manager Program Launcher

  1. Enter your user name and password (if you have defined one for your user name)
    1. If this is the first time, enter user name as mainuser with no password.
  2. Click OK. The program will start displaying the Contracts List Interface (see Figure 2.2)

Works Manager Workflow

The general procedure for managing information with Works Manager involves creating data for the following entities in the order given below.

  1. Specify the working year of operation
  2. Set Vat and Withholding tax rates to appropriate values (5% and 10%, respectively)
  3. Create Projects
  4. Create Contracts of Projects
  5. Create Contractors Registration Details
  6. Create information on Bids for Contracts
  7. Award the Contracts; assign Contractors to each Contract
  8. Create and Issue Award Letters
  9. Create and Issue Due Process Certificates of Award
  10. Create Schedule of Payments
  11. Create and Issue Interim Certificates
  12. Create and Issue Due Process Certificates of Payment
  13. Generate Request for Payments based on Due process Certificates for Payment
  14. Create and Issue Payment Vouchers
  15. Return to Step 11 until contract work is completed.

These steps must be followed in the order given. The process together with the rules and conventions built into the design of Work Manager (discussed in the next section), combine to ensure integrity of documentation generated by Works Manager.

Rules and Conventions for Contract Information processing in Works Manager

The steps in the previous section, enumerating the workflow modelled in Works Manager, must be followed strictly with no room for jumping a step.

For example, a Due Process Certificate of Award and a Contract Award Letter can only be created for a contract only if the Contract Details exist.

Similarly a Payment Voucher can only be created with an existing equivalent Due Process Certificate Of Payment, which in turn requires an existing equivalent Interim Certificate that requires relevant items created in an existing Schedule of Payment of the contract. The Contract Details must exist (including the Contract Value) for a schedule of payment to be created for the contract.

Other rules and conventions incorporated in Work Manager are as follows.

  1. Each Contract detail must have a Contract Value, a Contract Name and a Contractor awarded the contract
  2. Each contract has one Letter of Award only.
  3. Each Contract has only one Due Process Certificate (DPC) of Award
  4. Each contract must have a Schedule of Payment (SOP) containing a breakdown of the work to be done into ITEMS of work. Each ITEM is assigned a rate (in %) of the total contract value. The sum of all the rates for each item must not exceed 100%.
  5. An Interim Certificates (IC) must contain one or more items of the Schedule of Payment that have been completed on the contract. The IC forms the basis for initiating processing for payment for the completed aspects of the contract. Several sets (numbers) of Interim certificates are issued on a contract throughout the duration of the contract.
  6. A Due Process Certificate for Payment must have a corresponding Interim Certificate of the same number. Therefore, to issue a Due Process Certificate for Payment No 1, a corresponding IC No 1 must have been issued. By extension, several sets (numbers) of Due Process Certificates for Payment are issued on a contract throughout the duration of the contract.
  7. A Payment Voucher must have a corresponding Due Process Certificate for Payment of the same number. Therefore, to issue a Payment Voucher No 1, a corresponding Due Process Certificate for Payment No 1 must have been issued. By extension, several sets (numbers) of Payment Vouchers are issued on a contract throughout the duration of the contract. The same rule applies for Payment Vouchers for VAT and TAX.
  8. Details of a contractor cannot be deleted. The Registration status of a contractor can be assigned as BlackListed in which case the contractor will not be available for contract awards.
  9. Contract Details cannot be deleted once it has been entered. The Contract Status can be set appropriately to indicate the status of the contract.
  10. Award Letters, Due Process Certificates, Interim Certificates and Payment Vouchers cannot be deleted or modified if they have been Issued. They can only be deleted (or modified) if they are set as Re-opened, a function that can only be done by users with the highest security level (Managers).
  11. Award Letters, Due Process Certificates, Interim Certificates and Payment Vouchers details are snapshots of information. Information on them is retained even if the source of information is modified. For example, changing the contract value on the contract details does not propagate through the contract’s Award Letters, Due Process Certificates, Interim Certificates and Payment Vouchers. You must delete and then re-create each of them information to reflect the changes. This restriction is a precaution that ensures integrity of the documents, as they are financial instruments used for payment processing to contractors.

Let us assume that the contract value, contract name and contractor of a particular contract has been modified. This dictates the changes must be reflected in the Award Letter, Schedule of Payment, Due Process Certificates, Interim Certificates and Payment Vouchers for that contract which requires that you delete all these documents starting from the PV (the last in the chain) and recreate them again starting with the Schedule of Payment. In general the following rule must be followed to modify details of the documents generated in Works Manager.

  1. To ensure details of a PV reflect changes in a Due Process Certificate of Payment.
    1. Set the PV as Re-Opened,
    2. Delete the PV
    3. Recreated the PV
  2. To ensure details of a Due Process Certificate of Payment reflect changes in the Interim Certificate
    1. Set the DPC as Re-Opened,
    2. Delete the DPC
    3. Recreated the DPC
  3. To ensure details of an Interim Certificate reflect changes in the Schedule of Payment
    1. Set the IC as Re-Opened,
    2. Delete the details on the IC
    3. Recreated the details on the IC
  4. To ensure details of the Schedule of Payment reflect changes in the Contract Value
    1. Delete all entries in the SOP,
    2. Recreate the SOP items

Depending on the situation at hand you begin the process at an appropriate point in the chain. Furthermore you must have the highest security level to perform these functions, thus ensuring integrity of documents and information managed in the databank.

Contracts Information Processing Using Works Manager

In the section we learn how to use Works Manager to generate information for contracts that you will supervise. We will use Works Manager to create the following documents for each contract.

  • Contractors Registration Details,
  • Contracts Details,
  • Schedules Of Payments,
  • Interim Certificates,
  • Due Process Certificates and
  • Payment Vouchers

Before we proceed, however, we will discuss about information that should be defined to ensure consistency in the generating the documents detailed above. These pre-requisites include specifying the Working Year, VAT and Tax Rates for voucher processing and Signatories to Due Process certificates, Award Letter and Payment Vouchers.

Pre-requisites to Contracts Information processing

The Working Year

The Working Year is the year for which you are processing contracts information. This is in keeping with normal practice of collating information and supervising contracts on a yearly basis. Works Manager requires that the Working Year be defined.

  1. Select Specify Working Year from the Project Monitoring menu. This displays Figure 5.1.
  2. Enter the year to process in the text box labelled Year.
  3. Click Set.
  4. Click Exit to remove the interface.

The Working Year will be set to the specified year and subsequent processing of information will be stamped with this year.

Note that the specified year will be saved and retained as a default (on your own workstation) for subsequent operations with Works Manager, until you change it.

Interface to Specify Year of Operation

Tax Rates: VAT and Withholding Tax

Defines VAT and Withholding Tax Rates for payment voucher processing and collating remittances to tax offices.

  1. Select VAT Rate from the Project Monitoring menu. This displays Figure 5.2.
  2. Enter the VAT rate in % in the text box VAT Rate.
  3. Click Apply button.
  4. Click Exit.
  5. The VAT rate will be set to the value specified and used for any VAT calculation in Works Manager, such as when Payment Vouchers are created.

Interface to Specify VAT Rate

  1. Select Withholding Tax Rate from the Project Monitoring menu. This displays Figure 5.3.
  2. Enter the Withholding Tax Rate in % in the text box Withholding Tax Rate.
  3. Click Apply button.
  4. Click Exit.
  5. The Withholding Tax Rate will be set to the value specified and used for any Withholding Tax calculation in Works Manager, such as when Payment Vouchers are created.

Interface to Specify Withholding Tax Rate

Signatories to Due Process Certificates – NPF

Defines Signatories to Due Process certificates issued by NPF.

  1. Select Signatories to Due Process certificates of NPF from Signatories sub menu on the Project Monitoring menu. This displays Figure 5.4.
  2. Enter the designations and names for each signatory (5 in total) as it would appear on the certificate.
  3. Click Save.
  4. Click Exit.
  5. When the certificate is printed, the designations and names will appear in appropriate positions.

Interface to define Signatories to Due Process Certificates for contracts awarded by NPF

Signatories to Due Process Certificates – Ministry

Defines Signatories to Due Process certificates issued by Ministry.

  1. Select Signatories to Due Process certificates of Ministry from Signatories sub menu on the Project Monitoring menu. This displays Figure 5.5.
  2. Enter the designations and names for each signatory (5 in total) as it would appear on the certificate.
  3. Click Save.
  4. Click Exit.
  5. When the certificate is printed, the designations and names will appear in appropriate positions.

Interface to define Signatories to Due Process Certificates for contracts awarded by Ministry

Signatories to Contract Award Letters – NPF

Defines Signatories to Contract Award Letters issued by NPF.

  1. Select Signatories to Contract Award Letters (NPF) from Signatories sub menu on the Project Monitoring menu. This displays Figure 5.6.
  2. Enter the Signatory, Designation and For as it would appear on the letter.
  3. Click Save.
  4. Click Exit.
  5. When the award letter is printed, the designation and name will appear in appropriate positions.

Interface to define Signatories to Contract Award Letter for contracts awarded by NPF

Signatories to Contract Award Letters – Ministry

Defines Signatories to Contract Award Letters issued by Ministry.

  1. Select Signatories to Contract Award Letters (Ministry) from Signatories sub menu on the Project Monitoring menu. This displays Figure 5.7.
  2. Enter the Signatory, Designation and For as it would appear on the letter.
  3. Click Save.
  4. Click Exit.
  5. When the award letter is printed, the designation and name will appear in appropriate positions.

Interface to define Signatories to Contract Award Letter for contracts awarded by Ministry

Signatories to Forward Letters

Defines Signatories to Forward Letters.

  1. Select Signatories to Forward Letters from Signatories sub menu on the Project Monitoring menu. This displays Figure 5.8.
  2. Enter the Signatory, Designation and For as it would appear on the letter.
  3. Click Save.
  4. Click Exit.
  5. When the award letter is printed, the designation and name will appear in appropriate positions.

Interface to define Signatories to Contract Forward Letter

Signatories to Payment Vouchers

Defines Signatories to Payment Vouchers.

  1. Select Signatories to Payment Vouchers from Signatories sub menu on the Project Monitoring menu. This displays Figure 5.9.
  2. Enter the Name, Rank\Designation, Description and Works Officer, as it would appear on the voucher. The Works Officer name will appear on the back of the voucher.
  3. Click Save.
  4. Click Exit.
  5. When the Payment voucher is printed, the designation and name will appear in appropriate positions.

Interface to define Signatories Payment Vouchers

VAT Office

Defines the Name and Address of the VAT Office to which to remit VAT deductions from Contractors

  1. Select VAT Office Location from Signatories sub menu on the Project Monitoring menu. This displays Figure 5.10.
  2. Enter the VAT Office and Address, as it would appear on the VAT Payment voucher.
  3. Click Save.
  4. Click Exit.
  5. When the Payment Voucher is printed, the VAT Office Name and Address will appear in appropriate positions.

Interface to define VAT Office location and address

Tax Office

Defines the Name and Address of the Tax Office to which to remit Withholding Tax deductions from Contractors

  1. Select TAX Office Location from Signatories sub menu on the Project Monitoring menu. This displays Figure 5.11.
  2. Enter the TAX Office and Address, as it would appear on the Withholding Payment voucher.
  3. Click Save.
  4. Click Exit.
  5. When the Payment Voucher is printed, the TAX Office Name and Address will appear in appropriate positions on the report.

Interface to define Tax Office location and address

Programmes (Sub Heads)

Defines the sub-heads and the budget allocations under which projects and contracts will be charged.

  1. Select Programmes (Sub Heads) from the Project Monitoring menu. This displays Figure 5.12.
  2. To add a new Programme (Sub-Head), click Add.
  3. Enter the Programme Name and Amount Budgeted
  4. Click Save.
  5. Repeat steps 2-4 to enter other programmes.
  6. To modify details of an existing Programme, navigate and select the record of the programme.
  7. Click Modify.
  8. Change details under Programmes Name and Amount Budgeted text boxes as required.
  9. Click Save.
  10. Repeat steps 6-9 to modify other records.
  11. Click Exit to remove the interface from the screen.

Interface to define Programmes and Subheads for Contracts\Projects Management

Projects of Programmes

Defines the projects to be carried out under the various programmes\subheads for a particular year. Each project will subsequently be divided into contracts. This facility in will be implemented in the next upgrade of Works Manager, which will be designed to incorporate modules managing information on all installations and sites of NPF in Nigeria.

Interface to create Projects charged to Programmes\Subheads

Creating Contractors Registration Details

Entering Contractors Details

  1. Select Contractors Registration from Project Monitoring menu. This displays Figure 5.14.
  2. Click Add.
  3. Enter the Reference Number assigned to the contractor and the Company Name
  4. On the Statutory Information tab enter details in the appropriate text boxes including
    1. CAC Registration No
    2. Type of company
    3. Date Registered
    4. Country of Registration
    5. Business Sector
    6. Registered Address
    7. Primary Areas of Business
    8. Operational Status
  5. Enter the Contractors Registration Details at your company:
    1. Category of registration,
    2. Business Area Registered for,
    3. Registration fee paid,
    4. Currency of Payment,
    5. Registration Status
  6. Select the Position and Our Evaluation tab (Figure 5.15) and enter details including
    1. Authorised Chare Capital
    2. Units of shares
    3. Borrowing Powers
    4. Your Evaluation
  7. When you have finished, click Save.

Note that you do not have to enter information in all the text boxes to complete a record and save it. The minimum pieces of information required are the Reference Number assigned to the contractor and the Company Name.

  1. A wider scope of information can be captured for each contractor if you require a comprehensive databank on contractors. Example of such information are Ownership Details, Principal Officers, Previous Contracts, Bankers, Operational Assets, Subsidiaries, Ratings, Head Office Locations, Branches and Divisions, Properties and Bonds, Suppliers and Creditors and Distributorships. Each can be accessed via appropriately labelled button on the left hand side of the interface in Figure 5.14.
    1. Click the button indicating the information
    2. Click Add on the interface displayed, enter the information and then click Save
    3. To modify existing details, click modify, change information, and then click Save.
  2. To display a list of contract awarded to date to an existing contractor, click the Contracts Awarded tab for the contractor in focus (Figure 5.16).
  3. You can attach electronic documents relating to the contractor such as letters, scanned documents and photographs of company and principal officers etc.
    1. Click Documentation and Links tab (Figure 5.17)
    2. Click Add
    3. Enter details of information to link
    4. Click button Click To Link Document; Navigate on your computer system and select the object to be linked.
    5. Click Save.
    6. Repeat for other documents to be linked.
  4. Locating a Contractor
    1. Click Locate. The interface is cleared and buttons disabled and a combo box labelled “Enter Company Name To Locate” is displayed (See Figure 5.18).
    2. Select the arrow on the combo box to display a list of all contractors in your databank.
    3. From this list, select the Contractor required. The details of the selected contractor will be displayed.

Contractors Registration interface. For Creating and modifying contractors details

Contractors Registration interface. For recording Business Position and Evaluation of company

Contractors Registration interface. Display of history of contract awarded to a contractor

Contractors information interface. Linking electronic information to contractor’s details.

Contractors information interface. Locating a specific contractor’s in the databank

The Contracts List

  1. Start Works Manager.
  2. On successful log on the interface showing the list of contracts for the processing year (see below).
  3. If you are already running Works Manager, select Contracts List from the Project Monitoring menu.

Note that the list displays contracts for the specified working Year as in (Figure 5.19) The year is always set as part of the search criteria since Works Manager processes information for a specific year.

On the Contracts List interface, you can preview specific reports for a particular contract by clicking the appropriate button on the right hand side of the contract details record. The reports available are:

  • Contracts List
  • Schedule of payments
  • Interim Certificates
  • Due Process Certificates of Award
  • Due Process Certificates of Payment
  • Award Letters
  • Requests for Payment
  • Payment Vouchers
  • Payment Voucher for VAT,
  • Payment Voucher for Tax and
  • Requests for Payment letter
  1. Click the report to preview, and then select Print from the File menu to print the report on a printer.

The Contracts List Interface

  1. To display the contracts for another year, enter the year in the text box labelled Year in the section labelled Filters at the top of the interface.
  2. To display full details of a particular contract on the list, double-click on the left hand side of the contract record.
  3. To display the full details of the contractor awarded the contract, click Contractors Details button on the contract record.

Filtering the Contracts List – Searching the Contracts Databank

At the top of the Contracts List interface is a section labelled Filters containing text boxes and combo boxes through which you can specify criteria to filter the contracts on the list to locating a particular contract or a group of contracts.

You can filter the contracts list by specifying one or a combination of the following parameters as the search criteria.

  • Year
  • Officer In Charge
  • Lot No
  • Programme
  • Awardee
  • Ref no
  • Like Lot No *
  • Command
  • State
  • Zone
  • Contractor
  • Memo No*
  • Contract Name*

Information with postfix * indicate that the search will look for records containing strings that matches the specification. Other boxes are combo boxes from which you select a particular choice.

The Reset button clears the criteria specified in the text and combo boxes, resets the Year to the current operating year and displays all the contracts for that year.

  1. To show contracts for a particular year,
    • enter the year in the text box Year,
    • then press Enter or Tab key.
  2. To show contracts supervised by a particular officer for the current working year,
    • select the officer from Officer in Charge combo box,
    • then press Enter or Tab key.
  3. To show contracts in a particular command for the current working year,
    • select the command from Command combo box,
    • then press Enter or Tab key.
  4. To display contracts supervised by a particular officer in a state,
    • select the officer from Officer in Charge combo box,
    • select the state from the State combo box,
    • then press Enter or Tab key
  5. To display the contracts awarded to a contractor,
    • select the contractor from Contractor combo box,
    • then click Enter or Tab key.
  6. To clear specified criteria, click Reset.

Previewing and Printing Reports on Contracts

From the contracts lists interface you can preview or print up to 25 types of reports on contracts, including Contracts list, Award Letters and Payment Vouchers. To get these options

  1. Click Preview (or Print). At the bottom of the interface. This displays a list of the various reports available as shown in Figure 5.20.
  2. Type in the appropriate number indicating the report you want.
  3. Then click OK. The selected report will be displayed on the computer screen (if you clicked Preview) or sent to the printer directly if you clicked Print.
  4. If the report preview is on the screen, you can print it on the printer by selecting Print on the File menu.

Reports that can be generated and printed from the Contracts List interface.

Creating Detail of Contracts

Entering details of a new Contract

  1. Select Contracts Full details from Project Monitoring menu. This displays Contracts interface (Figure 5.21) showing the full details of contracts.
  2. Click Add.
  3. Enter the Contract Reference Number, Contract Name and Lot Number in the text boxes labelled
  • Contract No
  • Contract Name
  • Lot
  1. On the Contract Details tab enter the available details (or select detail from combo boxes) in the appropriate text and combo boxes including
    • Contract Value
    • Currency
    • Awarded By
    • Date Awarded
    • Command
    • Department
    • HQ
    • Officer in Charge
    • Rank
    • Completion Period
  2. When you have finished, click Save.

Note that you do not have to enter information in all the text boxes to complete a record. The minimum pieces of information required are the Contract No, Contract Name and Lot No.

Contracts Full Details Form. For creating and modifying details of contracts

Locating a specific contract

To locate a specific contract,

  1. Select the contract from the combo box labelled Locate a Contract. The list displayed will be ordered Lot No.
  2. Scroll through the list and click on the Lot No you want. This will move to the contract selected with the relevant details shown on the interface.

Modifying details of a contract

Other information on the contract will be completed as and when data is available. To do this you will modify the details of the contract.

  1. Locate the contract
  2. Click Modify.
  3. Enter or change the details available in the appropriate text and combo boxes on the Contract Details tab.
  4. Click Save

Entering related contract information

A wider scope of information can be captured for each contract. Examples of such information are as follows:

  • Schedule of Payment,
  • Interim Certificates,
  • Due Process Certificate of Award,
  • Due Process Certificates of Payment,
  • Contract Award Letters,
  • Payment Vouchers,
  • Bids,
  • Progress and
  • Links.

Each can be accessed via appropriately labelled tab on the interface and each will be dealt with in subsequent sections. The general procedure is as follows;

  1. Locate the contract
  2. Click the tab indicating the information to process
  3. Click Add on the interface displayed, enter the information and then click Save
  4. To modify existing details, click Modify, change information, and then click Save.

Linking Electronic information to a contract

You can attach electronic documents relating to the contract such as letters, scanned documents and photographs of the site.

  1. Locate the Contract.
  2. Click Links tab (Figure 5.22a to Figure 5.22c)
  3. Click Add
  4. Enter details of information to link
  5. Click button Click To Link Document; Navigate on your computer system and select the object to be linked.
  6. Click Save.
  7. Repeat for other documents to be linked.

a

b

c

Contracts Details interface. For linking electronic information to contracts details

Recording Bids of Contractors for a Contract

On this tab you record biding information for each contract as well as specific details of the bids presented by each contractor that bided for the contract.

  1. Locate the contract.
  2. Select Bid tab (Figure 5.23).
  3. Select Bid Requirements tab
  4. Click Add
  5. Enter the bid requirements in the appropriate text boxes
  6. Click Save.

Interface to record biding details of contractors for a contract

  1. Select the Contractors Bids tab (Figure 5.24)
  2. Click Add
  3. Enter the Company Name, Details, Documents Supplied, Bid Value, Date Received, Remarks and the Mark indicating the rating of the bid in %.
  4. Click Save
  5. Repeat steps 2-4 for each contractor\company that put in a bid for the contract.

Interface to record bids of each contractor

Contracts Progress

You record the progress of a contract through this interface,

  1. Locate the contract.
  2. Select Progress tab (Figure 5.25)
  3. Click Add
  4. Enter the Date, Progress on Schedule Of Payment, Progress Certificate No, Remarks and Recommendations in appropriate text boxes
  5. Click Save.

Interface to record progress of a contract

Prequalification of Contractors

Preconditions for prequalification processes are that the following must be defined

  • Tender Categories
  • Advertised Project Categories
  • Marking Scheme Criteria
  • Marking Scheme for Current year
  • Passing Criteria
  • Year Bid References

Marking Scheme Criteria

Prequalification Scoring Analysis

Contract Loting and Bidding Analysis

Preconditions for Contracts Lottng and Bidding Analysis processes are that the following must be defined, in addition to those for Prequalification.

  • Signatories to Letters and Memos

Invitation to Tender

Memos To Tenders Board

Articles of Agreement

Awarding a Contract to a Contractor

Tender Analyses

To award a contract;

  1. Select Contract Full Details from Project Monitoring menu to display Figure 5.21.
  2. Select the contract you want from Locate a Contract combo box
  3. Click Modify
  4. Select the contractor from the combo box labelled Company Awarded The Contract.
  5. Click Save.
  6. You have now changed\assigned a contractor awarded this contract.

Creating Schedules of Payments for Contracts

To create Schedule of Payments for a contract, follow the procedure enumerated below.

  1. Select Contract Full Details (or Contracts List) from Project Monitoring menu.
  2. Locate the contract you want to enter the Schedule of Payment by selecting the Lot from the combo box labelled Lot No at the top of the interface.
  3. Alternatively, if Contracts list was select in step 1, double-click on the edge (left hand side) of the record to display full details of the contract defined by the lot (see Figure 5.19 for the contracts list form).
  4. Click the tab\page labelled Schedule of Payments on this interface, to display the interface to enter the schedule of payments for the contract (Figure 5.26).

Interface to create Schedule of Payments for a contract

Creating the Schedule of Payment for a contract

  1. Click Add on the interface (Figure 5.26).
  2. Enter the following for each item of work on the contract.
  • Enter/Select the item no under Contract Stage
  • Enter/Select the description under Description
  • Enter the percentage of the item under %Rate.
  1. Click Save.
  2. Repeat Steps 2 to 7 for all contracts.
  • Note that the total %Rate for the Schedule of Payment cannot be more than 100%. You will be prevented from adding an item if total &Rate is been exceeded.
  • Furthermore, if an item no (or description) is not in the list Works Manager will automatically add it to the list.

Using Standard Schedule of Payments.

In many cases the schedule of payment can be standard that have been created as templates. If the schedule of payments for the contract is a standard one such as for construction works, you can use one of the standard templates created as operational data.

  1. Click the tab\page labelled Contract Details on the interface showing the contract full details (i.e. Figure 5.21).
  2. Click Modify at the bottom of the interface.
  3. Select the standard schedule of payment from the combo box labelled Schedule of Payment Template.
  4. On completion, click Save. The schedule of payment would have been automatically generated for the contract. Click Schedule of Payment tab to confirm.

Modifying an item on a Schedule of Payment

If the item no, description or %Rate of an item is not correct you can modify the item details.

  1. Click the tab\page labelled Schedule of Payments on this interface, to display the interface to enter the schedule of payments for the contract (Figure 5.26).
  2. Click Modify on the interface.
  3. Move\navigate to the item to change.
  4. Enter\select the correct values for Contract Stage, Description and %Rate.
  5. Click Save.

Creating Interim Certificates

  1. Select Contract Full Details (or Contracts List) from Project Monitoring menu.
  2. Locate the contract you want to enter the interim certificate by selecting the Lot from the combo box labelled Lot No at the top of the interface in Figure 5.21.
  3. Alternatively, if Contracts List was select in step 1, double-click on the edge (left hand side) of the record to display full details of the contract defined by the lot (see Figure 5.19 for the contracts list form).
  4. Click the tab\page labelled Interim Certificates on this interface, to display the form (Figure 5.27) to create an interim certificate.

Interface to create Interim Certificates for a contract

Create the Interim Certificate template

  1. Click the Details on IC tab.
  2. Click New Certificate.
  3. Click Save. An interim certificate template will be created and a number automatically assigned.
  4. To modify details of the certificate. Click Modify, change the details you want, and then click Save.

Create Payments on the Interim Certificate template.

  1. On the Interim Certificates tab, click Payments on IC tab. This displays an inset in Figure 5.28.
  2. Click Add on this inset.
  3. Select the Description of the Item that has been completed. Note that in each case the amount is reflected and the total reflected.
  4. Click Save.
  5. Repeat Steps 9-13 to record each payment (item) on the interim certificate.
  6. Repeat Steps 5 to 13 for each interim certificate.
  7. Repeat Steps 2 to 15 for all contracts.

Interface to create Interim Certificates for a contract

Modifying Payments on the Interim Certificates

If the item, description of an item is not correct you can modify the item details.

    1. Move\navigate to the item to change.
    2. Click Delete to delete the item.
    3. Then add the appropriate items.

Issuing an Interim Certificate

Flagging an IC as Issued in Works Manager indicates that the IC has been created and sent to appropriate authority\section to begin processing for payment. When an IC is flagged as Issued, details on that IC cannot be modified and the IC cannot be deleted. It must be Re-Opened to modify or delete it.

  1. Select Contract Full Details (or Contracts List) from Project Monitoring menu.
  2. Locate the contract you want to enter the certificate by selecting the Lot from the combo box labelled Lot No at the top of the interface.
  3. Alternatively, if Contracts List was select in step 1, double-click on the edge (left hand side) of the record to display full details of the contract defined by the lot.
  4. Select the Interim Certificates tab.
  5. Move to the IC of interest
  6. Click the button labelled Issue (see Figure 5.27). The check box next to the button will be checked.
  7. Click Re-open to uncheck the Issue flag and enable deleting and modification of the IC

Special Cases

There are some cases where the item on the schedule of payment is indicated as, for example, ITEM 03 is indicated as 40% complete. This poses a problem that can be resolved by splitting the ITEM 03 on the Schedule of Payment into 2 items, ITEM 03 and ITEM 03B.

ITEM 03 is 40% of the original and

ITEM 03B is 60% of the original

Remove the original ITEM 03 on the Schedule of Payment and replace them with the 2 new percentages.

Creating Due Process Certificates for Award

Due Process Certificates of Award are created from contract details

  1. Select Contract Full Details (or Contracts List) from Project Monitoring menu.
  2. Locate the contract you want to enter the certificate by selecting the Lot from the combo box labelled Lot No at the top of the interface.
  3. Alternatively, if Contracts List was select in step 1, double-click on the edge (left hand side) of the record to display full details of the contract defined by the lot.
  4. Select the tab labelled DP Certificate – Award (NPF) or DP Certificate – Award (Ministry) depending on whether the contract was awarded by the HQ directly of the Ministry (See Figure 5.29).
  5. Click New Certificate.
  6. Click Save. The new certificate will be created and assigned a reference number and a set number.
  7. To modify details, click Modify, change the details you want, and then click Save.

Only 1 Due Process Certificate of Award can be created per contract.

Interface to create Due Process Certificates of Award for a contract

Creating Award Letters

Award Letters are created from contract details

  1. Select Contract Full Details (or Contracts List) from Project Monitoring menu.
  2. Locate the contract you want to enter the certificate by selecting the Lot from the combo box labelled Lot No at the top of the interface.
  3. Alternatively, if Contracts List was select in step 1, double-click on the edge (left hand side) of the record to display full details of the contract defined by the lot.
  4. Select the tab labelled Contract Award Letters (see Figure 5.30).
  5. Click New Letter.
  6. Click Save. The new certificate will be created and assigned a reference number and a set number.
  7. To modify details, click Modify, change the details you want, and then click Save.

Only 1 Award Letter can be created per contract.

Interface to create Contract Award Letter for a contract

Creating Due Process Certificates of Payment

Due Process Certificates of Payment are created from the appropriate set of Interim Certificates. Payment Vouchers in turn are created from Due Process Certificates of Payments.

  1. Select Contract Full Details (or Contracts List) from Project Monitoring menu.
  2. Locate the contract you want to enter the certificate by selecting the Lot from the combo box labelled Lot No at the top of the interface.
  3. Alternatively, if Contracts List was select in step 1, double-click on the edge (left hand side) of the record to display full details of the contract defined by the lot.
  4. Select the tab labelled DP Certificate – Payment (NPF) or DP Certificate – Payment (Ministry) depending on whether the contract was awarded by the HQ directly of the Ministry (see Figure 5.30).
  5. Click New Certificate.
  6. Click Save. The new certificate will be created and assigned a reference number and a set number.
  7. To modify details, click Modify, change the details you want, and then click Save.

Interface for creating Due Process Certificates of Payment for a contract

Creating Payment Vouchers

Payment Vouchers are created from Due Process Certificates of Payments.

  1. Select Contract Full Details (or Contracts List) from Project Monitoring menu.
  2. Locate the contract you want to enter the certificate by selecting the Lot from the combo box labelled Lot No at the top of the interface.
  3. Alternatively, if Contracts List was select in step 1, double-click on the edge (left hand side) of the record to display full details of the contract defined by the lot.
  4. Select the tab labelled Payment Vouchers (see Figure 5.32).
  5. Click New Voucher.
  6. Click Save. The new voucher will be created and assigned a number and a set number. Corresponding Payment Vouchers for Tax and VAT are automatically created
  7. To modify details, click Modify, change the details you want, and then click Save.

Interface to create Payment Vouchers for a contract

Issuing of Due Process Certificate and Letters

Like Interim Certificates, flagging a Due Process Certificate, an Award Letters or a Payment Voucher as Issued indicates that the details on that document (certificate, voucher or letter) cannot be modified and the document cannot be deleted. It must be Re-Opened to modify or delete it.

  1. Select Contract Full Details (or Contracts List) from Project Monitoring menu.
  2. Locate the contract you want to enter the certificate by selecting the Lot from the combo box labelled Lot No at the top of the interface.
  3. Alternatively, if Contracts List was select in step 1, double-click on the edge (left hand side) of the record to display full details of the contract defined by the lot.
  4. Select the appropriate tab for Due Process Certificates, an Award Letter or Payment Vouchers for the contract.
  5. Move to the Due Process Certificate (or an Award Letter or Payment Voucher) of interest
  6. Click the button labelled Issue. The check box next to the button will be checked.
  7. Click Re-open to uncheck the Issue flag and enable deleting and modification.

General reporting on contracts information

You will find that, on most of the interfaces\forms you have been working with, there are two buttons labelled Preview and Print, which when clicked will preview (or print) a report relating to the subject matter on the interface. For example, clicking preview on a Payment Voucher tab of the particular contract displayed (Figure 5.32) the voucher on the screen. You can print the voucher on a printer via File->Print menu. Clicking Print on the interface sends the voucher to the printer directly, without being previewed. Note that the advantage of previewing a report is that you can assess the report on the screen, change the paper size and margins setting appropriately before printing.

Enquiries and Reports

You will find two (2) buttons labelled Preview and Print on most interfaces in Works Manager, which when clicked will preview (or print) a report relating to the subject matter on the particular interface. For example, clicking preview on a Payment Voucher tab of a particular contract displays the voucher on the screen. You can print the voucher on a printer via File->Print menu. Clicking Print, however, sends the voucher to the printer directly, without being previewed. The advantage of previewing a report is that you can assess the report on the screen, change the paper size and margins setting appropriately prior to printing a hard copy.

Printing Reports and Other Information

On the Contracts List interface (Figure 2.2), you can preview specific reports of a particular contract by clicking the appropriate button on the right hand side of the contract detail on the list. The following reports are available.

  • Contracts List
  • Schedule of payments
  • Interim Certificates
  • Due Process Certificates of Award
  • Due Process Certificates of Payment
  • Award Letters
  • Requests for Payment
  • Payment Vouchers
  • Payment Voucher for VAT,
  • Payment Voucher for Tax and
  • Requests for Payment letter

Also, from the Contracts List interface you can preview or print up to 25 types of reports on contracts, including Contracts list, Award Letters and Payment Vouchers. To get these options

  1. Click Preview (or Print) and you will see a display (Figure 6.1) of the various reports.
  2. Type in the appropriate number indicating the report you want.
  3. Click OK. The report will be displayed on the computer screen (if you clicked Preview) or sent to the printer directly if you clicked Print.
  4. If the report previewed on the screen, you can print it by selecting Print on the File menu.

Report options on Contract List interface

Similarly, a set of reports can be obtained from the Contracts Full Details interface, and listed below (Figure 6.2) when you click Preview or Print.

Report options on Contracts Full Details Interface

From the Contractors Details interface, the following choices of reports (Figure 6.3) can be obtained.

Report options on Contractors Details Interface

From the States in Zones interface, the following reports (Figure 6.4) are available.

Report options on States in Zones Interface

From the LGA interface, the following reports (Figure 6.5) are available.

Report options on LGA Interface

From LGAs in States interface, you have the following choices (Figure 6.6).

Report options on LGAs in States Interface

From Locations in LGAs interface, the choices are (Figure 6.2).

Report options on Locations\Installations in LGAs Interface

In all case the general procedure below is followed to print or preview the reports.

  1. Type in the appropriate number indicating the report you want.
  2. Click OK. The report will be displayed on the computer screen (if you clicked Preview) or sent to the printer directly if you clicked Print.
  3. Selecting Print on the File menu to print the report previewed.

Sample Reports

Exporting Reports to other file formats

You would have noticed by now that you can print set of reports from each of the interfaces. All reports can be printed directly to the printer or preview on the screen. However, Works Manager offers the flexibility to export report in several file formats such as Microsoft Excel, rich text, snapshot format and any other format supported on your system.

To export a report to other file format

  1. From the preview of the report as shown below, select Export from File->Export Information menu.
  2. The dialog box shown below (Figure 6.8) will be displayed.
  3. Enter the file name in File name.
  4. Select the file type to export to in Save as type; e.g. Microsoft Excel
  5. Navigate to the directory\folder to put the file.
  6. Click Save.
  7. The report will be saved as the specified file type.

Export Reports dialog box

To export a report as an attachment to e-mail

  1. Select Mail Recipient (As Attachment) from File->Export Information menu.
  2. Select the file format on the interface displayed (Figure 6.9), then Click OK.
  3. Depending on your Internet settings, specify appropriate settings to send the file as an attachment

Selecting file format for attaching a report to be sent as an attachment

Appendix

Frequently Asked Questions (FAQs)

After installing, I cannot log on to Works Manager

After installing, I cannot run Works Manager successfully even when I supplied a valid user name and password

I have changes contract lot number and contract value and these changes do not reflect in the DPC. Award Letters and ICs

How do I create new user accounts to use Works Manager

How do I specify my password to use Works Manager

I cannot remember my password, how then can I gain access to use Works Manager

How can I prevent a user from creating and modifying data in Works Manager

How can I block a user totally from gaining any form of access to Works Manager

Index

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