{"id":24081,"date":"2018-01-17T01:58:46","date_gmt":"2018-01-17T01:58:46","guid":{"rendered":"http:\/\/e-ratepaorg.local\/?p=24081"},"modified":"2018-01-19T02:02:30","modified_gmt":"2018-01-19T02:02:30","slug":"creating-new-contract-records-in-epc-2","status":"publish","type":"post","link":"https:\/\/e-ratepa.org\/?p=24081","title":{"rendered":"Creating New Contract Records in EPC"},"content":{"rendered":"<p>January 17, 2018<\/p>\n<p>Attached:\u00a0<a href=\"https:\/\/e-ratepa.org\/wp-content\/uploads\/2018\/01\/Contracts-Module-Guide-FY-2018.pdf\" class=\"mtli_attachment mtli_pdf\" target=\"_blank\">Contracts Module Guide FY 2018<\/a><\/p>\n<p>Attached:\u00a0<a href=\"https:\/\/e-ratepa.org\/wp-content\/uploads\/2018\/01\/Contract-Module-Data-Points-General-FY-2018.xlsx\" class=\"mtli_attachment mtli_xlsx\" target=\"_blank\">Contract Module Data Points &#8211; General FY 2018<\/a><\/p>\n<p>~ Do it PRIOR TO Starting the Form 471 ~ <strong><br \/>\n<\/strong>~ Contracts Module Guide Attached ~<br \/>\n~ PEPPM-Related Data Points Coming Next ~<\/p>\n<p>After completing your competitive bidding\/bid evaluation process and signing a vendor contract, but prior to starting the Form 471, applicants must create Contract Records in the EPC Contract Module for every new FY 2018 signed contract.\u00a0 Each Contract Record will provide information related to the Form 470 # used to bid the service, # of bids received, Contract Award Date, Vendor Selected, Voluntary Extensions, etc. related to that contract.\u00a0 This Contract Record will then remain in EPC and should be referenced in related FRNs for the duration of that contract.\u00a0 This saves having to re-enter this information year after year for multi-year contracts.\u00a0 Month-to-Month (MTM) Category 1 service arrangements do NOT create a Contract Record in EPC but rather simply answer specific questions in the 471.\u00a0 Contract Records are only created at the beginning of each new contract \u2013 not every year.<\/p>\n<p>In order to quickly move through the Contract Module, it&#8217;s best to be prepared with the information in-hand.\u00a0 Attached is a spreadsheet listing the required data elements so you can be sure to have these available prior to completing the Contracts Module\u00a0 The spreadsheet also gives helpful hints as to what to enter for each item.<\/p>\n<p><strong>Several important notes:\u00a0 <\/strong><\/p>\n<ul>\n<li>If you created a Contract Record last year that contained voluntary extensions, and you wish to exercise one of those extensions for FY 2018, do not create a new CR.\u00a0 Simply change the Contract Expiration Date in the FRN when you create your Form 471.<\/li>\n<li>If you notice that any data in your Contract Record from last year is inaccurate (such as the 470 #, SPIN #, voluntary extensions, etc), it\u2019s best to create a new CR and reference the accurate CR on your FRN (ignoring the old one).\u00a0 There is no way to edit an existing CR after it\u2019s been submitted.\u00a0 Likewise, there\u2019s no way to delete a submitted CR (it will just die on the vine).<\/li>\n<li>Although the system asks if you want to upload a copy of your signed contract into EPC, you aren\u2019t required to do so.\u00a0 However, I highly recommend that you upload copies of all signed Category 2 contracts as PIA routinely asked for them last year if they weren\u2019t part of your CR.<\/li>\n<li>The system doesn&#8217;t ask for the contract expiration date &#8212; this data element must be entered in each funding request within the Form 471 itself.\u00a0 Why?\u00a0 Because due to voluntary extensions in some contracts, it\u2019s possible that the CED can change from year to year.<\/li>\n<li>Give your contract a really descriptive nickname!\u00a0 When you create an FRN in the Form 471, the system will ask if the service is a contracted service or a MTM service.\u00a0 If you specify &#8216;contract&#8217; the system will then make you choose which contract from the Contract Module the FRN is related.\u00a0 Having a descriptive nickname will make it <em>much<\/em> easier to identify which contract you&#8217;re referencing.<\/li>\n<li>If you conducted a PEPPM Mini-Bid (in lieu of a Form 470):\u00a0 I will be sending a follow-up message with the data elements that should be entered in the Contract Module for those procurements.\u00a0 Sneak preview:\u00a0 Except for the PEPPM Form 470 #, you will rely entirely on the contract information that your district signed with the vendor.<\/li>\n<\/ul>\n<p><strong>Where to Access the Contract Module in EPC:<\/strong><br \/>\nTo access the Contract Module in your EPC profile, follow these steps from your EPC Landing Page (see the attached Guide for the entire primer):<\/p>\n<p>&gt; Go to your <strong>EPC Landing Page<\/strong> (home screen).<br \/>\n&gt; Click on you <strong>Entity&#8217;s Name<\/strong> which is the first entity on the Organization List.<br \/>\n&gt; Next Page:\u00a0 Click on <strong>Contracts <\/strong>from the top toolbar.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-24141\" src=\"https:\/\/e-ratepa.org\/wp-content\/uploads\/2018\/01\/contracts_EPC.jpg\" alt=\"contracts_EPC\" width=\"814\" height=\"94\" srcset=\"https:\/\/e-ratepa.org\/wp-content\/uploads\/2018\/01\/contracts_EPC.jpg 814w, https:\/\/e-ratepa.org\/wp-content\/uploads\/2018\/01\/contracts_EPC-300x34.jpg 300w\" sizes=\"auto, (max-width: 814px) 100vw, 814px\" \/><\/p>\n<p>As always, please let me know if you have any questions!<\/p>\n<p>&#8212; Julie<\/p>\n<p>Julie Tritt Schell<br \/>\nPA E-rate Coordinator<br \/>\n717-730-7133 &#8211; o<br \/>\n717-730-9060 &#8211; f<br \/>\n<a href=\"mailto:jtschell@comcast.net\">jtschell@comcast.net<\/a><br \/>\n<a href=\"http:\/\/www.e-ratepaorg.local\">www.e-ratepa.org<\/a><\/p>\n<p>penn*link<\/p>\n\n<div class=\"twitter-share\"><a href=\"https:\/\/twitter.com\/intent\/tweet?via=eratepenn\" class=\"twitter-share-button\" data-size=\"large\">Tweet<\/a><\/div>\n","protected":false},"excerpt":{"rendered":"<p>January 17, 2018<\/p>\n","protected":false},"author":3,"featured_media":0,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[52],"tags":[],"class_list":["post-24081","post","type-post","status-publish","format-standard","hentry","category-listserve_archive"],"_links":{"self":[{"href":"https:\/\/e-ratepa.org\/index.php?rest_route=\/wp\/v2\/posts\/24081","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/e-ratepa.org\/index.php?rest_route=\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/e-ratepa.org\/index.php?rest_route=\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/e-ratepa.org\/index.php?rest_route=\/wp\/v2\/users\/3"}],"replies":[{"embeddable":true,"href":"https:\/\/e-ratepa.org\/index.php?rest_route=%2Fwp%2Fv2%2Fcomments&post=24081"}],"version-history":[{"count":0,"href":"https:\/\/e-ratepa.org\/index.php?rest_route=\/wp\/v2\/posts\/24081\/revisions"}],"wp:attachment":[{"href":"https:\/\/e-ratepa.org\/index.php?rest_route=%2Fwp%2Fv2%2Fmedia&parent=24081"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/e-ratepa.org\/index.php?rest_route=%2Fwp%2Fv2%2Fcategories&post=24081"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/e-ratepa.org\/index.php?rest_route=%2Fwp%2Fv2%2Ftags&post=24081"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}