Department of Education Consultant Selection Process

User Guide for Consultant Submittal Process

Version Edit Date Edited By

1.0 06/07/2017 Brett Kimura

1.1 08/02/2017 Austin Haruki

2.0 06/05/2018 Michele Shimoda

Table of Contents

1.0 User Guide ................................................................................................................. 3 1.1 Creating and Verifying User Account ..................................................................................4

1.1.1: Create Account ........................................................................................................................... 4 1.1.2: Confirm your Account ................................................................................................................ 5

1.2 Signing In and Creating the Company..................................................................................5 1.2.1: Sign In ......................................................................................................................................... 5 1.2.2: Register Company ...................................................................................................................... 6

1.3 Consultant Submittal Dashboard ........................................................................................7 1.4 Navigating the Dashboard ..................................................................................................8 1.5 Company Information ........................................................................................................9 1.6 Discipline Information ...................................................................................................... 10

1.6.1: Adding Disciplines .................................................................................................................... 10 1.6.2: Editing Disciplines..................................................................................................................... 11 1.6.3: Deleting Disciplines .................................................................................................................. 12

1.7 Branch Information .......................................................................................................... 13 4.7.1: Editing Branches and Completing Main Office Information .................................................... 14 4.7.2: Adding Branches....................................................................................................................... 15 1.7.3: Deleting Branches .................................................................................................................... 15

1.8 Employee Information ..................................................................................................... 18 1.8.1: Adding Employees .................................................................................................................... 18 1.8.2: Editing Employees .................................................................................................................... 20 1.8.3: Deleting Employees .................................................................................................................. 21

1.9 Project Information .......................................................................................................... 22 1.9.1: Adding Projects ........................................................................................................................ 22 1.9.2: Editing Projects ......................................................................................................................... 23 1.8.3: Deleting Projects ...................................................................................................................... 24

1.10 Submitting Qualifications ................................................................................................. 25 1.11 Account Actions ............................................................................................................... 27 1.12 Evaluations ...................................................................................................................... 30

1.0 User Guide To start the test process, navigate to the Consultant Selection Portal website, which can be accessed at https://csp.revacomm.net/. The homepage [Figure 1] should look like this:

Figure 1: Department of Education Consultant Selection Portal landing page.

1.1 Creating and Verifying User Account Before any portion of the submittal can occur, consultants must create an account and confirm the email address associated with the account so FDB can confirm that the consultant can receive messages from FDB as the associated email address.

1.1.1: Create Account

• New users fill out the user registration form [Figure 1] on the homepage.

• Account creation is contingent on user agreeing to the Terms and Conditions of the website, which can be viewed through the link.

• User must complete Google reCAPTCHA test to confirm they are not a robot.

• Click “Create Account” to submit information and complete account registration.

After successfully submitting the form, the user will be shown a Registration Confirmation screen [Figure 2], instructing them to check their email for account verification.

Figure 2: Registration confirmation page shown after user has successfully submitted their account information

through the Create Account form.

1.1.2: Confirm your Account To confirm the account, complete the following steps:

• Check the email entered at registration and look for a message with the subject “Confirm you State of Hawaii DOE FDB Consultant Portal Account” [Figure 3].

Figure 3: Email containing link to verify user email.

• Click on the “Verify Email” link to verify the email associated with the account.

• Once verified, user will be taken to the CSP site displaying the Email Confirmed page [Figure 4].

• This link is valid for 24 hours from the time it was sent. If the link is expired, use the credentials created at registration to sign in and the email will be resent.

1.2 Signing In and Creating the Company

1.2.1: Sign In To sign in:

• Click on the “Click here to log in” link on the Email Confirmation screen [Figure 4] or the Sign In button in the top right of the homepage [Figure 1].

• Enter your username and password in the login pop-up displayed [Figure 5]. Click “Log In” once the proper credentials are entered.

• New users or users not associated with a company will be directed to the create company screen [Figure 6]. Users registered with a company or invited users will be directed to the Consultant Submittal Dashboard [Figure 8].

Figure 4: Sign in using the pop up modal.

1.2.2: Register Company If this is the user’s first time logging in after registration or the user is not yet associated with a company, they will be prompted to register their company to the system.

• To initialize the company creation process, the proper FEIN or SSN must be entered (whichever is the appropriate identifier for the company) [Figure 6].

Figure 5: Registering a company requires entry of a unique and proper FEIN or SSN.

• After a proper and unique FEIN or SSN is entered, the remaining company creation fields will be displayed and users will be asked to fill in their company’s name and company type [Figure 7].

Figure 6: Enter the company name and company type to complete the initial company registration

• After all information is completed, click “Create”.

• The company registration is now complete, and users will be taken to the Consultant Qualifications Submittal Dashboard.

• Once a company is registered, the FEIN or SSN entered at this step cannot be altered. If the incorrect number was used, users will need to delete the company and complete the company registration step again.

1.3 Consultant Submittal Dashboard After a user account is associated with a company, signing in will direct the user to the Consultant Submittal Dashboard [Figure 8]. Once on the Consultant Submittal Dashboard, the following can be completed:

• Edit Company Information and upload company documents

• Edit, Add, or Delete a Branch

• Edit, Add, or Delete Employees

• Edit, Add, or Delete Disciplines

• Submit Qualifications

Figure 7: Company dashboard

1.4 Navigating the Dashboard To navigate between the sections in the dashboard, users can scroll through the sections or use the left-hand navigation to easily select the section you wish to view or modify. Clicking on the arrow icons will expand and reveal the subsections [Figure 9, 10].

Figure 8: Navigation using the side menu

Figure 9: Clicking on the arrow icons toggles the sections open and closed

1.5 Company Information To view the company information section, either click on the “Company Information” link in the left navigation [Figure 9] or expand the Company Information section on the main dashboard [Figure 10, 11]. While viewing company information, users may edit any field within the form expect for Company EIN/SSN. The EIN/SSN is the company’s unique identifier and should never need to be changed. To edit:

• Select any field and make the appropriate changes.

• To save, click the “Save” button.

• To cancel edits, click the “Cancel” button. Company Information has been divided up into 3 sections:

• General Information: General information about the company, such as address and person in charge.

• Insurance Information: Insurance and legal related information related to the company, such as litigation history. Different documents may be required depending on selections.

o Company Types (located in General Information) other than “Individual” require:

▪ Certificate of Good standing OR

▪ Certificate of Vendor Compliance o Checking “Company has E&O Insurance” requires:

▪ Proof of Insurance document ▪ Amount of coverage ▪ Amount of deductible

When all required fields are filled in with valid data and company information is saved, the save confirmation modal will be displayed and the Company Information Status will change from incomplete to complete.

Figure 10: Company information sections marked as incomplete

1.6 Discipline Information In the Discipline Information screen consultants are required to select all the disciplines to which they are applying and provide any supplemental information related to the firm’s work in each discipline being applied for.

1.6.1: Adding Disciplines To Add a Discipline:

• Click the “Add Discipline” Button in the Disciplines section [Figure 12].

• The new Discipline form should be displayed [Figure 13].

• The Add Discipline form is broken up into three parts: o Part 1: Select a discipline. o Part 2 (optional): Add associated individuals or firms that are

usually employed that pertain to the discipline being applied for. For each associated firm or individual, add a new associate.

o Part 3 (optional): Additional supplemental files. Consultants can upload other PDF with support materials as deemed necessary. File(s) must be in PDF format, and less than 10MB.

• The minimum information required to save a new discipline is the discipline type.

• Click “Save” to save the Discipline, or “Cancel” to remove the Discipline and any changes made to it.

Figure 12: Empty disciplines section. Click the Add Discipline button to start adding disciplines.

Figure 13: Add discipline form

1.6.2: Editing Disciplines To Edit a Discipline:

• Locate and open the Discipline to edit.

• To remove or replace additional file(s), click the remove button (trash can icon) next to the file to be removed. Then, choose a new file to include (if applicable) [Figure 14].

• When completed, click “Save”.

• Users cannot change the type of discipline that was selected after it has been saved. If the incorrect discipline type was saved, it must be deleted.

Figure 14: Editing an existing discipline; selected discipline cannot be modified

1.6.3: Deleting Disciplines To delete a Discipline:

• Locate the Discipline to be deleted.

• Click the delete button to the far right of the discipline name. This button only shows for disciplines that have been previously saved [Figure 14].

• A confirmation modal will be displayed, prompting the user to confirm that they wish to delete that discipline. Click “Delete” for yes, or “Cancel” for no [Figure 15].

• The message in the modal will then reflect whether the deletion was successful [Figure 16].

Figure 15: Delete confirmation modal for disciplines

Figure 16: Modal showing the status of the delete action

1.7 Branch Information The “Main Office” Branch will be created automatically and represents the main office of the company. Data from the Company Information section will be reflected here. The Main Branch will require additional information to be filled out by the user to be considered complete. Additional branches can be added, and existing branches can be edited or deleted.

4.7.1: Editing Branches and Completing Main Office Information To navigate to the branch you wish to edit, click on the Branch name in the left side navigation [Figure 9] or expand the brand in the main branch view [Figure 10].

To complete Main Office information:

• Select the Main Office branch in the Branches section [Figure 7].

• Add the missing information to required fields

• When done editing, click “Save”.

• Once all required information has been entered and saved, the main office status will be marked as Complete.

• Additional branches can be edited in the same manner once they’ve been added and saved.

Figure 7: Main Office section

4.7.2: Adding Branches To add a new Branch:

• Click the “Add Branch” Button in the Branches section [Figure 7].

• The Create New Branch form should be displayed [Figure 8].

• Like the Main Office input, complete the data entry for the next branch

• To save a new branch, you must at least enter a branch name.

• Click “Save” to save the new branch or click “Cancel” to remove the New Branch form and any changes made to it.

• Upon successful save, the new branch should be added to the list of branches.

• The minimum information input required to save a new branch is the Branch Name.

Figure 8: Form for adding a new branch.

1.7.3: Deleting Branches To delete a branch:

• Locate the branch you wish to delete on the dashboard.

• Click the delete icon located to the far right of the branch name. This button only shows for branches that have been previously saved [Figure 9].

• A confirmation pop-up will be displayed asking if the user is sure they want to delete that branch. Click “Delete” for yes, or “Cancel” for no [Figure 10].

• The Main Office branch cannot be deleted, as it is based off the Company Information section.

• The message in the modal will then reflect whether the deletion was successful [Figure 11].

Figure 9: The delete icon is a red trash can on the far right of the branch name

Figure 10: Delete confirmation modal

Figure 11: Delete confirmation modal

1.8 Employee Information In the Employees section, consultants are to enter all the principal, associate, and technical employees to their Consultant Qualification submittal. Within this section, consultants can add, delete, and edit an Employee.

1.8.1: Adding Employees To Add an Employee:

• Click the “Add Employee” Button in the Employee section [Figure 12].

• A new Employee form should be displayed [Figure 13].

• Complete the data entry for each Employee. Education, Registration, and Memberships are not required but helpful in qualifying each employee.

o To add education, registration, and/or memberships, click the corresponding add button within the section.

o The fields for the associated section will display. All fields are required to add each respective education, registration, or membership.

o For employees of type “Principal”, “Employment History” is also available. All fields in this section must be filled out to save each individual employment history record.

• The minimum information required to save an employee are the employee’s first and last name.

• Click “Save” to save the employee, or “Cancel” remove the new employee.

• If all information is filled in properly, that employee’s status should be marked as completed upon saving.

• Once all employees have been marked as “complete”, the entire section will be marked as completed.

Figure 12: An empty employees section. Click the Add Employee button to add an employee.

Figure 13: Form for adding a new employee of Principal level. Different fields will be shown for different employee levels.

1.8.2: Editing Employees To edit an Employee:

• Open the section of the employee you wish to edit.

• Edit the information on the corresponding form [Figure 14].

• When completed, click “Save”.

• To remove a previously saved education, registration, or membership, click on the delete (trash can) icon to the right of the subsection you would like to delete. This will remove the information from that employee, clicking save will not be necessary.

Figure 14: Editing an employee

1.8.3: Deleting Employees To delete an Employee:

• Locate the employee you wish to delete on the dashboard.

• Click the delete button to the far right of the employee name. This button only shows for employees that have been previously saved [Figure 14].

o The functionality is similar for education, registration, or licenses, for each employee, as noted in the previous step.

• A confirmation modal will be displayed asking if you are sure you want to delete that employee. Click “Delete” for yes, or “Cancel” for no. [Figure 15].

• The message in the modal will then reflect whether the deletion was successful [Figure 16].

Figure 15: Delete confirmation modal for employees. A similar modal will be shown for deleting employee education,

memberships, and registrations.

Figure 16: Modal showing the status of the delete action.

1.9 Project Information In the Project Information section, consultants are to enter up to 10 present or completed projects for which they are the prime consultant, and up to 10 present or completed projects for which they were associated by others. Consultants are to select projects that reflect the company’s ability to provide quality work for the disciplines/project types being applied for.

Figure 17: An empty project history section. Click the Add Project button to add a project.

1.9.1: Adding Projects To add a Project:

• Click the “Add Project” Button in the Project section [Figure 17].

• A new Project form should be displayed [Figure 18].

• The minimum information required to save a project are: o Project Year o Project Name o Name of Lead Designer o Project Owner Name

• Click “Save” to save the project, or “Cancel” to remove the new project.

• If all information is filled in properly, that project’s status should be marked as completed upon saving.

• Once all project have been marked as “complete”, the entire section will be marked as completed.

Figure 18: Form for adding a new project

1.9.2: Editing Projects To edit an existing Project:

• Open the section of the employee you wish to edit.

• Edit the information on the corresponding form [Figure 14].

• When completed, click “Save”. To undo changes, click “Cancel”.

Figure 19: Editing a project

1.8.3: Deleting Projects To delete a Project:

• Locate the project you wish to delete on the dashboard.

• Click the trash can icon to the far right of the project name. This button only shows for projects that have been previously saved [Figure 19].

• A confirmation modal will be displayed asking if you are sure you want to delete that employee. Click “Delete” for yes, or “Cancel” for no. [Figure 20].

• The message in the modal will then reflect whether the deletion was successful [Figure 21].

Figure 20: Delete confirmation modal for projects

Figure 21: Modal showing the status of the delete action.

1.10 Submitting Qualifications Once the five sections (Company Information, Disciplines, Branches, Employees, and Projects) have all been marked as being complete, the consultant can submit their company’s qualifications [Figure 27]. To submit qualifications, click the “Submit Qualifications” button on the left side navigation.

A pop-up will then be shown [Figure 28] asking the user to certify that they are authorized to make the submittal on behalf of their company. The user must enter their job title and click the checkbox to continue. Once this is done, click “Submit”.

Figure 27: All sections have been marked complete, and the Submit Qualifications button is enabled.

Figure 28: Submission modal. Employee submitting must confirm they are authorized to submit on behalf of their

company.

1.11 Account Actions Clicking the user’s name in the top left corner will display a menu that allows users to view and manage various account settings [Figure 29].

Figure 29: Account settings dropdown menu is displayed when the user’s name is clicked.

The options available are as follows:

• Profile Settings – Users can edit their name and phone number [Figure 30]. User email cannot be changed.

Figure 30: Edit user profile information.

• Change Password – Users can change their account password [Figure 31].

Figure 31: Enter current and new password.

• Delete Account – Leads to a confirmation screen allowing users to delete their account [Figure 32]. Users can delete their account under the following conditions:

o User is not the only company administrator associated with their company.

o User is not a company administrator. o User is not associated with a company. Company administrators can

delete their company or can remove users from being associated with their company.

Figure 32: Delete account confirmation screen.

• User Management – Leads to user management page, only available to Company Administrators [Figure 33]. The following actions can be done from the user management page:

o Change user roles: Clicking on “Change Roles” allows an admin user to select what permissions a user in that company has by modifying their role. Company Administrators can delete the company and remove users, while Employees can only modify information on the dashboard.

o Invite users: Invite users to join the company by entering their email [Figure 34]. Invited users will be sent an email and must login or register using the link in the email. Existing users associated with a company will be asked if they would like to join the new company or remain with their existing. New users must create an account.

o View user details: View a specific user’s email address and role(s). o Remove: Remove a user from the company. This will not delete their

account, but they will no longer be associated with the company they’ve been removed from.

Figure 33: See all users in the company from the User Management page.

Figure 34: Enter the email address of the person to invite.

• Delete Company – Deletes the company from the system. Users can only delete the company if the user is the only company administrator [Figure 35].

Figure 35: Delete the company

• Sign out – Signs user out of their account. Automatic logout will occur if user is inactive on the site for 30 minutes. User will be redirected to the landing page.

1.12 Evaluations

Consultants that have been selected to perform work for the FDB may receive evaluation(s) for the job after the project has been completed. Company administrators will receive an email informing them that the company received an evaluation [Figure 36].

Figure 36: Evaluation notification email

To view the evaluation, consultants can log in to the portal and click on the “Evaluations” tab located on the left side navigation [Figure 37]. Available evaluations will be displayed by the fiscal year in which the evaluation was uploaded [Figure 38], with the current fiscal year as the default. To search for an evaluation by job name/number/school, use the search bar. To view an evaluation, simply click on the evaluation and it will automatically download.

Figure 37: Evaluations tab

Figure 38: Viewing evaluations