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System of Contract

Operation and Reporting

(SCOR)

HHS SCOR USER GUIDE

Version 2.1 of 118 July 2019

Table of Contents

Table of Contents ......................................................................... 2

1.0 PURPOSE ................................................................................ 7

2.0 BACKGROUND ......................................................................... 7

2.1 Contracts Maintained in SCOR .................................................. 8

2.2 CAPPS/SCOR Relationship ........................................................ 8

2.3 Questions .............................................................................. 9

3.0 SCOR ACCESS REQUEST .......................................................... 9

4.0 GETTING STARTED IN SCOR ................................................. 10

5.0 GENERAL INFORMATION ...................................................... 10

5.1 SCOR Home Page ................................................................. 10

5.2 Pagination ............................................................................ 12

5.3 Expand and Collapse ............................................................. 12

5.4 Web Browser ........................................................................ 13

5.5 Session Timeout ................................................................... 13

6.0 DASHBOARDS ....................................................................... 14

6.1 Workload Management Dashboard .......................................... 15

6.1.1 Create/Save Favorite Search Query .................................. 16

6.1.2 Run Favorite Search Query ............................................. 18

6.1.3 View Workload Management Details for a User .................. 20

6.1.4 Revise/Delete a Favorite Search Query ............................. 24

6.2 Contract Manager Dashboard ................................................. 26

6.3 Executive Management Dashboard .......................................... 27

6.4 Graph Dashboard .................................................................. 30


6.4.1 Monthly Active Graph ..................................................... 30

6.4.2 Monthly New Graph ........................................................ 31

6.4.3 Executive Management Monthly Snapshot ......................... 32

7.0 CONTRACT MODULE .............................................................. 33

7.1 Search Screen ...................................................................... 34

7.1.1 “Starts With” Checkbox .................................................. 36

7.2 Detail .................................................................................. 37

7.3 History ................................................................................ 39

7.3.1 Contract History Information ........................................... 39

7.3.2 Contract History Detail ................................................... 40

7.3.3 Documentation Download ............................................... 41

7.4 Payments............................................................................. 42

7.5 Documents .......................................................................... 44

7.5.1 Document Types ............................................................ 44

7.5.2 Viewing Contract Documents ........................................... 44

7.5.3 Download Documents ..................................................... 45

7.5.4 Contractor Documentation .............................................. 48

7.6 Contacts .............................................................................. 48

7.7 Deliverables ......................................................................... 50

7.8 Risk .................................................................................... 52

7.8.1 Risk Detail .................................................................... 52

7.8.2 Risk Reports .................................................................. 54

7.9 Monitoring ........................................................................... 54

7.9.1 Monitoring Event ............................................................ 55


7.9.1.1 Monitoring Event Summary Table .................................. 56

7.9.1.2 Viewing Event Information ........................................... 56

7.9.1.3 Viewing Monitoring Result Information ........................... 57

7.9.1.4 Questioned Costs ........................................................ 58

7.10 Counties ............................................................................ 60

7.11 Closeout ............................................................................ 61

7.12 Adverse Action .................................................................... 62

7.12.1 Viewing Adverse Action data .......................................... 63

7.12.2 Adverse Action Referrals ............................................... 65

7.12.3 Adverse Action Documentation ...................................... 66

8.0 PROCUREMENT MODULE ....................................................... 66

8.1 Procurement Search .............................................................. 67

8.2 Procurement Detail ............................................................... 67

8.3 Procurement Library .............................................................. 69

8.3.1 View Procurement Documents ......................................... 70

8.3.2 Download Procurement Documents .................................. 71

9.0 TPO MODULE ........................................................................ 71

9.1 Search ................................................................................. 72

9.2 TPO Detail ............................................................................ 73

9.3 TPO Document Library ........................................................... 74

10.0 CONTRACTOR MODULE ....................................................... 75

10.1 Contractor Search ............................................................... 76

10.1.1 “Starts With” Checkbox ................................................. 76

10.2 Contractor Detail ................................................................. 77


10.2.1 Filtering ...................................................................... 80

10.2.2 View Specific Contract Detail ......................................... 80

10.3 Ownership Information ........................................................ 81

10.3.1 Ownership Detail .......................................................... 82

10.4 Single Audit ........................................................................ 84

10.5 Monitoring History ............................................................... 85

10.6 Contractor Document Library ................................................ 89

10.6.1 View documentation on screen ....................................... 90

10.6.2 Download Documents ................................................... 91

11.0 REVENUE CONTRACTS ......................................................... 94

11.1 Revenue Generating Contract Search..................................... 94

11.2 Revenue Contract Detail ...................................................... 95

12.0 REPORTS MODULE .............................................................. 97

12.1 Standard Reports in SCOR.................................................... 97

12.1.1 Running a report .......................................................... 97

12.1.2 Requesting COS Approval for Report Distribution ............. 98

12.2 Non-Standard Reports ......................................................... 99

12.2.1 Requesting Documents for Open Records and Audits ........ 99

12.2.2 Requesting a Non-Standard (Ad Hoc) Report ................... 99

12.3 Requesting Access to Business Objects WebI .......................... 99

12.3.1 Business Objects WebI Link ......................................... 100

13.0 ADMINISTRATION MODULE .............................................. 100

13.1 Risk Assessment ............................................................... 101

13.2 Reassign Contract Manager ................................................ 101


14.0 APPENDIX ......................................................................... 101

14.1 Contract Detail Definitions .................................................. 101

14.2 Monitoring Definitions ........................................................ 109

14.3 Security Roles Table .......................................................... 112


1.0 PURPOSE

The System of Contract Operation and Reporting (SCOR) will provide one system of record for the management, reporting and compliance for all

Health and Human Services contracts.

This guide will help Health and Human Services staff use SCOR. SCOR is the source of record for reporting contracting requirements as defined by the

Comptroller, Legislative Budget Board, Texas Government Code, and HHS

internal policies.

In addition to the User Guide, a SCOR Contract Management Guide and the Standard Reports Guide will be available. The SCOR Contract Management

Guide will provide additional information for the contract manager and other

roles that have edit capabilities within SCOR.

2.0 BACKGROUND

SCOR replaced the HHS Contract Administration and Tracking System

(HCATS) Sept. 1, 2017 to meet 84th Legislative requirements of Senate Bill

20.

In preparation for fiscal year 2018, active contracts with information maintained in HCATS, and with an end date after Aug. 31, 2017, moved to

SCOR. The data migration includes uploaded contract documentation and

financial data associated with those contracting records.

HCATS will be accessible and will be used for historical contracting

information, as required by record retention laws.

The SCOR application was designed to meet Electronic and Information

Resources (EIR) Accessibility Standards.

Key SCOR Functionality:

● Establishes single system of record for all HHS contracts. ● Provides visibility into HHS’ financial and contractual obligations.

● Establishes a single contract ID for consistency in contract management, tracking and reporting.

● Allows for effective monitoring, performance and deliverable management.


● Provides visibility to HHS system-wide contractor information. ● Provides targeted dashboard views at management and contract

manager level. ● Utilizes standard data definitions to provide seamless integration with

CAPPS to ensure data integrity. ● Acts as single source for contract reporting.

● Acts as an easy and complete LBB reporting tool. ● Allows reporting from an entire universe of contract elements to meet

all types of informational requests.

2.1 Contracts Maintained in SCOR

Rev. 2018 10

All contracts the HHS system enters into will be viewable within SCOR. This will include Transactional Purchase Orders (TPOs) and revenue generating

contracts with entities outside the HHS System.

A TPO is a point in time isolated purchase (purchase or release not affiliated

with an existing contractual relationship). There is no continued expectation or relationship (other than the warranty of the good or service to meet

intended expectations) after the isolated acquisition of the good or service is satisfied. Operationally, these will be established for a single year (12

months or less), have no renewals stipulated with solicitation on HHS side, and will not be a bi-lateral agreement. If a procurement has as any of those

three attributes it is considered a contract.

The following contracts are excluded from SCOR:

● Transactional payment agreements in all sub-systems

● Medical transportation providers, specifically individual transportation providers

● Pharmacy providers ● Non-kidney health IBIS agreements

● IBIS kidney health agreements

● Upper payment limit hospital contracts

2.2 CAPPS/SCOR Relationship

Actions related to contract establishment, amending contracts and terminations will begin in CAPPS 9.2. Contract details entered into CAPPS 9.2

will flow to SCOR in “real-time”.


Within CAPPS 9.2, some data elements are considered “header” fields and some are considered “wizard” fields. The distinction between the two is

important when looking at the data as a contract manager. You can’t edit “header” fields in SCOR. Changes to SCOR data that comes from a CAPPS

header field must be processed in CAPPS. You can edit “wizard” fields in SCOR and the assigned contract manager can change them. Any field

editable in SCOR will have a box around the field when the screen is in “edit”

mode.

Contracts and TPOs are located in separate modules within SCOR that require unique sets of data based on statutory requirements and LBB

reporting mandates. Data maintained within the TPO module is only editable

by PCS procurement staff.

2.3 Questions

Questions regarding the functionality of the system should be directed to the

SCOR mailbox at [email protected].

3.0 SCOR ACCESS REQUEST

Rev. 2018 10

Security permissions for the user must be established through the HHS Portal to access SCOR. The HHS Portal can be found at

https://hhsportal.hhs.state.tx.us

In order to obtain access, a user must have form HHS-PCS.122,

Nondisclosure and Conflict of Interest Certification and Requirements is on file. When access is requested for SCOR, in order for the SCOR ASA to

approve the request, they will verify that the form on file. If you have not completed the form, you can obtain PCS Form 122 at:

http://hhscx.hhsc.texas.gov/procurement-contracting/forms-templates.

Once user is in the HHS Portal:

1. Click “Manage Access” under the Access Management section. A list

of systems will appear. 2. Check the box for SCOR

3. Click the Next button. 4. Select the appropriate security role and enter justification and

comments. Follow portal instructions to submit the order.

mailto:[email protected]

https://hhsportal.hhs.state.tx.us/

http://hhscx.hhsc.texas.gov/procurement-contracting/forms-templates


Employees should consult their supervisor to determine the appropriate SCOR security role before submission. Use the Security Roles Table

(Appendix 13.3) to determine the appropriate role.

Note:

● Security roles requested other than user or contract manager must have justification provided within the request.

● Requestors will be asked if they are a Certified Texas Contract Manager. If the requestor chooses “Yes,” they are required to enter

the CTCM number and the CTCM certificate, including begin and end dates.

o Refer to your CTCM certificate or the Texas Comptroller’s list of active CTCMs for detailed information:

https://comptroller.texas.gov/purchasing/training/certified-

individuals.php.

4.0 GETTING STARTED IN SCOR

Users log into the HHS Portal to access SCOR with a single sign on

password. The portal is at: (https://hhsportal.hhs.state.tx.us). Once in the

portal, SCOR can be found under My Applications.

Click on SCOR. Once the system has verified the User’s access, the SCOR

home page will appear.

5.0 GENERAL INFORMATION

5.1 SCOR Home Page

Rev. 2019 07

The Home Page provides the HHS Mission and Vision and the Purpose of SCOR. In addition, the SCOR Navigation bar is accessible from the Home

Page to easily navigate the different modules. In addition, the home page displays SCOR News, Alerts and links to SCOR Resources. Make sure you

always look at the home page as new information is posted there

periodically and also provides helpful links.

https://comptroller.texas.gov/purchasing/training/certified-individuals.php

https://comptroller.texas.gov/purchasing/training/certified-individuals.php

https://hhsportal.hhs.state.tx.us/


The User Guide will discuss each SCOR module.

SCOR consists of the following modules and sub-modules:

● Dashboard – four dashboards have been established, based on a

user’s security roles within the system: o Workload Management Search

o Contract Manager o Executive Management

o Graph ● Contract: contains the following sub-modules:

o Detail o History

o Payments o Documents

o Contacts o Monitoring


o Deliverables o Risk

o Counties o Closeout

o Adverse Action ● Procurement

● TPO: contains the following sub-modules: o Detail

o Document Library ● Contractor: contains the following sub-modules:

o Detail o Ownership Information

o Single Audit o Monitoring History

o Document Library

● Reports: o Management

o Standard o My Contracts

o SCOR Administration – only available to PCS

● Revenue

User will select the module they want from the home page.

5.2 Pagination

The majority of screens have a pagination feature. Near the top right, you

will notice the field “No. of records per page” with a default number. The user can then change the pagination to view more records per page.

Depending on the screen, the pagination choices vary.

5.3 Expand and Collapse

Many screens can expand or collapse panels, or select a panel of their

choosing.

Click the button shown below to expand or collapse:


There are two options to expand or collapse individual panels. Either click on

the “+” or “-” on the far right or click on the blue panel itself.

5.4 Web Browser

If browser settings are set to Block Pop-ups, users might have trouble using

SCOR, so you should disable Pop-up Blockers. This application is optimized

for Microsoft Internet Explorer 11.x and above.

5.5 Session Timeout

Rev. 2019 07

A Session Timeout notice opens two minutes before the current session ends

due to inactivity. The User will be prompted to click OK. If the user clicks ok

within the two minutes the session will be extended for 30 minutes.


If the user does not click OK within two minutes, then a second message

opens stating that the session timed out.

When the user clicks OK, the Enterprise Portal login screen will open to allow

the USER to log back in to SCOR.

6.0 DASHBOARDS

Rev. 2019 07

Four interactive dashboards provide users, contract managers and executive management with a real-time snapshot of their own contracts and the

contracts for the HHS system as a whole. These dashboards can be used to quickly identify contracts based on key reportable factors defined by the

Comptroller, the Legislative Budget Board, the Texas Government Code and

HHS’ internal policies.

The dashboard view is based on the security role within SCOR.

1. Workload Management Dashboard will be displayed for all roles.

2. Contract Manager Dashboard will be displayed for all roles, if you are not a contract manager on a contract, your dashboard will indicate all

zeros.


3. Executive Management Dashboard will be displayed for those with the management role. At this time availability of this dashboard is limited

to Director level staff and above with some exceptions. This is due to the amount of data and affect running this dashboard has on the

application. 4. Graphs Dashboard will be displayed for those with the management

role. At this time availability of this dashboard is limited to Director level staff and above with some exceptions. This is due to the amount

of data and affect running this dashboard has on the application.

If you have permission for both user and management roles, all four

dashboards will be available, otherwise only two.

The Contract Manager and Executive Management dashboards display

contracts with a contract status of “Active”, “Approved” or “Hold”. Hover

over the field name to see a short description of the field, as outlined below.

To view, select Dashboard from the main navigation bar:

6.1 Workload Management Dashboard

Rev. 2019 07


The Workload Management Search provides a way for the user to run searches for a specific set of user defined criteria in relation to contract staff.

The results yield workload and alert information related to contracts, TPOs and Revenue Contracts (RGCs) where the individuals chosen in the search

are named as the contract manager, or in the case of TPOs or RGCs, are

named as the lead.

The user has the ability to Export these results to Excel with a click of a

button. In addition, when you click on a hyperlinked name from a search result, a list of their contracts, TPOs and RGCs appear on the screen, as well

as a Contract Alerts section. Both of these sections are exportable to Excel

as well.

The contracts alerts section, will indicate if the contract manager has any deliverables past due, monitoring event scheduled where no results have

been entered after 6 months, expired or terminated contracts over 180 days which have not yet been closed and new contracts with incomplete data

[Department, Section or Base Contract has not yet been uploaded to SCOR].

6.1.1 Create/Save Favorite Search Query

The Favorite Search Queries Table will be displayed at the top of the

dashboard. The table allows users to create searches and run them and to

save search queries that are frequently used.


1. Select a maximum of 20 users. 2. Select Contract Status, TPO Status, RGC Status.

a. Note: The search parameters are defaulted to the most common statuses. You can remove the default in order to make your own

status selections.

3. Name your search by entering a Favorite Search Name.

4. Click Save Search Parameters.

5. The Favorite Search will appear under Favorite Search Queries with

the saved parameters you selected.


6.1.2 Run Favorite Search Query

1. Once a query has been saved, click on the Favorite Search Name

hyperlinks to select the desired search and then click Search.


2. The table displays the number of contracts, TPO and RGC for the

selected users: a. Contracts – number of contracts meeting the query criteria and sum

of current contract value for those contracts b. TPOs – number of TPOs that meet the stated criteria for the Lead

contact and sum of maximum TPO amount for the TPOs

c. RGCs – number of RGCs that meet the stated criteria for the

Revenue Lead and the sum of expected Revenue for the RGCs


3. User can export the Workload Summary table to Excel by clicking the

Export to excel button.

6.1.3 View Workload Management Details for a User

1. Click on the hyperlink for the user’s name to obtain the Workload

Management Details page.


2. The Workload Management Details page for that user will display the following information:

a. User name b. Last login

c. User Status d. Expand/Collapse panels

e. Export to Excel f. Contract Panel

g. TPO Panel h. RGC Panel

i. Contract Alerts Panel

3. Click the panels to expand and view the related information.

4. The Contract Panel will display: a. List of contracts assigned to user

b. No. of contracts awarded in last 30 days c. No. of amendments in last 30 days

d. Change pagination e. Headers in blue panel can be sorted

f. Blue text is hyperlink

i. Click contract number and it will take you to Contract Details

page


5. The TPO Panel will display:

a. List of TPOs assigned to user b. Change pagination

c. Headers in blue panel can be sorted

d. Blue text is hyperlink

i. Click TPO number and it will take you to TPO Details page

6. The RGC Panel will display:

a. List of RGCs assigned to user b. Change pagination

c. Headers in blue panel can be sorted

d. Blue text is hyperlink

i. Click RCG number and it will take you to the RGC Details page


7. The Contract Alerts Panel: a. Each hyperlink is an alert that indicates the number of contracts

that require attention by the manager: i. The alerts indicate the following:

(1) Deliverable Past Due: The number of contracts with deliverables past their due date and do not have a deliverable

status entered in SCOR.

(2) Monitoring Event Scheduled - no results past 6 months: Contracts with a monitoring Event Scheduled at least 6

months in the past with no results entered and contract has status of “Active,” “Approved,” or “Hold.”

(3) New Contracts with Incomplete Essential Data: Number of “new” contracts that have essential data missing:

Department, Section or a contract document has not been uploaded within 10 days after the Contract Begin Date.

(4) Expired or Terminated Contracts over 180 Days - Not Closed: Number of Contracts with Contract Status of “Expired” or

“Termination” and Contract End Date is 6 months in the past.

b. The hyperlink takes you straight into the contract and then you

navigate to the sub-module that requires attention. Click the back arrow to return to the Workload Management Detail page.

c. The alerts can be exported to an Excel document by clicking the Export Contract Alerts to excel button. The workbook will include a

tab for each of the alerts.


6.1.4 Revise/Delete a Favorite Search Query

1. Click the hyperlink for the Favorite Search Query:

2. Make changes to the saved parameters and click Save Search

Parameters:

3. SCOR will prompt the following question:


4. Click Yes to overwrite the existing favorite search.

5. Record Saved Successfully message will appear and saved query will be updated with new parameters.

6. Click the box next to the query you wish to delete and click Delete:

7. SCOR will prompt the following question:


8. Click Yes to delete. 9. Record Deleted Successfully message will appear and query will be

deleted.

6.2 Contract Manager Dashboard

Rev. 2018 10

The displayed Contract Manager Dashboard will contain the following

information for contracts you manage.

Field Name Definition

Total Contracts Number of contracts with a contract status of

“Active”, “Approved” or “Hold” (all hold statuses)

Total Expenditures For contracts with a contract status of “Active”, “Approved” or “Hold”, the sum of the expenditures

to date. Includes $0 contracts.

Expiring Contracts Number of contracts within 90 days of contract end

date

Recent Awarded Contracts

Number of contracts with a contract status of “Active”, “Approved” or “Hold” that have been

added to SCOR in the past 30 calendar days

Total Current

Contract Value

For contracts with a contract status of “Active”,

“Approved” or “Hold”, the sum of the total current contract value to include $0 contracts.

Contracts to Closeout Number of contracts with a contract status of

“Expired” or “Terminated”

High-Risk Contracts Number of contracts with a contract status of

“Active”, “Approved” or “Hold” and have a baseline risk assessment of “High”

Expenditure Alert

Contracts

Number of contracts with a contract status of

“Active”, “Approved” or “Hold” that have



expenditures within 90% of the total current

contract value.

Contracts with Outstanding

Deliverables

Number of contracts with deliverables past their due date that don’t have a deliverable status

entered in SCOR.

Contracts for

Reprocurement

Number of contracts with a contract status of

“Active”, “Approved” or “Hold” and the Reprocurement Required field is marked “Yes”.

Contracts Past Record

Retention

Number of contracts that have been “Closed” past

the seven-year retention date.

Update Contract

Records

Those records where any of the following are

missing from the detail record. • Department

• Section

• Base Contract has not been uploaded in the

History sub-module.

6.3 Executive Management Dashboard

Rev. 2019 07

The displayed Executive Management Dashboard is available to those with a

management security role. The display for the executive management

dashboard can be filtered to modify the information displayed.

When first viewing the dashboard, the default is set to all HHS system

contracts. However, you can further filter this information for specific use.

In order to filter the information, choose one or more of the fields and click

“Go”. The information will update based on the filter by information.

The dashboard consists of 3 Sections (Panels):


● HHS System Contracts ● HHS System Transactional Purchase Orders

● HHS System Revenue Generating Contracts

The dashboard displays information related to the number of SCOR Users

who have logged in within the last 30 days. Management can click the green

user icon and generate an Excel report with a list of those users.

The displayed Executive Management Dashboard contains the following

information in the Contracts section:


Total Contracts Number of contracts with a contract status of “Active”, “Approved” or “Hold” (all hold statuses)

Total Expenditures For contracts with a contract status of “Active”, “Approved” or “Hold”, the sum of the

expenditures to date. Includes $0 contracts.



High-Risk Contracts Number of contracts with a contract status of “Active”, “Approved” or “Hold” and have a

baseline risk assessment of “High”

Total Current Contract Value

For contracts with a contract status of “Active”, “Approved” or “Hold”, the sum of the total current

contract value to include $0 contracts.

LBB Contracts Number of contracts that are LBB reportable

Contracts $1 Million -

$10 Million

For contracts with “Active”, “Approved” or “Hold”

status, the number of contracts with a max contract amount between $1 million and

$9,999,999.99 or total expenditures between $1 million and $9,999,999.99

Enrollment Contracts Number of contracts with contract subject equal to “Enrollment”

Recipient or

Subrecipient Contracts

For contracts with a contract status of “Active”,

“Approved” or “Hold”, the number of contracts indicated as “Recipient” or “Subrecipient”

Contracts $10 Million - $100 Million

For contracts with a Contract Status of “Active”, “Approved” or “Hold”, the number of contracts

with a current contract value between $10 million

and $99,999,999.99 or total expenditures between $10 million and $99,999,999.99

IACs/ILCs/MOUs/MOAs Number of contracts with a Contract Status of “Active”, “Approved” or “Hold”, and

interagency/interlocal does not equal “Neither” or MOU/MOA does not equal “Neither”

Statewide Contracts Number of contracts with a Contract Status of

“Active”, “Approved” or “Hold”, and has a value in field “Statewide Contracts”

Contracts $100 Million or More

For contracts with a Contract Status of “Active”, “Approved” or “Hold”, the number of contracts

with a current contract value greater than or equal to $100 million or total expenditures greater

than or equal to $100 million


information in the TPO section:


Transactional Purchase Orders

Number of TPOs with TPO status “Active”, “Approved”, or “Hold*”



Sum of all TPOs Max.

Amount

The sum of the TPO Max. Amount with a TPO

status of “Active”, “Approved”, or “Hold*” Total TPO Max. Amount.

LBB Reportable TPOs Number of TPOs that are Legislative Budget Board

(LBB) reportable

LBB Reportable Sum

of TPO Max. Amount

Sum of Max Amount for all TPOs that are LBB

Reportable


information in the RGC section:


Revenue Generating Contracts

Number of Revenue Generating Contracts with a status of “Active” or “Approved”

Sum of Total Revenue Received

Sum of Total Revenue for Revenue Generating Contracts with a status of “Active” or “Approved”

LBB Reportable RGCs Number of Revenue Generating Contracts that are

Legislative Budget Board (LBB) reportable

LBB Reportable Sum

of Total Revenue Received

Sum of Total Revenue for Revenue Generating

Contracts that are Legislative Budget Board (LBB) reportable

6.4 Graph Dashboard

Rev. 2019 07

The Graph Dashboard is a supplement to the Executive Management

Dashboard. It is available to staff with the Management security role, which

is currently limited to Director level and above.

The Graph Dashboard consists of three different submodules used for data comparison: Monthly Active, Monthly New and Executive Management

Monthly Snapshot.

6.4.1 Monthly Active Graph

Rev. 2019 07

The Monthly Active Graph displays results for Revenue Generating Contracts

(RGC), Transactional Purchase Orders (TPOs) and Contracts. The numbers represent the number of contracts active at any point during that fiscal year.

For example, when you look at the number for December 2017, it represents the number of contracts that were active at any point September 1, 2017


through December 31, 2017 regardless of the status of the contract at the

time the figure was run.

The user can filter the information based on the following selections: fiscal year, month range, compare month or compare quarter. The user can

further filter the information based on the following selections: agency, type and representation (graphical or tabular). The tabular representation can be

exported to Excel.

6.4.2 Monthly New Graph

Rev 2019 06

The Monthly New Graph displays results for Amendments, Revenue

Generating Contracts (RGC), Transactional Purchase Orders (TPOs) and

Contracts. The numbers represent the number of Newly created amendments, revenue contracts, TPOs and Contracts for that particular

month and year. The number is based on the “created date” in SCOR.


The user can filter the information based on the following selections: fiscal year, month range, compare month or compare quarter. The user can

further filter the information based on the following selections: agency, type and representation (graphical or tabular). The tabular representation can be

exported to Excel.

6.4.3 Executive Management Monthly Snapshot

Rev. 2019 06

The Executive Management Monthly Snapshot is a snapshot of the SCOR

Executive Dashboard data elements. Information related to this particular

graph is only available January 2019 forward.

The user can filter the information based on the following information:

agency and range options. The information can be exported to Excel.


Refer to section 6.3 Executive Management Dashboard for the definitions of

the fields in the table.

7.0 CONTRACT MODULE

The contract module information relates to a specific contract. This module

contains the following sub-modules

● Detail ● History


● Payments ● Documents

● Contacts ● Monitoring

● Deliverables ● Risk

● Counties ● Closeout

● Adverse action

The contract module is the central location of contract management

activities within SCOR.

By selecting the Contract Module, you will access the Contract Search page.

Once you select a contract record from the search results, you can see the

sub-modules related to the contract.

7.1 Search Screen

The search screen is the central location to search for a specific contract or a

group of contracts.

The contract search offers the ability to search by a base set of data elements, which you can see when you first go into the Contract module.


There are more search criteria available, if you need to filter results even

further.

Additional Search Screen Fields:

You must enter at least one of the search fields, either in the standard

search or the additional search criteria screen.

You can also use the “Starts With” checkbox to search contracts that start

with the criteria entered. This box applies to any search field that does not

utilize a drop-down box.

The system will look at each criterion and only return results that “starts

with” the entered information, if the criteria is entered in multiple free form

fields (non-drop down) and you check the “Starts With” box,

SCOR automatically sorts results by legal entity name. The sorted field will

have a ^ next to the field name in the summary table.

A summary box displays the search results. This allows you to choose the

contract you want to see. Click the hyperlinked Contract No. to open the

contract record.


7.1.1 “Starts With” Checkbox

Examples for a search criterion under the legal entity name field are below. In the first example the “Starts With” check box isn’t marked. The second

example the “Starts With” check box is marked.

Example 1:

Search by legal entity name “Dallas”. Notice the results are sorted by legal

entity and contain 214 legal entities whose name contains “Dallas”.

Example 2:

Search by legal entity name “Dallas” and “Starts With” box is marked. Results show only those legal entities whose name starts with “Dallas”.

Notice the search returned 151 records all the legal entity names begin with

“Dallas”.


7.2 Detail

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The Contract Detail sub-module displays contract data elements that flow from CAPPS 9.2 Financials (CAPPS) to SCOR. There are a few fields that

don’t come from CAPPS, which the contract manager must enter in SCOR.

The contract manager is responsible for entering: Department; Section; and

as applicable: Purpose; Counties; Is Reprocurement Required; Contract

Contacts; Contract Addresses and Grand Fund Amount.


After selecting a contract record from the search results, SCOR will open to

the Contract Detail page.

A header table contains the following contract data details: Contract Number, TIN, Legal Entity, Current Contract Value, Expenditures, Status,

Begin Date, and End Date.

The header table remains consistent among all sub-modules for that contract

record.

Below the header, there is an option to expand the panels to see the details

of the contract record. You can expand all panels or choose which panel you want to expand (For instruction on how to expand or collapse panels, see

Section 5.4 Expand and Collapse).

You can find field information and definitions in Appendix 13.1 Contract

Detail Definitions.

Only the assigned contract manager can edit the information located within the Contract Detail sub-module. In addition, only certain fields are editable

within Contract Detail. Only PCS staff can update fields identified as CAPPS Header fields. Once updates occur in CAPPS and the contract status is

updated to “Approved”, the information will update in “real time” to SCOR.


7.3 History

Contract history shows the history of a particular contract. Historical data

that migrated from HCATS to SCOR might or might not contain the amendment history of a contract, depending on how the contract was

established in the legacy system.

With the implementation of CAPPS 9.2 Financials on Sept. 1, 2017, all

amendment information after Sept. 5, 2017 will be viewable within SCOR.

To navigate to the History sub-module from within the Contract module,

click on the History tab

Once you have navigated to the History sub-module they can view

information related to the base contract, along with any amendments.

7.3.1 Contract History Information

The contract history table summarizes the base contract and amendment records associated with the contract. You might not see all history related to

amendments on contracts that moved from HCATS to SCOR.


The contract history table details following information:

Field Definition

Type Indicates if the line relates to the base contract established, or an amendment. If it is an amendment, it

will indicate the type of amendment it is.

Begin Date Indicates the begin date of the base contract or amendment

End Date Indicates the end date of the base contract or amendment

Contract History

Amt.

Will show a cumulative sum of the contracts overall

amount based on the base contract plus any amendments. Allows you to see amendment by

amendment changes.

Remaining

Renewals

Indicates any remaining renewals allowed under the

contract.

Amount Change Indicates the change in the contract amount based on the amendment. If the amendment did not change the

max contract amount, the amount change will indicate $0. The contract type indicated as the base, will always

show an amount change of $0

You can download updated contract history documents from this screen.

If a document has been uploaded, on the far right, you will see an icon of a

page. If there isn’t an icon, no document has been uploaded. See Section

7.3.3 Documentation Download on how to download documentation.

7.3.2 Contract History Detail

In order to see more information related to the contract history record, click

on the hyperlink connected to the Type in the summary box at the top.


A separate box will open below the table. In addition to the information within the table, you can see the document name and any comments related

to that particular record, along with the document source, when it was uploaded and the last update to the record. You can click on the Documents

Uploaded link to open the document to their screen.

7.3.3 Documentation Download

You can download any uploaded contract history documents on this page.

For contracts that migrated from HCATS to SCOR, if no documentation is

visible, the information wasn’t available for migration.

There are two ways to download contract history documentation:

● Download All Contract History Documents

● Download Selected Contract History Document

You can download all documents by clicking on the “Download All Contract

History Documents” button. If you want to download select documents, click on the check box under the column “Select/Deselect” for each document you

want to download.

After clicking one of the Download buttons, the system creates a zip file with

the selected documents. The system will prompt you to save the zip file to

their computer.


The zip file uses a standard naming convention that starts with a database id (in case there are any files uploaded with the name file name) and repeats

the document name.

7.4 Payments

The contract payment history page details fiscal year expenditure

information from CAPPS 9.2 Financials, as well as purchase orders associated with the contract by fiscal year. For consistency with HCATS,

expenditures prior to fiscal year 2006 are not included in the financial data

shown in SCOR.

From the contract detail screen, click on the Payment tab.

When you first enter the screen, the header table, contract balance, last

updated by and date and primary payment type are visible. In addition, a

summary expenditure table is displayed.

The “Balance” indicates the difference between the Max. Contract Amt. and

Total Expenditures. If the Max. Contract Amt. equals zero, then the Balance

will indicate “NA”.

The Primary Payment Type is the primary method used to pay the contractor. Further definition of the field can be found in Appendix 13.1

Contract Detail Definitions.


CAPPS 9.2 Financials is the official record source for financial information. CAPPS has more detailed information regarding the makeup of the

expenditures than shown in SCOR. A report can be generated in CAPPS to

obtain specific voucher information related to a specific contract.

The summary expenditure table includes the following information:

● FY: The state fiscal year in which the payment is related. The fiscal

year is determined by the service date entered on a payment voucher. ● FY Expenditures: cumulative sum of all vouchers paid against the

contract for the indicated fiscal year. ● Associated POs: any purchase orders that reference the particular

contract. If there are no POs associated with the contract in CAPPS,

this field will show blank.

There is the ability to sort the table by either FY or FY Expenditures. In addition, within the Associated POs field, if the field shows the ellipses (…) at

the end, when you hover over the field, it will expend to view all POs

associated with the contract for that fiscal year.


7.5 Documents

On this screen, you can see contract-related documents uploaded directly

into the sub-module, or documentation that migrated from HCATS to SCOR. You can also see contract documentation uploaded directly to one of the

following contract sub-modules: History, Deliverables, Adverse Action and

Closeout.

Within this sub-module, you can scroll to the bottom to see any documentation uploaded to that specific legal entity within the Contractor

Documentation sub-module.

7.5.1 Document Types

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The Contract Document Library offers storage for documents related to the

contract. Don’t upload documentation with protected health information should not be uploaded, such as copies of social security cards, copies of

voided checks. As documents are uploaded they are stored under a specific

“document type”.

You won’t find documentation types related to executed contracts, amendments or deliverables, because those documents will be uploaded

directly into the specific sub-module.

Document types included within the sub-module include, but are not limited to: Adverse Action, Attestation Letter, Bond, Certificate of Interested Parties

(Form 1295), Complaint Documentation, Conflict of Interest, Data Use Agreement (DUA), Enhanced Monitoring, Grant, HUB Subcontracting Plan,

Insurance, Monitoring – Other, Monitoring Report, Risk, SPI, Technical Guidance Letter, Termination, VPTS – Agency and VPTS – CPA Report.

Additionally, there is an “Other” value that can be selected to upload any

supporting documentation not listed.

Additional document types may be added by the SCOR system administrator

depending on approval.

7.5.2 Viewing Contract Documents

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To open the document or to view additional information related to the

document, click the hyperlinked Document Name.


Additional information includes: Document Type, Document Name, Document Source, Date Uploaded, Last Updated By, Last Updated Date, and

Comment. Screen Name and Record Identifier will be displayed for screen specific documents only (Ex: Adverse Action, Deliverables, Closeout,

History).

Once you click the hyperlink, the additional information will appear, along with a hyperlink to the actual uploaded document. Click on the hyperlink to

view the document.

7.5.3 Download Documents

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You have two choices to download documents:

● Download All – simply click the “Download All Contract Documents” button.

● Download Selected – click on the checkboxes under the column “Select”. Once you pick the appropriate documents, click on the

“Download Selected Contract Documents” button.

After you click one of the download buttons, the system will ask if you wish

to open or save the information. If you have any issues opening or downloading a document, please log into SCOR from Google Chrome, doing

so usually solves the issue with end users.


Save

When you click Save, the system saves your file in your computer’s

“Downloads” folder in the zip file.

Open

If you click Open, the zip file opens and shows the individual documents in

the file. To save the files to your computer, click on Extract All.

You will then be asked for the destination of the file. Click browse and select

the appropriate location.


The individual files are extracted and saved to your computer. The zip file

folder name will be “legal entity _documents”.

The naming convention for the individual files within the zip file folder

follows the format below.


The zip file uses a standard naming convention that starts with a database id, in the event there are any files uploaded with the name file name, and

repeats the document name.

7.5.4 Contractor Documentation

To view contractor specific documents related to the contractor, you need to

expand the Contractor Documentation Panel. Either click the blue panel or

click on the “+” on the far right of the panel.

Once the panel expands, you can see all documentation available. You can

download from the screen documents under Contractor Documentation. If you want to see the document on your screen, go to the Contractor

Documentation sub-module.

7.6 Contacts

The Contract Contacts sub-module contains contact and address information related to a particular contract. The sub-module shows three sections that

pull information directly from CAPPS: Signature Authority, CAPPS Contractor Contact, and CAPPS Mailing Address. In addition, the contract manager

assigned to the contract may add up to five additional contacts and five

additional addresses to the screen.

Signature Authority and CAPPS Contractor Contact will be available on new contracts established through CAPPS 9.2, historical contracts won’t contain

this information. However, the information can be updated in CAPPS as


amendments or other updates are made on the contract at the request of

the contract manager.

Click on Contacts sub-module to navigate to this screen.

The three sections that come directly from CAPPS are located at the top of

the screen in boxes.

There are two panels under three boxes: Contract Contact List and Contract Address List. If the contract manager has added any additional contacts or

addresses for the contract, you can see them here.


To view additional information related to a contact or address, click on either

the hyperlinked Name or Address

7.7 Deliverables

The Deliverables module contains information related to any deliverable to include performance measures identified within the contract. The contract

manager is responsible for entering deliverables into this sub-module and

recording the deliverable status.

If there is a required deliverable or performance measure, you will see a summary table detailing the deliverable number, description, due date,

status and if the deliverable is classified as a performance measure.

If there are no deliverables, the screen will read "deliverables not found".

The summary table will show the status of each deliverable entered. A

contract manager cannot close a contract until all deliverables have a status.


To reveal more information and a link to any uploaded documentation, click

the hyperlink Deliverable No. Additional information includes specific information such as frequency of deliverable, documents uploaded, date of

receipt and acceptance date and performance measures tracking.


7.8 Risk

The Risk sub-module, accessible via the Contract module, is a compilation of

risk assessments performed for the contract, if an assessment has been performed. Contract managers are responsible for entering risk assessment

information.

Risk assessments are completed at a “point in time.” SCOR requires a

baseline risk assessment of six questions which are used to evaluate HHS

system risk, as required in the HHS Contract Management Handbook.

Program areas add additional risk elements to assess their program specific

contracts.

7.8.1 Risk Detail

When you click the Risk sub-module, a summary table shows all risk

assessments entered for the contract. The table shows the system-generated risk assessment number, the date of the assessment, the baseline

risk level (i.e., low, medium, or high) and the baseline risk assessment

template version utilized.

The risk assessment number is a hyperlink that provides details of a specific

assessment. Click on the hyperlink to show details related to a particular risk

assessment.


The detailed screen is divided into four sections: risk assessment summary,

legal entity information, contract information, and other risk factors.

Risk Assessment Summary

The risk assessment summary provides details related to when the risk

assessment was completed, the fiscal year, the primary risk assessor, the overall baseline level, as well as the baseline risk score. In addition,

information related to who last updated the information is available.

Baseline Risk Assessment

The baseline risk assessment is divided into two sections:

● Legal Entity Information

● Contract Information

The baseline risk assessment encompasses Risk Factors 1 – 6. You can see

the risk assessor evaluation for each item (Risk Level Score), along with

each individual area’s score and risk level.


Other Risk Factor

The other risk factor section documents additional risk factors the program

areas enter which accompany the baseline review. The score, weight and risk points associated to each factor is displayed. Dependent on a program

area’s business process, the other risk factors may be documented as a

single summary line.

7.8.2 Risk Reports

Multiple reports are available to help assess risk as found in the Reports module and the Standard Reports sub-module. All risk reports start with

“Risk”. For example, to provide contract managers the baseline risk assessment data, the Risk – Baseline Evaluation report is used to obtain

data needed to complete the baseline risk assessment.

7.9 Monitoring

The Monitoring sub-module is where contract managers document contract

monitoring activities. The monitoring sub-module consists of three sections:

● Event/Plan

● Results


● Questioned Costs

A summary table with previously entered monitoring information is

documented in the sub module. If no monitoring events have been recorded, the summary table will show “Total No. of Records: 0” and under the header

“Monitoring Events – No records found.”

If there is monitoring history, the summary table will display a summary of

those events. In addition, monitoring activities entered in the module are

viewable in the Contractor module, for the vendor associated with a contract. To view monitoring history at a contractor level, go to Section 9.5,

Contractor Monitoring History.

Historical Data in SCOR

You can see any monitoring information that migrated from HCATS to SCOR in the Monitoring sub-module. DFPS and Legacy DADS contracts that had

monitoring information migrated to SCOR, will be available for the last five fiscal years. Historical data for previous fiscal years is available within

HCATS.

To view monitoring information within the contract module and the

monitoring sub-module, search and locate the contract detail screen for a specific contract and then click on the Monitoring tab in the Main Header

Menu.

7.9.1 Monitoring Event

Monitoring events are individual events entered into the module. By clicking

the monitoring sub-module, the most recent monitoring event will appear at the top of the table, as indicated by the Event No. You can sort by the

headers to see the information in any order by clicking the header row

name. You may change the No. of records per page.

Definitions for fields within the Monitoring module can be found within

Appendix 13.2 Monitoring Definitions.


7.9.1.1 Monitoring Event Summary Table

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The table shows a high level summary of monitoring information established

within SCOR for a particular contract.

● Event No.

● Review Fiscal Year ● Review Type

● Review Location ● Review Reason

● Review Level ● Exit Date

● Add/Edit Results – allows you to see if results have or haven’t yet been

added for an event. o If results have been entered, a View Results button will appear.

o If results haven’t been entered, you won’t see any button under

this section, unless your role allows the entry of monitoring results.

7.9.1.2 Viewing Event Information

Click on an Event No. to see information for that particular event. In addition to the information in the Monitoring Event table, you can see the following

elements:

● Last Updated By

● Last Updated Date ● Plan Event Coordinator

● Review Schedule Date


If the monitoring event had adjustments, you can see applicable information related to the adjustment. If no adjustments have been made, the record

will show “Plan Adjustment – No Records Found”.

Adjustment fields include:

● Adjustment Request Date ● Adjustment Type

● Adjustment Reason ● Determination Date

● Determination ● Last Updated By

● Last Updated Date

7.9.1.3 Viewing Monitoring Result Information

View/Edit Result will appear under the Add/Edit Results column, if

monitoring results have been added. If the button displays Add Results, this indicates the event either has not yet happened or the results haven’t yet

been entered into SCOR.

To view results, click on the View/Edit Results button next to the applicable

monitoring event.


The monitoring results page provides information as documented by the contract monitor. For historical information where the Monitoring Lead is no

longer with the Agency, or is not an active SCOR user, this field will default to a <Data Conversion> user and append the Monitoring Lead name to the

Comment field.

7.9.1.4 Questioned Costs

Depending on program area, questioned costs may be referred to as “disallowances” or “recoupments”. In SCOR, this section is designed to

capture any dollar amount where the contractor is required to pay back

funds based on the outcome of a monitoring.

A button at the bottom of the monitoring results screen is labeled View

Questioned Costs. If your security role allows edit abilities on the contract

the button will indicate Add/Edit Questioned Costs.


You can see Questioned Costs entered for the related monitoring by clicking the button. If no questioned costs are entered, the View Questioned Costs

button won’t appear.

The Questioned Costs section contains the main contracts header, along with

header information related to the monitoring.

To go back to the Monitoring Results, click on Back to Results button. To go back to the Search or Contract Detail pages, click an appropriate button

within the main navigation bar.


7.10 Counties

The Counties sub-module contains county and region information, which is

specifically related to the contract. If a contract does not designate counties associated with a service area, the screen won’t contain any information. It

is the contract manager’s responsibility to keep this information accurate.

Counties are categorized by the HHS region in which they reside. In addition

to Texas counties, the contract manager has the ability to indicate if the contract is statewide, serving all Texas counties, or if the contract serves

out-of-state areas.

From the contract detail page, click on Counties.

When clicking the Counties sub-module, data will be collapsed, with three

fields at the top of the screen: Statewide, Out of State and LIDDA.

● Statewide – the Statewide checkbox shows the established contract

covers all Texas counties.

● Out of State –the Out of State checkbox shows the established contract covers counties outside of Texas.

● LIDDA – LIDDA is the acronym for Local Intellectual and Developmental Disability Authority. This field is specifically used when

the Purpose field indicates HCS, TxHmL, CDS HCS or CDS TxHmL. If the purpose field indicates one of these four programs, the field should

indicate the LIDDAs associated with the contract. If the purpose is not

one of the above four programs, the field should be blank.

Click on the Expand/Collapse All button or directly on an appropriate regional

panel to see the actual county.


At the bottom of the screen you may see the Last Updated By and Last

Updated Date.

7.11 Closeout

All contracts that have a contract status of “Expired” or “Terminated” must

have close-out activities performed to formally close out the contract.

Closeout activities are outlined in the HHS Contract Management Handbook.

Once the contract manager performs the close-out activities they will close out the contract on this screen. Once completed, the contract status will

change to “Closeout” and a System Closeout Date is established. The

establishment of the System Closeout Date starts the timeframe for record

retention.

If a contract is closed out in error, contact the PCS COS Administrator to

assist with editing the closeout status.

Once in the contract detail, click on Closeout within header menu bar to view

closeout information.


From here, you can see if Closeout activities have been completed and any

comments or documents that have been uploaded to document the closeout.

If the contract is currently in “CLOSED” status, you will be able to view the System Closeout Date, Comments regarding closeout, and any documents

that have been uploaded in support of closeout activities.

To see any documents uploaded related to close out activities, click on the

hyperlinked Files Uploaded.

7.12 Adverse Action

The adverse action sub-module is used to identify adverse actions applied to a contract. An adverse action may include a corrective action plan, removal

from the provider choice list (referral hold), suspension of payments (vendor hold), administrative penalties, liquidated damages, questioned costs,

suspension, termination, and debarment.

Data entry for this sub-module is limited to PCS COS staff.


7.12.1 Viewing Adverse Action data

To view adverse actions taken against a particular contract, once in the

contract detail module, click on Adv. Action tab.

After clicking on the Adv. Action tab, adverse actions recorded for the contract will be available on the table with a last modified date and a

tracking number. For Legacy DADS, fiscal years 2013 - 2017 data for community services contracts which utilized the SARC process has moved to

SCOR.

The Adverse Action Review tracking number is a system generated 7-digit number. For historical migrated information, the tracking number is the

number established for that event.

To view adverse action information related to an event, click on the tracking

number.


An expanded view of the adverse action table appears. At the top center of the expanded fields, the User can view the tracking number that was

chosen, along with the ability to Expand or Collapse All sections.


You can see the following sections for any referral. They only filled out if

applicable to the situation.

● Initial Referral: Records the initial intake of the Adverse Action Review referral. This section is a required section and must contain

information in order to establish a tracking number. ● Adverse Action Review: Records information pertinent to the outcome

of the adverse action review, to include the date the committee met,

the recommended adverse actions to be applied to the contract, and related comments.

● Reconsideration: Records information related to an informal review of the adverse action recommendations, as applicable.

● Executive Review: Records information related to the outcome for any Executive Review of the adverse action review recommendation and if

applicable, the reconsideration review. ● Administrative Hearing: Records information related to an appeal of an

adverse action recommendation.

7.12.2 Adverse Action Referrals

If any additional referrals were made based on the Adverse Action Review, a

list of those referrals is at the bottom left of the screen. The following

additional referrals are recordable on this screen: AAR, DFPS; DSHS; HHSC;

IG; Law Enforcement; Professional Board; SAO; VPTS; and Vendor Hold.


AAR = Adverse Action Review

IG = Inspector General (to include a fraud referral)

7.12.3 Adverse Action Documentation

Documentation related to the Adverse Action is uploaded directly to this sub-module. In addition, the documentation is viewable within Contract

Documents and Contractor Documents.

You may download documents directly from the Contract Documents sub-

module. Otherwise, you can open and save individual documents saved from

this screen.

You may download a document through the Contract Documentation module

without opening it. Otherwise, the document can be opened and saved from

this screen.

8.0 PROCUREMENT MODULE

Rev. 2019 07

For procurements that result in the establishment of a contract in CAPPS, PCS Procurement Staff will utilize the Procurement Module to upload the

procurement file. Required documents are based upon current procurement checklists, and timeframes associated with document uploads are set in

accordance with LBB requirements. Please note that the contract manager will retain the responsibility of uploading contracts and amendments to the

Contract History tab.

Currently, PCS Procurement staff are responsible for uploading procurement

file documentation for procurements in which the first contract established


off that contract was created 04/29/2019 and forward. PCS is currently working through a plan in order to upload procurement files related to prior

procurements.

8.1 Procurement Search

Rev. 2019 07

By selecting the Procurement Module tab, users gain access to the

Procurement Search page and have the option of searching either by

Procurement Number or Procurement Document Type.

After search criteria has been entered, results return at the bottom of the screen with procurement number(s) displaying as hyperlinks. Click on the

procurement number hyperlink to navigate to the Procurement Detail page.

8.2 Procurement Detail

Rev 2019 07


The Procurement Detail page provides users with a list of contracts and a library of documents associated with the procurement number entered. In

the Contracts List section, contract numbers display as hyperlinks and the system defaults to displaying 5 records per page. If more than 5 records are

available, users can utilize the pagination feature or update the number of

records that display per page.

Information captured within the Contracts List section includes the Legal Entity Name, Contract Begin Date, Contract End Date, Contract Manager,

and Procurement Type. To access contract information not captured within this section, users can click the contract number hyperlink and view

information within the Contract Module.


8.3 Procurement Library

Rev. 2019 07

The Procurement Library offers storage for documents related to a procurement that resulted in the establishment of a contract in CAPPS. As

documents are uploaded, they are stored under specific document types

which include:

● Correspondence ● DIR-SOW

● External Delegation/Approvals

● Internal Approvals ● Procurement Risk Assessment

● Public Information Copy ● Respondent Proposal – Legacy

● Solicitation – IFB ● Solicitation – Legacy

● Solicitation – RFA ● Solicitation – RFO

● Solicitation – RFP ● Solicitation – RFQ

● Supporting Documentation ● TXMAS Quotes

● Vendor Checks ● Vendor Response – Awarded

● Vendor Response – Nonawarded

Previously uploaded documents will appear in this section in table format with document names displaying as hyperlinks. Additional information

includes: Contract Number, Document Type, Document Name, Document

Source, and Date Uploaded.


The system defaults to displaying 5 records per page. However, if more than

5 records are available, users can utilize the pagination feature or update the number of records that display per page. If documents have not been

uploaded, the document library will display a message indicating “No

Records Found.”

8.3.1 View Procurement Documents

Rev. 2019 07

To open a document, or view additional information related to the document,

click on the hyperlinked Document Name.

After the procurement document panel expands, information is displayed in read only mode. Click on the document name hyperlink within this section to

view the document.


8.3.2 Download Procurement Documents

Rev. 2019 07

Two options are available for users to download one or multiple procurement documents that have been uploaded to the Procurement Library. You can

download all documents by clicking on the “Download All Documents” button. To download select documents, click on the check box under the

column “Select/Deselect” for each document you want to download.

After clicking one of the download buttons, the system creates a zip file with the selected documents and you will receive a prompt to save the zip file to

your computer. The zip file uses a standard naming convention that starts with a database id, in the event there are any files uploaded with the name

file name, and repeats the document name.

9.0 TPO MODULE

Rev. 2019 07

In addition to contracts, Transactional Purchase Orders (TPO) are also

recorded in SCOR.

A TPO is a point in time isolated purchase (purchase or release not affiliated

with an existing contractual relationship) that begins and ends with the delivery of a said good or service. There is no continued expectation or

relationship other than the warranty of the good or service to meet intended

expectations after the isolated acquisition of the good or service is satisfied. A TPO will not be longer than 12 months, will not have renewals associated

to them, nor will they be bilaterally signed contracts.


TPOs are not associated to a contract within CAPPS 9.2 Financials and are

not duplicative of contracts within the Contract module.

9.1 Search

The TPO search offers the ability to search by a base set of data elements,

which are viewable when you first go into the TPO module. You must enter

at least one of the search fields.

In addition, under the search field table, you will see a “Starts With” checkbox. When you use this box, the results only show contracts that start

with the criteria entered. This box applies to any search field that doesn’t

use a drop-down box. If you enter criteria in multiple free-form fields (non-drop down) and check the “Starts With” box, the system will look at each

criterion and only return results that “start with” the entered information.

Once you enter at least one criteria and hit the Search button, results will be displayed below. Just like Contracts, you can change the “No. of records per

page”.

In order to view TPO related information, click on the TPO No. hyperlink.


9.2 TPO Detail

The TPO Detail displays all information related to the TPO that has been

pushed from CAPPS 9.2 Financials to SCOR. The TPO Detail submodule is the

only screen for TPOs.

You will find a header table that contains the following contract data:


● TPO No. ● TIN

● Legal Entity ● Max TPO Amount

● Expenditures ● Status

● Begin Date

● End Date

The header table remains consistent among all sub-modules for that contract record. The definition of the fields within the TPO module are the same as

those in the Contract module. You can find the definitions in Appendix 13.1

Contract Detail Definitions.

Only PCS purchasers can update the information on this screen. If you are the lead contact for the TPO and believe the information needs updated,

send an email to Level 1 support: HHSC PCS CST

([email protected]).

9.3 TPO Document Library

Rev. 2019 07

The TPO Document Library contains documents related to the Transactional

Purchase Order that are uploaded by the PCS Procurement staff. All users

can view documents in the TPO Document Library.

Procurement files related to TPOs began with the inception of the TPO Document Library, so document library will only contain information related

to TPOs created 04/29/2019 and forward.

mailto:[email protected]


10.0 CONTRACTOR MODULE

The contractor module contains information about a contractor at the Legal

Entity. Within the contractor module, the following sub-modules are

available:

● Detail ● Ownership

● Single audit ● Monitoring history

● Document library

Each sub-module will be discussed within this section.


10.1 Contractor Search

Select the Contractor tab to begin a search. You may search by Contractor

Name, Doing Business As (DBA) Name, or Texas Identification Number

(TIN).

Results are sorted by Legal Entity Name as indicated by the ^. You may

change the sort order by clicking one of the other header names.

When you search by DBA Name, in addition to TIN and Legal Entity, a third

column “DBA Name” appears.

Under the search field table, you will notice a “Starts With” checkbox. When

you use this box, the results will only show contracts that start with the

criteria entered. See 9.1.1 “Starts With” Checkbox for further information

related to this checkbox.

A summary box displays the search results, which allows you to pick the

appropriate contractor.

The User must click the hyperlinked TIN to open the contractor record and

view data available within the sub-modules.

10.1.1 “Starts With” Checkbox

Examples of a search criteria under the Legal Entity Name field are below. In the first example the “Starts With” check box was not marked. In the second

example the “Starts With” check box was marked.

http://sharepoint.dads.txnet.state.tx.us/sites/COO/cos/Shared%20Documents/SCOR/User%20Guides/Starts_With#_9.1.1_


Example 1:

Search by Name “Dallas”. Results contain all legal entities whose name

contains “Dallas.” In this example, 482 records were found.

Example 2:

Search by Name “Dallas” and the “Starts With” box is marked. Results show only those legal entities whose names start with “Dallas”. In this example,

only 185 records were returned and all of the legal entity names begin with

“Dallas.”

10.2 Contractor Detail

Rev. 2018 10


Contractor detail shows the summary and detailed information related to the contractor across the HHS system, which you can filter by clicking the

additional hyperlinks to obtain contract information.

Once the search is complete, click on the hyperlinked TIN in order to view

summary information.

Once the User clicks on the hyperlink, a HHS Contract Summary is shown.


The PCS COS SCOR Team has the ability to indicate if the Contractor is in

Bankruptcy. Once notification is received that a contractor is under Bankruptcy protection, the Contractor Module is updated to reflect this

information. See yellow highlighted portion above. In addition, the Bankruptcy information will appear on all of the Contractor’s contracts on

the Contract Detail sub-module.

PCS COS will also update the Contractor Module to show if there is an

Indirect Cost Rate approved (through PCS COS Grants area) along with the Date of Acknowledgement. In addition, a copy of the Indirect Cost Rate

Approval Letter is uploaded to the Contractor Module and viewable on each

of the contracts associated with the Contractor.


Two summary tables are available, one for HHS Contract Summary and a

second for HHS TPO Summary. You can see a high level summary of contract and TPO information by agency. You can filter information based on

the specific status of a contract or TPO.

Both summary tables default to show contracts in Active status.

The summary table shows the number of contracts by each HHS agency. The list includes the expenditures for those contracts, their cumulative max

contract amounts and estimated total contract values. In addition, the table will show any Adverse Actions currently recorded in SCOR for that

contractor.

10.2.1 Filtering

You can filter the information in the summary tables to show summary information related to any contract status. However, you can’t chose

multiple statuses at this time.

10.2.2 View Specific Contract Detail

You can see specific contract detail related to the summary table by clicking

on the “Total No. Contracts” or “Total No. TPOs” hyperlinked number. You

can only see one set of data at a time.


Once you click on the number shown for “Total No. Contracts”, a contract

specific table is displayed. The table defaults to show 10 records per page;

however, you can adjust the records per page to show 20 or 30 records per page. To see a specific contracts detail, click on the “Contract No.” hyperlink

and SCOR will take the User to the Detail section within the Contract module. To view a different set of information, scroll back up to the tables

and click on a new hyperlink.

10.3 Ownership Information

To comply with the Centers for Medicare and Medicaid Services, SMDL #09-

001 and CMS-MIG Comprehensive Program Integrity Review Audit #CMS-PI-2011, ownership information is maintained in SCOR to help facilitate

required screening against the federal and state List of Excluded Individuals

and Entities (LEIE).

LEIE checks are required for contractors who participate in Medicare, Medicaid, the State Children’s Health Insurance Program and all Federal


health care programs (as defined in section 1128B(f) of the Social Security Act. When the HHS-IG has excluded a provider, Federal health care

programs are generally prohibited from paying for any items or services

furnished, ordered, or prescribed by excluded individuals or entities.

The information entered into this module is manually entered by PCS staff utilizing Form 5871, Disclosure of Ownership and Control Statement or

5871-S, Disclosure and Ownership and Control Statement – Short Form.

10.3.1 Ownership Detail

Once a contractor search has been conducted and you pick the appropriate

contractor from the results, you go to the Detail sub-module. From here,

click on the Ownership Information tab.

You can see current ownership information available for the contractor. If no

information is shown, then ownership information is not available for that

contractor.


The information in the Ownership sub-module is divided into two sections:

● Ownership Summary – Business Entity; and

● Ownership Summary – Individual Ownership/Control Interest OR

Managing Employees.

Both tables contain basic information related to ownership structure and also maintains historical information related to owners. The status on each line

shows if that business or individual is an active owner or a previous owner

(as indicated by “inactive”).

The Business Entity section includes detail related to any business entities who have an ownership interest in the legal entity the User selected. The

information will contain their entity name, EIN, entity type, percentage of

ownership and current status.


The Individual Ownership section includes a detailed list of any person who has an ownership/controlling interest in the legal entity or is a managing

employee. The table shows name, title, percentage of ownership and current

status.

10.4 Single Audit

Rev. 2018 10

The “Single Audit” page provides the ability to track correspondence (e.g., letters, notices, etc.) that the HHSC Single Audit Unit forwards to each of the

HHS agencies regarding contractor compliance with Single Audit

requirements. Additionally, single audit related communications between the

agencies and sub-recipients are maintained and tracked in this module.

The single audit sub-module is viewable by any user, however, the

information within it is maintained by PCS staff.

This single audit data is accessible via the Contractor module. The initial page is a summary of single audit activities and displays the S.No., Grantee

FY, and Audit No.

● S.No: system generated number

● Grantee FY: indicates the subrecipient fiscal year for the single audit

● Audit No: indicates the official audit number given in the report

To view specific detail related to a single audit, click on the S.No. hyperlink.

Once clicked the single audit details are displayed. The information displayed includes the lead coordinator, coordinating agency, Grantee FY, audit no.,

summary result risk, and financial viability risk.


Depending on the documentation received, information and documentation

will be uploaded into the sub-module.

● Lead Coordinator identifies the person assigned to coordinate the

single audit report and any necessary actions based on the report ● Coordinating Agency identifies the agency assigned to coordinate the

single audit report and any necessary actions based on the report.

● Subrecipient Fiscal Year identifies the activity related to the contractors fiscal year

● Audit No, Summary Result Risk, Financial Viability Risk may come

directly from the audit documentation submitted.

Documents associated with each entry are maintained in the system and can be viewed by clicking on the desired hyperlink under the Files Uploaded. In

addition, information uploaded in this module is viewable within the

Contractor Document Library.

10.5 Monitoring History

The monitoring history screen provides an overarching view of monitoring activities that occurred across the HHS system. To look at a contractor’s

monitoring history, you need to go to the Contractor module.


Once in the contractor module, search for the contractor you are looking for

(reference section 9.1). Once you find the contractor, click on “TIN” to open

the modules within Contractor.

When you click “TIN”, you will be in the Contractor Detail sub-module. Click

on the Monitoring History tab, to see all monitoring history for the vendor.

Once you click the tab “Monitoring History”, the Monitoring Events table will be shown. The default number of records, will be 10. You can change the

number of records from 10 to either 20 or 30.


The summary table details the following:

Field Name Description

Agency The Agency the monitoring event belongs to

Contract No The contract number for the monitored contract

Event No The event number established by SCOR

Purpose The contract purpose (from the contract detail screen)

Review FY The state fiscal year in which the monitoring took

place

Monitoring Begin

Date

The date the monitoring review began

Review Reason The review reason

To see a particular monitoring, click the Contract No. link.


When you click the desired contract number, you will go to the contract

detail screen.

From here, click the Monitoring tab to see monitoring detail.


Refer to section 7.9 Monitoring to navigate the Contract Monitoring sub-

module.

To get back to the Monitoring History page, use the back button to navigate back to original results. Depending on the number of clicks utilized, you

might not be able to return directly to the original results and might have to

start the process over.

10.6 Contractor Document Library

The contractor document library contains documentation related to a

contractor as a whole. Document types included within the Contractor

Documentation module include, but are not limited to:

● Bond

● External Correspondence ● Data Use Agreement

● Insurance

There is an “Other” value you can choose to upload additional supporting

documentation, as applicable. Documentation uploaded for the contractor is

viewable on the specific contracts related to that contractor.

To view documentation related to the contractor, search for the contractor on the Contractor search screen. Once you choose the apprpriate contractor

from the search results. they will land within the Contractor Detail sub-

module. From here click Document Library.

The User will see a summary table of documentation uploaded for the

contractor.


From here, view the document on the screen or download all or selected

documents.

10.6.1 View documentation on screen

To view the document on screen, click on the “Document Name” hyperlink that the User wishes to view. Additional information related to the uploaded

document will appear, such as last updated by and date and comments that

were entered when the document was uploaded.

To view the document, click on the “Documents Uploaded” hyperlink. The

document will open on your screen.


10.6.2 Download Documents

You have two choices to download documents:

● Download All Documents – by clicking the “Download All Contract

Documents” button. ● Download Selected Documents – by clicking the checkboxes under the

column “Select”. When you choose appropriate documents, click the

“Download Selected Contract Documents” button.

The system will ask if you wish to open or save the information.

Save

When you click Save, the zip file is saved to your “Downloads” folder your

computer in the zip file.

Open

If you click Open, the zip file opens and shows the individual documents

within the file. In order to then save the files to the computer, click “Extract

All”


You will be asked for the destination of the file, click browse and select the

appropriate location.


Once this is done, the individual files will have been extracted and saved to

the computer.

The zip file name given will be the legal entity name documents.

The naming convention for the individual files within the zip file follow the

below format.


The zip file uses a standard naming convention that starts with a database id (in case there are any files uploaded with the name file name), and repeats

the document name.

11.0 REVENUE CONTRACTS

Rev 2019 07

Revenue contracts have their own separate module. Unlike other contract

types that originate through CAPPS 9.2 Financials, revenue contracts are directly entered into SCOR by program areas. You must have the revenue

security role to create new revenue contracts.

Historical revenue contracts entered in HCATS didn’t move to SCOR.

The revenue module allows the tracking of general contract information, along with expected revenue and receipt of revenue. Revenue contracts are

reported to the LBB based on the revenue earned. The Revenue address was added during the Phase II, Stage Gate 2 release April 2019 and is required

for LBB reporting. Revenue leads must make sure this information is kept up

to date.

Once in SCOR, click on the Revenue tab on the navigation bar.

Once in the Revenue module, search and find contracts based on multiple

criteria.

11.1 Revenue Generating Contract Search

To get to a revenue contract’s detail, search and find the appropriate

contract. You can search by multiple factors.


11.2 Revenue Contract Detail

Rev 2019 07

Once you complete the search, click on the hyperlinked Rev. Gen. Contract

ID to view the detail.

Once clicked, you can see the detail related to the revenue contract. All information is manually entered into SCOR except for the Revenue

Generating Contract ID which is automatically assigned using a standard naming convention. All revenue generating contract IDs start with “HHSREV”

to distinguish these contracts from expenditure contracts.


In addition to general detail related to the revenue contract, contract specific

documentation, revenue address and revenue earned to date is available.


12.0 REPORTS MODULE

The reports module allows you to run a set of standard reports to help daily business operations. A list of standard reports, with description, criteria and

output fields is available in The Standard Reports Guide. This guide will be

posted along with the User Guide.

In addition, there might be specialized reports you can run in Business

Objects Web I based on security permissions.

12.1 Standard Reports in SCOR

To get to the list of standard reports, click the Reports tab

Once in Reports, you can see lists of the standard reports by section:

● Management: Contains reports statute requires or help management

with contracting activity. ● SCOR Administration: Contains reports that help PCS with quality

assurance and maintenance of SCOR. These reports are only available to PCS staff who have a specific security role.

● Standard: Contains all other reports that help staff in their day-to-day activity.

● My Contracts – contains reports meant to help contract managers with

their day-to-day activities. These reports return only information from

contracts in which you manage.

The reports are listed in alphabetical order. You can adjust the number of

reports shown on each page.

12.1.1 Running a report

Once you identify the report you want to run, clicks on the hyperlinked

report name.


After you click the report, a list of criteria will be shown. You can enter any

of the criteria to filter the information the report returns. An “*” indicates

any required criteria which will have a red box surrounding the field.

The report format automatically defaults to Excel. However, you can also choose CSV or PDF formats. Note that reports in CSV format will not show

any criteria utilized to run the report.

All reports will have a disclaimer noting if the report will be distributed outside the HHS system, the report must first be reviewed and approved by

PCS COS. It will indicate the system-of-record for financial information is CAPPS 9.2 and any distribution of financial information needs approval from

Financial Services.

12.1.2 Requesting COS Approval for Report Distribution

If you plan to distribute a report you out of SCOR, PCS COS approve the

report before distribution. Submit the request to the PCS SCOR mailbox. The email subject should read: SCOR Report External Distribution Request. Send

a copy of the report with the report name and any criteria used along with

the reason why the report is being distributed outside HHS.


12.2 Non-Standard Reports

If there is a report you can’t run using an established Standard Report within

SCOR, then PCS COS can utilize a WebI feature to generate the report. Based on the specifics of the request, COS can generate and send to the

business area, or post it within WebI and allow the business area to access

it.

12.2.1 Requesting Documents for Open Records and Audits

Rev. 2019 07

If you receive an open records request from HHS Open Records, and need to request copies of SCOR documents and the volume may be too large for you

to pull directly, submit a request to the PCS SCOR mailbox and we can utilize a new module in SCOR that allows us to pull documents from the

Contract Library, Procurement Library, TPO Library, Contractor Library or from all four libraries. The requestor may ask to receive all document types

available in each library or may specify the document types needed for the

request. The documents will be sent in a Zip file.

12.2.2 Requesting a Non-Standard (Ad Hoc) Report

Rev. 2019 07

If there is not a standard report that fits a reporting need, you can request PCS COS to run an ad hoc report for you. To request an ad hoc report,

submit a request to the PCS SCOR mailbox. The email subject should read: SCOR Ad Hoc Report Request. Send detailed information about the

requested report. PCS COS will work with the requestor to refine and

develop the request.

12.3 Requesting Access to Business Objects

WebI

Rev. 2019 07

If PCS COS has developed an ad hoc report for you and saved it to our Business Objects WebI environment, you can get access to WebI to the

report as needed. To do so, first contact the SCOR Mailbox to request access to WebI. The request will be sent to one of our WebI administrators

and they will request you to complete a form for the security. Once that is

established, PCS COS will direct you to request access in the HHS Portal for


the Advanced Reporting role in SCOR. What this role allows you to do is to access WebI through a link inside of SCOR instead of having to open a

different URL and sign in through that link.

The request for Advanced Reporting in SCOR can only be made by your

direct supervisor as they are the only ones able to see the role in the portal.

12.3.1 Business Objects WebI Link

Rev. 2019 07

Individuals with access to Business Objects WebI will automatically see the

link within SCOR.

Once the hyperlink is selected, the Web intelligence report viewer will launch

and users will have the ability to access posted reports.

13.0 ADMINISTRATION MODULE

Rev. 2019 07

The administration module is only viewable when a user has the Risk

Assessor or the Contract Assigner security role (outside of the System Administrator and Contract Oversight and Support). This module is not

available for general (read-only) users.


13.1 Risk Assessment

You can only see this screen if you have the Risk Assessor security role. Use

this screen for data entry purposes. It does not have any summary or detailed information. You can find information related to data entry to this

module the SCOR Contract Management Guide.

Accessing contract-specific risk assessment information is discussed in

Section 7.8 Risk of this User Guide.

13.2 Reassign Contract Manager

Rev. 2019 07

You can only see this screen if you have the Contract Assigner security role. This screen is used to reassign contract managers on contracts without

having to go into the individual contract. The role should be limited to only those staff who need the ability to change contract manager information

when contract managers may not be able to do so themselves or need to reassign mass number of contracts when staff leave. The contract manager

information can be updated through this screen for all contract status’

except for closed.

14.0 APPENDIX

14.1 Contract Detail Definitions

Rev. 2018 10

Field Name Field Definition

Contract No Unique identification number for Contracts (e.g. HHS000000100001)

TIN Texas Identification Number (TIN): Unique number used to identify a legal

entity in Texas. Created in the CAPPS financial system and relayed to the

Comptroller's TINs database, the TIN is

an 11-digit number consisting of a one-digit prefix number, a nine-digit base



number (EIN) and a one-digit self-

check number.

Legal Contractor Other party in the contractual agreement.

Current Contract Value Includes the value of the contract, any amendments, and any exercised

extensions or renewals; i.e. the total contract amount currently obligated to

date.

Total Expenditures Total cumulative expenditures related to the contract in CAPPS 9.2 Financials.

Status • Active – contract is currently within the contract period and

able to provide goods and/or

services. • Approved – contract has been

executed by both parties and established in SCOR, however

the begin date of the contract is in the future.

• Cancelled – only used for contracts that were created in

error. • Closed – contract close out

activities have been completed and recorded in SCOR (prior

status was Expired). • Closed – Termination Adverse –

contract close out activities have

been completed and recorded in SCOR (prior status was

Termination – Adverse) • Closed – Termination

NonAdverse – contract close out activities have been completed

and recorded in SCOR (prior status was Termination –

NonAdverse) • Closed – Termination Withdrawn

– contracts that were fully executed, however due to

various reasons the contract is terminated prior to the start date



(most commonly due to funds

not being available). • Expired – contract has passed

the end of the contract period

and is no longer available to provide additional goods and/or

services. • Hold* - indicates that there are

multiple “Holds” place on the contract.

• Hold – Appeals – contract has been placed on hold due to an

Appeal • Hold – Litigation – contract has

been place on hold due to litigation

• Hold – Payment – contract has been placed on hold for

payment/vendor hold

• Hold – Referral- contractor has been removed from interest list

to prevent new referrals of individuals for services.

• Termination – Adverse – contract ended prior to end date and

termination was due to an adverse action.

• Terminaton – NonAdverse – contract ended prior to the end

date and termination was due to

a non-adverse action.

Begin Date Effective date as listed in the terms of the contract.

End Date The end date as stated in the contract, including all amendments.

Contract Subject HHS system wide categorization of

contract.

Purpose Agency specific categorization of the

contract.

Other Subject Optional field to further describe the contract.



Classification Identifies whether a contract is used

primarily for direct consumption by an HHS Agency (Administrative) or for the

benefit of an Agency's clients (Client).

Goods/Services Denotes whether the contract solely provides goods, services or a

combination of both.

MOU/MOA Denotes whether the contract is an

MOU (Memorandum of Understanding)

or MOA (Memorandum of Agreement).

Interagency/Interlocal/Interstate Interagency: Contract between an

HHS agency and another agency. Interlocal: Contract between an HHS

agency and a state or local authority as defined by the Interlocal Cooperation

Act. Interstate Compact: Contract

between an HHS agency and a non-Texas state agency.

IntraSystem: Contract between HHS

system agencies (HHSC and DSHS)

Procurement Type Procedure employed to procure the

contract as defined by state and federal law.

Statewide Contracts Identifies if the contract is purchased

through the use of statewide contract. (Ex. Purchases from a CCG; CPA; DIR;

TCI; TIBH or TXMAS contract).

Work Order Master Contract Identifies contracts that have the

"Master Contract" designation and allows for the creation of sub contracts

via the Work Order methodology.

Contractor Reassignment Identifies if a contract has been reassigned during its lifetime to a

different contractor.

LBB Reporting Code LBB designated field which categorizes

contracts for reporting purposes.

LBB Purchase Category Purchase Category Code (PCC) as defined by the Comptroller

Agency Name of HHS agency responsible for management of contract.



Division Name of Division which holds

ownership of the contract.

Department Name of Department which holds ownership of the contract.

Section Name of the Section which holds ownership of the contract.

Enterprise Contract Indicates whether a contract can be

used by multiple agencies within the HHS system.

Contract Manager Name of individual responsible for managing the contract.

CTCM Exempt Identifies if the contract is Exempt or

not from having a contract manager who is a Certified Texas Contract

Manager (CTCM).

Lead Contact Individual responsible for

programmatic or other key aspects of the contract in conjunction with the

contract manager (may be the same as

the contract manager).

Purchaser Name of Purchaser who processed the

contract.

Created By Name of individual who originally

created the contract record.

Created Date Date the contract record was created.

Updated By Name of individual who last updated

the contract record.

Updated Date Date the contract record was last updated.

Recipient/Subrecipient/Contractor Subrecipient: Entity that receives a sub-award from a pass-through entity

to carry out a grant program; but does not include an individual that is a

beneficiary of such program.

Recipient: Entity that receives a federal award directly from a federal

agency to carry out a program or an entity that receives a state award

directly from a state agency to carry out a program.

Contractor: Entity that is not a subrecipient or recipient.



Federally Funded Denotes whether a Subrecipient

receives federal funds through the contract.

State Funded Denotes whether a Subrecipient or

Recipient receives state funds through the contract.

Matching Required Denotes whether the contract receives matched funds from an outside entity.

Fiscal Year End The month and day that denotes the

other parties’ fiscal year end.

DUNS No. Unique nine-digit identifier issued and

maintained by Duns and Bradstreet for a single business entity by location.

Federal Grant No. Federal Award Identification Number

(FAIN) assigned to all federal grants.

CFDA Number Unique identifier assigned to a Federal

program in the Catalog of Federal Domestic Assistance (CFDA).

Matching Fund Amount Total monetary amount provided by

non-HHS parties to the Current Contract Value of the agreement.

Is HIPAA Business Associate Denotes whether the Contractor is a HIPAA-covered entity that accesses

protected health information provided

by an HHS Agency.

Does Contractor Access

Confidential Information

Denotes whether the Contractor

accesses confidential information, as defined in the latest version of the

DUA.

Does contract include DUA and SPI?

Denotes whether the contract includes a DUA and SPI.

DUA/SPI Comment Additional comments related to DUA and SPI.

ACA Compliance Required Denotes whether the contract is

required to comply with Affordable Care Act (ACA) requirements. ACA

applies to Medicaid, Medicare and CHIP.

ACA Enrollment Date The date the provider was approved as enrolled, or re-enrolled into Medicaid.

ACA Risk Assigned ACA risk category assigned based on

provider type



Bonds Required Denotes whether the contract requires

a bond.

Contract DBA Name Other Party's "Doing Business As" name.

Facility Name The Facility name associated with the facility number.

Facility No. The facility number assigned by the

licensing authority.

First Fiscal Year The first state fiscal year in which the

contract is effective. This is a calculated field based on the contracts

begin date and corresponds to the state fiscal year.

HUB Status Denotes whether the Other Party is a

historically underutilized business (HUB)

Max Potential Contract Value Includes the value of the contract, amendments, and all extensions or

renewals regardless if they have been

exercised yet or not, i.e. the total amount both currently and potentially

obligated.

Insurance Required Denotes whether the contract requires

insurance.

Is Contract Open-Ended Denotes whether a contract has a definitive end date.

Is EIR Indicates if the purchase is related to Electronic and information resources

(EIR) goods and services (also known as Information and Communications

Technology, or ICT).

License No. The number associated to the License required in order to operate within a

program.

NPI/API NPI: The national provider identifier as

assigned by the National Plan and Provider Enumeration System (NPPES).

API: The atypical provider identifier assigned by the Agency.

Procurement Number Unique identifier for procurement or

master contract associated with the individual contract.

http://accessibility.hhs.texas.gov/

http://accessibility.hhs.texas.gov/



Renewals Remaining Count of remaining renewals under the

contract.

Total Renewals Count of total renewals under the contract.

Risk to Health and Safety Denotes whether the contract includes any requirements which may lead to

individuals from the Other Party having direct contact with consumers.

Is Reprocurement Required Identifies if the contract needs to be

reprocured?

Primary Payment Type The primary method used to pay the

contractor. • Contingency Fee – Contractor is

paid when a specific condition(s)

is met (e.g. recovery of funds, achievement of savings).

• Cost Plus Incentive – Contractor receives costs plus a percentage

of cost or fee • Cost Reimbursement –

Contractor reimbursed for allowable costs

• Fee for Service – Contractor paid a set fee per unit of service.

Typically rates are negotiated with the individual vendor and

may apply only to that vendor. An independent rate setting

process does not exist for the

contracted service. • Fixed Price – Contract is for a

firm fixed price. Payments are not affected by contractor actual

costs. • Progress Toward Completion –

Contractor paid percentages of total contract value as milestones

are reached. • Rate Based Payments –

Contractor paid at a pre-determined rate or fee per unit of

service which was established through a rate setting process.



The rate setting process typically

applies to multiple contractors who provide the service.

• Time and Material – Contract

paid based on hours and materials needed to perform a

task. • Non-Financial – there is no

exchange of funds related to the

contract.

14.2 Monitoring Definitions

Rev. 2018 10

Section Field Name Definition

Event Event No. System generated number

Event Review Fiscal Year

The fiscal year in which the monitoring review was held.

Event Review Type Specifies if the monitoring was an

Administrative, Fiscal, Program or Combined (both Fiscal and Program)

review.

Event Review Location Specifies if the review was onsite, or

desk review.

Event Review Reason Specifies if the review is due to Closeout, Complaint, Follow-Up; Risk Based or

Routine. Closeout – monitoring review that

occurs as part of the closeout process Complaint – monitoring review that

occurs in relation to a complaint investigation

Follow-Up – monitoring review specific to the follow-up of a specific non-

compliance issue. Risk Based – the monitoring review is

conducted due to the identified risk of the contract

Routine – monitoring conducted in

accordance with a routine



schedule/requirement outlined in TAC or

Policy.

Event Review Level Identifies if the review was comprehensive or targeted.

Event Plan Event Coordinator

The person who coordinated the monitoring plan

Event Review Schedule

Date

The month and year that the monitoring

will take place (mm/yyyy).

Results Monitoring Lead The individual identified as the lead for

the monitoring

Results Location The location where the monitoring occurred

Results Monitoring Begin Date

The date the monitoring began

Results Monitoring End

Date

The date the monitoring ended

Results Exit Date The date the exit was conducted (in

some cases the monitoring end date and exit are the same)

Results Revised Exit

Date

If the exit had to be held again due to a

revision, the date that revised exit was conducted.

Results Compliance Score

If your monitoring tool computes an overall compliance score, it is indicated

in this field. May be blank if tool does not compute a compliance score.

Results Significant

Findings (Y/N)

Notates if any significant findings were

found during the monitoring review as defined by business processes

Results Number of Significant

Findings

The number of significant findings (if Significant findings were Y)

Results Significant Findings

Description

A short description of the significant findings (if Significant findings were Y)

Results Monitoring Event

Referrals

Notates if any referrals were made based

on the monitoring review. Referrals include: AAR; DFPS; DSHS; HHSC; IG,

Law Enforcement; Professional Board;

SAO; VPTS; Vendor Hold

AAR = Adverse Action Review



IG = Inspector General (to include a

Fraud Referral)

Results Comment Any comments entered regarding the monitoring review

Results Last Updated By Name of individual who last updated the record

Results Last Updated

Date

Date of the last update to the record

Results Finding Type An agency specific list of potential

different findings related to monitoring. For some areas, these directly relate to

standards within developed monitoring tools

Results Instance Count Relates to either the number of times the

finding occurred during the monitoring, or in cases where individual standards

are scored within a monitoring tool, this is the score related to a monitoring

standard.

Questioned Costs

Initial Amount The amount identified as questioned costs during the monitoring review.

Questioned Costs

Adjustment to Amount

Any adjustment done to the questioned costs based on an appeal or judgement

Questioned

Costs

Disallowed

Amount

A SCOR calculated field, based on the

Initial Amount, plus or minus any adjustment amount.

Questioned Costs

Adjustment Reason

A dropdown used to describe why an adjustment was done to the initial

amount.

Questioned Costs

Date Request for Payment

The date the request for payment of the questioned costs was made with the

contractor.

Questioned

Costs

Repayment Plan

Approved

Indicates if a payment plan was

requested and approved by the contractor.

Questioned

Costs

Collection Status Indicates where in the collection process

the disallowance is. Choices are: Complete, Partial, Pending – Appeal;

Pending – Bankruptcy; Pending - Other

Questioned

Costs

Amount

Collected

An indicator of the actual amount

collected on the disallowance



Questioned

Costs

Complete Date The date the disallowed amount was

collected in full.

Questioned Costs

Last Updated By Indicates the individual who last made an update to the information on the page

Questioned Costs

Last Updated Date

Indicates the date the last update to the page was made.

14.3 Security Roles Table

Rev. 2018 10

The table below outlines the security roles available to users. The table

includes a short and long description, along with information related to what you can read, create, update or delete within the system. Please note that

there are some security roles that are specific to PCS staff only. These are

listed in their own section after roles applicable to all HHS staff.

The following roles are available to all HHS staff:

Role Short Description

Long Description SCOR Screen Relationships

User Read-only

permission.

The Contract

Manager Dashboard

will display on login.

Read-only

permission; no

update or delete

permissions, no

document upload

permissions.

Read: All Modules

Management Read-only

permission

that includes

an interactive

Executive

Management

Dashboard.

The Executive

Management

Dashboard will

display. Read-only

permission; no

update or delete

permissions, no

document upload

Read: All Modules




permissions. This

access only gives

the user the ability

to view the

Management

Dashboard and

associated Graph

Dashboard. This

role is currently

restricted to

Director level and

above with some

exceptions.

Contract

Manager

Modify

contract

records where

User is

assigned as

the Contract

Manager.

Contract Managers

are responsible for

executing their

assigned contracts

in accordance with

HHSC policies.

Contract Managers

have the permission

to modify/edit and

contract records

assigned to them

(User name =

<Contract

Manager> in

SCOR).

Read: All Modules

Update: Contract

Details; Close Out;

County/Region

Create and

Update: Contract

Risk Assessment;

Contract

Monitoring;

Contract Document

Library; Contract

History

Documentation

Create, Update,

Delete: Contract

Contact; Contract

Deliverables




Monitoring Enter and

modify

contract

monitoring

information

for any

contract.

The monitoring role

will be responsible

for entering

monitoring

event/plan, results,

and questioned

costs data in SCOR.

This role will have

read-only access to

all screens except

for Monitoring

screens; have the

permission to add

Monitoring Events,

Results, and

Questioned Costs.

Read: All Modules

Create and

Update: Contract

Monitoring;

Contract Document

Library;

Risk

Assessor

Enter and

modify

contract risk

assessment

information

for any

contract.

The Risk Assessor

role is responsible

for entering data

regarding Risk

Assessments. Risk

Assessors have

permission to

modify risk

assessment data in

the Contract Risk

Assessment

module, plus also

have access to a

separate Risk

Assessment

Management

module, where they

Read: All Modules

Create and

Update: Contract

Risk Assessment,

Risk Assessment

Entry




may search by

specific contract

number and enter

data for risk

assessments.

Deliverables Enter and

modify

contract

deliverables

information

for any

contract.

The Deliverables

role is responsible

for entering data

related to contract

deliverables. This

role has read-only

permissions, except

for full permissions

in the Deliverable

module.

Read: All Modules

Create, Update

and Delete:

Deliverables Detail

Create and

Update: Contract

Document Library;

Documenta-

tion

Upload

documentatio

n related to

any contract

and upload

contractor

library

documents.

The Documentation

role is responsible

for uploading

contract related

documents to the

Contract Library.

The Documentation

role will have read-

only permission to

other modules in

SCOR.

Read: All Modules

Create and

Update: Contractor

Document Library;

Contract Document

Library

Revenue Create and

modify

Revenue

contract

details

The Revenue role is

responsible for

entering and

maintaining contract

detail related to

Users assigned

revenue contracts.

Read: All Modules

Create and

Update: Revenue




Contract

Assigner

Modify the

contract

manager

name through

special screen

access.

This role allows the

re-assignment of

the contract

manager for

contracts in mass

where the contract

manager is not

available to make

the update.

The following roles are only available to PCS staff:

Role Short

Description

Long Description SCOR Screen

Relationships

Adverse

Action

Approver

Limited to PCS

staff. Enter and

modify Adverse

Action Review

data.

The Adverse Action

Approver role is

responsible for

reviewing and

entering Adverse

Action Review data,

plus may upload

contract-related

documents in SCOR.

Read-only

permission for the

rest of SCOR.

Read: All Modules

Create, Update:

Adverse Action

Review; Contract

Document Library;

Contractor

Assessor

Limited to PCS

staff.

Contractor

level access to

upload

documents and

enter/modify

Single Audit

The Contractor

Assessor is

responsible for

evaluating the

contractor

performance. The

Contractor Assessor

has permissions to

Read: All Modules

Create, Update:

Ownership

Information; Single

Audit; Contractor

Document Library




and Ownership

information.

upload documents to

the Contractor

Library, enter and

modify data in Single

Audit, and enter and

modify data in the

Ownership

Information module.

Purchaser Limited to PCS

staff. Modify

any

Transactional

Purchase Order

(TPO) records.

Ability to edit/modify

Transactional

Purchase Orders

(TPOs) in SCOR

(regardless of who is

assigned as <Lead

Contact>).

Create, Update,

Delete: TPO Detail

Update: TPO Status

Level 1

Support

Limited to PCS

staff.

Responsible for

basic customer

issues and

technical

support.

The Level 1 Support

role is responsible

for assisting PCS

with improving data

quality in SCOR, with

troubleshooting

reported problems

and finding the root

cause of incorrect

data. This role has

slightly less

permissions in SCOR

than the Sys Admin.

System

Admin

Limited to PCS

staff.

Responsible for

overall SCOR

application

Responsible for the

day-to-day operation

of SCOR, including

configuration,

upkeep, etc. Ability




upkeep and

system

configuration.

to update and

configure the lookup

table dropdown

values. Has

permissions across

the agencies.

System Admins are

personnel in PCS.

Has permission to

modify the

<Contract Status>

manually. Has the

highest level

permissions in SCOR.

Contract

Oversight

Limited to PCS

staff. Modify

contract

records for any

contract (no

assignment

restrictions).

The Contract

Oversight role is

responsible for

ensuring that the

agreed upon services

are provided at all

levels within the

scope of the

contracts. Within

SCOR, this means

they have the

permissions of a

Contract Manager,

plus higher level

permissions to

modify data for any

contracts (no

assignment

restrictions).