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(Manage System Payout Schedules)
(Update SAM Information to GovFlex System)
 
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*Set "Schedule Payout Date" field to the next day.
 
*Set "Schedule Payout Date" field to the next day.
 
*Then the system process will run again during house keep overnight.
 
*Then the system process will run again during house keep overnight.
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===Update SAM Information to GovFlex System===
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Update SAM Information to GovFlex System
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# Go to the System For Award Management (SAM) web site: https://www.sam.gov/
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# Click the Data Access tab
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# Scroll down to the Entity Management Extracts Public Data Package section
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# Copy the link address for the ASCII Monthly File, right click on the current Public ASCII Monthly link.
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##In this example the value for the link is:
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https://www.sam.gov/SAM/extractfiledownload?role=WW&version=SAM&filename=SAM_PUBLIC_MONTHLY_20190602.ZIP
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# Go to the admin area in the GovFlex site and after login as administrator go to: Manage Add-ons > GovProp SAMS Data Loader and click on the GovProp SAMS Sync Process table.
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# Add a new record with the following information:
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##Name, SAM Data Url (link captured) and for Process Status field, select (Process request)
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# Press OK to save.
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# Go to Manage Addons> GovProp SAMS Data Loader> samsSyncProcess Task
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# To review the process, use the GovProp SAMS Sync Process table and check the Process End Date field.

Latest revision as of 20:46, 12 June 2019

Documentation for GovFlex

Website can be found at govflexapp.com Staging server is govstaging.sitefpo.com UAT server is govtesting.sitefpo.com

Contents

Terms

Roles

Company users must have their role set in their People record in the GovFlex User Role field and have the box allowAccess checked.

Admin
Employees of GovFlex with access to the administrative back end of the website. They have "Administrator" checked in their user record.
Contractors
These are the clients of GovFlex who are government contractors looking for consultants to complete work for them. They sign up for an account by clicking on Find Consultants.
  • Account User (AU) role - Can find experts; view project details; shortlist.
  • Project Owner (PO) role - Can do the above and create projects; and invite quotes from consultants*
  • Authorized Payer (AP) role - Can do the above and authorize project estimates; pay Processing Fee (account verification) for project. (This role is set during payment of engagement fee.)
  • Account Admin (AA) role - Can do the above and set roles for account users and add/edit account users.


Consultants must have the field Consultant checked in the Consultant tab of their people record.

Consultants
These are the clients of GovFlex who are looking for work from government contractors. They will have the field "Consultant" checked in their People record under the CONSULTANT tab. They sign up for an account by clicking on Find Work.

How-To

Edit Settings

  1. Login and go to ADMIN.
  2. Click on SETTINGS, GOVFLEX SETTINGS.
    1. -FIELD HELP CONTENT: Enter Help text for Item Help and Bank Routing Help.
    2. -SIGN UP FORM CONTENT: Enter text for the Check Payment Acknowledgement and Thank You Form.
    3. -EMAIL ADDITIONAL CONTENT: Enter text for the System Emails.
    4. -MESSAGE SYSTEM NOTIFICATION CONTENT: Enter text for System Notifications.
    5. -MILESTONE ITEM:
      1. GovProp Milestone Invoice Item-On Demand: Select the item to be used to calculate the charges for work completed by the consultant when Pay Upon Receipt is selected in Billing Terms. (Note: This item should be set to ON-DEMAND REQUIRED in the Pay Method Compatibility field in the PURCHASE tab of the item.)
      2. GovProp Milestone Invoice Item-Billing: Select the item to be used to calculate the charges for work completed by the consultant when Pay Upon Receipt is selected in Billing Terms. (Note: This item should be set to BILLING ALLOWED in the Pay Method Compatibility field in the PURCHASE tab of the item.)
      3. GovProp Invoice Authorization Item: Select the item to be used to calculate the GovProp processing fee. (Note: This item should be set to ON-DEMAND REQUIRED in the Pay Method Compatibility field in the PURCHASE tab of the item.)
      4. AMERIFACTORS INVOICE LAYOUT: Select the layout for the invoice from the factoring company.
      5. AMERIFACTORS INVOICE MESSAGE TO FACTORING COMPANY: Type in messahe to factoring company on invoice from GovProp.
    6. -INTERCOM: Enter the Intercom App ID and Secret Code.
    7. Click OK to save changes.

Set Up Categories for Contractors to Select From During Sign Up

  1. Login and go to ADMIN.
  2. Click on MANAGE ADD-ONS, GOVPROP DATA, GOVPROP SYSTEM CATEGORIES.
  3. Click ADD.
  4. Type in the NAME for the category.

Click OK to save changes.

Set Up Sub-Categories for Contractors to Select From During Sign Up

  1. Login and go to ADMIN.
  2. Click on MANAGE ADD-ONS, GOVPROP DATA, GOVPROP SYSTEM SUBCATEGORIES.
  3. Click ADD.
  4. Type in the NAME for the sub-category.
  5. Select the CATEGORY that this sub-category applies to.

Click OK to save changes.

Enter Government Departments to Appear in Drop Down During New Project Creation

  1. Login and go to ADMIN.
  2. Click on MANAGE ADD-ONS, GOVPROP DATA, GOVPROP SYSTEM GOVERNMENT DEPARTMENTS.
  3. Click ADD.

Click OK to save changes.

Enter Government Agencies to Appear in Drop Down During New Project Creation

  1. Login and go to ADMIN.
  2. Click on MANAGE ADD-ONS, GOVPROP DATA, GOVPROP SYSTEM AGENCIES.
  3. Click ADD.
  4. Select the Government Department that this agency is associated with.
  5. Type in the NAME for the agency.
  6. Type in the ACRONYM for the agency.
  7. Upload an image for the agency.

Click OK to save changes.

Enter GovProp System Availabilty to Appear for Consultants

  1. Login and go to ADMIN.
  2. Click on MANAGE ADD-ONS, GOVPROP DATA, GOVPROP SYSTEM AVAILABILITY.
  3. Click ADD.
  4. Type in the name, such as "10 Hours per week".

Click OK to save changes.

Enter GovProp System Business Types to Apply to Companies

  1. Login and go to ADMIN.
  2. Click on MANAGE ADD-ONS, GOVPROP DATA, GOVPROP SYSTEM BUSINESS TYPE.
  3. Click ADD.
  4. Type in the name, such as "Sole Proprietorship".

Click OK to save changes.

Enter GovProp System Categories to Select for Projects

  1. Login and go to ADMIN.
  2. Click on MANAGE ADD-ONS, GOVPROP DATA, GOVPROP SYSTEM CATEGORIES.
  3. Click ADD.
  4. Type in the name, such as "Administrator & Support Services".

Click OK to save changes.

Enter GovProp System Sub-Categories to Select for Projects

  1. Login and go to ADMIN.
  2. Click on MANAGE ADD-ONS, GOVPROP DATA, GOVPROP SYSTEM SUBCATEGORIES.
  3. Click ADD.
  4. Type in the name for the sub-category, such as "Staff Augmentation".
  5. Type in the name for the parent category, such as "Administrator & Support Services".

Click OK to save changes.

Enter GovProp System Company Certifications to Select for Companies

  1. Login and go to ADMIN.
  2. Click on MANAGE ADD-ONS, GOVPROP DATA, GOVPROP SYSTEM COMPANY CERTIFICATIONS.
  3. Click ADD.
  4. Type in the name, such as "Company Certification 1".

Click OK to save changes.

Enter GovProp System User Certifications to Select for Consultants

  1. Login and go to ADMIN.
  2. Click on MANAGE ADD-ONS, GOVPROP DATA, GOVPROP SYSTEM USER CERTIFICATIONS.
  3. Click ADD.
  4. Type in the name, such as "User Certification 1".

Click OK to save changes.

Enter GovProp System Funding Terms to Select for Project Payment

  1. Login and go to ADMIN.
  2. Click on MANAGE ADD-ONS, GOVPROP DATA, GOVPROP SYSTEM FUNDING TERMS.
  3. Click ADD.
  4. Type in the name, such as "Net 15 (3.5%)".
  5. Type in the Fee % to charges, such as "3.5".
  6. Type in the Alpha Sort Order in the drop down list, such as "1".

Click OK to save changes.

Set Up Tiles to Appear on Contractor Dashboard

  1. Login and go to ADMIN.
  2. Click on MANAGE ADD-ONS, GOVPROP DATA, GOVPROP SYSTEM INFO BOXES.
  3. Click ADD.
  4. Enter the Title of the Tile, the URL of the image for the background, and and alpha sort order.
  5. Click OK to save changes.

Set Up Mobile Carriers that Consultant Can Select in Their Profile

  1. Login and go to ADMIN.
  2. Click on MANAGE ADD-ONS, GOVPROP DATA, GOVPROP SYSTEM MOBILE CARRIERS.
  3. Click ADD.
  4. Enter the Name of the carrier, such as "Altel".
  5. Enter the SMS Gateway, such as "@sms.alltelwireless.com".
  6. Enter the MMS Gateway, such as "@mms.alltelwireless.com".
  7. Upload an image to associate to this carrier, if desired.
  8. Click OK to save changes.

Add NAICS Codes that Companies Can Select in Their Profile

  1. Login and go to ADMIN.
  2. Click on MANAGE ADD-ONS, GOVPROP DATA, GOVPROP SYSTEM NAICS CODES.
  3. Click ADD.
  4. Enter the Name of the industry code, such as "Agriculture, Forestry, Fishing and Hunting".
  5. Enter the Code Number, such as "11".
  6. Click OK to save changes.

Add/Change GovProp Plans that Companies Can Select

  1. Login and go to ADMIN.
  2. Click on MANAGE ADD-ONS, GOVPROP DATA, GOVPROP SYSTEM PLAN INFORMATION.
  3. Click ADD or open one of the existing plans to edit.
  4. Select the Membership Type, # of Support Hours and Project Limit.
  5. Also set the Plan Fee, which is the GovProp processing fee charged based on the membership type.
  6. Click OK to save changes.
  7. Note: If the Membership Type is new, you must first go to TOOLS, INVOICE MANAGER, DATA, ITEMS and click ADD to add a new Membership Item. Here you will enter the plan name, the Regular Price and select Any Pay Method in the Purchase tab, Pay Method Compatibility field. Click OK to save changes. Then go back to the GovProp System Plan Information to complete that step.

Add System Project Statuses that Can Be Selected for a Project

  1. Login and go to ADMIN.
  2. Click on MANAGE ADD-ONS, GOVPROP DATA, GOVPROP SYSTEM PROJECT STATUS.
  3. Click ADD.
  4. Enter the Name of the project status, such as "Submitted".
  5. Click OK to save changes.

Enter Text to Appear in System Roles Drop Down

  1. Login and go to ADMIN.
  2. Click on MANAGE ADD-ONS, GOVPROP DATA, GOVPROP SYSTEM ROLES.
  3. Click ADD.
  4. Enter the name of the status.
  5. Click OK to save changes.


NOTE: There are 3 roles in the system set with this table:

  • Account User (AU) role - Can find experts; view project details; shortlist.
  • Project Owner (PO) role - Can do the above and create projects; and invite quotes from consultants*
  • Account Admin (AA) role - Can do the above and set roles for account users and add/edit account users.

Enter Security Clearance Types

  1. Login and go to ADMIN.
  2. Click on MANAGE ADD-ONS, GOVPROP DATA, GOVPROP SYSTEM SECURITY CLEARANCES.
  3. Click ADD.
  4. Enter the name of the clearance.
  5. Click OK to save changes.

Enter Fields to Appear Under Company Snapshot on Contractor Dashboard

  1. Login and go to ADMIN.
  2. Click on MANAGE ADD-ONS, GOVPROP DATA, GOVPROP SYSTEM SNAPSHOTS.
  3. Click ADD.
  4. Enter the name of the field.
  5. Enter the alpha sort order.
  6. Click OK to save changes.

Enter System Verifications to Select for Consultants

  1. Login and go to ADMIN.
  2. Click on MANAGE ADD-ONS, GOVPROP DATA, GOVPROP SYSTEM VERIFICATIONS.
  3. Click ADD.
  4. Enter the name of the verification, such as "Silver".
  5. Click OK to save changes.

Enter System Willing to Travel to Select for Consultants

  1. Login and go to ADMIN.
  2. Click on MANAGE ADD-ONS, GOVPROP DATA, GOVPROP SYSTEM WILLING TO TRAVEL.
  3. Click ADD.
  4. Enter the name of the consultant's availability to travel, such as "No, I am not willing to travel".
  5. Click OK to save changes.

Set Up Accounts for Billing Terms

  1. Login and go to ADMIN.
  2. Click Tools, Invoice Manager.
  3. Click on the Account Name.
  4. Select Charge Method "Bill and Fulfill Now".
  5. Enter the Credit Limit for the Account.
  6. In the Custom Invoice field select the invoice for Amerifactors.
  7. Click OK to save changes.

Manage References/Ratings

  1. Login and go to ADMIN.
  2. Go to GovProp Data>>Consultant Ratings table>>delete the record(s) for the ratings you want to remove.
  3. Go to GovProp Data>>Consultant Reference table>>edit the record(s)>>uncheck the "Completed" box towards the bottom of the Details tab.
  4. When the user resubmits the survey, the average is populated in the Consultant Review tab of the person record.
  5. Until the new ratings are averaged, to update the consultant average, you would need to manually calculate the rating. Go to Consultant Ratings table>>set a column for "Result Rating">>filter for the user>>calculate the average of the Result Rating sum.
  6. Go to Manage Users>>People>>edit the record for the consultant>>go to the Consultant Review tab>>edit the "Average Review" field>>click OK to save

Manage Stripe

Consultants must set up their payment information with Stripe by clicking on the Payment Info tab on their dashboard.

Information needed to complete setup is listed below:

  1. EIN/SSN: text input , required- based on choice above
  2. DOB: date input, required
  3. Account Holder name: Text input, required
  4. Routing number: text input, required (Stripe test number 110000000)
  5. Account number: text input required (Stripe test number 000123456789)


NOTE: Consultants will be payed automatically the number of days after the company pays GovFlex set in Admin>Settings>GovProp Settings>Stripe tab.

The consultant associated to the engagement on the invoice is only paid on paid invoices for the following items:

  1. Expenses
  2. Milestone Invoice Item-On Demand
  3. Milestone Invoice Item-Billing


To set a new item to be paid automatically to the consultant, go to Admin>Tools>Invoice Manager>Data>Items. Open the item and check the box "Pay to Consultant" in the GovFlex tab. Click OK to save.

Manage Impersonation


NOTE: There are 3 users that may use Impersonation:

  • CSA - This user is created by a GovFlex Admin and will only have access to the CSA Dashboard.
  • Company User (Admin) - This is a Company user Admin who will have an option for CSA Dashboard in the user menu of their company dashboard.
  • Consultant User (Admin) - This is a Consultant user Admin who will have an option for CSA Dashboard in the user menu of their consultant dashboard.


  1. A new CSA must be created by a GovFlex Admin.
    1. Go to Admin>>Manage Users>>People>>add person record. Must create a UN and PW. Must be in the CSA Group. Click OK to Save and provide the user with the UN and PW to login.
    2. The new CSA will login with the UN/PW provided and only have access to the CSA Dashboard. Here the CSA will be able to Impersonate, or click on one of the two Demo Accounts.
    3. When the CSA is ready to end Impersonation, click on Stop Impersonation link in header, to return to CSA Dashboard.
  2. A Company user Admin will have the Admin box checked in the user record under the Permissions tab.
    1. This Company user Admin will have an option for CSA Dashboard in the menu drop down on the company dashboard.
    2. This user will be able to Impersonate, or click on one of the two Demo Accounts.
    3. When the user is ready to end Impersonation, click on Stop Impersonation link in header, to return to CSA Dashboard. User may then Impersonate or return to Company User Dashboard.
  3. A Consultant user Admin will have the Admin box checked in the user record under the Permissions tab.
    1. This Consultant user Admin will have an option for CSA Dashboard in the menu drop down on the consultant dashboard.
    2. This user will be able to Impersonate, or click on one of the two Demo Accounts.
    3. When the user is ready to end Impersonation, click on Stop Impersonation link in header, to return to CSA Dashboard. User may then Impersonate or return to Consultant User Dashboard.


NOTE: To Manage the Impersonation settings, go to Admin>>Settings>>GovProp Settings>>Impersonation tab.

  • From the Impersonate Group drop down, select CSA Group
  • In the Consultant ID to Impersonate field, enter the ID for the Consultant dashboard to be used as the Demo Consultant account.
  • In the Company ID to Impersonate field, enter the ID for the Company dashboard to be used as the Demo Company account.

Manage Opportunity Search


NOTE: The following applies to the Set Aside and Opportunity Type filters:

  • Set Aside- populated from table in Admin>>Manage Addons>>GovProp Data>>GovProp System Business Type
  • Opportunity Type- populated from table in Admin>>Manage Addons>>GovProp Data>>GovProp Opportunities Types

Manage Pipeline

This feature enables you to develop a sales pipeline by adding your own opportunities or by adding ones available in the Opportunity Search feature.

Pipeline Default Stages and Percents:

  • Lead: 0%
  • Capture Planning: 10%
  • Proposal Development: 20%
  • Pending Award: 30%
  • Post Award: 40%
  • Stage-6: 60%
  • Stage-7: 80%
  • Stage-8: 100%

Manage System Payout Schedules

This table is a record of the payouts scheduled.
In the case there is an error reported in the payout result, these are the steps to take so the system runs process again:

  • Edit the record.
  • Clear the "Execution Date" field.
  • Set "Schedule Payout Date" field to the next day.
  • Then the system process will run again during house keep overnight.

Update SAM Information to GovFlex System

Update SAM Information to GovFlex System

  1. Go to the System For Award Management (SAM) web site: https://www.sam.gov/
  2. Click the Data Access tab
  3. Scroll down to the Entity Management Extracts Public Data Package section
  4. Copy the link address for the ASCII Monthly File, right click on the current Public ASCII Monthly link.
    1. In this example the value for the link is:

https://www.sam.gov/SAM/extractfiledownload?role=WW&version=SAM&filename=SAM_PUBLIC_MONTHLY_20190602.ZIP

  1. Go to the admin area in the GovFlex site and after login as administrator go to: Manage Add-ons > GovProp SAMS Data Loader and click on the GovProp SAMS Sync Process table.
  2. Add a new record with the following information:
    1. Name, SAM Data Url (link captured) and for Process Status field, select (Process request)
  3. Press OK to save.
  4. Go to Manage Addons> GovProp SAMS Data Loader> samsSyncProcess Task
  5. To review the process, use the GovProp SAMS Sync Process table and check the Process End Date field.