Fairfax County Department of Administration for Human Services   Contracts  & Procurement Management

Fairfax County
Department of Administration for Human Services Contracts & Procurement Management
Web‐based Reporting & Invoicing System
(WebR)
Provider User Guide
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Table of Contents
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Introduction……………………………………………………......................................
Log On …………………………………………………………..…………………………..
Password Information ……………………………………………………………….
Accessing Contract Reports………………………………………………………...
Main Provider Menu
Contract List
Contract Information Matrix & Report Status Icons ……………………
Monthly Demographic Report …………………………………………………...
Quarterly Program Report ………………………………………………………...
Leveraging Report
Service/Outcome Report
Expenditure Report ………………………………………………………………….
Request for Funds …………………………………………………………………….
Approved/Rejected Reports ..……………………………………………………
Reviewing Previous Year Information ……………………………………….
Contact Information ………………………………………………………………....
Additional Contracts Management Information …………………………
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Introduction
The web‐based reporting and invoicing system (WebR) is implemented by the Department of Administration for Human Services, Contracts Management. WebR allows users to electronically submit program, invoice and financial information to the County. This guide provides a step by step process for accessing and completing and submitting the request for funds, quarterly program, demographic, and financial reports. Reports are due the 15th day following the period covered by the report. The request for funds should be submitted the 15th day prior to the first of the quarter to ensure timely payments.
The Systems Administrator is listed on the application to assist with access problems and technical difficulties as needed. For more information or reasonable ADA accommodations, please call 703‐324‐
5551, TTY 711. 3
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WebR Provider User Guide
Logging On
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Logging On
To access WebR, the County Web Application
Delete the information and type in the URL:
www.fairfaxcounty.gov/webr
Click on Go
NOTE: For easy access, save the web address as a favorite on your browser
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Log‐on Screen
Enter your User Name and Password.
The user name and password must be entered as assigned and are case sensitive.
Click on the Logon button to access the application.
If you are unable to log on, use the contact information listed on the application. 6
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WebR Provider User Guide
Password Information
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Password Information
The County’s System Administrator (SA) will assign a User ID and password that will allow access to the system for the first time.
Complete all required fields, review the information for accuracy, and click on “Save Changes” to enter the system. The answer to your personal question must be two or more characters.
You may select the reset button to correct all fields or make changes in a specific field by clicking on the field. Note: All providers must provide the names and email addresses for all individuals designated to use the WebR System to their Contract Analyst.
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Password Information
Access to the system is complete and you may continue to contract forms, view past fiscal years or view your personal account to revise your password information.
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Password Information
Personal accounts are maintained by each user. You may change your user ID and password after the initial setup.
To access this information, click on “User Maintenance”.
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Password Information
The screen to change your information will be displayed.
The personal question may also be changed.
Once the information is revised, click on “save changes”. NOTE: Please notify the System Administrator or your Contract Analyst of any email address changes. Failure to do so will affect your ability to receive email messages regarding your reports.
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Password Information
A message will be displayed indicating that the information was successfully changed. Revised June 2010
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Password Information
When logging on, if an incorrect password is typed or you forget your password, the following message will be displayed: “Password is invalid. Try again”.
You may try again or click on the “Forgot Password”
to continue your access the system.
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Password Information
Type in your email address and click on “next” to continue.
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Password Information
Your personal question will be displayed for your response. Type in your response and click “Answer”.
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Password Information
Type in your new password; verify the by retyping it.
Click the “Update”
button to proceed to the next screen.
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Password Information
The “Provider Menu” screen will be displayed with “your password has been changed”
message. Access to the system is now complete. An automatic email message will be sent to the System Administrator and the person making the change to confirm that your WebR password was changed.
If you did not change the password, you will be asked to please contact the System Administrator immediately.
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WebR Provider User Guide
Accessing Contract Reports
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Accessing Contract Reports ‐
Main Provider Menu
After logging on, the provider home page will be displayed to access Contract Forms, View Past Contracts, User Maintenance and Logout options.
Click on Contract Forms to access program reports and financial information.
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Accessing Contract Report Forms –
List of Contracts
Click on the appropriate contract number to view the contract report matrix.
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Accessing Report Forms ‐ Contract Information Matrix
Select the desired reporting period and the report to be completed. To complete a report double click the “X”
for one of the following: Monthly Demographic Report
Financial Statement Request for Funds Quarterly Program Report
The yellow bar indicates reports currently due.
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WebR Provider User Guide
Contract Information Matrix
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Contract Information Matrix –
Report Status Symbols
There are five possible stages for your reports; checkmark, draft, hourglass, error and an “X”, Each has an icon that indicates the status of the report.
The symbols and definitions for each icon are listed at the bottom of the matrix on the contract information page.
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WebR Provider User Guide
Monthly Demographic Report
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Monthly Demographic Report
Enter data in all required fields. Fields with a blue asterisk require data input.
(The system does not allow the households numbers to be greater than client numbers.)
The gray sections are non‐
enterable fields.
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Monthly Demographic Report
The information may be saved in draft prior to completion and/or for the program manager’s review.
The note section may be used to provide additional information but should be brief, no more than four lines.
The reset button is used to clear the screen to re‐enter data. Once the report has been completed and reviewed, submit to the contract analyst.
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Monthly Demographic Report
The system will automatically record the name of the person completing and reviewing/approving the report. The date of completion and submission (to the Contract Analyst) is also date stamped by the system. All contract reports are formatted with these features.
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WebR Provider User Guide
Quarterly Program Report
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Quarterly Program Report
The quarterly program report consists of two sections; leveraging information and service/activity and outcomes. Enter the data for all required fields for the leveraging report. WebR automatically calculates the actual year‐to‐date non‐
professional volunteer hourly value based on the current volunteer rate programmed into the system.
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Quarterly Program Report
Once the information is recorded, click on the calculate button to update all fields and save or submit to the Contract Analyst (CA).
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Quarterly Program Report
Enter the service/activity, year‐to‐
date and outcome data for all required fields.
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Quarterly Program Report
Once submitted, the system automatically calculates the percentage of clients who met the outcome, based on the number of clients served. The comment section may be used to provide information related to the activity.
The note section is used for comments related to the report. This information becomes a permanent part of the report throughout the four quarters.
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WebR Provider User Guide
Expenditure Report
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Expenditure Report
Complete the expenditure information fields for each line item. Fields not completed will revert to “zero” when saved or submitted to the Contract Analyst.
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Expenditure Report
Once the information is recorded, click on the calculate button to update all fields and save or submit to the Contract Analyst.
If a line item has been entered incorrectly and the report has been submitted to the Contract Analyst, contact the financial analyst to make the necessary corrections. 35
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WebR Provider User Guide
Request for Funds
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Request for Funds
Select monthly or quarterly and enter the amount requested
If quarterly is selected, the next two months will be blocked out. If monthly is selected, each subsequent month must be requested.
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Request for Funds
Click on the calculate button.
The reset may be used if an error is made. Save to draft or submit to the Contract Analyst
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WebR Provider User Guide
Approved/Rejected Reports
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Approved/Rejected Reports
When the Contract Analyst approves or rejects a report, an email will be automatically sent to the preparer (financial or program contact and agency head) indicating that the report has been approved or rejected. Further explanation for rejected reports may be added to the email by the Contract Analyst.
You cannot make changes to the report once it is submitted to the Contract Analyst. At this point, corrections can only be made by the Contract Analyst.
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Approved/Rejected Reports
A checkmark or error symbol will appear on the report referenced in the email.
The error in the report should be corrected and resubmitted to the Contract Analyst.
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WebR Provider User Guide
Reviewing Past Information
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Viewing Past Information
The provider may view past information for all previous years by clicking on “View Past Contracts”
on the navigation bar.
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Viewing Past Information
Select the fiscal year and the type of program you would like to review. Both the fiscal year and the report type are required fields. Click on the submit button to review the report.
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Viewing Past Information
Choose the month (or quarter) you wish to view and click on the checkmark to access the information.
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Need more help?
For WebR system assistance contact:
System Administrator
Angela Robinson
[email protected]
or Alice Morris
[email protected]
Program questions should be directed to your Contract Analyst
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Want to Know More About Contracts & Procurement Management?
Visit our Website at: www.fairfaxcounty.gov/admin/cm/
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