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MWBE Involvement Reporting - Construction & Professional Services 7-24-20Metropolitan St. Louis Sewer District Electronic M/WBE Involvement Reporting Construction & Professional Services Contracts Revision Date: July 24, 2020 (Revisions from previous version are highlighted in yellow.) 2    TABLE OF CONTENTS Logging into MSD Diversity Reporting (MWBE USA) .........................................................................................3 Review of the “Manage Sub Payment” Module ......................................................................................................4 Submitting Monthly M/WBE Involvement Reports (Prime Payment to Sub) ........................................................6 Automated M/WBE Subcontractor Payment Verification Process .......................................................................11 Payment Audit Module (Read Only) .....................................................................................................................12 Additional Notes ....................................................................................................................................................14 Revisions Made ......................................................................................................................................................14 3    Logging into MSD Diversity Reporting (MDR) for the First Time Your Username and Password will be provided to you by MSD Diversity. If you do not have a Username and Password, or to request an additional Username and Password, please contact MSD Diversity at diversity@stlmsd.com.  Go to www.msddiversityreporting.com.  Enter your E-mail ID and Password, and then click the “Login” button.    You will then be directed to the Dashboard for your company. The Dashboard will provide a “quick view” of your contract information. MSD will update the Dashboard view to best fit contractor/consultant needs.     Please note the Change Password tab above. Please click this tab to update your user password. To request additional User IDs, please contact MSD Diversity at diversity@stlmsd.com. 4    Review of the Manage Sub Payment Module The Manage Sub Payment module houses all subcontractor/sub-consultant payment information. Through this module, the user may submit, view, and print monthly M/WBE Involvement Reports.  Login to the MSD Diversity Reporting (MDR) system.  From the Dashboard, hover the mouse over the Involvement tab and click the Sub Payments link.    The user will be directed to the Manage Sub Payment module. If any M/WBE Involvement Reports have been submitted previously, those reports will be listed on this page.    The user may sort those reports using the column headings using the arrow icon to the right of the column heading – Contract #, Month, Year, Payment Type, Date Submitted. 5     Refresh: Clicking this button will refresh the M/WBE Involvement Reports to their pre-configured sorting method.  Search: Clicking this button will allow the user to search for M/WBE Involvement Reports based on desired criteria. o The user may enter the Project Number, which is different from the Contract Number, in the Contract Name box below to search for a contract by Project Number.    Download: Clicking this button will download the information from the user’s search results in an Excel Spreadsheet.  Add: Clicking this button will lead the user to the Monthly M/WBE Involvement Reporting form where the user may enter actual payments made to all subcontractors/sub-consultants for the specified reporting period.  Magnifying Glass Icon: By clicking this icon, the user may view the submitted M/WBE Involvement Report.  Pencil Icon: By clicking this icon, the user may access and submit a “draft” M/WBE Involvement Report.  Printer Button: By clicking this icon, the user may print the Monthly M/WBE Involvement Report. 6    Submitting Monthly M/WBE Involvement Reports (Prime Payment to Sub) By the tenth calendar day of each month, MSD requires all Prime Contractors/Consultants/Suppliers to report the payments made to their subcontractors in the previous month even if no payments were made. Below are step-by-step instructions for completing the monthly M/WBE Involvement Reporting:  Login to the MSD Diversity Reporting (MWBE USA) system.  From the Dashboard, hover the mouse over the Involvement tab and click the Sub Payments link.  Click the Add button.  Contract #: Select the Contract Number from the dropdown list.  Payment Type: Select either “Monthly” or “Final.” Only select “Final” if the report is the last M/WBE Involvement Report that will be submitted.  Month: Select the reporting period Month from the dropdown list.  Year: Select the reporting period Year from the dropdown list.  Click the Check for Duplication button.  If the system determines that the Involvement Report for this Contract & Period is not a duplicate, the form will expand so that the user may enter the actual payments made to the subcontractors listed within the reporting period. 7     When the Involvement Reporting form first expands, the Subcontractor/Sub-consultant Payment section will display as seen below.  If no payments were made during the reporting period, the user must check the “No Data to Report” checkbox, check the “I hearby certify…” checkbox, enter the User’s name in the Submitted By field, and click the Submit button.  To add payments, the User must click the Invoice Details button for the appropriate sub(s). This will expand the section for that sub(s) and allow the User to enter invoice and payment details. Please see the next page for further details.  PLEASE NOTE: All Subcontractors are REQUIRED to have an active and verified Payment Audit Contact email saved in the MDR Reporting System. If there is no active email address on file, the Prime Contractor will receive an error message preventing you from saving or submitting the monthly Involvement report. This message will display all subs without a verified Payment Audit Contact. The Involvement Report will remain in draft status until MDR is updated with a verified Payment Audit Contact. Please contact Diversity at diversity@stlmsd.com to update this information.  At the bottom left hand corner of the Involvement Reporting screen, a box appears to notify the user of the time left for data entry before the session expires. The user will have 20 minutes for data entry before the system will prompt the user to save their work to prevent data loss. Clicking the Save as Draft button will allow the user to save their work and continue with data entry. The user will receive confirmation that their work was saved as seen above.  Once the user clicks the Save as Draft button, they can either continue with data entry or they can cancel out of the form to return at a later time to complete their entries and submit the Involvement Report. 8     Sub-Payment Verification e-mails will only be sent once an Involvement Report is submitted. Any changes needed after Involvement Report submission must be performed by an MSD Administrator.           Payment Made: This field will automatically populate once all payment information is entered for each subcontractor/sub-consultant.  Payment Invoice(s) Details: Clicking this button allows the user to enter the payment information for each subcontractor/sub-consultant. o Sub Invoice #: Enter the subcontractor’s/sub-consultant’s Invoice Number. o Sub Invoice Date: Enter the date listed on the subcontractor’s/sub-consultant’s Invoice. o Amount Paid: Enter the amount paid to the subcontractor/sub-consultant for that Invoice. o Multiplier: This field is automatically populated based on the participation percentage listed on the MSD Form A. o Amount Towards Goal: This amount is automatically calculated based on the Amount Paid and Multiplier percentage. o Date of Payment: Select the date payment was made for the listed Invoice (date listed on the check). o Eligible for Advance Payment: This checkbox will be automatically checked if the Prime Contractor listed Advance Payment amounts for subcontractors via the Subcontractor Verification form. This field is only for Construction contracts. 9    o Advance Payment: If applicable, select yes if the payment reported is for Advance Payment to a subcontractor. If a subcontractor is not eligible for Advanced Payment, this field cannot be changed from “no.”  PLEASE NOTE: When entering Non-Certified payment data under the “Non-MWBE” dummy sub, you may enter ficticious data under the Sub Invoice #, Sub Invoice Date, and Date of Payment fields so that you can report the total spend to Non-Certified subs for the reporting period.  Attachment (Choose File): This button allows the user to upload copies of the subcontractor/sub- consultant invoices for the payments reported for that period. Uploading this supporting documentation is mandatory.  New Comments: Add any necessary comments.  Click the checkbox after reading the prompt.  Submitted By: Enter the user’s name.  By clicking the Save as Draft button, the user may save their work and continue with data entry. The user may also save their work, cancel out of the form, and return at a later time to complete and submit the form by clicking the Pencil icon for that report (see below screenshot).  Click the Submit button. Clicking this button submits and locks the M/WBE Involvement Report. The user will be directed back to the Manage Sub Payment page.  To print a copy of the Monthly M/WBE Involvement Report, click the Print button as shown below. Further instructions follow on the next page. 10    11   Automated M/WBE Subcontractor/Sub-Consultant Payment Verification Process The MSD Diversity Reporting system will send out automatic Payment Verification e-mails to M/WBE subcontractors/sub-consultants when a Prime Contractor/Prime Consultant reports a payment made to an MWBE. This process is detailed below. Prime creates and tries to submit subpayment reportSystem sends notification to PAC for confirmation of payment. Record created in payment audit module (PAM) with status of “Pending” for any subs paid.. If no payment to any subs, PAM record created for each sub with a status of “NDTR”. If payment to at least 1 sub, PAM record has status of “No Payment” for any sub not paid.Does sub confirm payment info reported by prime?Sub clicks on link in email notification & reviews payment info reported by primeSub submits the SubVendor Payment Audit FormDoes the sub respond to email notification within 5 days?YesYesReminder notification sent to sub with copy to prime – sub must respond in 5 days. Status in PAM is still “Pending”.NoEmail regarding dispute sent to diversity@stlmsd.comNoRecord in PAM changes to status of “Disputed”Inspector notified of disputed paymentInspector changes status in PAM to “Under Investigation”.Does the sub respond to email notification within 5 days?On the 11thday from submission of subpayment report (if no response received from sub), a notification is sent to prime with a link – full payment verification (PV) must be submitted for the sub payment or prime won’t be able to submit next month’s subpayment report. A copy of the email without the link is sent to sub & Diversity Link expires by 15thof the next month. Status in PAM changes to “Non-Compliant”.NoDoes the prime respond by the 15thof the following month?PV attached to the record in PAM and a notification is sent to Diversity who manually changes the status to “Compliant”. YesPrime unable to submit next month’s subpayment report and must contact Diversity and manually send full PV information.Diversity manually attaches the full PV to the PAM record and changes the status to “Compliant”. System manually unlocks the next month for prime to submit subpayment report.Inspector researches & resolves, then changes status in PAM to “Resolved”.Status in PAM changes to “Confirmed”Revised Prompt Payment Audit Process (from submission of the SubPayment Report) – January 2020Blue: Prime VendorGrey: SystemGreen: DecisionPurple: SubOrange: DiversityREV Aug 19, 2020NODo all subs except NDTR subs have verified PACs?Prime receives an error that verified PAC(s) needed – must provide to Diversity before they can submit report.Diversity updates PAC in MDR and sends verification link to subsPrime is able to submit subpayment reportYesNoAll subs verify PAC email addresses 14    PAYMENT AUDIT MODULE (READ ONLY) Prime Contractors/Consultants will have “read only” access to the Payment Audit Module. This module houses the results of all automated Payment Verifications sent to M/WBE subcontractor/sub-consultants with a reported payment. Below are step-by-step instructions for reviewing Payment Verification results in this module:  From the Dashboard, hover the mouse over the Involvement tab and click on the Payment Audit Module link.  The user may search for Payment Verification results by clicking the Search button.  Each time an Involvement Report is submitted with payments reported to an M/WBE sub(s), the automated Payment Verification e-mail is sent to the sub(s) with a reported payment(s). At that time, the record for that Payment Verification will appear in the Payment Audit Module. The statuses for Payment Verification results are as follows: o Pending: This status will appear once the automated Payment Verification e-mail is sent from the MDR system. The status will remain as Pending until the subcontractor/sub-consultant completes the Payment Verification Survey or until the Payment Verification Survey link expires five (5) calendar days after being sent. If the subcontractor does not respond to the Payment Verification Survey link within the five (5) calendar days, a reminder notification will automatically be sent to the Subcontractor on the 6th day allowing the sub an additional five (5) days to respond to the link. A copy of this reminder notification will also be sent to the prime. The status in the PAM will remain Pending. 15    o Confirmed: This status will appear when the subcontractor/sub-consultant completes the Payment Verification Survey confirming all payment information reported by the Prime within the allotted timeframe. o Disputed: This status will appear when the subcontractor/sub-consultant completes the Payment Verification Survey, but disputes any payment information reported by the Prime. When a Payment Verification Survey results in a dispute, the MSD Diversity Reporting system will send an e-mail notification to MSD Diversity as well as the Prime Contractor/Consultant. All disputes will require an investigation by the MWBE Compliance Inspector assigned to the contract. o Under Investigation: This status will appear when the MWBE Compliance Inspector has reviewed the disputed Payment Verification Survey submitted by the subcontractor/sub- consultant and begins working to resolve the dispute. o Resolved: This status will appear when the MWBE Compliance Inspector has resolved the Payment Verification dispute. The MWBE Compliance Inspector may require that the Prime Contractor/Consultant provide further proof to verify a reported payment that has been disputed; for example, copies of cancelled checks. MSD Diversity will make corrections as necessary and change the status of the Payment Verification to Resolved. o Non-Compliant: If the subcontractor does not respond to the Payment Survey link after the additional five (5) calendar days, the link will then expire. On the 11th day the Subcontractor will be sent a notification that the link has expired, and the Prime is now required to submit a full payment verification. The prime will also be sent an email stating that they are now Non- Compliant and will not be able to submit future payments until a full payment verification has been uploaded. The email will include a link for the Prime to upload a full payment verification within the Payment Audit Module. The status in PAM will change to “Non-Compliant”. The link will expire by the 15th of the next month. Once the link expires the Prime will be required to directly contact Diversity staff with their full PV and Diversity will manually attach it. o Compliant: Once the full payment verification has been uploaded, Diversity staff will review the documents and either contact the Prime for more information or manually change the status in PAM to “Compliant” An email will be sent to the Prime once their status in PAM has been changed to “Compliant” notifying them that they are now Compliant and can resume submitting their monthly payments.  By clicking the Magnifying Glass or Printer icon, the user may review the Payment Verification Survey information for that record. PLEASE NOTE: If the Payment Verification record for a subcontractor/sub-consultant does not appear in the Payment Audit Module after the Prime submits an Involvement Report with a payment reported to that subcontractor/sub-consultant, the MSD Diversity Reporting System does not have an e-mail on file for that subcontractor/sub-consultant. Please contact MSD Diversity in this event so that MSD Diversity can ensure that the appropriate e-mail information is added to the MSD Diversity Reporting system. 16    Additional Notes  The web address for the MSD Diversity Reporting (MWBE USA) system is www.msddiversityreporting.com.  This reporting system can be accessed from any computer that has internet connection.  This manual will be updated as necessary, and the new version will be posted directly to MSD Diversity’s web page. Please submit enhancement requests to MSD Diversity at diversity@stlmsd.com.  An M/WBE Involvement Report must be submitted by the 10th of each month to report payments made in the previous month. If an M/WBE Involvement Report is missing from the previous month, the user cannot submit a M/WBE Involvement Report for the current month. Failure to complete the monthly reporting may lead to delay in payment from the District.  MSD will audit M/WBE Involvement Report submission to ensure all reporting is up-to-date. Users will also begin receiving e-mail reminders for late reporting.  Please direct all questions to MSD Diversity at diversity@stlmsd.com. Revisions Made  The M/WBE Involvement Report form was revised to gather more detailed information in order to send out automated Payment Verification request e-mails to M/WBE subcontractors/sub-consultants when a payment is reported.  The Add/Update button on the Involvement Reporting form has been changed to Submit. Once an Involvement Report is submitted, only MSD administrators may make changes to the report.  The Save as Draft button has been added to the Involvement Reporting form to allow users to save their work to prevent data loss as well as to be able to return to the report at a later time to complete and submit the report.  Prime Contractors/Prime Consultants now have the capability to attach the invoice copies for all reported payments to M/WBE subcontractors/sub-consultants. Attaching this supporting documentation is mandatory.  The MSD Diversity Reporting system will now send out Payment Verification emails to subcontractors/sub-consultants with a reported payment. Any disputed payment information submitted by the subcontractor/sub-consultant will be investigated by MSD Diversity.  Prime Contractors/Consultants have “read only” access to the Payment Audit Module as a tool for monitoring the results of subcontractor/sub-consultant Payment Verification Requests.  The Automated M/WBE Subcontractor/Subconsultant Payment Verification Process.