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Electronic WF Reporting Manual - Construction - October 31, 2016Metropolitan St. Louis Sewer District Electronic Workforce Reporting Manual Construction Contracts Revision Date: October 31, 2016 2 TABLE OF CONTENTS Logging into MSD Diversity Reporting ..................................................................................................................3 Review of the “Workforce Report Management” Page ...........................................................................................4 Submitting “No Activity” Workforce Reports ........................................................................................................6 Submitting a Workforce Report for the Prime Contractor and M/WBE Subcontractor(s) ......................................8 Submitting a Workforce Report for Non-M/WBE Subcontractor(s) .....................................................................11 Running Workforce Reports (Monthly, Date Range, and Cumulative) ................................................................12 Additional Notes ....................................................................................................................................................15 3 Logging into MSD Diversity Reporting (Workforce) for the First Time Your Username and Password will be supplied to you by MSD Diversity. If you do not have a Username and Password, or to request an additional Username and Password, please contact Katlynn Woodruff at kwoodruff@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 workforce contract information. MSD will update the Dashboard view to best fit contractor needs.  Please note the Change Password tab above. Please click this tab to update your user password. To request additional User IDs, please contact Katlynn Woodruff at kwoodruff@stlmsd.com. 4 Review of the “Workforce Report Management” Page On the Workforce Report Management page, the user is able to search, add, edit, and delete Monthly Workforce Utilization Reports. An overview of this page is as follows.  From the Dashboard, hover the mouse over the Workforce Utilization tab and click the Construction link. This link will lead to the Workforce Utilization Report Management page.  If any workforce reports have been submitted by your company, those reports will be listed on this page. You may sort those reports using the column headings – Vendor No., Contract No., Month, or Year.  The action icons, circled in black (above) are as follows: o 1st Paperclip: By clicking this icon, the user may view the Certified Payroll copies attached to the workforce report as supporting documentation. o 2nd Paperclip: By clicking this icon, the user may view any Good Faith Effort documentation attached to the workforce report. o Printer: By clicking this icon, the user is able to print the Monthly Workforce Utilization report for that project and reporting period. o Trashcan: The user may click on the trashcan icon to delete a “draft workforce” report. o Magnifying Glass: Once a workforce report has been submitted, the report may no longer be changed or deleted, but the workforce report may be viewed by clicking the magnifying glass icon. o Pencil: Workforce Reports may be saved as a draft where the user may return to the report to make any changes before submitting the report. Draft Workforce Reports may be identified by the pencil icon. Clicking the pencil icon will allow the user to re-enter the workforce report form to make changes and then submit the completed report. 5  The buttons, circled in black (below), are as follows:  Refresh: Clicking this button will refresh the Workforce Reports to their pre-configured sorting method.  Download: Clicking the download button will allow the user to export the specified workforce report information into an Excel Spreadsheet.  Search: Clicking this button will allow the user to search for Workforce Reports based on desired criteria.  NDTR (No Date to Report): Clicking this button will lead the user to the “No Activity Reporting” screen where the user may submit “no activity reports” for contractors that were inactive (No “Boots on the Ground”) during the reporting period.  Add+: Clicking this button will lead the user to the Monthly Workforce Reporting form where the user may enter Workforce Reports for contractors that were active (“Boots on the Ground”) during the reporting period. 6 Submitting “No Activity” Workforce Reports Monthly Workforce Reports must be submitted for every contractor (Prime and Subcontractors) who perform work on the project even if there are no workforce hours to report for one or more contractors. MSD’s Electronic Workforce Reporting Tool allows all “No Activity” Workforce Reports to be submitted with a single upload.  From the Dashboard, hover the mouse over the Workforce Utilization tab and click the Construction link. This link will lead to the Workforce Utilization Report Management page.  Click the NDTR (No Data to Report) button. This will lead the user to the No Activity Reporting Form. **Please continue to next page. 7  To submit the “No Activity Report” for one or more contractors, the user will perform the following steps: 1. Enter the Contract Number from the dropdown list. 2. Enter the Month and Year to identify the reporting period. 3. Place a check in the No Data to Report column for all contractors that were inactive during the reporting period.  Please Note: The Prime Contractor and all M/WBE Subcontractors will be identified by name. In the example below, Example Company is the Prime Contractor’s name and Riley Ready Mix is the MBE Subcontractor’s name. Since MSD does not currently collect Non-M/WBE subcontractor company information, all Non-M/WBE subcontractors will be included under the Non-M/WBE Sub(s) Vendor.  If there were no Non-M/WBE Subcontractors active during the reporting period, place a checkmark in the No Data to Report column.  If there were 1 or more Non-M/WBE Subcontractors active during the reporting period, do not place a checkmark in the No Data to Report column. 4. After verifying all data entered, click the Submit button to submit separate “No Activity Reports” for each selected vendor. The user will not be able to change or delete these reports.  Upon clicking submit, a pop-up box will appear stating that the reports were submitted successful. Simply click the ok button to acknowledge.  The user will then be re-directed to the Workforce Report Management page. You may utilize the search tool to verify that the desired “No Activity Reports” were submitted (as seen below). 8 Submitting a Workforce Report for the Prime Contractor and M/WBE Subcontractor(s) Since MSD has the Prime Contractor and M/WBE Subcontractor(s) company information on file, the user will submit Monthly Workforce Reports for the Prime Vendor Profile and individual M/WBE Subcontractor Vendor Profiles.  From the Dashboard, hover the mouse over the Workforce Utilization tab and click the Construction link. This link will lead to the Workforce Utilization Report Management page.  Click the Add+ button. This will lead the user to the Monthly Workforce Utilization Form.  In the form header, select the Contract Number, Vendor, Reporting Period Month, and Reporting Period year from the drop down lists.  Click the Check For Duplication button to ensure that a workforce report for this contract, vendor, and reporting period has not already been submitted. 9  Once the system has verified that this report is not a duplicate, the form will expand so that the user may enter the workforce hours.  No Data to Report Checkbox: At this time, the user may click the No Data to Report button if there are no hours to report for the vendor during that reporting period. You do not have to complete this step if you already submitted the “No Activity Reports” as detailed on page 6 & 7 of this manual.  Final Checkbox: If this is the final Workforce Report for this contract, please ensure that the Final checkbox is marked for the Prime Contractor’s Workforce Report. The Final checkbox will not display when a subcontractor is selected. o **Once the Final checkbox has been clicked and the report has been submitted, no further reports can be submitted for the project; therefore, please ensure that the last report submitted for a project is the Prime Contractor report so that this checkbox may be selected.**  GFE (Good Faith Effort) Checkbox: If the user is attaching Good Faith Effort documentation to a workforce report, the GFE checkbox must be checked.  Certified Payroll Upload: By clicking the Choose File button to the right of the Attachment label, the user will upload copies of Certified Payrolls as supporting documentation for the hours reported on each workforce report. This is mandatory.  Good Faith Effort Documentation Upload: By clicking the Choose File button to the right of the GFE Attachment label, the user may upload any necessary Good Faith Effort documentation. Please remember to check the GFE checkbox as well.  Enter the hours by Trade, Classification, Ethnicity, and Gender. As you enter hours, the % Minority and % Women for that Trade will automatically calculate. o Please Note: There are over 20 Trade Classifications listed on the Monthly Workforce Utilization Form. Please notify Katlynn Woodruff if any additional Trade Classifications are required. 10  Once all hours have been entered, scroll to the bottom of the form.  All hours entered are totaled at the bottom of the form and the Minority and Women workforce participation percentages are calculated for the reporting period.  The user may enter any necessary comments in the Comments text box.  To save the form as a “draft,” click the Add/Update button. Please remember to submit and lock all draft reports by the 10th of each month for the previous month’s reporting.  To submit and lock the form, click the Submit button. Once a form has been submitted, the user may not change or delete the form. If the user needs to alter a submitted form, please contact the MSD Diversity Department.  Once you have entered all Monthly Workforce Utilization Reports for the Prime and/or M/WBE Subcontractor(s), you may enter the report for any Non-M/WBE Subcontractors, if 1 or more Non- M/WBE Subcontractors performed work within the reporting period. Please see the “Submitting a Workforce Report for Non-M/WBE Subcontractor(s)” section of this manual for instructions.  If you have submitted all Monthly Workforce Utilization Reports for the given period, your monthly workforce reporting is complete. You may run various reports, as detailed in this manual, to assist in the tracking and management of your workforce participation. 11 Submitting a Workforce Report for Non-M/WBE Subcontractor(s) If one or more Non-M/WBE Subcontractors were active during the reporting period, a Monthly Workforce Utilization Report must be submitted for the Subcontractor(s). These workforce hours will be combined and submitted under the “Non-M/WBE Sub(s)” Vendor listed on the Monthly Workforce Utilization Form. Instructions for these submissions are as follows:  Follow the same instructions listed in the “Submitting a Workforce Report for the Prime Contractor and M/WBE Subcontractor(s)” section.  When selecting the contractor, select the “Non-M/WBE Sub(s)” option.  When entering the “hours worked” information, enter the combined hours for all Non-M/WBE Subcontractors by Trade, Classification, Ethnicity, and Gender.  Before submitting the form, enter the names of the Non-M/WBE Subcontractor(s) in the Non-MWBE Subs comment section. o Please remember to attach all certified payroll copies for Non-M/WBE Subcontractors included on this report.  Once the report is complete – hours entered, comments entered, certified payrolls attached – submit the report via the Submit button. 12 Running Workforce Reports (Monthly, Date Range, and Cumulative) Users may run various workforce reports to aid in the tracking and management of workforce participation of MSD contracts.  From the Dashboard, hover the mouse over the Reports tab and click the Workforce Utilization link. This link will lead to the Workforce Utilization Reports page.  On the Workforce Utilization Reports page, the user will have various report options to choose from. Details for each report are provided below.  Workforce Utilization Submitted Report o This report lists the contracts that have Monthly Workforce Utilization Reports submitted within the specified reporting period (month). The criteria for this report are below. 13  Workforce Utilization Not Submitted Report o This report lists the contracts that do not have Monthly Workforce Utilization Reports submitted within the specified reporting period. The criteria for this report are below  Workforce Utilization Construction Report Monthly – Single Vendor o This report displays the monthly workforce participation for a specified contract, vendor (contractor), and reporting period (month). The criteria for this report are below. o Workforce Utilization Construction Report Monthly – Prime and Subs  This report displays the monthly workforce participation for all vendors (contractors) with workforce reports submitted within a specified reporting period (month). The criteria for this report are below.  Workforce Utilization Construction Report (by Date Range) – Single Vendor o This report displays the workforce participation for a specified contract and vendor (contractor) within a specified date range. The criteria for this report are below. 14  Workforce Utilization Construction Report (by Date Range) – Prime and Subs o This report displays the workforce participation for a specified contract for all vendors (contractors) with workforce reports submitted within a specified date range. The criteria for this report are below.  Workforce Utilization Construction Report (Cumulative) – Single Vendor o This report displays the cumulative workforce participation for a specified contract and vendor (contractor). The criteria for this report are below. o Workforce Utilization Construction Report (Cumulative) – Prime and Subs  This report displays the cumulative workforce participation for a specified contract. The report will provide an individual cumulative workforce report for each contractor and then the cumulative workforce report for the contract as a whole on the last page. The criteria for this report are below. o Workforce Utilization Construction Report (Cumulative) – Consolidated  This report displays the cumulative workforce participation consolidated into one report. 15 Additional Notes  The web address for MSD Electronic Workforce Reporting 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 Katlynn Woodruff at kwoodruff@stlmsd.com.  For every Monthly Workforce Utilization Report with hours reported, copies of Certified Payrolls must be uploaded as supporting documentation.  Please attach Good Faith Effort documentation to workforce reports, as needed. Remember to click the GFE checkbox when uploading Good Faith Effort documentation.  A workforce report must be submitted for all vendors by the 10th of each month. If a workforce report is missing from the previous month, the user cannot submit workforce reports for the current month. Failure to complete the monthly reporting may lead to delay in payment from the District.  If any subcontractors listed on a project do not qualify for workforce participation (Suppliers, Haulers Hauling Off-Site, etc.), please submit a “No Activity Report” each month for these subcontractors.  MSD will audit workforce report submissions beginning on the 11th of each month to ensure all reporting is up-to-date. Users will also begin receiving e-mail reminders for late reporting.  Please direct all questions to Katlynn Woodruff via email (kwoodruff@stlmsd.com) or via telephone (314-768-6216).