Web-Based Contract Management Service

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Frequently Asked Questions (FAQ's)

Below is a list of helpful responses to the most commonly asked questions about WBCMS-MTO. If you are unable to find an answer to your question, please use the fields located below to post your question.

WBCMS-MTO will be used by MTO staff and external service providers involved in MTO contract management services, including but not limited to:

  • External Contractor Inspectors
  • External CA Inspectors
  • External Contract Administrator
  • External Lab Supervisor
  • External Lab Project Manager
  • External QA - Quality Assurance
  • External Lab Project Manager QC
  • External Lab Technician QC

Yes, when specified in the opportunity (e.g. tender) as advertised by MTO. Please be aware that there are three project phases, and each phase will involve different contact types.

The intent of the system is not to redesign processes, but simply to move processes online to allow for greater efficiency and automation. Generally, the processes you normally follow will just be moved online. Specific details about how you will use WBCMS-MTO will be provided during the training

You will continue to work with MTO in the way that you do now, except that you will be working online instead of through paper-based methods.

WBCMS will be fully tested during the user acceptance testing as well as in the field prior to implementation.

You will need an Internet connection and either Internet Explorer (11.0 with 128-bit encryption) or Google Chrome.

WBCMS-MTO, as a Software-As-A-Service (SaaS) model, is a cloud-based solution that does not require any installation. If you are using a PC, laptop, or toughbook with a connection to the Internet, you can access WBCMS-MTO by logging on to a web page. 

With a connection to an internet browser, the following mobile devices are supported: native iOs, Android, and smart phones. Blackberry is not supported.

The Ministry has stringent corporate security requirements for all its systems, including WBCMS-MTO. 

To use WBCMS-MTO, you will need a computer, smartphone or tablet with Internet Explorer 11.0 and 128-bit encryption, or Google Chrome.

WBCMS-MTO, as a Software-As-A-Service (SaaS) model, uses cloud technology that delivers the following benefits:

 

  • Reliability—Rather than being hosted on a physical server, the website is hosted on a virtual partition which draws its resources, such as disk space, from an extensive network of underlying physical servers. If one server goes offline, it dilutes the level of resource available to the cloud a little but will have no effect on the availability of the website whose virtual server will continue to pull resources from the remaining network of servers.
  • Physical security—Underlying physical servers are still housed within data centres and so benefit from the security measures of those facilities that prevent people from accessing or disrupting them on-site. All these data centres are compliant to standard corporate security guidelines including SSAE 16, PCI-DSS etc.
  • Scalability and flexibility—WCMS-MTO is available in real time on demand and not limited to the physical constraints/capacity of one server. 

The Ministry requires real-time data therefore where work locations have limited internet access; the service provider must look at other options such as satellite services to ensure that real-time information can be recorded. The access is the responsibility of the service provider with no additional cost to owner.

 

The browser requirements supported are IE11 and Google Chrome.

 

posted - Dec 30th, 2016

The Ministry along with the Ontario Public Service (OPS) Corporate Security Branch (CSB) have established measures to ensure reliability from a security and volume perspective.

 

Posted - Dec 30th, 2016

UAT has been on-going by MTO since September 2015. The product will not be piloted.  It is being rolled out on Design-Bid-Build (DBB) construction jobs, where external CA's are responsible for the oversight and where the construction is scheduled to start after March 2017.

 

Posted - Dec 30th, 2016

MTO's team has tested the product throughout the province outside the MTO firewalls since 2015 until now.

 

Posted - Dec 30th, 2016

Since the requirements are to enter data on-line and in real-time, a tablet, laptop or some means of entering data at work site will be required.  The entire system has a history component where the information logged is tracked with the date and time stamp.

 The hardware / technology investment is a requirement where applicable and is the responsibility of the service provider with no additional cost to owner.

 

Posted - Dec 30th, 2016

WBCMS must adhere to Ontario Public Service (OPS) security requirements and the threshold for an inactive internet browser session is set to 20 minutes.  This threshold is put in place as a safeguard to mitigate risks.  There is no limit set if there is ongoing activitiy.

 

Posted - Dec 30th, 2016

The contractor is responsible to pay for their users internet use only and not responsible to pay for the CA or MTO.

Jan 31, 2017

The cost for using WBCMS-MTO is subscription based and a subscription is required for each member of the project team. The requirement to use WBCMS-MTO will be clearly inidcated in the opportunity.

 

Upon contract award, the winning bidder will be notified by e-mail which will contain a link to subscribe.

In general, upon contract award MTO will set up contract information in WBCMS-MTO, and then an email notification will be sent to the external service provider, who will follow the instructions to subscribe to WBCM-MTO. Once approved by Ministry the external service provider will be provided access and can begin contract set up tasks, including adding their users to WBCMS-MTO. For more information, please see WBCMS-MTO Overview

Roles are permission-based and access is restricted to authorized users. MTO will provide access to the external service provider administrator, who will in turn be responsible for managing their own company users in WBCMS-MTO.

 

 

Details about the number of users will be provided in each opportunity that is advertised, for example, a tender. More information will be available in the training sessions.

 

The service provider will require, at minimum, the roles specified in the procurement documents however where the service provider’s team is larger and more than one person will be recording activities, each individual working on the contract will require a subscription.  The procurement document contains a description of the roles required to access the system, and the number of subscriptions beyond the predefined numbers will be dependent on the size of the job and the number of team members.

 

For Construction contracts:

Company User Administrator Role: Administers subscriptions, user profiles, and assigns staff roles. This role does not require an annual subscription, and cannot enter, review, or approve contract data.

Field or Inspector Role: Enters contract data into WBCMS-MTO at the work location, such as diary information, material sample data, and items postings, inspection logs etc

Office personnel role: Enters and reviews contract data entered in WBCMS-MTO.

Approval role: Reviews and approves field and office data that was entered into WBCMS-MTO. Any user in this role has the ability to bind the Company.

 

For CA assignments:

Company User Administrator Role: Administers subscriptions, user profiles, and assigns staff roles. This role does not require an annual subscription, and cannot enter, review, or approve contract data.

Field or Inspector Role: Enters contract data into WBCMS-MTO at the work location, such as diary information, material sample data, and items postings, inspection logs etc

Office personnel role: Enters and reviews contract data entered in WBCMS-MTO.

Approval role: Reviews and approves field and office data that was entered into WBCMS-MTO. Any user in this role has the ability to bind the Company.

Independent Auditor role: Enters and updates the independent audit reports. Enters information and provides updates on milestones achieved.

January 31, 2017 

WBCMS-MTO will be used for new contracts that are awarded after WBCMS-MTO is implemented.

WBCMS-MTO is subscription-based and an annual subscription fee of $1,350 and is required for each team member per contract.  The requirements to use WBCMS-MTO will be clearly indicated in the opportunity which will ensure external service providers need to factor this into the bid.

Upon MTO awarding a contract, the awardee will receive an e-mail and be instructed on how to purchase the subscriptions associated with the awarded contract.  Once the subscriptions are purchased, the company will manage users through WBCMS-MTO and associate their profile to a subscription which will in turn support change in personnel.

 

Posted:  November 17, 2015

Areas that have no or intermittent internet services will require external service providers to ensure that satellite services are available to support the daily recording of information to WBCMS-MTO.

The service providers are responsible for ensuring continuous connectivity to WBCMS-MTO services.

 

Posted:  November 17, 2015

The contractor will require, at minimum, the roles specified in the NSSP, however where the contractor's team is larger and more than one person will be recording activities, each individual working on the contract will require a licence.  The NSSP contains a description of the roles required to access the system, and the number of licences beyond the predefined numbers will be dependent on the size of the job and the number of team members.

 

Posted - Dec 30th, 2016

The subscriptions are permissioned based per individual contracts.  No one user ID with update permissions spans across several contracts.  The IDs are prefixed by the contract number to ensure separation and to mitigate risks of entering incorrect data against a given contract.

 

Posted - Dec 30, 2016

AMC contracts will be implemented as part of WBCMS Phase 2.  At this time MTO is implementing only Phase 1.

 

Posted - Dec 30th, 2016

The subscription fees are to be included in the overhead cost to administer / deliver the contract.

 

Posted Dec 30th, 2016

WBCMS-MTO user training is not mandatory.

The event description will provide a brief outline of the process being covered as well as roles / participants required for the session. It will specify the targeted audience.  Training will be available on-line via webinars.

 

Updated

Posted - Dec 30th, 2016

 

 

Training will be provided to all users. Training will be conducted online, so there is no need to travel to any location and you can take the training from the comfort of your own workstation. There will be several options for training dates, and the training is available free of charge. You will be trained on aspects of WBCMS-MTO as it relates to your role.

WBCMS-MTO is browser based meaning it will be accessible via Internet Explorer (IE11) and Google Chrome. The platform of Windows used does not matter.  Once launched, if users have a lower version then IE11, the solution will work but users may encounter some instances where the functionality is not displayed / viewed correctly and will not be supported by the Ministry.  At the onset of WBCMS–MTO the system requirements for users of WBCMS-MTO will need to be compatible with the Ministry’s standard desktop requirements which will be Internet Explorer version 11.

There are numerous file formats supported for upload via WBCMS-MTO and they consist of but are not limited to:

  • MS Word and Microsoft products
  • Adobe files, PDF
  • Zipped or compressed CAD files, DWG
  • HTML files
  • JPEG,TIF, GIF (for pictures)
  • MP4, MP3, MWV – (for video)

 

Posted:  November 17, 2015

The events for the upcoming training will be updated before end of year and training is planned for mid-January and February 2017.

Training along with step-by-step user guides will begin in January 2017.  A 1-844- telephone number is also available for "how to" questions.  The system is workflow enabled and very intuitive.  The records resemble the contents of the old forms and have been streamlined and workflow enabled.

 

Posted - Dec 30th, 2016

Yes, there will be enough time to train employees assigned to the project.  The training sessions will align with the contract delivery lifecycle.

It's up to each contractor to determine who will be attending the training.

 

Posted - Dec 30th, 2016

Please choose one of the following for more information:

  1. Contact the Ministry
  2. Join the mailing list
  3. E-mail us at [email protected]

As part of the system implementation, MTO will be issuing a number of updates for the project. To learn of these updates, subscribe to our mailing list: http://www.aurigo.com/wbcms-mto/mail-list. In addition, MTO will be inviting all stakeholders to free training sessions.

Yes, contractors, laboratories, contract administrators and inspectors will be required to use and record daily activities using WBCMS-MTO such as daily work records, inspection logs, items postings and testing records.

 

Posted:  November 17, 2015

Inspectors will record the daily activities using electronic diaries and all records of the solution are workflow enabled and subject to reviews.

 

Posted:  November 17, 2015

Use of WBCMS-MTO is mandatory and will be indicated in the opportunity while being advertised.  Both internal MTO staff and external service providers will use the system.  See the following list of users:

  • MTO Staff:  eg. CSA, Quality Assurance Officer, ACE, RCE, Manager of Operations and Heads of Contract Services
  • Contractors: eg. Superintendents, Foreman, Office & Site Personnel
  • Contract Administrators:  eg. CA, Office Personnel, Inspectors, Project Managers
  • Laboratories (Material Testing): eg. Lab Supervisors, Lab Technicians and Project Managers

 

Posted:  November 17, 2015

 

All information recorded in WBCMS-MTO is subject to a review process and workflow.  The solution is role based per contract therefore only permissioned users will be able to record activities, review and approve information.

 

Posted: November 17, 2015

The updated Non Standard Special Provision (NSSP) replaces the need for paper submissions.  The forms and procedural guides such as Construction Administration Inspection Task Manual (CAITM) Part A & B, Change Order Manual and Dispute Resolution process have all been translated to records and workflow enabled.

 WBCMS is used to record all activities / request for clarification (RFC), claims, change orders, instruction notice (INC), work directives, diaries, items postings, daily work records (DWR), testing records etc.

 If the Non Standard Special Provision (NSSP) is included in the contract, all paper submissions will be done electronically on system.

 

Posted - Dec 30th, 2016

The contractors will have access to the database for their awarded contracts through the warranty period however; the ministry is responsible to maintain archives.

 

Posted - Dec 30th, 2016

The file management component is MTO prescribed and meets the ministry's needs in ensuring consistency and usability from one contract to the next.

 Posted - Dec 30th, 2016

There is some flexibility within the document management component.

 

Posted - Dec 30th, 2016

The purpose of WBCMS is to eliminate duplication and redundancy therefore you will not be required to fill out the paper and then enter it on-line.  The user is expected to enter the information in real-time on-site directly on-line.  The technology investment to support real-time on-line entry in the field is a requirement where applicable.

 

Posted - Dec 30th, 2016

Contractor's don't maintain the system, the users enter the data directly into WBCMS in-real time.  There is no duplicate effort.

 

Posted - Dec 30th, 2016

The updated Non Standard Special Provision (NSSP) replaces the need for paper submissions.  The forms and procedural guides such as Construction Administration Inspection Task Manual (CAITM) Part A & B, Change Order Manual and Dispute Resolution process have all been translated to records and workflow enabled.

WBCMS is used to record all activities / request for clarification (RFC), claims, change orders, instruction notice (INC), work directives, diaries, items postings, daily work records (DWR), testing records etc.

If the Non Standard Special Provision (NSSP) is included in the contract, all paper submissions will be done electronically on system.

 

Posted - Dec 30th, 2016

External service providers will have the ability to periodically generate / produce export of the information prior to contract completion.

 

Posted - Dec 30th, 2016

The contract records will remain on system indefinitely.

 

Posted - Dec 30th, 2016

The Ministry has access at an enterprise level and can only view the information once it has been submitted by the service provider and cannot modify their submission.  The entire database is traceable which means that the data is date and timed stamped.

 

Posted - Dec 30th, 2016

All documents posted on RAQS during the tendering process will be uploaded and made available to permissioned users in WBCMS.

 

Posted - Dec 30th, 2016

The entire product is workflow enabled and the system will generate a "To-Do List" or "Tasks" based on who needs to respond or take action at the next stage.  In addition to compiling a "To-Do List" or "Tasks", each record is date and time stamped from the draft stage to the completed stage of the record.

 Posted - Dec 30th, 2016

Each record has a history feature which automatically captures the date and time stamp of a submission as well as the user that provided the submission or update.

 

Posted - Dec 30, 2016

The communication component has been configured to align with the business processes with the ability to add comments and attach documents to most records which consist of a "More Information" stage.  This will allow dialoging with all parties involved in the delivery of the record.  In addition to this, the business process shall be adhered to through what is prescribed in the General Condiditons.

  • There is also a "Notification" tab that can be interpreted as an fyi where no action is required from the logged in users.
  • The system is also "Task" oriented - which is very similar to "ball in court" thus meaning if there is a task in your "To-Do List" an action / update is required for the logged in user.

Posted - Dec 30th, 2016

 

The entire product is integrated with business workflow and the invoice progress certificates will be generated on-line.  The invoice process will rely on reconciled items and approved "Other Payment Adjustments".  the invoice is not manually entered.  Once the payment has been processed throughout the different sections of the ministry, a notification will be sent to the service provider advising them that the invoice / payment cover sheet has been processed through the ministry's financial system.

 

Posted - Dec 30th, 2016

No, there is no need to scan documents - the PH-XX forms have been translated to records.  The expectation is not to complete the form but to enter the data in real-time on-line.

 

Posted - Dec 30th, 2016

There are no changes to the award process and the contract documents will still require signed documents by the Contractor & MTO.

The WBCMS process starts after the contract documents are signed-off.

The Ministry will upload and set up the contract data and upon doing so, an e-mail will be sent to the awardee with instructions and next steps on how to proceed with subscriptions.

 

Posted - Dec 30th, 2016

There is no need for MTO / Consultant to download the information for the Contractors.  The contractor will have access to records that have been submitted and a system generated "Taks" or "Notification" will inform the assigned individual based on the business process and workflow stage.

 

Posted - Dec 30th, 2016

The product will not be piloted.  User testing has been on-going by MTO since 2015.  WBCMS is being rolled out on Design-Bid-Build (DBB) construction jobs, where external CA's are responsible for the oversight and where the construction is scheduled to start after March 2017.

 

Posted - Dec 30th, 2016

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