Enterprise Contract Management System (eCMS)

About the Program

Category: Information Technology (Best in Category)

Year: 2023

The Information Systems Services (ISS) Department, in collaboration with the Office of Equal Business Opportunity (OEBO), has developed an online Enterprise Contract Management System (eCMS). The Enterprise Application is used by all County departments' Fiscal and Contract Specialists to track their assigned department contracts, ensure EBO compliance, and confirm that program outcomes and contract requirements are met. The Application employs the latest technologies, and county departments' Fiscal Specialists and Small Business Contract specialists can access the system 24/7 on various devices such as PCs, tablets, and phones. Benefits of the system are: • The Application is Enterprise and used by all County departments. • eCMS interfaces with the County's Advantage financial system and downloads all expense contracts, contract amendments, POs (work orders, change orders), Payments and Vendors on a daily bases. • eCMS interfaces with the Certified Directory (EBO Admin) system to get current vendor and their - SBE certification status. • There is a Dashboard webpage that will allow easy access to open Advantage contracts to be maintained quickly. • eCMS displays Advantage reconciliation data on the Invoice Details webpage, which allows access to this data easier than viewing it in Advantage • Lead Departments and Small Business Contract specialists will monitor S/M/WBE participation monthly/quarterly to ensure compliance with the proposed commitment entered from Schedule form(s). • The Application allows user departments to enter Schedule 2 (Sub-Contractor/Sub-Consultant participation goal) and Schedule 4 (Sub-Contractor/Sub-Consultant payment) information. • Contracts, BCC Resolution documents, and all Schedules are scanned and uploaded into eCMS, allowing easy access to these documents for authorized departments to view. • Allows the Small Business Contract Specialist to run an audit of S/M/WBE participation in project completion because of the new reports that are available to EBO. • Small Business Contract Specialists now can analyze and compile the data for statistical purposes. • Visual graphs The system went live on 01/02/2022. https://pbc.pbcgov.org/eCMS/