srm portal guideline - act government · register an account in the srm portal create or respond to...

Author/Reviewer: Procurement ACT THIS DOCUMENT IS

UNCONTROLLED IN

HARD COPY FORMAT

Document Number: PMARS‐TRN‐GUI‐001

Approver: Procurement ACT Revision: 0

Reference: N/A Issue Date: 03‐Oct‐2018

Page No.: 1 of 24 Date for Review: N/A

GUIDELINE

SRM PORTAL GUIDELINE

PROJECT MANAGEMENT AND REPORTING SYSTEM

ACT GOVERNMENT

PMARS‐TRN‐GUI‐001

SRM Portal Guide Project Management & Reporting System

(PMARS)

Contents

1 Introduction ....................................................................................................................................... 3

1.1 Scope ....................................................................................................................................... 3

1.2 SRM Portal .............................................................................................................................. 3

2 Register in SRM Portal ....................................................................................................................... 4

2.1 Creating a new Communication .............................................................................................. 7

2.2 Replying to a Communication ................................................................................................. 9

3 Submitting Payment Claims and Invoices ........................................................................................ 12

4 Insurances ........................................................................................................................................ 16

4.2 Contract Securities ................................................................................................................ 18

4.3 Supplier Insurances ............................................................................................................... 19

4.4 Questionnaires ...................................................................................................................... 22

SRM Portal Guide Project Management & Reporting System

(PMARS)

1 Introduction

This document provides an overview of the SRM Portal application which will be used by suppliers for

a number of purposes inlcuding:

Request for Claim or Invoice for Capital Works contracts

Submissions of documents including technical, commercial, insurances, etc

Communicate with ACT Government Project Officers

The SRM Portal is a public facing application linked to the ACT Government system ‘PMARS (Project

Management and Reporting System)’. The PMARS application is used to manage and report on all ACT

Government Capital Works Projects and their associated Contracts.

1.1 Scope

At the end of the training users should have an understanding of how to:

Register an account in the SRM Portal

Create or Respond to Communications

Submit Payment Claim / Invoice

Submit contract documentation (technical and commercial)

1.2 SRM Portal

The SRM Portal is available online from any device with an internet connection within Australia.

https://actgovsrm‐P‐MARS.openwindows.com.au

2

When yo

1.

2.

New us

Register

ou navigate t

If you are no

click the Reg

Enter your L

ser registrati

SRPro(PM

r in SRM P

to the SRM P

ot already re

gister link to

Login Details

ion

RM Portaoject MaMARS)

Portal

Portal you w

Figure

gistered in t

begin.

and click Ne

Figure 2‐2:

l Guide anageme

will be presen

2‐1: SRM Porta

he SRM Port

ext to contin

Registration L

ent & Rep

nted with the

al Login

tal (all new u

ue.

ogin Details

porting S

e login screen

users are req

F

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n.

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For existing address

strong passw

assword Res

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word is requ

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3.

4.

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account via

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have done s

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the registere

cess to it.

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organisation

o, accept the

ding an ABN


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Figure 2‐

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ese conditio

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Figure 2‐4:

l Guide anageme

me your log

dress so mak

account only

click Next to

‐3: Registration

lease read t

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ory requirem

Registration O

ent & Rep

gin. You are

ke sure the e

(no generic

o continue.

n Address

he condition

ed and click R

ment.

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porting S

e also requir

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email accou

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red to activ

s entered is v

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atements. O

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valid and

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5.

6.

7.

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approval req

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additional e

email you w

registration.

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receiving co

the system a

After clicking

Create your

SRPro(PM

eive an ema

firmation th

quest within

ACT Govern

mail titled: ‘

will see a lin

.

ct a time lap

nfirmation o

and approve

g the sign‐in

password an


ail confirmat

hat your de

ACT Govern

Figure 2‐5:

ment has a

‘Welcome! Y

k to sign‐in.

pse between

of your accou

the account

link, you wi

nd click Subm

Figu

l Guide anageme

ion titled Th

tails have b

nment.

Registration C

approved yo

Your Accoun

. Clicking the

receiving th

unt. ACTG w

t before you

ll be prompt

mit.

ure 2‐6: First Lo

ent & Rep

hank you for

been submit

onfirmation

our account

nt Request h

e link is req

he first and s

will need to r

receive your

ted to set a p

ogin

porting S

r registering

tted which

t request, y

as been App

uired to com

second emai

review and m

second ema

password for

System

g for the SRM

in turn init

you will rec

proved.’. W

mplete your

il for registe

match your d

ail.

r your accou

M Portal.

tiates an

ceive an

ithin this

account

ering and

details in

nt.

8.

If you ne

an onlin

Supplier

2.1

1.

You are now

Contracts as

contracts lis

eed to comm

ne commun

rs are encour

Creating

From the M

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fun

SRPro(PM

w logged in.

ssociated to

ted on the C

municate wit

nication too

raged to use

a new Com

enu, select C

nus to avail

ctions


Your ACTG

o your organ

Contracts me

Figure 2‐7:

th your ACT

l between

this portal t

mmunicati

Communicat

Figure 2‐8

lable

l Guide anageme

Project Offic

nisation. W

enu.

DashboardCom

Governmen

Suppliers a

to electronic

ion

ions

8: Communicat

Quick

ent & Rep

cer(s) will pr

When they ha

mmunication

nt Project Of

nd ACT Go

ally commun

ions Menu

k links to ava

porting S

rovide you a

ave done so

ficer(s), the

vernment r

nicate with t

ilable functio

System

access to the

o you will s

SRM Portal

representativ

he Territory

ons

Recent A

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Pu

A

lin

e current

ee these

provides

ves. All

.

Activities of y

ation

ublic Notifica

CT Governm

nks to User m

your

ations by

ment and

materials

2.

3.

Before creat

ACT Govern

Select the ap

Enter the re

content. Yo

attachments

SRPro(PM

ting the com

ment (Suppl

ppropriate c

levant inform

u can attach

s can be sub


munication,

ier), or creat

hoice from t

Figure 2‐9

mation as to

h documents

mitted and w

Figure 2‐1

l Guide anageme

decide if yo

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the radio but

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your comm

s by selecting

will upload a

0: Create Comm

ent & Rep

ou are creatin

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ttons.

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unication inc

g the Attachm

utomatically

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r a specific C

cluding a sub

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y once select

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ted.

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d

4.

5.

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2.2

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a new c

have a li

When you h

the screen.

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list to set yo

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be notified

ommunicati

ink to PMAR

SRPro(PM

have finished

our view to s

our preferenc

sent your com

to a Comm

both within

on, or has r

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Figure 2‐1

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Figure

mmunication

munication

the SRM Po

esponded to

n login and re

l Guide anageme

your Commu

11: Send Comm

rrent, or All c

e 2‐12: View O

n, this will no

n

ortal and via

o a previous

espond via th

ent & Rep

nication, clic

munication

communicat

ptions

otify the app

email if an A

communica

he SRM Port

porting S

ck the Send b

ions, use the

propriate ACT

ACTG project

tion. The e

al.

System

button at the

e View drop

TG project o

t officer has

mail you rec

e top of

down

fficer.

sent you

ceive will

1.

2.

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(clicking the

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also open an

SRPro(PM

ommunicatio

link from th

nication hist

ny attachme


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Figure 2‐1

tory will be d

nt which ma

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do this for y

13: Communica

displayed bel

ay have been

4: Select a Com

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mmunication

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ow the selec

n included wi

mmunication

porting S

record whic

would like t

cted commu

ithin the com

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ch you have

o respond to

nication. Yo

mmunication

received

o.

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n.

3.

4.

5.

To respond t

Enter your r

necessary. O

Once sent yo

SRPro(PM

to a commu

esponse abo

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ou will retur


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ove the dotte

ve entered y

Figure

n to the Com

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u have receiv

gure 2‐15: Resp

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e 2‐16: Send Re

mmunication

ent & Rep

ved, click the

ond

can also add

se, click the S

sponse

ns screen.

porting S

Respond bu

d any additio

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utton.

onal attachm

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ments if

3

The ACT

Claims a

separate

PMARS

processe

from Inv

To subm

1.

2.

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T Governmen

and Invoices

ely from the

and its ass

es to comply

voice submit

mit a Paymen

Select Paym

Ensure the a

SRPro(PM

ing Payme

nt will use P

for capital w

APIAS syste

sociated SRM

y with the S

tal through t

nt Claim and

ments from th

applicable co


ent Claim

MARS and t

works relate

m.

M Portal w

Security of P

to Accounts

/or an Invoi

he menu

Figur

ontract is sele

Figure 3‐

l Guide anageme

s and Invo

he SRM Port

ed contracts.

will provide

Payments AC

Payable.

ce:

re 3‐1: Paymen

ected, and s

‐2: Create New

ent & Rep

oices

tal to stream

PMARS ma

the ACT Go

CT (SOPA), a

nts Menu

elect Create

w Payment

porting S

mline the sub

anages these

overnment w

as well as au

new Payme

System

bmission of

e claims and

with the sy

utomate the

ent.

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invoices

ystematic

e process

3.

4.

Note: W

your sub

5.

6.

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Add any atta

field, naviga

When submitt

bmission).

In order to p

from schedu

Tick the sche

Add.

SRPro(PM

have entered

achments to

ting to your

ting a claim

provide the A

ule.

edule items


d the Claim/

Figu

your claim (

documents

or payment

ACTG with th

Figure 3‐4:

which apply

Figure 3

l Guide anageme

/Invoice Date

re 3‐3: Invoice

(or Invoice) b

and choosin

t request, ple

he detail of y

: Add Items fro

to your claim

3‐5: Tick Items

ent & Rep

e (which def

Date

by clicking on

g them.

ease attach

your claim (o

m Schedule

m, once you

to Claim

porting S

aults to toda

n Browse in t

a copy of yo

r invoice), cl

have selecte

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ay’s date).

the Attachm

our invoice a

ick on Add it

ed the item(s

ments

as part of

tems

s) click

7.

8.

The screen w

item from th

You are only

Rate is in do

SRPro(PM

will refresh a

he list to ent

y permitted t

ollars ($) you


and return to

er a quantity

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to enter the

can enter th

Figure

l Guide anageme

o the paymen

y.

re 3‐6: Click on

quantity for

he lump sum

e 3‐7: Enter Qu

ent & Rep

nt summary

n Item

each item.

m value into t

uantity

porting S

screen. Sele

For lump sum

the Quantity

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ect your pay

m items whe

y field.

ment

ere the

9.

10.

11.

12.

13.

Click Save an

Check the To

invoice (if a

submit your

A validation

The Paymen

Project Offic

subsequent

status will u

Approved P

System and

SRPro(PM

nd repeat th

otals of each

pplicable). Y

r claim to the

confirmatio

nt will now b

cer from the

financial ap

pdate to ‘Ap

Payments ar

payment wi


is process fo

h line item a

You can Save

e Project Offi

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n message w

Figure 3‐9:

be listed with

e ACT Govern

pprovals. O

pproved’.

e automatic

ll be made to

l Guide anageme

or each addit

nd the total

e the claim t

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igure 3‐8: Subm

will appear.

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nment will p

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cally process

o your organ

ent & Rep

tional line ite

value of the

to submit it

mit

Select Conti

onfirmation

ments menu w

proceed with

on of the te

sed to the T

nisation with

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em for your c

e claim to en

later, or you

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with a status

h the claim a

erritory proc

Territory Fin

in the Payme

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claim.

nsure it matc

u can click S

s of In Progr

approval pro

cesses, the

nancial Man

ent Terms.

ches your

ubmit to

ess. The

ocess and

Payment

agement

4

The Con

policies

4.1.1

1.

2.

Insuranc

ntract Insura

relating to y

Creating a

From the M

Click Create

SRPro(PM

ces

ances screen

your contract

a new contr

enu, select C

a new Cont


n allows you

ts with the A

ract insuran

Contract Insu

Figure 4‐1:

ract Insuran

Figure 4‐2:

l Guide anageme

u to add and

ACT Governm

nce

urances.

: Contract Insur

nce.

Create Contrac

ent & Rep

d maintain i

ment.

rance Menu

ct Insurance

porting S

information

System

regarding innsurance

3.

4.

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a. Insu

b. Insu

c. Polic

d. Amo

e. Com

f. Expi

g. Rem

info

h. Atta

i. Con

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a. Save

subm

b. Sub

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c. Can

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llowing deta

urance Type:

urer;

cy Number;

ount insured

mmencement

iry Date: the

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mit the reco

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t Date: ente

e expiry date

s a non‐mand

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Figure 4‐3:

all the requi

, which will s

e ACT Gover

rd, which wi

will return you

l Guide anageme

type of policy

nt that the p

er the date th

e of the polic

datory field t

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each contrac

Contract Insur

red details y

save this for

nment Proje

ill save and s

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ent & Rep

y from the d

policy covers;

he policy com

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ou attach a s

cts that are a

ct that is cov

ance Details

you can eithe

you to edit a

ect Officer;

send this info

tract Securit

porting S

rop down;

;

mmences;

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scanned vers

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vered by this

er:

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ormation to t

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additional

sion of your

update in the

s insurance p

te but it will

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en without sa

policy;

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vernment

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will then

accordin

4.2

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guarante

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process

4.2.1

1.

2.

ou submit a

eive an email

n receive an

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ntract Secur

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ontract. Th

ment but on

outlined bel

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SRPro(PM

n insurance

l notification

email notifi

n insurance

t Securitie

ities screen

security dep

ese securiti

nce submitte

low:

a New Secu

enu, select C

security det


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n of your new

cation (quer

record has b

es

allows you

posits, envir

es are subm

ed, will be vi

rity

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Figure 4‐4:

ails you wish

l Guide anageme

u will receive

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been approv

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ronmental b

mitted inde

isible on the

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h to view.

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e SRM Portal

rities Menu

porting S

onfirmation.

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be edited.

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hat may hav

of the SRM

l. To view a

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. The Projec

for their revi

tatus will be

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ve been req

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ct Officer

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updated

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uired for

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ollow the

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4.3

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level ins

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forward

process:

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to have the d

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een allows y

surance reco

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s / backward

:

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see the follo

details updat

r Insuranc

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ords discusse

he Supplier l

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Figure 4‐5

wing details

ted.

Figure 4‐6:

es

and review

ed above).

evel. Find a

eed to submi

l Guide anageme

: Create Contra

s. If they are

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n existing re

it a new supp

ent & Rep

act Security

e incorrect y

urity Details

urance reco

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ecord by usin

plier level in

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surance, ple

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se your ACTG

osed to the

ed on the sc

h Text field o

ase follow th

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contract

creen are

or paging

he below

4.3.1

1.

2.

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enu, select S

a new Supp


er Insuranc

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Figure 4‐7:

plier Insuranc

Figure 4‐8:

l Guide anageme

ce

urance.

Supplier Insura

ce.

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ent & Rep

ances Menu

er Insurance

porting S

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3.

4.

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a. Insu

b. Insu

c. Polic

d. Amo

e. Com

f. Expi

g. Rem

info

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b. Can

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ount insured

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Figure 4‐9:

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e ACTG Proje

will return you

rd. This initia

plier insuran

l Guide anageme

type of policy

Insurer;

olicy numbe

nt that the po

date the poli

e of the polic

datory field t

olicy;

ended that yo

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red details y

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ect Officer;

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nce informat

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y from the d

r;

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icy begins;

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rop down;

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t within ACT

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additional

sion of your

te but it will

en without s

Governmen

policy.

not be

aving

t to

4.4

When r

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the SRM

When yo

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The Que

Please p

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required, th

ment will cre

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ou log into th

plete the que

estionnaires

provide detai

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he ACT Go

eate and pu

dy for use.

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estionnaire,

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blish a ques

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click on the Q

Figure 4‐10:S

ars. Click on

Figure 4‐11: P

ach question

l Guide anageme

may reques

stionnaire an

e questionna

Questionnai

Supplier Manag

n the Questio

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ent & Rep

st informati

nd advise ea

aire that has

ire link.

gement Portal

onnaire link.

on application

porting S

on from su

ch supplier t

been publis

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that it is ava

shed by ACTG

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ailable in

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ubmit at the

owing messa

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e end which w

age will appe

sh to submit


roceed.

Figure 4‐12:P

will send the

Figure 4

ear advising

the current

l Guide anageme

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e results back

4‐13: Pre‐Qual

that the que

record. Sele

ent & Rep

on Application

k to PMARS.

ification

estionnaire i

ect Continue

porting S

is subject to

e.

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approval annd asks if

SRPro(PM


Figure 4

l Guide anageme

4‐15: Pre‐quali

ent & Rep

ification

porting SSystem

srm portal guideline - act government · register an account in the srm portal create or respond to...

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