Narrator: Today we are going to look at the Client Information section of your client site within ACOA Direct. Thank you for taking time to listen to this video as it is intended to better prepare you in understanding the use and practicality of ACOA Direct.
Onscreen the narrator is pointing to sections Client Summary, Project Details and Payments.
Narrator: Information displayed here pertains to client information, as well as project information.
Onscreen the narrator is now pointing to Projects, which is located on the Client Info toolbar located on the left hand side.
Narrator: Detailed information for a specific project is also available when clicking on a specific project hyperlink or on Projects which is located under Client Info in the left menu bar.
Onscreen the narrator is clicking on the Help link and points to the Project Information link.
Narrator: This information is also covered in a separate video located under the Help link called Project Information.
Onscreen the narrator has now returned to the Client Summary webpage and circling over the Client Summary section.
Narrator: When a transaction or modified information is done within ACOA’s internal site, the information is refreshed here in your client site overnight.
Onscreen the narrator is circling over the Client Summary section.
Narrator: Tombstone information is located here in the Client Summary section of this view.
Onscreen the narrator is pointing at the name located under Client Liaison Officer
Narrator: If any information is inaccurate, we encourage you to please contact the Client Liaison Officer identified here to have the information updated in our internal system, then the information will then get updated here in your Client site.
Onscreen the narrator will now show you how to send an email to the Client Liaison Officer by clicking on the name of the officer.
Narrator: You will also note that there is a hyperlink on the Client Liaison Officer name. When you click on this link, the system will auto-launch an email to this individual. Note that launching an email from this link will not be sent via a secure line.
Onscreen the narrator has moved her pointer over Message Centre which is located on the toolbar located on the left hand side.
Narrator: Therefore, if this is necessary, we encourage you to use the Message Centre here at this location.
Onscreen the narrator is pointing to the name of the officer identified as the Client Liaison Officer
Narrator: At the project level you will also note the name of the individual identified as your account manager. Sometimes the client liaison officer here is different from the name that is specific to a project (this can be found under Projects which is located on the left hand side of the screen). This mostly pertains to non-commercial clients and their projects.
Onscreen the narrator has moved down to review the next section which is entitled Project Details.
Narrator: In the Project detail section here, you will see that there are Total Cost and ACOA Assistance. This also includes projects that are at the evaluation stage, which means you have submitted an application to ACOA for evaluation and it’s currently being considered and a decision has not yet been rendered.
Onscreen the narrator is now pointing to the number of projects located under Project Details
Narrator: The number of projects are active projects here, as well as projects that have been completed.
Onscreen the narrator is pointing to Help link.
Narrator: There are project status definitions that are provided for you in the help file under the Help Link as well.
Onscreen the narrator is pointing to the Number of Projects which is located under Project Details.
Narrator: You can access the list of these projects by clicking on the ‘Number of Projects’ hyperlink here.
Onscreen the narrator is pointing to Projects on the toolbar located on the left hand side.
Narrator: Or by going to ‘Projects’ menu item here on your left toolbar and accessing them from here.
Onscreen the narrator is pointing to the number located to the right of Number of Projects.
Narrator: Please note that any projects that are considered closed, which means that they have been fully disbursed, repaid and monitored prior to December 2009, are not included in this list here and do not have a project view available in ACOA Direct.
Onscreen the narrator is describing the categories under Payment. She is circling over the numbers located to the right of Under Evaluation; Approved; Cancelled and All payments.
Narrator: Over here we have the Payment Information. This displays the various stages of a payment for all projects included in the client site. So we have payments under evaluation, approved, cancelled and the sum of all payments.
Onscreen the narrator is circling over the hyper link at the right of All Payments which is located under the Payments section.
Narrator: You can access the list of these payments by clicking on the hyperlink here or using the ‘Payments’ menu item on the left toolbar.
Onscreen the narrator is clicking on the number located to the right of all payments. This opens the Payments page.
Narrator: If I click on the number here, you will see that there is detailed payment information including the project number, the claim date, the amount claimed by you, the payment amount disbursed by ACOA, your check number, and the status of your payment. So if you are wondering if a payment has been processed, it is recommended that you first check this site before calling your account manager.
Onscreen the narrator has returned to the Client Info webpage and will now describe the Repayments section.
Narrator: In the Client Info section, we also have information on Repayments. The system displays all projects, including non-repayable project … in the event there is an amount owing (e.g., outstanding advance not fully cleared on a final claim). Therefore, that amount would be due back to the Agency and would be displayed here.
Onscreen the narrator is pointing to Interest due.
It also includes interest billed and other charges which are also reflected here in this amount.
Onscreen the narrator is pointing to the number at the left of Schedule
Narrator: You can access the list of these repayments by clicking on the underline hyperlink or using the ‘Repayments’ link up above here (the narrator has moved her cursor on Repayments which is located on the left hand tool bar) menu item on the left toolbar.
Onscreen the narrator has clicked on Repayments located on the left hand tool bar. This will now open the Repayment Summary page.
Narrator: By clicking on ‘Repayments’, you will see that there is a payment summary for all projects due next month, overdue, paid to-date and scheduled.
This view is very practical for you when you have just completed repaying on a project where there are other repayable projects due or when you will begin paying on a project in the coming month and you want to know what amount must be in your bank account for the first of that month.
Onscreen the narrator has returned to the Client Info webpage and will now describe the categories under Packages.
Narrator: As well, you will see in the Client info view that there are details about Packages. These are packages, example: a claim package, an advance package or a final claim package that you have launched on this system, submitted to ACOA or are still in draft form.
Onscreen the narrator is scrolling on top of Drafts and Submitted.
Narrator: So you can click on any of these links and you will get a list of those packages that fall within the drafts and the submitted. You can also access these packages by click on Packages which is located on the toolbar located on the left hand side.
When you click on the hyperlink for the number of submitted packages, this will open a new webpage named Packages, the system gives me further details about the packages submitted. For example, what type they are, who submitted them and when they were submitted.
Onscreen the narrator will now click on the confirmation number and the Claim Package webpage has opened.
Narrator: If I click on the link, which is the confirmation number that is located under Package number for the submitted package, you will get a list of forms that were filled out which are part of this package that were submitted to ACOA. It identifies again who submitted it, and when the package was submitted.
Onscreen the narrator is circling over the Progress Report checkbox.
Narrator: And if there are any supporting documents uploaded to this package, they would be viewable here as well.
Onscreen the narrator has returned to the Client Info webpage and will now describe the Shared Documents section.
Narrator: Within the Client Information section, we also find a list of shared documents. In this view, the system displays the ‘last 5 shared documents’ uploaded to the system.
The shared documents at the client level will not be displayed within the project share documents library and vice versa. Therefore, it is important to upload a shared document in its proper location.
Onscreen the narrator will now describe the Message Centre section.
Narrator: We also have a section here on the Message Centre and the system displays the ‘last 5’ discussions.
Onscreen the narrator is now circling over Shared Documents and Message Centre which is located on the left hand toolbar.
Narrator: The system also has a menu item for Shared documents and the Message Centre which contains all of the shared documents and all of the discussions that have taken place.
Onscreen the narrator will now click and open the Help webpage by clicking on help which is located on the top toolbar.
Narrator: We also have developed videos for both of these sections which can be found under the Help link here. As you can see, Using the Message Centre and Using Shared Documents are help files. Within these help files, there is a video available.
Onscreen the narrator has returned to the Client Summary window and will now explain the Correspondence section which is located on the left hand toolbar. The narrator will open the Correspondence webpage.
Narrator: There is also a section here called “Correspondence. By clicking on this link, the system provides you with all the correspondence that has been captured within our internal system, sent to you the client as a hard copy and we display the correspondence here for you to peruse at your leisure.
Onscreen the narrator is circling over the column titles.
Narrator: You will see here that it is listed by project number and then type of correspondence. For any letter of offer or amendment letter, where the statement of work was updated, the system displays it here under the Supporting Document column for you. So you have a separate link to view your statement of work. If there is a correspondence that does not have a project number, it is because the correspondence is client-related as opposed to project-related. Please note that the correspondence is not available at the Project view, so you will always have to be at the Client Info section, clicking on correspondence to view your correspondence.
Onscreen the narrator will now click on Contacts which is located under the Client Info toolbar located on your left. The Contact webpage will now open
Narrator:We also have a link for Contacts. This lists the contacts that are set up in our internal system here at ACOA. This webpage lists the full name title and telephone number of your contacts. We ask you to verify the list of contacts and their details.
Onscreen the narrator has clicked on the name of one of the contacts, the Contact Details webpage has opened.
Narrator: Details can be obtained by clicking on the Name hyperlink.
Onscreen the narrator has returned to the Contacts webpage.
Narrator: Please notify us if there are any changes with these contacts so we can maintain accurate information in our internal system. And then as well, the information will then be properly displayed here in your ACOA Direct site.
Onscreen the narrator has clicked on one of the contacts and opened the Client details webpage.
Narrator: Please note that when you go to the client details there is a hyperlink for the email address. If you wish to send an email to this individual, simply click on the link and the system will auto launch an email that you can forward to this individual.
Onscreen the narrator has clicked on the Site Members hyperlink which is located on the Client Info toolbar located on your left.
Narrator: We also have a section here on Site members.
Onscreen the narrator is now clicking on the Help hyperlink.
Narrator: This section is covered under a separate video in the Managing Site Members help file. Please refer to it for instructions. The last section is Manage Your Account.
Onscreen the narrator is now clicking on the Help hyperlink.
Narrator: This is also covered under a separate video which is found in the Navigation tips help file here under your help link.
It is recommended you view the Navigation Video for tips on how to navigate throughout your client site. It is also recommended that you take some time to look through the various help files prepared for you and to listen to any pertinent instructional videos on how to use ACOA Direct.
This concludes our session on Client Information. Thank you again for taking the time to listen to this video. We trust it has been useful in addressing any questions you may have. If required, please feel free to contact your ACOA representative for further assistance … or as well to communicate with ACOA’s Help Desk at 1-888-322-2482 during regular office hours between 8 a.m. and 6 p.m. (Eastern Time). Please note the Help Desk is not available on weekends or statutory and civic holidays. Thank you.