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Narrator: Today we are going to look at the Project 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 shows an Internet Explorer webpage titled “Client Summary”. The narrator clicks on the “Projects” hyperlink located on the left-hand side toolbar of the webpage.
Narrator: From the Client site, you can access information on your project by either clicking on the number of projects link under Project Details, or the projects hyperlink here located under the Client Info toolbar on your left.
So if you click on Projects, you will get a list of projects that fall within your client site.
Note that projects that are considered closed, which means, having been fully disbursed, repaid and monitored prior to December 2009 are not included in this list and therefore will not have a project view available for you in ACOA Direct.
Onscreen, the narrator clicks on a project number hyperlink located within the Project Number column of the webpage.
Narrator: Clicking on a project number, will bring you to the Project view for this particular project. You will note that you have left the client view. It can be access at any time by clicking on Client Info link which is located on the top toolbar.
Onscreen, the narrator clicks on the “Help” link on the page top menu.
Narrator: If you wish to view a video on client information, you can go to the Help link which is located on the top toolbar. This will open the Help for ACOA Direct Services webpage. The video can be viewed by clicking on the Client Account Information hyperlink.
Onscreen, the narrator returns to the Project Summary view.
Narrator: Within the Project Summary section, you will find the brief description of the project, the status of your project, the program that the funds were taken from at ACOA, the account manager that is responsible for your project, and their phone number.
You can click on the name of the Account Manager to send a direct email to this individual.
Note that sending an email via this link will not be going through a secured line. If this is necessary, we encourage you to go back to the Client Info view which is located on the top toolbar, and click on Message Centre to send them a secure message.
The individual noted here may differ from the name of the client liaison officer that is located at the Client Info view. This is usually common for non-commercial clients and projects.
Onscreen, the narrator highlights the Project Details for this specific project.
Narrator: If the status of the project says under evaluation (the status of the project can be found under the Project Summary section, under Status), note that the total cost displayed under Project Details, along with the ACOA Assistance, are estimates only and are subject to change until a decision is rendered by the Agency.
Also note that the ‘Interest Due’ amount is only billed monthly. If you want to pay the interest overdue to the Agency, contact your Account Manager. You can also consult the Help file for more details.
Onscreen, the narrator highlights the Payments section
Narrator: Under the Payments section, you will see the list of payments that are currently under evaluation, have been approved, are cancelled and the total of all payments, and these are payments that are specific to this one project.
You can access the list of the payments by clicking on the numbers that are located at the right of Under Evaluation, Approved, Cancelled or All Payments, or by clicking on Payment link located under the left toolbar
Onscreen, the narrator clicks on the number hypertext located on the right of the Approved row. This opens the Payments Approved webpage.
Narrator: By clicking on the number on the right of Approved, the system will bring you to the Payments Approved webpage, for the six approved payments. It displays the claim date, the claim amount, the Payment amount that has been disbursed to you, the client, and the cheque number.
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 returns to the Project Summary webpage.
Narrator: As well, in the Project Information section, you get the repayments for this specific project.
If this is a non-repayable project, you will likely not see any instalment scheduled. The only time you may see one is if an outstanding advance is still owing after a final claim has been processed, then you will see that there is an amount due to the Agency.
If your project is repayable or conditions have been met on a provisionally repayable project, you will see amounts scheduled by clicking on the number hypertext located to the right of the Schedule row within the Repayments table.
Onscreen, the narrator clicks on the number hypertext located to the right of the Schedule row within the Repayments table.
Narrator: You can access the list of these repayments by clicking on the underline hyperlink to the right of schedule, and the system will open the Repayments webpage. It will display the list of those thirty-three instalments in this case, and it gives you a total at the bottom of each column.
You can print this schedule at any time from this site. You can also access this Schedule by clicking on the Repayments link located on the left toolbar under Project Info view.
Onscreen, the narrator highlights each column located on the Repayments (Schedule) webpage.
Narrator: The details displayed are the due date for the amount, the paid date (if it has been paid), the principal amount owing, any interest or charges, what has been repaid, what is outstanding, and the status of that repayment instalment.
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, the coming month, and you want to know what amount must be in your bank account for the first of the month.
Onscreen, the narrator returns to the Project Summary webpage and highlights the Packages section.
Narrator: Another section in your project information site would be the Packages.
Onscreen, the narrator points to the “Create a Package” hyperlink located on the left-hand side toolbar and lists the sections claim, advance and final claim sub-menu items located under this heading.
Narrator: These would be packages that you would create and submit regarding a claim, an advance, or a final claim.
Onscreen, the narrator points to the “Packages” hyperlink located on the left-hand side toolbar and lists the drafts and submitted sub-menu items located under this heading.
Narrator: To view the packages that are already launched in draft, or submitted, you can click on Drafts or Submitted which are located under Packages on the left toolbar.
Onscreen, the narrator clicks on the number hypertext located to the right of the Submitted row within the Packages table.
Narrator: Or click on the Drafts or Submitted links located under Packages.
Onscreen, the narrator clicks on the first link in the name list to open one of the packages submitted.
Narrator: If you click on one of the packages, the system will display the forms and any supporting documents that may have been uploaded to this package prior to being submitted.
You can only view the forms of a submitted package, you cannot edit them.
Those packages that are in ‘draft’ are saved in draft and you can go in at any time to update that information.
Note that anyone having read access rights to this system can only read draft and read submitted packages. They cannot edit any draft packages.
Those with edit rights and admin right will be able to edit draft packages.
Onscreen, the narrator clicks on the “Help” link on the page top menu and highlights the Managing Site Members link.
Narrator: For more information on access rights, you should consult the Help file on Managing Site Members.
Onscreen, the narrator returns to the Submitted webpage.
Narrator: Note that any supporting documents that have been added to a package will not be displayed at the project view under shared documents (or the client view, under shared documents).
Onscreen, the narrator is circling over Packages
Narrator: They are strictly stored within the packages themselves.
Onscreen, the narrator returns to the Project Summary webpage. She gives an overview of the Shared Documents section which is located at the bottom of the screen.
Narrator: Also available at the Project level are the last five shared documents that have been uploaded to this particular project.
Note that shared documents at the ‘project level’ will not be displayed within the ‘client’ shared documents library and vice versa. Therefore it is important to load a shared document in its proper location.
Onscreen, the narrator clicks on the “Results” link located on the left-hand side toolbar.
Narrator: Note that there is another section on results which displays the ‘Expected Project Results’ and the ‘means of verification’ of a given project. These expected project results and means of verification have been identified in your statement of work which is part of your letter of offer.
Note that there is no link available on the left toolbar for the message centre. It is not available at the project level. You must first go to the ‘Client Info’ link (located on the top toolbar) and then access the Message Centre from there.
Also, note that the Correspondence is not available at the project level either. You must click on the ‘Client Info’ link (located on the top toolbar) to go view the list of Correspondence. This would be correspondence that was generated within ACOA’s internal system, of which you received the original document in the mail, by fax, or other means.
From the project site, you have the ability to create a package for a claim, advance, or final claim.
Onscreen the narrator clicks on the “Help” link on the page top menu.
Narrator: This has been covered in a separate video that can be accessed by clicking on the Help hyperlink, then choosing the Creating and Submitting a Package help file along with a video that is located within this file.
It is recommended that you view all of the videos here, including the navigation tips.
This concludes our session on Project 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.