Mary Toth

Created Aug 08, 2023

NGen External Salesforce Guide for Projects in Contracting

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Login at https://ngencanada.my.site.com/

3 Steps

Click on Project

Click on your Project Name

You will see them all here if you have multiple projects with us.

You may have noticed that you have transitioned from the Assessment phase to the Contracting phase.

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Project Feedback

13 Steps

Project Members and Files (Feedback)

Most communication related to Contracting will occur in the project feedback section.

Under project feedback, you will see multiple headers—the first is Feedback ID, a random numerical value associated with each feedback item.

The second is the Feedback type, the project documents that must be completed during contracting.

If you are unfamiliar with these items, please review the Contracting Introductory presentation or speak with your designated PDM.

Third is Feedback status, which indicates who is responsible for the document at any time.

Search "For Project Upload" and "For Project Review." Any other statuses are for internal monitoring by NGen staff only.

If you see "For Project Upload," we have not yet received any information about the project item. You can upload it through Chatter or use the Salesforce website to populate the information outlined in Step 8.

On the other hand, "For Project Review" indicates that an NGen staff member has provided you with additional feedback to incorporate into the document. It is now on you to complete.

Third is Feedback status, which indicates who is responsible for the document at any time.

Please see what application you will use to complete each project item: Chatter, DocuSign and areas of the Salesforce site.

Click on any feedback ID number to access that feedback item's details.

You will find the initial project feedback under the feedback header for specific project documents.

Your designated PDM lead will have a technical introductory meeting with you to discuss this feedback. Your IP lead will also have a separate meeting to discuss feedback with you.

When you're prepared to send in a newly updated document or a new one altogether (as per step 8), simply utilize the chatter feature within each specific feedback item (for example, Project Plan). Click on "Share an update."

Be sure to @ your Project Development Manager or any relevant NGen contact by name and tell us what the update is for.

Attach, upload and share your file.

Kindly make sure to update and save the feedback item's status as "for NGen Review." Doing so will notify us to review and give our approval.

Again, the only status you will update it to will be for NGen Review. We will handle the rest.

If you have any questions regarding a particular project document, kindly utilize the Chatter feature within the specific feedback item. This way, all communication will be consolidated in one location.

To successfully navigate the Collaboration Agreement, IP Plan, and other important information, you will need access to the appropriate guidance documents within the Salesforce Files, Notes and More section.

Once we have marked all the feedback items as "CTO Signed Off," you have completed all the necessary items to move into monitoring.

The CTO's approval status signifies the project feedback item is complete.

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Files

1 Step

Once we have reviewed and approved the finalized Project documents, NGen will store the documents here. This is the same place where we store templates/guides. You can also access the assessor feedback report and supplementary guidance or training materials.

Click on Files…

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Milestones

7 Steps

Click on Application Details

Click on Milestone Registers…

Click on New

Update Milestone form...

Type "0" for now and save...

Once you have made changes to your milestone register based on NGen's feedback, please communicate to us through chatter that you have done the same.

Edit Feedback Status to NGen Review.

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New Vendor Set-Up Form

4 Steps

AKA direct deposit form

Click on Resource

Click on New Vendor Set Up

Click on New

Fill out New Vendor Setup Form and Save...

Project Finance Workbooks

10 Steps

Click on Project Finance Workbooks…

Click on your Company's workbook

Each company will have to edit their own workbook.

If you would like to edit your Labour Costs, click here…

Click on New to add a new line item

Fill out the details...

If you would like to edit an existing line item, click here...

If you would like to edit your Subcontract Costs…

Repeat this process for the Capital & Equipment Costs, Materials & Supplies Costs, Travel Costs, Other Eligible Costs, and Unfunded Eligble Costs...

Once you have made changes to your workbook based on NGen's feedback, please communicate to us through chatter that you have done the same.

You do not need to upload anything as an attachment unless NGen has requested so.

Edit Feedback Status to NGen Review.

Once the workbooks are approved the admin fee breakdown can be detailed in salesforce.

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Administration Fee

10 Steps

When you are ready to divide the administration fee among your project consortium, click this header.

The Admin Fee ID is a random numerical value associated with each admin fee item.

The Project Member company represents each Participant in the consortium.

The dollar amount for the Partner fee can be adjusted within the item.

This is the Partner Fee split percentage of the total admin fee, which automatically generates depending on the value that you fill in the partner fee amount.

All Project Participants must consent to the administration fee; it is non-negotiable.

To populate the partner fee amount, click the admin fee ID associated with the appropriate Project Member Company (Project participant).

Click on Partner Fee Amount and edit the value the particular member company/participant will be paying, aka their "split."

Once you have completed your split for each project member, it should equal the total admin fee amount. If it is less or more than the total admin fee, you will receive a notice to this effect: "Total Allotted Admin Fee is less than the Admin Fee Total Amount."

You will be issued an invoice after all the deliverables are approved and the MPA is executed according to the previously agreed split to complete the payment process. Please follow the payment instructions provided on the invoice.

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Financial Forecasts

1 Step

Please contact your PDM about how to populate the financial forecast item.

Well done!

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