Final Requests for BOCES Services in WinCapWeb

Final Requests for BOCES Services in WinCapWeb
(Call Carol McAdams at 479-6829 or Lynn MacDonald at 479-6813)
Go to www.wincapweb.com
Log in – User name is your email address. You only have to enter the first part of the email up to the “@” sign.
Enter Password
Go to “BOCES Services”. A drop down screen will appear. Go to “My District Profile”, “Service Requests”.
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Your district should appear in the customer.
Hit “Query” to get the service request data. It will take a few seconds for the data to load.
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After the data has loaded you will see the following screen.
You can make changes to any place you see a box in the “Quantity” or “Fixed Cost” fields.
When you add a quantity or fixed cost amount, the “Purchase Service” column will automatically check the
“Yes” box.
If you do not want the service, you should check the “No” box. Note: There is a way to mass select “No” for the
services you do not want. Please see pages 6 and 7 for instructions on how to do this.
The “2013-14 Cost” column is the proposed cost if you want to purchase the service.
The “2013-14 Request” column is a new column that shows the amount you are requesting. If this column is
zero, you are not requesting this service. You would need to check “Yes” for this column to be populated.
To save the data, you need to hit “Update” at the bottom of the screen. “Update” will save the data and then
bring you back to the district query screen. If you need to make more changes, you will need to hit “Query”
again to go back to the data.
Note – You do not have to hit “Update” prior to moving to the next screen. WinCapWeb will retain the values
you have on each page until you hit the “Update” button, as long as you do not time out. If you are idle for
more than 60 minutes, you will time out and all your data will be lost. The time out clock only resets itself
when you hit “Update”. As a result, I would recommend that you do hit “Update” often because your data is not
actually saved until you hit that button.
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In each grid within WinCapWeb (see above), there are some useful features that you can use.
1. Wrench – Display Settings will allow you to modify your screen view. You can add more columns of
information or reorder the way you see the columns. You can also expand the lines per page that you
view. Please note that the more lines you view per page, the longer it will take to load the next page.
By keeping it at 25 lines per page it takes about 4 seconds to move to the next page.
2. Green Upward Arrow – will reset the display the settings back to the system default settings.
Green X in a box – will allow you to export the data into an Excel spreadsheet.
Filters
There are filters you can use to help make your selections quicker and easier.
Under the “Purchase Status” you have the options to filter the following: “Yes”,” No”, “Yes or No”,
“Unspecified”, “Yes or Unspecified” and “No or Unspecified”. Unspecified means you have not checked either
“Yes” or “No” for that service.
Under the “Contract Status” you have the options to filter the following: “Current Contract > 0”, “Proposed
Contract > 0”, “Current or Proposed Contract > 0”, “New Services” and “As Used Services”. The Current Contract
is the “2012-13 Current Contract” column and the Proposed Contract is “2013-14 Cost” column.
Under the “Service Status” you have the option of looking at any new services.
Under the “Provider” you have the options to filter the following: “(all)”, “QUESTAR III”, “CAPITAL REGION
BOCES”, “ONC BOCES” and “ULSTER BOCES”. This filter is helpful when certifying the cross contracts (see page
11). The only BOCES you will find in the list are the ones that we are linked too.
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Recommended Process for Online Service Requests
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Filter Contract Status for: “Current or Proposed >0” and Provider for: “Onondaga Cortland Madison
BOCES”
This will list all OCM services you are currently in or have amounts in for next year. It will also list
non-linked cross contracts.
Modify quantities/fixed costs and click “Yes” or “No”.
Click “Update” at the bottom of the page to save your changes
Hit “Query” to reload your contract
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Filter Purchase status for: “Unspecified” and Provider for: “Onondaga Cortland Madison BOCES”
This will list all OCM and non-linked BOCES services you have NOT said “Yes” or “No” to.
If you want to say “No” to ALL of these, at the bottom of the page click on: “Do Not Purchase
Services”
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Click on “OK” to confirm you do not want to purchase the filtered services.
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After the system has processed the “No’s”, a green box will appear on the Query screen, confirming
the number of records that were updated.
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I would recommend hitting “Query” again and at a minimum doing another sort as “Unspecified” to
make sure that there are no services left to be checked. You may also want to look at your “Yes’s” to
make sure the services and amounts are what you want to request.
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Finalize the Request
Before certifying the request, you should “Finalize” the request. This will re-check all services for
yes/no and will recalculate contract. If there are any services not checked, it will put a “No” in the
service
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Clear the filter
Filter on the Provider: “Onondaga Cortland Madison BOCES”
Click on the Finalize button at the bottom of the screen
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Certify the Request
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AFTER you have made sure ALL lines have a “Yes” or “No”, go to “BOCES Services”; “My District
Profile”; “Service Request Certification”.
Make sure the Provider is: “Onondaga Cortland Madison BOCES”
“Query” the data.
If there are any lines that are “Unspecified”, you will NOT be able to certify.
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Click the “Certify” button at the bottom of the page to finish the process.
This will lock the BOCES Service Request and no further modifications can be done unless you call
Carol McAdams or Lynn MacDonald to decertify the request.
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Cross Contracts
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Filter for the Cross contract BOCES you want to work on using the Provider Filter.
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There are two ways to look at/work on your cross contract services.
1. The purple button at the right of each line – this will only open the link for that service
2. Load all Cross Contract detail button – this will open all cross contract links in your search
If you see a line that has dollars for the next year COST, but not in the next year REQUEST, look at the
Yes/No column.
It probably is not checked.
The only way to check Yes/No for these lines, if the other BOCES has linked with OCM (purple button), is
to expand that line.
If there is no purple button you can edit that line. (there will be a paper copy of the request )
Keep in mind that if there is no purple button you are telling OCM about your needs, but not telling the
other BOCES of your needs.
Go through the same process for service needs as you did for the OCM services.
You will need to “Finalize and “Certify” each BOCES, when you are done editing your request.
Please also note that each BOCES has a different time line. If you do not certify their request by the lock
out date, you will not be able to request their services. The lock out date is shown on the BOCES Service
Request screen.
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Printing BOCES Service Requests in WinCapWeb
Goto “BOCES Services”, “My District Profile”, “Reports”, “Service Request”
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If you want both the current year and the next year on the report, you should check the box labeled “Include
base year Services not requested for the new year”.
If you only want the next year on the report, do not check this box.
Note: The “Service Sort” area will be developed at a later time, so you can just leave this at “(none)”.
Note: If there is not an amount shown in the 2013-14 Request column, it means that you have not checked
“Yes” for that service.
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Example of report with “Include base year Services not requested for the new year” box checked.
Example with “Include base year Services not requested for the new year” box not checked.
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Printing BOCES Service Contract Status Report in WinCapWeb
Goto “BOCES Services”, “My District Profile”, “Reports”, “Service Contract Status”
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Select the year you want to look at. Use the drop down box to change the year. Note – You can view back to
2002.
Decide if you want to include records with a “0” amount.
The “Display Cross Contract records” option will allow you to view the contract amounts on OCM Books as well
as the detail at the other BOCES. This only works for services that are linked to another BOCES (TST and Oswego
BOCES services).
Leave both the “Display Option” and “Service Sort” to “(none)”.
Hit “Preview”
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Example of a Service Contract Status Report.
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