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FlexTech: Milestones & Deliverables

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Info

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Once the scope of work negotiation has been completed and approved, the applicant Applicant will get an auto-notification that the project has been executed . The executed contract package will include of the approved final Scope of Work and Budget and indicate , and the project Purchase Order which indicates the cost share to be distributed to the applicantApplicant.

UI Steps

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UI Step
Once the Scope of Work is Approvedapproved and a Purchase Order has been issued, the project status will change to “Awarded”. The applicant can navigate to the the NYSERDA Salesforce Portal and login to submit deliverables.

UI Step

In the portal homepage, click the Projects tab to navigate to the project record.

Tip

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You may need to change the drop down (next to the airplane icon) to FlexTech – External in order to see all your FlexTech projects

Once you are in the Salesforce Portal, click on the Projects tab on the home page

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UI Step

Select Click the Project Record with the Approved statusName of the Awarded project.

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UI Step

Within the Project Details page, scroll down and locate /expand the the Milestones and Deliverables section.

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The project must be in the Awarded status to upload deliverables.

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UI Step

There are four fields available for the applicant to submit documents. The only documents required at this point are the Report and Project Summary Sheet. for initial deliverable submission are the Report and Project Summary Sheet, unless other deliverables are included in the scope of work. Click on Choose File to upload a required document.

Follow the guidance below for uploading deliverables to the Deliverables Tab:

Report row – Only the draft/final report should be uploaded here.

Project Summary Sheet row – Only the Project Summary Sheet should be uploaded here.

Additional Documents row – Supporting documentation or additional reports should be uploaded here, if applicable.

Reviewer Comments row – Only upload the comments document with your responses here.

Interim Deliverables row – Only interim deliverables for RCx projects should be uploaded here.

Tip

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If only one of the required document documents is uploaded, a red prompt will show up appear above stating a which document is required to be uploaded.

There is no file type requirement.

Click on Choose File to upload a required document.

Warning

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Do not submit a Reviewer CommentYou will not utilize the Reviewer Comments field for the initial deliverable submission.

Once the correct files are submitted, DO NOT upload anything again further documentation until the Project Manager approves/rejects the documents as the choose file buttons will not be disabled.

UI Step

File name or uploads can not exceed 40 characters.

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UI Step

Once Once the required documents are added, click Submit in the lower left-hand corner. The project status will update to Deliverables Received.

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The Submitted status would stay around at a minimum of 2 weeks until the review is complete.

UI Step

Once all of the documents are approved, applicants the Applicants will get an a Final Report Approved email notification. The email will state that the applicant can submit their final invoicing to this project.

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If no required documents are rejected, this This is the last step for Milestones & Deliverables. If at least one required document requires revisions and is rejected, please continue to follow the instructions belowsteps below.

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UI Step

Documents that require revisions will have a rejected status. The Project Manager will upload a document to the Reviewer Comments field, which will outline the necessary edits to the document(s). The Project Manager will also send an email with the link to the project, and attachment of the Reviewer Comments so all parties can view. After those comments are sent, the project status will be updated to Deliverable Comments Issued. Once you’ve uploaded the revised documents, the Project Manager will move the status back to Deliverables Received. The project status will toggle back and forth between these two statuses until all deliverables are approved. Then the status will move to Approved.

Follow the guidance in Step 5 for uploading deliverables.

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Once the Applicant receives the Reviewer Comments, they have 30 days to upload the revised document(s). The process repeats until all documents have been Approved by the Project Manager.

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