CMM Training

CMM Training

Navigating and Selecting

Logging on to CMM

Log onto Starburst or Pulsar.

At the main menu, type CT for Contract Management (TRIAD).

CMM Main Menu:

DA and NA include all screens: Proposal, Contracts and Finance.

DC and NC include only Contract Information.

PR includes Proposal Information.

DF and NF include only Financial Information.

NOTE: DC and NC begin at the CMLINK screen, which allows the user to identify the associated Contract ID(s) or Proposal Number(s) if they have an Account Key, Contract ID or Proposal Number.

NAVIGATING and SELECTING

Utilizing Function Keys: Selection and navigation in the Contract Management Module (CMM) is dependent upon the use of Function Keys. Below is a list of the function keys and how they are utilized in CMM.

F1 – HELP

F2 – DELETE (utilized by Sponsored Agreements only)

F3 – OPTIONS

F4 – SCREEN

F5 – PREVIOUS

F6 – NEXT

F7 – ADD or BROWSE (toggles)

F8 – EXIT

When in BROWSE – Function Key Selection

F1 F2 F3 F4 F5 F6 F7 F8Help Delete Options Screen Browse Previous Next Add Exit

When in ADD – Function Key Selection

F1 F2 F3 F4 F5 F6 F7 F8Help Delete Options Screen Add Previous Next Browse Exit

F1 - HELP - Provides either a predefined selection or a definition/ explanation of the field selected.

Example:

1) Direct Fund Source (F1 Selection) – Provides an alphabetical listing of all incoming fund sources to date.

Short Name Long Name

AERODYNE RES Aerodyne Research Inc.

AEROMET Aeromet Inc.

AES Atmospheric Environmental Services, Canada

AGU American Geophysics Union

2) Award Number (F1 Selection) - Provides an explanation of “Award Number”.

“Complete contract number assigned by awarding agency.”

F2 - DELETE - Allows deletion of complete CMM screens by Sponsored Agreements.

F3 - OPTIONS - Allows users to select, by field, all information available in CMM. When F3 is selected the function keys change to:

F1 F2 F3 F4 F5 F6 F7 F8Help Count Cancel All Select Global Summary Exit

F1 – Provide help with either a “selection list” or “explanation/definition” of field.

F2 – Will provide a count of ALL entries that meet selection criteria. Will also

provide a list if user selects “Y” when requested.

F3 – Allows user to cancel selection.

F4 – Will select ALL entries that meet selection criteria. Allows user to toggle

through and review all entries that meet criteria.

F5 – NOT CURRENTLY BEING USED

F6 – NOT CURRENTLY BEING USED

F7 – Not functional for this menu selection.

F8 – Allows user to EXIT from selection menu.

Note: Users are only provided the selections above when in “SELECT” mode. Menu selection provides multiple options; however, SELECT NEW is the only working option at this time.

F4 - SCREEN - Provides a selection of all CMM screens available. Either enter abbreviated screen name or use the arrow keys to make a selection.

Select Desired Screen:

Screen Name:

CMADVNOT Advanced Notice FormCMPRMSTR Proposal SummaryCMPRDTL Proposal DetailCMPRFUND Proposal Funding DetailCMLINK Proposal to Contract LinkCMMSTR Contract SummaryCMFUND Contract Funding SummaryCMDTL Contract DetailCMBUDHST Contract Budget HistoryCMBUDDTL Contract Budget DetailCMREPREQ Contract Reporting RequirementCMCOMRQ1 Contract Compliance Rqrmnts 1

CMCOMRQ2

Contract Compliance Rqrmnts 2

CMCOMRQ3 Contract Compliance Rqrmnts 3CMPRMSTR Proposal Summary

F5 - PREVIOUS - When in “ADD” mode, allows user to move between screens. When in “BROWSE” mode, if there are multiple detail screens, allows users to view each detail screen. Example: CMDTL – The sample below has multiple Contract Detail Screens because multiple modifications to the same agreement have been received and recorded.

F6 - NEXT - When in “ADD” mode, allows user to move between screens. When in “BROWSE” mode, if there are multiple detail screens, allows users to view each detail screen.

(See example referenced in F5.)

F7 - ADD or BROWSE (toggles)

BROWSE allows user to view previously input data.

When in BROWSE – Function Key Selection

F1 F2 F3 F4 F5 F6 F7 F8Help Delete Options Screen Browse Previous Next Add Exit

ADD allows user to toggle between screens.

When in ADD – Function Key Selection

F1 F2 F3 F4 F5 F6 F7 F8Help Delete Options Screen Add Previous Next Browse Exit

F8 - EXIT - Allows user to exit from:

- The Contract Management Module

- Selection Mode (F3)

- Screen Selection (F4)

Linking / Searching in CMM

CMLINK allows the user to find the Contract ID with either the Account Key or the Proposal Number. It also allows the user to find the Proposal Number using the Contract ID.

Search for Contract ID(s) with Proposal Number

Press “F3” - Note the description on F3 changed from “Options” to “Cancel”. “Options” allow users to search the entire CMM Database for a new record and “Cancel” allows users to cancel search.

Select Desired Option:

Select New Only Option Available at this time Select Refresh Browse Order Utility View Image About Module

“Select New”

In Proposal Number, Enter “1995118” (This is the first space on the screen and your curser is there, so no need to TAB or Arrow.)

The proposal number is entered as 7digits, with no spaces or dashes.

Notice the center button is blinking “Select” while you are in Select Mode.

Press Return (Note there are 5 contracts in CMM associated with this proposal number.)

Press “F6” Next and “F5” Previous to go through associated contracts.

Search for Proposal Number(s) with Contract ID

Press “F3”

“Select New”

Move to “Contract ID” using either TAB or Arrow Keys

Enter “87GP0105”

Press Return (Note there are currently 16 proposals in CMM associated with this Contract.)

Press “F6” Next and “F5” Previous to go through the associated proposal numbers.

Search for Contract ID with Account Key

Press “F7” to be in Add Mode

Move to the box following “Enter "Y" to search for Contract Numbers by Account Key” using either TAB or Arrow Keys

Enter “Y”

Press Return

Enter “195126” in the Enter Account Key pop-up window.

Press Return - The associated contract ID is now shown

Search for Contract ID with Account Key, Cont.

Press Return ("F8" cancels, Return brings up the contract.)

Press “F7” to return to Browse Mode to view the contract (Note that the contract ID and associated proposal number are now shown.)

Navigating Between ScreensThere are two methods to navigate between screens in CMM: toggling between screens using "F5” or “F6” and “F7” and the menu selection using “F4”.

1. To toggle from one screen to another you must use your function keys “F5” or “F6” and “F7”, and be in “Add” mode.

“F5” Previous

“F6” Next

“F7” Add or Browse

Add - allows user to move between screens

Browse - allows user to view information in the screen

Navigation Technique 1, Add/Browse Mode for a Selected Contract IDExercise:

From the Link Screen,

Press "F3"

Select New

Enter proposal number “1995118”

Press “F7” several times - Notice it toggles between Add and Browse

Press “F7” and stop on Add Mode

Press “F6” for the next screen, (CMMSTR in DC)

Press “F7” to go back to Browse Mode to view information on the screen

Press “F7” for Add Mode to move between screens

Press “F6” for the next screen, (CMFUND in DC)

Press “F7” Browse Mode

Press “F7” Add Mode

Press “F6” next screen, (CMDTL in DC)



Press “F6” next screen, (CMCOMRQ1 in DC)








.

2. Another way to move from screen to screen is by using a menu selection. Press “F4” for the Menu Screen:

Select Desired Screen:

Screen Name:

CMLINK Proposal to Contract LinkCMMSTR Contract SummaryCMFUND Contract Funding SummaryCMDTL Contract DetailCMCOMRQ1 Contract Compliance Rqrmnts 1

CMCOMRQ2

Contract Compliance Rqrmnts 2

CMCOMRQ3 Contract Compliance Rqrmnts 3CMPRMSTR Proposal SummaryCMREPREQ Contract Reporting Requirement

Enter Screen Name or Use “” “” keys to select the screen

Navigation Technique 2, Screen Menu for a selected Contract IDExercise: From the Link Screen

Press "F3"

Select New

Enter proposal number “1995118”

Press "F4" to see the menu of available screens, which lists both the CMM Screen Label and the full name of the screen.

Arrow Down To CMDTL

Press Return To Go To That Screen Press "F4" For Menu Of Available Screens

Arrow Down To CMMSTR

Press Return To go to screen Press "F4" For Menu

Arrow Down To CMCOMRQ3 Press Return To go to screen

Press "F4" For Menu


Press "F4" For Menu


Press "F4" For Menu

Arrow Down To CMFUND Press Return To go to screen

Navigation Within “Layered” Screens

(In CMM there are several screens that are layered, with a screen for each award or modification. CMDTL is one of those screens. A new “layer” is added for each modification.)

Browse Mode – if not in Browse already, press “F7”

Press “F6” for Next, toggles back through the modifications to the original

Press “F5” for Previous, toggles in the other direction, forward to the most recent

(Usually best to write down the contract ID and re-select when toggling through the layers in the detail screens.)

Old Proposal Numbers

Beginning in FY 1997, when the Contract Management Module (CMM) first came online, all UCAR proposal numbers are seven digits. The first four numbers represent the fiscal year and the last three numbers are sequentially assigned. New proposal numbers, beginning with FY1997, are assigned through the Advance Notice System. All active proposals, issued prior to FY 1997, were assigned new seven digit numbers for CMM and the old proposal numbers are referenced in CMM on the CMPRMSTR screen.

The seven digit proposal number is typically written 2002-001, but in CMM it is entered as “2002001” without the dash. (The old numbers shown on the CMPRMSTR Screen include dashes, periods, etc.)

Exercises:

Press “F8” to exit to the main BiTech Menu screen

Enter CTDC selecting both Contracts Management (CT) and Direct Agreements Contracts (DC)

Press “F4” for the menu

Select CMPRMSTR with TAB or Arrow keys

Press “F3”

Select “Select New”

Tab or Arrow to “Former Proposal Number:”

Type “81-01” (Many former proposal numbers used the last two digits of the fiscal year, but notice the new seven digit proposal number is 1981100.)

NOTE: Prior to FY 1997, proposal numbers were assigned within each entity and a few former proposal numbers were duplicated in NCAR and UOP.

Press “F3”


Tab or Arrow to “Former Proposal Number:”

Type “96-55”

Press "F6" / "F5" Notice “96-55” was assigned in both UOP’s UNAVCO and NCAR’s ATD.

NOTE: Prior to FY 1997 some UOP programs had no proposal number assigned.

Press “F3”


Type “1995007” Notice the former proposal number is “UNKNOWN”

CMM Training

Direct Award Module

STARBURST or PULSAR

To which system does this request relate? (type HELP if stuck)

The Contract Management Module is available in both Pulsar and Starburst.

Select CT and DC to access “Direct Contracts – Contracts.” These screens are maintained by the Sponsored Agreements Office.

DA “Direct Contracts – All” includes information on contracts, as well as Finance and Proposal data.

Proposal to Contract Link CMLINK User Name

Help Delete Options Screen Add Prev Next Browse Exit

F1 F2 F3 F4 F5 F6 F7 F8

Status of Screen

Toggle selections are “Add” and “Browse”.

Move to next screen:

-Recall status should be in Add mode ("F7" to toggle), then "F6" (next).

Proposal to Contract Link - CMLINK

Searches in CMM:

Searches can be done using all CMM fields. The user does not necessarily need to know the complete proposal or contract number.

Exercise:

1. Press “F3” - Note the description on "F3" changed from “Options” to “Cancel”; “Options” allow users to search the entire CMM Database and “Cancel” allows users to cancel the search.

“Select New”

Select Refresh - ONLY OPTION AVAILABLE AT THIS TIME

Browse Order

Utility

View Image

About Module

Enter “2001*” (* is TRIAD’s wildcard).

Press “F6” - Note the proposal number sequentially changes to the next assigned number.

2. Press “F3”

“Select New”

Enter “1997256” (first option, no need to TAB or Arrow)

Press Return

Press “F6” Note if you Press “F6” you get an error message “no records found in forward direction”. This means there are no additional contracts associated with proposal number 1997256.

3. Press “F3”

“Select New”



Press Return Note there are currently 4 contracts in CMM associated with this proposal.

Note Proposal No. 1997256 - To view all 4 Contract ID’s - complete the next exercise

4. Press “F3”

“Select New”

Enter “1997256” (first option, no need to TAB or Arrow)

Press Return

Press “F6” - Note the Contract ID is changing. CMM will list all 4 contracts associated with this one proposal number.

Press “F7” to toggle from “Browse” to “Add”, note the screen is now blank

Press “F6” (goes to next CMM screen)

Press “F7” provides user with summary detail of proposal selected on prior screen



Contract Summary - CMMSTR

Exercise:

1. To look at selections in Award Type:

Move to “Award Type” using TAB or Arrow Keys.

Press “F1” - Provides user a list of all award types available. To select a particular type, move using “arrow keys”

Press “F8” to exit WITHOUT UPDATING

2. To find a NOAA award that includes “GP”:

Press “F1”

Press “F5” - Note cursor moved to MATCHES above. This allows user to search for a contract without viewing all available contracts.

Enter “*GP*”

Press Return - Note this selects all Contracts that include “GP”

Move Forward and Backward with Arrow Key – to view selection

Move to 87GP0105 – to select this award

Press Return - Note you are returned to CMMSTR and summary information is provided.



Contract Funding Summary - CMFUND

Exercise: (Be sure you are in Browse mode.)

1. To select a NASA Award:

Press “F3”

“Select New”

Move to “Direct Funding Source” using TAB or Arrow Keys

Press “F5” Can select a new fund source by moving up and down using arrow keys or by Pressing “F5” and typing in known fund source or portion of source followed by an “*”.

Enter “NASA*”

Press Return

Press “F8” to exit without updating.

2. To select a contract if ID is known:

Press “F3” (Options)

“Select New”


Press Return



Contract Detail - CMDTL

CMDTL is the basic and modification input screen.

Each modification can be viewed individually by toggling between previous and next.

WARNING: A glitch in the system sometimes causes this screen to freeze and will not allow you to view other modifications using the "previous" and "next" keys. If this happens, write down the contract ID, Press “F3”, “Select New”, enter the 8-digit contract ID, press return.

Exercise:

Users of CMM are limited to “predetermined” selections for certain fields in order to maintain consistency.

Make sure your status is in “Browse”

1. To see the predetermined reasons for amendment receipt:

Move to “Reason for Amendment” using either TAB or Arrow Keys.

Press “F1” - Note there are “8” selections.

Move around the list using arrow keys.

Press Return to select or “F8” to exit.

Make sure your status is in “Browse”

2. To see a field definition:

Move to “Funding Awarded” using either TAB or Arrow Keys.

Press “F1” - Note for this field a “definition” is available to the user.

Press any key to exit.



Contract Compliance Requirements 1 - CMCOMRQ1









Other Screens:

o Reporting

o Finance

o Proposal

To access screens for Reporting, Finance and Proposal information, select CT, then DA.

Note that the menu selection in DA “Direct Contracts – All” includes the screens found in “Direct Contracts – Contracts” in addition to these.

Contracts Reporting Requirement - CMREPREQ

Contract Budget History - CMBUDHST

Contract Budget Detail - CMBUDDTL

Advanced Notice Form - CMADVNOT

Advance Notice

The Advance Notice Form is completed on-line for all new proposals and assigns a unique, sequential proposal number to UCAR proposals. (Each entity has a specific proposal review, approval and submission process, so when and how the Advance Notice is completed depends on that process.)

The current sequential numbering scheme originated with CMM beginning in FY1997, 4 digits for the fiscal year and three digits for the proposal number. (Proposals that originated prior to FY1997 are listed with both old and new numbers on the CMPRMSTR screen.)

Advance Notice / CMM Link

The entity Budget Office approves the Advance Notice Form electronically on-line and a portion of the information is then transferred via a daily update process to the proposal screens in CMM.

Provides Checks and Balances

This Advance Notice information is required for Sponsored Agreements to be able to “link” a new funding award number with an approved proposal. If the proposal information is not in CMM it indicates that the Advance Notice for the proposal has not been approved on-line. Sponsored Agreements is unable to make the link and cannot enter the award until after the entity Budget Office determines the status of the proposal and approves the Advance Notice.

Proposal Summary - CMPRMSTR

CMPRMSTR is used primarily by Sponsored Agreements to locate assigned proposal numbers. Prior to 1997, most assigned proposal numbers were formatted with a year followed by a sequential number. Each entity Budget Office assigned and tracked their own numbers (creating duplicates).

Beginning in 1997, with the development of the Advance Notice System, all numbers are electronically assigned for all entities. The format is the current year and a sequentially assigned number.

Exercise:

To search for an old proposal number:

1. Press “F3” (Options)

2. “Select New”

3. Move to “Former Proposal Number:” using either TAB or Arrow Keys

4. Enter “96-14” (using either number pad or top row of numbers)

5. Press Return

Note screen filled in above with the translated proposal number.

Proposal Detail - CMPRDTL

CMM Training

NSF Module

STARBURST or PULSAR

The Contract Management Module is available in both Pulsar and Starburst.

Proposal to Contract Link CMLINK

Help Delete Options Screen Browse Prev Next Browse Exit

F1 F2 F3 F4 F5 F6 F7 F8

Status of Screen

Searches in CMM:

Searches can be done using all CMM fields. The user does not necessarily need to know the complete proposal or contract number.

Exercise:

1. Press “F3”

“Select New” (first option, no need to TAB or Arrow)

Select Refresh - ONLY OPTION AVAILABLE AT THIS TIME

Browse Order

Utility

View Image

About Module

Enter “1997072” (already at “Proposal Number”, no need to TAB or Arrow)

Press Return

2. Press “F3”



Enter “NSF01”

Press Return

3. Press “F3”


Enter “1997072” (already at “Proposal Number”, no need to TAB or Arrow)

Press Return

4. Press “F4”

TAB or Arrow down to “CMNSFCON - NSF Main Contract Screen”

Press Return to go that screen

NSF Main Contract Screen CMNSFCON

Exercise:

1. Press “F6” to toggle forward through awards associated with current proposal.

Press “F5” to toggle backward through awards associated with current proposal.

2. Press “F3”


Move to “Proposal No:” using either TAB or Arrow Keys

Enter “1998062”

Press Return

3. Press “F3”


Move to “Funding Authorized:” using either TAB or Arrow Keys

Enter “28590”

Press Return

4. Press “F4”

Move to “NSF Notes Screen” using either TAB or Arrow Keys

Press Return

NSF Notes Screen NSFNOTES

No Exercise:

1. Press “F4”

Move to “CMNSFBUD CM NSF Budget Entry Screen” using either TAB or Arrow Keys

Press Return

CM NSF Budget Entry Screen CMNSFBUD

`

5. Press “F4”

Move to “CMPRMSTR Proposal Summary” using either TAB or Arrow Keys

Press Return

Proposal Summary CMPRMSTR

CMPRMSTR is used primarily by Sponsored Agreements to locate assigned proposal numbers. Prior to 1997, most assigned proposal numbers were formatted with a year followed by a sequential number. Each entity Budget and Planning Office assigned and tracked their own numbers (creating duplicates).

Beginning in 1997, with the development of the Advance Notice System, all numbers are electronically assigned for all entities. The format is the current year and a sequentially assigned number.

Exercise:

1. To search for a new, 7-digit proposal number:

Press “F3”

“Select New”

Enter “1997072”

Press Return

Note for 1997 and beyond, there is no former proposal number, only the new proposal number.

2. To search for an “old” proposal number:

Press “F3”

“Select New”

Move to “Former Proposal Number:” using either TAB or Arrow Keys

Enter “96-13” (using either number pad or top row of numbers)

Press Return

Press “F6” to see the second proposal with this old number, note two unique new numbers.

Note for old or former proposal numbers, there may be more than one proposal with the same old number; use the previous and next keys to check.

Supplemental Materials

Proposal Screen Information

Screen: CMADVNOT

Proposal Number: A unique number assigned to each individual proposal by the Advance Notice System.

Entity: (F1 - Selection Menu)

NCAR National Center for Atmospheric Research

UCAR University Corporation for Atmospheric Research

UCARF UCAR Foundation

UOP UCAR Office of Programs

Type: F1 - Selection Menu)

CONVERSION Converted for Start-up

MSHOP_LT_U Machine Shop Under 25K for University

NON_NSF_GT Non-NSF Over $25,000

NON_NSF_LT Non-NSF Under $25,000

NSFSPECIAL NSF Special

PO_LT_25K Under $25,000

REGULAR Regular Proposal

NO_FUNDS No Funds

Director’s Approval Date: Date the proposal officially approved by UCAR, NCAR or UOP Director.

Division: (F1 - Selection Menu)

ACD Atmospheric Chemistry Division

ASP Advanced Studies Program

ATD Atmospheric Technology Division

CGD Climate Global Dynamics

COMET Coop Prog Operational Meteorology, Edu., Training

etc.

Topic/Title: Topic or Title assigned to proposal by division.

Web ID No: Advanced Notice Web ID

Proposal No.: Part 1: Year Proposal Initiated in the Advanced Notice System

Part 2: Sequentially assigned number by the Advance Notice System

Screen: CMPRMSTR


Status: (F1 - Selection Menu)

AWARDED Proposal has been funded

CANCELED Proposal was submitted, then canceled

DECLINED Proposal was submitted, but not awarded

PENDING Proposal has been submitted and is pending award

Proposal Type: (F1 - Selection Menu)

Currently reads directly from the Advance Notice System.

FACILITY Facility Use

NON_NSF_GT Non-NSF Over $25,000

NON_NSF_LT Non-NSF Under $25,000

NSFSPECIAL NSF Special

OUTSIDE Outside SC

PO_LT_25K PO Less than $25K

REGULAR Regular Proposal

UNDER Under $25,000

Entity: (F1 - Selection Menu)

NCAR National Center for Atmospheric Research

UCAR University Corporation for Atmospheric Research

UCARF UCAR Foundation

UOP UCAR Office of Programs

Division: (F1 - Selection Menu)

Project Code: (Not currently used.)

Title: Topic or Title assigned to proposal by division.

Total Funding Requested: Total Sponsor, Co-Sponsor and Cost Share Amounts

NSF Submission Date: Date that entities respective Budget and Planning Offices submitted proposal to the National Science Foundation.

International Proposal: (Y/N)

Former Proposal Number: Proposal number assigned prior to development of the Advance Notice System, i.e., prior to FY1997. Example: 96-02 = 1996101

Screen: CMPRDTL


Status: Read from CMPRMSTR





Proposal Type: Read from CMPRMSTR

Entity: Read from CMPRMSTR

Division: Read from CMPRMSTR


Version: Allows for tracking of multiple versions of the same proposal number. The respective Budget and Planning Offices create versions upon resubmission of a proposal by a division to a potential sponsor. Version “0” indicates basic agreement.

Reason: (F1 - Selection Menu)

Reason why multiple versions of the same proposal were created.

ADDITIONAL Additional Funds

CONVERSION Conversion Data

NEW Original Request for Funds

REVISION Change in Request Previously Submitted

Agency Submission Date: Date the original or revised proposal submitted to potential sponsor.

Title: Title of Proposal by Version

Proposed Period Start: Date the proposed effort is to begin.

Proposed Period End: Date the proposed effort is to end.

Screen: CMPRFUND


Status: (F1 - Selection Menu)





Proposal Type: Read from CMPRMSTR

Entity: Read from CMPRMSTR

Division: Read from CMPRMSTR


Version: Allows for tracking of multiple budget versions for the same proposal number.

Reason: (F1 - Selection Menu)

Reasons why multiple budget versions for the same proposal were created:

ADDITIONAL Additional Funds

CONVERSION Conversion Data

NEW Original Request for Funds

REVISION Change in Request Previously Submitted

Period: Read from CMPRDTL

Proposed begin and end dates of research/other effort.

Title: Read from CMPRDTL by version.

Initial Funding Request:

Sponsor: Initial funding amount requested from sponsoring agency.

Co-Sponsor: Initial proposed funding amount provided by UCAR to support proposed effort.

Cost Share: If applicable, total amount of cost share to be provided by UCAR.

Total: Total Sponsorship, Co-Sponsorship and Cost Share

Funding Sources: Sponsoring agencies.

Documents

CMM Training