Overview

This QRG is for Procurement Officers or others (called “Business Owners” in eMMA) who wish to initiate a Business Request. Business Owners can now initiate sourcing projects through Business Requests in the eMaryland Marketplace Advantage (eMMA). This allows a solicitation to be traced back to the original business need. Also, the original funds certification within the Business Requests is used to establish Master Agreements and drive Secondary Competition procurements for individual Requests for Proposals (RFPs) and Invitation for Bids (IFBs).

This Quick Reference Guide (QRG) is intended for Business Owners and Procurement officers within eMMA.  It shows how to:

• create a Business Request in eMMA,
• start a sourcing project from an existing Business Request,
• browse Business Requests, and
• filter Business Requests in eMMA.

NOTE: Depending on your role in eMMA, your screen may vary from the images shown in this QRG.

NOTE: For best results, use the Google Chrome browser to access eMMA.

If you need help at any time, please reach out to the eMMA helpdesk at emma.helpdesk@maryland.gov.

Prerequisites

You will need the original fund certificate saved on your device.

Step-by-Step Instructions

Create a Business Request in eMMA

NOTE: This QRG uses diagrams with specific callouts to show required and optional fields in forms. A yellow callout with a red border indicates a required field, while yellow callouts with a black border  indicate optional fields. Letters within the callouts correspond to the explanations below the diagram.

1. Access eMMA at https://emma.maryland.gov and log in with your credentials.
   
   NOTE: Depending on your agency, you may only need to click the State SSO Login (Secure Auth) button or the MDOT SSO Login (MSAzure) button and log in with your credentials.
   
   
2. Click the Sourcing tab at the top of the web page to open a drop-down menu and select the Create Business Request option.
   
   
   
3. Enter information in the form fields. A red asterisk (*) indicates a required field.
   1. Request Code (*): Enter a name for your business request in this field.
   2. Request Types:Click this field and select a type from the drop-down menu.
      1. Corporate
      2. Goods
      3. New Product Introduction
      4. Purchase
      5. Services
   3. Request Description (*): Enter a description for your request in this field.
   4. Procurement Officer/Buyer (*): Enter the name of the Procurement Officer you intend to use in this process.
   5. Main Category (*): Enter the name of your Main Commodity Category that matches your United Nations Standard Products and Services Code (UNSPSC) in this field and select it from the drop-down menu that opens. This should be the Commodity Category that best matches your business or organization.  If you need help finding your UNSPSC code, visit the UNSPSC website to search directly for an appropriate code, https://www.unspsc.org/search-code. You can only add one Category in this field.
      
      NOTE: You can also click See All at the bottom of the drop-down menu.
      
      
   6. Other Categories: The commodities selected here must match the codes in the UNSPSC as closely as possible, and you should select any and every code that applies to your project. If you need help finding applicable UNSPSC codes, visit the UNSPSC website to search the entire list, https://www.unspsc.org/search-code. Click this field to open the drop-down menu and click the See All option at the bottom. A new window opens and lists all commodities. Use the plus and minus icons to the left of the Category groups to expand and collapse them. Select the checkboxes to the left of the commodity(ies) you want to add and close the window. The selected commodities auto-populate in the Other Category field.IMPORTANT!! It is crucial to make sure you add any and every commodity that applies to your project in this field. It ensures your project receives attention from a broad range of appropriate and qualified vendors.
      
      
   7. Main Agency/Sub-Agency/Site (*): Enter the main agency, site, or sub-agency responsible for this business request. You can also search for the agency by clicking See All at the bottom of the drop-down menu.
   8. Other Organizations: If necessary, enter one or more other organizations related to this project. You can also search for an agency by clicking See All at the bottom of the drop-down list.
   9. Description: Enter a longer description in this field, if desired.
      
      
4. Click the Save button above the panes to save your Business Request. Click OK in the prompt that appears. Your Business request information displays on the Identity page.
   
   
   
5. Click the Original Amount field and enter the amount of funds required for this project and click the Save button at the top of the page.
   
   
   
6. Click the Documents tab in the left-hand side-panel and click the Create a Document button. A pop-up window opens.
   
   
   
7. Click the Funding Document(s) link in the pop-up window. The Funding Document(s) window opens.
   
   
   
8. Enter information in the form fields. A red asterisk (*) indicates a required field.
   
   1. Title (*): Enter a title for the funding document in this field.
   2. Status (*): Click this field to open the drop-down menu and select the Approved option.
   3. Summary: Enter a brief summary of your funding document in this field.
   4. Click or Drag to add files (*): Click this button to add files from your device or drag-and-drop files over this button to add them.
      
      NOTE: Uploaded files cannot exceed 307,200 KB.
      
      
9. Click the Save & Close button at the top of the Funding Documents window. The funding document displays on the Documents page.
   
   
   
10. Click the Workflow tab on the left-hand side-panel.
    
    
11. Click the Initial Funds - Yes button at the top of the Workflow page. A prompt displays. Click the OK button in the prompt.
    
    
    
12. Click the Document Attached button at the top of the Workflow page. The document referenced on the button and on the workflow step is the Fund Certificate you uploaded in Steps 6-9 above.
    
    
    
13. Click the Save button at the top of the Workflow page. Your Business Request is created and sent to the Fiscal Officer for review and approval. The Fiscal Officer receives an email and a notification in eMMA that they need to approve your Business Request. Once the Fiscal Officer approves the Business Request, it comes back to you, as the Business Owner, to do the final step of “Handing off to the Procurement Office / Supervisor.” Follow Steps 14-20 to complete this part of the process.
    
    
14. Navigate to the Business Request and click the Identity tab on the left-hand side-panel. Check to make sure the correct Procurement Officer is populated in the Procurement Officer/Buyer field.
    
    
    
15. Click the Team tab on the left-hand side-panel. By default, your name is listed with the Responsible (Program) role assigned. The Procurement Officer must be assigned the Responsible (Program) role.
    
    NOTE: You can only assign one user the Responsible (Program) role for Business Requests.
    
    
    
    
16. If you arethe Procurement Officer for this Business Request, then skip to Step 17. If you need to add the Procurement officer to this list, complete Steps 16a-16f.
    1. Click the Selected user(s) field above the team list and search for your Procurement Officer.
       
       
       
    2. Select the Procurement Officer from the drop-down list that opens. The Procurement Officer populates in the team list with the default role SME (Program)(Subject Matter Expert) assigned.
       1. (Optional) If you want to remove yourself from the team at this point, you may. Click the X to the left of your name to remove yourself as a user.
       2. If you remove yourself, skip Steps 16c and 16e.
    3. Click the x to the right of the Responsible (Program) role.
    4. Click the x to the right of the SME (Program) role.
    5. Click the field to the right of your email address and select the SME (Program) role from the drop-down menu that opens.
       
       
       
    6. Click the field to the right of the Procurement Officer’s email address and select the Responsible (Program) role from the drop-down menu that opens.
17. Click the Save button at the top of the Team page.  
18. Click the Workflow tab on the left-hand side-panel.
19. Click the green Hand off to Procurement Officer button at the top of the Workflow page. A prompt opens. Click OK.
    
    
    
20. Click the Save & Close button at the top of the Workflow page.
    

Click the Identity tab on the left-hand side-panel. The PRJ number for your Business Request is listed in the Request ID field. You will need this number for other things in eMMA like sourcing projects and contracts.

Start a Sourcing Project from an Existing Business Request

 Follow these steps to create the Sourcing Project for your Business Request.

1. Navigate to your Business Request, if necessary. See Browse and Filter Business Requests in eMMA, below.
2. Click the Activity tab on the left-hand side-panel and click the Create Sourcing Project button.
   
   NOTE: You may need to scroll down to see this button.
   
   
3. Follow the normal processes for creating a Sourcing Project. See the Buyer QRG, Create a Sourcing Project in eMMA.

Browse Business Requests in eMMA

This section shows how to access the Browse Business Requests page in eMMA. This page lets you search through existing Business Requests.

1. Access eMMA at https://emma.maryland.gov and log in with your credentials.
   
   NOTE: Depending on your agency, you may only need to click the State SSO Login (Secure Auth) button or the MDOT SSO Login (MSAzure) button and log in with your credentials.
   
   
2. Click the Sourcing tab at the top of the web page to open the drop-down menu and select the Browse Business Requests option. This shows a list of Sourcing Projects, both approved, and in progress.
   
   
   
3. From here you can click the Edit (pencil) icon to the left of your business request to view and edit project specifications.
   

IMPORTANT: It is very important that you click the Save button after making any changes.

Filter Business Requests in eMMA

Once you’re on the Browse Business Request page, you will see a list of Business Requests in eMMA, both approved and in progress. Some users may want to narrow the list to make it easier to find what they want. This section shows the different filters for this page and how they can help you quickly find what you’re looking for. You can use one filter or a combination of several.

Browse Business Requests Using the Keyword Filter

The Keyword field displays Business Requests based on a keyword or term you enter. The best way to find a Business Request is to have the PRJ number handy and enter it in the Keywords field.

The PRJ number is listed under the Request ID column on the Browse page. You can also find it on the Identity page of your Business Request.

1. Click the Keyword field and enter a term to narrow the list of Business Requests.
2. Click the Search button to display results.
   
   
   

Browse Business Requests Using the Contact Filter

The Contact field lets you display business requests based on the contact responsible for those business requests.

1. Click the Contact field to open the drop-down menu and select a contact. If you know the contact, you can enter the name of the contact in the field or click See All at the bottom of the menu. A window opens and lists all contacts in eMMA. Select a contact from this list and close the window. The contact auto-populates in the Contact field.
2. Click the Search button to display results.
   
   
   

Browse Business Requests Using the Status Filter

The Status field displays Business Requests by one of four options; Approval in progress, Approved, Draft, and Terminated.

1. Click the Status field to open the drop-down menu and select the option you wish to view.
2. Click the Search button to display results.
   

Browse Business Requests Using the Request Type Filter

The Type filter displays Business Requests by one of five options; Corporate, Goods, New product introduction, Purchase, Services.

1. Click the Type field to open the drop-down menu and select the option you wish to view.
2. Click the Search button to display results.
   

Browse Business Requests Using the Main Agency/Sub-Agency/Site Filter

The Main Agency/Sub-Agency/Site filter displays Business Requests based on the main agency, sub-agency, or site associated with it.

1. Click the Main Agency/Sub-Agency/Site field to open the drop-down menu and select an agency. If you know the agency, you can enter the name of the agency in the field or click See All at the bottom of the menu. A window opens and lists all agencies in eMMA. Select an agency from this list and close the window. The agency auto-populates in the Main Agency/Sub-Agency/Site field.
2. Click the Search button to display results.
   
   
   

Browse Business Requests Using the Other Organizations Filter

The Other Organizations field displays Business Requests by the Organization with which they are associated.

1. Click the OtherOrganizations field to open the drop-down menu. If you know the Organization, you can enter the name of the organization in the field or click See All at the bottom of the menu. A window opens and lists all the organizations in eMMA. Select an organization from this list and close the window. The organization auto-populates in the Other Organizations field.
2. Click the Search button to display results.
   
   
   

Browse Business Request Using the Commodity Filter

The Commodity field displays Business Requests based on commodities associated with them.

1. Click the Commodity field to open the drop-down menu and select the option you wish to view. These commodities correspond to the UNSPSC codes. If you need help finding applicable UNSPSC codes, visit the UNSPSC website to search the entire list, https://www.unspsc.org/search-code.
   You can enter the name of the Commodity in the field or select See All. If you click See All, a window opens which lists all commodities. Select a commodity from this list and close the window. The commodity auto-populates in the Commodity field.
2. Click the Search button to display results.