Overview

This Quick Reference Guide (QRG) is intended for Buyers who want to create a schedule for a sourcing project in the eMaryland Marketplace Advantage (eMMA). It shows how to create a schedule for an Invitation for Bid (IFB) sourcing project and walks through creating a task for your schedule. It also includes training videos and written instructions so you can choose the best method from which to learn.

There are two sections to this QRG:

• Create a Schedule for a Sourcing Project
• Create a New Task

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..

Step-by-Step Instructions

Create a Schedule for a Sourcing Project

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.NOTE: Additional fields may display depending on your selections.

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 screen and select Browse Sourcing Projects from the drop-down menu that opens. Search fields display above a list of sourcing projects of which you are a member.
   
   
   
3. Use the Search fields and filters to find the solicitation and click the Edit (pencil) icon to the left to view the project.
   
   NOTE: You can only create a schedule for a sourcing project you own.
   
   
4. Click the Schedule tab in the left-hand side-panel to display the Schedule page. A list of tasks displays in order of progression depending on your type sourcing project.
   
   NOTE: If you do not see the Schedule tab, your sourcing project type may not require a schedule.
   
   NOTE: The IFB schedule populates with predetermined tasks. For Requests for Proposals (RFPs) Double and Triple Envelope, you will need to create your own schedule tasks due to the complexity of RFP development and issuance.
   
   
   
5. (Optional) Click the Edit (pencil) icon to the left of a task you want to change.
6. (Optional) Click the Delete (trashcan) icon to the left of a task you want to delete.
7. Enter the project start date in the Initial Start Date field to the right of the first task. Once you enter that date, the remaining task dates auto-populate. Click the date fields to the right of the task to adjust start and end dates. Scroll down to the bottom and see your schedule depicted in a Gantt chart. Hover your cursor over a point on the chart to see a pop-up with more details about it.
   
   
   
8. Click the Save button at the top of the page when you’re finished.
   
   

Create a New Task

This process continues from the Schedule page in the process above and shows how to create a task in your schedule.

1. Click the Add a Task button above the task list to create a new task. The Edit Task window opens. You may need to scroll horizontally to see all the sections.
2. Enter information in the fields of the Information section. A red asterisk (*) indicates a required field.
   
   1. Task Label (*): Enter a label for your new task in this field.
   2. Type (*): Click this field to select a type for this task;
      1. Action (the default type)
      2. E-Mail Sent
      3. Event/Workshop
      4. Mail Sent
      5. Phase
      6. Phone Contact
      7. Meeting
   3. Task Code (*): This field lets you select the order sequence for a single task. Click this field and enter the letter “T” and a number for the row in which you want the task to appear. For example, you want the Specification Drafting task to be the 5^th task on the list. You would enter “T5” in this field.
   4. Description: Enter a brief description for the task.
   5. Status: Click this field to select a status for this task;
      1. Scheduled (the default status)
      2. Not Started
      3. In progress
      4. Complete
      5. Close
   6. Manager (*): This field auto-populates with your information. Click this field to open a drop-down menu and change it to another member of your team.
   7. Assigned to: Click this field to open a drop-down menu and select a member of your team you want to assign this task to.
   8. Progress: Enter a numerical value to update the schedule as to how much of this task is complete.
   9. Estimated Workload: Enter the number of workdays you estimate to complete this task.
   10. Updated/Actual Workload: Enter the actual number of workdays it took to complete this task.
   11. Parent Task: Click this field to open a drop-down menu and select a parent task for this task.
   12. Sourcing Steps: Click this field to open a drop-down menu and select an option from the menu.
       1. Reverse Auction
   13. Previous Task: (Optional) Enter the last task to take place before your task.
3. Enter information in the fields for both the Dates Management and Comments sections. A red asterisk (*) indicates a required field.
   
   1. Initial Dates (*): Click the Initial Start Date (*) field and select a date on which to start your task. Click the Initial End Date (*) field to select an end date. Enter a Duration (optional) period (in days) if desired.  
   2. Comment: (Optional) Enter comments in this field for your task.
   3. Click or Drag to add files: (Optional) Click the Click or Drag to add files button to add a file from your device or drag a file to this button to add it.
      
      NOTE: Added uploaded files cannot exceed 300,000 KB.
      
      NOTE: You cannot edit documents directly in eMMA, but you can upload new files.
4. You have three options from this point:
   1. Click the Save button to save the task and remain in the Edit task window.
   2. Click the Save & Close button to save the task and close the Edit task window.
   3. Click the Save & Add New button at the top of the Edit task window to save the task and add another new task.
5. Click the Save button at the top of the Schedule page to save your schedule.