Overview

This Quick Reference Guide (QRG) is intended for Procurement Officers who need to create a child contract, or clone an existing contract record in the eMaryland Marketplace Advantage (eMMA).  These instructions show how to:

TABLE OF CONTENTS

• Definitions
• Create a Child Contract
• Create a Contract Clone

IMPORTANT!! Only Procurement Officers can create Child Contracts in eMMA.

IMPORTANT!! Expired contracts can be cloned; however, they cannot be amended, terminated, and child contracts cannot be created if more than 60 days have passed since the expiration date.

NOTE: Procurement officers and contract monitors should seek guidance from the AAG when deciding if proposed work may be accomplished through a contract modification or requires a new contract action.

See BPW Advisory 1995-1 Contract Modifications for additional information. http://www.bpw.state.md.us/Pages/adv-1995-1.aspx

NOTE: Your Master or Individual contract must have options already in place to successfully complete these processes.

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.

Definitions & Use Cases

When Should I Create Child Contracts?

A State agency user might create a child contract when they need to procure a service or product but want to leverage an existing Master Contract to streamline the process and ensure consistent terms.

• Steps:
  1. Identify the relevant Master Contract (Parent Contract) with available funding.
  2. Create a Child Contract record in eMMA under the Master Contract.
  3. Specify the scope, budget allocation, and duration of the Child Contract.
  4. Publish the Child Contract record in eMMA.
  5. Funds for the Child Contract are drawn from the Parent Contract’s total funding.
  6. Child Contract is tracked separately in eMMA for reporting, but linked to the Parent Contract for oversight and funding management.
• Benefits:
  • Simplifies procurement for multiple departments.
  • Maintains consistency in contract terms.
  • Provides clear fund tracking and reporting
• Example:
  • There is an existing Master Contract for IT helpdesk services with $1,000,000 total funding.
  • Department A creates a Child Contract for $200,000 to cover its helpdesk needs.
  • Department B creates a separate Child Contract for $150,000.
  • Both contracts are linked to the Parent Contract for funding and reporting purposes.

When Should I Clone a Contract?

A State agency user might clone an existing contract when there is a need for a new sole source contract based on a previous contract record, and in other scenarios where the purchasing process is non-competitive and may occur on a regular basis. 

Step-by-Step Instructions

Create a Child Contract

This process shows how to create a child contract in eMMA. The parent contract must be published and active to create a child contract. The following are types of contracts available based on the parent contract:

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 Contracts tab at the top of the screen and select Browse Contracts from the drop-down menu that opens. A list of contracts displays. 
   
   

3. Use the Search fields and filters to find the desired contract in the list displayed and click the Edit (pencil) icon to the left of the Contract ID column header to view the contract.
   
   NOTE: You can also click the blue links in the Contract ID, or Contract Title columns.
   
    
    
4. Click the Header tab on the left-hand side-panel to view the contract information. 
5. Click on the Create a Child Contract Button at the top of the page
   

   
   

   
   

    
6. A prompt will appear asking if you’d like to create a child contract. Click OK.
   
    
7. A pop-up will appear to select which tabs to copy over to the Child Contract. Select the Contract Type. The dropdown filtered based on the parent contract type as listed above.
   
    
   
   

   Tab	Copy Info
   Header	If checked, all relevant fields from the current page will be copied to the new contract
   Hierarchy	For child contracts, the hierarchy will be automatically copied.
   Contacts	If checked, the external contacts and the internal team will be copied to the new contract.
   Negotiated Terms	If checked, all relevant data fields from the Negotiated Terms tab will be copied to the new contract.
   Price List	If checked, the price grid from the source contract will be copied to the new contract.
   Documents	If checked, the last version of all documents from the source contract and all prior (amended) versions will be duplicated into the new contract.

   
   
8. Select the tabs that will be copied from the Parent contract to the Child Contract on the pop-up. Click on Create Child Contract.
9. The Child Contract is created and ready for editing on specific fields as needed. The title of the new contract is “Child of (Parent Contract Name)”

Create a Contract Clone

This process shows how to create a contract clone in eMMA. The contract to be cloned can be any contract status. The following are types of contracts available for cloning:

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 Contracts tab at the top of the screen and select Browse Contracts from the drop-down menu that opens. A list of contracts displays. 
   
    

3. Use the Search fields and filters to find the desired contract in the list displayed and click the Edit (pencil) icon to the left of the Contract ID column header to view the contract.
   
   NOTE: You can also click the blue links in the Contract ID, or Contract Title columns.
   
    
    
    
4. Click the Header tab on the left-hand side-panel to view the contract information.
5. Click on Other Actions then click on Clone Contract.
   
   
   
   
6. A prompt will appear asking if you’d like to Contract Clone. Click OK.
   
   
    
7. A pop-up will appear to select which tabs to copy over to the Contract Clone. Select the Contract Type. The dropdown filtered based on the parent contract type as listed above.
   
   
   
   

   Tab	Copy Info
   Header	If checked, all relevant fields from the current page will be copied to the new contract
   Hierarchy	For clone contracts, this feature is not available, so no hierarchy will be copied.
   Contacts	If checked, the external contacts and the internal team will be copied to the new contract.
   Negotiated Terms	If checked, all relevant data fields from the Negotiated Terms tab will be copied to the new contract.
   Price List	If checked, the price grid from the source contract will be copied to the new contract.
   Documents	If checked, the last version of all documents from the source contract and all prior (amended) versions will be duplicated into the new contract.

   
   
   
8. Select the tabs that will be copied from the original contract to the clone contract. Click Clone Contract.