Overview

This guide is intended to show users with the Procurement Officer profile in eMaryland Marketplace Advantage (eMMA) how to add and approve subcontractors to applicable contract records, and users with the Contract Compliance Officer profile  how to review payment records submitted by Prime Vendors and Subcontractors.

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.

This QRG is broken into specific sections covering the different approvers that are present in the Intake approval workflow. Use the Table of Contents below to access the workflow step relevant to your role.

TABLE OF CONTENTS

• Adding Subcontractors (Procurement Officer)
• Approving Subcontractors (Procurement Officer) 
• Approving Payment Records (Contract Compliance Officer)

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.
• A yellow callout with a black border  indicates an optional field.
• A red callout  highlights a specific section of a page.

Letters and numbers within the callouts correspond to the explanations below the diagram. A red asterisk (*) indicates a required field in the eMMA interface.

Step-by-Step Instructions

Adding Subcontractors (Procurement Officer)

1. Log into eMMA by navigating to emma.maryland.gov.
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 Control ID column header to view the contract.
   
   NOTE: You can also click the blue links in the Contract ID, or Contract Title columns.
   
   
   
   
4. Navigate to the Utilization Plans & Management tab.
   
5. Navigate to the Subcontractor Management sub-tab.
   
6. Click +Add Subcontractor.
   
7. Complete the fields in the Subcontractor & Services section.
   
   1. Vendor (*): Type in the name of the subcontractor and select it from the drop-down menu when it appears.
   2. Services to be Provided: Enter a brief description of the services that the subcontractor will complete as part of the contract
   3. Supplier (*) wholesaler, and/or regular dealer: Indicate whether the selected supplier meets one of these categories or not.
      
      
8. Complete the fields in the Information section.
   1. Utilization Plan (*): Click and select one of the Utilization Plans associated with the contract from the drop-down menu.
   2. Estimated Payment Amount (*): Enter the amount, in dollars, that the subcontractor is supposed to receive under the associated Utilization Plan.
      
      
9. Click Save.
   
10. Click Submit.
    
11. Click Approve.

Approving Subcontractors (Procurement Officer) 

1. Log into eMMA by navigating to emma.maryland.gov.
2. When an added subcontractor requires your review, you will receive an email notification, as well as a notification  in the My Pending Validations section of the homepage. From the My Pending Validations section, click the Pencil icon next to the submission with an Activity of Procurement Officer Review.
   
3. Review the details of the subcontractor request.
   1. For most subcontractor requests, the Subcontractor & Services section and the Information section will be completed with the same information described in the previous section of this QRG. You will also see the Forecasted Payments entered by the vendor at the bottom of the page.
   2. If the vendor has requested a waiver for a particular Utilization Plan, the Waiver Request section will be visible at the bottom of the page. The completed waiver request form will be attached in the Upload your waiver here field.
      
4. After reviewing the information entered by the vendor, click Approve to add the subcontractor to the contract record.
   If there is an issue with the vendor's submission, or you need to otherwise reject the submission, click Reject.
   You will be required to explain the reason for your rejection. The subcontractor submission will be sent back to the Prime Contractor.
   

Approving Payment Records (Contract Compliance Officer)

1. Log into eMMA by navigating to emma.maryland.gov.
2. When a payment record requires your review, you will receive an email notification, as well as a notification in the My Pending Validations section of the homepage. From the My Pending Validations section, click the Pencil icon next to the submission with an Activity of Contract Compliance Approval.
   
3. Review the payment record.
   1. The top portion was completed by the Prime Vendor, including the attachment.
      1. The Subcontractor's name is listed in the upper right-hand corner.
      2. The Amount Paid is the total amount paid to the Subcontractor.
      3. The Payment Date is the date the payment was disbursed.
      4. The Invoice(s) field lists the invoice number.
      5. The Invoice Date is the date the invoice was published by the Subcontractor.
   2. This information should be compared to the information entered by the subcontractor.
      1. Payment Amount Received by Subcontractor is the amount actually paid to the Subcontractor.
      2. The Subcontractor Payment Received Date is the date the funds were received.
         
         
4. To approve the payment record, and list it on the contract record, click Approve.
   If there are any discrepancies or missing information, click Reject at the top of the page to return the submission to the Prime Vendor.You will be required to explain the reason for your rejection. The payment record will be sent back to the Prime Contractor.