ECMRA_QuickGuide_PC.pdf

ECMRA Prime Contractor Quick Guide 1 May 2020

Prime Contractor Quick Guide

1.0 ECMRA Overview

The Enterprise Contractor Manpower Reporting Application (ECMRA)’s primary mission is to facilitate Department of Defense (DoD) with compliance to section 2330a of title 10, United States Code. DoD is required to submit to Congress an annual Inventory of Contracts for Services (ICS) performed during the prior fiscal year. Each Component is responsible for ensuring the accuracy of the information reported in ECMRA for their contracted services to support the ICS. The Enterprise Contractor Manpower Reporting Application (ECMRA) is designed to collect information on funding source, contracting vehicle, organization supported, mission and function performed, and labor hours and costs for contracted efforts providing services to the Department of Defense (DOD) from contractors and DOD activities requiring contracted services from supporting contracting offices.

2.0 Responsibilities of Prime Contractors

Prime Contractors is a user who has been contracted by their department the to perform work at a DoD military installation or other location. The role of a Prime Contractor within ECMRA is to add or edit contract data. A prime contractor can only access contract information for a contract for which they are associated to. Specifically, the role of the Prime Contractors within ECMRA is the following:

• Create contracts and add orders to the DoD ECMRA if the contracts and/or orders do not already exist in the system.

• Claim the orders for which you are the Prime Contractor if the order already exists in the system.

• Enter Order Data, Contact Data, and Location Data for each order.

• Verify that Subcontractors have entered Location Data (if applicable).

3.0 Login

To log into ECMRA, open an Internet browser and enter the following URL: www.ecmra.mil. Upon navigating to the ECMRA application, the DoD DTM 08-060 disclaimer will appear to users. The user is required to read the disclaimer and click “I Agree” before accessing the ECMRA login page.

Upon accepting the disclaimer, enter your Username (your email address), and Password. For issues accessing, your account, email the Support Desk at DOD.ECMRA.Support.Desk@mail.mil.

4.0 Search for and Create Contract or Order

1. Search for a contract using one of the three available search options on the ECMRA home screen.

2. Select an existing contract by clicking one of the contract links in the table of results.

a. If the contract does not exist in the system, click the link within the red warning message to create the new contract. NOTE: If a contract is found for the contract number you entered and it has a previous year’s fiscal year data entered, you may not add a new contract for the current fiscal year. Attempting to recreate the contract will result in an error. Data for the current fiscal year shall be added by adding a new order.

b. After selecting “Save Contract, you must answer the following pop-up question: “Is the contract currently in its Period of Performance (PoP)? (Yes/No)

• If yes, continue saving the contract

• If no, you will be instructed to wait to create the contract in ECMRA system until the contract is in its period of performance http://www.ecmra.mil/ mailto:DOD.ECMRA.Support.Desk@mail.mil

ECMRA Prime Contractor Quick Guide 2 May 2020

Figure 1. Create Contract

3. After creating a contract, click on the Orders tab to create a new order for that current fiscal year.

4. Enter the required information on the Order Details page and click the “Create Order” button to save the information.

Figure 2. Create Order

Table 1: Create Order Field Explanations Required Field Explanation of Required Field

Fiscal Year The fiscal year is the accounting period of the federal government. It begins on October 1 and ends on September 30 of the next calendar year. Each fiscal year is identified by the calendar year in which it ends and commonly is referred to as “FY.”

Order Number The Order Number refers to the Task Order and/or Delivery Number of the contract. For contracts without an Order Number, use “0000” as default or another number that is meaningful to all parties entering and reviewing data for that order. Order numbers may be up to 13 characters long.

Funding Agency The Funding Agency is the agency providing the funding for the contract action.

Funding Office UIC The Funding Office UIC is the UIC of the Funding Office

ECMRA Prime Contractor Quick Guide 3 May 2020

Required Field Explanation of Required Field

Contracting Organization The Contracting Organization is the organization or office that issued the action.

Requiring Activity Unit Identification Code

The Unit Identification Code (UIC) of the Requiring Activity (RA) refers to the UIC of the Requiring Activity that would be performing the mission if not for the contractor. This is not necessarily the Contracting Office, Contracting Administrative Office, or Funding Source.

Major Command of Requiring Activity Command of the Requiring Activity that would be performing the mission if not for the contractor.

Prime Contractor Company The name of the Prime Contractor for the order.

Direct Non-Labor Cost Supply costs plus Other Direct Costs (ODCs). ODCs are charged directly to the government and are not included in proposed material costs, direct labor, indirect costs or any other category of cost.

Total Invoiced Amount The total dollar amount invoiced during the fiscal year, at the Delivery Order and/or Task Order level.

This is the responsibility of the Prime Contractor.

5.0 Associate an Order to a Prime Contractor (Claim)

In the event, the order has already been entered into ECMRA. Then, the Prime Contractor must search for the contract, find the order, and associate themselves as the Prime Contractor. This will allow for entering of proprietary data. This is done through the following steps:

1. Search for a contract using the criteria listed on the screen.

2. Select an existing contract by clicking one of the contract links in the table of results.

3. Claim the existing order by clicking the Claim Order button near the bottom of the Order Details section on the Order Data tab.

4. Review the data in the Order Details section and enter any missing data.

5. Click the Submit Claim button near the bottom of the page to save the data and complete the claiming process.

Figure 3. Prime Contract Associates to Order already in ECMRA

NOTE: If a Prime Contractor has claimed an order inadvertently or needs to give ownership to another contractor from that company, they can release their claim by clicking on the “Retract Claim” button. For Prime Contractors, all prime locations must first be deleted because they contain proprietary data before the Retract Claim button becomes enabled.

ECMRA Prime Contractor Quick Guide 4 May 2020

6.0 Enter Contact Data

Navigate to an order for which you are the Prime Contractor for. Enter the Prime Contractor information. If known, enter the KO or COTR, otherwise these will be entered by the individuals associated to that role.

Figure 4. Enter Contact Data

7.0 Entering Location Data

1. On the Orders tab, select an existing order for the current fiscal year by clicking the corresponding blue link in the Order Number column.

2. Select the Location Data tab.

3. To add Location Data, Click the Add New Location button. To edit or delete one of your entries that already exists for the current fiscal year, click the Edit or Delete icon in the table of results.

Click Save once data has been entered.

NOTE: The Direct Labor Dollars total on an order may exceed the total of the Invoice Amount minus the Direct Non-Labor Dollars of an order. In cases when this takes place the user with ownership of the order will be notified after the location data is saved to the order.

ECMRA Prime Contractor Quick Guide 5 May 2020

Figure 5. Enter Location Data View

8.0 Reports

There are only two reports that are available to the Prime Contractor role within the Reports tab.

These are the Prime Contractor Verification Report (Aggregate) and Prime Contractor Verification Report (Detail). The Prime Contractor Verification Report (Aggregate) provides a reporting of your Prime contract orders aggregated to the order number level. The Prime Contractor Verification Report (Detail) contains the breakdown of the prime contract orders by location.

1. Navigate to the reports tab, on the top navigation bar. The two report options will appear. Select the report desired to run.

2. These two reports only have one required filter to run, Fiscal Year. Click on the desired report output format. The reports can be opened in Excel or viewed through the browser.