Attachment_H-1_-_User_Guide_Contractor.pdf

Contractor Manpower Reporting Application Version 3.6

Contractor User Guide

TABLE OF CONTENTS

TABLE OF CONTENTS

1. INTRODUCTION

2. USER ACCOUNT REGISTRATION AND LOG-IN

CMRA New User Registration

Editing your CMRA user profile

3. CONTRACT SEARCH AND CREATION

Contract Search

Contract Creation

Order Creation

4. CONTRACT AND ORDER DETAILS

Order Data

Contact Data

Location Data

Bulk Loader

Fund Cite Data

5. REPORTS

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1. INTRODUCTION

Welcome to the Contractor Manpower Reporting Application. When you open the website at https://cmra.army.mil, the first screen you will see is the Disclaimer screen. Once you have read the Disclaimer, click I Agree in order to enter and use the application.

This manual contains the information you need in order to use the CMRA effectively. This user manual is intended for any Contractor who needs to use the CMRA to report, view, and track contract data on the website.

Note: Refer to the CMRA Full User Guide or online Frequently Asked Questions for further details or questions that involve how to navigate the website, how to understand notation conventions throughout this user guide, or any general information regarding the application.

Contractor Manpower Reporting Application User Guide Page 2 https://cmra.army.mil/

2. USER ACCOUNT REGISTRATION AND LOG-IN

All users must log in using their Username, Password, and selection of User Role.

Username: Your Username is the email address which you used to register.

Password: Army Regulation 25-2 mandates that passwords must meet certain criteria in order to be considered valid. The following requirements are necessary to create an appropriate password:

Must contain at least 14 characters Must be a mix of uppercase letters, lowercase letters, numbers, and special characters that have the following characteristics:

1. At least two uppercase characters: A, B, C, D, etc.

2. At least two lowercase characters: a, b, c, d, etc.

3. At least two numbers: 0, 1, 2, 3, 4, 5, 6, 7, 8, 9

4. At least two special characters: ! @ # $ % ^ & * ( ) _ + | ~ - = \ ` {

5. Must not be the same as any of your previous ten passwords

User Role: Reflects the particular job you hold and will determine the functions that you can use in CMRA to perform that job. All user roles require a valid email address.

Note: If you registered in a previous version of CMRA, you will need to update your password. To update your password, click the Lost/Reset Password link. After you enter your email address, an email will be sent with a link to reset your password.

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CMRA New User Registration:

If you do not currently have a CMRA account, select the Register for your new CMRA Account link on the Log-in screen. On the New User Registration screen (Figure 1), enter the required information in all fields and select the applicable user role(s).

Note: Contractors must have a non mil, gov or usma.edu email address and are required to enter their assigned CAGE Code. A complete list of each code is available for look-up.

Figure 1

Select the Continue button to save your account data after completing all of the required information in the fields. After you click Continue, you will receive a verification email to validate your email address. Open this email and click the included link to verify your email address. No further action is required at this point.

The Reset button will clear all fields on the screen.

The Cancel button will return the user to the Log-in screen.

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Note: Creating a CMRA account does not ensure immediate access into the system until a System Administrator has granted you access into the website.

A second notification message will be sent to you via e-mail once the account information is verified. Click on the link that you received from the CMRA Help Desk System Administrator to activate your new account.

Editing your CMRA user profile:

Once the System Administrator has granted your user account access into the application, Log-in to the CMRA. Click the Edit Profile link on the top right corner of any screen to input your user information. Complete all of the required information in the selected fields and click the Save button to update your user profile (Figure 2). You may edit your CMRA account information at anytime.

Figure 2

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3. CONTRACT SEARCH AND CREATION

Figure 3

Contract Search:

After logging in, the first screen you will see will be the Contract Search tab (Figure 3).

In order to enter data for a contract, you must retrieve the contract through the Contract Search tab. This feature also allows you to view or edit data for a contract and order.

To search for a contract, enter one of the following:

Enter the contract number in the search by Contract Number field to view a specific contract.

Enter the Contractor Company Name in order to view the contracts held by a company.

Enter the Contracting Officer’s First or Last Name in order to view the contracts for which he or she is responsible.

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Contract Creation:

If the contract you are searching for is not currently in the database, the CMRA will prompt you with a message reading “Your search did not return any results. Please click here to create a contract.” Click on the referenced link to create a new contract entry (Figure 4).

Figure 4

You will be given the option of creating a new contract entry into the CMRA after clicking the link referenced in the directions above. Enter the Contract Number and Contract Fiscal Year of the new contract you want to store in the CMRA (Figure 5). Click Save Contract after entering the required contract information.

Figure 5

Note: Contractors are not responsible for entering information and data into the NDAA Elements fields displayed below the Contract Number and Contract Fiscal Year.

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Order Creation:

Once you have created and saved the new contract, select the Add New Order button on the screen in order to create a new Order Number to a contract (Figure 6).

Note: Order Number refers to the Task Order and Delivery Number of the Contract. For contracts without an Order Number, use “0000”.

Figure 6

The Order Details screen is displayed (Figure 7). Refer to Order Data in next section for instructions on entering data. Click Create Order when complete.

Figure 7

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4. CONTRACT AND ORDER DETAILS

When the contract is shown, select the Order Number to edit or add an Order Number.

CORs/COTRs are responsible to enter NDAA Elements data as required by the National Defense Authorization Act for Fiscal Year 2008, Section 807. Contractors are not responsible for entering this data.

Figure 8

There are four sections of data to enter, review or edit, shown in the following tabs:

Order Data

Contact Data

Location Data

Fund Cite Data

Note: Contractors are only responsible for entering the Order, Contact, and Location Data.

These are the first three tabs on the Order Details screen.

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Order Data:

In the Order Data tab, enter the following required information (Figure 7):

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.

Requiring Activity Unit Identification Code

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

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

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

To search for a Requiring Activity UIC, first select the green Add New Order button shown in Figure 8. Next, select the Search for UIC button on the Order Details screen. Fill in as much of the data fields on the UIC Search function page as possible to narrow down the search, and then click Search for UIC (Figure 9).

Once you have entered your information in the data fields and clicked Search for UIC, the application will bring up several possible UICs for you to choose from. Locate your specific UIC by browsing through the results. Once you have located the correct Unit Identification Code for your order data, click the blue hyperlink in the UIC column that corresponds with your Code to confirm your selection (Figure 10). The UIC data cell will automatically be populated with the UIC you selected (Figure 11).

Note: The Order Data elements should be reviewed by the COR/COTR in charge of overseeing the contract. The COR/COTR should also edit any incorrect data if necessary.

Figure 9

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Figure 10

Figure 11

Once you have finished entering all the information the Order Details, select Create Order.

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Contact Data:

In the Contact Data tab, the Contractor should enter the necessary contact information for the Contracting Company and the COR/COTR. Click Save after each entry (Figure 12).

Figure 12

Note: The Contact Data elements should be reviewed by the COR/COTR in charge of

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Location Data:

In the Location Data tab, enter the following required information (Figure 13):

Federal Service Code

To enter the Federal Service Code (FSC), select the Service Performed in the first dropdown field and click Search. A listing of possible FSCs will appear in the Results dropdown field. Select the correct FSC based on the list of results.

To narrow down these FSCs, filter the query by Code or Description after selecting the Service Performed. Enter a value in the Code or Description data cells and then click Search. Again, a listing of possible FSCs will appear in the Results dropdown field. Select the correct FSC based on the list of results.

City of Installation or Service

City or installation where the service is performed.

State State where the service is performed.

Zip Code Zip Code where the service is performed.

Country Country where the service is performed.

Contractor Type Indicate whether your user role is a Prime or Subcontractor.

Direct Labor Hours Total number of labor hours performed at this location for this Federal Service Code.

Direct Labor Dollars Total unburdened dollar amount for direct labor performed at this location for this FSC code. This is not the hourly rate.

Weapons System Support Indicate whether you are providing support to any Weapons Systems listed in the dropdown field.

Questions about Contract Performance

Indicate if the contract and/or order includes the following services:

1. Clinical patient care services in a Department of Defense

Medical Treatment facility

2. Expert or Consulting services

3. Support Defense Intelligence or Special Operations components OCONUS

4. Not Applicable

Government Supervision Are the contractor personnel subject to relatively continuous supervision and control by a government employee or officer?

Government’s Tools and Equipment

Does the government furnish the principal tools and equipment needed for contract performance?

Government Facility Are some or all of the contractor employees provided with a workspace in a government facility for use on a regular basis?

Note: The only Contractor that can view the Invoice Amount, Direct Labor Dollars, and Direct Labor Hours is the user that entered its original data. All other data is public information.

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Figure 13

To search for a Federal Service Code, select the Search for FSC button shown in Figure 13.

Next, the website will display four options for you to select. If your FSC if one of the codes listed, click on the check box and then the Select button. However, if your FSC is not displayed as any of the choices, select the My FSC is not listed, Search for FSC choice to locate your Code (Figure 14).

Once you have chosen to search for your FSC, select a Service Category from the dropdown data field that applies to your work, and then select the Search for FSC button (Figure 15). Locate your specific FSC by browsing through the results. Once you have located the correct Federal service for your location data, click the blue hyperlink in the FSC column that corresponds with your Code to confirm your selection (Figure 16). The FSC data cell will automatically be populated with the FSC you selected (Figure 17). Fill out the remaining data fields on the Location Details screen, and then select Save to complete submit your information.

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Figure 14

Figure 15

Figure 16

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Figure 17

If there are multiple Locations or FSCs for an Order number, enter a separate data record for each Location and Federal Service Code. After you finish entering all of the data for a location, the website will prompt you with a message saying “Under this order number, did you perform another function (FSC)?” Next, you will be asked “Under this order number, did you perform this function (FSC) at another location?” If either answer is “Yes,” add another Location record at this time.

Note: The Location Data elements should be reviewed by the COR/COTR in charge of

Bulk Loader:

The Bulk Loader function is available to you if there are many location records that need to be entered into the Location Data section. Click on the Bulk Loader link on the right side of any page to access the function.

To enter multiple Locations records using spreadsheet, follow the following steps. Please note that the Order Details for each Contract and Order number must be entered in CMRA before the Location data is loaded.

1. Download the template Bulk Loader Template (.CSV)

2. Download the Bulk Loader Instructions and Code Lookups (.XLS)

3. Complete the required fields in the template.

4. Save the completed template to you computer as a .csv file.

5. Upload the completed template as a .csv file by clicking the Browse button and selecting the template you saved.

6. Click the Submit button.

7. If there are any errors they will be displayed on screen. Correct the errors and repeat the upload process. (Steps 4-6)

Note: You must enter a new row for each Location or FSC. Also, you cannot change the order of the columns and should not enter symbols ($ , ' .) in any data field.

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Fund Cite Data:

Contractors are not expected to enter this information into the CMRA. The COR/COTR is responsible to review the Fund Cite data in the application.

The following explanations are available to Contractors as a reference to explain the responsibilities of other user roles:

Basic Symbol A four digit code indicating the type of funds or major purpose of the appropriation.

Operating Agency

Organization responsible for managing funds to include receiving or issuing funds or organization under whose jurisdiction the installation or activity operates when making deposit fund transactions.

Department Code Code which identifies the department receiving the appropriation.

Management Decision Package

Four digit code which is the controlling link between future year programs and the appropriation enacted by the Congress.

Element of Resource Four digit code which identifies the type of resource being employed or consumed.

Army Management Structure Code

Code that interrelated programming, budgeting, accounting, and manpower control through a standard classification of Army activities and functions.

Fiscal Year Dollars Fiscal year that contract first appears on the inventory.

This concludes the Contractor responsibility for the Contract and Order Number uses in the Contractor Manpower Reporting Application.

If you need any additional assistance, please refer to the Help & References section of CMRA, or contact the CMRA Help Desk at contractormanpower@hqda.army.mil.

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5. REPORTS

Contractors can verify which of their Contracts and Order numbers have been entered and saved in the CMRA correctly by viewing and exporting reports. These reports will also allow you to view and verify specific data elements. To view a report, select the My Reports tab (Figure 18).

Figure 18

The screen will display the report which you are authorized to view. Select the report you intend to view by clicking the desired link in the Report Title column.

Note: Contractors may view contracts which have been completed. If a contract does not appear in the Contractor Verification Report, you should search for the specified contract and enter any missing data into the application.

Select the appropriate Fiscal Year filter of the report you would like to view (Figure 19). You have the option of exporting a report to Microsoft Excel by clicking on Export to Excel. Once you have exported this file, you may save the report onto your hard drive. You may also elect to examine the data without saving information to your hard drive by clicking on View Report.

Click on the corresponding button once you have made your decision.

Figure 19

Note: If there are no reports for the fiscal year option you have selected, the following message will display, “The report did not return any data.”

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5. REPORTS