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Your Access to Quarterly Assessments (Generating/Sending)

Your ability to generate and send Quarterly Assessment Memos is typically tied to an approval role:

• Office Admin or Office Project Editor: You can manage and send memos for all assessments in your office.
• Assigned Project Member: If your project assignment includes approval or sending rights, you can send memos for your assigned projects.
• Most other roles will have view-only access; this prevents memo generation or sending.

STEP 1: Prepare the Assessment Memo Content

Review and Edit Project Fields: This section populates the Quarterly Assessment Memo. 

Review all fields for completeness and accuracy, as blank fields will appear blank on the memo. The following fields are required to send the assessment memo:

Project Name (for User Memo), Project Number (WBS or CID), Period of Performance Start Date and End Date, CMEI Project Lead (required to send memo), CMEI Technology Office managing the project, Assessment Date (defaults to creation date), Assessment Type, Recipient Organization, Recipient Project Lead (required to send memo), Recipient Project Lead (Email) (required to send memo), CMEI Program Name, Recipient Address, City, State, Zip.

Provide Detailed Comments:

• Overall Technical Progress: Comment on technical achievements and how well-planned milestones, deliverables, and activities align with schedule and cost.
  • Provide milestone names/criteria and describe performer achievement. Aim for at least 400 words for sufficient detail.
• Overview of Site Visit Including Facilities and Equipment: Use this only for site visits. For Quarterly Assessments, insert 'N/A'.
• Concerns and Recommendations: Provide feedback on any issues affecting technical outcomes, scope, personnel, schedule, cost, or environmental considerations.
  • If CMEI has concerns about a performer missing a milestone, identify the milestone and explain why/how the performer is not achieving it.

Manage Your Assessment Page: Use these buttons at the bottom of the page to manage your data:

• Reset current page data
• Close current page
• Save current page data

STEP 2: Generate and Send the PDF Memo

• Generate PDF: Press to create an Assessment Memo (it will show as 'Draft' until approved).

• Send Memo: Press to generate the PDF, preview and verify information, then email the Quarterly Assessment Memo.

STEP 3: Send the Quarterly Assessment Memo

For projects with an Approved or Sent status, locate the Send Quarterly Assessment Memo action in the Actions Menu.

• Press Send Memo to preview the Assessment Memo Email.

• An approved Assessment Memo will be sent directly from PM Bridge, with the Primary CMEI Project Lead, TPO, and Project Monitor Cc'd. 

• After reviewing the populated fields, verify that all required information is entered and press Send.

• The send email dialog box is read-only. Any necessary changes must be made on the Edit Quarterly Assessments page.

• Review Assessment Memo Email: Check each field for accuracy:
  • To: Recipient Project Lead (from the Quarterly Assessment Memo)
  • CC: CMEI Project Lead, TPO, and Project Monitor (at least one is required)
  • From: The current logged-in user
  • Subject: Includes Fiscal Year, Quarter of the Assessment Memo, and Project Title
  • Message: A standardized email template with key details
  • Assessment Memo: Shows the document to be attached as a PDF file.

• Press Send to send the email with the memo attached.
  • The Assessment Status will then update to 'Sent'.
  • Press Cancel if you do not wish to send the memo.

Frequently Asked Questions

1. Why can I not edit email details directly in the send email dialog box?
   The send email dialog box is read-only for verification purposes, meaning you cannot make any direct changes to email addresses, subject lines, or message content from this screen. If you need to modify any of these details (such as correcting a recipient's email), you must navigate back to the Edit Quarterly Assessments page to make the necessary updates. This ensures that all changes are made at the source and are reflected accurately in the assessment data.

2. What is required for the CMEI team members in the CC field to send the assessment memo?
   To successfully send the assessment memo, at least one CMEI team member (CMEI Project Lead, TPO, or Project Monitor) must be included in the CC field. If all required CMEI team members are missing, the system will prevent the email from being sent. You must ensure that at least one of these roles is correctly populated on the Edit Quarterly Assessments page, and that their email addresses are accurately reflected (either from the system of record or updated via the DOE Team Tab), before attempting to send the memo.

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