DESCRIPTION

This article helps you understand and manage mini requisitions within the CMEI Project Management Center (PMC) database. Mini requisitions are crucial for connecting official award actions in STRIPES with project management features in the PMC, especially for updating reporting checklists and deliverables due dates. By using mini requisitions, you ensure timely notifications and accurate tracking of your project's commitments. 

pushpin Ensure that the STRIPES requisition is complete. You need the STRIPES requisition number to initiate the mini requisition in PMC. 

Finding Your Project/Award Record in the PMC

  • Search for Your Record:
    • On the left sidebar, select "Project Management."
    • Enter the last five digits of your award number (e.g., if your award is FG36-08GO18060, enter 18060).
    • Click "Search" or press Enter.
  • Confirm Your Selection: Once the search results appear, click the magnifying glass icon next to the relevant project/award record to view its full details and confirm it's the correct one.

Reviewing Existing Mini-Requisitions

  • Navigate to Award Information: From your project/award record, click on "Award Information and Documents" at the top of the screen.
  • Expand the Documents Section: Click the "plus" icon next to "Electronic Award/Mod/PR Documents" to reveal a list of all pre-existing mini requisitions.
  • View a Specific Mini-Requisition: Click the magnifying glass icon in the row corresponding to the "PR Number" (which is your mini-requisition) within the "Electronic Award/Mod/PR Documents" section to see the details of that specific mini-requisition.

Creating a New Mini-Requisition

pushpin You need to create a new mini requisition when there's a new award, a change to an existing award, or if you need to update the Federal Assistance Reporting Checklist (FARC).

  • Return to Award Record: At the top of the screen, click "Return to Award Record" to go back to your project/award record.
  • Initiate Creation: Click "Create Mini-Req" at the top of the screen.
  • Provide STRIPES Number: In the "6 Digit STRIPES Requisition Number" field, enter the last six numeric characters of the STRIPES requisition number. Check the box to confirm and click "Create."

What to Review and Update

pushpin You can only edit these items when the mini-requisition is "in-process/pending." Once it's acknowledged and signed, you cannot make further changes.

  • Project and Budget Dates: If your modification changes the project or budget period end date (e.g., a no-cost time extension or continuation), update these dates within the mini-requisition. The dates will automatically update your PMC project/award record and all associated deliverables.
  • Requisition Description: Click the pencil icon on the right side of the header bar to add a description. Your description should match the text from the STRIPES requisition.
  • DOE Contact Information: If the requisition changes the Project Officer/Manager, update the DOE Contact Information accordingly.
  • Risk Assessment, Payment Method, and Condition Subsequent: Complete these sections when creating the first mini requisition for new awards or when changes occur (e.g., conditions are being lifted).
  • Federal Assistance Reporting Checklist (FARC): This is important; you must select, populate, or revise the FARC and submit it in the PMC to:
    • Establish reporting requirements and deliverables for any new award.
    • Revise reporting requirements and deliverables for existing awards when the project or budget period, or the reporting requirements themselves, change.
      For Golden serviced awards, you must use a PMC mini requisition to create or revise the FARC.

Creating or Editing a Federal Assistance Reporting Checklist (FARC)

pushpin For Golden serviced awards, you must create, submit, and acknowledge a mini requisition to either initially populate a FARC for a new award or update an existing FARC.

  • Access the FARC Page: Once you create the mini-requisition and select the FARC, the "Deliverables Requirements Checklist" page will appear.
  • Enter Key Details: At the top of the FARC, enter the modification number and the attachment number.
  • Specify Reporting Frequencies: Check the appropriate frequency for each report. If a report has an 'A5,' 'Y180,' or 'O' frequency, you must add that specific requirement and include "Special Instructions."
    • CMEI Special Instructions: This section allows you to provide detailed reporting requirements. For example, you can specify:
      • Additional requirements for Continuation Reports (e.g., both a slide deck and a written report).
      • Changes to due dates (e.g., Continuation Reports due 60 days before the budget period ends instead of 90).
    • Ensure your special instructions are clear and do not conflict with other guidance provided to recipients (e.g., Terms and Conditions, New Award Kick-Off Meeting).
  • Add Reporting Requirement: Select "Add." Once added, you can edit the reporting requirement to specify a particular reporting date (for "O" frequency reports) or delete it if you added it by mistake. Do not add a specific "Event Date" for reports with "A5" or "Y180" frequencies. This step establishes a deliverable requirement where the recipient can upload a report in the PMC. Make sure to enter any necessary instructions in the text boxes.
  • Submit Your Changes: Click "Submit Changes."
    • Confirmation: Wait until "Update Successful" with a date and time appears at the top of the screen. This might take up to a minute. Do not click "Return to the Requisition Overview" until you see this confirmation.
  • Tip: If you are changing the Period of Performance (e.g., for a Continuation or No-Cost Time Extension), always adjust the Project and/or Budget period in the mini-requisition BEFORE submitting changes to the FARC.

Acknowledging Your Mini-Requisition

pushpin You must complete two mini-requisition acknowledgements as the associated STRIPES requisition and the overall modification progress through approval. Completing these ensures that any updates to deliverables or project/budget periods within the mini requisition are integrated into the PMC award record. Without these acknowledgements, recipients won't receive accurate reminders or have a place to upload required deliverables.

  • Acknowledge Requisition Approval:
    • When both the PO Non-Budget (Program Specific) and Budget Approving Officials approve the Requisition in STRIPES, you need to return to the mini-requisition and select "Acknowledge Requisition Approval."
    • The person who routes the STRIPES Requisition should receive an email notification from STRIPES once approval is confirmed.
    • After clicking the "Acknowledge" button, a prompt will appear asking you to confirm the requisition's approval. Check the box and select "Submit."
  • Acknowledge Award Action Approval:
    • When the Contracting Officer approves the modification to the award, return to the mini-requisition and select "Acknowledge Award Action Approval."
    • After clicking the "Acknowledge" button, a prompt will appear asking you to confirm the modification's approval. Check the box and select "Submit."
  • Tip: You can wait until the Contracting Officer signs the modification and then complete both acknowledgements at the same time.

Frequently Asked Questions

Q: My project dates in PMC look wrong. I already updated them, but the deliverables haven't changed. Why?

A: Simply changing project or budget dates in the PMC project/award record will not update deliverables or notifications. You must follow the mini-requisition process outlined in this guide to generate a new/updated FARC, which then updates the deliverable due dates.

Q: I created a mini requisition, but now I need to change a date. The fields are locked. What happened?

A: You can only edit items on a mini-requisition when it is "in-process/pending." Once you acknowledge or sign the mini requisition, it becomes not editable. You would need to create a new mini requisition for further changes if the original has been fully processed.

Q: I submitted changes to my FARC, but I don't see any confirmation, and the system seems stuck. What should I do?

A: After clicking "Submit Changes" on the FARC, you need to wait until "Update Successful" with a date and time appears at the top of the screen. This update can take up to a minute to complete. Do not navigate away or select "Return to the Requisition Overview" before seeing this confirmation.

Q: Do I always have to complete both acknowledgements (Requisition Approval and Award Action Approval) right after each other?

A: While you receive notifications for each approval, you can choose to wait until the Contracting Officer has signed the modification. At that point, you can go back into the mini-requisition and complete both the "Acknowledge Requisition Approval" and "Acknowledge Award Action Approval" steps consecutively.



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