[CCIT] CMS & CLIN-Additional Direction

[Edwards, Kevin]

All,

 

Based on some questions we've received since my email dated 7/1/09, I
thought it might be helpful to provide some additional direction
regarding entering contracts into CMS and the uses of CLIN.

 

First, CLIN is to be used for historical reference only. Please do not
enter anything new into it (if you do, you will be required to reenter
it into CMS). This includes contracts (including grants which are a type
of contract) and any modifications to contracts, including amendments,
task orders, assignments, options, and grant funding letters. We
anticipate taking CLIN to a "read only" status by October 1, 2009. CMS
has replaced CLIN for all purposes, including for tracking by the OSC,
whether or not the reporting requirements of SB07-228 apply.

 

Second, please enter all contracts (including grants which are a type of
contract) and any modifications to contracts, including amendments, task
orders, assignments, options, and grant funding letters into CMS as
separate records with a unique CMS # (modifications can then be linked
to the original contract). This includes contracts sent to the OSC for
approval and any approved by OSC delegates.

 

Third, the first and second points apply equally to modifications to
contracts entered into prior to 7/1/09 and includes those not subject to
the reporting requirements of SB07-228. One way to think about is this:
if you would have created a unique record in CLIN, create one in CMS.

 

Fourth, you may use CMS in the draft stage (see the Contract Status
field which contains a "Draft" option, which is useful as it will
provide everyone involved with the contract with a unique numeric
reference). It does not matter if the Draft never becomes an approved
contract.

 

We appreciate your comments and inquiries regarding CMS and will
continue to answer your questions and concerns in conjunction with the
OCA.

 

Thanks,

 

Kevin Edwards

Central Contracts Unit Manager

Office of the State Controller

Colorado Dept of Personnel & Administration

633 17th St Suite 1500

Denver, CO 80202

303.866.3539

 

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