After logging in, the user will be directed to the home screen. The home screen consists of the menu pane on the left side and the main screen on the right (Fig. 3.1):
Figure 3.1 – The Home Screen of CMA
The menu pane contains several groups (Fig 3.2):
Figure 3.2 – The Menu Pane of CMA
Contractors – Provides a global roster of contactors.
Quality Control – When expanded, provides information on documents that are subject to Quality Control by Language Sections.
Individual Contracts – When expanded, provides information on individual contracts. (UNOV and UNON only)
Orders – When expanded, provides information on invoices of agencies and companies that work under a contract with Contractual Services.
Assignments - When expanded, provides information on assignments. (UNHQ only)
Manifests - When expanded, provides information on manifests.
Standing Offers - When expanded, provides information on standing offers.
Retainer Orders – When expanded, provides information on invoices from contractors working under retainer contracts.
Retainer Contracts – When expanded, provides information on retainer contracts.
Reporting – When expanded, provides a link to reporting functions of CMA.
Admin Functions – Depending on the users' access level, when expanded, provides access to the agency contracts, retainer contracts, and the signature verification module.
Maintenance Functions – Depending on your access level, this group can be expanded and gives access to reference tables, settings and user management sections of the application.
Help – The help section contains all the manuals existing for this application.
By default, all groups are expanded at start-up and show red counters to some of the subgroups. For detailed explanations of all the groups listed above, please refer to the following sections of this manual.
Next is an overview of the main screen of CMA (Fig. 3.3):
Figure 3.3 – The Main Part of the Home Screen
The first group on the screen lists all the pending jobs sent by DMU for external services. It provides information such as, the job number, original and target languages, document symbol (if available) and title, number of words, deadline, type of service required, and the number of pages. There are also 2 buttons at the right side of the list.
The button creates an assignment/contract/order/retainer order for the selected job. Clicking the “Back DCU” link will return the job to DMU (Fig. 3.4).
Figure 3.4 – The Pending Jobs Section
By clicking on the blue job number link, the user can open the D1 form (for UNOV and UNON) or the D2 form (for UNHQ) of the job in a pop-up window and view its details. (Fig. 3.5).
Figure 3.5 – D1 form (for Vienna and Nairobi) and D2 form (for UNHQ)
By clicking on the blue down arrow, a list of files available for this job will be displayed in a pop-up window. Any files available for a particular job can be downloaded by clicking on its links (Fig. 3.6).
Figure 3.6 – Files Available for Download
By default, the “Pending jobs” section lists all unassigned jobs. Select the “Assigned” radio button on the right upper corner of the screen to view jobs that hace been assigned.
The search field on the upper right corner offers you the possibility to search for a specific job number. Please type in the job number in a 9-digit format (4 digits of the year and the 5-digit job number). If you are not sure that the job was assigned an “E” for external service, please remove the check mark from the “External only” check box before pressing the “Search” button (Fig. 3.7).
Figure 3.7 – Searching for a Job
The search result will be accompanied by a status message informing you if a job was already assigned. In some cases it is necessary to create more than one contract (e.g. translation and word processing of a document assigned to two different contractors) associated with one job number. In such cases, the search function is a helpful tool, as it allows the user to go to a job number that was already assigned to a contactor, and allows for the creation of an additional contract for a different contractor.
The middle groups list contracts, assignments, orders and retainer orders that are in process and overdue. By default, the orders and retainer orders lists are minimized (Fig. 3.8).
Figure 3.8 – The Assignments, Contracts, Orders, and Retainer Orders in process section
This part of the screen allows you to trace the jobs that were not returned on time, or jobs, where some action is needed (e.g. signing a contract on-line or completing a job). From the “Contracts in process” section, the user can view a contract for each listed job in PDF format by clicking on the button. You can view the contract page by clicking on the contract number link. To view the D1, please click on the job number link. To view the contractor profile, click on the contractor name displayed as a blue link.
To expand the “Orders in process” and “Retainer Orders in process” lists, click on the title of each list.
Finally, the lower part of the screen displays all the jobs uploaded to CMA by contractors (Fig. 3.9).
Figure 3.9 – Uploaded Documents Section
By default, this section lists all the documents that were uploaded by contractors and that were not yet processed by Contractual. To view the D1 information, click the blue job number link. To view the file(s) uploaded by a contractor, please press the blue down arrow and see the “Contractor’s document(s)” section of the list. To access the contract/order/retainer order, please click on the blue contract/order link. After a document was processed, you can remove the record from the list by pressing the “Edit” link, putting a check mark into the “Processed” box and pressing the “Update” link. This will move the document to the “Processed” list of the section. Pressing the “Delete” link, will remove the record permanently without archiving it (Fig. 3.10).
Figure 3.10 – Processing an Uploaded File
To view the list of processed documents, please put a check mark into the “Processed” box. Selecting the “EPU” radio button will list all the documents that were uploaded by EPU.