Guidance for Adjustment Reviewers

This guide provides an overview of how to navigate the CPM Adjustment screen as a user with Adjustment Reviewer permissions.

Email Notifications:

Users with Adjustment Reviewer permissions will receive the following emails:

• Email indicating that Adjustments are awaiting review
  • This email is sent upon import of new CPM adjustments 
  • Only sent if at least one Adjustment has been successfully imported
• Email indicating if/when an Adjustment is moved back into Review status by an Adjustment Approver
  • This email is sent upon Status update
  • This email includes the adjustment that has been moved and link to the adjustment detail page
• Email indicating a failed import of adjustments 
  • This email is sent upon failed import
  • This email includes the list of errors for review
• Email indicating if/when an Adjustment is Rejected
  • This email includes a link to the rejected adjustment

Navigating the CPM Adjustment Screen:

1. Upon navigating to the CPM Adjustments tab on the Adjustments screen, note that the list tab defaults to Adjustments that have an Adjustment Status of either Under Review or Distribute.

• To adjust these selections, select the Adjustment Status filter and make desired updates.

2. Users with Adjustment Reviewer permissions will have the ability to transition a CPM Adjustment to select Adjustment Statuses via the drop-down options in the Actions column.

• To transition an adjustment to Approve, Reject, Under Review, Distribute, or Ready to Approve status, select the desired value from the Actions drop-down menu.
  • Notes: 
    •  Adjustments that have not been Distributed will only have Approve or Reject options until distributions have been saved.
    • When the Adjustment Status is updated to 'Ready to Approve' for an Auto-Approved CPM adjustment, the Adjustment Status will automatically be set to 'Approved'.

3. Any Adjustment that has existing Notes will be indicated by a Notes badge in the ID column.  Notes for the Adjustment can be viewed by hovering on this badge.

Alternatively, to view existing Notes or add a new Note to the adjustment, select the available Notes option from the Actions drop-down.

4. The Total Adjustment Amount for the filtered list of Adjustments is displayed in the top right of the screen and will update based on the applied filters.

5. Contracts that have not been mapped/do not exist in FEDPASS display in red.

Editing Adjustments:

1. To edit a CPM Adjustment, select the ID link for the desired Adjustment from the CPM Adjustments list tab.

2. When the selected CPM Adjustment screen opens, select the Edit Adjustment button at the top of the screen.

3. When all desired Edits have been made, select the Save button at the top of the screen.

*Notes:

• Any field value imported from CPM will be locked for edit.
• Adjustments can be edited until they are processed back in BFS.  Once processed in BFS, Adjustments will be locked for Edit.

4. User can also access the same functionality to update the Adjustment Status and add Notes as outlined above (in the Actions column on the list screen) via the CPM Adjustment detail page.

Distributing Adjustments:

1. To distribute a CPM Adjustment, follow the steps above to access the Edit screen for the desired CPM Adjustment to be distributed.

2. Add any missing Contract and Budget Item information, as needed, to properly distribute the CPM Adjustment.

• If select fields have been mapped based on the import from CPM, User will be provided a filtered list of available options from which to choose for distribution.

3. When all Distribution information has been added, select the Save button at the top of the screen.

 

Approving/Rejecting Adjustments:

1. To Approve or Reject an Adjustment, select the appropriate Status from the Actions drop-down on the list page

or

select the Update Status drop-down at the top of the Adjustment detail screen.

 

• When Approving an Adjustment, no comment is required, but User will be given a pop-up to confirm this approval.
• When Rejecting an Adjustment, User will be provided with a modal to capture Comments concerning why the Adjustment was rejected.  Select appropriate User from the Decision By field drop-down (this value will default to the logged-in User) and add Decision Comment as needed.  When done, select the Reject button option.