A submission is organized in tabs. This page describes each tab in the order it appears. Fields marked required for approval must be filled before the approval process can start. Your administrator may have renamed, reordered or hidden some tabs.
| Tab | Purpose |
|---|---|
| Information | Subject, departments and council districts. |
| Amount & Source | Contracts, funding sources and the total amount. |
| Actions | What the Board is asked to do, for whom and for how long. |
| Background info | The explanation the Board reads. |
| SMBA&D | Minority and women business participation goals. |
| Public art | The 1% for Public Art calculation. |
| Employment requirements | Local hiring and wage requirements. |
| Impacted addresses | Properties affected by the action. |
| Documents | Attachments, the merged final PDF and stamping. |
| Activity notes | Notes and emails about the submission. |
| Logs | Every change, by whom and when. |
| Approvals | The review and approval boxes of every tier. |
| Meeting minutes | Board members' votes and the minutes. |
Information#
| Field | Description |
|---|---|
| Submission id | Assigned automatically, read-only. |
| Subject required | A short title of the item. |
| Submitting department required | The department that brings the item to the Board. Changing it re-routes the approvals. |
| Department head | Chosen from the people who hold a role in the submitting department. |
| Secondary department | Another department involved in the item. |
| Districts required for approval | The council district(s) concerned. You can pick several. Verify districts with the City Council district lookup. |
Amount & Source#
Total transaction amount is read-only: it is the sum of all funding source amounts. Also on this tab are Fiscal action and the Department references group: Project number, Task number and Solicitation number.
Submission contracts#
The contracts the submission concerns. Click Add new contract to create one: contract name, vendor, fiscal action, award date, action start and end, contract amount, external contract name / number / account, whether it uses multiple funds, contract request number, contract number and solicitation number. The grid shows each contract's state, modification count and modification amount. Modification fields unlock once the contract leaves its initial state.
Funding sources#
| Column | Description |
|---|---|
| Fund required | The fund paying for the item. Capital funds count towards Public Art. |
| Amount | The amount from this fund (0 or more). |
| Project, Grant, Special fund, Cost center | Accounting details of the fund line. |
| Revenue category, Spending category | How the money is classified. |
| Start / End date | The period the funding covers. |
| Description | Free text, up to 1,000 characters. |
Every change to the funding lines updates the total and recalculates Public art.
Actions#
Submission details#
| Field | Description |
|---|---|
| Submission category required for approval | The kind of item, for example operating, capital or professional services. |
| Transaction type required for approval | Only the types allowed for the chosen category are listed. If you change the category and the type is no longer allowed, it is cleared. |
| Requested action required for approval | Pick a standard action from the list… |
| Requested action (manual entry) | …or describe it in your own words. |
| Vendor / Supplier / Organization | The counterparty, as free text. |
Action details#
- Action start upon Board approval: tick it when the action starts on the day the Board approves. Enter the Action duration and its unit (day, week, month or year); CLIF calculates the start date from the meeting date and the end date from the duration.
- Otherwise enter the Action start date and Action end date yourself. The start may not be after the end.
- Approval or Note: whether the Board is asked to approve the item or only to take note of it.
Vendor / Supplier / Organization#
Link the partners (vendors, suppliers, organizations and their contacts) involved. If a partner does not exist yet, click Add new partner and fill in type, name, phones, email and currency. For a person, also choose their role.
Background info#
A rich-text editor for the background and explanation of the item. It is required for approval and is printed as BACKGROUND/EXPLANATION on the memo. Write it for the Board: what is being bought or agreed, why, and why now.
SMBA&D#
Records the participation goals of the Mayor's Office of Small and Minority Business Advocacy & Development (MBE / WBE / DBE).
- Tick Check this box if SMBA&D goals are applicable to your transaction and enter the SMBA&D start and end dates.
- If goals do not apply, leave it unticked and select the reason from the list of exception reasons.
The SMBA&D details grid holds one line per inclusion program (MBE, WBE, DBE): goal % and amount, attained % and amount, total paid amount, whether the goal was achieved, the subcontractor and the compliance status (Compliant / Not compliant).
Public art#
Baltimore sets aside 1% for Public Art on eligible capital projects. CLIF calculates it from the funding sources:
- It applies when at least one fund is a capital fund and the total of all funds exceeds $100,000.
- Eligible cost is the sum of the capital fund amounts; Allocated amount is 1% of it.
- Otherwise all values are 0.
The values update when the funds change; click Recalculate to refresh them. The percentage and threshold are
parameters (PublicArtPercent, PublicArtMinimumProjectAmount).
Employment requirements#
One checkbox per hiring requirement that applies to the transaction: Local Hiring?, Employ Baltimore?, Living Wage? and Prevailing Wage?. They are printed under EMPLOYMENT on the memo.
Impacted addresses#
The properties affected by the action, printed with their block and lot.
- One at a time: click Add new realty address and enter country, state, city, address (required), county, lot, block and zip code.
- Many at once: click Download excel template file, fill one address per row and drop the file onto the upload area (up to 15 MB). Rows that cannot be imported are listed after the upload so you can fix them.
Activity notes#
A shared notebook for the submission. Each note has an activity type, subject and content; notes can be marked read-only. Click Send email to write to colleagues from the submission: choose recipients (To / CC / BCC) from the directory, attach files, and the message automatically includes a Go to board memo link. Sent emails are kept as notes of type EMail Message.
Logs#
The complete history of the submission, newest first: who created, modified, read or deleted what, and when. Each line has a summary such as "… was modified. Value of X was changed to Y"; click it to see every changed value.