The Curriculum Requirements Document (CRD) is necessary to maintain a history of course content and publisher resources.  The CRD List in CIMS will allow team members to initiate the process by requesting bids from Procurement and, once finalized, Procurement will import the selected textbooks into the CIMS textbook list for publication in the course syllabus. The process is a follows:

1.     Request bids from procurement.

2.     Procurement negotiates price points with publishers. 

3.     Development teams review and approve specific textbooks and resources. 

4.     Procurement ensures availability.

5.     Finalized textbooks and resources are published in the syllabus.

CRD List Accessibility

Employee Roles (permissions) will allow different or no access to the CRD list. The CRD list is located under the Textbook tab.

CRD Request forms can be accessed from the CRD List, from the Textbook List, or the details page of the Course List course record.

Creating a New CRD 

If you have not yet completed the Bids Request Table, the URL for the template will appear in a pop up when you create a new CRD. Copy and paste the url into a new browser window to download the Excel spreadsheet.

Very Important

Prior to submitting CRD in CIMS, download and complete the Bids Request Template and have it ready to attach. Every CRD will require that a Bids Request in order to save the record in CIMS. 

On the CRD form there are several auto-completed fields for course information from Course List. Additional fields will require appropriate selections. Additionally, there will be a Deadline Date established based on the launch term chosen. 

Note: Course records must be updated with correct related courses to ensure that textbook entries for associated courses are included. Each module needs to have a full, accurate course number as it appears on the course list. The format CM107M1-M5 is not acceptable. 

Note: Late textbook changes (required after the term CRD deadline date) will be automatically tagged by the system as a LATE CRD (in the CRD comments field) and the subject line will contain URGENT: Late CRD when the system notifies Procurement. Once the CRD has been processed and textbook records are imported to CIMS, the submitter must submit via Ops Action Request for syllabus and course guide republish to ensure correct textbook information is included.   

Other CRD fields are also required to provide all information needed for Procurement to assess the requirements:

• Goals and Objectives -  This field must be populated with the reason for submitting a Late CRD if you have selected a term that is past the CRD deadline.

• ADA Compliant?

• Preferred Media Format

• Comments

The CRD form will automatically display the current textbook set for the course as indicated on the form. 

Once the CRD Bid Request is attached 

Select a status of "Sent to Procurement"

Save the form

CRD Process and Process Status Workflows

Status will be tied to several notification workflows and auto-update functionalities.  All dates will be auto-captured when specific statuses are changed.

Bids Request/Review

Sent to Procurement - Selected by CS.  Initiates an email to Procurement alerting them to review the Bids Requested file. 

Note: CIMS does not allow save with this status unless a file has been attached in Bids Requested field.  The following warning will be displayed “You must attach Bids requested file before you can save with the Sent to Procurement status” 

Bids Sent to CS - Selected by Procurement. Initiates an email to CS that bids are ready for review. Procurement will upload an updated Bids Request document with bids. 

Note: CIMS does not allow save unless a second file has been attached in Bids Requested field.  The following warning will be displayed “You must attach Bids requested file before you can save with the Bids Sent to CS status” 

Reviewed by CS - Selected by CS after the CS completes the Finalized Textbook grid indicating which current textbooks remain, which will be removed, and have added entries for new textbooks. CIMS initiates an email to ADOC to review and approve the Finalized Textbook Grid.  

Note: CIMS will not allow save of this status until/unless” Term Update” fields on Finalized Textbooks Grid have updated data.  The following warning will be displayed “You must complete the Finalized Textbook Grid before you can save with the Reviewed by CS status” 

Finalized Textbook Grid

The Finalized Textbook Grid will be auto-populated with the current textbook set for the course on the CRD . Additionally, the Textbook grid will auto-populate all related courses if "Yes" is chosen for "Includes Related Courses".

The CS will use information from procurement bids to create the desired textbook entries required for requested launch term.

Note: Fields are editable for the textbook entry rows, course information is brought in from the CRD form for course title and will appear the same for parent and related courses.  Upon import the textbook record will draw in the proper title based on the course number 

Final Approval and Import Statuses

 Finalized Selection - Selected by ADOC after they have reviewed the Finalized Textbook grid for accuracy and completeness. Additionally, the ADOC will verify the launch term on the CRD matches the launch term of the revision's launch term in the MPS. CIMS initiates an email to Procurement alerting them of the finalized selection and prompting them to ensure the product will be available for students in the CRD launch term. Ebook ISBN fields should be left empty as those ISBNs need to be confirmed and entered by Procurement.

VBID Status Tracking - Once the ADOC has finalized the selection, Procurement will request or confirm the Ebook ISBN to be used and update the VBID status accordingly. When received/confirmed, Procurement will add the Ebook ISBN (VBID) to the finalized grid entries and update the VBID status to “VBID in Finalized Grid.” This will trigger an email notification to the Sr. Manager of CMS Development that the VBID is available for use in the classroom. 

Import to Textbook List - Selected by Procurement after they have verified the textbooks in the Finalized textbook Grid are available for the desired term. Initiates the import of all records from Finalized Textbook Grid that do not have a Term Update of “Removing” to the Textbook list.  Also initiates an email to ADOC and CS that textbooks have been imported. 

Note: CIMS does not allow save with Import to Textbook List status if there is no date in Selection Finalized Date field.  CIMS will display an error message “Records cannot be imported until the bid process has been completed and finalized selection is approved.” 

Once Import has been completed the CRD form will be locked to Edit.

Note: CRD imports do not remove textbook records from the textbook list. CIMS publications will use textbook records from the most recent term for the syllabus and course guide.  If ALL books are being removed from a course, the finalized textbook grid should include a new record with Media Type "No Text," Book Title "No Book" and Publisher "None".  These 3 fields must have data for the records to appear in reports.  If there is not a "No Text" record in CIMS, previous records will continue to publish.

On Hold - If used, the hold time cannot extend beyond the deadline for the launch term selected.

Cancelled - Must occur before textbook record import.