In 1999 the specific requests for information, cost estimates and directed action from the National Cancer Institute (NCI) was formalized to the Yellow Task System. This system was established within SAIC-Frederick, Inc. as a formal tracking and acknowledgement system.
In conjunction with the National Cancer Institute and Computer Statistical Services, SAIC-Frederick, Inc. transformed the manual yellow task system to an electronic web based system. This system has been designed to create a more efficient and expedient mechanism to request services.
This user guide is intended to steer users of the yellow task web system through the process of submitting a request for services from SAIC-Frederick, Inc. The guide demonstrates the procedures of the web-based system for new users as well as repeat users. A flowchart is included to illustrate the flow process of a request. Task responsibilities within the system are referenced by the position. Contact information for participants can be found on page four.
Comments on the system can be forwarded to the SAIC Frederick, Inc. Yellow Task Coordinator at csuders@ncifcrf.gov.
Types of Requests
Yellow Task System Flow Process
Contact Information
Request Homepage
How to Make a Request
Repeat User
Login Information
What happens when a request is submitted?
How to check the status of a request.
Service request types include but are not limited to the following:
The following individuals are participants in the yellow task system process. Below you will find their name and contact information for any specific task related question. For questions relating to the yellow task mechanism and the process of information, please contact the SAIC- Frederick, Inc. Yellow Task Coordinator. If you are not sure who to contact, please contact the SAIC- Frederick, Inc. Yellow Task Coordinator for assistance at csuders@ncifcrf.gov or 301 846-7282.
| Project Officer: | |||
| Dr. Craig Reynolds | reynoldsc@ncifcrf.gov | (301) 846-1302 | |
| Contracting Officer: | |||
| Don Wheatley | dwheatley@nih.gov | (301) 846-1112 | |
| Facility Administrators: | |||
| Debbie Guy | dguy@ncifcrf.gov | (301) 846-1106 | |
| Altia Sherman | aricesherman@ncifcrf.gov | (301) 846-1214 | |
| Chief Administrative Officer: | |||
| David Bufter | dbufter@ncifcrf.gov | (301) 846-1086 | |
| Yellow Task Coordinator: | |||
| Connie Suders | csuders@ncifcrf.gov | (301) 846-7282 | |
To initiate a request visit the following web site: http://web.ncifcrf.gov/campus/yellowtask.
Figure 1
This screen is applicable for all new users. For repeat users, please follow the instructions for “REPEAT USERS” found on page 9. For all other users, please follow the instructions for “NEW USERS.”
If you are a new user to the system, some general information will need to be collected before proceeding to the Task Selection process. Users will only be prompted for this information one time. The next time the user makes a request; the system will recognize the user and the “Requester Information” step will be skipped.
Figure 2
Figure 3
Figure 4
Note: Use the drop down box to select the appropriate Institute.
Note: An administrative officer is assigned to each Institute/Agency listed in the drop down box.
Figure 5
This screen begins the task selection process. For services not listed, select the “other” box at the bottom of the yellow box.
More information for the links shown in the image below:
Figure 6
The description box requires completion. If you wish to upload a file with the description of your request and/or the statement of work, indicate this in the description box. . For example, “description is attached” or “statement of work is attached.” The next screen will allow you to upload documents.
Figure 7
This is the last step of the task selection process. You will be prompted to verify your information prior to the actual submittal.
When a task is submitted, the requester will receive an email notification with a link to the request. Also included in this email will be login information for the user to login to their account for current and new task requests.
As a repeat user, there are two options for submitting a request.
If you are a repeat user of the yellow task system and have forgotten your login number, the system will forward you an email with this information. From the yellow task main page, select the link, “Login to your account.” From the login page click the link to request your login information.
NCI-CCR Request
If the requester is affiliated with the Center for Cancer Research (CCR) and selects a tasks from the Human Resources category or selects the animal holding task from the Laboratory Animal Sciences Program category of the “Task Selection, Description, and Files” screen, the request is sent to the Administrative Resources Manager of Bethesda or Frederick for an additional approval. This approval is needed in order for the request to proceed through the system.
NCI – Project Officer
The NCI Project Officer will receive an email notification that a new request has been submitted. This notification will include a link to the new request. The Project Officer has the ability to use the web-based email within the system as well as view any correspondence from other participants. The Project Officer reviews requests for scientific suitability under the OTS contract. Approval is needed by the Project Officer in order for the request to proceed through the system.
NCI – Contracting Officer
The NCI Contracting Officer will receive an email notification that a new request has been submitted. This notification will include a link to the new request. The Contracting Officer has the ability to use the web-based email within the system as well as view any correspondence from other participants. The Contracting Officer reviews requests for contractual suitability under the OTS contract. Approval is needed by the Contracting Officer in order for the request to proceed through the system.
SAIC- Frederick, Inc. Yellow Task Coordinator
The coordinator will receive an initial notification that a yellow task request has been submitted.
The request will be forwarded to the NCI for Project Office and Contract Office approvals or the coordinator can forward the task directly to the SAIC Frederick Program Area for their review. If a task requires NCI approvals and receives it, the coordinator will forward to a SAIC-Frederick Program Manager for review.
The coordinator will receive another notification requesting approval once the SAIC-Frederick Program Manager has submitted a response.
SAIC-Frederick, Inc. Program Manager (Action Person)
The Program Manager will receive an email notification that a request has been submitted. The Program Manager has the ability to use the web-based email within the system as well as view any correspondence from other participants. A response including any attachments (documents, cost estimates, etc.) will be compiled and submitted to the SAIC-Frederick, Inc. Yellow Task Coordinator.
The Program Manager will receive an email notification of tasks that have completed the process and have been approved.
SAIC-Frederick, Inc. Chief Administrative Officer
The Chief Administrative Officer will receive the request along with the response provided electronically through the system by the SAIC-Frederick, Inc. Yellow Task Coordinator. If in agreement, the Chief Administrative Officer will approve the response and submit to the Requester. The Chief Administrative Officer has the ability to use the web-based email within the system as well as view any correspondence from other participants.
Requester – Receiving a Response
After the request has processed through the system with the appropriate approvals, the requester will receive a response to their request. This response will generally include the proposed approach for completing the statement of work as well as a cost estimate. If the requester is in agreement with the SAIC-Frederick response, they will select the approval button and submit. This will automatically send the request to the Administrative Officer for approval. If the requester does not agree with the response, they have the option to disapprove the response, which will stop the request or notify the SAIC-Frederick Program Area (Action Person) for further discussions. The Requester has the ability to use the web-based email within the system as well as view any correspondence from other participants.
Email reminders are sent to the requester when they have the action on a task. After 28 days without action, the system automatically will disapprove the task.
Note: If a response is disapproved, this will end that request and it cannot be re-opened. Use the Yellow Task Web mail link to clarify any questions or issues before disapproving.
Administrative Officer
The Administrative Officer (AO) will be notified of a yellow task two times during the process of a request.
NCI – Facility Administrator
The NCI Facility Administrator will receive an email notification that a new request has been submitted. This notification will include a link to the new request. The Facility Administrator has the ability to use the web-based email within the system as well as view any correspondence from other participants.
The NCI Facility Administrator will receive an email notification of tasks that have completed the process and have been approved.
All participants have the ability to check the status of a request. Click on the link provided in the email notification of a request. The last item on the top section of a request, entitled “Current Step” will provide the location of the step. For example, it might say “Awaiting SAIC Task Coordinator Approval.” This indicates the request is with the SAIC-Frederick, Inc. Yellow Task Coordinator. The system provides the ability to email the Task Coordinator within the system.