Contract Deficiency Report CDR Training for Contracting Presented

Contract Deficiency Report (CDR) Training for Contracting Presented by: David Guinasso, Supporting OSD AT&L DPAP dguinasso@altamconsult. com March 2017

CDR w What is it? w Why did we change the existing CDR process? w What is the policy for using CDRs? w Who should register & what roles are available? w How to register w CDR process– creation to close w Questions and answers 2

What Is a CDR? Ø It is a formal process Used to Report/Track/Resolve Identified Contract Deficiencies such as: Ø Conflicting or Missing Clauses, Payment Instructions Ø Obsolete or Missing Specifications Ø Math Errors Ø Improper Line Item Structure Ø Wrong Assignment (CAO, Pay Office) Ø Corrupt Documents, Incorrect Indices on EDA, Missing Attachments etc Ø Improper Line of Accounting Ø Deficiencies can result in delays in Production, Delivery, or Payment and can result in erroneous payments, Prompt Payment interest penalties, failure of obligations to post and contract closeout problems Ø Almost all deficiencies result in manual processing and increased administrative costs Previously part of EDA or through a DD form 1716 3 3

FY 16 CDRs Monthly Average 1, 841 2, 500 940 With Invoice Pending 4. 25% 2, 000 1, 500 1, 000 500 O V D EC JA N FE B M A AP R R IL M AY JU N E JU LY AU G SE P N T C 2, 247 1, 851 1, 771 1, 769 1, 586 1, 956 1, 723 1, 625 1, 758 1, 575 1, 887 2, 343 O OCT NOV DEC JAN FEB MAR APRIL MAY JUNE JULY AUG SEP TOTAL 22, 091

Top CDR Reasons 2016 Reason Grand Total OTHER B 10 A 1 LONG LINE OF ACCOUNTING INVALID B 12 A PAYMENT INSTRUCTIONS MISSING/AMBIGUOUS CONTRACT & SUPPORTING DOCUMENTS WITH MISSING PAGE(S) BBB 1 AF ARMY BLANK DCMACMO DCMAHQPROC 65 103 10 5, 963 249 6, 017 969 22, 091 1, 290 1, 312 4 2 2, 226 138 1, 670 296 6, 971 16 17 526 429 3 1 1 25 13 332 95 1, 425 351 263 3 2 1 31 15 478 90 1, 234 53 508 3 2 156 1 336 83 1, 142 1 2 473 4 229 32 996 9 12 484 4 247 33 995 4 4 122 129 B 11 A 1 ADMINISTRATIVE OFFICE INCORRECT 123 83 4 147 272 B 2 B INSPECTION OR ACCEPTANCE UNCLEAR 56 44 ODI 001 DATA INTEGRITY 53 64 99 98 1 1 64 187 7 6 90 16 33 96 119 58 B 11 B 1 AAA 6 WHF 34 BBB 2 WHF 35 DCMA ADMINISTERED - PMT OFFICE INCORRECT OR NEEDS CLARIFICATION MISSING MODIFICATION ADMIN-BY DODAAC DOES NOT MATCH GEOGRAPHICAL AREA CONTRACT & SUPPORTING DOCUMENTS WITH MISSING PAGE(S) PAYMENT OFFICE INCORRECT OR NEEDS CLARIFICATION ODA Grand Total 11 CLAUSE COMPLIANCE INVOICE(S) IN HOUSE EXPEDITE - REQUIRED TO AVOID POTENTIAL INT PMT NAVY 4, 209 4, 495 OCC 001 $$$$$$$ DLA MARINE 1 19 4 187 38 678 2 358 1 100 1 563 2 277 2 126 21 545 2 111 13 196 22 543 1 46 2 128 13 454 173 3 108 7 398 26 3 185 24 367 25 70 2 76 7 357 1 3 AAA 2 MISSING PAGES 46 96 1 56 1 119 21 340 R 10 C MODIFICATION CITES CONFLICTING INFORMATION 89 46 4 74 5 111 10 339 *SOME CDRS HAVE MULTIPLE REASONS LISTED HENCE THE DISCREPANCY BETWEEN THE 19, 508 UNIQUE CDRS ISSUED AND THE 22, 091 REASONS GIVEN

Why Change The CDR Tool? Ø The old CDR process utilized over 100 different reason codes; many duplicative. Ø The codes did not include many common deficiencies. An ECP was required each time a code needed to be changed or added. Ø “Other” was the ‘first’ reason shown on the list of available reason codes and the most commonly used. Ø Use of “Other” made it difficult at the Agency, Service or Department Level to stratify and analyze the data in order to make meaningful improvements to the contract writing process. Ø The tool managed workload in a way that resulted in “orphaned” CDRs. 6 4

Which Lead to a New Tool DPAP ANNOUNCED THE NEW CDR MODULE IN WAWF ON JUL 6, 2016! http: //www. acq. osd. mil/dpap/policyvault/USA 002300 -16 DPAP. pdf 7 5

And a New Policy Ø DFARS PGI 204. 270 • Contracting officers and ALL individuals tasked with creating, managing or viewing CDRs shall establish and maintain an active WAWF account; • Agencies that issue, administer, or perform pay office functions should establish roles in WAWF to create, manage and view CDRs • All CDRs should be resolved within 30 days of acceptance of the CDR by a contractually authorized individual (ACO/PCO) • All ACOs and PCOs should have EDA and CDR access 8

And in the FMR 080304. Recording Contract Obligations …If the contract contains errors, omissions or deficiencies that prevent posting a Contract Deficiency Report should be created to document the deficiency and request corrective action in accordance with DFARS, PGI 204. 270 -2. 9

EDA CDRs WILL I STILL BE ABLE TO SEE OLD CDRS INITIATED BEFORE THE NEW MODULE WAS DEPLOYED? - ü Yes, but they will not be visible in the new WAWF CDR module. They can still be accessed and worked in EDA. ü No new CDRs can be created in the EDA CDR module. 20 10

Registering for the Tool Ø What are the roles Ø Which are needed Ø Who needs to register Ø How to register 11

The CDR Workflow Assignee (PCO, ACO) Resolve Initiating Organization Create Approve Reassign Accept Resolve Close Return/ Reject Like other WAWF tools, the workflow routes to organizations, with email notifications 12 7

What Roles Are Available? INITIATOR - Personnel who identify a contract deficiency REVIEWER - Reviews the CDR prior to release to an Assignee ACO ASSIGNEE - Contract administration personnel who can act on a CDR PCO ASSIGNEE - Buying office personnel who can act on a CDR POC - An individual at a location (Do. DAAC) with READ ONLY access Roles are not identical in capabilities to EDA CDR tool 13 8

Multiple Roles Some users may need to have multiple roles to fulfill all required functions An ACO who will be assigned CDRs, who may create CDRs and may review CDRs created by a subordinate will need the ACO Assignee, Initiator and Reviewer roles An individual who manages the CDR assigned to an organization and reassigns them to individuals within that organization will need the CDR POC and PCO/ACO Assignee roles A PCO who wishes to create CDRs against ACO issued modifications will need both the PCO Assignee and Initiator roles 14 9

For an Organization to use the WAWF CDR tool To Create CDRs: Have an EDA POC for their Do. DAAC Have a user registered in the Initiator role Have a user registered in the Reviewer role To Receive CDRs: Have an EDA POC for their Do. DAAC Have a user registered as an ACO Asignee or PCO Assignee 15 10

Transfer of Roles For legacy EDA CDR roles to be transferred over to the new CDR module, each agency was to provide Location Codes along with the C/S/A the Location Codes were assigned to. If Location Codes were not assigned to a C/S/A then legacy EDA CDR users were not transferred to the new CDR module. 1 11 16

CDR Group Structure To set up a Department of Defense Address Activity Code (Do. DAAC) and organizational emails (up to four organizational email addresses) in the CDR group structure, access to the CDR Location Administration is required. Access to the CDR Location Administration is available for EDA Administrator roles only. EDA Administrators roles consists of the following: - An EDA User Admin (EDA Help Desk) and EDA Program Management Office (PMO) users are able to administer for all Command/Service/Agency (C/S/A) groups. - An EDA Executive is able to administer for their C/S/A group and all the groups below it. Instructions in back-up 12 17

CDR Group Structure (continued) For User’s to gain access to the CDR Location Administration, a user must have EDA Executive access. For EDA Executive access complete the following: - User needs to contact the EDA Help Desk requesting the special role, Executive, be added to their EDA account. - User supervisor approves Executive access via system generated email. - After approval the user will have the CDR Location Administration as an option under their EDA Administration Menu. If a Do. DAAC has been added to a C/S/A but an EDA Admin hasn't yet set up the organizational emails, whichever person registers for that particular Do. DAAC first their email will be automatically placed into the primary organizational email field. - This process prevents people from being registered for groups that don't have any organizational emails associated with them. The EDA Admins can change/update the org emails at any time. Instructions in back-up 12 18

Vendor Access Ø Vendors will not have access to view CDRs against their contracts even if they have permission to access their contracts/mods on EDA 19

Who should Register? • Contracting officers and ALL individuals tasked with creating, managing or viewing CDRs shall establish and maintain an active WAWF account; • Agencies that issue, administer, or perform pay office functions should establish roles in WAWF to create, manage and view CDRs 20

How Do I Register? Click on ‘Register’ button 21

How Do I Register? Cont’d Agree to Privacy Act Statement 22

How Do I Register? Cont’d Choose the type of user (GOVT, GOVT Support, Contractor, vendor) and check the box titled EDA and hit ‘Next’ 23

How Do I Register? Cont’d Fill out your user profile information Hit ‘Next’ when finished 24

How Do I Register? Cont’d Fill out your supervisor and agency information Hit ‘Next’ when finished 25

How Do I Register? Cont’d Click on the ‘+’ sign to expand the EDA roles 26

How Do I Register? Cont’d Click on the ‘Lookup’ button and search for your Command/Service Agency If you don’t already have access to contracts on EDA check ‘Contracts’ and scroll down 27

How Do I Register? Cont’d • Enter your activity in DODAAC and choose type of role and click ‘Add’ button. • Insert justification and any attachments that may be required by your local policy (i. e. DD 2875 etc. ) and hit ‘Save’ 28

How Do I Register? Cont’d Hit ‘Next’ 29

How Do I Register? Cont’d Complete the authentication page choosing ‘Common Access Card’ and click ‘Next’, choosing your certificate and hit ‘Submit’ Note: If you are a government user you must register with you CAC, if you don’t you will receive this error “You MUST register with Common Access Card or Digital Certificate. ” Sign the “Rules of Behavior” document and once you hit ‘Submit’ you will receive the next screen of “Successful Registration” 30

How Do I Register? Cont’d Your Supervisor will be notified by email and once they approve your request an Administrator will activate you and you will be notified by email. 31

What Will The New CDR Module Look Like? CDR will be a separate icon from IRAPT, EDA, My Invoice, etc. If you are in EDA you will have a link to click which transports you to the CDR module to create a CDR 32

The CDR Workflow Assignee (PCO, ACO) Resolve Initiating Organization Create Approve Reassign Accept Resolve Close Return/ Reject Like other WAWF tools, the workflow routes to organizations, with email notifications 33 7

CREATING A CDR A user in the Initiator role can create a CDR A CDR can be for a contract in EDA, where information will be prepopulated or for a contract not in EDA, where the user will manually enter information CDRs with invoices pending will be flagged The tool guides them to a set of defined reason codes for deficiencies They can add up to 2000 characters of text A CDR can include multiple deficiencies The Initiator will identify whether the CDR is assigned to the ACO or PCO 34 15

CDR REVIEWER ACTION The Reviewer can reject a CDR back to the Initiator Approve it to move to the Assignee Change the assignment from ACO/PCO Emails flow to the next actionee’s organizational and individual email. 35 16

ACO/PCO ASSIGNEE ACTION The Assignee can take the following actions: Accept – Acknowledge receipt of CDR pending action to resolve Resolve – Problem has been fixed Return – Sends back to the Initiator for clarification Reject – Disagrees with the CDR Reassign – transfers the CDR to a different Assignee 1 or organization 36 17

ACO/PCO Assignee Actions, Cont’d Ø ACO/PCO Assignees can search on various elements or search for their open CDRs that require their action. Highlight ‘My Next Action’ and click on ‘Search’ button Click on ‘Search’ 37

ACO/PCO Assignee Actions, Cont’d This Assignee has eight open actions assigned. ‘Days Aged’ is displayed. The User can download a list, if lengthy, in a CSV or TXT format and can view the history, look at the contract on EDA or act on the CDR by clicking the Control Number. All these actions are in blue and indicate hyperlinks which will transport the Assignee to the screen they have Let’s pick # 8. If we click on the contract number it will take us to the Contract/Order on EDA. If we click on ‘History’ it will take us to the history of when the CDR was created and reviewed and by whom. But if we click on the Control Number, it will open the CDR. Let’s try that…. 38

ACO/PCO Assignee Actions, Cont’d There are seven parts to the CDR, the first five are shown here 39

ACO/PCO Assignee Actions, Cont’d ACO/PCO ASSIGNEE ACTION These are the other two parts of the CDR as well as the history of the transaction. 40

ACO/PCO Assignee Actions Available Assignees can: Ø Accept - If you need more time to research the issue you can ‘Accept’ the CDR, fix the problem and then come back into the application to resolve the issue. Ø Resolve - If you can immediately resolve the issue without further research and modify the contract or fix the problem, you can do so and click on the ‘Resolve’ button and inform the Initiator of the action you have taken. Ø Reject - If you feel the CDR is invalid and a non-problem, you can ‘Reject’ it. Ø Return - If you feel you need more information from the Initiator, you can ‘Return’ it. Ø Reassign - If it was assigned to you in error, you can ‘Reassign’ the CDR. 41

Reassigning a CDR Ø This CDR is in ‘Assigned’ status with the Assignee. If it belongs to a different Assignee in the same office or perhaps was assigned to the ACO but should have been assigned to the PCO Assignee, click on the ‘Reassign’ button to reassign the CDR properly. 42

Reassigning a CDR, Cont’d Ø The Reassign box pops up, if you wan to assign the CDR to a different Assignee in your location you click on the drop down menu and select the person’s name. Ø If you want to assign the CDR to a different organization (in this case the PCO) you would type in the DODAAC, click on the ‘Swirls’ and check the assigned box next to the Assignee type and select the contracting officer from the drop down – you must insert comments when reassigning a CDR. 43

Reassigning a CDR, Cont’d Assignee action on reassigned CDRs are the same as on an assigned CDR are the same as for an assigned CDR: Accept, Reassign, Reject, Return or Resolve. Ø You can modify the contract immediately and post the mod to EDA then choose ‘Resolve’. Comments must be included and then click ‘OK’ – the status changes to ‘Resolved’ and the next action is for the Initiators. 44

Closing a CDR Ø Only the Initiator can close the CDR Ø CDRs will systematically auto close a CDR that is in a Resolved status for 30 days 45

If the Initiator Disagrees Ø If the Initiator receives notice that their CDR is ‘Resolved’ but after reviewing the documentation on EDA and comments by the Assignee they disagree that it is resolved, the Initiator can ‘Resubmit’ the CDR back to the Assignee but they must do so before the CDR auto closes (30 days after the status changes to ‘Resolved’) Ø If the Initiator receives notice that their CDR has been ‘Rejected’ or ‘Returned’ and they disagree and feel the problem still exists, they can ‘Resubmit’ it back to the Assignee. Ø If a CDR is REJECTED and the Initiator resubmits it, the CDR reviewer has to review it again before it flows to the PCO/ACO Assignee 46

Helpful Hints/Questions & Answers Search Capabilities Ø All users have the ability to search all CDRs in the CDR module Ø Users who have an action role can search for ‘My Next Action’ to display pending CDRs that require action, all users can search by contract number, control number, Initiator, Reviewer, initiation date, approval date, or Advanced…… 47

Helpful Hints/Questions & Answers Advanced Search allows users to search for a variety of data elements with qualifiers of ‘equals/not equals’, ‘ends with’, ‘starts with’ or ‘contains’ 48

ADDITIONAL TRAINING ü Additional web-based training can be found at: https: //wawftraining. eb. mil/cdrwbt/xhtml/wbt/cdr. xhtml ü DPAP will be offering webinars. Schedule can be found at: www. dodprocurementtoolbox. com 49 19

QUESTIONS 21 50

Back-up 22 51

Helpful Hints/Questions & Answers Ø Just like the IRAPT application – every time a document (in this case a CDR) moves to the next action point in the process, and automatic email is generated to the organizational and individual email of the parties involved. The Initiator gets individual emails when the CDR has been assigned any future action is taken on it. Ø Reminder – emails are sent as follows: Status = Accepted then reminder sent every 15 days. Status = Approval then reminder sent every 3 days. Status = Assigned or Reassigned then reminder sent after first 3 days then every 7 days. Status = Rejected then reminder sent every 3 days. Status = Resolved then reminder sent every 3 days. CDR is auto closed when the CDR has been in resolved status for a parameter based number of days. Auto close notifications will be sent 14, 7 and 3 days prior to auto close. Status = Returned then reminder sent every 3 days. Reminders will be sent until the CDR is worked to closure 52

CDR ROLES AND AVAILABLE ACTIONS MATRIX CDR POC is read only 23 53

DEFENSE LOGISTICS AGENCY AMERICA’S COMBAT LOGISTICS SUPPORT AGENCY Contract Deficiency Report (CDR) Location Administration WARFIGHTER SUPPORT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENT

CDR Location Administration w This presentation provides an overview for using the CDR Location Administration functionality. w This functionality applies to the EDA User Admin, EDA PMO and EDA Executives. w EDA User Admin and EDA PMO are able to administer all C/S/A groups. w EDA Executives are able to administrator for their C/S/A groups and all groups below it. 55

CDR Location Administration (continued) Open the EDA Administration Console. 56

CDR Location Administration (continued) The user selects CDR Location Administration from the EDA Administration Menu. 57

CDR Location Administration (continued) On the CDR Location Administration screen, the user can click on any of the Subgroups to view and add location codes. An option to enter a Location Code to search for C/S/A is available on the bottom of the screen. 58

CDR Location Administration (continued) Enter a Do. DAAC and click the 'Search' button. 59

CDR Location Administration (continued) An info message is given and the user is automatically navigated to the Location Codes for the current C/S/A. 60

CDR Location Administration (continued) Click the 'View Location Code' button. 61

CDR Location Administration (continued) The location codes for the current C/S/A is displayed. The User can click on the location code to modify the Organization emails. 62

CDR Location Administration (continued) On the Update Location Code Details page, Primary Organization Email is mandatory. NOTE: If a Do. DAAC has been added to a C/S/A but an EDA Admin has not set up the Org Emails yet, whichever person registers for that particular Location Code/Do. DAAC first, their email will be automatically placed into the Primary Org Email field. 63

CDR Location Administration (continued) Modify or add the Organizational email addresses, then click the 'Save' button. 64

CDR Location Administration (continued) The screen will return to the Current C/S/A page with an info message indicating that the Location Code Details were successfully updated. 65

CDR Location Administration (continued) The User clicks the 'Add Location Codes' button. 66

CDR Location Administration (continued) On the Add Location Codes page, enter a Do. DAAC to assign to the C/S/A and click the 'Add' button. NOTE: When moving a location code to a new C/S/A, any CDR roles for that location will be automatically deactivated and archived if the new C/S/A no longer falls under the user's current C/S/A. Please check the warning message for a list of affected users before saving. 67

CDR Location Administration (continued) The location code you just entered should be displayed in the table. Click the 'Save' button. 68

CDR Location Administration (continued) The screen returns to the current C/S/A page with an info message indicating that the location code was successfully added to the selected C/S/A. 69

CDR Location Administration (continued) Return to the main CDR Location Administration screen. The User can select and click on any of the Subgroups. 70

CDR Location Administration (continued) The 'View Location Codes' and the 'Add Location Codes' options should be available for each C/S/A level. 71

CDR Web Based Training w CDR Overview: https: //wawftraining. eb. mil/cdrwbt/xhtml/wbt/overview. xhtml w CDR Roles and Registration: https: //wawftraining. eb. mil/cdrwbt/xhtml/wbt/cdr. xhtml w CDR Email Notifications: https: //wawftraining. eb. mil/cdrwbt/xhtml/wbt/overview/CDRAction. Email. ht m 72

DEFENSE LOGISTICS AGENCY AMERICA’S COMBAT LOGISTICS SUPPORT AGENCY 73 WARFIGHTER SUPPORT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENT