Defense Health Agency Contract Closeout User Guide January

Defense Health Agency Contract Closeout User Guide January 2018 J 4 -CAE/HCA/System Support

Contract Closeout (CCO) ØWhat is it? ØWhy is it needed? ØWhat is the policy for using CCO? ØWho should register & what roles are available? ØHow to register ØCCO process “Medically Ready Force…Ready Medical Force” 2

CCO – What is it? WAWF e-Business suite to create a new process supporting an automated contract closeout process across the department Ø Automated Contract Closeout was implemented in version 5. 7. 2 in August of 2015 Ø Manual Contract Closeout was implemented in version 5. 10. 2 in June of 2017 “Medically Ready Force…Ready Medical Force” 3

CCO – Why is it needed? Prior to 2015, the department had limited capability to do automated contract closeout (ACCO) Ø At that time only MOCAS and the Army had automated closeout capabilities while the rest of the department had to “hand close” all contracts. Ø An additional gap was that few contract writing systems collect or share closeout notifications. Ø Coupled together these two issues impacted auditability and the timely recovery of excess funds. “Medically Ready Force…Ready Medical Force” 4

CCO – What is the policy for using CCO? Ø OSD (AT&L) Memo Ø ACCO was implemented based upon the authority in FAR 4. 804 -5(a) and DFARS 204. 804 -3 Ø Organizations not having capability to close contracts automatically shall use CCO “Medically Ready Force…Ready Medical Force” 5

CCO - Who should register & what roles are available? ØAll Contract Office personnel involved in contract closeout processes via CCO ØAll Contracting Officers who close contracts via CCO ØRoles: Contract Specialist, Contracting Officer ØA Point of Contract (POC) for each contracting office MUST be identified along with a backup POC. “Medically Ready Force…Ready Medical Force” 6

CCO - How to register Registration in CCO requires an active EDA account before roles can be assigned and activated. Registration follows the same process for access to e. WAWF as other modules such as i. RAPT or EDA. “Medically Ready Force…Ready Medical Force” 7

CCO – Workflow “Medically Ready Force…Ready Medical Force” 8

CCO - Introduction Ø The CCO has two methods of closing contracts, Manual and Automated. The distinction for Automated - contract must be in EDA as PDS data, reflects Firm Fixed Price, Contract Value does not exceed $500, 000 (parameterized) and there are no clauses associated with the contract requiring administrative actions. Once identified for closeout, the contract is timer set for 60 days after which a notice is sent to the DODAAC Admin by for hold or close. Ø A Manual method employs much of the previous criteria regarding data in IRAPT and EDA, the worksheet may be either auto-generated by the Contract Closeout utility or created manually by a Contracting Officer. Ø Using either method to generate the worksheet, the clauses and data on the Contract Closeout worksheet will be populated from data within i. RAPT and EDA. “Medically Ready Force…Ready Medical Force” 9

CCO - Introduction Ø The worksheet provides a variety of items to be “marked off” in order to process with worksheet. These steps may be auto-generated and then updated as necessary by a Contact Specialist or Contracting Officer. Ø Following review by a Contracting Officer, the worksheet will be routed to the specialist responsible for marking action items as completed. Ø The specialist will mark all action items as “Complete” or “NA” and will have the option to add an attachment. Ø Once all action items on the worksheet are accounted for, the completed worksheet will be reviewed and signed by the Contracting Officer and a 567 C will be sent to EDA to close out the contract. “Medically Ready Force…Ready Medical Force” 10

CCO – email workflow examples to POCs Each of these emails represent a contract that requires action in the CCO. The first notifies that a worksheet was created and meets closeout with final invoice but may require admin action. The second represents an ACCO or automated and requires review for additional action such as hold (See slide 49 for details). The third is a reminder of the first email but it’s nearing closeout time period. “Medically Ready Force…Ready Medical Force” 11

CCO – The guide Adding the CCO roles to an existing EDA account: Note: Users C/S/A location must be under HT 0003 or an error will occur when citing the DODAAC and role. The GAM will assist if necessary to change the C/S/A. “Medically Ready Force…Ready Medical Force” 12

CCO – Checking contract status for a possible closeout prior to CCO activation Click to access Prior to CCO becoming a module in e. WAWF, automated closeout was being conducted in the background when the contract met the parameters previously mentioned for ACCO. If the contract met those parameters, the contract closeout field will have a hyperlink to an electronic 1594 or 567 c. If this exists, no further action is required and specialist can download a copy of the electronic 1594 for closeout completion per PGI 204. 804. “Medically Ready Force…Ready Medical Force” 13

CCO – Checking contract status for a possible closeout prior to CCO activation The review of the contract for prior closeout action will save the specialist time and effort prior to creating a Manual CCO. If the contract date field is blank as depicted, the specialist can proceed to CCO to create or amend a worksheet to include this contract. “Medically Ready Force…Ready Medical Force” 14

CCO – Checking contract status for a possible closeout prior to CCO activation In this view, the contract has been automatically closed by WAWF for some of the option periods. This contract is worth noting as prior options are paid and closed as the vendor indicated final payment even though P 00004 exercised 4 th option. Technically this contract should not be closed as it has an active option in place. The KO should access CCO and “hold” this contract from further closeout actions. This example shows the closed date with a hyperlink to the 1594/567 c for examination or saving. See slide 53 for “holds”. “Medically Ready Force…Ready Medical Force” 15

CCO – Accessing the CCO Module Click to access The following roles may have access to the Contract Closeout Module: • Contracting Officer – to view, hold, create, update, release and close a manual CCO worksheet • Contracting Specialist - to view, hold, create, update and release (if authorized) a manual CCO worksheet • CCO View Only role – view only “Medically Ready Force…Ready Medical Force” 16

CCO – Accessing the CCO Module System Messages and menu options are displayed on the Home page of the Contract Closeout Module. Note that the ‘Create’ menu option is only available for the Contracting Officer and Contracting Specialist. The search item has two functions: Search Hold contracts and Automated worksheets. The search is by DODAAC. “Medically Ready Force…Ready Medical Force” 17

CCO – Opening a Manual Worksheet Click the ‘Contract Closeout Worksheet’ link from the ‘Create’ menu drop-down. “Medically Ready Force…Ready Medical Force” 18

CCO – Opening a Manual Worksheet On the Contract Closeout Worksheet – Create screen, enter all mandatory fields then click the ‘Populate Worksheet’ button. “Medically Ready Force…Ready Medical Force” 19

CCO – Creating a Manual Worksheet When the user enters a date in the Date of Physical Completion field, the Target Completion Date will be automatically calculated. “Medically Ready Force…Ready Medical Force” 20

CCO – Creating a Manual Worksheet Once the user clicks the ‘Apply Changes’ button, a popup message will be displayed. Click ‘OK’ from the popup to continue. “Medically Ready Force…Ready Medical Force” 21

CCO – Creating a Manual Worksheet In the Contract Closeout Checklist section, the Action Items are prepopulated from the contract. Action Items may be added, edited and deleted by clicking the respective links. “Medically Ready Force…Ready Medical Force” 22

CCO – Creating a Manual Worksheet Upon clicking the ‘+ Add Action Item’ link, a popup list will be displayed to allow the user to add more items. “Medically Ready Force…Ready Medical Force” 23

CCO – Creating a Manual Worksheet After selecting an Action Item, click the ‘Save’ button. “Medically Ready Force…Ready Medical Force” 24

CCO – Creating a Manual Worksheet The new Action Item is now displayed in the Contract Closeout Checklist table. “Medically Ready Force…Ready Medical Force” 25

CCO – Creating a Manual Worksheet Upon clicking the ‘Edit’ link, a popup window will be displayed to allow the user to add required data to an item and add attachments. “Medically Ready Force…Ready Medical Force” 26

CCO – Creating a Manual Worksheet In the ‘Attachments’ tab, the user may upload file attachments. “Medically Ready Force…Ready Medical Force” 27

CCO – Creating a Manual Worksheet c After clicking the ‘Save’ button from the previous popup window, item data will be added to the Contract Closeout Checklist table. Note view link when attachments are inbedded. “Medically Ready Force…Ready Medical Force” 28

CCO – Creating a Manual Worksheet When edits of the checklist is completed, the ‘Save’ button is available on the bottom of the screen. User can click the ‘Save’ button to save the worksheet and work on it later. “Medically Ready Force…Ready Medical Force” 29

CCO – Creating a Manual Worksheet Once the user clicks the ‘Save’ button, a success message will be displayed on the top of the page. “Medically Ready Force…Ready Medical Force” 30

CCO – Search for a Manual Worksheet To find the ‘Saved’ copy of the worksheet, click the ‘Contract Closeout Worksheet’ link from the Search menu drop-down. “Medically Ready Force…Ready Medical Force” 31

CCO – Creating a Manual Worksheet To find the ‘Saved’ copy of the worksheet, click the ‘Contract Closeout Worksheet’ link from the Search menu drop-down. “Medically Ready Force…Ready Medical Force” 32

CCO – Creating a Manual Worksheet The search screen for ‘Contract Closeout Worksheet’ includes a ‘Status’ field that lists all statuses or stages of the worksheet. “Medically Ready Force…Ready Medical Force” 33

CCO – Creating a Manual Worksheet The search screen for ‘Contract Closeout Worksheet’ includes a ‘Status’ field that lists all statuses or stages of the worksheet. Select Saved and then Search. “Medically Ready Force…Ready Medical Force” 34

CCO – Views of a Worksheet Six screens comprise the worksheet view with each screen containing pre-populated data on the contract data from EDA. Mouse hover the right side of the views to open a wider view, click the arrow to open the view. Clicking the arrow again closes the window. Open each window to confirm data prior to proceeding with closeout. “Medically Ready Force…Ready Medical Force” 35

CCO – Views of a Worksheet The Contractor CAGE Code, Name and Address are pre-populated from EDA for the contract. “Medically Ready Force…Ready Medical Force” 36

CCO – Views of a Worksheet The Contractor CAGE Code, Name and Address are pre-populated from EDA for the contract. “Medically Ready Force…Ready Medical Force” 37

CCO – Reassigning a Worksheet Complete all the fields and click save. After Save, an email will be sent to the POC of the Admin by Do. DAAC. “Medically Ready Force…Ready Medical Force” 38

CCO – Reassignment success message A success page is displayed and the worksheet will show up in the assignee’s Contract Closeout Worksheet folder. “Medically Ready Force…Ready Medical Force” 39

CCO – Changing to In Progress Worksheet Once all the fields are reviewed as correct, click Create to change status to In Progress. “Medically Ready Force…Ready Medical Force” 40

CCO – Search In Progress Worksheet After all the field windows are reviewed and edited, click create to move the saved Worksheet to In Progress. “Medically Ready Force…Ready Medical Force” 41

CCO – Search results In Progress Worksheet Results of a search for In Progress Worksheets. Note Status column and Percent completed. Click hyperlink of contract number to open. “Medically Ready Force…Ready Medical Force” 42

CCO – Contracting Officer Review and closure As a CCO Contracting Officer, locate the In Progress worksheet in the Contract Closeout Worksheet Search folder. “Medically Ready Force…Ready Medical Force” 43

CCO – Contracting Officer Review and closure All the items in ‘Completed? Column’ must be edited/deleted or completed to change status for Ready to Close status. When the Completed column is all Y, click Submit. “Medically Ready Force…Ready Medical Force” 44

CCO – Contracting Officer Review and closure, status changed to Ready to close A success screen is displayed indicating that the worksheet is in “Ready to Close” status. Click the search function and status search for Ready to close. “Medically Ready Force…Ready Medical Force” 45

CCO – Contracting Officer to Ready to close Contracting Officers Open the worksheet from the Contract Closeout Worksheet Search Result screen. “Medically Ready Force…Ready Medical Force” 46

CCO – Contracting Officer completing actions and prompts The Contracting Officer must click the ‘Complete’ button to sign and complete the closeout. “Medically Ready Force…Ready Medical Force” 47

CCO – Contracting Officer completing actions and prompts Upon clicking the ‘Complete’ button, a signature popup window will display. The Contracting Officer must click the ‘Sign and Submit’ button to digitally sign the worksheet and close the contract. “Medically Ready Force…Ready Medical Force” 48

CCO – Completion message Upon successful completion of the Contract Closeout Worksheet, a success page will be displayed and a 567 C extract will be generated. “Medically Ready Force…Ready Medical Force” 49

CCO – Completed status 6 y On the Contract Closeout Worksheet Search Result screen, the status is now shown as ‘Complete’. “Medically Ready Force…Ready Medical Force” 50

CCO – 567 C Sent Status Once the 567 C extract is generated, the status for the worksheet will be set to ‘ 567 C Sent’. “Medically Ready Force…Ready Medical Force” 51

CCO – Verifying EDA Close status EDA closed date column before and after a closeout. Clicking hyperlink opens copy of DD 1594. “Medically Ready Force…Ready Medical Force” 52

CCO – Automated Hold Status? If an email notice of an automated closeout arrives and the contract should not be closed for whatever reason, the next slides show to hold. “Medically Ready Force…Ready Medical Force” 53

CCO – How to change Hold Status Search by Contract Closeout Hold, click. “Medically Ready Force…Ready Medical Force” 54

CCO – How to change Hold Status Select DODAAC of the Search. “Medically Ready Force…Ready Medical Force” 55

CCO – How to change Hold Status In the action column, select Y or N to change Hold status, then submit. A Y or yes to hold will change the contract worksheet status to Hold. Otherwise, these contracts require a status change to determine closeout process, i. e. hold or complete closeout action. “Medically Ready Force…Ready Medical Force” 56

Thank you for assistance with development - Jonathan Lind Sherril Light Susan Swaggerty Carrie Garris “Medically Ready Force…Ready Medical Force” 57