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Contract Deficiency Report (CDR) Training for Initiators

Contract Deficiency Report (CDR) Training for Initiators. Presented by: David Guinasso, Supporting OSD AT&L DPAP dguinasso@altamconsult.com. Beta. CDR. What is it? Why did we change the existing CDR process? What is the policy for using CDRs?

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Contract Deficiency Report (CDR) Training for Initiators

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

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

  3. What Is a CDR? • It is a formal process Used to Report/Track/Resolve Identified Contract Deficiencies such as: • Conflicting or Missing Clauses, Payment Instructions • Obsolete or Missing Specifications • Math Errors • Improper Line Item Structure • Wrong Assignment (CAO, Pay Office) • Corrupt Documents, Incorrect Indices on EDA, Missing Attachments etc. • Improper Line of Accounting • 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 • Almost all deficiencies result in manual processing and increased administrative costs Previously part of EDA or through a DD form 1716

  4. FY16 CDRs Monthly Average 1,841 940 With Invoice Pending 4.25%

  5. Top CDR Reasons 2016 *SOME CDRS HAVE MULTIPLE REASONS LISTED HENCE THE DISCREPANCY BETWEEN THE 19,508 UNIQUE CDRS ISSUED AND THE 22,091 REASONS GIVEN

  6. Why Change The CDR Tool? • The old CDR process utilized over 100 different reason codes; many duplicative. • The codes did not include many common deficiencies. An ECP was required each time a code needed to be changed or added. • “Other” was the ‘first’ reason shown on the list of available reason codes and the most commonly used. • 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. • The tool managed workload in a way that resulted in “orphaned” CDRs. 6

  7. Which Lead to a New Tool DPAP announce the new CDR module in WAWF on JUL 6, 2016 http://www.acq.osd.mil/dpap/policy/policyvault/USA002300-16-DPAP.pdf 7

  8. And a New Policy • 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

  9. And in the FMR 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.

  10. EDA CDRs • Will I still be able to see old CDRs initiated before the new module was deployed? • Yes, but they will not be visible in the new WAWF CDR module. They can still be accessed and worked in EDA. • No new CDRs can be created in the EDA CDR module. 10

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

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

  13. 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 • CDR POC - An individual at a location (DoDAAC) with READ ONLY access Roles are not identical in capabilities to EDA CDR tool 13

  14. 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 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

  15. WAWF CDR tool • For an Organization to use the WAWF CDR Tool: • To Create CDRs: • Have an EDA POC for their DoDAAC • 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 DoDAAC • Have a user registered as an ACO Assignee or PCO Assignee 15

  16. 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 16

  17. CDR Group Structure Instructions in back-up • To set up a Department of Defense Address Activity Code (DoDAAC) 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.

  18. CDR Group Structure, Cont’d • 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.

  19. CDR Group Structure, Cont’d If a DoDAAC 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 DoDAAC 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.

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

  21. 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

  22. How Do I Register? Click on ‘Register’ button

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

  24. 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’

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

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

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

  28. 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

  29. 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’

  30. How Do I Register? Cont’d Hit ‘Next’

  31. 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”

  32. 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.

  33. New CDR Module - Appearance 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

  34. The CDR Workflow Assignee (PCO, ACO) Resolve Initiating Organization Re-assign Initiating Organization Close Create Approve Accept Resolve Return/ Reject Like other WAWF tools, the workflow routes to organizations, with email notifications

  35. 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

  36. Creating a CDR, Cont’d. Utilizing an “initiator” role, I can Create, Search, Change My Color Display (this is Amethyst) Let’s Choose Create!

  37. Creating a CDR, Cont’d There are seven sections involved in the creation process, we’ll go through each one • Contract Section • Enter the Contract Number and Choose a Contract Number Type from the dropdown (default is DoD Contract (FAR). • Then click on the magnifying glass and the application retrieves certain pieces of information from EDA and WAWF. You can also create a CDR for a contract not on EDA – as that may be the reason you are writing the CDR. The CDR requires you chose whether there is an invoice pending which requires resolution of this deficiency, CDRs with invoices pending should receive priority attention!

  38. Creating a CDR, Cont’d Initiator and Reviewer Sections • Clicking on the dropdown will display the DODAAC for which the Initiator is registered and the ‘in the clear’ name of the office. • It also pre-populates the Reviewer DODAAC with the same DODAAC as the Initiator and allows the Initiator to review their document. • All mandatory fields are asterisked and must be filled in

  39. Creating a CDR, Cont’d Assignee and Payment Section • The PCO and ACO assignee boxes are prepopulated; The Initiator must choose which one to assign the CDR to for corrective action. • They do so by clicking the assigned box which populates with a check mark. The Initiator can choose a primary or alternate CDR POC or a contracting officer name, if they know it, from the drop down. • The payment DODAAC and name are also prepopulated.

  40. Creating a CDR, Cont’d CONTRACTOR SECTION • The contractor cage code, duns and company name and addresses are prepopulated. • The deficiency section is next. Click on the ‘+’ sign to add a deficiency.

  41. Adding a Deficiency 14 different categories are available for the initiator to select from to classify their problem – Once they choose the category then deficiency reason codes are displayed to choose from. Some reason codes appear under more than one category for “ease of use”.

  42. Contract Clauses/Provision Issues The User chooses ‘Clause 2’, checks the box and hits ‘OK’ The Initiator chooses one and clicks ‘OK’ – they will be given the opportunity to write details/comments up to 2000 characters.

  43. Contract Clauses/Provision Issues, Cont’d The user can click “Submit” if they are done or they can add additional deficiencies if more than one exists on the contract.

  44. CDR Submission The CDR has been created and a History Tab (footprint) has been created. Emails have been generated (Org & individual) to all affected parties. Next the reviewer has to approve the CDR. • Status is ‘Submitted’ until the reviewer approves or rejects and sends back the CDR. • The CDR is visible to all who have access but the Assignee cannot act on it until the reviewer approves it.

  45. New CDR From An Existing CDR • Users can use an existing CDR as a template to create another CDR against the same contract/delivery order. • User searches for CDRs by contract number then clicks on ‘Create. Certain pieces of data from the existing CDR prepopulate on this new CDR for ease of use.

  46. 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.

  47. CDR Reviewer Action, Cont’d The CDR reviewer receives an email notice of a CDR requiring review. In CDR the reviewer role can search by various pieces of data or choose “My Next Action”.

  48. CDR Reviewer Action, Cont’d • There are six CDRs waiting for reviewer action, the ‘$’ in front of the contract number indicates there is invoicing pending. • The ‘#’ in front of the Admin or Issue DODAAC indicates which activity the CDR was assigned to – ACO or PCO. • The blue entries are hyperlinks, the contract number takes you to EDA, the control number opens the CDR for review. • The history link shows you the information about the creation and progress of the document.

  49. CDR Reviewer Action, Cont’d • Reviewer can: • Reject CDR back to Initiator or Approve and move CDR on to Assignee for resolution • In this case, we will ‘Approve’ and the status will change to ‘Assigned’. Emails flow to the next Actionee’s Org and individual email.

  50. ACO/PCO Assignee Actions • 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 or organization 1

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