Contract Deficiency Report (CDR) Workflow & Roles

1. Contract Deficiency Report (CDR) Workflow & Roles DRAFT Presented by: David Guinasso, Supporting OSD AT&L DPAP dguinasso@altamconsult.com January 2017 1

2. CDR • What Is It • What is the Policy for Using CDRs • What Roles Are Available • Organizational Structure • Process Walkthrough • Questions • Back-up • Action by Role • Guide to CDR Location Administration 2

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 3

4. 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. 4

5. Which Lead to a New Tool DPAP ANNOUNCED THE NEW CDR MODULE IN WAWF ON JUL 6, 2016! http://www.acq.osd.mil/dpap/policy/policyvault/USA002300-16-DPAP.pdf 5

6. And New Policy • DFARS PGI 204.270-2 • (c)  Contract deficiency reports. • (1)  Contracting officers and all individuals tasked with creating, managing, or viewing contract deficiency reports (CDRs) shall establish and maintain an account in WAWF. • (2)  Agencies that award or administer contracts, or perform pay office functions, should assign individuals within their organization to create, manage, and view CDRs within WAWF based on the following CDR user roles: initiator, reviewer, assignee, and view only. 6

7. 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 7

8. 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 8

9. 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 9

10. 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 Asigneeor PCO Assignee 10

11. 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

12. CDR Group Structure Instructions in back-up To set up a Department of Defense Address Activity Code (DoDAAC) and organizational emails in the CDR group structure, a CDR user needs to contact an EDA Administrator and provide the DoDAAC and up to four organizational email addresses.EDA Administrators roles consists of the following: - An EDA User Admin 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.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. 12

13. Vendor Access • VENDORS WILL NOT HAVE ACCESS TO VIEW CDRS AGAINST THEIR CONTRACTS EVEN IF THEY DO HAVE ACCESS TO THEIR CONTRACTS/MODS ON EDA 13

14. 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 14

15. 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 15

16. 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. 16

17. 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 or organization 1 17

18. WHO CLOSES A CDR? • Only the Initiator can close a CDR • CDRS will automatically close if in a resolved status for 60 days • Initiators can Resubmit CDRS that have been returned, rejected or resolved if they disagree with the action taken 18

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

20. 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. 20

21. QUESTIONS 21

22. Back-up 22

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

24. Contract Deficiency Report (CDR) Location Administration

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

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

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

28. 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.

29. CDR Location Administration (continued) Enter a DoDAAC and click the 'Search' button.

30. 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.

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

32. 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.

33. CDR Location Administration (continued) On the Update Location Code Details page, Primary Organization Email is mandatory. NOTE: If a DoDAAC 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/DoDAAC first, their email will be automatically placed into the Primary Org Email field.

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

35. 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.

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

37. CDR Location Administration (continued) On the Add Location Codes page, enter a DoDAAC 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.

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

39. 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.

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

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

42. CDR Web Based Training CDR Overview: https://wawftraining.eb.mil/cdrwbt/xhtml/wbt/overview/overview.xhtml CDR Roles and Registration: https://wawftraining.eb.mil/cdrwbt/xhtml/wbt/cdr/cdr.xhtml CDR Email Notifications: https://wawftraining.eb.mil/cdrwbt/xhtml/wbt/overview/CDRActionEmail.htm

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