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? Who should register & what roles are available? How to register CDR process– creation to close Questions and answers

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

FY16 CDRs TOTAL 22,091 OCT 2,247 NOV 1,851 DEC 1,771 JAN 1,769 FEB 1,586 MAR 1,956 APRIL 1,723 MAY 1,625 JUNE 1,758 JULY 1,575 AUG 1,887 SEP 2,343 Monthly Average 1,841 940 With Invoice Pending 4.25% TOTAL 22,091

Top CDR Reasons 2016   Reason AF ARMY BLANK DCMA DCMACMO DCMAHQPROC DLA MARINE NAVY ODA Grand Total 4,209 4,495 11 65 103 10 5,963 249 6,017 969 22,091 OTHER 1,290 1,312 4 16 17 2 2,226 138 1,670 296 6,971 B10A1 LONG LINE OF ACCOUNTING INVALID 526 429 3 1 25 13 332 95 1,425 B12A PAYMENT INSTRUCTIONS MISSING/AMBIGUOUS 351 263 31 15 478 90 1,234 BBB1 CONTRACT & SUPPORTING DOCUMENTS WITH MISSING PAGE(S) 53 508 156 336 83 1,142 OCC001 CLAUSE COMPLIANCE 122 129 473 229 32 996 B11A1 ADMINISTRATIVE OFFICE INCORRECT 123 9 12 484 247 33 995 $$$$$$$ INVOICE(S) IN HOUSE EXPEDITE - REQUIRED TO AVOID POTENTIAL INT PMT 147 272 19 187 38 678 B2B INSPECTION OR ACCEPTANCE UNCLEAR 56 44 358 100 563 ODI001 DATA INTEGRITY 64 277 126 21 545 B11B1 DCMA ADMINISTERED - PMT OFFICE INCORRECT OR NEEDS CLARIFICATION 99 98 111 196 22 543 AAA6 MISSING MODIFICATION 7 6 46 128 454 WHF34 ADMIN-BY DODAAC DOES NOT MATCH GEOGRAPHICAL AREA 173 108 398 BBB2 96 26 185 24 367 WHF35 PAYMENT OFFICE INCORRECT OR NEEDS CLARIFICATION 119 58 70 76 357 AAA2 MISSING PAGES 340 R10C MODIFICATION CITES CONFLICTING INFORMATION 89 74 5 339 *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? 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

DPAP announce the new CDR module in WAWF on JUL 6, 2016 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

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

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.

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

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

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

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

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

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 a user registered as an ACO Assignee or PCO Assignee 15

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

CDR Group Structure 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. Instructions in back-up

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.

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.

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.

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

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

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

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’

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

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

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

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

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’

How Do I Register? Cont’d Hit ‘Next’

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”

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.

CDR will be a separate icon from IRAPT, EDA, My Invoice, etc. 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

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

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

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

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!

Initiator and Reviewer Sections 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

Assignee and Payment Section 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.

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.

Adding a Deficiency Categories: Administration, Payment or Inspection Office Issues CAGE, Facility Code, Place of Performance Issues Contract Clauses or Provision Issues Contract Line Item or Delivery Schedule Issues Contract/Delivery Order/Mod Number Issues & Calculation/Math Errors EDA Issues – Corrupt, Missing, Wrong or Documents or Attachments FMS Issues Government Property Issues Line of Accounting, Payment Instruction Issues Product/Quality Assurance and Inspection Acceptance Term Issues Specifications and Standards Issues Transportation or Packaging Issues 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”.

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.

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.

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.

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.

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.

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”.

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.

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.

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

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

HOW DOES AN INITIATOR CLOSE A CDR? Closing a CDR, Cont’d I choose to search for all CDRs where I am the initiator and my action is required. I find seven, I click on the control number to open the CDR. HOW DOES AN INITIATOR CLOSE A CDR? ANY CDR IN A REJECTED, RETURNED, RESOLVED STATUS CAN BE CLOSED BY THE INITIATOR

HOW DOES AN INITIATOR CLOSE A CDR? Closing a CDR, Cont’d Review the Assignees comments and verify the actions taken on EDA by clicking on the contract number hyperlink. When satisfied that the situation has been corrected, click ‘Close’ to complete the action. HOW DOES AN INITIATOR CLOSE A CDR? ANY CDR IN A REJECTED, RETURNED, RESOLVED STATUS CAN BE CLOSED BY THE INITIATOR Comments are optional and the status changes to ‘Closed’ It could be resubmitted back to the Assignee if you disagreed that the issue was resolved

Closing a CDR, Cont’d If the Initiator Disagrees: 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’) 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. 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 WHAT HAPPENS IF THE ASSIGNEE “RETURNS” THE CDR OR “RESOLVES” THE CDR AND THE INITIATOR DOES NOT AGREE WITH THE ACTION TAKEN?

Closing a CDR, Cont’d Initiator receives email informing them that their CDR was either Rejected, Returned, or Resolved by the Assignee WHAT IF THE INITIATOR DOES NOT AGREE WITH THE ACTION TAKEN BY THE ASSIGNEE ON THEIR CDR? Initiator has to go into the CDR module to see why the CDR was rejected. The only information on the email is in the subject line, the mail says the CDR was rejected the actual Assignee comments are in the CDR

Closing a CDR, Cont’d Initiator searches for the CDR and then clicks on the blue hyperlinked control number.

Closing a CDR, Cont’d The Initiator can either click ‘Resubmit’ and provide more inputs/substantiation of the problem, or they can close the CDR. If they choose to resubmit, the CDR will have to be reviewed again by the CDR reviewer in their organization before it flows to the Assignee again. RECOURSE AVAILABLE TO THE INITIATOR WHEN THEY DON’T AGREE WITH THE ASSIGNEES ACTIONS

Closing a CDR, Cont’d In this example the Initiator provided additional comments and resubmitted the CDR Remember if the CDR was rejected back to the Initiator , and it’s resubmitted, the Assignee cannot see it until the CDR reviewer at the Initiator’s location reviews the CDR again Reminder – Attachments are not supported within the module IN THIS EXAMPLE THE INITIATOR PROVIDED ADDITIONAL COMMENTS AND RESUBMITTED THE CDR

Helpful Hints/Questions & Answers Search Capabilities All users have the ability to search all CDRs in the CDR module 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……

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’

https://wawftraining.eb.mil/cdrwbt/xhtml/wbt/cdr/cdr.xhtml 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

Questions

Back-up

Helpful Hints/Questions & Answers 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 and any future action is taken on it. 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

CDR ROLES AND AVAILABLE ACTIONS MATRIX CDR POC is read only

Contract Deficiency Report (CDR) Location Administration

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.

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

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

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.

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

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.

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

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.

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.

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

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.

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

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.

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

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.

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

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

CDR Web Based Training CDR Overview: CDR Roles and Registration: 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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