1. Contract Deficiency Report (CDR) Workflow & Roles
DRAFT
Contract Deficiency Report (CDR) Workflow & Roles
Presented by:
David Guinasso, Supporting OSD AT&L DPAP
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. DPAP ANNOUNCED THE NEW CDR MODULE IN WAWF ON JUL 6, 2016!
Which Lead to a New Tool
DPAP ANNOUNCED THE NEW CDR MODULE IN WAWF ON JUL 6, 2016! 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
Create
Approve
Accept
Resolve
Close
Return/
Reject
Like other WAWF tools, the workflow
routes to organizations, with 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 a user registered as an ACO Asignee or 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
To set up a Department of Defense Address Activity Code (DoDAAC) and organizational s in the CDR group structure, a CDR user needs to contact an EDA Administrator and provide the DoDAAC and up to four organizational 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 s, whichever person registers for that particular DoDAAC first their will be automatically placed into the primary organizational field.         - This process prevents people from being registered for groups that don't have any organizational s associated with them. The EDA Admins can change/update the org s at any time.
Instructions in back-up 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
Create
Approve
Accept
Resolve
Close
Return/
Reject
Like other WAWF tools, the workflow
routes to organizations, with 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
s flow to the next actionee’s organizational and individual . 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. https://wawftraining.eb.mil/cdrwbt/xhtml/wbt/cdr/cdr.xhtml
ADDITIONAL TRAINING
Additional web-based training can be found at:
DPAP will be offering webinars. Schedule can be found at: 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 s.

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

34. CDR Location Administration (continued)
Modify or add the Organizational 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: CDR Roles and Registration:
CDR Roles and Registration:
CDR Notifications:

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