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CPARS User Manual

1. C vave Password Enter the current password in the Current Password box Enter a new password in the New Password box The password will display as asterisks Re type the password in the Confirm New Password box NOTE The password is case sensitive and must contain 14 20 characters at least two uppercase letters two lowercase letters two numbers and two special characters Passwords cannot contain any characters more than twice in a row The last five passwords are kept and may not be reused and passwords are valid for a period of 60 days If a user logs onto CPARS with an expired password the Change Login Password screen is presented and the user will be required to establish a new password Click the Save Password button and a confirmation pop up will display Click the OK button TI User Feedback The User Feedback feature is available at all access levels and allows CPARS users to identify and submit system problems make suggestions for system improvements or recommend changes in policy To submit commenis click the User Feedback button from the Main Menu and a User Feedback screen will display Select the type of request from the Type of Request drop down box If Other is selected from Type of Request then you will be required to fill in the Other field Select the priority of the request from the Requested Priority drop down box Enter a brief description in the Short Description box and a complete de
2. CPARS To Do List CONTRACT PERIOD OF NUMBER DUNS PERFORMANCE ROLE ACTION REQUIRED ASSIGNED USER FRA 1S8CO00s 222222222 O1 012005 1231006 Assessing Official Contractor Overdue Finalize Ratings O922 2007 JOE ARMY FRA S8CO0l 2 seessssss UVUA A00S W202 2006 Assessing Official Finalize Ratings 10 20 2007 JOE ARMY FRA S8CU014 seeeeeees 2 01 2005 OLLAD Assessing Official Rate send to Contractor 09 10 2007 JOE ARMY This report displays the Contract Number DUNS Period of Performance User Role Action Required Date Assigned and the name of the person responsible for the action User Name Allows the Agency POC to view the user s profile information including name title organization address email address and phone numbers Click the User Name to see the user profile information Click the Close button to return to the previous screen The Return to the To Do List Parameters button allows the Agency POC to change the To Do List Parameters and run additional reports The Return to the Main Menu button returns the user to the Agency POC Main Menu Auto Register Report This option allows the Agency POC to view a list of contracts orders that are eligible for CPARS reporting by their Focal Point s within the 30 day registration parameter The CPARS eligible list is filtered by Business Sector and applicable minimum dollar threshold as displayed below Contracts orders not meeting the established minimum dollar thresholds for CP
3. E Return to the Access Authorization Menu Return to the Mam Menu CPARS ACASS CCASS FAPIES NAVSEALOGCENDET PORTSMOUTH NH Version 3 6 0 Build Date 10 18 2010 08 00 00 Phone 207 438 1600 Email Technical Support View Policy Guide CPARS ACASS CCASS A list of all access levels and the specific contracts they have been given access to will display and the Focal Point can then choose to Remove Access Reset Password Modify Access Change Profile or Delete User as required User Name Clicking on the user s name allows the Focal Point to view the user s profile information including User ID name title organization address email and phone number s Remove Access This option allows the Focal Point to remove access to one or more contracts for the user that was selected from the drop down Once the appropriate contracts have been checked for removal the Focal Point then clicks the Remove Access button A popup will appear asking Are you sure you want to remove the selected access Click OK to continue removing the user s access or Cancel to return to the list of users If OK is selected a popup will display indicating that access was removed click OK The list of users will automatically refresh to exclude the removed user s Reset Password This option allows the Focal Point to reset a user s password Click Reset Password and the Confirm Password Change pop up box will display and includes a new temporar
4. Support 5 Our activity uses Macintosh computers Can the CPARS AIS be used on a Macintosh system A Yes The CPARS AIS is web based so most actions are completed directly from your browser All data inputs may be completed on a Macintosh system However the Adobe Acrobat Reader for Macintosh must be installed to print view CPARs in PDF format 6 There has been some discussion about invalid CAGE Codes lately What is a valid CAGE Code A A valid CAGE Code is a five 5 position code that identifies companies doing or wishing to do business with the Federal Government The format for a domestic CAGE code is the first and fifth position must be numeric The second third and fourth positions may be alpha or numeric and may not be I and O However there are foreign international CAGE Codes that begin with an alpha character including the letter I but not the letter O The CPARS Automated Information System provides a look up feature to help users verify that they are entering correct and valid CAGE Codes 7 How do I cut and paste a MSWord document into the CPAR without having characters change or disappear A There are a complete set of step by step instructions explaining this process Follow this link for the instruction page 8 am receiving emails stating that have been granted access to CPARS and more emails stating must perform an action on an assessment Why A A government Focal Point has given you access
5. For Government users choose either DoD Logon or Federal Logon For Department of Defense DoD users the system will first validate that the user has a valid DoD PKI Certificate CPARS ACASS CCASS FAPHS DoD Logon Contractor Logon PEI Contractor Logon No PEI Federal Logon ll DoD employees must have a DoD PEI certificate to access the CPARS ACASS ICCASS web site Chick here to determine if you have a valid DoD PEI Certificate PKI Information All DoD employees military and civilian including DoD contractors that are working on site tilitary government facilities or contractors working offsite using Government Furnished Equipment GPE are eligible to obtain certificates from Dol PET If the contractor doesn t work onsite or with GFE they are encouraged to obtain and use a certificate from an External Certificate Authority ECA External Certificate Authority Fetermal Certificate Authorities ECAs provide digital certificates to the DoD s private industry partners contractors using their own equipment or working in non government facilities alied partners and other agencies roved ECA Vendors Operational Research Consultants Inc ORC bttp hwan eca ore com erisign Inc http thanana verisign com verisign business solutions public sector solutions ieca eca certificates index html Iden Trust http www identrist com certificateseca index html The following site provides additional FAQs on the subject of ECA itt is
6. if the user has been granted more than one access level by the Focal Point See User Profile Section for more specific information User Feedback This option allows users to communicate suggested CPARS improvements policy comments and problems to system administrators and the Configuration Control Board See User Feedback Section for more specific information Switch Modules This option allows users to switch between the different modules CPARS ACASS CCASS and FAPIIS without having to log off See Switch Modules Section for more specific information 21 Assessing Official Representative An Assessing Official Representative has the authority to initiate and update assessments but does not have the authority to send the assessment to the Contractor Representative or to finalize an assessment CPARS Assessing Official Rep Main Menu a Register Update a Contract iniiae a CPAR B Delete an Incomplete CPAR tew Print CPARs o Do List a CPAR Status Report a Contract Status Report i Change User Profile Switch Access Level User Feedback switch Modules De ceett CPARS ACASS CCASS FAPIS NAVSEALOGCENDET PORTSMOUTH NH Version 3 8 0 Build Date 07 22 2011 10 19 23 Phone 207 438 1690 Email Technical Support View Policy Guide CPARS ACASS CCASS Register Update a Contract This option allows an Assessing Official Representative to manually input basic contract information into CPARS The contract must be regis
7. 19 23 Phone 207 438 1690 Email Technical Support View Policy Guide CPARS ACASS CCASS In step 1 the Focal Point must enter the Contract Number and Order Number if applicable and then click the Add button for each contract and order number entered If an incorrect contract or order number is entered after clicking Add highlight the incorrect contract number and click on the Remove button The Remove All button will remove all contracts from the list NOTE If the Focal Point has already registered or granted access to a contract order the contract order can be selected from the Select Existing Contracts drop down box In step 2 select the user role from the Select User Role drop down box In step 3 the Focal Point can enter a New User Name First Name and Last Name only and Email required for new users or Select Existing User To select an existing user click the Search button and the Search for Existing Government or Contractor Users window will display Enter the full or partial last name and click on the Search button A list of existing user names will display Click on the desired name and the name will appear in the Select Existing User box The Delete button removes the selected user name from the Select Existing User box In step 4 click the Add User button after entering the information required in steps 1 through 3 The Focal Point can repeat steps 2 through 4 as necessary to provide access to the contract
8. CPARS will assign identify the new user s User ID A system generated email will be sent to user when he she is assigned as an Alternate Focal Point to inform them of their User ID temporary password procedures responsibilities and resources available 21 Auto Register Contracts This feature provides Focal Points the ability to produce and review a list of CPARS eligible contracts From the list of eligible contracts the Focal Point is able to quickly auto register individual contracts orders in CPARS Registering contracts in CPARS is the process of entering basic contract award data and is required prior to initiating a CPAR In February 2007 CPARS established an interface with the Federal Procurement Data System Next Generation FPDS NG This daily data feed is the basis for the Auto Register Contracts feature The most recent three years of contract award information is available Click the Auto Register Contracts button from the Focal Point Main Menu The Auto Register Contracts Parameters Screen will display Focal Points are allowed to query for CPARS eligible contracts by entering at least one Contract Office Code or by entering the full or partial contract number Contracts previously removed from the CPARS eligible list can be viewed and auto registered by checking the box Include Removed Contracts CPARS Auto Register Contracts Contract Office Code Ss Add Enter Contract Office Code from FPDS NG Selected Office Code s RU
9. Change User Irimie MOL t atc Assessing Official Change User Preverefice Change Login Password The Access Level drop down box identifies each of the access levels the Focal Point has authorized To switch levels select the desired access level from the Access Level drop down box and click on the Switch button The user will be taken to the Main Menu of the switched access level The user will only have access to the contracts and assessments that have been authorized by the Focal Point for the switched level NOTE The switched access level will remain in effect until the user switches to a different access level CPARS User Profile Menu Access Level Assessing Oficial E Change User Information a Change User Preferences Change Login Password Click the Change User Information button and the User Information screen displays 75 CPARS User Information fields identified with are required User Name ae Email Address E E Tite nn Organization sis Citizenship UNITED STATES S Street Address a a City State Zip E Ty Commercial Phone F BX Save User Information gt Return to the User Profile Menu Seeketurn to the Main Menu CPARS ACASS CCASS FAPHS NAVSEALOGCENDET PORTSMOUTH NH Version 3 7 0 Build Date 03 01 2011 14 31 03 Phone 207 438 1690 Email Technical Support View Policy Guide CPARS ACASS CCASS The user is able to update any
10. Click the OK button and a pop up message Password has been reset displays 16 Modify Access Clicking on this option allows the Focal Point to modify the existing user s role Click Modify Access and the Modify User Access view displays Select the current contract s from the Current Contract s box and click ADD or Add All to move to the Selected Contract s box Select the new user role from the New User Role drop down box and click the Modify User Access button Change Profile Clicking on this option allows the Focal Point to update the user s profile information including name title organization address email and Phone Number s Delete User Clicking on this option allows the Focal Point to completely delete a user from the CPARS database To modify an existing user s access by user name click the User drop down box and all user names that have been authorized access to CPARS by the Focal Point will display Select the desired user name and click the View Access buiton The Users Authorized by You matrix displays CPARS Modify Existing User Access select a Contract Select Contract or User ABRAHAM LINCOLN Users Authorized by You User Name UserID User Kole Contracts Remove Acce Actions ABRAHAM ALINCO Assessing FBO14158D0001 O Reset Change LINCOLN Official 0001 Ag Profile ABRAHAM ALINCO Reviewing FB614158D0001 T Reset Change LINCOLN Official 0002 A
11. Save Feedback and Return to the Main Menu to return to the Assessing Official Main Menu When the Accept the Ratings and Close the CPAR button is selected a message asking if you are sure you want to Accept the ratings and Close the CPAR appears Click the OK button A message indicating that the CPAR was closed appears Click the OK button An assessment Process Feedback screen displays Select a rating scale of 1 to 10 from the drop down box to rate the effectiveness of the assessment process in improving communication between the organization and the contractor evaluated Note that specific comments questions and suggestions on the CPARS process can be entered in the User Feedback feature available from the Main Menu Click Save Feedback and Return to the Main Menu to return to the Assessing Official Main Menu The Contractor Representative will receive an automated email whenever an assessment is completed and can subsequently retrieve the completed assessment from CPARS If Modify the Ratings is selected both the original assessment including contractor comments and the modified assessment are stored in CPARS notice tabs in example below Whenever a modified assessment is viewed users have the option to view print the original assessment Original Ratings If Modify the Ratings is selected the Assessing Official will make the desired modified ratings from the Ratings tabs and provide supporting narratives in the white spaces provide
12. Status Report as Counts click on the Counts radio button under Report Options on the Contract Status Parameters screen Counts can be grouped by All or Contract Activity 69 CPARSACASSCCASS F APIS eee IGCENDET PORTSMOUTH NH Version 3 6 0 Build gt 207 438 1600 Email Technical Support a aiey Guide CPARS ACASS CCASS ASS Date 10 18 2010 08 00 00 NOTE Focal Point Group By options include All Contract Activity and Organization Department POC Group By options include All Contract Activity Organization and Focal Point Agency POC Group By options include All Contract Activity and Focal Point Senior Contractor Representative Group By options include All Contract Activity Organization and DUNS All is the default The report identifies the status of all the user s contracts by counting the number of contracts that are current due overdue or have a final assessment Percentages are also provided DATA ALL GROUPED BY All All Current Due Overdue Final Undetermined Totals Counts 2 l1 0 0 l4 140 TYO Tto D Oo TOTALS Zee ll 0 0 l4 14 7 79 O o 0 STATUS Current All required CPARs for this contract have been completed or are not yet due Due The latest CPAR for this contract should be in progress at this time Overdue The latest CPAR for this contract has not been completed within the 120 day period Final The Final CPAR for this contract has been completed no further CPARs are due 70 Ra
13. User Feedback This option allows users to communicate suggested CPARS improvements policy comments and problems to system administrators and the Configuration Control Board See User Feedback Section for more specific information Switch Modules This option allows users to switch between the different modules CPARS ACASS and CCASS without having to log off NOTE Contractors are not granted access to the FAPIIS module To review and comment on completed FAPIIS records for their company Contractors will require access to PPIRS at htips www ppirs gov See Switch Modules Section for more specific information 41 Reviewing Official The Reviewing Official is responsible for ensuring that the assessment is a fair and accurate assessment of the Contractor s performance for the specific contract order and performance period The Reviewing Official must acknowledge consideration of any significant discrepancies between the Assessing Official s assessment and the Contractor s remarks CPARS Reviewing Official Main Menu Contract Status Report Change User Profile Switch Access Level CPARS ACASS CCASS FAPIS NAVSEALOGCENDET PORTSMOUTH NH Version 3 8 0 Build Date 07 22 2011 10 19 23 Phone 207 458 1690 Email Technical Support View Policy Guide CPARS ACASS CCASS View Print CPARs This option allows the Reviewing Official to view print an assessment but not modify or change any of the information on the form To view an a
14. and access controls to protect U S Government interests not for your personal benefit or privacy You must scroll through the entire Rules of Behavior to Accept or Decline A Decime CPARVACASSCOCASSFAPIS NAVSEALOGCENDET PORTSMOUTH NH Version 3 6 0 Build Date 10 18 2010 08 00 00 Fhone 207 458 1690 Email Technical Support View Policy Guide CPARS ACASS CCASS NOTE You will be required to review and accept the Rules of Behavior annually Click Accept and the Module Selection Menu will display Click the CPARS button to continue Module Selection Menu l i CPARS Contractor Performance Assessment Reporting system l BACASS5 Architect Engineer Contract Admurustration Support system CCASS Construction Contractor Appraisal support system i FAPIIS Federal Awardee Performance and Integrity Information system Blogoff CPARSIAC ASSICCASSIFAPIS MAVSEALOGCENDET PORTSMOUTH NH Version 3 3 0 Build Date 0430 2009 13 00 00 Phone 207 438 1690 Email Technical Support View Poley Guide CPARS AGASS COASS FAPIIS A list of all options available for a specified access level will appear on the user s Main Menu 10 Focal Point The Focal Point is responsible for the collection distribution and control of assessments Focal Points are key players in the success of the CPARS automated process Focal Point access is granted only upon the completion of a signed Focal Point User Access Request Form availabl
15. and reviews the entire CPAR by clicking on each green tab Review Contractor comments by clicking on the ratings tabs and or Contractor Rep tab Assessments completed without contractor comment will be automatically annotated in the Remarks section of the HTML or PDF view with the following system generated statement The report was delivered received by the contractor on MM DD YYYY The contractor neither signed nor offered comment in response to this assessment If the Contractor enters comments but does not return the CPAR within 30 days the action required will reflect Contractor Overdue Started Finalize Ratings It is recommended that the Assessing Official contact the Contractor Representative to determine if the CPAR will be returned by the Contractor If not the Assessing Official can continue to close the CPAR or send it to the Reviewing Official The Contractor s partial comments will be automatically removed from the CPAR and the system generated statement The report was delivered received by the contractor on MM DD YYYY The contractor neither signed nor offered comment in response to this assessment will be placed in the Comment Field After the Assessing Official reviews the entire CPAR he she has the option to Accept the Ratings and Send to the Reviewing Official Accept the Ratings and Close the CPAR if not contentious or Modify the Ratings CPARS Nonsystems Contract Schedule Number FR614100C0503 Ord
16. blue question mark identifies that online help is available for the data entry field The green tabs provide additional data entry boxes Click each green tab and enter data in of the required fields to register and save the contract Once all required information is provided click the Validate and Save the Contract Data button located at the bottom of the data entry screen Click the OK button NOTE A contract order only has to be registered one time To update a contract that has already been registered enter the contract number in the Contract box and the order number if applicable in the Order box and click the Continue button The Contract Registration data entry screen displays and will display the previously registered information Click each green tab and update the contract 28 registration fields accordingly Once updated click the Validate and Save the Contract Data button located at the bottom of the data entry screen Click the OK button To return to the Assessing Official Rep Main Menu click the Return to the Main Menu button Return to the Main Menu button does not save any information that has been entered Initiate a CPAR This option allows the Assessing Official Representative to initiate the assessment process by entering proposed ratings and remarks It must be noted that if the Assessing Official initiates the assessment CPARS will not allow the Assessing Official Representative to access the assessment for
17. button To return to the Assessing Official Main Menu click the Return to the Main Menu button Return to the Main Menu button does not save any information that has been entered Initiate a CPAR This option allows the Assessing Official to initiate the assessment process by entering proposed ratings and remarks To initiate an assessment click on the Initiate a CPAR button The Initiate a CPAR data entry screen will display When the assessment is to be completed at the contract level enter the contract number in the Contract box and click the Continue button If the assessment is to be completed at the Task Delivery Order level enter the contract number in the Contract box and the order number in the Order box and click the Continue button In either case the data entry screens display and are pre filled with the basic contract information and any miscellaneous information entered during contract registration NOTE The contract must be registered before an assessment can be initiated The green tabs provide additional data entry fields Click each green tab to complete the Initiate a CPAR process The assessment data entry screens identify required fields with a red asterisk However the Assessing Official is allowed to save a partially completed assessment without addressing all the required fields Clicking the Save Data button will save the partially completed assessment NOTE Report Type and Period of Performance must be fille
18. button located under the Rules of Behavior You can also scroll up using either the up arrow on the right or by using the Scroll Up button located under the Rules of Behavior Upon reaching the bottom of the rules the Accept Decline buttons will activate CPARS ACASS CCASS FAPHS Rules of Behavior System Security Rules of Behavior Acceptable Use Policy Training By Signing this document you acknowledge and consent that when you access Department of Defense DoD information systems You are accessing a U S Government USSG information system IS which includes any device attached to this information system that is provided for U 8 Government authorized use only You consent to the following conditions The U 5 Government routinely intercepts and monitors communications on this information system for purposes including but not limited to penetration testing communications security COMSEC monitoring network operations and defense personnel misconduct PM law enforcement LE and counterintelligence CI investigations At any time the U S Government may inspect and seize data stored on this information System Communications using or data stored on this information system are not private are subject to routine monitoring interception and search and may be disclosed or used for any U S Government authorized purpose This information system includes security measures e g authentication
19. completed 63 Contract Status Report The Assessing Official Representative Assessing Official Contractor Representative and the Reviewing Official Contract Status Report screens are displayed in the following examples Slight variations of this report occur at different access levels and are described as applicable The Contract Status Report is designed to track the status of contracts This report will show whether a contract is current due or overdue for an assessment for all contracts under the user s purview The Contract Status Report will display information as counts e g number of contracts due for an assessment as a list of users that identifies the status of each contract e g current due overdue and the users assigned to that contract or as a list of contracts that identifies the status of each contract i e current due overdue The option to view the list of users is not available at the Contractor Representative and Senior Contractor Representative levels of access To run a Contract Status Report click the Contract Status Report button from the Main Menu A Contract Status Report Parameters menu will display CPARS Contract Status Parameters Data Options Report Options Include All Counts options display when selected Limit Data options display when selected List of Users List of Contracts Data Columns to Include O Award Date C Completion Date C Form Type C Effective D
20. contracts will automatically refresh to exclude the contract s that were removed and another popup will appear stating how many contract s were removed NOTES This does not delete the data or absolve the Focal Point of reporting responsibility This feature could be useful in the example of a contract with several orders The Focal Point could choose to report on the base contract and remove the individual orders from the list Contracts orders that are removed from the list can be viewed and registered by checking the Include Removed Contracts box on the parameters screen Particular care should be taken when removing contracts orders as this removes visibility on these contracts orders for all Focal Points 24 To return to the Auto Register Contracts Parameters screen click the Return to the Auto Register Contracts Parameters button The Return to the Main Menu button returns the user to the Focal Point Main Menu NOTE The remaining Focal Point Main Menu options are also applicable at various CPARS access levels As such each option is described in more detail in later and separate sections of this user manual Please refer to the Table of Contents to locate and obtain additional information on the following menu options listed below CPAR Status Report This option allows the Focal Point to monitor the status of assessments that have been started or completed for each contract the Focal Point has given access to The CPAR Status Report will
21. display information as counts e g number of assessments complete or as a list of assessments that allows the Focal Point read only access to each assessment See CPAR Status Report Section for more specific information Contract Status Report This option allows the Focal Point to monitor the status of contracts that he she has given access to The Contract Status Report will display information as counts e g number of contracts due for an assessment as a list of users that identifies the status of each contract e g current due overdue and the users assigned to that contract or as a list of contracts that identifies the status of each contract e g current due overdue See Contract Status Report Section for more specific information Ratings Metrics Report This option allows the Focal Point to run a report that will identify the distribution of ratings for all completed assessments under the Focal Point s cognizance The report can be qualified by date or Organization See Ratings Metrics Report Section for more specific information Processing Times Report This option allows the Focal Point to monitor the processing times for all assessments under his her cognizance For example this report will identify the number of assessments completed for a specific month and how many were completed within the 120 day objective See Processing Times Report Section for more specific information Change User Profile This option must be used
22. limit the search to one contract The Senior Contractor Representative can limit the To Do List toa specific Contractor Representative by selecting Limit by User and selecting the appropriate name from the drop down box Finally the To Do List can be limited to one of the corporation s assigned DUNS numbers by selecting Limit by DUNS and selecting the DUNS from the drop down box Select the desired parameter and the sort option s and then click the Show To Do List button A list of assessments will display CPARS To Do List PERIOD OF PERFORMANCE Ge35FOS04 SMITHSONISNOO1S 123456769 O20 1 2005 01 51 2006 Input Comments Started Overdue 09 07 2007 LOND 2007 ORANGE BLOSSOM MUSEUNIO029 TEETE T i 030172005 02 28 2006 Input Comments Overdue ODF 2007 10 07 2007 ORANGE BLOSSOM MUSEUNMIOUS0 TELTET TE C3012005 02 28 2006 Input Comments Overdue 0905 2007 10 05 2007 ORANGE BLOSSOM CONTRACT NUMBER DUNS ACTION REQUIRED ASSIGNED W Return to the To Do List Fararneters a Return to the Main Menu This report displays Contract Number DUNS Period of Performance Action Required Date Assigned Due Date and User Name User Name Allows the Senior Contractor Representative to view the Contractor Representative s profile information including name title organization address email address and phone number s Click the User Name to see the user profile information Click the Close button to return to previous screen Return to the
23. located on the Contractor Rep Tab has been completed click the Validate and Send to the Assessing Official button to save the information and to return the evaluation to the Assessing Official A notice will be sent to the Assessing Official Click the OK button and a Process Feedback screen displays Select a rating from 1 to 10 from the drop down box to rate the effectiveness of the assessment process in improving communication between your company and the Government office that is evaluating performance Note that specific comments questions and suggestions on the CPARS process can be entered in the User Feedback feature available from the Main Menu Click Save Feedback and View the CPAR or Save Feedback and Return to the Main Menu CPARS Nonsystems Contract Schedule Number AF123408C0200 Order Number Click on a tab below to view enter the related information fields identified with are required Contractor Name Address Contract Information Misc Information Small Business Utilization 22 Contractor Representative Comments 24000 characters remaining for all Contractor Representative Comment fields Use this area for comments covering Other Area ratings or general comments not directly related to an evaluation area Contractor comments are optional but are due back to the Assessing Official Within thirty 30 days after receipt The Contractor may provide comments in response to any of the individual ratings or Sign and re
24. more than one DUNS number is found a listing of DUNS numbers and associated company names and addresses will be displayed Click the appropriate DUNS number to continue with the contract registration process The Contract Registration data entry screen displays and will be pre filled with the contractor s DUNS name and address Continue with the contract registration process by entering basic contract information in the spaces provided Required fields are identified with a red asterisk The blue question mark identifies that online help is available for the data entry field The green tabs provide additional data entry boxes Click each green tab and enter data in of the required fields to register and save the contract Once all required information is provided click the Validate and Save the Contract Data button located at the bottom of the data entry screen Click the OK button NOTE A contract order only has to be registered one time To update a contract that has already been registered enter the contract number in the Contract box and the order number if applicable in the Order box and click the Continue button The Contract Registration data entry screen displays and will display the previously registered information Click each green tab and update the contract 32 registration fields accordingly Once updated click the Validate and Save the Contract Data button located at the bottom of the data entry screen Click the OK
25. one year of data The months displayed in blue indicate that assessments were completed during the month For each month the report identifies the number of assessments completed the number of assessments completed within the 120 day objective and the number of assessments that exceeded the 120 day objective In addition the total average processing times are provided as well as the average processing times for each major step of the automated workflow process The Select drop down box allows users o break out each month by Contract Activity Organization or by Focal Point Contract Activity is the default Choose a selection from the drop down box if applicable and click on the desired month to view a more detailed report 73 Month 2007 SEP Average a Times Days Hm SMITHS ce ce Click on a Contract Activity above to see further details below Return to the Main Menu In this particular example only one Contract Activity SMITHS applies to the user To view the six assessments completed for the month click on the SMITHS link under Contract Activity and the report displays processing times information at the assessment level Month 2007 SEP Contract Activity SMITHS Pressing Times Days Ss ree parson Rae MBSE awn mw ow fs parsonna WNL Mase awn me gt lt BBR turn to the Main Wenu The Return to the Main Menu button returns the user to the Main Menu 74 Change User Pro
26. organization address email address and phone number s Click the User Name to see the user profile information Click the Close button to return to previous screen Return to the Access Authorization Menu allows the Department POC to perform other access authorization options The Return to the Main Menu button returns the user to the Department POC Main Menu CPAR Status Report This option allows the Department POC to monitor the status of assessments that have been started or completed for all contracts within the respective department The CPAR Status Report will display information as counts e g number of assessments complete or as a list of assessments that allows the Department POC read only access to each assessment In addition the Department POC will also have access to view the User List and Activity Log for each assessment See CPAR Status Report Section for more specific information 49 Contract Status Report This option allows the Department POC to monitor the status of contracts within the respective department The Contract Status Report will display information as counts e g number of contracts due for an assessment as a list of users that identifies the status of each contract e g current due overdue and the users assigned to that contract or as a list of contracts by registration status e g contract number within 30 days over 30 days and the number of days to register and the auto registration available date
27. ratings and or modify proposed ratings for specific contracts The Assessing Official is required to enter their name title organization etc and forward the assessment to the Contractor Rep for review Step 4 Contractor Comments Allows the Contractor Rep being evaluated to review the proposed ratings and comment on any elements that may require further review or explanation After review the Contractor Rep returns the assessment to the Assessing Official to continue with the workflow process Step 5 Review Contractor Comments Allows the Assessing Official to accept and finalize the assessment or modify the proposed ratings and narrative and or forward the assessment to the Reviewing Official If ratings are modified the original proposed ratings are archived and then both ratings are forwarded to the Reviewing Official for review comment and closure Step 6 Reviewing Official Comments Allows the Reviewing Official if applicable to review the ratings established by the Assessing Official and the response by the Contractor Rep to ensure that the ratings are fair and supported by objective evidence The Reviewing Official is required to comment and close the assessment Once the Reviewing Official completes the actions of step 6 the assessment is considered complete Completed assessments are copied weekly to the Federal Past Performance Information Retrieval System PPIRS database PPIRS is a warehouse of all assessments comp
28. that was previously initiated and saved will be displayed for additional data entry Online help is available during the data entry process Fields identified with a blue question mark indicates online help availability Simply click on the blue question mark to obtain an explanation of the information to be entered in the adjacent field A red checkmark located within any of the green rating tabs indicates at least one element has been rated for the specific performance area Delete an Incomplete CPAR This option allows the Assessing Official Representative to delete an assessment that has been initiated but not yet sent to the Assessing Official To delete an incomplete assessment click on the Delete an Incomplete CPAR button The Delete a CPAR data entry screen will display Enter the contract number in the Contract box and the order number if applicable in the Order box and click Continue The Delete Record Confirmation screen will display Select the Confirm Delete button to delete the assessment from the CPARS database Select the Cancel Delete and Return to the Main Menu button to cancel the deletion of the assessment View Print CPARs This option allows the Assessing Official Representative to view print an assessment but not modify or change any of the information on the form To view an assessment click the View Print CPARs button The View Print CPARs data entry screen displays Enter the contract number in the Contract box a
29. whenever a user s name address email address or phone number s changes This option also allows users to select additional optional email notifications and to change their CPARS password See User Profile Section for more specific information User Feedback This option allows users to communicate suggested CPARS improvements policy comments and problems to system administrators and the Configuration Control Board See User Feedback Section for more specific information Switch Modules This option allows users to switch between the different modules CPARS ACASS CCASS and FAPIIS without having to log off See Switch Modules Section for more specific information 25 Contract Data Entry The Contract Data Entry access level is authorized by the Focal Point to register and update basic contract information The contract must be registered in CPARS within 30 days after contract award CPARS Contract Data Entry Main Menu a Register Update a Contract ee iew Print Contract CPAR Status Report Change User Profile Switch Access Level Jser Feedback Switch Modules Logoff CPARS ACASS CCASS FAPIS NAVSEALOGCENDET PORTSMOUTH NH Version 3 8 0 Build Date 07 22 2011 10 19 23 Phone 207 438 1690 Email Technical Support View Policy Guide CPARS ACASS CCASS Register Update a Contract This option allows a user to manually input basic contract information into CPARS Registering a contract is the only functi
30. 01 2010 01 01 2020 08 26 2010 BARBARA TESTER T2000010C0005 T20000 NAVFAC ENGINEERING COMMAND HAWAI 5 000 000 01 01 2010 01 01 2020 08 26 2010 BARBARA TESTER T2000010C0015 T20000 NAVFAC ENGINEERING COMMAND HAWAI 1 000 000 01 01 2010 01 01 2020 08 26 2010 T2000010C0021 20000 NAVFAC ENGINEERING COMMAND HAWAI 500 000 01 01 2010 01 01 2020 05 20 2011 T2000010C0025 T20000 NAVFAC ENGINEERING COMMAND HAWAI 1 000 000 01 01 2010 01 01 2020 08 26 2010 T2000010C0029 T20000 NAVFAC ENGINEERING COMMAND HAWAI 1 000 000 01 01 2010 01 01 2020 08 26 2010 T2000010C0035 20000 NAVFAC ENGINEERING COMMAND HAWAI 1 000 000 01 01 2010 01 01 2020 08 26 2010 T2000010C0039 20000 NAVFAC ENGINEERING COMMAND HAWAI 1 000 000 01 01 2010 01 01 2020 08 26 2010 T2000010C0041 T20000 NAVFAC ENGINEERING COMMAND HAWAI 5 000 000 01 01 2010 01 01 2020 09 01 2010 T2000010C0043 T20000 NAVFAC ENGINEERING COMMAND HAWAI 5 000 000 01 01 2010 01 01 2020 09 01 2010 T2000010C0045 20000 NAVFAC ENGINEERING COMMAND HAWAI 5 000 000 01 01 2010 01 01 2020 08 26 2010 T2000010C0048 T20000 NAVFAC ENGINEERING COMMAND HAWAI 5 000 000 01 01 2010 01 01 2020 08 26 2010 The example above includes removed contracts The Removed By column identifies the Focal Point who removed each contract click on the Focal Point s name to view the Focal Point s profile information including name title organization address email address and phone number Click the Close button to return to the list of contracts S
31. 03 Phone 207 438 1690 Email Technical Support View Policy Guide CPARS ACASS CCASS Modify Existing User Access by User This option allows the Department POC to modify the access of his her designated Agency POC s The Modify Existing User Access by User allows the Department POC to add or delete Organization s for an Agency POC or the Agency POC s user account can be deleted from CPARS when access is no longer required Click the Modify Existing User Access by User button and the Access Authorization screen displays User Name UserID Organization s GEORGE WASHINGTON GWASH DOE 01 HQ DOE 13 GRANDIUNCT DOE 54 AMARILLO CPARS ACASS CCASS FAPIIS NAVSEALOGCENDET PORTSMOUTH NH Version 3 7 0 Build Date 05 03 2011 14 00 00 Phone 207 438 1690 Email Technical Support View Policy Guide CPARS ACASS CCASS Change Profile This option is used to update an Agency POC s profile The Department POC can update the user s profile information including name title organization address email and Phone Number s The Department POC must click the OK button after the change s are made in order for them to take effect User Name Click on the user s name to view the user s profile information including name title organization address email address and phone number s Click the Close button to return to previous screen Delete User This option is used to delete an Agency POC from CPARS Click the Delet
32. 1 01 2020 04 30 2010 view ABC12345 NAVF0110F0002 M NAVF01 NAVAL SEA LOGISTICS CENTER 5 000 000 01 01 2010 01 01 2020 04 30 2010 view ABC12346 NAVF0110F0002 M NAVF0O1 NAVAL SEA LOGISTICS CENTER 5 000 000 01 01 2010 01 01 2020 04 30 2010 view ABC12347 USMC0110F0003 E NAVF01 NAVAL SEA LOGISTICS CENTER 5 000 000 01 01 2010 01 01 2020 04 30 2010 view ABC12348 USMC0110F0003 E NAVF01 NAVAL SEA LOGISTICS CENTER 5 000 000 01 01 2010 01 01 2020 04 30 2010 view ABC12346 ARMY0110F0002 O T20000 NAVFAC ENGINEERING COMMAND HAWAI 10 000 000 01 01 2010 01 01 2020 04 30 2010 view ABC12347 NAVF0110F0003 O T30000 NAVFAC ENGINEERING COMMAND HAWAI 10 000 000 01 01 2010 01 01 2020 04 30 2010 view ABC12348 NAVF0110F0003 E T40000 NAVFAC ENGINEERING COMMAND HAWAI 10 000 000 01 01 2010 01 01 2020 04 30 2010 view ABC12347 ARMY0110F0003 E USMC01 NAVAL SEA LOGISTICS CENTER 5 000 000 01 01 2010 01 01 2020 04 30 2010 view ABC12348 ARMY0110F0003 T USMC01 NAVAL SEA LOGISTICS CENTER 5 000 000 01 01 2010 01 01 2020 04 30 2010 E Register Selected Contracts Remove Selected Contracts Return to the Auto Register Contracts Parameters je Return to the Main Menu CPARS ACASS CCASS FAPTIS NAVSEALOGCENDET PORTSMOUTH NH Version 3 8 0 Build Date 07 22 2011 10 19 23 Phone 207 438 1690 Email Technical Support View Policy Guide CPARS ACASS CCASS Once the appropriate contracts have been checked for registration the Focal Point then clicks the Register Selected Con
33. 2009 N45 11299201234 goggogogg 12 01 2005 1201 2006 Input Comments Overdue 12 16 2008 Sere The assessment will open in read only format except for specific fields located on the Ratings and Contractor Rep tabs A red checkmark located within any of the Green Rating Tabs indicates at least one element has been rated for the specific performance area Click on each of the Green Tabs to review the proposed ratings and remarks After the assessment has been reviewed the Contractor Representative clicks the Contractor Rep Tab and enters their comments in the Contractor Representative Comments field and selects a Concurrence from the Concurrence drop down box Fields on the Contractor Rep tab that are identified with a red asterisk are mandatory and must be completed by the Contractor Representative Fields identified with a blue question mark indicates online help availability Simply click on the blue question mark to obtain an explanation of the information to be entered in the adjacent field To save partially completed remarks and information click the Save Data button To return to the Contractor Representative Main Menu click Return to the Main Menu Return to the Main Menu button does not save any of the information that has been entered Prior to forwarding the Contractor Representative must enter their identifying information Click on the Sign Now button to populate the data from the User Profile When all required information
34. A system generated email has been sent informing the user of these changes User Name User ID ID Status ae T vpe Organization s DOE 07 IDAHO GEORGE WASHINGTON GWASHI DOE S1 WESTERNRO Note if the Status indicates Failed please contact the customer support desk for assistance Return to the Access Authorization Menu Rur to the Main Menu CPARS ACASS CCASS FAPIS NAVSEALOGCENDET PORTSMOUTH NH Version 3 7 0 Build Date 03 01 2011 14 31 03 Phone 207 438 1690 Email Technical Support View Policy Guide CPARS ACASS CCAS8S View Existing User Access This option produces a list of the Agency POC s who have been given access to CPARS by the Department POC Click the View Existing User Access button and the following screen displays CPARS Access Authorization Agency POCs Click on a user name to view their profile information User Name User ID Last Logon Date Organization s GEORGE WASHINGTON GWASH 01 10 2011 DOE 13 GRANDIJUNCT DOE 34 AMARILLO ir fur to the Access Authorization Menu E Return to the Main Menu CPARS ACASS CCASS FAPTIS NAVSEALOGCENDET PORTSMOUTH NH Version 3 7 0 Build Date 05 03 2011 14 00 00 Phone 207 435 1690 Email Technical Support View Policy Guide CPARS ACASS CCASS The report displays the Agency POC s name User ID Last Logon Date and Organization s User Name Allows the Department POC to view the user s profile information including name title
35. ARS reporting will not be displayed Contracts orders that have already been registered in CPARS will not be displayed CPARS Auto Register Report Parameters Contract Office Code x Add Enter Contract Office Code from FPDS NG Selected Office Code s Selected or Full or Partial Contract Number a List minimum of first six characters of Contract Number E Include Removed Contracts ie Return to the Main Menu CPARS ACASS CCASS FAPIIS NAVSEALOGCENDET PORTSMOUTH NH Version 3 8 0 Build Date 07 22 2011 10 19 23 Phone 207 438 1600 Email Technical Support View Policy Guide CPARS ACASS CCASS After selecting the Auto Register Report from the main menu enter a contract office code or a full or partial contract number in the space provided If you wish to see the removed contracts you must select check the Include Removed Contracts check box as selected above Once you ve selected the Run Report button at the bottom of this screen the list will run as shown below a partial list is shown as an example 52 CPARS Auto Register Report N CONTRACT j AW X N AVAIL aooaa carnal a CONTRACT OFFICE nage any ae EAEN seg REMOVED BY ABC12346 ARMY0110F0002 T20000 NAVFAC ENGINEERING COMMAND HAWAI 10 000 000 01 01 2010 01 01 2020 04 30 2010 T2000010C0001 20000 NAVFAC ENGINEERING COMMAND HAWAI 5 000 000 01 01 2010 01 01 2020 08 26 2010 T2000010C0003 20000 NAVFAC ENGINEERING COMMAND HAWAI 1 000 000 01
36. Data Options and List of CPARS under Report Options and then clicks on the Run Report button the report results in a list of all the user s assessments that includes the following column names Viewed Contract Number Period of Performance Current Status User List and Activity Log 58 NOTE Default column names for reports for Department POC Agency POC Contractor Representative and Senior Contractor Representative access levels do not include Notes Contractor Representative and Senior Contractor Representative access levels do not include User List or Activity Log The user can choose to include additional data columns by clicking the box s adjacent to the column name A checkmark will display in the box adjacent to the column name s selected The CPAR Status Report may be sorted by up to three sort options Select the desired option s from the Sort By drop down boxes The CPAR Status Report may be further qualified by selecting Limit Data under Data Options Limit Data allows the user to focus in on or limit the report to desired parameters The user limits the status report by clicking the box s adjacent to the desired parameter A checkmark will display in the box If a report by Contract Activity is desired enter the specific Contract Activity in the Contract Activity box A report for multiple Contract Activities can be run by entering a Contract Activity in the Contract Activity box and then clicking the Add button for each Contrac
37. OC is a senior level employee or designated representative who is a proponent of the CPARS application and process This access level allows Agency POC s to quickly identify the status of contracts and assessments within their respective Organization CPARS Agency POC BTo0 Do List BAuto Register Report BCPAR Status Report gContract Status Report Wegkatings Metrics Report l rocessing Times Report Change User Profile weg ser Feedback switch Modules Logoff CFPFARVACASSVCCASSFAPIS NWAVSEALOGCENDET PORTSMOUTH NH Version 3 7 0 Build Date 05 03 2011 14 00 00 Phone 207 458 1600 Email Technical Support View Policy Guide CPARS ACASS CCASS To Do List This option allows the Agency POC to quickly identify the actions within the organization that need to be taken to complete in process assessments Click the To Do List button a To Do List Parameters screen displays Select the desired parameter and sort options if required and click the Show To Do List button The Return to the Main Menu button returns the user to the Agency POC Main Menu CPARS To Do List Parameters Include All C Limit by Contract Number C Limit by User Role Select from List i C Limit by User Select fram List 7 sort by 1 Contract Number 2 None 3 None show To Do List a Feturn to the Main Menu A list of assessments for the Agency POC s Organization will display 51
38. RTSMOUTH HH Version 3 3 0 Build Date 0490 2009 15 00 00 Phone 207 438 1690 Email Technical support View Foley Guide CPARS ACASS CCASS FAPIIS Enter your User ID and Email Address and click Submit The system will verify that the information matches what was entered when your account was created and will send an email to that address with a temporary password After you enter your User ID and the temporary password click Login NOTE Subsequent logons for DoD will not require the use of a password Enter the temporary password in the Current Password box Enter a new password in the New Password box The password will display as asterisks The password is case sensitive and must contain 14 20 characters at least two uppercase letters two lowercase letters two numbers and two special characters The last five passwords are kept and may not be reused and passwords are valid for a period of 60 days Re enter the new password in the Confirm New Password box Complete the user information Care must be taken to keep the user s email address current correct for the implementation of the electronic notification system After all required information is entered click the Save User Password and Information button and a confirmation pop up screen displays Click the OK button You will be brought to the Rules of Behavior page Read through the rules and scroll down using either the down arrow on the right or by using the Scroll Down
39. SS COCASS Return to the Access Authorization Menu button allows the Focal Point to continue other access authorization options The Return to the Main Menu buiton returns the user to the Focal Point Main Menu Transfer User Access to Another User This option allows the Focal Point to transfer CPARS access from one user to another user as the need arises This function is particularly useful when individuals are reassigned and no longer involved with initiating or completing assessments To transfer user access to another user click the Access Authorization button from the Focal Point Main Menu Click the Transfer User Access to Another User button and the CPARS Transfer User Access screen will display 19 CPARS Transfer User Access to Another User Transfer User Access 1 Select From User 2 Select User Role 3 Select Contract s selected Contract s _Remove Remove all_ 4 To User Select Existing User _Search E _Delete or Enter a New User Name z enter alpha characters only first and last name only Ema required new users onh 5 Delete User After Transfer Yes No Transfer Access ia Return to the Access Authorization Menu o Return to the Matn Menu CPARS ACASS CCASS FAPIIS NAVSEALOGCENDET PORTSMOUTH NH Version 3 8 0 Build Date 07 22 2011 10 19 23 Phone 207 438 1690 Email Technical Support View Poliew Guide CPARS ACASS CcaAss In Step 1 select a user name from the S
40. Save receive a message Period of Performance Start Date Missing or Invalid I ve checked the format of the start date and it looks fine to me What s wrong A Check the format of the ending date Both dates must be in the MM DD YYYY format Usually the error is caused by failing to enter a leading 0 zero for the months January through September 01 09 or inadvertently omitting one of the slash characters In order to prevent this problem it is recommended that you enter the date using the pop up calendar The date will automatically be formatted properly when the calendar is used 2 received an email stating that the assessment has not been completed in 120 days and is overdue logged in but have no actions for that assessment in my To Do List The email states it is Finalized What is my action A Finalized means that the Reviewing Official has the action to sign and close the assessment You will want to contact the Reviewing Official and have them close the assessment You can use the CPAR Status Report to obtain the Reviewing Official s name by running a report choose List of CPARs and then click on User List If a Reviewing Official is not assigned to the assessment please contact the Focal Point so that they may assign one 3 have entered my supporting narrative but it is over the 24 000 character limit Is there anything can do A There is no way to extend the character limitation or upload a fil
41. Spreadsheet Click on Spreadsheet in the upper right hand corner of the page to create a Microsoft Excel version of the report Log Click on Log and a new window opens and presents the Activity Log The Activity Log provides an audit trail of the history of actions taken on the assessment For example it identifies when users were given access The Activity Log also identifies when the applicable contract was registered when the assessment was initiated and who took the action s A list of actions recorded in the Activity Log is provided below Assessing Official assigned Name Listed Assessing Official removed Name Listed Assessing Official Rep assigned Name Listed Assessing Official Rep removed Name Listed Closed by Reviewing Official Contract Auto Registered Contract Updated by FPDS Feed Contract Data Entry assigned Name Listed Contract Data Entry removed Name Listed Contract registered Contract registration deleted by Focal Point Contract registration updated Contractor Rep 30 day review expired email sent to Assessing Official Contractor Rep assigned Name Listed Contractor Rep removed Name Listed Contractor Rep review complete sent to the Assessing Official Contractor Rep review not completed email sent to Contractor Rep Assessing Official CPAR updated by Assessing Official Representative CPAR updated by Assessing Official CPAR updated by Contractor Rep CPAR updated by Reviewing Off
42. TTE or Full or Partial Contract Number List minimum of first six characters of Contract Number Cl Include Removed Contracts CPARS ACASS CCASS FAPIS NAVSEALOGCENDET PORTSMOUTH NH Version 3 8 0 Build Date 07 22 2011 10 19 23 Phone 207 438 1690 Email Technical Support View Policy Guide CPARS ACASS cCcASs Contract Office Code To ensure that Focal Points are searching for contracts in Auto Register belonging to them search by the Contract Office Code The Contract Office Code is a required field when processing data in the Federal Procurement Data System Next Generation FPDS NG If Focal Points are unaware of their Contract Office Code contact their FRPDS NG administrator Running this query will produce a list of CPARS eligible contracts orders that have been sent to FPDS NG by the applicable Contracting Office s NOTE Particular care should be taken when registering contracts orders as the Focal Point then assumes ownership and responsibility for that contract order and makes that contract order inaccessible to other Focal Points Full or Partial Contract Number Focal Points should use this option when searching CPARS for a specific contract number or to produce a specific list of CPARS eligible contracts For example if a Focal Point would like to produce a list of CPARS eligible contracts that begin with N45112 he she would enter the value of N45112 Auto Register Contracts CPARS Eligible List Screen Qu
43. To Do List Parameters button allows the Senior Contractor Representative to select new qualifiers and run another report The Return to the Main Menu button returns the user to the Senior Contractor Representative Main Menu 56 CPAR Status Report This option allows the Senior Contractor Representative to monitor the status of assessmenis that have been started or completed for all contracts within their respective corporation The CPAR Status Report will display information as counts e g number of assessments complete or as a list of assessments that allows the Senior Contractor Representative read only access to each assessment that is rated or completed See CPAR Status Report Section for more specific information Contract Status Report This option allows the Senior Contractor Representative to monitor the status of contracts within the respective corporation The Contract Status Report will display information as counts e g number of contracts due for an assessment or as a list of contracts that identifies the status of each contract e g current due overdue See Contract Status Report Section for more specific information Ratings Metrics Report This option allows the Senior Contractor Representative to run a report that will identify the distribution of ratings for all completed assessments within the corporation The report can be qualified by date or DUNS See Ratings Metrics Report Section for more specific information Cha
44. To run another Contract Status Report click the Run Another Contract Status Report button The Return to the Main Menu button returns to the user s Main Menu To display the Contract Status Report as a list of contracts with the assigned users click on the List of Users radio button under Report Options on the Contract Status Parameters screen This option is not available at the Contractor Representative or Senior Contractor Representative access levels CPARS ACASS CCASS FAPIIS NAVSEALOGCENDET PORTSMOUTH NH Version 3 6 0 Build Date 10 18 2010 08 00 00 Phone 207 438 1690 Email Technical Support View Policy Guide CPARS ACASS CCASS 67 If the user leaves the default values as Include All under Data Options and List of Users under Report Options and then clicks on the Run Report button the report results in a list of all the user s contracts that includes the following column names Viewed Contract Number Status and Due Date User Name User Role Phone Number and Email Address The Contract Status Report may be further qualified by selecting Limit Data under Data Options Limit Data allows the user to focus in on or limit the report to desired parameters The user limits the status report by clicking the box s adjacent to the desired parameter A checkmark will display in the box If a report by Contract Activity is desired enter the specific Contract Activity in the Contract Activity box A report for multiple Contract Ac
45. User Manual for Contractor Performance Assessment Reporting System CPARS Oct 2011 Current Version 3 8 0 HTTPS WWW CPARS GOV Foreword The purpose of this manual is to provide working level procedures for entering updating revising and viewing information in the Contractor Performance Assessment Reporting System CPARS Automated Information System AIS Detailed requirements of the CPARS business processes are contained in the CPARS policy guide This system was developed to support the electronic processing of Contractor Performance Assessment Reports This manual translates business process requirements into detailed step by step procedures for individuals utilizing the automated CPARS process This manual was prepared by Naval Sea Logistics Center Detachment Portsmouth NSLCDET PTSMH NSLCDET PTSMH continuously enhances the Automated Information System and the manual to meet the needs of customers Please address any recommended modifications or improvements to CPARS Project Manager Naval Sea Logistics Center Detachment Portsmouth PO Box 2058 Portsmouth NH 03804 2058 Email webptsmh navy mil Phone Customer Support at 207 438 1690 Fax 207 438 6535 Suggestions for modifying the CPARS application problems enhancements and or policy may be submitted via the User Feedback feature on the Main Menu of each assigned level in CPARS Table of Contents 7240 1 1 1 6 Ogu AR bo Mee RE Mr rE REET Pere ntr
46. acts that identifies the status of each contract e g current due overdue See Contract Status Report Section for more specific information Change User Profile Switch Access Level This option must be used whenever a user s name address email address or phone number changes This option also allows users to select optional email notifications to change their CPARS password and to switch access levels roles if the user has been granted more than one access level by the Focal Point See User Profile Section for more specific information User Feedback This option allows users to communicate suggested CPARS improvements policy comments and problems to system administrators and the Configuration Control Board See User Feedback Section for more specific information Switch Modules This option allows users to switch between the different modules CPARS ACASS CCASS and FAPIIS without having to log off See Switch Modules Section for more specific information 31 Assessing Official The Assessing Official is responsible for evaluating contractor performance and for validating the proposed ratings and remarks entered by the Assessing Official Representative s Assessing Officials have signature authority and are allowed to forward assessments to the Contractor Representative for review and comment After receiving and reviewing contractor comments the Assessing Official has the authority to close modify and or forward the ass
47. ail Notifications The CPARS application will send the following email notifications An automatic notification is sent to users when they are assigned access to CPARS An automatic notification is sent whenever the Focal Point provides access to new or existing users Users will also receive an email when the Focal Point transfers user access to another user An automatic notification is sent to the Assessing Official Representative Assessing Official Alternate Focal Point and Focal Point 30 days before the assessment is due to be started This email is weekly and continues until the assessment is started An automatic notification is sent to the Assessing Official Alternate Focal Point and Focal Point when an assessment is not completed within the 120 day objective overdue This email is weekly and continues until the assessment is completed When the Focal Point or Alternate Focal Point auto registers a contract but no users are assigned This email is weekly and continues until users are assigned to the contract When the Focal Point or Alternate Focal Point assigns users to a contract and the contract is available in auto register but has not been registered This email is weekly and continues until the contract is registered When the Assessing Official Representative initiates an assessment Optional When the Assessing Official Representative forwards an assessment to the Assessing Official When the Assessing Official returns an a
48. asic contract information in the spaces provided Required fields are identified with a red asterisk The blue question mark identifies that online help is available for the data entry field The green tabs provide additional data entry boxes Click each green tab and enter data in of the required fields to register and save the contract Once all required information is provided click the Validate and Save the Contract Data button located at the bottom of the data entry screen Click the OK button NOTE A contract order only has to be registered one time To update a contract that has already been registered enter the contract number in the Contract box and the order number if applicable in the Order box and click the Continue button The Contract Registration data entry screen displays and will display the previously registered information Click each green tab and update the contract registration fields accordingly Once updated click the Validate and Save the Contract Data button located at the bottom of the data entry screen Click the OK button To return to the Contract Data Entry Main Menu click the Return to the Main Menu button Return to the Main Menu button does not save any information that has been entered 26 View Print Contracts This option allows the Contract Data Entry user to view registered contracts in a read only format To view a contract click the View Print Contracts button and the View Print Contracts
49. associated contracts 4 system cenerated email has been sent informing users of their User ID responsibilities and resources and providing instructions on how to acquire a temporary password if applicable User Role User Name User Email User ID Status Contracts A LES aem TESTER A ae E USAF1 Authorized FB614158D0001 0001 Existing Assessing NAVY SEAL navy seal inavy mil NSEAL Authorized FRA14158D0001 0001 New Official Rep Assessing JOE ARMY 5 Official joearmy us army mil JARMY Authorized FRAL4156D0001 0001 New Contractor i o WARINE mike marinefrmarine core mil MMARI Authorize FBR l4158D0001 0001 New ee enc R george washingtonMus president mil G WASH Authorized FB6141 5800001 0001 Mesa Wote if the Status indicates Failed please contact the customer support desk for assistance NOTE If the Focal Point does not complete the workflow access role assignments there will be a system validation to notify the user that the CPAR cannot be sent to the next access level because the role has not been assigned by the Focal Point This validation will apply for Assessing Official Representative to Assessing Official Assessing Official to Assessing Official Representative Assessing Official to Contractor Representative Contractor Representative to Assessing Official and Assessing Official to Reviewing Official Modify Existing User Access This option allows the Focal Point to change existing users access l
50. ate O Award Value C Current Value C Focal Point C Organization CI CAGE Code G DUNS O Last CPAR Dates Cl Company Name C Assessor Office Sort by D Contract Number None M CPARS ACASS CCASS FAPIIS NAVSEALOGCENDET PORTSMOUTH NH Version 3 7 0 Build Date 03 01 2011 14 31 03 Phone 207 458 1690 Email Technical Support View Policy Guide CPARS ACASS CCASS lf the user leaves the default values as Include All under Data Options and List of Contracts under Report Options and then clicks on the Run Report button the report results in a list of all the user s contracts that includes the following column names Viewed Contract Number Status and Due Date The user can choose to include additional data columns by clicking the box s adjacent to the column name A checkmark will display in the box adjacent to the column name s selected The Contract Status Report may be sorted by up to three sort options Select the desired option s from the Sort By drop down boxes The Contract Status Report may be further qualified by selecting Limit Data under Data Options Limit Data allows the user to focus in on or limit the report to desired parameters The user limits the status report by clicking the box s adjacent to the desired parameter A checkmark will display in the box If a report by Contract Activity is 64 desired enter the specific Contract Activity in the Contract Activity box A rep
51. button To delete all Organizations in box click Remove All In Step 2 the Department POC enters the new user name first and last name only and email address In step 3 click the Add User button to give the user access to the Organization s Steps 1 and 2 can be repeated as necessary The View button allows the Department POC to view the existing user s name organization address email address and phone number s The Department POC can remove a user from Step 3 by clicking in the box adjacent to the name to be removed and then click Remove The Clear All Data button clears ALL names and Organizations entered on the Agency POC Authorization Matrix After entering the User Names and Organization s the Department POC should review the matrix carefully for accuracy If the information is correct the Department POC clicks the Create User Access Matrix button and an Agency POC Authorization Matrix displays providing User Name User ID Status User Type and Organization s A system generated email will be sent to users when they are assigned to inform them of their User ID temporary password procedures responsibilities and resources available Click the Return to the Access Authorization Menu button to create or modify additional user accounts or click on the Return to the Main Menu button to return to the Department POC Main Menu 46 CPARS ACASS CCASS FAPTIS NAVSEALOGCENDET PORTSMOUTH NH Version 3 7 0 Build Date 03 01 2011 14 31
52. ce a check next to the contract s and click Remove Selected Contracts e The base Indefinite Delivery Vehicle IDV contract is registered Organization Select an Organization CONTRACT CONTRACT NUMBER SELECT OFFICE CONTRACT OFFICE arg sppe gt CODE view ABC1234 NAVF0110F0001 O NAVF01 NAVAL SEA LOGISTICS CENTER 5 000 000 01 01 2010 01 01 2020 04 30 2010 view ABC12345 NAVFO110F0002 O NAVF01 NAVAL SEA LOGISTICS CENTER 5 000 000 01 01 2010 01 01 2020 04 30 2010 view ABC12346 NAVFO110F0002 O NAVF01 NAVAL SEA LOGISTICS CENTER 5 000 000 01 01 2010 01 01 2020 04 30 2010 view ABC12347 USMCO0110F0003 m NAVFO1 NAVAL SEA LOGISTICS CENTER 5 000 000 01 01 2010 01 01 2020 04 30 2010 view ABC12348 USMCO0110F0003 m NAVFO1 NAVAL SEA LOGISTICS CENTER 5 000 000 01 01 2010 01 01 2020 04 30 2010 view ABC12346 ARMYO0110F0002 m T20000 NAVFAC ENGINEERING COMMAND HAWAI 10 000 000 01 01 2010 01 01 2020 04 30 2010 view ABC12347 NAVFO110F0003 O T30000 NAVFAC ENGINEERING COMMAND HAWAI 10 000 000 01 01 2010 01 01 2020 04 30 2010 view ABC12348 NAVFO110F0003 O T40000 NAVFAC ENGINEERING COMMAND HAWAI 10 000 000 01 01 2010 01 01 2020 04 30 2010 view ABC12347 ARMYO0110F0003 H USMC01 NAVAL SEA LOGISTICS CENTER 5 000 000 01 01 2010 01 01 2020 04 30 2010 view ABC12348 ARMYO0110F0003 H USMC01 NAVAL SEA LOGISTICS CENTER 5 000 000 01 01 2010 01 01 2020 04 30 2010 ie Register Selected Contracts ia Remove Selected Contracts Return to the Auto Register Co
53. completed if the following conditions apply 1 the individual assessing the contractor s performance is available 2 has sufficient knowledge of the contractor s performance for the period in question 3 has documentation to support narratives and ratings for the period in question 4 has periodically communicated with the contractor regarding performance for the period in question If your closed contract meets these conditions you must complete a CPAR Other Agency users should contact their Agency point of contact for assistance 2 Do have to do a CPAR for RDT amp E contracts 85 A For Department of Defense users no If the RDT amp E contracts are funded with 6 1 Basic Research 6 2 Exploratory Development or 6 3 Advanced Technology Development funds a CPAR is not required because they fall under the Science and Technology Sector which is not applicable to CPARS Refer to the DoD CPARS Guide page A1 5 for details For Other Agency users CPARs are required for RDT amp E contracts 3 Who prepares a CPAR on an order under a Federal Supply Schedule A CPARs for orders against Federal Supply Schedules are not prepared by GSA It is the responsibility of the requiring activity to complete a separate CPAR for each order placed against a Federal Supply Schedule when the individual order exceeds the CPARS reporting thresholds For these CPARs the period of performance for the assessment shall be based on the effective date award dat
54. d Once completed with the Modified Ratings the Assessing Official has the option to Validate and Send to the Reviewing Official or Validate and Close the CPAR if CPAR is not contentious The Contractor Representative will receive an automated email whenever an assessment is completed and can subsequently retrieve the completed assessment from CPARS CPARS Services IT Operations Contract Schedule Number A4F123408C0200 L Order Number Click on a tab below to view enter the reiated information fields identified with are required Contractor Name Address SAER GUTER ireu Modified Ratings sairi ititiras 18 Evaluate the following Areas rate or select N A for all major areas a f b Schedule TAS CUOR e Management fair B ih og Cae Tote e Management of Key Personnel L Past Rating NA Rating UNSATISFACTORY Trend N A 20 Assessing Official Narrative 23996 characters remaining for all Assessing Official Narrative fields Performance does not meet most contractual requirements and recovery is not likely in a timely manner The contractual performance of the element or sub element contains a serious problem s for which the Contractor s corrective actions appear or were ineffective Note To justify an Unsatisfactory rating you should identify multiple Significant events in each category that the contractor had trouble overcoming and state how it impacted the Government However a singular problem could be of s
55. d 30 days to review and comment on each assessment forwarded to his her company CPARS Contractor Rep Main Menu Df iew Print CPARs To Do List CPAR Status Report a Contract Status Report F Change User Profile E User Feedback W witch Modules ob CPARS ACASS CCASS FAPTIS NAVSEALOGCENDET PORTSMOUTH NH Version 3 8 0 Build Date 07 22 2011 10 19 23 Phone 207 458 1690 Email Technical Support View Policy Guide CPARS ACASS CCASS View Print CPARs This option allows the Contractor Representative to view print an assessment that has been forwarded for comment or that has been previously completed in CPARS This option does not allow Contractor Representatives to enter comments on the assessment See the To Do List below to determine how to enter comments on an assessment To view an assessment click the View Print CPARs button and the View Print CPARs data entry screen displays Enter the contract number in the Contract box and the order number if applicable in the Order box and click the Continue button If more than one assessment exists for the contract number a list of assessments will display Click on the contract number of the assessment to be viewed and or printed The assessment will display in HTML format Click View CPAR as PDF to view the assessment using Adobe Acrobat Reader Once the assessment has been displayed the user is able to scroll through the report and or print it on a local printer To retur
56. d in to save a partially completed assessment When the Assessing Official is ready to continue working on the assessment simply login to CPARS click on the To Do List see below and click on the contract order number of the assessment to be completed The assessment that was previously initiated but was saved and closed will be displayed for additional data entry Online help is available during the data entry process Fields identified with a blue question mark indicates online help availability Simply click on the blue question mark to obtain an explanation of the information to be entered in the adjacent field A red checkmark located within any of the green rating tabs indicates at least one element has been rated for the specific performance area The Assessing Official will click on the Return to the Assessing Official Representative button whenever the Assessing Official determines the assessment requires additional detail and or clarification from the Assessing Official Representative The Assessing Official Representative will revise the assessment as requested This exchange between the Assessing Official and the Assessing Official Representative may occur until the Assessing Official is satisfied with the level of detail and the quality of the assessment The Return to the Assessing Official Representative button is only available when the assessment is initiated by an Assessing Official Representative Prior to forwarding the asse
57. d then click the List the CPARs that Meet these Qualifiers button A list of completed assessments will display Click on the contract number of the assessment to be viewed and a new window opens and displays the assessment in HTML format Click the View CPAR as PDF button to view the assessment in Adobe Acrobat Reader Once the assessment is displayed the user is able to scroll through the entire assessment and or print the assessment on a local printer The Return to the View Print CPARs Qualifier Menu button allows the Senior Contractor Representative to select new qualifiers and run another report The Return to the Main Menu button returns the user to the Senior Contractor Representative Main Menu CPARS View Print Completed CPARSs select a Contract Munier below to view print the CALE record CONTRACT NUMBER PERIOD OF PERFORMANCE CAGE CODE DUNS PSC NAICS View Contractor Reps This option allows the Senior Contractor Representative to quickly identify all Contractor Representatives and view their contact information within the corporation who have been authorized to enter comments in CPARS assessments Click View Contractor Reps from the Senior Contractor Representative Main Menu and the View Contractor Reps screen displays The Senior Contractor Representative can view Contractor Representatives by Contract Number User Name or DUNS Select the desired option s and click View A list of Contractor Reps with User Name User ID and Last L
58. data entry purposes To initiate an assessment click on the Initiate a CPAR button The Initiate a CPAR data entry screen will display When the assessment is to be completed at the contract level enter the contract number in the Contract box and click the Continue button If the assessment is to be completed at the Task Delivery Order level enter the contract number in the Contract box and the order number in the Order box and click the Continue button In either case the data entry screens display and are pre filled with the basic contract information and any miscellaneous information entered during contract registration NOTE The contract must be registered before an assessment can be initiated The green tabs provide additional data entry fields Click each green tab to complete the Initiate a CPAR process The assessment data entry screens identify required fields with a red asterisk However the Assessing Official Representative is allowed to save a partially completed assessment without addressing all the required fields Clicking the Save Data button will save the partially completed assessment NOTE Report Type and Period of Performance must be filled in to save a partially completed assessment When the Assessing Official Representative is ready to continue working on the assessment simply Logon to CPARS click on the To Do List see below and click on the contract order number of the assessment to be completed The assessment
59. data entry screen displays Enter the contract number in the Contract box and the order number if applicable in the Order box and click the Continue button The contract will be displayed in read only format and the user has the option to print the contract to a local printer To return to the Contract Data Entry Main Menu click the Return to Main Menu button CPAR Status Report The CPAR Status Report at the Contract Data Entry level is unique in that the status of the assessment s is provided but the entire assessment cannot be viewed Entire assessments are not accessible at the Contract Data Entry level because this is the only level in the automated workflow process that can be granted to a support contractor Support contractors are not permitted to view another contractor s past performance assessments Click the CPAR Status Report button from the Contract Data Entry Main Menu A list of assessments and the current status of each will display Click on the contract number of an assessment and only the basic contract information will display in a read only format Click Close to select another contract number to view The Return to the Main Menu button returns the user to the Contract Data Entry Main Menu Change User Profile Switch Access Level This option must be used whenever a user s name address email address or phone number s changes This option also allows users to change their CPARS password and to switch access levels roles
60. e 207 458 1690 Email Technical Support View Policy Guide CPARS ACASS CCASS A list of all users who have been given access to the specific contract will display and the Focal Point can then choose to Remove Access Reset Password Modify Access Change Profile or Delete User as required User Name Clicking on the user s name allows the Focal Point to view the user s profile information including User ID name title organization address email and phone number s Remove Access This option allows the Focal Point to remove user access to the contract that was selected from the drop down Once the appropriate users have been checked for removal the Focal Point then clicks the Remove Access button A popup will appear asking Are you sure you want to remove the selected access Click OK to continue removing the user s access or Cancel to return to the list of users If OK is selected a popup will display indicating that access was removed click OK The list of users will automatically refresh to exclude the removed user s Reset Password This option allows the Focal Point to reset a user s password Click Reset Password and the Confirm Password Change pop up box will display and includes a new temporary system generated password The Focal Point must click the SUBMIT button to confirm and establish the new password in CPARS It is the Focal Point s responsibility to convey the new temporary password to the user
61. e disa mil pk ecatindes html Phone 207 438 1690 Email Technical support View Policy Guide CPARS ACASS ClASS FAPIIS The use of PKI certificates is still a DoD requirement that is being waived for industry users only DoD Government employees will continue to use their Common Access Cards CAC when accessing FAPIIS If you have any questions please don t hesitate to contact CPARS Customer Support at 207 438 1690 or webptsmh navy mil All first time users will have to use the Forgot Password button to obtain a temporary password CPARS ACASS CCASS FAPHS This Svstem is for UNCLASSIFIED USE ONLY Messages Welcome to CPARS v3 3 0 If you have any questions call 207 433 1690 for technical support of CPARS ACASS CCASS FAPOS or for any questions on CPARS and FAPUS For all other AC ASS and CCASS questions please call 503 808 4590 CPARSIAC ASSICCASSIFAPITS NAVSEALOGCENDET PORTSMOUTH NH Version 3 3 0 Build Date 04S0 2009 15 00 00 Phone 207 432 1690 Emai Technical Support View Policy Guide CPARS ACASS COASS FAPIIS Click on the Forgot Password button and the following screen displays CPARS AC ASS CCASS FAPITS Forgot Password Your password will be reset and an ernail will be sent to you with the new password You wall be required to change your password the next time you log in Indicates Required Information User ID Final Address Cancel CPARSAC ASSICCASSIFAPITS MAYSEALOGCENDET PO
62. e User button and the following screen displays 47 CPARS Access Authorization Remove all access and delete the following user User Name User ID Organization s GEORGE WASHINGTON GWASH DOE 01 ea ICT E Return to the Main Menu CPARS ACASS CCASS FAPIS NAVSEALOGCENDET PORTSMOUTH NH Version 3 7 0 Build Date 03 03 2011 14 00 00 Phone 207 438 1690 Email Technical Support View Poley Guide CPARS ACASS CCASS Click the Delete User button and a pop up message displays confirming that the Agency POC has been deleted from CPARS Click the OK button The Return to the Access Authorization Menu button allows the Department POC to continue with additional access authorization work The Return to the Main Menu button returns the user to the Department POC Main Menu Modify User This option allows the Department POC to add or delete Organization s for an existing Agency POC Click the Modify User button and the Agency POC screen displays In step 1 Select an Organization from the Select an Organization drop down box and click the Add button to give the Agency POC access to the selected Organization The selected Organization will appear in the New Organization s box If an incorrect Organization was added highlight it in the New Organization s box and click the Remove button Select the correct Organization from the Select an Organization drop down box and click the Add button In step 2 if the Agency POC has access
63. e at https www cpars gov accessforms userforms htm Focal Points coordinate CPARS access create User IDs passwords for a specifically assigned area of responsibility The Focal Point must be logged onto the correct module CPARS ACASS CCASS or FAPIIS in order to provide access to that module The Focal Point is also authorized to register contracts that will require a contractor performance assessment The Focal Point assists the Assessing Official in implementing the automated CPARS process by providing training and helping with administrative matters to ensure that assessments are completed in a timely manner and are of high quality CPARS Focal Point Main Menu ia Register Update a Contract CPARS ACASS CCASS FAP NAVSEALOGCENDET PORTSMOUTH NH Version 3 8 0 Build Date 07 22 2011 10 19 25 Phone 207 438 1690 Email Technical Support View Policy Guide CPARS ACASS CCASS Register Update a Contract This option allows a Focal Point to manually input and update basic contract information into CPARS The contract must be registered within 30 days after contract award Registering and updating a contract are the onlyfunctions that the Focal Point may perform in the automated workflow process To register or update a contract click on Register Update a Contract The Register Update a Contract data entry screen will display To register an assessment that is to be completed at the contract level enter the contract number in the Con
64. e notified via email that an assessment is ready for review A message will appear Stating that the CPAR has been saved and a notice has been sent to the Assessing Official Click on the OK button to view the CPAR in HTML or click Cancel to close the message from the HTML view The Assessing Official Representative is now locked out of the assessment and may now only view the assessment To return to the Assessing Official Rep Main Menu click Return to the Main Menu button Return to the Main Menu button does not save any information that has been entered 30 CPAR Status Report This option allows the Assessing Official Representative to monitor the status of assessments that have been started or completed for each contract that he she has been authorized access to The CPAR Status Report will display information as counts e g number of assessments complete or as a list of assessments that provides the Assessing Official Representative read only access to each assessment See CPAR Status Report Section for more specific information Contract Status Report This option allows the Assessing Official Representative to monitor the status of contracts that he she has been authorized access to The Contract Status Report will display information as counts e g number of contracts due for an assessment as a list of users that identifies the status of each contract e g current due overdue and the users assigned to that contract or as a list of contr
65. e of the individual order 4 Are outside CONUS contracting offices and contractors exempt from CPARS requirements A There is no exemption for outside CONUS contracting offices or contractors 5 How do I make note of a prime contractor s compliance with the sub contractor performance plan submitted for the contract A The CPAR contains a rating element for Utilization of Small Business This element is used to assess compliance with all terms and conditions in the contract relating to small business participation including achievement on each individual goal stated in the contract or subcontracting plan Appendix 3 and Appendix 4 of the DoD CPARS Guide contain specific instructions for assessing this rating element Download Adobe Acrobat Reader 6 Are there forms available for completing CPARs containing classified information Can enter that information into the CPARS application A Forms are available from the CPARS help desk at 207 438 1690 Classified information is not to be entered into the CPARS automated application Use the on line automated application for unclassified use only CPARs on classified programs will be processed in accordance with program security requirements Copies of classified CPARs will be maintained and distributed in accordance with agency procedures 7 Are CPARs releasable under the Freedom of Information Act FOIA A Contractor performance information is privileged source selection information It is a
66. e with additional narrative You will need to revise your comments to 24 000 or fewer characters 4 How do extend the contractor s 30 day review period A There is no specific action required to extend the 30 day review period Once the 30 day review period expires the assessment will appear on your To Do List To extend the contractor s review period do not retrieve the assessment from your To Do List Once you retrieve the assessment and continue with the process the contractor will no longer have access to the record for review and comment 5 Pm trying to initiate an assessment but it tells me that an assessment already exists that covers some or all of the period of performance A This message means that there is already an assessment in CPARS that covers some or all of the Period of Performance being entered To check the Period of Performance dates of the prior CPAR use the CPAR Status Report Run the report selecting List of CPARs and then click on the applicable contract number for the prior CPAR 6 received an email stating that the CPAR is overdue for a specific period of performance I know that have previously completed a CPAR for that period of performance Why am I receiving this email 84 A You are likely receiving this email because the CPAR report type was marked incorrectly or the contract completion date was not updated To check the CPAR report type use the CPAR Status Report Run the report select
67. ed Log DACASOD2DOOO1 10 25 2010 03 16 2011 Completed J Count 2 x indicates the record has been selected for viewing 4 indicates notes have been entered STATUS Registered The contract is registered no CPARs have been initiated Initiated CPAR initiated waiting for Assessing Official Rep to send to Assessing Official Drafted CPAR initiated waiting for Assessing Official signature Rated Signed by Assessing Official waiting for Contractor Rep comments Reviewed Signed by Contractor Rep waiting for Assessing Official to finalize Finalized Ratings finalized watting for Reviewing Official comments Completed The CPAR has been completed Run Another CPAR Status Report E Return to the Main Menu CPARSACASSCCASSFAPIS NAVSEALOGCENDET PORTSMOUTH NH Version 3 7 0 Build Date 03 01 2011 14 31 03 Phone 207 4355 1690 Email Technical Support View Policy Guide CPARS ACASS CCASS Notes This option serves as post it notes for each assessment that has been started but not completed Click on the Notes to enter or view notes that have been entered by the Assessing Official Representative Assessing Official Reviewing Official or Focal Point this feature is only available at these levels Click on Notes and a Status Report Notes pop up displays Click the Save button to save the new note A red check mark 4 indicates notes have been entered in the Notes field Click the Close button to return to the list of as
68. ed New users onip or Select Existing User GEORGE WASHINGTON view Current Alternate Focal Point s Name User ID Password Delete Phone Number Email Address GEORGE WASHINGTON GWASH Reset Delete george washington us president mil JOE ARMY JARMY Reset Deletey O jocarny us army ml NAVY SEAL NSEAL Resst Delete nay seal navy mil Assign Alternate Focal Point The Focal Point must identify the designated Alternate Focal Point by entering a name First Name and Last Name only in the Enter New User Name box and an email address in the Email box or by selecting an existing user from the Select Existing User drop down box The drop down box includes a list of existing users that have been given access to CPARS by the Focal Point The adjacent View button allows the Focal Point to view the existing user s profile information including User ID name title organization address email and phone number s Once a new name is entered or an existing user selected the Focal Point will click the Assign Alternate Focal Point button To delete an Alternate Focal Point click the Delete option To reset the Alternate Focal Point s password click on the Reset button Return to the Access Authorization Menu button allows the Focal Point to continue other access authorization options The Return to the Main Menu button returns the user to the Focal Point Main Menu NOTE When the Alternate Focal Point is a New User
69. ed Ratings and ba ratres feces sing Offical Validate Proposed Ratings and Marratves md Send te Contrato sung Contractor Representative Provide Comment and Indicate feces sing Dificil Concurrence t Ao mC oncur renca Review Contactr Commenta and Modify CAHAR if Required C b if not Go ne miom Reviewing Offical Provide Co mime ma and Close if applicable To support this workflow each user is assigned a unique level of access by the Focal Point CPARS Focal Points define a User Access Matrix that restricts access on a contract by contract basis based on an individual s assigned responsibility in the process Heads of contracting are responsible for overseeing the implementation of the CPARS process within their respective organizations The following paragraphs explain the correlation between defined access levels and the steps in the business process Step 1 Contract Registration Allows general contract information to be entered by anyone assigned those responsibilities Contracts must be registered within 30 days after contract award Step 2 Enter Proposed Ratings Allows individuals assigned to management of specific contracts as an Assessing Official Rep Assessing Official to enter proposed ratings and supporting narrative or remarks These ratings are relative to the contractor s performance for a specific contract Step 3 Validate Proposed Ratings Allows the Assessing Official to establish performance
70. eld A red checkmark amp located within any of the Green Rating Tabs indicates at least one element has been rated for the specific performance area CPARS To Do List salect a Contract Mumber below to complete the action required j CONTRACT NUMBER DUNS PERIOD OF PERFORMANCE ACTION REQUIRED ASSIGNED 5 Notes AF125406C0200 ooggggg00 12 13 2007 12 12 2008 Input Comments Clase CPAR 01 14 2009 indicates notes have been entered a tein 42 NOTE A red checkmark E next to Notes on the To Do List located next to a Contract Number indicates that a note has been generated for that CPAR Notes may be viewed or added by clicking on them Click on each of the Green Tabs to review the entire assessment The Reviewing Official has the option to click on the Return to the Assessing Official button whenever the Reviewing Official determines the assessment requires additional detail and or clarification from the Assessing Official The Assessing Official will revise the assessment as requested This exchange between the Reviewing Official and the Assessing Official may occur until the Reviewing Official is satisfied with the level of detail and the quality of the assessment After the assessment has been reviewed the Reviewing Official clicks the Reviewer Tab and enters their comments in the Reviewing Official Comments field The Reviewing Official must acknowledge consideration of any significant discrepancies between the Assessing Officials ass
71. elect From User drop down box In Step 2 select the user role from the Select User Role drop down box In Step 3 select the specific contract s to be transferred from the Select Contract s box Multiple contracts can be selected by holding the CTRL key and clicking each contract to be transferred To select multiple contracts that are adjacent click on the first contract hold the SHIFT key and then click on the last contract to be transferred Once contracts are selected click Add or select Add All to transfer all contracts If an incorrect contract is selected after clicking Add highlight the incorrect contract in the Selected Contract s box and click on the Remove button The Remove All button will remove all contracts from the box In Step 4 the Focal Point will identify the transfer To User To select a user who already has access to CPARS click the Search button and the Search for Existing Government Contractor Users window displays Enter the full or partial last name and click on the Search button A list of existing user names will display Click on the desired name and the name will appear in the Select Existing User box The Delete button removes the selected user name from the Select Existing User box If the To User is not an existing user enter the Name first and last name only and Email address of the new user in the spaces provided 20 In Step 5 the Focal Point can choose to Delete User After Transfer This acti
72. enu Choose the correct level from the drop down and click Switch 11 am receiving an error message stating can not forward the assessment onto the next level because no one is assigned to the level A Please contact your Focal Point to have them add a user to the system for that level The Focal Point name and contact information can be obtained by running the CPAR Status Report choosing the List of CPARs option and clicking on the User List for the particular contract number 12 My Contracting Officer issued a modification that extends the contract completion date How can update this contract which is already registered in the system A To update a registered contract login to the system and enter the contract number in the contract number field and then click Register a Contract The previously registered contract appears and any of the data elements can be updated and saved 13 Where do I go if have other questions on the CPARS Automated Information System A Contact our Help Desk Comm 207 438 1690 Fax 207 438 6535 E mail webptsmh navy mil Certificate PKI 1 Why do still need a User ID if have a PKI certificate A A User ID is required because many users have more than one User ID for the system because they have more than one access level The system needs to be able to distinguish which level of access a user is logging into so the user can perform the required actions 2 What type of PKI certif
73. er Number Click on a tab below to view the related information Contractor Name Address Contract Information Misc Information Small Business Utilization Ate Contractor Rep 22 Contractor Representative Comments Concurrence 23 Name and Title of Contractor Representative Name Title F Accept the Ratings and Send to the Reviewing Officia fh ccept the Ratings and Close the CPAR B odify the Ratings a Return to the Main Menu CPARS ACASSCCASS FAPITS NAVSEALOGCENDET PORTSMOUTH NH Version 3 7 0 Build Date 03 01 2011 14 31 03 Phone 207 438 1690 Email Technical Support View Poley Guide CPARS ACASS CCASS When the Accept the Ratings and Send to the Reviewing Official button is selected the Reviewing Official will be notified via email that an assessment Is ready for review and comment A message asking if you are sure you want to Accept the ratings and send to the Reviewing Official appears Click the OK button A message indicating that a notice was sent to the Reviewing Official appears Click the OK button An assessment Process 36 Feedback screen displays Select a rating scale of 1 to 10 from the drop down box to rate the effectiveness of the assessment process in improving communication between the organization and the contractor evaluated Note that specific comments questions and suggestions on the CPARS process can be entered in the User Feedback feature available from the Main Menu Click
74. er Status Due Date Contract Completion Date Form Type Award Value AF123408C0200 CURRENT 08 28 2012 10 25 2013 Nonsystems 5 000 000 DACA9902D0001 DUE 09 13 2011 10 25 2012 Nonsvstems 10 000 000 Count 2 X indicates the record has been selected for viewing STATUS Current All required CPARs for this contract have been completed or are not yet due Due The latest CPAR for this contract should be in progress at this time Overdue The latest CPAR for this contract has not been completed within the 120 day period Final The Final CPAR for this contract has been completed no further CPARs are due Run Another Contract Status Report Ri Return to the Main Menu CPARS ACASS CCASS FAPIIS NAVSEALOGCENDET PORTSMOUTH NH Version 3 7 0 Build Date 03 01 2011 14 31 03 Phone 207 438 1690 Email Technical Support View Policy Guide CPARS ACASS CCASS Contract Number Click on the Contract Number to view all assessments for the contract number selected After clicking on the contract number a pop up window will open that lists all assessments that have been started or completed for the contract Click on the Contract Number for the assessment to be viewed and it will display in HTML format Click the View CPAR as PDF button to view the assessment in Adobe Acrobat Reader If the assessment has been modified the pop up screen contains a View Original CPAR button or a View Modified CPAR button Click the View Original CPAR button to v
75. eries run in the previous parameters screen will result in a list of contracts orders that are eligible for reporting The CPARS eligible list is filtered by Business Sector and applicable minimum dollar threshold So contracts orders not meeting the established minimum dollar threshold for CPARS reporting will not be displayed To register these use the manual Register a Contract button from the CPARS Main Menu screen Also contracts orders that have already been registered in CPARS will not be displayed If the base Indefinite Delivery Vehicle IDV has been registered in CPARS a symbol will be shown next to any task orders for that contract Contract Office Code and Contract Office identify the Contracting Office that placed the contract order Dollar Value is the aggregate value of the base and all options under the 22 contract order and is used to determine if the contract order meets the minimum reporting dollar thresholds Award Date indicates the date the contract order was awarded Completion Date indicates the end date of the contract Available Date indicates the date that the contract became available in Auto Register CPARS Auto Register Contracts e Only register and or remove contracts that are under your cognizance area of responsibility e To register a contract s from the list select an Organization place a check next to the contract s and click Register Selected Contracts To remove a contract s from the list pla
76. essing Official 444 890 7865 george washington noemail mil GEORGE WASHINGTON Assessing Official Rep 444 890 7865 ton noemail mil STEVE SMITH Contractor Rep steve smith noemail _mil TIM TURNER Reviewing Official tim turner noemail _mil FB614158D0001 0002 CURRENT 02 17 2012 RONALD REGAN Focal Point 355 678 9090 Ronald Regan noemail mil ABRAHAM LINCOLN Alternate Focal Point abraham lincoln noemail mil ABRAHAM LINCOLN Assessing Official Rep abraham lincoln noemail mil ABRAHAM LINCOLN Reviewing Official abraham lincoln noemail mil GEORGE WASHINGTON Assessing Official 444 890 7865 george washington noemail mil Count 2 X indicates the record has been selected for viewing STATUS Current All required CPARs for this contract have been completed or are not vet due Due The latest CPAR for this contract should be in progress at this time Overdue The latest CPAR for this contract has not been completed within the 120 day period Final The Final CPAR for this contract has been completed no further CPARs are due Contract Number Click on the Contract Number to view all assessments for the contract number selected After clicking on the contract number a pop up window will open that lists all assessments that have been started or completed for the contract Click on the Contract Number for the assessment to be viewed and it will display in HTML format Click the View CPAR as PDF button to view the assessment in Adobe Acroba
77. essment and the Contractor s remarks To save partially completed remarks and information click the Save Data button To return to the Reviewing Official Main Menu click Return to the Main Menu Return to the Main Menu button does not save any of the information that has been entered Prior to closing the assessment the Reviewing Official must enter their identifying information Click on the Sign Now button to populate the data from the User Profile When all required information located on the Reviewer Tab has been completed click the Validate and Close the CPAR button to save and close the assessment A notice that the CPAR has been closed will appear with an option to View the CPAR Click OK to view the CPAR in HTML or Cancel to Return to the Main Menu In the HTML view click View CPAR as PDF to view the assessment using Adobe Acrobat Reader or click Return to Main Menu Click the OK button to confirm that the assessment was closed An automatic email notice is sent to the Contractor Representative Click the Return to the Main Menu button to return to the Reviewing Official Main Menu NOTE If the Assessing Official Modified the CPAR the Contractor tab is moved to the Original Ratings tab CPARS Nonsystems Contract Schedule Number 4F123408 C0200 Order Number Click on a tab below to view enter the related information fields identified with are required Contractor Name Address Contract Information Misc Information Small Busi
78. essment to the Reviewing Official CPARS Assessing Official Main Menu Register Update a Contract initiate a CPAR E Delete an Incomplete CPAR CPARSVACASSOCASSFAPIS NAVSEALOGCENDET PORTSMOUTH NH Version 3 8 0 Build Date 07 22 2011 10 19 23 Phone 207 438 1600 Email Technical Support View Policy Guide CPARS ACASS CCASS Register Update a Contract This option allows an Assessing Official to manually input basic contract information into CPARS The contract must be registered within 30 days after contract award To register or update a contract click on Register Update a Contract The Register Update a Contract data entry screen will display To register an assessment that is to be completed at the contract level enter the contract number in the Contract box and click the Continue button When an assessment is to be completed at the Task Delivery Order level enter the contract number in the Contract box and the order number in the Order box and click the Continue button In either case the Contract Registration data entry screen will display Enter the Commercial and Government Entity CAGE code the Data Universal Numbering System DUNS or the DUNS 4 that is applicable to the contract to be registered If the DUNS is unknown click the Company Name drop down box and select one of the options and enter the applicable company name information in the adjacent space Click the Continue with Contract Registration button If
79. essments that have been forwarded by the Assessing Official Representative or previously saved by the Assessing Official To save a partially complete assessment the Report Type and Period Of Performance must have been filled in and saved The two assessments shown below in the Assessing Officials To Do List both require the Assessing Official s action to Rate and Send to the Contractor To open the first contract click on the contract number and the assessment opens to be reviewed and rated by the Assessing Official CPARS Practice To Do List ogiect a Contract Muniber below to complete the action required CONTRACT NUMBER DUNS PERIOD OF PERFORMANCE ACTION REQUIRED ASSIGNED Notes DACAS9O2D0001 goggoggog 1 03 2007 10 03 4007 Rate send to Contractor 10 10 2007 Notes DACA0909C1234 goggogoog Li04f2007 11 02 2008 Rate Send to Contractor indicates notes have been entered NOTE A red checkmark next to Notes on the To Do List located next to a contract number indicates that a note has been generated for that CPAR Notes may be viewed or added by clicking on them The assessment screen shot below has the Assessor Tab selected Should this assessment have been forwarded by an Assessing Official Representative then the Assessing Official could return it for further input by selecting the Return to the Assessing Official Representative button If the Assessing Official is satisfied with the Assessing Official Representatives Rating
80. evel to remove users access to contracts to reset passwords to update users profile information and to delete users from the CPARS application To access the Modify Existing User Access option click the Access Authorization button on the Focal Point Main Menu Click the Modify Existing User Access button from the Access Authorization Menu and the Modify Existing User Access Screen displays 15 CPARS Modify Existing User Access elect a Contract Select Contract or User Select User id View Access Users Authorized by You To modify existing user access by contract click the Select a Contract drop down box and all contracts authorized by the Focal Point will display Select the desired contract and click the View Access button The Users Authorized by You matrix displays CPARS Modify Existing User Access select a Contract B614158D0001 0001 or User Select User Users Authorized by You User Name User ID User Role Contracts nove Acces ABRAHAM ALINCO Assessing FB614158D0001 Reset Modify LINCOLN Official 0001 Password GEORGE GWASHI Assessing FR614158D0001 Reset WASHINGTON Official Rep 0001 Password STEVE SMITH SSMIT Contractor FB614138D0001 Reset Rep 0001 TIM TURNER TTURN Reviewing FB614158D0001 Reset Official 0001 Password Return to the Access Authorization Menu CPARS ACASS CCASS FAPIIS NAVSEALOGCENDET PORTSMOUTH NH Version 3 6 0 Build Date 10 18 2010 08 00 00 Phon
81. ew Existing User Access button from the Access Authorization Menu and the View Existing User Access screen displays CPARS View Existing User Access eelect Contract ALL andor User ALL View Access Users Authorized by You o Feturm to the Access Authorization Men P Feturn to the Wain Menu CPARSIACASSICCASSIFAPIIS NAYSEALOGCENDET PORTSMOUTH NH Version 3 4 0 Build Date 0426 2010 09 00 00 Phone 207 432 1690 Email Technical Support View Policy Guide CPARS ACASS CCASS To View Existing User Access by contract click the Contract drop down box and all contracts authorized by the Focal Point will display Select the desired contract number and then click the View Access button A list of users who have been given access to the specified contract will display The User ID User Role and Last Logon Date are also provided If the Focal Point would like to view the User s profile information click on the User s Name and the User ID name title organization address email and phone number s will display The Spreadsheet function will export the data columns displayed into a Microsoft Excel Spreadsheet 18 CPARS View Existing User Access select Contract FSSt aE Ret myn Anik andor User ALL View Access Users Authorized by You User Name User ID User Role Last Logon Date Contracts ABRAHAM LINCOLN ALINCO Assessing Official NEVER FRA14156D0001 0001 GEORGE WASHINGTON GWASHI Assessing Official Re
82. file Switch Access Level Change User Profile Switch Access Level The Change User Profile Switch Access Level option is very important as it is the primary method that users at all access levels keep their profile information up to date For example if a user s email address changes the user would access the Change User Profile Switch Access Level button to update the email address in CPARS This option is also used to change user preferences receive optional email notifications to change a user s password and to switch access levels when necessary To update user information click the Change User Profile Switch Access Level button from the Main Menu The User Profile Menu will display NOTE This option is identified as Change User Profile at the Focal Point Contractor Representative Senior Contractor Representative Department POC and Agency POC access levels as they are not allowed to switch access levels The Switch Access Level option is available at the Contract Data Entry Assessing Official Representative Assessing Official Reviewing Official and Alternate Focal Point access levels Switch Access Level allows the user to switch between two or more roles when the Focal Point has provided the user with multiple access levels To switch access levels click on the Change User Profile Switch Access Level button from the Main Menu The User Profile Menu will display CPARS User Profile Menu Access Level Assessing Oficial
83. for each contract See Contract Status Report Section for more specific information Ratings Metrics Report This option allows the Department POC to run a report that will identify the distribution of ratings for all completed assessments within the department The report can be qualified by date Focal Point or Organization See Ratings Metrics Report Section for more specific information Processing Times Report This option allows the Department POC to monitor the processing times for all assessments within the department For example this report will identify the number of assessments completed for a specific month and how many were completed within the 120 day objective See Processing Times Report Section for more specific information Change User Profile This option must be used whenever a Department POC s name address email address or phone number changes This option also allows users to change their CPARS password See User Profile Section for more specific information User Feedback This option allows users to communicate suggested CPARS improvements policy comments and problems to system administrators and the Configuration Control Board See User Feedback Section for more specific information Switch Modules This option allows users to switch between the different modules CPARS ACASS CCASS and FAPIIS without having to log off See Switch Modules Section for more specific information 50 Agency POC An Agency P
84. g their users who have not logged into CPARS for over two years This email is sent quarterly An automatic notification is sent to Agency POC s when the Department Point of Contact provides access to new existing Organization s An automatic notification is sent to Agency POC s when the Department Point of Contact provides access to additional Organization s An automatic notification will be sent to all users that have not logged in within two years notifying them to login into the system to retain their account The Focal Point and the Department POC will also be notified 80 Using CPARS Effectively When Registering Contracts or Working on Assessments The small blue question mark indicates online help is available for the adjacent field Click on the blue question mark and the online help window opens A red asterisk designates a required field All required fields must be completed to register a contract However assessments can be started and saved without all required fields being completed Required fields must be completed whenever assessments are validated and sent to the next workflow step A small calendar located adjacent to a date field allows the user to populate the date field with the use of a mouse Click on the calendar and select the correct date This will assure the date is entered in the correct format There is a character counter located at the bottom of data entry screens that help users identify ho
85. ght Mot l 0 iG l 10 Probably Would Mot l J l U 2 Definitely Would Not l 0 0 0 l Technical Quality of Product Systems Total Exceptional Dark Blue 4 4 Very Good Purple l l matisfactory Green l l Marginal Yellow 0 D Unsatisfactory Fedi il l Product Performance Systems Total Feceptionall Dark Blue 4 4 Very Good Purples i l To run a new Ratings Metrics Report click the Run Another Ratings Metrics Report button The Return to the Main Menu button returns the user to the Main Menu Processing Times Report The Processing Times Report option is available to Focal Points Department POCs and Agency POC s This report is provided to help users monitor the assessment processing times for assessments completed within their organization To run a Processing Times Report click the Processing Times Report button on the Main Menu The Processing Times Report displays CPARS Processing Times Report 11 20 2007 Average aaae Times Days panel Contrac Po Se E ae a a es a 2oo7JAN o o o ofo o fo 2007F o o o ofo o o fo ormar o o o afo o ofao aorar o f o o afo o aoafao woma o o o ofo o o fo aow o o o afo o o fo amu o f o o afoj o ofo poor aue o o o aofo o ofo oor sep 6 o soje a 4 9 om7 ocT w o j 22 2 3 Select ae and click on a month above to see further details below BRR tun to the Mait Menu The Processing Times Report presents
86. hat a note has been generated for that CPAR Notes may be viewed or added by clicking on them Click on the appropriate contract number and the assessment is opened in data entry format ready for the Assessing Official Representative to complete the required action CPARS Nonsystems Contract Schedule Number AF123408C0200 Order Number Click on a tab below to view enter the related information fields identified with are required Contractor Name Address iiic hit ei bah ie Gee be ea McC ae bates 1 Name Address of Contractor Division Company Name TEST COMPANY WITH NINE 93 S Division Name _ SSS Street Address PRACTICE COMPANY City State Zip Code PORTSMOUTH NH 03804 Province Country USA CAGE Code CPARI DUNS 4 Number 299999999 ills S Le Lp Boave Data falidate and Send to the Contractor I Receive a copy of the Contractor transmittal letter email Mew Print the CPAR Return to the Main Menu CPARS ACASS CCASS FAPIIS NAVSEALOGCENDET PORTSMOUTH NH Version 3 7 0 Build Date 03 01 2011 14 31 03 Phone 207 438 1690 Email Technical Support View Policy Guide CPARS ACASS CCASS If the Assessing Official Representatives proposed ratings and remarks are ready for the Assessing Official s review the Assessing Official Representative will click the Validate and Send to the Assessing Official button NOTE All required fields must be completed at this time The Assessing Official will b
87. he Reviewing Official The Assessing Official has the option to Accept the Ratings and Send to the Reviewing Official Accept the Rati ngs and Close the CPAR if not contentious or Modify the Ratings CPARS Practice To Do List select a Contract Mumber below to complete the action required PERIOD OF CONTRACT NUMBER DUNS PERFORMANCE ACTION REQUIRED ASSIGNED a Hotes FR l4 10000503 123456789 O4f0L 2007 0A302007 Contractor Overdue Finalize Ratings 12 03 2008 Motes FRa l4 1000000000 166064960 1001 2008 10 15 2006 Finalize Ratings 12 05 2008 Notes FB61410701224 0002 ggggggggg LOf20 2007 10 25 2007 Finalize Ratings Motes FROl4i0 O1225 0002 gopagagag 10202007 10 25 2007 Finalize Ratings Motes FRal4i0 Ol224 0002 gopapagag 1020 2007 10 25 2007 Finalize Ratings Motes FR I4107O1225 D002 goood oooo 10 20 2007 10 25 2007 Finalize Ratings Hotes FBRS l4100CVO02 123456789 LO O01 2000 09 30 2001 Rate Send to Contractor Motes FB l41 010207 Sb06 goggggggggogd OsfOl 2005 OF S0 2004 Rate Send to Contractor indicates notes have been entered 35 NOTE A red checkmark E next to Notes on the To Do List located next to a Contract Number indicates that a note has been generated for that CPAR Notes may be viewed or added by clicking on them The assessment screen shot below is taken from the Assessing Officials To Do List above by clicking on Contract Number FB614100C0503 The Assessing Official selects the contract
88. ial will see a pop up box stating that a Contractor Representative has not been assigned and the Focal Point should be contacted to resolve the situation 33 Delete an Incomplete CPAR This option allows the Assessing Official to delete an assessment that has been initiated but not yet sent to the Contractor Representative To delete an incomplete assessment click the Delete an Incomplete CPAR button The Delete an Incomplete CPAR data entry screen displays Enter the contract number in the Contract box and the order number if applicable in the Order box at the Assessing Official s Main Men and click Continue The Delete Record Confirmation screen will display Select the Confirm Delete button to delete the assessment from the CPARS database Select the Cancel Delete and Return to the Main Menu button to cancel the deletion of the assessment View Print CPARs This option allows the Assessing Official to view print an assessment but not modify or change any of the information on the form To view print an assessment click the View Print CPARs button The View Print CPARs data entry screen displays Enter the contract number in the Contract box and the order number if applicable in the Order box click the Continue button If more than one assessment exists for the contract number a list of assessments will display Click on the contract number of the assessment to be viewed The assessment will display in HTML format Click View CPAR a
89. icate should purchase A At least an ECA certificate of Medium Assurance should be purchased This should be a Department of Defense DoD identity certificate not an email certificate 3 Pm attempting to login but am receiving an error message stating that the User ID I entered does not match the PKI certification information A lf you have received a new CAC or PKI certificate since your last login you will need to contact the helpdesk to remove your certificate from the system 4 When I go to the website am getting an error message that indicates There is a problem with this website s security certificate 83 A Please click on the option to Continue to this website not recommendedg The error is due to a security setting in Internet Explorer 7 Focal Point 1 received an email stating that granted access to contracts that are available for Auto Register but when I go to Auto Register those contracts are not there A It s likely the contracts have been removed from the Auto Register Contracts listing To see whats been removed click on Auto Register from the Main Menu At the next screen you can search by Contract Office Code or Full or Partial Contract Number You ll want to place a check in the box adjacent to Include Removed Contracts and then run the report Click on the contract number to register the contract Assessing Official 1 I ve entered Blocks 1 20 of a proposed CPAR When I click on
90. icial CPAR overdue 120 days email sent to Assessing Official Focal Point Deleted by Assessing Official Deleted by Assessing Official Rep Drafted by Assessing Official Finalized and sent to the Reviewing Official Finalized and sent to the Reviewing Official Contractor Rep non responsive Initiated by Assessing Official Representative Initiated by Assessing Official Representative and sent to Assessing Official Modified by Assessing Official Modified by Assessing Official Contractor Rep non responsive Rated by Assessing Official and sent to the Contractor Rep Returned to the Assessing Official Representative Returned to the Assessing Official Reviewing Official assigned Name Listed Reviewing Official removed Name Listed Sent to Assessing Official Updated by Customer Support Desk Viewed by Contractor Rep 61 To run anew CPARS Status Report click the Run Another CPAR Status Report button The Return to the Main Menu button returns the user to the Main Menu To display the CPAR Status Report as Counts click on the Counts radio button under Report Options on the CPARS Status Parameters screen Counts can be grouped by All or Contract Activity NOTE Focal Point Group By options include All Contract Activity and Organization Department POC Group By options include All Contract Activity Organization and Focal Point Agency POC Group By options include All Contract Activity and Focal Point Senior Contractor Representat
91. iew the original assessment and click on the View Modified CPAR button to view the modified assessment Click the Print button to print the assessment on a local printer Click the Close button to return to the Contract Status Report A green x will now display in the Viewed column adjacent to the contract number viewed Focal Point If Focal Point was selected as a data column click on the Focal Point s name to view the Focal Point s profile information including name title organization address email address and phone number s Click the Close button to return to the list of contracts Spreadsheet Click on Spreadsheet in the upper right hand corner of the page to create a Microsoft Excel version of the report Contract Registration Status The Registration Status Data Column is available to Focal Point s Department Points of Contact and Agency Points of Contact The Registration Timeliness of contract registration may be tracked by selecting Registration Status as shown above The Registration Status option will identify those contracts that have been registered within 30 days over 30 days and the date the contract became available in the Auto Register feature When the Registration Status is over 30 days the total number of days it took to register the contract is provided in parentheses The number of days to register is calculated using the contract award date The requirement for contract registration is 30 days from co
92. ight of the CPARS process for specific organizations within the department The Department Point of Contact POC is also able to view Status Reports Ratings Metrics Reports and Processing Times Reports Department POC access is granted only upon completion of a signed CPARS Department POC Access Request Form obtained from contacting CPARS Customer Support CPARSACASS CCASS FAPIIS ee ALOGCENDET PORTSMOUTH NH Version 3 7 0 Build Date 05 03 2011 14 00 00 Phone 207 438 1690 Email Technical Support View Policy Guide CPARS ACASS CCASS Agency POC Access Authorization This option is used by the Department POC to create and manage all Agency POC user accounts within the applicable department Each Agency POC will be given access to an Organization or Organizations with the department To provide access to CPARS the Department POC clicks on the Agency POC Access Authorization button The Agency Access Authorization Menu will display CPARS AC ASS CCASS FAPIE NAVSEALOGCENDET PORTSMOUTH NH Version 3 7 0 Build Date 03 03 2011 14 00 00 Phone 207 458 1690 Email Technical Support cn Policy Guide CPARS ACASS CCASS Create New User Access To provide access to a new Agency POC the Department POC clicks on the Create New User Access button located at the Agency POC Access Authorization Menu The CPARS Agency POC Authorization Matrix displays 45 CPARS Agency POC Authorization Matrix l Select Organizatio
93. ing List of CPARs and choosing CPAR Phase If the CPAR phase is marked correctly check the contract completion date on the most recent CPAR To check the contract completion date click on the contract number If the contract completion date is erroneously entered use the Register a Contract function located on the Main Menu to correct the date 7 have a contract that is only one year long What type of CPAR do I write an Interim or a Final A If the contract is only one year long a Final CPAR should be written Contractor Rep 1 received an email stating that ve been given access to a contract When I log into the system input the contract number and click View Print I receive an error message that states You do not have access to contract number XXX A The email you received was a system generated email letting you know that you were granted access to the system You will receive an additional email when you have an action to view and comment on an assessment As a contractor you can only view an assessment when it is in the Rated or Completed status You can run a CPAR Status Report to determine the status of your contracts assessments 2 received an email stating that had an assessment to review and comment on logged into the system and entered the contract number at the Main Menu and then clicked View Print but there is no place for me to enter my comments A In order to review and comment on an assessment ju
94. ive Group By options include All Contract Activity Organization and DUNS All is the default value CPARS CPAR Status Parameters Data Options Report Options Croup by Limit Data options display when selected if Al Contract Activity List of CPARS options display when selected CPARSIAC ASSICCASSFAPIIS HAYSEALOGCENDET PORTSMOUTH NH Version 3 4 0 Build Date 04 26 2010 09 00 00 Phone 207 438 1690 Eral Techrucal support View Foley Guide CPARS ACASS COASS Click the Run Report button the report identifies the status of the user s assessments by displaying the number of assessments statused at each step of the automated workflow process shown below Percentages are also provided 62 CPAR Status Report 11 17 2007 DATA ALL GROUPED BY All All Registered Initiated Drafted Rated Reviewed Finalized Completed Totals Counts 6 l 2 l 2 2 0 l4 4iro THO lro Too E s 14 Dro TOTALS 6 1 2 1 2 2 0 l4 4iro To lpia Too n 14 Dro STATUS Registered The contract is registered no CPARs have been imitiated Initiated CPAP initiated waiting for Assessing Official Rep to send to Assessing Offcial Drafted CFAR initiated waiting for Assessing Official signature Rated signed by Assessing Official waiting for Contractor comments Reviewed signed by Contractor waiting for Assessing Offcial to finalize Finalized Ratings finalized waiting for Reviewing Official comments Completed The CPAR has been
95. leted by Federal agencies and is accessed by source selection officials to support future source selections and best value decisions Accessing CPARS The CPARS application is accessible from https www cpars gov The CPARS website offers links to CPARS ACASS CCASS and FAPIIS and also provides various items of interest including reference material training information frequently asked questions best practices as well as other information To enter the CPARS Production System click on the CPARS Logon buiton located on the left hand side of the page A Practice System is also available to help users practice learn and understand their roles To use the Practice System click on the Practice System button Follow the instructions provided to gain access to the Practice System Practice System access is only granted upon request and for a limited duration NOTE All first time users will receive a system generated email providing a User ID and instructions to use the Forgot Password button to obtain a temporary password when access has been granted by the Focal Point Read the DoD Notice and Consent Banner and then click Accept to proceed with the login process CPARSIACASSICCASSIFAPIES NAYSEALOGCENDET PORTSMOUTH NH Version 3 3 0 Buil Phone 207 438 1690 Email Techrical Support View Policy Guide CPARS ACASS CCASS FAPIIS 1 Date 0450 2009 15 00 00 Choose the logon category link that describes your employment status
96. lso protected by the Privacy Act and is not releasable under the Freedom of Information Act Performance assessments may be withheld from public disclosure under Exemption 5 of the Freedom of Information Act Further Federal Acquisition Regulation FAR Subpart 42 1503 b states The completed evaluation shall not be released to other than Government personnel and the contractor whose performance is being evaluated during the period the information may be used to provide source selection information When a FOIA request is received for CPAR records the unit FOIA office must refer the request to the CPAR focal point for coordination The CPARS Program Manager at the Naval Sea Logistics Center Portsmouth NH must also be notified via the Help Desk at Com 207 438 1690 or email to webptsmh navy mil 86
97. n s Select Organization None Selected Selected Organization s 2 Select an Existing User Select User View or Enter a New User E enter alpha characters only first and last name only Email required for neve users onb 3 Add User User Name User Email User ID Organization s si a ina george washington noemail mil GWASHI DOE 26 NETL Existing _ Clear All Data E Return to the Access Authorization Menu Return to the Main Menu CPARS ACASS CCASS FAPTIS NAVSEALOGCENDET PORTSMOUTH NH Version 3 8 0 Build Date 07 22 2011 10 19 23 Phone 207 458 1600 Email Technical Support View Policy Guide CPARS ACASS CCASS Assign Organization Access To An Existing User In step 1 select an Organization from the Select Organization s drop down box and then click the Add button To delete an Organization from the Selected Organization s box highlight the Organization and then click the Remove button To delete all Organizations in box click Remove All In Step 2 the Department POC selects an existing user from the Select User drop down box and then clicks the Add User button in Step 3 Repeat steps 1 and 2 as necessary Assign Organization Access To A New User In step 1 the Department POC selects an Organization from the Select Organization s drop down box and then clicks the Add button To delete an Organization from the Selected Organization s box highlight the Organization and then click the Remove
98. n to the Contractor Representative Main Menu click the Close button and then click on the Return to the Main Menu button To Do List This option is used by the Contractor Representative to review and Input Comments on assessments that have been forwarded by the Assessing Official The Contractor Representative is allotted a 30 day review comment period starting from the date the Assessing Official forwarded the assessment If the Contractor Representative does not provide comments within the 30 day period the CPAR becomes Overdue and the Government may complete the assessment without the Contractor Representative comments Contractor Representatives are encouraged to contact the Assessing Official to request an extension to the 30 day comment period whenever extenuating circumstances arise Within the first seven days of the comment period the Contractor Representative may request a meeting with the Assessing Official to discuss the assessment To input comments the Contractor Representative must be logged into CPARS and the Contractor Representative Main Menu must be displayed Click on the To Do List button Then locate and click on the contract number of the assessment that has been forwarded for review and comment 39 CPARS To Do List select a Contract Mumber below to complete the action required CONTRACT NUMBER DUNS PERIOD OF PERFORMANCE ACTION REQUIRED ASSIGNED AF 12540600200 ggggogogg 1A132007 141432005 Input Comments OV 1S
99. nd enter a contract number in the adjacent field to limit the list of assessments to a specific contract The Focal Point can also limit the To Do List to a specific User Role or User by making the appropriate selections Select the desired parameter and sort option s and then click the Show To Do List button 12 CPARS ACASS CC ASS FAPTIS NAVSEALOGCENDET PORTSMOUTH NH Version 3 6 0 Build Date 10 18 2010 08 00 00 Phone 207 438 1690 Email Technical Support View Policy Guide CPARS ACASS CCASS A list of assessments will display based on the parameters selected by the Focal Point The To Do List identifies for each assessment the action required and the name of the individual responsible for completing the action To return to the To Do List Parameters screen click the Return to the To Do List Parameters button The Return to the Main Menu button returns the user to the Focal Point Main Menu Access Authorization This option is used by Focal Points to provide access to CPARS to modify existing user accounts to view a list of existing users to transfer access from one user to another and to assign an Alternate Focal Point s To provide access to CPARS the Focal Point must complete an Access Authorization Matrix described below An Access Authorization Matrix is required for all personnel involved in the automated workflow for the contracts within the Focal Point s area of control The role or level of access assigned
100. nd the order number if applicable in the Order box and click the Continue button The assessment will display in HTML format If more than one assessment exists for the contract number a list of assessments will display Click on the contract number of the assessment to be viewed The assessment will display in HTML format Click View CPAR as PDF to view the assessment using Adobe Acrobat Reader Once the assessment has been displayed the user is able to scroll through the report and or print it on a local printer To return to the Assessing Official Rep Main Menu click the Close button and then click on the Return to the Main Menu buiton To Do List This option is a quick and easy method for the Assessing Official Representative to see all the assessmenis that he she needs to update and send to the Assessing Official for validation The To Do List will also include assessments that have been returned by the Assessing Official for rework Click the To Do List button from the Assessing Official Rep Main Menu A list of assessments will display 29 CPARS To Do List fodeet a Contract Muniber below to complete the action required CONTRACT NUMBER DUNS PERIOD OF PERFORMANCE ACTION REQUIRED ASSIGNED 4 Notes AFL23408C 0200 00000000A ala0 18122008 Update Send to Assessing 01713 2009 G inidicates notes have been entered Cifficial NOTE A red checkmark a next to Notes on the To Do List located next to a Contract Number indicates t
101. ness Utilization R Otc temic Reviewer 24 Reviewing Official Comments L 16000 character limit The Reviewing Official must acknowledge consideration of any significant discrepancies between the Assessing Official assessment and the Contractor s comments MANDATORY 25 Name and Title of Reviewing Official 2 Name Title Organization Phone Number Fax Number Fmi i Cdr alidate and Close the CPAR ew Print the CPAR Return to the Main Menu CPARS ACASS CCASS FAPIIS NAVSEALOGCENDET PORTSMOUTH NH Version 3 7 0 Build Date 03 01 2011 14 31 03 Phone 207 438 1690 Email Technical Support View Policy Guide CPARS ACASS CCASS 43 NOTE That completed assessments are copied to the Federal Past Performance Information Retrieval System PPIRS to support future source selections CPAR Status Report This option allows the Reviewing Official to monitor the status of assessments that have been started or completed for each contract the Reviewing Official has been given access to The CPAR Status Report will display information as counts e g number of assessments complete or as a list of assessments that allows the Reviewing Official read only access for each assessment See CPAR Status Report Section for more specific information Contract Status Report This option allows the Reviewing Official to monitor the status of contracts that he she has been gi
102. nge User Profile This option must be used whenever a user s name address email address or phone number changes The Change User Profile option also allows the Senior Contractor Representative to change his her CPARS password See User Profile Section for more specific information User Feedback This option allows users to communicate suggested CPARS improvements policy comments and problems to system administrators and the Configuration Control Board See User Feedback Section for more specific information Switch Modules This option allows users to switch between the different modules CPARS ACASS and CCASS without having to log off NOTE Contractors are not granted access to the FAPIIS module To review and comment on completed FAPIIS records for their company Contractors will require access to PPIRS at htips www ppirs gov See Switch Modules Section for more specific information 57 CPARS Reports The CPARS application provides a variety of reports CPAR Status Report Contract Status Report Ratings Metrics Report and Processing Times Report depending on the user s access level These reports are used to help users monitor the status of the CPARS processes You will note some of the report parameters or options vary slightly depending on the user s access level but the reports function the same and as described in the following sections CPAR Status Report The Assessing Official Representative Assessing Official Contract
103. nnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nnmnnn 73 Change User Profile Switch Access Level cccccesseecesseeceseeecenseseenseseeneesenneesenseesensesees 75 USerFeedDaACK ociosa atana EREE cactwacnweaseteneanrwacswecanaancens 78 SWIC EM OCU Socias n oo ated cote ee seve cee saedea scsi eae estes 79 GPARS Email NOMIGCAtONS errien a E 80 USING CRARS EmeCuve ly sisan aa aaa 81 Frequently Asked QUESTIONS wiiiwiicecisiisitcnicseieaniecetanctessiinetic nica chiastecehantecelannieieiactineiinetiastieels 82 System Overview The CPARS system is a web enabled application that is accessed via the Internet website https www cpars gov The application consists of an Internet web server and a dedicated CPARS application server By definition CPARS information is Sensitive But Unclassified SBU To protect the security of CPARS information all actual data entered into and retrieved from the application is encrypted using the security features incorporated into the web browser Access to this system requires a browser which supports 128 bit encryption sometimes referred to as strong encryption or U S only encryption such as Microsoft s Internet Explorer 4 01 or higher Additional details on browser requirements and security are available at https www cpars gov BASIC WORKFLOW Contract Registrate Input Register 4d mintratve Contract Inb ration Assessing Offical or Assessing Offic al Rep Inttete CFAR and Enter Pro pos
104. ntract award date See report example below 66 DATA FORM TYPE Nonsystems SORTED BY Contract Number Spreadsheet Click on a column name to re sort the report Viewed Contract Number Status Due Date Registration Status Auto Register Available Date ABC1234 OVERDUE 02 09 2011 Over 30 Days 462 AF123408C0200 CURRENT 08 28 2012 Jithin 30 Days DACA9902D0001 DUE 09 13 2011 Over 30 Days 204 DOE123456 ABCDE OVERDUE 09 02 2007 Over 30 Days 1453 DOE1234567891234567891234 OVERDUE 07 28 2010 Over 30 Days 393 DOE1234567891234567891234 9876543219876543219876543 OVERDUE 09 02 2009 Over 30 Days 722 DOE1234567891234567891234 ABCDEFGHITKLMNOPORSTUVWXY OVERDUE 09 03 2009 Over 30 Days 721 DOE OVERDUE 08 29 2008 Over 30 Days 1093 FB614158D0001 0001 OVERDUE 02 17 2011 Over 30 Days 454 FB614158D0001 0002 CURRENT 02 17 2012 Over 30 Days 89 Count 10 X indicates the record has been selected for viewing STATUS Current All required CPARs for this contract have been completed or are not vet due Due The latest CPAR for this contract should be in progress at this time Overdue The latest CPAR for this contract has not been completed within the 120 day period Final The Final CPAR for this contract has been completed no further CPARs are due CPARS ACASS CCASS FAPIIS NAVSEALOGCENDET PORTSMOUTH NH Version 3 7 0 Build Date 03 01 2011 14 31 03 Phone 207 438 1690 Email Technical Support View Policy Guide CPARS ACASS CCASS
105. ntracts Parameters Return to the Main Menu CPARS ACASS CCASS FAPIIS NAVSEALOGCENDET PORTSMOUTH NH Version 3 8 0 Build Date 07 22 2011 10 19 23 Phone 207 438 1690 Email Technical Support View Policy Guide CPARS ACASS CCASS Auto Register Contracts The Focal Point should review the data and select the appropriate Organization from the drop down list The Organization identifies the organization responsible for CPARS reporting and is specific to the Focal Point For example a Navy Focal Point will see the Navy Systems Commands while a Department of Energy Focal Point will see their organizations Clicking view adjacent to a contract order number will display the contract award data Check the applicable contracts to be registered in the column labeled Select 23 CPARS Auto Register Contracts Only register and or remove contracts that are under your cognizance area of responsibility To register a contract s from the list select an Organization place a check next to the contract s and click Register Selected Contracts To remove a contract s from the list place a check next to the contract s and click Remove Selected Contracts a e Ld e The base Indefinite Delivery Vehicle IDV contract is registered Organization OGP _ CONTRACT NUMBER SELECT aa CONTRACT OFFICE nero J sype BERRIN aa CODE view ABC1234 NAVF0110F0001 O NAVFO1 NAVAL SEA LOGISTICS CENTER 5 000 000 01 01 2010 0
106. ocessing times for all assessments within the respective organization For example this report will identify the number of assessments completed for a specific month and how many were completed within the 120 day objective See Processing Times Report Section for more specific information Change User Profile This option must be used whenever a user s name address email address or phone number changes This option also allows the Agency POC to elect to receive an optional email notification that would be sent whenever an assessment is Due to be initiated The Change User Profile option also allows the Agency POC to change his her CPARS password See User Profile Section for more specific information User Feedback This option allows users to communicate suggested CPARS improvements policy comments and problems to system administrators and the Configuration Control Board See User Feedback Section for more specific information Switch Modules This option allows users to switch between the different modules CPARS ACASS CCASS and FAPIIS without having to log off See Switch Modules Section for more specific information 53 Senior Contractor Representative The Senior Contractor Representative access level allows a designated corporate official to view specific in process assessments when statused at the Contractor Representative level and completed CPARS assessments Additional features at this level allow the Senior Contracto
107. of the profile information fields noted above Fields identified with a red asterisk are required After all necessary changes are made click the Save User Information button and a confirmation pop up screen displays Click the OK button The Return to the User Profile Menu button allows the user to continue with other User Profile options The Return to the Main Menu button returns the user to the Main Menu A user may want to receive optional email notifications as assessments move through each step of the workflow process To receive optional email notifications click the Change User Profile Switch Access Level button from the Main Menu and the User Profile Menu will display Click the Change User Preferences button and the User Preferences screen displays CPARS User Preferences H send email notification when a CPAR is C Initiated by Assessing Official Rep Drafted by Assessing Official Rep M Rated by Assessing Official Reviewed by Contractor C Finalized by Assessing Official M Completed by Reviewing Official Save Preferences eturn to the User Profile Menu eturn to the Wain Menu 76 The user can select to receive optional email notifications by clicking on the box adjacent to the emails they would like to receive A checkmark will appear in all the boxes selected Some email options are mandatory and cannot be de selected All mandatory emails are identified with a radio button rather than a box click on the q
108. ogon Date displays Click on the User Name to view the individual s profile information including name title organization address email address and phone number s The Return to the Main Menu button returns the user to the Senior Contractor Representative Main Menu CPARS View Contractor Reps Contract User MIRE MARINE DUNS ALL sos Contractor Rep s User Name User ID Last Logon Date Contracts 55 To Do List This option allows the Senior Contractor Representative to identify all assessments that have been forwarded to the corporation its divisions or subsidiaries for contractor review and comment The assessments identified on this list require contractor review and comment and should be returned to the Government by the required due date or they may be closed by the Government without contractor review and comment Click the To Do List button from the Senior Contractor Representative Main Menu A To Do List Parameters screen displays CPARS To Do List Parameters Include All Limit by Contract Humber fo Limit by User Select fram List Limit by DUNS Select from List mort by 1 Contract Number 2 None 4 None Bshow To Do List To view a list of all assessments within the Senior Contractor Representative s area of responsibility the Senior Contractor Representative selects Include All Select Limit by Contract Number and enter a specific contract number to
109. on that the Contract Data Entry user may perform in the automated workflow process The contract must be registered within 30 days after contract award To register or update a contract click on Register Update a Contract The Register Update a Contract data entry screen will display To register an assessment that is to be completed at the contract level enter the contract number in the Contract box and click the Continue button When an assessment is to be completed at the Task Delivery Order level enter the contract number in the Contract box and the order number in the Order box and click the Continue button In either case the Contract Registration data entry screen will display Enter the Commercial and Government Entity CAGE code the Data Universal Numbering System DUNS or the DUNS 4 that is applicable to the contract to be registered If the DUNS is unknown click the Company Name drop down box and select one of the options and enter the applicable company name information in the adjacent space Click the Continue with Contract Registration button If more than one DUNS number is found a listing of DUNS numbers and associated company names and addresses will be displayed Click the appropriate DUNS number to continue with the contract registration process The Contract Registration data entry screen displays and will be pre filled with the contractor s DUNS name and address Continue with the contract registration process by entering b
110. on will delete the user from the CPARS database when the Focal Point clicks on the Transfer Access button as long as no other Focal Points have assigned access to that user Click the Transfer Access button to complete the transfer process Return to the Access Authorization Menu allows the Focal Point to continue with other access authorization options The Return to the Main Menu button returns the user to the Focal Point Main Menu NOTE When transferring to a New User CPARS will assign identify the new user s User ID A system generated email will be sent to the user when he she is assigned to a workflow role to inform the user of their User ID temporary password procedures responsibilities and resources available Assign Alternate Focal Point s This option allows the Focal Point to assign up to five individuals as an Alternate Focal Point An Alternate Focal Point has the very same privileges as the Primary Focal Point except they cannot authorize an Alternate Focal Point from their account The Primary and Alternate Focal Points are allowed to work in CPARS at the same time to create manage user accounts and to run reports etc To assign an Alternate Focal Point click the Access Authorization button from the Focal Point Main Menu Click the Assign Alternate Focal Point s button and the Assign Alternate Focal Point screen displays CPARS Assign Alternate Focal Point s 1 Enter New User Hare Email requir
111. or Representative and the Reviewing Official CPAR Status Report screens are displayed in the following examples As previously mentioned slight variations of this report occur at different access levels and are described as applicable The CPAR Status Report allows users to monitor the status of assessments within their purview The CPAR Status Report will display information as counts e g number of assessments complete or as a list of assessments available that provides the user read only access to each assessment To run a CPAR Status Report click the CPAR Status Report button from the Main Menu A CPAR Status Report Parameters menu will display CPARS CPAR Status Parameters Data Options Report Options gt Include All Counts options display when selected Limit Data options display when selected List of CPARS Data Columns to Include C CPAR Phase El Organization C Form Type C Current Value B Award Value C Company Name C Focal Point DUNS C CAGE Code Cl Update Date C Due Date C Assessor Date C Assessor Office CI CPAR Closed Date C Contractor Due Date sort by 1 Contract Number 2 Period of Performance 3 None a Return to the Main Menu CPARS ACASS CCASS FAPIS NWAVSEALOGCENDET PORTSMOUTH NH Version 3 7 0 Build Date 03 01 2011 14 31 03 Phone 207 458 1690 Email Technical Support View Policy Guide CPARS ACASS CCASS If the user leaves the default values as Include All under
112. ort for multiple Contract Activities can be run by entering a Contract Activity in the Contract Activity box and then clicking the Add button for each Contract Activity Contract Activities can be removed by highlighting a Contract Activity and clicking the Remove button Click Remove All to remove all Contract Activities from the list The report can also be run for a specific contract number by entering the contract number in the Contract Number box In the example below the user is limiting the status report to display only Nonsystems contracts that are current or due for an assessment The user also has chosen to include the data columns of Form Type Award Value and Completion Date q K TEF x M Gt De mi Oo CPARS ACASS CCASS FAPIIS NAVSEALOGCENDET PORTSMOUTH NH Version 3 8 0 Build Date 07 22 2011 10 19 23 Phone 207 438 1690 Email Technical Support View Policy Guide CPARS ACASS CCASS Click the Run Report button to view a list of contracts NOTE The Focal Point and Agency POC access levels may also limit their reports by Organization Department POC access level may also limit their reports by Organization and Focal Point Senior Contractor Representative access level may also limit their reports by DUNS 65 Contract Status Report 06 03 2011 DATA STATUS Current Due FORM TYPE Nonsystems SORTED BY Contract Number Spreadsheet Click on a column name to re sort the report Viewed Contract Numb
113. p NEVER FRA1415 6D0001 000l SEE SM ita solITT Contractor Rep NEVER FRA1415 6D0001 0001 TTURM Reviewing Official NEVER FRA14156D0001 000l Spreadsheet eturn to the Access Authorization Wen etum to the Main Meru CPARSAC ASSICCASSIFAPITS NAVSEALOGCENDET PORTSMOUTH HH Version 3 4 0 Build Date 0426 2010 09 00 00 Phone 207 438 1690 Email Technical support View Pobey Guide CPARS ACASS CCASS To View Existing User Access by user click the User drop down box and all users authorized by the Focal Point will display Select the desired user name and click the View Access button A list of contracts that the user has been given access to will display The User ID User Role and Last Logon Date are also provided If the Focal Point would like to view the User s profile information click on the User s Name and the User ID name title organization address email and phone number s will display CPARS View Existing User Access se lect Contract ALL and or User NS Sen ASAN oe a a View Access Users Authorized by You Spreadsheet User Name User ID User Role Last Logon Date Contracts ABRAHAM LINCOLN ALINCO Assessing Official NEVER FR l4156D0001 0001 ABRAHAM LINCOLN ALINCO Reviewing Official NEVER FR l4158b0001 0002 CPARSIAC ASSICCASSIPAPIS NWAVSEALOGCENDET PORTSMOUTH HH Version 3 4 0 Build Date 04 26 2010 09 00 00 Phone 207 438 1690 Email Technical Support View Policy Guide CPARS ACA
114. preadsheet Click on the Spreadsheet in the upper right hand corner to create a Microsoft Excel version of the list CPAR Status Report This option allows the Agency POC to monitor the status of assessments that have been started or completed for all contracts within the respective organization The CPAR Status Report will display information as counts e g number of assessments complete or as a list of assessments that allows the Agency POC read only access to each assessment See CPAR Status Report Section for more specific information Contract Status Report This option allows the Agency POC to monitor the status of contracts within the respective organization The Contract Status Report will display information as counts e g number of contracts due for an assessment as a list of users that identifies the status of each contract e g current due overdue and the users assigned to that contract or as a list of contracts that identifies the status of each contract e g current due overdue See Contract Status Report Section for more specific information Ratings Metrics Report This option allows the Agency POC to run a report that will identify the distribution of ratings for all completed assessments within the organization The report can be qualified by date or command Organization See Ratings Metrics Report Section for more specific information Processing Times Report This option allows the Agency POC to monitor the pr
115. r Representative to quickly identify assessments that have been sent to the company for comment Senior Contractor Representative access is provided by the Naval Sea Logistics Center Detachment Portsmouth New Hampshire upon receipt of a completed Senior Contractor Representative User Access Request Form CPARSIACASSICCASS FAPIIS NAVSEALOGCENDET PORTSMOUTH NH Version 3 3 0 Build Date 11 19 2009 04 00 00 Phone 207 438 1690 Email Technical Support View Policy Guide CPARS ACASS COCASS FAPIS View Print Completed CPARs This option allows the Senior Contractor Representative to view assessments that have been completed by the Government for contracts awarded to the corporation or any of its divisions or subsidiaries To view an assessment the user must log into CPARS as a Senior Contractor Representative and the Senior Contractor Representative Menu must be displayed Click the View Print Completed CPARs button and the View Print Completed CPARs qualifier screen displays CPARS ACASS CCASS FAPIS NAVSEALOGCENDET PORTSMOUTH NH Version 3 7 0 Build Date 03 01 2011 14 51 05 Phone 207 438 1690 Email Technical Support View Policy Guide CPARS ACASS CCASS 54 The Senior Contractor Representative can search for completed assessments by Contract Number Order Number Organization DUNS CAGE Code Product or Service Code PSC and North American Industrial Classification System NAICS Select the appropriate qualifiers an
116. r errr cere Pnrr chee rere er rect rr eter frre et rr errr irre eter cree Rter errr reer ence errr errr rr errr errr 6 oer Ml co a Geer ener ere eee anere ner Ore sre ene er mee ere nee ee ee eee eer ee ee ene Seer ere nee rere errr ere c ree errs err eere 11 Contract Data ENUY ossessi eaa aai 26 Assessing Official Representative ccccccccessessesecesseeeeeeeensesensesenseeeseeensesonseeoeseeonsesonsesones 28 ASSESSING OMICIAl ctsecccteits ek tees ete eee ieee en ee eee 32 Contractor Representative x csscsc oo siresece cece sacesesesacesanesasssecssncecassaeceseeesacsaucsanceatevaescaiaesecs cess tees seats 39 FRE VIG WING ONTIC I Ac ciscens so ates sine nsesten sinsiun anetiomsiaionaincecietsuatanesionalecas sonst aua eneucnsisas nena aualenmsisasseuslsenameaainenanientas 42 Department POC ics asc aces aeons asaemates ements enna enenaaneemetacwed wane ewcuttuncew nnmnnn nnmnnn nnnm mnnn 45 PSS POC eas a a ae a se ae ec se cee daar caer pee cee ae cee saencne aamet setae 51 Senior Contractor REDFESCNlAlIV Go cacisecace cows cccaceveceescawccacecteancenctncoseurdenevenctenodensvetadessdesaveolsuaedes 54 CPARS REDONS cee sice see cece re aa a Ween vedexessWeacsnen vein veneismeceune 58 CPAR Status Re DOM sosoo aa aaa aaa 58 Contract Status Report sassssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn mnnn nnmnnn 64 RalingS MeErics REDOT saroia a aa 71 Processing Times Report assnnnnnnnnnnnnnnnnnnnnn
117. rent due overdue and the users assigned to that contract or as a list of contracts that identifies the status of each contract e g current due overdue See Contract Status Report Section for more specific information Change User Profile Switch Access Level This option must be used whenever a user s name address email address or phone number s changes This option also allows users to select optional email notifications to change their CPARS password and to switch access levels roles if the user has been granted more than one access level by the Focal Point See User Profile Section for more specific information User Feedback This option allows users to communicate suggested CPARS improvements policy comments and problems to system administrators and the Configuration Control Board See User Feedback Section for more specific information Switch Modules This option allows users to switch between the different modules CPARS ACASS CCASS and FAPIIS without having to log off See Switch Modules Section for more specific information 38 Contractor Representative The Contractor Representative is responsible for reviewing and commenting on proposed ratings and remarks for all assessments forwarded by the Government Assessing Official An assessment is required to be prepared by the Government to document contractor performance for each contract order that meets specified dollar values The Contractor Representative is allotte
118. s PDF to view the assessment using Adobe Acrobat Reader Once the assessment has been displayed the user is able to scroll through the report and or print iton a local printer To return to the Assessing Official Main Menu click the Close button and then click on the Return to the Main Menu button To Do List This option is a quick and easy method for the Assessing Official to see all assessments that are awaiting his her action Click the To Do List button from the Assessing Official Main Menu A list of assessments will display The list includes assessments that have been started and saved by the Assessing Official those that have been forwarded by the Assessing Official Representative assessments returned by the Contractor Representative and finally assessments that have not been returned by the Contractor Representative within the 30 day comment period Click on the appropriate contract number and the assessment is opened in data entry format ready for the Assessing Official to complete the required action The CPAR s status will determine the To Do Lists Action Required Each of the Assessing Official s Actions Required are described in further detail with complementary screen shots below Please review the examples below taken from the To Do List of an Assessing Official in the CPARS Practice System for each of the Action s Required Action Required Rate Send to Contractor This option allows the Assessing Official to review ass
119. s and Narratives or has made his her final edits and validations to the 34 assessment then he she will fill out all the required tabs and fields below and select the Validate and Send to the Contractor button CPARS Nonsystems Contract Schedule Number DACA9902D0001 2 Order Number Click on a tab below to view enter the related information fields identified with are required Se Re Cte ee eC ee GEO a UE Bee ieee eaters Assessor 19 N A 20 Assessing Official Narrative 23910 characters remaining for all Assessing Official Narrative fields Use this area for narratives covering Other Area ratings of general narratives not directly related to an evaluation area Contractor met all field deadlines given adequate advance notice performed well in field Given what I know today about the Contractor s ability to execute what they promised in their proposal award to them today given that I had a choice I definitely would vel 21 Name and Title of Assessing Official 2 Name Title Organization Phone Number e Fax Number i E Action Required Contractor Overdue Finalize Ratings and Finalize Ratings This option allows the Assessing Official to review assessments that have been returned by the Contractor Representative are overdue from the Contractor Representative 30 day comment period expired or have been returned by t
120. s and order numbers identified in step 1 To remove a user s from the matrix click the box es in the Remove column and then click the Remove button located in the left corner of the matrix The Clear All Data button clears all data entered in the matrix NOTES 1 Giving access at the basic contract level will not result in the user having access to all the delivery orders under the contract Access must be given for each individual order if access to orders is required 2 When an assessment is archived the contract number is removed from the dropdown list and all access that was granted 14 for that contract is removed Should the assessment need to be pulled back into production the Focal Point will have to reassign users to the contract The Focal Point should review the information for accuracy If all information is correct click the Create User Access Matrix button The completed User Access Authorization Matrix displays providing User Role User Name User Email User ID Status Authorized indicates the access was created Contracts and User Type A system generated email will be sent to users when they are assigned to a workflow role to inform them of their User ID temporary password procedures responsibilities and resources available Click on Return to the Access Authorization Menu or Return to the Main Menu as applicable CPARS User Access Authorization Matrix Access has been authorized for the following users and
121. s to an assessment User List or to find out the history of the assessment Activity Log 81 Frequently Asked Questions 1 How do obtain access to the system A Access is granted by a network of government Focal Points Typically there are many Focal Points assigned to the agency If you require assistance with identifying your Focal Point please email the helpdesk with the contract number you are trying to access and they will provide you with the Focal Point name and contact information 2 received a system email with a User ID but how do I obtain a password or have my password reset when I m locked out of my account A Please use the Forgot Password button at the login screen to reset your password 3 can t figure out some of the special characters or symbols in the temporary password A Please copy and paste the temporary password into the password field To do this use your mouse to highlight the temporary password Right click on the highlighted password and choose copy Go to the login screen and place the cursor in the password field then perform a right click and choose the paste option 4 When browsing a CPAR or after updating a record am unable to view the CPAR as a PDF file What s wrong A The Adobe Acrobat Reader must be installed to view the PDF The reader can be downloaded from Download Adobe Acrobat Reader If you have any problems downloading or installing the plugin please contact our Technical
122. scription in the Description box Click the Submit Feedback button Click OK when the confirmation message displays The help desk monitors CPARS for all feedback submitted Requests for enhancements and policy changes are routed through the Configuration Control Board CCB for review discussion and disposition The CCB currently meets three times a year Users submitting feedback will receive a response and an explanation of the CCB s decision on whether or not an enhancement or change will be accepted The Return to the Main Menu bution returns the user to the Main Menu NOTE The system limitation for User Feedback is 1000 characters 78 Switch Modules The Switch Modules feature is available at all access levels and allows users to switch between the different modules CPARS ACASS CCASS and FAPIIS without logging out of the system To switch to another module click the Switch Modules button from the Main Menu The Module Selection Menu displays CPARSAC ASSICCASSEAPIS MAVSESLOGCEMNDET PORTSMOUTH HH Version 3 3 0 Build Date 0430 2009 15 00 00 Phone 207 458 1690 Email Technical Support View Policy Gunde CPARS ACASS CCASS FAPIIS Click the applicable button CPARS ACASS CCASS or FAPIIS to access that module NOTE Although all module buttons CPARS ACASS CCASS and FAPIIS are visible on the Module Selection Screen access to those modules may be restricted based on the user s access level 79 CPARS Em
123. sessments without saving new notes CPARS Status Report Notes Contract FB614156C0010 0010 Period of Performance U2 01 2005 02 14 2006 New Notes contractor requested additional 5 day extension cose From Notes Recerved ASR APL CAT contractor requested 10 day extension 4007 11 17 12 15 44 0 Contract Number Click on the specific Contract Number and the assessment will display in HTML format Click the View CPAR as PDF button to view the assessment in Adobe Acrobat Reader If the Assessing Official modified the assessment after it was returned from the Contractor Rep the window contains a View Original CPAR button or a View Modified CPAR button Click the View Original CPAR button to view the original assessment and click on the View Modified CPAR button to view the modified assessment Click the Print button to print the assessment on a local printer Click the Close button to return to the list of assessments A green x appears in the Viewed column adjacent to the contract number for the assessment that was just viewed 60 Focal Point Click on the Focal Point s name to view the Focal Point s profile information including name title organization address email address and phone number s Click the Close bution to return to the list of assessmenis Users Click on Users and a new window opens and presents the User List The User List identifies all users who have been given access to that contract number
124. ssessment click the View Print CPARs button and the View Print CPARs data entry screen displays Enter the contract number in the Contract box and the order number if applicable in the Order box Click the Continue button If more than one assessment exists for the contract number a list of assessments will display Click on the contract number of the assessment to be viewed The assessment will display in HTML format Click View CPAR as PDF to view the assessment using Adobe Acrobat Reader Once the assessment has been displayed the user is able to scroll through the report and or print iton a local printer To return to the Reviewing Official Main Menu click the Close button and then click on the Return to the Main Menu button To Do List This option is used by the Reviewing Official to complete the assessment process for all assessments forwarded by the Assessing Official Click on the To Do List button Then locate and click on the contract number of the assessment that has been forwarded for review comment and completion The assessment will open in read only format except for the fields located on the Reviewer Tab Fields on the Reviewer Tab that are identified with a red asterisk are mandatory and must be completed by the Reviewing Official Fields identified with a blue question mark indicates online help availability Simply click on the blue question mark to obtain an explanation of the information to be entered in the adjacent fi
125. ssessment to the Assessing Official Representative When the Assessing Official drafts an assessment Optional When the Assessing Official forwards an assessment to the Contractor Representative When the Contractor Representative returns an assessment to the Assessing Official When the Assessing Official sends an assessment to the Reviewing Official When the Reviewing Official returns an assessment to the Assessing Official The Contractor Representative receives an email notification when the assessment is completed An automatic notification is sent to the Assessing Official and Contractor Representative identifying assessments that have been forwarded to the Contractor for comment but the Contractor has not started entering comments This email is weekly and continues until the Contractor enters comments or until the assessment is retrieved by the Assessing Official after the 30 day comment period expires An automatic notification is sent to the Assessing Official when the Contractor 30 day comment period expires This email is weekly and continues until the assessment is returned by the Contractor or is retrieved by the Assessing Official An automatic notification is sent to the Focal Point identifying assessments that have been archived because the contract had a Final assessment completed at least one year ago This email is sent weekly An automatic notification will be sent to the Focal Point and Department Point of Contact identifyin
126. ssment to the Contractor Representative the Assessing Official must enter their identifying information Click the Sign Now button on the Assessor Tab to populate the data from the User Profile When the proposed ratings and remarks are ready for the Contractor Representative s review and comment click the Validate and Send to the Contractor button All required fields must be completed at this time lf the Assessing Official would like to receive a copy of the Contractor Transmittal Letter the adjacent check box should be checked The Contractor Representative will be notified via email that an assessment is ready for review and comment A message will appear stating that the CPAR has been saved and a notice has been sent to the Contractor Representative Click on the OK button to view the CPAR in HTML or click Cancel to close the message from the HTML view click the View CPAR as PDF button to open and view the assessment using Adobe Acrobat Reader The Assessing Official is now locked out of the assessment and may only view the assessment To return to the Assessing Official Main Menu click Return to the Main Menu button Return to the Main Menu button does not save any information that has been entered NOTE The assessment will not be forwarded if a Contractor Representative with email address has not been given access to the contract order by the Focal Point In this case after selecting Validate and Send to the Contractor the Assessing Offic
127. st click on the To Do List Next click on the contract number and the assessment will open Once you review and comment click on the Contractor Rep tab and enter the required information and don t forget to click on Validate and Send to the Assessing Official to complete the process 3 My company received an email that states that we have an assessment to review and comment on When log into the system the assessment does not appear on my To Do List When I type in the contract number at the Main Menu and click View Print the system states don t have access to the assessment A Only the Contractor Representative who received the email has access to the assessment If you require access to the assessment you will need to contact the government Focal Point If you are unable to determine who the Focal Point is please contact the Help Desk and they can provide the name and contact information Frequently Asked Questions Policy 1 If I have a contract that meets all the requirements for preparing a CPAR but the contract has recently closed do still have to do a CPAR A For Department of Defense users Office of the Under Secretary of Defense OUSD for Acquisition Technology and Logistics AT amp L Defense Procurement and Acquisition Policy DPAP Memo Contractor Performance Assessment Reporting System CPARS requires that CPARs that are due or overdue for contracts that began in FY08 or later or in FYO7 and earlier be
128. t Activity Contract Activities can be removed by highlighting a Contract Activity and clicking the Remove button Click Remove All to remove all Contract Activities from the list The report can also be run for a specific contract number by entering the contract number in the Contract Number box In the example below the user is limiting the status report to display only rated and completed assessments that have the form type of Nonsystems HOOSO0D BERR EE SG ALIEL Of ContractNumber Period of Performance None i E O O O v Rea None Selected _Remove _ Remove Ali E Click the Run Report button NOTE The Focal Point Department POC and Agency POC access levels may also limit their reports by Organization Senior Contractor Representative access level may also limit their reports by DUNS The CPAR Status Report shown below contains the selections Data Options Form Type Nonsystems Status Rated and Completed and Report Options List of CPARS Sorted By Contract Number Period of Performance selected from the CPAR Status Parameters screen displayed above 59 CPAR Status Report 06 08 2011 DATA FORM TYPE Nonsystems STATUS Rated Completed SORTED BY Contract Number Period of Spreads Performance Click on a column name to re sort the report Period of Performance Being Current Viewed Contract Number Assessed Status User List Activity Log Notes AF123408C0200 03 01 2011 06 06 2011 Rat
129. t Reader If the assessment has been modified the pop up screen contains a View Original CPAR button or a View Modified CPAR button Click the View Original CPAR button to view the original assessment and click on the View Modified CPAR button to view the modified assessment Click the Print button to print the assessment on a local printer Click the Close button to return to the Contract Status Report A green x will now display in the Viewed column adjacent to the contract number viewed User Name Displays all the users assigned to the contract Clicking on the user s name allows the Focal Point to view the user s profile information including User ID name title organization address email and phone number s User Role Displays the user role assigned to that contract for the adjacent user name Phone Number Displays the phone number for the adjacent user name The phone number is populated from the user s profile Email Address Displays the email address for the adjacent user name The email address is populated from the users profile Clicking on the users email address will open an email to the user Spreadsheet Click on Spreadsheet in the upper right hand corner of the page to create a Microsoft Excel version of the report To run another Contract Status Report click the Run Another Contract Status Report button The Return to the Main Menu button returns to the user s Main Menu To display the Contract
130. tered within 30 days after contract award To register or update a contract click on Register Update a Contract The Register Update a Contract data entry screen will display To register an assessment that is to be completed at the contract level enter the contract number in the Contract box and click the Continue button When an assessment is to be completed at the Task Delivery Order level enter the contract number in the Contract box and the order number in the Order box and click the Continue button In either case the Contract Registration data entry screen will display Enter the Commercial and Government Entity CAGE code the Data Universal Numbering System DUNS or the DUNS 4 that is applicable to the contract to be registered If the DUNS is unknown click the Company Name drop down box and select one of the options and enter the applicable company name information in the adjacent space Click the Continue with Contract Registration button If more than one DUNS number is found a listing of DUNS numbers and associated company names and addresses will be displayed Click the appropriate DUNS number to continue with the contract registration process The Contract Registration data entry screen displays and will be pre filled with the contractor s DUNS name and address Continue with the contract registration process by entering basic contract information in the spaces provided Required fields are identified with a red asterisk The
131. tings Metrics Report The Ratings Metrics Report option is available to Focal Points Department POCs Agency POC s and Senior Contractor Representatives This report is provided to help users monitor the distribution of ratings for completed assessmenis To run a Ratings Metrics Report click the Ratings Metrics Report button from the user s Main Menu A Ratings Metrics Parameters screen will display The Ratings Metrics Report can be run to include all completed assessments by selecting Include All Dates or can be limited to a specific date range by selecting Period of Performance Date Range and entering the dates in the specified format NOTE Focal Points and Agency POC s may also limit the report to a specific Organization Department POC may limit the report to a specific Organization or Focal Point Senior Contractor Representatives may limit reports to a specific DUNS Click the Run Report button The Ratings Metrics Report will display CPARSACASSCCASS FAPIE NAVSEALOGCENDET PORTSMOUTH NH Version 3 7 0 Build Date 05 01 2011 14 31 03 Phone 207 438 1690 Email Technical Support View Policy Guide CPARS ACASS CCASS NOTE The below example does not show the entire report 71 CFAR Ratings Metrics Report 11 19 2007 DATA Period of Performance ALL Organization ALL AO Recommendation systems Services Information Technology Operations Total Definitely Would 2 0 5 0 if Probably Would 4 0 l l 5 Wight or Wi
132. tivities can be run by entering a Contract Activity in the Contract Activity box and then clicking the Add button for each Contract Activity Contract Activities can be removed by highlighting a Contract Activity and clicking the Remove button The report can also be run for a specific contract number by entering the contract number in the Contract Number box In the example below the user is limiting the status report to display only Nonsystems contracts that are current or due for an assessment CPARS ACASS CCASS FAPIIS NAVSEALOGCENDET PORTSMOUTH NH Version 3 8 0 Build Date 07 22 2011 10 19 23 Phone 207 438 1690 Email Technical Support View Policy Guide CPARS ACASS CCASS Click the Run Report button to view a list of contracts NOTE The Focal Point and Agency POC access levels may also limit their reports by Organization Department POC access level may also limit their reports by Organization and Focal Point 68 Contract Status Report 01 17 2011 DATA STATUS Current Due FORM TYPE Nonsystems Viewed Contract Number Status Due Date User Name User Role Phone Number Email Address FB614158D0001 0001 DUE 02 17 2011 RONALD REGAN Focal Point 355 678 9090 Ronald Regan noemail mil ABRAHAM LINCOLN Alternate Focal Point abraham lincoln noemail mil ABRAHAM LINCOLN Assessing Official abraham lincoln noemail mil ABRAHAM LINCOLN Assessing Official Rep abraham lincoln noemail mil GEORGE WASHINGTON Assess
133. to CPARS Please contact the Focal Point for questions regarding system access If you are unable to determine who the Focal Point is please contact the Help Desk and they can provide the name and contact information 9 When I use To Do List or View Print options to view an assessment don t see any contractor comments and know they responded 82 A The assessment was modified by the Assessing Official after the contractor commented When you open the assessment from the To Do List click on the Original Ratings tab and the contractor s comments are included there If you use View Print button on the Main Menu once the assessment opens click on View Original CPAR at the top of the record and the contractor comments will be visible The contractor s comments remain with the Original record since the comments were based on the original ratings and narratives 10 received an email stating that have an assessment to work on but when I log into the system I do not have access to that contract A Please make sure that you are entering the contract number and order number correctly at the Main Menu e g no typos and in the right fields If you still do not have access please make sure that you are logged into the system at the correct access level The access level you are logged in as is at the top of the Main Menu in the green bar To switch access levels use the Change User Profile Switch Access Level button at the Main M
134. to an Organization that is no longer required highlight the Organization in the Current Organization s box and click the Add button The removed Organization will appear in the Removed Organization s box If the wrong Organization was selected for removal highlight it in the Removed Organization s box and click the Remove button The Organization will reappear in the Current Organization s box CPARS Agency POC Authormation Matrix Modify Agency POC Access User Name GEORGE WASHINGTON L To add an Organization for this user sait an Aeka below and click Add Je New Organization s 2 To remove an Ii amie from this user select an Organization below and click Add_ Removed Organizatia e CPARS ACASS CCASS FAPTIS NAVSEALOGCENDET PORTSMOUTH NH Version 3 8 0 Build Date 07 22 2011 10 19 23 Phone 207 438 1690 Email Technical Support View Policy Guide CPARS ACASS CCASS 48 Review the authorization matrix to verify the information is correct If the information is correct click the Modify User Access button A confirmation screen will display identifying the Organization s the Agency POC has been authorized access to and an email notification will be sent to the user notifying them of the change The Return to the Main Menu button returns the user to the Department POC Main Menu CPARS Agency POC Authorization Matrix Access has been authorized for the following Agency POC users to the associated Orgamization s
135. to an individual is based on information that the Focal Point receives from project management teams and the like for the contracts that require evaluating contractor performance CPARS ACASS CCASS FAPIIS NAVSEALOGCENDET PORTSMOUTH NH Version 3 6 0 Build Date 10 18 2010 08 00 00 207 438 1690 Email Technical Support View Policy Guide CPARS ACASS CCASS Create New User Access To create a new user account or to give an existing user access to a new contract number click on the Access Authorization button located on the Focal Point Main Menu Click the Create New User Access button from the Access Authorization Menu The Create New User Access screen displays 13 CPARS Create New User Access l Enter New Contract s Order or Select Existing Contract s Select Contract and Click Add Button Selected Contract s None Selected 2 Select User Role Select User Role 3 Enter New User Name enter alpha characters only first and last name oniy Email required for new users oniy or Select Existing User _Search _ Delete 4 Add User _AddUser User Role User Name User Email User ID Contracts User Type vreate User Access Matrix lear All Data a Return to the Access Authorization Men Return to the Main Menu CPARS ACASS CCASS FAPIIS NAVSEALOGCENDET PORTSMOUTH NH Version 3 8 0 Build Date 07 22 2011 10
136. ton Select the Cancel Delete and Return to the Main Menu bution to cancel the contract deletion process NOTE Contracts that have assessments started or completed cannot be deleted from the CPARS database View Print CPARs This option allows the Focal Point to view an assessment in a read only format To view an assessment click the View Print CPARs button and the View Print CPARs data entry screen displays Enter the contract number in the Contract box and the order number if applicable in the Order box and click the Continue button the assessment will display in HTML format If more than one assessment exists for the same contract and order if applicable a list of assessments will display Click on the contract number of the assessment to be viewed in HTML format Click the View CPAR as PDF button to view the assessment using Adobe Acrobat Reader Once the assessment is displayed the user is able to view and or print the assessment on a local printer To return to the Focal Point Main Menu click the Close button To Do List This option is a quick and efficient way for the Focal Point to monitor and check the status of pertinent assessments in CPARS Click the To Do List button from the Focal Point Main Menu A To Do List Parameters screen displays The Focal Point can select Include All to produce a list of all assessments that have been started and require action within his her area of responsibility Select Limit by Contract Number a
137. tract box and click the Continue button When an assessment is to be completed at the Task Delivery Order level enter the contract number in the Contract box and the order number in the Order box and click the Continue button In either case the Contract Registration data entry screen will display Enter the Commercial and Government Entity CAGE code the Data Universal Numbering System DUNS or the DUNS 4 that is applicable to the contract to be registered If the DUNS is unknown click the Company Name drop down box and select one of the options and enter the applicable company name information in the adjacent space Click the Continue with Contract Registration button If more than one DUNS number is found a listing of DUNS numbers and associated company names and addresses will be displayed Click the appropriate DUNS number to continue with the contract registration process The Contract Registration data entry screen displays and will be pre filled with the contractor s DUNS name and address Continue with the contract registration process by entering basic contract information in the spaces provided Required fields are identified with a red asterisk The blue question 11 mark identifies that online help is available for the data entry field The green tabs provide additional data entry boxes Click each green tab and enter data in of the required fields to register and save the contract Once all required information is pro
138. tracts button A popup will appear asking you Are you sure you want to register the selected contract s After selecting the OK button on the popup the list of contracts will automatically refresh to exclude the contract s that were registered and another popup will appear stating how many contract s were registered NOTES 1 Contracting Officer Name and Email data is only available for Army and US Army Corps of Engineers contracts and orders and or for any other Service Agency adopting the use of Army Contracting Business Intelligence System ACBIS 2 When the contract is auto registered the Contracting Officer name is pre populated if available 3 USA will automatically be pre populated in auto registration if a record comes over from FPDS NG with a blank country code and a US state appearing in the state code 4 Dollar values for contract actions with multiple Contract Action Reports are aggregated in auto register Once the Focal Point obtains the list of contracts available for Auto Registration and the Focal Point desires to have one or more contract s removed from this list the Focal Point checks the contract s slated for removal from the column labeled Select Once the appropriate contracts have been checked for removal the Focal Point then clicks the Remove Selected Contracts button A popup will appear asking you Are you sure you want to remove the selected contract s After selecting the OK button on the popup the list of
139. turn the assessment without comment Concurrence 23 Name and Title of Contractor Representative 2 Sign Ne Name Title O oa Phone Number Fax Number l Email ew Print the CPAR is Return to the Main Menu 40 CPAR Status Report This option allows the Contractor Representative to monitor the status of assessments that have been started or completed for each contract the Contractor Representative has been given access to The CPAR Status Report will display information as counts e g number of assessments complete or as a list of assessmenis that allows the Contractor Representative read only access for assessments that are Rated or Completed See CPAR Status Report Section for more specific information Contract Status Report This option allows the Contractor Representative to monitor the status of contracts that he she has been given access to The Contract Status Report will display information as counts e g number of contracts due for an assessment or as a list of contracts that identifies the status of each contract e g Current due overdue See Contract Status Report Section for more specific information Change User Profile This option must be used whenever a user s name address email address or phone number changes This option also allows users to select optional email notifications and to change their CPARS password See User Profile Section for more specific information
140. uch serious magnitude that it alone constitutes an unsatisfactory rating An unsatisfactory rating should be supported by referencing the management tools used to notify the Contractor of the contractual deficiencies e g Management Quality Safety or Environmental Deficiency Reports or letters 22 Contractor Representative Comments alidate and Send to the Reviewing Officia F Ai fV zidate and Close the CPAR E 7 iew Print the CPAR Return to the Main Menu CPARS ACASS CCASS FAPIIS NAVSEALOGCENDET PORTSMOUTH NH Version 3 6 0 Build Date 10 18 2010 08 00 00 Phone 207 438 1690 Email Technical Support View Policy Guide CPARS ACASS CCASS 37 CPAR Status Report This option allows the Assessing Official to monitor the status of assessments that have been started or completed for each contract that he she has been authorized access to The CPAR Status Report will display information as counts e g number of assessments complete or as a list of assessments that allows the Assessing Official read only access to each assessment See CPAR Status Report Section for more specific information Contract Status Report This option allows the Assessing Official to monitor the status of contracts that he she has been authorized access to The Contract Status Report will display information as counts e g number of contracts due for an assessment as a list of users that identifies the status of each contract e g cur
141. uestion mark adjacent to the User Preferences title screen above to obtain additional information NOTE s 1 The User Preferences menu and its optional emails are not available at the Contract Data Entry Senior Contractor Representative or Department Point of Contact access levels 2 Focal Points have the ability to select Send Due notifications to both Assessing Official Representatives and Assessing Officials Click the Save Preferences button and a confirmation pop up will display Click the OK button The Return to the User Profile Menu button allows the user to continue with other User Profile options The Return to the Main Menu button returns the user to the Main Menu To change a CPARS login password click the Change User Profile Switch Access Level button from the Main Menu and the User Profile Menu will display Click the Change Login Password button and the Change Login Password screen displays CPARS Change Login Password Current Password New Password Confirm Mew Fassword Passwords must meet the folowing specifications must be changed every 60 days are case sensitive your last five old passwords are kept and cannot be reused must be 14 20 characters must contain at least two uppercase letters must contain at least two lowercase letters must contain at least two numbers must contain at least two special characters Orly the following special characters are allowed 1 EM FR C
142. ven access to The Contract Status Report will display information as counts e g number of contracts due for an assessment as a list of users that identifies the status of each contract e g current due overdue and the users assigned to that contract or as a list of contracts that identifies the status of each contract e g current due overdue See Contract Status Report Section for more specific information Change User Profile Switch Access Level This option must be used whenever a user s name address email address or phone number changes This option also allows users to select optional email notifications to change their CPARS password and to switch access levels roles if the user has been granted more than one access level by the Focal Point See User Profile Section for more specific information User Feedback his option allows users to communicate suggested CPARS improvements policy comments and problems to system administrators and the Configuration Control Board See User Feedback Section for more specific information Switch Modules This option allows users to switch between the different modules CPARS ACASS CCASS and FAPIIS without having to log off See Switch Modules Section for more specific information 44 Department POC This access level offers manager complete visibility of the CPARS process across an entire department In addition this level is used to give access to Agency POC s who require overs
143. vided click the Validate and Save the Contract Data button located at the bottom of the data entry screen Click the OK button NOTE A contract order only has to be registered one time To update a contract that has already been registered enter the contract number in the Contract box and the order number if applicable in the Order box Click the Continue button the Contract Registration data entry screen displays and will display the previously registered information Click each green tab and update the contract registration fields accordingly Once updated click the Validate and Save the Contract Data button located at the bottom of the data entry screen Click the OK button To return to the Focal Point Main Menu click the Return to the Main Menu button Return to the Main Menu button does not save any information that has been entered Delete a Registered Contract This option allows the Focal Point to delete a previously registered contract To delete a registered contract click the Delete a Registered Contract button The Delete a Registered Contract data entry screen displays Enter the contract number in the Contract box and the order number if applicable in the Order box Click the Continue button The Delete Contract Confirmation screen will display Verify the correct contract is about to be deleted from the CPARS database and if the contract should be available in auto register after deletion Select the Confirm Delete but
144. w many characters they have entered in text fields Keep an eye on the character field to determine how many characters have been entered CPARS has a time out feature of 20 minutes The time out clock is located at the bottom of data entry screens and appears whenever the system is idle user not typing If the user has a data entry screen open and no work is performed for 20 minutes the system will perform an automatic save The time out clock is re set whenever the user performs a save or clicks on any of the green tabs A red checkmark E next to Notes on the To Do List located next to a Contract Number indicates that a note has been generated for that CPAR Notes may be viewed or added by clicking on them A red checkmark located within any of the Green Rating Tabs indicates at least one element has been rated for the specific performance area General System Information At the bottom of every page in the CPARS application there is a link to the CPARS policy guide Use the To Do List to open and work on all assessments requiring your action Use the Forgot Password feature to receive a system generated temporary password You will still have to remember your User ID Your Focal Point and the Help Desk also have the ability to reset passwords The CPAR Status Reports and Contract Status Reports are available to help monitor the status of contracts and assessments Run a CPAR Status Report List of CPARs to identify who has acces
145. y system generated password The Focal Point must click the SUBMIT button to confirm and establish the new password in CPARS It is the Focal Point s responsibility to convey the new temporary password to the user Click the OK button and a pop up message Password has been reset displays Modify Access Clicking on this option allows the Focal Point to modify the existing user s role Click Modify Access and the Modify User Access view displays Select the current contract s from the Current Contract s 17 box and click ADD or Add All to move to the Selected Contract s box Select the new user role from the New User Role drop down box and click the Modify User Access button Change Profile Clicking on this option allows the Focal Point to update the user s profile information including name title organization address email and Phone Number s Delete User Clicking on this option allows the Focal Point to completely delete a user from the CPARS database Return to the Access Authorization Menu button allows the Focal Point to continue with other access authorization options The Return to the Main Menu button returns the user to the Focal Point Main Menu View Existing User Access This option produces a list of user names that have been authorized access to CPARS by the Focal Point To access the View Existing User Access option click the Access Authorization button on the Focal Point Main Menu Click the Vi

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