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CPARS User Manual

1. STATUS Current All required Evaluations for this contract have been completed or are not yet due Due The latest Evaluation for this contract should be n progress at this time Overdue The latest Evaluation for this contract has not been completed within the 120 day period Final The Final Evaluation for this contract has been completed no further Evaluations are due Run Another Status Report Return to the Main Menu To display a list of evaluations as counts click the Run Another Status Report button Select the option of Evaluation Counts by Status under Report Options and then click the Run Report button The report results in the status of the user s evaluations by displaying the number of evaluations statused at each step of the automated workflow process shown below Percentages are also provided CPARS status Report 06 27 2014 DATA All Grouped By All All Registered Initiated Drafted Rated Reviewed Finalized Completed Totals cons 22m fa e ho ke a a CO EIC a E E A Toms 2 m e be h b w fen j jon om low ow p A STATUS Registered The contract is registered no Evaluations have been initiated Initiated Evaluation initiated waiting for Assessing Official Rep to send to Assessing Official Drafted Evaluation initiated waiting for Assessing Official signature Rated Signed by Assessing Official waiting for Contractor Rep comments Reviewed Signed by Contractor Rep or Contractor Rep comm
2. CPARS To Do List Select a Contract Number below to complete the action required Spreadsheet CONTRACT NUMBER DUNS PERIOD OF PERFORMANCE ACTION REQUIRED ASSIGNED AA REGISTER13DC0050 42 25 2012 12 24 2013 Initiate Send to Contractor 05 31 2014 SS REGISTER13D0001 42 20 2012 12 20 2013 Rate Send to Contractor 05 25 2014 REGISTER13D0002 9999999999999 10 20 2010 10 19 2011 Finalize Ratings 06 18 2014 A indicates notes have been entered Return to the Main Menu The list includes evaluations that are due to be initiated and have not been previously initiated by an Assessing Official evaluations that have been forwarded by the Assessing Official Representative evaluations returned by the Contractor Representative evaluations that have not been returned by the Contractor Representative within the 60 day comment period and evaluations that have been returned by the Review Official Click on the appropriate contract order number and the evaluation is opened in data entry format ready for the Assessing Official to complete the required action The evaluation status will determine the To Do Lists Action Required Each of the Assessing Official s Actions Required are described in further detail below Action Required Initiate Send to Contractor This option allows the Assessing Official to initiate evaluations that are due to be started by the Assessing Official and has not been previously initiated by an
3. 41 CPARS Agency POC Authorization Matrix Modify Agency POC Access User Name GEORGE WASHINGTON 1 To add an Organization for this user select an Organization below and click Add Select an Organization TI New Organization s 2 To remove an Organization from this user select an Organization below and click Add Current Organization s EPA CPOD Removed Organization s E lt lt Remove Modify User Access Return to the Access Authorization Menu Return to the Main Menu 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 Organization s A system generated email has been sent informing the user of these changes User Name UserID Status User Type Organization s EPA CPOD GEORGE WASHINGTON GWASHIN Authorized Existing EPA REGION 2 Note if the Status indicates Failed please contact the customer support desk for assistance Retum to the Access Authorization Menu Return to the Main Menu Change Profile This o
4. Evaluation Data Entry Contract Schedule Number EPA123D2001 2 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 Assessor Assessing Official Comments 2 24000 character limit 95 used Use this area for general comments not directly related to an evaluation area Contractor met all field deadlines given adequate advance notice performed well in the field Given what know today about the contractor s ability to perform in accordance with this contract or order s most significant requirements recommendation recommend them for similar requirements in the future Name and Title of Assessing Official L Name Title Organization Phone Number Email Address Save Data Return to the Assessing Official Representative Validate and Send to the Contractor Y Receive a copy of the Contractor transmittal letter email iew Print the Evaluation Return to the Main Menu Action Required Finalize Ratings This option allows the Assessing Official to review evaluations that have been returned by the Contractor Representative are overdue from the Contractor Representative 60 day comment period expired or have been returned by the Reviewing Official The Assessing Official has the option to Accept the Ratings and Send to the Reviewing Officia
5. If 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 evaluation is ready for review and comment A message will appear stating that the Evaluation has been saved and a notice has been sent to the Contractor Representative Click on the OK button to view the Evaluation in HTML or click Cancel to close the message from the HTML view The Assessing Official is now locked out of the evaluation and may only view the evaluation 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 evaluation 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 28 the Assessing Official 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 Delete an Incomplete Evaluation This option allows the Assessing Official to delete an evaluation that has been drafted but not yet sent to the Contractor Representative To delete an incomplete evaluation click on the Delete an Incomplete Evaluation button from the Main Menu The Delete an Incomplete Evaluation selectio
6. Notes USTRANS12D0013 999999999 10 30 2011 10 29 2012 Input Comments Close Evaluation 06 25 2014 4 indicates notes have been entered _ Return to the Main Menu NOTE A red checkmark next to Notes on the To Do List located next to a contract order number indicates that a note has been generated for that CPAR Notes may be viewed or added by clicking on them 36 Click on each of the Green Tabs to review the entire evaluation The Reviewing Official has the option to click on the Return to the Assessing Official button whenever the Reviewing Official determines the evaluation requires additional detail and or clarification from the Assessing Official The Assessing Official will revise the evaluation 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 evaluation After the evaluation 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 evaluation 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 The Return to the Main Menu button does not save any of the information th
7. PAMAR14D0030 OVERDUE 04 18 2014 12 20 2011 12 19 2012 Completed MANDA PURPLE Contractor Rep 555 666 7878 amanda purple nonavy mil 05 08 2014 Count 3 x indicates the record has been selected for viewing indicates notes have been entered CONTRACT STATUS Current All required Evaluations for this contract have been completed or are not yet due Due The latest Evaluation for this contract should be in progress at this time Overdue The latest Evaluation for this contract has not been completed within the 120 day period Final The Final Evaluation for this contract has been completed no further Evaluations are due EVALUATION STATUS Registered The contract is registered no Evaluations have been initiated Initiated Evaluation initiated waiting for Assessing Official Rep to send to Assessing Official Drafted Evaluation initiated waiting for Assessing Official signature Rated Signed by Assessing Official waiting for Contractor Rep comments Reviewed Signed by Contractor Rep or Contractor Rep comment period expired waiting for Assessing Official to finalize Finalized Ratings finalized waiting for Reviewing Official comments Completed The Evaluation has been completed Run Another Status Report Return to the Main Menu Spreadsheet Click on Spreadsheet in the upper left hand corner of the page to create a Microsoft Excel version of the report Notes This option serves as post it note
8. Menu NOTE 1 If a registered contract order is deleted all access to the contract order will be delete 2 Contracts orders that have evaluations that are rated reviewed finalized or completed cannot be deleted from the CPARS database and will not appear on the Delete Record selection screen View Print Evaluations This option allows the Focal Point to view an evaluation in a read only format To view an evaluation click the View Print Evaluations button and the View Print Evaluations data entry screen displays Enter the contract number in the Contract Number box and the order number if applicable in the Order Number box and click the Continue button a list of evaluations will display Click on the contract number of the evaluation to be viewed it will open in HTML format Once the evaluation is displayed the user is able to view and or print the evaluation 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 evaluations in CPARS Click the To Do List button A To Do List Parameters screen displays The Focal Point can select Include All to produce a list of all evaluations that have been started or are due to be started and require action within his her area of responsibility Select Limit by Contract Number and enter a contract number in the adjacent field to limit the list of evaluations to
9. Delete an Incomplete Evaluation View Print Evaluations To Do List Status Report Change User Profile Switch Access Level Submit Suggestion Switch Modules Logoff Register Update a Contract This option allows an Assessing Official Representative to manually input basic contract order information into CPARS The contract order must be registered within 30 days after contract order award To register or update a contract order click on Register Update a Contract from the Main Menu The Register Update a Contract data entry screen will display To register an evaluation that is to be completed at the contract level enter the contract number in the Contract Number box and click the Continue button When an evaluation is to be completed at the Task Delivery Order level enter the contract number in the Contract Number box and the order number in the Order Number box and click the Continue button In either case the Contract Registration data entry screen will display Enter the Data Universal Numbering System DUNS or the DUNS 4 that is applicable to the contract order 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
10. Name and Title of Reviewing Official 2 Name Title Organization Phone Number Email Address Save Data Return to the Assessing Official Validate and Close the Evaluation View Print the Evaluation Return to the Main Menu NOTE Completed evaluations are copied to the Federal Past Performance Information Retrieval System PPIRS to support future source selections Status Report This option allows the Reviewing Official to monitor the status of contracts and evaluations for each contract order that he she has been authorized access to The Status Report will display information as counts or as a list of contracts and evaluations that allows the Reviewing Official read only access to each See Status Report Section for more specific information 37 Change User Profile Switch Access Level This option must be used whenever a user s name email address address or phone number changes This option also allows users to select optional email notifications to change their password and to switch access levels roles if the user has been granted more than one access level in CPARS See User Profile Section for more specific information Submit Suggestion This option allows users to communicate suggested CPARS improvements policy comments and problems to system administrators and the Change Control Board See Submit Suggestion Section for more specific information Switch Modules This option allows users to switch b
11. Official Alternate Focal Point and Focal Point when an evaluation is not completed within the 120 day objective overdue This email is weekly and continues until the evaluation is completed When the Focal Point or Alternate Focal Point auto registers a contract order but no users are assigned This email is weekly and continues until users are assigned to the contract order When the Focal Point or Alternate Focal Point assigns users to a contract order and the contract order is available in auto register but has not been registered This email is weekly and continues until the contract order is registered When the Assessing Official Representative initiates an evaluation Optional When the Assessing Official Representative forwards an evaluation to the Assessing Official When the Assessing Official returns an evaluation to the Assessing Official Representative When the Assessing Official drafts an evaluation Optional When the Assessing Official forwards an evaluation to the Contractor Representative When the Contractor Representative returns an evaluation to the Assessing Official When the Assessing Official sends an evaluation to the Reviewing Official When the Reviewing Official returns an evaluation to the Assessing Official The Contractor Representative receives an email notification when the evaluation is completed An automatic notification is sent to the Contractor Representative identifying evaluations that have been
12. 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 Remove Access This option allows the Focal Point to remove access to one or more contracts orders for the user that was selected from the drop down Once the appropriate contracts orders 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 lt 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 C
13. Section for more specific information Switch Modules This option allows users to switch between CPARS and FAPIIS without having to log off See Switch Modules Section for more specific information 26 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 evaluations 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 evaluation to the Reviewing Official CPARS ASSESSING OFFICIAL Main Menu Register Update a Contract Initiate an Evaluation Delete an Incomplete Evaluation View Print Evaluations To Do List Status Report Change User Profile Switch Access Level Submit Suggestion Switch Modules Logoff Register Update a Contract This option allows an Assessing Official to manually input basic contract order information into CPARS The contract order must be registered within 30 days after contract order award To register or update a contract order click on Register Update a Contract from the Main Menu The Register Update a Contract data entry screen will display To register an evaluation that is to be completed at the contract level enter the contract number in the C
14. a list of CPARS eligible contracts orders that begin with AMANO1 he she would enter the value of AMANO1 Auto Register Contracts CPARS Eligible List Screen Queries 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 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 Focal Point Main Menu screen Also contracts orders that have already been registered in CPARS will not be 19 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 contract order and is used to determine if the contract order exceeds the minimum reporting dollar thresholds Award Date indicates the date the contract order was awarded Completion Date indicates the end date of the contract order Available Date indicates the date that the contract order became available in Auto Register CPARS Auto Register Contracts Spreadsheet Only register and or remove contracts that are under your cognizance area of responsibility T
15. 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 10 CPARS To Do List Parameters Include All Limit by Contract Number O Limit by User Role Select from List x Limit by User Select from List Sort by 1 Contract Number 2 None 3 None Show To Do List Return to the Main Menu A list of evaluations will display based on the parameters selected by the Focal Point The To Do List identifies for each evaluation the DUNS Period of Performance User Role the Action Required the Assigned date 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 orders within the Focal Point s area
16. area Completed at the option of the Contractor The Contractor s narrative comments may be up to 24 000 characters per evaluation area If the Contractor Representative chooses to enter comments he or she must also indicate if they concur or do not concur with the Government s evaluation W Concurrence so ee eee o Name and Title of Contractor Representative 2 Name Title Phone Number Email Address Save Data Validate and Send to the Assessing Official View Print the Evaluation Return to the Main Menu Status Report This option allows the Contractor Representative to monitor the status of contracts and evaluations for each contract order that he she has been authorized access to The Status Report will display information as counts or as a list of contracts and evaluations that allows the Contractor Representative read only access for evaluations that are Rated or Completed See CPAR Status Report Section for more specific information Change User Profile This option must be used whenever a user s name email address 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 34 Submit Suggestion This option allows users to communicate suggested CPARS improvements policy comments and problems to system administrators and the Change Control Board See Submit Suggesti
17. 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 next to Notes on the To Do List located next to a Contract Order Number indicates that a note has been generated for that evaluation Notes may be viewed or added by clicking on them A red checkmark located within any of the Green Rating Tabs indicates that element has been rated for the specific performance area General System Information At the bottom of every page in the CPARS application there are links to the CPARS Guidance and training opportunities Use the To Do List to open and work on all evaluations 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 Customer Support Desk also have the ability to reset passwords Use the Forgot User Id feature to receive a system generated email with your User ID 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 your User ID s The Status Report is a
18. desired contract number and then click the View Access button A list of users who have been given access to the specified contract order will display The User Name 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 will display The Spreadsheet function will export the data columns displayed into a Microsoft Excel Spreadsheet CPARS View Existing User Access Select Contract N4511213D5060 and or User ALL spreadsheet Users Authorized by You User Name UserID User Role Last Logon Date Contracts ABRAHAM LINCOLN ALINC Assessing Official NEVER N4511213D5060 MIKE MOUSE MMOUS1 Contractor Rep NEVER N4511213D5060 THOMAS JEFFERSON TJEFFER Reviewing Official NEVER N4511213D5060 Return to the Access Authorization Menu Return to the Main Menu 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 orders that the user has been given access to will display The User Name 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
19. intercepts and monitors communications on this S for purposes including but not limited to penetration testing COMSEC monitoring network operations and defense personnel misconduct PM law enforcement LE and counterintelligence Cl investigations At any time the USG may inspect and seize data stored on this IS Communications using or data stored on this IS are not private are subject to routine monitoring interception and search and may be disclosed or used for any USG authorized purpose This IS includes security measures e g authentication and access controls to protect USG interests not for your personal benefit or privacy Notwithstanding the above using this IS does not constitute consent to PM LE or Cl investigative searching or monitoring of the content of privileged communications or work product related to personal representation or services by attorneys psychotherapists or clergy and their assistants Such communications and work product are private and confidential See User Agreement for details Accept Login with PKI Accept Login with Password CPARS FAPIIS NAVSEALOGCEN PORTSMOUTH NH Version 4 0 0 Build Date 05 25 2012 06 32 13 Phone 207 438 1690 Email Technical Support View Guidance View Training Opportunities Read the Notice and Consent Banner and then click the applicable login category link that describes your Public Key Infrastructure PKI status Either Accept Login w
20. level in CPARS See User Profile Section for more specific information Submit Suggestion This option allows users to communicate suggested CPARS improvements policy comments and problems to system administrators and the Change Control Board See Submit Suggestion Section for more specific information Switch Modules This option allows users to switch between CPARS and FAPIIS without having to log off See Switch Modules Section for more specific information 32 Contractor Representative The Contractor Representative is responsible for reviewing and commenting on proposed ratings and remarks for all evaluations forwarded by the Assessing Official An evaluation is required to be prepared by the Government to document contractor performance for each contract order that exceeds specified dollar values The Contractor Representative is allotted 60 days to review and comment on each evaluation forwarded to his her company CPARS CONTRACTOR REP Main Menu View Print Evaluations To Do List status Report Change User Profile Submit Suggestion switch Modules Logoff View Print Evaluations This option allows the Contractor Representative to view print an evaluation 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 evaluation See the To Do List below to determine how to enter comments on an evaluation To view an eval
21. meeting with the Assessing Official to discuss the evaluation Click on the To Do List button from the Main Menu Then locate and click on the contract order number of the evaluation that has been forwarded for review and comment CPARS To Do List Select a Contract Number below fo complete the action required Spreadsheet CONTRACT NUMBER DUNS PERIOD OF PERFORMANCE ACTION REQUIRED ASSIGNED MONEY13D0002 10 12 2012 10 12 2013 Input Comments 06 11 2014 MONEY13D0004 999999999999 11 02 2013 06 20 2014 Input Comments 06 11 2014 USTRANS13D9092 999999999 05 05 2012 05 04 2013 Input Comments 06 24 2014 _ Return to the Main Menu 33 The evaluation will open in read only format except for specific fields located on the Ratings and Contractor Rep tabs A red checkmark k 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 evaluation 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 availabi
22. obtains the list of contract s order s available for Auto Registration and the Focal Point desires to have one or more contract s orders s removed from this list the Focal Point checks the contract s order s slated for removal from the column labeled Select Once the appropriate contract s order s 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 contract s order s will automatically refresh to exclude the contract s order s that were removed and another popup will appear stating how many contract s were removed NOTE 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 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 Fo
23. saved and a notice has been sent to the Assessing Official Click on the OK button to view the Evaluation in HTML or click Cancel to close the message from the HTML view The Assessing Official Representative is now locked out of the evaluation and may now only view the evaluation To return to the Assessing Official Representative Main Menu click Return to the Main Menu button Return to the Main Menu button does not save any information that has been entered Status Report This option allows the Assessing Official Representative to monitor the status of contracts and evaluations for each contract order that he she has been authorized access to The Status Report will display information as counts or as a list of contracts and evaluations that allows the Assessing Official Representative read only access to each See Status Report Section for more specific information Change User Profile Switch Access Level This option must be used whenever a user s name email address address or phone number changes This option also allows users to select optional email notifications to change their password and to switch access levels roles if the user has been granted more than one access level in CPARS See User Profile Section for more specific information Submit Suggestion This option allows users to communicate suggested CPARS improvements policy comments and problems to system administrators and the Change Control Board See Submit Suggestion
24. the Assessing Official to close the evaluation available only when Contractor concurs modify and close the evaluation send the evaluation to the Reviewing Official or to modify and send the evaluation to the Reviewing Official On day 61 following the Assessing Official s evaluation signature date the evaluation is returned to the Assessing Official and the Contractor Representative may no longer send comments If the Assessing Official closes the evaluation or modifies and closes the evaluation the evaluation will be updated in PPIRS RC within one day and the Pending marking will be removed If the Assessing Official sends the evaluation to the Reviewing Official or modifies the evaluation and sends it to the Reviewing Official the evaluation will be updated in PPIRS RC within one day and will retain the Pending marking 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 Representative whenever the Contractor Representative indicates that they do not concur with the Assessing Official s evaluation and when the Assessing Official has sent the evaluation to the Reviewing Official for closure The Reviewing Official should provide comments sign and close the evaluation When the evaluation is closed by the Reviewing Official it will be updated in PPIRS RC within one day and the Pending marking will be
25. 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 NOTE Focal Points can also update the Organization s which they have cognizance over using this option 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 evaluations 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 Send email notification when an evaluation is E Initiated by Assessing Official Rep Drafted by Assessing Official Rep Rated by Assessing Official Reviewed by Contractor E Finalized by Assessing Official rf Completed by Reviewing Official Send email notification when Onsite Training is announced Save Preferences Return to the User Profile Menu Return to the Main Menu 63 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 optio
26. 09 04 2013 AMANDA BLUE EPA123D2001 10 20 2012 08 23 2013 Assessing Official Rate Send to Contractor 09 04 2013 AMANDA BLUE EPA123D3035 9999999999999 10 01 2011 09 29 2012 ial Rep EPA123D3035 10 01 2011 09 29 2012 Assessing Official Rep Initiate Send to Assessing Official 09 03 2013 AMANDA BLUE 5 E EPA123D3036 EPA123D3036 EPA123D3036 Return to the To Do List Parameters Return to the Main Menu 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 l ie te te m mn N Q z D E o o o Spreadsheet Click on the Spreadsheet in the upper left hand corner to create a Microsoft Excel version of the Agency POC To Do List User Name Allows the Agency POC to view the user s profile information including name title organization address email address and phone number 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 Focal Point List This option allows the Agency POC to view a list of the Focal Points and their Alternates for the organization s that the Agency
27. 15 2014 04 22 2014 AMANDA TRAVIS ATRAV EPA CPOD Return to the Main Menu j ol f am Finalize o b The Return to the Main Menu button returns the user to the Main Menu 61 Change User Profile 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 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
28. ASS14D0030 UNKNOWN KTR UKTR1 05 23 2014 DANASS14D0031 UNKNOWN KTR UKTR1 05 23 2014 MICRAY14D0030 JOE SCOTT JSCOT 06 09 2014 MICRAY14D0031 JOE SCOTT JSCOT 06 09 2014 MILCOR14D0030 CONT REP TEST1 CREPT 06 03 2014 MILCOR14D0031 CONT REP TEST1 CREPT 06 03 2014 NATBIS14D0030 JAMES B BOB JAMES 06 02 2014 NATBIS14D0031 a JOE SCOTT JSCOT 06 09 2014 SUSDOB14D0030 BILLY CONTRACTOR BCONTR 06 02 2014 TESTING123123 333333333 JOE SCOTT 06 09 2014 Return to the Main Menu To Do List This option allows the Senior Contractor Representative to identify all evaluations that have been forwarded to the corporation its divisions or subsidiaries for contractor review and comment The evaluations identified on this list require contractor review and comment and should be returned to the Government by the required due date or they will be closed by the Government without contractor review and comment Click the To Do List from the Main Menu A To Do List Parameters screen displays E CPARS To Do List Parameters Include All O Limit by Contract Number Limit by User Select from List Y O Limit by DUNS Select from List 4 4 sort by 1 Contract Number 2 None h 3 None ha Show To Do List Return to the Main Menu To view a list of all evaluations within the Senior Contractor Representative s area of responsibility the Senior Contractor Representative selects Include All Select Limit by Contract Nu
29. Access Authorization Menu Return to the Main Menu 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 organization address email address and phone number 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 Focal Point List This option allows the Department POC to view a list of the organizations Focal Points and their Alternates The list will display the Organization s the Focal Point has cognizance over Focal Point name Phone Number Email Address Created Date Last Accessed Date and the system s they are Active In Spreadsheet Click on the Spreadsheet in the upper left hand corner to create a Microsoft Excel version of the Focal Point List 43 CPARS Focal Point List 06 27 2014 Spreadsheet Active In Organization Role User Name Phone Number Email Address Created Date Last Accessed Date CPARS FAPIIS None Selected Focal Point AMANDA TREASURY _ 555 555 5555 amanda treasury noemailmil 04 22 2014 N N Focal Point AMANDA GRONKOWSKI 555 555 5555 amanda travis noemail mil 04 22 2014 06 27 2014 Aa
30. Assessing Official The evaluation shown below in the Assessing Officials To Do List requires the Assessing Official s action to Initiate Send to Contractor Action Required Rate Send to Contractor This option allows the Assessing Official to review evaluations that have been forwarded by the Assessing Official Representative or previously saved by the Assessing Official To save a partially complete evaluation the Report Type and Period of Performance must have been filled in and saved 29 Click on the appropriate contract order number and the evaluation is opened in data entry format ready for the Assessing Official to complete the required action NOTE A red checkmark next to Notes on the To Do List located next to a contract order number indicates that a note has been generated for that evaluation Notes may be viewed or added by clicking on them The evaluation screen shot below has the Assessor Tab selected Should this evaluation 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 Representative s ratings and remarks or has made his her final edits and validations to the evaluation then he she will fill out all the required tabs and fields below and select the Validate and Send to the Contractor button CPARS
31. DUNS to continue with the contract order 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 order registration process by entering basic contract order 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 order 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 order that has already been registered enter the contract number in the Contract Number box and the order number if applicable in the Order Number 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 order 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 23 To return to the Assessing Official Representative Main Menu click the Return to the Main Menu but
32. Evaluations screen displays CPARS View Print Completed Evaluations Enter one or more of the following gualifiers Contract Number Order Number Organization ALL a DUNS ALL z PSC NAICS Sort by 1 Contract Number 2 Period of Performance 3 None List the Evaluations that Meet these Qualifiers Clear all Data Return to the Main Menu The Senior Contractor Representative can search for completed evaluations by Contract Number Order Number Organization DUNS Product or Service Code PSC and North American Industrial Classification System NAICS Select the appropriate qualifiers and then click the List the Evaluations that Meet these Qualifiers button A list of completed evaluations will display Click on the contract order number of the evaluation to be 49 viewed and a new window opens and displays the evaluation in HTML format Once the evaluation is displayed the user is able to scroll through the entire evaluation and or print the evaluation on a local printer The Return to the View Print Evaluations 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 Evaluations Select a Contract Number below to view print the Evaluation record CONTRACT NUMBER PERIOD OF PERFORMANCE DUNS PSC NA
33. Focal Point to monitor the processing times for all evaluations under the Focal Point s cognizance For example this report will identify the number of evaluations 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 email address address or phone number changes Focal Points can also use this option to update the Organization s which they have cognizance 21 over This option also allows users to select additional optional email notifications and to change their password See User Profile Section for more specific information Submit Suggestion This option allows users to communicate suggested CPARS improvements policy comments and problems to system administrators and the Change Control Board See Submit Suggestion Section for more specific information Switch Modules This option allows users to switch between CPARS and FAPIIS without having to log off See Switch Modules Section for more specific information 22 Assessing Official Representative An Assessing Official Representative has the authority to initiate and update evaluations but does not have the authority to send the evaluation to the Contractor Representative or to finalize an evaluation CPARS ASSESSING OFFICIAL REP Main Menu Register Update a Contract Initiate an Evaluation
34. ICS BINCHE14D0030 04 01 2013 04 01 2014 MICRAY14D0030 acoso ouo1 207s ooren soso toros 300299809 parascsnssn founna ona somos 195 SUSDOB14D0030 04 01 2013 04 01 2014 Count 11 Return to the View Print Evaluations Qualifier Menu Return to the Main Menu 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 evaluations Click View Contractor Reps from the Main Menu The View Contractor Reps screen displays The Senior Contractor Representative can view Contractor Representatives by Contract User or DUNS Select the desired option s and click View A list of Contractor Reps with the Contract Number s assigned DUNS User Name User ID and Last Logon Date displays Click on the User Name to view the individual s profile information including name title organization address email address and phone number The Return to the Main Menu button returns the user to the Senior Contractor Representative Main Menu Spreadsheet Click on the Spreadsheet in the upper left hand corner to create a Microsoft Excel version of the Contractor Rep s list 50 CPARS View Contractor Reps Contract TI User ALL DUNS 333333333 e View Contractor Rep s Contract Number DUNS User Name UserID Last Logon Date DAN
35. NG SHOP 1 000 000 01 01 2013 01 01 2018 06 16 2014 DOREEN CG AMANO113C0022 a BARBO1 SUPER CONTRACTING SHOP 1 000 000 01 01 2013 01 01 2018 06 16 2014 DOREEN CG AMANO113C0023 PF AMANOD Y SUPER CONTRACTING SHOP 1 000 000 01 01 2013 01 01 2018 06 16 2014 as AMANO113C0024 AN AMANO1 SUPER CONTRACTING SHOP 1 000 000 01 01 2013 01 01 2018 06 16 2014 E Return to the Auto Register Report Parameters Return to the Main Menu The example above includes removed contracts The Removed By column identifies the Focal Point who removed each contract order click on the Focal Point s name to view the Focal Point s profile information including name 47 title organization address email address and phone number Click the Close button to return to the list of contracts Spreadsheet Click on the Spreadsheet in the upper left hand corner to create a Microsoft Excel version of the Auto Register Report list Status Report This option allows the Agency POC to monitor the status of contracts and evaluations for all contracts orders within the respective organization The CPAR Status Report will display information as counts or as a list of evaluations that allows the Agency POC read only access to each evaluation See Status Report Section for more specific information Evaluation Metrics Report This option allows the Agency POC to run a report that identifies the number of contracts that are registered evaluations in process a
36. 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 40 CPARS Agency POC Authorization Matrix Access has been authorized for the following Agency POC users to the associated Organization s A system generated email is sent to new users informing them of their User ID responsibilities and resources and providing instructions on how to obtain a temporary password User Name UserID Status User Type Organization s GEORGE WASHINGTON GWASHIN Authorized New EPA CPOD Note If the Status indicates Failed please contact the customer support desk for assistance Return to the Access Authorization Menu Return to the Main Menu 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 Modify Existing User Access screen displays CPARS Modify Existing
37. POC has cognizance over The list will display the Organization s the Focal Point has cognizance over Focal Point name Phone Number Email Address Created Date Last Accessed Date and the system s they are Active In CPARS Focal Point List 06 27 2014 Spreadsheet Active In CPARS Focal Point AMANDA GRONKOWSKI 555 555 5555 amanda travis noemail mil 04 22 2014 06 27 2014 Y Organization Role User Name Phone Number Email Address Created Date Last Accessed Date THOMAS JEFFERSON 222 222 2222 thomas jefferson noemail mil 04 22 2014 06 22 2014 GCERC Focal Point AMANDA MONEY 555 555 5555 amanda money noemail mil 04 22 2014 06 27 2014 Y AMANDA ORANGE 4445556666 amandatravis noemail mil 05 08 2014 06 23 2014 Active In Y Under CPARS indicates that user s have been assigned access Under FAPIIS indicates a record s has been entered N Under CPARS indicates that no users have been assigned access Under FAPIIS indicates no records have been entered L_ Return to the Main Menu 46 Spreadsheet Click on the Spreadsheet in the upper left hand corner to create a Microsoft Excel version of the Focal Point List 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
38. RS improvements policy comments and problems to system administrators and the Change Control Board See Submit Suggestion Section for more specific information Switch Modules This option allows users to switch between CPARS and FAPIIS without having to log off However Senior Contractor Representatives 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 https www ppirs gov See Switch Modules Section for more specific information 52 CPARS Reports The CPARS application provides the functionality of a variety of reports Status Report Evaluation Metrics 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 Status Report The Assessing Official Representative Assessing Official Contractor Representative and the Reviewing Official 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 Status Report allows users to monitor the status of contracts and evaluations within their purview The Stat
39. 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 Customer Support Desk at Com 207 438 1690 or email to webptsmh navy mil 73
40. 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 18 NOTE When the Alternate Focal Point is a New User 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 Auto Register Contracts This feature provides Focal Points the ability to produce and review a list of CPARS eligible contracts orders From the list of eligible contracts orders the Focal Point is able to quickly auto register individual contracts orders in CPARS Registering contracts orders 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 FPDS NG This daily data feed is the basis for the Auto Register Contracts feature The most recent three years of contract order award information is available Click the Auto Register Contracts button The Auto Register Contracts screen will display Focal Points are allowed to query for CPARS eligible contracts orders by entering at least one Contract Office Code or by entering the full or partial contract number Contracts orders previously removed from the CPARS eligible list can be viewed and a
41. TEMES Modified Ratings Belg MENEVTE Contractor Rep Evaluate the following Areas 2 rate or select N A for all major areas Schedule feisty AAN Small Business Other Areas Schedule Past Rating N A Rating VERY GOOD Current Schedule Variance Completion Schedule Variance Assessing Official Comments 24000 character limit Assess the timeliness of the Contractor against the completion of the contract task orders milestones delivery schedules and administrative requirements e g efforts that contribute to or affect the schedule variance Contractor Representative Comments Save Data Validate and Send to the Reviewing Official Validate and Close the Evaluation View Print the Evaluation Return to the Main Menu Status Report This option allows the Assessing Official to monitor the status of contracts and evaluations for each contract order that he she has been authorized access to The Status Report will display information as counts or as a list of contracts and evaluations that allows the Assessing Official read only access to each See Status Report Section for more specific information Change User Profile Switch Access Level This option must be used whenever a user s name email address address or phone number changes This option also allows users to select optional email notifications to change their password and to switch access levels roles if the user has been granted more than one access
42. User Access Agency POCs F i User Name User ID Organization s Actions GEORGE WASHINGTON GWASHIN EPA CPOD Return to the Access Authorization Menu Return to the Main Menu 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 Click the Close button to return to previous screen 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 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
43. User Manual for Contractor Performance Assessment Reporting System CPARS July 2014 Current Version 4 0 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 Guidance for the Contractor Performance Assessment Reporting System 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 Portsmouth NSLC PTSMH NSLC PTSMH continually enhances the AIS and the manual to meet the needs of customers Please address any recommended modifications or improvements to CPARS Project Manager Naval Sea Logistics Center Portsmouth Bldg 153 2nd Floor Portsmouth Naval Shipyard Portsmouth NH 03804 5000 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 Submit Suggestion feature on the Main Menu of each assigned level in CPARS Table of Contents OV SLOI OVET EW cs
44. 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 order that has already been registered enter the contract number in the Contract Number box and the order number if applicable in the Order Number 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 order 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 27 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 an Evaluation This option allows the Assessing Official to initiate the evaluation process by entering proposed ratings and remarks To initiate an evaluation click on the Initiate an Evaluation button from the Main Menu The Initiate an Evaluation data entry screen will display When the evaluation is to be completed at the contract level enter the contract number in the Contract Number box and click the Continue button If the evaluation is to be completed at the Task Delivery Order level enter the contract number in the Contract Number box and the order number in the Orde
45. a Altemate THOMAS JEFFERSON 222 222 2222 thomas jefferson noemail mil 04 22 2014 06 22 2014 AS jas GCERC Focal Point AMANDA MONEY 555 555 5555 amanda money noemail mil 04 22 2014 06 27 2014 ae JA Alternate AMANDA ORANGE 4445556666 _ amanda travis noemail mil 05 08 2014 06 23 2014 a A Active In Y Under CPARS indicates that user s have been assigned access Under FAPIIS indicates a record s has been entered N Under CPARS indicates that no users have been assigned access Under FAPIIS indicates no records have been entered _ Return to the Main Menu The Return to the Main Menu button returns the user to the Department POC Main Menu Status Report This option allows the Department POC to monitor the status of contracts and evaluations for each contract order within the respective department The Status Report will display information as counts or as a list of contracts and evaluations that allows the Department POC read only access to each See Status Report Section for more specific information Evaluation Metrics Report This option allows the Department POC to run a report that identifies the number of contracts that are registered evaluations in process and evaluations completed under the Department POC s cognizance This list displays the Agency and is broken down at the Organization level See Evaluation Metrics Report Section for more specific information Ratings Metrics Report This option all
46. actor 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 Attachment 3 of the CPARS Guidance contains 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 Customer Support 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 also protected by the Privacy Act and is not releasable under the Freedom of Information Act Performance evaluations may be withheld from public disclosure under Exemption 5 of the Freedom of Information Act Further Federal Acquisition
47. aluations were completed during the month For each month the report identifies the number of evaluations completed the number of evaluations completed within the 120 day objective and the number of evaluations 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 to 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 Month 2014 APR Average Processing Times Days Contract Activity Number lt 120 Days gt 120 Days Total Rate COntractor Finalize Review Comments vity of Evaluations Click on a Contract Activity above to see further details below _ Return to the Main Menu In this particular example only one Contract Activity TEST12 applies to the user To view the six evaluations completed for the month click on the TEST12 link under Contract Activity and the report displays processing times information at the evaluation level 60 Month 2014 APR _ Contract Activity TEST12 Contract Number Period of P Performance Focal Point Organization Total Rate TEST1234D0414 04 14 2013 04 14 2014 AMANDA TRAVIS ATRAV EPA CPOD TEST1234D0414 0001 04
48. at has been entered Prior to closing the evaluation 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 Evaluation button to save and close the evaluation A notice that the evaluation has been closed will appear with an option to View the Evaluation Click OK to view the evaluation in HTML or Cancel to Return to the Main Menu Click the OK button to confirm that the evaluation 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 Evaluation Data Entry Contract Schedule Number USTRANS12D0013 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 Modified Ratings Original Ratings Reviewer Reviewing Official Comments 2 24000 character limit The Reviewing Official RO must acknowledge consideration of any significant discrepancies between the Assessing Official s evaluation and the Contractor s comments The RO s narrative comments may be up to 24 000 characters
49. ay A booo ESTE PO PA ESO VE eee A a A A A PEO O E PO E PA Utilization of Small Business jot ttf Eo Regulatory Compliance Run Another Ratings Metrics Report Return to the Main Menu 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 59 Processing Times Report The Processing Times Report option is available to Focal Points Department POCs and Agency POCs This report is provided to help users monitor the evaluation processing times for evaluations 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 06 27 2014 Average Processing Times Days Month Number Contractor l lt 120 Davs gt 120 Davs Tota inalize eview of Evaluations 120 Day 120 Days Total Rate Comments Finalize Reviev own Jo b b kbb b b zors e oo o jojo ojo asao b b bbb b bo powserfo oo ooo e ooo eo Jo asoro b b bhb b b posnovjo o b p jojo b b powoeclo b b bbb b bo omno b b bhb b b reo o bo bhb b b orama o oo p epo o i aue b bk Jeje k bo ammi h b je eb h b Select Contract Activity and click on a month above to see further details below Return to the Main Menu The Processing Times Report presents one year of data The months displayed in blue indicate that ev
50. bmit Suggestion Section for more specific information Switch Modules This option allows users to switch between CPARS and FAPIIS without having to log off Currently Agency POCs do not have a role in FAPIIS See Switch Modules Section for more specific information 48 Senior Contractor Representative The Senior Contractor Representative access level allows a designated corporate official to view in process evaluations when statused at the Contractor Representative level and all completed evaluations Additional features at this level allow the Senior Contractor Representative to quickly identify evaluations 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 CPARS SENIOR CONTRACTOR REP Main Menu View Print Completed Evaluations View Contractor Reps To Do List Status Report Ratings Metrics Report Change User Profile Submit Suggestion Switch Modules Logoff View Print Completed Evaluations This option allows the Senior Contractor Representative to view evaluations that have been completed by the Government for contracts orders awarded to the corporation or any of its divisions or subsidiaries To view an evaluation click the View Print Completed Evaluations button from the Main Menu and the View Print Completed
51. button to return to the Delete an Incomplete Evaluation selection screen The Return to the Main Menu button returns the user to the Assessing Official Representative Main Menu View Print Evaluations This option allows the Assessing Official Representative to view an evaluation in a read only format To view an evaluation click the View Print Evaluations button and the View Print Evaluations data entry screen displays Enter the contract number in the Contract Number box and the order number if applicable in the Order Number box and click the Continue button a list of evaluations will display Click on the contract number of the evaluation to be viewed it will open in HTML format Once the evaluation is displayed the user is able to view and or print the evaluation on a local printer The Return to the Main Menu button returns the user to the Assessing Official Representative Main Menu To Do List This option is a quick and easy method for the Assessing Official Representative to see all evaluations that are awaiting his her action Click the To Do List button from the Main Menu If the Assessing Official Representative has any actions a list of contract numbers will display The list includes evaluations that are due to be initiated for the first time have been started and saved by an Assessing Official Representative and those that have been returned by the Assessing Official Click on the appropriate contract order number and the evaluation i
52. cal 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 Status Report This option allows the Focal Point to monitor the status of contracts and evaluations that have been started or completed for each contract order under the Focal Point s cognizance The Status Report will display information as counts or as a list of contracts and evaluations that allows the Focal Point read only access to each See Status Report Section for more specific information Evaluation Metrics Report This option allows the Focal Point to run a report that identifies the number of contracts that are registered evaluations in process and evaluations completed for the Agency DoD Service This list displays the Agency and is broken down at the Organization level See Evaluation Metrics 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 evaluations 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
53. d 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 15 20 characters at least two uppercase letters two lowercase letters two numbers and two special characters The last ten passwords are kept and may not be reused Passwords must differ from previous passwords by at least four characters Passwords must not contain personal information such as names phone numbers account names birthdates or dictionary words 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 NOTE Focal Points logging in for the first time will also be required to identify all Organization s which they have cognizance over New User Information fields identified with are required Current Password New Password Confirm New Password Passwords must meet the following specifications must be 15 20 characters must contain at least two upper and lower case letters must contain at least two numbers must contain at least two special characters cannot reuse your last 10 passwords mu
54. ddress required new users only 5 Delete User After Transfer yes No Transfer Access Return to the Access Authorization Menu Return to the Main Menu In Step 1 select a user name from the Select 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 order s to be transferred from the Select Contract s box Multiple contracts orders 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 orders are selected click Add or select Add All to transfer all contracts orders If an incorrect contract order is selected after clicking Add highlight the incorrect contract order in the Selected Contract s box and click on the Remove button The Remove All button will remove all contracts orders from the Selected Contract s 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 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 S
55. der 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 Remove Access This option allows the Focal Point to remove user access to the contract order 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 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 modi
56. e ruaworiocoor amor surer conaacme snos ssaooow Jovoyaoio owovaore osnon peo Janer amor surerconaacmesroe s4cooow lovoszoie owvaore _osreaose Jo amoraa amor _____ surercowreacrwa stor saoo lovoszoie ovovaore _osreaoss yen osrzcacoros americanos foare _____ surercomrmactwo sor sroo0000 ororena owovaore fosnezor Register Selected Contracts Remove Selected Contracts Return to the Auto Register Contracts Parameters Return to the Main Menu 20 Once the appropriate contracts orders have been checked for registration the Focal Point then clicks the Register Selected Contracts 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 orders will automatically refresh to exclude the contract s orders 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 orders and or for any other Service Agency adopting the use of Army Contracting Business Intelligence system ACBIS 2 When the contract order is auto registered the Contracting Officer name is pre populated if available 3 Dollar values for contract order actions with multiple Contract Action Reports are aggregated in auto register Once the Focal Point
57. elect 17 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 In Step 5 the Focal Point can choose to Delete User After Transfer This action 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 Aut
58. 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 evaluation requires additional detail and or clarification from the Assessing Official Representative The Assessing Official Representative will revise the evaluation 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 evaluation NOTE The evaluation will not be returned to the Assessing Official Representative if one has not been given access to the contract order by the Focal Point In this case after selecting Return to the Assessing Official Representative the Assessing Official will see a pop up box stating that the record cannot be sent to the Assessing Official Representative because one has not been assigned and the Focal Point should be contacted to resolve the situation Prior to forwarding the evaluation 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
59. eligible list is filtered by Business Sector and applicable minimum dollar threshold as displayed below Contracts orders not exceeding the established minimum dollar thresholds for 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 Enter Contract Office Code from FPDS NG Selected Office Code s None Selected or Full or Partial Contract Number List minimum of first six characters of Contract Number include Removed Contracts Sort By Contract Number Run Report Return to the Main Menu 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 The Auto Register Report may be sorted by up to seven sort options Select the desired option from the Sort By drop down box Click 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 CPARS Auto Register Report Spreadsheet CONTRACT NUMBER ORDER NUMBER CONTRACT OFFICE CODE CONTRACT OFFICE DOLLAR VALUE AWARD DATE COMPLETION DATE AVAILABLE DATE REMOVED BY AMANO113C0020 Y BARBO1 SUPER CONTRACTING SHOP 1 000 000 01 01 2013 01 01 2018 06 16 2014 DOREEN CG AMANO113C0021 A BARBO1 SUPER CONTRACTI
60. em 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 evaluation As a Contractor Representative you can only view an evaluation when it is in the Rated or Completed status You can run a Status Report to determine the status of your contracts evaluations 2 received an email stating that had an evaluation to review and comment on where do find my evaluation so that I can review it and enter comments A In order to review and comment on an evaluation go to www cpars gov On the right side of the page click on the System Logon link Read the Notice and Consent Banner and click Accept If you have a PKI certificate click Accept Login with PKI If you do not have PKI Certificate click Accept Login with Password Enter your User ID and Password note that if you are using a PKI certificate you will only need to enter a User ID once you have logged in for the first time using a Password If this is your first time logging in use the Forgot Password button to reset your password Once you have logged in click the CPARS button Next click on the To Do List Next click on the contract number and the evaluation 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 received a
61. email and phone number will display CPARS View Existing User Access Select Contract ALL and or User ABRAHAM LINCOLN ALINC x Spreadsheet Users Authorized by You User Name UserID User Role Last Logon Date Contracts ABRAHAM LINCOLN ALINC Assessing Official NEVER N4511213D5060 Return to the Access Authorization Menu Return to the Main Menu 16 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 Transfer User Access to Another User This option allows the Focal Point to transfer CPARS access from one user to another user when needed This function is particularly useful when individuals are reassigned and no longer involved with initiating or completing evaluations To transfer user access to another user click the Access Authorization button from the Focal Point Main Menu Click Transfer User Access to Another User The CPARS Transfer User Access to Another User screen will display CPARS Transfer User Access to Another User 1 Select From User Select From User 2 Select User Role Select Role 3 Select Contract s 2 None Assigned Add All Selected Contract s None Selected 4 To User Select Existing Use Search TO or Enter a New User ame enter alpha characters only first and last name only Email A
62. ent POC 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 log into the system to retain their account The Focal Point and the Department POC will also be notified 67 Using CPARS Effectively When Registering Contracts Orders or Working on Evaluations The blue question mark indicates online help is available for the adjacent field Click on the blue question mark and the online help window opens The ABC button 41 located next to data entry fields offers a spell checker When clicked possible misspellings in the block of text are identified and replacement options are offered A red asterisk designates a required field All required fields must be completed to register a contract order However evaluations can be started and saved without all required fields being completed Required fields must be completed whenever evaluations 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 top of data entry screens that help users identify how many characters they have entered in text fields Keep an eye on the character field to determine how many characters have
63. ent period expired waiting for Assessing Official to finalize Finalized Ratings finalized waiting for Reviewing Official comments Completed The Evaluation has been completed Run Another Status Report Return to the Main Menu 57 Evaluation Metrics Report The Evaluations Metrics Report option is available to Focal Points Department POCs and Agency POCs This report is provided to help users identify the number of contracts in process completed and total completed and in process broken down by Agency DoD Service to the organization level To run the Evaluation Metrics Report click the Evaluation Metrics Report button from the Main Menu The Evaluation Metrics Report will display CPARS Evaluation Metrics Report 03 17 2014 Agency Name Organization Contracts 1 In Process 2 Completed 3 Total 4 EPA ERACPOD jo 7 2 o o EPA EPAHPOD fa fae joo jas era fearon far a EPA oo fa EPA REGI N 4 1 eea Jeens 1 Jo Jr EPA EPAREGIONG EMM encore ea hp e o Actions ROSE in CPARS 2 Evaluations In Process 3 Evaluations Complete 4 Total Evaluations In Process and Complete Li Return to the Main Menu The Evaluation Metrics report allows users to view a count of number of contracts in process completed and total completed and in process broken down by Agency DoD Service to the contract office level 7 L tee T ojoj co co Spreadsheet Click on Spreadsheet in the
64. er Click the User Name to see the user profile information Click the Close button to return to previous screen Return to the 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 Status Report This option allows the Senior Contractor Representative to monitor the status of contracts and evaluations for each contract orders within their respective corporation The Status Report will display information as counts or as a list of contracts and evaluations that allows the Senior Contractor Representative read only access to each evaluation that is rated or completed See the 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 evaluations within the corporation The report can be qualified by date or DUNS See Ratings Metrics Report Section for more specific information Change User Profile This option must be used whenever a user s name email address address or phone number changes The Change User Profile option also allows the Senior Contractor Representative to change his her password See User Profile Section for more specific information Submit Suggestion This option allows users to communicate suggested CPA
65. erated for that Evaluation Notes may be viewed or added by clicking on them Click on the appropriate contract order number and the evaluation is opened in data entry format ready for the Assessing Official Representative to complete the required action CPARS Evaluation Data Entry Contract Schedule Number EPA123D3035 2 Order Number Click on a tab below to view enter the related information fields identified with are requirea Contractor Name Address B JMS Miceli REE ETE TESEI dl Name Address of Contractor 2 Company Name TEST COMPANY LLC Division Name Street Address 80 DANIEL STREET City PORTSMOUTH State Province Select ad Zip Code 03801 Country Select 7 DUNS Number 9999999999999 NAICS Code Save Data Validate and Send to the Assessing Official iew Print the Evaluation Return to the Main Menu The Contractor Name Address Tab is open above To initiate the evaluation the Assessing Official Representative will need to fill out all the required tabs and fields If the Assessing Official Representatives proposed ratings and 25 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 be notified via email that an evaluation is ready for review A message will appear stating that the Evaluation has been
66. ernate Focal Point AFP may perform automated contract order registration using the CPARS Auto Register function The Auto Register function will populate CPARS with the basic contract order information contained in the Federal Procurement Data System Next Generation FPDS NG Contract order registration may also be performed by manually entering the basic contract order information contained in the contract file The Focal Point Alternate Focal Point Assessing Official Representative and Assessing Official may perform manual registration Contract order registration should be performed within 30 days following contract order award Step 2 Enter Proposed Ratings Allows the Assessing Official Representative Assessing Official to enter the proposed ratings and narratives to reflect the contractor s performance during the reporting period If there is more than one Assessing Official Representative the Assessing Official Representatives should coordinate to ensure that all proposed ratings and narratives have been entered prior to submitting the proposed evaluation to the Assessing Official Step 3 Validate Proposed Ratings Allows the Assessing Official to reviews the proposed ratings and verifies that the narratives are detailed comprehensive complete accurate and supported by objective evidence wherever possible The Assessing Official signs the evaluation and sends it to the Contractor Representative Step 4 Contractor Comments All
67. etween CPARS and FAPIIS without having to log off See Switch Modules Section for more specific information 38 Department Point of Contact 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 Points of Contact POC who require oversight of the CPARS process for specific organizations within the department The Department Point of Contact POC is also able to view Status Reports Evaluation Metrics 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 CPARS DEPARTMENT POC Main Menu Agency POC Access Authorization Focal Point List Status Report Evaluation Metrics Report Ratings Metrics Report Processing Times Report Change User Profile submit Suggestion Switch Modules Logoftt 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 within the department To provide access to CPARS the Department POC clicks on the Agency POC Access Authorization button from the Main Menu The Agency Access Authorization Menu will display CPARS Agency POC Access Authorization Me
68. f the evaluation to be viewed it will open in HTML format Once the evaluation is displayed the user is able to view and or print the evaluation on a local printer The Return to the Main Menu button returns the user 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 evaluation process for all evaluations forwarded by the Assessing Official Click on the To Do List button from the Main Menu Action Required Input Comments Close Evaluation Locate and click on the contract order number of the evaluation that has been forwarded for review comment and completion The evaluation 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 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 CPARS To Do List Select a Contract Number below fo complete the action required Spreadsheet CONTRACT NUMBER DUNS PERIOD OF PERFORMANCE ACTION REQUIRED ASSIGNED
69. file information including User ID name title organization address email and phone number User Role Displays the user role assigned to that contract order for the adjacent user name gt 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 user s profile Clicking on the user s email address will open an email to the user Access Granted Date Displays the date access was granted to the contract order for the adjacent user name 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 evaluation For example it identifies when the applicable contract order was registered when the evaluation was initiated and who took the action s To run a new Status Report click the Run Another Status Report button The Return to the Main Menu button returns the user to the Main Menu To display the Status Report as Counts click on the Counts radio button under Report Options on the Status Report 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 G
70. forwarded to the Contractor Representative for comment but the Contractor has not started entering comments This email is daily and continues until the Contractor enters comments or until the evaluation is sent to PPIRS after 14 days An automatic notification is sent to the Contractor Representative identifying evaluations that have been forwarded to the Contractor Representative for comment but the Contractor Representative has not responded This email is weekly starts 15 days after the evaluation is sent to the Contractor Representative and continues until the Contractor Representative enters comments or until the evaluation returns to the Assessing Official after 60 days An automatic notification is sent to the Assessing Official when the Contractor 60 day comment period expires This email is weekly and continues until the evaluation is closed by the Assessing Official An automatic notification is sent to the Focal Point identifying evaluations that have been archived because the contract order had a Final evaluation completed at least one year ago This email is sent weekly An automatic notification will be sent to the Focal Point and Department POC identifying 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 POC provides access to new existing Organization s An automatic notification is sent to Agency POC s when the Departm
71. fy the existing user s role Click Modify Access and the Modify Existing User Access view displays Select the current contract s orders 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 organization title address email and phone number 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 button The Users Authorized by You matrix displays 14 CPARS Modify Existing User Access Select a Contract Select Contract y or User ABRAHAM LINCOLN ALINC v Users Authorized by You User Name User ID User Role Contracts Actions ABRAHAM LINCOLN ALINC Assessing Official N4511213D5060 Reset Password Modify Access Change Profile Delete User Return to the Access Authorization Menu Return to the Main Menu A list of all access levels and the specific contracts orders they have been given access to will display and the Focal Point can then choose to
72. g to check the entered information 12 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 evaluation is archived the contract order number is removed from the dropdown list and all access that was granted for that contract order is removed Should the evaluation need to be pulled back into production the Focal Point will have to reassign users to the contract order 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 orders 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 fo
73. horization button from the Focal Point Main Menu Click Assign Alternate Focal Point s The Assign Alternate Focal Point s screen displays CPARS Assign Alternate Focal Point s 1 Enter New User Name Email Address required new users only or Select Existing User Select User gt Current Alternate Focal Point s UserID Password Delete Phone Number Email Address GEORGE WASHINGTON GWASHI Reset Delete georgewashingtonOnoemailmi JOE ARMY JARMY seus pes fpe letel joe army noemailmil aws usea Rese Deel na seatanoenat Assign Alternate Focal Point Return to the Access Authorization Menu Return to the Main Menu 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 Address 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 Once a new name is entered or an existing user selected 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
74. in the contract number field and the task order number if applicable in the task order number field and click Continue The previously registered contract order appears and any of the data elements can be updated and saved 11 am using Internet Explorer and am trying to print my evaluation The text is not wrapping on the page How do I get the text to wrap A In Internet Explorer click File or click the dropdown arrow next to the printer icon Click Page Setup Check the Enable Shrink to Fit box Click OK Click the Print button in CPARS 12 Where do go if have other questions on the CPARS Automated Information System A Contact our Customer Support 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 certificate 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 entered does not match the PKI certification information A If y
75. ith PKI or Accept Login with Password to proceed with the login process For Department of Defense DoD users the use of PKI Login is Mandatory Federal and Contractor users can use the PKI login category if they have PKI The use of PKI certificates is still a DoD requirement that is being waived for industry users only 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 CPARS FAPIIS This System is for UNCLASSIFIED USE ONLY Password Login User ID Password Login With Password Having problems logging in Forgot UserlD Forgot Password Click on the Forgot Password link and the following screen displays CPARS FAPIIS Forgot Password Your password will be reset and an email will be sent to you with the new password You will be required to change your password the next time you log in Indicates Required Information User ID Email Address Enter your User ID and Email Address and click Submit The system will verify that the information entered matches what was entered when the account was created and will send an email to that address with a temporary password Return to the Login screen Enter your User ID and the temporary password and click the applicable Login button NOTE Subsequent logons for PKI users will not require the use of a passwor
76. l Accept the Ratings and Close the Evaluation if not contentious or Modify the Ratings Click on the appropriate contract order number and the evaluation is opened in data entry format ready for the Assessing Official to complete the required action 30 NOTE A red checkmark next to Notes on the To Do List located next to a contract order number indicates that a note has been generated for that evaluation Notes may be viewed or added by clicking on them The evaluation screen shot below has the Contractor Rep Tab selected The Assessing Official reviews the entire evaluation by clicking on each green tab Review contractor comments by clicking on the ratings tabs and or Contractor Rep tab CPARS Evaluation Data Entry Contract Schedule Number USTRANS13D9090 Order Number Click on a tab below to view the related information Contractor Name Address Contract Information Misc Information Small Business Utilization Contractor Rep Contractor Representative Comments Concurrence concur with this evaluation Name and Title of Contractor Representative Name Title Phone Number Email Address Date 06 24 2014 Accept the Ratings and Send to the Reviewing Official Accept the Ratings and Close the Evaluation Modify the Ratings Return to the Main Menu Evaluations completed without contractor comment will be automatically annotated in the Contractor Comments section of the HTML view with the following syste
77. level allows Agency POCs to quickly identify the status of contracts orders and evaluations within their respective organization CPARS AGENCY POC Main Menu To Do List Focal Point List Auto Register Report Status Report Evaluation Metrics Report Ratings Metrics Report Processing Times Report Change User Profile Submit Suggestion Switch Modules Logoff 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 evaluations Click the To Do List button from the Main Menu and 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 Limit by Contract Number Limit by User Role Select from List O Limit by User Select from List Sort by 1 Contract Number 2 None h 3 None Show To Do List Return to the Main Menu A list of evaluations for the Agency POC s organization will display 45 CPARS To Do List Spreadsheet CONTRACTNUMBER DUNS PERIOD OF PERFORMANCE ROLE ACTION REQUIRED ASSIGNED USER EPA123D2001 999999999 10 20 2012 08 23 2013 Assessing Official Rate Send to Contractor 09 04 2013 AMANDA ORANGE EPA123D2001 10 20 2012 08 23 2013 Assessing Official Rate Send to Contractor
78. 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 Official Ml Change User Preferences Change Login Password Return to the Main Menu 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 evaluations 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 Assessing Official ll Change User Information Access Level Change User Preferences Change Login Password Return to the Main Menu Click the Change User Information button and the User Information screen displays 62 CPARS User Information fields identified with are required User Name Email Address Tithe Organization Citizenship Select Country Street Address City State Zip Phone Number Save User Information Return to the User Profile Menu Return to the Main Menu The user is able to update any of the profile information fields noted above Fields identified
79. lick Modify Access and the Modify Existing User Access view displays Select the current contract s order 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 organization title address email and phone number 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 View Existing User Access The View Existing User Access screen displays 15 CPARS View Existing User Access Select Contract ALL and or User ALL View Access Return to the Access Authorization Menu Return to the Main Menu To View Existing User Access by contract order click the Contract drop down box and all contracts orders authorized by the Focal Point will display Select the
80. lity 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 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 A notice that the evaluation has been sent to the Assessing Official will appear with an option to View the Evaluation Click OK to view the evaluation in HTML or Cancel to return to the Main Menu CPARS Evaluation Data Entry Contract Schedule Number MONEY13D0004 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 Contractor Rep Contractor Representative Comments L 24000 character limit Use this area for general comments not directly related to an evaluation
81. llowing users and associated contracts A system generated 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 UserID Status Contracts User Type Assessing Official ABRAHAM LINCOLN abraham lincoin noemail mil ALINC Authorized N4511213D5060 New Reviewing Official THOMAS JEFFERSON thomas jefferson noemail mil TJEFFER Authorized N4511213D5060 New Contractor Rep MIKE MOUSE MMOUS1 Authorized N4511213D5060 New Note If the Status indicates Failed please contact the customer support desk for assistance Return to the Access Authorization Menu Return to the Main Menu 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 Rep to Assessing Official Assessing Official to Assessing Official Rep Assessing Official to Contractor Rep Contractor Rep to Assessing Official Assessing Official to Reviewing Official and Reviewing Official to Assessing Official Modify Existing User Access This option allows the Focal Point to change existing users access level to remove users access to contracts orders to reset passwords to update users p
82. lose the Evaluation button is selected a message asking if you are sure you want to Accept the ratings and Close the Evaluation appears Click the OK button A message indicating that the evaluation was closed appears Click the OK button The Contractor Representative will receive an automated email whenever an evaluation is completed and can subsequently retrieve the completed evaluation from CPARS 31 If Modify the Ratings is selected both the original evaluation including contractor comments and the modified evaluation are stored in CPARS notice tabs in example below Whenever a modified evaluation is viewed users have the option to view print the original evaluation Original Ratings If Modify the Ratings is selected the Assessing Official will make the desired changes on the Modified Ratings tab and provide supporting narratives in the white spaces provided 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 Evaluation if not contentious The Contractor Representative will receive an automated email whenever an evaluation is completed and can subsequently retrieve the completed evaluation from CPARS CPARS Evaluation Data Entry Contract Schedule Number USTRANS13D9090 2 Order Number Click on a tab below to view enter the related information fields identified with are required eT aM CUA hee MCRL MULE LIM UE AI E REE ME
83. m 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 evaluation within 60 days the action required will reflect Finalize Ratings and the Contractor Representative will no longer have access to enter comments Partial contractor comments will be automatically removed from the evaluation 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 Contractor Comments section The Assessing Official can close the evaluation or send it to the Reviewing Official 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 Evaluation if not contentious or Modify the Ratings When the Accept the Ratings and Send to the Reviewing Official button is selected the Reviewing Official will be notified via email that an evaluation 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 When the Accept the Ratings and C
84. mance must be filled in to save a partially completed evaluation When the Assessing Official Representative is ready to continue working on the evaluation simply Logon to CPARS click on the To Do List see below and click on the contract order number of the evaluation to be completed The evaluation 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 Evaluation This option allows the Assessing Official Representative to delete an evaluation that has been initiated but not yet sent to the Assessing Official To delete an incomplete evaluation click on the Delete an Incomplete Evaluation button from the Main Menu The Delete an Incomplete Evaluation selection screen displays The evaluations available for deletion will be displayed Click on the Delete link adjacent to the applicable contract order number to be deleted The Delete Evaluation Confirmation screen will display Verify the correct evaluation is about to be deleted from the CPARS database Select the Confirm Delete button Select the Cancel
85. mber and enter a specific contract number to limit the search to one contract The Senior Contractor Representative can limit the To Do List to a 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 evaluations will display 51 CPARS To Do List Spreadsheet CONTRACTNUMBER DUNS PERIOD OF PERFORMANCE ACTION REQUIRED ASSIGNED DUE DATE USER USDA12D0044 10 01 2010 10 01 2011 Input Comments _ 06 02 2014 08 01 2014 RAMON FOSTER USDA12D0044 10 01 2010 10 01 2011 Input Comments _ 06 02 2014 08 01 2014 ANTWON BLAKE USDA12D0045 10 01 2010 01 01 2011 Input Comments 06 02 2014 08 01 2014 HEATH MILLER Return to the To Do List Parameters Return to the Main Menu This report displays Contract Number DUNS Period of Performance Action Required Date Assigned Due Date and User Name Spreadsheet Click on the Spreadsheet in the upper left hand corner to create a Microsoft Excel version of the To Do List User Name Allows the Senior Contractor Representative to view the Contractor Representative s profile information including name title organization address email address and phone numb
86. n of a signed Focal Point User Access Request Form available 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 or FAPIIS in order to provide access to that module The Focal Point is also authorized to register contracts orders that will require a contractor performance evaluation The Focal Point assists the Assessing Official in implementing the automated CPARS process by providing training and helping with administrative matters to ensure that evaluations are completed in a timely manner and are of high quality CPARS FOCAL POINT Main Menu Register Update a Contract Edit an Evaluation Delete Record View Print Evaluations To Do List Access Authorization Auto Register Contracts Status Report Evaluation Metrics Report Ratings Metrics Report Processing Times Report Change User Profile Submit Suggestion Switch Modules Logoft Register Update a Contract This option allows a Focal Point to manually input and update basic contract order information into CPARS The contract order must be registered within 30 days after contract order award Registering and updating a contract order are the onlyfunctions that the Focal Point may perform in the automated workflow process To register or update a contract order click on Register Update a Contract The Regis
87. n email stating that had an evaluation to review and comment on logged into the system clicked View Print Evaluation and entered the contract number but there is no place for me to enter my comments A In order to review and comment on an evaluation just click on the To Do List Next click on the contract number and the evaluation 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 4 My company received an email that states that we have an evaluation to review and comment on When log into the system the evaluation does not appear on my To Do List When I click View Print Evaluation and enter the contract number the system states don t have access to the evaluation A Only the Contractor Representative who received the email has access to the evaluation If you require access to the evaluation you will need to contact the government Focal Point If you are unable to determine who the Focal Point is please contact the Customer Support 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 Per the Guidance for CPARS document paragraph 3 5 4 it is a best practice for the Assessing Official t
88. n screen displays The evaluations available for deletion will be displayed Click on the Delete link adjacent to the applicable contract order number to be deleted The Delete Evaluation Confirmation screen will display Verify the correct evaluation is about to be deleted from the CPARS database Select the Confirm Delete button Select the Cancel button to return to the Delete an Incomplete Evaluation selection screen The Return to the Main Menu button returns the user to the Assessing Official Main Menu View Print Evaluations This option allows the Assessing Official to view an evaluation in a read only format To view an evaluation click the View Print Evaluations button and the View Print Evaluations data entry screen displays Enter the contract number in the Contract Number box and the order number if applicable in the Order Number box and click the Continue button a list of evaluations will display Click on the contract number of the evaluation to be viewed it will open in HTML format Once the evaluation is displayed the user is able to view and or print the evaluation on a local printer The Return to the Main Menu button returns the user to the Assessing Official Main Menu To Do List This option is a quick and easy method for the Assessing Official to see all evaluations that are awaiting his her action Click the To Do List button from the Main Menu If the Assessing Official has any actions a list of contract numbers will display
89. n that has been entered 64 Submit Suggestion The Submit Suggestion feature is available at all access levels and allows CPARS users to do such things as identify and submit system problems make suggestions for system improvements or recommend changes in policy To submit comments click the Submit Suggestion button from the Main Menu and the Submit Suggestion screen will display CPARS Submit Suggestion This feature is to submit system enhancement suggestions ONLY Return to the Main Menu for all other options fields identified with are required Short Description Description 1000 character limit Submit Suggestion H Return to the Main Menu Enter a brief description in the Short Description box and a complete description in the Description box NOTE The system limitation for Submit Suggestion is 1000 characters Click the Submit Suggestion button Click OK when the confirmation message displays The Customer Support Desk monitors CPARS for all suggestions submitted Requests for enhancements and policy changes are routed through the Change Control Board CCB for review discussion and disposition The CCB currently meets four times a year Users submitting suggestions 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 button returns the user to the Main Menu 65 Switch Modules The Switch Module
90. nd evaluations completed for the Agency DoD Service This list displays the Agency and is broken down at the Organization level See Evaluation Metrics 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 evaluations within the organization 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 Agency POC to monitor the processing times for all evaluations within the respective organization For example this report will identify the number of evaluations 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 email address 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 evaluation 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 Submit Suggestion This option allows users to communicate suggested CPARS improvements policy comments and problems to system administrators and the Change Control Board See Su
91. ns are mandatory and cannot be de selected All mandatory emails are identified with a radio button rather than a box click on the blue question mark adjacent to the User Preferences title screen above to obtain additional information NOTES 1 The User Preferences menu and its optional emails are not available at the Senior Contractor Representative or Department POC 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 NOTE Passwords cannot be changed more than once in a 24 hour period If the password needs to be changed within a 24 hour period of time please contact the Focal Point or the Customer Support Desk CPARS Change Login Password Current Password New Password Confirm New Password Passwords must meet the following specifications must be 15 20 characters must contain at least two upper and lower case letters mus
92. nu Bi create New User Access Bi Modify Existing User Access by User B View Existing User Access Retur to the Main Menu 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 39 CPARS Agency POC Authorization Matrix 1 Select Organization s Select Organization gt selected Organization s None Selected 2 Select an Existing User ESPA gt or Enter a New User enter alpha characters only first and last name only Email Address required for new users only 3 Add the User Remove MESA User Email UserID Organization s User Type D GEORGE WASHINGTON george washington noemail mil a EPA CPOD New Create User Access Matrix Clear All Data Return to the Access Authorization Menu Return to the Main Menu 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 Organiza
93. o use all means available to include the contract file to assist in documenting and evaluating performance for periods 72 during which the Assessing Official was not a participant in the contract performance 2 Do have to do a CPAR for RDT amp E contracts A For Department of Defense users 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 although you are encouraged to manually register and report on these contracts if they exceed 1 000 000 Refer to the CPARS Guidance Attachment 1 for details For other Agency users CPARs are required for RDT amp E contracts Download Adobe Acrobat Reader 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 Assessing Official at the requiring activity or contracting 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 evaluation shall be based on the effective date award date 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 make note of a prime contr
94. o 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 The base Indefinite Delivery Vehicle IDV contract is registered Organization Select an Organization CONTRACT NUMBER SELECT CONTRACT OFFICE CODE CONTRACT OFFICE DOLLAR VALUE AWARD DATE COMPLETION DATE AVAILABLE DATE ses ruaorsoccor Te Pla trerconmcrnasicr stonoooo Jovovanrs Jovormme oense pen auon fo ffan fsurerconacmesror ssonoooo ovovaors forores _ osreaow Jo unono fa fan frnconacmosnoe _ stomo000 fovoramo Jovore foeneama pe aunors fa ffa feson conraacre sroe sroo0000 fonora lovewzore foeneema peo rwavorsocooos fa fan feoocconracmosnor sro owovaors Jovore foeneama pen aunors fo ffan rencommacimo sor ssoo0000 fovoramo lovewaore foneem peo ruanorsocooos fa fauno fsurerconracmesror seaman owovaors lovevaore foeneeoa pen aunor fa amor fsurerconracmesror s0000 ovovaors lovevzore foeneema peo osrzassresmumeracoms m feao surencommacimo sor s1o00000 owovaors lovevaore _ osreao Register Selected Contracts Remove Selected Contracts Return to the Auto Register Contracts Parameters Return to the Main Menu Auto Register Contracts The Focal Point should review the da
95. of control The role or level of access assigned to an individual is based on information that the Focal Point receives from project management teams and the like for the contracts orders that require evaluating contractor performance CPARS Access Authorization Menu Create New User Access Modify Existing User Access View Existing User Access Transfer User Access to Another User Assign Alternate Focal Point s Return to the Main Menu Create New User Access To create a new user account or to give an existing user access to a new contract order number click on the Access Authorization button located on the Focal Point Main Menu Click Create New User Access The Create New User Access screen displays 11 CPARS Create New User Access 1 Enter New Contract s Order or Select Existing Contract s Select Contract and Click Add Button Selected Contract 5 None Selected 2 Select User Role Select User Role 3 Enter New User Name enter alpha characters only first and last name only Email Address required for new users only or Select Existing User 4 Add User User Role User Name User Email UserID Contracts User Type Create User Access Matrix Clear All Data Return to the 4ccess Authorization Menu Return to the Main Menu 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 order n
96. ommunications security COMSEC monitoring network operations and defense personnel isconduct 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 and access controls to protect U S Government interests not for your personal benefit or privacy 7 You must scroll through the entire Rules of Behavior to Accept or Decline 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 in the CPARS module Module Selection Menu Select a Module Bl cpars Contractor Performance Assessment Reporting System BP Eapiis Federal Awardee Performance and Integrity Information System Bl Logo A list of all options available for a specified access level will appear on the user s Main Menu Focal Point The Focal Point is responsible for the collection distribution and control of evaluations Focal Points are key players in the success of the CPARS automated process Focal Point access is granted only upon the completio
97. on Section for more specific information Switch Modules This option allows users to switch between CPARS and FAPIIS without having to log off however Contractor Representatives 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 https www ppirs gov See Switch Modules Section for more specific information 35 Reviewing Official The Reviewing Official is responsible for ensuring that the evaluation is a fair and accurate evaluation 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 evaluation and the Contractor s remarks CPARS REVIEWING OFFICIAL Main Menu View Print Evaluations To Do List status Report Change User Profile Switch Access Level Submit Suggestion Switch Modules Logoff View Print Evaluations This option allows the Reviewing Official to view print an evaluation but not modify or change any of the information on the form To view an evaluation click the View Print Evaluations button and the View Print Evaluations data entry screen displays Enter the contract number in the Contract Number box and the order number if applicable in the Order Number box and click the Continue button a list of evaluations will display Click on the contract number o
98. ontract Number box and click the Continue button When an evaluation is to be completed at the Task Delivery Order level enter the contract number in the Contract Number box and the order number in the Order Number box and click the Continue button In either case the Contract Registration data entry screen will display Enter the Data Universal Numbering System DUNS or the DUNS 4 that is applicable to the contract order 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 to continue with the contract order 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 order registration process by entering basic contract order 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 order Once all required information is provided click the
99. or Date User Roles Focal Point Business Sector Assessor Office C Alternate Focal Point Company Name Closed Date l Assessing Official Rep Completion Date Contractor Due Date Cl Assessing Official Current Value Due Date YContractor Rep L DUNS Evaluation Type L Reviewing Official Effective Date Update Date Run Report Return to the Main Menu Organization Total Value 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 54 The Status Report shown below contains the selections Data Options Business Sector Nonsystems Eval Status Rated and Completed and the User Role Contractor Rep CPARS Status Report 06 27 2014 DATA Business Sector Nonsystems Eval Status Rated Completed Spreadsheet Click on a column name to re sort the report Viewed Contract Number Contract Status Contract Due Date Period of Performance Evaluation Status User Name User Role Phone Number Email Address Access Granted Date Activity Log ae USTRANS12D0009 CURRENT 08 19 2015 04 21 2013 04 21 2014 Completed AMANDA PURPLE Contractor Rep 555 666 7878 _ amanda_purple nonavy mil 05 08 2014 Notes USTRANS12D0002 08 13 2014 04 15 2013 04 15 2014 AMANDA PURPLE Contractor Rep 555 666 7878 _ amanda purple nonavy mil 05 08 2014 Log
100. or 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 evaluation has not been completed in 120 days and is overdue logged in but have no actions for that evaluation 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 evaluation You will want to contact the Reviewing Official and have them close the evaluation You can use the Status Report to obtain the Reviewing Official s name by running a report choosing List of Contracts and then checking the Reviewing Official User Role If a Reviewing Official is not assigned to the evaluation please contact the Focal Point so that they may assign one 3 have entered my supporting narrative but it is over the character limit Is there anything can do A There is no way to extend the character limitation or upload a file with additional narrative You will need to revise your comments to 24 000 or fewer characters per evaluation area and 24 000 characters for general comments on the Assessor tab 4 received an email stating that the CPAR is overdue for a specific period of performance know that have p
101. ou have received a new CAC or PKI certificate since your last login you will need to contact the Customer Support Desk to remove your certificate from the system 70 4 When I go to the website am getting an error message that indicates There is a problem with this website s security certificate A Please click on the option to Continue to this website not recommended The error is due to a security setting in Internet Explorer 7 Focal Point 1 received an email stating that granted access to contracts orders that are available for Auto Register but when go to Auto Register those contracts orders are not there A It s likely the contracts orders have been removed from the Auto Register Contracts listing To see what s 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 order number to register the contract order Assessing Official 1 I ve entered a proposed CPAR When I click on 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 f
102. ows the Contractor Representative being evaluated to provide comments on the evaluation indicate if they concur or do not concur with the evaluation sign and then return the evaluation to the Assessing Official The Contractor Rep has a total of 60 days following the Assessing Official s evaluation signature date to send comments If the Contractor Representative sends comments within the first 14 days following the Assessing Official s signature date and the Assessing Official or Reviewing Official closes the evaluation the evaluation will become available in the Past Performance Information Retrieval System Report Card PPIRS RC within one day On day 15 following the Assessing Official s evaluation signature date the evaluation will become available in PPIRS RC with or without Contractor Representative comments and whether or not it has been closed by the Assessing Official or Reviewing Official If no Contractor Representative comments have been sent and the evaluation has not been closed it will be marked as Pending in PPIRS RC If the Contractor Representative sends comments at any time prior to 61 days following the Assessing Official s evaluation signature date those comments will be reflected in PPIRS RC within one day On day 61 following the Assessing Official s evaluation signature date the Contractor Rep will be locked out of the evaluation and may no longer send comments Step 5 Review Contractor Comments Allows
103. ows the Department POC to run a report that will identify the distribution of ratings for all completed evaluations 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 evaluations within the department For example this report will identify the number of evaluations 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 email address address or phone number changes This option also allows users to change their CPARS password See User Profile Section for more specific information Submit Suggestion This option allows users to communicate suggested CPARS improvements policy comments and problems to system administrators and the Change Control Board See Submit Suggestion Section for more specific information Switch Modules This option allows users to switch between CPARS and FAPIIS without having to log off See Switch Modules Section for more specific information 44 Agency Point of Contact An Agency Point of Contact POC is a senior level employee or designated representative who is a proponent of the CPARS application and process This access
104. ox Click the Continue button The Edit an Evaluation screen will display Clicking on the Contract Number will display the evaluation To cancel click Return to the Main Menu To edit the evaluation click Edit and the Edit Evaluation screen will display Basic information is displayed to help the Focal Point choose the correct evaluation type Select the correct Evaluation Type from the Evaluation Type drop down Click on Save Data A popup will appear stating the evaluation has been saved The Return to the Main Menu button returns the user to the Focal Point Main Menu Delete Record This option allows the Focal Point to delete registered contracts orders and or evaluations at the initiated or drafted status To delete a registered contract order or an in process evaluation click the Delete Record bution The Delete Record selection screen displays The contracts orders and evaluations available for deletion will be displayed Click on the Delete link adjacent to the applicable contract order number to be deleted The Delete Contract Confirmation screen will display Verify the correct contract order is about to be deleted from the CPARS database If the contract order was at registered status indicate if the contract order should be available in auto register after deletion Select the Confirm Delete button Select the Cancel button to return to the Delete Record selection screen The Return to the Main Menu button returns the user to the Focal Point Main
105. ption is used to update an Agency POC s profile The Department POC can update the user s profile information including name organization title address email and phone number The Department POC must click the OK button after the change s are made in order for them to take effect Delete User This option is used to delete an Agency POC from CPARS Click the Delete User button and the following screen displays 42 CPARS Access Authorization Remove all access and delete the following user User Name UserID Organization s GEORGE WASHINGTON GWASHIN EPA CPOD Delete User Return to the Access Authorization Menu Return to the Main Menu 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 View Existing User Access This option produces a list of the Agency POCs 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 Glick on a user name fo view their profile information User Name UserID LastLogon Date Organization s GEORGE WASHING TON GWASHIN NEVER EPA CPOD Return to the
106. r Number box and click the Continue button In either case the data entry screens display and are pre filled with the basic contract order information and any miscellaneous information entered during contract registration NOTE The contract order must be registered before an evaluation can be initiated The green tabs provide additional data entry fields Click each green tab to complete the Initiate an Evaluation process The evaluation data entry screens identify required fields with a red asterisk However the Assessing Official is allowed to save a partially completed evaluation without addressing all the required fields Clicking the Save Data button will save the partially completed evaluation NOTE Report Type and Period of Performance must be filled in to save a partially completed evaluation When the Assessing Official is ready to continue working on the evaluation simply login to CPARS click on the To Do List see below and click on the contract order number of the evaluation to be completed The evaluation 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
107. r 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 Registration Enter Proposed Ratings Narratives Validate Ratings Narratwes Following AO Signature Day 15 Sent to PPIRS Pending if no CR Comments Updated in PPIRS Daily Day 61 Contractor Comment Period Ends Eval Returned AO CR Lacked Out Contractor Comments Review Contractor Comments Clse Updated m PPIRS When AO Mbodifies Sends to RO Closes RO Closes Pending Marking Removed when AOMRO Chses Reviewing Official Comments Close 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 Contract Registration is the entry of basic contract order award information such as Contractor Name Contractor Address Product or Service Code PSC Dollar Value Award Date etc into CPARS The Focal Point FP or Alt
108. removed The Reviewing Official also has the option to return the evaluation to the Assessing Official for additional changes if desired In such a case the Assessing Official should make changes as necessary re send the evaluation to the Reviewing Official and the Reviewing Official should provide comments sign and close the evaluation Once the Reviewing Official completes the actions of step 6 the evaluation is considered complete Completed evaluations are copied daily to the PPIRS RC database PPIRS is a warehouse of all evaluations completed by Federal agencies and is accessed by source selection officials to support future source selections Accessing CPARS The CPARS application is accessible from https www cpars gov The CPARS website offers links to CPARS and the Federal Awardee Performance and Integrity Information System 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 button located on the right hand side of the page The Notice and Consent Banner will display CPARS FAPIIS Notice and Consent Banner You are accessing a U S Government USG Information System IS that is provided for USG authorized use only By using this IS which includes any device attached to this IS you consent to the following conditions The USG routinely
109. reviously completed a CPAR for that period of performance Why am receiving this email 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 Status Report Run the report selecting List of Contracts and choosing Evaluation Type If the evaluation type is marked correctly check the contract completion date on the most recent CPAR To check the contract completion date click on the contract order number If the contract completion date is erroneously entered and the contract was Auto Registered correct the contract completion date in the Federal Procurement Data System Next Generation FPDS NG and it will be updated in CPARS automatically If the contract completion date was erroneously entered and the contract was manually registered use the Register a Contract function located on the Main Menu to correct the date 71 5 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 order is only one year long a Final CPAR should be written Contractor Rep 1 received an email stating that I ve been given access to a contract order When I log into the system click View Print Evaluation and input the contract order number receive an error message that states You do not have access to contract number XXX A The email you received was a syst
110. rofile 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 Modify Existing User Access The Modify Existing User Access Screen displays CPARS Modify Existing User Access select a Contract Select Contract or User Select User Users Authorized by You Return to the Access Authorization Menu Return to the Main Menu 13 To modify existing user access by contract order click the Select a Contract drop down box and all contracts orders authorized by the Focal Point will display Select the desired contract order and click the View Access button The Users Authorized by You matrix displays CPARS Modify Existing User Access Select a Contract N4511213D5060 or User Select User y View Access Users Authorized by You User Name UserID User Role Contracts Actions ABRAHAM LINCOLN ALINC Assessing Official N4511213D5060 Reset Password Modify Access Change Profile Delete User El MIKE MOUSE MMOUS1 Contractor Rep N4511213D5060 ia Reset Password a Change Profile Delete User THOMAS JEFFERSON TJEFFER Reviewing Official N4511213D5060 Reset Password Modify Access Change Profile Delete User Return to the Access Authorization Menu Return to the Main Menu A list of all users who have been given access to the specific contract or
111. roup 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 value CPARS Status Report Parameters Data Options Business Sector Architect Engineer Contract Status Current Construction Due Nonsystems Overdue _ Systems Final Evaluation Type Interim Evaluation Status Registered E Reviewed Final initiated l Finalized Addendum L Drafted L Completed L None l Rated Contract Number Contract Activity 1st six positions of the Contract Number Selected Activity s MEBER Remove Remove All Report Options Counts options display when selected Type Contract Counts by Status D Evaluation Counts by Status Group by All D Contract Activity gt List of Contracts options display when selected Run Report Return to the Main Menu If the user leaves the default value of Contract Counts by Status under Report Options selected and then clicks on the Run Report button the report results in the status of all the user s contracts orders by counting the number of contracts orders that are current due overdue or have a final evaluation Percentages are also provided 56 CPARS status Report 06 27 2014 DATA All Grouped By All Current Due Overdue Final Undetermined Totals come te CI CI E
112. ry boxes Click each green tab and enter data in of the required fields to register and save the contract order 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 order that has already been registered enter the contract number in the Contract Number box and the order number if applicable in the Order Number 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 order 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 Edit an Evaluation This option allows the Focal Point to change the Evaluation Type on an in process or previously completed evaluation To change the Evaluation Type on an in process or previously completed evaluation click the Edit an Evaluation button from the Main Menu The Edit an Evaluation selection screen displays Enter the contract number in the Contract Number box and the order number if applicable in the Order Number b
113. s for each evaluation 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 the Save button to save the new note A red check mark indicates notes have been entered in the Notes field Click the Close button to return to the list of evaluations without saving new notes STATUS NOTES Contract USTRANS12D0009 Period of Performance 12 20 2012 12 20 2013 New Notes Notes Received AMANDA USTRAN Notes entered 06 27 2014 10 05 Contract Number Click on the specific Contract Order Number and the evaluation will display in HTML format If the Assessing Official modified the evaluation 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 evaluation and click on the View Modified CPAR button to view the modified evaluation Click the Print button to print the evaluation on a local printer Click the Close button to return to the list of evaluations A green x appears in the Viewed column adjacent to the contract number for the evaluation that was just viewed User Name Displays all the users assigned to the contract order Clicking on the user s name allows the Focal Point to view the user s pro
114. s opened in data entry format ready for the Assessing Official Representative to complete the required action Each of the Assessing Official Representative s Actions Required from the To Do List are described in further detail below 24 Action Required Initiate Send to Assessing Official This option allows the Assessing Official Representative to initiate evaluations that are due to be started and have not been previously initiated by an Assessing Official Representative The evaluation shown below in the Assessing Officials To Do List requires the Assessing Official s action to Initiate Send to Assessing Official Action Required Update Send to Assessing Official This option allows the Assessing Official Representative to review and process evaluations that have been previously initiated by an Assessing Official Representative or returned by the Assessing Official CPARS To Do List Select a Contract Number below to complete the action required Spreadsheet CONTRACT NUMBER DUNS PERIOD OF PERFORMANCE ACTION REQUIRED ASSIGNED EPA123D3035 10 01 2011 09 30 2012 Initiate Send to Assessing Official 09 03 2013 Notes EPA123D3032 10 20 2012 09 02 2013 Update Send to Assessing Official 09 04 2013 A indicates notes have been entered B Return to the Main Menu NOTE A red checkmark next to Notes on the To Do List located next to a Contract Order Number indicates that a note has been gen
115. s feature is available at all access levels and allows users to switch between the CPARS and FAPIIS modules 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 Module Selection Menu Select a Module CPARS Contractor Performance Assessment Reporting System im FAPIIS Federal Awardee Performance and Integrity Information System m Logoff Click the applicable button CPARS or FAPIIS to access that module NOTE Although the CPARS and FAPIIS module buttons are visible on the Module Selection Screen access to those modules may be restricted based on the user s access level Contractor Representatives and Agency POC levels of access currently do not have a role in FAPIIS 66 CPARS Email 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 evaluation is due to be started This email is weekly and continues until the evaluation is started An automatic notification is sent to the Assessing
116. st differ from previous password by at least four characters must not contain personal information such as names phone numbers account names birthdates or dictionary words User Name GEORGE WASHINGTON Email Address george washington noemail mil Title Organization Citizenship Select Country o Street Address City State Zip Phone Number L Save User Password and Information 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 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 and Decline buttons will activate 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 mM You are accessing a U S Government USG information system 15 which includes any device attached to this information system that is provided for U S Government authorized use only You consent to the following conditions The U S Government routinely intercepts and monitors communications on this information system for purposes including but not limited to penetration testing c
117. t contain at least two numbers must contain at least two special characters lt cannot reuse your last 10 passwords must differ from previous password by at least four characters must not contain personal information such as names phone numbers account names birthdates or dictionary words Save Password Return to the User Profile Menu Return to the Main Menu 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 15 20 characters at least two uppercase letters two lowercase letters two numbers and two special characters The last ten passwords are kept and may not be reused Passwords must differ from previous passwords by at least four characters Passwords must not contain personal information such as names phone numbers account names birthdates or dictionary words 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 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 Clicking on this button does not save any informatio
118. ta 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 orders to be registered in the column labeled Select CPARS Auto Register Contracts Spreadsheet 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 The base Indefinite Delivery Vehicle IDV contract is registered Organization USTC m CONTRACT NUMBER SELECT CONTRACT OFFICE CODE CONTRACT OFFICE DOLLAR VALUE AWARD DATE COMPLETION DATE AVAILABLE DATE vea puerco A surerconreacrmasior stonoowm Jovvaors fovovame fosrszone cu auon fo ffan ___ surercowrracrna or stoco0w ovewvanrs Jovornowe Josns cu auon am ___ runconraactc shor _ stono0w ovewvanrs Jovornowe Josns pro aunors ide ye amorr ms ffan feoorconracmesror sicooow Jovoyaoro owovaore fosnezorn y
119. ter Update a Contract data entry screen will display To register an evaluation that is to be completed at the contract level enter the contract number in the Contract Number box and click the Continue button When an evaluation is to be completed at the Task Delivery Order level enter the contract number in the Contract Number box and the order number in the Order Number box and click the Continue button In either case the Contract Registration data entry screen will display Enter the Data Universal Numbering System DUNS or the DUNS 4 that is applicable to the contract order 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 order 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 order registration process by entering basic contract order 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 ent
120. that contract A Please make sure that you are entering the contract number and order number correctly 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 69 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 Menu Choose the correct level from the drop down and click Switch 9 am receiving an error message stating cannot forward the evaluation 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 Status Report choosing the List of Contracts option and checking off the Focal Point User Role 10 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 lf the contract was Auto Registered you should update the contract completion date in the Federal Procurement Data System Next Generation FPDS NG The updated contract completion date will be transmitted from FPDS NG to CPARS If the contract was manually registered login to the system and click on the Register Update a Contract button Enter the contract number
121. tion 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 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 NOTE If granting access to an Agency POC which is a Government only user access role and the email address entered appears to be non government the Department POC will receive a warning to check the entered information The View bution allows the Department POC to view the existing user s name organization address email address and phone number 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
122. ton Return to the Main Menu button does not save any information that has been entered Initiate an Evaluation This option allows the Assessing Official Representative to initiate the evaluation process by entering proposed ratings and narratives To initiate an evaluation click on the Initiate an Evaluation button from the Main Menu The Initiate an Evaluation data entry screen will display When the evaluation is to be completed at the contract level enter the contract number in the Contract Number box and click the Continue button If the evaluation is to be completed at the Task Delivery Order level enter the contract number in the Contract Number box and the order number in the Order Number box and click the Continue button In either case the data entry screens display and are pre filled with the basic contract order information and any miscellaneous information entered during contract order registration NOTE The contract order must be registered before an evaluation can be initiated The green tabs provide additional data entry fields Click each green tab to complete the Initiate an Evaluation process The evaluation data entry screens identify required fields with a red asterisk However the Assessing Official Representative is allowed to save a partially completed evaluation without addressing all the required fields Clicking the Save Data button will save the partially completed evaluation NOTE Report Type and Period of Perfor
123. tosh system 5 How do cut and paste an 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 6 am receiving emails stating that have been granted access to CPARS and more emails stating must perform an action on an evaluation Why A A government Focal Point has given you access 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 Customer Support Desk and they can provide the name and contact information 7 When I use To Do List or View Print options to view an evaluation don t see any contractor comments and know they responded A The evaluation was modified by the Assessing Official after the contractor commented When you open the evaluation from the To Do List click on the Original Ratings tab and the contractor s comments are included there If you use View Print Evaluation button on the Main Menu once the evaluation 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 8 received an email stating that have an evaluation to work on but when I log into the system I do not have access to
124. tre sas tat eas ges eae th aa aio ese jas een en enaed sea auaae gaa cnt eben cet tuaee adem iced teat 4 ACCE SRNT OFAR S ema nar Rea COM Oe eae Oe E Ot ea 6 OG elie e 11 CAIRO PP E O nau nateeoetnautaen E E a ea cana 9 Assessing Official Representative cueca 23 PASS SS SIMONA oi Page Bi ek a Pane Macha eid Hie hd Mid es Mad 27 Contracior Representa Osos 33 PRCVIC WIN PONT chats sststatc iat et tata hott hesat hts ra tabi satel oligos a 36 Department POIMUO COM ACE siii 39 AJENO NON ACK ase idas 45 Senior Gontractor Representative c ecnin t 49 OPAR PADON eN 53 Change User Profile Switch Access Level ooccccconcccccnncccocnnoconnnococononncnnonnnnnnonnnonnnnnononenononess 62 Submit SUE MON messi 65 SWEN Module Scsi daa 66 OPARS Emal NO IICA ION Ssiaaa A 67 Using CPARS Effective Vasos Ri A ia ad 68 Frequently ASKED QUESTIONS snccraar tiesa a a cola 69 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 o
125. uation click the View Print Evaluations button and the View Print Evaluations data entry screen displays Enter the contract number in the Contract Number box and the order number if applicable in the Order Number box and click the Continue button If more than one evaluation exists for the contract number a list of evaluations will display Click on the contract order number of the evaluation to be viewed and or printed The evaluation will display in HTML format Once the evaluation has been displayed the user is able to scroll through the report and or print it on a local printer To return 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 evaluations that have been forwarded by the Assessing Official Action Required Input Comments the Contractor Representative is allotted a 60 day review comment period starting from the date the Assessing Official forwarded the evaluation If the Contractor Representative does not provide comments within the 60 day period the evaluation is then returned to the Assessing Official and the Contractor Representative no longer has access to enter comments The Government will have to complete the evaluation without the Contractor Representative comments Within the first seven days of the comment period the Contractor Representative may request a
126. ue Run Report Return to the Main Menu H If the user leaves the default value of List of Contracts under Report Options selected and then clicks on the Run Report button the report results in a list of all the user s contracts and evaluations that includes the following column names Notes Viewed Contract Number Contract Status Contract Due Date Period of Performance Evaluation Status and Activity Log 53 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 Activity Log The Status Report may be further qualified by selecting desired parameters under Data Options The user limits the status report by clicking the box es 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 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 n
127. umber entered If an incorrect contract order number is entered after clicking Add highlight the incorrect contract order number and click on the Remove button The Remove All button will remove all contracts orders 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 Contract s 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 Address required for new users or Select Existing User To select an existing user click the Search button and the Search for Existing 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 orders identified in step 1 NOTE If granting access to a Government only user access role i e Assessing Official Rep Assessing Official or Reviewing Official and the email address entered appears to be non government the Focal Point will receive a warnin
128. umber in the Contract Number box The user can choose to include additional data columns and user roles by clicking the box es adjacent to the column name under Report Options A checkmark will display in the box adjacent to the column name s selected NOTE Contractor Representative access level does not include the User Roles of Assessing Official Rep Assessing Official Contractor Rep or Reviewing Official Senior Contractor Representative access level does not include the User Roles of Assessing Official Rep Assessing Official or Reviewing Official In the example below the user is limiting the status report to display only rated and completed evaluations that have the Business Sector of Nonsystems and has chosen to include the user role of Contractor Rep CPARS Status Report Parameters Data Options Business Sector Architect Engineer Contract Status Current Construction Due Y Nonsystems Overdue L Systems Final Evaluation Type interim Evaluation Status Registered F Reviewed Final Initiated Finalized Addendum Drafted Y Completed None Y Rated Contract Number Contract Activity 1st six positions of the Contract Number Selected Activity s OTRS EE Remove Remove All Report Options 5 Counts options display when selected List of Contracts select optional data elements to include Contract Data Award Date Evaluation Data Assess
129. upper left hand corner of the page to create a Microsoft Excel version of the Evaluation Metrics report 58 Ratings Metrics Report The Ratings Metrics Report option is available to Focal Points Department POCs Agency POCs and Senior Contractor Representatives This report is provided to help users monitor the distribution of ratings for completed evaluations To run a Ratings Metrics Report click the Ratings Metrics Report button from the Main Menu A Ratings Metrics Parameters screen will display The Ratings Metrics Report can be run to include all completed evaluations 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 POCs 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 CPARS Ratings Metrics Parameters Include All Dates Period of Performance Date Range lega mmiddiyyyy To Organization ALL Run Report Return to the Main Menu Click the Run Report button The Ratings Metrics Report will display CPARS Ratings Metrics Report 06 26 2014 DATA Period of Performance ALL Organization ALL Would Would Not ao Reconmensaton s 2 Ratings Exceptional Very Good Satisfactory Marginal Unsatisfactory aw
130. us Report will display information as counts e g number of evaluations complete number of contracts orders due for an evaluation or as a list of contracts and evaluations that identifies the status of each contract order available that provides the user read only access to each evaluation To run a Status Report click the Status Report button from the Main Menu The Status Report Parameters menu will display CPARS Status Report Parameters Data Options Business Sector ual Architect Engineer Contract Status a Current Construction Due L Nonsystems Overdue L Systems Final Evaluation Type E Interim Evaluation Status E Registered E Reviewed Final Initiated L Finalized Addendum C Drafted Completed Rated Contract Number Contract Activity 1st six positions of the Contract Number Selected Activity s MTRS Remove Remove All Report Options 5 Counts options display when selected List of Contracts select optional data elements to include Contract Data Award Date Evaluation Data y Assessor Date User Roles Focal Point Business Sector l Assessor Office Alternate Focal Point Company Name Closed Date Assessing Official Rep Completion Date Contractor Due Date Assessing Official Current Value Due Date Contractor Rep C DUNS Evaluation Type L Reviewing Official Effective Date Update Date Organization Total Val
131. uto registered by checking the box Include Removed Contracts The Auto Register Report may also be sorted by up to seven sort options Select the desired option from the Sort By drop down box CPARS Auto Register Contracts Contract Office Code Enter Contract Office Code from FPDS NG selected Office Code s None Selected or Full or Partial Contract Number List minimum of first six characters of Contract Number include Removed Contracts Sort By Contract Number x Run Report Return to the Main Menu Contract Office Code To ensure that Focal Points are searching for contracts orders in Auto Register belonging to them search by the Contract Office Code The Contract Office Code is a required field when processing data in FPDS NG If Focal Points are unaware of their Contract Office Code contact their FPDS 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 order number or to produce a specific list of CPARS eligible contracts orders For example if a Focal Point would like to produce
132. vailable to help monitor the status of contracts and evaluations to identify who has access to a contract or to find out the history of the evaluation Activity Log 68 Frequently Asked Questions General 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 Customer Support Desk with the contract order 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 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 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 Macin

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