CRPS Reference Manual – Intro Chapter

Intro Chapter 03/2021 Page 1 CRPS Reference Guide

Department o f General Services, Bureau of Procurement Contractor Responsibility Program System

CRPS Reference Manual – Intro Chapter

About the Guide Welcome to the Contractor Responsibility Program System (CRPS). The CRPS is the system that allows the execution of contractor responsibility checks for the Commonwealth in accordance with Management Directive 215.9. The CRPS Reference Guide serves several purposes as you learn the system and use it on a regular basis. After you complete the web-based training course, utilize the Reference Guide as a job aid. As you use the CRPS, you can refer to the Guide to review specific material you are having difficulty with, and it should be your first reference when you encounter difficulty using the CRPS. Organization This Introduction Chapter is devoted to background information about the CRPS. The Introduction Section introduces you to the Guide, explains how to use the Guide and identifies the purpose of the Guide. The Overview Section provides much of the background information crucial to understanding CRPS as well as sources for help when you have problems or questions. The Accessing CRPS Section provides information on navigating to and accessing the CRPS, understanding navigation within the CRPS, understanding the home page, and logging out of CRPS. The At-A-Glance subsection illustrates the high-level tasks involved while also highlighting which Roles complete which tasks.



Reference Guide Purpose The Contractor Responsibility Program System Reference Guide is written documentation to accompany use of the CRPS. The CRPS Reference Guide will help you to: Understand the Contractor Responsibility Program and how the usage of the CRPS fits into the

process Access and navigate through the CRPS

Use the CRPS to execute contractor responsibility checks when needed Name and taxpayer

identification number are required The following are checked:

o Obligations with the Department of Revenue

o Obligations with the Department of Labor and Industry, Unemployment Compensation

o Obligations with the Department of Labor and Industry, State Worker’s Insurance Fund

o Approved Performance Issues

o Commonwealth Suspensions/Debarments within the past 5 years

o Federal Suspensions/Debarments via the SAMS database

Use the CRPS to execute searches of the CRP data using different search criteria and returning variations of issues

Searches by Name, TIN, SAP Number, or Name and TIN are possible.

By default, these searches include obligations.

Other data that can be included in the searches includes performance issues, suspensions/debarments (Commonwealth and federal), and historical data.

Use the CRPS to enter, manage, approve, and resolve performance issues according to role Perform basic administrative functions

Produce reports

Find help when you need it by selecting FAQs from the Help dropdown menu.



Overview What Is the Contractor Responsibility Program? Executive Order 1990-3, Contractor Responsibility Program, mandates the development of a contractor responsibility program. The goals of the program are:

To ensure that commonwealth agencies contract with responsible and competent contractors

To identify, evaluate, and appropriately sanction contractors that do not meet the standards of responsibility, that render deficient performance, or that engage in wrongdoing or other inappropriate activities

To develop and maintain a centralized system to collect and disseminate information concerning issues affecting contractor responsibility

Management Directive 215.9, Contractor Responsibility Program, establishes policy, responsibilities, and procedures for implementing the contractor responsibility program.

https://www.oa.pa.gov/Policies/eo/Documents/1990_3.pdf

https://www.oa.pa.gov/Policies/md/Documents/215_9.pdf

http://www.portal.state.pa.us/portal/server.pt?open=512&objID=711&PageID=228891&mode=2&contentid=http://pubcontent.state.pa.us/publishedcontent/publish/cop_general_government_operations/oa/oa_portal/omd/p_and_p/management_directives/management_administrative_support/items/215_9_contractor_responsibility_program.html



What Is the Contractor Responsibility Program System? CRPS is a centralized, platform independent system for executing contractor responsibility checks

Receives data from the Department of Revenue, the Department of Labor and Industry Unemployment Compensation weekly, and the Department of Labor and Industry State Worker’s Insurance Fund daily

Connects to the DGS Suspension/Debarment database Connects to the System for Award Management (SAM) database

for federal suspensions/debarments Stores performance issues

CRPS is a specialized system that incorporates the business rules dictated by the Management Directive.

If obligations are found, the CRP Check cannot be certified Commonwealth suspensions/debarments for the past 5 years are returned in a CRP

Check in accordance with the Management Directive Suspensions, debarments, and performance issues do not preclude the CRP Check

from being certified.

CRPS is an Internet application. Accessible from any computer connected to the Internet Users must have Keystone Login accounts

CRPS is a repository for performance issues. Data entry and data maintenance for performance issues are now done in the CRPS Performance issues are entered, approved and resolved in the CRPS

CRPS is a role-driven system.

Roles dictate the access a user has in the system All roles allow the ability to execute CRP Checks and Searches Specialized roles control access for the performance issue functionality

http://www.dgsweb.state.pa.us/comod/CRPS/RolesandPermissions.docx



Accessing the CRPS

Accessing the CRPS Overview If the user is a CWOPA user, they should be able to login to CRPS by entering www.crps.pa.gov into the URL address field. This will take you to the CRPS welcome page. From the welcome page, select the Login button. The UserName and Password fields are available to login using your CWOPA network credentials. The Welcome page provides information on the CRPS and links to the Executive Order, the Management Directive (215.9), and the CRPS End-User Procedure documents. The menu bar that displays at the top of the screen is available throughout the system and provides access to all of the functionality available to the user that is signed into the system. Logging out of the CRPS is executed by closing your Internet browser or by clicking the ‘Log Out’ button which should be done immediately after you are finished with the system to prevent unauthorized usage. This chapter will review the following activities:

1. Accessing the CRPS (acquiring login and roles)

2. Approving User Role Requests

3. Touring the Welcome page

4. Logging out of the CRPS



Accessing the CRPS At-A-Glance

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Task/Demo X X X X 1. Access the CRPS

Launch your Internet browser. Navigate to the CRPS by entering the following address: www.crps.pa.gov.

X X 2. Approving a User/User Role Request Reviewing and Responding to User/User Role Requests Pending Role Request Emails

X X X X 3. Tour the Home page

The Home page provides links to the Executive Order that created the Contractor Responsibility Program and to the Management Directive.

There are also links to the CRPS End-User Procedure Documents. The menu bar that displays at the top of the screen, is available

throughout the application and provides access to all functionality available to the specific user logged in to the system.

X X X X 4. Log out of the CRPS

Upon completion of your usage of the CRPS, the Internet browser should be closed or the log out button should be selected. This should be done to prevent unauthorized usage.

http://www.crps.pa.gov/



Demonstration 1: Access the CRPS

1. Launch your Internet browser and navigate to the CRPS by entering www.crps.pa.gov.

Welcome page will display as shown below.

If the User has accessed CRPS in the past 12 months, follow the steps below: 1. Select the Log In button to access CRPS




2. From the CRPS Login Page, enter your CWOPA Username and Password (same Login used to access a commonwealth computer), then click the Log In button. If the user is a CWOPA user, they should be able to login to the CRPS.

If the login credentials are not entered correctly or if the user does not have a CRPS user profile, the following will be displayed. If the user does not have CRPS access, select the You do not have access to CRPS. Please click here to Request Access. This will take you to the Registration/Role Access form.

If the message is received again, verify the user has entered the correct CWOPA login credentials. If the entered credentials are correct, then the user most likely does not have a CRPS user profile and should proceed to “CWOPA user accessing CRPS for the first time”.

If user is a Commonwealth of PA Email Exchange (CWOPA) user accessing the CRPS for the first time, follow the steps below:

1. If the user has a CWOPA email, and is accessing the CRPS for the first time, the screen

below will display. Select the “You do not have access to CRPS, please click here to Request Access”.



2. You will be directed to the Role Request Form for a new user (See Screen shot below)

Note: Prior to completing the Role Request Form, please check with your Designated Senior Manager (DSM) or Direct Supervisor to determine your role assignment(s) for CRPS.

a. Complete all fields to request user access. b. Select the Roles you will need to access the CRP system. Refer to the ‘Role Access

Help’, to the right of the screen, to determine the Roles needed. c. Users with the DSM or Agency User Admin role in the agency associated with the role

request and the CRPS Resource Account will receive an email for approving the Role Request.



If the user is not a CWOPA user, they must establish a Keystone Login to access the CRPS. Follow the steps below:

1. If the user Does Not have a CWOPA account, click the Create Keystone Login Account link.

If the user has a Keystone Login, go directly to step 4. • Once an account is established for a Keystone login, if you forget your Username for

CRPS, select Forgot Username to reset a username. • If you forget your password for CRPS, select Forgot Password to reset the password.



2. From the Keystone Login screen, enter the required information (See Below) and select

Register. (Required information is identified with a red asterisk *)

3. After the Keystone Login ID has been established, users will receive a confirmation at the

bottom of the page. Navigate to the CRPS by entering http://www.crps.pa.gov. 4. From the CRPS Login Page, enter your Keystone Login - User Name, Password, and click

the Log In button.




3. Because the user is accessing the CRPS for the first time, the screen below will display. Select the “You do not have access to CRPS, Please click here to Request Access”.



4. You will be directed to the Role Request Access form for a new user (See Screen shot below) Note: Prior to completing the Role Request Form, please check with your Designated Senior Manager or Direct Supervisor to determine your role assignment(s) for CRPS.

a. Complete all fields to request user access. b. Select the Roles you will need to access the CRP system. Refer to the ‘Role Access

Help’, to the right of the screen, to determine the Roles needed. c. Users with the DSM or Agency User Admin role in the agency associated with the role

request and the CRPS Resource Account will receive an email for approving the Role Request.



Demonstration 2: User/User Role Requests Reviewing and Responding to User/User Role Requests: This function allows authorized users to review, approve, reject, and return new user access requests and existing user role request changes. The agency DSM can assign individuals the role of “Alternate DSM”, or “Agency User Admin” as identified in the CRP System. These individuals can, “Approve or Disapprove” requests for access to the CRP System made by other employees within the agency. Determine if an employee’s request for access is appropriate (e.g., request for view-only access, request to enter Performance Issues).

1. From the Administration menu, select the User/User Role Requests link.



2. From the User Role Request page, select the name of the user requesting the role.

3. The User Role Request will display. Review the requested groups and determine if the role(s)

requested are appropriate for the individual’s responsibilities.

4. Verify the user details (name, username, email, agency, permanent access, Assigned Groups and Requested Groups)

• Based on User’s role, requested groups may be edited by clicking on the box.

5. Select the Approve button to approve Role request(s).

a Select the Reject button to reject the Role request(s).

i. A pop-up box will display, enter comments describing why the role request is being rejected.

ii. Select the Reject button

b Select the Return button to go back to the User Role Requests screen.



CRPS: Pending User Role Request Email The CRPS: Pending User Role Request email reminds users with DSM or Admin (CRP System and Agency User) roles that there is a pending user role request for their agency. An example email is displayed below. These emails will be sent weekly until the request has been resolved.



Demonstration 3: Tour the Welcome Page 1. Note the hyperlinks on the page for the following:

Executive Order 1990-3, Contractor Responsibility Program Management Directive 215.9, Contractor Responsibility Program CRPS End-User Procedure Documents



Demonstration 4: Log out of the CRPS 1. Logging out of the CRPS is executed by closing your Internet browser OR by clicking the ‘Log

Out’ button which should be done immediately after you are finished with the system to prevent unauthorized usage. There are three options that can be used to successfully close out of CRPS.

Option 1: Select File and then Close tab from the menu bar for Internet Explorer located at the top of the screen. You can do this from any page in the CRPS.

Option 2: Select the ‘X’ in the upper right-hand corner of the page to close the Internet Explorer window.

Option 3: Click the Log Out button.



Where to Go for Help For CSPS system outage assistance: Contact the Agency User Admin for direction and assistance if you are unable to access CRPS or are experiencing system errors. For policy information: Refer to Management Directive 215.9, Contractor Responsibility Program. Refer to Manual M215.3 Amended, Procurement Handbook.

https://www.oa.pa.gov/Policies/md/Documents/215_9.pdf

http://www.portal.state.pa.us/portal/server.pt?open=512&objID=711&PageID=228891&mode=2&contentid=http://pubcontent.state.pa.us/publishedcontent/publish/cop_general_government_operations/oa/oa_portal/omd/p_and_p/management_directives/management_administrative_support/items/215_9_contractor_responsibility_program.html

https://www.oa.pa.gov/Policies/Documents/m215_3.pdf

https://www.dgs.pa.gov/Materials-Services-Procurement/Procurement-Handbook/Pages/default.aspx

http://www.dgs.state.pa.us/portal/server.pt/community/procurement_handbook/14304