Assisted Acquisition Services Business Systems (AASBS)Federal Acquisition Service (FAS)

Contract Payment Reporting Module (CPRM) FY2016 Quarter 2 Release

Release Notes for GSA Users and Support Users

Software Version 16.16.1

Prepared for AASBS by TechFlow, Inc.

Version 1.0

March 16, 2016

Assisted Acquisition Service Release Notes v.16.16.1

Table of Contents1.0 Task Information................................................................................................................1

1.1 Task Client......................................................................................................................... 1

2.0 Task Requirements............................................................................................................12.1 Purpose............................................................................................................................. 1

3.0 Enhancements................................................................................................................... 13.1 CHG89195 – Update Reporting Office Code in Contract Crosswalk.................................13.2 CHG92648 – Make Work Type a Mandatory Field............................................................23.3 CHG93304 – ASSIST Registration: Allow GSA OCOs to Remove OCO Role...................23.4 CHG93318 – Expand Order-level CAF Rate Range to 0-100%.........................................33.5 CHG93333 – Reallocation CAF Voucher...........................................................................43.6 CHG93409 – Measures to Reduce Duplicate CAF Payment Data Entries........................53.7 CHG93418 – Exclude Rejected CAF Amounts in CAF Payment Totals............................73.8 CHG93491 – CPRM – HCaTS Code Enhancements........................................................83.9 CHG93492 – CPRM – HCaTS Foundational Data...........................................................103.10 CHG93652 – CPRM – BMO Foundational Data / Code Enhancements..........................11

4.0 Follow-On Support...........................................................................................................14

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List of FiguresFigure 1: Work Type field................................................................................................................2Figure 2: Order-level CAF Rate Rule..............................................................................................3Figure 3: Reallocation CAF Payment Form – New Entry................................................................4Figure 4: Reallocation CAF Payment Example...............................................................................5Figure 5: Soft Warning Message upon accessing the CAF Payment Data form.............................6Figure 6: Soft Warning Message upon Clicking the Pay Button......................................................6Figure 7: Red Error Message for Duplicate Voucher Number Entry...............................................7Figure 8: Order Data CAF Payment List.........................................................................................7Figure 9: CAF Payment Data – CAF Payment Reported................................................................8Figure 10: Example Order Data Form for HCaTS SB Contract Family...........................................9Figure 11: Example Invoice Data Form for HCaTS SB Contract Family.......................................10Figure 12: Example Order Data Form for BMO Zone 1 SB Contract Family.................................13Figure 13: Example Invoice Data Form for BMO Zone 1 SB Contract Family..............................14

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Revision HistoryDate Author Version Description

03/16/2016 Alice Hoff 1.0 Initial Version

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1.0 Task InformationTask Title: General Services Administration (GSA) AASBS - RBADocument Title: AASBS – Contract Payment Reporting Module (CPRM) FY2016, Quarter 2 Release - Release Notes

1.1 Task ClientGeneral Services Administration (GSA)Federal Acquisition Service (FAS)Office of the Chief Information Officer 2100 Crystal Drive, Rm. 11052 Arlington, VA 22202

2.0 Task Requirements

2.1 Purpose The purpose of this release is to implement a set of enhancements that were identified during the CPRM prioritization sessions.

Enhancements: CHG89195 – Update Reporting Office Code in Contract Crosswalk CHG92648 – Make Work Type a Mandatory Field CHG93304 – ASSIST Registration: Allow GSA OCOs to remove OCO role CHG93318 – Expand Order-level CAF Rate Range to 0-100% CHG93333 – Re-allocation CAF Voucher CHG93409 – Measures to Reduce Duplicate CAF Payment Data Entries CHG93418 – Exclude Rejected CAF Amounts in CAF Payment Totals CHG93491 – CPRM – HCaTS Code Enhancements CHG93492 – CPRM – HCaTS Foundational Data CHG93652 – CPRM – BMO Foundational Data / Code Enhancements

3.0 Enhancements

3.1 CHG89195 – Update Reporting Office Code in Contract Crosswalk 3.1.1 User Impact

None

3.1.2 Impact to WorkflowNone.

3.1.3 Change DescriptionThis change enhances the CPRM CODB backend database to enable the Reporting Office Code value to be set for each contract family at the database level. Additionally, database views that generate formatted data for the Contract Crosswalk have been updated to incorporate the new Reporting Office Code value, if it is set for a contract family. If the Reporting Office Code value is not set for a contract family, the database views will default the Reporting Office Code to ‘S’, which is the code assigned to GWAC.

3.1.4 Interface ImpactNone.

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3.2 CHG92648 – Make Work Type a Mandatory Field 3.2.1 User Impact

Contractor users with CPRM access GSA users with the following role(s): CPRM ADMIN, CPRM QA

3.2.2 Impact to WorkflowNone.

3.2.3 Change DescriptionThis change enhances the CPRM by making the Work Type field a mandatory field. Currently, only the Connections II and Alliant Small Business contract families utilize the Work Type field. When users enter or edit order data for Connections II or Alliant Small Business contracts, they must select at least one value from the options in the Work Type field. Figure 1 illustrates the Order Data form Work Type field.

Figure 1: Work Type field

3.2.4 Interface ImpactNone.

3.3 CHG93304 – ASSIST Registration: Allow GSA OCOs to Remove OCO Role

3.3.1 User Impact GSA users with CPRM OCO role associated to orders or delegations in CPRM.

3.3.2 Impact to WorkflowNone.

3.3.3 Change DescriptionPreviously, if a GSA user had the CPRM ‘Ordering Contract Officer’ (OCO) role assigned in ASSIST Registration and was associated to an Order or Delegation in CPRM and then tried to

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remove the CPRM Ordering Contract Officer role from their list of ASSIST roles, the system would forbid it. This change enhances the ASSIST Registration system by making it possible for a GSA user to remove the Ordering Contract Officer role without negative impacts to the user account nor CPRM data.

3.3.4 Interface ImpactNone.

3.4 CHG93318 – Expand Order-level CAF Rate Range to 0-100%3.4.1 User Impact

GSA users with the following permissions: CPRM ADMIN, CPRM PCO, CPRM QA

3.4.2 Impact to WorkflowNone.

3.4.3 Change DescriptionThis change enhances the CPRM CAF Rates form by updating the business rules on the Order-level CAF Rate rule form.

Previously, a user could create an Order-level CAF Rate rule with a rate greater than 0% and less than 100%. This enhancement enables a user to create an Order-level CAF Rate rule with a rate greater than or equal to 0% and less than or equal to 100%. The Order-level CAF Payment Rate form is illustrated in Figure 2.

Figure 2: Order-level CAF Rate Rule

3.4.4 Interface ImpactNone.

3.5 CHG93333 – Reallocation CAF Voucher3.5.1 User Impact

Contractor users with CPRM access GSA users with the following permissions: CPRM ADMIN, CPRM PCO, CPRM QA,

CPRM Read-only

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3.5.2 Impact to WorkflowNone.

3.5.3 Change DescriptionThis change enhances the CPRM CAF Payment Data form for CPRM ADMIN users only. It enables ADMIN users to enter a net $0.00 CAF Payment Data form in order to reallocate CAF Payment dollars between task orders for a particular contractor company on a particular contract family.

The purpose of this enhancement is to address a situation where a contractor company has over-paid CAF on a task order that has completed, and has at least one other active task order in the same contract family where CAF is underpaid, or will continue to accrue during the life of the task order. Under these conditions, a CPRM ADMIN can use the new Reallocation type CAF Payment form to reallocate CAF dollars between task orders for the company.

Contractor users do not have the ability to enter data on a Reallocation CAF Payment Data form and will encounter no changes to the existing CAF Payment Data form functionality.

CPRM ADMIN users continue to have the ability to enter ‘Regular’ CAF Payment Data records and have the new ability to enter ‘Reallocation’ CAF Payment Data records. Figure 3 illustrates the CAF Payment Data form with the Reallocation type setting selected and other changes on the form: default settings and new Comment field.

Figure 3: Reallocation CAF Payment Form – New Entry

In order to move CAF dollars from one order to another, the user will add orders to the CAF Payment Allocation table using the Add button. Once the desired orders are in the table, the user can enter negative value in the Amount Allocated field for orders where dollars should be removed, and enter positive values in the Amount Allocated field for orders where dollars should be added. Figure 4 depicts an example.

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Figure 4: Reallocation CAF Payment Example

Upon saving the Reallocation record, the CAF Payment form has status set to ‘Reallocation’ and the values are treated as CAF Payment Received.

3.5.4 Interface ImpactNone.

3.6 CHG93409 – Measures to Reduce Duplicate CAF Payment Data Entries3.6.1 User Impact

Contractor users with CPRM access

3.6.2 Impact to WorkflowNone.

3.6.3 Change DescriptionCurrently, some contractor users run into a problem when remitting a CAF Payment on the CPRM – Pay.gov interface using FireFox or Chrome browsers. The US Treasury Pay.gov system is optimized for use with Internet Explorer and may not work consistently with other browsers. Sometimes, in these cases where a contractor user encounters a problem, the user closes the existing session and logins in again using a Microsoft Internet Explorer browser to access CPRM. Then, rather than utilizing an existing CAF Payment Data record, they submit a second one in order to make their payment. These duplicate records clutter the dataset and skew reports.

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This change enhances the CPRM by adding warning messages on the CPRM website if a user attempts to utilize a browser other than Internet Explorer to make a Pay.gov payment. In addition, this change prevents a user from submitting a CAF Payment Data forms with the same voucher number as on a Pending CAF Payment record previously submitted by their company.

The browser messages are presented as soft warnings when a user is using a browser other than Internet Explorer and navigates to a new CAF Payment Data form or clicks the Pay button from the CAF Payment Data form Thank You page or from a Pending CAF Payment Data form in view-mode. Figure 5 and Figure 6 show examples of the Soft Warning Messages

Figure 5: Soft Warning Message upon accessing the CAF Payment Data form

Figure 6: Soft Warning Message upon Clicking the Pay Button

If a user enters a new CAF Payment Data form and submits the form with the same Voucher Number as an existing Pending CAF Payment form for the company, the system will present a red error message to alert the user that the number is a duplicate and to edit the existing form, as shown in Figure 7. The message reads:

The voucher number is a duplicate of another Pending or Rejected CAF Payment Data form in the system for your company. Please cancel this entry and edit the existing CAF Payment Data form for this voucher number.

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Figure 7: Red Error Message for Duplicate Voucher Number Entry

3.6.4 Interface ImpactNone.

3.7 CHG93418 – Exclude Rejected CAF Amounts in CAF Payment Totals3.7.1 User Impact

Contractor users with CPRM access GSA users with the following permissions: CPRM ADMIN, CPRM PCO, CPRM QA,

CPRM Read-only

3.7.2 Impact to WorkflowNone.

3.7.3 Change DescriptionThis change enhances the Order Data form and CAF Payment Data form to not include values from Rejected CAF Payment Data forms in the CAF amounts reported.

An example of an order’s voucher list and how the rejected amount is not included in the total presented at the bottom of the Order Data form is shown in Figure 8.

Figure 8: Order Data CAF Payment List

A similar example of how the rejected amount is not included in the CAF Payment Reported value on the CAF Payment data form is shown for the same order in Figure 9.

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Figure 9: CAF Payment Data – CAF Payment Reported

3.7.4 Interface ImpactNone.

3.8 CHG93491 – CPRM – HCaTS Code Enhancements3.8.1 User Impact

Contractor users with CPRM access Agency users with CPRM access GSA users with the following permissions: CPRM ADMIN, CPRM PCO, CPRM QA,

CPRM Read-only, CPRM OCO

3.8.2 Impact to WorkflowNone.

3.8.3 Change DescriptionThis change enhances the CPRM to accommodate the needs of two new Contract Families:

Human Capital and Training Solutions (HCaTS) Human Capital and Training Solutions Small Business (HCaTS SB)

These enhancements were made to apply to orders awarded on either an HCaTS or HCaTS SB contract:

On the Order Data form, the Order Description field is set to a multi-selection list, with options:

o Customized Training and Development Services

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o Customized Human Capital Strategy Serviceso Customized Organizational Performance Improvement

On the Order Data form, the Predominant Order NAICS Code field a required field. On the Invoice Data form, each invoice requires at least two line items where one line

item that is of type ‘CAF’.

Figure 10 and Figure 11 illustrate these changes.

Figure 10: Example Order Data Form for HCaTS SB Contract Family

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Figure 11: Example Invoice Data Form for HCaTS SB Contract Family

3.8.4 Interface ImpactNone.

3.9 CHG93492 – CPRM – HCaTS Foundational Data3.9.1 User Impact

Contractor users with CPRM access Agency users with CPRM access GSA users with the following permissions: CPRM ADMIN, CPRM PCO, CPRM QA,

CPRM Read-only, CPRM OCO

3.9.2 Impact to WorkflowNone.

3.9.3 Change DescriptionThis change enhances the CPRM to accommodate the needs of two new Contract Families by loading a set of foundational data to support their use of CPRM, as follows:

1. Contract Families. There are two contract families added for HCaTS. For each, the reporting frequency is ‘Quarterly’:

a. Human Capital/Training Solns (HCaTS)b. Human Capital/Training Solns SB (HCaTS SB)

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2. Functional Areas. There are two functional areas added for each HCaTS and HCaTS SB. When contracts are awarded, each contract will be associated to one or more of these functional areas:

a. Pool 1 – Professional & Management Development Trainingb. Pool 2 – Human Resource Consulting Services

3. NAICS Codes. There are a set of NAICS codes associated to the Functional Areas added, as follows:

a. Pool 1 – Professional & Management Development Trainingi. 611430, Professional and Management Development Training ii. 611699, All Other Miscellaneous Schools and Instructioniii. 624310, Vocational Rehabilitation Services

b. Pool 2 – Human Resource Consulting Servicesi. 541611, Administrative Management and General Management

Consulting Services ii. 541612, Human Resources Consulting Services iii. 541613, Marketing Consulting Services iv. 541618, Other Management Consulting Services v. 611710, Educational Support Services

4. CLIN Data. There is a set of CLIN records added and associated to HCaTS and HCaTS SB so that users may select ‘Types’ when entering Invoice Data for their task orders.

3.9.4 Interface ImpactNone.

3.10 CHG93652 – CPRM – BMO Foundational Data / Code Enhancements3.10.1 User Impact

Contractor users with CPRM access Agency users with CPRM access GSA users with the following permissions: CPRM ADMIN, CPRM PCO, CPRM QA,

CPRM Read-only, CPRM OCO

3.10.2 Impact to WorkflowNone.

3.10.3 Change DescriptionThis change enhances the CPRM to accommodate the needs of two new Contract Families for the Building Maintenance and Operations (BMO) Program office by loading a set of foundational data to support their use of CPRM, as follows:

1. Contract Families. There are two initial contract families added for BMO, but in the future there will be additional contract families. For each contract family, the Program Office field is set to ‘BMO’. For each BMO contract family, the reporting frequency is ‘Monthly’:

a. BMO Zone 1 Unrestrictedb. BMO Zone 1 Small Business

2. Functional Areas. There are two functional areas added for each BMO contract family. When contracts are awarded, each contract may be associated to one or more of these functional areas:

a. Operations & Maintenanceb. Facility Support Services

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3. CLIN Data. There is a set of CLIN records added and associated to the BMO contract families so that users may select ‘Types’ when entering Invoice Data for their task orders.

The following code enhancements were made in CPRM to apply to orders awarded on any BMO contract:

On the Order Data form, a new, required field labeled ‘Service Categories’ is added to the Order Data form for BMO contract families. The field is a multi-select field with the following options:

o HVAC Maintenanceo Plumbing and Pipefittingo Electrical Maintenanceo Elevator Maintenanceo Fire Alarm System Maintenance and Repairo Fire Suppression Sys. Preventative Maint. & Repairo Roofing Serviceso Building Management Serviceso Architectural and Framework Bldg Maint. Serviceso Commissioning Serviceso Elevator Inspection Serviceso Other Facilities Management Related Serviceso Janitorialo Landscaping / Grounds Maintenanceo Pest Controlo Waste Management and Recycling Serviceso Cemetery Maintenance

On the Order Data form, the Predominant Contract Type field option list is limited to the following options for a BMO order:

o Labor Houro Time and Materialso Fixed Price Redeterminationo Firm Fixed Priceo Fixed Price with Economic Price Adjustmento Fixed Price Incentive

On the Invoice Data form, each invoice requires at least two line items where one line item that is of type ‘CAF’.

Figure 12 and Figure 13 illustrate these changes.

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Figure 12: Example Order Data Form for BMO Zone 1 SB Contract Family

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Figure 13: Example Invoice Data Form for BMO Zone 1 SB Contract Family

3.10.4 Interface ImpactNone.

4.0 Follow-On SupportIf assistance is needed with an AASBS Business System, users are encouraged to contact 1 (877) 472-4877, AASBS.helpdesk@gsa.gov.

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APPENDIX A. Glossary

Term Definition

AASBS Assisted Acquisition Services – Business Systems

ADMIN A role in the CPRM for a GSA user who performs the function of the Administrator of the system. This is a ‘super user’ type role.

BIRT Business Intelligence Reporting Tool

BMO Building Maintenance and Operations

CAF Contract Access Fee

CODB Common Oracle Database

CPRM Contract Payment Reporting Module

GSA General Services Administration

HCaTS Human Capital and Training Solutions

OCO Ordering Contracting Officer, also a role in the CPRM for a GSA user who performs the function of the OCO or a client user who performs the function of an OCO

PCO Procuring Contracting Officer, also a role in the CPRM for a GSA user who performs the function of the PCO

QA Quality Assurance

1