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

Contract Payment Reporting Module (CPRM) FY2015 Quarter 2 Enhancements Release

Release Notes for GSA Users, Contractor Users, and Support

Software Version 16.4.1

Prepared for AASBS by TechFlow, Inc.

Version 1.0

February 27, 2015

Assisted Acquisition Service Release Notes v.16.4.1

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

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

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

3.0 CHG65456 – Prevent Future Dates in Award Date Field...................................................13.1 User Impact........................................................................................................................ 13.2 Impact to Workflow............................................................................................................13.3 Change Description...........................................................................................................13.4 Interface Impact................................................................................................................. 2

4.0 CHG85979 – Add Sub-order Field to Order Data Form.....................................................24.1 User Impact........................................................................................................................ 24.2 Impact to Workflow............................................................................................................24.3 Change Description...........................................................................................................24.4 Interface Impact................................................................................................................. 3

5.0 CHG86067 – Changes to Date Fields on Enter New CAF Payment Data Form................45.1 User Impact........................................................................................................................ 45.2 Impact to Workflow............................................................................................................45.3 Change Description...........................................................................................................45.4 Interface Impact................................................................................................................. 5

6.0 CHG86363 – Suppress Work Type by Contract Family.....................................................56.1 User Impact........................................................................................................................ 56.2 Impact to Workflow............................................................................................................56.3 Change Description...........................................................................................................66.4 Interface Impact................................................................................................................. 6

7.0 CHG87081 – Calculate Estimated CAF Amount for Invoices Outside of POP...................67.1 User Impact........................................................................................................................ 67.2 Impact to Workflow............................................................................................................67.3 Change Description...........................................................................................................67.4 Interface Impact................................................................................................................. 7

8.0 CHG89928 – Strip Leading or Trailing Spaces in Search Entries......................................88.1 User Impact........................................................................................................................ 88.2 Impact to Workflow............................................................................................................88.3 Change Description...........................................................................................................88.4 Interface Impact................................................................................................................. 8

9.0 Follow-On Support.............................................................................................................8

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List of FiguresFigure 1: Award Date Validation on Order Data Form....................................................................2Figure 2: Mod Award Date Validation on Order Mod Data Form....................................................2Figure 3: New Fields on Order Data form.......................................................................................3Figure 4: Hyperlink to Parent Order................................................................................................3Figure 5: New Sub-Orders Table that will appear on Parent Order Data form................................3Figure 6: New Report Date field / Remit Payment Date field label..................................................4Figure 7: New Soft Validation – Quarterly Reporting......................................................................5Figure 8: New Soft Validation – Monthly Reporting........................................................................5Figure 9: Example of Connections II Work Type Field....................................................................6Figure 10: New Soft Validation Message on Invoice Data Form.....................................................7

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Revision HistoryDate Author Version Description

2015-02-27 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) FY2015, Quarter 2 Enhancements 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 six enhancements that were identified during the CPRM prioritization sessions.

The following enhancements are included in the release: CHG65456 – Prevent Future Dates in Award Date Field CHG85979 – Add Sub-order Field to Order Data Form CHG86067 – Changes to Date Fields on Enter New CAF Payment Data Form CHG86363 – Suppress Work Type by Contract Family CHG87081 – Calculate Estimated CAF Amount for Invoices outside of POP CHG89928 – Strip Leading or Trailing Spaces in Search Entries

3.0 CHG65456 – Prevent Future Dates in Award Date Field

3.1 User Impact Contractors with CPRM access GSA Users with the following permissions: CPRM ADMIN

3.2 Impact to WorkflowNone.

3.3 Change DescriptionThis change enhances the CPRM by adding a new validation rule to prevent the user from entering an award date that is later than the current date.

This validation will be enforced on the Award Date field on the Order Data form, as illustrated in Figure 1, and on the Mod Award Date field on the Order Mod Data form, as illustrated in Figure 2.

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Figure 1: Award Date Validation on Order Data Form

Figure 2: Mod Award Date Validation on Order Mod Data Form

3.4 Interface ImpactNone.

4.0 CHG85979 – Add Sub-order Field to Order Data Form

4.1 User Impact Contractors with CPRM access GSA Users with the following permissions: CPRM ADMIN

4.2 Impact to WorkflowNone.

4.3 Change DescriptionThis change enhances the CPRM by enabling users to relate orders to one another in an order-suborder relationship.

On the Order Data form, the user must identify if the task order is a suborder to another order. If the user selects ‘yes’, then the system will enforce that a single order awarded on the same contract is selected as the ‘parent order’. This functionality is depicted in Figure 3.

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Figure 3: New Fields on Order Data form

When an order is identified as a suborder, the Order Data form will present the parent order number as a hyperlink so that the user can toggle to the parent order, as shown in Figure 4.

Figure 4: Hyperlink to Parent Order

Once an order is identified as a ‘parent order’, the Order Data form will present a new table that displays all sub-orders and the ‘parent order’ may not become a suborder to any other order. The new sub-order table is illustrated in Figure 5.

Figure 5: New Sub-Orders Table that will appear on Parent Order Data form

4.4 Interface ImpactNone.

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5.0 CHG86067 – Changes to Date Fields on Enter New CAF Payment Data Form

5.1 User Impact Contractors with CPRM access GSA Users with the following permissions: CPRM ADMIN

5.2 Impact to WorkflowNone.

5.3 Change DescriptionThis enhancement includes the following features on the CAF Payment Data form:

Adds the Report Date as a new read-only field. The Report Date reflects the date that the user submits the CAF Payment Data form for the first time.

Updates the label on the Remit Date field to ‘Remit Payment Date’. The ‘Remit Payment Date’ field should reflect the date that the user expects the actual payment to be made.

Adds a new soft validation on the Remit Payment Date value to help remind users that CAF Payments should be remitted in a timely manner after the end of a reporting period.

The new Report Date field and the Remit Payment Data label change are reflected in Figure 6.

Figure 6: New Report Date field / Remit Payment Date field label

Each Contract Family in the CPRM is defined by a Reporting Frequency, which can be set to either ‘Quarterly’ or ‘Monthly’. The Reporting Frequency dictates how often vendors must report their invoice data and CAF payment data in the CPRM system.

This enhancement adds a new soft validation message that will appear upon submission of the CAF Payment Data form for Contractor users, as follows:

If the contract family associated to the CAF Payment is set to Quarterly reporting, and if the Remit Payment Date is not within 30 days after the end of the reporting period, then the system will present the soft validation message reminding users that payments are due within the first 30 days after the end of a calendar quarter. An example of this validation message is illustrated in Figure 7.

If the contract family associated to the CAF Payment is set to Monthly reporting, and if the Remit Payment Date is not within the first 15 days after the end of a monthly reporting period, then the system will present a soft validation message reminding users that

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payments are due within the first 15 days after the end of a reporting month. This validation message is depicted in Figure 8.

In each case, the user has the ability to click the Cancel button on the validation message and correct the Remit Payment Date entry on the form, or to click the OK button to dismiss the message and proceed to save the CAF Payment Data form.

Figure 7: New Soft Validation – Quarterly Reporting

Figure 8: New Soft Validation – Monthly Reporting

5.4 Interface ImpactNone.

6.0 CHG86363 – Suppress Work Type by Contract Family

6.1 User Impact Contractors with CPRM access GSA Users with the following permissions: CPRM ADMIN

6.2 Impact to WorkflowNone.

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6.3 Change DescriptionThis change enhances the CPRM by limiting the Work Type field so that it only appears for task orders entered for Connections II and Alliant Small Business contracts. Task orders entered for contracts in any other contract family will not be presented with the Work Type field or data. Figure 9 depicts an example of the Work Type field.

Figure 9: Example of Connections II Work Type Field

6.4 Interface ImpactNone.

7.0 CHG87081 – Calculate Estimated CAF Amount for Invoices Outside of POP

7.1 User Impact Contractors with CPRM access GSA Users with the following permissions: CPRM ADMIN, CPRM PCO, CPRM Auditor

7.2 Impact to WorkflowNone.

7.3 Change DescriptionThis change enhances the CPRM by adding the following features:

Adds logic to calculate the Estimated CAF Amount for invoices where the Invoice Remit or Paid Date is later than the end of the task order period of performance (POP) end date.

Adds a new soft validation message on the Invoice Data form that will be displayed if a user submits an invoice with the Invoice Remit or Paid Date later than the end of the task order’s POP end date.

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The new logic for calculating the Estimated CAF Amount for an invoice where the Invoice Remit or Paid Date is later than the task order POP end date is to apply the CAF Rate rule that was in effect on the last day of the order’s period of performance. Therefore, rather than displaying ‘N/A’ for the Estimated CAF Amount, the system will calculate and display the estimated CAF amount in these situations.

The new soft validation message will appear on the Invoice Data form if a user submits an invoice where the Invoice Remit or Paid Date is later than the task order’s POP end date. The soft validation will alert the user that the date entered is later than POP end date and will ask the user to consider if an order mod should be reported, or if the dates are correct, then to go ahead and submit the form. Figure 10 illustrates this new soft validation message.

Figure 10: New Soft Validation Message on Invoice Data Form

The user has the ability to click the Cancel button on the validation message and change the data on the form, or to click the OK button to dismiss the message and proceed to save the Invoice Data form.

7.4 Interface ImpactNone.

8.0 CHG89928 – Strip Leading or Trailing Spaces in Search Entries

8.1 User Impact All CPRM Users

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8.2 Impact to WorkflowNone.

8.3 Change DescriptionThis change enhances the CPRM by making it easier to use the search filters on each Search page in the CPRM.

If a user has an extraneous space or spaces at the end of a search entry and clicks the Search button, the system will ignore the extra space characters and correctly execute the search.

8.4 Interface ImpactNone.

9.0 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.

CAF Contract Access Fee

CPRM Contract Payment Reporting Module

GSA General Services Administration

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

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