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ATTACHMENT 3

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User Manual for
Contractor Performance Assessment Reporting System (CPARS)

OCTOBER 2005
Current Version 2.1.0

http://cpars.navy.mil

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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 Systems (AISs). Detailed requirements of the CPARS business processes are contained in the CPARS policy guide. This system was developed to support the electronic processing of Contractor Performance Assessment Reports (DD2846/DD2847/DD2848). This manual translates business process requirements into detailed step-by-step procedures for individuals utilizing the automated CPARS process. This User Manual was prepared by Naval Sea Logistics Center Detachment Portsmouth (NSLCDET PTSMH). NSLCDET PTSMH continuously enhances the Automated Information Systems and the User Manual to meet the needs of customers. Please address any recommended modifications or improvements to: CPARS Project Manager Naval Sea Logistics Center Detachment Portsmouth 80 Daniel Street Suite 400 Portsmouth, NH 03801-3884 E-mail: [email protected] Phone: Customer Support at DSN 684-1690 x486 or Commercial (603) 431-9460 x486 Fax: Com. (603) 431-9464 (No DSN fax available) Suggestions for modifying the CPARS applications (problems, enhancements, and/or policy) may be submitted via the User Feedback option on the Main Menu of each assigned level in CPARS.

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Table Of Contents System Overview............................................................................................. 4 Accessing CPARS............................................................................................ 6 Focal Point...................................................................................................... 8 Contract Data Entry.......................................................................................... 20 Assessing Official Representative........................................................................ 22 Assessing Official............................................................................................. 25 Defense Contractor Representative...................................................................... 29 Reviewing Official............................................................................................. 31 Command Point of Contact/Configuration Management Board Member....................... 33 Senior Command Official or Designated Representative........................................... 40 Senior Contractor Representative........................................................................ 43 CPARS Reports............................................................................................... 47 CPAR Status Report..................................................................................... 47 Contract Status Report.................................................................................. 53 Ratings Metrics Report.................................................................................. 58 Processing Times Report.............................................................................. 60 Change User Profile/Switch Access Levels............................................................ 62 User Feedback................................................................................................ 65 CPARS Email Notifications................................................................................. 66 Using CPARS Effectively.................................................................................... 67

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System Overview
The CPARS system is a web-enabled application that is accessed via the Internet website, http:// cpars.navy.mil. The application consists of an Internet web server and a dedicated CPARS application server. By definition, CPARS information is Sensitive But Unclassified (SBU). To protect the security of CPARS information, all actual data entered into and retrieved from the application is encrypted using the security features incorporated into the web browser. Access to this system requires a browser, which supports 128-bit encryption (sometimes referred to as strong encryption or U.S. only encryption), Netscape Communicator 6.1 or higher or Microsoft's Internet Explorer 4.01 or higher. Additional details on browser requirements and security are available at http://cpars.navy.mil.

BASIC WORKFLOW

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. Major Commands, Direct Reporting Units, Wing Commanders, Systems Command (SYSCOM) Commanders, Program Executive Officers (PEOs), Direct Reporting Program Managers (DRPMs), Headquarters Marine Corps, Commander Military Sealift Command, and other activity heads of contracting are responsible for overseeing the implementation of the CPARS process within their respective organizations.

Step 5

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The following paragraphs explain the correlation between defined access levels and the steps in the business process. Step 1 ­ Contract Registration. Allows general contract information to be entered by anyone assigned those responsibilities. Contracts must be registered within 30 days after contract award. Step 2 ­ Enter Proposed Ratings. Allows individuals assigned to management of specific contracts by an Assessing Official to enter proposed ratings and supporting narrative or remarks. These ratings are relative to the contractor's performance for a specific contract. Step 3 ­ Validate Proposed Ratings. Allows the Assessing Official to establish performance ratings and/or modify proposed ratings for specific contracts. The Assessing Official is required to enter their name, title, organization, etc and forward the assessment to the contractor for review. Step 4 ­ Contractor Comments. Allows the contractor being evaluated to review the proposed ratings and comment on any elements that may require further review or explanation. After review the contractor returns the assessment to the Assessing Official to continue with the workflow process. Step 5 ­ Review Contractor Comments. Allows the Assessing Official to accept and finalize the assessment, or modify the proposed ratings and narrative, and/or forward the assessment to the Reviewing Official. If ratings are modified, the original proposed ratings are archived and then both ratings are forwarded to the Reviewing Official for review and comment. 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 to ensure that the ratings are fair and supported by objective evidence. The Reviewing Official is required to comment and close the assessment. Once the Reviewing Official completes the actions of step 6, the assessment is considered complete. Completed assessments are copied weekly to the Federal Past Performance Information Retrieval System (PPIRS) database. PPIRS is a warehouse of all assessments completed by Federal agencies and is accessed by source selection officials to support future source selections and best value decisions.

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Accessing CPARS
The CPARS application is accessible from http://cpars.navy.mil. The CPARS website offers links to CPARS, ACASS and CCASS and also provides various items of interest including reference material, training information, frequently asked questions, best practices, as well as other information. A Practice System is also available to help users practice, learn, and understand their roles. To use the Practice System, click on Practice System Logon located on the left side of the CPARS web page. After reading the Practice System instructions, click on Logon to the practice application (or the Login graphic) located at the center of the screen and the Practice System login screen displays. To enter the CPARS Production System, click on Production System Logon.

Enter the appropriate User ID and Password (case sensitive). Click on Login to CPARS. The Reset button clears the User ID and Password boxes. The Forgot Password button allows the user to have their password re-set and emailed to them.

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When accessing CPARS with a new password, the following New User Information screen will display. New users are required to change passwords and complete all fields identified with a red asterisk (*).

Enter current 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 8­15 alpha numeric characters with no special characters, the last three passwords are kept and may not be reused, passwords must begin and end with alpha characters, passwords cannot contain any characters more than twice in a row. (Check New Password Help (?) for password information). Re-enter the new password in the Confirm New Password: box. Complete the user information. Care must be taken to keep the user's e-mail 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. A list of all options available for a specified access level will appear on the User's Main Menu.

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Focal Point
The Focal Point is responsible for the collection, distribution, and control of assessments. Focal Points are key players in the success of the CPARS automated process. Focal Point access is granted only upon the completion of a signed Focal Point User Access Request Form available at http://cpars.navy.mil. Focal Points coordinate CPARS access (create User IDs/passwords) for a specifically assigned area of responsibility and also have the authority to enter a manually completed assessment. The Focal Point is also authorized to register contracts that will require a contractor performance assessment. The Focal Point will assist the Assessing Official in implementing the automated CPARS process by providing training and helping with administrative matters to ensure that assessments are completed in a timely manner and are of high quality.

Register a Contract: This option allows a Focal Point to input basic contract information into CPARS. The contract must be registered within 30 days after contract award. Registering a contract is the only function that the Focal Point may perform in the automated workflow process. To register a contract, the user must be logged on CPARS as a Focal Point and the Focal Point Main Menu must be displayed. When an assessment is to be completed at the contract level, enter the contract number in the Contract #: box and click the Register a Contract button. When an assessment is to be completed at the Task/Delivery Order level, enter the contract number in the Contract #: box and include the Order Number in the Order #: box and click the Register a Contract button. In either case, the Contract Registration data entry screen will display. Enter the Data Universal Numbering System (DUNS) or DUNS +4 that is applicable to the contract to be registered. If the DUNS is unknown, click the Company Name drop-down box and select one of the options and enter the applicable company name information in the adjacent space. Click the Continue with Contract Registration button. If more than one DUNS number is found, a listing of DUNS numbers and associated company names and addresses will be displayed. Click the appropriate DUNS number to continue with the contract registration process. The Register a Contract data entry screen displays and will be pre-filled with the contractor's DUNS, name and address. Continue with the contract registration process by entering basic contract information in the spaces provided. Required fields are identified with a red asterisk (*). The blue question mark (?) identifies that online help is available for the data entry field. The green tabs provide additional data entry boxes. Click each green tab and enter data in all of the required fields (*) to register and save the contract.

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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. NOTE: A contract/order only has to be registered one time. Once a contract is registered in CPARS, any of the contract registration fields can be later updated by entering the contract number in the Contract #: box and, if applicable, the order number in the Order #: box and clicking the Register a Contract button. Input a Completed CPAR: This option allows the Focal Point to input an assessment that has been completed manually. It must be emphasized that the Focal Point is not part of the automated workflow process. The Focal Point can only input a manually completed assessment. To input a completed CPAR, the Focal Point must be logged in CPARS and the Focal Point Main Menu must be displayed. Enter the contract number in the Contract #: box and the order number, if applicable, in the Order #: box. Click the Input a Completed CPAR button. If the contract has already been registered, a data entry template will be displayed with the contractor's name, address, and DUNS already pre-filled. The green tabs provide additional data entry boxes. Click each green tab and fill-in the required fields (*) to enter a completed assessment. If the contract was not previously registered, the Focal Point must first select the applicable form type for this contract. Next a data entry template will be displayed, but without the contractor's name, address, and DUNS prefilled. The green tabs provide additional data entry boxes. Click each green tab and fill-in the required fields (*) to enter a completed assessment. The assessment data entry template offers on-line help for all fields displayed with a blue question mark (?). Clicking on a blue question mark will provide an explanation of the information required in the adjacent field. Click Close to close the help window. The assessment data entry template identifies required fields with a red asterisk (*). When using the Input a Completed CPAR option, the Focal Point is allowed to save an assessment that he or she has started to enter, but can not finish during the same Login session. Clicking the Save Data button will save the Focal Point's partially completed work. NOTE: Report Type and Period of Performance must be filled in to save a partially completed assessment. When the Focal Point is ready to finish entering the saved assessment, he or she will Login to CPARS, at the Main Menu enter the contract number in the Contract #: box and the order number, if applicable, in the Order #: box, and click on the Input a Completed CPAR button. The assessment that was in the process of being entered, but was saved and closed, will be displayed for additional data entry. When the data entry process is complete, click the Validate and Close the CPAR button. To return to the Focal Point Main Menu, click the Return to the Main Menu button. The Return to the Main Menu button does not save any information that has been previously entered since the last save. Delete a Registered Contract: This option allows the Focal Point to delete a previously registered contract. To delete a registered contract, enter the contract number in the Contract #: box and the order number, if applicable, in the Order #: box. Click the Delete a Registered Contract button and the Delete Contract Confirmation screen displays. Select the Confirm Delete button after verifying the correct contract is about to be deleted from the CPARS database. Select the Cancel Delete and Return to the Main Menu button to cancel the contract deletion process. NOTE: Contracts that have assessments started or completed cannot be deleted from the CPARS database. View/Print CPARs: This option allows the Focal Point to view an assessment in a read-only format. To view an assessment, the user must be logged in CPARS as a Focal Point and the Focal Point Main Menu must be displayed. Enter a contract number in the Contract #: box and the order number, if applicable, in the Order #: box. Click the View/Print CPARs button and the assessment will appear in HTML format. If more than one assessment exists for the same contract (and order, if applicable), a list of assessments will display. Click on the contract

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number of the assessment to be viewed in HTML format. Click the View CPAR as PDF button to view the assessment using Adobe Acrobat Reader. Once the assessment is displayed, the user is able to view and/or print the assessment on a local printer. To return to the Focal Point Main Menu, click the Close button. To-Do List: This option is a quick and efficient way for the Focal Point to monitor and check the status of pertinent assessments in CPARS. Click the To-Do List button from the Focal Point Main Menu. A To-Do List Parameters screen displays. The Focal Point can select Include All to produce a list of all assessments that have been started and require action within his or her area of responsibility. Select Limit by Contract Number and enter a contract number in the adjacent field to limit the list of assessments to a specific contract. The Focal Point can also limit the To-Do List to a specific User Role or User by making the appropriate selections. Select the desired parameters and include a sort option, if required. Click the Show To-Do List button.

A list of assessments will display based on the parameters selected by the Focal Point. The To Do List identifies, for each assessment, the action required and the name of the individual responsible for completing the action. To return to the To-Do List Parameters screen, click the Return to the To-Do List Parameters button. The Return to the Main Menu button returns the user to the Focal Point's 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. To provide access to CPARS, the Focal Point must complete an Access Authorization Matrix (described below). An Access Authorization Matrix is required for all personnel involved in the automated workflow for the contracts within the Focal Point's area of control. The "role" or level of access assigned to an individual is based on information that the Focal Point receives from project management teams (and the like) for the contracts that require evaluating contractor performance.

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Create New User Access: To create a new user account or to give an existing user access to a new contract number, click on the Access Authorization button located on the Focal Point Main Menu. Click the Create New User Access button from the Access Authorization Menu. The Create New User Access screen displays.

In step 1 the Focal Point must enter the Contract Number and Order Number, if applicable, and then click the Add button for each contract and order number entered. If an incorrect contract or order number is entered after clicking Add, highlight the incorrect contract number and click on the Delete button. In step 2, select the user role from the Select User Role drop-down box. In step 3, the Focal Point will enter a New User Name (First Name and Last Name only) and Email (optional, but recommended) or will Select Existing User. To select an existing user, click the Search button and the Search for existing Government (or Contractor) Users: window will display. Enter the full or partial last name and click on the Search button. A list of existing user names will display. Click on the desired name and the name will appear in the Select Existing User box. The Delete button removes the selected user name from the Select Existing User: box. In step 4, click the Add User button after entering the information required in steps 1 through 3. The Focal Point should repeat steps 2 through 4 as necessary to provide access to the contracts and order numbers identified in Step 1. A matrix will display containing each entry.

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To delete a user from the matrix, click the Delete button located to left of the users role. The Clear All Data button clears all data entered in the matrix. After all contracts/orders, roles, names, and emails have been entered, click the Create User Access Matrix button. A User Access Authorization Matrix displays.

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This screen presents an opportunity for the Focal Point to review information for accuracy. If information has been entered incorrectly, click the Modify Access Matrix to Correct Mistakes button and the previous screen will display allowing the Focal Point to make the required changes. If all information is correct, click the Authorize Access to these Users button. The completed User Access Authorization Matrix displays providing User Role, User Name, User Email, User ID, Password, Status ("Authorized" indicates the access was created), Contracts and User Type. It is advisable to print the matrix for future reference as Focal Points must advise new users of their User ID and Password. Click on Return to the Access Authorization Menu or Return to the Main Menu, as applicable.

Modify Existing User Access: This option allows the Focal Point to change existing users' access level; to remove users' access to contracts; to reset passwords; to update users' profile information; and to delete users from the CPARS application. To access the Modify Existing User Access option, click the Access Authorization button on the Focal Point Main Menu. Click the Modify Existing User Access button from the Access Authorization Menu and the Modify Existing User Access Screen displays.

To modify existing user access by contract, click the Select a Contract drop-down box and all contracts authorized by the Focal point will display. Select the desired contract and click the View Access button. The Users Authorized by You: matrix displays.

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A list of all users who have been given access to the specific contract will display and the Focal Point can then choose to Delete, Modify, Change Profile, or Reset password, as required. [Delete User] ­ Clicking on this option allows the Focal Point to completely delete a user from the CPARS database. [Modify] ­ Clicking on this option allows the Focal Point to modify the existing user's role. Click [Modify] and the Modify User Access view displays. Select the new user role from the New User Role drop-down box and click the Modify User Access button. [User Name] ­ Clicking on the user's name allows the Focal Point to view the user's profile information including User ID, Name, Organization, Address, Email, and phone number(s). [Change Profile] - Clicking on this option adjacent to a user's name allows the Focal Point to update the user's profile information including Name, Organization, Address, Email, and phone number(s). [Reset] ­ This option allows the Focal Point to reset a user's password. Click [Reset] and the Confirm Password Change pop-up box will appear and includes a new temporary, system-generated password. The Focal Point must click the OK 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. 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.

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A list of all users and the specific contracts they have been given access to will display and the Focal Point can then choose to Delete, Modify, Change Profile, or Reset password, as required. Return to the Access Authorization Menu button allows the Focal Point to continue with other access authorization options. The Return to the Main Menu button returns the user to the Focal Point Main Menu. View Existing User Access: This option produces a list of user names that have been authorized access to CPARS by the Focal Point. To access the View Existing User Access option, click the Access Authorization button on the Focal Point Main Menu. Click the View Existing User Access button from the Access Authorization Menu and the View Existing User Access screen displays.

To View Existing User Access by Contract, click the Contract drop-down box and all contracts authorized by the Focal Point will display. Select the desired contract number and then click the View Access button. A list of Users who have been given access to the specified contract will display. The User ID, User Role and Last Logon Date are also provided. If the Focal Point would like to view the User's profile information, click on the User's Name and the User ID, Name, Organization, Address, Email and Phone Number(s) will appear. The [Spreadsheet] function will export the data columns displayed into a Microsoft Excel Spreadsheet.

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To View Existing User Access by User, click User drop-down box and all users authorized by the Focal Point will display. Select the desired user name and click the View Access button. A list of contracts that the user has been given access to will display. The User ID, User Role and Last Logon Date are also provided. If the Focal Point would like to view the User's profile information, click on the User's Name and the User ID, Name, Organization, Address, Email and Phone Number(s) will appear.

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 as the need arises. This function is particularly useful when individuals are reassigned and no longer involved with initiating or completing assessments.

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To transfer user access to another user, click the Access Authorization button from the Focal Point Main Menu. Click the Transfer User Access to Another User button and CPARS Transfer User Access screen will display.

In Step 1, select a user name from the Select From User drop-down box. If the selected user no longer requires access to CPARS, click in the check box adjacent to Delete User After Transfer (a check mark will appear in the box). This action will delete the user from the CPARS database when the Focal Point clicks on the Transfer Access button. In Step 2, click on the Select User Role drop-down and select the role to be transferred. In Step 3, select the contract number to be transferred. In Step 4, the Focal Point will identify the transfer "To User." To select a user who already has access to CPARS, click the Search button and the Search for existing Government/Contractor Users: window displays. Enter the full or partial last name and click on the Search button. A list of existing user names will display. Click on the desired name and the name will appear in the Select Existing User: box. The Delete button removes the selected user name from the Select Existing User: box. If the "To User" is not an existing user, enter the name and e-mail address of the new user in the spaces provided. Click the Transfer Access button to complete the transfer process. NOTE: When transferring to a New User, CPARS will assign/identify the new user's User ID and Password. It is the Focal Point's responsibility to convey the User ID and Password to the new user. 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. Assign Alternate Focal Point: This option allows the Focal Point to assign an individual as the Alternate Focal Point. An Alternate Focal Point has the very same privileges as the Primary Focal Point. The Primary and Alternate Focal Points are allowed to work in CPARS at the same time to create/manage user accounts and to run reports, etc. To assign an Alternate Focal Point, click the Access Authorization button from the Focal Point Main Menu and the Access Authorization Menu displays. Click the Assign Alternate Focal Point button and the Assign Alternate Focal Point screen displays.

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The Focal Point must identify the designated Alternate Focal Point by entering a name in the Enter New User Name: 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, Organization, Address, Email, and Phone Number(s). Once a new name is entered or an existing user selected, the Focal Point will click the Assign Alternate Focal Point button. NOTE: When the Alternate Focal Point is a New User, CPARS will assign/identify the new user's User ID and Password. It is the Primary Focal Point's responsibility to convey the User ID and Password to the new user. To delete the current Alternate Focal Point, click the Delete Current Alternate Focal Point button. Return to the Access Authorization Menu button allows the Focal Point to continue other access authorization options. The Return to the Main Menu button returns the user to the Focal Point Main Menu. NOTE: 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: CPAR Status Report: This option allows the Focal Point to monitor the status of assessments that have been started or completed for each contract the Focal Point has given access to. The CPAR Status Report will display information as counts (e.g. number of assessments complete) or a list of assessments that allows the Focal Point to gain read-only access to each assessment. (See CPAR Status Report Section for more specific information) Contract Status Report: This option allows the Focal Point to monitor the status of contracts that he or she has given access to. The Contract Status Report will display information as counts (e.g. number of contracts due for an assessment) or as a list of contracts that identifies the status of each contract (e.g. current, due, overdue) (See Contract Status Report Section for more specific information)

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Ratings Metrics Report: This option allows the Focal Point to run a report that will identify the distribution of ratings for all completed assessments under the Focal Point's cognizance. The report can be qualified by date or major command. (See Ratings Metrics Report Section for more specific information) Processing Times Report: This option allows the Focal Point to monitor the processing times for all assessments under his or her cognizance. For example, this report will identify the number of assessments completed for a specific month and how many were completed within the 120-day goal. (See Processing Times Report Section for more specific information) Change User Profile: This option must be used whenever a user's name, address, email address, or phone number changes. This option also allows users to select additional, optional email notifications and to change their CPARS password. (See User Profile Section for more specific information) User Feedback: This option allows users to communicate suggested CPARS improvements, policy comments, and problems to system administrators and the Configuration Management Board. (See User Feedback Section for more specific information)

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Contract Data Entry
The Contract Data Entry access level is authorized by the Focal Point to register and update basic contract information. The contract must be registered in CPARS within 30 days after contract award.

Register a Contract: This option allows a user to input basic contract information into CPARS. Registering a contract is the only function that the Contract Data Entry user may perform in the automated workflow process. To register a contract, the user must be logged on CPARS at the Contract Data Entry level and the Contract Data Entry Main Menu must be displayed. When an assessment is to be completed at the contract level, enter the contract number in the Contract #: box and click the Register a Contract button. When an assessment is to be completed at the Task/Delivery Order level, enter the contract number in the Contract #: box and include the Order Number in the Order #: box and click the Register a Contract button. In either case, the Contract Registration data entry screen will display. Enter the DUNS number (DUNS +4, if applicable) applicable to the contract to be registered. If the DUNS is unknown, click the Company Name drop-down box and select one of the options and enter the applicable company name information in the adjacent space. Click the Continue with Contract Registration button. If more than one DUNS number is found, a listing of DUNS numbers and associated company names and addresses will be displayed. Click the appropriate DUNS number to continue with the contract registration process. The Register a Contract data entry screen displays and will be pre-filled with the contractor's DUNS, name and address. Continue with the contract registration process by entering basic contract information in the spaces provided. Required fields are identified with a red asterisk (*). The blue question mark (?) identifies that online help is available for the data entry field. The green tabs provide additional data entry boxes. Click each green tab and enter data in all of the required fields (*) to register and save the contract. Click the Validate and Save the Contract Data button located at the bottom of the data entry screen. Click the OK button. To return to the Contract Data Entry Main Menu, click the Return to the Main Menu button. Return to the Main Menu button does not save any information that has been entered. NOTE: A contract/order only has to be registered one time. Once a contract is registered in CPARS, any of the contract registration fields can be later updated by entering the contract number in the Contract #: box and, if applicable, the order number in the Order #: box and clicking the Register a Contract button. View/Print Contract: This option allows the Contract Data Entry user to view registered contracts in read-only format. To view a contract, the user must be logged on CPARS as a Contract Data Entry user and the Contract Data Entry Main Menu must be displayed. Enter a contract number in the Contract #: box and, if applicable, enter the order number in the Order #: box. Click the View/Print Contract button. The contract will be displayed in read only format and the user has the option to print the contract to a local printer. To return to the Contract Data Entry Main Menu, click the Return to Main Menu button. CPAR Status Report: The CPAR Status Report at the Contract Data Entry level is unique in that the status of the assessment(s) is provided, but the entire assessment cannot be viewed. Entire assessments are not accessible at

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the Contract Data Entry level because this is the only level in the automated workflow process that can be granted to a support contractor. Support contractors are not permitted to view another contractor's past performance assessments. Click the CPAR Status Report button from the Contract Data Entry Main Menu. A list of assessments and the current status of each will display. Click on the contract number of an assessment and only the basic contract information will display in a read-only format. Click Close to select another contract number to view. The Return to the Main Menu button returns the user to the Contract Data Entry Main Menu. Change User Profile/Switch Access Level: This option must be used whenever a user's name, address, email address, or phone number changes. This option also allows users to select additional, optional email notifications and to change their CPARS password. The Switch Access Level feature is available when users are assigned more than one level in the workflow process. (See User Profile Section for more specific information) User Feedback: This option allows users to communicate suggested CPARS improvements, policy comments, and problems to system administrators and the Configuration Management Board. (See User Feedback Section for more specific information)

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Assessing Official Representative
An Assessing Official Representative has the authority to initiate and update assessments, but does not have the authority to send the assessment to the Defense Contractor Representative or to finalize an assessment.

Register a Contract: This option allows an Assessing Official Representative to input basic contract information into CPARS. The contract must be registered within 30 days after contract award. To register a contract, the user must be logged on CPARS as an Assessing Official Representative and the Assessing Official Representative Main Menu must be displayed. When an assessment is to be completed at the contract level, enter the contract number in the Contract #: box and click the Register a Contract button. When an assessment is to be completed at the Task/Delivery Order level, enter the contract number in the Contract #: box and include the Order Number in the Order #: box and click the Register a Contract button. In either case, the Contract Registration data entry screen will display. Enter the DUNS number (DUNS +4, if applicable) applicable to the contract to be registered. If the DUNS is unknown, click the Company Name drop-down box and select one of the options and enter the applicable company name information in the adjacent space. Click the Continue with Contract Registration button. If more than one DUNS number is found, a listing of DUNS numbers and associated company names and addresses will be displayed. Click the appropriate DUNS number to continue with the contract registration process. The Register a Contract data entry screen displays and will be pre-filled with the contractor's DUNS, name and address. Continue with the contract registration process by entering basic contract information in the spaces provided. Required fields are identified with a red asterisk (*). The blue question mark (?) identifies that online help is available for the data entry field. The green tabs provide additional data entry boxes. Click each green tab and enter data in all of the required fields (*) to register and save the contract. Click the Validate and Save the Contract Data button located at the bottom of the data entry screen. Click the OK button. To return to the Assessing Official Representative 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. NOTE: A contract/order only has to be registered one time. Once a contract is registered in CPARS, any of the contract registration fields can be later updated by entering the contract number in the Contract #: box and, if applicable, the order number in the Order #: box and clicking the Register a Contract button. Initiate a CPAR: This option allows the Assessing Official Representative to initiate the assessment process by entering proposed ratings and remarks. It must be noted that if the Assessing Official initiates the assessment, CPARS will not allow the Assessing Official Representative to access the assessment for data

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entry purposes. To initiate an assessment, the user must be logged in CPARS as an Assessing Official Representative and the Assessing Official Representative Main Menu must be displayed. If the assessment is to be completed at the contract level, enter the contract number in the Contract #: box and click the Initiate an Assessment button. If the assessment is to be completed at the Task/Delivery Order level, enter the contract number in the Contract #: box and include the Order Number in the Order #: box and click the Initiate a CPAR button. In either case, the data entry screens display and are pre-filled with the basic contract information and any miscellaneous information entered during contract registration. NOTE: The contract must be registered before an assessment can be initiated. The green tabs provide additional data entry fields. Click each green tab to complete the Initiate a CPAR process. The assessment data entry screens identify required fields with a red asterisk (*). However, the Assessing Official Representative is allowed to save a partially completed assessment without addressing all the required fields. Clicking the Save Data button will save the partially completed assessment. NOTE: Report Type and Period of Performance must be filled in to save a partially completed assessment. When the Assessing Official Representative is ready to continue working on the assessment, simply Logon to CPARS, click on the To-Do List (see below) and click on the contract/order number of the assessment to be completed. The assessment that was previously initiated, but was saved and closed, will be displayed for additional data entry. Online help is available during the data entry process. Fields identified with a blue question mark (?) indicate 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 bar located beneath any of the green rating tabs indicates at least one element has been rated for the specific performance area. If the proposed ratings and remarks are ready for the Assessing Official's review, 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 e-mail that an assessment is ready for review. A message will appear stating that the Assessing Official has been notified. Click the OK button. The assessment will display in HTML format. Click the View CPAR as PDF button to open and view the assessment using Adobe Acrobat Reader. The Assessing Official Representative is now locked out of the assessment and may now only view the assessment. 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. Delete an Incomplete CPAR: This option allows the Assessing Official Representative to delete an assessment that has been initiated, but not yet sent to the Assessing Official. To delete an incomplete assessment, enter the contract number in the Contract #: box and the order number, if applicable, in the Order #: box at the Assessing Official Representative's Main Menu. Click the Delete an Incomplete CPAR button. The Delete Record Confirmation screen will display. Select the Confirm Delete button to delete the assessment from the CPARS database. Select the Cancel Delete and Return to the Main Menu button to cancel the deletion of the assessment. View/Print CPARs: This option allows the Assessing Official Representative to view (or print) an assessment, but not modify or change any of the information on the form. To view (or print) an assessment, enter the contract number in the Contract #: box and the order number, if applicable, in the Order #: box. Click the View/Print CPARS button. If more than one assessment exists for the contract number a list of assessments will display. Click on the contract number of the assessment to be viewed. The assessment will display in HTML format. Click View CPAR as PDF to view the assessment using Adobe Acrobat Reader. Once the assessment has been displayed, the user is able to scroll through the report and/or print it on a local printer. To return to the Assessing Official Representative Main Menu, click the Close button. To-Do List: This option is a quick and easy method for the Assessing Official Representative to see all the assessments that he or she needs to update and send to the Assessing Official for validation. The To-Do List will also include assessments that have been returned by the Assessing Official for rework. Click the To-Do List button from the Assessing Official Representative Main Menu. A list of assessments will display. Click on the appropriate contract number and the assessment is opened in data entry format ready for the Assessing Official Representative to complete the required action.

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CPAR Status Report: This option allows the Assessing Official Representative to monitor the status of assessments that have been started or completed for each contract that he or she has been authorized access to. The CPAR Status Report will display information as counts (e.g. number of assessments complete) or a list of assessments that allows the Assessing Official Representative with read-only access to each assessment. (See CPAR Status Report Section for more specific information) Contract Status Report: This option allows the Assessing Official Representative to monitor the status of contracts that he or she has been authorized access to. The Contract Status Report will display information as counts (e.g. number of contracts due for an assessment) or as a list of contracts that identifies the status of each contract (e.g. current, due, overdue) (See Contract Status Report Section for more specific information) Change User Profile/Switch Access Level: This option must be used whenever a user's name, address, email address, or phone number changes. This option also allows users to select additional, optional email notifications and to change their CPARS password. This option also allows users to switch access levels (roles) if the user has been granted more than one access level by the Focal Point. (See User Profile Section for more specific information) User Feedback: This option allows users to communicate suggested CPARS improvements, policy comments, and problems to system administrators and the Configuration Management Board. (See User Feedback Section for more specific information)

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Assessing Official
The Assessing Official is responsible for evaluating contractor performance and for validating the proposed ratings and remarks entered by the Assessing Official Representative(s). Assessing Officials have "signature" authority and are allowed to forward assessments to the Contractor Representative for review and comment. After receiving and reviewing contractor comments, the Assessing Official has the authority to close, modify, and/or forward the assessment to the Reviewing Official.

Register a Contract: This option allows an Assessing Official to input basic contract information into CPARS. The contract must be registered within 30 days after contract award. To register a contract, the user must be logged on CPARS as an Assessing Official and the Assessing Official Main Menu must be displayed. When an assessment is to be completed at the contract level, enter the contract number in the Contract #: box and click the Register a Contract button. When an assessment is to be completed at the Task/Delivery Order level, enter the contract number in the Contract #: box and include the Order Number in the Order #: box and click the Register a Contract button. In either case, the Contract Registration data entry screen will display. Enter the DUNS number (DUNS +4, if applicable) applicable to the contract to be registered. If the DUNS is unknown, click the Company Name drop-down box and select one of the options and enter the applicable company name information in the adjacent space. Click the Continue with Contract Registration button. If more than one DUNS number is found, a listing of DUNS numbers and associated company names and addresses will be displayed. Click the appropriate DUNS number to continue with the contract registration process. The Register a Contract data entry screen displays and will be pre-filled with the contractor's DUNS, name and address. Continue with the contract registration process by entering basic contract information in the spaces provided. Required fields are identified with a red asterisk (*). The blue question mark (?) identifies that online help is available for the data entry field. The green tabs provide additional data entry boxes. Click each green tab and enter data in all of the required fields (*) to register and save the contract. Click the Validate and Save the Contract Data button located at the bottom of the data entry screen. Click the OK button. To return to the Assessing Official Representative 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. NOTE: A contract/order only has to be registered one time. Once a contract is registered in CPARS, any of the contract registration fields can be later updated by entering the contract number in the Contract #: box and, if applicable, the order number in the Order #: box and clicking the Register a Contract button.

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Initiate a CPAR: This option allows the Assessing Official to initiate the assessment process by entering proposed ratings and remarks. It must be noted that if the Assessing Official initiates the assessment, CPARS will not allow the Assessing Official Representative to access the assessment for data entry purposes. To initiate an assessment, the user must be logged in CPARS as an Assessing Official and the Assessing Official Main Menu must be displayed. If the assessment is to be completed at the contract level, enter the contract number in the Contract #: box and click the Initiate a CPAR button. If the assessment is to be completed at the Task/Delivery Order level, enter the contract number in the Contract #: box and include the Order Number in the Order #: box and click the Initiate a CPAR button. In either case, the data entry screens display and are pre-filled with the basic contract information and any miscellaneous information entered during contract registration. NOTE: The contract must be registered before an assessment can be initiated. The green tabs provide additional data entry fields. Click each green tab to complete the Initiate an Assessment process. The assessment data entry screens identify required fields with a red asterisk (*). However, the Assessing Official is allowed to save a partially completed assessment without addressing all the required fields. Clicking the Save Data button will save the partially completed assessment. NOTE: Report Type and Period of Performance must be filled in to save a partially completed assessment. When the Assessing Official is ready to continue working on the assessment, simply Logon to CPARS, click on the To-Do List (see below) and click on the contract/order number of the assessment to be completed. The assessment that was previously initiated, but was saved and closed, will be displayed for additional data entry. Online help is available during the data entry process. Fields identified with a blue question mark (?) indicate 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 bar located beneath any of the green rating tabs indicates at least one element has been rated for the specific performance area. The Assessing Official will click on the Return to the Assessing Official Representative button whenever the Assessing Official determines the assessment requires additional detail and/or clarification from the Assessing Official Representative. The Assessing Official Representative will revise the assessment as requested. This exchange between the Assessing Official and the Assessing Official Representative may occur until the Assessing Official is satisfied with the level of detail and the quality of the assessment. The Return to the Assessing Official Representative option is only available when the assessment is initiated by an Assessing Official Representative. 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. NOTE: All required fields must be completed at this time. 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 e-mail that an assessment is ready for review and comment. A message will appear stating that a notice has been sent to the Contractor Representative. Click the OK button. The assessment will display in HTML format. Click the View CPAR as PDF button to open and view the assessment using Adobe Acrobat Reader. The Assessing Official is now locked out of the assessment and may only view the assessment. To return to the Assessing Official Main Menu, click Return to the Main Menu button. Return to the Main Menu button does not save any information that has been entered. NOTE: The assessment will not be forwarded if a Contractor Representative (with email address) has not been given access to the contract/order by the Focal Point. In this case, after selecting Validate and Send to the Contractor, the Assessing Official will see a pop-up box stating that a Contractor Representative (with email address) has not been assigned and the Focal Point should be contacted to resolve the situation. Delete an Incomplete CPAR: This option allows the Assessing Official to delete an assessment that has been initiated, but not yet sent to the Contractor Representative. To delete an incomplete assessment, enter the contract number in the Contract #: box and the order number, if applicable, in the Order #: box at the Assessing Official's Main Menu. Click the Delete an Incomplete CPAR button. The Delete Record Confirmation screen will display. Select the Confirm Delete button to delete the assessment from the CPARS database. Select the Cancel Delete and Return to the Main Menu button to cancel the deletion of the assessment. View/Print CPARs: This option allows the Assessing Official to view (or print) an assessment, but not modify or change any of the information on the form. To view (or print) an assessment, enter the contract number in the

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Contract #: box and the order number, if applicable, in the Order #: box. Click the View/Print CPARs button. If more than one assessment exists for the contract number a list of assessments will display. Click on the contract number of the assessment to be viewed. The assessment will display in HTML format. Click View CPAR as PDF to view the assessment using Adobe Acrobat Reader. Once the assessment has been displayed, the user is able to scroll through the report and/or print it on a local printer. To return to the Assessing Official Main Menu, click the Close button. To-Do List: This option is a quick and easy method for the Assessing Official to see all assessments that are awaiting his or her action. Click the To-Do List button from the Assessing Official Main Menu. A list of assessments will display. The list includes assessments that have been started and saved by the Assessing Official; those that have been forwarded by the Assessing Official Representative; assessments returned by the Contractor Representative; and finally, assessments that have not been returned by the Contractor Representative within the 30-day comment period. Click on the appropriate contract number and the assessment is opened in data entry format ready for the Assessing Official to complete the required action. 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. NOTE: All required fields must be completed at this time. 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 e-mail that an assessment is ready for review and comment. A message will appear stating that a notice has been sent to the Contractor Representative. Click the OK button. The assessment will display in HTML format. Click the View Assessment as PDF button to open and view the assessment using Adobe Acrobat Reader. The Assessing Official is now locked out of the assessment and may now only view the assessment. To return to the Assessing Official Main Menu, click Return to the Main Menu button. Return to the Main Menu button does not save any information that has been entered. NOTE: The assessment will not be forwarded if a Contractor Representative (with email address) has not been given access to the contract/order by the Focal Point. In this case, after selecting Validate and Send to the Contractor, the Assessing Official will see a pop-up box stating that a Contractor Representative (with email address) has not been assigned and the Focal Point should be contacted to resolve the situation. The Assessing Official will use the To-Do List to review contractor comments (Action Required is "Finalize Ratings"). The Assessing Official has the option to Accept the Ratings and Send to the Reviewing Official, Accept the Ratings and Close the CPAR (if not contentious) or Modify the Ratings. If Modify the Ratings is selected, both the original assessment (including contractor comments) and the modified assessment are stored together in CPARS. Whenever a modified assessment is viewed, users have the option to view/print the original assessment. If Modify the Ratings is selected, the Assessing Official has the option to Validate and Send to the Reviewing Official or Validate and Close the CPAR (if not contentious). The contractor will receive an automated email whenever an assessment is completed and can subsequently retrieve the completed assessment from CPARS. The Assessing Official will use the To-Do List to retrieve assessments that are not returned by the Contractor Representative within the allotted 30-day comment period (Action Required is "Contractor Overdue, Finalize Ratings"). However, it is recommended that the Assessing Official contact the Contractor Representative to determine if extenuating circumstances prevented the contractor from commenting within the allotted time. The Assessing Official will evaluate whether the 30-day comment period should be extended or if the assessment will be completed without contractor comment. Assessments completed without contractor comment are annotated in the Remarks with the following system-generated statement: "The report was delivered/received by the contractor on XX/XX/200X. The contractor neither signed nor offered comment in response to this assessment." The Assessing Official has the option to Accept the Ratings and Send to the Reviewing Official or Modify the Ratings. Modify the Ratings is explained in the preceding paragraph. When the Accept the Ratings and Send to the Reviewing Official button is selected, the Reviewing Official will be notified via e-mail that an assessment is ready for review and comment. A message indicating that a notice was sent to the Reviewing Official appears. Click the OK button. After accepting the ratings and clicking OK button, an assessment Process Feedback screen appears. Select a rating (scale of 1 to 10) from the drop-down box to rate

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the effectiveness of the assessment process in improving communication between the activity and the contractor evaluated. Click Save Feedback and Return to the Main Menu to return to the Assessing Official Main Menu. CPAR Status Report: This option allows the Assessing Official to monitor the status of assessments that have been started or completed for each contract that he or she has been authorized access to. The CPAR Status Report will display information as counts (e.g. number of assessments complete) or a list of assessments that allows the Assessing Official with read-only access to each assessment. (See CPAR Status Report Section for more specific information) Contract Status Report: This option allows the Assessing Official to monitor the status of contracts that he or she has been authorized access to. The Contract Status Report will display information as counts (e.g. number of contracts due for an assessment) or as a list of contracts that identifies the status of each contract (e.g. current, due, overdue) (See Contract Status Report Section for more specific information) Change User Profile/Switch Access Level: This option must be used whenever a user's name, address, email address, or phone number changes. This option also allows users to select additional, optional email notifications and to change their CPARS password. This option also allows users to switch access levels (roles) if the user has been granted more than one access level by the Focal Point. (See User Profile Section for more specific information) User Feedback: This option allows users to communicate suggested CPARS improvements, policy comments, and problems to system administrators and the Configuration Management Board. (See User Feedback Section for more specific information)

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Defense Contractor Representative
The Defense Contractor Representative is responsible for reviewing and commenting on proposed ratings and remarks for all assessments forwarded by the Government Assessing Official. An assessment is required to be prepared by the government to document contractor performance for each contract/order that meets specified dollar values. The Defense Contractor Representative is allotted 30 days to review and comment on each assessment forwarded to his or company.

View/Print CPARs: This option allows the Defense Contractor Representative to view (or print) an assessment that has been forwarded for comment or that has been previously completed in CPARS. This option does not allow Defense Contractor Representatives to enter comments on the assessment. See the To-Do List below to determine how to enter comments on an assessment. To view (or print) an assessment, enter the contract number in the Contract #: box and the order number, if applicable, in the Order #: box. Click the View/Print CPARs button. If more than one assessment exists for the contract number a list of assessments will display. Click on the contract number of the assessment to be viewed and/or printed. The assessment will display in HTML format. Click View CPAR as PDF to view the assessment using Adobe Acrobat Reader. Once the assessment h