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

Contract Payment Reporting Module (CPRM)

Release Notes for GSA Users and Support Users

Software Version 16.26.13

Prepared for ASSIST by ITG

Version 1.0

October 17, 2019

Assisted Acquisition Service CPRM, PI-13, Release Notes Version 1.0

Table of ContentsDocument History

1. Task Information

1.1 Task Client2.0 Task Requirements

2.1 Purpose

3. CHG106327 – Add Unit defaults and Purchase Line Fee Category

3.1 User Impact

3.2 Impact to Workflow

3.3 Change Description

3.4 Interface Impact

3.5 Integrations

3.6 Implementation Process

4. CHG106328 - Update Messaging on Invoice Data and Upload Multiple Invoice pages

4.1 User Impact




4.5 Integrations


5. CHG106329 - Add value constraints on LH and T&M Predominant Contract Types

5.1 User Impact




5.5 Integrations


6. CHG106330 - Adding Soft Validations/Messaging on Quantity for Invoices

6.1 User Impact




6.5 Integrations

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7. CHG106885- Updates to Expired Order Validation Feature

7.1 User Impact




7.5 Integrations


8. CHG105073 - Update OCO Field on Order Form to include Uploaded Users/Delegations

8.1 User Impact




8.5 Integrations


9.0 Follow-On Support

APPENDIX A.

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List of Figures

Figure 1: Pre-selected unit on an Invoice line itemFigure 2: Purchase Line Fee Category column with preselected Purchase Line FeeFigure 3: Updated text on the Invoice Data pageFigure 4: Updated text on the Invoice Data Package Upload pageFigure 5: Error message on the invoice line item level where the price must be within 0.01 and $999 Figure 6: Pop up message with soft validation on the Invoice Data pageFigure 7: Updated text with soft validation on the Upload Multiple Invoice pageFigure 8: Revert Expired Order Status button on Order Data page for Admin and Support UsersFigure 9: Pop up on Order Data page for Admin and Support UsersFigure 10 : First page of Expired Order Report with Validated as final column headerFigure 11: Second page of Expired Order Report with Validated as final column headerFigure 12: Final page of Expired Order Report with Validated as final row headerFigure 13: OCO field display users or delegations that have been uploaded into the system view the Upload Delegation feature

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Document History

Version Description Prepared By: Reviewed By: Approved By: CI #Date

1.0 Initial Draft Victoria FosterChelsea Burnett, Jim Miller, and Sarah Rodriguez

Chelsea Burnett, Jim Miller, and Sarah Rodriguez

10/17/2019

1.0 Final Draft Victoria FosterChelsea Burnett, Jim Miller, and Sarah Rodriguez

Chelsea Burnett, Jim Miller, and Sarah Rodriguez

11/7/2019

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1. Task InformationTask Title: General Services Administration (GSA) - ASSISTDocument Title: CPRM PI-13 Release Notes

1.1 Task ClientGSA, FAS, AAS FEDSIMATTN: Sandy Greenwell, COR1800 F Street, NWSuite 3100 (QFOB)Washington DC 20405

2.0 Task Requirements

2.1 Purpose The purpose of this release is to update the CPRM with a set of enhancements, as follows:

● CHG106327 – Invoice Reporting Quality Controls: Add Unit defaults and Purchase Line Fee Category

● CHG106328 – Invoice Reporting Quality Controls: Update Messaging on Invoice Data and Upload Multiple Invoice pages

● CHG106329 – Invoice Reporting Quality Controls: Add constraints on LH and T&M CLINS

● CHG106330 – Invoice Reporting Quality Controls: Adding Soft Validation/Messaging on Quality for Invoices

● CHG106885 – Updates to Expired Order Validation Feature

● CHG105073- Update OCO Field on Order Form to include Uploaded Users/Delegations

3. CHG106327 – Add Unit defaults and Purchase Line Fee Category

The following details the enhancements made to Invoice level reporting within CPRM with regards to implementation of unit defaults and the display of a Purchase Line Fee Category on Invoices.

3.1 User ImpactFor this enhancement, the following users are impacted:

● GSA CPRM users

● CPRM Contractor users

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3.2 Impact to WorkflowNone.

3.3 Change DescriptionThe purpose of this enhancement is to introduce unit defaults on Invoice level reporting and display an associated Purchase Line Type. Invoice level reporting is required of all GWAC industry partners. To help encourage better reporting, the system will now display a new Purchase Line Fee Category on the Invoice Line Item as well as a suggested, pre-selected Unit in the existing field based on the Order’s Predominant Contract Type and chosen CLIN Type. These displays are informational and will have no data impact on the Invoice Line Item in the system. These are based on the Contract Family + Task Orders Predominant Contract Type + CLIN Type selected. The types in the dropdown have been mapped under the following Purchase Line Fee Categories:

• CAF

• Labor

• ODC

• Other

• Travel

As illustrated in Figure 1 & 2, once the vendor accesses an invoice and selects a CLIN, the pre-selected corresponding unit of measure will appear in the unit field and the appropriate Purchase Line Fee Category will display. It’s important to note that the Unit field is editable, and the user still has the capability to change the unit to another option than the one pre-selected if desired.

Figure 1: Pre-selected unit on an Invoice line item

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Figure 2: Purchase Line Fee Category column with preselected Purchase Line Fee

3.4 Interface ImpactNone.

3.5 IntegrationsNone.

3.6 Implementation ProcessThis change will add a Purchase Line Fee Category column to the invoice CLIN table on the Invoice page. The field will be non-editable and will be the CLIN_TYPE property that is associated with the selected CLIN description (Type as labeled on the page). The five CLIN types are: CAF, LABOR, ODC, OTHER, and TRAVEL. They may be formatted differently on the display (e.g., Contract Access Fee instead of CAF).

4. CHG106328 - Update Messaging on Invoice Data and Upload Multiple Invoice pages

The following details the enhancements made to Invoice level reporting within CPRM with regards to updates to the existing messaging on both the Invoice Data page and the Upload Multiple Invoice (Upload Package) pages.

4.1 User ImpactFor this enhancement, the following user will be impacted:

● GSA CPRM users



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4.3 Change DescriptionThe purpose of this enhancement is to provide greater clarity on the requirements vendors have in order to accurately and successfully report on Invoices within CPRM. This enhancement includes updated informational text on the Invoice Data Page and the Upload Multiple Invoice page to drive vendor behavior based on the task order predominant contract type.

As illustrated in Figure 3, when a user in CPRM navigates to the Invoice data page, they will be presented with the following updated text:

1. For Fixed Price task orders that do not include CAF, include a separate CAF line item.2. For Fixed Price task orders that include CAF, do not include a separate CAF line item.3. For Time & Materials (T&M) or Labor-Hour (LH) task orders, report fully loaded labor category

hourly rates and number of hours invoiced.4. For Cost-type orders, the direct costs are expected with "indirect" amounts recorded separately.

Labor can be reported either as a lump sum under the Cost CLIN or broken out by individual labor category CLIN(s).

5. "Not elsewhere classified" should only be used on an exception basis, and must be accompanied with a description.

Similarly, in Figure 4, when a user in CPRM navigates to the Upload Multiple Invoice page, they will be presented with the following updated text:

● For Fixed Price task orders that do not include CAF, include a separate CAF line item.● For Fixed Price task orders that include CAF, do not include a separate CAF line item.● For Time & Materials (T&M) or Labor Hour (LH) task orders, report fully loaded labor category

hourly rates and number of hours invoiced.● For Cost-type task orders, the direct costs are expected with “indirect” amounts recorded

separately. Labor can be reported either as a lump sum under the Cost CLIN or broken out by individual labor category CLIN(s).

Figure 3: Updated text on the Invoice Data page

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Figure 4: Updated text on the Invoice Data Package Upload page



4.6 Implementation ProcessNone.

5. CHG106329 - Add value constraints on LH and T&M Predominant Contract Types

The following details the enhancements made to Invoice level reporting within CPRM with regards to value limits on Task Orders designated as either Labor Hour or Time & Materials Predominant Contract Types.

5.1 User ImpactFor this enhancement, the following users are indirectly impacted:

● GSA CPRM users (excluding those on Connections or Connections II contracts)

● CPRM Contractor users (excluding those on Connections or Connections II contracts)


5.3 Change DescriptionThe purpose of this enhancement is to implement value limits on the amount that can be entered on an Invoice Line Item in order to promote better reporting and limit discrepancies. For Task Orders designated as either Labor Hour or Time & Materials Predominant Contract Types with a CLIN type of labor, CPRM will now only accept values between $0.01 and $999 in the price field. Anything beyond that range will result in an error message and they user will not be able to proceed. Once the user corrects the price to fit within the appropriate price range, they will be able to submit the invoice. These value constraints have not been applied to Connections or

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Connections II contracts, as those Contract Families are not participating in this enhancement at this time.

Figure 5: Error message on the invoice line item level where the price must be within 0.01 and $999




6. CHG106330 - Adding Soft Validations/Messaging on Quantity for Invoices

The following details the enhancements made to Invoice level reporting within CPRM with regards to soft validations on the Invoice Page and Upload Package and updated existing messaging whenever a negative amount is added in an Invoice line item


● GSA CPRM users



6.3 Change DescriptionThe purpose of this enhancement is to promote better Invoice level reporting by providing a pop

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up on the Invoice Data Page and informational text on the Invoice Data Package Upload page to inform users when a negative value is entered in the price field for all Predominant Contract Types except Labor Hour or Time & Materials. Through this enhancement, soft validations have been added to warn but not prevent the user that they may want to re-confirm their entry before submitting.

On the Invoice Data page, if a negative value is entered on any type other than the two exceptions, a pop-up message will appear, but the user will not be restricted from submitting the Invoice Data record.

There will not be a pop-up message on the Upload Multiple Invoices (Upload Package) feature, but the existing messaging has been updated to prevent discrepancies.

The following bullets have been added to the Invoice Data Package Upload:• Negative amounts can be entered on all CLIN Types except LH and T&M. Please verify that

the amounts are correct before proceeding with the upload.• Reminder: Labor rates should not be a negative value. Use a negative quantity of hours to

capture discounts or credits.

Figure 6: Pop up message with soft validation on the Invoice Data page

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Figure 7: Updated text with soft validation on the Upload Multiple Invoice page




7. CHG106885- Updates to Expired Order Validation FeatureThe following details the enhancement made to the Expired Order Validation feature which will enable GSA Admin users and Support the ability to ‘revert’ an expired order in status ‘Validated’ back to status ‘Validated by Contractor’ as well as the stylistic updates made to the Expired Order Report.


● GSA CPRM Admin and Support Users

7.2 Impact to WorkflowWith this enhancement, an order can be released from the ‘Validated’ status and reverted to a status of ‘Validated by Contractor’ but the workflow still stays intact and Validated remains as the final stage of the Order process.

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7.3 Change DescriptionThe purpose of this enhancement is to provide Admin and Support users the capability to manually revert a ‘Validated’ Expired Order back to a status of ‘Validated by Contractor’. Previously, once an Expired Order was validated in CPRM, only GSA Admins and Support could edit the task order, but only to the point of updating the order with additional information. This locked down status did not allow for human error, especially if the Expired Order was set to Validated too soon or by mistake. This enhancement provides a button for Admin and Support users on Expired order to revert the record back to ‘Validated by Contractor’ status and from there gives back editing rights to the IP.

When an Admin or Support user accesses an Expired Order with the status of ‘Validated’ and clicks Edit, a button highlighted in yellow will display the top of the Edit page. This “Revert Expired Order Status” button will have the options ‘Yes’ and ‘No’. If the Admin or Support user selects ‘Yes’, upon clicking Submit, a pop-up message will appear asking the GSA Admin to acknowledge that they will be reverting the status back to ‘Validated by Contractor.”

Figure 8: Revert Expired Order Status button on Order Data page for Admin and Support Users

If the Admin or Support user selects ‘OK’ on the pop-up message, the status change will be complete and the Order Data page for the Expired Order will display in view mode with the reverted status of ‘Validated by Contractor.”

Figure 9: Pop up on Order Data page for Admin and Support Users

The Expired Order Report has been updated as well with this enhancement. Specifically, the table columns for validated Expired Orders now says Validated rather than Completed as it was previously. This will be present on all pages of the report.

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Figure 10: First page of Expired Order Report with Validated as final column header

Figure 11: Second page of Expired Order Report with Validated as final column header

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Figure 12: Final page of Expired Order Report with Validated as final row header




8. CHG105073 - Update OCO Field on Order Form to include Uploaded Users/Delegations

The following details the enhancements made to the OCO Field on Order Form to include Uploaded Users/Delegations.


● GSA CPRM users



8.3 Change DescriptionThe purpose of this enhancement is to align the stored data in the system for unregistered OCOs who have been added to CPRM via the Upload Delegation package feature, and have them be featured as options in the OCO field on the Order Data Package

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This is a continuation of the work the team did with the Upload Delegation Package in that it is connecting this field on the Order Data Package with the data that is uploaded for delegations in the system.

Figure 13: OCO field display users or delegations that have been uploaded into the system view the Upload Delegation feature




9.0 Follow-On SupportIf assistance is needed with an AASBS Business System, users are encouraged to contact 1 (877) 472-4877, [email protected].

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APPENDIX A.Glossary of Acronyms, Abbreviations, and Definitions

Term Definition

AASBS AAS Business Systems

ASSIST Assisted Services Shared Information SysTem

BMO Building Maintenance and Operations

CAF Contract Access Fee

CHG SNC Change Request

CPRM Contract Payment Reporting Module

FAS Federal Acquisition Service

GLab GSA Test Lab Environment

GSA General Services Administration

GWAC Government Wide Acquisition Contract

HCaTS Human Capital and Training Solutions

IGCE Independent Government Cost Estimate

ITSS IT Solutions Shop

OASIS One Acquisition Solution for Integrated Services

QA Quality Assurance

SQA Software Quality Assurance

TAR Test Analysis Report

UAT User Acceptance Test

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