systems training for hqmc installations and logistics department, contracts division (lb) october...

Systems Training for HQMC Installations and Logistics Department, Contracts Division (LB)

October 24, 2013

Warrant Application Warrant Application SystemSystem

Warrant Application SystemWarrant Application SystemOverview

The Warrant Application website was created as a tracking tool to manage warrant data and process warrant requests. It enables contracting officers to submit online warrant applications, which are sent through several levels of review and approvals. The system tracks the status of applications in process and also tracks active warrants, terminated warrants, disapproved warrants, warrants with expirations dates, and DAWIA Certification Levels.

The system is database driven and consists of all current and terminated warrants dating back to 1998 along with the education and experience history associated with these records. Warrant signatures and approvals are programmed to show who was the approver at the time the warrant was processed and issued. Since the raw data is stored in a database, the data can be sliced and diced to serve LB’s purposes for metrics and data calls.

Warrant Application SystemWarrant Application SystemLevels of Access

Applicant Can access online application Can view their application status

Supervisor/CCO Can review application, approve or disapprove request, and reject

incomplete application back to applicant HQ Levels 1, 2, and 3

Can review application, recommend approval or disapproval, and reject incomplete application back to Applicant, Supervisor, CCO, or other HQ levels

Can edit applicant information Can view application status Has access to all management reports Has access to some administrative functions

Warrant Application SystemWarrant Application SystemLevels of Access (continued)

HQ Level 4 Can review application and grant final approval or disapproval of

warrant request Can view application status Has access to all management reports.

View Only Can view pending applications with no edit or approval capability Has access to all management reports

View Excel Reports Only Has access to excel version of the management reports

Warrant Application SystemWarrant Application System

Online Warrant Application

There are four types of warrant applications. The applicant chooses the type from a drop down menu:

Initial warrant application Increase existing warrant authority Correct/edit existing warrant record Termination of warrant and archive of record

The applicant must also select their career field certification: Contracting Purchasing Not certified but applying for a contingency operation warrant


Online Warrant Application (continued)

The applicant must provide the following information:

Warrant level requested. This will be selected from a drop down menu. The site displays the requirements for the level selected. The warrant level options are: SAP A , SAP B, SAP C, Level 1, Level 2, and

Level 3.

Amount of the warrant if different from the standard amount for the level selected

Justification for status and amount sought DAWIA Certification level and date Prior relevant contracting experience Relevant education history, including transcripts


Supervisor/CCO Approvals

Supervisor/CCO receives notification email when application is ready for review.

If the CCO is different than the Supervisor, the CCO will receive a notification email once the Supervisor approves.

Must provide the Operational Need for the warrant

Indicates whether warrant should have an expiration date

Can approve request, disapprove request, or send application back to applicant for additional information (disapproving request deletes application from the system as HQ approval will not be needed)


HQ Approvals – Levels 1, 2, and 3

Each HQ level receives notification email when application has been processed by the previous level and is ready for review.

Can recommend approval, recommend disapproval, or send application back to applicant, Supervisor, CCO, or other HQ Level for additional information.

Can change the recommended warrant level from what the applicant originally requested

Can specify a warrant amount different than the standard amount for the requested level.

Can enter notes for future reviewers


Final HQ Approval – Level 4

Receives notification email when application is ready for review

Can approve or disapprove warrant request.

Approval will generate email to applicant with a link to the warrant certificate and cover letter

Disapproval will generate notification to the applicant and will add the warrant to the Disapproved Warrant report.

Certificates are electronically signed. The signatures are tied to the issue date and the person who held the approval position at the time the certificate was issued.

Warrant Application SystemWarrant Application SystemManagement Reports

Information submitted through the online application and review process is stored in a database and used to generate the following management reports:

Active Warrants Lists all active warrants in the system Can be pulled in total or by Organization, Level, or Series Includes links to the Warrant Certificate and Cover Letter

Active Warrant Charts Bar charts that show Number of Warrants by Series and by Level Pie charts for each level (SAP A, SAP B, SAP C, Level 1, Level 2, and

Level 3) that breaks down the Number of Warrants by amount DAWIA Level

Listing of active warrants that includes the DAWIA Level and Certification Date

Warrant Application SystemWarrant Application SystemManagement Reports (continued)

Disapproved Warrants Lists all warrant requests that were disapproved by HQ

Expiration Report Lists all active warrants that have an expiration date. Note: Warrants are automatically terminated on the expiration date and the

Contracting Officer is notified by email Terminated Warrants

Lists all warrants terminated through the system Includes links to the warrant certificate and the termination letter

Warrant Process Timeline Tracks the processing time of the warrant applications, including Number of

days in the field, number of days with HQ, and total number of processing days Warrant Status Report

Lists all warrants submitted through the system and their status (Active, Application Started, In Process, Rejected Back to Applicant, or Warrant Terminated)

systems training for hqmc installations and logistics department, contracts division (lb) october...

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