federal acquisition service u.s. general services ......contract payment reporting module (cprm)...

Federal Acquisition Service

U.S. General Services Administration

Contract Payment Reporting Module (CPRM)Advanced Instruction on

Entering Task Order Data & Modifications

CPRM Training Module for Contractor UsersCreated: November 30, 2014

Last Updated: February 1, 2020


Quick Navigation About this Training

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Training is self-paced. Use your keyboard arrow buttons or click the slide to advance to the next slideUtilize the left-hand Quick Navigation menu to access different parts of the trainingDetailed information may be accessed on many slides by clicking ‘explain…’ or ‘show me…’.

Example, click on the words below to expose text and click on it again to hide the text.

▪ About this Training▪ You Will Learn▪ CPRM Overview▪ High-level Workflow

How to…▪ Order Data Reporting▪ Example Order Data

Package▪ Enter Order Data▪ Search Orders▪ Enter Order Mod Data▪ ITSS Orders ▪ Expired Orders

Resources…▪ Glossary▪ Contractor Workflow▪ Help Resources

show me… Detailed information is presented this way.

explain… Detailed explanations are presented this way.


Quick Navigation In this Training, you will learn…

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Topics▪ Overview▪ High-level Workflow Diagram▪ Order Data Reporting and Example Order Data Package▪ Entering Order Data▪ Order Search▪ Entering Order Modification Data▪ Orders Awarded in GSA’s IT Solutions Shop (ITSS)▪ Conclusion

For a high-level overview of the CPRM, please refer to the CPRM Training Module page



Package▪ Enter Order Data▪ Search Orders▪ Enter Order Mod Data▪ ITSS Orders


https://web.itss.gsa.gov/itss/v41_helpdocs.nsf/helpguideme/GWACVendorVideos?OpenDocument


Quick Navigation Overview

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The CPRM was designed to enable you to report Transactional Data, such as order data, invoice data and CAF payment data for your task/delivery orders awarded on GWACs, Connections II, OASIS, HCaTS, BMO, and other IDIQ Multiple Award Contracts (MACs)This presentation focuses on:▪ Reporting task order data▪ Reporting order modification data


▪ How to…▪ Order Data Reporting▪ Example Order Data


▪ Resources…▪ Glossary▪ Contractor Workflow▪ Help Resources


Quick Navigation High-level CPRM Workflow

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explain… Each ‘swimlane’ in this diagram provides the basic workflow steps expected of each user type.

explain…Customer: The contracting point of contact who signs the award document for the task order, i.e. Ordering Contracting Officer (OCO)

explain…

GSA: The program office that manages the IDIQ program.

explain… Contractor: The person(s) who manage the task order, invoice data and CAF Payment reporting for their company in CPRM. This presentation focuses on the orange-highlighted steps.


Quick Navigation Introduction to Order Data Reporting

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For each task/delivery order awarded on a contract supported in the CPRM, you should enter task order information using the Order Data form▪ CPRM supports the following IDIQ Multiple Award Contracts:

STARS, STARS II, Alliant, Alliant Small Business, VETS, Connections II, OASIS, OASIS Small Business, HCaTS, HCaTS Small Business, BMO, and others

▪ You may be awarded one or more task/delivery orders on your IDIQ contract• For each awarded task order, only enter the initial order data once • When order modifications are awarded, this data is added to the

order using the Order Mod form





It is important to enter all of your task orders and mods awarded on GWACs, Connections II, OASIS, HCaTS, BMO, or other IDIQs supported

in CPRM in order to meet contractual requirements.


Quick Navigation Order Data from FPDS-NG

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FPDS-NG is the Federal government’s data repository for all federal procurement spending on goods and services. It can be accessed publicly at www.fpds.gov Program Managers for each contract family may configure CPRM to retrieve order and modification data from FPDS-NG and populate it in CPRM. ▪ This datafeed does not relieve your responsibility to report on all

task orders awarded on your contract(s). ▪ The FPDS-NG datafeed is intended to supplement your data entry.

It will enable you to verify that data is reported as completely as possible.

CPRM’s FPDS-NG datafeed will:▪ Insert new orders and modifications into CPRM when a match is

not found in the existing CPRM data. ▪ Update empty fields on orders when a match is found in the

existing CPRM data.





http://www.fpds.gov/


Quick Navigation Example Order Data Package (slide 1 of 2)

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The Order Data page provides a high-level view of task order information, all modifications, invoice data, and CAF payment data associated to the order. As you enter data for your order over time, it will all be visible in on this form and is considered the Order Data Package.

How to access this page: menu option Orders 🡪 Search Orders, click an Order Number

explain… The top portion of the form provides the high-level details about the task order.

explain…

The Period of Performance (POP) reflects the task order’s awarded period of performance, not including unexercised option years.

It is determined as follows:Start Date is the start date from the initial, original task order award.End date is the end date entered on the latest order modification.

explain…

The Estimated Ultimate Completion Date reflects the task order’s awarded period of performance plus all option years. This date must be equal to or later than the POP End date.

explain… The Initial Obligated/Funded Amount is the amount awarded on the original task order award and does not include unexercised options.

explain…The Total Obligated/Funded Amount is the sum of the initial Obligated/Funded amount plus all order modification amounts.

explain…

The Total Estimated Value is the Total Obligated/Funded Amount plus the amount of any unexercised options anticipated over the life of the task order.

explain…

The Invoice Data Amount is the sum of all invoices reported in CPRM for this task order.


Quick Navigation Example Order Data Package (slide 2 of 2)

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explain…

explain…

explain…

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explain… explain…

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The Order Modifications table displays the modifications that are reported on the task order. Contractors should report all task order modifications in the system.

The Invoice Data table displays all the invoices that are reported in the system for the task order.

The system will calculate the Estimated CAF Amount per invoice and will provide the sum below the table.

The table below displays the CAF Rate rules that apply to this task order.

The table displays all of the CAF Payment vouchers where this task order has been identified as included in the total amount.

The Total Amount reflects the sum of all CAF Payments made for this particular task order, excluding any Rejected CAF Payments.

The system will automatically create the Supporting Order Data form when the Order Data form is created. This form is used by the Ordering Contracting Officer to enter information about the competition, such as number of bids.

Scroll down on the Order Data form to view additional data associated to the task order.


Quick Navigation Entering New Order Data (slide 1 of 9)

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Access the Order Data form from the Orders menu 🡪 select Enter New Order Package

The Order Data form will open in ‘edit-mode’The following slides provide explanation of each form fieldMost form fields are mandatory







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Select the Contract Number upon which the task order was awarded.

The list is populated with all active contracts that you have access to for your company.

The form fields displayed may change based on the selected contract number.

Always use your contract number in correspondence with the helpdesk

Enter the Order Number from your award document. This should be a unique number

assigned on your award document.

Enter a concise description of the nature of the task order.

Select a Functional Area from the list appropriate for your selected contract.

Start by selecting the Contract Number for your task order

If the order is a sub-order to another order, select ‘Yes’. Most cases you will select ‘No’. If you do select ‘Yes’, then

you must identify the Parent Order Number



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Show me an example of a GWAC Contract…

Ignore the Work Type field unless you are entering an Alliant

Small Business order.Show me an example of a Connections II Contract… Functional Area is

populated with ‘No Functional Area’.

Be sure to select one or more Work Types to

describe your order.

Show me an example of an OASIS Contract…

Order Description, Functional Area and Predominant Order

NAICS Code appear for OASIS orders.

The type of Contract Number selected may change the form function



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Select the Predominant Contract Type that best describes the conditions under which the

task order was awarded, for example: Cost Plus Fixed Fee or Time & Materials. Options

will be appropriate to your contract.

Identify whether the task order is a performance-based contract.

Identify whether the task order was awarded by GSA Assisted Services.

If the task order was awarded by GSA Assisted Services, then select the Client

Support Center that awarded the order, such as Region 01: New England or FEDSIM.

Identify how the order was awarded or announced, for example:

FedBizOpps, ITSS, e-Buy, other.

Provide high-level data about your task order



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Enter the Period of Performance (POP) Start and End Dates. • The POP Start Date should reflect the initial start date of

the order as a whole.• The POP End Date should reflect the last date of funded

work. It should not include un-exercised options.

The POP Start Date must be equal to or later than the Award Date and equal to or before the POP End Date.

The Estimated Ultimate Completion Date should reflect the end of the task order including un-exercised

options.

The Estimated Ultimate Completion Date must be equal to or later than

the POP End Date.

The Award Date should reflect the date that the Contracting Officer signed the Award document.

The Award Date should be equal to or before the POP Start Date and the current date.

It is important to verify that the dates entered are accurate for your task order. Reports and other system functionality rely on accurate dates.

Supply the Dates



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Enter the amount that reflects the value funded on the task order when it is initially awarded. This amount

should not include un-funded or un-exercised options.

The system will automatically populate the Total Obligated/Funded Amount with the Initial Obligated/Funded Amount. When

Order Modifications are added, this value will incorporate those increases or decreases.

Enter the total potential value over the entire life of the task order including all un-exercised options. This value

should be equal to or greater than the Total Obligated/Funded Amount.

Only click the Closed Out ‘Yes’ checkbox when you are ready to close-out the task order at the very end

of the acquisition life-cycle. When you click ‘Yes’ you must provide the Closed Out Date.

Enter the Task Order Values



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Identify the OCO, Issuing Agency / Receiving Agency and Place of PerformanceEnter the name of the ordering contracting officer (OCO). As

you begin to enter the name of the CO who signed your award document, the system will look for matches. If you do

not see the CO’s name, enter their email address.

Select the name of the agency / bureau that is receiving the goods and services

identified on the task order.

Enter the primary place of performance of the task order. City, State and Country

are the only required fields.

If you enter the OCO’s email address, you will have to select the Issuing Agency and Bureau.

Depending on a Contract Family setting, you may see the Contracting Office ID field. This should be visible on your Award document.



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Upload Attachments, Identify Small Business Subcontracting

Click ‘Add / Remove Attachments’ to open a page to attach files to your order such as a copy of your

award document or Statement of Work.

Use the Small Business Subcontracting Data table

to report the companies that are subcontracted to

perform on this task order.

This section is required for all set aside GWAC task

orders.

Click ‘Add Line Item’ to add a row to the

Subcontracting Data table. Data is entered

cumulatively. This section applies to set-aside

contract vehicles; see your contract forfurther detail on

limitations in subcontracting,

Click ‘Submit’ to submit this form.

Click ‘Cancel’ to discard your changes and close the form.



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Confirmation Page

Upon successful submission, the system will present a confirmation page.

XXXXXXXXX

XXXXXX


Quick Navigation How to Search for Orders

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Table is pre-populated with all orders associated to your company.

Click the Order Number to open the Order Data Package.

You can access all your orders from the Search for Order Data page How to access this page: menu option Orders 🡪 Search Orders


Quick Navigation Entering Order Mod Data (slide 1 of 4)

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As modifications are awarded on your task orders, you must enter the modification dataAccess the Order Mod Data form from the Order Data form 🡪 Click ‘add’ link

The following slides provide explanation of each form field







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Enter the Mod Number as identified on your award document.

The system will populate the current period of performance (POP) dates. If the modification shortens or extends the overall POP, be sure to edit the POP End date. The End

date should reflect the last date of funded work.

It is important to verify that the dates entered are accurate for your task order. Reports and other system functionality rely on accurate dates.

The system will populate the current Estimated Ultimate Completion Date. This date should

include all un-exercised options and should be equal to or later than the POP End Date.



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Select the Mod Type that best describes the modification.

Enter the increase or decrease in the overall funded amount reflected on the modification award document.

It is important to verify that the modification amount is accurate for your task order. Reports and other system functionality rely on accurate

values.

The system will update the Total Obligated / Funded Amount based on the

increase/decrease you enter into the Mod Obligated/Funded Amount field.

Also, the system will update the Total Estimated Value to match the Total Obligated / Funded Amount if this amount exceeds the existing value. You may choose to edit the value.

Enter a concise description of the nature of the modification.

Enter the date the modification was signed by the Contracting Officer.

Click ‘Submit’ to submit this form.

Click ‘Cancel’ to discard your changes and close the form.



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Confirmation Page

Upon successful submission, the system will present a confirmation page.

The data will also appear in the table in the Order Data package.


Quick Navigation ITSS Orders

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Data from Orders and Order Modifications that are awarded in IT Solutions Shop on a contract that is supported in the CPRM will automatically populate in CPRM▪ Note: The attachments and award document do not flow to

CPRM.

As the task order awardee:▪ Verify that the order appears in CPRM by searching for it

on the CPRM Order Search page• The Order Number in CPRM is the number from GSA Award

Document Form 300, Block 2▪ Click on the Order Number to view the Order Data form

• Click Edit to complete the data entry






Quick Navigation Expired Orders

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Vendors may be required to validate Orders in CPRM that have been flagged by the system has Expired, or any Task Orders with a Period of Performance (PoP) End Date of 90 days or more in the past▪ In instances where the Order appears to be no longer

active, the vendor should validate that the order has indeed reached its End Date, that all Task Order data has been reported on, before submitting their validation to GSA for review






Quick Navigation Conclusion

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Thank you for completing the CPRM Training Module: Advanced Instruction on Entering Order Data and

Modification Data

Be sure to visit the other modules:CPRM Training Module: Advanced Instruction on Workflow and System AccessCPRM Training Module: Advanced Instruction on Entering Invoice Data and CAF Payment

Tip: Help is available on each page in the system by clicking the ‘Guide Me’ link at the top.

AASBS Helpdesk contact info:[email protected]

877-472-4877





mailto:[email protected]


Quick Navigation

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Resources






Quick Navigation Glossary

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Term Definition

AASBS Assisted Acquisition Services – Business Systems

ASSIST Assisted Services Shared Information SysTem

BMO Building Maintenance and Operations

CAF Contract Access Fee

CLIN Contract Line Item Number

CPRM Contract Payment Reporting Module

FPDS-NG Federal Procurement Data System – Next Generation

GWAC Government-wide Acquisition Contract

GL General Ledger

HCaTS Human Capital and Training Solutions

IDIQ Indefinite Delivery Indefinite Quantity

ITSS IT Solutions Shop

IP Industry Partner

MAC Multiple Award Contract

OASIS / OASIS SB One Acquisition Solution for Integrated Services; SB: Small Business

OCO Ordering Contracting Officer

OMB Office of Management and Budget

Pay.gov A U.S. Treasury application that enables U.S. government agencies to accept payments via electronic bank transfer or credit card.

PCO Procuring Contracting Officer

POP Period of Performance

REX Remittance Exchange. Another method for contractors to remit payments to the U.S. Government


Quick Navigation Contractor (Industry Partner) Workflow

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explain…

This diagram details the Contractor’s workflow and how it corresponds to activities that occur outside of the CPRM.

explain…

The CPRM system includes a custom link to the U.S. Treasury’s Pay.gov system via the ‘Pay’ button.

It is important to use the CPRM ‘Pay’ button to remit your CAF Payment because the system links your payment information to your contract number and other pertinent data in CPRM.

With the correct contract number and other data associated to your payment, the GSA’s systems and processes function most efficiently.


Quick Navigation Help Resources

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Access Help Pages by clicking the “Guide Me” link at the top of each page

Inside the help system, you may access other help documents using the ‘Tell Me About…’ tab





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