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CCIT July 20 th , 2010

C M S. CCIT July 20 th , 2010. Contract Management System Update Presented by: Brenda Lujan. Since the last meeting. Changes that have occurred include:

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CCIT July 20 th , 2010

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  1. C M S CCITJuly 20th, 2010 Contract Management System Update Presented by: Brenda Lujan

  2. Since the last meeting . . . . • Changes that have occurred include: • Modifying the wording of some of the Certification fields to eliminate confusion and address distinction between certifying the contract itself and certifying the contractor’s compliance with the contract. • Refer to CMS listserve email dated June 30th, 2011 (4:14pm). • Modifying the Contractor Rating field to include the word FINAL. This acts to more accurately reflect statutory intent. • Refer to CMS listserve email dated June 30th, 2011 (4:14pm).

  3. Since the last meeting . . . . • Eliminating fields/questions in the Vendor Agreement contract type. Eliminated fields included: • 4 sole source questions and 8 personal services questions. • Refer to CMS listserve email dated July 8th, 2011 (3:29pm). • Addition of Price Agreement as a subtype under Commodities/Goods and Personal Services umbrella types. • Refer to CMS listserve email dated June 30th, 2011 (4:14pm).

  4. Since the last meeting . . . . • Issuance of further guidance as to: • Determining whether to select Commodities/Goods or Personal Services when have a mixed procurement. • Included steps to create future Price Agreements. • Refer to CMS listserve email dated July 8th, 2011 (3:29pm). • Conducting Evaluations & Assigning Ratings under Task Order Contracts • For each individual Task Order issued under a Master Contract – INTERIM series. • For the Master Contract at end of full term (5-years) – FINAL • Refer to CMS listserve email dated July 8th, 2011 (3:29pm).

  5. Since the last meeting . . . . • Work has started to: • Update all Help Text bubbles and spreadsheet. • Update/combine all FAQ’s, Guidance and Technical Assistance. • Refer to CMS listserve email dated June 30th, 2011 (4:14pm). • Task fields have been “fixed”/modified: • The field name for the Task Creator Notes now includes “(Task Details)” in the name.

  6. Since the last meeting . . . . • What is typed into this field willappear in the Tasked Party’s email under Task Details

  7. Since the last meeting . . . . • The link  will now populate both the Task Complete and Status fields • One Step to complete a task instead of two! • Can still change each field individually if so choose. • The “Dept Rpt – Completeness” has been split into 2 parts to avoid timing out issue many were experiencing. • One repeating field (CMS ID #) will appear in both parts to allow identification of records. Once each part of the report is pulled into Excel, they can be merged.

  8. Before We Meet Again In September • New Version of CMS software will be tested and installed into Production. • Will not affect how records are created. • Primarily coding a “facelift.” • Permissions will change to allow users to delete their own links and attachments. • Creator of a Custom Search/Report will now be the only one that can delete it and only those users the creator assigns to the report can edit it. • This will eliminate the need for the “DO NOT DELETE” warning next to reports. • Searching & Report creation will become easier and more intuitive by way of criteria and condition selection.

  9. Before We Meet Again In September • Anticipated timeline for new version installation: • Testing and modification to occur through early August. • Anticipated release to user community  end of August. • During testing, OSC and OIT will develop new guidance and more detailed list of what users can expect.

  10. Final Words • Keep in mind what CMS stands for  Contract Management System. • This system is a tool to keep track of contracts and vendor performance. Not just a glorified database. • Keep communicating with project leaders and program managers as to the importance of overseeing the work being (or not) performed. • Don’t allow payment for goods/services not received as defined in the contract. • Transparency is the new normal – don’t get caught not exercising proper performance controls. • See article provided July 20 2011 regarding Air Force Academy audit. Only the latest of many. . .

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