Contractor Performance system user manual

#### **Contracting Officer Designee**

National Institutes of Health

Table of Contents

Introduction

Welcome to the "New" CPS i

Chapter 1

Contracting Officer

Designee 1

### WELCOME TO THE "NEW" CPS

Roles:

-   **Contracting Officer (CO**) -- Initiates new evaluations, works
    with Project Officer/COTR to rate and comment on Contractor\'s
    performance, controls evaluation throughout evaluation process and
    finalizes evaluation.

-   **Contracting Officer Designee (COD**) -- Responsible for filling in
    required information on the evaluation for the CO.

-   **Project Officer/COTR (PO/COTR)** -- Responsible for ratings and
    comments on Contractor\'s performance. Works closely with the CO.

-   **Contractor Representative (CR)** -- Receives electronic
    evaluations and comments on the Government\'s comments.

-   **Alternate Contractor Representative (ACR)** -- Responsible for
    informing the CO if 1) the CR is on extended leave (so CO can extend
    thirty day review deadline) and 2) the CR has left the organization.

-   Agency Reviewer (AR) -- Responsible for deciding on the CO\'s or the
    CR\'s behalf when there is a rebuttal.

-   **System Administrator (SA)** -- Responsible for the oversight of
    the CPS,

-   **Organization Administrator (OA)** -- Responsible for registering
    users within their organization and can run CPS usage statistics.

-   **CPS -- Guest** -- Ability to do a one time search on finalized
    evaluations.

Inside the CPS:

URL for subscribing Government personnel (CO, COD, PO/COTR, AR, SA, OA
and CPS-Guest): [https://cps.nih.gov](https://cps.nih.gov/)

When you are registered to use the CPS, you will receive an email giving
you your Login ID and Password. You have a one-time opportunity to
change your Login ID. You must change your Password. **Please remember
your Login ID and Password**. Should you forget either your Login ID or
Password, notify your Organization Administrator (OA). **The OA is the
only individual that can re-register you and re-set your password**.

When you first log on to the CPS you will be presented with the message
screen.

-   Note -- if you are assigned to more than one role, select your role
    and the message screen will appear.

There is a separate message screen for each role. Messages displayed
pertain solely to the role you are logged in as. **Please take time to
read these messages as this is one of the ways we can communicate
important information to you**.

It is recommended that you use Internet Explorer as your browser to log
on to the CPS. You may use Netscape Communicator/Navigator but may
experience some glitches. These glitches **will not** affect the
evaluation process.

After logging into the CPS you will see the browser\'s menu and tool
bar. Additionally, you will see the CPS\'s blue menu bar and the red
tabs. The blue menu bar contains the same buttons for every role.

Blue menu bar buttons:

-   Home -- takes you back to the message screen.

-   Tutorial -- Currently not available.

-   Help -- Currently not available.

-   CPS Info -- Currently not available.

-   Support E-mail -- you can email the CPS support staff regarding
    problems and errors. Please indicate the exact problem/error and
    give the following information: 1) Contract Number, 2) Task Order
    Number (if applicable) and 3) Report Period Begin/Start date.

-   Change Role -- takes you to the \"Select a Role\" screen. This is
    for users assigned to more than one role. Note -- you can only
    assume one role per evaluation.

-   Log Out -- click on this button when you want to exit CPS. Upon
    clicking this button you will be taken to the CPS Login screen. From
    here you can exit your browser.

Red tabs:

-   Evaluation Status -- to find the status of all \"in-progress\"
    evaluations you have in the CPS. This is where you call up a saved
    evaluation for you to continue working on.

-   Your Profile -- information about you such as email address, name,
    phone, fax number and Login ID. You can also change your password
    from this tab. **Please remember to keep your profile information up
    to date**.

Depending on which role you select the tabs will vary. Here is a list,
by role, of the tabs you will see.

Contracting Officer Designee -- Evaluation Status and Your Profile

In addition to the blue menu bar and red tabs you will see to the right
of the blue menu bar what role you are logged in as.

We want to make your CPS experience an easy one. We hope that you will
enjoy this \"new\" version and welcome any suggestions (via email) you
may have regarding the system or this manual.

Thank you -- CPS Staff.

Open the CPS -- Open a browser (preferably Internet Explorer)

Type in URL: [https://cps.nih.gov](https://cps.nih.gov/)

Type in your Login ID and Password

Click the \"Login\" button

Note:

1.  If you have more than one role assigned the \"Select a Role\" screen
    will appear.

> Click and select your role "Contracting Officer Designee\"
>
> Click \"Continue\".

2.  Click the \"Evaluation Status\" tab.

3.  Locate the evaluation (if you have more than one) and Click on the
    green icon located in the first column.

You will automatically be at the first tab \"Contract Data\"

To find the contractor information (if blank) click on the hypertext
\"Lookup Contractor Info\" and type in the contractor organization\'s
DUNS.

Click on "Display Contractor Information"

> Note: If you see a message: "**DUNS \# you entered was not found"**
> means that either you entered the wrong DUNs or the Dun number is
> currently not registered with the CPS.

If you enter the correct DUN and the DUN number is register you should
be able to select the DUN and display the DUN.

Click on "Select Contractor Info"

Note: Dun, TIN, Contractor Info, and address should be populated.

Enter all the required fields and Click on the \"Ratings\" tab

-   Note -- by clicking on the next tab the system automatically saves
    the information you entered on the previous tab/screen. If there are
    any errors you cannot precede to the next tab until the errors are
    corrected or the required data entered.

Select a rating and enter your comments for each of the rating
categories (Quality of Product or Service, Cost Control, Timeliness of
Performance and Business Relations).

-   Note -- If you are evaluating a Fixed-Priced contract you are not
    required to give a rating or comment. The system automatically
    selects the \"N/A\" option.

When finished click on the next tab \"Additional Info\"

Answer the questions and/or fill in the required information

When finished click on the next tab \"Admin Info\"

Fill in the required information.

When finished click on the next tab \"View/Print\"

-   Note -- This is a hard coded copy of the evaluation you just
    entered. To print a copy click on the hypertext \"Display Print
    Version\" and either click on the printer icon on your browser\'s
    tool bar or click \"File\" and then \"Print\" from your browser\'s
    menu bar

If you do not want to print the evaluation scroll to the top and click
the next tab \"Assign/Submit\"

4.  Enter ratings and comments -- Enter all the required information

5.  Click "Additional Info" and "Admin Info" Tab on the navigation bar -
    Enter all required information

-   Note -- If you would like to have a printed copy of the evaluation,
    click on the \"View/Print\" tab. A hard coded copy of the evaluation
    will appear. To print a copy roll down to the bottom of the page
    click on the hypertext \"Display Print Version\" and either click on
    the printer icon on your browser\'s tool bar or click \"File\" and
    then \"Print\" from your browser\'s menu bar.

-   Close the Display Print Version Window

6.  If you do not want to print the evaluation scroll to the top and
    click the next tab \"Assign/Submit\".

7.  Click the \"Send Comments Back\" button to send the evaluation back
    to the Contracting Officer.

8.  Click the \"Log Out\" button on the blue menu bar.

9.  Close your browser.

-   Note -- At any time you can log out of the system by clicking on the
    \"Logout\" tab on the blue menu bar. Be sure to save what you
    entered by either clicking on a different tab or by clicking on the
    \"View/Print\" tab. You can get back to the evaluation by logging
    onto the CPS, selecting your role (if you have more than one) and
    clicking on the \"Evaluation Status\" tab. Find the evaluation you
    wish to continue working one and click the green draft located in
    the first column.

Once you have Send the evaluation it will not longer appear in the
Evaluation Status list.