PGI 204.270-2 Procedures.

(a) Contracting officers shall maintain an account in Wide Area WorkFlow (WAWF), which provides

access to Electronic Document Access (EDA) to ensure their ability to validate and verify data and

documents distributed to EDA, as necessary.

(b) Agencies shall perform, upon deployment of any contract writing system or other source of

contractual documents to be posted to EDA, an analysis to verify adequate controls are in place to

ensure that contract documents including attachments, and contract data posted to EDA are

accurate representations of the contract. Analyses performed shall include the following—

(1) For documents posted in document formats (e.g., Portable Document Format (PDF)), verification

that the electronic versions of contract documents posted to EDA are accurate representations of the

contract; however, the electronic version is not required to display visual signatures; and

(2) For data sent to EDA in the data standards at 204.201, review of the data posted to EDA against

the contract documents verified under 204.270 (b)(1) to ensure the contract data rendered in EDA is

an accurate representation of the underlying contract. To facilitate this review process, all feeds of

data to EDA in the Procurement Data Standard are initially placed in a view only evaluation mode,

where the data is not available to other systems or outside users pending verification. Upon

completion of the review of data, contracting organizations shall notify the EDA program office of

the results of the review, with a list of the issuing offices of the contractual actions, the identifier of

the system sending the actions, the version or versions of the data standards to which the review

applies, and the locations of the systems sending the actions, directing one of the following

decisions—

(i) Delete all data sent to date (in this case the system remains in evaluation status pending further

review);

(ii) Delete all data sent to date, and change all subsequent data from 'evaluation' to 'compliant'

status; or

(iii) Retain all data sent to date, and change all subsequent data from 'evaluation' to 'compliant'

status.

(c) Contract deficiency reports.

(1) Contracting officers and all individuals tasked with creating, managing, or viewing contract

deficiency reports (CDRs) shall establish and maintain an account in WAWF.

(2) Agencies that award or administer contracts, or perform pay office functions, should assign

individuals within their organization to create, manage, and view CDRs within WAWF based on the

following CDR user roles: initiator, reviewer, assignee, and view only.

(3) The contracting officer shall correct contract deficiencies identified in a CDR and document the

steps taken to resolve the deficiency in the CDR.

(4) The CDR process.

(i) Creation. A CDR is created when a deficiency is identified in the procurement instrument. A list of

types of CDR deficiencies is available at
https://www.acq.osd.mil/asda/dpc/ce/ds/procurement-data-standard.html . The specifics of the

deficiency shall be documented in the description in enough detail to provide the assignee an

understanding of the problem.

(ii) Approval. Once a CDR is created, the initiator shall route the CDR to their local approval official

for review.

(iii) Assignment. Once a CDR is approved, it is routed to the appropriate contracting activity for

action.

(iv) Acceptance. A CDR must be accepted or returned by the contracting activity. If a CDR is

determined to have been incorrectly assigned, the contracting activity can reassign the CDR to the

proper organization (if known) or reject the CDR.

(v) Resolution. The assignee shall document the actions taken to resolve a CDR. If a modification has

been issued to resolve the deficiency, it shall be identified in the CDR. Once all deficiencies

identified on a CDR have been resolved, mark the CDR as resolved. All CDRs should be resolved

within 30 days of approval.

(vi) Close. After resolution of a CDR, the initiator of the CDR can accept the resolution and manually

close the CDR or return it to the assignee for further action. CDRs not manually closed or returned

by the initiator to the assignee within 60 days after resolution will automatically be closed. Once the

CDR is closed, a notification is generated advising that the CDR is closed.

(5) Additional information on the CDR module of WAWF is available at https://wawf.eb.mil.

Parent topic: PGI 204.270 Electronic Data Access.