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New Feature

Note: This feature is for Organization Administrators Only

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Ability to see what evaluations are assigned to Contracting Officer and/or Project Officer/COTR and Reassign Evaluations from one Contracting Officer/COTR to another - Organization Administrators Only

 

Instructions for OA to See What Evaluations are Assigned to a Contracting Officer and/or a Project Officer/COTR and Reassign Evaluations from One Contracting Officer to another Contracting Officer

A new task tab labeled "Admin Functions" has been added to the Organization Administrator (OA) application menu bar. When the OA clicks on this new tab they will see a new option titled "View a user's evaluation status form". Selecting this option and clicking on the "Continue" button produces the "View User's Evaluation Status Form" page. This allows the OA to enter the CPS Login ID and the person's role which in turn allows the OA to view the selected user's "Evaluation Status" form. The OA will only have two roles to choose from - the Contracting Officer and Project Officer/COTR. This new feature allows the OA to do either of the following. View evaluations assigned to a Contracting Officer and/or a Project Officer/COTR and/or reassign evaluations from one Contracting Officer to another Contracting Officer. Note that an OA cannot reassign evaluations assigned to a Project Officer/COTR to another Project Officer/COTR. In this case the OA must contact the Contracting Officer that assigned the evaluation to the Project Officer/COTR and have the Contracting Officer either reassign the evaluation(s) to another Project Officer/COTR or reclaim the evaluation. The following instructions are for both of the above-mentioned scenarios:

OA Reviews Assignments:

To a Contracting Officer:

· OA clicks on tab labeled "Admin Functions"

· Select option "View a user's evaluation status form"

· Click "Continue"

· Enter the CPS Login ID

If you do not know the CPS Login ID, click on the hypertext "Find User" Type in the Contracting Officer's Last name or First name or Email address Click "Find User" When the results are returned, find the Contracting Officer's Login ID (fourth column) and click on it.

· Select the role "Contracting Officer"

· Click "Continue"

· The selected individual's "Evaluation Status" form is displayed.

To a Project Officer/COTR:

· OA clicks on tab labeled "Admin Functions"

· Select option "View a user's evaluation status form"

· Click "Continue"

· Enter the CPS Login ID

If you do not know the CPS Login ID, click on the hypertext "Find User" Type in the Project Officer's/COTR's Last name or First name or Email address Click "Find User" When the results are returned, find the Project Officer's/COTR's Login ID (fourth column) and click on it.

· Select the role "Project Officer/COTR"

· Click "Continue"

· The selected individual's "Evaluation Status" form is displayed.

OA Re-assigns Evaluations

There are instances where an OA needs to re-assign evaluations from one Contracting Officer to another Contracting Officer or from one Project Officer/COTR to another Project Officer/COTR. If you are re-assigning evaluations because the Contracting Officer or Project Officer/COTR has left your organization then use Method #2 listed below. Use Method #1 for all other instances.

 

Method #1:

From one Contracting Officer to another Contracting Officer:

(Note - do not use this process if you are re-assigning evaluations because a Contracting Officer is leaving or has left an organization. Please see separate instructions for this case below)

· Click on the yellow clipboard (under the Edit column)

· The "Administrative Functions" popup window appears with an option titled "Re-Assign CO"

· Click the option "Re-Assign CO Option"

· Click on the dropdown arrow

· Click on the Contracting Officer's name you want the evaluations re-assigned to.

· Click "Continue"

· A message "The evaluation has been re-assigned and a notification email has been sent. Please click the "Close Window" button to update the Evaluation Status List" is displayed.

· Click the button "Close Window"

· The system automatically refreshes the Evaluation Status form and the evaluation will be removed.

· The system will eventually be set up to automatically generate an email to the Contracting Officer the evaluations are being re-assigned to. Until that time, please notify the Contracting Officer that has been re-assigned the evaluation(s) that the re-assignment has taken place. If the evaluation(s) is currently assigned to either the Project Officer/COTR, COD, Contractor Representative, or Agency Reviewer, that person will also (eventually) receive a system generated email as well giving them the name of the Contracting Officer the evaluation(s) have been re-assigned to. Until then, you may want to notify any of these individuals of the re-assignment.

From one Project Officer/COTR to another Project Officer/COTR: (Note - do not use this process if you are re-assigning evaluations because a Project Officer/COTR is leaving or has left an organization. Please see separate instructions for this case below)

Note - that there is no edit column when reviewing a Project Officer/COTR "Evaluation Status" form as there is if the OA is reviewing a Contracting Officer's "Evaluation Status" form. The reason is because an OA cannot reassign evaluations assigned to a Project Officer/COTR to another Project Officer/COTR. Only the Contracting Officer that assigned the evaluation to a Project Officer/COTR can reassign the evaluation to another Project Officer/COTR. If you need to have evaluations re-assigned from one Project Officer/COTR to another then contact the Contracting Officer whose name appears on the "Evaluation Status" form for the evaluation you want re-assigned. Explain to the Contracting Officer why the evaluation(s) assigned to the Project Officer/COTR need to be re-assigned (i.e., a Project Officer/COTR has left the Organization) to another Project Officer/COTR. The Contracting Officer in turn has the ability to either re-assign the evaluation(s) or reclaim it.

 

OA Re-assigns Evaluations/Delete due to user leaving organization:

Method #2:

From one Contracting Officer to another Contracting Officer:

· OA clicks on tab labeled "Register User"

· Select option "Delete a user profile"

· Click "Continue"

· Enter the CPS Login ID

If you do not know the CPS Login ID, click on the hypertext "Find User" Type in the Contracting Officer's Last name or First name or Email address Click "Find User" When the results are returned, find the Contracting Officer's Login ID (fourth column) and click on it.

· Click "Continue"

· If the individual has active evaluations assigned to him/her then you will see an alert notice stating

"A role listed below is associated with an active Evaluation and cannot be deleted This profile cannot be deleted because all the roles associated with it cannot be deleted"

· Click the role "Contracting Officer"

· On the next screen there is a sentence "Click here to view active evaluations", click the word "here" that is in hypertext

· A pop-up window appears labeled " View User's Evaluation Status Form"

· Click on the yellow clipboard (under the Edit column)

· Another pop-up window appears labeled "Administrative Functions"

· Click the option "Re-assign CO"

· Click the down arrow and locate the Contracting Officer (by Login ID or Name) who you want to re-assign the evaluations to

· Click on Contracting Officer name

· Click "Continue"

· If the re-assignment was successful, you will get the following statement “The evaluation has been re-assigned and a notification email has been sent. Please click the "Close Window" button to update your Evaluation Status List."

· Click the button labeled "Close Window"

· The system will automatically refresh the "View User's Evaluation Status Form" screen and the evaluation will be removed.

· Close the "View User's Evaluation Status Form" screen (click on X in upper right-hand corner). A message might popup stating that the page cannot be refreshed unless the information is resent. Press the Retry button to refresh the page

· Click the button labeled "Delete the Role"

· The system will eventually be set up to automatically generate an email to the Contracting Officer the evaluations are being re-assigned to. Until that time, please notify the Contracting Officer that has been re-assigned the evaluation(s) that the re-assignment has taken place. If the evaluation(s) is currently assigned to either the Project Officer/COTR, COD, Contractor Representative, or Agency Reviewer, that person will also (eventually) receive a system generated email as well giving them the name of the Contracting Officer the evaluation(s) have been re-assigned to. Until then, you may want to notify any of these individuals of the re-assignment.

From one Project Officer/COTR to another Project Officer/COTR:

· OA clicks on tab labeled "Register User"

· Select option "Delete a user profile"

· Click "Continue"

· Enter the CPS Login ID

If you do not know the CPS Login ID, click on the hypertext "Find User" Type in the Project Officer's/COTR's Last name or First name or Email address Click "Find User" When the results are returned, find the Project Officer's/COTR's Login ID (fourth column) and click on it.

· Click "Continue"

· If the individual has active evaluations assigned to him/her then you will see an alert notice stating

"A role listed below is associated with an active Evaluation and cannot be deleted This profile cannot be deleted because all the roles associated with it cannot be deleted"

· Click the role "Project Officer/COTR"

· On the next screen there is a sentence "Click here to view active evaluations", click the word "here" that is in hypertext

· A pop-up window appears labeled "View User's Evaluation Status Form"

· Note - An OA cannot reassign evaluations assigned to a Project Officer/COTR to another Project Officer/COTR. Only the Contracting Officer that assigned the evaluation to a Project Officer/COTR can reassign the evaluation to another Project Officer/COTR. If you need to have evaluations re-assigned from one Project Officer/COTR to another then contact the Contracting Officer whose name appears on the "Evaluation Status" form for the evaluation you want re-assigned. Explain to the Contracting Officer why the evaluation(s) assigned to the Project Officer/COTR need to be re-assigned (i.e., a Project Officer/COTR has left the Organization) to another Project Officer/COTR. The Contracting Officer in turn has the ability to either re-assign the evaluation(s) or reclaim it.

· Ask the Contracting Officer to notify you when the evaluation(s) has either been re-assigned or reclaimed so that you can delete the Project Officer/COTR profile.

· Once the Contracting Officer notifies you, click on the tab labeled "Register User"

· Select option "Delete a user profile"

· Click "Continue"

· Enter the CPS Login ID

If you do not know the CPS Login ID, click on the hypertext "Find User" Type in the Project Officer's/COTR's Last name or First name or Email address Click "Find User" When the results are returned, find the Project Officer's/COTR's Login ID (fourth column) and click on it.

· Click "Continue"

· Click the role "Project Officer/COTR"

· Click the button labeled "Delete the Role"