FINAL RFP - Attachment 2 FY21 COPS User Manual.pdf

Sevatec, Inc.

2815 Old Lee Highway Fairfax, VA 22031 Phone: (571) 766-1300 www.sevatec.com

City Pair Offer Preparation System (COPS) User Manual

Document No. HC-COP-UM-001

In response to:

Contract No: 47QDCB19A0008

Prepared for:

ATTN: Kari Namoit, COR 1800 F Street NW, Washington, D.C. 20405

In support of:

FAS Office of the Chief Information Officer

Prepared by:

http://www.sevatec.com/

CIO Modernization and Enterprise Transformation (COMET) Operations and Maintenance Support

COPS User Manual

Controlled Unclassified Information

February 11, 2020

Table of Contents Introduction 1

System Summary 2

System Configuration 2

User Access Levels 2

Getting Started 3

Accessing COPS 3

Welcome Screen 4

My Account 5

Offers 6

Add/Modify Offers 6

Search Offers 7

Delete Offers 10

Downloading Offers 11

Uploading Offers 12

Upload Results 13

File Format 16

Error Logs 19

Logout 22

Maintenance 23

Help 23

COPS User Manual

Controlled Unclassified Information

February 11, 2020

List of Figures

Figure 1-1 – System Overview 1 Figure 3-1 – COPS Login Page 3 Figure 3-2 – Welcome Screen 4 Figure 3-3 – My Account 5 Figure 3-4 – Password Updated Message 5 Figure 3-5 – Accessing Menu Option to Add/Modify Offers 6 Figure 3-6 – Search Offers 7 Figure 3-7 – Search Results 8 Figure 3-8 – Offer Details 9 Figure 3-9 – Accessing Delete Menu Option 10 Figure 3-10 – Delete Offer 11 Figure 3-11 – Downloading Offers 11 Figure 3-12 – Upload Offers 13 Figure 3-16 – Error Log 19 Figure 3-17 – Error Log Details 19 Figure 3-18 – Itemized Bidding Screen 20 Figure 3-19 – Successful Offer Update Message 21 Figure 3-20 – Reference First Free Bag 22

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1 Introduction This User Manual provides information necessary for users to effectively use City Pair Offer Preparation System (COPS). It contains descriptions of the system functions and capabilities, contingencies, alternate modes of operation, and step-by-step procedures for system access and usage. Figure 1-1 below gives an overview of the system.

Figure 1-1 – System Overview

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2 System Summary COPS is a web-based (FAS/GSA internal) application that enables the City Pair Program (CPP) Team to solicit offers of one-to-many Airline City Pairs. The application is Section 508 compliant. COPS provide the airline carriers a secure web site to prepare and submit offer(s) electronically on the established requirements.

2.1 System Configuration

COPS is a secure JAVA application used by the CPP team and Vendors.

2.2 User Access Levels

Role Description

CPP Team An actor with an authorized user role who has the ability to evaluate the offers (review evaluation sheets, views the user [team/board members]. Only the Contracting Officer has the authority to finalize offers.

Vendors An actor with the ability to submit offers.

Table 2-1 – Roles and Responsibilities

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3 Getting Started

3.1 Accessing COPS

This site is viewed best using Internet Explorer version 11.0 (or higher). Using any browser less than version 11.0 will result in certain features being disabled. You are encouraged to upgrade to a recommended browser version. Upgrades are free at the following URL:

https://www.microsoft.com/en-us/download/details.aspx?id=41628

COPS is a secure JAVA application accessible only within the GSA Firewall. To access COPS, please follow the instructions below (see Figure 3-1 below):

Figure 3-1 – COPS Login Page

● To enter the City Pair Offer Preparation System (COPS) you will need a user id and password.

● When creating user ids and passwords, note the following rules:

o User IDs must have:

▪ 8-20 characters

▪ Only alphabetical characters o Password is case sensitive and must include:

▪ 1 uppercase letter

▪ 1 lowercase letter

▪ 1 numerical value

▪ 1 special character (@, !, #, or $)

▪ 12-20 characters https://www.microsoft.com/en-us/download/details.aspx?id=41628

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● If you need a new User ID or have forgotten your existing login, please contact Andrea Anderson at andrea.anderson@gsa.gov.

● If you experience difficulties at any time please contact Corey Gerst at corey.gerst@gsa.gov and/or Andrea Anderson at andrea.anderson@gsa.gov (as indicated on the Login Page).

3.2 Welcome Screen

Upon successful login, the Welcome Page, as illustrated in Figure 3-2, is displayed.

Figure 3-2 – Welcome Screen This page is also called the Offer Preparation System Screen, as illustrated in Figure 3-2.

The user has eight choices on this screen:

▪ Home

▪ My Account – provides capability to change user account password and email

▪ Offers – provides capability to search, add, modify, or delete one or more city pair line bids for Group1/Group2/Group3 o Add/Modify o Delete

▪ Upload - allows the Airline Carriers to upload their offer details.

o Group 1 o Group 2 o Group 3

▪ Download - Airline Carriers can use this option to download Group 1/Group 2/Group 3 file formats.

o Group 1 o Group 2 o Group 3

▪ File Format - These file formats are the RFP line items that the Carrier uses to build the offer.

o Group 1 o Group 2

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▪ Error Logs - Airline Carrier can view any errors logged during the processing of the uploaded offers for Group 1/Group 2/Group 3.

o Group 1 o Group 2 o Group 3

▪ Logout

3.2.1 My Account

Vendors have the ability to change their password and email addresses via the ‘Account Management’ page (see Figure 3-3)

Figure 3-3 – My Account

A confirmation message will be displayed upon clicking ‘Submit’ button (see Figure 3-4)

Figure 3-4 – Password Updated Message

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3.2.2 Offers

3.2.2.1 Add/Modify Offers

Figure 3-5 – Accessing Menu Option to Add/Modify Offers

When the user selects the ‘Add/Modify’ offers option (see Figure 3-5 above), the search screen is displayed (see Figure 3-6 below). The following search criteria can be used, in any combination, for more detailed searches:

▪ Item No: First choose an operator from the dropdown list. Then enter a value, in the corresponding boxes to the right, to establish a search range. Alternatively, if you enter just one item, the search results will display just that item number.

▪ Origin: Enter a code in the corresponding box to the right.

▪ Destination: Enter a code in the corresponding box to the right.

▪ Group No: Select to search against Groups 1, 2 or 3 individually or all groups together

(depending on which group is open).

▪ Bid and Unbid items: If selected, the search results encompass all items, regardless of whether the airline has placed any offers or not.

▪ Bid Items: If selected, the search results only include items where the airline currently has offers placed.

▪ Unbid Items: If selected, the search results only include items where the airline currently does not have any offers placed.

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3.2.2.2 Search Offers

When the user selects the ‘Add/Modify’ offers option, the search screen is displayed (see Figure 3-6 below)

Figure 3-6 – Search Offers

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Search Multiple Items: When searching multiple items, the numbers do not have to be in numerical order. Simply separate all values by a “,” (comma).

After submitting the search criteria, the search results page is displayed, as illustrated in Figure 3-7.

Figure 3-7 – Search Results

This page displays the results from the query defined on the previous page.

Item Number: Each of the numbers is a hyperlink. Please click on the blue item number to see the required information for the itemized entry (see Figure 3-8).

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Figure 3-8 – Offer Details

After making the necessary changes, click the ‘Save’ button to update the offer.

If your offer has been successfully updated, a confirmation message will appear.

If not, an error message will appear, at the top of the screen, instructing you to correct your offer.

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3.2.2.3 Delete Offers

Figure 3-9 – Accessing Delete Menu Option

When the user selects the ‘Delete’ offers option (see Figure 3-9 above), the Delete Offer screen will display (see Figure 3-10 below). Click ‘Select’ checkbox and click ‘Delete.’

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Figure 3-10 – Delete Offer

Multiple items can be deleted by selecting several checkboxes, on the left, and clicking ‘Delete.’

3.2.3 Downloading Offers

The ‘Download’ button can be used to download Group 1, Group 2, or Group 3 line items. A standard internet message will be displayed to Open or Save the downloaded file.

A default download location is found and identified. If the file should not be downloaded to this directory, please change the target location.

The default file name is automatically displayed in the File Name box (see Figure 3-11). Do NOT change the file name. Click on the ‘Save’ button and continue to the next page.

Figure 3-11 – Downloading Offers

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Files can be downloaded for either Group 1, Group 2 or Group 3. Please note that each Group file has 7 static fields (columns A-G) that if modified will send an error email stating that the offers were not accepted and that the static fields cannot be changed. The COPS system does not allow changes to columns A-G. Columns A-G include, Item Number, Origin Airport, Destination Airport, Minimum Service, Passenger Count, Number of Flights, Domestic/International.

When modifying the downloaded file, you may delete the rows that you’re not bidding on and re-upload the file. Please download and review your latest upload to verify that you bid correctly on the items that you intended.

3.2.3.1 Group 1

3.2.3.2 Group 2

3.2.3.3 Group 3

3.2.4 Uploading Offers

This option is used to upload offers to the system (see Figure 3-12). Only files in the .csv format can be uploaded.

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Figure 3-12 – Upload Offers

● First, select Group 1, Group 2, or Group 3 for the file to be uploaded.

● Then, manually enter the location of the file to be uploaded or click ‘Browse’ to search for the file.

● Once the file has been selected, click ‘Submit.’

● If there is an error and you would like to restart the upload, select ‘Reset’ to start the process over. An email notification will be sent notifying that the file has errors e.g., some fields may not have been filled in properly.

3.2.4.1 Upload Results

After the Upload is complete, multiple emails will be sent indicating whether the upload was successful or not. Please see examples below:

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Notification that an upload took place:

Confirmation of correctly updated items:

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Notification of any errors requiring correction:

Notification of any mandatory fields that were left blank or filled out incorrectly:

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Emails will not specify the error. Please login to the system and navigate to the Error Log Menu to view and correct errors.

Please review the error message and make the necessary changes:

● Upload the file again or

● Make a manual correction in the Error Log

3.2.5 File Format

Files are downloaded in the .csv format and then must be uploaded in the same .csv format.

● Figure 3-13 depicts the Group1 file format

● Figure 3-14 depicts the Group2 file format

● Figure 3-15 depicts the Group3 file format

Figure 3-13 – Group1 File Format

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Figure 3-14 – Group 2 File Format

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Figure 3-15 – Group 3 File Format

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3.2.6 Error Logs

If you receive an email stating you have errors, login to the system and navigate to the Error Logs menu, select the group number, and then the list of offers, with errors, will be displayed (see Figure 3-16).

Figure 3-16 – Error Log

Then, click on the ( + ) or ( - ) sign, on the left, to display or hide errors (see Figure 3-17).

Figure 3-17 – Error Log Details

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● To correct the errors, click ‘Correct error(s) for’ link at the bottom of the page.

● On the next screen, see the Itemized Bidding screen with the error message(s) displayed at the top (see Figure 3-18).

Figure 3-18 – Itemized Bidding Screen

After correcting the data, click on the ‘Save’ button to update the offer.

If the offer has been successfully updated, a message will be displayed accordingly (see Figure 3-19).

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Figure 3-19 – Successful Offer Update Message

If the offer was not updated correctly, an error message will appear instructing you to correct the offer. In order to view the error log, click the ‘Back to View Error Log’ button on your screen.

An offer will not be accepted if it is not complete. Listed below are some reasons the offer may have been rejected:

▪ If the meet_min entry is “N”

▪ If any fare entry has decimals (i.e. – market_fare, yca_fare, _ca_fare, bns_fare, bns_mkt_fare)

▪ If your market_fare entry is blank or equal to zero

▪ If you have no _ca fare or the yca fare is proposed in a domestic market

▪ If the yca_fare entry has decimals, is blank, or is equal to zero

▪ If there is no market_fare or there is just a _ca _fare in domestic entries

▪ If there is no yca_fare and just a _CA_fare

▪ If there is no entry in bns_fare but there is a bns_mkt_fare entry

▪ If a bns_fare is entered but no bns_mkt_fare is entered

▪ If alpha characters are entered in numeric fields or vice-versa

▪ If the avg_time field is blank, equal to zero, has more than 2 decimals, or an alpha character

▪ If the value entered for First Free Bag is other than “Y” or “N”, default value “N”

(see Figure 3-20). A "Y" value in this field depicts the offer will provide a free first (1st) checked baggage. A "N" value in this field depicts the offer will not provide a free first (1st) checked baggage.

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Figure 3-20 – Reference First Free Bag

3.2.7 Logout

Please remember to exit the application when you are finished.

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4 Maintenance Vendor Passwords are required to be updated every fiscal year.

5 Help If you experience difficulties at any time please contact Corey Gerst at corey.gerst@gsa.gov or Andrea Anderson at andrea.anderson@gsa.gov (as indicated on the Login Page).

Appendix A. Acronyms The following acronyms are used within this document and throughout GSA:

Abbreviation Definition

CAMEO SB CIO Application Maintenance, Enhancements, and Operations Small Business

CO Contracting Officer

COR Contracting Officer’s Representative

COPS City Pair Offer Preparation System

CPP City Pair Program

CSV Comma Separated Values

FAS Federal Acquisition Service

GSA General Services Administration

ID Identification