Attachment 5- JCCS NG Vendor User Guide.pdf

User Guide for Vendors

JCCS NEXT GENERATION

What is JCCS NG?

The Joint Contingency Contracting System (JCCS) Next Generation (NG) is a U.S. Government Information Technology (IT) system contracting overseas since 2006. JCCS Next Generation is a modernization of the system released in January 2020 to better support vendors and US government contracting efforts outside the United States.

• Centralized repository of vendors by region

• CAGE Code validation and referral

• Vendor Review

• Supported by Google Translate for localization

• Tooltips to support users

• Internal Message Wall

• Account Status Indicators

• Improved Company Management System

• Improved Solicitation/Proposal System (Coming Spring 2020)

DLA/JCXS JOINT CONTINGENCY CONTRACTING SYSTEM

-UNCLASSIFIED- 2

Migration and Registration Process

MIGRATION

1. If you are already registered in JCCS, your account automatically will be migrated to the new system.

2. Due to the variety of characters used in passwords, you may need to reset your password. Attempt to login with your current username and password, and if you receive an error, click Forgot Password?

3. There will be some areas of your company’s profile that will need to be updated because we are capturing that information differently in the new system. This user guide will explain what you need to update.

NEW USER REGISTRATION

1. If you are a new user, the upcoming slides will guide you through the JCCS registration process.

2. Enter your user profile information.

3. Enter your company profile information.

4. Verify your email address.

5. Once you have a CAGE code and have verified your email address, your account will be active and visible to all authorized US personnel.

DLA/JCXS JOINT CONTINGENCY CONTRACTING SYSTEM

-UNCLASSIFIED- 3

Your account will not be reviewed automatically. If a member of a contract office wants to consider you for an award, then they will review your JCCS account and submit you for approval. Only a member of a contract office can submit your account for approval. The JCCS helpdesk cannot review your account or tell you its status.

Report Bugs and Issues

1. Report! While the JCCS team has done their best to test and release a smooth, functional system, it is inevitable that you will encounter issues that may be related to your local network, your browser, or something that for whatever reason we simply didn’t catch. Please report these issues to us! The only way we can make the site better is if you report the bugs and glitches you encounter.

2. Continued Development: We will continuing to update JCCS NG to add new features and improve old ones. Pay attention to site announcements and alerts so you will be aware of upcoming patches and downtime.

3. Submit a Ticket: If something isn’t working, or you have any questions about the JCCS website, please submit a helpdesk ticket at:

https://www.jccs.gov/olvr/JCXSHelpdesk/helpdesk_newticket.aspx

DLA/JCXS JOINT CONTINGENCY CONTRACTING SYSTEM

-UNCLASSIFIED- 4

https://www.jccs.gov/olvr/JCXSHelpdesk/helpdesk_newticket.aspx

JCCS NG Registration

CREATING YOUR JCCS PROFILE

5DLA/JCXS JOINT CONTINGENCY CONTRACTING SYSTEM

-UNCLASSIFIED-

Vendor Access to JCCS

1. Go to:

2. View the Government IT System message and click I agree.

3. Click Vendor Login.

DLA/JCXS JOINT CONTINGENCY CONTRACTING SYSTEM

-UNCLASSIFIED- 6

https://www.jccs.gov/jccscoe/

JCCS Home Page

1. The homepage allows you to toggle your language selection by clicking Select Language.

2. Click Helpdesk & Feedback if you need to submit a helpdesk ticket.

3. Click Resources to view Frequently Asked Questions (FAQ) and download user guides.

4. Click Register Now if you need to register a new account.

5. Skip to slide 15 if you already have an account.

DLA/JCXS JOINT CONTINGENCY CONTRACTING SYSTEM

-UNCLASSIFIED-7

Note: The US personnel reading and reviewing your profile do not necessarily speak Arabic, Pashtun, Farsi, and other languages. Please enter your profile information in English if you wish your company to be reviewed.

System Messages

1. Read the JCCS Privacy

Notice and Protect Your Data Messages. The Protect Your Data message explains steps you should take to avoid falling prey to fraud.

2. All of the data you enter into the JCCS system is protected and accessed only by authorized US personnel. They have been trained to strictly protect your private information.

3. Though Google Translate is used, all the fields where you enter information are excluded from translation, and never pass through Google’s servers.

4. Click I understand and wish to proceed.

-UNCLASSIFIED- 8

Account Review

1. This notice explains the process for registration and review of your account by US Government contract office personnel.

2. It is important to note that only contract office personnel can review your account.

3. The JCCS Helpdesk is specifically forbidden to review your account, submit your account for review, or tell you your account status. The helpdesk is for technical assistance for the website only.

4. Click I have read and understood these guidelines.

-UNCLASSIFIED-9

CAGE CODE

1. Your CAGE code will be your

ID in JCCS from now on.

Every account in JCCS must have a CAGE code.

2. CAGE Codes are required in JCCS NG to ensure that each vendor account is unique. Your profile will not be visible to contract office personnel until you have a CAGE code.

3. If you have a CAGE code, enter it and click Submit. It will be validated and your company name will automatically populate to the registration form.

4. If you do not have a CAGE code, you will be told how to get one depending on your country of origin. Click I do not have a CAGE code.

-UNCLASSIFIED- 10

User Profile

1. User Profile: The top section of this page is your user profile information.

2. Email: This will also be your login for the JCCS website.

3. Position/Title: The position is required, while the title field allows you to clarify if you hold more than one position, i.e. CEO and President.

4. Phone Number: This should be the number you use for work.

5. Password: Your password must be a strong password with a minimum of 15 digits and at least one capital letter, lower case letter, symbol, and number.

-UNCLASSIFIED-11

Basic Company Profile 1

1. DUNS Number: This is optional.

2. CAGE Code: If you entered your CAGE, it will appear here. If you need a CAGE, it will be grayed out for the time being.

3. Company Name: If you entered your CAGE, this should automatically filled in.

If not, enter your full company name without abbreviations.

4. Address: If Google Location is enabled on your computer, it will validate your address. If not, make sure to enter your street number and street name separately, and do not abbreviate your city or province/state/prefecture.

JCCS has to accommodate address formats from all over the world, and contract office personnel will not be able to search for your company effectively if you use abbreviations. DLA/JCXS JOINT CONTINGENCY CONTRACTING SYSTEM

-UNCLASSIFIED- 12

Basic Company Profile 2

1. Revenue Size: Please select one.

2. Number of Offices/ Employees: For large companies, you may round your employee number to the nearest 10.

3. Additional Keywords:

This is an additional search tool that will allow you to use keywords to describe the service(s) you provide and enhance contract office’s ability to find you. Please use single words separated by commas for best results.

4. Click Submit.

-UNCLASSIFIED-13

Registration Confirmation

1. You will receive a confirmation message confirming that your account has been created.

2. CAGE Code: If you do not have a CAGE code, this is the window where you will be referred to the correct CAGE authority for your country. Make sure to note down the URL or email address provided. You will need to go to that site to request a CAGE code. Once you have received it, you can go into your profile and add it yourself. Your company name will automatically update to match.

3. Read the rest of the message carefully and then click, “I have read and understood these guidelines.”

4. Account Activation: You will receive an email to validate your email. Click the link to activate your account. You will not be able to log in until you have activated your account, so make sure to check your spam/junk email box if it doesn’t arrive quickly.

-UNCLASSIFIED- 14

JCCS NG Account

UPDATING YOUR COMPANY PROFILE

15DLA/JCXS JOINT CONTINGENCY CONTRACTING SYSTEM

Vendor Access to JCCS

1. Go to:

2. View the Government IT System message and click I agree.

3. Click Vendor Login.

DLA/JCXS JOINT CONTINGENCY CONTRACTING SYSTEM

-UNCLASSIFIED- 16

https://www.jccs.gov/jccscoe/

JCCS Home Page

1. Click Sign In.

2. Enter your email address and password.

3. Click Sign In.

DLA/JCXS JOINT CONTINGENCY CONTRACTING SYSTEM

-UNCLASSIFIED-17

Reminder: The US personnel reading and reviewing your profile do not necessarily speak Arabic, Pashtun, Farsi, and other languages. Please enter your company’s information in English if you wish your company to be reviewed.

JCCS

Homepage

1. Navigation

• Home: Returns you to the homepage.

• Resources: View FAQ and user guide.

• My Account: Edit your user profile.

• My Companies: Edit and update your company information.

• Proposals and Solicitations: These functions will be available in spring 2020.

2. Alerts/Announcements:

These will provide information about upcoming system changes, downtime, as well as information about issues occurring in your area.

DLA/JCXS JOINT CONTINGENCY CONTRACTING SYSTEM

-UNCLASSIFIED- 18

my.test.JCCS.account@sample.com

Edit User Profile

1. Click My Account and then User Profile.

2. Edit whichever fields you would like to update.

3. Click Submit.

4. You will receive a message confirming that your profile has been updated.

DLA/JCXS JOINT CONTINGENCY CONTRACTING SYSTEM

-UNCLASSIFIED-19

My Companies

1. This page allows you to manage the company or companies added to your user account.

2. Roles: Each company can have more than one person assigned to manage it. If you have multiple persons managing your company, you will notice they have a different POC Type.

• The company administrator is allowed to edit the company profile and give other users permission to edit the profile.

• A Point of Contact can edit the company profile, but cannot give other users permission to access it.

3. You will be shown how to change the roles of these points of contact later in this section.

DLA/JCXS JOINT CONTINGENCY CONTRACTING SYSTEM

-UNCLASSIFIED- 20

My Companies

1. JCCS NG also allows one person to manage multiple companies. In the old system, you had to have a separate login for each company, which was very difficult to maintain.

2. If you have companies already registered in JCCS that you would like to manage under one username, we will be sending out a supplemental guide for how to add multiple existing companies to one user account.

3. You can also add additional NEW companies to JCCS under this username, so you can use the same user login to manage all your companies.

DLA/JCXS JOINT CONTINGENCY CONTRACTING SYSTEM

-UNCLASSIFIED-21

Add New Company

1. If you want to add a new company which is not already registered in JCCS to your user profile, click Register New Company.

2. If you have CAGE code, enter it; if you leave the CAGE field blank, you will receive CAGE code instructions depending on the country you select.

3. Complete the rest of the registration fields and click Submit.

-UNCLASSIFIED- 22

Added

1. The second company has now been added to your profile.

2. Clicking Delete will remove the company from this list.

3. Click Edit to update a company.

DLA/JCXS JOINT CONTINGENCY CONTRACTING SYSTEM

-UNCLASSIFIED-23

1. Account Status: This section explains where your account is in the review process. Click each tooltip to see a full description of the status and what you need to do to complete it.

2. Company Profile: This is the basic company information you entered at registration. If your account was migrated from old JCCS, you will need to validate this information.

3. Company Contacts: Manage the people allowed to make changes to this company’s information.

4. Account Correspondence:

Messages from contract office personnel about your company.

5. Questionnaire Manager:

Questionnaires about your company.

6. Document Manager: A list of all the documents you have uploaded about this company and its personnel. DLA/JCXS JOINT CONTINGENCY CONTRACTING SYSTEM

-UNCLASSIFIED- 24

Edit Company

1. Click on section header to expand the Company Profile section.

2. You will see the fields you completed during registration.

3. Note: If you have received your CAGE Code, you can enter it yourself and click Save.

Your company name will automatically update to match the name registered to your CAGE Code.

4. If any updates are required, enter them and click Save.

-UNCLASSIFIED-25

Business Classes Business Classes help contract office personnel search for your business. You can select as many business classes are applicable to your business, but keep in mind if you select all business classes, you will make the search results less effective for everyone and contract officers will be less likely to consider you for the work your company actually does.

Click Edit next to one of the business classes to add sub-classes to your company.

-UNCLASSIFIED- 26

Add/Edit/ Remove Class

1. A window will appear where you can check and uncheck all applicable subclasses. The subclass will automatically save to your profile; you do not need to click a save button.

-UNCLASSIFIED-27

Contacts

1. The Company Contacts section is where you can view the JCCS users you have given permission to update your company.

2. You can also click Add New Contact to add a new user to this account.

3. Enter their email address and click Send Invitation.

4. If they are currently a user in the system, they will receive an emailed invitation to manage this company.

Clicking the link in the email will add this company to their list of available companies to manage.

5. If they are not currently a JCCS user, they will receive an email with a link that will open a blank user profile.

Upon completing their user profile, they will be allowed to access and edit this company’s profile.

-UNCLASSIFIED- 28

Edit Contact Permissions

1. If you are the current company administrator, you can transfer that authority to another point of contact by clicking Edit beside their name.

2. A window will appear.

Check Make Company Administrator.

3. That user will receive an email advising them that they have been granted company administrator rights to this company.

4. You will still remain a point of contact for this company and can still edit its profile, but you will not be able to invite additional contacts.DLA/JCXS JOINT CONTINGENCY CONTRACTING SYSTEM

-UNCLASSIFIED-29

Delete Contact

1. To remove a user from this company, click Delete.

2. A message will appear explaining that this user will no longer be able to edit this company, but if they are a POC for other companies, they will still be able to edit those.

3. Click I understand and wish to proceed.

4. The removed person will receive an email advising them that they will no longer be able to edit this company.

DLA/JCXS JOINT CONTINGENCY CONTRACTING SYSTEM

-UNCLASSIFIED- 30

Account Correspondence

1. Account correspondence allows contract office personnel to message your company. Everyone who is a contact for this company will be able to see and reply to messages.

2. New messages will appear in this section.

3. View old messages by clicking Show Read Messages.

4. Click View to open an individual message.

DLA/JCXS JOINT CONTINGENCY CONTRACTING SYSTEM

-UNCLASSIFIED-31

Reply to Message

1. You can reply to a message by typing your response into the Reply field and then clicking Send Reply.

2. Note also that you can attach documents to messages.

-UNCLASSIFIED- 32

View Message History

1. Once a message has replies, you have the option to View Message History.

2. Open the message, click View Message History, and you can see all replies to this message thread with date and time stamps, so you know who said what when.

3. Click Hide Message History to collapse the threaded conversation view.

4. Note: JCCS currently does not send notifications when a new message is sent to your company.

That future will be added in the future.

-UNCLASSIFIED-33

Questionnaires

COMPLETING AND MAN AGING

34DLA/JCXS JOINT CONTINGENCY CONTRACTING SYSTEM

Questionnaire Manager

1. Questionnaires are forms that must be completed for your account to successfully be reviewed.

2. There are two types of questionnaire.

• Country of Origin: This is automatically assigned based on your country of origin. It cannot be deleted.

• Place of Performance: These are questions related to the place where you want to work.

3. Name: The country this questionnaire is asking about.

4. Completion: How many questions have been completed out of the total questions.

5. Status: When all questions are answered, this will be marked Complete. When it is certified, it will be marked Certified.

6. Click Edit. Your questionnaire will open in a new browser tab.

DLA/JCXS JOINT CONTINGENCY CONTRACTING SYSTEM

-UNCLASSIFIED- 35

Edit

1. The number of sections you must complete in your Country of Origin questionnaire will vary. If something seems inapplicable, finish the rest of the questionnaire to the best of your ability, and then ask a contract office member.

2. This user guide will not go through each section individually, as some are very self-explanatory, but will provide examples of the different types of sections so that you will understand how they work.

3. Each section of the questionnaire loads and saves separately, so if you are on a slower internet connection, you are less likely to encounter timeout issues.

DLA/JCXS JOINT CONTINGENCY CONTRACTING SYSTEM

-UNCLASSIFIED-36

General Information

1. Each section will turn green as you complete it.

General Information asks whether your mailing address is the same as the address of your company headquarters and what type of enterprise your company is.

2. Enter the information, click Save, and the section header will turn green.

DLA/JCXS JOINT CONTINGENCY CONTRACTING SYSTEM

-UNCLASSIFIED- 37

my.test.JCCS.account@sample.com Owned Locations

1. Owned Locations, Rental

Locations, and Parent Company all function similarly. You can either add the information or check the box stating, “We have no…” and mark the section complete.

2. Adding an owned location, rental property, or parent company will also mark the section complete.

-UNCLASSIFIED-38

Adding Rows of Data

1. Sections 5, 6, 7, 8, 9, 10, and 11 all work in the same way. You can either check the box to attest this section does not apply to you, or click Add Row.

2. This will add a blank row that you can complete. Then click Save.

3. If you have multiple acquisitions, subcontractors, or contracts, then continue adding rows until the section is complete.

DLA/JCXS JOINT CONTINGENCY CONTRACTING SYSTEM

-UNCLASSIFIED- 39

Shareholders

1. Click Add New to add a new shareholder. A window will appear to allow you to enter the required data and attach the required documents.

2. The % Shares must equal 100% in order for this section to be marked complete.

3. Click Edit to edit an existing shareholder.

4. Check the boxes beside shareholder(s) and click Delete Selected Shareholders to delete.

-UNCLASSIFIED- 40

Key Employees

1. You must include information for your JCCS Point of Contact and your President or CEO in order to complete this section.

However, you will be required to upload your organization chart in the next section. All corporate-level employees should be included in the Key Employees section, as depicted by your organizational chart. If one person is the JCCS Point of Contact and the CEO, enter them twice.

2. This section functions otherwise in the same was as the Shareholders section.

3. If you have any additional employees you want to include who are not the JCCS POC, CEO, president, COO, CFO, or Vice

President, add them under the Additional Positions section.

-UNCLASSIFIED- 41

Organization Chart

1. Your Organization Chart is a document you upload by clicking Upload.

2. Browse to the document, enter the file name and expiration date, and click Save.

3. The document will appear in a small document manager.

4. You can click the Document Name to open it.

5. Click Replace to replace the document.

6. Uploading a document marks this section complete.

DLA/JCXS JOINT CONTINGENCY CONTRACTING SYSTEM

-UNCLASSIFIED- 42

Financial

1. The documents you are required to upload will vary depending on your country.

2. As you upload each document, the red box will turn into a green checkmark.

3. If you are required to upload bank statements, they will be for the last six months.

4. Click View beside each document type to view the uploaded documents.

You can click Replace to upload a new document in their place.

DLA/JCXS JOINT CONTINGENCY CONTRACTING SYSTEM

-UNCLASSIFIED-43

Licenses

1. Section 16 works the same way as Financial Information.

2. Because of the wide variation in country and even local business standards, the only required field is Business License. Once your business license is uploaded, this section will be marked complete.

3. However, if your country issues a Tax ID, Industrial License, Commercial License, etc., please include those documents.

DLA/JCXS JOINT CONTINGENCY CONTRACTING SYSTEM

-UNCLASSIFIED- 44

Certify

1. Once all sections of your questionnaire are green, the certification section can be complete.

2. By certifying the questionnaire, you are stating all the information therein is true and accurate. An incorrect or incomplete questionnaire will slow down or even end your company review.

3. Click I certify this information is complete and accurate.

4. Close this browser tab.

DLA/JCXS JOINT CONTINGENCY CONTRACTING SYSTEM

-UNCLASSIFIED-45

my.test.JCCS.account@sample.commy.test.JCCS.account@sample.com

View Updated Managers

1. On your original browser tab, click Refresh.

2. You will see the completion column and status column of your questionnaire update.

3. Expand the Document Manager.

4. All of the documents you uploaded in your questionnaire have been extracted so you can easily see what documents might have expired.

5. You can sort each column to move like documents together, and replace outdated or incorrect documents from this page, without having to re-open your questionnaire.

DLA/JCXS JOINT CONTINGENCY CONTRACTING SYSTEM

-UNCLASSIFIED- 46

Place of Performance

1. Place of Performance is the place where you want to work.

2. You will need to add and complete a Place of Performance (POP) questionnaire for each country in which you want to compete for US government contracts.

3. To add a POP questionnaire, click Add POP Questionnaire.

4. Select the desired country and click Add.

5. Click Edit to open the questionnaire.

DLA/JCXS JOINT CONTINGENCY CONTRACTING SYSTEM

-UNCLASSIFIED-47

POP

1. Local Teams: These are people who are either

• Already working on contracts for the US government in this country

• Are included on a formal proposal for a contract for the US government in this country.

2. Your first team is already created for you. Each team will consist of a default team of Contract Manager, Project Manager, Account, and Security Manager. Click Edit to add the information for each position.

3. If you have additional people on this first team, then click Add New.

DLA/JCXS JOINT CONTINGENCY CONTRACTING SYSTEM

-UNCLASSIFIED- 48

Add New Team Member

1. Contract Number: The contract on which this person is performing or will perform.

2. Address: The place of performance for the given contract number.

3. Documents: The only required document is National ID/Passport.

Work permits and licenses should only be included if they are required for the performance of this contract.

DLA/JCXS JOINT CONTINGENCY CONTRACTING SYSTEM

-UNCLASSIFIED-49

Add Team

1. Teams are flexible groups of people who might all be working on the same contract or might be all working in the same location.

2. A team will have its own contract manager, project manager, accountant, and security manager. If this is the same person, enter them multiple times so we know those positions are accounted for.

3. To add another team of people working on another contract, click Add Team.

4. Repeat until you have added all your teams

DLA/JCXS JOINT CONTINGENCY CONTRACTING SYSTEM

-UNCLASSIFIED- 50

Local Financial

1. Bank statements are only required if you have a local bank in this country that is different from the bank on your Country of Origin questionnaire.

2. If you do, please include six months’ worth of bank statements.

3. Click Upload to upload the documents.

4. Click View to view and manage the documents you have uploaded.

5. Once your questionnaire is complete, certify it by clicking I certify this information is complete and accurate.

6. Close this browser tab.

-UNCLASSIFIED-51

View Updated Managers

1. On your original browser tab, click Refresh.

2. You will see the completion column and status column of your questionnaire update.

3. Until all of your questionnaires are certified, your questionnaire status will not update under your account status. It is advised that you do not add Place of Performance questionnaires until you have submitted a proposal for a contract in that place.

4. When a contract officer reviews your questionnaires, you will see their status change to Locked. When a document or questionnaire is locked, you cannot edit it. But that’s good news—that means your account is being reviewed!

DLA/JCXS JOINT CONTINGENCY CONTRACTING SYSTEM

-UNCLASSIFIED- 52

What Next?

Your company will not be reviewed immediately.

Contract officers will review your profile only when they are considering you for a contract.

View solicitations, submit proposals, and stay in contact with your local contract office for opportunities.

-UNCLASSIFIED- 53

Questions?

Click the Helpdesk & Feedback button and submit a helpdesk ticket for assistance.

A Helpdesk Specialist will reply to assist you.

DLA/JCXS JOINT CONTINGENCY CONTRACTING SYSTEM

-UNCLASSIFIED- 54

https://www.jccs.gov/jccscoe/