AIM User Guide.pdf

27 January 2014 (Revised July 2020)

27 January 2014

AT/FP Ashore Program Management Portal

AIM User Guide Service Providers ii AT/FP 27 January 2014 (Revised July 2020)

Table of Contents

1 Introduction

2 Logging into the AIM Site

2.1 Access to AIM for New Users

2.1.1 AIM Account Request Form

3 AIM Home Page: The “Enterprise Page”

3.1 Navigational Links

3.2 Reports and Status Area: Enterprise Level

3.2.1 Management Reports

3.2.2 Sustainment Reports

3.2.2.1 Open Ticket Report

3.2.2.2 Sustainment Policy

3.2.3 Project Status

3.2.3.1 Project List

3.2.3.2 CDRL Status

3.3 General Navigation within AIM

3.4 Regional Tabs

3.5 Display the Region’s Installations

3.6 The “Installation Page”

4 Project Schedule Updates and the Monthly Status Report

4.1 Project Schedule Updates

4.1.1 View the Milestones and Access the Project Schedule

4.1.1.1 Project Page

4.1.1.2 View the Project Milestones

4.1.1.3 Access the Schedule

4.2 Working the Schedule Workbook

4.2.1 Adjust Columns with the Slide Bar

4.2.2 Edit information within the Columns

4.2.3 Schedule Header Fields

4.2.3.1 Title Field

5 Contract Data Requirements Line Item Responses and Feedback

5.1 On the CDRL Trail

5.1.1 CDRLs are Uploaded to Remedy by Service Providers, then Pushed by Remedy to AIM

5.1.2 Reviewers Notified of CDRL Submission and Review Requirement iii AT/FP 27 January 2014 (Revised July 2020)

5.1.3 Reviewers Comment and Recommend Approval or Rejection

5.1.4 Service Providers MUST Acknowledge and Answer Reviewer Comments

5.1.5 Service Providers Respond to Review Comments

5.2 Follow along a Typical CDRL Review Process, Step-by-Step

5.2.2 CDRL Comments from the Installation Page

5.2 The CDRL Item is submitted for Approval through Remedy

5.2.3 Remedy Launches Reviewer Notifications with Links to the Referenced Review Page

5.2.4 Reviewers Review and Comment on CDRL Items

5.3.1 How to Log in to Review CDRL Status

5.4 How to Respond to CDRL Comments

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List of Figures

Figure 1. Digital Certificate Window USG Warning and Consent Banner AT/FP Information Portal Home Page Figure 2. Warning Banner Figure 3. Account Request Form Figure 4. Email Link on Acknowledgement Form Figure 5. Sample Acknowledgement Email Figure 6. Sample Confirmation Email Figure 7. Enterprise Page Figure 9. Open Ticket Download Figure 10. Regional Tabs Figure 11. NDW Regional Home Page Figure 12. CNRNDW Installations Figure 13. The Enterprise Home Page compared to the Regional Home Page Figure 14. List of NDW Installations Figure 15. Naval District Washington Region Page Figure 16. Navigate back to the Home Page Figure 17. Enterprise Page to the Project Page to Access the Project Schedule Figure 18. Project Milestones: Baseline and Actual Dates Figure 19. Installation Schedule Workbook Figure 20. Schedule Workbook Figure 22. “Title” Field Figure 23. “Start Date” Field Figure 24. Click to Open the “Calendar Tool” Figure 25. “Due Date” Field Figure 26. “% Complete” Field Figure 27. Task Status Drop Down Selections Figure 28. Priority Field Ranking Selections Figure 29. Predecessor Field Selections for SOVT Figure 30. Connectors on POAM Figure 33. Notification for CDRL Review Figure 34. CDRL Approval (with Comments) Notification Figure 37. CDRL Deliverables Link Figure 38. Email link to CDRL under review Figure 40. CDRL Evaluation Report file:///C:/Users/gjdevlin/Documents/Documentation%20Schedule/AIM%20User%20Guide%20%20SVC%20providersdraft%2027jan2014%20-%20Revised%20December%202014.docx%23_Toc409078480 file:///C:/Users/gjdevlin/Documents/Documentation%20Schedule/AIM%20User%20Guide%20%20SVC%20providersdraft%2027jan2014%20-%20Revised%20December%202014.docx%23_Toc409078481 file:///C:/Users/gjdevlin/Documents/Documentation%20Schedule/AIM%20User%20Guide%20%20SVC%20providersdraft%2027jan2014%20-%20Revised%20December%202014.docx%23_Toc409078482 file:///C:/Users/gjdevlin/Documents/Documentation%20Schedule/AIM%20User%20Guide%20%20SVC%20providersdraft%2027jan2014%20-%20Revised%20December%202014.docx%23_Toc409078484

1 Introduction

The AT/FP Information Module (AIM) is the online platform for the collection, aggregation, and analysis of data relating at AT/FP Ashore Program and Projects.

AIM is a web-based digital dashboard providing a customized solution for AT/FP Ashore personnel consolidating areas of cost, schedule, performance, contracts, risks, deviations, sustainment, and actions. AIM provides single-click access to analytical and collaborative tools and brings an integrated view of AT/FP’s knowledge sources to an individual's desktop. This immediate access to key information enables better decision making.

AIM provides a dedicated website page for each AT/FP Ashore Project, as well as higher-level views for the BMT, IPTs and working groups. The AIM portal is constructed in a hierarchical fashion allowing for the concatenation of data at higher levels to provide automated high-level views of Program health.

In this User Guide, we will be exploring options available in AIM for Service Providers. We will cover gaining access to AIM, logging into the AIM Site, and details regarding Project Schedule Updates and Contract Data Requirements List (CDRL) processing and reviews, and some general information about other areas contained in AIM.

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2 Logging into the AIM Site

To log into the AIM site: type Contractors can view CDRL items which have been uploaded into Remedy and then transferred to AIM by accessing AIM. Use this link (CTRL+click to activate the link) (https://aim.navatfp.dc3n.navy.mil) or enter the address into your internet browser.

You will need to use your Common Access Card (CAC)1 to gain access to the website. You should see this window asking for your Certificate. Select your name and click “OK.”

Figure 1. Digital Certificate Window

Next, a window will open and you will enter your CAC Personal Identification Number (PIN). Click “OK” to enter the AIM Website.

1 AIM can only be accessed using a Common Access Card (CAC). Obtain a CAC through your local Government Contact.

https://aim.navatfp.dc3n.navy.mil/

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You may see the following USG Warning and Consent (Banner) Message. Click “OK, Proceed to Application at the bottom of the message.

USG Warning and Consent Banner

If your permissions are properly set, you should see the AT/FP Information Portal Home Page, shown below.

AT/FP Information Portal Home Page

2.1 Access to AIM for New Users

If you are a new user, you will automatically be redirected to the Self-Registry Site.

Figure 2. Warning Banner

Click on the “OK, Proceed to Application” bar again. You should next see the “Account Request Form.”

We’ll run through some of the peculiarities of this form to help ensure you enter the correct information.

2.1.1 AIM Account Request Form

Figure 3. Account Request Form

New Users must complete the Account Request form to gain access to AIM. The request will be submitted to the Approving Manager who will determine your level of access.

Be sure to complete all the required information, and be sure you are entering correct information, or your request will be denied.

For instance, if you complete your form and select that you want access to both Remedy and AIM, but you are only authorized for access to AIM, your request will be rejected. If you specify the incorrect User Group, your request will be rejected. In both instances, you will need to submit a new request with the correct User Group specified if you wish to gain access to either system.

Rank

Select an appropriate “Rank” from the drop down listing.

If you leave the default (dash) or you select “Other” from the drop down list, no rank will be listed.

First Name, Last Name

Your First and Last Name should be pre-populated by information contained in your Common Access Card (CAC).

Notice it is “grayed out” and cannot be changed.

Email Address

Enter your email address.

This address is where you will be contacted when your AIM request is either approved or rejected, and is what will show up on the “Contact List.” It will also be where the system will send any automatic notifications in the future.

Phone

Enter your phone number. Please include the area code.

Support Region

Select your Support Region. Expand the drop down menu and select your Support Region from the listing provided.

Type of Account

Select your “Type” of Account. There are four types of accounts from which to choose: DoD Government, Non-DoD Government, DoD Contractor, and Non-DoD Contractor.

Select the appropriate type of account you need.

Justification/Reason/Area of Support

Enter a brief justification for your request.

While this fill in box can accept any number of characters, please try to keep your reasons brief and to the point.

Sponsor/POC Information

Please complete the information requested.

You will need to enter your Sponsor, their Email and phone number.

Account Access Selection

Please select which system you wish to access.

Note:

If you select both AIM and Remedy but are only authorized for one system or the other, your request will be rejected. You will need to resubmit your request a second time, seeking access to the appropriate system.

Submit your Request

When you are finished filling the form fields, click “Submit” in the lower left corner of the form. If you have made no errors that need to be corrected, you will see this “Acknowledgement Form.” This form summarizes your submission information.

This form lets you know your request has been successfully submitted. If you have immediate questions, you can use the AT/FP Contact Link (circled) on the form to request assistance.

Email link

Figure 4. Email Link on Acknowledgement Form

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Acknowledgement and Confirmation Emails

You should receive an “Acknowledgement Email” which lets you know that your request has been submitted, and letting you know that it should take one or two days to process your request.

There is a link provided if you have further questions.

Confirmation of Approval Email

You should receive an email that notifies you that your account has been approved, and you are cleared to enter Aim.

The email will provide you the AIM link.

Welcome to AIM!!

Figure 5. Sample Acknowledgement Email

Figure 6. Sample Confirmation Email

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3 AIM Home Page: The “Enterprise Page”

Your first view of the AIM Website after you log in should be the Enterprise Page, shown below.

Figure 7. Enterprise Page

3.1 Navigational Links

On the left side of your screen, there is a list of “Navigational Links” which take you to specific Team-focused areas of the AIM System, as well as the AT/FP Document Library, containing forms, contracts, task orders, and other AT/FP-related Documents.

3.2 Reports and Status Area: Enterprise Level

The large area in the middle of the screen is the Reports and Status Area.

Depending on the level of your access to the AIM System, you will see graphic links to reports and status update areas related to your responsibilities. Click the associated graphic to access Management Reports, Sustainment Reports, or Project Status information.

Navigational Links

Reports and Status Area

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3.2.1 Management Reports

Management Reports provide graphical representations of the status and health of AT/FP Ashore Projects by Capability Area which are planned, in process, and sustained world-wide.

Management Reports include the Quarterly Status Report, Capability Slides, and ROP. The Quarterly Status Report is prepared in advance of the Quarterly Execution Review of the AT/FP Program by the Program Management Office (PMO).

3.2.2 Sustainment Reports

Sustainment Reports provide management with in-depth information regarding assets, response times, different maintenance functions, or any deviations from the project schedule. Sustainment Reports include the Open Ticket Report and Sustainment Policy.

We will discuss each of these reports in the subsections below.

3.2.2.1 Open Ticket Report

The AT/FP Ashore Help Ticket System allows AT/FP to expedite incident resolution by providing ready access to common solutions, known errors, and workarounds in a tightly-integrated knowledge base. The Open Ticket Report is a snapshot in time and details all the problems at the point in time, and what is being done to resolve the issues.

Click the Open Ticket Report Icon. This will be a document covering Help Desk Tickets in an Excel Worksheet, as shown below. You will be prompted to either open or save the file. If you wish to just view the Plan, click “Open.” If you wish to save the file to your computer, click “Save.”

Note This file is fairly large, so it may take a minute or two for your system to open and display it.

Again, to return to the Enterprise Page from this screen, click the “x” in the upper right corner to close the report, and you will be on the Enterprise Page once again.

3.2.2.2 Sustainment Policy

Click the Sustainment Policy Icon.

The Sustainment Policy is a guide that identifies NAVFAC AT/FP Sustainment responsibilities and what areas are the responsibility of CNIC N6, PWO, etc.

The Sustainment Policy is a living document and is revised often.

Again, to return to the Enterprise Page from this screen, click the “x” in the upper right corner to close the report, and you will be on the Enterprise Page once again.

3.2.3 Project Status

Project Status includes Project List, CDRL Status and APM Report. We will discuss each of these areas in the subsections below.

Figure 9. Open Ticket Download

3.2.3.1 Project List

Click the Project List Icon. You will access a listing of all AT/FP Ashore Projects.

Again, to return to the Enterprise Page from this screen, click the “x” in the upper right corner to close the report, and you will be on the Enterprise Page once again.

3.2.3.2 CDRL Status

Click the CDRL Status Icon. This area provides an interactive report of CDRL records. The report can be sorted or filtered through the column headings.

Again, to return to the Enterprise Page from this screen, click the “x” in the upper right corner to close the report, and you will be on the Enterprise Page once again.

3.3 General Navigation within AIM

Note This User Guide will focus on areas you will be involved with as a Service Provider.

While the Remedy System will be the data collection and storage tool, you can think of AIM as your decision, tracking, and review tool. You can use the different links and tabs to access information collected and displayed to provide you information necessary to oversee the programs and projects you are managing. You can also update schedules, post and circulate/revise documents and interact with Customers as your Program and projects progress.

We will start by running through the various tabs at the top of the page.

3.4 Regional Tabs

You will see a row of Regional Tabs across the top of your Home Page. Click one of the Regional Tabs to open that Region’s Home Page (We will use NDW as an example).

Figure 10. Regional Tabs

From the Regional page, you can access a number of reports and documents concerning projects within the selected Region. In the example below, we’ve selected the “NDW Regional Home Page.”

Figure 11. NDW Regional Home Page

3.5 Display the Region’s Installations

Hover your cursor over the Regional Tab to see the list of Installations covered within that Region. Using our NDW example, hovering over the Regional Tab should display the list of seven installations, as shown below.

Figure 12. CNRNDW Installations

You may notice that while it looks very similar to the Enterprise Home Page (the first page you see when you log into the AIM System), your Regional Home Page is slightly different.

You’ll notice there are fewer graphic links in the Reports and Status Area, right off the bat.

Additionally, there are far fewer links in the Navigational Area on the left side of the page.

Figure 13. The Enterprise Home Page compared to the Regional Home Page

Regional Home Page

Enterprise Home Page

Navigational Links

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We’ll use Naval District Washington (NDW) as the sample region in AIM. As we can see, this Command includes the following locations (If you hover your cursor on the Region Tab, the drop down list of installations or locations will appear. An example is shown below--the NDW list of installations):

• JB Anacostia-Bolling

• NAS Pax River

• NSA Annapolis

• NSA Bethesda

• NSA South Potomac

• NSA Washington

• Reg Deploy

Figure 14. List of NDW Installations

Note:

You may notice that after you have clicked to access a location from the listing, it remains a different color when you return. This is an informal “Bookmark” that will remain until you clear your “cookies.”

Below the Region Home Page graphics, you’ll see a full listing of all Installations within the Region you have selected.

Figure 15. Naval District Washington Region Page

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From the listing below the graphic links, select the Installation in which you are interested.

Note

RoadMap! Getting Back Home

Navigation can be a little confusing when you are within the subordinate areas within AIM. We’ll point out how to get back to the main page, also called the “Enterprise Page,” from the deeper inroads as we go along.

For instance, you’re on the Installation Page for the NDW Region, in this example.

To get back to the Home Page (the Enterprise Page), look for the small File Folder icon in the upper left corner, next to the words “Site Actions.” Click once, and you display the file structure of your location…you can click on any of the strings in the listing to go back— click “AT/FP Information Portal” to go back to the Enterprise Page, the AIM Home Page you started with when you first logged on.

Figure 16. Navigate back to the Home Page

3.6 The “Installation Page”

From the Regional Page, you can access any of the Projects underway at the Installations which make up the “Region.”

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4 Project Schedule Updates and the Monthly Status Report

As a service provider, you will be making regular monthly updates to the official Schedule (also known as the Plan of Action and Milestones [POAM]) after the initial submission and approval of your CDRL A002, Program Schedule and Status Report.

The Initial Schedule is part of the Contract Data Requirements List (CDRL) of items required by your task order. That Initial Schedule is uploaded through the AT/FP Ashore Remedy System, and goes through a series of reviews before it is approved.

After Approval of your A002, you must enter the approved “Start” and “Finish” dates for the major milestones in AIM.

Note

All CDRL Items are uploaded and stored within Remedy! Remedy will ONLY push .pdf version documents to AIM…so you must upload a .pdf version of your document and the native file type as specified in the associated DED. Requirement.

Again, You MUST upload the original document format (for instance, your MSR is probably developed originally in MSWord, so you may upload the MSWord file to Remedy, and you must ALSO upload a .pdf version of the document.

All documents can be viewed in AIM, but they must be uploaded into Remedy to set off the timers and approval chains required by contract agreements.

“Baseline” Schedules are the original, approved Plan of Action and Milestones (POAMs). At this point, the approved dates are called “Baseline” dates. These are set as they are initially submitted and will not be adjusted within AIM. As you progress through the actual schedule of the project, you will be updating and changing “Actual dates.” Just keep in mind the “Baseline” will always be “set in stone” and will not change as you encounter obstacles and conduct the project taskings.

4.1 Project Schedule Updates

Per your Contract requirements, you are required to enter monthly updates to the schedule. You will be entering and adjusting “Actual” schedule dates, and adding any comments and explanations necessary. So let’s get started. First, we’ll go through the Project Schedule Update.

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4.1.1 View the Milestones and Access the Project Schedule

You can access any Project’s approved Schedule by first going directly to that Project’s Page. Starting from the Enterprise Page, select the Program from the Navigational Links on the left side of your screen (we’ll use C4I as an example). Click “C4I,” then select the Project (C4I Alarm Sys, in the example below).

Figure 17. Enterprise Page to the Project Page to Access the Project Schedule

4.1.1.1 Project Page

When you open the Project Page (as you did by clicking the Project Name from the listing), you are looking at a “snapshot” view of the “health” of the selected Project.

In the first quadrant, you will see that a listing of Events/Comments/ and related Actions is building. Events that happen, or risks that could threatened the smooth execution of your project efforts may be entered and explained here.

4.1.1.2 View the Project Milestones

You’ll see the Milestones chart at the bottom right corner of your page. The milestones are the common building blocks of your Project. The Baseline Dates are set by the initial submission and approval of the Official Schedule (the POAM, CDRL # A002).

1. Select the Program

2. Choose the Project

3. View Milestones

Figure 18. Project Milestones: Baseline and Actual Dates

These are loaded from the accepted Program Schedule CDRL (A002) submitted through the Remedy System.

4.1.1.3 Access the Schedule

To access the full Schedule, look to the right side of your screen, and select “Schedule” from the Navigational links. You will open the “Schedule Workbook,” as shown below.

The “Actual” dates are those which reflect the dates these events actually occur. When you update the schedule, the “Actual” dates will reflect your changes. “Baseline” dates will not change, unless they go through the Project Deviation Request process. (add reference to section later)

Figure 19. Installation Schedule Workbook

4.2 Working the Schedule Workbook

Now that you’ve found the Project Schedule, let’s look at some of the features of the Schedule Workbook.

Open the Schedule Workbook

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4.2.1 Adjust Columns with the Slide Bar

To view any of the fields fully, you can move the “Slide Bar” to expand the column area of the schedule, as shown in the top image. Move the slide bar by hovering your cursor over it, and clicking and holding while dragging (to the right) to expand the area. The bottom image shows the full selection of columns available.

Figure 20. Schedule Workbook

Each of the columns can be expanded/contracted in the same way. You can expand the column to show the full text entered, or you can contract it to move it out of the way if it is not needed.

4.2.2 Edit information within the Columns

You can go in and make edits to any of the columns—your level of permission within the AIM system will allow you to make these changes. You can enter and update the Start Date, the Due Date, the % Complete, the Task Status, Priority, the Predecessors and Assigned to areas. We’ll run through each of these column areas in the subsections below.

Slide Bar

Expanded View

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4.2.3 Schedule Header Fields

As your cursor hovers over any of the column headers, the field will “glow” yellow, letting you know that field is active. You will see a small “down arrow” or “carat” letting you know you can expand the field to explore options for that particular entry.

4.2.3.1 Title Field

The “Title” field is the pre-set title of the contractually-defined milestone for the Project.

Actions you can take from this field include hiding the column, configuring the columns, and sorting them in ascending or descending alphabetical order. You can use these options to customize your view of this schedule. You are able to hide the column, configure the order of items within the column, and sort.

Figure 22. “Title” Field

Click the down arrow to expand your list of choices for the “Title” Field.

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Start Date Field. The “Start Date” is the actual date work on the selected task started.

Again, clicking on the down carat opens the selection of options for this column. You can choose to hide the column altogether, shift the order of tasks around, and sort them in ascending/descending date order.

Figure 23. “Start Date” Field

If you hover your cursor over the row below the highlighted header (in our example, we would hover our cursor within the field containing the date “6/28/2013”) you will activate a Calendar tool…use the calendar tool to select the “Start Date.”

Figure 24. Click to Open the “Calendar Tool”

Click to open the

Calendar Tool

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Due Date Field. The “Due Date” field should reflect the date you expect the task to be completed, and may change as you move along and encounter issues which may change the “Due Date.” Hover your cursor inside the Milestone’s due date field to activate the Calendar Tool. Select the revised due date.

Figure 25. “Due Date” Field

% Complete Field. The “% Complete” field is an estimate of how far along toward completion you are on the task. As you progress on the task, enter your best estimate as to how close to completion you are getting to completion.

Figure 26. “% Complete” Field

Task Status. The Task Status Field allows you to indicate the status of the particular task. Hover your cursor within the field corresponding to the task you are updating, and you activate the drop down selection offering “In Progress,” “Not Started,” “Completed,” or “Deferred,” to describe the status of the Task.

Figure 27. Task Status Drop Down Selections

Click to open the

Calendar Tool

Priority Field. The “Priority” of the task is a subjective judgment you make that will rank the level of effort. You can select from “High,” “Normal” “Low,” and “Normal.”

Figure 28. Priority Field Ranking Selections

Predecessors Field. This field allows you to identify tasks that are associated in some way.

If you would want to enter additional tasks, maybe “Subtasks” that will form one of the milestones on the schedule, you might want to identify the tasks that are “Predecessors,” or the things that must occur before this particular task can be started. Using the example below, we’ve selected “SOVT” as the “Milestone” we wish to associate.

Move your cursor over to the “Predecessor” field for the “SOVT” row and hover. You will see a small down arrow appears…click to expand it and you will see a listing of all the tasks from the Schedule, with empty checkboxes in front of them.

You can click to check one or more of these tasks to define them as “Predecessors” to your “SOVT Task.” Essentially, you are noting that successful completion of all those tasks is a requirement for starting the SOVT.

Figure 29. Predecessor Field Selections for SOVT

Viewing Predecessor Linkage in the Gantt Chart. You can compress the entry fields and scroll to view the Gantt Chart that is forming as you make your entries. Entering

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“Predecessors” to your tasks appears in the visual schedule as shown in the figure below.

The SOVT has three identified Predecessors:

• Submission of A005 100% Pre-Final

• Submission of A005 100% Final; and

• System Installation Start Date.

Figure 30. Connectors on POAM

In the example, the thin blue lines connect these Predecessors to the Target Task. As their dates change in “real life,” their effect on the scheduled start date for the SOVT will reflect that change.

Predecessor

Connectors

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5 Contract Data Requirements Line Item Responses and Feedback

The Contract Data Requirements List (CDRL) is a collection of documents outlining the Government's needs and expectations for specific projects and contracts. The CDRL groups all of the data requirements together, and are usually linked directly to SOW tasks, and are called out as requirements in the contract. (CDRLs are also included in all Contracts and Task Orders as Appendix D – Data Requirements Checklist and DED Package.)

Within the CDRL there are individual elements called “Data Items” or “Contract Line Items.”

These individual documents are deliverable from the contractor(s). For example, they might be management plans, installation drawings at set development stages, and training plans.

Often, these individual components are standardized and used across a number of projects. For example, if the contract calls for the installation of a camera/radar surveillance system, operators will need to be trained at each of the facilities, and the basic Training Plan would be a logical “CDRL line item” for multiple locations.

Single or Multiple CDRLs? Users may submit single as well as multiple CDRL data items to individual projects ─ or they may want to submit the same CDRL Data Item to several projects. For example, they might want to submit progress reports for work done at the Emergency Operations Center (EOC) at one location; or submit a progress report covering all EOC projects in CNRNW.

The CDRL Upload Window (in Remedy) offers users a way to accomplish both of these tasks.

Once the submission is made final, the user is able to view the CDRL item again, and is able to view the Project(s) for which the document has been submitted. And once a CDRL item is submitted, it cannot be deleted or changed.

5.1 On the CDRL Trail

In the following subsections, we’ll outline the path the CDRL will take to either acceptance or rejection.

Remember!

All CDRL Items are uploaded and stored within Remedy! They can be viewed in AIM, but they must be uploaded into Remedy to set off the timers and approval chains required by contract agreements.

5.1.1 CDRLs are Uploaded to Remedy by Service Providers, then Pushed by Remedy to AIM

You’ve probably heard (and read) this many times, but let’s go over it again: Service Providers upload copies of the required Project CDRLs into Remedy.

While you can view any CDRL item or associated document while you are in the AIM System, all CDRL items must be uploaded first to Remedy.

Automatically, Remedy will “push” the CDRL to AIM. AIM then sends notifications automatically to all CDRL Reviewers as defined in the CDRL Reviewers Matrix. These notifications include the Name of the CDRL Item, the Project Name, and a link to the document’s location in AIM. A sample email notification is shown below.

Figure 33. Notification for CDRL Review

When this happens, the status of the CDRL changes from “New” to “Processing.”

During this “Processing” time, Project Managers will be able to see that the CDRLs have been entered and are accurately aligned with the proper projects within AIM. But your customers still have to review and make a decision concerning whether to accept or reject your submitted CDRLs.

5.1.2 Reviewers Notified of CDRL Submission and Review Requirement

The assigned Government Reviewers will “vote” to either accept or reject a CDRL Item, along with their comments on the Voting Page associated with the specific CDRL item. A sample notification email is shown below.

Figure 34. CDRL Approval (with Comments) Notification

Reviewers recommend Approval or Disapproval of each CDRL Item assigned to them.

Recommendations will be made in one of the following three categories: “Approve,” “Approve with Comments,” or “Disapprove with Comments.”

• As the various Reviewers make their choices, the Contractor Points of Contact will receive automatic notifications through the AIM System alerting them that the Review(s) have been completed. The notifications alert the Contractor when Reviewers complete their reviews and whether they have recommended the CDRL should be “Approved,” “Approved with Comments,” or “Disapprove with Comments.”

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• These notifications are email messages conveying the Reviewer’s recommendations regarding the CDRL Item.

5.1.3 Reviewers Comment and Recommend Approval or Rejection

There are three classifications of CDRL Comments that Reviewers may make. These include: “Critical,” “Substantive,” and “Administrative.” We’ll discuss each of these areas below.

• Critical Comments Identify:

− Unapproved Deviations or Non-Compliance with one or more requirements of the Task Order (for example, a PWS, Appendix C, or P-Spec.)

− Technical Inaccuracies affecting installation and/or testing of the equipment solution. Examples would include errors which could prevent or violate FRCB, PIT/PRA Approval and/ATO; unauthorized re-use, modification/disposal of existing equipment or facilities, and test steps which do not align with required verification methods.

• Substantive Comments Identify:

− CDRL Sections appearing to be potentially unnecessary, incorrect, misleading, confusing, or inconsistent with other sections; or those which might conflict with other related CDRLs submitted by the Service Provider.

− Multiple Inconsistencies in nomenclature, formatting, equipment locations, references, and orientation affecting the Reviewer’s ability to understand the Service Provider’s intended approach.

• Administrative Issues Typically Identify:

− Grammatical or spelling errors;

− Missing or inaccurate reference dates/titles;

− Minor formatting concerns (for example, an incomplete outline, a paragraph improperly indented, or tabs/font issues) not violating format requirements of the Task Order; or

− Inaccurate/missing organizational symbols

5.1.4 Service Providers MUST Acknowledge and Answer Reviewer Comments

Any Reviewer comments MUST be acknowledged and answered, even if the Reviewer recommended “Approval” of the CDRL Item.

Service Providers may respond to the comments within AIM, but the suggestions/comments MUST be incorporated into the CDRL and the CDRL must be resubmitted through Remedy again, and will follow the same Review Process until all reviewers recommend approval with no comments.

This can continue several times (and sometimes even more than that!) until there are no more Reviewer Comments, and the ACO formally accepts the CDRL Item.

AT/FP 27 January 2014 (Revised July 2020)

Failure to officially respond on the CDRL Comment form for the Project as well as in the resubmitted entire CDRL Documentation item may put you at risk of being considered “Delinquent,” and having all work on the Project stopped.

It’s important to remember that your Statement of Work or your Task Order specifies how long you have to respond to any comments, and it also defines how long the Customer has to issue and/or respond to your submittals.

5.1.5 Service Providers Respond to Review Comments

There are some formal requirements regarding CDRLs and the Customer’s acceptance or Rejection of the item to keep in mind.

“Approved:” If your CDRL is “Approved” with no additional comments, no action is required.

But if the CDRL is “Approved with Comments:”

• Service Providers must incorporate the comments and resubmit the corrected CDRL Item, or request a meeting with the Reviewer(s) via the ACO to discuss or ask for clarification within 10 working days of the comment date.

• If Comment Resolution is not achieved through the meeting, Service Providers may protest any standing comments by notifying the ACO via letter requesting the Contractor Resolution Process.

• Any Comment not incorporated into the Resubmitted CDRL will be considered a “Delinquency.”

− A Letter of Concern will be sent from the PEC to the ACO, capturing the unsatisfactory response.

− This Letter of Concern may be transmitted to the Service Provider and may cause a work stoppage, depending on the criticality of the unanswered comments.

• If any sections are added, modified, and/or removed from the CDRL resubmission, other than those called out in Reviewer comments, the Service Provider shall submit identification and justification for what has been modified, along with the reason for the change.

It Bears Repeating….

ALL CDRL items must be uploaded into Remedy, not into AIM. And the CDRL must be submitted as a .pdf file (via Adobe Acrobat).

While you MUST upload the original format of the item (i.e., the Word document, or the Excel or Project file), you MUST also submit the .pdf format to activate the timers and appropriate notifications, and move to AIM for further action.

• The timing processes and notifications required to ensure CDRL Data Items are reviewed and approved rely on these items being uploaded properly into Remedy.

AT/FP 27 January 2014 (Revised July 2020)

5.2 Follow along a Typical CDRL Review Process, Step-by-Step.

Let’s take a CDRL Item and follow how it processes through the System.

First, the Statement of Work or the Task Order defines and calls for a CDRL Item to be submitted by the service Provider (or Contractor.) We’ll use A002, the Project Schedule and Monthly Status Report as an example.

5.2.2 CDRL Comments from the Installation Page

To get to your CDRL Comments from the Installation Page, click “CDRL Deliverables” from the Navigational Links on the left side of your page.

Figure 37. CDRL Deliverables Link

5.2 The CDRL Item is submitted for Approval through Remedy

The Service Provider submits the initial Planned Schedule to Remedy. The Schedule processes through Remedy and is pushed to AIM. As it does so, email notifications are sent to the appropriate Government Representatives selected to review. We’ll assume that five different reviewers are tasked with reviewing the CDRL Item.

5.2.3 Remedy Launches Reviewer Notifications with Links to the Referenced Review Page

The email notification sent after successful CDRL upload contains all the appropriate information each Reviewer needs to identify the project as well as their role in reviewing the item. It also contains a link to a page within the AIM System where they can record their comments, identify the page to which the comment refers, and record their decision to recommend either approval or rejection of the item.

Figure 38. Email link to CDRL under review

5.2.4 Reviewers Review and Comment on CDRL Items

The Reviewers conduct their review, and can view referenced documents and any other supporting material via hyperlinks on the Review Page. They will complete the Review form, note their comments, refer to the specific page(s), and make their assessment as to whether the item should be approved or rejected.

5.3.1 How to Log in to Review CDRL Status

Either way will get you to the CDRL Evaluation Report, where comments are aggregated into one graphic image, similar to what is shown below

Figure 40. CDRL Evaluation Report

5.4 How to Respond to CDRL Comments

Service Providers can post responses to Reviewer Feedback on the AIM CDRL Page, but they MUST incorporate any Reviewer Comments into a revised version of the specific CDRL and resubmit it. The document then goes through the same approval process, with the

Email Link

AT/FP 27 January 2014 (Revised July 2020) same reviewers. The item will continue to cycle through this process until all reviewers indicate the item is acceptable, and the ACO makes the decision to accept the item.