Remedy CDRL Submission Guide.pdf

Service Provider CDRL Upload and Search

Remedy

10 October 2013 Revised July 2020

Remedy CDRL Search

Document Upload

1 10 October 2013 – Revised July 2020

Service Provider CDRL Upload and Search

Remedy

TABLE OF CONTENTS

Introduction: Uploading Contract Data Requirements List Data Items

CDRL Upload: Upload a CDRL Item to One or to Multiple Projects in one Effort

Remedy to AIM CDRL Status Updates

Be Grateful for your “DED”

What’s in a Name? (Document Naming Requirements)

Accessing Remedy:

1.1 The URL for Remedy: https://ars.tr-navatfp.sd.spawar.navy.mil

2.3 AT/FP IT Home Page

Accessing the CDRL Form

Upload your CDRLs!

CDRLs per Contract Form

About that Description.... “Brief is the Word...)”

Attach Your Documents

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Introduction: Uploading Contract Data Requirements List Data Items A 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 usually links directly to SOW tasks, and is called out as requirements within the Contract.

Within the CDRL there are individual elements called “Data Items,” or “Contract Line Items.” These individual documents are deliverable from the contractor(s) with specific due dates called out in the Contract. For example, a contract line item might be a management plan, an installation drawing for set development stages, or a training plan.

CDRL Upload: Upload a CDRL Item to One or to Multiple Projects in one Effort

Many times, these individual components are standardized and used across a number of projects. For example, if the project calls for the installation of a camera/radar surveillance system, operators will need to be trained on basic system operations at each of the facilities. The basic Training Plan would be a logical “CDRL line item” document that could be used for multiple locations where the same equipment is installed.

But then, you might have a requirement to submit progress reports for construction or upgrade work covering certain Command Naval Region Northwest (CNRNW) Emergency Operations Center (EOC) projects, but not all of them. Remedy’s CDRL per Contract Feature offers users a way to accomplish both of these tasks. Remedy will automatically upload your submittals to the correct projects and/or Programs, notify the correct Reviewers, and set off the proper timing mechanisms for you. While in the past, there was some “lag” time between uploading these documents and having the proper reviewers receive notification that the documents were ready to review, that has virtually been eliminated. Once the submission is final, you are able to view the CDRL item immediately, and you can verify the Project(s) for which the document has been submitted are correct.

Important!

Keep in mind, there’s no backing out once your CDRL item is submitted.

Once submitted, they cannot be deleted or changed. If you absolutely, positively need to have the uploaded CDRL removed, Contact the ATFP Ashore Remedy Team. They can set the status to “Obsolete.” Then you can upload a corrected, replacement CDRL

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Remedy to AIM CDRL Status Updates

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.

When you upload your documents to Remedy, the system sets off a number of notifications and timers tracking the progress of the document as it fulfills contractual requirements. At the same time, the .pdf version of the document is transferred to AIM. Once you submit your document to Remedy, it will take only 15 minutes for the document to appear in AIM. During this brief period, the status (in Remedy) will say it is “New.”

Once the document is transferred to AIM, you will notice the status is marked “Processing.” It will remain in “Processing” status until it is either “Approved” or “Rejected.” When those status changes are made, the system will reflect those decisions, and send out appropriate notifications.

Project Managers will be able to see that your CDRLs have been entered and are accurately aligned with the proper projects within AIM, and will be able to review and comment on documents. Once the CDRL Item is approved or rejected in AIM, you will see that it has been either “Approved” or “Rejected” in both AIM and Remedy instantly.

It is important to remember that ALL CDRL items must be uploaded into Remedy, not into AIM.

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

In the following subsections, we'll guide you through uploading CDRL documents into Remedy. We'll first discuss uploading a single CDRL document to a single Project; then we’ll cover uploading a single CDRL document to multiple Projects. After that, we'll cover uploading several CDRL Documents to several Projects. You will then be an expert on CDRL uploads within Remedy...and BEYOND!

First, three basic ground rules that you will want to observe:

Get to know the Deliverable Expectation Document (DED) for your CDRL items.

Name your document correctly.

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Be Grateful for your “DED”

All CDRLs must conform to the requirements outlined in the specific Deliverable Expectation Document (DED), as outlined in Appendix D of the AT/FP Ashore Program Contract Performance Work Statement (PWS). The DED gives you acceptance criteria for the CDRL item, and cites any applicable standards and references which must be observed.

Check your DED for the “Deliverable Format” of documents to be uploaded. Usually, you will see instructions within the DED similar to this:

“The Contractor shall provide the deliverable associated with CDRL XXX in Microsoft Office Word and in Portable Document Format (PDF).”

When you are ready to upload CDRL documents, you will ALWAYS be uploading a minimum of two documents: one in the original format (Word, Excel, MS Project, etc.) AND you must upload a .pdf version of that document into Remedy.

What’s in a Name? (Document Naming Requirements)

It’s also important to name your files correctly so they associate correctly within the system. Using certain characters can condemn your files to the depths of flaming crash and burn rejection or worse:

they could forever be lost in the grey clouds of the great, mysterious internet “Lost and Found.”

Specific requirements for file naming will be contained in your DED. Each DED will have a dedicated file name section. But in general, files submitted to the AT/FP Ashore Remedy System shall adhere to the following file naming convention: AAAABBBBC…CDDDEEEEFFFFF.GGG

Where A = CDRL Number, B = Last 4 digits of Contract Number, C = Region Name, D = 3 Digit Month Abbreviation, E = 4 Digit Year, F = Revision or Version Number, and G = File Name Extension.

Example: A0305025CNRMAJun2011Rev01.pdf (And please….do not use spaces or special characters such as:

Tilde (~) Number sign (#) Percent (%) Ampersand (&) Asterisk (*) Braces ({ }) Backslash (\) Colon (:)

Angle brackets (< >) Question mark (?)

Slash (/) Plus sign (+) Pipe (|) Quotation mark (") ).

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Accessing Remedy:

1.1 The URL for Remedy: https://ars.navatfp.dc3n.navy.mil

Enter this address, and you should see the AT/FP Remedy Warning and Consent Page, as shown below. Click the "OK" Bar at the bottom of the screen.

s

Figure 4. The "Warning" Screen

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Figure 5. ATFP Entry Page

You should be prompted for your CAC Credentials and to enter your PIN.

Figure 6. ActivClient Box: Add your CAC PIN

Enter your CAC PIN, and click "OK."

Figure 7. Remedy Login Icon

2.3 AT/FP IT Home Page

You'll be taken to your Anti-Terrorism/Force Protection IT Home page, shown below.

Enter your CAC PIN here

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Figure 8. IT Home Page

Figure 9. IT Home, Listing Incidents

The screen is filled with several columns of text, as you can see. These are all incidents currently assigned to any of the groups to which you belong. At the top of the listing, you can see that in the "Show" field, it says "Assigned to All My Groups," and the default "Company" should be your "company" name.

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Accessing the CDRL Form Click on the double arrows on the Applications fly-out menu on the left of the Remedy screen. Choose Quick Links CDRL.

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Upload your CDRLs!

When you first enter the CDRL area from the Quick Links, you are automatically in “Search Mode.” The thin line at the top of the ATFP Contract Data Requirements Form is blue, and your current mode is “Search.” To change to “New Mode,” click “New Request” at the top of your window. You’ll see the mode change to “New,” and the mode bar at the top of the form will turn green, as shown below.

When uploading CDRL Items to Programs and Projects, it might help to consider that Remedy has been configured to “know” whether a CDRL applies to one particular project or to multiple projects within the Region or across the entire Contract. Using the drop down menus, you narrow down the possible options. In the past, you would had have to know the specific project and task orders for each document you were going to upload. It was easy to make an error and add a CDRL item to a project that didn’t require one, and it was easy to upload the wrong CDRL item. Now, the Remedy System basically does all that work for you. So let’s go through how to upload a CDRL document, step by step.

Suggestion!

Make sure you have already created a .pdf version of any CDRL-related document you are going to upload to Remedy. They should BOTH have the same name, according to the naming convention mentioned on page 4. The only difference should be the file format reference (.doc, .pdf, for example.)

Click “New Request” to change from “Search Mode” to “New Mode.”

You must be in New Mode to Upload CDRLS

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CDRLs per Contract Form

Remedy is already set up to assist you in associating CDRLs with the correct projects.

The CDRL Per Contract Form guides you in selecting all the required information to find the CDRL you are looking for.

You’ll start by clicking to expand the menu options to select your:

1. Contract Organization

2. Contract or Purchase Request Number

3. Task Order Number

4. Data Item Number

You’ll notice your “Title” will autofill when you select the “Data Item #” above.

2*

* When you select the Contract Number and the Task Order Number, all projects tied to it should populate in the lower “Project” box.

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About that Description.... “Brief is the Word...)”

While a writer should always encourage people to “write, write, write!” Here’s one place I’ll ask you to hold back. There’s really only room for about 150 characters in this field. Use the space wisely.

This is where you might want to note what revision your document is reflecting. Maybe this is a first revision, and you expect more to follow for some reason. Maybe this is the last and final revision of a particularly difficult item. “First revision” or “Last and final revision” are examples of good “Description” entries here.

Next, you will move down the form to the “File Name” area to attach your documents.

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Attach Your Documents

Move your cursor to the row just below the heading “File Name.”

Click once. You will see the row is shaded blue.

Click the “Add” button to open the “Add Attachment” dialogue box.

Click “Browse” to find your documents.

Remember: You must always upload the ORIGINAL format file as well as a .pdf version of that same document.

Upload the original format document, then move down to the CDRL Attachment 2 row, and upload the .pdf version.

If you have no more to upload at the moment, you can click “Submit.”

You should see a dialog box appear telling you the item was successfully submitted.

It’s a good idea to capture the CDRL Entry Number which appears in this note…It can be used to verify that the CDRL was submitted to the right projects by using the number as a Search query.

The CDRL will enter into a review cycle that may take several weeks to complete; you will receive an automated notification when the review process is complete. If the CDRL was Approved with Comments or Rejected, the notification will include a link to obatain the CDRL Evaluation Report, which will include all of the review comments.

Click “Browse” to find your documents.

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