Attachment_2_-_COPS_FY17_User_Manual.docx

COPS User Manual

City Pair Offer Preparation System (COPS) User Manual

Controlled Unclassified Information

Rights in data contained herein not reserved to the Government under the terms and provisions of Task Order No. GSQ0014AJ0023 are retained by Alliant Solutions Partner (ASP) or its suppliers in accordance with FAR clause 52.227-14 Rights in Data – General, Task Order clause H.27 Intellectual Property Rights, or as disclosed in applicable Commercial Supplier Agreements pursuant to Task Order Clause H.26. Pursuant to FAR Clause 52.227-15, ASP hereby represents that None of the data provided herein for fulfilling the data delivery requirements qualifies as limited rights data or restricted computer software; This submission includes data that qualify as limited rights data or restricted computer software. The data subject to this restriction are contained in sheets or media marked with the following legend: Limited Rights Data or Restricted Computer Software SB-R-TA4-UM-005 ii November 18, 2015 Controlled Unclassified Information Table of Contents

CIO Application Maintenance, Enhancements, and Operations (CAMEO)

Introduction This User Manual provides information necessary for users to effectively use the 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.

Scope This User Manual provides instructions for accessing and using the COPS application via the new JAVA platform.

NOTE: The purpose of this document is to demonstrate the new screens and process flow on the modern platform. No enhancements have been made at this time; all functionality remains the same.

System Summary COPS is a web-based (FAS/GSA internal) application that enables the contracting and program office to solicit offers of one-to-many Airline City Pairs. COPS provides the airline carriers a secure web site to prepare and submit offer(s) electronically on the established requirements.

System Configuration COPS is a secure JAVA application used by GSA Contracting Officer (CO) and Vendors.

Getting Started 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: http://www.microsoft.com/windows/ie/download/default.asp

COPS is a secure JAVA application accessible only within the GSA Firewall. To access COPS, please follow the instructions below (see Figure 31 below):

Figure 31 – 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:

· User IDs must have:

· 8-20 characters

· Only alphabetical characters

· Password is case sensitive and must include:

· 1 uppercase letter

· 1 lowercase letter

· 1 numerical value

· 1 special character (@, !, #, or $)

· 12-20 characters

· If you need a new login or have forgotten your existing login, please contact Jerry Ellis at 703-605-2928

· If you experience difficulties at any time please contact Kwanita Brown at 703-605-2987 or Jerry Ellis at 703-605-2928 (as indicated on the Login Page).

Welcome Screen

Upon successful login, the Welcome Page, as illustrated in Figure 33, is displayed.

Figure 32 – Welcome Screen

Offer Preparation System This page is also called the Offer Preparation System Screen, as illustrated in Figure 333, where the drop-down menus are displayed:

Figure 33 – Offer Preparation System Screen

Airline Carriers can use this option to download Group1/Group2 file formats. These file formats are the RFQ list that the Carrier uses to build the offer.

Airline Carrier can view any errors logged during the processing of the uploaded offers for Group1/Group2

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 item bids for Group 1/Group2

· Add/Modify

· Delete

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

· Group 1

· Group 2

· Download - Airline Carriers can use this option to download Group1/Group2 file formats.

· Group 1

· Group 2

· File Format - These file formats are the RFQ list that the Carrier uses to build the offer.

· Group 1

· Group 2

· Error Logs - Airline Carrier can view any errors logged during the processing of the uploaded offers for Group1/Group2.

· Group 1

· Group 2

· Logout My Account Vendors have the ability to change their password and email address via the Account Management page (see Figure 34).

Figure 34 – My Account Options

Offers Add/Modify Offers When the user selects the ‘Add/Modify’ offers option, the search screen is displayed. The following search criteria can be used, in any combination, for more detailed searches:

· Item No: First choose an operator from the drop down list. Then enter a value, to 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 group 1 or 2 individually or both 1 and 2 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 bids or not.

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

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

Offers can be added/modified as illustrated in Figure 35.

Figure 35 – Add/Modify Offers

1.1.1.1.1.1 Search Offers

When the user selects the ‘Add/Modify’ offers option, the search screen is displayed (see Figure 36 below)

Figure 36 – Search Offers 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 following page is displayed, as illustrated in Figure 37.

1.1.1.1.1.2 Search Results

Figure 37 – Search Results

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

Item No: Each of the numbers underlined, and in blue, is a hyperlink. Please click on the blue item number to see the required information for the itemized entry (see Figure 3-8).

1.1.1.1.1.3 Group 1 – Offer Details (figure 3-8)

*Please scroll down to see all fields on this page.

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.

1.1.1.1.1.4 Group 2 – Offer Details

Figure 39 – Group 2 - Offer Details

*Please scroll down to see all fields on this page.

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.

Delete Offers

Offers can be deleted from the Delete Offer screen (figure 3-10 below). Click on ‘Offers’ and then ‘Delete.’

Figure 310 – Delete Offer

Multiple items can be deleted by selecting the checkbox, on the left, and clicking “Delete.”

Downloading Offers The “Download” button can be used to download Group 1 or Group 2 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. Do NOT change the file name. Click on the “Save” button and continue to the next page.

Figure 311 – Downloading Offers

Uploading Offers

This option is used to upload offers to the system. Only files with the .csv format can be uploaded.

Figure 312 – Uploading Offers

First, select Group 1 or Group 2 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 i.e. some fields may not have been filled in properly.

Upload Results After the Upload is complete, multiple emails will be sent indicating whether the upload was successful or not:

· Notification that an upload took place

· Confirmation of correctly updated items

· Notification of any errors requiring correction

· Notification of any mandatory fields that were left blank or filled out incorrectly 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 File Format Group 1 Files are downloaded in the .csv format and then must be uploaded in the same .csv format.

Figure 313 – Group 1 – File Format *Please scroll down to see all fields on this page.

Meet_min – Does your submission meet our minimum requirements for this City Pair? Fill in a “Y” for Yes or “N” for No. The offer will be rejected if the vendor enters an “N.”

Group 2 Files are downloaded in the .csv format and then must be uploaded in the same .csv format.

Figure 314 – Group 2 – File Format

Meet_min – Does your submission meet our minimum requirements for this City Pair? Fill in a “Y” for Yes or “N” for No. The offer will not be accepted if this filed is left blank. The offer will be rejected if the vendor enters an “N.”

Error Logs

If you receive an email stating you have errors, login to the system and navigate to the Error Log menu, select the group number, and then the list of offers, with errors, will be displayed.

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

Figure 315 – Error Log

Figure 316 – Error Log Detail

To correct the errors, click on “Here” link at the bottom of the page. On the next screen, click on “Save” to see the Itemized Bidding screen with the error message(s) displayed at the top.

Figure 317 – 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.

Figure 318 – Successful Offer Update 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 why the offer may have been rejected:

· If the meet_min entry is “N”

· If any fare entry has decimals (ie – 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 dollar value listed for the _ca fare

· 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 (except for commuter markets)

· If there is no yca_fare and just a _CA_fare (except for commuter markets)

· 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 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 Logout Please remember to exit the application.

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

Help If you experience difficulties at any time please contact Kwanita Brown at 703-605-2987 or Jerry Ellis at 703-605-2928 (as indicated on the Login Page).

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

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