Attachment_2_-_COPS_FY18_User_Manual_(FINAL).docx

CIO Application Maintenance, Enhancements, and Operations (CAMEO) COPS User Manual CIO Application Maintenance, Enhancements, and Operations Small Business (CAMEO SB) City Pair Offer Preparation System (COPS) User Manual

Document No. SB-R-TA4-UM-005 In response to:

Contract No: GS-06F-0662Z Prepared for:

ATTN: Julie Lee, COR 1800 F Street NW, Washington, D.C. 20405 In support of:

Federal Acquisition Service (FAS) Office of the Chief Information Officer (OCIO) Prepared by:

Alliant Solutions Partner (ASP) 13655 Dulles Technology Drive, Suite 110 Herndon, VA 20171 February 13, 2017 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 iv February 13, 2017

Approvals

Jan Gaudaen, Date CAMEO SB Program Manager (PM)

Enhancements, and Operations (CAMEO SB)

Julie Lee Date Contracting Officer’s Representative (COR) Program Manager

Enhancements, and Operations (CAMEO SB)

Document History

Table of Contents

List of Figures

COPS User Manual

COPS User Manual

Introduction This User Manual provides information necessary for users to effectively use 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 11 below gives an overview of the system.

Figure 11 – System Overview

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 City Pair Program (CPP) Team to solicit offers from one-to-many Airline City Pairs. COPS provides the airline carriers a secure web site to prepare and submit offers electronically on the established requirements.

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

User Access Levels

Table 21 – Roles and Responsibilities

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 access COPS you will need a user Identification (ID) and password.

· When creating user IDs and passwords, note the following rules:

· User IDs must have:

· 8-20 characters

· Only alphabetical characters

· Passwords are case sensitive and must include:

· 1 uppercase letter

· 1 lowercase letter

· 1 numerical value

· 1 special character (e.g. @, !, #, or $)

· 12-20 characters

· If you need a new user ID and/or password or have forgotten your existing user ID or password, 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, also called the Offer Preparation System Screen, as illustrated in Figure 32, is displayed.

Figure 32 – Welcome Screen 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 items 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 RFP 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 passwords and email addresses via the ‘Account Management’ page (see Figure 33).

Figure 33 – My Account A confirmation message will be displayed upon clicking ‘Submit’ button (see Figure 34).

Figure 34 – Password Updated Message Offers Add/Modify Offers

Figure 35 – Accessing Menu Option to Add/Modify Offers

When the user selects the ‘Add/Modify’ offers option (see Figure 35 above), the search screen is displayed (see Figure 36 below). 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 Group 2, individually or both 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 offer 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.

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.

Figure 37 – Search Results

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

Item Number: Each of the item numbers is a hyperlink. Please click on the blue item number to see the required information for the itemized entry (see Figure 38).

Figure 38 – 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.

Delete Offers

Figure 39 – Accessing Delete Menu Option When the user selects the ‘Delete’ offers option (see Figure 39 above), the user is taken to the Delete Offer screen (Figure 310 below). To delete offers, click the ‘Select’ check box and click ‘Delete.’ Multiple items can be deleted by selecting several checkboxes, on the left, and clicking “Delete.”

Figure 310 – Delete Offer

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 will be 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 311). 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 (see Figure 312). Only files with the Comma Separated Values (.csv) format can be uploaded.

Figure 312 – Upload 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 you if 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 (discussed below in Section 3.2.6) 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 Files are downloaded in the .csv format and then must be uploaded in the same .csv format.

· Figure 313 illustrates the Group 1 file format

· Figure 314 depicts the Group 2 file format

Figure 313 – Group 1 File Format

Figure 314 – Group 2 File Format

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 315).

Figure 315 – Error Log Then, click on the ( + ) or ( - ) sign, on the left, to display or hide errors (see Figure 316).

Figure 316 – Error Log Details

· To correct the errors, click the ‘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 317).

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 (see Figure 318).

Figure 318 – 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 why 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[footnoteRef:2], bns_mkt_fare) [2: bns_fare and bns_mkt_fare also known as “_CB fare”]

· If your market_fare entry is blank or equal to zero

· If you have proposed no YCA_fare and only a _CA fare is proposed in a domestic market (except for commuter markets)

· 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 when you are finished.

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).

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