REVN/PUBL DT 10/09/2024 v4.202408
TABLE OF CONTENTS
- Overview
- Cross Modules Assignments Rules - Contract Management Module
- Drop-Down List Boxes by Tabs and the corresponding Profiles - Contract Management Module
- Field Modification - Contract Management Module
- Permissions - Contract Management Module
- Profiles - Contract Management Module
- Reminders - Contract Management Module
- Rules for Ignoring Special Accesses and Caveats for Assignments - Contract Management Module
- Rules when Personnel record being set to Inactive
- System Parameters - Contract Management Module
Overview
Users must be a System Admin (SA) to be able to access the System Administration landing page to make needed configuration changes to the module.
The following do not apply for the Contract Management module:
- Sequences
Cross Modules Assignments Rules - Contract Management Module
 | System Administrator Mode landing page > System Setup menu > System Profile submenu > SYSTEM PROFILES screen > Global tab > Rules for Cross Modules Assignments profile |
Assets (Property Management module): Ignore Contract Accesses when Assigning Assets Ignore Contract Classification when Assigning Assets Documents (Document Control module): Ignore Contract Accesses when Assigning Documents Ignore Contract Classification when Assigning Documents Document Destruction (Document Control and Document Destruction modules): Retain Contract Information when Destroying Document Document Transmittal (Document Control and Document Transmittal modules): Retain Contract Information when Transmitting Document External Personnel (External Personnel Management module): Allow External Personnel to be assigned to Contracts
Internal Receipt (Internal Receipt module): Retain Contract Information after Receival of Internal Receipt Secured Area (Secured Area Management module): Ignore Secured Area Accesses when Assigning Contracts Ignore Secured Area Classification when Assigning Contracts Visits (CONUS Outgoing Visit module): Only Personnel assigned to the Contract can be Assigned to the Visit NOTE: This profile also applies to the CONUS Visit Authorization Request in Portal Commander Standard. |
Drop-Down List Boxes by Tabs and the corresponding Profiles - Contract Management Module
| Unless otherwise stated, the profiles for this module are located: System Administrator Mode landing page > System Setup menu > System Profile submenu > SYSTEM PROFILES screen > Contracts tab |
Assignments Tab
There are no modifiable drop-downs on this tab.
Associated Docs Tab
| Default Drop-Down Field Name | Corresponding System Profile |
| Document Type | Associated Document Type - Contracts |
Contracts Information Tab
| Default Drop-Down Field Name | Corresponding System Profile |
| Contract Type | Type |
| Market Type | Market Type |
| Status | Status |
| Closing Action | Closing Action |
| Facility Security Clearance (FCL) | Clearance Classifications (Global profiles tab) |
| Safeguarding for Classified Information/Material | Facility Safeguard (Facility Management profiles tab > Facility tab) |
| Poly Type Required | Polygraph - Type (Personnel Security profiles tab > Personnel Management tab) |
| PROGRAM MANAGER/EXECUTIVE screen | |
| Role | Program Manager/Executive - Role Type |
Security Classification Tab
| Default Drop-Down Field Name | Corresponding System Profile |
| Type of Government Credentials Issued | Government Credentials Issued |
| Training Requirements | Security Training Requirements |
Subcontracts/DD254/Supporting Locations Tab
| Default Drop-Down Field Name | Corresponding System Profile |
| CONTRACTS - DD254 screen | |
| Level of Facility Security Clearance (FCL) Required | Clearance Classifications (Global profiles tab) |
| Training Requirements | Security Training Requirements |
| CONTRACTS - SUBCONTRACTS screen, Contract Information tab | |
| Contract Type | Type |
| Market Type | Market Type |
| Status | Status |
| Closing Action | Closing Actions |
| Facility Security Clearance (FCL) | Clearance Classifications (Global profiles tab) |
| Safeguarding for Classified Information/Material | Facility Safeguard (Facility Management profiles tab > Facility tab) |
| Poly Type Required | Polygraph - Type (Personnel Security profiles tab > Personnel Management tab) |
| CONTRACTS - SUBCONTRACTS screen, Security Classification tab | |
| Type of Government Credentials Issued | Government Credentials Issued |
| Training Requirements | Security Training Requirements |
| CONTRACTS - SUPPORTING LOCATION screen | |
| Status | Supporting Location - Status |
| Closing Action | Closing Actions |
Field Modification - Contract Management Module
| System Administrator Mode landing page > System Setup menu > Field Labels submenu > SETUP SCREEN > Contracts Management icon > SETUP SCREEN DETAIL screen: > CONTRACT MANAGEMENT section > SECURITY CLASSIFICATION section > SUPPORTING LOCATION | DD254 | SUBCONTRACTS section |
The Field Labels module allows you to:
- Hide a field
- Hide a field except for users with Update permission
- Configure User Defined Fields (UDFs)
- Designate a field as required
- Rename a field
- Change field formatting – Capitalize the entire field name, or capitalize the first character of each word
Permissions - Contract Management Module
| System Administrator Mode landing page > System Setup menu > User Setup menu > User Profile submenu > USER PROFILE MANAGEMENT screen > Permissions tab > Facility Level Permissions and Global Permissions tabs > CONTRACT MANAGEMENT section |
Profiles - Contract Management Module
| System Administrator Mode landing page > System Setup menu > System Profile submenu > SYSTEM PROFILES screen: > Contracts tab > Facility Management tab > Facility tab > Global tab > Personnel Security tab > Personnel Management tab |
System Administrator Mode landing page > System Setup menu > System Profile submenu > Contracts tab
|
System Administrator Mode landing page > System Setup menu > System Profiles submenu > Facility Management tab > Facility tab
|
System Administrator Mode landing page > System Setup menu > System Profiles submenu > Global tab
|
System Administrator Mode landing page > System Setup menu > System Profiles submenu > Personnel Security tab > Personnel Management tab:
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Reminders - Contract Management Module
| System Administrator Mode landing page > System Setup menu > Notification Setup menu > Reminder Events submenu > REMINDER SETTINGS screen > CONTRACT MANAGEMENT section |
| Reminder | Submodule | Tab/Section | Field Name |
| Contract End Date | N/A | Contracts Information | PoP End Date |
| Contract Retention Date | N/A | Contracts Information | Retention Date |
| Subcontract End Date | Subcontracts | PoP End Date | |
| Supporting Location End Date | Supporting Location | End Date | |
| DD254 Due Date | DD254 | Due Date | |
| DD254 Next Review Date | DD254 | Next Review Date |
Rules for Ignoring Special Accesses and Caveats for Assignments - Contract Management Module
| System Administrator Mode landing page > System Setup menu > System Profile submenu > SYSTEM PROFILES screen > Global tab > Rule for Ignoring Special Access/Caveats during Assignments: Document - Contracts, Personnel - Contracts and Properties - Contracts |
| Rules that apply to the Contract Management module |
| Rule for Ignoring Special Access/Caveats during Assignments: Document - Contracts Rule for Ignoring Special Access/Caveats during Assignments: Personnel - Contracts Rule for Ignoring Special Access/Caveats during Assignments: Properties - Contracts |
Rules when Personnel record being set to Inactive
 | System Administrator Mode landing page > System Setup menu > System Profile submenu > Personnel Security tab > Personnel Management tab: > Personnel System Parameters > Feature Configuration - Rules when Personnel record being set to Inactive system parameter > Value = Y > Rules when Personnel record being set to Inactive profile |
NOTE: The Rules when Personnel record being set to Inactive profile displays only when the Feature Configuration - Rules when Personnel record being set to Inactive system parameter Value is set to Y.
These rules allow for configuration of system behavior when an employee record is set to Inactive status in the Personnel Management module. The below rules in the profile apply to the Contract Management module.
|
System Parameters - Contract Management Module
| System Administrator Mode landing page > System Setup menu > System Profile submenu > SYSTEM PROFILES screen > Contracts tab > Contracts System Parameters |
| Description | Value | Comments |
| Allow Cloning of Records based on User having View Permission for the record | Y/N | When Value = Y, the Clone button is enabled on the CONTRACT LISTING screen. All fields carry over, except Facility Code is left blank. At a minimum, View privilege to the module is required. |
Auto Close Contracts based on PoP End Date | Y/N | When Value = Y, the Contract Status will be set to Closed when the PoP End Date equals the current date. |
| Check Controlled Unclassified Information (CUI) from section 10 when assigning | Y/N | When Value = N, personnel who do not have CUI Special Access may be assigned to the contract even if CUI is checked in section 10. |
| Check for Official Use Only (FOUO) from Section 10 when assigning | Y/N | Applies when the DD254 1999 template is selected in the field on the Contract Information tab and this check box is checked in Section 10. When Value = Y, personnel can only be assigned if FOUO is assigned as a Special Access in their Personnel Management module record. |
| Check Limited Distribution (LIMDIS) form Section 10 when assigning | Y/N | Applies when the DD254 1999 template is selected in the field on the Contract Information tab and this check box is checked in Section 10. When Value = Y, personnel can only be assigned if LIMDIS is assigned as a Special Access in their Personnel Management module record. |
| Copy Section 10 onwards from Contract Record into DD254 | Y/N | When Value = Y, when adding a new record in the DD254 section (Subcontracts/DD254/Supporting Locations tab), all data from Section 10 onwards as filled out on the Security Classification tab, is copied over to the new DD254 record with the ability to update the fields. When Value = N, when adding a new record in the DD254 section, the fields in Section 10 onwards are blank in the new DD254 record. |
| Default the Start Date and End Date for Supporting Location based on Contract record | Y/N | When Value = Y, the Start Date and End Date fields prepopulate with the dates in the PoP Start Date and PoP End Date fields from the Contracts Information tab, respectively. |
| Hide Internal Contract Number across all Listing Screens | Y/N | When Value = Y, the Internal Contract Number column will not display on Listing screens. For example:
|
| Hide Task Order Number across all Listing Screens | Y/N | When Value = Y, the Task Order Number column will not display on Listing screens. For example:
|
| Set Contract to Closing before the PoP End Date | # (e.g., 7) | The number entered as the Value is used to calculate how many days before the PoP End Date the contract Status will be set to Closing. For example, if the Value = 1 and the PoP End Date is 11/27/2025, the Contract Status will be set to Closing on 11/26/2025. |
| Track and Use Section 11 to Determine Accesses | Y/N | When Value = Y, the following values from Section 11 will be used as Special Accesses and will be considered during assignments: Be Authorized to use the Services of Defense Technical Information Center (DTIC) or Other Secondary Distribution Center Profile Description = DTIC, Profile Value = DTIC Require a COMSEC Account Profile Description = COMSEC Acct, Profile Value = CMSCA Have a TEMPEST Requirement Profile Description = TEMPEST, Profile Value = TMPST Have Operations Security (OPSEC) Requirements Profile Description = OPSEC, Profile Value = OPSEC Be Authorized to Use Defense Courier Service Profile Description = DCS, Profile Value = DCS |
User Defined Fields (UDFs) - Contract Management Module
 | System Administrator Mode landing page > System Setup menu > Field Labels submenu > SETUP SCREEN > Contracts Management icon |
| UDFs Available | SETUP SCREEN location |
Contract Information tab: 20 Text Entry fields 10 Date fields | Contract Information > User Defined Fields |