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            Contract Management - DD254s

            PROPRIETARY

            REVN DT 11/11/2024  v4.202408


            TABLE OF CONTENTS

            Overview

            DD254 records may be entered on the Subcontracts/DD254/Supporting Locations tab. The purpose of adding a record is to be able to generate the Form DD254 using the Report button.


            Permissions

            System Admins (SAs) automatically have all permissions in all modules.


            In order for Privileged User's (PUs) to access the DD254 submodule within the Contract Management module, they must be given the following permissions at a minimum:


            Facility Level Permissions tab > CONTRACT MANAGEMENT section > checkboxes (as applicable):  Add, Update, View,  Delete, Reports.

            Global Permissions tab > CONTRACT MANAGEMENT section > DD 254 checkboxes (as applicable):  Add, Update, View, Delete, Reminder.


            Subcontracts/DD254/Supporting Locations tab - Update Mode

            The Subcontracts/DD254/Supporting Locations tab does not display when adding a new contract record. Therefore, you must be in Update mode to Add, Update, View, Delete, Duplicate and Print (i.e., generate a pdf) DD254s.


            System Parameters


            System Administrator Mode landing page > System Setup menu > System Profile submenu > SYSTEM PROFILES screen > Contracts tab > Contracts System Parameters


            The settings of the below Contract Management module parameters will impact the DD254 record functionality.



            ParameterDescription
            Allow Cloning of Records based on User having View Permission for the recordWhen 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            		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 assigningWhen 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 assigningApplies 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 assigningApplies 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

            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 recordWhen 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 ScreensWhen Value = Y, the Internal Contract Number column will not display on Listing screens. For example:
            • Contract Management module > CONTRACTS MODULE LISTING screen
            • Personnel Management module > Assignments tab > CONTRACTS section
            Hide Task Order Number across all Listing Screens

            		When Value = Y, the Task Order Number column will not display on Listing screens. For example:
            • Contract Management module > CONTRACTS MODULE LISTING screen
            • Personnel Management module > Assignments tab > CONTRACTS section
            Set Contract to Closing before the PoP End Date

            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

            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



            DD254 Report

            After a DD254 record is added, a pdf file may be generated using the Report button.



            How To's

            Add a DD254 Record

            Marker with solid fill

            CONTRACTS MODULE UPDATE screen > Subcontracts/DD254/Supporting Locations tab > DD254 section > + Add New button 

            1. Access the CONTRACTS MODULE LISTING screen (Contract Management menu > CONTRACTS MODULE SEARCH screen > Find button).
            2. Click the Update button in the column next to the contract to which you are adding a DD254 record. The CONTRACTS MODULE UPDATE screen, Contract Information tab displays.
            3. Click the Subcontracts/DD254/Supporting Locations tab. The sections display. 
            4. Expand the DD254 section. The + Add New button displays. Existing DD254 records, if any, display in the table, as well as the View, Update and Delete buttons.
            5. Click + Add New. The CONTRACTS - DD254 screen displays.
            6. Complete the required fields (indicated with a red asterisk to the right of the field name), and additional fields as applicable. 
            7. Click the Add button. A confirmation window displays.
            8. Click OK. The newly added Supporting Location record displays in the DD254 section.
            9. Add additional supporting location records, as applicable.
            10. To return to the CONTRACTS MODULE LISTING screen, click the Update button. A confirmation window displays.
            11. Click OK. The CONTRACTS MODULE LISTING screen displays.  The updated contract record displays highlighted (in black).

             

            Update a DD254 Record

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            CONTRACTS MODULE UPDATE screen > Subcontracts/DD254/Supporting Locations tab > DD254 section > Update button 

            1. Access the CONTRACTS MODULE LISTING screen (Contract Management menu > CONTRACTS MODULE SEARCH screen > Find button).
            2. Click the Update button for the contract to which you are adding a DD254 record. The CONTRACTS MODULE UPDATE screen, Contract Information tab displays.
            3. Click the Subcontracts/DD254/Supporting Locations tab. The sections display. 
            4. Expand the DD254 section. The + Add New button displays. Existing DD254 records, if any, display in the table, as well as the View, Update and Delete buttons.
            5. Click the Update button for the supporting location record you’re modifying. The CONTRACTS - DD254 screen displays.
            6. Modify the fields as needed.
            7. Click the Update button. A confirmation window displays.
            8. Click OK. The SUPPORTING LOCATION / ACTUAL PERFORMANCE FACILITIES tab displays.
            9. To return to the CONTRACTS MODULE LISTING screen, click the Update button. A confirmation window displays.
            10. Click OK. The CONTRACTS MODULE LISTING screen displays. The updated contract record displays highlighted (in black).

             

            Delete a DD254 Record

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            CONTRACTS MODULE UPDATE screen > Subcontracts/DD254/Supporting Locations tab > DD254 section > Delete button 

            1. Access the CONTRACTS MODULE LISTING screen (Contract Management menu > CONTRACTS MODULE SEARCH screen > Find button).
            2. Click the Update button for the contract from which you are deleting a DD254 record. The CONTRACTS MODULE UPDATE screen, Contract Information tab displays.
            3. Click the Subcontracts/DD254/Supporting Locations tab. The sections display. 
            4. Expand the DD254 section. The + Add New button displays. Existing DD254 records, if any, display in the table, as well as the View, Update and Delete buttons.
            5. Click the Delete button for the Supporting Location you're deleting. A confirmation window displays.
            6. Click the Yes! button. The SUPPORTING LOCATION / ACTUAL PERFORMANCE FACILITIES section displays. The deleted Supporting Location no longer displays in the section.
            7. To return to the CONTRACTS MODULE LISTING screen, click the Update button. A confirmation window displays.
            8. Click OK. The CONTRACTS MODULE LISTING screen displays. The updated contract record displays highlighted (in black).

             

            View a DD254 Record

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            CONTRACTS MODULE UPDATE screen > Subcontracts/DD254/Supporting Locations tab > DD254 section > View button 

            1. Access the CONTRACTS MODULE LISTING screen (Contract Management menu > CONTRACTS MODULE SEARCH screen > Find button).
            2. Click the View button of the contract for which you are viewing a DD254 record. The CONTRACTS MODULE VIEW screen, Contract Information tab displays.
            3. Click the Subcontracts/DD254/Supporting Locations tab. The sections display.  
            4. Expand the DD254 section. The + Add New button displays. Existing DD254 records, if any, display in the table. The View, Update and Delete buttons display. but they will be greyed out (inactive) since you are in View mode. 
            5. Click the View button for the supporting location you wish to view. The CONTRACTS - DD254 screen displays. All fields will be Read Only.
            6. View the fields as needed.
            7. Click Cancel & Return. The Subcontracts/DD254/Supporting Locations tab displays.
            8. To return to the CONTRACTS MODULE LISTING screen, click the Cancel & Return button. The CONTRACTS MODULE LISTING screen displays. The viewed contract record displays highlighted (in black).


            Duplicate a DD254 Record

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            CONTRACTS MODULE UPDATE screen > Subcontracts/DD254/Supporting Locations tab > DD254 section > Duplicate button 

            1. Access the CONTRACTS MODULE LISTING screen (Contract Management menu > CONTRACTS MODULE SEARCH screen > Find button).
            2. Click the Update button for the contract to which you are adding a DD254 record. The CONTRACTS MODULE UPDATE screen, Contract Information tab displays.
            3. Click the Subcontracts/DD254/Supporting Locations tab. The sections display. 
            4. Expand the DD254 section. The + Add New button displays. Existing DD254 records, if any, display in the table, as well as the View, Update and Delete buttons.
            5. Click the Update button for the supporting location record you’re modifying. The CONTRACTS - DD254 screen displays.
            6. Modify the fields as needed.
            7. Click the Update button. A confirmation window displays.
            8. Click OK. The SUPPORTING LOCATION / ACTUAL PERFORMANCE FACILITIES tab displays.
            9. To return to the CONTRACTS MODULE LISTING screen, click the Update button. A confirmation window displays.
            10. Click OK. The CONTRACTS MODULE LISTING screen displays. The updated contract record displays highlighted (in black).

            Generate the DD254 Form (Report button)

            Marker with solid fill

            CONTRACTS MODULE UPDATE screen > Subcontracts/DD254/Supporting Locations tab > DD254 section > Report button 


            1. Access the CONTRACTS MODULE LISTING screen (Contract Management menu > CONTRACTS MODULE SEARCH screen > Find button).
            2. Click the Update button for the contract to which you are adding a DD254 record. The CONTRACTS MODULE UPDATE screen, Contract Information tab displays.
            3. Click the Subcontracts/DD254/Supporting Locations tab. The sections display. 
            4. Expand the DD254 section. The + Add New button displays. Existing DD254 records, if any, display in the table, as well as the View, Update and Delete buttons.
            5. Click the Update button for the supporting location record you’re modifying. The CONTRACTS - DD254 screen displays.
            6. Modify the fields as needed.
            7. Click the Update button. A confirmation window displays.
            8. Click OK. The SUPPORTING LOCATION / ACTUAL PERFORMANCE FACILITIES tab displays.
            9. To return to the CONTRACTS MODULE LISTING screen, click the Update button. A confirmation window displays.
            10. Click OK. The CONTRACTS MODULE LISTING screen displays. The updated contract record displays highlighted (in black).
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