REVN/PUBL DT 04/16/2025 v4.202501
Scroll down to for the complete Job Aid PDF. The Job Aid includes the steps for adding and updating a contract record, including all of fields and sections.
TABLE OF CONTENTS
Before You Begin (taken from Job Aid)
Required Records/Fields
Before adding a new contract record, the following applicable records need to exist:
- Facility records – customer and host facilities that are associated with this contract as the host facility, customer facility, actual performance facility or supporting location facility, must exist in the Facility Management module so they can be assigned. The status of the facility record in the Facility Management module must be Active.
Assignments (optional)
Before being able to complete assignments, the following applicable records need to exist:
- Employee records – to assign an employee to the contract, their record must exist in the Personnel Management module and the Status = Active.
- External Personnel records - to assign a person outside of your company to the contract, their record must exist in the External Personnel Management module and the Status = Active.
- Document records - to assign a document to the contract/subcontract, the record must exist in the Document Control module and the Status = Active.
- Property records - to assign a property item to the contract/subcontract, the record must exist in the Property Management module and the Status = Active.
- Secured Area records - to assign a secured area to the contract/subcontract, the record must exist in the Secured Area Management module and the Status = Active.
System Administration – Module Configuration
The Contract Management module has many configuration options. The following apply to this module:
- Cross Module Assignment Rules
- Drop-Down List Boxes
- Field Modification
- Permissions
- Profiles
- Reminders
- Rules for Ignoring Special Access and Caveats for Assignment
- System Parameters
- User Defined Fields (UDFs)
The Contract Management module does not include:
- Sequences
For the details, refer to the Module Configuration Customer Service Portal (CSP) Knowledge Base Article (KBA).
Important Configuration Settings
Configuration settings key to the behavior of this module are listed below. System Administrators may change the values of the settings.
System Parameters:
- Auto Close Contracts based on PoP End Date
- Check Controlled Unclassified Information (CUI) from section 10 when assigning
- Check for Official Use Only (FOUO) from Section 10 when assigning
- Check Limited Distribution (LIMDIS) form Section 10 when assigning
- Copy Section 10 onwards from Contract Record into DD254
- Default the Start Date and End Date for Supporting Location based on Contract record
- Hide Internal Contract Number across all Listing Screens
- Hide Task Order Number across all Listing Screens
- Set Contract to Closing before the PoP End Date
- Track and Use Section 11 to Determine Accesses
Rules for Ignoring Special Accesses and Caveats for Assignments:
- 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
Cross Modules Assignments Rules:
- Ignore Contract Accesses when Assigning Assets
- Ignore Contract Classification when Assigning Assets
- Ignore Contract Accesses when Assigning Documents
- Ignore Contract Classification when Assigning Documents
- Allow External Personnel to be assigned to Contracts
- Ignore Secured Area Accesses when Assigning Contracts
- Ignore Secured Area Classification when Assigning Contracts
Update mode - don't lose your record level field updates!
When making updates to a record (i.e., you accessed the record in Update mode by clicking on the Update button on the module's LISTING screen) you need to be careful to click the module's Update button after making changes to any record level fields (e.g., text, drop-down, date fields). If you make record level changes and then go into an Assignment, or submodule section, you'll lost the record level changes you made!
For example, in the Contract Management module, record level fields include:
Contract Information tab:
• Prime Contract Number text field
• Closing Action drop-down
• Closeout Date
• Ignore Personnel Clearance when Assigning (Yes/No)
Examples of submodule sections in the Contract Management module:
Subcontracts/DD254/Supporting Locations tab:
• SUBCONTRACT section - + Add New, View or Update of an existing record
• SUPPORTING LOCATION / ACTUAL PERFORMANCE FACILITIES section - + Add New, View or Update of an existing record
Assignments tab:
• PERSONNEL section - Assignment or Unassignment of a record
• DOCUMENTS section - Assignment or Unassignment of a record
When you Add or Update or Delete a submodule level record, you do not need to click the Update button to the parent or module level record. Instead, you can click Cancel & Return and not lose the changes to the submodule level record.
When you Assign or Unassign or Update info in the Assignment record from the Assignments tab, you do not need to click the Update button to the parent or module level record. Instead, you can click Cancel & Return and not lose the changes to the submodule level record.
Disabled Fields when updating a contract record
When you’re updating a contract record, certain fields may be disabled (can’t be updated) because the contract has been assigned to another AC record. For example, is the contract is assigned to a Visit Request record, you wouldn’t be able to update the Safeguarding field.
Job Aid Table of Contents
Before you begin
Required Records/Fields
Assignments (optional)
System Administration – Module Configuration
Important Configuration Settings
Update mode - don't lose your record level field updates!
Disabled Fields when updating a contract record
CONTRACTS MANAGEMENT ADD NEW screen
Contract Information tab
SECURITY GUIDANCE INFORMATION section
CUSTOMER INFORMATION section
USER DEFINED FIELDS section
Security Classification tab
9. GENERAL UNCLASSIFIED DESCRIPTION OF THIS PROCUREMENT section
10. CONTRACTOR WILL REQUIRE ACCESS TO section
11. IN PERFORMING THIS CONTRACT, THE CONTRACTOR WILL section
12. PUBLIC RELEASE section
13. SECURITY GUIDANCE section
14. ADDITIONAL SECURITY REQUIREMENTS section
15. INSPECTIONS section
16. GOVERNMENT CONTRACTING ACTIVITY(GCA) AND POINT OF CONTACT(POC) section
17. CERTIFICATION AND SIGNATURES section
18. REQUIRED DISTRIBUTION BY THE CERTIFYING OFFICIAL section
ADDITIONAL INFORMATION section
Add the new contract record
CONTRACTS MODULE UPDATE Screen
Contract Information tab
PROGRAM MANAGER/EXECUTIVE section
Actual Performance Facility Code field
Subcontracts/DD254/Supporting Locations tab
PRIME/PARENT CONTRACT section – Subcontracts/DD254/Supporting Locations tab
SUBCONTRACT section – Subcontracts/DD254/Supporting Locations tab
SECURITY GUIDANCE INFORMATION section
CUSTOMER INFORMATION section
Security Classification tab
DD254 section – Subcontracts/DD254/Supporting Locations tab
SUPPORTING LOCATION/ACTUAL PERFORMANCE FACILITIES section – Subcontracts/DD254/Supporting Locations tab
NOTEPAD section
Assignments tab
CLEARANCES NOMINATED section (Assignments tab)
VISITS ASSOCIATED section (Assignments tab)
PERSONNEL section (Assignments tab)
EXTERNAL PERSONNEL section (Assignments tab)
DOCUMENTS section (Assignments tab)
PROPERTIES section (Assignments tab)
SECURED AREA section (Assignments tab)
Associated Documents tab
Save the changes