DEPARTMENT OF DEFENSE CONTRACTING OFFICERS REPRESENTATIVE TRACKING TOOL (CORT … · 2017-02-28 ·...

DEPARTMENT OF DEFENSE CONTRACTING OFFICERS

REPRESENTATIVE TRACKING TOOL (CORT Tool)

Functional Training

October 2015

WAWF eBusiness Suite

Registration/Adding a Role

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Registration/Adding a Role

• Each user must have a WAWF account via registration or migration

• Access to the CORT is granted, when a user adds a CORT Tool Role to the WAWF registration

• When registering or adding roles, – ALWAYS input your home location DoDAAC. – Register with CAC

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Registration/Adding Role

Add Home DoDAAC. Add Review letter for Auditor Role.

CORT Tool

Roles

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CORT Tool Roles • Contracting Officer Representative (COR) • COR Supervisor/Commander • Contracting Officer (CO) • Contract Specialist (CS) • Administrative Contracting Officer (ACO) • Quality Assurance Point of Contact (PCO) • Auditor (Aud) • Manager (MNGR) • Department Administrator (DA)

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Contracting Officer Representative

• Create or update a profile • Self nominate as a COR on a contract • View the status of your nomination • Cancel a nomination • Upload documents for a specific contract or order

to the online file associated with the nomination • View documents submitted on a contract

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Supervisor/Commander

• Review a COR nomination • Cancel, approve, or reject a COR nomination • View all documents submitted on a contract by

the COR • View the status of all of your CORs nomination • View a list of all actions assigned by COR(s) under

your supervision

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Contracting Officer/Contract Specialist • Create a Contracting Officer or Contract Specialist Profile

– DoDAAC from system registration automatically included – List all other DoDAACs/FEDAAC the CO/CS supports

• View the status of a nomination for which you are CO/CS • View all nomination for a contracting center included in profile • Cancel or reject a nomination after Supervisor’s review &

approval • Designate or appoint COR (Contracting Officer Only) • View all documents on a contract

– Review and /or approve status reports on a specific contract or order

• Perform the annual file review and upload COR File Inspection Checklist on a specific contract or order

• Terminate a “designated or appointed” COR from a contract 9

Administrative Contracting Officer(ACO)/Quality Assurance Point

of Contract (QAPOC) • View nominations for which the individual is named

as ACO or QAPOC – Access to view nomination or document is granted by the

Contracting Officer or Contract Specialist – View documents in the COR Online files

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Manager • View all nominations in all status • View all documents on a specific contract or

order • View all management reports

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Auditor • Requires a submission of an “audit letter” on during

registration process • Role is activated by the DPAP Administrator Only • Create a Profile

– Profile is a list of DoDAACs auditor requires access. – Access expire on a certain date

• View nominations in all status associated with DoDAAC/FEDACC in profile

• View submitted documents

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Department Administrator

• View department and agency nominations in all status

• Assist all roles with nomination • Cancel and recall a nomination in most statuses

– Active status can not be cancelled or recalled

• View all management Reports

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Profiles

CORS

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COR Profile

• Log into WAWF – https://wawf.eb.mil/ • Click the CORT Tool icon • Click menu

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https://wawf.eb.mil/

• Select “COR Profile from the menu • Complete all highlighted fields

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COR Profile

COR Profile • Work Address – Enter your work address

– City/APO Location of City, or “FPO/APO” – State Select your State from the drop down menu – Zip Code

• County – US is default • DEROS – If deployed, enter your return date • Certified Acquisition Official Select

– No (Default) – Yes

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• When No is selected, an entry is required for both the Career Experience and the Experience Level

• COR Career Experience- Indicate the COR area of expertise; (i.e. Engineering Technician, Level IV; Scientist, Mechanical Engineer

• COR Career Experience Level (15 chars) - Indicate the number of years ( i.e. 11 Years)

• Note: CORs may list up to three areas of Career Experience/Level

COR Profile

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If yes, select the applicable Predominant Acquisition Career field from the drop down menu and

. . . select the applicable level of certification.

COR Profile

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. . . Email, Organization Name and Phone number are auto populated

COR Profile

• In the Supervisor Information section:

• Start typing the first three or four letters of your supervisor last name;

• If your supervisor has a WAWF account, their name will show up in the dropdown;

• Select your supervisor name

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If your supervisor does not have a WAWF account,

• The name will not be displayed in the dropdown;

• Select NONE and ask supervisor to create account

• Update with supervisor name after supervisor WAWF account is created.

COR Profile

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COR Profile • The next section is the Training

Course Information. This is where a COR will load all or their training courses and copies of training certificates.

• Click “ADD"

From the dropdown menu select the Course Name

COR Profile

• When selecting “Ethics or COR 222” (Equivalent courses) perform the following: – Enter the course completion date – If the course is NOT provided by DAU, check the

equivalency box; otherwise leave blank – If equivalency box is checked, enter the name of the

provider; otherwise leave blank – Using browse feature, upload a copy of the certificate

received upon completion of the course – Click on OK

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COR Profile

• When selecting “Other, Refresher Training or

Miscellaneous” – Enter the name of the course (i.e. Source

Selection) – Enter the course completion/ending date – If “Refresher Training “is selected, enter the

number of hours – Using the browse feature, upload a copy of the

certificate received upon completion of the course – Click OK

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COR Profile

• When selecting all other courses – Enter the course completion/ending date – Using the browse feature, upload a copy of the

certificate received upon completion of the course – Click OK

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COR Profile • Last and final action to complete COR Profile:

CLICK SAVE!!!!

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Received Info Message: Profile changes saved.

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COR Profile

One, all, or a combination of the following warning messages will be displayed. Note: These warning messages may or may NOT be applicable to the individual CORs. Warning messages will NOT prevent the COR from completing the profile.

Updates to COR Profile

• Log into WAWF • Click the CORT Tool icon • Click menu • Click COR Profile – make changes

– Add additional courses – Update or change supervisor

• Click “Save” to accept changes

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COR Profile – Change/Update Supervisor

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When updating your profile to change supervisor, you may transfer all contract nominations to a new supervisor, by typing in the new supervisor’s name and checking the boxes below as applicable:

• Update Active Contract Nominations • Update Inactive contract nomination

and/or • Update Terminated contract nominations • Click SAVE

• Note: Do not check any of the boxes if the

contract nominations are to stay with the previous supervisor.

Profiles

Contracting Officer (CO) Contract Specialist (CS)

Quality Assurance Point of Contact (QA POC) Administrative Contracting Officer (ACO)

Auditor (AUD)

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Profiles

• Profile list for CO/CS/QAPOC/ACO creates a drop down menu of available: – Contracting Officer and Contract Specialist for the COR to

select on a nomination – QAPOC/ ACOs for Contracting Officer/Contract Specialist to

select on nomination

• An auditor profile creates a list of contracting offices available to an auditor to conduct audits and reviews

• To create the Profile, – log into WAWF and click the CORT Tool icon

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From drop menu, select applicable: • Contract Specialist Profile • Contracting Officer Profile • QA POC Profile • ACO Profile or • Auditor Profile

• Click on the “Add” button located in the upper right hand corner

PROFILES

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• Type a valid six-digit DoDAAC in the “Contracting Center DoDAAC” field

• Tap the enter key on your computer keyboard

• The name associated with the DoDAAC auto populates in the “Contracting Center Organization Field

• Click “OK” to add DoDAAC to your Profile

PROFILES

Info message is now displayed.

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PROFILES

When adding contracting offices to the Auditor Profile, users must add the “Audit Start Date” and the “Audit End Date” before clicking OK.

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View of Auditor Profile

View of CO/ CS/ ACO or QAPOC Profile

PROFILES

COR Nomination Process

COR

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COR Nomination Process • The nomination process begins with a COR self

nomination; • COR will need to know the following to begin a

nomination – Contracting Center Department awarding the contract – Contracting Center DoDAAC: Contract Office Code of

agency awarding the contract (DoDAACs may differ on each nomination)

– Contract Number or Preaward Contract Number – Contracting Officer Name and – Contract Specialist Name

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• Log into WAWF • Click on CORT Tool icon • From COR menu, select


COR NOMINATION PROCESS - COR

The following sections are displayed: • COR Information • Contracting Information • Contractor Information • QA Surveillance (QASP) • COR Certification • Click plus sign to expand

each section

• COR Information displays training listed in COR’s Profile

• COR selects Department and enters DoDAAC of the Contracting Officer/Contract Specialist in the Contracting Information section.

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3. Select Contracting Officer /Contract Specialist from the dropdown menu. 4. Email and phone number auto populates from WAWF registration.

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5. Under Contract Number Known?, select Yes or No.

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6. If ‘NO “ is selected Information enter a preaward number – which cannot equal 13 characters; or

If yes, enter , • Contract Number • Deliver/Task Order Number (when

applicable) • Contract Completion Date (if known) • COR Nomination Status is “DRAFT”

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When a contract number is entered, CORT Tool reaches out to EDA or PDS to pull information on the contractor into the record and return available information.

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Upload a copy of the QASP by clicking the add button

1. Click browse to find and upload the QASP document

2. Enter a description 3. Click OK to accept 4. Info message stating QASP added

is displayed. 5. COR now has the ability to “view,

edit or delete and replace the QASP.

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1. Check box next to each certification or click “certify all

2. Date certified is populated 3. Enter comments as needed 4. Click Save 5. Click submit, previous cancel or help

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COR NOMINATION PROCESS – COR

• Nominations in “Draft, status requires action by the COR – Submit, finalizes the COR’s portion of nomination

and forwards to the Supervisor for review and approval

• The “nomination status” changes to “Pending Supervisor Review.”

• An email is sent to the Supervisor requesting approval or rejection of the nomination.

– Save the nomination in draft status. • The COR may return to the nomination at a future time

to complete.

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• Nominations in “Draft, status requires action by the COR – Cancel, removes the COR nomination from CORT

Tool. • No user will have to access the nomination.

– Previous, returns the COR to the previous menu.

• Before clicking on previous, click on save to retain all data entered on the nomination.

– Help, provides additional information on the nomination process

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1. Click submit 2. Click OK to accept 3. Info Message: COR Nominee

Record Saved and Submitted for Approval is displayed

4. Status of nomination changes to “Pending Supervisor Review.”

5. An email is sent to Supervisor

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Email sent to supervisor

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A COR may view list of all of their nominations and the status of each nomination by selecting Contract List Status and

• Note: Nominations in “Draft, Rejected by PCO or Rejected by Supervisor” status requires action by the COR


Click “Search” No additional entry is required.

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A list of nominations and assigned to COR and the status of each is displayed. To open, click the contract or preaward number.


• When viewing nominations from Contract List Status and nominations are in “Draft, Rejected by PCO or Rejected by Supervisor” status the following actions are required by the COR – Draft status

• Complete and submit to supervisor for approval;

– Rejected by PCO or Rejected by Supervisor status • Make changes and resubmit to supervisor • Cancel the nomination if the COR is unable to make the

necessary changes or if the nomination is no longer required

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Supervisor/Commander

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Upon receipt of email advising of COR nomination • Log into WAWF • Click the CORT Tool icon • Click Menu • Click “Awaiting My Approval

Note: Supervisor may also access nominations using “Contract List Status”

Click search

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SUPERVISOR/COMMANDER

• A list of nomination requiring supervisor action is displayed.

• Click on the applicable contract number

• OR

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A Supervisor may view a list of all of nominations submitted by their CORs and the status of each, by selecting Contract List Status and


Click “Search” No additional entry is required. Nominations requiring supervisor review can be displayed by checking the box next to “Pending Supervisor Review.”

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A list of nominations and assigned to Supervisor and the status of each is displayed. To open, click the contract or preaward number.

Scroll down to the “supervisor/commander certification section

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1. Check box next to each certification or click “certify all

2. Date certified is populated 3. Enter comments as needed 4. Click Save 5. Click approve, reject, previous cancel or help

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• Nominations in “Pending Supervisor Review” status requires the supervisor to either – Complete certifications and approve nomination

• Nomination status changes to Pending PCO Review • Emails are sent to CO and COR

– Reject the nomination; send back to COR for corrections

• Provide mandatory rejection comments on action

– Cancel the nomination; • Users no longer have access to this nomination

SUPERVISOR/COMMANDER • “Pending Supervisor Review” continued

– Save to retain the nomination in the “Pending Supervisor Review” status.

• Supervisor may return to the nomination at any time to complete.

– Previous returns the Supervisor to previous menu • Before clicking on previous, the Supervisor must select save

to retain all data entered on the nomination.

• Click Help to obtain additional information on the Supervisor/Commander role in the nomination process 61

1. Click “approve” 2. Click OK to accept 3. Receive Info message stating COR Nominee

Record Approved and Submitted to Contracting Officer

4. COR nomination status changes to Pending PCO Approval

5. An email is sent to CO; a second email is sent to the COR

6. Once completed, click Exit

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SUPEVISOR/COMMANDER

Email sent to CO.

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Email sent to COR

SUPEVISOR/COMMANDER


Contracting Officer (CO)/ Contract Specialist (CS)

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Upon receipt of email, • Log into WAWF • Click the CORT Tool icon • Click Menu • Click “Awaiting My Approval (Contracting

Officer Role Only)

Click Search No additional entry is required.

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Contracting Officer/Contract Specialist

1. A list of nomination requiring contracting officer approval is displayed.

2. To access the nomination, click on the applicable contract number

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Click Contract List Status and

• Check the box next to “Pending PCO Review”

• Click Search

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• A list of nomination requiring contracting officer approval is displayed.

• Click on the applicable contract number

Scroll to the “Contracting Information section

Select the applicable “Contract Type” from dropdown menu. Enter the Contract Completion date

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1. Enter Delivery/Task Order number(s), when applicable (May add up to 50 orders at a time)

2. When entering more than one delivery/task order, click “add” after each entry

3. Click delete to remove the order

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Scroll down to the QA Surveillance (QASP) and add the QASP, if not previously added by COR and is required by the contract. If QASP is NOT required . . .

Go the Contracting Officer section

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Select COR Training Type (A, B or C)

Select Type of COR (Primary, Alternate) or N/A -

Select Contingency Environment (Yes or No)

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Contracting Officer Role ONLY Add the appointment letter by clicking the “add” button and uploading a document or by using the Smart Form to generate an appointment letter.

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When added, the actions for appointment letter are “view, edit, and delete.”

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If QASP is NOT required by the contract, go to the QA Waiver section add a QASP waiver memo or Smart Form (Preferred).

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• Check the applicable box • Enter comments if

needed • Click submit

1. Check box next to each certification or click “certify all 2. Date certified is populated 3. Enter comments as needed 4. Enter ACO and QAPOC names (if known); otherwise leave blank 5. Click Save 6. Click approve, reject, previous cancel or help

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Contracting Officer/Contract Specialist • Approve to finalize the nomination and designate the COR.

– The nomination is placed in “Active” status. – An email is generated and sent to the COR advising of successful appointment and

designation as a COR on the contract. • Save to retain the nomination in the “Pending PCO Review” status.

– Note: If the CO added an appointment or letter of designation, it is removed from the nomination when this button is selected.

• Reject to send the nomination back to the COR for addition action – Rejection comments are mandatory; – If the CO added an appointment or letter of designation, it is removed from the

nomination when the button is selected. • Cancel to his cancel the nomination in its entirety.

– The CO may only cancel nominations that are in “Pending PCO Review”. – Once the cancelled, a user will not be able to access the nomination.

• Previous to return the CO to the previous menu. – Before clicking on previous, the CO should click on save to retain all data (except the

designation letter). I – f the CO added an appointment or letter of designation, it will be removed from the

nomination when this button is selected.

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1. Click “approve” 2. Click OK to accept 3. Receive info message COR Appointed

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Department Administrators

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Cancel a nomination

• DAs may cancels a nomination when they are in one of the following status – Draft – Pending PCO Review – Pending Supervisor Review – Rejected by PCO – Rejected by Supervisor – Terminated – Inactive

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Cancel Nomination

• Select “View All COR Nominations” and click search • Select the applicable contract number • Scroll down to the “Cancel Contract Nomination”

section • Click the “Cancel” button • Click OK in the confirmation dialog • The confirmation message is displayed at the top and

the recall Contract Nomination section is displayed

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Cancel a Nomination

• Select “View All COR Nominations” and click on search

• Select the applicable contract number • Scroll down to the “Cancel Contract Nomination”

section and click on the “Cancel” button • Click on OK in the confirmation dialog that is

being displayed • The confirmation message is displayed at the top

and the recall Contract Nomination section is displayed

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Recall a Cancelled Nomination • Select “View All COR Nominations, check the cancelled

box and click on Search • Select the applicable contract number • Scroll down to the “Recall Contract Nomination” section

and click the “Recall” button • Click OK in the confirmation dialog box • Contract nomination is recalled and contract nomination

status is set to previous status • Note: Contract nominations must be recalled within 30

days of cancellation. Contract nominations older than 30 days will be permanently deleted from the database

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• Once cancelled it will show up in the listings as such for 30 days. • This provides the CORTT DA the ability Recall the cancelled nomination

• 31 days after cancelled • It will no longer exist

Contract Managements – Online File

Adding Documents to a Active or Inactive Nomination – COR, CS or

COR Role Only

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Online File

• To add a report – Select a month – Select the year. – Upload the document – Click on “Add File”

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For Status Reports, CORs may use the upload an agency document or us the “Army Smart Form”

COR Online File

COR Trip Reports & COR Correspondence Reports Sections have the add button. Document may added on “Active and Inactive” nominations.

COR Online File

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Contract Management – Online File

Miscellaneous Document

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This is what you now see at the top of the Miscellaneous Documents Section

These are the listed Sort options. There are other ways to sort Let’s look at them.

COR Online File

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CORS may now sort documents by month, year or month and year 94

Want to find what was accomplished in July (no year) • Input 07 in the Month block • Just click anywhere on in the document • Now you only see those documents for July of any year

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To go back to original look with all the information Click CLEAR FILTERS

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Want to see only the documents for July 2012? Same process as before but include the year

Only want to see the documents with the word “BUDDY” in it?

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Want to see only the GFE Inventory Reports?

Select the Document Type from the drop down list Wait a minute and it appears

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What to know what documents were created on a specific date? • Click in the CREATED ON block • The calendar pops up • Select your date

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Only the documents for that specific date appears

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On page 66, there was two documents with the same title “Buddy & Gypsy sleeping” One was under GFE Inventory and One was under Other • First open the document and see what each really are • If appropriate, you can rename one

• We will rename the document in Other • Will now be titled “Sleeping Babies”

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• Still has the old file name listed here • Highlight and delete • Add new name • Click OK

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Since we did a sort using “BUDDY” originally, now only one document is showing

• Clicked Clear Filter • Can search by

• Document – Sleeping • Document Type - Other

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MISCELLANEOUS

Resources

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Resources • CORT Tool Helpdesk

– Help Desk Telephone Number: 866-618-5988 – Email: [email protected]

• Online Training – https://wawftraining.eb.mil/xhtml/unauth/help/help.xhtml – https://wawftraining.eb.mil/wbt/xhtml/wbt/cort/index.xhtml

• CORT Tool DoD Lead – Mae Bartley - [email protected] – Dana Chan – [email protected]

• WAWF PMO Office Lead – [email protected]

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mailto:[email protected]

https://wawftraining.eb.mil/xhtml/unauth/help/help.xhtml

https://wawftraining.eb.mil/wbt/xhtml/wbt/cort/index.xhtml




Resources

Log into WAWF Click Help/Training Click on hyperlinks to the following document

Help - CORT Tool Documents in CORT

• Homepage of CORT Tool has Hyperlinks to the following documents: – Frequently Asked Questions - Release Notes – Department Administrator Training - Information on Web Based Training – CORT Tool ECPs and Releases - CORT Tool User Guide (in process) – CORT Tool Training Slide

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DEPARTMENT OF DEFENSE CONTRACTING OFFICERS REPRESENTATIVE TRACKING TOOL (CORT … · 2017-02-28 ·...

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Transcript of DEPARTMENT OF DEFENSE CONTRACTING OFFICERS REPRESENTATIVE TRACKING TOOL (CORT … · 2017-02-28 ·...