Basics In Evaluating a VECP

This is the starting point for the guide to the enhanced evaluation a VECP for contracting officers. In this section, we discuss how the contracting officer uses the system to evaluate a VECP that a contractor has submitted on one of the contracts they administer. It also discusses the manager system of contracting officers system. Through use of the contracting officer and manager enhanced system and other measures, the enhanced system is designed to extend the capacities of the basic VECP system, and while the basic system is fully supported, operation of that system is not fully discussed beyond this point.

Support for Enhanced Systems

If you have found what you think is an error or desire enhancements, we welcome your ideas. However, only the enhanced operations group can obtain support. Users of the basic systems should review this document, while recognizing that some options discussed will not be available to them. Support is limited to no more than 15 minutes per VECP unit. Support beyond that gets into consulting, which is billed at our normal rates.

Stepping Through Our Enhanced Systems

Registering

registration
To use the enhanced system, you must register. This section is intended to help the user if needed in that area. If you have already registered, you can go to the next step, login.

First time registration is simple, but many features you enter such as organization name, phone, and other information is remembered so as to better automate the evaluations of VECP's. Click here for a new registration page (we open another browser window so you can swap back and forth). Your name (put the CO contact name if that would be better), a username (6+letters and/or digits) that our system will use to identify you (best to use lower case), and your e-mail address will be requested. You can change all but the username later if desired. If the username or e-mail already exists in our system, you will be informed so you can change it. If the e-mail exists, and you are sure you have not made an error, then you are already in our system. You can use the send me my password feature to recover your userid and password to the e-mail address of record. (For security purposes, only the person with the e-mail address can obtain the userid and password. If the e-mail has changed, and you have forgotten your information, then you will need to call us, verify your identify, and we can change your e-mail for you.

Once you have registered, you are now entered within the basic system options. To obtain the enhanced options, you now need obtain VECP credits. Below the confirmation, is the "Enhanced System Options" section. Enter the information requested. (Please make sure the information you enter here is billing; not mailing, company or other information as this may cause the request to be rejected.) You will receive confirmation, and an e-mail to the address you specified with your temporary password.

Use

login
Click on the Log In/Register and provide your login information. (You can copy and paste the temporary password to avoid typing errors.)

The next set of information is used in the automatically filling the common VECP information and in reporting options. We recommend you fill in all the information. (You can change it later if conditions change.) The preferred method of contact is important as it tells the people how you prefer to be informed about issues informally (normal questions), and formally (within official records). The prime CO e-mail is the one for the CO and managers to use in technical and official discussions.

Until you collect some documents, you are only able to create, upgrade, or log out. Once you have some data, other options will begin to appear. The image below shows the an example of options that appear once you have multiple VECPs in various stages.

Collect a new VECP requires you to use the VECP id code to specify a VECP that is in the system. You should have received that code when you received the submission notice from the contractor side of the system. If the contractor put the wrong e-mail in, they can enter their side, change the e-mail, and resend the request to you (they must be using the enhanced contractor system to do this). If the unlikely event you absolutely have lost the ability to know the code not know that code, we can recover it for you for a modest fee, plus verification of the right to obtain it. A collected VECP enters your CO information and autofills all other CO areas with a copy of what the contractor stated. It assumes your modifications will start using their information. This is the most common way most people begin to evaluate a VECP. [evaluate guide]

Create a new VECP (from scratch, not previously submitted through this system by the contractor) is a way for a CO to get a VECP in the system when the contractor did not use the system to generate it. While not the ideal way, the contractor side of the system helps the CO ensure the contractor has fully disclosed and understands the VECP issues, it does allow the CO to take advantage of their side of the evaluation. We understand that some contractors think computers and the Internet are going away, and gave you the VECP on the back of a napkin. If they do, here is a way to handle it. The system just generates the CO side, and allows the CO to enter the data and evaluate the results using their evaluation system. Thus the [evaluate guide] applies.

The view all VECPs option allows the user to manage their VECPs assigned to the enhanced system.

If the edit contracting officer information allows the CO to change their information in the event it changes. This only changes future evaluation, not history, as that would harm the record of events requirement.

The reports option allows the user to manage the VECPs assigned to the enhanced system. [view reports discussion]

If your e-mail changes, you can change your e-mail of record. Please note that the e-mail of record is the one we use for your access and other issues within our system. The e-mail you use for the contractor to CO conversations can be different from the e-mail of record.

We assign you a temporary password which you receive in your initial e-mail to your e-mail of record. most people prefer to use a password that means something to them. This option allows you to change the password as many times as you would like. If you wish to allow a subcontractor to use your system to generate a VECP for you, you may want to temporarily assign a password for them, let them use it, and then return the password to the one you prefer for your own use.

This manager option allows you to collect CO report results by CO's, or managers, that you manage or report for into your enhanced system for enhanced operations and reporting. This is not really meant for the actual managers, but the persons up the ladder of command that need to pass up reports, till they get to the ultimate level, OMB, Financial Authorization, etc. To collect other VECP documents entered by others, you will need to have them give you the valid e-mail on our system. They will be sent an email to approve you acquiring all of their VECPs. If they do not approve it, you cannot report their information.

If you are running low on credits, you can add them.

The log out closes your session. You will automatically be logged out if you have too long a period of inactivity.