Transcript www.portal.state.pa.us

Contractor Responsibility
Program System
Welcome to the Contractor
Responsibility Program System course!
This course will provide you with the
process steps necessary to create and
maintain performance issues in the CRP
system, and how to execute checks and
searches to determine if a contractor is
deemed responsible, as defined in
Management Directive 215.9.
Select the NEXT
button to continue
2
Course Navigation
This course is presented on a series of slides.
Navigate through the slides by selecting the
NEXT or PREVIOUS button. Access the course
menu by selecting the MENU button.
MENU
PREVIOUS
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You may exit the course at any time. When you
return to the course, you can choose to resume
the course or start from the beginning.
Select the NEXT button now to start the course.
3
Introduction
This course will address the lessons noted below,
followed by a knowledge check:
Contractor Responsibility Program System (CRPS) Overview
Navigating the CRPS
Creating and Maintaining Performance Issues
Adding Attachments to a Performance Issue
Executing a CRP Check
Executing a CRP Search
Generating Reports
Knowledge Check
Glossary
4
Introduction
Upon completion of this course, you should be
able to:

Understand the Contractor Responsibility
Program (CRP) and how use of the new
Contractor Responsibility Program System (CRPS)
fits into the process

Access the CRPS and understand screen
navigation

Create a new performance issue in the CRPS

Search for, locate, and edit an existing
performance issue
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Introduction
Upon completion of this course, you should be
able to:

Understand how to approve, resolve, or delete a
performance issue

Add and delete file attachments to performance
issues

Understand how to execute a contractor
responsibility check and search

Use the CRPS to produce reports
6
Contractor Responsibility
Program System Overview
MENU
CRPS Overview
What is the Contractor Responsibility Program?

Executive Order 1990-3, Contractor
Responsibility Program, mandated the
development of this program by the Secretary
of the Budget and the Secretary of General
Services

The goals of the program are:
• To ensure that COPA agencies contract with
responsible and competent contractors
8
CRPS Overview
What is the Contractor Responsibility Program?
• To identify, evaluate, and appropriately
sanction contractors that do not meet the
standards of responsibility , that render
deficient performance, or engage in
wrongdoing or other inappropriate activities
• To develop and maintain a centralized system
to collect and disseminate information
concerning issues affecting contractor
responsibility
9
CRPS Overview
What is the Contractor Responsibility Program?

Management Directive 215.9, Contractor
Responsibility Program, establishes policy,
responsibilities, and procedures for
implementing the program

Objectives of the MD 215.9 include:
• Providing standards and procedures for agency
determination of contractor responsibility
• Providing for the collection of liabilities
through the offset process
10
CRPS Overview
What is the Contractor Responsibility Program?
• Establishing the CRPS and providing for the
confidentiality of the information contained
therein, and sanctions for the unauthorized
use or disclosure of that information
• Providing for the securing of information on
contractor responsibility from the federal
government
• Providing for agency investigations of
allegations of contractor non-responsibility
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CRPS Overview
What is the Contractor Responsibility Program?

Part 1, Chapter 14 of the Procurement
Handbook, Contractor Responsibility, provides
a standard reference for Commonwealth
Purchasing Professionals relative to the
aforementioned Executive Order and
Management Directive
12
CRPS Overview
What is the Contractor Responsibility Program?

Part 1, Chapter 57 of the Procurement
Handbook, Contractor Performance and
Legal Remedies (Materials and Services),
provides general guidance to Commonwealth
Purchasing Professionals relative but not
limited to contractor performance/nonperformance and delivery of materials,
completion of services, monitoring supplier
performance, as well as remedies for failure
to make delivery or failure to perform
13
CRPS Overview
What is the CRPS?

The CRPS is a new web-based application
used in support of the business processes of
the Contractor Responsibility Program

The CRPS is used to collect and disseminate
information regarding contractor obligations
with the Commonwealth, performance issues,
or suspensions/debarments with either the
Commonwealth or Federal government
14
CRPS Overview
Why are we implementing the CRPS?

To standardize Commonwealth CRP Checks
by maintaining a central database to store
liability, suspension, debarment, and
performance-related information

To include federal suspensions/debarments
through queries to the Excluded Parties List
System (EPLS)

To allow agencies to query for a single
contractor or a batch of contractors
15
CRPS Overview
How current are the CRPS data sources?

Tax obligations from the Department of
Revenue are supplied daily

Tax obligations from the Department of Labor
and Industry’s Unemployment Compensation
and State Worker’s Insurance Fund are
supplied weekly
16
CRPS Overview
How current are the CRPS data sources?

Performance issue entries are created and
stored in the CRPS when a supplier has not
performed satisfactorily; the entry is followed
by approval or rejection via workflow
• Note: The system will only check for approved
performance issues
17
CRPS Overview
How current are the CRPS data sources?

The DGS Suspension/Debarment database
queried with a CRP Check will return any
Commonwealth suspensions or debarments
from the past five (5) years

The EPLS queried with a CRP Check will
return any known Federal suspensions or
debarments
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CRPS Overview
Who will be using the CRPS?

Anyone who has been assigned one of the
three “roles” created for the system:
• Performance Issue (PI) Creator

Authorized to create new performance issues
for their agency, and to edit performance
issues for their agency with a pending status

May search and/or view approved and
resolved performance issues

May execute CRP Checks and CRP Searches
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CRPS Overview
Who will be using the CRPS?
• Performance Issue (PI) Creator, cont’d

May generate reports

Does not have the ability to approve or resolve
performance issues, and they may not edit
approved or resolved performance issues

Does not have the ability to see pending
performance issues for any other agency
returned in a search
20
CRPS Overview
Who will be using the CRPS?
• Performance Issue (PI) Approver

Authorized to approve or resolve performance
issues, and edit performance issues with an
approved or resolved status

May search for and view all performance issues

May execute CRP Checks and CRP Searches, and
generate reports

Does not have the ability to edit performance
issues with a pending status
Note: This role may be restricted to Designated Senior Managers
(DSM) – a senior-level manager assigned to carry out the agency’s
responsibilities under MD 215.9
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CRPS Overview
Who will be using the CRPS?
• CRPS User

May execute CRP Checks and CRP Searches

May search for and view approved and resolved
performance issues

May generate reports
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CRPS Overview
MD 215.9 Policy and Procedures
MD 215.9 contains detailed policy and procedures
pertaining to the performance of CRP checks on
contractors. This course will address only those
relative to an Agency making a procurement
award, and will do so in a broad manner.
After completing the course, it is your
responsibility to acquire and review the cited
documents, and to reference them as appropriate
when performing your duties as a CRPS User, PI
Creator, and/or PI Approver.
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CRPS Overview
MD 215.9 Policy and Procedures
As a using agency (e.g., an agency procuring
supplies and/or services under the procurement
code), you must:
√ Determine contractor responsibility prior
to making any contract award, renewal,
extension, or assignment in excess of
$5,000
Note that such determination must be
made part of the contract documentation
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CRPS Overview
MD 215.9 Policy and Procedures
The methods used by agencies to make a
determination of contractor responsibility shall
include but not be limited to:
√ Accessing the CRPS to ascertain the
contractor’s current status
√ Collect all available information that bears
upon responsibility determination
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CRPS Overview
MD 215.9 Policy and Procedures
√ Meeting with and discussing
performance issues with the contractor
prior to awarding, renewing or extending
the contract
26
CRPS Overview
MD 215.9 Policy and Procedures
Relative to Performance Issues (PIs), as a using
agency you must:
√ Create PI entries in the CRPS, subject to
the approval of the agency designated
senior manager (e.g., approver) or, for
statewide contracts, agency approval and
that of the DGS Bureau of Procurement
27
CRPS Overview
MD 215.9 Policy and Procedures
√ Create Performance Issue entries in the
CRPS with a pending status
– Approve or delete pending PIs within 180
days from its entry date
– Delete pending PIs in excess of 180 days
Each agency must review its Performance Issues
at least semi-annually to ensure accuracy
28
CRPS Overview
MD 215.9 Policy and Procedures
√ PIs shall remain in the CRPS in approved
status until the contractor corrects the
issue, as determined by the agency that
approved the performance issue
– When the determination is made, the
status of the PI must be changed to
resolved in the CRPS
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CRPS Overview
MD 215.9 Policy and Procedures
Agency personnel authorized to access the CRPS
shall do so only for official purposes related to and
permitted by this program.
Any unauthorized use of the CRPS, disclosure of the
information contained in the CRPS, or any use of
such information for other than official purposes is
prohibited.
Violation of these prohibitions will result in
disciplinary action against the personnel involved.
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Navigating the CRPS
MENU
Navigating the CRPS
How to access the CRPS
As noted previously, the Contractor
Responsibility Program System is web-enabled
for COPA end-users with assigned roles. The
CRPS is located on the Department of General
Services website, under “Doing Business with the
Commonwealth”.
The CRPS webpage is part of the Commonwealth
intranet (requiring a network connection), so you
must log-in to your account in order to access it.
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Navigating the CRPS
Logging In
Go to the DGS website at www.dgs.state.pa.us
Next, select Log In at the bottom of the left
navigation pane
33
Navigating the CRPS
Logging In
User accounts are divided into two groups:

CWOPA, for persons in agencies under
the Governor’s jurisdiction

MUSER, for persons in agencies not under
the Governor’s jurisdiction
34
Navigating the CRPS
Logging In
–
Upon selection of the Log In button, one
of the following will happen:

For CWOPA users, log-in will occur
automatically with your CWOPA credentials
(i.e., a secondary log-in unnecessary)

For MUSERS, log-in credentials must be
entered in the format:
Username: MUSER\<your username>
Password: (Enter the password provided to
you by OA when your role was assigned)
35
Navigating the CRPS
Logging In
Now, select Doing
Business with the
Commonwealth,
followed by selection
of the CRPS link
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Navigating the CRPS
Logging In
The CRPS navigation page displays
37
Navigating the CRPS
CRPS Navigation Page
Select anywhere in the above graphic to
continue to the CRPS Home Page
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Navigating the CRPS
CRPS Home Page
The CRPS Home page displays
39
Navigating the CRPS
CRPS Home Page
Note the navigation pane along the left side
of the page, and the User ID confirmation
above the right side of the Welcome Message
40
Navigating the CRPS
CRPS Home Page
Upon login, links to the various
functions are contained within the
navigation pane
As noted in the CRPS Overview,
the visibility of information (e.g.,
results of checks/searches) is
based upon the permissions of the
role(s) assigned to the end user
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Navigating the CRPS
CRPS Home Page
The Welcome Message contains key information
about contractor responsibility, including
hyperlinks to policy and management directive
documents
42
Navigating the CRPS
CRPS Home Page
Additional hyperlinks within the Welcome
Message will open the Excluded Parties List
System (EPLS) and a CRPS Quick Reference
Guide
43
Navigating the CRPS
Timeouts and Exiting the CRPS

For security purposes, close the CRPS at any
time that you are not actively working in the
system, as shown above:
– Select the red “X” in the upper-right corner of
the Internet Explorer (IE) window
– Select File, then Exit within the IE menu
44
Navigating the CRPS
Timeouts and Exiting the CRPS

It is important to note that your portal
connection to the CRPS will timeout after
remaining idle for 20 or more minutes

When a timeout occurs, you must close
Internet Explorer and restart it
– Attempting to open another tab in IE to
open the CRPS will not work because the
system will prevent you from logging in
45
Navigating the CRPS
Now that you understand how to access and
navigate the CRPS, we’ll move on to reviewing the
functions of the PI Creator and PI Approver roles.
In the next lesson, Creating and Maintaining
Performance Issues, you will learn the steps
required to create a new performance issue, as well
as how to edit, approve, resolve, and delete
performance issues.
Select the NEXT button to proceed with the lesson.
46
Creating & Maintaining
Performance Issues
MENU
Creating a Performance Issue
MD 215.9 Policy and Procedures
MD 215.9 states that the agency must determine if a
contractor is rendering unsatisfactory or deficient
performance or exhibits conduct that would justify
the creation of a Performance Issue entry.
If that determination is made, the next step should
be an attempt to resolve the issue with contractor, if
at all possible.
Then, if attempts to resolve the issue are
unsuccessful, the Performance Issue Creator must
create a performance issue entry in the CRPS.
48
Creating a Performance Issue
MD 215.9 Policy and Procedures
After creating the new performance issue, the PI
Creator must save the entry and notify the
Performance Issue Approver.
The PI Approver will review the entry and either
approve or disapprove (delete) the performance
issue.
49
Creating a Performance Issue
Overview
By following the previously described steps, you
will have successfully logged into the Contractor
Responsibility Program System.
In this lesson, we will discuss the Performance
Issue functionality, which allows you to create
performance issue entries for your agency in
the CRPS. You may also view and edit the
performance issues from your agency which
have a pending status.
50
Creating a Performance Issue
Overview
An approved performance issue can be updated
to resolved status by the PI Approver if the
contractor has taken steps to remedy the issue
and the Agency agrees that it is no longer a
problem.
Performance Issues with a status of approved are
returned in a CRP Check, while those with a
resolved status do not. All performance issues
are stored in the CRPS database along with
obligation data. You will learn more about this in
the lesson Executing a CRP Check.
51
Creating a Performance Issue

Select the Performance
Issue link from the left
navigation menu
52
Creating a Performance Issue
Required Field Entry

The Performance Issues Search
page displays
– Select the NEW button
53
Creating a Performance Issue
Required Field Entry

The Detail portion of the
Performance Issues
Search page expands
– Detail contains
numerous data entry
fields which are
grouped into sections
54
Creating a Performance Issue
Required Field Entry
The data entry
fields in the upper
section relate
primarily to the
Performance Issue

Complete these fields as
shown on the next few slides
55
Creating a Performance Issue
Required Field Entry

Status: Will automatically default to Pending
and cannot be changed

Agency: Will default to your assigned agency
and cannot be changed

Plant (Optional): Select the applicable Plant
from the dropdown list
56
Creating a Performance Issue
Required Field Entry

Severity (Required): Select from High,
Medium, or Low as applicable
Examples:
– Low: vendor deliveries contain packaging
errors
– Medium: vendor fails to cooperate with or
provide requested info to COPA officials
– High: vendor violated contract terms or
provided false statements to COPA officials
57
Creating a Performance Issue
Required Field Entry

Reason (Required): Select the applicable
reason for the performance issue from the
dropdown list

Action (Optional): From the dropdown list,
select the applicable action taken as a
result of the performance issue
– If the Action that has been taken is not
available in the list, choose Other; in the
Other field, record the Action taken
58
Creating a Performance Issue
Required Field Entry
Here is a close-up view of the fields
discussed so far
59
Creating a Performance Issue
Required Field Entry

Contract Number (Optional): If the PI is
related to a contract, enter the number

PO Number (Optional): If the PI is related to a
Purchase Order, enter the number

Created: Will automatically default to the
current date and cannot be changed

By: Will automatically default to the
username of the person creating the PI and
cannot be changed
60
Creating a Performance Issue
Required Field Entry

Contact (Required): Enter the name of the
person who should be contacted regarding
this performance issue

Phone (Required): Enter the phone number
of the contact person

Email (Optional): Enter the email address for
the contact person
61
Creating a Performance Issue
Required Field Entry
Here is a close-up view of the fields
discussed so far
62
Creating a Performance Issue
Required Field Entry
The data entry
fields in the next
section are related
to the Vendor

Complete these fields using
either the SAP Lookup
function, or manually, as
shown on the next few slides
63
Creating a Performance Issue
Required Field Entry

– The vendor data is populated
with the information stored in
SAP, as shown below
Enter the SAP
Vendor Number
and then select the
SAP Lookup button
64
Creating a Performance Issue
Required Field Entry

If the contractor is not a registered
procurement vendor, enter the
information in the appropriate fields;
note the required fields are marked
with a red asterisk
65
Creating a Performance Issue
Required Field Entry

Complete the fields as shown above:
– Approver Name
– Approver Email (enter twice)
– Sender’s Email
66
Creating a Performance Issue
Required Field Entry
The final section
to be completed
is Description

Enter a description of the Performance Issue
– If needed, attach external files related to the
Performance Issue on the Attachment tab *

Select the SAVE button
* File attachments will be reviewed later in this lesson
67
Creating a Performance Issue
Saving the Entry
– An Issue ID is
automatically
generated upon
saving the entry
– A confirmation message displays
stating that the update was
successful, and that the approval
email has successfully been sent
68
Creating a Performance Issue
Saving the Entry
– If an invalid approver email address was entered,
you will receive an error message when attempting
to save the entry
– If the email is undeliverable, the sender email
address provided will receive the undeliverable
email

If no sender email address was provided, the
undeliverable email is received by the OA-CRPS
resource account
69
Creating a Performance Issue
Saving the Entry
– When an error message is received,
select Cancel to return to the
Performance Issue Search page
70
Creating a Performance Issue
Saving the Entry

If you wish to display and/or print a
saved entry, select the PRINT button
– The performance issue record displays,
as shown on the next slide
71
Creating a Performance Issue
Saving the Entry
72
Creating a Performance Issue
Saving the Entry

The performance issue record may also be
exported
– The steps involved in printing and
exporting a CRPS document are described
in the lesson Executing a CRP Check
73
Maintaining a Performance Issue
Overview
The PI functionality in the system includes the
ability to search the performance issues
stored in the CRPS.
It is important to note that this search is
unrelated to a CRP Check or CRP Search,
which will be covered in upcoming lessons.
74
Maintaining a Performance Issue
Overview
All users may search the CRPS for performance issues;
however, the results returned depend on the role of
the user executing the search. If you are a:
CRPS User
your results will only include approved
and resolved performance issues
PI Creator
your results will include pending PIs for
your agency, and all other approved or
resolved PIs
PI Approver
you will see all performance issues,
regardless of the agency and status
75
Viewing a Performance Issue

Select the Performance
Issue link from the left
navigation menu
76
Searching for a Performance Issue
Required Field Entry

On the Performance Issues Search page, enter
applicable criteria in any of the above fields
– Select the SEARCH button
77
Searching for a Performance Issue
Reviewing Results

“No Records Found” indicates that the no
records matched your search criteria or that
your CRPS role prevented you from viewing
the record(s)
78
Searching for a Performance Issue
Reviewing Results

If results are returned, you may see records
such as those above – depending upon your
assigned role
79
Searching for a Performance Issue
Reviewing Results
– The PI Creator performing the search
illustrated above is assigned to the PUC

They are able to Edit the pending PI from
their agency

They may View PIs from any agency with
the status of approved and resolved
80
Searching for a Performance Issue
Reviewing Results
– The PI Approver performing the search
illustrated above is assigned to the PUC

They are able to Edit or Delete all
performance issues, regardless of the
agency or status
81
Searching for a Performance Issue
Reviewing Results
– The CRPS User performing the search
illustrated above is assigned to the PUC

They are only able to View performance
issues with a status of approved and
resolved, regardless of the agency
82
Viewing/Editing a Performance Issue

Selection of the VIEW button will open
the performance issue and allow you to
review the details in a “read-only” display

Selection of the EDIT button will open the
performance issue and allow you to make
edits to the entry, and then save the
updates
83
Viewing a Performance Issue
Example of viewing a
Performance Issue
84
Viewing a Performance Issue
Example of
viewing a
Performance
Issue
85
Viewing a Performance Issue

To return to the
search results,
select the
CANCEL button
86
Editing a Performance Issue
Example of
editing a
pending PI
87
Editing a Performance Issue

Select SAVE to
update the
entry; print if
desired
88
Approving a Performance Issue
Overview
Approving a performance issue requires
editing the PI and changing the status to
approved. The PI Approver should first review
the entry for completeness, accuracy, and
appropriateness.
If the performance issue created is found to
be not valid, and shouldn’t be retained, it may
be deleted.
89
Approving a Performance Issue
Overview
If the performance issue is related to a
statewide contract, final approval must be
received by DGS. Therefore, the agency’s
approver should review the PI to ensure its
accuracy and validity, and then notify DGS.
The CRPS has a default email feature that will
notify DGS of the entry so that they can
review and approve the PI.
90
Approving a Performance Issue

Select the EDIT button to open the PI that
you wish to approve
– If necessary, make any edits and/or add
attachments*
* File attachments will be reviewed later in this lesson
91
Approving a Performance Issue
– Using the dropdown
menu, change the Status
to Approved

Note that the CRPS will
auto-populate the
current date in the
Approved field, and
your User ID in By
92
Approving a Performance Issue

Select SAVE
– The confirmation
message Update
Successful will display
93
Approving a Performance Issue

Select CANCEL to return to the
Performance Issue search results
94
Approving a Performance Issue
DGS Statewide Contracts
The process for approving a performance issue
against a statewide contract is slightly different
than what we’ve learned so far.
As you may recall, only DGS can approve a PI
against a statewide contract. However, as an
agency PI Approver, you would:
1. Review the PI and ensure its satisfactory
completion by the PI Creator
2. Select the Send Email to DGS button
95
Approving a Performance Issue
DGS Statewide Contracts
The CRPS will send an email to the resource
account established in DGS to notify them that
the performance issue should be approved. A
DGS PI Approver will then edit the performance
issue and update the status to Approved.
96
Approving a Performance Issue
DGS Statewide Contracts
Note the status
remains at Pending
when the PI is for a
statewide contract

After sending the email, select
CANCEL to return to the
Performance Issue search results
97
Deleting a Performance Issue
Overview
In your role as a PI Approver, there may be
occasions where you will receive notice to
review a pending performance issue and decide
that it should not be approved.
When this occurs, you have the ability to then
delete the pending PI. (Note that the CRPS
does not have a status of disapproved.)
98
Deleting a Performance Issue
MD 215.9 Policy and Procedures
As a reminder, however, each agency must
review its Performance Issues at least semiannually to ensure accuracy.
Therefore, as a PI Approver, if any PIs remain in a
pending status within 180 days of its entry date,
you must either approve or delete it. And, if
there are any pending PIs in excess of 180 days,
you must delete them.
99
Deleting a Performance Issue

Select the DELETE button next to the
pending performance issue that you do
not wish to approve
100
Deleting a Performance Issue
Upon selection of the DELETE button,
a warning dialog box will display

Choose CONTINUE to
proceed with the deletion
– A message will display
confirming deletion of the
performance issue
101
Deleting a Performance Issue

Choose CANCEL to
cancel deletion of the PI
and return to the search
results
102
Resolving a Performance Issue
Overview
For each performance issue that you have
approved as a PI Approver, your next step is to
consider if the contractor has corrected the
unsatisfactory or deficient performance or other
conduct that led to the entry of the PI.
You might do this sometime after approving the
PI, or perhaps when conducting the semi-annual
review of your agency’s Performance Issues.
103
Resolving a Performance Issue
Overview
If you determine that the contractor has
corrected such issues:
 Change the status to Resolved and review
all other details of the performance issue
 Update the contact name, telephone
number, email address, etc. as necessary
 Save your changes
104
Resolving a Performance Issue
Overview
If you determine that the contractor has not
corrected such issues:
 Review all other details of the performance
issue
 Update the contact name, telephone
number, email address, etc. as necessary
 Save your changes
105
Resolving a Performance Issue

Select the EDIT button to open the PI that
you wish to resolve
106
Resolving a Performance Issue
– Using the dropdown
menu, change the
Status to Resolved

Note that the CRPS
will auto-populate the
current date in the
Resolved field, and
your User ID in By
107
Resolving a Performance Issue

In the Resolution text box, enter a
description of the circumstances/
actions taken by the contractor to
resolve the performance issue
– If applicable, add any attachments*
* File attachments will be reviewed later in this lesson
108
Resolving a Performance Issue

Select SAVE
– The confirmation message Update
Successful will display

Select CANCEL to return to the
Performance Issue search results
109
Adding Attachments to
a Performance Issue
MENU
Adding Attachments to a PI
Overview
The performance issue functionality includes
the ability to upload external files to the CRPS.
As you have seen in the earlier references to
this functionality, these external files may be
attached to a specific PI for the purpose of
providing supplemental information about the
issue.
111
Adding Attachments to a PI
Overview
Once attached, these documents are accessed
and displayed as in any other system database
or program. Therefore, ensure that they are
not password-protected or otherwise unable to
be opened.
MS Word documents may be integrated into an
existing performance issue, as well as other file
types such as .pdf and image files (.png, .gif, .jpg
and .bmp).
112
Adding Attachments to a PI
Overview
In order to add an attachment to a newly
created performance issue, it must first be
saved and be designated a status of pending.
As we will discuss next, only the PI Creator
and PI Approver roles have the permissions to
add – and delete – file attachments in the
CRPS.
113
Adding Attachments to a PI
Overview
The PI Creator may add/delete files to a
performance issue in pending status, for the
agency to which they are assigned. Once the
status of the PI is changed to approved or
resolved , however, the PI Creator is no longer
able to do so.
The PI Approver may add/delete files to any
performance issues with an approved or
resolved status.
114
Adding Attachments to a PI
First, locate the performance issue that you wish
to add the attachment to and select EDIT.

Next, select the Attachments tab
115
Adding Attachments to a PI
The Attachments
tab displays; and in
this example, does
not yet contain any
files

Select the ADD button
116
Adding Attachments to a PI
The Upload Attachments dialog
box displays

Select the BROWSE
button to search for
and locate the file
– Note that up to five
files may be
uploaded at a time
117
Adding Attachments to a PI

Enter a brief but
descriptive title for
the document
– Select CONTINUE
118
Adding Attachments to a PI

Attempts to upload document types other
than those noted earlier will result in a
screen refresh and all fields will be cleared

Attempts to upload a document that already
exists will result in an error message
indicating that the file name is a duplicate; if
this occurs, rename the file to be uploaded
or delete the existing file before attempting
a new upload
119
Adding Attachments to a PI
– A confirmation
message will display
telling you that the file
was uploaded
successfully
– The name of the file is
a hyperlink and should
be used to view it
120
Deleting Attachments on a PI

Select the
Attachments
tab

Select the
DELETE button
of the file that
you want to
remove
121
Deleting Attachments on a PI

At the warning
message, select
CONTINUE
– A message will
display confirming
that the file was
deleted successfully
122
You now know how to create, search for, view,
edit, approve, resolve, and delete
performance issues. You also know how to
add attachments to a performance issue, as
well as how to delete them.
Before we move on, let’s take a moment to
assess your understanding with the following
Knowledge Check questions.
Select NEXT to continue.
123
Knowledge Checks
What status is assigned to a new
performance issue?
a. Held
b. New
c. Pending
124
Knowledge Check
Do all users have the ability to execute a search for
performance issues?
a. Yes
b. No
125
Knowledge Check
All performance issues that match the search
criteria with a status of pending are returned for a
user with a PI Creator role.
a. True
b. False
126
Knowledge Check
A performance issue with a status of Approved or
Resolved cannot be changed back to Pending.
a. True
b. False
127
Knowledge Checks
If the performance issue is not valid and
shouldn’t be retained in the CRPS, what should
the PI Approver do?
a. Save it
b. Hold it
c. Delete it
d. Release it
128
Knowledge Checks
What status must a performance issue have to be
returned in a CRP Check?
a. Resolved
b. Approved
c. Pending
d. Held
129
Knowledge Checks
What role can resolve performance issues?
a. PI Approver
b. PI Resolver
c. PI Creator
d. All of the above
130
Knowledge Check
Are performance issues with a status of resolved
returned in a CRP Check?
a. Yes
b. No
131
Knowledge Check
How many files can be uploaded at a time to a
performance issue?
a. Four
b. Two
c. Five
d. Ten
132
Knowledge Check
What CRPS role can upload files to a performance
issue?
a. PI Creators
b. PI Approvers
c. Both PI Creators and PI Approvers
d. Neither PI Creators or PI Approvers
133
Thank you for answering the Knowledge Check
questions.
In the next lesson, Executing a CRP Check, you will
learn the steps involved to determine whether a
Contractor is responsible, and how to print the
CRP Check Certification form.
Select the NEXT button to proceed.
134
Executing a CRP
Check
MENU
Executing a CRP Check
MD 215.9 Policy and Procedures
As noted earlier, MD 215.9 states that you must
perform a CRP Check for procurements in excess
of $5,000 to obtain the contractor’s current
status.
√ Determine, based on the results of the CRP
check, if the contractor is responsible
• If the determination is made that an
obligation is owed, you must provide the
contractor with an opportunity to fulfill the
obligation within a reasonable time
136
Executing a CRP Check
MD 215.9 Policy and Procedures
√ You must attach the CRP Check
Certification Form (or clearance certificate,
as applicable) to the procurement
document for the entire approval process
• If the CRPS web-service is used for the CRP
Check, then you must provide the CRP
audit ID number
137
Executing a CRP Check
Overview
In this lesson, we will learn about the CRP
Check functionality, which allows you to
query the CRPS database for approved
performance issues and outstanding
obligations using the contractor’s name and
TIN.
138
Executing a CRP Check
Overview
The CRP Check also queries the DGS
Suspension/ Debarment database and the
EPLS for contractor suspensions and/or
debarments.
The results returned from these Checks will
depend on the availability of data within each
of the source databases.
139
Executing a CRP Check
Overview
Executing a CRP Check involves only a few
steps, so it is relatively simple. The screen
examples used in this lesson are broken down
by scenarios showing three common results:
1. no records found
2. obligations found
3. suspension/debarment/approved
performance issue found
140
Executing a CRP Check
Begin the Check
Required information for a CRP Check: Contractor’s
name and Tax Identification Number (TIN)

Select the CRP Check link
from the left navigation
menu
141
Executing a CRP Check
Required Field Entry

The CRP Name/TIN Check entry form displays
– Complete the required Name and TIN fields
– Note that the Contractor’s name must be the
official Name and a minimum of three
characters
142
Executing a CRP Check
Required Field Entry
– Also note that if the Contractor is an individual,
the name should be entered in the format:
Last Name, First Name; and the TIN must be
9 digits with no punctuation (i.e., no dashes)

Select the SEARCH button
143
Executing a CRP Check
Reviewing Results
Scenario #1: No records found

“No Records Found” indicates that the
contractor was not found in any of the CRP
data sources
144
Executing a CRP Check
Reviewing Results
Scenario #1: No records found
– When a Contractor’s record is not found,
it means that no obligations, approved
performance issues, Commonwealth
suspensions/debarments, or federal
suspensions/debarments exist
145
Executing a CRP Check
Print Certification Option
Scenario #1: No records found

Select the PRINT CERTIFICATION button
– The CRP Check Certification Form displays,
as shown on the next slide
146
Executing a CRP Check
CRP Check Certification Form
Scenario #1: No records found
The form certifies
that the user has
performed the CRP
Check for the
Contractor and that
no records were
found, indicating they
have been deemed
“responsible”
147
Executing a CRP Check
CRP Check Certification Form
Scenario #1: No records found

A toolbar is located at the top of the
Certification Form, and contains icons
representing Export and Print functions

Located above the toolbar is a link to return
the user to the CRP Check entry screen
148
Executing a CRP Check
Exporting the Certification Form
Scenario #1: No records found

Select the EXPORT icon to convert and save
the form into an alternate file format
– The CRPS application allows for exporting to:
Adobe (.pdf), Word (.doc), Excel (.xls), or Rich
Text Format (.rft)
149
Executing a CRP Check
Exporting the Certification Form
Scenario #1: No records found
Upon selection of the EXPORT icon , a
dialog box containing options displays


Select the desired
Export format from
the dropdown list

Enter the page
number(s), or “All”,
to be exported
Select the OK button
150
Executing a CRP Check
Exporting the Certification Form
Scenario #1: No records found
– Continue the process by following the
system prompts (Open, Save, etc.) based on
the Export format selected
– Exit/Close the Export window when finished
151
Executing a CRP Check
Printing the Certification Form
Scenario #1: No records found

Select the PRINT icon to obtain a hard-copy
of the Certification Form
– A dialog box containing print options will
display, as shown on the next slide
152
Executing a CRP Check
Printing the Certification Form
Scenario #1: No records found

Enter the page
number(s), or “All”,
to be printed

Select the OK
button
153
Executing a CRP Check
Printing the Certification Form
Scenario #1: No records found

– Exit/Close the Print window
when finished
In the secondary
print window,
select the PRINTER
icon
– Continue by
following the
prompts in the
standard print
dialog box
154
Executing a CRP Check
Return to the CRPS
To return to the
CRPS, select the
Back to CRP
Check link
155
Executing a CRP Check
Reviewing Results
Scenario #2: Obligations are found

The executed CRP Check returned results
for the Type “Obligation”
156
Executing a CRP Check
Reviewing Results
Scenario #2: Obligations are found
No Print
Certification
button
– Note the difference above from the search
result in Scenario #1 “No Records Found”:
when an obligation exists, the PRINT
CERTIFICATION option is not available
157
Executing a CRP Check
Reviewing Results
Scenario #2: Obligations are found

Select the
DETAIL
button on the
row which
you wish to
view the
Obligation
details
– The information entered into the CRPS
pertaining to the Contractor’s Obligation will
display below the Results list (see next slide)
158
Executing a CRP Check
Reviewing Obligation Details
Scenario #2: Obligations are found

All information entered into the CRPS will
display in the Obligation’s Detail; empty
fields indicate no available data
159
Executing a CRP Check
Reviewing Obligation Details
Scenario #2: Obligations are found
– After reviewing the obligation details, you
have two command button options
available: Notification and Return to Result
160
Executing a CRP Check
Reviewing Obligation Details
Scenario #2: Obligations are found
– Upon selection of Return to Result,
the obligation details will close and
you will return to the CRP Check
Results area
– Upon selection of Notification, you will
be given the option to complete an
enrollment form to receive an e-mail
notification when the Contractor has
cleared all of their obligations
161
Executing a CRP Check
Reviewing Obligations
Scenario #2: Obligations are found

Note that the Notification option mentioned
on the previous slide is also available within
the CRP Check Results list
162
Executing a CRP Check
Notify Option Button
Scenario #2: Obligations are found

Complete the required fields:
– Name
– Email
– Verify Email
163
Executing a CRP Check
Notify Option Button
Scenario #2: Obligations are found

Ensure that the entered information is
correct, and select the SUBMIT button
164
Executing a CRP Check
Notify Option Button
Scenario #2: Obligations are found
•
– A confirmation message
displays with the submitter’s
name and e-mail address
Note that if a Contractor
has more than one
obligation, it is only
necessary to enter a single
notification; the e-mail will
be transmitted by the
CRPS when all obligations
for the Contractor have
been cleared
165
Executing a CRP Check
Reviewing Results
Scenario #3: Suspensions/Debarments or
Approved Performance Issues found

The executed CRP Check returned
results for the Type “Performance” and
“Debarred/Suspended”
166
Executing a CRP Check
Reviewing Results
Scenario #3: Suspensions/Debarments or
Approved Performance Issues found
– Once again, note the differences above from the
search result in Scenario #1 and in Scenario #2

The Print Certification and Detail buttons are
available for selection
167
Executing a CRP Check
Reviewing Results
Scenario #3: Suspensions/Debarments or
Approved Performance Issues found

Select the DETAIL button(s) to review
the complete Suspension/Debarment or
Approved Performance Issue entry
168
Executing a CRP Check
Reviewing Performance Issue Details
Scenario #3: Approved Performance Issues found
Example of
Approved
Performance
Issue details
169
Executing a CRP Check
Reviewing Performance Issue Details
Scenario #3: Approved Performance Issues found

All information
data entered
into the CRPS
will display in
the Detail;
empty fields
indicate no
available data
– After reviewing the entry details,
select the RETURN TO RESULT button
170
Executing a CRP Check
Reviewing Suspension/Debarment Details
Scenario #3: Suspension/Debarment found
Example of
Debarred /
Suspended
details

After reviewing the entry details, select
the RETURN TO RESULT button
171
Executing a CRP Check
Print Certification Option
Scenario #3: Suspensions/Debarments or
Approved Performance Issues found

Select the PRINT CERTIFICATION button
– The CRP Check Certification Form displays,
as shown on the next slide
172
Executing a CRP Check
CRP Check Certification Form
Scenario #3: Suspend/Debar or Approved PI
The form certifies that
the user has performed
the CRP Check for the
Contractor and that no
obligations were found;
a Performance Issue and
Suspension/Debarment
was found, the initiating
agency, and effective/
end dates
173
Executing a CRP Check
CRP Check Certification Form
Scenario #3: Suspensions/Debarments or
Approved Performance Issues found

As applicable, Export and/or Print the form
using the steps described in Scenario #1

When finished, select the Back to CRP link to
return to the CRPS
174
Executing a CRP Check
Reviewing Results from the EPLS
Before we finish this lesson, we’re going to cover
reviewing a CRP Check with federal suspensions
and/or debarments.
As a reminder, the EPLS requires that the Name
be the full name of the contractor. Wildcard
characters may not be used, and partial names
will result in incorrect results from the system.
In addition, if the contractor is an individual, the
name should be entered in the format: Last
Name, First Name.
175
Executing a CRP Check
Reviewing Results from the EPLS

The executed CRP Check returned
results for the Type “Federal
Suspension/Debarment”
176
Executing a CRP Check
Reviewing Results from the EPLS
The EPLS uses the Name and TIN supplied in the CRPS
when checking their system for matching records:
EPLS checks the Name
If an exact match is found,
EPLS will check the TIN
Whether or not the TIN
matches, EPLS provides a
matching result to the CRPS
The CRPS returns a message
which originated in EPLS, and
indicates that a Name match
was found, but that TIN either
was not found or did not
match
177
Executing a CRP Check
Reviewing Results from the EPLS
– If the TIN is not found, the above message
will display
178
Executing a CRP Check
Reviewing Results from the EPLS
– If the TIN does not match, then the above
message will display
179
Executing a CRP Check
Reviewing Results from the EPLS
Whenever you receive both an EPLS result and
an error message with your CRP Check, as shown
on the previous slides, you will need to:
1. Access the EPLS website (www.epls.gov)
2. Execute an Advanced Search
3. Verify that the contractor you are checking
does indeed have a federal suspension/
debarment listed
180
Executing a CRP Check
Reviewing Results from the EPLS
– Notice that both the Detail and Print
Certification buttons are available
181
Executing a CRP Check
Reviewing Results from the EPLS

Select the DETAIL button to review the
complete Suspension/Debarment entry
from the EPLS
182
Executing a CRP Check
Reviewing Results from the EPLS
– Federal suspensions/debarments will have
one or more Cause Treatment (CT) Codes
displayed in the Details

Select the hyperlink to the EPLS to find
information about the CT Codes
183
Executing a CRP Check
Reviewing Results from the EPLS

Select the PRINT CERTIFICATION button
– The CRP Check Certification Form
displays, as shown on the next slide
184
Executing a CRP Check
Reviewing Results from the EPLS
The form certifies that
the user has performed
the CRP Check for the
Contractor and that no
obligations were found;
a Performance Issue and
Suspension/Debarment
was found, the initiating
agency (here, the EPLS),
and effective/end dates
185
Executing a CRP Check
Reviewing Results from the EPLS

As applicable, Export and/or Print the form
using the previously described steps

When finished, select the Back to CRP link to
return to the CRPS
186
Executing a CRP Check
Summary
Let’s briefly recap what we’ve learned so far about your
responsibilities under MD 215.9:
 You must perform a CRP Check for procurements in
excess of $5,000 to obtain the contractor’s current
status and determine if they are responsible
 You must attach the CRP Check Certification Form (or
clearance certificate) to the procurement document for
the entire approval process
 At three months post-award, you must search the CRPS
again to ensure that the contractor continues to be
responsible
187
Executing a CRP Check
Summary
In the next lesson, Executing a CRP Search,
you will learn about additional and more
flexible ways to find information pertaining to
Contractors.
Select the NEXT button to proceed.
188
Executing a CRP
Search
MENU
Executing a CRP Search
Overview
As you found in Executing a CRP Check, the
field data requirements were very strict: the
Contractor name as well as the TIN were
required, and both had to be exact for good
results to be returned.
In this lesson, we’ll learn about CRP Searches
where the field data requirements are much
more flexible, such as using a partial name.
190
Executing a CRP Search
Overview
The CRPS has three search options: a Name
Search, a TIN Search, and a Name/TIN Search. All
of the searches include a default query for
obligations. Additional search criteria may be
included by selecting the applicable checkbox(es).
It is important to note that these searches do not
meet the definition of a true CRP Check;
therefore, the ability to print the CRP Check
Certification Form and to register for clearance
notifications is not available.
191
Executing a CRP Search
Overview
As with a CRP Check, a CRP Search involves only
a few steps and is fairly simple. In addition, the
steps to execute a Name Search, a TIN Search,
and a Name/TIN Search are nearly identical.
Consequently, we will only discuss the execution
of a Name Search in this lesson; however, it will
provide you with sufficient knowledge to be able
to perform the other two search options.
192
Executing a CRP Search
Overview
For the CRP Name Search, the screen
examples used in this lesson are once again
broken down by scenarios showing three
common results:
1. no records found
2. obligations found
3. suspension/debarment/approved
performance issue found
193
Executing a CRP Name Search
Begin the Search

Select the Name Search link
from the left navigation
menu
194
Executing a CRP Name Search
(without additional search criteria)
Required Field Entry

The CRP Name Search entry form displays
– Complete the required Name field using either
a partial or full name
– Note that the entry must be a minimum of
three characters
195
Executing a CRP Name Search
(without additional search criteria)
Required Field Entry

If preferred, you may include more than
one name in your search as shown in the
example above
– Expand the Name field by selecting the
“plus” symbol
196
Executing a CRP Name Search
(without additional search criteria)
Required Field Entry
– Note that none of the checkboxes are
selected because we want our results
to include obligations only; therefore,
we are not using any additional
search criteria

Select the SEARCH button
197
Executing a CRP Name Search
(without additional search criteria)
Reviewing Search Results
Scenario #1: No records found

“No Records Found” indicates that based on
the information entered in the Name(s) field,
the search was unable to yield results from
any of the CRP data sources
198
Executing a CRP Name Search
(without additional search criteria)
Begin New Search

To execute another search, select the
expand icon next to Show Detail
– This will display the CRP Name Search
entry form
199
Executing a CRP Name Search
(without additional search criteria)
Begin New Search
Amy

Existing search criteria may be cleared,
or simply enter the new criteria and
select the SEARCH button
200
Executing a CRP Name Search
(without additional search criteria)
Reviewing Search Results
Scenario #2: Obligations are found
– The search
resulted in
34 names
being
returned
Lengthy search results can be sorted and
displayed in several different ways, as shown
on the next slide
201
Executing a CRP Name Search
(without additional search criteria)
Reviewing Search Results
– All column
headings
may be used
to sort in
ascending/
descending
(A-Z) order

The column used for the sort, as well as
the direction of the sort, will be indicated
in the gray row at the bottom of the
search results
202
Executing a CRP Name Search
(without additional search criteria)
Reviewing Search Results
– The page navigation buttons below
the search results area may also assist
you when reviewing a lengthy list
203
Executing a CRP Name Search
(without additional search criteria)
Reviewing Search Results
Scenario #2: Obligations are found

As with a CRP Check, select the DETAIL
button to view the Obligation data
– Select Return to Result when finished
204
Executing a CRP Name Search
(including additional search criteria)
Search Using Additional Criteria

The additional search options available to
you within a CRP Search are: Include
History, Include Suspensions/Debarments,
and Include Performance Issues
– You may select any or all of these options
when executing your search
205
Executing a CRP Name Search
(including additional search criteria)
Search Using Additional Criteria

When selected independently, Include
History will provide you with the requested
Contractor’s current obligations, as well as
historical obligations
Selection:
 Include History
Results:
 Current Obligations
 Historical Obligations
206
Executing a CRP Name Search
(including additional search criteria)
Search Using Additional Criteria

When selected independently, Include
Suspensions/ Debarments will provide
current obligations as well as current COPA*
suspensions and/or debarments
Selections:
 Include Suspensions
/ Debarments
Results:
 Current Obligations
 Current COPA
Suspensions / Debarments
*Federal suspension/debarment results are not
included because the EPLS requires a Name and TIN
207
Executing a CRP Name Search
(including additional search criteria)
Search Using Additional Criteria
– When selected along with Include History,
this search will also provide historical
obligations and historical COPA suspensions/
debarments
Selections:
 Include History
 Include Suspensions
/ Debarments
Results:
 Current + Historical Obligations
 Current + Historical COPA
Suspensions / Debarments
208
Executing a CRP Name Search
(including additional search criteria)
Search Using Additional Criteria

When selected independently, Include
Performance Issues will provide current
obligations as well as approved performance
issues
Selections:
 Include Performance
Issues
Results:
 Current Obligations
 Approved Performance
Issues
209
Executing a CRP Name Search
(including additional search criteria)
Search Using Additional Criteria
– When selected along with Include History,
this search will also provide historical
obligations and resolved performance issues
Selections:
 Include History
 Include Performance
Issues
Results:
 Current + Historical
Obligations
 Approved + Resolved
Performance Issues
210
Executing a CRP Name Search
(including additional search criteria)
Search Using Additional Criteria

When all available search criteria is selected,
all of the aforementioned results will be
provided
Selections:
 Include History
 Include Suspensions /
Debarments
 Include Performance
Issues
Results:
 Current + Historical
Obligations
 Current + Historical COPA
Suspensions/Debarments
 Approved + Resolved
Performance Issues
211
Executing a CRP Name Search
(including additional search criteria)
Required Field Entry

The CRP Name Search entry form displays
– Select the checkboxes next to the desired
criteria
– Complete the required Name field using either
a partial or full name

Select the SEARCH button
212
Executing a CRP Name Search
(including additional search criteria)
Reviewing Search Results
Scenario #3: Oblig./Approved Performance Issues found

Based on the search parameters selected,
the above results displayed
– Note the Status designation next to the
Performance Issue
213
Executing a CRP Name Search
(including additional search criteria)
Reviewing Search Results
Scenario #3: Oblig./Approved Performance Issues found

The Performance Issue status is
displayed on the Detail screen as well
214
Executing a CRP Search
Obtaining Federal Suspension/
Debarment Results from the EPLS
Before concluding this lesson, we will briefly
review executing a CRP Search to obtain results
from the EPLS.
First, the Name/TIN Search link is selected from
the CRPS menu because both a Name and TIN
are necessary for a successful query in the EPLS.
215
Executing a CRP Search
Obtaining Federal Suspension/
Debarment Results from the EPLS

On the CRP Name/TIN Search entry form:
– Select the Include Suspensions/Debarments
checkbox
– Complete the required Name and TIN fields

Select the SEARCH button
216
Executing a CRP Search
Obtaining Federal Suspension/
Debarment Results from the EPLS

The above search results include a
Federal Suspension/Debarment
217
Executing a CRP Search
Obtaining Federal Suspension/
Debarment Results from the EPLS
– The EPLS only provides access to current
suspensions/debarments; therefore, no
historical data is returned even when the
history filter is chosen
218
Executing a CRP Search
Now that you understand how to execute CRP
Checks and Searches in the CRPS database, we
will move on to generating reports containing
much of this same information.
In the next lesson, Generating Reports, you will
learn about the types of reports that are
available and how to execute them.
Select the NEXT button to proceed.
219
Generating Reports
MENU
Generating Reports
Overview
The CRPS offers three different types of reports that
are associated with the CRP functionality. The first
type presents you with history related to executed
CRP Checks and the second supplies obligation data
stored in the database. The third provides PI
Approvers with information on performance issues.
In this portion of our course, we will be reviewing
these report types and the wide variety of
information that can be generated and viewed
within them.
221
Generating Reports
Overview

Execute History of CRP Check Reports (By
Vendor, By User, By User and Vendor, By
Reason)
– This group of reports allows you to report on
the audit data stored for each of the CRP Checks
executed in the CRPS.
– Each of the reports allow for a slightly different
variation of the data and requires slightly
different parameters (or options) to be entered.
222
Generating Reports
Overview

Execute Obligation Reports
– These reports provide you with all of the
most current obligation data stored in the
CRPS database.
– Note that the reports in this type are
lengthy and may take time to generate.
223
Generating Reports
Overview

Execute Performance Issues Report
(available only to PI Approvers)
– This report provides information on
performance issues; primarily for PI
Approvers to easily identify those with a
status of pending and need to be approved.
– The information contained in the PI report
can also be used for research or other
purposes.
224
Generating Reports
CRP Check Reports
When you first arrive on the report selection
page, all of the parameter fields will be “open”
– or able to be completed. Upon choosing a
report title, however, you will notice that
certain fields will no longer be available (or
“grayed out”).
Let’s take a look now at some of the CRP Check
Reports and their available parameters.
225
Generating Reports

Select the Reports link from
the left navigation menu
226
Generating Reports
Reports Page

The Reports selection
page displays
– Initially, dropdown
menus are available
to you in all
parameter fields
– The contents of the
generated report is
dependent on your
selections
227
Generating Reports
Reports Page

The first parameter
to complete is the
name of the report
– Select the
dropdown menu
to reveal the list
228
Generating Reports
CRP Check Reports

The report History
of CRP Checks by
Reason has been
chosen
– As you can see in the above
screenshot, four of the parameter
fields are no longer available for
selection
229
Generating Reports
CRP Check Reports
– Of the remaining
parameters, three
are required: From
Date, To Date, and
Reason Type
230
Generating Reports
CRP Check Reports

Next, the report
History of CRP
Checks for a Specific
User is chosen
– The required parameters are:
From Date, To Date, and User
Name
231
Generating Reports
CRP Check Reports

Next, the report
History of CRP
Checks for a Specific
User and Vendor is
chosen
– The required parameters are: From
Date, To Date, Vendor Name, Vendor
SSN/EIN, and User Name
– Select the VIEW REPORT button
232
Generating Reports
CRP Check Reports
Special Note regarding the To Date parameter:
If you want your report to include any CRP Checks
executed on the current date, then the “To Date”
entered must be tomorrow’s date. For instance, if
today is 8/25/2010, in order to include today’s
executed CRP Checks in the report, the “To Date”
entered must be 8/26/2010.
Now let’s see what a generated report looks like,
by selecting the NEXT button.
233
Generating Reports
Viewing CRP Check Reports
Upon selection of the VIEW REPORTS button,
the chosen report generates and displays
234
Generating Reports
Viewing CRP Check Reports

Notice the similarity in the look of the above
report to the CRP Check Certification Form

As applicable, Export and/or Print the report
using the steps described in the lesson
Executing a CRP Check

When finished, select the Back to Reports
link to return to the CRPS
235
Generating Reports
Obligation Reports

Next we’re going to
cover the obligation
reports
236
Generating Reports
Obligation Reports
– List of Vendors with Obligations will list all
of the obligations in the CRPS database, and
does not have any parameters
Note: This report is very lengthy (several
thousand pages) and will take time to
generate; it should be viewed but not
printed, and the export function is
unavailable
237
Generating Reports
Obligation Reports
– List of Vendors with Obligations in a Specific
Department will list all of the obligations for
a specific Agency – Department of Revenue
and Department of Labor & Industry,
Unemployment Compensation or State
Workman’s Insurance Fund
238
Generating Reports
Obligation Reports

The report List of
Vendors with
Obligations in a
Specific
Department is
chosen
– Department is a required
parameters
– Select the VIEW REPORT button
239
Generating Reports
Viewing Obligation Reports
Upon selection of the VIEW REPORTS button,
the chosen report generates and displays
240
Generating Reports
Viewing Obligation Reports

As applicable, Export and/or Print this
report

When finished, select the Back to
Reports link to return to the CRPS
241
Generating Reports
Performance Issues Report

Finally, we’re going
to cover the
performance issues
report
242
Generating Reports
Performance Issues Report

– Select the VIEW REPORT
button
The report
Performance Issues
has been chosen
– Parameters include
Department
(Agency), Severity,
and PI Status
243
Generating Reports
Viewing the Performance Issues Report
The chosen report generates and displays
244
Generating Reports
Viewing the Performance Issues Report
The default sort (A-Z) of this report is by
Agency – as long as you didn’t include it
as one of your parameters
245
Generating Reports
Viewing the Performance Issues Report

As applicable, Export and/or Print this
report

When finished, select the Back to
Reports link to return to the CRPS
246
Summary
Thank you for viewing the Contractor Responsibility
Program System course. You are now able to:

Understand the Contractor Responsibility
Program (CRP) and how use of the new
Contractor Responsibility Program System (CRPS)
fits into the process

Access the CRPS and understand screen
navigation

Create a new performance issue in the CRPS

Search for, locate, and edit an existing
performance issue
247
Summary
Thank you for viewing the Contractor Responsibility
Program System course. You are now able to:

Understand how to approve, resolve, or delete a
performance issue

Add and delete file attachments to performance
issues

Understand how to execute a contractor
responsibility check and search

Use the CRPS to produce reports
248
Summary
Where to go for Help:
If you are unable to access the CRPS or you
experience system errors, contact your agency
Help Desk for direction and assistance.
To request access to the CRPS, complete the USAR
form located at
http://www.portal.state.pa.us/portal/server.pt/document/845803/usar_pdf
249
Summary
Finally, let’s take a minute to test what
you’ve learned with the following
Knowledge Check questions.
Select the NEXT button to continue.
250
Knowledge Check
MENU
Knowledge Check
I need to log in with a password to the CRPS.
a. True
b. False
252
Knowledge Check
The menu provides access to all functionality in
the system and is always available.
a. True
b. False
253
Knowledge Checks
What data must be supplied to execute a
CRP Check?
a. Contractor Name
b. TIN (or SSN/EIN)
c. Both
254
Knowledge Check
Can the CRP Certification Form be printed for a
contractor with performance issues and/or
suspensions/debarments?
a. Yes
b. No
255
Knowledge Check
Can the CRP Certification Form be printed for a
contractor with obligations?
a. Yes
b. No
256
Knowledge Checks
If no filters are selected for a CRP Name search,
what results will be included?
a. Performance Issues
b. Suspensions/Debarments
c. Current Obligations
d. Historical Obligations
e. Current and Historical Obligations
257
Knowledge Check
When executing a CRP Search, if the data source
doesn’t include the Contractor Name in the
record, will the record be returned?
a. Yes
b. No
258
Knowledge Checks
If history and performance issues are the chosen filters
in a CRP Search, what will be included in the results?
a. Current obligations
b. All obligations stored for the contractor in the
history of obligations
c. Approved performance issues
d. Resolved performance issues
e. All of the above
259
Knowledge Check
If I choose suspensions/debarments for a
Name/TIN Search, does the CRPS check for federal
suspensions/debarments?
a. Yes
b. No
260
Knowledge Check
Should Obligation reports be printed?
a. Yes
b. No
261
Glossary of Terms
Approved Performance Issue
EPLS
Contractor
Obligation
CRP Audit ID Number
Performance Issue
CRP Check
Responsible
CRP Check Certification Form
Suspension
CRP Search
TIN
Debarment
MENU
262
Glossary of Terms
Approved Performance Issue
An approved performance issue is a performance
issue that has been reviewed by the designated
approver for the agency that experienced the
issue and has subsequently approved it.
Therefore, the performance issue has not been
remedied and should be considered in evaluating
the contractor.
BACK
263
Glossary of Terms
Contractor
Any person, including but not limited to, a bidder,
offeror, loan recipient, grantee, or lessor, who has
furnished or performed or seeks to furnish or
perform, goods, supplies, services, leased space,
construction or other activity , under a contract
with the Commonwealth.
(This term is synonymous with vendor in the
context of this document.)
BACK
264
Glossary of Terms
CRP Audit ID Number
The unique identification number assigned to each
CRP Check performed in the CRPS.
BACK
265
Glossary of Terms
CRP Check
A check that is run on a contractor against data stored
in the CRPS database for obligations and performance
issues, data stored in the DGS Suspension/Debarment
database, and data returned in the EPLS web service.
The CRP Check obtains the contractor’s current status
with the Commonwealth, and constitutes an agency’s
official inquiry of the CRPS, serving as the basis for
making a determination of contractor responsibility.
BACK
266
Glossary of Terms
CRP Check Certification Form
A document that certifies an agency has performed
a CRP Check and the agency has determined the
contractor to be responsible based on COPA
policies and procedures.
This form can be produced and stored in hard copy
or electronic format.
BACK
267
Glossary of Terms
CRP Search
The ability within the CRPS to check the obligation,
performance issue, and suspension/debarment data
with less stringent search criteria than is needed for
the CRP Check.
A CRP Search does not constitute an official inquiry
regarding contractor responsibility and a
determination of contractor responsibility cannot be
made using only the results of a CRP Search.
BACK
268
Glossary of Terms
Debarment
Action taken by the head of the purchasing
agency or designee, in consultation with the head
of any using agency (or designee) to remove a
contractor from consideration for any award of
any Commonwealth contract for a specific period
of time.
BACK
269
Glossary of Terms
EPLS
Excluded Parties List System
A web service provided by the federal government
which provides information about persons
prohibited from participating in specified federal
procurement transactions, including suspensions,
debarments, proposal for debarment, or voluntarily
exclusion.
BACK
270
Glossary of Terms
Obligation
A collective term referring to a contractor owing
any type of liability (taxes, fines, penalties,
surcharges, state workers’ insurance premiums,
and filings) in the context of CRP.
BACK
271
Glossary of Terms
Performance Issue
An instance where a contractor performed
unsatisfactorily or deficiently. Failure to carry out
or satisfactorily perform all requirements,
including compliance with all plans, specifications,
service level agreements, terms and conditions of
a Commonwealth contract is considered a
performance issue.
BACK
272
Glossary of Terms
Responsible [Contractor]
Able to fully perform the contract requirements in
all respects and the integrity and reliability to
assure good faith performance.
BACK
273
Glossary of Terms
Suspension
A temporary disqualification of a contractor from
consideration for an award of any Commonwealth
contract for a period of up to three months if
there is probable cause for disbarment.
BACK
274
Glossary of Terms
TIN
Taxpayer Identification Number
A term used to encompass Social Security Number
and Employer Identification Number.
BACK
275
Congratulations! You have completed the
course; feel free to review it again at any
time. In order to receive credit, you must
now select Close and Save Progress.
Thank you!