Frequently Asked Questions

Answer:

DCMA CAR assistance should first be requested from the DCMA users FLS and/or Functional POC at applicable OU (via the chain of command).

Training resources are available on the resource page for DCMA MAN 2301-01 ‘Surveillance’ under the heading Training and can be found by following this link: https://360.intranet.dcma.mil/Sites/Policy/CE/SitePages/2303-01r.aspx.

The PDREP-AIS CAR User Guide is also a resource intended to assist users with operational tasks (not policy or instruction). This document may be located by selecting ‘References’ and then ‘Guides and Manuals’ on the PDREP website. Users logged into PDREP-AIS may also navigate to PDREP’s Guides and Manuals by selecting ‘Help’ (located at the top right of each page) and then selecting ‘View the user guide for help’.

• CAR User Guide

Answer:

The CAR Letter CANNOT be edited after it‘s transmitted to the contractor. There are other fields in the CAR record may be edited such as those related to contractor actions after the CAR letter was sent. If the CAR Letter sent to the contractor is incorrect, the CAR may be withdrawn, and new corrected CAR letter sent to the contractor.

Answer:

No. However, a message may be added to the CAR explaining the error. To do this:

• Locate the CAR in the worklist
• Under the ‘Action’ column, select ‘Send Message’ link
• Write message acknowledging situation

Answer:

Each user role has its own purposes and functions. The CMO role is used for authorizing access, pulling reports and on occasion issuing a CAR. CMO‘s cannot delete CAR(s). They can work a CAR through the workflow process like a Team Lead might.

Answer:

The Warranted 1102 may only edit the (M) Def. Class: (sig/non-sig) field found on the deficiencies page, as well as data fields on the ACO tab. They may also add notes when reviewing a CAR. If changes are required, prior to the sending the CAR letter to contractor, the CAR must be returned to the originator. They may also edit the Contractor Actions tab info related to the Corrective Actions Plan (CAP).

Answer:

Yes. A Level I CAR may be escalated to any level. When elevating a CAR, the CAR is closed and a new CAR is created with the appropriate CAR level.

Answer:

Level I or Level II CAP - Anyone on the same Region and Team.
Level III or Level IV CAP - The Warranted 1102 or Supervisor.
(FS can provide input but nothing else.)

Answer:

No. Currently there is no trigger for this. Each region or team handles this differently.

Answer:

The Warranted 1102 cannot delete a CAR belonging to a different Team or after the CAR letter was already sent to contractor. The ACO abides by the same set of guidelines as all other access levels.

Answer:

When a CAR is created using PDREP-AIS, the record will be notated with a P, E, or D at the end of the CAR Number; example: ABCDE-2020-0001P. Also, the CAR history will show who sent the CAR, use the DCMA Contract Management Team (CMT) viewer to look up the user information.

Answer:

No. The KTR role has not been implemented. KTR’s are currently recorded in the CAP by DCMA personnel.

Answer:

This is mostly used by Warranted 1102’s to capture high level CAR data. However, any user may enter an executive summary for any level CAR. This information is added to the CAR and visible to the KTR.

Please contact your DCMA/OU/CMO if further training is required.

Answer:

Records are tied to the DoDAAC and Team of the user that transmitted the record..

Answer:

The POP CAR can be deleted when it’s in Draft Sub-Loc CAR Notification Status.

Answer:

DRAFT SUB-LOC CAR NOTIFICATION: The Create Edit page is completed, saved and the CAR has not been transmitted to the Prime KTR Functional Specialist.

SUB-LOC CAR NOTIFICATION TRANSMITTED: Has been transmitted to the Prime KTR Functional Specialist where they will write the CAR on the Subcontractor, using the “D” CAR notification received from the Sub KTR Functional Specialist.

SUB-LOC CAR ACKNOWLEDGED: The Functional Specialist supporting the Prime KTR has received and clicked the acknowledge link in their worklist

SUB-LOC CAR WITHDRAWN: The POP CAR has been withdrawn by the Prime KTR supervisor.

Answer:

A POP CAR is an RCN affixed with a “D”. This is used as a notification about a Sub KTR to a Prime. It notifies the Prime‘s DCMA they may need to write a NEW CAR on the prime contractor due to issues at its subcontractor‘s location.

Please contact your DCMA/OU/CMO if further training is required.

Answer:

A POP CAR (“D” CAR) does not need any further action once it has been acknowledged by the Prime FS and is in SUB-LOC CAR ACKNOWLEDGED Status. It does not need to be deleted, withdrawn or removed.

Please contact your DCMA/OU/CMO if further training is required.

Answer:

Yes, as long as the user‘s access privileges are the same region and team as the originator of the CAR.

Answer:

Yes, any updates are done on an individual basis in each environment. Accounts privileges are not always the same.

Answer:

Simplify the search parameter. Try searching by Dates & CAGE only or using the dates and 1 other field. Also, check to make sure that the browser compatibility view settings are correct.

Answer:

Try adding one field at a time and hit the save button watching for an error message each time to eliminate the field that is problematic. There may be too many characters entered or characters that are not allowed in that field.

Answer:

Simplify your search parameter.
Common search options include the (M) Start Date and (M) End Date plus ONE of the following parameters:

• QAR/SUBMITTER: Shows all records associated with that User Code (No team code)
• QAR TEAM CODE: Shows all records associated with that Team Code (No QAR/submitter code)
• RCN: Shows a specific record
• DoDAAC: Entering the DoDAAC into the RCN# field shows all records associated with that DoDAAC
• CAGE: Shows records associated with that CAGE
• Contract Number: Shows record associated with that Contract Number

If the worklist is not functioning properly, there is likely an Internet Explorer compatibility issue. The compatibility mode needs to be turned off for this to function properly.

From the IE Menu Bar:
Select ‘Tools’.
Select ‘Compatibility View settings’ near the middle.
Ensure ‘disa.mil’ is removed from the ‘Websites you’ve added to Compatibility View’ block.
Unselect ‘Display intranet sites in Compatibility View’ uncheck box, if checked.
Select the ‘Close’ button.

Or try using a different browser (Google Chrome/Microsoft Edge)

Answer:

Only DCMA users with Supervisor, Contract Management Office (CMO) and HQ-PIR user roles or Non-DCMA Functional Specialists may withdraw a delegation before the delegation is accepted. Records in Pending-Acknowledgement, Pending-Accept/Reject and Rejected worklists may be withdrawn.

Once accepted, the LOD may no longer be withdrawn.

Answer:

Records cannot be deleted after being submitted. LODs can only be deleted when in Pending-Submittal (Draft), Rejected or Withdrawn status.

Answer:

The ‘Submit to Delegatee’ button will populate after a requirement is entered. The submit button does not display until the LOD has a requirement saved on the record.

Answer:

Only users with Supervisor, Contract Management Office (CMO) and HQ-PIR access will be able to transfer delegations. Transferring LODs is not permitted by Functional Specialists and non-supervisory roles.

Answer:

Delegators can modify a record at any point until the record is Complete.

If the Delegator makes modifications, the record will revert to the Pending-Acknowledgement worklist (ISSUED status) for the Delegatee to re-acknowledge and re-accept/reject the record with the changes.
Note: Changes are not recorded on the history page at this time. The history page displays correspondence letters for the record.

Delegatees may only complete Delegatee Information on requirements. Delegatees cannot modify the record.

Answer:

Please be sure to click the Save Requirements Button before exiting the webpage. PDREP does not automatically save changes.

Also, ensure:
– All required fields are entered
– Text fields do NOT exceed a 4000 character maximum
– Entry time does NOT exceed the 15 minute inactivity timer.

Answer:

From the worklist, click the View hyperlink. The View page has a button to print the LOD.

Answer:

There is no data migration, except as noted below. LOD records within PDREP are manually entered.

Please Note: Navy SUPSHIP LOD’s were migrated from eTools and do not require reentry. Those migrated records will need to be reviewed by SUPSHIP prior to DCMA processing.

Answer:

DCMA LOD assistance should first be requested from the DCMA users FLS and/or Functional POC at applicable OU (via the chain of command).

Training resources are available on the resource page for DCMA MAN 2301-01 ‘Surveillance’ under the heading Training and can be found by following this link: https://360.intranet.dcma.mil/Sites/Policy/CE/SitePages/2303-01r.aspx.

The PDREP-AIS QALI/LOD User Guide is also a resource intended to assist users with operational tasks (not policy or instruction). This document may be located by selecting ‘References’ and then ‘Guides and Manuals’ on the PDREP website. Users logged into PDREP-AIS may also navigate to PDREP’s Guides and Manuals by selecting ‘Help’ (located at the top right of each page) and then selecting ‘View the user guide for help’.

• DCMA Letter of Delegation (LOD)

Answer:

To maintain compliance with DoDI 5200.48 and ADC 1007E, changes have been made to treat aggregated data within the PQDR application as CUI. This means that this data, while still available for viewing (and download by the user) is no longer available to email with the application or out of the application, because, encryption within the PQDR application is not available.

ADC 1007E C24.1.2. Operations Security (OPSEC) Applicability: Due to an identified OPSEC requirement, PQDRs have been designated as controlled unclassified information (CUI) and must be identified as CUI. Physical handling and electronic transmission of PQDRs must comply with DoD rules for this level of sensitive unclassified information, to include proper labeling, protection, and encryption of communication.

DODI 5200.48 § 3.3 c: DoD information systems processing, storing, or transmitting CUI will be categorized at the “moderate” confidentiality impact level and follow the guidance in DoDIs 8500.01 and 8510.01. Non-DoD information systems processing, storing, or transmitting CUI will provide adequate security, and the appropriate requirements must be incorporated into all contracts, grants, and other legal agreements with non-DoD entities in accordance with DoDI 8582.01. See Section 5 of this issuance for more information on CUI and its application to industry.

DODI 5200.48 § 3.7 c: Controlled Technical Information (CTI) compiled or aggregated may become classified. Such classified CTI is subject to the requirements of the National Industrial Security Program, which has different requirements than § 252.204-7012 of the DFARS for unclassified CTI.

There are opportunities to get the information into the hands of folks that may “need to know”:

• The USG representative can save them to the desktop, using DoD Safe, upload a copy to send to the contractor. DoD SAFE is located https://safe.apps.mil/
• Request PDREP access for the PQDR application, view access allows users to see history and the SF368 pertaining to their activities/CAGEs.
• The USG representative can save the SF368 PDF, send it as an attachment to the contractor in an encrypted email if they feel that this information is a required need to know for the recipient.

Answer:

Open your worklist and scroll all the way over to the right or double select the header of the DELETE column.
Any PQDRs that you have created that are still in DRAFT status will be visible.
Select the Delete Link
Follow the prompts and hit save.

NOTE: This will remove the draft from all views, the PQDR sequence number will also be removed.

Answer:

You are receiving this notification because the record was improperly closed before the Action Pt or Support Pt completed their investigation in EBS or PDREP.

This will need to be fixed on the JDRS end because the Interface has rejected the import.

For PQDRs that are CLOSED in JDRS and OPEN in PDREP the JDRS user needs to:

1. Email or call JDRS Help Desk, request record be reopened in JDRS
2. Select Final Report, then select revise final report top right part of Screen
3. Resubmit for PDREP Closure

Answer:

This functionality was modified in the 23 Jan 2016 publish due to 842P requirements.

You need to contact the Screening Point and request they reopen and/or rebut the PQDR to Action Point.

Next, contact the Action Point to rebut PQDR to Support Point.
Unless a change is made to next 842P revision, the Exhibit Receipt letter will only be available when the PQDR is at Support Point or at Action Point from Support Point and will not be available at Screening Point from Action Point or Closed.

Additional Resources:

• DCMA QAR Investigation User Guide
• PQDR Action Point Investigation User Guide
• PQDR Screening Point Investigation User Guide

Answer:

This issue is being investigated.

When complete, the Exhibit Receipt letter should change

• The PQDR Status to A7 – EXHIBIT RECEIVED
• The Exhibit Status to 2 – OPEN
• Support Point Due date
  • Exhibit Receipt Date + 20 days for CAT I PQDRs only if PQDR is at Support Point
  • Exhibit Receipt Date + 30 days for CAT II PQDRs only if PQDR is at Support Point

Additional Resources:

• DCMA QAR Investigation User Guide

Answer:

Make sure you are viewing the appropriate PQDR level (left-column on the record base page). This is also dependent on an individuals access level within PDREP-AIS.

View Only:
Access allows user to view PQDRs.

Non-Management:
Access allows user to create (PQDR Originator) or work on PQDRs if assigned to the individual at the appropriate level.

Management:
Access allows user to work any PQDR within their DODAAC(s).

Answer:

EZPQDR has been removed, so you will no longer be able to submit a PQDR via EZPDR. If you would like to submit a new PQDR, you will have to request a PDREP-AIS account.

Steps to obtain a PDREP-AIS Account:

Step 1. Go to https://www.pdrep.csd.disa.mil/
Step 2. Click ‘User Access Request’
Step 3. Click ‘Account’ under the ‘Government Access’ category
Step 4. Fill out the request
Step 5. Submit the form

You will receive a username and instructions for retrieving your initial temporary password, once approval is received.

Answer:

In order to reopen or rebut a PQDR in PDREP-AIS, the assigned individual at the level where the PQDR resides will need to contact the Help desk by email with the specific, requested action.

Answer:

RIMS is currently a NAVSEA tool used by the four public shipyards to document their receipt inspection process. RIMS generates a Material Inspection Record, but if you are not an employee of a shipyard receipt inspection activity or supporting code, you do not need RIMS.

Additional Resources:

• System Access Authorization Request User Guide

Answer:

Getting added to the RIDL Notification List is based on the Organization Code field located in your PDREP Profile. See instructions for updating your profile information to input your code. Your code must be the full number only. (i.e.: 133.2, 136). You do not need to put "Code" or "C" before your code. If you still do not show up in the list after updating your profile, contact the help desk.

Additional Resources:

• System Access Authorization Request User Guide

Answer:

The official SDR processing system for the Army is DLA's WebSDR application.

Army personnel are directed to obtain an account in WebSDR as an originator to enter and track their SDRs.

Additional Resources:

• System Access Authorization Request User Guide

Answer:

Check the 1348 in columns 4-6 that read RI FORM. When the three character RIC is located, input that into block 3 and hit the tab key. This will refresh the page and pull in the action point information.

Answer:

Your DCMA CMB has decided they will no longer allow users to request Plans (CAGE Codes) to be deleted.

The Surveillance Plan may be archived, which sets the plan to an “ARCHIVED” (inactive) status. Once a plan has been archived, it may be reopened in the future if needed. Plans may be reopened by any user with a higher access level than “VIEW ONLY” and can be worked immediately.

If there is an outlying need to have a Plan expunged, a Customer Service Request (CSR) will need to be submitted. Once received, the CSR will be reviewed by DCMA HQ, and processed accordingly.

To submit a CSR, log into your PDREP account and then:

1. Hover over the “Help” link at the top right of PDREP’s homepage.
2. Select “Suggest a Change to software or report a problem with the website”.
3. Enter comments and submit your request.

If further information is required, please reach out to your CMB POC for training or additional guidance.

Answer:

The ability to delete a Record or IDR is restricted by a user’s access level as well as their Team Code, and the status of the Record or IDR. The delete column populates for those users with an access level of supervisor or higher access. Button functionality is limited to those users of the same Team Code as the Record Owner (aka Functional Specialist). And the ability to delete a Record or IDR is also dependent upon the Record/IDR being in a draft status

To delete a SP Record or IDR, select the “Delete” button associated with the Record/IDR to be expunged. A pop-up message will display requesting confirmation of the delete request. Select “OK” to capture the request and eliminates the selected Record/IDR.

Answer:

For those rare instances where data needs to be modified, a Customer Service Request (CSR) will need to be submitted.

If this is an emergent situation, please indicate this in the CSR with a detailed explanation of the need for immediate assistance. Once received, the CSR will be reviewed by DCMA HQ, and processed accordingly.

To submit a CSR, log into your PDREP account and then:

1. Hover over the “Help” link at the top right of PDREP’s homepage.
2. Select “Suggest a Change to software or report a problem with the website”.
3. Enter comments and submit your request.

Answer:

Many dropdowns are restricted by Region/Team Code or by DoDAAC. Users must also have a minimum access level of FUNCTIONAL SPECIALIST to populate in these dropdowns. In order to have your name populate in the dropdown you’ll need to update your account settings via the System Authorization Access Request (SAAR).

To do this:

1. Log into your PDREP account.
2. Click “[your name]” in the upper right corner of the page.
3. Click “ACCESS CHANGE REQUEST” to update profile information.
4. Update desired field(s).
5. Click the “Save” button.

NOTE: Users should review all needed modules and corresponding access levels are selected before submitting an “ACCESS CHANGE REQUEST”. The PDREP team will only approve or disapprove what is selected.

Answer:

When attempting to locate a Record via the SP Worklist, start by selecting “Record” from the “Worklist Type” dropdown at the top of the page. Enter one, or a combination of mandatory fields associated with the Record and select “Display Worklist”. After the page refresh, a return of related records will generate at the bottom of the screen. If the Worklist query still does not generate results, contact the help desk and reference the CAGE Code & Record UID of the Record in question.

Answer:

Modifications to the Key Contract Requirements (KCR) and/or it’s associated data must be submitted through the DCMA Issuance Feedback.

KCR POCs are listed on the DCMA 2303-01 and 2501-01 resource page.

For your convenience, a link to the Issuance Feedback site is provided here: DCMA Issuance Feedback site.

Answer:

The information captured when creating a Key Contract Requirement (KCR) cannot be altered. Your DCMA CMB has decided they will no longer allow users to request KCR’s be deleted. If the information entered is not correct, the KCR will need to be inactivated (marked complete) and a new KCR will need to be created.

If additional information is required, please reach out to your CMB POC for training or further guidance.

Answer:

The foundational information captured when creating a KCR cannot be altered or removed by any user no matter their status. For those rare instances where data needs to be modified, a Customer Service Request (CSR) will need to be submitted.

To do this:

1. Log into your PDREP account.
2. Hover over the “Help” link at the top right of PDREP’s homepage.
3. Select “Suggest a Change to software or report a problem with the website”.
4. Enter comments and submit your request.

Answer:

To prevent users from saving over each other, Record Locking exists on Surveillance Plans. Record locking automatically engages when accessing a Surveillance Plan. Records are released when exiting via the “Landing Page” button. If a user leaves a plan without using the “Landing Page” button functionality, the Plan will remain locked for 30 minutes or until a user with Supervisor (or higher) Access releases it. For additional information on Record Locking, please see the “DCMA Surveillance Plan (SP) KTR Details” user guide.

Additional Resources:

• DCMA Surveillance Plan (SP) KTR Details

Answer:

In order to edit a record marked as “Complete”, the completed record must be re-opened first.

The ability to re-open a record is restricted to those users with an access level of Supervisor (or higher) and of the same Team.

Additional Resources:

• DCMA Surveillance Plan (SP) Records