CPARs User Guide

Change Summary

Overview

The Contracts module includes the following CPARS features:

• Self-evaluation Workflow: Government agencies may require your organization to conduct a self-evaluation before the expiry date for a POP (Period of Performance). The CPARS feature facilitates this process by enabling you to gather input and feedback from various departments in your organization. After internal review and approval by authorized stakeholders, you can generate a comprehensive Self-evaluation form to capture all the information in a single document. This self-evaluation data can then serve as a crucial foundation for the CPARS report subsequently issued by the government agency.

• Capture CPARS report inputs: After the CPARS report is issued by the government agency, data from this report can be captured in the Contracts application in the following ways:

  • Upload PDF file: Upload and extract all the information from a CPARS PDF file into a CPAR record (available only for users who have the Transform Copilot feature configured and enabled).

  • Manual data input: Manually enter the field values from a CPARS PDF file into a CPAR record.

• Review and Approval Process: The CPARS feature supports workflows for reviews and approvals of CPAR records.

• CPARS Response Workflow: The application facilitates timely reminders by way of email notifications for major response milestones after the CPARS report is issued.

This document is a step-by-step guide on how you can use the CPARS feature in your organization.

Audience

• Contracts Suite Users

Prerequisites

• Ensure that Contracts Suite - Sales Cloud Edition is already installed and configured. The version of this package must be 2025.1 or higher.

CPARS Self-evaluation Workflow

IMPORTANT

The workflow explained in this section is optional and applicable only to CPAR records that have Workflow Type set to Self-evaluation.

A CPARS evaluation can be of type Interim (for a given Performance Period), Final (when the Contract is delivered), or Addendum (after Closeout). This is defined in the Evaluation Type field of the CPAR record.

IMPORTANT

• Email notifications for the self-evaluation process are controlled by your administrator and will only be sent if they have enabled this setting.

• Notifications regarding a CPAR record are sent to the user with Contract Manager role for that record.

Before the end date for a POP (Period of Performance), an email notification to create a self-evaluation process is sent to the Contract Manager. The default timeframe is 60 days, but it can be changed by your administrator. The workflow then proceeds as follows:

1. Click the link highlighted in the email notification below to open the CPAR list page of the Contract record.
   

   

2. Click New to create a CPAR record for Self-evaluation. An email notifying the same is sent to the Contract Manager.

3. Follow steps detailed in the Submitting for Review section, to complete the review process for the CPAR.

4. Once the review is completed, click Generate Self-Eval Form.
   The Self Evaluation document is generated and becomes available in the Files section on the Related tab of the CPAR record.
   

5. Verify the contents of the Self-evaluation Form and send the CPAR record for approval as per the workflow highlighted in the Submitting for Approval section.

CPARS Response Workflow

After the CPARS report is issued by the government agency (as a PDF file), contractors can utilize the CPARS feature for creating and managing CPAR records within the Contracts application and then file their concerns/responses to the government agencies. You can input CPARS data either by uploading the CPARS PDF file or through manual data entry.

Uploading the CPARS PDF file

IMPORTANT

The Upload Attachment option is only available to users with an active Transform Copilot subscription. Users without this subscription can create the CPAR records manually. For more information, see Manual CPARS Data Input.

1. Go to Our Contracts using App Launcher.
   

2. Open an Our Contracts record.
   

3. Go to the CPAR list view from the Related List Quick View and click Import CPARs.

4. Click the upload icon.

5. Select a CPARS PDF file and click Open.

   

6. Click Upload Attachment.
   

7. Click Close.
   You will receive an email once the CPARS PDF file is submitted for extraction. You can click the link in the email to check the status of the extraction. You will also receive another email once the CPARS extraction process is completed.

8. Click the link received in the completion email.
   Contractor Performance Assessment Report (CPAR) window opens in a new tab.

9. Make changes to any of the fields as required and click Ingest & Next.

10. Click Next to skip ingesting Key Subcontractors data.

    Note

    The Subcontractor field is auto-populated with the name of an Account, if the DUNS/UEI of an Account matches with the DUNS/UEI of the Subcontractor.

    If you want to go back to the previous window and ingest Key Subcontractors data, click Previous.
    

11. Click Confirm & Ingest to ingest Key Subcontractors data.
    

12. Similarly, click Confirm & Ingest to ingest Evaluation Areas data. You can also click Cancel to skip ingesting Evaluation Areas data.
    The Our Contract record page opens.

13. Go to the CPAR tab and open the newly created CPAR record.
    You can also click to expand a section and edit its details by clicking the edit icon, if required.

14. Go to the Related tab and click New in the CPAR Team Member section.
    You can also view all the ingested data related to Key Subcontractors and Evaluation Areas here.
    

15. Enter values in the User and Sequence fields, select Role as Reviewer, and click Save.
    Reviewer is added.
    Note: Sequence determines the order of the flow of the review in case there are multiple Reviewers.
    Example: A value of 1 assigned to the Sequence field of a Reviewer implies that this Reviewer will be the first to receive the CPAR for review. You can also leave the Sequence field blank in order to send the CPAR for review to all the Reviewers, simultaneously.
    

16. Similarly, you can add an Approver by selecting Role as Approver. You can also add multiple Reviewers and Approvers, if required.
    

Manual CPARS Data Input

Prerequisite: Keep the CPARS PDF file ready as data from this file is manually entered into the CPAR record in the following steps.

1. Go to an Our Contract record page using App Launcher.

2. Go to the CPAR list view from the Related List Quick View and click New.
   

3. Specify values for the input fields from the PDF file and click Save.
   The CPAR record is created.

Submitting CPARS For Review

1. Click Send for Review.

   

2. Enter Comments and click Upload Files.

   

3. Select a file and click Open.

   

4. Click Done.
   

5. Click Submit.
   The Business Process Flow (BPF) Status changes to Submitted for Review.
   Emails are sent to the Reviewers, along with the link to the CPAR record page.

6. Reviewers can click the link in the email to access the CPAR record page.
   Reviewers also receive a notification in their Salesforce instance. Reviewers can then add their Comments and click Save. 

7. Once the Comments are added, Reviewers can click Submit to complete the Review process.
   
   Once the CPAR is reviewed by all the Reviewers, an email is sent to the CPAR Initiator informing them about the completion of the Review process.
   The BPF Status changes to Review Completed and Comments provided by the Reviewers display in the Workflow Summary section.

Submitting CPARS for Approval

1. Click Submit for Approval.
   

2. Enter Comments and click Submit for Approval.
   The BPF Status changes to Submitted for Approval. You can also check the status of CPAR Team Members by navigating to the CPAR Team Member page by clicking a CPAR Team Member Name. Emails are sent to the Approvers, along with the link to the CPAR record page.

3. Approvers can click the link in the email to access the CPAR record page.
   

4. Approver can either Approve or Reject the CPAR in the Workflow Summary section.
   

5. In either case, the Approver can enter Comments and click the Approve or Reject button.
   OR
   If it is approved, then an email is sent to the next Approver. Once all the Approvers have approved the CPAR, then the BPF Status changes to Approved, the Status of the Approvers changes to Completed, and the Initiator receives an email that states the same.
   Also, the Workflow Summary section displays the Comments by the Approvers.
   

6. Once the Review and Approval process is complete, click Complete and then click Save.
   This is performed by the CPAR Owner/administrator to complete the Approval process.
   BPF Status changes to Completed.
   

CPARS Response Notifications

The CPARS feature of Contracts facilitates timely email reminders to Contractors for all required CPARS milestones after the CPARS report was issued. These notifications help clients in avoiding missing deadlines for all CPARS-related actions.

Important:

• The workflow explained in this section is applicable only to CPAR records that have Workflow Type set to Response and is based on the CPAR Issue Date.

  

• The date and frequency of notifications is based on your administrator settings.

After the CPARS is issued, the following actions are triggered:

1. In-person meeting check: An email notification is sent to the CPAR Manager checking if an in-person meeting with the CO/COR is required, within 7 days of the CPAR Issue Date. Separate reminder emails are sent 2 days and 1 day before the 7-day deadline (configurable by your administrator).
   

2. Non-concur feedback check: An email notification is sent to the CPAR Manager (and Reviewers who have not responded) asking for comments/responses regarding non-concur of CPARS within 14 days of the CPAR Issue Date. Separate reminder emails are sent 7 days, 2 days, and 1 day before the 30-day deadline (configurable by your administrator).
   

   NOTE

   If the CPAR Manager has closed the review process manually, other Reviewers do not receive any notifications for submission of response/comments regarding non-concur of CPARS.

3. Response/Comments check: An email notification is sent to the CPAR Manager (and Reviewers who have not responded) for submission of responses/comments within 60 days of the CPAR Issue Date. Separate reminder emails are sent 30 days, 7 days, 2 days, and 1 day before the 60-day deadline (configurable by your administrator).
   

   NOTE

   If the CPAR Manager has closed the review process manually, other Reviewers do not receive any notifications for submission of responses.