CONTRACTING OFFICER REPRESENTATIVE TRACKING TOOL … · CONTRACTING OFFICER REPRESENTATIVE TRACKING TOOL (CORT TOOL) 6 GENERAL INFORMATION Question: What is the Contracting Officer

DEFENSE PROCUREMENT AND ACQUISITON POLICY

CONTRACTING OFFICER

REPRESENTATIVE

TRACKING TOOL

(CORT TOOL) Frequently Asked Questions

Version 5.9.1 Release

The document contains frequently asked questions of users of the CORT Tool. This document will be

updated periodically.

CONTRACTING OFFICER REPRESENTATIVE TRACKING TOOL

(CORT TOOL)

1

Table of Contents

ARMY MIGRATION ........................................................................................................................................ 2

CAC/COMPUTER ISSUES ................................................................................................................................ 3

GENERAL INFORMATION .............................................................................................................................. 6

POLICY ........................................................................................................................................................... 7

SYSTEM AUTHORIZATION ACCESS REQUEST (SAAR)/DD 2875 ..................................................................... 9

New Users ................................................................................................................................................. 9

Existing Users .......................................................................................................................................... 11

ROLES .......................................................................................................................................................... 14

CONTRACTING OFFICER REPRESENTATIVE (COR) ....................................................................................... 15

COR SUPERVISOR ........................................................................................................................................ 20

CONTRACTING OFFICER/CONTRACT SPECIALIST ........................................................................................ 23

QUALITY ASSURANCE POINT OF CONTACT (QA POC)/ADMINISTRATIVE CONTRACTING OFFICER (ACO) . 27

AUDITOR AND MANAGER ........................................................................................................................... 28

DEPARTMENT ADMINISTRATORS (DA) ....................................................................................................... 30

Administrative Console ........................................................................................................................... 33

Group Management ................................................................................................................................ 33

Location Management ............................................................................................................................ 34

Role Management ................................................................................................................................... 34

User Management .................................................................................................................................. 36

CORT TOOL PROCESS .................................................................................................................................. 36

FOREIGN/LOCAL NATIONAL ........................................................................................................................ 43

COR TRAINING............................................................................................................................................. 43

REPORTS ...................................................................................................................................................... 45

CORT TOOL TRAINING ................................................................................................................................. 47

MISCELLANEOUS ......................................................................................................................................... 47

APPENDIX A ................................................................................................................................................. 47

CORT TOOL MIGRATION – Into WAWF Not Including Army ................................................................... 47

CORT TOOL MIGRATION – ARMY in Version 5.8 ..................................................................................... 49


(CORT TOOL)

2

ARMY MIGRATION

Question: What documents will not be moved from VCE?

Answer: The DoD Leadership determined that the following documents would not be moved

from VCE to the CORT Tool for the following reason:

Contract Documents - EDA is the system of record for contract award documents. DPAP

insists on use of the contract in EDA and duplicating that contract in CORT is

unnecessary. Since EDA and CORT are in the same platform use of the data should be

readily available.

Invoice/Vouchers – DPAP’s positio is iRAPT is the system for invoice and vouchers. This

is mandatory in the DFARS now.

CPARS - These documents belong in CPARS/PPIRS and are source selection sensitive

documents.

CMRA - These documents belongs in the CMRA system. This may have PII attached to it.

Cost Report - This documents may belong in an EVMS system. If in EVM, do not load to

CORT Tool.

Question: How can I see my nominations in CORT Tool brought over from the VCE?

Answer: Afte loggi g i to WAWF a d a essi g the CORT Tool, li k o Me u a d the o Co t a t List/Status . This ill i g ou to a ue page. Do not place in any search

pa a ete , just p ess Sea h . You ill get a list of all o i atio ou a e asso iated ith.

Question: My home location DoDAAC is wrong. How do I change it?

Answer: Contact your Department Administrator (DA) who can change your home DoDAAC. If

you do not know who your DA is, you can go here:

https://wawf.eb.mil/xhtml/unauth/lookup/gamLookup.xhtml and search for your DA based on

your DoDAAC. Under the results, look for a DA associated with the CORT Tool.

https://wawf.eb.mil/xhtml/unauth/lookup/gamLookup.xhtml


(CORT TOOL)

3

CAC/COMPUTER ISSUES

Questio : I’ ha i g Ja a issues. What a I do?

Answer: During the account migration process your local Java application will run to allow the

run time environment to display your CAC. If you receive an error, you will need to call you IT

department and review the computer set up instructions located on the WAWF home page. To

access these instructions, from the Home Page sele t Help/T ai i g and then under Set Up

li k o Ma hi e Set Up .

Questio : I’ ha i g CAC Ce tifi ate issues. What a I do?

Answer: Please try the following instructions if your CAC certificates are not loading during the

logon process:

1. Close all instances of Internet Explorer

2. Click on Start / All Programs/ ActivIdentity/ ActivClient/ User Console

3. In the User Console click on Tools/Advanced/Forget state for all cards

4. Click on Tools/Advanced/Make Certificates Available to Windows

5. Once the certs load, select OK

6. Open a new instance of Internet Explorer browser

7. Type in the WAWF URL in the address bar https://wawf.eb.mil (Do not use any favorites

or shortcuts to access WAWF)

8. Try logging on again with certificate

If still unsuccessful, the certificates will need to be manually removed from your IE browser. To

do this:

1. Open Internet Explorer and click on Tools then Internet Options

2. Select the Content tab

3. First select the option to clear SSL state then select the certificates button

4. Highlight the current and any old versions of the DOD CA -## and any current DoD

EMAIL CA -## certificates and click on the remove button

5. Click Ok

6. Close all instances of Internet Explorer

7. Open the ActivClient User console (per instructions above)

8. Open Tools/Advanced/Make Certificates Available to Windows

9. Click OK

10. Once the certs load, select OK

11. Open a new Internet Explorer browser and type in the WAWF URL in the address bar

https://wawf.eb.mil (Do not use any favorites or shortcuts to access WAWF)

12. Try logging on again with certificate

Questio : I’ e ei i g a CAC e ror when I log in. How do I troubleshoot?

Answer: When attempting to log in or register with a CAC users may receive the following

https://wawf.eb.mil/



(CORT TOOL)

4

error: Note: Only X509 Certificates from your Personal Certificate Store that are used for

Digital Signing and Non-Repudiation will be displayed. No certificates found.

Possible Causes of this error:

Improperly configured Java settings

Inoperable ActivClient

Wrong ActivClient version

User has no X509 certificates

User Certificates are not available to windows through Active Client

User is Dual Persona or Foreign National

Possible Solutions:

Remove expired, or conflicting Certificates

Republish Certificate to Active Client

Adjust/Correct Java settings

Create a ticket to request a PKI Exemption for Dual-Persona or Foreign National users

Refer to local system admin to uninstall and reinstall ActivClient

If the certificate selection window is entirely blank, e.g., there are no error messages present,

then Clear Browser Cache.

Question: How do I reestablish my CAC Login after resetting Password and/or Certificate?

Answer: Follow these steps?

1. Log into WAWF with your User ID and Password

2. Select your certificate which gets you to your WAWF home page

3. Go to Security and select Change Authentication Type

4. Highlight Common Access Card selection and click on Certificate Login

5. This should reestablish your CAC Login

Questio : I e ei ed a E o has o u ed hile p o essi g ou e uest . Ho do I troubleshoot?

Answer: The error is usually is caused by Internet Explorer 11. Try the following steps to

troubleshoot:

1. Clear the cache (make sure to uncheck the box to preserve data for favorites)

2. Close all browsers, open new browser and try again

3. Toggle the IE 11 compatibility setting (try the opposite setting they are currently

running)

4. Try Firefox or Chrome if available


(CORT TOOL)

5

Question: I am on IE11 and have been unable to cancel or reject a nomination. When I click

on the button, I do not get the popup asking if I am sure.

Answer: This issue is caused when the WAWF site has been added to the local Compatibility

View list in IE11. To correct:

1. Open IE11

2. Click the "Tools" menu option

3. Click the "Compatibility View settings" menu option

4. Make su e the o fo Displa i t a et sites i Capa ilit Mode is u he ked

5. Make su e the o fo Use Mi osoft Co pati ilit List is unchecked

6. Close the Compatibility View Settings

7. Close IE11

8. Open IE11

9. Test CORT Tool

Question: My sort buttons under "View All Local CORs and View All COR Admin" as well as

my number of pages button, seem to have disappeared.

Answer: This issue is caused when the WAWF site has been added to the local Compatibility

View list in IE11. To correct:

1. Open IE11

2. Click the "Tools" menu option

3. Click the "Compatibility View settings" menu option

4. Make su e the o fo Displa i t a et sites i Capa ilit Mode is u he ked

5. Make su e the o fo Use Mi osoft Co pati ilit List is u he ked

6. Close the Compatibility View Settings

7. Close IE11

8. Open IE11

9. Test CORT Tool

Questio : Afte the .9 Release I’ ha i g issues ie i g o i atio s. I’ e t ied fi i g the o pati ilit setti gs a d I’ still ha i g issues.

Answer: After the 5.9 release, it was found that many user computers have the document

mode in IE 11 set to "7" and it needs to be set to "Edge". To change it complete the following

steps:

1. Logon to WAWF

2. Select the CORT Icon to access the CORT Tool

3. Click on F12 - This will open developer console at the bottom of the screen

4. In the Black Bar click on "Emulation"

5. Locate "Document Mode" (left side of screen)

6. From the Drop down menu select "Edge"(screen may reload)

7. Click on the "X" in the black bar to close the emulation window

8. Try again


(CORT TOOL)

6

GENERAL INFORMATION

Question: What is the Contracting Officer Representative Tracking Tool (CORT Tool)?

Answer: The CORT Tool is a web management application designed to be used to nominate,

appoint, track, and revoke an individual as a COR supporting a DoD contract. The CORT Tool

allows a prospective COR to create a profile and process a nomination package for one or

multiple contracts and orders. It provides DoD personnel a web-based portal for all relevant

COR actions. The Tool allows a COR, COR Supervisor and Contract Specialist/Contracting Officer

to electronically process nomination of CORs for one or multiple contracts. The Tool is CAC-

enabled and available to all members of the DoD with internet access.

Question: What are the benefits of using the CORT Tool?

Answer: Benefits include:

o Electronic nomination process

o Review status of all COR nomination requests

o Identify CORs by name, career field, certification level and other contact information

o Identify COR supervisor by name and other contact information

o Identify contracting officer/specialist by name and other contact information

o Identify all training completed by the COR by complexity of the work/requirement (Type

A/B/C), including basic and refresher training requirements

o Track contracts by COR

o Track CORs by contract

o Add, review, and store documents, such as a Status Report, COR trip report,

correspondences and other miscellaneous documents to one or more of the COR

appointed contracts

o Termination of COR appointment

Question: What is the current location of the CORT Tool?

Answer: The CORT Tool is located inside the Wide Area Workflow (WAWF) Portal at

https://wawf.eb.mil.

Question: What is IRAPT and where did WAWF go?

Answer: The WAWF system was renamed to avoid confusion between the WAWF Invoicing

system and WAWF sign- on entry portal. The new name for the WAWF application will be

Invoice, Receipt, Acceptance and Property Transfer (iRAPT . The name for the portal is Wide

A ea Wo kflo WAWF eBusi ess Suite . Upon sign on into WAWF eBusiness Suite, users will

sele t the CORT Tool application.

Question: What is address for the CORT Tool website?

Answer: https://wawf.eb.mil.




(CORT TOOL)

7

Question: How do I obtain access to the CORT Tool?

Answer: You must create an account in WAWF at the address listed above. Once the account

has been created, you must add a CORT Tool role. Access is granted once the role is activated.

Question: What is the availability of the CORT Tool?

Answer: The CORT Tool will be available Monday-Sunday 24/7. Maintenance times will be

posted on the Web Site.

Question: How do I contact the Help Desk?

Answer: The Help Desk can be reached at 866-618-5988 or at

[email protected].

POLICY

Question: Is there written policy governing the use of the DoD CORT Tool?

Answer: The requirement to use the CORT Tool is currently contained in PGI 201.602-2(iii).

The companion DFARS 201.602-2 is currently being revised to add in this coverage. The

publication of February 2014 memorandum and the DoDI 5000.72 and mandates and clarifies

the use of the CORT Tool. The DoDI can be found here:

http://www.dtic.mil/whs/directives/corres/pdf/500072p.pdf

Question: Our agency has a tool we use, can we use that instead?

Answer: No, the WAWF CORT Tool is the DoD mandated tool to use. This is the tool all

agencies will need to use.

Question: Why should I use the CORT Tool if I have paper documents?

Answer: The WAWF CORT Tool is the DoD mandated tool to use. This is the CORT Tool all

agencies will need to use. The requirement to use the CORT Tool is currently contained in PGI

201.602-2(iii).

Question: PGI 201.602-2(iii) does not defined service contracts. The broad definition is that

the DoD contracts for either supplies or services. Is CORT Tool use required for all services,

services defined in FAR 37.101, or are services defined in FAR 37.102 (a) (1) exempt?

Answer: The CORT Tool is required on all service contracts above the micro purchase

threshold.

Question: Is a QASP required on all services as defined in FAR 37.101, or are services defined

in FAR 37.102 (a) (1) exempt?

Answer: The QASP is required on all services contract unless waived by the Contracting Officer.

mailto:[email protected]



(CORT TOOL)

8

Question: What are the qualifications to be a COR?

Answer: COR qualifications are addressed in the Undersecretary of Defense, Acquisition

Te h olog & Logisti s USD, AT&L , Ma h , , e o a du e titled COR Sta da d fo Certification of Contracting Officers Representatives (CORS) for Service Acquisition. These

qualifications are currently being incorporated into a COR DoD Instructions. Please contact your

Department Administrator as each agency may require additional courses and qualification.

Question: When an option is exercised on a contract that was issued prior to the start of the

CORT Tool does the COR have to complete a nomination in the CORT Tool to account for the

new contract period?

Answer: Yes. Even though the contract was not loaded into the tool, the option years should

be.

Question: Can I get a waiver from using the CORT Tool?

Answer: In 2011, waiver provisions were included in the DPAP memorandum to provide

agencies time and space to begin deploying and using the CORT Tool for COR nomination,

appointments and online filing. The publication of February 2014 memorandum and the DoDI

5000.72 and mandates and clarifies the use of the CORT Tool. Our decision to not address

waiver in both documents was intentional as waiver for deployment is no longer applicable.

Any references to waiver is being and/or will be removed. Therefore, all DoD contracts

reportable to FPDS in accordance with FAR 4.606 and that are below the requirements in

OUSD(AT&L) memorandum, dated February 10, 2014, shall use the CORT Tool as specifically

stated in the memorandum that ". . . all Military Departments and Defense Agencies shall use

the CORT Tool for all contracts for which a COR has been designated. Any decision not to use

the CORT Tool for contract, for which a COR has been designated, must be in compliance with

the requirement outlined in the 10 February 2014 memorandum.

Question: If a COR is located at a remote location and unable to access a DoD computer, can

the COR be exempt (or get a waiver) in using the CORT Tool?

Answer: There is no exemption unless the COR is working on a classified contract and the COR

still has to use the CORT Tool for the nomination and online file. If the user does not have CAC

access, please contact Mae Bartley who can ask the WAWF PMO for PKI exemption so the COR

can access CORT Tool via a User ID and password.

Question: Is there any new guidance for CORs to complete the OGE Form 450?

Answer: On March 26, 2015, the Defense Procurement and Acquisition Policy Office published

DoDI 5000.72, "DoD Standard for Contracting Officer's Representative (COR) Certification," a

new Instruction that establishes policies and standards, assigns responsibilities, and provides

procedures to certify CORs. The new instruction can be found at

http://www.dtic.mil/whs/directives/corres/pdf/500072p.pdf. The Instruction requires

Contracting Officers to evaluate whether CORs should file the OGE Form 450 and provides the

applicable standard for determining which CORs are required to file an OGE Form 450.



(CORT TOOL)

9

Specifically, whether the COR's duties and responsibilities require that the employee

"participate personally and substantially through decision or the exercise of significant

judgment, and without substantial supervision and review, in taking a Government action

regarding contracting or procurement; administering or monitoring grants, subsidies, licenses,

or other federally conferred financial or operational benefits; or other activities in which the

final decision or action will have a direct and substantial economic effect on the interest of any

non-Federal entity."

SYSTEM AUTHORIZATION ACCESS REQUEST

(SAAR)/DD 2875

Question: Is the SAAR (DD2875) a requirement for CORT Tool users?

Answer: Yes, providing the SAAR is a mandatory requirement for all WAWF users including

CORT Tool users.

Question: Do all CORT Tool users need the SAAR (DD2875?

Answer: Yes, all CORT Tool users need to have a SAAR on file.

Question: Where can I find training and information on the SAAR process?

Answer: Web based training on the new SAAR process can be found on the WAWF

Help/Training site. Click here for a direct link to the WBT:

https://wawftraining.eb.mil/wbt/xhtml/wbt/overview/whatsnew590.xhtml

New Users

Questions: What is the SAAR (DD2875) process?

Answer: A SAAR will be created from a new registration or when a user adds an additional role.

The SAAR must be reviewed and approved or rejected by the Supervisor. Once a role is

approved, DAs can activate the role.

Question: The term Supervisor is confusing. Is this the sa e pe so as the COR’s Supe iso ? Answer: No. The distinction is between a Supervisor of the user - the one creating the SAAR

(DD2875) who may be a COR, Supervisor, CO, CS, etc - a d a COR’s Supe iso o a o i atio . This is the use ’s Supervisor who will approve the SAAR and may have nothing to do with a

nomination in the CORT Tool. The Supervisor of the SAAR will not need to create a CORT Tool

account. COR Supervisors who certify a COR on a nomination are part of the nomination

process and will need a CORT Tool account. COR Supervisors will have their own Supervisor

who approves their SAAR.

https://wawftraining.eb.mil/wbt/xhtml/wbt/overview/whatsnew590.xhtml


(CORT TOOL)

10

Question: What is the CORT Tool registration process and how will my SAAR (DD2875) be

completed?

Answer: New users click on the Registe button on the WAWF home page. As you fill in the

data necessary to register, you will be prompted to fill in your Supervisor’s information and the

CORT Tool roles you need. This information will populate the online SAAR. Afte ou Sig the document, an email will be sent to your Supervisor, with a link, to approve your SAAR.

Question: Will my Supervisor and DA receive an email after completing the SAAR (DD2875)?

Answer: Component DAs or his designee will receive an email entitled "Wide Area Workflow e-

Business Suite - CORT User self-registered." It will state the following:

The following user role(s) will need activation upon Supervisor/Sponsor approval on the CORT

application.

User: XXXXXXXXXXXXX self-registered on server: https://wawf.eb.mil

With Certificate: XXXXXXXXXXXXXXXXXXXXX and Userid: XXXXXXXXXXXXx

-----------

The user can be reached at:

E-Mail: [email protected]

Phone: XXX-XXX-XXXX

Registered for Role: 204, Department: OSD, Location Code: XXXXXX

A separate email will be sent to the Supervisor for approval of the roles being requested. The

Supervisor has 72 hours approve this request. Once the Supervisor approves the role, a

DD2875 is created.

Question: It has been a couple of days and my Supervisor has not approved my SAAR

(DD2875).

Answer: A user can send a reminder email to their Supervisor. After signing into WAWF, go to

ou P ofile a d li k o Se d Re i de to ou Supe iso .

Question: If a user adds more roles, will they have to complete another SAAR (DD2875)?

Answer: Yes, when a user adds more roles, the SAAR process with start again with an email

sent to the Supervisor to approve.


(CORT TOOL)

11

Question: How will the DA know if the use ’s SAAR (DD2875) has been approved by their

Supervisor?

Answer: When the DA accesses Role Activation under Role Management on the Administrative

Console, view the status under the A ess App o al . If the status for the user referenced in

the email says "APPROVAL REQUIRED" a d u de A tio it sa s Supe iso App o al Pe di g , the user is waiting for the Supervisor to approve. The status will remain "APPROVAL

REQUIRED" until the Supervisor approves the role requested. Once the Supervisor approves

the roles, the SAAR status will change to "Review Required". To view the SAAR, click on the

Vie A ess App o al h pe li k.

Questio : As a DA ho to I app o e the use ’s ole?

Answer: Perform the following for each role you need to approve:

1. Log into WAWF

2. Click on Administration Console and then click on CORT/NCCS/MIPR Administration

3. Click on Role Management and then Role Activation

4. Perform search for user

5. Scroll across screen to SAAR

6. Click on "REVIEW REQUIRED" (This should be hyperlinked)

7. Review the SAAR and return to role activation

8. Go to actions and click on "Edit"

9. Scroll down to SAAR and change SAAR status to "Attached in WAWF"

10. Click on "Save SAAR"

11. Click on "Return" to go back to the previous screen

12. Select "Change Status" from drop down box under "Actions"

13. Click on "Save"

Existing Users

Question: I have CORT Tool users who have roles Pending Supervisor Approval, but do not

have a Supervisor listed or need to change their Supervisor and cannot access WAWF. As a

DA, what steps can I take?

Answer: If the use ’s ole is Pending Supervisor Approval in Archive and there is no Supervisor

listed on the SAAR or the Supervisor needs to be changed, Dept Admins need to follow these

steps:

1. Go into the Admin Console in WAWF

2. Go to User Management

3. Go to User Information

4. Search for user, change the "Search For" criteria to "Archive"

5. When you receive search results, click on hyperlink User ID

6. Scroll to bottom of page and Click "Edit"

7. Bottom of the page, change "Registration Status" to "Pending"


(CORT TOOL)

12

8. Click "Save"

9. You may receive an error upon saving because fields are not complete, such as the

Rank/Grade or Phone. You will need to enter something into these fields to save. The

user can change it when they go into their profile.

10. User should now be able to log into WAWF

11. User should go to User then Profile and update all information, including the Supervisor

12. User needs to resubmit the request to the Supervisor

13. When Supervisor approves, the role will be active

Question: The SAAR Supervisor needs to approve a request for a user, but the Supervisor

does not have the email with the link from WAWF. What can I do as a Dept Admin?

Answer: As a Dept Admin, you can resubmit the request to the SAAR Supervisor if the use ’s SAAR Supe iso listed i the use ’s p ofile is o e t. Follo these steps:

1. Log into WAWF and go to Admin Console

2. Go to Role Management

3. Go to Role Activation

4. Search for user – remember user may be in archive if do not see in current

5. After search results appear, cli k o Vie A ess App o al hyperlink

6. You can now see all i fo atio i Use ’s P ofile

7. To esu it e uest to Supe iso , li k o Re uest Status o left side e u

8. I the e te of page, u de Action li k o d op do o a d change to Resu it

9. Cli k o Su it Re uest

Question: I have the wrong Supervisor listed, how do I change it? What if I am also locked

out of my account?

Answer: Only the user can change their Supervisor. A Dept Admin or the Help Desk cannot

change the Supervisor. You can change your Supervisor and resubmit the SAAR request to the

Supervisor in the User Profile section in WAWF (not CORT Tool). If you cannot log onto WAWF,

please contact your Dept Admin who can change your registration status to pending which will

allow you to log onto WAWF and update your User Profile.

Questio : Ho do I tell if a use ’s a ou t is CAC e a led?

Answer: Dept Admins a he k if a use ’s a ou t is CAC e a led following these steps:

1. Go into the Admin Console in WAWF

2. Go to User Management

3. Go to User Information

4. Search for user

5. U de the field, if the field is la k, the use ’s a ou t is ot CAC e a led

Question: I have completed my DD2875 specifically for the CORT Tool, how do I add this

document into the CORT Tool?

Answer: Upon logging into WAWF:


(CORT TOOL)

13

1. Sele t Use

2. Sele t Vie /Edit Roles , ou should o e o the Role Mai te a e page

3. Sele t Vie /Add next to the role

4. Cli k B o se a d fi d do u e t

5. Cli k Upload

Question: I do not have a DD2875 completed with CORT Tool, but I do have a DD2875

completed for WAWF? Is that acceptable?

Answer: You will need to update the DD2875 to cover CORT Tool.

Question: Does a separate DD2875 need to be submitted for the CORT Tool, or may we use a

general one on file that covers Agency IT Systems?

Answer: A separate DD2875 is required if the current DD2875 does not identify the CORT Tool

or WAWF as one of the applicable systems and if the DD2875 is not attached in the CORT Tool.

If a user's DD2875 only identifies Agency IT systems, a separate DD2875 is required for the

CORT Tool.

Question: Am I required to complete all sections of the form or just section I and II?

Answer: The Program Office only requires sections 1 and 2 to be completed. However, each

agency may require additional information. Please consult with your Department

Administrator to determine if additional information is required.

Question: What do I place in the Justification box?

Answer: Your justification may include langue that si ila to the follo i g: A ess is e ui ed

to pe fo duties as COR o CO, CS, Supe iso , et .

Question: My SAAR (DD2875) Supervisor is on TDY, how do I get my SAAR approved?

Answer: Log i to WAWF a d li k o Use a d the P ofile . Change your Supervisor in

your profile to someone who can approve you and then resubmit the SAAR to that person.

Once the Supervisor approves you and your DA activates you, you can change your profile back

to your current Supervisor.

Question: What is the Security policy on why WAWF/CORT accounts are set to inactive after

60 days of non-use?

Answer: The policy is for 30 days, the WAWF eBusiness Suite is operating under an approved

extension to 60 days. This access control policy is applied at the Single Sign On (SSO)

component which enforces the access control policy across the entire suite of

application/modules. There is no provision for application/module specific access control

policy(s).


(CORT TOOL)

14

ROLES

Question: What are the current roles available in to the CORT Tool?

Answer: The current roles available in the CORT Tool are Department Administrator (DA),

Contracting Officers (CO), Contract Specialists (CS), Contract Officer Representatives (CORs)

Quality Assurance Points of Contact (QAPOC) and Administrative Contracting Officers (ACO),

Auditor and Manager.

Question: May I register for one, a combination, or all of these roles?

Answer: You may only register for the role(s) that corresponds with the duties you perform.

Question: Will the CORT Tool become available for non-role based users access?

Answer: Yes, if you are a non-role based user, but need access to CORT Tool, register for the

auditor or manager role.

Question: How does one get a new role added to the CORT TOOL?

Answer: After logging into the WAWF Portal, complete the following steps:

1. Cli k o Use

2. Cli k o Add Role

3. Click on CORT Role u de COR T a ki g Tool 4. Choose Role a d put i e DoDAAC u de Lo atio Code a d p ess Sa e 5. Your Supervisor will receive an email to approve your DD2875 and when approved, your

Department Admin can activate your role(s)

Question: My role was rejected because by my Supervisor because my DoDAAC is wrong.

How do I update it?

Answer: CORT Users are able to update their Location Code if the supervisor has rejected it.

To update your DoDAAC, complete the following steps:

1. Log into WAWF

2. Cli k o Use

3. Click on View Request Status

4. Find Role that Approver Rejected and click Edit

5. Update Home Organization, enter comments, and save

6. Select Resubmit from dropdown for updated role and Submit request back to Supervisor

7. Have Supervisor approve the role


(CORT TOOL)

15

CONTRACTING OFFICER REPRESENTATIVE (COR)

Question: My Supervisor rejected my CORT Tool role, what do I do now and how do I update

my profile?

Answer: Once a SAAR Supe iso o Dept Ad i eje ts a use ’s ole e uest, the action lies

with the user. A COR needs to do log back into WAWF and update any wrong information and

resubmit the role request. A user can change their Group and Home Organization at this time.

To update, complete the following steps:

1. Log into WAWF, go to User and select View Request Status

2. Cli k Edit e t to the eje ted ole

3. Update Home Organization, enter comments, and save (Ensure that a VALID Home

Organization DoDAAC is entered)

4. Sele t Resu it f o dropdown for updated role and Submit request back to

Supervisor

Question: I am a COR who is also a Supervisor of employees. What role(s) should I register

for in the CORT Tool?

Answer: If you are only performing COR duties on a contract, register as a COR. If you are

responsible for approving the COR, but will not be performing COR duties, register as

Supervisor. If are performing COR duties on some contracts and approving CORs on other

contracts, register as a COR and add the role for a Supervisor.

Question: I am a COR whose COR Profile migrated from the legacy CORT Tool. May I go

directly to COR Nomination Process to start a new nomination?

Answer: Yes, as long as your profile migrated, you may go directly to the COR Nomination

Process. If your Profile did not migrate, please contact the helpdesk for assistance.

Question: I am a brand new COR. I have completed my registration and I now have access to

the CORT Tool Menu. May I go directly to COR Nomination Process to start a new

nomination?

Answer: No. As new COR who just a created new registration, you will need to create a COR

Profile. If the Profile is not created, you will receive an error message stating the following:

You ust ha e a COR P ofile to self- o i ate he ou a ess the COR No i atio P o ess. From the menu, select COR Profile to begin.

Question: How do I create a Profile in the CORT Tool?

Answer: Log i to CORT Tool a d sele t COR P ofile f o the e u. Co plete all data fields under COR Information, Supervisor Information and Training sections. For the T ai i g section, you will need to list all of the required COR courses taken, provide the date the training

was completed and upload a copy of your training certificate.


(CORT TOOL)

16

Question: I have not competed all of my COR Training. May I create a Profile and self-

nominate on a contract?

Answer: Yes. You may create the Profile and perform a self-nomination on a contract,

however, the nomination will not be approved until the required courses are completed and

training certificate has been loaded in the CORT Tool. Once you have completed all of the

required courses, you may update the Profile with your completed training.

Question: I just completed my COR profile. When I selected save, I received the following

warning messages: Warning: DAU CLC 106 COR with a Mission Focus is a required training

course. Warning: DAU COR 222, DAU CLC 222 COR Online Training, ALMC-CL COR Course or

Equivalent is a required training course.

Answer: Verify that the mandatory training courses are contained in your Profile. If they are

present, you may disregard the warnings and save your Profile. If the required courses are not

in your Profile, please add the courses as soon as possible.

Question: I have completed DAU COR 222 which qualifies me to be a COR on Type A, B or C

contracts, but I have not completed DAU CLC 106. After completing my Profile, I get the

a i g essage that state Wa i g: DAU CLC COR ith a Missio Fo us is a e ui ed t ai i g ou se. Is that warning message correct? Do I also need to add in DAU CLC 106?.

Answer: DAU COR 222 will satisfy the COR Training requirements for Type A, B or C type

contracts. If DAU COR 222 is listed in your Profile, you are not required to add DAU CLC 106 to

your Profile. These warning messages will always be displayed when one the required course is

not listed in your Profile. In these instances, you may disregard the warning and save your

Profile. This warning message will be modified in upcoming release.

Question: In my COR Profile, I have listed DAU CLC , COR ith a Missio Fo us as o e of my training course. After completing my Profile, I get the warning message that state

Wa i g: DAU COR , DAU CLC COR O li e T ai i g, ALMC-CL COR Course or

Equivalent is a required training ou se. Is that a i g essage o e t? Do I also eed to add in DAU COR 222?

Answer: DAU CLC 106 COR with a Mission Focus will satisfy the training requires for a Type A

contract. If DAU COR 106 is listed in your Profile, you are not required to add DAU CLC 222 to

your Profile unless you are being considered as COR on a Type B or C contract. This warning

messages will always be displayed when one the required courses is not listed in your Profile.

In these instances, you may disregard the warning and save your Profile. This warning message

will be modified in upcoming release.

Question: My Supervisor is on TDY and I have an interim Supervisor. Whose name do I place

in the in my Profile?

Answer: Enter the name of the interim Supervisor on your Profile. Update your Profile with

ou pe a e t Supe iso ’s a e upo his etu . Be su e to t a sfe all of your active,

inactive or terminated nominations to your permanent Supervisor by checking the box next to


(CORT TOOL)

17

Update Active Nomination , Update Inactive or Update Terminated . Note that the

interim Supervisor will need to have an active CORT Tool account access and a DD2875 on file.

Question: Now that I have completed my COR Profile, how do I nominate myself to be a COR

on a contract?

Answer: From the menu select COR Nomination Process. Complete all of the fields. Select

submit to send the nomination to your Supervisor.

Question: When I get to the DoDAAC field on the COR Nomination Process, what DoDAAC

should I enter, my home location or the contracting officer/contract specialist DoDAAC.

Answer: CORs should enter the contracting center DoDAAC or the DoDAAC where the

contracting officer/specialist resides.

Questio : I ha e a fe o i atio s fo hi h the statuses a e D aft , Reje ted the Supe iso a d Reje ted the PCO . Am I required to take action on these nominations?

Answer: Yes. Fo o i atio s i D aft Status , su it the o i atio to ou Supe iso fo approval.

1. Sele t Co t a t List Status

2. Cli k Sea h a d the sele t the o t a t u e

3. Review the nomination for accuracy and completeness

4. S oll do to the otto of the o i atio a d li k Su it to se d the nomination to your Supervisor or select cancel to remove the nomination in its

entirety if you are no longer being considered for the COR position

Fo o i atio s i a Reje ted status, e ie the o e ts e te ed the Supe iso o Contracting Officer. Make changes as needed. Select submit to resend nomination back to the

Supervisor or select cancel, if the nomination is no longer required.

Question: Where can I find the status of a nomination?

Answer: O the o i atio , the status ill al a s e lo ated i the i the Co t a ti g I fo atio se tio e eath the title COR No i atio Status . It ill e also lo ated o the Co t a t List/Status ta le e eath the title Status.

Question: As a COR, how do I add reports to the online file?

Answer: In order to enter a report to the online files, the status of the nomination must be

A ti e . 1. Sele t Co t a t List Status

2. Search and select the contract number

3. S oll do to the COR O li e File

4. Cli k Add utto e t to A tio

5. Select Month and Year

6. Cli k B o se u de Status Repo t a d Wi do s E plo e should open


(CORT TOOL)

18

7. Lo ate file ithi E plo e a d dou le li k it o li k o e a d p ess Ope 8. Cli k OK to add do u e t

Question: My Contracting Officer rejected my status report. Am I required to resubmit this

report?

Answer: Yes. The report must be resubmitted, until it is approved by the Contracting Officer or

Contract Specialist or the Contracting Officer or Specialist advises that the report is no longer

required.

Question: How often does a COR need to add a status report?

Answer: The frequency of status report in a based upon the requirements of the contracts.

The CORT Tool is a vehicle to electronically collect those status reports mandated by the

contract. If the PCO is requiring the COR per the contract to write a report each month for each

order for twelve months, the then PCO is required to review each report for each order for

twelve months. Frequency of status reports is dictated by the contract terms and conditions.

The CORT Tool provides a venue for compliance with frequency of the submittal.

Questio : Ho do Alte ate CORs ie P i a COR’s do u e ts a d i e e sa?

Answer: O the d op do e u, go to All COR Su itted Do u e ts a d sea h fo the nomination.

Question: How can a user change their Department and/or DoDAAC from their home

location to another DoDAAC?

Answer: With the 5.8 release, the DA can go in and change to DoDAAC, which will update the

Department via Role Activation. To change the DoDAAC do the following:

1. Log into WAWF

2. Click on Administration Console and then click on CORT/NCCS/MIPR Administration

3. Click on Role Management and then Role Activation

4. Perform search for user

5. Click on DoDAAC under the Location column

6. Type in new location code and click save

Question: I heard there are smart forms. What forms are available?

Answer: Smart forms will become available in June 2015 to allow CORT Tool users to create

and maintain the following contract nomination documents:

COR Monthly Status Report

Annual COR File Review Checklist

COR Appointment Letter

Quality Assurance Plan Waiver

COR Termination Letter


(CORT TOOL)

19

Users can open the smart form, complete the blanks and save their data into these smart forms

instead of uploading documents. Users can still create and upload contract nomination

documents using desktop applications (MS Word, PDF, Text file, etc.).

An email is sent to the COR requesting the COR to sign the appointment letter when the CO

signs the appointment letter. A reminder email is sent to the COR at the 7 and 14 day

timeframe if the COR has not signed. The COR Supervisor must also sign the smart form

appointment letter.

Question: Can I save a smart form to my computer?

Answer: Yes. After completing and saving the smart form to your nomination follow these

steps:

Click on View next to the smart form document

Scroll to the bottom of the completed Smart Form

Click on View as PDF

Save the PDF to your computer

Question: What is the size limit of the comments section in the smart form?

Answer: The max size is 2000 characters. If you are cutting and pasting comments from a

Word document or other formatted text documents, the formatting characters are contained in

the pasted text. If you enter more than 2000 characters into the comments section the

comments are automatically truncated.

Question: Does the Contracting Officer have the functionality to modify the training

requirements on the existing COR Appointment letter in CORT?

Answer: Yes, the contracting officer should be modify the current Appointment Letter to add

additional training requirements via the edit functionality. Any changes made to the current

document must be signed by the CO, COR and Supervisor.

Question: May a DA modify the COR Appointment letter?

Answer: No, a DA cannot modify the appointment letter; because the letter has to be signed

by the CO, COR and supervisor.

Question: Can this modification be made on the smart form appointment letter in CORT?

Answer: Yes, the contracting officer has the ability to add additional information to the Smart

Form via the edit functionality. Any changes made to the current document must be signed by

the CO, COR and Supervisor.

Question: Who is able to accomplish this modification?

Answer: The Contracting Officer is responsible for this action.


(CORT TOOL)

20

Questio : I’ ith a Fede al Age , a I use the CORT Tool? Answer: The CORT Tool provides assisted acquisition for non-DoD users. External agencies and

their users will register in CORT Tool via user name and password and enter contracts for which

CORs are assigned. To register and complete a nomination:

Repla e DoDAAC ith e te al age a e. Federal users must register using their FEDAAC as the location code

Federal users must select a federal agency from the Home Department dropdown list

Federal users may register for any role OTHER THAN DPAP Administrator

Federal users must be activated by DPAP Admin

Federal agencies access will be available after June 2015.

Question: What is a FEDAAC and how do I find out what mine is?

FAR 4.1603 to obtain the correct AAC to be used by GSA

https://www.acquisition.gov/sites/default/files/current/far/html/Subpart%204_16.html

(1) Positions 1 through 6. The first six positions identify the department/agency and office issuing the

instrument. Use the AAC assigned to the issuing office for positions 1 through 6. Civilian agency points of

contact for obtaining an AAC are on the AAC Contact list maintained by the General Services

Administration and can be found at http://www.gsa.gov/graphics/fas/Civilian_contacts.pdf. For

Department of Defense (DoD) inquiries, contact the service/agency Central Service Point or DoDAAC

Monitor, or if unknown, email [email protected] for assistance.

COR SUPERVISOR

Question: Is there a difference between a COR Supe iso a d the use ’s Supe iso ?

Answer: Yes. The distinction is between a Supervisor of the WAWF user and a COR Supervisor

on a nomination. Every WAWF user, no matter what the system (CORT Tool, EDA, iRAPT, etc)

or role (COR, Supervisor, CO, QAPOC, etc) applying for must have a SAAR (DD2875) signed by a

SAAR Supervisor. The SAAR is created within the WAWF User Profile and the user will enter in

their SAAR Supervisor’s i fo atio . This is the WAWF use ’s Supe iso who will approve the

SAAR and may or may not be the COR Supervisor for a nomination in the CORT Tool. The SAAR

Supervisor will not need to create a CORT Tool account or have an active CORT Tool role. COR

Supervisors who certify a COR on a nomination are part of the nomination process and will

need a CORT Tool account. COR Supervisors will have their own SAAR Supervisor who will

approve access into WAWF.

Question: I am a COR Supervisor, do I need to complete a registration in the in WAWF or

CORT Tool.

http://www.gsa.gov/graphics/fas/Civilian_contacts.pdf



(CORT TOOL)

21

Answer: Yes. If you do not have an existing WAWF account, you will need register for a WAWF

account and CORT Tool and add the role for COR Supervisor. This registration is then used to

develop a list of Supervisor to include in the CORT Tool module Supervisor selection on a COR

Profile. The Supe iso ’s a e ill also e i luded o all o i atio s.

Question: Does a COR Supervisor need to create a Profile in the CORT Tool?

Answer: No. Supervisors are not required to create Profiles.

Question: What is the role of the COR Supervisor?

Answer: The Supe iso is espo si le fo app o i g o eje ti g the COR’s self-nomination.

The Supervisor accesses all of the nominations of unapproved CORs and completes the

applicable certifications. The Supervisor then approves, saves, or rejects the nomination.

Question: I am COR Supervisor, who is also a COR. May I approve my own COR nominations?

Answer: No, as Supervisor you will not be able to approve you own nominations. A COR and

a Supervisor cannot be the same person on a nomination.

Question: When may a Supervisor approve or reject a COR self-nomination?

Answer: A Supe iso a o l app o e o eje t a o i atio he it is i the Pe di g Supe iso Re ie status.

Question: How does a Supervisor approve or reject a COR self-nomination?

Answer: Upon receipt of an e-mail indicating that a COR nomination is awaiting the

Supe iso 's app o al, e te the CORT Tool a d sele t A aiti g M App o al . Cli k o sea h and find the contract referenced in the email notification. Click on the contract number, review

the nomination package to ensure all required documents are attached, and complete all of the

certifications. Scroll down to the bottom of the nomination and eithe sele t app o e to se d the nomination to the contracting officer; "save" to update the nomination for future access or

eje t" to etu the o i atio to the COR fo o e tio s. Supe iso s a also a ess these nominations using Contract List/Status to search for nominations.

Question: I have a couple of COR nominations that need to be approved. However, when I

select "Awaiting My Approval," I do not see those nominations. Why?

Answer: Afte the Supe iso sele ts A aiti g M App o al , e te o t a t u e a d li k on search or leave all fields blank and just click on search. The list of all contracts awaiting

app o al ill e ie a le he the Supe iso s li k o the Sea h utton.

Question: As Supe iso , I e t to A aiti g M App o al. I e te ed o t a t u e a d clicked on search. I do not see the nomination. Next, I went to Awaiting My Approval and

clicked on search. Again, I do not see the nomination. Why?

Answer: The Supervisor may not see the nominations in awaiting my approval because the

COR may have entered the wrong Supervisor in the COR Profile. In these instances, have the


(CORT TOOL)

22

COR verify that he/she has entered the correct Supervisor name in their COR Profile (i.e John

Smith12 versus John Smith2). Additionally, the Supervisor may have a second CORT Tool

account and the nominations may be tied to the second account. In this case, contact the

helpdesk and request verification of the existence of a second account. If verified, request that

both accounts be merged and the records transferred to the preferred account.

Questio : I eje ted COR’s o i atio a d e uested se e al ha ges e ade. Ho will the rejected nomination be sent to the Contracting Officer/Contract Specialist?

Answer: The status of the o i atio ha ges to Reje ted Supe iso a d is etu to the COR. The COR enters the CORT Tool to make the changes requested. When completed, the

COR resubmits the rejected nomination to the Supervisor for approval. The status of the

eje ted o i atio o ha ges to Pe di g Supe iso Re ie . Upo ou app o al of the nomination, it will be sent to the Contracting Officer/Specialist.

Question: My employee submitted a nomination to me several months ago to approve. The

status of the o i atio is Pe di g Supe iso Re ie . This e plo ee is o lo ge ei g considered for COR duties on this contract action. How I do cancel his nomination?

Answer: When the nomination is i the Pe di g Supe iso Re ie status, ou as Supe iso may cancel the nomination by scrolling down to the bottom of the nomination and selecting

the Ca el utto . Sele t OK he the dialogue o is p ese ted.

Question: As a Supervisor, am I able to cancel the nomination when it is in any other status,

besides Pending Supervisor Review?

Answer: No. You may only cancel the nomination when it is in the Pending Supervisor

Approval status.

Question: The PCO has just approved my employee as a COR on the contract. Will I be able

to add any reports for my employee to the COR online file?

Answer. No. You will only be able to view the reports posted by your COR.

Question: How do I view reports posted by my CORs?

Answer: As a Supervisor, you will be able to view the reports submitted by you COR via

Contract List/Status or All COR Submitted Documents for nominations in the Active and Inactive

status.

Question: I am in the CORT tool as a COR for a number of contracts and am in the process of

transferring those responsibilities to one of my subordinates in coordination with the

Contracting Officers of those contracts. In order to establish himself as the new COR, the

individual has set up an account, but needs to have me, as his Supervisor, approve his

su issio to the CORT tool. I added the Supe iso ole to a ou t, ut a u lea what is required or what more I should do to make this work.

Answer:


(CORT TOOL)

23

1. The COR must nominate himself as COR on your contracts. He must use the exact same

contract numbers, NO DEVIATIONS.

2. Once the COR nominates himself, the Supervisor, you, must approve and send to

Contracting Officer.

3. Once the Contracting Officer approves, the individual is now appointed as a COR on the

contract.

4. Once appointed, the COR can then access all of the documents previously posted by you, by

selecting the "ALL COR SUBMITTED DOCUMENT" menu item and then selecting the contract

number. All documents posted by you and/or the new COR will be available from this menu

option only.

5. Once the new COR has been appointed, your Contracting Officer should terminate your

appointment on those contracts so that you do not receive emails from the CORT Tool.

CONTRACTING OFFICER/CONTRACT SPECIALIST

Question: I’ a Co t a to Co t a ti g Spe ialist CS , ho do I egiste i WAWF?

Answer: As a Contractor CS if you will be logging into WAWF with a user ID and password and

not a CAC, before you register, you will need to get your user ID on an exemption list. Please

email the 8 digit user ID you will use, you email address, and justification you need to be added

to the exemption list to your Component Level Department Admin. The Department Admin,

please send the list to Kelley Bell ([email protected]) for the ID to be added. Once the ID is

added, you can register for a WAWF account and add the CS role.

Question: I am a Contracting Officer do I need to complete a registration in the CORT Tool?

Answer: Yes. If you do not have a migrated CORT Tool account or an existing WAWF account,

you will need register for a WAWF account and add the role for Contracting Officer. This

registration is then used to develop a list of Contracting Officers to include in the CORT Tool

module for Contracting Officer and Contract Specialist selection on nominations.

Question: I am a Contract Specialist do I need to complete a registration in the CORT Tool?


you will need register for a WAWF account and add the Contract Specialist role. This

registration is then used to develop a list of Contract Specialist to include in the CORT Tool

module for Contract Specialist selection on nominations.


(CORT TOOL)

24

Question: I work in contracting and I was advised to register for a CORT Tool Role. Which

role should I register for Contracting Officer, Contract Specialist or both?

Answer: You may register for either the Contracting Officer or Contract Specialist Role.

Register for the Contracting Officer role if you are a warranted Contracting Officer who has

been granted authority to designate CORs; otherwise, register for Contract Specialist role. You

should not register for both.

Question: As Contracting Officer, my CORT Tool menu displays a Contracting Officer Profile

Tab. Do Contracting Officers need to create a Profile in the CORT Tool?

Answer: The Contracting Officer requires a Contracting Officer Profile. The Profile is now

designated as the contracting officer registration for contracting center DoDAACs. Your primary

contracting center DoDAAC is tied to your WAWF registration. Additional contracting center

DoDAACs are added using the Contracting Officer Profile. If you have a migrated CORT Tool

account, all contracting center DoDAACs associated with your registration were migrated to

your Contracting Officer profile.

Question: As Contract Specialist, my CORT Tool menu displays a Contract Specialist Profile

Tab. Do Contract Specialist need to create a Profile in the CORT Tool?

Answer: Yes. The Contract Specialist requires a Contract Specialist Profile. The Profile is now

designated as the contracting specialist registration for contracting center DoDAACs. Your

primary contracting center DoDAAC is tied to your WAWF registration. Additional contracting

center DoDAACs are added using the Contract Specialist Profile. If you have a migrated CORT

Tool account, all contracting center DoDAACs associated with your registration were migrated

to your Contract Specialist profile.

Question: As a Contracting Officer/Contract Specialist who provides support to various

o t a ti g o a ds, do I eed to egiste fo ea h o t a ti g o a d’s DoDAAC? Answer: Yes. Use the Contracting Officer or Contract Specialist Profile to add the contracting

center DoDAAC for the each command.

Question: I support thirteen DoDAACs. In legacy CORT, I could only register five of those

DoDAACs at one time. Am I still being limited to the five DoDAACs?

Answer: No. All thirteen DoDAACs may be added your Profile.

Question: How does a Contracting Officer approve or reject a COR self-nomination?

Answer: Upon receipt of an e-mail indicating that a COR nomination is awaiting the contracting

officer’s app o al, e te the CORT Tool a d sele t A aiti g M App o al . Cli k o Sea h and find the contract referenced in the email notification. Click on the contract number,

complete the contract information section, attach the letter of designation/appointment letter,

and complete the Contracting Officer section. Scroll down to the bottom of the nomination and

eithe sele t App o e to appoi t the COR, "Sa e" to update the o i atio o a late date o Reje t" to etu the o i atio the COR fo orrections.


(CORT TOOL)

25

Question: I am the Contract Specialist on the nomination, but I do not see the Awaiting My

Approval tab on my menu. This was available to me in legacy CORT Tool. Why do I no longer

have access to this menu item?

Answer: Awaiting My Approval for the Contract Specialist was removed to ensure compliance

ith the poli ies of FAR . , hi h state that the Co t a ti g Offi e . . . shall desig ate COR . O l the Co t a ti g Offi e is a le to upload the appoi t e t/desig atio lette a d approve the nomination.

Question: Does this mean that the Contract Specialist will not be able to make COR

appointments?

Answer: Yes. Appointments are the responsibility of the Contracting Officer. In this version of

the CORT Tool that responsibility is being enforced.

Question: What exactly will I be able to complete as a Contract Specialist?

Answer: The Contract Specialist can perform all of same tasks as the Contracting Officer,

except for COR designation and revocation.

Question: How will a Contract Specialist complete the nomination, without access to

A aiti g M App o al?

Answer: The Co t a t Spe ialist ill a ess the o i atio usi g the Co t a t List Status ta . Once the nomination has been accessed, update the Contracting Officer section and select

save. The Contracting Officer has final designation and revocation authority.

Question: As Contract Specialist will I be able to load the appointment letter or designation

letter?

Answer: No. The Contract Specialist will not be able to upload the appointment or designation

letter. This is the responsibility of the contracting officer.

Question: Where do I enter the Quality Assurance (QA) POC and the ACO?

Answer: These are optional data fields and provide read only access to holders of these role.

Both are completed by the Contracting Officer/Contract Specialist during appointment. They

may also be added to the nomination after the COR has been appointed by either the

Contracting Officer or the Contract Specialist.

Question: I have several CORs on one Delivery/Task Order contract. Do they all need to self-

nominate and be appointed as CORs on the basic contract or on the individual task orders?

Answer: Each COR must self-nominate and be appointed as a COR and/or alternate COR on

each individual task orders.

Question: Does the Alternate COR need to maintain the same files for a contract as the

Primary COR?


(CORT TOOL)

26

Answer: Both the primary and alternate CORs have to maintain separate file. An online file is

provide for each active/inactive nomination. However, both roles should not be posting the

same documents for the same contract, i.e. only one monthly status report is required for the

contract, versus both the COR and the Alternate posting the same status report. Both roles do

not need to maintain the same documentation. Documents posted by primary and/or the

alternate is viewable to both the primary and alternate, as well as any user that has view only

rights, using the "ALL COR SUBMITTED DOCUMENT" menu item.

Question: I have ONE COR and alternate COR on the basic Delivery/Task Order contract. Does

the COR and the alternate COR need to self-nominate and be appointed as COR and alternate

COR on the basic contract or on each individual task orders?

Answer: Follow the guidance in DoDI 5000.72, which states that when an individual is

designated as a COR for more than one contract (or more than one task or delivery order under

a contract), a letter of designation must be provided for each contract (or task or delivery

order).

Question: May the Contracting Officer or Contract Specialist on a nomination that has

already been approved by a Supervisor be changed without canceling the nomination or

starting over?

Answer: Yes, the Contracting Officer and the Contract Specialist can both be changed by the

Department Admin.

Question: As Contracting Officer or Contract Specialist, how do I cancel a nomination?

Answer: If the o i atio is i the Pe di g PCO Re ie , a d ou a e the Co t a ti g Offi e or the Contract Specialist on the nomination, you may cancel the nomination by scrolling down

to the otto of the o i atio a d sele ti g the a el utto . Whe the dialogue o ope s, sele t OK to o plete the a ellatio .

Question: As the Contracting Officer/Contract Specialist on the nomination, am I able to

cancel the nomination in any of the other status besides pending supervisor review.

Answer: No. You may only cancel the nomination when it is in the Pending PCO Approval

status.

Questio : I’ ith a Fede al Age , a I use the CORT Tool? Answer: The CORT Tool provides assisted acquisition for non-DoD users. External agencies and

their users will register in CORT Tool via user name and password and enter contracts for which

CORs are assigned. To register and complete a nomination:

Repla e DoDAAC ith e te al age a e. Federal users must register using their FEDAAC as the location code

Federal users must select a federal agency from the Home Department dropdown list

Federal users may register for any role OTHER THAN DPAP Administrator


(CORT TOOL)

27

Federal users must be activated by DPAP Admin

Federal agencies access will be available after June 2015.

Question: Do DoD CORs have to add the non DOD location code to their CORT accounts?

Answer: No, DoD CORs should register with their home DoDAAC. Federal COs/CSs need to

make sure to add their FEDAAC to their CO/CS Profile in the CORT Tool. This will enable the

COR to pull the CO/CS name from the nomination drop down once the contracting center

FEDAAC is entered.

Question: I received an error that the contract number was not found in the EDA system

using the PDS web services under Contractor Information section. What is this error?

Answer: This error message occurs when the contract number is not available to be passed

from EDA or PDS. At the next EDA/CORT Tool update, if the contract has been added to EDA or

PDS, then the contract data gets pulled into CORT Tool. If the contract is never added, the

informational message remains.

Question: Can a CO only see the contracts they are the CO on in the CORT tool?

Answer: A CO will be able to see every contract for the DoDAACS that they have in their

Contracting Officer Profile from the View All Local CORs menu. They can add as many DoDAACS

to their profile that they need access to. To view contracts:

1. Sele t Vie All Lo al COR 2. Cli k o Sea h to displa all o i atio o efi ed sea h using one of the criteria

3. Select the applicable contract number to the view the nomination record

4. To add DoDAACs to Profile, Click on contracting officer profile and

a. Cli k o the Add utto lo ated i the upper right hand corner

b. Type a valid six-digit DoDAAC i the Co t a ti g Ce te DoDAAC field c. Click on the enter button on your computer-The name associated with the

DoDAAC auto populates i the Co t a ti g Ce te O ga izatio Field

d. Cli k OK to add DoDAAC to the P ofile

QUALITY ASSURANCE POINT OF CONTACT (QA

POC)/ADMINISTRATIVE CONTRACTING OFFICER

(ACO)

Question: I am a QA POC or an ACO, do I need to complete a registration in the CORT Tool?


you will need register for a WAWF account and add the role for QA POC or ACO. This

registration is then used to develop a list of QA POC/ACO to include in the CORT Tool module

for QA POC/ACO selection on any nominations.


(CORT TOOL)

28

Question: Does the QA POC and ACO need to complete a Profile in the CORT Tool?

Answer: Yes. QA POC and ACO are required to create profiles.

Question: What are the responsibilities QA POC/ACO within the CORT tool?

Answer: The QA POC and the ACO may:

o Review the status of a COR Nomination

o View all COR submitted documents

o View only access to the do u e ts o tai ed i the COR’s o li e files

o May access a nomination in any status using Contract List/ Status when their name is

included on the nomination

Question: Should QA POC and ACO be assigned to one organization, multiple organizations,

or just organizations with contracting authority?

Answer: For CORT Tool use, only one organization is required and that organization is entered

when the users creates the WAWF account.

Question: How do you add a QA POC or an ACO role to the CORT TOOL?

Answer: After logging into the WAWF Portal, complete the following steps:

1. Cli k o Use

2. Cli k o Add Role

3. Click on CORT Role u de COR T a ki g Tool 4. Choose Role a d put i e DoDAAC u de Lo atio Code a d p ess Sa e 5. Your Supervisor will receive an email to approve your DD2875 and when approved, your

Department Admin can activate your role(s)

Question: Can the input of the QA POC and ACO names be a mandatory field to be populated

by the CO/CS during completion of nomination process?

Answer: These are optional field, because not every agency uses these roles. If these fields are

required by an agency, it is recommended that communicate this requirement the Contracting

Officers and Contract Specialists requesting completion of these fields on ALL nominations.

AUDITOR AND MANAGER

Question: I see a role for Auditor and Manager. Are these new roles?

Answer: Yes. With the 5.7 release CORT Tool now has the roles of Auditor and Manager.

These roles will have no role in the nomination process itself, but will have read only access to

the nomination in the system and they may access to the documents currently being posted by

CORs.


(CORT TOOL)

29

Question: Do Auditors and Managers need to register in the CORT Tool?

Answer: Yes, non-participants in the nomination process also require COR Tool access to

support audit and agency oversight.

Question: What is the difference between Auditor and Manager?

Answer: The auditor role is specifically for an individual responsible for conducting audits of

contract, department, agency or COR. Auditors will be able to gain access to the records to

assist in procurement fraud investigation. Each Auditor will register for certain DoDAACs via

the Auditor Profile. Auditors will be granted view only contracts associated with that DoDAAC

for a specified period of time. Access will be revoked upon date expiration. Ma age ’s registration is similar to the Department Administrators, but will not be able to activate roles.

Their access is read-only and are provided access to the CORT Tool Reports.

Questio : I’ ot su e if I should ake use a DA o Ma age . Answer: The Manager role is for individuals within a department performing

department/agency oversight of COR. This role grants access to all department nomination and

department reports. This role was created to fulfill and comply with the COR DoDI 5000.72

requirement to designate COR coordinator(s) and to provide the coordinator access to the

CORT Tool for oversight. There are exception, and it is for someone in a high level position

within your organization. For example, if the Secretary of the Navy requested manager access

to the CORT Tool. For the manager role, it is recommend that justification of the roles be

inputted by the user before a DA approves this role.

Question: How does a DA grant access to an Auditor?

Answer: When a user registers for the AUDITOR role, they must provide a DPAP DA a copy of

"Audit Review" letter. The letter may be submitted directly to Mae Bartley

([email protected]) or the user may upload the letter during the registration process.

Once the review letter is either uploaded or emailed and the registration is pending, please

contact a DPAP Admin to grant access to the CORT Tool.

Question: I’ a Audito a d I eed a ess to ultiple DoDAACs. Ho do I add all the DoDAACs?

Answer: Only ONE registration for the CORT Tool is required or needed. When registering, you

should enter your Home DoDAAC. Once you have access to the CORT Tool, you will add the

DoDAACs you need access to in the Auditor Profile.


(CORT TOOL)

30

Question: As an Auditor, how do I access the profile, add DoDAACs, and set the expiration

date access into CORT Tool?

Answer: To access your profile, add DoDAACs and dates, complete the following steps:

1. From drop menu, select Auditor Profile

2. Cli k o the Add utto lo ated i the uppe ight ha d o e 3. Type a valid six-digit DoDAAC i the Co t a ti g Ce te DoDAAC field 4. Tap the enter key on your computer keyboard

5. The a e asso iated ith the DoDAAC auto populates i the Co t a ti g Ce te Organization Field

6. Cli k OK to add DoDAAC to ou P ofile 7. Whe addi g o t a ti g offi es to the Audito P ofile, use s ust add the Audit Sta t

Date a d the Audit E d Date efo e li ki g OK

Question: As an Auditor, how to change my CORT tool access expiration date?

Answer: Each Auditor will register for certain DoDAACs and expiration dates via the Auditor

Profile. Access will be revoked upon date expiration. To access your profile and change the

expiration date, complete the following steps:

1. From drop menu, select Auditor Profile

2. Cli k o Edit e t to the DoDAAC ou ish to ha ge the e pi atio date fo

3. Cha ge the Audit Stop Date

4. Cli k OK

Question: How do Managers and Auditor see document and nominations?

Answer: A document is viewable using All COR Su itted Do u e ts menu option. All

documents in the Managers Home Department will be available. All documents that contain a

contracting center that matches one of the Auditors contracting centers in their profile will be

available. No i atio s a e ie a le to the audito usi g the Vie All Lo al COR e u option. Nominations are viewable to the Manger usi g the Vie All COR Ad i menu

option.

DEPARTMENT ADMINISTRATORS (DA)

Question: I do not see a registration for Subject Matter Expert. Where is my role?

Answer: In the WAWF CORT Tool, Subject Matter Experts are alled Depa t e t Administrators (DA) . You ill egiste fo that ole.


(CORT TOOL)

31

Question: Are there different types of DAs?

Answer: There are two types of DAs. Component DA (CDA) and Local DA (LDA). CDA are

responsible for the entire Service, Defense Agency or Federal Agency. CDA are the lead for the

Service, Defense or Federal Agency. LDAs are responsible for a command, subcommand,

agency or office within the Service, Defense Agency or Federal Agency.

Question: What is the role of the CDA in the CORT Tool?

Answer: The CDAs have overall responsibility for training and deployment of the CORT Tool

within their Service, Defense or Federal Agency. The CDAs are responsible for the activation

and approval of users of the CORT Tool. CDAs are also responsible for deactivation of CORT

Tool users. Activation and deactivation responsibility may be designated to an LDA.

Additionally, CDAs and LDAs are responsible for ensuring that each user within their

department completes a DD2875 and that the DD2875 is either attached in WAWF or stored in

another location.

Question: As a DA, can I create a registration for a new COR?

Answer: No. Each new user will need to create a new registration for the CORT Tool

application.

Question: Will the COR P o fu tio s e esto ed?

Answer: No. The purpose of the COR Proxy was to provide DA the ability to troubleshoot and

to assist users as they began to use the CORT Tool application. As a stand-alone system this

was a viable for troubleshooting. However, with the integration of WAWF, EDA and CORT Tool,

the COR Proxy present a security risk. Troubleshooting will now be conducted by a fully staffed

helpdesk.

Question: I have a new COR from a non-DoD agency, that does not have a DoD CAC. Will a

non-DoD COR be able to process nomination on DoD contracts?

Answer: These individuals will be eligible for the CAC exemptions and may be granted access

via user name and password. These users should contact the WAWF Helpdesk or the DPAP

Administrator to apply for a CAC exemption. External agencies and their users will have the

ability to register via user name and password and enter contracts for which CORs are assigned.

Depa t e t ill e epla ed ith No DoD .

Question: I no longer have a View ALL Local CORs why was this removed?

Answer: I this appli atio , the DA ill e a le to see thei depa t e t usi g the Vie All CORs Ad i . The Vie ALL Lo al CORs e u ite is o ese ed fo the Co t a ti g Officers and Contract Specialists.


(CORT TOOL)

32

Question: A COR has submitted a nomination with multiple task orders. When I look at the

contract list status, why do I only see one nomination for the base contract versus the

individual task orders?

Answer: The record for the individual orders will be viewable under contract list status once

the Contracting Officer approves the nomination.

Question: As a DA can I create roles for multiple DoDAACs?

Answer: DAs have access to all nominations at their DoDAAC level and the levels below. There

is no need to create multiple user roles associated at different DoDAACs.

Question: Can COR be their own DA?

Answer: Yes, there is nothing in the CORT Tool that prevents this from occurring, however, the

COR should be performing the COR surveillance function required by the CO. When appointing

DAs, the CORT Tool lead should consider the following:

DAs are performing oversight of CORT Tool and it users.

DAs are performing role activation/deactivation of every user in his organization.

DAs are providing assistance to all user and all roles on CORT Tool on their nomination.

DAs are providing assistance on D2875 annual revalidation.

In the majority of cases where the COR and the DAs are the same person, the COR/DA failed to

sufficiently perform any of the DA functions listed above. When the two are separate, with

COR focusing on surveillance and the DA focusing on the role activation function, both roles

perform in a satisfactory manner.

Question: How do I cancel a nomination?

Answer: DAs ha e a ilit to a el a o t a t o i atio i the s ste that is ot A ti e a d DAs ha e a ilit to e all a o t a t o i atio i the s ste that is Ca elled . Contract nominations must be recalled within 30 days of cancellation. Contract nominations

older than 30 days will be permanently deleted from the database.

Question: How do I change the Home Location DoDAAC for a user?

Answer: DAs have the ability to correct or update a DoDAAC for any non-Admin user. To

change the DoDAAC, the DA needs to go into Role Management and perform a search on the

user. When the results show, under the Location column, the DoDAAC will now be a hyperlink.

Click on the DoDAAC and a new screen will appear where you can type in the New Location

Code and click Save. The user is now assigned to a new home DoDAAC. If you cannot see the

user, if means the user is outside your level access and will need to move up the DA level. If

o i g use ’s ho e DoDAAC ithi the sa e age , the Co po e t le el DA will be able to

move it. If moving across DoD, the DPAP Admin will need to change the DoDAAC. The WAWF

Help Desk also have DPAP Admin rights.


(CORT TOOL)

33

Administrative Console

Question: Where are the Admin functions located?

Answer: After logging into WAWF, go to the Administrative Console menu located on the top

of the page and then click on CORT/NCCS/MIPR Administration. There are 4 Administrative

actions the user can perform.

Group Management

Location Management

Role Management

User Management

Group Management

Question: What is the Group Management Section for?

Answer: Group Management is where the DA can administer groups and subgroups by adding,

renaming, moving / deleting groups in the group structure and adding / moving locations in the

group structure.

CORT Government Group Info

To see your agency’s hie a h also efe ed to as Path ithi CORT Tool , li k o the OSD hyperlink under Subgroup. U de the Cu e t G oup , ou ill o see the Cu e t G oup Path is Top/OSD and under Subgroup there is a list of all the DoD Agencies. Click on the Agency

wanted, which will make the Current Group Path now Top/OSD/Agency Chosen and under

Subgroup will be a list of all the commands under the agency. This process will continue down

through the commands until you get to the command you want.

There are a number of actions the DA can take under Group Management. The action and a

description of the action is below.

Current Users – View the users associated with the Current Path (users associated under

that hierarchy)

Archived Users – View the users in the Current Path that have been archived

Add Location – Adds a location (DoDAAC) to Current Path

Add Group – Adds a group with name and location code

Rename Group – Allows the user to rename a group


(CORT TOOL)

34

Group Lookup

Question: How do I find out who the Department Administrator is for a location?

Answer: After logging into WAWF and accessing the Administrative Console, go to Group

Management and then to Group Lookup . You can then search on a location code which will

show the Group Path and the Department Administrator(s) associated with the location.

Location Management

Question: What is the Location Management Section for?

Answer: Location Management allows DAs to search by DoDAAC to see if the location code is

listed in CORT Tool and where in location code is located in the hierarchy.

Question: How do I change the location code?

Answer: To change the DoDAAC, the DA needs to go into Role Management and perform a

search on the user. When the results show, under the Location column, the DoDAAC will now

be a hyperlink. Click on the DoDAAC and a new screen will appear where you can type in the

New Location Code and click Save. The user is now assigned to a new home DoDAAC.

Role Management

Question: Where do I activate/deactivate/archive/reject a user?

Answer: Role Management is used for administering roles by activating, deactivating, and

archiving user roles. I e sio . the DA a also eje t a use ’s e uest.

Question: Who activates and deactivates the roles in the WAWF CORT Tool?

Answer: The CDA and LDA will activate and deactivate all of the CORT Tool roles via the

Administrative Console in WAWF. The ability for the LDA to activate is dependent upon the

user’s registration DoDAAC.

Question: How do I activate a user?

Answer: After logging into the CORT Tool, follow these steps:

1. Cli k o Ad i ist atio o the top of the s ee afte ou log i to WAWF

2. Cli k o CORT/NCCS/MIPR Ad i ist atio

3. Cli k o Role Ma age e t

4. Cli k o Role A ti atio

5. Input search criteria (user ID, last name, etc) - you may want to adjust your query to

limit the amount of results

6. Click on hyperlink fo Re ie Re ui ed

7. Click on drop down under DD 2875 Form Status a d ha ge to Atta hed i WAWF

8. Cli k Sa e

9. You should now be back to Role Activation Results


(CORT TOOL)

35

10. U de the A tio s olu , li k o the d op do a d sele t Cha ge Status

11. Cli k o Su it at otto of page

12. Note: a N i the Status olu ea s the use is i a ti e, Y ea s a ti e

Question: How do I deactivate a user?






5. Input search criteria (user ID, last name, etc) - you may want to adjust your query to

limit the amount of results

6. U de the A tio s olu , li k o the d op do a d sele t Cha ge Status


8. Note: a N i the Status olu ea s the use is i a ti e, Y ea s a ti e

9. You will find rejected access users be performing a search under Inactive users

10. Once rejected, you cannot reactive the user and the user cannot apply for the role

again

Question: How do I reject a user?






5. Input search criteria (user ID, last name, etc)

6. Under the A tio s olu , li k o the d op do a d sele t Reje t A ess

7. Place in comments why rejecting access


9. If the user wants to resubmit the request, log a k i to WAWF i a d go to Vie Re uest Status

10. Under the olu A tio ou ha e the optio to esu it the e uest

Question: How does the rejected user role work?

Answer: Whe a DA eje ts a use ’s ole, the use ill e ei e a e ail o tai i g the DA’s comments/justification for rejection. The user then has the option to either ignore the rejection

if the should ’t ha e the ole at all o log i to the WAWF e-Business Suite, update the

location code for the rejected role, and resubmit the changes for approval to their Supervisor. If

the Supervisor approves, the DA will be permitted to activate or reject the role again.


(CORT TOOL)

36

Question: As a DA can I activate/deactivate roles for multiple DoDAACs?

Answer: DAs may activate/deactivate roles for DoDAACs that are within their area of

responsibility. The DPAP Admin is at a level 1, the Component Agency DAs (CDA) are at the

level 2 and all Local DAs (LDA) are at level 3-7.

User Management

Question: I have a user who entered the wrong organization, can I change this for the user?

Answer: Yes, the User Management section allows the DA to view and edit user profile

information. You a edit the use ’s a e, o ga izatio , e ail, pho e u e , a d a k. Be advised, a DD2875 modification request will be generated to user's Supervisor/Sponsor when

you make changes to user's First Name, Last Name, Email and Organization. Please make sure

that user has valid Supervisor/Sponsor email address.

Question: I see under User Management the menu options for Reset Password and Reset

Certificate, how do I use these?

Answer: As a DA you can now help your CORT Tool users reset their passwords or CAC

certificates. To reset, search for the user, verify their info, and press submit. If you do not

k o the use ’s use ID, go to Role Ma age e t a d sea h fo the use to get the User ID.

CORT TOOL PROCESS

Question: Can you explain the statuses?

Answer: Status for a CORT Tool user does not equal the status for a nomination. WAWF

o side s all egiste ed i di iduals as use s , ut it is ithi the CORT Tool that ea h i di idual is attached to a role(s) (COR, CO, Manager, etc.). During Role Activation, a user’s status may be

active, inactive, pending, or archived. Active means the user has been approved for a WAWF

Account by the 2875 Supervisor. The CORT Tool DA has app o ed the use ’s role request, and

access to the CORT Tool has been granted.

Inactive means user has registered in WAWF, the 2875 Supervisor has approved the request,

but the DA has not activated the use ’s CORT Tool role(s) yet so access to the CORT Tool has not

been granted.

Pending means a user has registered in WAWF and requested a CORT Tool role, but the 2875

Supervisor has not approved the 2875 yet. The DA cannot approve the user’s CORT Tool role

request until the Supe iso app o es the use ’s first. Access to the CORT Tool is

pending. Remember that the 2875 is approved within WAWF and CORT Tool roles are

approved by the DA within the Admin Console.


(CORT TOOL)

37

Archive means an active or inactive user account has been deactivated and moved to an

archived status. Access to CORT Tool has been removed and for a DA to search on archived

oles ill ha e to sele t A hi e f o the Sea h Fo d op down within Role Activation.

During the COR nomination process, a nomination may be in one of ten status. These status

are detailed in the CORT User Guide.

A COR/CO/CS can be an inactive user, but have an active nomination or a COR/CO/CS can be

an active user with an inactive nomination.

Question: The wrong Supervisor, Contract Specialist and Contracting Officer are selected?

How does one back out of the process?

Answer: The ability to make correction is dependent upon the status of the nomination:

Whe the o i atio is i the D aft , Reje ted Supe iso o Reje ted PCO status, the COR shall update the Supe iso ’s a e i the P ofile a d sa e the ha ges. The

Supe iso ’s a e is o e ted o the o i atio a d all appli a le ta les. If the o g Contracting Officer or Contract Specialist is selected, the COR shall update the nomination with

the correct name from the drop menu by the Contracting Officer and Contract Specialist roles.

Whe the o i atio is i the Pending Supervisor Review status, the Supe iso ust eje t the o i atio a d etu it to the COR. The COR shall update his Supe iso ’s a e i the Profile and save the changes made to the P ofile. The Supe iso ’s a e ill e o e ted o the nomination and all applicable tables. If the wrong Contracting Officer or Contract Specialist

is selected, the COR shall update the nomination with the correct name from the drop menu by

the Contracting Officer and Contract Specialist roles.

Whe the o i atio is i the Pending PCO Review status, the CO/CS ust eje t the o i atio a d etu it to the COR. The COR shall update his Supe iso ’s a e i the P ofile

and save the changes made to the P ofile. The Supe iso ’s a e ill e o e ted o the nomination and all applicable tables. If the wrong Contracting Officer or Contract Specialist is

selected, the COR shall update the nomination with the correct name from the drop menu by

the Contracting Officer and Contract Specialist roles.

Whe the o i atio is i the Active I a ti e o Terminated status, the COR should update the Supe iso ’s a e i the P ofile a d sa e the ha ges ade to the P ofile. Che k the o that states Update A ti e, Update I a ti e o Update Te i ated o i atio . The Supe iso ’s a e ill e o e ted o the o i atio a d all appli a le ta les. CORs cannot update Contracting Officer or Contract Specialist on an Active nomination. If the wrong

Contracting Officer or Contract Specialist is selected, the CO/CS shall update the nomination


(CORT TOOL)

38

with the correct name from the drop menu by the Contracting Officer and Contract Specialist

roles.

Changes may be not made to a cancelled nomination.

Question: Who can cancel a nomination?

Answer: A nomination can be cancelled by the DA, COR, the Supervisor, the Contract Specialist

or the Contracting Officer. The ability to cancel is dependent upon the status of the

nomination.

Question: Can the o i atio e a elled i all statuses ? Answer: No. A nomination may only be cancelled when it is in the following status: Draft,

Pending Supervisor Approval, Pending PCO Approval, Rejected by Supervisor and Rejected by

PCO. A DA may now cancel a nomination in any status except Inactive and Active.

Question: How do I delete or cancel a nomination?

Answer: A nomination can only be cancelled. Nominations older than 30 days will then be

deleted and removed from view. For the roles mentioned a o e, the e is a a el utto at the otto of ea h se tio . Whe the o i atio is i the D aft o Reje ted status, the COR has a ilit to a el the o i atio . Whe the o i atio is i the Pe di g Supe iso Re ie status, the Supe iso has the ability to cancel the nomination. When the nomination

is i the Pe di g PCO Re ie status, the Co t a ti g Offi e o Co t a t Spe ialist a to cancel the nomination.

Question: How will nominations be cancelled if the user is unable to access the nomination

i.e. COR has retired or left the DoD?

Answer: Your DA can cancel the nomination.

Questio : What auses the status of appoi ted COR to ha ge f o A ti e to I a ti e ?

Answer: Active and Inactive status for an appointed COR is tied to the contract completion

date. When the contract completion date passes or is in the past, the nomination status is

I a ti e.

Question: How do I change the status of the appointed COR f o I a ti e a k to A ti e o A ti e to I a ti e o a nomination?

Answer: Only the Contracting Officer and Contract Specialist associated with the appointed

COR may change the status on nomination and change the contract end date. To change, the

CO/CS needs to a ess Co t a t Modifi atio from the menu option, search for the applicable

contract and change the date to a present or future date. Do not change the date within the

nomination. This will not change the contract completion date.


(CORT TOOL)

39

Question: When I created my registration, I entered an incorrect Home Organization DoDAAC

and Department. How do correct?

Answer: In Version 5.7.1, the user must register for the role(s) again with the correct

department and location code. Your DA can then deactivate the user role(s) that are incorrect

and activate the correct roles.

If the user has multiple roles and the DoDAAC/location code needs to be changed for each role,

the DA will need to deactivate each role. The user will now have to request new role(s) with

the new location code. Complete the following steps to add a new role(s):

1. Log into WAWF

2. Cli k o Use

3. Cli k o Add Role

4. Cli k o CORT Role u de COR T a ki g Tool 5. Choose Role a d put i e DoDAAC u de Lo atio Code a d p ess Sa e 6. The use ’s Supe iso ill eed to app o e the DD agai a d the the DA a

activate the role

Question: I keep getting these daily, annoying emails telling me I have something awaiting

approval, how do I turn this feature off?

Answer: Emails are sent to CORs when they have draft nominations that are over 30 days old,

to Supervisor when they have nominations waiting to be approved over 30 days old and to

Contracting Officer/Contract Specialist when they have nominations that are over 30 days old.

To turn the emails off as COR, you must submit the nominations to the Supervisor to approve.

As Supervisor or CO, you must approve or reject the nominations referenced in the email.

Question: I am the COR on the nomination. The Supervisor associated with my nomination

has retired and is no longer associated with my organization. I would really like to complete

this nomination, but it is in Pending Supervisor Review status. How do I get this nomination

rejected?

Answer: Contact the helpdesk or DPAP administrator for assistance.

Question: Can a CO/CS add a QASP to the CORT Tool when they are reviewing the COR

Nomination Record? This would be especially relevant for CORs who are being

nominated/approved and trained before all the contract documents are completed such as

the QASP.

Answer: Yes. QASP can also be loaded by CO at the time of the appointment. A QASP may also

be loaded by the CS.

Question: Can the COR keep their profile to be activated at a later date on a new

contract?

Answer: Yes, profiles remain unless deleted until archived.


(CORT TOOL)

40

Question: If a contract is in closeout and a COR is no longer needed, must the CO do a

Revocation letter to remove the COR?

Answer: No. Revoking the COR is not a requirement for contract close out. Allow the contract

to reach the inactive status. All Inactive actions will then be eligible for closeout.

Question: Does the contract documents that was loaded by the COR stay in CORT (monthly

reports, etc.) and if so, how is it accessed?

Answer: Yes. Documents posted by CORs are maintained in the COR Online File in accordance

with National Archive and Records Management (NARA) policy and procedures on records

management. These documents will be kept for a period of 6 years, 3 months after contract

closeout. During this period, documents can be accessed via All COR Submitted Documents.

Click on the contract number and click on the icon to view the document.

Question: If a COR’s o i atio is cancelled, (not revoked) what happens to the contract

documents that was loaded by that COR?

Answer: Documents that are associated with a cancelled nomination are available for 30 days.

On day 31, those document are no longer available. Documents associated with Active,

Inactive and Terminated nominations are maintained with revoked contract and will be

available to any newly appointed COR on the same contract.

When a nomination is in the Draft, Pending Supervisor Review, Pending PCO Review, Rejected

by the Supervisor or Rejected by the PCO status, the record is removed from the CORT Tool in

its entirety along with the QASP attachment. The training certificates displayed on the

o i atio a e ai tai i the COR’s P ofile a d ill e a aila le fo the futu e o i atio .

Question: How do I terminate a COR?

Answer: Terminating a COR appointment is a process that only the CO can perform. First, in

the o i atio , s oll do to the COR Re o atio se tio , sele t "Add" a d upload the

termination letter. At this point, the CO is provided the opportunity to "View, Edit, or Delete"

the termination letter. As a future practice, recommend that the CO reviews the document,

before moving to the second step. At this point in the process, the appointment is still "Active"

and the CO can edit or delete an incorrect document.

To finalize the termination, the CO must next select "Revoke COR . The CO is the p o pted with the question "Are you sure you want to terminate this COR appointment?"

If the CO selects "Cancel", they can replace the termination documents. If the CO selects "OK"

the appointment is terminated. From this terminated status, a termination document cannot

be replaced.


(CORT TOOL)

41

Question: The CO states they have terminated the COR and the COR has received the email

to sign the termination letter smart form, but when COR follows the directions in the email

sent, the COR is not able to sign termination letter. How does the COR fix this?

Answer: The CO is adding the termination letter via Smart Form and because a Smart Form is

used, a system email is generated and sent to the COR. The CO never clicked on the "Revoke

COR" button after the smart form was added which in turn changes the status to Terminated.

Until the nomination is in terminated status, the COR will not see the option to sign the smart

form. To fix this, the CO needs to open the nomination and click on the Revoke COR button.

Once this has been completed, the COR will be able to sign the smart form.

Question: I terminated the COR and now I need to reappoint him to the same contract. May

I appoint the COR twice on the same contract?

Answer: No. There may only be ONE nomination per COR per contract. If you try to

nominate the same COR on terminated nomination, the CORT Tool will provide a duplicate

contract error. The terminated nomination is still in the system, it will remain in the system and

it is still tied to the COR. You can appoint other CORs to same contract number, but not the

COR you just terminated. You cannot reappoint the same COR on the terminated contract.

Therefore, you should terminate wisely.

Questio : Wh a ’t I enter a 13 digit solicitation number?

Answer: In the legacy CORT Tool we found that 13 characters denoted a contract number and

when users entered 13 characters as a preaward, the system begin looking for a contract

number, keeping the user completing the nomination. To work around this lookup, the

preaward number must either be 12 characters or less or more than 14 characters.

Question: When a COR or CO/CS leaves the Command and a new COR or CO/CS

takes over is there a way to link up the reports that the previous COR had loaded into the tool

to create a situation of continuity? Do we automatically lose all historical data or is there a

way to transfer that over?

Answer: Nominations are generated by COR, so if a COR leaves, a new nomination needs to

be started. All Documents can be seen by going to View All COR Submitted

Documents and searching on the contract number. If a CO/CS leaves, just access the

nomination and change the CO/CS. The DA can do this. You can then deactivate the user via

Role Activation if CORT Tool access isn't still needed.

Question: When a COR or CO/CS leaves the Command or obtains a new position within the

Command and they are no longer associated with any of the contracts that they had been

previously associated with, what is the correct procedure to close out his or her account?

Answer: This depends on who is leaving. If the CO/CS, the DA should change the name on the

o i atio a d dea ti ate the CO/CS’s ole via Role Activation (if not using CORT anymore). If


(CORT TOOL)

42

the COR leaves, the CO should terminate their nomination and the new COR will start a new

nomination. The documents attached to the nomination should be available under View All

COR Submitted Documents.

Question: If EDA is modified, will it modify the CORT Tool? If contract deleted and reloaded

in EDA, would it impact CORT Tool since it reaches out to EDA for update?

Answer: The CORT Tool uses a web service provided by EDA to get the CAGE Code for the

contract. The CORT Tool uses the CAGE Code to get the vendor info. If a contract is altered in

EDA the changes will appear in the contract nomination as the CORT Tool queries EDA for

contract info every time a contract nomination is opened.

Question: I heard there are smart forms. What forms are available?

Answer: Smart forms became available in June 2015 to allow CORT Tool users to create and

maintain the following contract nomination documents:

COR Monthly Status Report

Annual COR File Review Checklist

COR Appointment Letter

Quality Assurance Plan Waiver

COR Termination Letter

Users can open the smart form, complete the blanks and save their data into these smart forms

instead of uploading documents. Users can still create and upload contract nomination

documents using desktop applications (MS Word, PDF, Text file, etc.).

Question: How do I add a report/document to an inactive contract?

Answer:

1. Log into the CORT Tool as a COR

2. Select Contract List Status

3. Che k the o e t to I a ti e

4. Click on Search

5. Click on any inactive contract number

6. Scroll down to the COR Online File

7. Cli k o Add o S a t Fo , o plete fields o load do u e t a d p ess OK .

How do I add a report to the Miscellaneous Documents Sections?

Answer:

1. Log into the CORT Tool as COR

2. Select Contract List Status

3. Click on search and select Contract

4. Scroll down to the COR Online File, Miscellaneous Document and perform the following


(CORT TOOL)

43

a. Click on add

b. Cli k o Choose a d add o th ee or more documents

c. Cli k o Upload

d. Select the document type

e. Click on OK

f. Documents are now loaded and actions available are view, edit, delete or

rename

FOREIGN/LOCAL NATIONAL

Question: I am a local national located in Italy. I do not have a CAC; will I still be able to use

the CORT Tool?

Answer: There are currently exemptions for foreign nationals, covered by a Status of Forces

Agreement. These users will be granted access via user name and password. These users

should contact the WAWF Helpdesk or their agency DA to apply for CAC exemption.

Question: Who do Foreign Nationals send their name to?

Answer: Please send all requests to the WAWF helpdesk or agency DA.

Question: My agency has a list of people who will need access? Does each and every one of

them have to contact the helpdesk?

Answer: No. If an agency wants to do a mass exemption contact the agency DA and/or DPAP

Administrator for additional information.

COR TRAINING

Question: Is there training on how to use the CORT Tool and when will it becomes available?

Answer: On the WAWF home page, there is a link on the right for Help/Training. Follow the

links for CORT Tool WBT (Web Based Training). Web Based Training (WBT) for WAWF can be

found at https://wawftraining.eb.mil/xhtml/unauth/web/wbt/WbtSummary.xhtml

Question: What are the COR Training requirements?

Answer: The recommended COR certification includes specific DAU courses or equivalents.

– Type A

CLC 106, CORs with a Mission Focus, 8 Hours online

– Type B/C

COR 222, Contracting Officer Representative Course

https://wawftraining.eb.mil/xhtml/unauth/web/wbt/WbtSummary.xhtml


(CORT TOOL)

44

– Contingency (as applicable)

CLC 206, CORs in the Contingency Environment, 2-3 hrs on-line

– All CORS

CLM 003 or agency equivalent on procurement ethics

– COR Refresher

Hours specified, no specific course, after initial training to maintain status as

a COR

Question: Where can I find Equivalent Courses?

Answer: Please contact DAU for information on equivalent courses.

Question: Does CORT send out automatic reminders when a COR is supposed to take

refresher training?

Answer: No. The CORT Tool does not send out training reminders.

Question: I was told to take WAWF training and load the certificate. How do I do that?

Answer:

1. On WAWF Ho epage, li k o Help/T ai i g i uppe ight o e

2. You will now be on the New User and Training page with many links available

3. Cli k o We Based T ai i g u de T ai i g

4. Cli k o the iRAPT Butto

5. You ill o e o the iRAPT – We Based T ai i g Me u

6. Complete the lessons shown with an asterisk * which are the 7 lessons listed under

O e ie

7. When completed, li k o Print iRAPT Overview Lesson Certificate

8. T pe i a e a d li k Su it

9. You can now print the certificate, scan it and load it into CORT Tool profile. If you wish

to save the certificate from your computer and load into the CORT Tool, press the

utto P tS sho t fo P i t S ee o ou o pute . This button takes a snapshot

of your computer screen. Open Word, PowerPoint or Paint and press ctrl+v or right click

your mouse and paste the screen. The certificate should appear. You can now save the

document and load into your CORT Tool profile.

Question: Will Training certificates be imported from DAU?

Answer: Training certificates will not be imported from DAU and are no longer required for

DAU classes obtain from the DAU feed. The only data imported from DAU will be the course

name (has to be one of the specified seven courses) and the course completion date. For these

https://wawftraining.eb.mil/wawfwbt/xhtml/unauth/web/wbt/overview/certificate/addInfoCertificate.xhtml


(CORT TOOL)

45

seven courses, certificates are not required.

CLC 106, Contracting Officer's Representative with a Mission Focus

CLC 206, Contracting Officer's Representatives in a Contingency Environment

COR 206, Contracting Officer's Representatives in a Contingency Environment

COR , Co t a ti g Offi e ’s Representative Course

CLC 222, Contracting Officers Representative (COR) Online Training

CLM 003, Overview of Acquisition Ethics

DOD 002, Combatting Human Trafficking for DoD Acquisition Professionals

If the course completion date needs to be updated/changed, then the user will have to go

directly to DAU and get them to change the date. Any changes or updates to DAU should be

pulled in the daily (or weekly) feed.

REPORTS

Question: Will the CORT Tool have reports?

Answer: The CORT Tool Reports are available for Components DAs to run on as needed basis.

In order to access, you should add the Business Intelligence Access role to your WAWF Profile.

DPAP Administrators will continue run the reports on a monthly basis for entire department

and post to the "View All Reports".

Question: How do I get access to the BI reports?

Answer: To add the BI Tool, follow these steps:

1. Log into WAWF

2. Go to Use the Add Roles

3. S oll do to Ma age e t Repo ti g Se tio a d li k o MRS Role

4. Enter Location Code and Justification

5. Justification should be that you are a CORT Tool Department Admin that wants to run

reports (BI Tool for DAs only)

6. Click Save

7. Email [email protected] and let them know you are a CORT Tool DA and have

requested access

Question: Who can access the reports?

Answer: Reports will be available to the DPAP Administrators and posted in the CORT Tool

u de Vie All Repo ts , but will be generated for all Departments in CORT Tool. Department



(CORT TOOL)

46

Admins can request access to the Business Intelligence Reporting to run reports for their

department.

Question: How do I run a report once I have access to the MRS Tool?

Answer: Complete the following steps:

1. Log into WAWF

2. Click on the MRS button

3. Once MRS opens, cli k o Use Repo ts

4. Click on CORT folder to see a list of reports

5. Click on a report, select the parameters a d push Appl

Question: What reports are available?

Answer: The following list are the CORT Tool Reports you can ask for. If you need access to a

report, email [email protected].

COR Document Status Report

COR Pending Report

COR Tool User

CORT Contract List Status Revised Report

CORT Contracting Staff Registration Report

CORT COR Training

CORT CORS Report

CORT Training CD

Question: Will I be able to run ad hoc reports?

Answer: No, only standard reports are available at this time.

Question: Will reports access be available to users beyond the MAJCOM DAs?

Answer: Individual within the MAJCOM, Commands and subcommand designated as

Department Administrators can view and download the standard report from Link to Reports

menu.

Question: Currently, does anyone have the ability to pull custom reports?

Answer: No, at this time only standard reports are available.

Question: Will we have the ability to incorporate new data fields to meet the customer's

needs in the future?

Answer: Yes. However, these fields will have to go through the ORC process or be mandated

by policy.



(CORT TOOL)

47

CORT TOOL TRAINING

Question: How do I get training on the CORT Tool?

Answer: Training on the CORT Tool is available on the WAWF site. To access, follow these

steps:

1. O WAWF Ho epage, li k o Help/T ai i g i uppe ight o e

2. You will now be on the New User and Training page with many links available

3. Cli k o We Based T ai i g u de T ai i g

4. Cli k o COR T a ki g Tool - WBT box

5. S oll do to Roles i the CORT Tool

6. Each role listed is a link to a training presentation

7. Cli k o ole eed t ai i g o a d the li k o De o to ie as WBT o the Do to view training as a PDF

8. Note: You may want to save this training URL for future reference

Links to training are also available on the CORT Tool homepage.

MISCELLANEOUS

Question: I have some really great ideas on ways to improve the system, but I am not sure

how to get my ideas submitted.

Answer: You must submit an Engineering Change Proposal (ECP) to your agency Department

Administrator for approval before the ECP will be submitted to the CORT Tool PM and WAWF

PMO. Please contact your CDA for the ECP template.

APPENDIX A

CORT TOOL MIGRATION – Into WAWF Not Including

Army

Question: When did the CORT Tool migrate to the WAWF Portal?

Answer: The CORT Tool migrated to the WAWF in early April 2013 for all agencies except Army.

Army is migrating July 2015.

Question: Was all of the data in the CORT Tool migrated?


(CORT TOOL)

48

Answer: Almost all of the data in the legacy CORT Tool migrated to the CORT Tool in WAWF.

However, some data associated with invalid DoDAACs, email addresses and Super iso ’s a e did not migrate. Please contact the Help Desk if your data did not transfer.

Question: I currently have a WAWF account. Do I need to register for a CORT Tool account?

Answer: If you are performing COR or CO/CS functions on a contract, you must add the COR

role to your WAWF account. To add a CORT Tool Role, complete the following steps:

1. Cli k o Role Mai te a e

2. Cli k o Add Role

3. Cli k o Add e t to CORT Tool Use Roles

4. Complete the fields and save

Question: I am an existing CORT Tool user, but I do not have a WAWF account, do I need to

create a WAWF account?

Answer: No, your data was migrated to the CORT Tool application and will be available upon

logon. Please contact the Help Desk at 866-618-5988 if your data did not transfer.

Question: I was registered in the legacy CORT Tool when it was hosted by the Army and

required an Army/Defense Knowledge Online (AKO/DKO) account to access. Do I need to

re-register in WAWF to access my CORT Tool account?

Answer: Almost all legacy CORT Tool accounts were migrated to WAWF Portal. An account

was established for those users who had a VALID legacy CORT Tool account

Question: Do I still need the AKO/DKO account now that migration to the new CORT Tool

platform has occurred?

Answer: No. The AKO/DKO account is not required to access the CORT Tool.

Question: Whe o pleti g the Use P ofile , the e is a data ele e t fo AKO/DKO email address. Do I need to enter my AKO/DKO email?

Answer: No. The AKO/DKO email was helpful during migration. However, it is no longer a

required data element. You may now begin using your external DoD .mil email or mail.mil

address.

Question: My nominations are still going to my DKO email, how do I update my email

address?

Answer: Log into the WAWF Portal and from the menu:

1. Sele t Use

2. Sele t P ofile Mai te a e

3. Cli k Edit 4. Update your email address

5. Save the changes


(CORT TOOL)

49

CORT TOOL MIGRATION – ARMY in Version 5.8

Question: What roles from Army VCE will be migrated into WAWF CORT Tool?

Answer: A Wide Area Workflow (WAWF) user account and WAWF CORT Tool user role will be

created for the following roles associated with an active contract nomination in the Army VCE

CORT Tool.

– Contracting Officer Representative (COR)

– Supervisor

– Contracting Officer (CO)

– Contract Specialist (CS)

– Subject Matter Expert (SMEs) (will be called Department Administrators (DAs)

Question: What happens when an Army users logs into WAWF?

Answer: Upon first logon, users will be prompted to change authenti atio t pe to CAC Ca d o Soft a e Ce tifi ate . Users should select a Non email certificate.