Unit 8
“Managing the
Task Order”
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Unit 8
Unit 8 - “Managing the Task Order”
Roles & Responsibilities
Issue the Notice to Proceed . . . . . . . . . . . . . . . . . . . . . . . CO
Provide Written Technical Direction to the Contractor . .TOM
Provide CO with Copies of Technical Direction . . . . . . .TOM
Manage the Schedule of Benchmarks & Deliverables . TOM
Review Deliverables. . . . . . . . . . . . . . . . . . . . . . . . . . . . TOM
Review & Approve Invoices . . . . . . . . . . . . . . . . . . . . . .TOM
Modify the Task Order (as needed) . . . . . . . . . . . . see Unit 9
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Unit 8 - “Managing the Task Order”
Issue the Notice to Proceed
• As discussed in Unit 7, the Contractor is welcome to begin work on the items
requested in the SOW only upon receiving a written Notice to Proceed from
the Contracting Officer (example shown above).
• Contractors should not, under any circumstances, incur costs due to technical
direction from the Task Order Manager before they have received the written
Notice to Proceed from the Contracting Officer.
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Unit 8 - “Managing the Task Order”
Provide Technical Direction
• It is the Task Order Manager’s responsibility to provide
technical direction as the Contractor proceeds through
the Period of Performance to accomplish the requested
tasks outlined in the Task Order SOW.
• All technical direction, including summaries of telephone
calls, should be prepared in writing by the Task Order
Manager.
• It is the responsibility of the Task Order Manager to place
copies of all written technical direction with:
–
–
–
The Contractor
The Contracting Officer
The Task Order Manager’s File-of-Record.
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Unit 8 - “Managing the Task Order”
Manage the Schedule of
Benchmarks & Deliverables (1)
• It is the responsibility of the Task Order Manager to
manage the Schedule of Benchmarks and Deliverables.
It is important to remember:
• The TOM should notify the CO via email as soon as
possible if the TOM has any concerns about the
Contractor’s performance in meeting the Schedule of
Benchmarks and Deliverables, as called for in the Task
Order SOW.
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Unit 8 - “Managing the Task Order”
Manage the Schedule of
Benchmarks & Deliverables (2)
• It is also the TOM’s responsibility to review and maintain
copies of Progress and Cost Reports in the File-of-Record.
• Most, if not all, Task Orders will require their own Progress
and Cost Reports.
• The TOM will need to clearly identify in the SOW all of the
following requirements for Progress and Cost Reports:
- Delivery Schedule
- Number of Copies
- Format
- Distribution
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Unit 8 - “Managing the Task Order”
Manage the Schedule of
Benchmarks & Deliverables (3)
• It is the TOM’s responsibility to review and QA / QC the
Task Order award for accuracy & integrity of detail as the
TOM understands them.
• If there is ANY question regarding the TOM’s
understanding of the Contractor’s responsibilities in
furnishing Progress and Cost Reports, please contact
the CO or the PO as soon as possible after the Task
Order award documents are received and reviewed by
the TOM.
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Unit 8 - “Managing the Task Order”
Manage the Schedule of
Benchmarks & Deliverables (4)
• Typically a Task Order award will limit distribution of
Progress & Cost Reports to the TOM, CO, and PO.
• If the TOM elects to request some other type of reports,
the reporting requirements should have been specified
in the SOW, and the cost for these items of work should
have been included in the IGCE.
• If the TOM wishes to change the reporting requirements
after award of the Task Order, the change will have to
be done by Task Order Modification (see Unit 9).
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Unit 8 - “Managing the Task Order”
Review Deliverables
• It is the responsibility of the Task Order Manager to
review the deliverables submitted by the Contractor.
It is important to remember:
• The Task Order Manager should notify the Contracting
Officer via email as soon as possible if the TOM has any
concerns about the submittal of interim deliverables, or
other aspects of the Schedule of Benchmarks leading to
the submittal of final deliverables.
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Unit 8 - “Managing the Task Order”
Review & Approve Invoices (1)
• In this EPA Contract Vehicle all
invoices are processed
electronically and furnished to
the Task Order Manager for the
TOM’s approval.
• The electronic processing and
approval of invoices is
accomplished through EPA’s
EASYLITE (the electronic
approval system).
• The NWPP Procurement
Toolbox page contains a link to
a fact sheet on EASYLITE,
issued by EPA’s OCFO.
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Unit 8 - “Managing the Task Order”
Review & Approve Invoices (2)
• EASYLITE (the new web/intranet version of EASY) is
online and ready for processing of contract invoice
approvals.
• Use the following link:
http://oasint.rtpnc.epa.gov/fmc2_prv/easylite.welcome
• The EASYLITE manual has two links on the
WELCOME/Invoice Selection screen for your reference
along with a link for the Financial Data Warehouse
(FDW).
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Unit 8 - “Managing the Task Order”
Review & Approve Invoices (3)
• EASY will ONLY accept your electronic approval of
invoices IF YOU ARE THE TASK ORDER MANAGER
OF RECORD.
• The following slides present an overview of the steps
and the process for reviewing and approving invoices in
the EASYLITE system.
• EPA’s RTP-Finance Center provides support and access
to EASYLITE. See the OCFO Fact Sheet on the
Procurement Toolbox page for more info.
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Unit 8 - “Managing the Task Order”
Review & Approve Invoices (4)
• The process is initiated when the Task Order invoice is
submitted by the Contractor to the RTP-Finance Center.
• Contractors have been advised that all invoices must be
sent to the EPA RTP-Finance Center. Sometimes,
invoices are inadvertently furnished by Contractor Staff
directly to the Task Order Manager. These invoices
cannot be accepted, and the TOM must return them
to the Contractor Staff with instructions to submit
the invoices through proper channels.
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Unit 8 - “Managing the Task Order”
Review & Approve Invoices (5)
• Once an invoice is properly submitted to and accepted
by the EPA RTP-Finance Center, an automated email is
sent to: the “Approver”*, Alternates**, and “Supervisor” (if
listed) to communicate that an invoice is ready for
approval.
*
The Task Order Manager-of-Record.
** Any Co-Task Order Managers-of-Record.
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Unit 8 - “Managing the Task Order”
Review & Approve Invoices (6)
• The automated email will advise the “Approver” of the
Due Date by which the invoice must be reviewed and
approved, or returned as “improper billing”.
• The Due Date is based on 15 days to allow the
Approver to consider and review invoices.
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Unit 8 - “Managing the Task Order”
Review & Approve Invoices (7)
• Once the TOM (or “Alternate Approver”) receives an
automated email message that an invoice is ready for
approval, the EASY system is accessed via the Icon on
the Desktop of the Approver’s computer.
• The User ID and the User Password are provided and
maintained by EPA’s RTP-Finance Center.
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Unit 8 - “Managing the Task Order”
Review & Approve Invoices (8)
The next slides contain examples that
illustrate the process of reviewing and
approving invoices in EASY.
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Unit 8 - “Managing the Task Order”
• When you have gained access, EASY will display
available invoices.
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Unit 8 - “Managing the Task Order”
• EASY defaults
to the 1st
account code.
• The TOM enters
the required
dollar amount to
be distributed.
• Note that in this
example, the
TOM placed
$20.08 in
Suspension.
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Unit 8 - “Managing the Task Order”
• TOM chooses to “finish” work on this invoice.
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• TOM may select the “approve with suspension” option.
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Unit 8 - “Managing the Task Order”
• Invoices may also be
“approved as
submitted”.
• TOMs should consult
OAM’s Contract
Management Manual
for a full description of
responsibilities
associated with
invoice acceptance &
approval.
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Unit 8 - “Managing the Task Order”
• If a TOM approves
an invoice with
suspension or
disapproves an
invoice, a reminder
will be displayed to
complete form
1900-68.
• This form must be
faxed to RTPFinance Center at
the number shown
in the reminder.
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Unit 8 - “Managing the Task Order”
• The TOM is
given an
opportunity to
print the invoice
prior to
finalizing it.
• Remember to
print one for the
File-of-Record.
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Unit 8 - “Managing the Task Order”
• This is the second example of reviewing invoices in
EASY.
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Unit 8 - “Managing the Task Order”
• When you have gained access, EASY will display
available invoices.
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Unit 8 - “Managing the Task Order”
•
EASY defaults to the first available account code.
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Unit 8 - “Managing the Task Order”
• The TOM
enters the
available
balance to be
used for
payment in the
“Amt.
Distributed”
field and
selects the next
account code.
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Unit 8 - “Managing the Task Order”
• Finally, the TOM enters the remaining amount to be
distributed.
• Notice that in this example, funds from two accounts
were used to pay this invoice.
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Unit 8 - “Managing the Task Order”
• EASY adjusts for the new available balance on
each account.
• The “Save” option allows you to save the work in
progress or mark as finished distributing funds.
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Unit 8 - “Managing the Task Order”
• When finished with an
invoice, the Approver
must Certify Approval.
• Three conditions are
available:
– Approved as
Submitted
– Approved with
Suspension
– Disapproved
• When you have
selected the desired
Approval level, click OK.
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Unit 8 - “Managing the Task Order”
• Remember to print a copy for the File-of-Record.
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• You can select print options and then click “OK”.
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• When there are no more invoices awaiting approval, you
will see this message.
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Unit 8 - “Managing the Task Order”
• For assistance with EASY, please contact Mary Autry
(Coordinator) or Juanita Watkins (Alternate
Coordinator) at EPA’s RTP-Finance Center. They can
be reached by email at epa.gov or by voicemail at
(919) 541-1435.
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Unit 8 - “Managing the Task Order”
Modify the Task Order
• In this EPA Contract Vehicle, it is the TOM’s
responsibility to initiate a request to modify an existing
Task Order.
• The procedures for modifying a Task Order are
discussed in Unit 9.
• It is important to remember that some types of Task
Orders (i.e. Fixed Price) cannot in certain circumstances
be modified in certain ways, such as to extend the
Period of Performance.
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Unit 8 - “Managing the Task Order”
FAQs
Q. How can I track the Status of Funds in my Task
Order?
A. The OAM Financial Data Warehouse (FDW) provides
a screen display which can help Task Order
Managers to track the Status of Funds which have
been invoiced and paid out, as compared to those
which remain. To view a brief tutorial on this topic
please refer to the FDW PowerPoint presentation on
the General Procurement Toolbox page of the NWPP
Contract webpage.
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Unit 8 - “Managing the Task Order”
FAQs
Q.
How can I track the Status of Funds in my PR?
A.
The OAM Financial Data Warehouse (FDW) provides
a screen display which can help Task Order Managers
to track the Status of Funds in the obligations shown
on their Procurement Requests (PR). For a brief
tutorial on this topic please refer to the FDW DCN
PowerPoint presentation on the General Procurement
Toolbox page of the NWPP Contract webpage.
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Unit 8 - “Managing the Task Order”
FAQs
If you have a question about the information
in this unit please click on the link below to
send an email to the Project Officer.
Zabawa.Christopher@epamail.epa.gov
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