PRISM has been enhanced so that now you can set up validations at the agency level or site level to check any manually-entered contract numbers against existing internal contract numbers when the user creates an external DO/TO. This validation can also be used for manually-entered BPA setup numbers against existing internal BPA setup numbers when the user creates an external BPA call.


MODULES AFFECTED BY THE EXTERNAL PARENT DOCUMENT ENHANCEMENT

These are the document types that the external parent document enhancement applies to:

  • BPA calls
  • DO/TOs


Additionally, the System Setup module is affected by this enhancement because it required changes to agency-level configuration and site-level configuration. See Agency-Level Changes and Site-Level Changes below.


EXTERNAL DOCUMENT NUMBER ASSUMPTIONS

The external document numbers enhancement was created with the following assumptions in mind:

  • Contract limit validations will not sum DO/TOs against external to calculate against the limits/ceiling even if thy reference a PRISM contract.
  • BPA limit validations will not sum BPA calls against external to calculate against the limits/ceilings even if they reference a PRISM BPA.
  • There will be no link to the internal document that matches the external document number entered.


AGENCY-LEVEL CHANGES

The Allow Internal Contracts/BPA Setups on External DO/TOs and BPA Calls field is new on the Agency Options page. It enables your agency to control the user’s permission to enter an existing internal doc-ument number as the external contract or BPA number in external DO/TOs or BPA calls.

  • Select Yes to allow agency-wide use of existing internal document numbers as external contract or BPA numbers in external DO/TOs or BPA calls.
  • Select No if it will be forbidden agency-wide to use internal document numbers as external con-tract or BPA numbers in external DO/TOs or BPA calls.
  • Select Site Determines if the agency will permit its sites to choose whether to allow the use of internal document numbers as external contract or BPA numbers in external DO/TOs or BPA calls.

Upon initial installation, the default setting for this field is No.


Quick Navigation

Home page | System Setup | Sys Configuration | Agency | Options | Edit


The following picture illustrates how the Allow Internal Contracts/BPA Setups on External DO/TOs and BPA Calls field might look on the Agency Options page.


SITE-LEVEL CHANGES

The Allow Internal Contracts/BPA Setups on External DO/TOs and BPA Calls field is new on the Site Options page. It enables a site to control whether its users are permitted to enter an existing internal doc-ument number as the external contract or BPA number in external DO/TOs or BPA calls.

  • Select Yes to allow site-wide use of existing internal document numbers as external contract or BPA numbers in external DO/TOs or BPA calls.
  • Select No if it will be forbidden site-wide to use internal document numbers as external contract or BPA numbers in external DO/TOs or BPA calls.

The Allow Internal Contracts/BPA Setups on External DO/TOs and BPA Calls field on this page is editable only if the Allow Internal Contracts/BPA Setups on External DO/TOs and BPA Calls field on the Agency Options page is set to Site Determines.


Quick Navigation

Home page | System Setup | Sys Configuration | Add or Edit a site | Options | Edit


The following picture illustrates how the Allow Internal Contracts/BPA Setups on External DO/TOs and BPA Calls field might look on the Site Options page.


USING THE NEW EXTERNAL CONTRACT NUMBERS ENHANCEMENTS

The information in this section describes the changes to adding or editing a parent document number (contract or BPA) in a child document (DO/TO or BPA call).


If the system is configured to allow external contract numbers on DO/TOs to match internal contract numbers, or to allow external BPA numbers on a BPA call to match internal BPA numbers, then you can add or edit those external numbers in the child document.


About Adding After This Enhancement

So here's a quick breakdown of how it all worked before this enhancement: if on the Create - Delivery/Task Order page you entered or selected an internal contract number in the Contract Number field and then selected the check box in the External field, then after completing all required fields and upon clicking Next, the error message, "External Contract Number [number] exists as an internal contract," displayed.


Likewise, before this enhancement, if on the Create - BPA call page you entered or selected an internal BPA number in the BPA field and then selected the check box in the External field, then after completing all required fields and upon clicking Next, the error message, "Invalid BPA number [number]. BPA num-ber matches an existing BPA," displayed.


Now, after this enhancement, if the system is properly configured and if you follow the actions described in the two paragraphs above for either child document type, then upon clicking Next, the Navigator page displays.


Quick Navigation

Home page | Document Create = Delivery/Task Order or BPA Call | Create


The following picture illustrates the fields involved in the scenario described above for a DO/TO.



The following picture illustrates the fields involved in the scenario described above for a BPA call.



About Editing After This Enhancement

It used to be, before this enhancement, that in a child document (DO/TO or BPA call) an error message displayed if you attempted to enter an internal parent document number (contract or BPA) in the external document field in the child document on the General Acquisition Info page. To be specific: if in a DO/TO already linked to an external contract you attempted to enter an internal contract number in the External Contract Number field on the General Acquisition Info page, the error message, "External Contract Number [number] exists as an internal contract," displayed.


Likewise, before this enhancement, if in a BPA call already linked to an external BPA you attempted to enter an internal BPA number in the External BPA Number field on the General Acquisition Info page, the error message, "Invalid BPA number [number]. BPA number matches an existing BPA," displayed.


Now, after this enhancement, if the system is properly configured and if you follow the actions described in the two paragraphs above for either child document type, then you can successfully navigate to another field or navigate away from the page.


Quick Navigation

Home page | open or create a DO/TO or a BPA call | Details | Acquisition Info


The following picture illustrates the location of the existing External Contract Number field on the General Acquisition Info page in a DO/TO.



The following picture illustrates the location of the existing External BPA Number field on the General Acquisition Info page in a BPA call.