in PD2 TM
2 Sep, 1999
Procurement Desktop-Defense, or PD2 TM, is a contract writing and information management system. To use PD2 TM effectively, you should already have a working knowledge of Microsoft Windows® and Microsoft Word®.
The purpose of this document is to help system administrators use PD2 to do the following tasks:
· Create clauses in PD2
· Manage clause updates
· Incorporate the necessary logic that will allow PD2 to automatically select clauses for inclusion within a contract document.
To accomplish the above tasks, you will step through three distinct phases of tasks embedded within PD2's "System Administration" utility. This document will step you through the procedures for establishing a clause's characteristics; establishing the clause rules; and finally, adding a new clause.
All MAJCOM clauses are posted to the FARSite web site. ESC/PIH has developed a tool that links MAJCOM clauses on FARSite directly to PD2, allowing you (the administrator) to create or maintain clauses and the logic necessary for PD2 to properly work.
Prior to performing any clause administration within PD2 , do the following:
I. Open the PD2 application. Select System Administration from the Utilities Menu. You can minimize PD2, or you can toggle back and forth between applications. Throughout these instructions, you will have a minimum of two applications (FARSite and PD2) open simultaneously.
III. Click Air Force , and open it. You will input the Air Force clauses that appear per the Section I, II, and III instructions that follow. (Note: We recommend inputting AF clauses prior to inputting the MAJCOM clauses. This will ensure that AF logic is in place if MAJCOM clause/s logic is/are dependent on the existence of AF clause/s or logic. These instructions will indicate when it is appropriate to repeat procedures to input MAJCOM clauses.)
Note: When the "Opening Document" window appears, click OK. If you receive a "Warning" screen, select Open It and OK. You will be opening the Clause Logic document.
A. You are now in the Clause Logic document that provides all of the supporting information you need to input Air Force or Command clauses/clause logic information into PD2. You may need to adjust the window and view size. Scroll up and down the document so that you are familiar with the structure and lay-out.
On the Clause Logic document you will find headers for each of the major PD2 tasks for clause and clause logic input.
1. Under "Section 1 CHARS Tasks" you will find three columns of information: Category, Name, and Description. This information will be used to complete the "Chars" task under the System Administration Utility in PD2.
2. Under "Section II: Clause Rules Task" you will find the information needed to complete the "Clause Rules Task" under the System Administration Utility in PD2. This Section consists of five tabs (Rule, Data Criteria, Characteristics, Clause Inclusion, and SQL Criteria).
3. Under "Section III: Clause Task" you will find the information needed to complete the "Clauses Task" under the System Administration Utility in PD2. This Section consists of three tabs (Clause, Rule, Section) which contain the necessary data for establishing a new clause in the corresponding tabs under the Clauses Task.
4. If you are aware of what parts of the clause logic you will be working on, block that data and create a print-out (select file, print, then selection.). Keep this print-out handy for reference as you go through the PD2 screens.
B. Toggle back to PD2.
C. You may now proceed on to the following Section I, II, and III instructions. When you have completed all the following instructions for Air Force clauses and logic, repeat them for your specific Major Command (example: "11th, Air Combat Command") and input those clauses and logic per the instructions.
SECTION I: CHARS TASK
I. The first step in establishing the characteristics is to determine if all appropriate Categories exist within your PD2 data base.
A. In PD2, in the "Tasks" column, select and open the Chars task by clicking on it.
B. At the top of the screen, select the "Category" tab and verify that the Category exists for the regulation you are working with (i.e.: AF).
C. If the Category does not exist select "New" and enter the Category as it is defined in the clause logic document Section I.
II. The second step is to enter all the characteristics information for this category into the PD2 data base.
A. Select the Characteristics tab and verify that the "Name" and "Description" characteristics exist for the "Category" you are working with. You can do this by entering the category in the "Search for" feature in PD2. (Note: simply start to type the category data in the "Search For" field. Do not strike your "Enter" key)
B. If the Characteristics do not exist, select "New" and enter the following data from the clause logic document Section I. Remember, this data is in the "Word" document you opened via SPS Logic, in FARSite.
1. Select the "Category" from the drop down list box.
2. Enter the "Name" in the appropriate field.
3. Enter the "Description" in the appropriate field.
4. Click OK on the Characteristic Detail screen to return to the Characteristics screen
Note: You can cut and paste the Name and Description fields from the Clause logic document Section I if you so desire.
C. Repeat the above direction (B) to enter all the Characteristics.
D. After entering all the Characteristics click Close.
Recommendation! Establish all new characteristics at the same time. They will then be available when you are ready to complete the remainder of the tasks.
SECTION II: CLAUSE RULE TASK
I. In the "Tasks" column in PD2 , select Clause Rule. You will be on the Rule tab.
Note: This first set of tabs is like a table of contents - it shows you all the information currently available in any of the four tabs. You will only be adding a new rule; you will not use the other three tabs.
II. Click "New". Place cursor in the rule description field. Type the rule description (i.e the Command ID and the clause number: AFMC 5352.209-9000). This data is located in the clause logic document Section II.
Note: Write this number down for later reference.
The next four tabs (Data Criteria, Characteristic, Clause Inclusion, SQL Criteria) may be used separately or in one or more combinations to establish clause logic. The tab or tabs that are applicable will have an entry under that tab name on the clause logic document Section II.
III. If a rule is to be invoked by data criteria in PD2, you must specify this condition. The data criteria will be identified in the clause logic document section II, data criteria tab. Select the Data Criteria Tab.
A. Scroll down the "Available Data Criteria" list until the specific data criteria appears.
B. Click on the data criteria, then click the large right arrow in the middle of the window to move it to the "Selected Data Criteria" field.
IV. If a rule is to be invoked by an established characteristic, you must specify this condition. These characteristics will be identified in the clause logic document Section II, characteristic tab. Select the Characteristic Tab.
A. Double click on the appropriate category and the list of characteristics will expand.
B. From the list, select the desired Characteristic by "Highlighting" it.
C. Click on the large "right" arrow in the middle of the window to move it to the "Selected Characteristics" field.
D. Click on "present" or "not present" radio button, as identified in the clause logic document Section II.
V. If a rule is to be invoked by the inclusion of a clause/clauses being in a document, you must specify this condition. These clauses will be identified in the clause logic document Section II. Select the Clause Inclusion Tab.
Important! This condition can only be "and" for all clauses, or it can only be "or" for all clauses; the conditions of "and" and "or" may not be used together for identified clauses, clause inclusion tab. The condition is provided in the clause logic document Section II.
A. Click the appropriate radio button in the AND/OR condition box.
B. Click Add Clause. The Add Clauses window appears.
1. Click on the Search button.
2. Scroll down until you find the clause provided to you on the clause logic document. Highlight this clause by clicking it. Then click OK.
3. Click on the "Present" or "Not present" radio button, which is identified on the clause logic document Section II.
C. Repeat the instructions in B for each clause listed on the clause logic document Section II.
VI. If a rule is to be invoked based on an SQL criteria, you must specify this condition. These clauses will be identified in the clause logic document Section II, SQL criteria tab. Select the SQL Criteria tab.
A. From the list, select the desired SQL Criteria by "Highlighting" it.
B. Click on the large "right" arrow in the middle of the window to move it to the "Selected SQL Criteria" field.
C. Repeat this for all SQL Criteria identified on the clause logic document Section II.
VII. Close the "Clause Rule Task" by clicking on "OK"
SECTION III: CLAUSES TASK
Warning: Before you start this task, find out the clause "Effective" date. If the clause is new, reference the applicable FAC, DAC/DCN for the effective date of the clause. Otherwise, simply use the first day of the month identified in the Clause (i.e.: MAY 1999 is 5/1/1999)
I. In the "tasks" column in PD2 , select Clauses. The Clause Administration screen appears.
II. To establish a Clause in PD2, click "New".
III. Enter the effective date of the clause (this is entered as: month - single numeric, day - will always be numeric, year - two digit numeric: ex: 6/15/99, or 10/1/99)
IV. Click OK. The Clause Tab appears.
NOTE: You will be going back and forth between PD2 and the clause logic documents retrieved from FARSite. This allows you to copy the information from the Word documents and paste it into PD2. (The clause logic document is hot linked at the clause number to the clause text at the FARSite)
A. Clause Number.
1. In the clause logic document Section III, highlight the clause number and click Copy.
2. Toggle back to PD2 by clicking on PD2 on the task bar; place cursor in the clause number field and press Ctrl-v (or right click then select Paste). The clause number is placed in this field.
3. Place cursor in the clause title field and toggle back to the regulation window.
B. Clause Title.
1. Highlight the clause title and click Copy.
2. Toggle back to PD2 and press Ctrl-v (or right click then select Paste).
C. On the "Regulation" field, choose Local.
D. Check Boxes:
Fill in the 4 check boxes (substantially the same as, fill-in, notify on change, user editable) at the top right, per the selections documented in the "Additional Information" column of the clause logic document Section III.
E. Prescribing Language.
1. Place cursor in the usage text box. This is where the prescribing language is placed.
2. Toggle back to the clause logic document.
3. Highlight the prescribing language for the clause you're working on and click Copy.
4. Toggle back to PD2 and press Ctrl-v (or right click then select Paste).
F. Clause Text.
1. Click EDIT. This opens Microsoft Word where you can enter the full text of the clause.
2. Click Window and choose the clause logic document (i.e. . The name of the document will have a convention, like AF_logic.doc)
3. Find the regulation number hyperlink and double-click on it. This will take you to the clause, within a regulation document.
4. Highlight the entire clause, starting at the clause number, Note: Do not include "end of provision" or "end of clause".
5. Click Copy.
6. Click Window and select the PD2 document (i.e. "Document in Procurement Desktop Defense", which at this point is blank); then press Ctrl-v (or right click then select Paste).
NOTE: If the clause has alternates, the basic clause and the alternate must be combined. This combination then becomes the Alternate clause. This must be done for each alternate. If there are multiple alternates, all potential combinations must be established as separate clauses. Refer to FAR 52.105 for information on structuring the title.
EDITING THE CLAUSE
A. Highlight the "as prescribed" statement and the secondary title up to, but not including, the date. Then press delete. Highlight the title, leaving the command and/or the date (including brackets) intact, and move this up to the clause number line.
Note: If the clause has any required fill-in, complete the steps 1-4 below. If there are no fill-in's go to B below:
1. Highlight the fill-in (i.e., the text inside the parentheses).
2. Click A underlined in red on the tool bar.( NOTE: If the "A" does not appear in your tool bar, go to your top toolbar and select View, Toolbars, & Formatting)
3. Select Text Form Field (the ab on the tool bar). (NOTE: If the "ab" does not appear, right-click on your toolbar, Select Forms)
4. Repeat this process for each "fill-in" required for the clause/provision.
B. Highlight the entire clause by selecting Edit, Select All.
C. Make sure the style is on normal, the font is set to Times New Roman, and the font size is set to 10. Remove the highlight by clicking anywhere on the document.
D. Using available Word features, format the clause so it appears properly (using an existing PD2 clause as a template).
<Inset Clause example>
E. Click File and choose Close and Return.
F. Toggle back to PD2.
V. Click Rule Tab.
A. From the list, select the desired Rule (Rule/clause number) by "Highlighting" it.
B. Click the large "down" arrow in the center of the window to move it to the "Selected Rules" field.
C. Complete the information in the two drop-down boxes (Required, Incorporation) and the Check box (Not Included) with the information found in the columns of the same name in the clause logic document Section III.
D. Repeat for each rule identified for the specific clause.
VI. Click Section Tab.
A. From the FORMAT drop down list, select the format for this clause (found on the clause logic document).
B. Select, (highlight), the Format, Section, and Section Title combination in the "Available Sections" box, as specified in the clause logic document Section III.
C. Click the large "down" arrow in the center of the window to move it to the "Selected Sections" field.
D. Repeat for each Format, Section, and Section Title Combination identified for the specific clause.
VII. Click OK.
A. If you get an Alert window, click OK.
VIII. Close the Clause Administration window.
IX. Close your browser and Microsoft Word if you desire.
CLAUSE LOGIC INSTRUCTIONS