Article summary
Contracts Team Guide
Overview
Who this is for: you keep each program's contract record true to the documents: the
award, every modification, periods and options, CLINs, SOWs, the customer's contracting
contacts, and the paperwork for every subcontractor. You usually hold Contracts & Mods
(role key contracts_officer). On a program's Roles page this seat is titled
Contracts / Strat-Ops Designee.
| Page | What it covers |
|---|---|
| Award intake | Turning an award into a program, the Activation Gate, the post-import check |
| Modifications and review items | Uploading and applying mods, and deciding what the documents didn't settle |
| Periods, options, CLINs, and SOWs | What changes when an option or optional task is exercised, CLINs, SOWs, and deliverable settings |
| Subcontractors and contacts | Subcontract paperwork, companies, customer contacts, sub reviews |
| Checklists | At award, at a mod, monthly, at period rollover, at audit, and at closeout |
Your whole job, in one list
- At award: review and settle the Discrepancies on the Award Comparison, then check the program record against the documents. Steps that promote the proposal, begin the comparison, and Commit Import need the Delivery Unit Manager (Growth Operations can begin the comparison).
- At every mod: upload it the day it arrives, review every change, settle every item that needs your call, and commit it.
- Periods and options: make sure each exercised option period and optional task shows correctly after its mod.
- Subcontractors: negotiate and issue subcontracts and ATPs (outside Sprezz), then make sure the executed copies are on file in Sprezz.
- Customer contacts: the CO, COR, contract specialist, and government PM are on file and correct.
- Audit corrections: resolve contracts corrections assigned to you within a week.
- Closeout: contract and subcontract documents complete, subcontracts terminated, final invoices accounted for.
Your first 10 minutes
- Open Delivery > Programs and click your program.
- On Home, check Do Next for Decide the contract facts the documents didn't settle. That line means review items are waiting for you.
- Open Documents and Mods > Docs. Check the Modifications tab for uncommitted mods, and the Lineage tab to see the contract's history.
- Open Contract Details > Periods, Optional Tasks, and CLINs and check them against the latest conformed contract.
- Open People & Relationships > Companies and look for red SubK missing badges.
Common Tasks
Each job has full steps on its own page:
- New award: Award intake
- New mod: Modifications and review items
- Option or optional task exercised: Periods, options, CLINs, and SOWs
- New subcontract or subcontract mod: Subcontractors and contacts
How a deliverable gets resolved
You don't file deliverables, but the program lead will ask you which of these applies when the CO or COR changes one. Most of the actions below need the delivery roles. Your part is the written answer from the government, and the mod when a change is made by modification.
Every deliverable date in Sprezz ends in one of the ways below. Find the row that matches what actually happened, then use that action and nothing else. Sprezz never emails the customer. You send the deliverable and your delivery email yourself, outside Sprezz, and record here what happened.
| What happened | What you do in Sprezz | Who approves | Customer's part | What the date reads afterwards |
|---|---|---|---|---|
| The deliverable went out | Open the date, click + Submit, attach the file or link, set Submitted on to the day it went out | Nobody | They receive your delivery email, sent outside Sprezz | Awaiting ... review |
| The customer answered | Open the date and click Record review: Approve, Reject, or Comments | Nobody; this needs the verdict permission | Their written answer is the source. Type the reviewer and date | Approved on time, Approved, N days late, or Rejected – resubmit |
| The customer rejected it | Fix it, then click + Submit again. The panel reads Resubmit (attempt N) | Nobody | They review the new version | Awaiting ... review again; the rejected filing stays listed |
| You filed the wrong file, date, or link | Under the submission, click Edit (Propose edit) or Add evidence (Propose evidence) | A second person, not the proposer. No COR | Nothing | Unchanged until approved |
| The COR excused this date in writing | More actions > Propose waiver. If you already have their answer, tick The COR already agreed and attach it | The COR's answer, then a second person | The COR's written agreement (get it outside Sprezz) | Waived by the COR. It no longer counts against on-time |
| The COR agreed to a later date in writing | More actions > Propose extension, with the New due date | The COR's answer, then a second person | The COR's written agreement | Re-dated. Dates that follow it move too |
| The due date in Sprezz is simply wrong | More actions > Move due date, with Why it moved. Not offered on a date that counts from an event; use Propose extension. | Nobody: it takes effect at once | Nothing | Re-dated. Use with care: it changes what counts as on time |
| The date should never have existed (a duplicate, or the contract never required it) | More actions > Mark not owed (date should not exist) | A second person. No COR | Nothing | Not owed (never required). This is not a waiver |
| Someone added the date by hand by mistake | More actions > Remove date | Nobody | Nothing | The date is gone |
| Another team owes this deliverable under its SOW | Delivery Management > Teams, open the team, Handle an award deliverable, set Handling here to Routed and pick Routed to | Nobody | Nothing | No dates for this team. The other team files it, and you see it under Routed by your SOW |
| This team's SOW says it doesn't owe it | Same panel, set Handling here to Not owed and pick a reason | Nobody | Nothing | No dates for this team |
| The CO or COR approved a change to how you deliver (a waiver or tailoring, once called a deviation) | Delivery Management > Approved Changes > New Waiver or Tailoring. Then, from the record's details, click Move the date to ..., Propose waiving this date, or Apply as a team rule... | Saving it as Approved needs an Approval contact | Their written approval, attached to the record | Nothing changes until you take one of those three steps. The record alone never moves a date |
| A meeting or milestone was held | Open the date and click Mark held | Nobody; there is no review | They attended | Held on (date). A milestone never counts as late |
| An event that starts a clock happened, or the government asked for an on-request deliverable | Log event, or Log government request on the deliverable | Nobody | The request itself | Dates that count from it are set |
What counts toward on-time. On-time delivery (this period) counts dates that were approved on time, against those approved late plus those late with nothing filed. Waived, not-owed, awaiting-review, rejected, and milestone dates are left out.
Sprezz can show Approved (review window lapsed), but nothing records that outcome today: Record review offers only Approve, Reject, and Comments, and there is no review-window setting. If a customer's review window lapses, record what the contract says happened with Record review and explain it in Notes.
Example Workflow
This guide has no screenshots yet. The published modification and periods journey frames
predate the current Docs > Modifications review panel. Screenshots will be added when
those journeys are re-run with --publish-docs.
A modification arrives that exercises Option Period 1 and adds funding. You upload it under Docs > Modifications, accept the clean items, and settle the one funding line that didn't say which period it belonged to. Then you click Commit Modification. Periods now shows Option Period 1 as exercised, with the new MOD in its Modification History. You message the program lead to check the deliverables for the new period.
Workflow Expectations
Apply every mod within a week of receiving it, and never leave a change set half-reviewed. Until it is committed, Sprezz still shows the contract as it was before the mod.
What you can't see or do
Contracts & Mods is a narrow role: it reaches contracts and program setup, not delivery work.
| You can't | Who does it |
|---|---|
| Create a contract project (a new program) | Delivery Unit Manager |
| Edit periods or optional tasks by hand, upload a SOW, or route deliverables | Program Lead (or a Delivery Ops Coordinator). Your changes reach these through mods |
| File documents under Docs > Documents, or attach paperwork to a company | Program Lead or Delivery Ops Coordinator |
| Create companies or contacts in Registries (granted on the organization) | Delivery Unit Manager or Growth Operations |
| Remove a contact from a program | Program Lead |
| Record or edit potential issues or issues | Program Lead |
| Record or edit sub reviews or approved changes | Program Lead or Quality Assurance (internal) |
| Approve all on a mod | A Sprezz admin |
| Activate Contract on the Activation Gate | A Sprezz admin |
| Submit deliverables or record the customer's review | The delivery roles |
| Record financial months | Finance / EAC Controller |
You can also record CPARS and QASP scores under Program Health > Quality.
Done outside Sprezz today
- Negotiating, modifying, and issuing subcontracts, consulting agreements, and ATPs.
- Requesting a contract modification from the government.
- File-naming standards for contract and subcontract documents.
- IDIQ-level reports and any vehicle-specific reporting portal.
- Reviewing glossary terms Sprezz read from the contract. The Glossary page is read-only.
Who to ask
- A refused button or a missing program: your Sprezz admin.
- A new program or a new lead: your Delivery Unit Manager.
- What a deliverable or SOW item really means on the ground: the program's Program Lead.
Go deeper: Project Creation Breakdown, Periods, Documents, Role Responsibilities Matrix.