Managing Your Contract Inventory

Overview

Ensure You Have...

For each contract within GovDash, it's best to have a combination following documents uploaded to each contract record if you have them available:

• Main contract document

• Performance Work Statement/Statement of Work

• Resumes of Personnel (key and assigned)

• Status Reports

• Deliverables

• CPARS

The more information that GovDash has about your contract and the work you performed, the better we'll be able to write to those capabilities in your future proposals, and the better we can match opportunities to your team based on your past performance!

Important - Contract Requirements

Your contracts within GovDash must at least contain the main contract document and PWS/SOW in order to use it as past performance, as without these documents, we cannot create compliant past performance narratives.

Uploading The Main Contract and PWS/SOW Documents

To upload these documents, you can hover over the symbol and click Add PWS Document. You can change these documents out at any time in the Key Documents section of your Overview page.

Uploading Supporting/Modification Documents

Next, click the Attach Documents button located in the top right of the Documents tab.

To upload files from your computer to the contract record, click Upload, and then you can drag and drop your files, or click to browse your local computer. You may also attach documents from your Data Library and SharePoint.

Once your files are selected, click Confirm, and GovDash will upload your supporting documentation directly to the contract. This will update your contract details, as well as the past performance description written for this contract.

Linking SharePoint Folders

Linking a SharePoint folder to your contract allows you to monitor new (or removed) documents added to a specific folder to quickly add them to your contract’s documents.

To link a SharePoint folder, navigate to your contract’s Documents tab, and click Link SharePoint Folder within the SharePoint Folder Sync window. Navigate to the folder you wish to link to your contract, and click the Link button to confirm. Your linked folder will display in the SharePoint Folder Sync window.

Adding Documents From Linked Folders

Once your folder is linked, simply click the folder in the list to bring up the documents present within the folder. Here you can choose to upload some or all files within the folder quickly.

Tracking File Changes

After linking your folder, GovDash will alert you to any changes within the linked folder within SharePoint, whether files are added or removed. You will be notified in-app, as well as a visual notification will show on the Documents tab of the contract.

By clicking the Review button, you can review any new or removed files and quickly add them (or remove old, deleted files) to your contract. GovDash will scan for new changes every 5 minutes.

Auto-Syncing New Files

You can enable auto-sync to automatically import Recommended files on synced folders. Recommended files are files that GovDash can make the best use of within your contracts. Files that are not recommended will need to be manually approved in order to import.

Before setting up auto-sync, you are required to specify what the classification level of every document being added to that SharePoint folder will be. For more granular control of classifications on a document-by-document basis, we do not recommend using auto-sync.

Recommended Document Types

The types of documents that GovDash recommends, and will auto-sync for documents in Contract, are as follows:

Auto-syncing Documents in Contract

• Contract Award Summary

• TO

• Subcontract Agreement

• Contract Modification

• SOW

• PWS

• Statement of Objectives

• Past Performance Volume

• Past Performance Summary

• Deliverables

• Monthly Status Report

• Meeting Minutes

• CPARS

Contract Modifications

GovDash keeps every contract modification linked to the contract, making sure operations, finance, and compliance are all working from the same, current version of reality. Each modification is broken out with full details on what has changed, along with a document preview with the highlighted changes.

Automatic Modification Processing

GovDash will automatically scan documents attached to a contract award for modification details. We use the following rules to determine if a document contains modification details:

• The assigned document type is Amendment/Modification

• The document contains a Modification Number

These are both requirements for GovDash to create a contract modification automatically from an uploaded document.

Supported Fields for Modification Updates

The following fields are currently supported for modification updates, meaning GovDash will be able to extract and provide recommendations for these fields:

• Period of Performance Start and End Dates

• Place of Performance

• Obligated Amount

• CLINs

Reviewing Changes

Once you have uploaded a contract modification and GovDash has successfully processed it, you will then need to review the changes using the Review button before they are applied to the contract.

GovDash will provide you with a list of all recorded changes and the ability to approve or reject the change, along with a document preview with highlighted changes and modification terms for your review.

Once the changes are approved, they will automatically apply to the main contract details in the Overview tab, ensuring that the record is kept fully up to date and compliant.

Manually Creating Modifications

You can also manually create a contract modification by selecting the Create Modification button on the Modifications tab. When manually creating modifications, it is intended for you to make the adjustments (if applicable) on the main Overview tab manually, and then document the changes in the modification entry screen along with uploading the supporting documentation.

Task Areas

If the PWS/SOW document you’ve uploaded and marked as the original document contains task requirements for the contract, GovDash will automatically extract these (complete with their structure within the document) and display them for your review within the Task Areas tab.

As shown above, the heading number¹ and level is extracted and maintained along with the task area name² and fully extracted description³. GovDash will automatically assign who performed/will perform the work⁴, which can be changed or removed through the drop down, and bulk assignment/removal options are available when selecting task areas and using the action bar at the bottom of the page. This company list is maintained in the Data Library, where you can add new companies as needed. You may manually create task areas⁵ from this page as well.

When clicking on the task area title, you will be shown directly within the document preview where this task area was extracted from.

Do changes here to the company that performed the work impact the proposals that I generate?

Currently the company assignment to task areas is limited to this page, but this information will impact proposal content in future releases.

Editing Your Contract Details

Points of Contact

Every contract record includes a Points of Contact box on the Overview tab. This gives you one place to record who owns the contract on your side and who you are working with on the government side.

Four roles are included by default:

• Program Manager (internal)

• Contract Manager (internal)

• Contracting Officer (external)

• Contracting Officer Representative (external)

Assigning a Team Member

To assign someone on your GovDash team, click the role and select them from the list of users in your workspace. GovDash sends that person an in-app notification in their Inbox letting them know they were assigned to the role on that contract.

Assigning an External Contact

To point a role at someone outside your organization, select an existing person record from your Data Library. Once assigned, use the shortcut next to their name to jump straight to their record in the Data Library, where you can view or update their details.

You can also quickly add a new person at any time by scrolling to the bottom of the person picker and clicking Add New Person.

Customizing Roles

The four default roles are a starting point, not a fixed list. Click Edit within the Points of Contact box to add a role, remove one you do not use, or rearrange the order they display in. You can also manage role configuration in Settings if you want broader control across your records.

Points of Contact on Company and Agency Records

Points of Contact is also available on company and agency records in your Data Library. Both default to a single Account Owner role. Assignment and editing work the same way as they do on contracts, so you can track internal ownership and government contacts consistently across your records.

Past Performance Write-Ups

For every contract in your inventory, GovDash generates a past performance write-up: a narrative that captures the work you performed, backed by citable experience claims pulled from your contract documents. It's the foundation for the past performance content you reuse across proposals.

To access, select the Past Performance Write-up tab on the left hand side of your contract record.

Reviewing the write-up

The write-up is organized into sections that read like a finished past performance narrative. As you review it, you can dig into the evidence behind it and keep it current.

Experience claims

Use the Experience claims control at the top of the tab to open the list of claims GovDash extracted from your contract documents.

Selecting a claim opens a side panel with its details, so you can trace the write-up back to the source evidence.

Editing the write-up

If you have edit access to Contract, you can refine the write-up in place, adjusting wording directly in the sections. Your changes save automatically, and the save status appears near the top of the tab.

Regenerating the write-up

Need a fresh start? Click Regenerate in the top-right of the Write-up tab. GovDash rebuilds the write-up from scratch, which may take a few minutes.

Important Note Regarding Regeneration

Regenerating deletes the existing experience claims and rebuilds the write-up from scratch, so only use it when you want a clean rewrite.

Updating Key Documents

It is critical to keep your contract related documents up to date within Contracts, as these documents form the foundation of how GovDash builds recommendations for opportunities, provides insights into your capabilities, and speaks about your experience within the content it generates.

Replacing Contract or PWS/SOW Key Documents

To designate a document as the main contract award or PWS/SOW, ensure you have uploaded the file. From the main Overview tab, within the Key Documents section, you will be able to upload or attach an existing document if one is missing, or replace a document by clicking the file drop down and choosing Remove document.

GovDash will then reprocess the file for any changes with the new document(s) and update the contract details as needed. You can keep the previous documents attached to the contract, or you can disconnect them from the contract from the Documents tab. Disconnected documents are still kept in your Data Library, but will no longer be attached to the contract or be used when referencing this contract as past performance.

Changing Document Types

At any time, you can change the document type for any document by selecting the drop down next to the file name and change the type within the list in Documents. This ensures that GovDash properly identifies what type of document is associated and understands its context and how it can be used throughout GovDash. For more information on how GovDash utilizes these document types, see our support article here.

Line Items

Line items and CLINs are extracted from your primary contract documents (contract award summary and PWS/SOW document types) and displayed within the Line Items tab.

Contract Periods

Contract periods let you break a contract into its performance segments, such as Base Period, Option Year 1, and Option Year 2, and track the period of performance and option status of each one. Line items are assigned to periods, so you can see which CLINs belong to which year of the contract.

Creating a contract period

Open a contract, go to the Contract periods tab, and click Create contract period. Each period has four fields:

• Title, such as Base Period or Option Year 1

• Option Status: Base, Exercised Option, Unexercised Option, or Cancelled

• Period of Performance Start

• Period of Performance End

Periods stay in the order you create them, so add them chronologically starting with your base period.

Editing a period

Click into a period to open its detail page. Title, option status, and both dates are editable inline and save immediately. The detail page also lists every line item assigned to that period.

Assigning line items

When you create or edit a line item, use the Contract Period field to attach it to the right period. You can also filter the line items table by contract period.

Table and Gantt views

The Contract periods tab includes a Table and a Gantt view. The Gantt view plots each period across its start and end dates and color codes it by option status, giving you a visual picture of the full contract lifecycle. Click any bar to jump to that period.

You can filter by option status or by start and end date range, and sort by order, title, status, or either date. To remove periods, select them in the table and use the bulk delete action. Remaining periods are re-ordered automatically.

Modifications

When a modification changes a period of performance, the modification's Period of Performance card shows the before and after for each affected period, including old and new dates, status changes, and the net change to the schedule.

Tip
Unexercised options with an approaching start date are the ones that need a decision. The Gantt view is the fastest way to spot them.

Setting and Managing Award Classifications

When you upload a document into GovDash, you will select its classification as either (U) Unclassified or (CUI) Controlled Unclassified Information. This classification helps your team properly label sensitive data and ensures it is protected on the GovDash platform.

How Classification Works in GovDash

GovDash uses your document classification to automatically label related information across the platform.

If a document is classified as CUI, GovDash will automatically propagate that classification to items that are derived from that document or created from it. Examples include:

• If you upload a CUI focus document to a proposal, the proposal classification will be updated to CUI

• If you upload a resume and mark it as CUI, the Key Personnel entity extracted from that resume will also be marked as CUI

This same behavior applies across other connected parts of GovDash as information is extracted and structured from your uploaded files.

Where You Can Set Classification

Classification is not limited to document uploads. Other areas of GovDash also allow you to set classification, such as when you are creating an opportunity.

GovDash supports classification on the following types of records:

• Dash Conversations

• Key Personnel

• Government officers (rarely used in the UI)

• Agencies

• Business partners

• Capabilities

• Forms (such as data calls)

• Custom documents

• Documents

• Awards

• Proposals

• Opportunities

Updating Classification After Upload

If you need to change a classification after something is already in GovDash, you can update it at any time.

When you update the classification of a “parent” item (like a document), GovDash will show a popup listing related items that were derived from it. This helps you quickly decide whether you also want to update the classification of those related records.

Important Note Regarding Classification

Your team is responsible for properly marking your data in GovDash. Correct classification ensures that sensitive information is handled appropriately and that properly labeled, sensitive data is protected on the GovDash platform.

External Contracts

For any contracts that have been uploaded where the Contract Recipient is not your organization, these will reside within External Contracts in the Contract Inventory main page.

External Contracts are exempt from several flows within GovDash to ensure that your past performance remains the source of truth. External Contracts will not be used for:

• Substantiation of claims

• Past Performance content (unless you opt external contracts in by toggling Show ineligible contracts)

• Discover recommendations

• Capability Matrices (unless you opt external contracts in by toggling Show ineligible contracts)

• Dash responses/Suggested Answers about your capabilities

External Contracts are meant to be utilized primarily with the Teaming module in order to properly assess their capabilities against the PWS.

You can adjust which contracts appear as an External Contract by changing the Contract Recipient on an award to a team that is not your own.

Deleting Contracts

Deleting contracts can be done manually or in bulk. Using the Contract Inventory main page, you can select the boxes on the left of your contract titles to select contracts and delete in bulk using the black action bar that appears at the bottom of your screen.

You may also delete using the Delete Award button within your individual contract views in the top right.

What happens after I delete my contract?

Deleting your contract from Contracts will only remove its presence within Contracts and will not delete the associated documents from your Data Library. If you’d like to fully remove the contract and the documents, please ensure you’re deleting the contract from Contracts and the documents from the Data Library

Deleting Documents From Contracts

To disconnect documents from a specific contract, within the Documents tab in your contract, click the three-dot action menu on the right and choose Delete Document from the menu.

Deleting the document fully removes it from the contract record and from your Data Library, this action is not reversable.