Each forecast record moves through five phases that mirror the acquisition workflow. Open a record from the Forecasts list to see its current phase in the phase bar at the top, next to the Update, Send to OD, and Closeout buttons.
The five phases
| Phase | What is happening | What you typically do in the record |
|---|---|---|
| 1: New/Draft | The purchase is planned. | Complete Core Forecast Information. Upload quotes as Associated Files. |
| 2: Pre-Award Preparation (Vendor Outreach) | You are collecting the quote and package documents. | Add supporting files. Fill in CAN#, target dates, and acquisition strategy. |
| 3: Request Intake, Approvals, Requisition | PCAIS, PAA/DER approval, OD Acquisition submission, POTS order, and CO handoff. | Check off the intake boxes, confirm the POTS record, send the package to OD, record the Contracting Officer. |
| 4: Awarded | The contract has been awarded. | Upload or link the signed contract. Closeout becomes available. |
| 5: Closed | No further action on this record. | Nothing. The row turns gray in the list but is kept for history. |
Change the phase
- Click the button showing the current phase at the left of the phase bar (for example Phase 2: Pre-Award Preparation).
- Choose the new phase. You can move forward or back.
- Confirm. The change saves immediately, and anyone subscribed to phase-change alerts is notified.
Phase changes are manual, with one exception: when you upload or link a contract PDF, the app offers to move the record to Phase 4 for you (see Attaching files and linking contracts to a forecast).
Save your edits
- Text fields, dropdowns, and dates are saved when you click Update (in the phase bar or at the bottom of the form). You will see Forecast record saved.
- Checkboxes save instantly when you click them.
Track intake and approvals
Two sections of the record follow the steps you complete in PCAIS, POTS, and email. Check each box as you finish the step so your team can see where the action stands.
Request Intake, Approvals, and Requisition Handoff
- Status/Next Steps – a note for your team. Also editable from the list.
- Submitted to PCAIS and PCAIS #.
- PAA-DER Approval (Approval Pending, Approved, Proposed Class Approval) and PAA-DER Request ID #.
- Anticipated Acquisition Strategy (TBD, Set-Aside, Full and Open) and Proposed Class Approval Category.
- CAN# – 7 or 8 digits. For current-year records the app checks it against the account structure and shows an error if it is not found.
- Target Solicitation Date and Target Award Date – the award date cannot be earlier than the solicitation date.
Identification
- Package Submitted to OD Acquisition Email Inbox – checked automatically when you use Send to OD, with the date and sender.
- Contract or Task Order # – appears in the record header once entered.
- Contracting Officer and COR/POC – when OD Acquisition assigns a CO, enter the name here, then move the record to Phase 4 once the contract is awarded.
- POTS Order Created and POTS Requisition # – check the box once you have created the POTS order (the POTS panel calls this POTS Record Created). This unlocks the POTS lookup (see Finding and confirming the POTS record).
- Requisition Number Sent to CO.
Header buttons
- Bell (for example 1/2) – who is notified about this record. See Setting up notifications.
- Bookmark – adds the record to your bookmarks (green when on).
- Last Modified – click the link to open the change history.