Costpoint Help

CPARS Creation Agent

The CPARS Creation Agent streamlines the process of creating contract performance assessment records in Costpoint by extracting data from uploaded Contract Performance Assessment Reporting System (CPARS) documents and populating the Performance Assessment tab. This AI-powered agent interprets evaluation forms and convert them into system data.

Overview and General Process

When you use the Attach & Scan functionality in Manage Contracts, the CPARS Creation Agent scans the uploaded document, extracts key evaluation details, and maps the data to the appropriate Performance Assessment tab fields in Manage Contracts. You can review the extracted values and make corrections before saving the record.

Currently, only PDF files (image format only) are supported by the Attach & Scan functionality. You will receive an error message if you attempt to upload a different file type.

Note: Your system administrator must first select the Show Scan button checkbox for Manage Contracts on the Manage Application/Content Links screen before you can use this feature. You need to set up CMI and have a separate content type for CPARS; you cannot use the same content type used for contract creation. The ICR Scan Type drop-down list must also be set to CPARS on that screen to have Costpoint use the CPARS document scanning behavior when using the CPARS Creation Agent. Refer to the Manage Application/Content Links help topics for more information.
Note: CPARS records generated through ICR may not fully comply with all validations and business rules applied during manual CPAR creation. - Format ID and Assessment Factors are not validated against their respective setup applications (Manage Performance Assessment Formats and Manage Performance Assessment Descriptions) during the ICR process. - Rating values are populated without considering the Show in Lookup setting defined in Manage Performance Rating Codes. As a result, if a rating exists in both the source PDF and the Manage Performance Rating Codes setup, the rating will be populated on the Performance Assessment tab of the Manage Contracts screen, regardless of the Show in Lookup setting in Manage Performance Rating Codes.

To use this functionality in Manage Contracts:

  1. Open an existing record in Manage Contracts.

  2. Click the Attach drop-down list and then click Attach to open the Choose File dialog box. Alternatively, you can click the Attach button directly, which opens both the Choose File dialog box and the Linked Content Files subtask.

  3. In the Choose File dialog box, you can upload a local file from your device or attach a document from an alternate file location in Costpoint. After entering field values, click Attach & Scan to link the contract document to the record, initiate the AI agent to extract the data, and automatically populate contract fields.

    Note: You may still click the Attach button to simply attach a file without scanning. However, this will not trigger the CPARS Creation Agent and will not pre-populate any Performance Assessment fields.

  4. After attaching the file, review the populated fields on the Performance Assessment tab and on the Assessment Details and Other Areas Details subtasks. You can accept or update the extracted values as needed. Make sure all required fields are completed before saving the record.

  5. Save the contract record.

Populated Fields

When a CPARS document is scanned, Costpoint extracts and populates the fields on the Performance Assessment tab as well as on the Assessment Details and Other Areas Details subtasks.

If extracted values do not match system records, the corresponding fields remain blank and may be completed manually.

Population Logic

Costpoint applies the following logic when populating Performance Assessment data:

  1. Scan process: Extracts values directly from the uploaded CPARS document and maps them to system fields.
  2. Validation: Matches extracted values to existing records (for example, customers, contacts, and rating codes). If no match, leave blank.
  3. User input: Users fill in required fields and modify extracted values, as needed, before saving the record.

Each scan creates a new performance assessment record associated with the contract.

Parent Topic:

Manage Contracts