NBA Refresher Training

1. NBA Refresher Training FEDSIM Project Manager Training October 2009

2. Times Have Changed • What is the NBA? • The National Business Application is the new term used to describe the suite of business applications supporting AAS National Programs. These include: • TOS • OMIS • FM Lite • FMT • FRT, QRT, Opportunity Tracker

3. Times Have Changed • Both the NBA and the RBA (Regional Business Application) are now being managed by the FAS OCIO and supported by TechFlow, Inc. • What hasn’t changed is the fact that FEDSIM NBA users can still contact the Helpdesk for support. • Helpdesk phone: 877-472-4877 • Helpdesk E-mail: tos.help.desk@gsa.gov

4. Refresher Training • Today’s training will focus on TOS and OMIS: • Addressing some specific topics, • Demonstrating functionality, and • Addressing any questions that may arise.

5. Enable/TOS Training Topics • What’s New? • Review of the Enable Portal • Basic Navigation • My TOS • My Daily Status Report • Negotiated Award Date • How do I find stuff? • Review of the TOS Workflow • Project IDs in TOS • Fixed-Price Orders in TOS • Closeouts • Workflow • What the system is expecting • Reports • TOS Reports • OMIS Reports

6. OMIS Training Topics • End-of-Month Activities • Timesheet Approval Cycle • Interagency Agreements: • Different types • Who can create them? • Project IDs: • What are they? • Who can create them? • Accounts: • Account types • Who can create them? • Who can change them? • Labor Authorizations • Authorizing Hours • Removing Authorizations • Removing Authorizations No Longer Used

7. What’s New in the NBA

8. New to NBA – ARRA Support • Effective June 14, 2009, the National Business Applications (NBA) were modified to meet the implementation requirements for the American Recovery and Reinvestment Act of 2009 (ARRA). • The business processes affected include: • OMIS - Creating ARRA-specific IAs, Funding Documents and Accounts • TOS - Creating controls to prevent the mixed use of ARRA and non-ARRA funding on a single task/delivery order request, • TOS - Creating controls to insuring that modifications to existing non-ARRA orders are executed as bi-lateral agreements, • TOS - Creating a mechanism to insure accurate FPDS reporting, and • TOS - Providing maximum ARRA visibility to system users to heighten awareness. • To-date, only two ARRA IAs have been created.

9. New to NBA – Alliant GWACs • FEDSIM, as an Assisted Acquisition Services provider, is now a Delegated Procurement Authority authorized to conducting procurements and issue task order awards using the Alliant and Alliant Small Business GWACs. FEDSIM requested that Alliant and Alliant SB be added as selectable acquisition types in TOS. • FEDSIM further requested that the Alliant acquisition types behave similar to the Millennia acquisition types allowing FEDSIM to employ either a Fixed Price or Transaction Fee model for each Alliant GWAC. • Effective August 20, 2009, the following four acquisition types were added to TOS. • Alliant Fixed Price • Alliant Transaction Fee • Alliant SB Fixed Price • Alliant Transaction Fee • To-date, no Alliant acquisitions have been initiated in TOS.

10. Enable Portal

11. Enable Portal • The Enable Portal is the entry point for accessing: • TOS • TOS & OMIS Reports • Timesheets • Portfolio – GMs and SDs • What a user is allowed to see and do is controlled by system authorizations established when the user account was created.

12. Enable Portal • Five Key Areas: • My Views • All Views • Negotiated Award Date Status • TOS-OMIS News • Solicitation Checklists 1 2 4 3 5

13. Portal Tabs • Portal Tabs will provide user access to TOS, Timesheets, etc. • The number of tabs that display are dependent on the user’s organizational role. Portal Tabs

14. Portal Links • Throughout the Portal, the user will be presented with links that will open a view or provide access to a specific function. • Clicking on a link will always open a second browser window.

15. My TOS View Link • My TOS Views are tailored to the individual and provide direct access to work assigned to them or work they manage. • For example, a Project Manager will see: • Their procurement requests • Their awarded orders • Their invoices • Their expiring orders • Clicking on the My TOS view link will launch the TOS application in a second browser window and provide access to My Views.

16. TOS Views - Navigator • The View Navigator will always be located on the left side of the browser and will float as the user scrolls through a browser so that it will always be visible and accessible. • The View Navigator will allow the user to switch between the available views for their functional role. To switch between views, the user will single-click on the navigator view title. When selected the view title will always be presented as grayed-out as shown below.

17. TOS Views • When clicked, the Navigator will display the selected view. TOS Views will always display in this section of the browser.

18. Daily Status Report Link • The Daily Status Report view is designed to present the user with an environment where they can see the status of their work portfolio in one place. The Daily Status Report will aggregate much of the My Views information onto a single page.

19. Daily Status Report • The Daily Status Report view is designed to present the user with an environment where they can see the status of their work portfolio in one place. • The Daily Status Report will aggregate much of the My Views information onto a single page.

20. Work Counters • The portal will display the number of action items on the PM’s desk. This counter is provided as a convenience to allow the user to quickly determine if they have a pending action without having to first launch the My TOS Views. • When pressed, the Procurement Requests link will launch the TOS Application My Views in a separate browser window navigating the user to the My Requests Awaiting Action view link. • Peer Reviewers will see a counter for Unassigned Requests. • GMs will see a counter for Urgent Requests.

21. Negotiated Award Date Status • The Negotiated Award Date Status section of the TOS - FEDSIM Program Manager portlet will provide PMs and managers links to see in process order requests that are either within five (5) days of the negotiated award date (NAD) or those where the negotiated award date has already expired. • This section essentially presents two TOS views embedded within the portlet. At the highest level, the views will present a count of affected order requests. At the detail level, the view will show links to specific affected order requests and allow the PM to open the order request directly from the portlet.

22. Negotiated Award Date Status NAD Counters NAD Detail Affected Order

23. Advanced Search • The Advanced Search Utility will allow the user to search for procurement requests and awarded orders across multiple databases. Users will be able to perform searches against pre-defined parameters or perform a full-text search. While most views are limited to one AAS Program, the Advanced Search Utility will allow a user to conduct searches for work across multiple AAS Programs. Click on Advanced Search Link

24. Advanced Search • Users must follow a minimum number of steps to perform any search:  • Select the data element to search by • Select the search criteria • Provide the search term • Select the type of documents to search • Select the AAS Program • Press the Search Button 1 2 3 6 4 5

25. Advanced Search When all document types are selected…… Inactive Legacy TOS Orders will display in this area Active TOS Next Orders will display in this area Closed Orders will display in this area In-process procurement requests will display in this column. Active Legacy TOS Orders will display in this area

26. TOS Workflow

27. TOS Workflow • TOS is a document management system that automates a complex repetitive business process. The application incorporates workflow capabilities that deliver information to the right person in the right sequence within the procurement process to achieve the objective of awarding a delivery/task order. • As an order request moves through the procurement process, TOS will assign a workflow status to the package. This status confers edit capabilities to the functional role responsible for performing actions within the specific workflow status.

28. TOS Workflow – Original Orders

29. TOS Workflow – Modifications

30. Peer Review • What happens when the Peer Reviewer returns an order request package to the PM?

31. Project Identifiers in TOS

32. Project Identifiers • The Project Identifier is the primary means that FEDSIM uses to track and manage a related set of client work. • A Project is made up of a group of accounts which track all aspects of that related set of work. Each of the accounts is assigned to the same Project Identifier. • The exact boundaries of projects are a matter of best fit for FEDSIM's goals and should be determined in consultation with your Group Manager and PMO staff. However some rules always apply. • All work (and accounts) that makes up a Project should be under the management of one Project Manager. • Task Orders should not 'cross' Project boundaries. All the accounts that fund a task order should be under a single Project. • When a recompete occurs it should be managed under a new Project Identifier.

33. Project Identifiers • The Project ID and Accounts must be established in OMIS before they can be referenced on a TOS Order Request. • The Project ID must be identified on the Order Request before the PM will be allowed to add funding accounts. • The Project ID will allow project labor hours to be visible to all Order Request actors.

34. TOS Financial Management Document • The Financial Management document is easily one of the most critical documents within the TOS Order Request package. It is also the one document that is most integrated with the OMIS application. It is on this document where the PM will be telling TOS which accounts will be funding the flow through and fee portions of the order. • The PM is highly constrained on this document in the following fashion. • The PM must identify the Project ID under which this task order will reside. This means that the Project ID must have preceded the creation of this request. • The PM can only used funded flow through and fee accounts that have already been associated with the Project ID. This means that the accounts must have been created prior to the creation of this request.

35. Select a Project ID • Click on the Select a Project ID button. • Select the Project ID from the pick list provided.

36. Select a Project ID • Once the Project ID has been selected, TOS will display the Enter Estimate Information Button.

37. Order Funding with Project Accounts Only Project Flowthrough And Fee accounts will be selectable on the Financial Management document.

38. Project ID and Computing Fees • Project ID Annual Valuation determines Transaction Fee percentage: • 1.15% if Project > = $1M/yr • 3% if Project < $1M/yr

39. Project ID and Labor • Clicking on the Display Labor Accounts button will present a pop up displaying all labor accounts associated with the Project ID.

40. Fixed Price Agreements in TOS

41. Fixed Price Agreements • FEDSIM, in an effort to be more accommodating to certain clients, may enter into a Fixed Price Agreement where the cost of the procurement and all post-award support has been negotiated for a fixed price. • This business model means that no transaction fees will be computed nor will client-labor be charged and billed for the life of the order.

42. Terminology Confusion • These Fixed Price Agreements should not be confused with Millennia and Alliant Fixed Price acquisition types where the acquisition is done for a fixed price, but subsequent mods will be subject to normal transaction fees. • These Fixed Price Agreements also should not be confused with a task order where the Industry Partner is performing on a Firm Fixed Price basis.

43. Fixed Price Agreements in TOS • TOS does not specifically support the award of a task order under a Fixed Price Agreement. • The PM will need to enter a zero percent (0%) Negotiated Fee to accomplish the goal of computing no fees for the original order plus all subsequent modifications.

44. Fixed Price Agreements in TOS 1 • Enter Total Procurement Value • Select Negotiated Fee model • Enter 0% for Negotiated Fee • Select Flowthrough Account(s) • Enter Flowthrough Amount(s) • Click Delete Checkbox for Fee Account • Press Save • This approach is not elegant, but it works. The only caution is that the PM must remember to click the Delete Checkbox each time before saving. This applies to modification processing as well. 2 3 4 5 6 7 • Task Orders for Fixed Price Agreements must be processed through FEDSIM Acquisition. Region 1 orders will charge an external contracting office fee.

45. Close-outs

46. Where Did it Go???? • Ok, I marked my expired order as Ready for Close-out and now I can’t find it. • Where Did it Go????

47. Close-outs • In March 2006, a TOS change was implemented whereby the PM no longer had the capability to initiate close-out modifications in TOS Next. • Rather, PMs were given a capability to designate a task order as ready for close-out. • Once marked as ready for close-out, TOS Next created the close-out modification and routed it to the close-out team for assignment. • Close-out Team Management assigned the close-out action to a Close-out Team PM for research and processing.

48. Close-outs • That worked fine for about six months when the Close-out team became flooded with close-out requests. • Effective September 2006, PMs were given the ability to process their own close-outs, but under the guidance of the Close-out team. • The PM must still identify and mark a candidate order as ready for close-out, but now have the ability to assign the close-out action to themselves vice having the action assigned to a Close-out Team PM. • The PM can then perform all of the requisite research and close-out activities and submit the action for Peer Review and GM Approval. • The primary difference here will be that the action should be Peer Reviewed and Approved by the Close-out Team PR/GM and not the PM’s normal PR/GM Approval chain.

49. Where Did it Go??? • When a PM marks an order package as ready for close-out, it essentially becomes unassigned. The order belongs to no one. This is why a PM can’t find the package in their My TOS views. Navigate to the Procurement Requests All View

50. Here it is!!!! • Navigate to the All In Process Close-out Requests By Status View • Locate your order request and click to open.