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Beta.SAM Transition Working Group

Beta.SAM Transition Working Group. FedBizOpps (FBO) to Business Opportunities July 31, 2019. FBO Transition to Beta.SAM. FBO capabilities are scheduled to transition to Beta.SAM the weekend of November 9 th (Veterans’ Day)

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Beta.SAM Transition Working Group

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  1. Beta.SAM Transition Working Group FedBizOpps (FBO) to Business Opportunities July 31, 2019

  2. FBO Transition to Beta.SAM • FBO capabilities are scheduled to transition to Beta.SAM the weekend of November 9th (Veterans’ Day) • Specific transition schedule will be announced by GSA as it nears, but expect a freeze of FBO that weekend for: • Posting and editing notices • Adding or changing offices • Adding or changing users • Transition will occur over the long weekend to help ensure minimal downtime during business hours • In preparation for the transition of capabilities – the test site (also known as the alpha site) for Beta.SAM is open NOW for testing

  3. Resources: • DoD Procurement Toolbox: https://dodprocurementtoolbox.com/ • beta.SAM tab: https://dodprocurementtoolbox.com/site-pages/betasam • GSA’s library of videos: https://beta.sam.gov/help/library?types=3&type=title • Open GSA for interface connection services: https://open.gsa.gov/ • Opportunities API: https://open.gsa.gov/api/opportunities-api/ • Opportunities SOAP: https://open.gsa.gov/api/opportunities-soap-api/ • NOTICE: SOAP services will be discontinued within one year!

  4. What we are covering today • Establishing functional user accounts in Beta.SAM • Contracting Opportunities roles and permissions available • How they differ from legacy FBO • What you need to think about to prepare your agency / office • A view of Beta.SAM Contracting Opportunities • Some language changes from legacy FBO • Establishing system user accounts in Beta.SAM • Next steps…

  5. Setting Up Functional User Accounts

  6. Establishing Beta.SAM Accounts – Start at the Homepage (https://beta.sam.gov) Establish an account here

  7. Part 1 – Login.gov

  8. All accounts go through Login.gov for authentication (as of August 3rd) • Login.gov is CAC-enabled • Information you will need: • Your official email address (you MUST use your government email address in order to be assigned government roles) • A decision on what option for second layer authentication: • Text message to phone capable of receiving a text • Authentication Application – no phone number needed but your IT Office will have to approve adding to your desktop • Security Key • Backup Codes – you’ll receive a pre-generated list of security codes to use when signing in

  9. DoD Transition Working GroupFBO.gov to Contract Opportunities (at beta.SAM.gov) What is login.gov? Do I need to register with login.gov to access beta.SAM.gov? Yes. Login.gov is a service that provides secure and private online access to government programs, such as federal benefits, services, and applications, to include beta.SAM.gov. Create a login.gov account if you don't already have one. Your old beta.SAM.gov username and password won't work anymore. You'll need to: 1. Create a login.gov account - you only need to do this once 2. Enter email address - use the same email address for beta.SAM.gov or else you will not get your roles! 3. Have a working phone number (mobile or landline) 4. Login.gov will send you a security code Note: If you already have an account with Login.gov tied to your government email address (e.g., legacy SAM, USAJobs), you do not need another one – just sign in here

  10. Steps for creating an account in LOGIN.GOVLOGIN.GOV step 1 of 4: Access LOGIN.GOV to create your single sign-in account. Enter your valid government email address and a notification will be emailed as a validation step before you can continue.

  11. LOGIN.GOV step 1 of 4 continued: The email address you entered will appear here. Check your email for your confirmation notification and close this window. This next steps will be accomplished from a link provided to you in your email.

  12. LOGIN.GOV step 1 of 4 continued: This is the email you will receive to confirm your email account. Copy and paste the link into your browser and continue. After 24 hours this link is no longer valid and you’ll need to start again.

  13. LOGIN.GOV step 2 of 4: Now that you confirmed your email you are ready to continue. Create a strong password that is at least 12 characters long and confirm the password.

  14. LOGIN.GOV step 3 of 4: In order to use your PIV/CAC card to access your account, select this radio button. Follow the on-screen prompts. You will be asked to type your PIV/CAC password.

  15. LOGIN.GOV step 3 of 4 continued: When you receive this message your account is now set up to use your PIV/CAC as your FIRST authentication method. You’ll need to set up a SECOND authentication method. I used my cell phone. Whatever you decide to use the screen prompts will guide you.

  16. LOGIN.GOV step 4 of 4: EVERY time you access your account you will be prompted for the SECOND layer authentication. You’ll need to make the decision on what works best for you/your organizational policies. Without completing this step, your account is not set up.

  17. LOGIN.GOV step 4 of 4 continued: If using your cell phone as your SECOND authentication layer, enter the phone number here. You’ll need to decide on whether you want to receive a text or phone call to receive your one-time use security code. Select whether this is your default phone or not.

  18. LOGIN.GOV step 4 of 4 continued: Within seconds I received a text message to my cell phone with my one-time security code. Enter the code provided to you and submit.

  19. LOGIN.GOV Success: When you receive this message you have successfully established you LOGIN.GOV account. NOTE: beta.SAM is NOT LOGIN.GOV enabled yet. Target date: August 3rd After you hit “Continue” you will be sent back to Beta.SAM to set up your account

  20. Part 2 – Beta.SAM Account (You aren’t done until you do this)

  21. Next you will complete your profile in Beta.SAM: Some info will prefill from Login.gov (should show up as Dept of Defense) Complete the remaining fields – in Sub-Tier, you can search for your Level 2 Service or Agency (e.g, Navy, Army, DARPA)

  22. You will be offered an opportunity to Request Roles: User does not have to Request Roles at this point – skip for now

  23. Skip and finish

  24. You will be taken to My Workspace – from now on, this is your landing page after signing in Where you can request or migrate roles To access your profile

  25. My Profile Page Users (developers) that need a Public API Key, can request one here

  26. Contracting OpportunitiesRoles and Permissions

  27. Roles and Permissions • Beta.SAM is a role-based system – other than ‘View’ and ‘Search’ capabilities, every action requires the user to have appropriate roles and permissions • Beta.SAM is separated into functional “Domains” • Posting / editing of contracting notices is in the “Contracting Opportunities” domain • A few ‘standard’ roles will persist across multiple domains (e.g., Contracting Officer, Contract Specialist); but must be requested and approved by domain • The “Role Administrator” role is the key role – approves / disapproves all user requests in their domain; can also assign roles directly to users • They also have all permissions in each domain as a default Each Service / Agency needs to determine who will have the “Role Administrator – Opportunities” role for your Service / Agency (can have more than one) DPC recommends that you plan to have at least one person serve as the Role Administrator in each office (e.g.,DoDAAC)

  28. Contract Opportunities Roles – Anticipated User Questions Is a beta.SAM.gov user account required to access Contract Opportunities? Yes. If you had an FBO.gov account, you will need to create a new beta.SAM.gov account before you can migrate your role to Contract Opportunities. Will my account/role in FBO.gov automatically transfer to beta.SAM.gov? No. Regardless of whether you have an existing account, all users will need to create a new account in beta.SAM.gov. Can I have more than one role in Contract Opportunities? No. Users are allowed one role per domain. If you have multiple roles in FBO.gov, delete the additional role(s) in FBO.gov before migrating the role into beta.SAM.gov. What are the roles and default permissions in Contract Opportunities? The roles have been consolidated from five to four. The next slide contains a cross-walk of roles from FBO to Opportunities.

  29. Role Changes – FBO to Beta.SAM User Tip for role selection: Administrator – manages user roles for the service/agency with the highest permission level Contract Officer – contract specialist or other acquisition professionals may be approved for this role as determined by the service/agency Contract Specialist – same permissions as the contracting officer excluding publishing and delete rights Engineer – this is not an official role, instead select the role of contract specialist and the approver can deselect from the default permissions

  30. Role and Permissions Matrix This chart provides a quick reference of roles and default permissions in Contract Opportunities. *Engineer – select the contract specialist role and deselect permission to the lowest level needed. For example, an engineer may only require access to view and upload attachments. Note – only a user with the Contracting Officer or Administrator roles can “Post” or “Delete” an opportunity notice

  31. Contract Opportunities Roles – Anticipated User Questions, part 2 Can default permissions be modified? Yes. Each role has a core set of default permissions, however privileges are configurable per user. If you require higher level permissions than what is offered, select the higher level role and then deselect permissions down to the access required. How will my supervisor be notified of my role request? When you request a role, you are required to identify the name and e-mail address of your supervisor. Once submitted, your supervisor and the system administer will receive an e-mail notification, however no action is required on behalf of the supervisor to complete the approval process. How easy and navigable is the role approval process for an administrator? The process is intuitive. Refer to the screenshots on the following slides which display the administrators view when approving a role for a contract officer and contract specialist. The permissions greyed out cannot be modified. Only the permissions (highlighted boxes) can be selected or deselected.

  32. Contracting Officer Role – Default Permissions

  33. Contracting Specialist Role – Default Permissions To limit capability for users just to load attachments (i.e., the old engineer role); deselect the permissions for notices here

  34. Contracting OpportunitiesNotice and Language Changes

  35. Major changes from FBO.gov to Opportunities: Terminology

  36. Major changes from FBO.gov to Opportunities: Notice Types & Interested Vendors List (IVL)

  37. System Access Requirements and Procedures

  38. Before you request system access: • GSA created a video on how to request system account access: https://alpha.sam.gov/cm/videos/detail?id=193 • alpha.SAM is CAC/PVI enabled. Complete your login.gov registration: https://login.gov/ or access through alpha.SAM from the landing page • The requestor will need an account and an account role in beta.SAM • The requestor should have system knowledge and will be point of contact for all questions and contact from GSA • Double check existing roles within “my workspace” “my roles • If either of these roles are NOT currently approved: System Account Admin or • System Manager then submit to request one. The requestor does not need both.

  39. Information you’ll need for the system access form: • A copy of the current Authority to Operate (ATO) • The unique name of the system • Interfacing system name and version (check the ATO) • System description and function. Doesn’t have to be lengthy but it needs to be specific. • System account administrators: name and email (1 or 2 people) • Knowledge of whether access to FOUO is required • IP address information • Security Official name and email. Does not need a SAM account.

  40. System access form: • Log-in to your beta.SAM account • Go to your “workspace” • Find the “admin widget” and click on it • Scroll down to find “system account” and select it • At this point the system access form will populate your screen

  41. System access form (page 1): Use information from the Authority to Operate for these fields Be specific. It doesn’t have to be lengthy.

  42. System access form (page 2): Search using the “advanced” tab These are the SME’s for the system and have accounts with roles of System Account Admin OR System Manager in beta.SAM

  43. System access form (page 3): There are multiple options for this page. Select only what is needed.

  44. System access form (page 3 continued): If access is required to “For Official Use Only” then an additional page will open that must be completed.

  45. System access form (page 4): Enter your IP Address here. Double check it to be sure you have the correct IP Address entered. What type of connection? SOAP Service – phased out within one year or API? This person does NOT need to have an account in beta.SAM.

  46. System access form (page 5): The current Authority to Operate (ATO) is uploaded here. Before submitting the form, the option to review the information is available. When finished, certify and submit.

  47. System access form (final page): At submission, the status will be “pending approval” and will remain as such until a decision is made by the GSA IT Security Team. Check for status updates here as well.

  48. DoD Systems Testing: • Testing is available/on-going with alpha.SAM • Testing notifications are sent repeatedly • Specific focused testing opportunities are set up and typically repeat 3 or 4 times • Testing can continue after the focused opportunities but response to your issue will be delayed • Additional opportunities are set up for help and GSA requests you run your system diagnosis/analysis before contacting them • When contacting GSA for system testing please be as specific as possible. Include error messages and screen shots if possible • Contact: Newsam Testing [newsamtesting@gsa.gov]

  49. DoD Engagement with Testing: • DPC sends “blast” email messages as soon as information is available. If your organization isn’t receiving the information, contact: wyoma.e.smith.ctr@mail.mil • Testing by DoD has been very limited (to the best of our knowledge) and those who have engaged: • Two people from Department of Navy – DoDAACs • Eight people from Department of Navy and Army – FPDS • One person from Department of Army – Hierarchy • One person from Department of Army – beta.SAM • No need to report to DPC if your systems have been testing or are ready to test but it is critical that testing happen

  50. Next Steps

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