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PDS- Procurement Data Standard

PDS- Procurement Data Standard. SPS Spotlight Series October 2014. Overview. Introduction to PDS Definitions Architecture Deployment Supplementary PDS Configuration Configuring PDS to Route Documents via TN (optional) webMethods server log Examples of PDS Validation errors FAQs.

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PDS- Procurement Data Standard

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  1. PDS- Procurement Data Standard SPS Spotlight Series October 2014

  2. Overview • Introduction to PDS • Definitions • Architecture • Deployment • Supplementary PDS Configuration • Configuring PDS to Route Documents via TN (optional) • webMethods server log • Examples of PDS Validation errors • FAQs

  3. Introduction to PDS • What is the Procurement Data Standard (PDS)? • A DoD-wide system-independent procurement data standard. • Carries all contract data in a single format for distribution from contract writing systems. • Captures FAR and DFARS rules for contract type, line item structure, etc. • Validation capability at GEX / DLA Transaction Services enforces rules before sending to EDA. • EDA converts awards in PDS XML format into physical contract representation. • What does PDS mean to the SPS User? • Need for greater attention to quality of data in contracts. • Ability, in EDA, to see conformed copy. • Ability to measure, trace, and diagnose contract quality problems. For more information, see the PDS Home Page. • http://www.acq.osd.mil/dpap/pdi/eb/procurement_data_standard.html

  4. Definitions • PDS Event Subscriptions • The PD² Adapter’s outbound transactions are event based. • As an action is taken within the PD² database, the substance of the action is converted into an event for the PD² Adapter’s consumption. • Event subscriptions allow an SA to configure which events the PD² Adapter should process. • Extraction Parameters • Extraction parameters are a sub-component of event subscriptions. • They allow an SA to specify which XML sections are produced for a specific event subscription. • The flexibility provided by extraction parameters is useful for sites that create complex documents with large numbers of included clauses and multiple large attachments, but do not need that information passed on to integration partners. Many production sites, remove extraction parameters to improve performance by reducing the amount of data sent to integrations.

  5. What’s happening to the SPS Data

  6. SPS/PDS Architecture • SPS DB • PD2 Adapter • wMs Message Broker • PDS XML Files • PDS IC • wMs Server Log

  7. SPS/PDS Architecture (continued) • PDS Integration Component (IC) • Contains the PDS package • Applies selection criteria; Issues status message if document is ignored • Maps data from SPS XML structure to the PDS XML structure • Performs Validation • Validates PDS XML against PDS Business Rules • Validates PDS XML against PDS Schema • All status and validation messages recorded only in webMethods Server Log • PDS XML is written to file system • 7

  8. Deployment • Installation • A single webMethods Package (PDS) • Event Subscriptions • SQL script provided to identify common subscriptions that could be used • SQL script provided to update common subscriptions with “id” extraction parameter • SQL script provided to insert new custom PDS subscriptions • Properties • Batch file provided to add PDS specific properties to AMSCommonServices’ common properties file • Documentation • Installation Guide • Operations Guide

  9. Supplementary PDS Configuration. • In prior releases of the PDS Extract Utility, sites experienced issues with the Broker Server's storage files filling up. Due to this issue, a supplementary configuration path is now included with the PDS Extract Utility Release 1 and greater. The goal of the supplementary configuration is to significantly reduce the size of each message published to the message Broker. This is accomplished by not including the complete XML document in the message. The new message will consist only of procurement document metadata. The metadata will be flexible and allow the Integration Component (IC) to determine if the document should be processed by PDS. If it should, the PDS IC will request the already produced PD² Adapter XML document from a data store and continue with the PDS translation. • The Supplemental configuration consists of the following: • Installing of the CACISpsIntegCommon package. • Deleting All Legacy PDS Specific Events • Adding Metadata PDS Specific Events • Configuring new Events (TN Sender, TN Receiver, etc.)

  10. Baseline PDS Event Subscription Table

  11. PDS Event Subscription Table with Supplemental PDS Configurations Applied

  12. Verification of Versions

  13. Verification of Versions (continued)

  14. Supplementary PDS Configuration

  15. Supplementary PDS Configuration (continued)

  16. Configuring PDS to Route Documents via TN In releases prior to PDS v3.4, all PDS documents were written to the file system. It was then the responsibility of the SA to get the translated documents from the file system to GEX and any additional third parties. As of PDS v3.4, it is now possible to automatically route the PDS documents to trading partners. • Creation of a new TN Partner with unique DUNS (ex: PDSXML) • The tn_receiver value in the PDS events must be updated with the new DUNS value (tn_receiver = PDSXML). • AMSCommonProperties.prop file must be updated with this DUNS value. • Allows faster processing of the final PDS transmission, to lessen lag time between when the contract is signed and when PDS posts to EDA (Note: this can impact the EDA Scorecard results.) Note: When making this decision, it is first important to contact your DLA Transaction Services or GEX POC to coordinate the change in transmission methods.

  17. Configuring PDS to Route Documents via TN (continued)

  18. Configuring PDS to Route Documents via TN - PDS TN Partner Profile

  19. Configuring PDS to Route Documents via TN – Results in MWS Transactions

  20. webMethods Server Log • 2014-02-28 06:19:09 EST [ISP.0090.0004C] ~PDSPROCESSOR -- [INITIALIZATION] Document ignored because caci.pds.triggerCondition is pds and document type is PD2_Award • Means that a documents was not processed by the PDS IC. • Could be that the document is not a valid doc type for PDS to process. • 2014-02-28 12:35:45 EST [ISP.0090.0004C] ~PDSPROCESSOR -- [XXXXXX-14-G-0009-0001] Building PDS XML • 2014-02-28 12:35:53 EST [ISP.0090.0004C] ~PDSPROCESSOR -- [XXXXXX-14-G-0009-0001] PDS XML document complete • 2014-02-28 12:35:53 EST [ISP.0090.0004C] ~PDSPROCESSOR -- [XXXXXX-14-G-0009-0001] Validating PDS XML against PDS Schema • 2014-02-28 12:35:53 EST [ISP.0090.0004C] ~PDSPROCESSOR -- [XXXXXX-14-G-0009-0001] PDS XML passed validation

  21. Examples of PDS Validation Errors • PDS_V_F_23: <UnitOfMeasure> is required when <Quantity> is provided. • Occurs when a unit of measure is not placed on a line item. • PDS_F_F_18: The value '.00' is not a valid entry for <ObligatedAmount>. It must be greater than zero. • Occurs if an obligated amount of zero is left on an NSP line item. • PDS_F_W_54: The value 'No Charge' should not be used for <UnitPriceBasis>. It was disallowed per DFARS PGI 204.7103(b). • A common mistake when creating Not Separately Priced line items is to use the cost constraint No Charge. However, No Charge is not allowable in this circumstance. • PDS_G_F_02: <ClauseFullText> was provided as an empty tag. It must be populated or removed. • The Extraction Parameters for PDS data elements are “id, wli, lidff”. If other parameters are used, the error may occur. • Information on all PDS Validation errors can be found in the PDS Compliance Tips Guide for SPS Users on KB ID 12493. https://spssite.caci.com/document_display.cfm?id=12493

  22. Q&A Q: To use the PDS Punch-Out Utility, will there be a menu option in PD2 like selecting Integrity Tool? A: This will be done through the document approval/pre-approval check. There is a PDS Approval Template that gets installed with the Punch-Out Utility. Users will have to select this approval sheet to transmit the document to GEX via the PDS Punch-Out Package and Adapter. Q: So is there any enforcement mechanism to compel the buyer to resolve any PDS errors that are identified in his released contract action? A: There is no enforcement on the PD² side. However, The Contracting Offices are measured by DPAP on their EDA Scorecard results. This compares if the actions reported to FPDS-NG exist on EDA as a PDF, as traditional Adapter XML, and as PDS XML. If an office has low PDS XML on EDA, they will stand-out as below average. Not all errors are things the buyers can resolve, and this is understood. Q: If a site wanted to prevent release of documents in PD² pending run or re-run of the PDS validation will that be possible? A: Currently there is no method to prevent a release of a document in PD² prior to running or re-running PDS validation.

  23. Q&A Q: How much time does the PDS Punch-Out process take? A: There is no definitive time for the PDS Punch-Out process. There are two ways to configure the process. Synchronous and Asynchronous. Synchronous configuration submits the document to the PDS Validation Service via an HTTPS connection. The actual speed of the process will vary, depending on network connectivity, but will likely be faster than asynchronous configuration. Asynchronous configuration writes the PDS document to the file system on the Adapter server. An external process periodically submits the PDS documents to the PDS Validation Service. This external process is determined by the site and differs from site to site. This method is typically a longer process. Q: When getting PDS error messages in PD² do we have to contact CACI or ALTESS helpdesk? A: If you are receiving PDS validation messages, those should be dealt with at a site level as they are contracting issues. If there are issues with PDS or the PDS Punch-Out Utilities not working, the site should follow their normal process for handling issues. If that requires contacting ALTESS Helpdesk first, sites should continue that practice. Q: What is the name of the folder in webmethods that contains documentation on the Broker? A: webMethods provides their own product user guides in the \webMethods71\_documentation or softwareAG\_documentation folder.

  24. Q&A Q: When using the PDS Punch-Out utility, does the user have to wait for a response from the Validation Server, and therefore a creation of a sticky note, before they can release the document? A: CACI recommends waiting for a response from the Validation Service prior to releasing the document. However, a response is not needed to actually release the document. Q: Could we keep the PDS current configuration that creates the file locally for a backup and add the new configuration that sends a copy to GEX via the TN Partner? A: Unfortunately this is not possible due the configuration in the AMSCommonProperties.prop file which instructs PDS to use either the TN or FILE method. Q: Can we setup the PDS TN partner at anytime to push the files to GEX? A: The PDS TN Partner can be setup and configured anytime. However, sites will need to talk to their DLS or GEX POC before setting up this TN Partner. Q: Will PDS Validation errors impact data down stream? A: Yes, this can impact down stream data, particularly when data is reported or collected via PDS. Most of these validations are meant to assist the end user, to ensure consistent contracting practices.

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