EOFY Tips and Tricks SPS Spotlight Series

1. EOFY Tips and Tricks SPS Spotlight Series August 2014

2. Purpose • The purpose of this webinar is to educate and keep the SPS User Community abreast of the functionality and ongoing changes to the core capabilities of the SPS suite of software. • We developed these learning modules, which are geared toward product functionality, configuration, and maintenance, for SPS users to sharpen their system administration skills, and increase their overall product and system knowledge.

3. Webinar Agenda • To present to the SPS User Community issues that we see at the help desk on a regular basis and to give ways to resolve or avoid these issues. • Issues were gathered from SPS Help Desk analysts, Component CST Teams, and from user feedback and comments from prior webinar sessions. • SPS Help Desk analysts prepared the slides for the collected issues. • The slides were then edited and assembled in what we hope is a logical order that will make sense to you as we go through the presentation. • If you have questions on the issues presented, or have an issue you would like us to discuss, please submit your question in the QA Pod. All questions will be addressed at the end of the presentation.

4. Summary • Preventing Formatting Issues • Functional PD² Issues • FPDS-NG Issues • Adapter/MWS Issues • Miscellaneous Common Errors • Vendor Issues, including SAM Synchronization Issues • Clause Installer Issues

5. Avoiding Incompatible Formatting • Do not edit FAR/DFARS clause formatting – keep as it appears when downloaded with the most recent Clause Update. • When creating Local Clauses, reference KB# 5945 (PD² Local Clause Logic Guide). • When creating a document in PD² - documents such as the Executive Summary, SOW, PWS, Wage Determination, etc., should be created as attachments because of possible incompatible formatting. Use the ‘Document Import’ functionality for such documents. • For further information, check out ‘Formatting in PD²’ on the SPS Knowledge Base. To access this recent SPS Spotlight Series Document, go to Solutions  SPS Spotlight Series and click on the “In the Spotlight” Tab. You will be required to log in with your SPS Knowledge Base user profile to view any SPS Spotlight Series materials.

6. Creating Option CLINs The next several slides will explain how to create option CLINs from a base CLIN.

7. Creating Option CLINs To create an option CLIN from a base CLIN, follow these easy steps. First, open line item detail by double-clicking the CLIN to be copied.

8. Creating Option CLINs Click the “copy” button on the right side of the Detail tab. The Copy/Link CLIN dialog box opens.

9. Creating Option CLINs Select the “Copy CLIN and subCLINs” radio button. Also select the “Copy this CLIN as an Option CLIN related to the source CLIN” radio button. Now click the OK button.

10. Creating Option CLINs The Option CLIN is now created. Change the Line Item Number if necessary. To create another option, copy the original CLIN or, copy the new option CLIN.

11. PR Mod Release Order The next several slides will attempt to explain the importance of releasing all PR Modifications in sequential order.

12. Releasing PR Mods Out of Order • CACI recommends that users release ALL PR Mods in a chain, in sequential order. • When some modifications in the chain are left unreleased, users may find that there is information missing from the PR Mod. • In addition, Users may see issues/errors with the document chain and with awards created from PR Mods in such document chains. • These errors can be different in different situations. The next few slides give examples of possible resulting error messages.

13. Releasing PR Mods Out of Order Following are some examples of errors which can occur when we release documents out of order: • Error retrieving parent:

14. Releasing PR Mods Out of Order • Object: u_form_sql Script: uf_getConformCopyObjID Error: Select returned more than one row ErrCode: 0

15. Releasing PR Mods Out of Order To prevent these errors, CACI recommends users release PR Mods in sequential order, instead of releasing only the latest modification.

16. Workload Folder Issue Occasionally, a workload folder fails to change from blue to yellow when the workload task is complete.

17. Workload Folder Issue Issue: Workload folder fails to change from blue to yellow when workload is complete. • First, drag the blue folder from the inbox to a personal cabinet.

18. Workload Folder Issue • Next, highlight the blue folder and, from the menu, select Procurement  Close Workload.

19. Workload Folder Issue • Enter the reason for workload assignment closure. • Click OK.

20. Workload Folder Issue • If the folder is still blue, Click ‘Refresh’. • Once refreshed, the folder should change from blue to yellow.

21. FPDS-NG Issues The next several slides will highlight FPDS-NG issues and how to avoid or resolve them.

22. FPDS-NG Issues Granting Users Access to Create CARs

23. Granting User Access to Create CARs • SA is trying to grant user access to create CARs, but is unable to see the user's account in FPDS-NG sysadmin task. • The SA should go to the user’s procurement profile, add a DoDAAN. This should make the user account visible in the FPDS-NG task. • For further instruction, there is a webinar presentation, ‘Contract Entry for Successful FPDS-NG Validation’ available in the webinar library on the SPS Knowledge Base. To access this SPS Spotlight Series presentation, go to Solutions SPS Spotlight Series and click on the “Webinar Library” Tab. You will be required to log in with your SPS Knowledge Base user profile to view any SPS Spotlight Series materials.

24. FPDS-NG Issues Create the FPDS-NG CAR Before Document Release

25. FPDS-NG Issues Create, Validate, and Authenticate the FPDS-NG CAR Before Releasing the Associated Award • To be able to correct validation errors, users should create the CAR before releasing the award.  • The CAR should then be validated and any errors corrected before authenticating. • When the award is released, the authenticated CAR will automatically finalize. • When the CAR is created from a released document, and validation errors are received, correcting these errors is much more difficult and time consuming.

26. FPDS-NG Issues Allocating Line Items Manually in Multiple CAR Reporting

27. Multiple CAR Reporting - Overview • PD² automates the process of creating multiple CARs. • Multiple CARs can also be created manually when required. • This is done by allocating CLINs or updating the PD² CLIN allocation appropriately in the Allocate CARs Window.

28. Multiple CAR Reporting – Functional Demonstration • Objective: To manually create FMS and FFP Multiple CARs for definitive contract N68064-14-C-0003 with two FFP CLINs one of which is FMS. • Highlight the document and create CAR as usual.

29. Multiple CAR Reporting – Functional Demonstration • Check the Multiple CAR checkbox in the ‘Create New FPDS-NG CAR’ window.

30. Multiple CAR Reporting – Functional Demonstration • Click ‘No’ to using a single CAR. • The Allocate CARs window opens and no CARs are selected.

31. Multiple CAR Reporting – Allocate CARs window • All line items that the system is unable to assign to a multiple CAR are displayed in the Unassigned Line Items panel.

32. Multiple CAR Reporting – Allocate CARs window • The CAR Status panel displays the CARs to be created and their associated line items.

33. Multiple CAR Reporting – Choosing Multiple CARs through Transaction ID • From the Trans.ID drop-down window, choose the multiple CARs DoD-FFP and FMS and ‘Add’ them one at a time to the CAR status panel.

34. Multiple CAR Reporting – Allocating Line Items • Highlight the FFP CLIN on the left and the corresponding FFP CAR on the right. Use the arrows to allocate CLINs.

35. Multiple CAR Reporting – Allocating Line Items • Repeat the same actions for the FMS CAR. • Click ‘OK’ to complete the allocation process. • Note: Double click on the little diamond in front of each CAR to view the CLINs allocated to the CAR.

36. Multiple CAR Reporting – Allocating Line Items • Choose ‘No’ to re-allocating line items to retain the manual allocation of line items.

37. Multiple CAR Reporting – Prefill Data • Individual Pre-fill Data windows open for the Multiple CARs.

38. Multiple CAR Reporting – CARs in FPDS-NG • PD² connects to FPDS-NG and the two multiple CARs open. • Note that the Procurement Identifier and Modification No. are the same but the Transaction No. field is populated. This indicates the type of Multiple CAR.

39. Multiple CAR Reporting – Transaction IDs

40. Multiple CAR Reporting – CARs in PD² • DoD-FFP and FMS Multiple CARs are created in PD².

41. FPDS-NG Issues Exemption to Reporting

42. Exemption to Reporting - Overview Exemption to Reporting: • Created for a procurement document in PD² when there is a need to release the document without a CAR. • Automatically created for a modification when the contract action has an Exemption to Reporting associated to it. • May be created for a modification even when the contract action has an associated CAR. • Cannot be updated after a procurement document is released. • Can be removed at any time, even after release.

43. Exemption to Reporting - Overview

44. Exemption to Reporting –Exemption to Reporting Window • The user has the ability to select, view, update, or delete an Exemption to Reporting by highlighting the procurement document and navigating to the appropriate menu option.

45. Exemption to Reporting – Creating an Exemption • Highlight an award, then select Procurement FPDS-NG Reporting Create/View Exemption to Reporting. • The Running FPDS Engine window appears and the Create Exemption to Reporting window opens. • Select an Exemption from the Exemption drop-down list box. Click OK.

46. Exemption to Reporting – Creating an Exemption • If the Exemption to Reporting is successfully applied, the document will be marked with an upper case ‘E’.

47. Exemption to Reporting – Viewing an Exemption • To view an Exemption to Reporting on a procurement document, Highlight the award, then selecting Procurement FPDS-NG Reporting Create/View Exemption to Reporting.

48. Exemption to Reporting – Deleting an Exemption • To delete an exemption, select Remove. A confirmation window will appear. Select Yes to continue. • If the Exemption to Reporting is successfully removed, the document will no longer be marked with the upper case ‘E’.

49. FPDS-NG Issues Using a Standalone CAR

50. Using a Standalone CAR • It is appropriate to use a standalone CAR when the user is receiving a validation error message from FPDS-NG when attempting to create a CAR for a released base award that references an old issuing office DoDAAN that is no longer valid for the site. • FPDS-NG will not allow the creation of a CAR for a base award that references an issuing office DoDAAC that is not loaded in FPDS-NG. Only the current DoDAACs for each site are loaded in FPDS-NG. • The following validation error messages received for this issue: Error: 4004 The value “xxxxxx” for Data Element “Contracting Office ID” is invalid. • The Script-Aid Online Security Code Generator can be used to provide the Authorized Caller with a security code to run the Attach CAR to Document Script found in Script-Aid.