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FPDS-NG Integration Training for Efficient Acquisition Reporting

Updated training on FPDS-NG integration with TOS for improved acquisition reporting. Topics include system changes, data validation, benefits, and project drivers. Learn the process changes and reporting requirements.

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FPDS-NG Integration Training for Efficient Acquisition Reporting

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  1. FPDS-NG Integration with TOS FEDSIM Acquisition Training Updated April 30, 2010

  2. Topics • Background • Project Scope • Why Do This? • Project Drivers • Project Benefits • Project Assumptions • System and Process Changes • FPDS-NG Reporting Process • FPDS-NG Action Item Notification • FPDS-NG Action Item Assignment • FPDS-NG Action Item Counters • FPDS-NG Action Item Views • FPDS-NG Action Item Status • Opening the FPDS-NG Action Item • FPDS-NG Data Entry and Validation • FPDS-NG Approval • Other Topics: • FPDS-NG Prerequisites • Treasury Account Symbol

  3. Project Scope • In June 2009, TechFlow was chartered by the FAS OCIO to develop an approach to integrate the Regional Business Application IT-Solutions Shop (ITSS) with FPDS-NG to improve reporting of awarded actions. • In July 2009, this charter was expanded to include the National Business Application (NBA) Tracking and Ordering System (TOS). • In November 2009, TechFlow received funding to begin development on the integrated solution focusing on NBA first.

  4. Why Do This? • FAR 4.604(b)(3) “When a contract writing system is not integrated with FPDS, the contract action report must be submitted to FPDS within three (3) business days after contract award.” • Periodic reviews of the data in FPDS‐NG are conducted to ensure the data is accurate. • Recent review of FY 2007 and 2008 actions showed a large number of errors in the data entered in FPDS‐NG • Most common errors are: PIID (order number), dates, PSC, NAICS, and Place of Performance

  5. Project Drivers • Ensure FAS meets the mandate that agencies report all contract actions to FPDS-NG. • Reduce staff hours currently required to manually accomplish the FPDS-NG reporting. • Reduce data errors created by manual FPDS-NG data entry.

  6. Why NBA First? • Aside from other competing RBA development initiatives, the NBA was significantly further ahead with respect to the fact that TOS was already capturing much of the required FPDS-NG reporting data on the SF-279. • The approach developed for the NBA will next be incorporated into RBA later in 2010.

  7. Project Benefits • Provide seamless integration with FPDS-NG • Improve the data entry work processes • Increase overall organizational compliance with FPDS-NG reporting requirements • Provide greater management visibility for compliance with Federal Regulations

  8. Project Assumptions • FEDSIM Acquisition users will already have an active FPDS-NG User ID • Existing orders in the TOS will be up-to-date in FPDS-NG • Functionality will not be provided to correct or delete data previously entered manually into FPDS-NG

  9. System and Process Changes

  10. System Changes – TOS SF 279 • The TOS SF 279 is being retired for new order requests: • With the exception of a change in 2009 to accommodate ARRA reporting requirements, this document has not been updated since FPDS-NG v1.0. • Many FPDS-NG data elements required today are not reflected in the SF 279. • While the SF 279 has been retired for new order requests, the SF 279 folder for orders awarded prior to the FPDS integration will be retained.

  11. System Changes – New FPDS-NG Form • The new FPDS-NG Form will provide the platform for reporting award data to FPDS-NG.

  12. System Changes • Through the use of a common web service, this solution will be bringing FPDS-NG to the user vice the user having to remember to go to FPDS-NG post award.

  13. Process Changes • Today: • TOS aggregates as much data as possible throughout the workflow and pre-populates the SF 279. • The CS must then complete the SF 279 data entry before submitting for award. • The CO must also process the SF 279 before awarding the order. • Post award, the CS (or other designee) must manually re-enter the entire SF 279 into FPDS-NG. • Tomorrow: • The entire FPDS-NG process will be moved post award. • TOS will continue to aggregate data, but will send it to FPDS-NG vice to the SF 279.

  14. FPDS-NG Reporting Process

  15. FPNG-NG Reporting Process • TOS will now transmit data directly to FPDS-NG through the use of a common web service.

  16. FPDS-NG Reporting Process • Upon award, through the web service, TOS will send the procurement data that it has collected to FPDS-NG creating a draft award. • Upon successful data transmission, TOS will create an FPDS-NG reporting action item assigned to the CO and CS on the order. • The CO and CS will both receive a notification of this new action item. • When the user opens the action item, they will be navigated to the FPDS-NG form. Through the web service, TOS will populate the form with the draft award data that was submitted upon award. • The user will then open an FPDS-NG window and complete the remaining data entry reporting requirements. • When data entry is complete, FPDS will validate the data and return error messages when indicated. • When the data has been successfully validated, TOS will change the action item status from Draft to Validated. • The CO will open the validated action item and review the entered data. If corrections are needed, the CO will be able to make these corrections and revalidate the data. If corrections are not needed, the CO will press the Approve button. • When approved, TOS will close the action item and through the web service cause FPDS-NG to change the status from Draft to Final.

  17. FPDS-NG Action Item Notification

  18. FPDS-NG Action Item Notification • When the CO awards the task order, an FPDS-NG Action Item will be created for both the CO and the CS. Each will also receive and e-mail notification informing them of the new action item. • Additional notifications will be sent to the Service Desk when the system detects that an FPDS submission did not occur due to a communication or data validation error.

  19. FPDS-NG Action Item Assignment

  20. FPDS-NG Action Item Assignment • It is important to note that the FPDS-NG action item will be assigned to the CS who submitted the order request package for award and the CO who actually awarded the order. • TOS will use the signature names shown on the Order Request Summary Document for assignment. These names MAY DIFFER from the CS and CO on the Points of Contact Document.

  21. FPDS-NG Action Item Counters

  22. FPDS-NG Action Item Counters • Contracting Officers and Contract Specialists will notice the FPDS-NG Action Items counter located with their other Packages Awaiting Attention counters. • This counter will increment with each new action item and serve as a link to display the My Orders with Pending FPDS-NG Forms view.

  23. FPDS-NG Action Item Views

  24. FPDS-NG Action Item Views • When the CO or CS clicks on the FPDS-NG action item, they will be navigated to the My Orders with Pending FPDS-NG Forms view. This view will only show FPDS-NG action items that have been assigned to that individual.

  25. FPDS-NG Action Items – All Views • The All Orders With Pending FPDS-NG Forms View is provided to all contracting personnel and FEDSIM managers (GM, SD) to view the total number of pending FPDS-NG action items. • This view replaces the old All Orders with Pending SF 279s View and will now clearly show the total number of awarded actions where FPDS-NG reporting has not been completed. The view is accessible when the user clicks on their FEDSIM Acquisition All View Link. • Note: Although non-contracting personnel can access this view, they WILL NOT be able to access the FPDS-NG form. This functionality is restricted to only those personnel with FDPS-NG user accounts.

  26. FPDS-NG Action Items – All Views

  27. FPDS-NG Action Item Status

  28. FPDS-NG Action Item Status • An FPDS-NG action item may be assigned one of four statuses: • Draft • Validated • Not Submitted • System Error

  29. FPDS-NG Action Item Draft Status • When the CO awards a task order and TOS is able to successfully submit data and create the FPDS-NG draft award, an action item will be created and placed in a Draft status. • This status is indicative of a new submission or an action item where data entry may be in-process but has not yet been validated.

  30. FPDS-NG Action Item Validated Status • When the CO or CS completes the FPDS-NG data entry process and successfully validates their submission, the action item status will change from Draft to Validated. • Action items will remain in a validated status until approved by the CO or re-edited by the CO or CS.

  31. FPDS-NG Action Item Not Submitted Status • There will be instances where TOS may be unable to complete the submission of draft award data to FPDS-NG. These may include: • The CO does not have a valid FPDS-NG account • The Contract for an original award has not yet been entered into FPDS • The original order for a modification award has not yet been entered into FPDS • FPDS is off-line • If any of the above conditions exist, FPDS will still create an action item, but it will be given a Not Submitted status. This status is indicative that off-line action may be required to remediate the situation before the award data can be resubmitted. • When an action item in this status is opened, TOS will display an error message indicative of the problem encountered. Once the problem has been corrected, the user will have the ability to resubmit the data.

  32. FPDS-NG Action Item System Error Status • Similar to FPDS action items that are in a not submitted status, the System Error status is indicative of a data transmission error, but not one where the user will have the ability to correct. • When a system error is detected, the Service Desk will be notified and they will research the issue and develop a remediation approach. • If needed, the CO will be contacted to help with the remediation. • Once resolved, the Service Desk will resubmit the award data to FPDS-NG.

  33. Opening an FPDS-NG Action Item

  34. Opening an FPDS-NG Action Item • Once navigated to one of the FPDS-NG Action Item views, the user will click on the view link for the action item and be navigated to the FPDS-NG form for the awarded order. When the form is opened, it will display the draft FPDS-NG award data that was transmitted at award.

  35. Opening an FPDS-NG Action Item • When a CO opens the action item, they will be presented with both the Edit and Approve buttons as shown below. The Approve button, however, will be disabled until all required FPDS-NG data has been entered and validated.

  36. Opening the FPDS-NG Form

  37. Opening the FPDS-NG Form • When the Edit button is pressed, through the web service TOS will launch and display the FPDS-NG data entry form.

  38. Opening the FPDS-NG Form • Users familiar with FPDS-NG will notice that they DO NOT have the ability to navigate elsewhere within the FPDS application. • Until this window is closed, the user will be logged into and interacting directly with FPDS-NG for this awarded order only. • The FPDS-NG fields, lookups and data requirements are specific to FPDS and not controlled by TOS.

  39. FPDS-NG Data Entry and Validation

  40. FPDS-NG Data Entry and Validation • The FPDS-NG data entry process should be familiar and is not the focus of this training: • Users must: • Complete all required (orange)fields for the procurement. • Save Draft and validate. • Fix any errors and save draft and validate again until no errors remain.

  41. Closing the FPDS-NG Form • When data entry has been completed, or when the user wants to return to TOS, they must click on the Close Window button located in the upper right corner of the FPDS-NG window. • Since FPDS-NG is very unforgiving with respect to saving data, whenever the user clicks on the Close Window button, TOS will display the following message. If the user needs to save data that they have entered, they must click on the FPDS-NG Save Draft button before closing the FPDS-NG window.

  42. FPDS-NG Approval

  43. Approving the FPDS-NG Form • Users familiar with FPDS-NG will have noticed that the FPDS Approve button has been rendered non-functional within the FPDS window. This is by design and is intended to preserve the data entry and approval process that has been used on the TOS SF 279 document. • Both Contract Specialists and Contracting Officers will have the capability to enter and validate FPDS-NG data, but the ability to approve has been restricted to Contracting Officers only.

  44. Approving the FPDS-NG Form • The approve button on the TOS FPDS-NG form will only be visible to Contracting Officers and will only be functional when the FPDS-NG form has been validated.

  45. Approving the FPDS-NG Form • The Contracting Officer may review the TOS FPDS-NG form prior to approval, but the data displayed on this form is representative of the FPDS database values that will be stored by FPDS and may not be descriptive enough to easily comprehend. • Contracting Officers are recommended to press the Edit button to review the full text entries for the data previously entered on the FPDS-NG form. • As with the old TOS SF 279, if the CO makes any changes on the FPDS-NG form, they must first re-validate before being allowed to approve the form.

  46. Approving the FPDS-NG Form • Contracting Officers should have thoroughly reviewed the FPDS-NG form before pressing the Approve button. • TOS will not present the user with a challenge message. If the FPDS-NG data has been validated, pressing the approve button will immediately change the status of the form from Validated to Final. • When the FPDS form gets its Final status, TOS will display the View FPDS-NG Form button allowing the user to view the FPDS form in a read-only mode.

  47. Closing the FPDS-NG Action Item • No additional action is needed to close the FPDS-NG action item. • The act of approving the FPDS-NG form will close the action item removing it from all pending FPDS-NG views.

  48. FPDS-NG Prerequisites

  49. FPDS-NG User IDs • The FPDS-NG integration with TOS Next requires that the user already has an established and active FPDS-NG user ID. • When the CO presses the Award button, TOS will be passing the CO’s FPDS-NG ID through the Web Service. If the user does not have an FPDS-NG ID or if the ID is inactive, the draft award data will not be submitted. • When the user (CS or CO) presses the Edit or Approve button on the FPDS-NG Form, TOS will be passing that user’s FPDS-NG ID through the Web Service. If the user does not have an FPDS-NG ID or if the ID is inactive, the user will not be allowed to proceed with data entry or approval.

  50. Reporting Original Awards • When the CO is awarding an original task order, TOS will pass a small set of data to FPDS-NG through the web service. This data informs FPDS-NG that it is about to receive draft data for an original award. • FPDS-NG will only accept this data if the Contract Number on the order has already been established/entered into FPDS-NG. • If the contract is missing in FPDS-NG, an error message will be generated and the FPDS-NG action item will be placed in a Not Submitted status. • It will be incumbent on the responsible user to log directly into FPDS-NG and establish this contract (IDV). Once this has been completed, the procurement data for the task order can be resubmitted.

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