Expanded Funds Management (EFM) Training: GSA Clients

1. Expanded Funds Management (EFM) Training: GSA Clients

2. EFM Client Training Glossary

3. EFM Client Training Glossary cont.

4. EFM Business Drivers • Mitigates audit risk by tying specific funds to specific performance periods • Allows order funding to be differentiated (tagged); i.e. Cost to GSA and GSA Fee can be funded from different sources and tracked separately. • Allows the total ceiling amount of an order to be tracked • Allows for identification of task item expiration dates, i.e. base and option years may be entered upon initial order creation but not exercised until a future date.

5. Constraints • EFM flat file transmissions to financial system of record do not change with EFM • Each order will continue to have a maximum of 796 subtasks (citation obligations) • Task items will be used sparingly primarily for the purposes of funds integrity *EFM structure requires thought and is not system generated

6. RBA Workflow EFM Impact EFM – Client Impact

7. Major EFM Requirements • Ability to plan, fund and award at task item level • Greater reporting and planning capabilities • Identify the entire order up front • Ability to fund Cost and GSA fee separately • Fund GSA fees portion of order with a different citation • Bill client funds according to client’s requirements • Ability to charge the client a fee • Charge the client for procurement legwork • Charge the client a fee independent from contractor work delivered

8. Task Item • A task item is a specific itemized task that belongs to an order • Can be base year, option years • Can be identified by client funding • Each order consists of at least one task item • Task items should be used sparingly (work multiplier) An order is not an order without its task items The task items belonging to an order make up the order

9. An Order can have multiple task items…

10. Pre-EFM Order Attributes

11. Post-EFM Order Attributes

12. Task Item Attributes These task item attributes are for task items of Type COM, FFP, or LAB

13. Post-EFM Order Attributes • Order level values derived from task item values: • Type → based on task items awarded on basic order mod 00 • POP / Delivery Dates → based on minimum and maximum dates • BFY → based on maximum BFY of all awarded task items • Cost to GSA → the sum of all awarded task item Cost to GSA amounts • Fee Amount → the sum of all awarded task item Fee amounts

14. Funding Cost and Fee Separately • EFM allows the “Cost to GSA” portion and the “GSA Fee” portion of the task item to be funded by different citations, if desired • Concept has a direct impact on migration and additional activities

15. Funding a Task Item Example 1: mix and match Example 2: bill entire fee amount to a different citation

16. Fee-only Task Items • GSA users can add a Fee-only task item to an order when they set the GSA charges on task items during edit of the: • Market Analysis • Directed Buy • Order Modification • Fee-only task items are: • Not displayed to contractors • Ready to be billed any time after PO is awarded • Fees will be applied in accordance with signed Interagency Agreements

17. Fee-only Task Item Attributes • Fee-only Task Items have: • Drop-down list of description options: • Initial Award Fee • Consulting Fee • Mod Award Fee • Other → user enters their own description • Billing Preference – Users can select how they wish to bill the client the fee: • Bill entire amount • Bill according to CSR comments (schedule) • Fee-only Task Items do not have: • Contractor Proposed Amount → $0.00 • Cost to GSA → $0.00 • Selectable Type of Charge → always Flat Fee • POP/Delivery Date → not being delivered by contractor

18. Pre-Award Process Clients can view the order in ITSS as the order goes through the procurement process

19. COI Privileges *Clients no longer have the ability to create or edit a COI **Contractors may view if they are on the BOMSOW Contractor List

20. BOMSOW Privileges *Clients no longer have the ability to create or edit a BOMSOW **Contractors may only view pre-award if on Contractor List

21. Awarded BOMSOW / Bottom of form / Client user / View mode Item No. uniquely identifies the task item View all of the task items on the order. Active task items are funded and awarded on the basic order leg. Inactive task items may be activated and thus funded and awarded during an Order Mod in the future. Any combination of COM, FFP, and LAB task items can be added to the BOMSOW. Fee-only Task Items can be added on the Directed Buy, Market Analysis, or Order Mod.

22. RFQ / Client user / View mode Task Items are displayed on the RFQ for bidding at the task item level

23. Quote / Client user / View mode View Quote Amounts per Task Item

24. Quote Selected on Market Analysis / Client user / View mode Task Items are displayed on the Dollars Subform

25. Purchase Order / Client user / View mode Task Item detail will be displayed as a grid in the schedule section of the purchase order form

26. Acceptance Information Documents within the Post-Award Workflow Context GSA users do not have to wait for clients to give Client Authorization to proceed. GSA users can give Final Authorization as soon as the Acceptance Information document is submitted.

27. ITSS Acceptance Info Privileges *GSA User can edit if Acceptance Info status is NOT Accepted, Partially Accepted or Rejected **Client & Contractor can edit if status is ‘Client Acceptance Requested’

28. Acceptance Information Document / Top 1/2 of form / Client user / Edit mode When the client accesses the Acceptance Information they have the ability to accept, partially accept, or reject the AI document. GSA users give final acceptance on AI documents. Client acceptance is not systemically linked to GSA final acceptance. If partially accepting the invoice then clients are required to enter Client Partial Accepted Amount for each task item Clients are displayed the task items in a table with their corresponding task item invoice amounts. Client Task Item Invoice Amounts include the GSA Fee amount per task item.

29. Acceptance Information Document / Bottom 2/2 of form / Client user / Edit mode Invoice Date is the date of the invoice Date Received is the date that the client received the goods/services. Services are received the last day of the service month. Goods are received on the day the goods are signed for. Date Accepted is the date the client accepts the goods/services. Should be within 7 days of the date received.

30. Acceptance Information Document / Bottom 2/2 of form / Client user / Edit mode Client Authorization (aka Client Acceptance) is all or nothing: the user can accept the entire AI doc or the user can reject the entire AI doc. If the user wants to accept a single task item invoice amount but reject another then they must select Client Partial Acceptance and populate the accepted task item Client Partial Acceptance Amount with the full task item amount and populate the unaccepted task item Client Partial Acceptance Amount with either zero or a portion of the full amount. Click Submit to validate the amounts, save the data, and send the AI doc to GSA for final acceptance

31. Acceptance Information Submission Confirmation / Client user Upon successful validation and submission of the form, the user is displayed a confirmation page. The Acceptance Information document status will update to GSA Acceptance Requested and will appear as an action item on the CSR’s homepage Action Item list.

32. Acceptance Information Document / Top 1/3 of form / GSA user / Edit mode View information about the order View the Acceptance Information status Verify and/or enter the required AI information. If the AI document has Client Authorization then the AI document will be populated with data entered by the client.

33. Acceptance Information Document / Middle 2/3 of form / GSA user / Edit mode View Acceptance Information values per task item as entered by the user who initially submitted the AI document and Client Partial Accepted Amounts if entered by the client • If partially accepting the invoice then a Partial Amount Accepted is required for each task item. For each task item, the Partial Amount Accepted value can be: • $0.00 • between $0.00 and the full Contractor Invoice Amount for the task item • the full Contractor Invoice amount for the task item Click the Calculate button to calculate all the AI Totals

34. Acceptance Information Document / Middle 2/3 of form / GSA user / Edit mode GSA users can recommend how the client should be billed per task item. To recommend billing amounts per citation, click on the blue twistie of the corresponding task item to expand the available obligations. Recommendations entered on this page will flow down to ITOMS during invoice processing. Citation information for the task item will be displayed below the task item in a table. For each citation the user can indicate the amount of the Task Item Cost to Client that should be billed towards the Cost and Fee. Click Calculate to run validations against the data to ensure that the billing recommendation is inline with the obligation amounts

35. Acceptance Information Document / Bottom 3/3 of form / GSA user / Edit mode If client enters the dates then they will be populated for edit by the GSA user Final Authorization (aka GSA Final Acceptance) is all or nothing: the user can accept the entire AI doc or the user can reject the entire AI doc. If the user wants to accept a single task item invoice amount but partially accept or reject another then they must select Partial Acceptance and populate the Partial Amount Accepted field for each task item. Click Submit to validate the amounts and save the data. If Final Authorization is Accepted or Partial Acceptance then the Invoice will flow down to ITOMS for further processing.

36. Acceptance Information Submission Confirmation / GSA user Upon successful validation and submission of the form, the user is displayed a confirmation page. If the Acceptance Information document is matched to an Imported Invoice and the GSA Final Authorization is either Accepted or Partial Acceptance then the Invoice (with AI document information) will flow down to ITOMS for Invoice Processing.

37. Order Mods Within the Post-Award Workflow Context Clients can view the order in ITSS as the order goes through the Order Modification process

38. Order Modification Privileges *Clients and Contractors no longer have the ability to propose or edit existing Order Mods

39. Questions & Support • For questions regarding AAS Policy please contact randy.matlack@gsa.gov, gale.greenwald@gsa.gov, or robert.niewood@gsa.gov • For questions regarding the RBA EFM Client training module please contact RBA Technical Support: • Phone: (877) 243-2889 • Email: helpdesk@gsarba.com