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EFM - Efficient Funds Management: Overview, Training, and Business Drivers

Learn how Expanded Funds Management (EFM) mitigates audit risk, allows for differentiated order funding, and tracks total ceiling amounts. Gain greater reporting and planning capabilities and charge clients according to their requirements.

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EFM - Efficient Funds Management: Overview, Training, and Business Drivers

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  1. Expanded Funds Management (EFM) High Level Overview EFM Training

  2. 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.

  3. 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) *EFM structure requires thought and is not system generated

  4. RBA Workflow EFM Impact

  5. NEAR and VITAP Flat Files • With EFM there are no changes to the Flat File structure for transmission of data to other GSA feeder systems, including NEAR and VITAP. • Since there are no changes to the Flat File structure there are no changes to the View NEAR Validation Errors Module.

  6. 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

  7. 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

  8. An Order can have multiple task items…

  9. Pre-EFM Order Attributes

  10. Post-EFM Order Attributes

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

  12. 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

  13. 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

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

  15. 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

  16. 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

  17. ITOMS PDFs that display Task Item Data

  18. 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 EFM Overview training module please contact RBA Technical Support: • Phone: (877) 243-2889 • Email: helpdesk@gsarba.com

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