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Creating and Establishing PD² Warrants

Creating and Establishing PD² Warrants. SPS Spotlight Series January 2014. Overview. Organization Maintenance What is a Warrant Warrant Task SPS – PD² Security Model (As it relates to Warrants) Proc Profile Task Warrant Dollar Limit Effect. Organization Maintenance.

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Creating and Establishing PD² Warrants

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  1. Creating and Establishing PD² Warrants SPS Spotlight Series January 2014

  2. Overview • Organization Maintenance • What is a Warrant • Warrant Task • SPS – PD² Security Model (As it relates to Warrants) • Proc Profile Task • Warrant Dollar Limit Effect

  3. Organization Maintenance • The System Administrator and users with access to the Organization Maintenance function through the Utilities menu can add, modify, approve or delete an organization. • When assigning Warrants to the users, the organization addresses should be entered first to ensure a smooth assignment via the Proc Profile task.

  4. What is a Warrant? • A warrant represents granted authority to obligate government funds. • Through warrant maintenance, various warrants may be established to grant different levels of authority to release documents. • The levels or combinations are • Award Type – 8 different types • Contract Type – 16 different types • Dollar Value Threshold – A specified value or unlimited

  5. What is a Warrant? • Award Type • PO • DO/TO • GSA FSS • Contract • BPA Master • BPA Call • Agreements • Telecom

  6. What is a Warrant? • Contract Type • FFP - Firm Fixed Price • FP-EPA - Fixed Price with Economic Price Adjustment • FP-EPA-T - FP-EPA for Telecom • FPI - Fixed Price Incentive • FP-PPR - Fixed Price with Prospective Price Redetermination • FCP-RPD - Fixed Ceiling Price - Retro Price Redetermination • FFP-LOE - Firm Fixed Price - Level of Effort • COST - Cost

  7. What is a Warrant? • Contract Type • CPFF - Cost Plus Fixed Fee • CPIF - Cost Plus Incentive Fee • CPAF - Cost Plus Award Fee • CS - Cost Sharing • T&M - Time and Materials • LH - Labor Hours • FPAF - Fixed Price Award Fee • LTR - Letter

  8. What is a Warrant? • Dollar Value Threshold • An entered amount • Checking the box for Unlimited

  9. Warrant Task • The Warrant Task is divided into two tabs that assist maintaining warrant information. • Warrant Types • Warrants

  10. Warrant Task • Warrant Types • A unique warrant code and description to identify each warrant. • Warrant types that already have warrants created for them cannot be deleted. • PD² prompts with a warning message if a warrant exists for the warrant type attempting to be deleted. • PD² does not allow the warrant type to be deleted until the warrant is removed in the Proc Profile task.

  11. Warrant Task • Warrant Types • Click [New]

  12. Warrant Task • Warrant Types • Enter the appropriate Code & Description

  13. Warrant Task • Warrant Types • New entry appears in the list. • Click the Warrants tab.

  14. Warrant Task • Warrants • Before a new warrant can be created, the warrant type must already be defined in the system. • The System Administrator can manage warrant information in the System Administration, Proc Profile task. • If updates are made to the user that result in a warrant being added or removed, the System Administrator should update the user in the FPDS-NG task and apply the updates to FPDS-NG. • When a warrant is deleted from the system, any user with that warrant associated in Procurement Profile no longer has a warrant and therefore does not have the authority to release any award or award modifications.

  15. Warrant Task • Warrants • To create a new warrant, click [New].

  16. Warrant Task • Warrants • From the Type drop down, select the appropriate type. • In the Description, enter an appropriate description.

  17. Warrant Task • Warrants • In the Award Type section, highlight the desired type. Then click the right arrow to move to the right panel. • In the Contract Type drop down, select the appropriate type.

  18. Warrant Task • Warrants • In the Dollar Value Limit field, enter the appropriate dollar threshold. • For Unlimited, check the box.

  19. Warrant Task • Warrants • Repeat this process until all desired combinations are entered. • There are a total of 128 different combinations between the Award and Contract types. (8 x 16 = 128)

  20. Warrant Task • Warrants • After clicking [OK], the new warrant appears in the list. • The warrant is NOT associated to any users at this point. The ProcProfile task links the warrant to the user.

  21. SPS – PD² Security Model (As it relates to Warrants) • The following is a graphical representation of the security model for PD². The diagram illustrates the process of building a security model for your system. Proc Profile task links the user with the warrant authority and the organization that issued the warrant.

  22. Proc Profile Task • A procurement profile defines the procurement related information about a user, including: • Address information • Contact information • Assigned DoDAANs • Warrants • Certifications • Areas of Expertise

  23. Proc Profile Task • The User Procurement Profile task is different from the User task, which contains specific system information about the user (login, password, menu & document access privileges). • The Proc Profile contains information automatically retrieved by documents, supports the release of awards and modifications using a warrant, and defines certifications and areas of expertise for workload assignments. • New users must be set up in the User task before completing the Proc Profile task. • The ProcProfile task links the user with the warrant authority and the organization that issued the warrant. • If you want to see how a warrant is assigned, please see the ProcProfile Webinar or outreach material.

  24. Warrant Dollar Limit Effect • How does the warrant dollar limit affect users if aggregate contract exceeds their authority ? • In SR14, if aggregate contract exceeds the user’s authority, whether by mod or not, the user should not be able to sign the item or the mod. This is a software issueas the amount of the mod does not exceed the user’s warrant level. • In SR15, this has been corrected. If a mod is written that when combined with the contract amount exceeds, the users warrant level, PD² will look only at the amount of the mod as written. The user will be able to release the mod.

  25. Warrant Dollar Limit Effect • Scenario • KO’s warrant is $1,000,000.00 • Contract is for $900,000.00 • Modification will add $200,000.00 • What happens when releasing the contract and the modification?

  26. Questions & Answers:

  27. Q&A • As it relates to the Warrant Code values, where are those values derived from? • Warrant Code values are based on each site’s setup and are issued by an appropriate authority at the site or the site’s command. The system does not have any preloaded values. • Is it possible for a user to have more than one (1) warrant assigned to their profile? • No, it is not possible for a user to be assigned more than one (1) Warrant. Each user is tied to one (1) Warrant and can only utilize that issued warrant. If necessary the Warrant itself should be adjusted according to the necessary authority. • How does the Warrant affect the FPDS-NG profile? • The user’s FPDS-NG profile is affected by the issuance of a Warrant. The KO option on the FPDS-NG profile is enabled (checked) in the associated user profile.

  28. Q&A • What is the workaround in SR14 for the software defect which affects the aggregate amount when signing documents which exceed the user’s warrant authority? • The issue in SR14 affects documents which exceeds the user’s warrant authority is due to a system defect. The workaround is to route the subject document to a user with higher warranty authority in order to sign the document. This issue has been addressed in a future release of the software, SR15. • Is it possible for a user to be issued a temporary warrant? • Yes, it is possible for a user to have his or her warrant temporarily increased to perform a desired action. This action must be authorized and conducted by a System Administrator to create and apply temporary Warrant authority.Note: A warrant or Certificate of Appointment is legally binding document that authorizes what instruments the appointee can sign/release. • Does the system utilize the Amount of Modification obligation or the overall Contract Value amount, or is it both? • The system compares the contract value (action amount along with other factors) against the user’s warrant.

  29. Q&A • User is inquiring about Grant Warrants and how they apply. • There are no such things as "grant" warrants. A warrant is a warrant and it spells out what you may do upon it. It will say "Grants" on it if that is all you can sign. • Regarding the system defect which affects user’s Warrant authority to release actions which exceed the aggregate amount, is this issue present prior to SR14? • Yes, this issue does exist prior to SR14 and affects users in the same way. This issue has been corrected in a future release of the software, version SR15.

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