What’s New in SR15

1. What’s New in SR15 SPS Spotlight Series November 2014

2. Overview • What’s New in SR15? • What’s New in SR15a? • Questions & Answers

3. What's New in SR15 • Enhancements and Modifications • 23 new ECPs (Engineering Change Proposals) • Including several Technology upgrades • New software versions • PD2 v4.2 Increment 2 SR15 • FPDS Engine v3.7 • PD² Adapter v3.2 • SPS-C v1.7 • PD2 Document Transfer Utility v5.0 • PD2 Archiving Utility v6.0 • SPS Award Pre-Validation (SR15a) • Erroneous PD² Clause Functionality with Multi-Modifications Updated (SR15a)

4. What's New in SR15 • Automated EDA Attachments • SPS will automatically create EDA files for attachments included in Section J during document generation. • Attachments included in section J will be written out in their native format. • Valid formats: BMP, DOC or DOCX, HTM, HTML, JPG, MSG, PDF, PPT or PPTX, RTF, TIF, TXT, XLS or XLSX, MPP, VSD or VDX • The section J attachments are automatically sent to GEX (Global Exchange System) through a different channel than the contract .idx and .ps data. • These files (with their appropriate file extension) will be output to a separate EDA attachments folder. • The SA needs to contact their GEX Administrator to configure the additional channel.

5. What's New in SR15 • Automated EDA Attachments • Upon release, an Attachments folder is created in the specified EDA path.

6. What's New in SR15 • Automated EDA Attachments • New attachment types will be added to the attachment information Classification drop-down. Classification will be required for all new imported attachments.

7. What's New in SR15 • BPA/BPA Call/BPA Call Modification • This enhancement will update the BPA Master Agreement, BPA Calls, and BPA Call Modifications. • The BPA Master Agreement will have the GSA schedule number which will be provided to FPDS-NG to support Multiple Award Schedule (MAS) contracts.

8. What's New in SR15 • BPA/BPA Call/BPA Call Modification • Users will have the option to create a BPA Call on a SF 1449 or DD Form 1155. • The BPA Call Modification will use the SF 30. • The system will no longer allow the creation of BPA calls in the previous version of the form. • The system will display BPA Calls created prior to upgrade in the previous version of the BPA Call form. The existing BPA calls will be able to be updated, released and modified.

9. What's New in SR15 • BPA/BPA Call/BPA Call Modification • The system will allow users to create a new BPA Call SF 1449 and BPA Call DD Form 1155 from a BPA Master Agreement that was created prior to the upgrade

10. What's New in SR15 • Construction Format • A new CSI format (Construction Specifications Institute) will be added as the CSI 2012 format. • The current CSI format will be deprecated and will not be available for selection on new documents. Past documents created in the deprecated CSI format will continue to be displayed in that format. • The CSI 2012 format will be the designated default format for new construction documents. The existing document data will be reorganized into the CSI 2012 format. • The current PD² functionality related to how document formats are assigned to documents will not be modified as part of this enhancement.

11. What's New in SR15 • Construction Format

12. What's New in SR15 • Currency Code • This enhancement will add ISO 4217 Currency Code and Currency Description information as standard data. • Users will no longer be permitted to add, edit, or delete standard currencies. • Existing documents will not be affected but new documents will only be able to be created using the standard list of currencies. • Users will continue to be able to modify the currency symbol and exchange rate for the standard currencies.

13. What's New in SR15 • Currency Code • The Currency Task before the upgrade.

14. What's New in SR15 • Currency Code • The Currency Task after the upgrade.

15. What's New in SR15 • DoDAAC vs. UIC • This enhancement will update PD² by re-labeling the current DODAAD/UIC/DODAAN and UIC as DoDAAC in the PD² GUI. • In addition, UIC will be changed to DoDAAC in generated documents displaying that information.

16. What's New in SR15 • Defense Priorities and Allocations System (DPAS) Rating • This enhancement will update PD² to perform a validation on the DPAS Rating when it is populated on a contract. • The validation will ensure the DPAS Rating has been entered in the correct format. • An invalid format will result in an error during pre-approval checks and prevent the document from being released.

17. What's New in SR15 • Freight On Board • This enhancement will update the PD2 FOB list to match the list in the Procurement Data Standard (PDS). • Any new line items will only be able to select from one of the active entries in the database. • Entries marked as deleted will not be available for selection on new line items but will continue to be available on existing line items that had previously selected an FOB deleted entry. • Modification documents will carry forward the FOB entry currently defined on the conformed version of the document.

18. What's New in SR15 • Freight On Board

19. What's New in SR15 • Incentive Line Item De-obligation • This ECP corrects an existing issue in the system. • PD2 will be updated so that the funding of informational Fixed Priced Incentive (FPI) or Cost Plus Incentive Fee (CPIF) line items/subCLINs is not de-obligated when a user navigates to the Pricing tab of one of these line items on a modification without making changes. • The message stating that the cost of the line item has been modified will no longer be issued when no cost changes are made.

20. What's New in SR15 • KO Warrant • This ECP corrects two existing issues in the system. • PD² does not allow a modification to be released if the total changed amount of the modification exceeds the contracting officer’s warrant. • PD² will be updated so that the validation will be performed against the net change of the modification’s value rather than the total changed amount. This will allow a modification to be released if the net change of the modification’s value does not exceed the Contracting Officer’s warrant. • During finalization of a CAR for modifications with a CLIN Indefinite Delivery Contract (IDC) type of N/A, validation is performed against the total value of the contract instead of the net changed amount of the modification. • The validation will be changed to check the net changed amount of the modification, rather than the total value of the contract, during finalization of the CAR. As a result, the system will allow the CAR to be finalized if the net changed amount of the modification is within the user’s warrant.

21. What's New in SR15 • Labor Rates • This enhancement will update PD² to provide the ability to enter labor rates for priced line items that have a line item contract type of Labor Hours (“LH”) or Time & Materials (“T&M”) on awards, agreements, orders, and their modifications. • The system will prevent release of an award, agreement, or order having a priced LH or T&M line item without a labor rate schedule. • A new system administration task will be added where the user can add, edit, or delete a predefined set of labor categories, which can be either active or inactive. Users will be able to view the active, the inactive, or all entries.

22. What's New in SR15 • Labor Rates If no Labor Rates have been established, the Labor Rate Schedule window will be blank.

23. What's New in SR15 • Labor Rates Labor Rates are established via the Labor Category task in System Administration.

24. What's New in SR15 • Local Info Fields • Currently, the concurrent modification alignment process does not update draft concurrent modifications with the line item local info fields from the conformed modification. • PD² will be enhanced so that the concurrent modification alignment process updates the draft concurrent modification with the line item local info fields from the conformed modification. • This applies to purchase request modifications, solicitation amendments, and contract modifications. • Existing functionality will remain that if a user has specifically modified one of the fields eligible for alignment with the conformed modification, that field will not be updated with the value from the conformed modification.

25. What's New in SR15 • Office 2010 Support • This enhancement will certify that Microsoft Office 2010 is compatible with the SPS Product Suite. • The enhancement also addresses currently known PD² Client issues with Microsoft Office 2007. • Known Issues with Microsoft Office 2007 FAQ, KB ID #9533 on the SPS Knowledge Base. • In SR15, Microsoft Office 2007 and Microsoft Office 2010 will be the only supported versions of Microsoft Office. • Microsoft Office 2010 is backwards compatible with earlier versions of Microsoft Office; however, it may be necessary to adjust the File Block Settings. • The “compatibility mode” feature will no longer be required.

26. What's New in SR15 • PKI Enabling PD2 Client • This enhancement will update PD² to provide Public Key Infrastructure (PKI) based authentication for the PD2 client. • This will allow users to log into the PD2 client application using their Common Access Card (CAC). • Upon the first CAC based login the PD2 user will be required to self-register their CAC credentials to a valid PD2 user. The CAC credentials will be stored in the database and mapped to the corresponding PD2 user. • Once a user is registered as a CAC user in PD2, the user will not be able to use the traditional user name/password method to log into the system. • If a user is issued a new CAC, an SA will be able to deregister and decouple the CAC credentials for existing CAC users through the PD2 client application. • A previously registered PD2 user who has been deregistered and given a new working password will only be given access to re-register their CAC credentials.

27. What's New in SR15 • PKI Enabling PD2 Client • CAC based login will be provided in addition to the traditional PD2 user name / password based login. • Users who will not use CAC based authentication for accessing PD2 will continue to use their traditional PD2 user name / password to log in to the PD² client application.

28. What's New in SR15 • PKI Enabling PD2 Client

29. What's New in SR15 • Quantity and Unit of Measure • This enhancement will update PD² to prevent release of a contract if a priced CLIN or subCLIN with a delivery schedule or period of performance does not have a quantity and unit of measure specified. • In addition, the system will not allow a contract to be released if the unit of measure is specified on both an informational parent CLIN and its priced subCLINs or a priced parent CLIN and its informational subCLINs. • Warnings will be issued on pre-approval.

30. What's New in SR15 • SF30 Authority • This enhancement will update PD² to require that Block 13 of the SF 30 form specifies the type of modification and authority. • Block 13 must be populated in order to release the modification and if check box A, C, or D is selected, the corresponding text field must also be populated. • Warnings will be issued on pre-approval.

31. What's New in SR15 • SF30 Authority, Block 13

32. What's New in SR15 • Size Standard • PD² will be enhanced to add NAICS and Size Standard data fields at the document level for all solicitation and award level documents. • Based on the NAICS selected at the document level PD² will populate the associated Size Standard value. • When clause 52.204-8, Annual Representations and Certifications, is used on a document, PD² will populate the NAICS and Size Standard fill-ins automatically with the document level information. • This enhancement will add Size Standard information as standard data. This will include the Size Standard value associated to applicable NAICS codes as well as a categorization of the Size Standard as either “Employees” or “Annual Receipts”.

33. What's New in SR15 • Size Standard

34. What's New in SR15 • Small Business Indicator • This enhancement will update PD² to allow the user to set the vendor size on a document and will require the user to select the vendor size in the Document Classification window before releasing a document. • The PD² Application will be updated to advise the user of the vendor size ("Small" or "Other Than Small") when a user runs the pre-Approval checks.

35. What's New in SR15 • Small Business Indicator

36. What's New in SR15 • Tax Identification Number • This enhancement will update PD² so that vendor data can only be saved if the value entered in the Tax Identification Number field is in the correct format. • The Tax Identification Number field is not a required field, but will be validated if populated. • As part of the upgrade/install process, scripts will be run to delete all incorrectly formatted TINs that currently exist in the system and a report will be generated identifying the affected vendors.

37. What's New in SR15 • Tax Identification Number • A script will be added to the Script-Aid utility to hide the Tax Identification Number field from the Vendor Maintenance window for those sites who do not want the field visible to users. • After the upgrade, site system administrators can contact the SPS Help Desk for a code to run the script. • Sites will also have the option of re-enabling the Tax Identification Number and Tax Exemption Code fields through Script-Aid.

38. What's New in SR15 • Unit of Measure • This enhancement will add new Unit of Issue / Unit of Measure Descriptions and Codes to the system based on a list supplied by the JPMO. • Any Units of Issue currently in PD² that are not in this list will be flagged as deleted. • The deleted Units of Issue will continue to be available in existing documents if already selected, but will not be available for selection on new document line items. • Unit of Issue values will later be maintained as part of standard data. • The PD² application will also be updated to remove the Unit of Issue task in system administration to prevent any changes to the new values.

39. What's New in SR15 • Install SPS in Alternate Location • This enhancement will update the PD2 client installer to allow the installation in an alternate location as specified by the user. • Currently, the PD2 client installer does not allow an alternate location to be selected during the installation process. The files are installed by default in the location defined in the Operating System environment variable for Program Files, typically C:\Program Files. • For existing installations, the PD2 client installer will allow the installation to be moved to a new location, if desired.

40. What's New in SR15 • Technology Upgrades • Internet Explorer 9 and jConnect v7 Support • Java 7 Support • PowerBuilder 12.5 Upgrade • Sybase ASE 15.7 Upgrade • Windows Server 2008 R2 Support

41. What's New in SR15a • SPS Award Pre-Validation • PD² has been enhanced to provide the ability for users to send a contract document to an external system (e.g., the General Fund Enterprise Business System - GFEBS) for validation prior to release. • Modifications include a new standard approval template that triggers sending of the draft contract document to the external system. • Upon receipt of response from the external system, SPS is updated with the appropriate status and the user is notified via PD² sticky note the status of this contract document.

42. What's New in SR15a • SPS Award Pre-Validation • PD² has been updated to validate that failures have been addressed prior to releasing the contract document. • Contract documents cannot be released with an “ERROR” or “UPDATED” status. • Documents with a “WARNING” status send a warning to users but the system does not prevent users from releasing a contract document with this status.

43. What's New in SR15a • Erroneous PD² Clause Functionality with Multi-Modifications Updated • Previously, when creating a multi-modification against delivery orders, contracts or agreements containing clauses, the clauses would display as added and then deleted in the multi-modification Summary of Changes even though no changes were actually made. • PD² has been updated such that no changes display. • This update addresses SCR number 140723-094700-SP.

44. Questions & Answers:

45. Q&A • If the external BPA shell was created using the DD1155, will the user be able to create an SF1449 BPA Call? • Yes; however, it isnot advisable. Should you really co-mingle commercial and non-commercial BPA Calls in the same document chain? • Any idea when SR15 is going to be deployed? • SR15 is currently being installed at several sites. Depending on where your database resides (e.g. ALTESS), deployment will have several factors. Please discuss with your upper management. • We have GEX/DLAT channels now so we'll need a new channel to send attachments to EDA? • Yes. Anew channel must be setup. • For orders that do not follow the UCF, i.e. commercial orders on a 1449, will attachments still post to EDA? • Yes. Even though the 1449 Format does not contain a section named SECTION J, a list of attachments are included in the CONTINUATION SHEET section. Just to clarify, the attachments will be created in the specified location for posting to EDA and not posting directly to EDA.

46. Q&A • In the past, we were told image files inserted within the system, i.e., within a PWS, would crash the adapter. It appears you can now include images as attachments and not crash the adapter. Can you confirm? • Attachments are defined as files attached to the source document externally not inserted within the document via the Clauses tab. The documents listed in SECTION J are processed for EDA transmission. • Our computers are currently on Win 7 32-bit OS with SR13a installed. We understand SR15 upgrade is a 64-bit version only. Will field units have to wipe Win 7 (32-bit OS) and re-install Win 7 (64-bit OS) before upgrading to SR15 on our existing computers? • According to the PD² v4.2 Increment 2 SR15 Hardware Software Specification document (KB ID# 14106), the Platform is x64 Processor and the Operating Systems are Windows 7 Professional x86 (32-bit) Family and Windows Server 2008 x86 (32-bit) Family.Note: x64 Processor does not equate to 64-bit OS.

47. Q&A • If you leave the SA Labor Category Fields blank and let the users create their labor category schedules, does the SA function collect the labor categories within the SA Function? Or will the SA Function remain blank? • After testing Labor Category function from within the document, the information does not back fill into the Labor Category task. The information remains in that document chain only. • Then the probability exists that you can have multiple versions of the same Labor Category i.e. Logistics Specialist, Log Specialist , Logistics Spec • The Labor Category task allows the site to create site specific and/or standard Categories, Rate Titles and Sub-Categories for the users to select on their documents. After selecting the category, the user will enter the dollar value. • PD² has MS office 2010 support, does this mean when you do add text in the clauses section Word 2010 will open up? • After adding the text on the Clauses tab via the [Add Text…], you must either highlight the placeholder then click [Edit] or double-click the placeholder to open in MS Word. • When do you plan to deploy MSOffice 13? • At present,this is slated for certification with SR16, but is still in planning.

48. Q&A • When selecting the NAICS on the Classification window, does the NAISC populate on the Line Item Detail, Description tab? • Negative. It does not fill into the line items. • Will the user be able to change the NAICS after the award is released? • Yes. This has been verified. • Does the Small Business Indicator populate automatically when synching with CCR? • No. This field must be populated by the user. • What if there is more than one NAICS on the award? • The contract specialist must make the final determination. As with FPDS-NG, the NAICS with the preponderance of the cost would be the logical choice. • Once your PD² account is CAC enabled, will a user still be required to change their password (that is after it has expired)? • When PKI is enabled, your password will automatically change every 30 days. Therefore, your password should never expire.

49. Q&A • What if a user gets a different CAC, will the admin have the ability to remove CAC certifications from an account? • The SA will deregister the user and the user will re-register the new CAC. • When exactly will the release occur with the login via CAC capability? • If you are referring to when the system will be updated to include this functionality will depend upon when your site/location has been upgraded to SR15 and when the system is configured as such - allowing CAC login. • Is there a special CAC registration for Dual Persona individuals? • The SR15 PD² application searches for all non-Email certificates during the CAC login or registration process.  All non-Email certificates are displayed and the user must select one certificate to continue the login or registration process.  CACI did not certify the functionality of Dual Persona CAC and therefore cannot speak to the functionality of the system.  It is possible that both the ID and PIV Auth certificates are displayed when using a Dual Persona CAC.  Assuming the PIV Auth certificate has the same functionality as the ID certificate, the user may select one of them for registration, and select the same certificate during the login process. • Will SA have the capability to change between CAC login and userid/password for any user, if any the user wants to go back to traditional userid/password? • Negative.

50. Q&A • Is there a plan to link the CAC to the signature to do away with the .BMPs for signatures? • At this time, this functionality does not exist, but may be a part of a future release. • If a user gets a new CAC Card what will be the process for updating the certificate? • A function within the System Administration utility will allow the Admin to temporarily disassociate the user's CAC, which will allow the user to then register their newly received CAC. Though the usermust always use a CAC once they go down that path. • How will PD² CAC login capability affect the need for unit IAO to have user complete DD 2875 (SAAR) for authorization access per Contract Action Plan guidance (CAP)? Will PD² internal controls for P/W change every 60 days no longer apply under CAC log in option? • Regarding authorization to access the system we would refer you to your local office/command. The CAC functionality in PD²simply provides an alternative method to access the system. The password will no longer be relevant for user's who are CAC registered in SPS. Therefore their password cannot be reset and is not known under the CAC.