eSRS Agency Day: Integrated Subcontract Reporting System

1. WELCOME to Electronic Subcontract Reporting System (eSRS)Agency Day

2. Electronic Subcontract Reporting System (eSRS) Agency Day June 9, 2005 Integrated Program Review

3. eSRS Agency Day Agenda • Welcome – George Ralis, Department of Commerce, OSDBU • Overview of IAE – Teresa Sorrenti, Director, Integrated Acquisition Environment (IAE) • SBA’s Role– Arthur Collins, Deputy Associate Administrator for HUBZone Program Small Business Administration • Introduction to eSRS – Paulette Widmann, Chair, Subcommittee on Subcontract Reporting and Acting Director, Dept. of the Navy OSADBU • eSRS Agency - What You Need to Know – Mara Grissom, Procurement Analyst, Procurement Information Management Systems, Dept. of Energy

4. eSRS Agency Day Agenda cont’d • 15 Minute Break - Everyone • eSRS Design Overview (Demo) – Ariel Friedler, Project Manager, Symplicity Corp. • FAR Changes and Lower-Tier Reporting – Robert Taylor, Subcontracting Program Manager, Small Business Administration • Q&A - eSRS and IAE Teams

5. eSRS Agency Day - Links Useful Links • www.esrs.gov • www.acquisition.gov E-mail • integrated.acquisition@gsa.gov

6. COCO Overview of Integrated Acquisition Environment (IAE) eSRS Agency Day Teresa Sorrenti Earl Warrington Integrated Acquisition Environment June 9, 2005

7. www.egov.gov Origination of eGov Projects • Summer 01-Cross-agency study of possible eGov projects to make better use of IT investments in the federal government • 10/01 President’s Management Council selected 24 E-Government projects • IAE comes under the GSA CAO • Reports to Acquisition Council for E-Government (ACE) for CAOC • Funded by all agencies

8. Vision Goals IAE Partner/OMB agreement Feb 2002 • A secure business environment that facilitates and supports cost-effective acquisition of goods and services in support of agency mission performance • Create a simpler, common, integrated business process for buyers and sellers that promotes competition, transparency and integrity. • Increase data sharing to enable better business decisions in procurement, logistic, payment and performance assessment. • Take a unified approach to obtaining modern tools to leverage investment costs for business related processes. A shared services environment

9. Objectives = Business Areas 1. BPN (Business Partner Network) -Deploy a single point of registration and validation of supplier data accessed by all agencies. Includes CCR, ORCA, eSRS (Electronic Subcontracting System). 2. Acquisition Information Reporting (AIR) - Implement a central point for consolidated collection and access of statistical and management information related to Government acquisitions. Includes FPDS-NG 3. eMarketplace - Create online directory of interagency contracts to simplify and facilitate leverage of Government buying. Includes: FedBizOpps, FedTeDS, WDOL.gov (Wage Determination Online). 4. IGT (Intra-governmental Transactions) -Transform intra-governmental ordering and billing, reduce payment and collection problems, and enable swift and accurate revenue and expense elimination processes for preparing consolidated financial statements. 5. Standard Transactions - Develop a standard glossary and vocabulary to facilitate exchange of data between and within agencies.

10. Austin Tetra IAE Architecture User Agency Back Office Agency Back Office Acquisition Central Intra-Governmental Transactions (IGT) Business Partner Network Industry Back Office eMarketplace Acquisition Information Reporting (AIR)

11. Contact Us –www.acquisition.gov Contact Information IAE Program Management Office Teresa Sorrenti 703-872-8610 Earl Warrington 703-872-8609 email: integrated.acquisition@gsa.gov

12. Electronic Subcontract Reporting System (eSRS)SBA’s Role In Agency Day June 9, 2005 Arthur Collins – Deputy Associate Administrator, HUBZone Program, SBA

13. Organizational Structure • IAE Management Chain: • Business Area – Business Partner Network • Agency Management Chain: • Small Business Administration (SBA) • Sponsoring Executive, Frank J. Lalumiere, Deputy, Government Contracting and Business Development • System Steward, Arthur E. Collins, Jr., Deputy Associate Administrator for HUBZone Program • Functional Owner, Robert C. Taylor, Subcontracting Program Manager • Contractor: • Symplicity Corporation, Inc.

14. System Features Business Processes: • Identifies contracts in FPDS-NG having subcontracting requirements. • Automates completion and submission of SF 294, SF 295, OF-312, and Annual SDB Breakout Report (NAICS sub sector). • Links subcontract reporting on individual contracts to prime contract number to facilitate lower-tier reporting.

15. System Features, cont’d… • Provides breakout of subcontracting data down to the buying activity level. • Generates standard and ad hoc reports. • Calculates achievements by two methods, % of contract value, and % of subcontracting. • Generates automatic reminder notices and delinquent notices.

16. System Features, cont’d… • Help: • On-line Context-Sensitive Help • apparent on the screen for each data field, as it is entered. • Critical Systemic Linkages: • Central Contractor Registration (CCR) • Federal Procurement Data System (FPDS-NG) • Government-wide agency hierarchy • DUNS numbers for prime contractors and subcontractors

17. Training • On-line computer-based training • Training tailored to type of user • On-line Help Tools and User Manual • Train-the-Trainer Concept • Agency Coordinators to facilitate supplementary training as necessary and appropriate • On-site training at contractors’ facilities via SBA’s Commercial Market Representatives (CMRs)

18. Critical Actions Ahead • Orientation and Training: • Industry Day, 6/30/05 • Participants at Industry Day disseminate guidance to corporate users • Use of System: • Selected large primes, July 2005 and continuing • All others, August 2005 and continuing

19. Critical Milestones • Testing and Acceptance: • Target: July 2005 • Initial Operating Capability Deployed: • Target: August 1-5, 2005 • Full Operating Capability Deployed: • Target: October 1 -15, 2005

20. In Conclusion… • Rapid Progress continuing on: • System Design and Development • Industry Day on June 30, 2005 • FAR case • Success of eSRS hinges on effective, timely implementation by Agencies • Review of FPDS/NG hierarchies • Communication/training for contracting officers • Communication/training for prime contractors

21. QUESTIONS/EXCITEMENT

22. Electronic Subcontract Reporting System (eSRS)Introduction to eSRS Agency Day June 9, 2005 In Paulette Widmann – Chair, Subcommittee on Subcontract Reporting and Acting Director, Dept. of the Navy OSADBU

23. Background • Initiative • Improve Small Business Subcontract Reporting • Deploy Government-wide Electronic Solution • Adopt E-Gov Guiding Principles – • Data is entered by the data owner • Data should only be entered once

24. Desired Enhancements • Subcontract Report for Individual Contract • Mandatory prime contract number • Total dollar amount of contract • System calculates percentage achievements • Include NAICS for SDB subcontractors

25. Desired Enhancements • Summary Subcontract Report • Include NAICS codes for SDB achievements • System calculates percentages • System calculates agency allocation for commercial plans • System accommodates MILDEP and ODA allocation for DOD comprehensive plans

26. Approach • Government-wide Team • SADBU, contract policy and IT members • Requirements definition • Conduct competitive acquisition

27. Additional Enhancements • Audit Trail - approval, rejection, modify, view • Percentage calculations by • Percentage of total contract value • Percentage of total subcontracting • Accommodate all Types of Plans • Individual • Commercial • DOD Comprehensive Plans

28. Additional Enhancements • Include basis of reporting • Commitment • Payment • Six digit NAICS code replaces nomenclature • Accommodates reporting for options • Expands Remarks block • Variety of ad hoc reports

29. Additional Enhancements • Import historical summary data • Application interface for contractors • Includes contractor manual data entry • Provides reminder notices to contractors • Creates simple directory of contractors

30. Full Operational Capability • Includes real-time Help Desk • Includes on-line Assistance • Provides classroom training • Train the Trainer • Generates delinquent reports • Adds Alaskan Native Corporation field • Interfaces with CCR, FEDBIZOPS, FPDS-NG

31. eSRS Implementation • Contract awarded January 2005 • Initial Operation Capability (IOC) – 15 weeks ACA • Beta testing by prime contractors • Full operational capability (FOC) 8 weeks after governance acceptance of IOC • Expand Government team to include designated agency coordinators for all Agencies • Ensure data security • Maintain Configuration Board for future enhancements

32. Communication Plan • Agency Coordinator Day - April 29, 2005 • Agency Day – June 9, 2005 • Industry Day – June 30, 2005 • Enlist Associations and Councils assistance • Training • Industry and Government • Train the Trainer concept • Training Announcements on website: • http://esrs.gov

33. Communication Plan • FAR Case • Eliminate forms (SF 294 and 295) • New Language • Subcontract Report for Individual Contract • Summary Subcontract Report

34. QUESTIONS/EXCITEMENT

35. Electronic Subcontract Reporting System (eSRS)eSRS: What you Need to Know In Agency Day June 9, 2005 Mara Grissom – Department of Energy

36. What Do You Need To Know? • Information for: • Registration • Reviewing Subcontracting Reports and Running Statistical Reports • Contractors

37. REGISTRATION To Develop a User Account you need: • Agency Code • Hierarchical Level of your Office • User’s Privileges • ESRS Point of Contact for your Office

38. AGENCY CODE • Agency Code is the code for the agency of the contracting office that executed or is otherwise responsible for the transaction. Same as in FPDS-NG.

39. HIERARCHIAL LEVEL OF YOUR OFFICE • Agency • Region - The agency supplied code of the region where the contracting office resides. • Contracting Office Code -The agency supplied code of the contracting office that executes the transaction. (Subject to Change)

40. USER’S PRIVILEGES • Super User- full access to eSRS for the agency • Point of Contact (POC)- ability to accept or reject registrations, view reports and run reports on consolidated information at registered level and below. • Designated Govt. User- view reports and run reports on consolidated information at registered level and below. • Contracting Official- reviews and approves data submitted by contractors, view reports and run reports on consolidated information at registered level and below.

41. ESRS POINT OF CONTACT • Agency Coordinator • POC for your office or hierarchy level. • Highly recommend knowing your FPDS-NG agency contact.

42. REVIEWING SUBCONTRACTING REPORTS AND RUNNING STATISTICAL REPORTS Reviewing Reports • Most important: Make sure the contract data in FPDS-NG is correct. • Know the reports for which you are responsible. • Have necessary data to review the reports. • Prime contractors or higher-tier subcontractors are responsible for the review of lower tier Individual reports.

43. REVIEWING SUBCONTRACTING REPORTS AND RUNNING STATISTICAL REPORTS Reviewing Reports (cont) • Work list • Meaning of Accepting or Rejecting a report. Running Statistical Reports • Standard • Ad Hoc

44. WHAT TO TELL CONTRACTORS • Make sure information in CCR is correct • Know the DUNS number that correlates with the contract number. • Know who reviews the reports. • Make sure to pass to lower tiers the prime contract number • Make sure they know the lower tier reports are required and the Prime contractors and higher-tier subcontractor will review the lower tier Individual reports.

45. QUESTIONS/EXCITEMENT

46. BREAK 15 MINUTE BREAK

47. eSRS Agency Day Electronic Subcontract Reporting System (eSRS) eSRS Design Overview -Demo Agency Day June 9, 2005 Ariel Friedler Project Mgr. Symplicity Corp.

48. eSRS Agency Day - Demo To assure complete execution of the system demo… Please Hold your questions regarding the demonstration until the Q&A period.

49. Electronic Subcontract Reporting System (eSRS)eSRS FAR Changes In Agency Day June 9, 2005 Robert Taylor – Program Mgr. - SBA

50. FAR Case • Revises subpart 19.7 and clauses at 52.219-9 & 52.219-25 to replace all references to SF-294, SF-295, and Optional Form 312 with eSRS. • Revises the flow-down provision at 19.704(a)(9) and 52.219-9(d)(9) to require the prime contractor to flow the prime contract number down to the subcontractors at lower tiers • prime contract number now becomes a mandatory field in the eSRS, even for subcontractors, in order to facilitate lower-tier reporting.