NBA Training

1. NBA Training FEDSIM Acquisition Training May 2009

2. Training Focus • The purpose of today’s training is to: • Provide an overview of the FEDSIM Portal, • Provide an overview of the contracting function in TOS, • Provide pointers on obtaining information, • Demonstrating functionality as needed, and • Addressing any questions that may arise.

3. Training Topics • Review of the FEDSIM Portal • Contracting Views • Negotiated Award Date • Workload • Awarded Orders by… • Negotiated Award Date • FPDS-NG • TOS Workflows • Order Request Basics • Order Request Documents • Demonstration • Tips and Other Information • Order Request Funding • Labor Accounts • Contracting Initiated Mods • Processing BPAs • Processing DOI/NBC Closeouts • FPDS-NG • Performing FPDS-NG Reporting • Cancelling FPDS-NG Actions

4. FEDSIM Portal

5. FEDSIM Portal • The FEDSIM Portal is the entry point for accessing: • TOS • TOS & OMIS Reports • Timesheets • What a user is allowed to see and do is controlled by system authorizations established when the user account was created.

6. FEDSIM Portal - Authentication • The FEDSIM Portal is accessed at https://portal.fas.gsa.gov • Users are authenticated via their Lotus Notes internet ID and password or their Active Directory ID and password.

7. FEDSIM Portal - Workspace Tabs: Allows user to navigate to IP Info and Reports portal pages. News and Announcements Portlet: Contains bulletins and other memos. My Views Portlet: Person-specific workload information. Document Management Portlet: Contains documentation on Training, Checklists, and Release Notes.

8. FEDSIM Acquisition Portlet • Access timesheet application • Access Advanced Search • Access ‘My Work’ • Access Organization Views 1 2 3 4

9. My TOS Views • My TOS Views are tailored to the individual and provide direct access to work assigned to them or work they manage. • For example, a Contract Specialist will see: • Their procurement requests • Their awarded orders • All Unassigned Requests • My Daily Status Report

10. Work Counters • The portal will display the number of action items on the user’s desk. This counter is provided as a convenience to allow the user to quickly determine if they have a pending action without having to first launch the portal. • When pressed, the Procurement Requests link will launch the TOS Navigator in a separate browser window navigating the user to the My Requests Awaiting Action view link.

11. TOS Navigator – My Links

12. Daily Status Report • The Daily Status Report view is designed to present the user with an environment where they can see the status of their work portfolio in one place. • The Daily Status Report will aggregate much of the My Views information onto a single page.

13. Advanced Search • The Advanced Search Utility will allow the user to search for procurement requests and awarded orders across multiple databases. Users will be able to perform searches against pre-defined parameters or perform a full-text search. While most views are limited to one AAS Program, the Advanced Search Utility will allow a user to conduct searches for work across multiple AAS Programs.

14. Advanced Search • Users must follow a minimum number of steps to perform any search:  • Select the data element to search by • Select the search criteria • Provide the search term • Select the type of documents to search • Select the AAS Program • Press the Search Button 1 2 3 6 4 5

15. Advanced Search When all document types are selected…… Inactive Legacy TOS Orders will display in this area Active TOS Next Orders will display in this area Closed Orders will display in this area In-process procurement requests will display in this column. Active Legacy TOS Orders will display in this area

16. Contracting Management Views

17. All Views • All Views are designed to allow the user to see all work across FEDSIM Acquisition, not just work specifically belonging to a single CS or CO.

18. Negotiated Award Date Status • The Negotiated Award Date Status view will provide links to see in-process order requests that are either within five (5) days of the negotiated award date (NAD) or those where the negotiated award date has already expired.

19. Contract Office Workload Report • Unique to the FEDSIM Acquisition Views is the Contract Office Workload report visible only to Contracting Personnel. • This report is designed to show the number of in-process procurement requests and to whom they are currently assigned. • At the highest level, this view will count the number of actions being processed within each contracting office supporting FEDSIM.

20. Contract Office Workload Report • When expanded to the second level, the view will show all contracting specialists for that office and provide a count of orders assigned to a CS. • When expanded to the third level, the view will display all order requests assigned the selected CS.

21. Awarded Orders By….. • The Awarded Orders by CS/CO views, also unique to Contracting, will show all orders awarded by the selected individual by FY and FY Month.

22. TOS Workflow

23. TOS Workflow • TOS is a document management system that automates a complex repetitive business process. The application incorporates workflow capabilities that deliver information to the right person in the right sequence within the procurement process to achieve the objective of awarding a delivery/task order. • As an order request moves through the procurement process, TOS will assign a workflow status to the package. This status confers edit capabilities to the functional role responsible for performing actions within the specific workflow status.

24. TOS Workflow – Original Orders

25. TOS Workflow – Modifications

26. TOS Workflow – Closeout Mods

27. Order Request Basics

28. Order Request Basics • The TOS Order Request Package has been designed to represent the procurement file and is comprised of several documents containing like information. • All Order Request Packages have the following documents and are represented in the left-hand navigator. • Summary • Contracting Office • Financial Management • Customer • Points of Contact • Industry Partner • Dates • Supplies and Services • Supporting Documents • Urgency Classification • Performance Metrics • Reviewer Notes • Comments • Checklist (Original Orders only) • FPDS-NG Form

29. Order Request Documents

30. Demonstration

31. Tips and Other Information

32. Order Request Funding

33. Order Request Funding • Contracting personnel have two ways of viewing order funding information without accessing OMIS. • View Interagency Agreement • View Funding Button

34. Interagency Agreement Document • The PM is required to attach the most current Interagency Agreement (IA) or Interagency Agreement Amendment (IAA) to the order request.

35. View Funding Button • Click the View Funding button on the Financial Management Document to display funding document information from OMIS.

36. Labor Accounts

37. Order-related Labor Accounts • It should never be a mystery where contracting personnel should be charging their hours associated with the labor expended in support of an order. • Regardless of the Pricing Model selected, the PM should provide either a billable labor account or labor tracking account to be used by contracting personnel.

38. Display Labor Accounts • Clicking on a Display Labor Accounts button will display a popup showing labor accounts to be used in support of this order request.

39. Contracting Initiated Mods

40. Contracting Initiated Mods • Contracting personnel have the ability to create administrative and vendor change mods provided that the Period of Performance is still active. • Modifications that affect funding, even $0.00 mods to move funding between CLINS, must be initiated by the Project Manager.

41. Contracting Initiated Mods • When initiated, TOS will create the mod and put it in the CS Working status.

42. Inactive Order Mods

43. Inactive Order Mods • There are two primary reasons for creating an Inactive Order Modification: • Correcting a period of performance error • Allowing a de-obligation of excess funding prior to creating a closeout modification.

44. Inactive Order Mods • One of the most common mistakes is putting an incorrect POP End Date on the task order. • The POP End Date entered in TOS should match the POP End Date in Section F. • When the TOS POP End Date has passed, TOS considers this as an expired order and, under normal circumstances, will only allow a Closeout Mod to be created.

45. Inactive Order Mods • Contracting Officers have the ability to create an Inactive Order mod to ‘turn an order back on’ or begin a modification to de-obligate funding prior to closeout. • The CO will click on the Inactive Order Mod button and indicate the intent of the mod.

46. Inactive Order Mods • Once the CO initiates an Inactive Order Mod, TOS will create the mod and put it in the PM Working status.

47. Changing the Modification Type

48. Changing the Mod Type • TOS will display the modification type selected by the PM, however a label should not be relied upon to communicate the entire intent of the modification request. • Contracting personnel should be reviewing the entire package contents to ensure that the proper mod type has been selected and the entirety of the mod purpose is evident in the resultant award.

49. Changing Mod Type • If the mod type needs to address more than just an amount change, Contracting personnel have the ability to change the mod type.

50. Processing BPAs