Department of Defense Past Performance Information Retrieval System- Statistical Reporting Next Generation (PPIRS-SR NG)

Transcription

1 Department of Defense Past Performance Information Retrieval System- Statistical Reporting Next Generation (PPIRS-SR NG) Software User s Manual Naval Sea Logistics Center Portsmouth Bldg Portsmouth Naval Shipyard Portsmouth, NH Approved for public release; distribution is unlimited

2 This page intentionally left blank. Approved for public release; distribution is unlimited

3 PPIRS-SR NG Document Acceptance The undersigned agree this Past Performance Information Retrieval System Statistical Reporting Next Generation (PPIRS-SR NG) Software User s Manual Version accurately describes the PPIRS-SR NG and the activities surrounding its development. Project Manager Version OCT 2017 i

4 Record of Versions and Changes Document Version Version Date Detailed Description of Change # 1 MAR 2007 Baseline document 2 MAR 2009 Updates for V SEP 2009 Updates for V SEP 2012 Updates for V MAY 2013 Updates for V JAN 2014 Updates for V MAR 2015 Updates for V NOV 2015 Updates for V JUN 2016 Updates for V DEC 2016 Updates for V JUL 2017 Updates for V OCT 2017 Updates for V3.2.6 Version OCT 2017 ii

5 TABLE OF CONTENTS 1. WHAT IS PPIRS-SR NG? Document Overview Delivery Performance Quality Performance PPIRS-SR NG Next Generation Calculation of the Average Price, Expected Range, and Average Price Confidence Score Calculation Supplier Risk Score (numerical and color scores) PPIRS-SR NG USER ROLES AND RESPONSIBILITIES Awardee/Contractor: Government User PPIRS-SR NG Central Design Activity (CDA) Minimum Activity Requirements Software Requirements Government Access to PPIRS-SR NG Userid Password Logging into PPIRS-SR NG PPIRS-SR NG Login Requesting a New Account - Government Only Requesting a New Account -Awardee/Contractor Initial Login After Creating New Account (All User Types) Login After Initial Login (All User Types) Invalid Login Forgotten UserID Or Password Forgotten Password Forgotten UserID Exiting PPIRS-SR NG Concurrent Sessions WORKING IN PPIRS-SR NG Navigating in PPIRS-SR NG Account Menu Items Modify Account REPORTS Solicitation Inquiry Standard Assessment Best Value Assessment Edit Existing Solicitation Edit Existing Best Value Solicitation Edit Existing Standard Solicitation Solicitation History Report Summary Report Detailed Report (Summary Report FSC) Risk Analysis Retrieving Previously Saved Risk Analysis Supplier Risk Report Item Risk Report Market Research Report Supplier Surveillance Report Feedback/Customer Support Appendix A: GLOSSARY... A-1 Appendix B: PPIRS-SR NG TERMS AND DEFINITIONS... B-1 Appendix C: TROUBLESHOOTING HINTS AND TIPS... C-1 Appendix D: NAVIGATION FRAME ITEMS... D-1 Version OCT 2017 iii

6 TABLE OF FIGURES Figure 1: PPIRS-SR NG Home Page Figure 2: PPIRS-SR NG Login Figure 3: PKI Certificate Pop Up Figure 4: ActiveCard Client Login Figure 5: Security Warning Figure 6: Login Window Figure 7: Non-Disclosure Agreement Figure 8: Request Government Account Figure 9: Request Group Membership Figure 10: Request Group Membership Figure 11: Request Group Membership Figure 12: Justify Group Membership Request Figure 13: Rules of Behavior Figure 14: Accept Rules of Behavior Figure 15: Government Main Page Limited Access Figure 16: Government Main Page Full Access Figure 17: Initial Login - All User Accounts Figure 18: Login After Initial Login - All User Accounts Figure 19: FSC or NAICS Selection Screen DoD Only Figure 20: Forgot UserID Or Password Figure 21: Concurrent Session Notification Figure 22: Working Order in PPIRS-SR NG Figure 23: Modify Account Window Figure 24: Government Main Menu Figure 25: Solicitation Inquiry Report Request Figure 26: Solicitation Inquiry Window Single CAGE Code Figure 27: Solicitation Inquiry Window Single CAGE Code Detail Figure 28: Solicitation Inquiry Window, entering multiple CAGE codes Figure 29: Solicitation Inquiry Window with multiple CAGE Codes Figure 30: Solicitation Inquiry Window Highlight a CAGE Code for Deletion Figure 31: Solicitation Inquiry Window Highlighted CAGE Code Deleted Figure 32: Solicitation Inquiry Standard or Best Value Assessment Figure 33: Solicitation Inquiry Report Detail (Standard Assessment) Figure 34: Detail Report Negative Records Figure 35: Detail Report Positive Records Figure 36: Standard Assessment Saved Successfully Figure 37: Solicitation Inquiry Window (Best Value Assessment) Figure 38: Solicitation Inquiry Report (Calculate Best Value) Figure 39: Solicitation Inquiry Report (Calculate Best Value), entering weights & values Figure 40: Solicitation Inquiry Report Detail (Calculate Best Value) Best Offer Ranking Figure 41: Solicitation Inquiry Report (Best Value Selection) Figure 42: Solicitation Update (Best Value) Figure 43: Solicitation Update Report Example (Best Vaue) Figure 44: Solicitation Update Successful Figure 45: Previously Awarded Solicitation (No Edit) Example (Best Value) Figure 46: Solicitation Update Example (Standard) Version OCT 2017 iv

7 Figure 47: Solicitation Update - Modify Example (Standard) Figure 48: Solicitation History Report Request Figure 49: Solicitation History Report Detail Example Figure 50: Summary Report Request Figure 51: Summary Report Request, entering DUNS Number Figure 52: Summary Report Request, List of selected CAGE Codes Box Figure 53: Summary Report Request, entering multiple CAGE Codes Figure 54: Summary Report Request with multiple CAGE Codes Figure 55: Summary Report Request, entering multiple FSC Codes Figure 56: Summary Report Request with multiple FSC Codes Figure 57: Summary Report Detail Figure 58: Detailed Report (Summary Report FSC) Figure 59: Risk Analysis Report Request Figure 60: Risk Analysis Report Multiple CAGE Codes Added to List Figure 61: Risk Analysis Report Figure 62: Risk Analysis Report Vendor Information Figure 63: Quote & Purchase History (Detailed Risk Analysis Report) Figure 64: Detailed Item Risk Report (Top) Figure 65: Detailed Supplier Risk Report Figure 66: Scored Data - Show More Detail Figure 67: Scored Data - Quality Score Rankings Figure 68: Info Only - Show More Detail Figure 69: Risk Analysis Solicitation Saved Figure 70: Risk Analysis Printable/savable PDF Figure 71: Matching Risk Analysis record found Figure 72: Supplier Risk Report Request Figure 73: Item Risk Report Request Figure 74: Detailed Item Risk Report Figure 75: Market Research Report Request Figure 76: Market Research Report Figure 77: Supplier Surveillance Report Request Figure 78: Supplier Surveillance Report by Material ID Figure 79: Supplier Surveillance Report by Quality Score Color(s) Figure 80: Feedback/Customer Support Window Figure 81: Feedback/Customer Window Subsystem Dropdown Figure 82: Feedback/Customer Window Rating Dropdown Version OCT 2017 v

8 1. WHAT IS PPIRS-SR NG? Past Performance Information Retrieval System Statistical Reporting Next Generation (PPIRS-SR NG ) provides past delivery and quality performance information for commodities including contracts under the mandatory reporting thresholds established in the DFARS. The sources of data include: the Department of Navy's Product Data Reporting and Evaluation Program (PDREP) for quality and delivery, the Air Force's JO18 Contract Reporting System (delivery), the Joint Deficiency Reporting System (JDRS) for Joint Services Aviation PQDRs, and DLA's Enterprise Business System's (EBS) eprocurement application (delivery). PPIRS-SR NG is a web-enabled application accessed through the Naval Sea Logistics Center Detachment Portsmouth web applications at Government users fill out an on-line request for an account in order to gain system access. After establishing a User Id/Password, access to the group is granted, and each user may access the Government Main Page. The PPIRS-SR NG web page is located on the PPIRS home page. At the time of this publish the Department of Defense owns all of the data supplied to PPIRS-SR NG, therefore ONLY DoD users are allowed access to PPIRS-SR NG. No Federal government users may have access. Personal Service Contractors (PSC s) employed by the DoD or Federal agencies may also NOT be given access to PPIRS-SR NG. Contractors (vendors) may access their own company contract information in PPIRS- SR NG. Access is granted by updating the company s profile at Central Contractor Registration (CCR) now located at the System for Award Management (SAM) site at Contractors must update stored company contract information to indicate a past performance Point of Contact (POC). At that time they choose a Marketing Partner Identification Number (MPIN). After establishing the MPIN you may Login to PPIRS-SR NG using your Data Universal Numbering System (DUNS) and MPIN identification. Version OCT

9 On August 15, 2015, PPIRS underwent a split of its two modules, Report Card (RC) and Statistical Reporting (SR). SR split off with its own URL for access along with a separate website. SR users will need to access using the new URL and website. If you have both RC and SR access, you will still need to use the new SR URL or website to login. One major change for SR users is that since it is a Department of Defense (DoD) only application PKI certificates/cacs are required across the board for access including contractors/vendors. As with current policy, no Federal user will be allowed access, even with CAC availability. All Awardee/Contractors will be required to have Public Key Infrastructure (PKI) certificates to log into PPIRS-SR. For information on obtaining PKI certificates see Section PPIRS-SR NG Login Version OCT

10 1.1 DOCUMENT OVERVIEW This software user s manual provides instructions and step-by-step procedures for the PPIRS-SR NG Version functionality. It describes procedures for gaining access to PPIRS-SR NG, obtaining reports, providing feedback, and getting help. There is a Glossary of Terms provided in Appendix A. Dissemination of this document is approved for public release with unlimited distribution. The content of all data files referenced within this manual are sensitive but unclassified; many are controlled by the Privacy Act of 1974; and all must be handled accordingly Delivery Performance A contractor s delivery performance will be based by Federal Supply Classification (FSC) or North American Industry Classification System (NAICS). The contractor s delivery performance will be based on a weighted combination of the percentage of contract line items with on-time deliveries and the average days late for all deliveries. The formula and weights for delivery performance are: Delivery Score = (On-time Weight X On-time Score) + (Average Days Late Weight X Average Days Late Score) On-time Weight =.6 On-time Score = 100 X (number of lines shipped on-time during rating period/number of lines shipped during rating period) Average Days Late Weight =.4 Average Days Late Score = maximum of ((100-(total days late during rating period/number of lines shipped during rating period)) or 0, whichever is higher) Delivery Score = (On-time Weight X On-time Score) + (Average Days Late Weight X Average Days Late Score) On-time Weight = 0.6 On-time Score = 100 X (number of age-weighted lines shipped on-time during rating period / number of lines shipped during rating period) Average Days Late Weight = 0.4 Average Days Late Score = maximum of ((100-(total age-weighted days late during rating period / number of lines shipped during rating period)) or 0, whichever is higher) Age Weighting: Delivery and quality records are weighted based on the number of calendar days since the appropriate date for the record type. Age-Weight Multiplier = (1095 age of record in days) / 1095 As a record gets older, its contribution to the delivery score or quality classification diminishes, vanishing at three years (1,095 days, if there is no intervening for non-leap year) Days Late Exceptions: Some cancellations are counted as delinquencies. These involve records that have been terminated due to the fault of the contractor. Contracts Cancelled due to Contractor Caused Deficiency (Not T4D) (records with Termination Indicator Code K) will be assessed at 180 days late and Terminations for Default (Termination Indicator Code D) will be assessed at 360 days late. As contractor responsible terminations record types these are the only Version OCT

11 delinquencies counted in the formula. Those terminated at the convenience of the Government are not included. Definition: A Delivery Record details when a shipment is due based on the contract. Classification: The DoD System will evaluate CLOSED (shipped, received, or terminated), and OPEN (not yet received) deliveries. No duplicates will be allowed. If there is no delivery information provided by the source databases the field will be blank (i.e. listed as No Classification Records ) Quality Performance Contractor s quality performance will be based by FSC. The formula for quality is: (Positive weighted data minus negative weighted data) / Delivery Line Item Total by FSC If there is no delivery data available, a value of one (1) would be used for the bottom quotient. Each FSC for which there is quality performance data will be assigned a color. Color is based on the high five percent in the commodity (Dark Blue), next 10 percent (Purple), next 70 percent (Green), next 10 percent (Yellow), and last five percent (Red). In this calculation, the companies are classified based on quality performance comparisons for all competitors within an FSC. NOTE: If there is only one percentage group for an entire FSC, the group will be classified as Green. NOTE: If a contractor has delivery data but no quality data for a given FSC, that contractor will be given an automatic Green rating (Delivery Green). The following are the Quality Performance Records to be used and the weight factors for each: Record Service Positive Weight Negative Weight Bulletins Navy N/A -1.0 (critical) (major) GIDEP Alerts All N/A -1.0 (critical) -0.7 (major) -0.2 (minor) Material Inspection Records (MIRs) Navy (critical) -0.7 (major) -0.2 (min) PQDRs - Category 1 or 2 ALL N/A -1.0 (Cat 1) -0.7 (Cat 2) Surveys (excluding Pre-Award Surveys) DCMA (others) and Navy Test Reports (1st Article, Production, etc.) Navy Table 1: Quality Performance Records and Weight Factors Version OCT

12 1.1.3 PPIRS-SR NG Next Generation PPIRS-SR NG is a Procurement Risk Assessment capability. Users enter vendor bids and are warned of possible over- or under-payment risks based on historical purchase data. Items identified by agencies/services as High Risk (due to DMSMS, history of counterfeiting, etc.) are flagged with warnings and mitigation strategies Calculation of the Average Price, Expected Range, and Average Price Confidence Score Three data repositories are required to calculate the Average Price and Expected Range for an item. A History Table is a data table built from contract award and delivery data in the Department of the Navy s Product Data Reporting and Evaluation Program (PDREP). This table holds contract information and unit prices for items with national stock numbers (NSN) such that: o The contract award date is 01 January 2010 or later, And o The combination of 13-digit contractor number, NSN and unit price is unique (counted once in the Average Price calculation) A Price Table retains the Average Price, the upper and lower control limits of the Expected Range and the Average Price Confidence score for each NSN found in the History Table. A set of Escalation Tables translates an item s federal stock class (FSC) into an element of the U.S. Bureau of Labor Statistics Producer Price Index (PPI) for the purposes of escalating (i.e., adjusting for inflation) historical unit prices to the current month. A computer algorithm called the PPIRS-SR NG Price Engine populates the Price Table. For a particular item, the Price Engine starts by determining how many times the item has been purchased (i.e., how many transaction records exist in the History Table for the NSN). Call this number N. If any of N prices is stored in fractions of cents, the Price Engine retains the greatest number of significant digits found in any transaction. Price data will be displayed to this number of digits, indicating to the user that fractions of cents has been used in past purchases of the item. o The Price Engine accounts for the effects of inflation by escalating all N prices according to the PPI: o The PPI escalation factor (EscPPI) is based on the month in which the risk is calculated (current month) and the month of the contract award (base month). o Using the item s FSC, the Price Engine uses the Escalation Tables to determine the PPI values for the current and base month. Esc PPI is the quotient of these two values. Version OCT

13 PPI value for current month Esc PPPPPP = PPI value for base month Equation 1: PPI escalation factor calculation o The price paid is multiplied by the escalation factor to derive the adjusted price, P. PP = price Esc PPPPPP Equation 2: Adjusted Price calculation o If N 2, the Price Engine includes all adjusted prices regardless of magnitude. o If N > 2, the Price Engine employs a tiered, two-pass procedure to remove outliers from the population which would tend to skew the Average Price calculation. The process is as follows: Pass 1 performed on all N adjusted prices Find the median (M 1 ) of the population of adjusted prices. Note: when the population is sorted in order of magnitude, the median is the middle value (if N is odd) or the average of the two middle values (if N is even). Exclude all prices which are greater than four times the median (4M 1 ). o Let n be the number of remaining prices. To determine if Pass 2 is required, calculate the mean (µ), standard deviation (σ) and coefficient of variation (c v ) for the population of remaining prices. See equations 3, 4 and 5, respectively. μμ = 1 nn nn PP ii ii 1 Equation 3: Population mean calculation (PP μμ)2 σσ = nn Equation 4: Population standard deviation calculation cc vv = σσ μμ Equation 5: Coefficient of variation calculation Version OCT

14 Pass 2 performed on the remaining prices only if c v > 0.2. Find the median (M 2 ) of the remaining prices. Given the values of M 2 and c v determine how many remaining prices lie outside the exclusions limits from the median, shown below. Pass 2 Exclusion Limits If the Median is And the exclusion Coefficient limits are of Variation is M 2 $2.00 c v > 0.4 M 2 ±0.8M 2 c v > 0.2 M 2 ±0.6M 2 $2.00 < M 2 $7.00 c v > 0.4 M 2 ±0.7M 2 c v > 0.2 M 2 ±0.5M 2 $7.00 < M 2 $ c v > 0.4 M 2 ±0.6M 2 c v > 0.2 M 2 ±0.4M 2 $ < M 2 $ c v > 0.4 M 2 ±0.5M 2 c v > 0.2 M 2 ±0.3M 2 M 2 > $ c v > 0.2 M 2 ±0.4M 2 Table 2: Pass 2 Exclusion Limits o If the number of remaining prices outside the exclusion limits is less than 0.32n, exclude those prices. Otherwise, the prices are not considered to be outliers and will not be excluded. See the following examples. Example 1: For a given population of 24 prices, n = 24, M 2 = $1.39 and c v = The exclusion limits would be $1.39 ± (0.8 $1.39). Therefore prices greater than $2.50 and less than $0.28 are outside the exclusion limits. If 7 prices are outside the exclusion limits, these prices would be excluded in Pass 2 (since 7 <.32 24) Example 2: For a given population of 79 prices, n = 11, M 2 = $6.42 and c v = The exclusion limits would be $6.42 ± (0.5 $6.42). Therefore prices greater than $9.63 and less than $3.21 are outside the exclusion limits. If 28 prices are outside the exclusion limits, these prices would not be excluded in Pass 2 (since 28 >.32 11) Example 3: For a given population of 14 prices, n = 14, M 2 = $ and c v = Since c v 0.2, Pass 2 is not performed. After all exclusions are performed, the Price Engine calculatesµ, σ and c v for the final remaining prices. µ = the Average Price for the item Version OCT

15 The Expected Range for the item is µ ± 2σ. Bids in this interval are rated WITHIN RANGE. Upper Control Limit: UCL = µ + 2σ. Bids higher than this value are rated HIGH. Lower Control Limit: LCL = µ 2σ. Bids lower than these values are rated LOW. o The Average Price Confidence score is based on the number and statistical distribution of final remaining prices. If there are more than 72 final remaining prices, the confidence score is HIGH. The Average Price is highlighted in green. If there are one or two final remaining prices, the confidence score is LOW. The Average Price is highlighted in red. If there are between three and 72 final remaining prices and c v < 0.15 (i.e. most prices are closer to the Average Price), the confidence score is HIGH. The Average Price is highlighted in green. If there are between three and 72 final remaining prices and c v 0.15 (i.e. most prices are farther from the Average Price), the confidence score is MEDIUM. The Average Price is highlighted in yellow Calculation Supplier Risk Score (numerical and color scores) A computer algorithm called the PPIRS-SR NG Supplier Engine uses 10 factors of past performance information (PPI) to calculate Supplier Risk Scores. These factors are weighted (based on age and relative importance) and summed to produce a numerical and color score for every company which has either a contract or factor data within the last three years. Older data is excluded by the Supplier Engine. (Data discussed below is assumed to be no older than three years, unless specified otherwise.) The Supplier Risk Score is an overall assessment contractor performance, regardless of federal stock class or business sector. Vendors scores are stored and retrieved according to commercial and government entity (CAGE) code; PPI is gathered by CAGE and by data universal numbering system (DUNS) numbers, as appropriate. PPIRS-SR NG receives contract award and delivery data from the Electronic Data Access (EDA), Wide-Area Workflow (WAWF) and the Mechanization of Contract Admin Services (MOCAS) systems, and other sources through the Department of the Navy s Product Data Reporting and Evaluation (PDREP) system. Program performance data is received from the Defense Contract Management Agency (DCMA), Government-Industry Data Exchange Program Alerts (GIDEP) and the Past Performance Information Retrieval System Report Cards (PPIRS-RC) systems. Version OCT

16 The Supplier Risk Score described herein is the score reported to awardee/contractor and government users through the standalone Supplier Risk Report. Vendors which have scored factor data receive both a numerical and color score. Vendors which have no scored factor data but have at least one contract reported in PDREP do not receive a numerical score but have a GREEN color score. The system will display an asterisk (*) in place of a numerical score. This is a neutral rating, similar to how PPIRS-SR NG displays quality classifications for companies with no quality records but some delivery records. Vendors which have no scored factor data and have no contracts reported to PDREP receive no numerical or color score. The system will report this as NO SCORE. Version OCT

17 The following data and sources are used for the Supplier Risk Score: Supplier Risk Score Factor Source Category Contractor Performance Assessment Reports (CPARS) PPIRS-RC Positive/Negative Corrective Action Plans (CAP) DCMA Positive/Negative Corrective Action Requests (CAR) DCMA, PDREP Always Negative Federal Awardee Performance and Integrity System (FAPIIS) PPIRS-RC Always Negative Government-Industry Data Exchange Program Alerts (GIDEP) GIDEP Always Negative Performance Assessment Reports (PAR) DCMA Positive/Negative PPIRS-SR Delivery PPIRS-SR NG Always Positive PPIRS-SR Quality PPIRS-SR NG Always Positive Pre-/Post Award Surveys DCMA, PDREP Positive/Negative Suspected Counterfeit GIDEP Always Negative Table 3: Supplier Risk Score Factor data is divided into three categories: Always Negative, Always Positive and Positive/Negative. Always Negative data are factors which always lower the resulting score. Each factor is given a starting score; additional data lowers that score for that factor. The lowest possible score for each Always Negative factor is zero, so once a factor score is reduced to zero, additional data has no effect on the factor or the resulting score. Example: A vendor has 13 GIDEP alerts for failure experience (non-counterfeit). The starting score for GIDEP alerts is 10, and each such GIDEP alert is worth -1 point. This vendor s GIDEP factor score is zero, because the first 10 alerts reduce the score to zero, and the additional three alerts are ignored. Note: as older alerts are excluded due to age, more recent alerts will continue to affect the factor score. If a vendor has no Always Negative data, it receives the highest score possible for these factors. Always Positive data are factors which always increase the resulting score. If a vendor has no Always Positive data, the resulting score is not affected. Positive/Negative data are factors which can increase or decrease the resulting score based on the nature of the factor. For example, laudatory CPARS report cards would likely result in a positive score for this factor and thus increase the resulting score. Critical CPARS would likely lower the resulting score. If a vendor has no Positive/Negative data, the resulting score is not affected. Version OCT

18 The Supplier Engine calculates the score for each factor based on the age of the data, the number of contracts for the vendor in PDREP and the assigned weight of each factor s contribution to the Supplier Score. Always Negative and Positive/Negative data are scaled based on the number of contracts in PDREP. This tends to normalize (but not equalize) Supplier Scores based on the government s experience with vendors. (The underlying algorithms for Always Positive data already take this into account, so this scaling is not applied.) Always Negative and Positive/Negative data are age-weighted on a daily basis. As a result, each newer (i.e., more recent and relevant) data point contributes more to the Supplier Score than older data. (The underlying algorithms for Always Positive data already take this into account, so this age-weighting is not applied.) A description of each factor s calculation and weight of importance is listed below. The net score for each factor is summed to create the numerical score. Version OCT

19 The Supplier Engine ranks the numerical scores by magnitude then assigns a color score to each vendor according to the PPIRS-SR NG 5-color scoring standard. Supplier Score Color Legend Bl ue: Top 5% Purple: Next 10% Green: Next 70% Yellow: Next 10% Red: Lowest 5% As the color score is a percentile ranking, the threshold values between colors can change each time the Supplier Engine is run. As a result, vendors with numerical scores near the threshold values may have a change in color score without a corresponding change in numerical score. PPIRS-SR NG stores the numerical and color scores, contract counts and factor scores in a Supplier Table for quick retrieval by the system. PPIRS-SR NG displays the numerical and color scores as the Supplier Risk Score. Vendors with higher Supplier Risk Scores are considered to have a lower risk of poor contract performance. PPIRS-SR Quality factor: Version OCT

20 PPIRS-SR Delivery factor: Pre-/Post-Award Survey factor: Version OCT

21 Program Assessment Report (PAR) factor: Corrective Action Plan (CAP) factor: Version OCT

22 CPARS factor: Suspected Counterfeit factor: Version OCT

23 Corrective Action Plan (CAR) factor: GIDEP alert (non-counterfeit) factor: Version OCT

24 FAPIIS factor: Classification: The DoD System will evaluate CLOSED (shipped, received, or terminated), and OPEN (not yet received) deliveries. No duplicates will be allowed. If there is no delivery information provided by the source databases the field will be blank (i.e. listed as No Classification Records ). Version OCT

25 2. PPIRS-SR NG USER ROLES AND RESPONSIBILITIES There are two (2) types of access in PPIRS-SR NG: Awardee/Contractor, and Government DoD. This section describes Contractor User and Government DoD User roles and the responsibilities that accompany them. A list of PPIRS-SR NG Terms and Definitions is contained in Appendix B. 2.1 AWARDEE/CONTRACTOR: As a contractor you will able to: View your company Reports. NOTE: Contractors should update the company s profile at the System for Award Management (SAM) and identify a Past Performance Point of Contact. Contractors must specify a Marketing Partner Identification Number (MPIN). All Contractors are required to create an account using the Request Account button on the top of the page in PPIRS. In order to create an account, you will need the DUNS and MPIN information for all the records for which you need access, as well as a PKI certificate, see Section PPIRS-SR NG Login Contractor User Responsibilities: Obtain a valid PKI Certificate Create an account Version OCT

26 2.2 GOVERNMENT USER As a Government User you will be able to: Modify Account Information Perform Solicitation Inquiries Edit Existing Solicitations View Solicitation History View Summary Reports Perform Risk Analysis Access Help Information Provide Feedback Version OCT

27 2.3 PPIRS-SR NG CENTRAL DESIGN ACTIVITY (CDA) NAVSEALOGCEN DET PORTSMOUTH is the PPIRS-SR NG Central Design Activity that develops, designs, and maintains the PPIRS-SR NG application. The CDA will: Maintain PPIRS-SR NG software Maintain PPIRS-SR NG documentation Provide training and documentation to activity personnel Provide Customer Support Center to answer customer questions Respond to reported questions and/or problems in PPIRS-SR NG Provide technical expertise in PPIRS-SR NG application administration and processing Verify databases are available to users ACCESSING PPIRS-SR NG This section tells you how to modify your Internet Explorer settings for PPIRS-SR NG, how to log in and out of the application, how to change your password, and how to work in PPIRS-SR NG. Internet Explorer (IE) is the preferred browser for PPIRS-SR NG, but others may work as well. Microsoft (MS) Windows is also the preferred operating system, but Apple systems may work if configured similarly. 2.4 MINIMUM ACTIVITY REQUIREMENTS Software Requirements PPIRS fully supports the latest three major desktop versions of Internet Explorer, and the latest major desktop version of Chrome, Firefox, and Safari. Older browsers may still view PPIRS, however users should expect mixed results. A "major version" refers to a full numeric release, like 9.0 and 10.0 (not minor releases like 9.2.x and 10.2.x). Adobe Acrobat Reader should be installed. This allows you to view and print the PDF attachments in PPIRS. The reader can be downloaded and installed from Adobe Acrobat. If you have any problems downloading or installing the reader, please contact our Technical Support (207) , DSN , or webptsmh@navy.mil. 2.5 GOVERNMENT ACCESS TO PPIRS-SR NG Userid PPIRS-SR NG allows access only to authorized Government users. Application access is determined from a combination of a Userid, Password, and Common Access Card PIN (PKI). To access PPIRS-SR NG, you must be defined as a user within PPIRS-SR NG. New Accounts/First Login Access requires User ID and Password. The user is able to select his/her Userid. The Userid can be composed of 5 to 30 characters (letters and/or numbers only). For more information obtaining an account, refer to Section Requesting a New Account - Government Only Version OCT

28 2.5.2 Password The user is able to select his/her Password. When creating a password, remember that passwords must contain: A combination of letters, numbers and symbols that includes at least fifteen characters. User Id may be 5-20 characters (letters and numbers only). Passwords must meet the following specifications: Must be characters Must contain at least two upper and lower case letters Must contain at least two numbers Must contain at least two special characters cannot reuse your last 10 passwords Must differ from previous password by at least four characters Must not contain personal information such as: names, phone numbers, account names, birthdates, or dictionary words Version OCT

29 2.6 LOGGING INTO PPIRS-SR NG Once you complete the computer configurations discussed above, you are ready to log into PPIRS-SR NG. PPIRS- SR NG is accessed through the Naval Sea Logistics Center Detachment Portsmouth web applications at To log into PPIRS-SR NG: a. Open a browser session. Microsoft Internet Explorer is preferred. b. In the Address bar, type the uniform resource locator (URL) supplied above to get access to the PPIRS Home page. Below is the PPIRS-SR NG Home page. The button on the right of the home page provides a link to the PPIRS-SR NG Login web page. There are also tabs available supplying various sources of information: PPIRS-SR NG Frequently Asked Questions (FAQs), Guidance, PPIRS-SR NG User Manual and Guides (Help), Related Links (Links), and other DoD Past Performance Policy Guides (Policy). Check this list of provided references first for any questions concerning PPIRS-SR NG or DoD past performance policy. Version OCT

30 Figure 1: PPIRS-SR NG Home Page c. Click the PPIRS-SR NG Login link on the left. Version OCT

31 2.6.1 PPIRS-SR NG Login Below is the introductory page for PPIRS-SR NG. This page is displayed when PPIRS-SR NG Login is selected from the PPIRS-SR NG home page. (See Figure 1: PPIRS-SR NG Home Page) NOTE: Contractor and Government user Login procedures are slightly different. Contractor access requires using a combination of the Data Universal Numbering System (DUNS) and Marketing Partner Identification Number (MPIN). MPIN numbers are created by the contractor and registered in the System for Award Management (SAM), which is available at Government users log in with a User Id and Password/PKI. Figure 2: PPIRS-SR NG Login a. A contractor looking to verify company information in PPIRS-SR NG may select either the Awardee/Contractor Login link b. A Department of Defense Government user looking for information in PPIRS-SR NG selects the DoD Login link c. To return to the PPIRS-SR NG home page select the Home link PKI Information: All DoD employees (military and civilian) using Government Furnished Equipment (GFE) are eligible to obtain certificates from DoD PKI. DoD users are automatically assigned a certificate with their Common Access Card (CAC). Contractors may purchase a Version OCT

32 certificate through an External Certificate Authority (ECA). PPIRS-SR NG is a DoD site containing contractors' data. All users must have a valid PKI certificate to access PPIRS-SR NG. PKI certificates add an additional security measure to protect contractor's data. External Certificate Authorities (ECAs) provide digital certificates to the DoD s private industry partners, contractors using their own equipment or working in non-government facilities, allied partners, and other agencies. Approved ECA Vendors are Operational Research Consultants, Inc. (ORC) The following site provides additional FAQs on the subject of ECAs: When the user Logs in using PKI a pop up similar to the one below for DoD users is displayed. Figure 3: PKI Certificate Pop Up d. Select your certificate and click OK e. The following pop up will display Version OCT

33 Figure 4: ActiveCard Client Login f. Enter PIN & click OK g. The Government Warning and Consent Banner will display Figure 5: Security Warning Version OCT

34 h. When you have read the warning message, click your selection i. You must click Accept to continue j. Instructions on how to Request Accounts will depend on the Login (see the following sections) Requesting a New Account - Government Only a. Click the Request Account button Figure 6: Login Window b. The Non-Disclosure Agreement will display Version OCT

35 Figure 7: Non-Disclosure Agreement c. When you have read the Non-Disclosure Agreement, click the I Agree button d. The Request Government Account screen will display Version OCT

36 Figure 8: Request Government Account e. Enter your information * Denotes Required Fields f. Enter New User ID User Id may be 5-30 characters (letters and numbers only). g. Enter New Password (See Section Password) h. Confirm Password i. Click the Submit button Version OCT

37 j. You are required to Request Group Membership Figure 9: Request Group Membership 1 k. Click the + to expand Group Name l. If an incorrect group is selected click on the < to back up through the groups one level at a time Figure 10: Request Group Membership 2 m. Continue in this manner until your chosen group is found Version OCT

38 Figure 11: Request Group Membership 3 n. Click Request Membership for your chosen group Figure 12: Justify Group Membership Request o. You must enter justification for access to your group p. You must include a point of contact in your Contracting Office q. Once your justification and POC have been entered, click the Submit button NOTE: You will receive an advising the request was sent. Once the request is acted upon, you will receive an advising if you were granted or denied access. r. Rules of Behavior will display Version OCT

39 Figure 13: Rules of Behavior s. When you have read the Rules of Behavior click the check box Figure 14: Accept Rules of Behavior t. You must click the Accept button to continue NOTE: Until the Owner/Manager of your requested group takes action to grant you access to the system, you will only have limited access (Figure 15). Version OCT

40 Figure 15: Government Main Page Limited Access NOTE: Once your access has been granted you will have access to all the functionality of the system. Figure 16: Government Main Page Full Access Version OCT

41 2.6.3 Requesting a New Account -Awardee/Contractor For Awardee/Contractor access see PPIRS Awardee User's Manual located at this URL reference.htm Initial Login After Creating New Account (All User Types) Figure 17: Initial Login - All User Accounts a. In the Userid field, type your Userid. b. In the Password field, type your Password c. Click the Login button Version OCT

42 2.6.5 Login After Initial Login (All User Types) Figure 18: Login After Initial Login - All User Accounts a. In the Userid field, type your Userid. NOTE: You do not need to enter a password after your initial Login since your Userid will automatically authenticate directly to your CAC. You will, however, get prompts to enter your CAC & PIN. b. Click the Login button c. Select your certificate & click OK (See Figure 3: PKI Certificate Pop Up) d. Enter PIN & click OK (See Figure 4: ActiveCard Client Login) e. The Government Warning and Consent Banner will display (See Figure 5: Security Warning f. After reading the warning message, click Accept (You must click Accept to continue) Version OCT

43 NOTE: Government DoD Users may choose to display classifications based on either FSC (Federal Supply Class) or NAICS (North American Industry Classification System). Figure 19: FSC or NAICS Selection Screen DoD Only g. Click the radio button of your choice h. Government DoD Users will continue on to the Government Main Page (See Figure 16: Government Main Page Full Access) i. Awardee/Contractor Users will continue on to the Awardee/Contractor Main Menu (See Section Requesting a New Account -Awardee/Contractor) 2.7 INVALID LOGIN If you enter an incorrect Userid or Password, a message warns you an invalid UserID/Password was entered. If your third attempt fails, PPIRS-SR NG locks your account. Before you can log in again, you must contact the NSLC Help Desk to unlock your account and reset your password. Appendix C contains Troubleshooting Hints and Tips. Version OCT

44 2.8 FORGOTTEN USERID OR PASSWORD Click on the Forgot UserID Or Password button on the Login Window (See Figure 6: Login Window) the following screen will display. Figure 20: Forgot UserID Or Password Forgotten Password a. Enter Userid and Address b. Click the Submit button c. System will verify the information entered. Your password will be reset and an will be sent to you with the new password. d. You will be required to change your password the next time you login Forgotten UserID a. Enter Address b. Click the Submit button c. Your userid will be ed to you at the address entered Version OCT

45 2.9 EXITING PPIRS-SR NG a. To exit the PPIRS-SR NG system, click the Logout link in the left-hand frame of the page. This will return you to the PPIRS login screen (See Figure 2: PPIRS-SR NG Login) CONCURRENT SESSIONS A PPIRS-SR NG user is prevented from having concurrent login sessions within a user type, i.e. GOVT, CTR, or ADMIN. A user is permitted concurrent login across user type, i.e. can be logged in GOVT and CTR at the same time. When a user attempts a concurrent login, they are presented with the new Concurrent Session Notification. Figure 21: Concurrent Session Notification a. Click the No button, or close the browser to have the previous session remain active b. Click Yes button to end the previous session and login to a new session Version OCT

46 3. WORKING IN PPIRS-SR NG PPIRS-SR NG uses two work areas: the menu bar, and the detail area. For most of the tasks you perform in PPIRS-SR NG, you follow this sequence: a. In the Navigation frame, select the action you want to perform. b. In the Detail area, work in the window that displays. 2 Working Window 1 Select Action Figure 22: Working Order in PPIRS-SR NG NOTE: Make sure you use only the menu items, buttons, and controls within the PPIRS- SR NG work areas. To move around in PPIRS-SR NG, do not use your browser s Back button or Forward button. Instead, make sure you use PPIRS-SR NG s Window menu and the Navigation frame. 3.1 NAVIGATING IN PPIRS-SR NG NOTE: The content displayed depends on your PPIRS-SR NG access rights. For more information on access rights, refer to Section 2 - PPIRS-SR NG USER ROLES AND RESPONSIBILITIES In the navigation frame, you can perform the following actions: Return to the PPIRS-SR NG Government Main Page Log out of the system Switch applications between displaying classifications by FSC or NAICS View and update account information Review PPIRS-SR NG reports Submit feedback or suggestions about the application to the PPIRS-SR NG Program Manager Version OCT

47 3.2 ACCOUNT MENU ITEMS Modify Account To access Modify Account select Modify Account in the Navigation frame. Modify Account allows the user to update / modify the contact information in his/her account. Figure 23: Modify Account Window NOTE: This selection is available to Government Users only. Any modifications to agency/group must be done through the Customer Service Desk. This screen displays pre-populated with the information the user supplied when creating the account. a. Edit only the fields you wish to change, click the Submit button to save. NOTE: Government User only Once a year users will be notified to do a mandatory update to their profiles. When you log in you will be taken to the Modify Account menu with an explanatory note: "ACCOUNT INFORMATION MUST BE UPDATED ONA PERIODIC BASIS. PLEASE UPDATE ANY INFORMATION AS NECESSARY, THEN CLICK 'SUBMIT TO ACCESS THE PPIRS-SR NG APPLICATION. Version OCT

48 4. REPORTS Reports allow users to review PPIRS-SR NG information. This includes quality and delivery performance information on all commodities contracts, most of which are lower than reported in the PPIRS Report Card (RC) system. Users may review quality and delivery records that have been challenged by the contractor, and government users may respond to contractor challenges. PPIRS-SR Next Generation incudes a Procurement Risk Assessment capability. Users enter vendor bids and are warned of possible over- or underpayment risks based on historical purchase data. Items identified by agencies/services as High Risk (due to DMSMS, history of counterfeiting, etc.) are flagged with warnings and mitigation strategies. 4.1 SOLICITATION INQUIRY To access Solicitation Inquiry select Solicitation Inquiry in the Navigation frame. Figure 24: Government Main Menu Version OCT

49 4.1.1 Standard Assessment NOTE: The following screens contain fields for FSC Supply Codes. These can be either FSC or NAICS based on selection in Figure 19: FSC or NAICS Selection Screen DoD Only Figure 25: Solicitation Inquiry Report Request a. Enter Purchase Order/Solicitation Number, FSC(s) and CAGE code(s) NOTE: The Purchase Order/Solicitation Number is free form; must not be previously used. This will only be recorded in the user s Solicitation history. b. Up to five (5) FSCs may be entered c. A single CAGE code, or multiple CAGE codes may be entered Version OCT

50 Figure 26: Solicitation Inquiry Window Single CAGE Code d. To enter a single CAGE code, enter a CAGE code and click the Add CAGE button, a box will appear with the newly added CAGE code NOTE: The Add CAGE button also checks the Excluded Parties List, no CAGE on the EPL may be added. Version OCT

51 Figure 27: Solicitation Inquiry Window Single CAGE Code Detail e. Once you begin adding CAGE codes a new button will appear, Remove CAGE Code. This button will remove a selected CAGE code Version OCT

52 f. To enter multiple CAGE codes: repeat d. (above) for each CAGE code to be evaluated, or g. Enter multiple CAGE codes (up to 5) in the CAGE code entry box, separated by a colon (:) Figure 28: Solicitation Inquiry Window, entering multiple CAGE codes h. Click the Add CAGE button, a box will appear with the newly added CAGE codes NOTE: The Add CAGE button also checks the Excluded Parties List, no CAGE on the EPL may be added. Version OCT

53 Figure 29: Solicitation Inquiry Window with multiple CAGE Codes Version OCT

54 Figure 30: Solicitation Inquiry Window Highlight a CAGE Code for Deletion i. To remove/delete a selected CAGE Code, click on it to highlight j. Click Remove CAGE Code Version OCT

55 Figure 31: Solicitation Inquiry Window Highlighted CAGE Code Deleted Version OCT

56 Figure 32: Solicitation Inquiry Standard or Best Value Assessment k. Run the inquiry, click Standard Assessment or Best Value Assessment l. If Standard Assessment is selected the Standard Assessment results are displayed Version OCT

57 Figure 33: Solicitation Inquiry Report Detail (Standard Assessment) NOTE: Place pointer over the symbol to see a popup containing vendor s name and address. k. To view any Detail Report, click the Get Detail Report adjacent to any line displayed on the report. A separate browser window will open and display the Detailed Report for that CAGE and FSC Version OCT

58 NOTE: Figure 34: Detail Report Negative Records The Detail Report shows only Negative Records. Version OCT

59 m. Click the Print button to print out any Negative Records n. Click the View Positive Delivery Records to see all Positive Delivery Records Figure 35: Detail Report Positive Records o. Click the Print button to print out Positive Records p. Click the Back button to return to the Negative Records list q. Click the X to close this separate browser window and return to the Solicitation Inquiry Report Detail screen (See Figure 33: Solicitation Inquiry Report Detail (Standard Assessment) r. If either Save with Award or Save without Award is selected the following screen will be generated Figure 36: Standard Assessment Saved Successfully Version OCT

60 4.1.2 Best Value Assessment Best Value Assessment ranks perspective vendors based on Cost, Delivery and Quality. NOTE: The following screens contain fields for FSC Supply Codes. These can be either FSC or NAICS based on selection in Figure 24: FSC or NAICS Selection Screen DoD Only Figure 37: Solicitation Inquiry Window (Best Value Assessment) a. Enter Purchase Order/Solicitation Number, FSC(s) and CAGE code(s) as described above (See Section Standard Assessment a.- h.) b. Click the Best Value Assessment button Version OCT

61 Figure 38: Solicitation Inquiry Report (Calculate Best Value) c. User is required to weight categories (Cost, Delivery, Quality) according to importance, total percentage must equal 100 and d. Enter the bid values for each CAGE Version OCT

62 Figure 39: Solicitation Inquiry Report (Calculate Best Value), entering weights & values e. Click Calculate Best Value f. Venders are ranked in Best Value order Version OCT

63 Figure 40: Solicitation Inquiry Report Detail (Calculate Best Value) Best Offer Ranking g. To view Detail Reports refer to Standard Assessment k. - q. h. Check the appropriate box adjacent to the CAGE (vendor) to record Award, if desired Figure 41: Solicitation Inquiry Report (Best Value Selection) j. Click Save with Award or Back (no save) k. If Save with Award is selected the Saved Successfully screen will be displayed (See Figure 36: Standard Assessment Saved Successfully) When either the Save with Award or Back buttons are selected, the information will be stored in the solicitation history table and can be retrieved at a later date using the Solicitation History Report. The first column in that report may be checked to indicate which contractor received the award. Version OCT

64 4.2 EDIT EXISTING SOLICITATION Edit Existing Best Value Solicitation NOTE: Only Award disposition may be updated for Best Value Assessments. Standard Assessments may be edited. (Add/Remove CAGE Code, Change/Add Supply Code.) To edit an Existing Solicitation select Edit Existing Solicitation in the Navigation frame. Figure 42: Solicitation Update (Best Value) a. Enter Purchase Order or Solicitation Number, click Get Report Version OCT

65 Figure 43: Solicitation Update Report Example (Best Vaue) b. Only Award disposition may be updated for Best Value Assessments c. To record award for a particular vendor, check the Award check box next to that vendor and click Save with Award (this does not advise the vendor that he/she was chosen, this is just for the user s own history) d. Click Back to cancel without saving e. If Save with Award is selected the updated successfully screen will be displayed Figure 44: Solicitation Update Successful Version OCT

66 Figure 45: Previously Awarded Solicitation (No Edit) Example (Best Value) f. Awarded Column: Y = Yes, CAGE Awarded N = No, CAGE Not Awarded U = Solicitation Number is Unawarded (no CAGEs awarded at time of History Report) Version OCT

67 4.2.2 Edit Existing Standard Solicitation To edit an Existing Solicitation select Edit Existing Solicitation in the Navigation frame. a. Enter Purchase Order or Solicitation Number, click Get Report (See Figure 42: Solicitation Update (Best Value) ) Figure 46: Solicitation Update Example (Standard) b. To edit, click Modify c. Solicitation Inquiry opens with original data Version OCT

68 Figure 47: Solicitation Update - Modify Example (Standard) d. Update CAGE or FSC information and click Standard Assessment (See Figure 33: Solicitation Inquiry Report Detail (Standard Assessment)) e. Choose Save with Award or Save without Award f. If awarded originally, you will have to check box again and click Save with Award Version OCT

69 4.3 SOLICITATION HISTORY REPORT To access Solicitation History Report select Solicitation History in the Navigation frame. Solicitation History allows the user to look up the results of past solicitation inquiries. Figure 48: Solicitation History Report Request Any/all of the following may be entered to obtain History: g. Purchase Order/Solicitation Number (partial data will retrieve more information, i.e. enter T to retrieve all records that have a Purchase Order/Solicitation Number beginning with the letter T). h. CAGE i. DUNS j. Click the Get Report button Version OCT

70 NOTE: The report displays the history captured when solicitation information was entered. The information includes every CAGE queried at the time the Solicitation Inquiry was saved. Figure 49: Solicitation History Report Detail Example k. All Solicitations matching search criteria are displayed l. You may download this report to Microsoft Excel, click on the words Click here just above the report m. Awarded Column: Y = Yes, CAGE Awarded N = No, CAGE Not Awarded U = Solicitation Number is Unawarded (no CAGEs awarded at time of History Report) n. Click the Print button to print out the results Version OCT

71 4.4 SUMMARY REPORT To access Summary Report, click Summary Report in the navigation frame. The Summary Report allows Government users to enter DUNS Number and CAGE code(s) to view the vendor s current classifications. Figure 50: Summary Report Request Any/all of the following may be entered to obtain a Summary Report a. To select which DUNS number to query enter a valid DUNS number and click the Add DUNS Number button When the Add DUNS Number button is clicked the CAGE Codes will automatically be selected for that DUNS and appear in the List of selected CAGE Codes box. Version OCT

72 Figure 51: Summary Report Request, entering DUNS Number Figure 52: Summary Report Request, List of selected CAGE Codes Box Version OCT

73 b. To select which CAGE codes to query the user enters a CAGE code and clicks the Add CAGE Code button, a box will appear with the newly added CAGE code To enter multiple CAGE codes: You may repeat the first step for each CAGE code to be evaluated, or you may enter multiple CAGE codes in the CAGE code entry box, separated by a colon (:) NOTE: The Add CAGE button also checks the Excluded Parties List, no CAGE on the EPL may be added. Figure 53: Summary Report Request, entering multiple CAGE Codes Version OCT

74 Figure 54: Summary Report Request with multiple CAGE Codes c. When you begin adding CAGE codes a new button will appear (Remove CAGE Code) this button will remove a selected CAGE code d. To filter reports for specific FSC Codes, the user enters an FSC code and clicks the Add Supply Code button. A box will appear with the newly added FSC code. To enter multiple FSC codes You may repeat step d. for each FSC code to be evaluated, or you may enter multiple FSC codes in the FSC code entry box, separated by a colon (:) Version OCT

75 Figure 55: Summary Report Request, entering multiple FSC Codes Figure 56: Summary Report Request with multiple FSC Codes When you begin adding FSC codes a new button will appear (Remove FSC Code) this button will remove a selected FSC code Version OCT

76 e. To run the desired inquiry the user must click the Run Summary Report button. The following report will be displayed Figure 57: Summary Report Detail f. From this screen the user may select any FSC from the Current Classifications list to view a Detailed Report for that contractor. Click any linked FSC on the Summary Report to generate a Detailed Report for that FSC and CAGE (linked items are blue and underlined) g. Click the Print button to print out the Summary Report h. Click any Point of Contact to send i. Click the Govt Main Page link to return to the Main Page or click the Logout link to log out of PPIRS-SR NG and be returned to the login screen Version OCT

77 4.4.1 Detailed Report (Summary Report FSC) The Detailed Report contains all the negative records that impact the classification. All Government users can generate a Detailed Report by linking to the report from the Summary Report Screen (See Figure 34: Detail Report Negative Records). Click any linked FSC on the Summary Report to generate a Detailed Report for that FSC and CAGE (linked items are blue and underlined). Figure 58: Detailed Report (Summary Report FSC) a. Click the Print button to print out the Detailed Report b. Click View Positive Delivery Records to view positive records Version OCT

78 4.5 RISK ANALYSIS PPIRS-SR NG provides a procurement risk assessment in three areas: Price over-/under-bid risk based on five years of previous buys, escalated for inflation Item identified application or safety criticality; potential for counterfeiting, nonconforming material, diminishing sources of supply Supplier a Standalone way to see detailed Supplier Risk The Price Risk Assessment calculates the Historical Price (escalated for inflation) -- what an item should cost, based on previous buys. It is the average of all purchases reported for the last five years, excluding certain extremely high prices (outliers), and escalated by Bureau of Labor Statistics inflation indexes. Bids are scored by their difference from Historical Price. To access Risk Analysis: a. In the navigation frame, click Risk Analysis NOTE: Figure 59: Risk Analysis Report Request b. Enter Purchase Order/Solicitation Number The Purchase Order/Solicitation Number is free form; must not be previously used. This will only be recorded in the user s Assessment history. Version OCT

79 c. Click the dropdown to choose to search for report information by National Stock Number (NSN), Internet Blog Serial Number (IBSN), Universal Product Code (UPC), GS1, or Manufacturer CAGE and Part Number. d. If a Material ID is entered and Search is clicked, the history will be searched and the system will return PO/ Solicitation numbers found that match the input. These are returned as links, you may click them to open a new window displaying that Procurement Risk Report. e. To perform a new Risk Analysis: NOTE: Data available only for valid Material IDs a. Enter Material ID b. Enter each CAGE & bid price individually, and click the Add to List button for each Or Enter a comma delimited list into the box, click the Add to List button, all will be added at once Figure 60: Risk Analysis Report Multiple CAGE Codes Added to List f. Click Delete to remove a CAGE Code g. Once all desired CAGE Codes and Bids have been entered click Run Report Version OCT

80 Figure 61: Risk Analysis Report h. The Risk Analysis Report is displayed The Header provides an overview of the solicitation, an alert if the NSN is considered a High Risk Item, and the Average Price the last time the item was purchased. The first 3 columns contain Vendor information. The next 3 columns contain the vendor s scores. The last 3 columns contain the entered bid amount & where it falls in comparison to the Average Price. i. Click the Print button to Print this report j. Click the Alert, if displayed, to view the Agency-supplied risk detail (See Figure 64: Detailed Item Risk Report (Top) k. Click the Save Solicitation button to save this Solicitation (See Figure 69: Risk Analysis Solicitation Saved) l. Click the Show Quality and Supplier Color Legend link to display the Color Legend m. Click any linked CAGE Code to view Vendor information Version OCT

81 Figure 62: Risk Analysis Report Vendor Information n. Click a linked Supplier Risk Score to display the Detailed Supplier Risk Report (See Figure 65: Detailed Supplier Risk Report) o. Click the View All (left) to view Summary Reports (See Figure 57: Summary Report Detail) p. Click the View All (right) to view Quote & Purchase History (Detailed Risk Analysis Report) Version OCT

82 Figure 63: Quote & Purchase History (Detailed Risk Analysis Report) Version OCT

83 q. Quote & Purchase History table and Chart (Detailed Risk Analysis Report) First Table lists: CAGE Dates the item was Purchased Unit Price Average Price Average Price Comparison Second table lists: Purchase History (If there is too much data to fit in these tables comfortably, page numbers will display below the table allowing you to page through all the data, just click a page number or Next ) Charts show the upper and lower bounds (control limits) of the Predicted Range; for the statistically minded users, these are the ±2 standard deviations First chart shows Historical Prices, including inflation, plotted over the expected range of prices Second chart shows the Current Offers These are a visual representation of where entered bid prices fall within the expected range The Expected Range Control Limits are shown as follows: UCL = Upper Control Limit = HPP + 2σ ( ) LCL = Lower Control Limit = HPP - 2σ ( ) HPP ( ) Entered Bids are displayed as dots on the charts. Selecting the legend items turns the lines on and off this is helpful if bids ( ) are hidden by lines Hover over points for detail Version OCT

84 Figure 64: Detailed Item Risk Report (Top) r. If the HIGH RISK ITEM alert is displayed in the Header click to display the Agencysupplied risk detail Detailed Item Risk Report displays Agency-supplied risk detail provides one or more reasons for the item to be considered High Risk displays suggested mitigation strategies based on agency policies s. Click Back to return to the Risk Analysis Report screen t. Click Print on any screen to print the screen Version OCT

85 Figure 65: Detailed Supplier Risk Report u. Click a linked Supplier Risk Score on the Summary Risk Analysis Report to display the Detailed Supplier Risk Report (See Figure 62: Risk Analysis Report Vendor Information) NOTE: The Supplier Score shown when performing a procurement Risk Analysis also considers if the vendor is on DLA s Qualified Manufacturer/Producer List, so it may be different than the one displayed in the standalone Supplier Risk report. v. Scored Data are Factors that go into the numerical score. If records are > 0, the Factor becomes a link to display additional detail. w. Info Only is data of interest but not scored. Detail is available if records are > 0 x. Click the Show More Detail link for Scored Data, additional detail opens on the bottom of the screen Version OCT

86 Figure 66: Scored Data - Show More Detail Version OCT

87 y. Click the Quality Score Rankings link under Scored Data (See Figure 65: Detailed Supplier Risk Report) Figure 67: Scored Data - Quality Score Rankings z. The Quality Score Rankings are displayed at the bottom of the screen aa. Click any FSC to see Detail Report for that FSC (See Figure 58: Detailed Report (Summary Report FSC)) bb. Any linked Factor may be clicked to in this way to display additional information cc. Click the Show More Detail link for Info Only, additional detail opens on the bottom of the screen Version OCT

88 Figure 68: Info Only - Show More Detail dd. If Save Solicitation is selected the following screen will be displayed (See Figure 61: Risk Analysis Report) Version OCT

89 Figure 69: Risk Analysis Solicitation Saved ee. Click View PDF to view saved solicitation Version OCT

90 Figure 70: Risk Analysis Printable/savable PDF Retrieving Previously Saved Risk Analysis a. In the navigation frame, click Risk Analysis b. Enter existing PO/Solicitation number c. If a matching Risk Analysis record is found the following screen is displayed Version OCT

91 Figure 71: Matching Risk Analysis record found d. Click solicitation number to display printable/savable PDF (See Figure 70: Risk Analysis Printable/savable PDF) Version OCT

92 4.6 SUPPLIER RISK REPORT The Supplier Risk Report is a Standalone way to see detailed Supplier Risk. To access Supplier Risk Report: a. In the navigation frame, click Supplier Risk Report b. Enter CAGE Code c. Click Search Figure 72: Supplier Risk Report Request d. The information will display (See Figure 65: Detailed Supplier Risk Report and Section 4.5 Risk Analysis- items u. through cc. ) NOTE: The Supplier Score shown in the standalone Supplier Risk Report does not consider if the vendor is on DLA s Qualified Manufacturer/Producer List, so it may be different than the one displayed when performing a procurement Risk Analysis report. Version OCT

93 4.7 ITEM RISK REPORT The Item Risk Report is a Standalone way to see detailed Item Risk. To access Item Risk Report: a. In the navigation frame, click Item Risk Report Figure 73: Item Risk Report Request b. Click the dropdown to choose to search for report information by National Stock Number (NSN), Internet Blog Serial Number (IBSN), Universal Product Code (UPC), GS1, or Manufacturer CAGE and Part Number c. Enter Material ID d. Click Search Version OCT

94 Figure 74: Detailed Item Risk Report e. Detailed Item Risk Report: displays Agency-supplied risk detail provides one or more reasons for the item to be considered High Risk displays suggested mitigation strategies based on agency policies Purchase History Table lists: CAGE Dates the item was Purchased Unit Price Purchase History (If there is too much data to fit in these tables comfortably, page numbers will display below the table allowing you to page through all the data, just click a page number or Next ) Chart shows the upper and lower bounds (control limits) of the Predicted Range; for the statistically minded users, these are the ±2 standard deviations The chart shows Historical Prices, including inflation, plotted over the expected range of prices Hover over points for detail Version OCT

95 4.8 MARKET RESEARCH REPORT The Market Research Report is a tool for the acquisition community. One-stop shop for prices and supplier risk scores for previous buys. To access the Market Research Report: a. In the navigation frame, click Market Research Report Figure 75: Market Research Report Request b. Click the dropdown to choose to search for report information by National Stock Number (NSN), Internet Blog Serial Number (IBSN), Universal Product Code (UPC), GS1, or Manufacturer CAGE and Part Number c. Enter Material ID d. Click Search Version OCT

96 Figure 76: Market Research Report e. Market Research Report: displays Agency-supplied risk detail provides one or more reasons for the item to be considered High Risk displays suggested mitigation strategies based on agency policies Purchase History Table lists: CAGE Dates the item was Purchased Unit Price Average Price Average Price Comparison (If there is too much data to fit in these tables comfortably, page numbers will display below the table allowing you to page through all the data, just click a page number or Next ) Chart shows the upper and lower bounds (control limits) of the Predicted Range; for the statistically minded users, these are the ±2 standard deviations The chart shows Historical Prices, including inflation, plotted over the expected range of prices (Hover over points for detail) Supplier Risk Scores for past vendors Version OCT

97 f. Click a linked Supplier Risk Score to display the Detailed Supplier Risk Report (See Figure 65: Detailed Supplier Risk Report) g. See Section 4.5 Risk Analysis for report details. 4.9 SUPPLIER SURVEILLANCE REPORT Supplier Surveillance is a tool for users to focus on vendors supplying particular items. Given a material ID, reports will return all CAGEs supplying the item. Users can filter the report based on Supplier Risk Scores (e.g., only show vendors of a particular item with a RED score). To access the Supplier Surveillance Report: a. In the navigation frame, click Supplier Surveillance Report Figure 77: Supplier Surveillance Report Request b. Click the dropdown to choose to search for report information by National Stock Number (NSN), Internet Blog Serial Number (IBSN), Universal Product Code (UPC), GS1, or Manufacturer CAGE and Part Number Or Search by Quality Score color (Select color by clicking on it, or select multiple colors by holding the CTL key and clicking on them) Or Search by search by Material ID of your choice and Quality Score color or colors Version OCT

98 c. If you chose to search by Material ID the following is displayed Figure 78: Supplier Surveillance Report by Material ID d. Click on either the linked NIIN or FSC to display the Detailed Item Risk Report (See Figure 74: Detailed Item Risk Report) e. If you chose to search by Quality Score Color or Colors the following is displayed Figure 79: Supplier Surveillance Report by Quality Score Color(s) f. On either of the above screens click any CAGE, Company Name, or Supplier Risk Score to display the Supplier Risk Report for your selection (See Figure 65: Detailed Supplier Risk Report.) Version OCT