Standard and Ad Hoc Reports

Transcription

1 DEFENSE PROCUREMENT AND ACQUISITION POLICY PROCURE-TO-PAY TRAINING SYMPOSIUM FPDS Tips Standard and Ad Hoc Reports Presented by: G. Brian Davidson Consultant to DPAP PDI May 30 June 1, 2017 Hyatt Regency Orlando FL 1

2 What is FPDS-NG? Collects federal procurement awards Is the Authoritative source Receives Data from Contract writing system (CWS) User Entry using FPDS Web Portal FPDS Web Access Procure-to-Pay Training Symposium 2

3 FPDS EXPERT Walks on Water FPDS Expert Has to Know How to Walk on Water to Create Reports. Create the Right Conditions for Accurate Report. We Walk on Water all the Time. GO PENS! 2017 Procure-to-Pay Training Symposium 3

4 FPDS EXPERT Walks on Water Must know the FPDS Database Contains Data for ALL of Federal Government from 1978 Selects Which Part of FPDS that You Want, i.e. DOD, FY Contains Procurement and Other Transaction Data Selection of METRICS Field Determines Which Data to Use MUST select One Metric or NO Summarization Occurs Must Have DOD Userid to Access Last 90 Days of Data DOD Userid is ONLY Created by an Existing DOD User Place of Performance Is Not on IDV, Just Orders IDVs are the Parent Document for Orders & BPA Calls MOD ZERO is the Parent Document to All MODS 2017 Procure-to-Pay Training Symposium 4

5 FPDS EXPERT Walks on Water Must know the FPDS Database (continued) Contains Both IDVs and AWARDS DOD Money is Only on AWARDS DOD IDVs Have NO Dollars Obligated Civilian IDVs May Have Dollars Obligated Types of Award/IDV CARS AWARDS are BPA Calls, DCA, Delivery Orders, and PO IDVs are BPA(A), BOA(G), or IDC(D) for DOD Civilian Agencies Also Have GWAC or FSS IDVs BPA Calls are Under a BPA(A) Delivery Orders are Under a BOA(G) or IDC(D) 2017 Procure-to-Pay Training Symposium 5

6 FPDS EXPERT Walks on Water Must know the FPDS Database (continued) Express CAR report is One Record for Many Orders All Orders in One Month under One Contract to One Vendor Totals the Number of Actions and Dollars Obligated Transaction Info Is on Every CAR AWARD or IDV TYPE - Selects CAR by Type of Award Who Prepared, Approved, Last Modified and When Must Translate User Request to FPDS Data Are Orders Counted as Contracts, then Ignore IDVs? Are New Contracts DCA, PO, IDVs, then Ignore Orders? Do I need Zero Dollar Mods (non-zero Mods)? Will Express CARs Distort Analysis? 2017 Procure-to-Pay Training Symposium 6

7 FPDS EXPERT Walks on Water Must know the FPDS Database (continued) All Orders, BPA Calls Have Parent IDV Data Attached IDVs have Base and All Options Value on MOD ZERO Awards have Base & All Options Value on MOD ZERO NON MOD ZERO CARS ONLY Have Changes that Increase/Decrease the Options Fields Value, or $0.00 ALWAYS Use FY & Number of Records to Check AdHoc Maximum 5,000 Rows into EXCEL, HTML, or PDF Maximum Export 30,000 Rows of CSV Data (TXT file) Import into EXCEL or ACCESS or any Compatible Software IDV PIID, PIID, Mod Num, & Trans Num for EVERY Rec 2017 Procure-to-Pay Training Symposium 7

8 FPDS EXPERT Walks on Water Validate Ad Hoc Report Using Another Method Check your Work, Compare to EZSearch Results Check your Work, Compare to Standard Reports Output Match Numbers Exactly; Close Is Not Good Enough Know the Data in FPDS Fields Experience and FPDS Data Dictionary Total Dollar Fields are WRONG for 3 or more CARS Previous Dollar Fields are WRONG for 3 or more CARS FPDS Sees All Mods, Sums All, Puts Same Total on All Mods; Subtracts Current Value to get Previous Value DO NOT USE Contractor Name; Use Vendor Name 2017 Procure-to-Pay Training Symposium 8

9 Frequently Used Standard Reports What is Data is Available on one Contract? WHAT Contract Detail Report What Products or Services am I Buying? WHAT Total Actions by PSC or NAICS % commercial Drill to workflow to show PSC and Business Size Total Actions and Dollars for all business sizes Actions, Dollars & Percent for SB, SDB, 8(a), SDVOSB, etc. What are the Total Awards? WHAT Federal Contract Actions and Dollars Report 2017 Procure-to-Pay Training Symposium 9

10 Frequently Used Standard Reports How Am I Doing on Small Business Goals? HOW SB Achievements by Awarding Activity Report Education, HBCU, and MI Are NOT on SB Report Education is not Part of the SBA Goaling Report WHO Awards by Contractor Type How Am I Doing in Competition Goals? HOW Competition Report HOW Competition Report OLD 2017 Procure-to-Pay Training Symposium 10

11 Standard Report Has Workflows 1 Ran Total Actions by PSC for my DODAAC 3 Other report formats are in Workflow 2 Output is Commercial Procedures vs Total Dollars for major PSC category 2017 Procure-to-Pay Training Symposium 11

12 Standard Report - Workflows 1 Click on Workflow; window opens with any existing workflows 2 Click on PSC Socio Economic Report 2017 Procure-to-Pay Training Symposium 12

13 Standard Report - Workflows 2 Export to EXCEL for better analysis capability 1 New PSC report format showing awards by PSC to each business category 2017 Procure-to-Pay Training Symposium 13

14 Understanding Standard Reports How Do I Know What is the Selection Criteria? Top Left Click on i Beside ACTIVE FILTERS How Was a Given Column Calculated from Data? Between Workflow and SIGMA Click Header + Footer Appendix Describes Each Column and any Exclusions How Do I the Report to Someone? Click on SEND window opens Type address separated by commas no spaces Send only as an EXCEL or CSV File Attachment Click on SEND at bottom of the window 2017 Procure-to-Pay Training Symposium 14

15 Understanding Standard Reports Save Selection Parameters for Future Use Setup a Report to Run the Last 5 Fiscal Years and SAVE Drill to Fiscal Year, Agency, Commands, and Offices Award Detail Drill Down on All Reports Most Fields on the CAR are available Limit is 5,000 Rows of EXCEL, PDF, or HTML Output 30,000 Row of CSV Output can be Saved or ed Limited to 5 Years of Data per Report Has a Report Appendix Shows Selection Criteria and Data Excluded from Report Describes How Each Column is Calculated 2017 Procure-to-Pay Training Symposium 15

16 Understanding Standard Reports How Do I Export the Report to My Desktop? Click on EXPORT export window opens Four File Types are Available EXCEL, HTML, or PDF 5,000 Row Limit CSV (comma separated values) has 30,000 Row Limit EXCEL Regular Formatting or Pivot Table EXCEL Analysis Available HTML No Analysis Tools; Ready for Web Page Placement CSV Import into Other Software for Analysis PDF SELECT PDF to Print & use 100% of Normal Size Click on EXPORT at bottom of the export window 2017 Procure-to-Pay Training Symposium 16

17 But I need A LOT of data Procure-to-Pay Training Symposium 17

18 Ad Hoc Steps to Create or Review 5 SAVE and then Execute 1 Select Number of Records, Actions, Dollars 3 Setup Filter Criteria 2 Select Fields to Output 4 Format Output or Create Grand Total 2017 Procure-to-Pay Training Symposium 18

19 Ad Hoc Step 1 Select Metrics Step 1 Click on 1 Select Metrics Click PLUS sign (+) to Expand Data Categories Award IDV Information Folder Other Transaction (OT) Information Folder Click Contract Actions or Dollar Values Folder for Fields Select Field for Output by Clicking on ADD in Same Line Select Number of Records first, then Actions Select Dollar Values folder, then Action Obligation Change Field Order - Highlight Field, up/down arrow Delete Field - Highlight Field, X box Save Report Frequently Supply a Report Name ; Click SAVE 2017 Procure-to-Pay Training Symposium 19 OR

20 Ad Hoc Save Work Frequently 1 Give the Report a Name 2 Click SAVE 3 Highlight field; Move Up or Down or Delete from Output 2017 Procure-to-Pay Training Symposium 20

21 Ad Hoc Select Field for Output; Where is it? 1 Awarding Agency, Command, Office 2 Contract, Order, Mod Nums 3 FY, Dates 4 Funded Dept ID 5 PSC, NAICS 6 Comp, Fair Opp, Set Aside, Sole Source 7 CAR Type, Who Prepared or Modified it 8 For Orders - IDV info, M/S, IDV Type 2017 Procure-to-Pay Training Symposium 21

22 Ad Hoc Select Filters 2 Window opens with values, Select 8(a) Sole Source or what you want 4 8(a) Sole Source would appear here. Repeat 1 4, if more values needed 3 Click OK 1 Click Select Attribute Values to see Values in field 5 Click ADD 2017 Procure-to-Pay Training Symposium 22

23 Ad Hoc Select Filter (continued) 1 Click Metric Filter Use Dollar filter to find awards over $100,000 2 Now only Actions and Action Obligation are available for a filter 3 Select operation Only Values Greater than 4 Manually enter Click ADD 5 Check box to apply to every CAR! 2017 Procure-to-Pay Training Symposium 23

24 Ad Hoc Add Filter (continued) 3 Window opens with All fields to select for filter 1 If Field Name is not in pull-down for filter, if it was not selected for output 2 Click Here 4 Click category to get field names. Click SELECT to use in filter 2017 Procure-to-Pay Training Symposium 24

25 Ad Hoc Advanced Filter - and/or 1 Click Advanced to get and/or and ( ) 2 Select and/or and ( ) as needed 3 ADV = SQL coding to filter 2017 Procure-to-Pay Training Symposium 25

26 Ad Hoc Step 5 Execute 3 Execute 2 Save report 1 Review report filters any missing? 2017 Procure-to-Pay Training Symposium 26

27 Ad Hoc Date Range Decide Date to Use in Selection Date Signed Produces Report based upon Award Date Signed Do NOT Use Both Date Pairs Using Both Dates Will Result in Less Records Last Modified Date Produces Report based upon Last Modified Date Ignores Where the CAR falls into FY Based upon Date Signed A Correction Today can change 2013, 2014, 2015 Recs 2017 Procure-to-Pay Training Symposium 27

28 Ad Hoc Date Range & Display Report 3 Click Display Report to run 1 Date Range for CAR Date Signed one year maximum 2 Date Range for Last Modified Date five years maximum 2017 Procure-to-Pay Training Symposium 28

29 FPDS Reporting Future Last Time to see Most of these Slides New Software for FPDS Reports in FY18 Both Standard and Ad Hoc Reports Affected Volunteer to Beta Test Reports Software Testing may start before the end of the fiscal year, but more likely in FY18 MicroStrategy, Inc. is the Vendor Business Intelligence (BI) Software Provider 2017 Procure-to-Pay Training Symposium 29

30 DEFENSE PROCUREMENT AND ACQUISITION POLICY PROCURE PAY TRAINING TO SYMPOSIUM May 30 June 1, 2017 Hyatt Regency Orlando FL 30