PROCURE-TO-PAY TRAINING SYMPOSIUM

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1 DEFENSE PROCUREMENT AND ACQUISITION POLICY PROCURE-TO-PAY TRAINING SYMPOSIUM Federal Procurement Data System (FPDS) Version 1.5 Implementation Presented by: Lisa Romney, DPAP/PDI May 30 June 1, 2017 Hyatt Regency Orlando FL 1

2 Version Change 1.5 (v1.5) NEED: Since version change 1.4 (v1.4) was deployed in 2010, a number of statutory and regulatory changes have occurred that require collection of new data including: Small Business Jobs Act of 2010 Service contract inventories Identification of inherently governmental functions Changes to names of labor standards Acts In totality, these required changes can not be accommodated within the existing data element structure of v1.4 A version change is required to introduce new data elements and changes to the conditions when existing data elements apply

v1.5 Timeline Contract writing systems (CWS) that use FPDS web services to initiate and submit contract action reports in whole or in part must be certified to be able to send XML in the new version

3 v1.5 Timeline Contract writing systems (CWS) that use FPDS web services to initiate and submit contract action reports in whole or in part must be certified to be able to send XML in the new version prior to beginning submissions V1.5 scheduled for deployment October 1 st V1.4 will be retired If an agency CWS is not certified prior to v1.5 implementation at FPDS, the CWS will not be able to submit actions Specifications, WSDLs, xsd s posted at

4 V1.5 Functional Contents Changes to how competition and small business data is collected on orders under indefinite delivery contracts (including federal schedules / GWACs) Collecting Inherently Governmental Functions using a distinct data element Capturing Additional Reporting Requirements data, such as Service Contract Inventory Ensuring the names of the data elements collecting labor standards information match the Federal Acquisition Regulation (FAR) Capturing a distinct Total Estimated Order Value on reports for indefinite delivery contracts

5 V1.5 Functional Contents (continued) Capturing the Subcontracting Plan on delivery orders under BOAs and call orders under Part 13 BPAs; and at the modification level when certain values under the Reason for Modification apply Displaying additional data elements on the user GUI that already exist in the FPDS database Establish a set of generic XML tags for inbound CWS submission for use between version changes when additional statutory / regulatory changes warrant Establish a separate Close-Out capability to identify awards in FPDS that have been closed

6 Changes to Orders Under IDVs Background Small Business Jobs Act and implementing FAR cases ( , *) fundamentally change the processes of how orders under multiple award contracts are placed. The FAR now allows / will allow contracting officers to set-aside orders under multiple award indefinite delivery contracts as well as will require a NAICS code be assigned and the contractor size determined at the order level. To capture the data related to these changes so they can be clearly understood, FPDS must change the way the data is collected for orders under indefinite delivery type contracts. Changes to GUI screens (applies to v1.5 documents forward): New data elements present Referenced IDV Number of Offers (also applies to v1.4 documents) Number of Offers Source (also applies to v1.4 documents) Referenced IDV Type Set-Aside (also applies to v1.4 documents) Type Set-Aside Source (also applies to v1.4 documents) Referenced IDV NAICS Code* NAICS Code Source* Referenced IDV Contracting Officer s Size Determination* Contracting Officer s Size Determination Source* Some data elements on Orders will no longer pre-populate from the Referenced IDV; will either be entered on the order or be null, depending on the scenario Number of Offers Type Set-Aside NAICS Code* Contracting Officer s Size Determination* * FAR case is still under deliberation, but the probable changes necessary must be accomplished in a version change, even if not turned on on October 1st

7 Changes to Orders Under IDVs (cont) Impact to web services used by contract writing systems to submit reports: NAICS Code will be REQUIRED on Delivery Orders under FSS, GWACS, and Multiple Award IDCs; Part 8 BPAs; and BPA Calls under Part 8 BPAs Contracting Officer s Size Determination will be REQUIRED on Delivery Orders under FSS, GWACS, and Multiple Award IDCs; Part 8 BPAs; and BPA Calls under Part 8 BPAs Outbound ATOM feed and Ad Hoc Report data changes: New data elements Referenced IDV Number of Offers Number of Offers Source Referenced IDV Type Set-Aside Type Set-Aside Source Referenced IDV NAICS Code NAICS Code Source Referenced IDV Contracting Officer s Size Determination Contracting Officer s Size Determination Source Some data elements on Orders will no longer pre-populate from the Referenced IDV; will either be entered on the order or be null Number of Offers Type Set-Aside NAICS Code Contracting Officer s Size Determination

8 Inherently Governmental Functions Background FPDS previously implemented this collection requirement by requiring users to enter it with XML tag formatting in the Description of Requirement field until a version change could allow it to be captured in its own data element. Changes to GUI screens (applies to v1.4 documents forward): New Inherently Governmental Functions data elements will be present; users will choose from a drop-down list instead of entering data in the Description of Requirement field Actions previously reported in v1.4 that include the data in the Description of Requirements field will have the data also appear in the new Inherently Governmental Functions field Impact to web services used by contract writing systems to submit reports: New Inherently Governmental Functions will be REQUIRED on all records per existing business rules regarding date of action and when the PSC Code indicates a service is being procured Outbound ATOM feed and Ad Hoc Report data changes: None

9 Additional Reporting Requirements Background: Increasingly, statutory and regulatory changes require downstream contractor reporting of additional data (such as for the service contract inventories). In order to identify contracts to which these requirements apply, FPDS needs to add a data element to capture the data. Changes to GUI screens (applies to v1.5 documents forward): New Additional Reporting data element will be present; users will select from a drop-down list of applicable reporting requirements (e.g., Service Contract Inventory ). Users will be able to select multiple values. Impact to web services used by contract writing systems to submit reports: New Additional Reporting will be REQUIRED on all contract action reports submitted. Multiple values may be sent. Outbound ATOM feed and Ad Hoc Report data changes: New Additional Reporting data element will be present. Multiple values may be returned.

10 Labor Law Name Changes Background FAR Part 22 was changed in 2014 to update the names of labor wage laws previously known as Walsh-Healey Act, Davis Bacon Act, and Service Contract Act. Need to update FPDS to accurately name the data fields prospectively Changes to GUI screens (applies to v1.5 documents forward): Name for Walsh-Healey Act changed to Materials, Supplies, Articles, & Equip Name for Davis-Bacon Act changed to Construction Wage Rate Requirements Name for Service Contract Act changed to Labor Standards Impact to web services used by contract writing systems to submit reports: XML tag for Walsh-Healy Act changed to Materials, Supplies, Articles, & Equip XML tag for Davis-Bacon Act changed to Construction Wage Rate Requirements XML tag for Service Contract Act changed to Labor Standards Outbound ATOM feed and Ad Hoc Report data changes: XML tag for Walsh-Healy Act changed to Materials, Supplies, Articles, & Equip XML tag for Davis-Bacon Act changed to Construction Wage Rate Requirements XML tag for Service Contract Act changed to Labor Standards

11 Total Estimated Order Value Background: Currently on indefinite delivery contracts, the Base and All Options Value data element is designed to collect the total amount expected to be obligated under the contract. However, for some agencies, this does not provide clear distinction between the estimated value of all potential orders and the value of obligations expected to be placed on the indefinite delivery contract itself. This change introduces a data element dedicated to the potential total estimated order value, and corrects and clarifies the application of other data elements. Changes to GUI screens (applies to v1.5 documents forward): New Total Estimated Order Value data element on IDV screens, which will require a value for Federal Supply Schedules, GWACs, and indefinite delivery contracts Current Maximum Order Limit data element on IDV screens will be renamed Individual Order/Call Limit (this would apply to all versions) This Individual Order/Call Limit data element would no longer be applicable to BOAs The Individual Order/Call Limit will propagate on modifications, but allow changes Impact to web services used by contract writing systems to submit reports: New Total Estimated Order Value data element will be REQUIRED on base FSS, GWAC, and IDC awards (mod 0); data element will be OPTIONAL on modifications to these base awards Current Maximum Order Limit data element tags will change to Individual Order/Call Limit Individual Order/Call Limit will be NOT APPLICABLE to BOAs Outbound ATOM feed and Ad Hoc Report data changes: New Total Estimated Order Value data element will be present on IDVs Current Maximum Order Limit data element tags will change to Individual Order/Call Limit

12 Subcontracting Plan Background: Historically, FPDS has incorrectly collected the Subcontracting Plan data element on the BOA and Part 13 BPA use cases rather than the orders and calls placed under these agreements. However, regulatory changes otherwise affecting subcontracting achievements reporting have made fixing this more critical. Additionally, the Subcontracting Plan data element will be allowed to be changed when the Reason for Modification data element is equal to certain values (note this is being implemented initially via service pack, but the version change will formally introduce it to the web services). Changes to GUI screens (applies to v1.5 documents forward): The Subcontracting Plan data element will be greyed out from use on BOAs and Part 13 BPAs; it will now open and require selection of a drop-down value for Delivery Orders referencing a BOA and Calls referencing a Part 13 BPA. The data element Subcontracting Plan will open on all modifications when the Reason for Modification is Novation, Rerepresentation, Rerepresentation of Non-novated Acquisition/Merger, or Add Subcontracting Plan. It will prepopulate the value from the base award / IDV but allow the user to select a different value. Impact to web services used by contract writing systems to submit reports: The data element Subcontracting Plan will be Not Applicable on BOAs and Part 13 BPAs; and will be REQUIRED on all Delivery Orders referencing a BOA and Calls referencing a Part 13 BPA. The data element Subcontracting Plan will be optional on all modifications when the Reason for Modification is Novation, Rerepresentation, Rerepresentation of Non-novated Acquisition/Merger, or Add Subcontracting Plan. Outbound ATOM feed and Ad Hoc Report data changes: None

13 Adding Existing FPDS Data Elements to the GUI Screen and Response XML Background: Data elements added from SAM to the FPDS database during v1.4 have not been able to be added to the GUI screens that users see (requires a version change in order to do) Changes to GUI screens (applies to v1.5 documents forward): New data elements will be present CAGE Code Women-Owned Small Business business type Women-Owned Small Business Joint Venture business type Economically Disadvantaged Women-Owned Small Business business type Economically Disadvantaged Women-Owned Small Business Joint Venture business type HUBZone Joint Venture business type (tentative - to be confirmed) Impact to web services used by contract writing systems to submit reports: None (note response XML will include the new data elements) Outbound ATOM feed and Ad Hoc Report data changes: None

14 Additional Generic Data Elements for Future Federal-wide Use Background: Data elements added from SAM to the FPDS database during v1.4 have not been able to be added to the GUI screens that users see (requires a version change in order to do). Goal with this change is to proactively establish data elements that can be used in the future to satisfy new requirements between version changes. The generic data elements would only be assigned for use as approved by the PCE; these are not available for local agency use. Changes to GUI screens (applies to v1.5 documents forward): None until generic data elements are assigned actual values Impact to web services used by contract writing systems to submit reports: New REQUIRED data elements on each document type 10 Generic XML Tags with String defined as the input. (Text) 10 Generic XML Tags with Boolean defined as the input. (True/False) 2 Generic XML Tags with Float defined as the input. (Numbers & Decimals) 2 Generic XML Tags with Integer defined as the input. (Whole Numbers) Note, contract writing systems must demonstrate the ability to send the 24 fields prior to being certified compliant for v1.5 Outbound ATOM feed and Ad Hoc Report data changes: None until generic data elements are assigned actual values (to be accomplished via service pack changes)

15 Award Format Changes

16 Award Format Changes (continued)

17 Award Format Changes (continued)

18 IDV Format Changes

19 IDV Format Changes (continued)

20 New Close-Out Capability Background Currently in FPDS there is no way to efficiently identify contract awards that have been closed. While FPDS does provide the ability to submit a modification indicating closeout, there is no overall status applied to the contract itself nor a method to indicate the status when a modification is not issued. Per the PCE, this change establishes a method to report closed contracts to FPDS (when a mod is not issued) and a new closed status indicator. Changes to User Privileges: New Close privilege will be established (given to Agency System Administrators and allow for delegation to Agency System Admins, Contracting Office Admins, Contracting Officer/Specialist, and Other Transaction) Changes to GUI screens (applies to all versions of FPDS documents): New data elements Closed Status, Closed Date, and Closed By will be added to FPDS that will populate either by a CAR with Reason for Mod = Closeout or by new Close web service or button New Close button will be available on-screen that will allow a user to change the Closed Status to Closed without reporting a separate modification; requires new Close privilege to see/use

21 New Close Out Capability (continued) Impact to web services used by contract writing systems to submit reports: New Close web service provided whereby agencies can send notices with minimal data elements to indicate that a contract award has been closed-out (does not require a modification number ); requires new Close privilege to use Outbound ATOM feed and Ad Hoc Report data changes: New outbound Closed ATOM feed for consumption of the Closed Status, Closed Date, and Closed By data; these data elements will not be available in the regular ATOM feed Closed Status, Closed Date, and Closed By data elements will be available in Ad Hoc Reports Note Agencies are not required to have their contract writing systems implement the new close-out web services in order to certify to v1.5 web services; however, agency systems must be certified separately before being able to use the new closeout web services

22 Close Out Capability Screenshot

23 Close Out Capability in DoD Be Aware #1 Once the Closeout Status has been flipped to Closed, the user can not change it Requests to remove the Closed status have to be sent to the FPDS Help Desk Users are still able to report other modifications When the Closeout Status is flipped to Closed, it is applied to the CARs for the base award and all associated modifications Be Aware #2 Users should only use Close Out Reason for Modification in CARs when they are really issuing a modification to affect the close-out Once the Close Out Reason for Modification is used on a CAR: Causes the Closeout Status to be flipped to Closed for that award That CAR is locked from further corrections; any corrections to that CAR will need to be sent to GSA/IBM to accomplish If users are reporting obligations/deobligations in prep for a closeout use Funding Action Only as the Reason for Modification A GEX map is being developed to feed all closeout notices (567) being sent to EDA or generated via WAWF s automated closeout to FPDS via the new web services DoD CWS are should not implement the FPDS closeout web service New closeout privilege will be kept close-hold in DoD; will rely on GEX feed

24 What Does My Agency Need to Do? Make sure your CWS providers are planning for implementation Participate in BETA testing at Get certified for v1.5 as soon as possible, certification procedures are posted on under Worksite tab Participate in GSA-held CWS v1.5 calls and Technical Interface Group (TIC) quarterly meetings Participate in Government Acceptance Testing next round scheduled for August 14 th -18 th Clear out contract action reports that are in a draft or error status they will not be able to be used in v1.5 Get caught up on any reporting backlog they may have Watch the training videos being posted on to get a preview of what you will see

5 content and show how the data element is used within FPDS note, these do not explain the policy The first set of videos were

25 FPDS v1.5 Training Videos In addition to the functional documentation outlined in the previous slide, a host of V1.5 training videos will be posted to the FPDS website. These videos will outline all of the V1.5 content and show how the data element is used within FPDS note, these do not explain the policy The first set of videos were posted on 5/19/2017. Each week a new set of videos will be posted running through 6/9/2017. A total of 12 videos are planned The videos will be posted to the Training section of FPDS: 25

26 DEFENSE PROCUREMENT AND ACQUISITION POLICY PROCURE TO PAY TRAINING SYMPOSIUM May 30 June 1, 2017 Hyatt Regency Orlando FL 26

Standard and Ad Hoc Reports

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