1. An Overview of the Federal Procurement Data System (FPDS)

2. What Is FPDS?
FPDS IS:
An automated system used to collect and report on federal procurement spending
Data is submitted via a contract writing system (CWS) or directly into FPDS Using Direct Web Input
Reports can be run by individuals
The single authoritative repository for federal procurement award data

3. FPDS Vision and Goals
Transparency and visibility into government contracting
Contracting information across the federal spectrum in real time, down to the contract action
Powerful business decision-making tool for the contracting community
Agencies can view all data and analyze trends for contract management and market research
Provide interoperability with departmental contract writing systems
Foundation for standardizing contracting processes
Policy changes can be made in one tool and utilized across the federal enterprise
Reduce system redundancies and costs
Self-service, web accessible reporting tools
Congress, press, state government officials, IG & auditors, FOIA offices, GAO, etc.
Data available within 24 hours of award

4. Data Accuracy Data accuracy starts with the contracting officer
OFPP 5/9/08 memo makes federal Chief Acquisition Officers (CAOs) responsible for accuracy of data input
Agency heads required to certify data accuracy annually
Verification and validation (V&V) process required to be in place and conducted by a third party

5. Who Uses FPDS? Designed for Use by: Contracting Officers
Program and Procurement Analysts
Senior Procurement Executives
Congress, state, and local governments
System Administrators
Media, research groups, marketing groups, students, and commercial businesses
All other interested public parties

6. FPDS Homepage at: https://www.fpds.gov/
Links under “Top Requests” and “Reports” provide data already prepared for you.”
Links under ‘What’s New” and “Important Links” provide information related to FPDS.
Some Computer-Based Training is also available.
For those who are already registered, enter your log-in and password.
Find contact information for the FPDS Help Desk at this link.
To register to use FPDS, click on this link. You must register to receive a password and to be able to run reports.

7. How Do I Register to Use FPDS?
1st Page For All Registrants
Please keep in mind that agencies may have their own procedures so check with your departmental system administrator
From the Homepage, click on “Register.” If you ARE a government contracting officer, click the first paragraph.
If you ARE NOT a contracting officer, click the second paragraph.

8. How Do I Register to Use FPDS? (continued)
Registration For Government C.O.s
Complete and submit the User Identification format shown here.
Look for a return with your password.
Use your new password and your user ID (often an address) to Log Into FPDS.

9. How Do I Register to Use FPDS? (continued)
Registration For All Others
Complete and submit the User Identification format shown here.
Look for a return with your password.
Use your new password and your user ID (often an address) to Log Into FPDS.

10. What Data Does FPDS Contain?
Contract Data in General Categories
Dates
Date Signed
Date Effective
Last Date to Order
Completion Date
Amounts
Action Obligation
Base and Exercised Options Value
Base and All options Value
Purchaser Information
Contracting Office Information
Contractor Information
SAM information
Contractor Name
DUNS
Socio/Economic Data
Contract data
Type of Contract
NIA
No CLIN information
Legislative Mandates
Walsh Healey Act
Davis Bacon Act
Service/Commodity Information
Service Code
NAICS Code
Competition Information
Extent Competed
Set Asides
Sole Source
Preference Programs
CO’s Business Size Selection
Reasons Not Awarded

11. Privileges System Administrator Privileges
Agency System Administrator
Functions vary by agency
Contracting Office System Administrator
Contracting Officer Privileges
Functions:
Input Contract Award Data
Run Reports
Run Queries
All Other User Privileges

12. How Do I Access FPDS? To submit contract data: To access reports:
Via your contract writing system
Through the web portal directly at
To access reports:

13. Login Security Password 90 day inactivity Lockout Intrusion detection
Password rules
Ability to reset
Forgot password
90 day inactivity
Applies to all government accounts
Applies to all system (CWS, IAE interfacing system) accounts
Lockout
Applicable after 5 consecutive failed log on attempts (over any period of time)
Agency System Administrator (not GCE Helpdesk) must reset this for you
Intrusion detection

14. How do I input data? Contract writing system (CWS)
CWS’s are certified to interface with FPDS.
Examples of Government CWS systems
Comprizon
Prism
PD2
Selected data from a CWS is submitted in final once a contract is signed. Not all CWS collect all data elements needed for FPDS.
Note: CWS users will see a GUI (Graphical User Interface) to submit FPDS data elements not collected by their CWS. They will not see contents of the next page.
Submitted data becomes available in FPDS’s Reports within 24 hours
Ask your CWS system administrator for assistance and assignment of privileges.
Reference your CWS’s user material for further directions.
If the award or modification is initiated through the CWS, the transaction must be completed through the CWS.

15. How do I input data?
FPDS-NG’s direct web input
Same data elements as the CWS
Same validations as the CWS
If the award or modification is initiated through the web, the transaction must be completed through the web.

16. Actions Screen: Submit Data to FPDS Through Direct Web Input
Manual Batch is no longer used
Will be deprecated in V 1.3
Audit log
Search for auditable events
Record delete
Correct
Comments
Allows users to submit comments about FPDS-NG

17. Document Lifecycle Create Save Draft Validate (does not equal save)
Approve
Delete
Correct
Modify
Save Template
Print
Close
Error Messages
New

18. Actions Screen: Submit Data to FPDS Through Direct Web Input
Determine whether your action is an “AWARD” (1st Column) or a “Basic IDV.” (2nd Column)
Choose and click on the correct type of action.
Key in all entries taking care to avoid typing mistakes.
In order: Save drafts; Validate Business Rules; Approve.
Use the third column to issue a contractual modification or correct/void the original work.
System Administrators use the 4th Column to assign privileges and run internal reports.

19. Actions Screen: Accessing Reports
Click on “Standard Reports,” “Ad Hoc Reports,” “ezSearch,” or Interagency Contract Directory“ (ICD) depending on what data you need.
Standard reports return data in 1 – 12 month increments, government wide or by department/agency.
For Ad Hoc reports, you must know what data you want to retrieve. Click on the link to Ad Hoc Reports and develop your own report to get that unique data.
ezSearch provides a means to search on key words.
The ICD provides information that will assist contracting officers in fulfilling their contractual needs in the most expeditious manner.
All report results allow drill down capabilities to obtain data at any level within the contracting organization.

20. What Do FPDS Reports Provide?
Standard Reports (predefined reports)
5 report categories including
Who?
What?
Where?
When?
How?
Adhoc (user developed and generated)
Save queries (Queries can be saved for individual use but cannot be shared).
Formatting
Data values for search capability
Different agencies may have their own procedures so check with your departmental system administrator for more information
Reports data is refreshed nightly for years 2004 through 2008.
Report Size limitation
Row Return Limit
Size

21. Report Functions for Standard Reports
Export features
Print
Drill down
Highlight
Chart
Save As
Formatting

22. The Standard Reports Page
Reports run as government wide reports with drill down capability per department down to a contracting office within that department.
Reports can be saved in several formats, including CSV, Excel, HTML and PDF.
Reports can also be ed in various formats.
Data can be retrieved in increments of 1 to 12 months.

23. Standard Report Navigation

24. ADHOC Save queries Sum Format Export Print Drill down Highlight Chart
Filters
Data values

25. PMO Published Reports Annually Published Reports Top 100 Contractors
Federal Procurement
Small Business Goaling
Competition
Special
National Interest Actions

26. Advanced Search Required information Summary of transactions returned
Award detail available
Search criteria – list

27. ezSearch
After clicking on “ezsearch” on the “Actions Screen,” enter a key word or phrase.
Google™ like search capability will appear
Cannot print results
Results can not be aggregated
Click “GO” and see the next slide for a sample result.

28. ezSearch Returns
The search word, “Trailer,” returned numerous results.
Drill into the results to obtain more information.
Copy PIIDs (Procurement Instrument Identifier) into the ADVANCED SEARCH field of FPDS to obtain complete contract lifecycle.

29. Get Help When Needed!

30. FPDS Support What GCE support desk does Agency Support
Application Support
System questions and issues
Agency Support
1102/Contracting Issue Support
System Administrator
Password resets
Right/privilege settings

31. Data Validation Authoritative Sources Of Reference Data
SAM
NAICS
PSC Codes
Claimant Programs
Agency Hierarchy
Zip Code
Congressional Districts
FIPS
Validation rules based on:
FAR
Individual Agency FARs

32. FPDS-NG Project Website
Content
Release notes
Data dictionary
Archives
Reference information
Schedule information
How to access:
URL:
Documentation
Data Archive files
What is contained in the data archive files
How to download
data archive files
Training schedules
Etc