Presentation on theme: "An Overview of the Federal Procurement Data System (FPDS)"— Presentation transcript:
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 spendingData is submitted via a contract writing system (CWS) or directly into FPDS Using Direct Web InputReports can be run by individualsThe single authoritative repository for federal procurement award data
3 FPDS Vision and GoalsTransparency and visibility into government contractingContracting information across the federal spectrum in real time, down to the contract actionPowerful business decision-making tool for the contracting communityAgencies can view all data and analyze trends for contract management and market researchProvide interoperability with departmental contract writing systemsFoundation for standardizing contracting processesPolicy changes can be made in one tool and utilized across the federal enterpriseReduce system redundancies and costsSelf-service, web accessible reporting toolsCongress, 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 inputAgency heads required to certify data accuracy annuallyVerification 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 AnalystsSenior Procurement ExecutivesCongress, state, and local governmentsSystem AdministratorsMedia, research groups, marketing groups, students, and commercial businessesAll 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 RegistrantsPlease keep in mind that agencies may have their own procedures so check with your departmental system administratorFrom 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.sComplete 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 OthersComplete 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 CategoriesDatesDate SignedDate EffectiveLast Date to OrderCompletion DateAmountsAction ObligationBase and Exercised Options ValueBase and All options ValuePurchaser InformationContracting Office InformationContractor InformationSAM informationContractor NameDUNSSocio/Economic DataContract dataType of ContractNIANo CLIN informationLegislative MandatesWalsh Healey ActDavis Bacon ActService/Commodity InformationService CodeNAICS CodeCompetition InformationExtent CompetedSet AsidesSole SourcePreference ProgramsCO’s Business Size SelectionReasons Not Awarded
11 Privileges System Administrator Privileges Agency System AdministratorFunctions vary by agencyContracting Office System AdministratorContracting Officer PrivilegesFunctions:Input Contract Award DataRun ReportsRun QueriesAll Other User Privileges
12 How Do I Access FPDS? To submit contract data: To access reports: Via your contract writing systemThrough the web portal directly at https://www.fpds.govTo access reports:
13 Login Security Password 90 day inactivity Lockout Intrusion detection Password rulesAbility to resetForgot password90 day inactivityApplies to all government accountsApplies to all system (CWS, IAE interfacing system) accountsLockoutApplicable after 5 consecutive failed log on attempts (over any period of time)Agency System Administrator (not GCE Helpdesk) must reset this for youIntrusion detection
14 How do I input data? Contract writing system (CWS) CWS’s are certified to interface with FPDS.Examples of Government CWS systemsComprizonPrismPD2Selected 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 hoursAsk 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 inputSame data elements as the CWSSame validations as the CWSIf 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 usedWill be deprecated in V 1.3Audit logSearch for auditable eventsRecord deleteCorrectCommentsAllows users to submit comments about FPDS-NG
17 Document Lifecycle Create Save Draft Validate (does not equal save) ApproveDeleteCorrectModifySave TemplatePrintCloseError MessagesNew
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 includingWho?What?Where?When?How?Adhoc (user developed and generated)Save queries (Queries can be saved for individual use but cannot be shared).FormattingData values for search capabilityDifferent agencies may have their own procedures so check with your departmental system administrator for more informationReports data is refreshed nightly for years 2004 through 2008.Report Size limitationRow Return LimitSize
21 Report Functions for Standard Reports Export featuresPrintDrill downHighlightChartSave AsFormatting
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.
24 ADHOC Save queries Sum Format Export Print Drill down Highlight Chart FiltersData values
25 PMO Published Reports Annually Published Reports Top 100 Contractors Federal ProcurementSmall Business GoalingCompetitionSpecialNational Interest Actions
26 Advanced Search Required information Summary of transactions returned Award detail availableSearch criteria – list
27 ezSearchAfter clicking on “ezsearch” on the “Actions Screen,” enter a key word or phrase.Google™ like search capability will appearCannot print resultsResults can not be aggregatedClick “GO” and see the next slide for a sample result.
28 ezSearch ReturnsThe 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.
30 FPDS Support What GCE support desk does Agency Support Application SupportSystem questions and issuesAgency Support1102/Contracting Issue SupportSystem AdministratorPassword resetsRight/privilege settings
31 Data Validation Authoritative Sources Of Reference Data SAMNAICSPSC CodesClaimant ProgramsAgency HierarchyZip CodeCongressional DistrictsFIPSValidation rules based on:FARIndividual Agency FARs
32 FPDS-NG Project Website ContentRelease notesData dictionaryArchivesReference informationSchedule informationHow to access:URL:DocumentationData Archive filesWhat is contained in the data archive filesHow to downloaddata archive filesTraining schedulesEtc