Presentation on theme: "Electronic Subcontracting Reporting System (eSRS) February 1, 2006"— Presentation transcript:
1 Electronic Subcontracting Reporting System (eSRS) February 1, 2006
2 Electronic Subcontracting Reporting System (eSRS) The eSRS is an electronic, web-based system for subcontract reporting that will replace the SF-294 & SF-295 paper forms.When DoD comes on board in FY 2006, it will be a Government-wide system and the only automated system authorized for subcontract reporting.
3 Organizational Structure Systems StewardU.S. Small Business Administration (SBA)ContractorSymplicity Corporation, Inc (a) firm based in Arlington, Virginia
4 System Features (cont.) Critical Systemic LinkagesCentral Contractor Registration (CCR)Federal Procurement Data System (FPDS-NG)Government-wide agency hierarchyDUNS numbers for prime contractors and subcontractors
5 IAE ArchitectureThis diagram depicts the relationships between the agency systems on the left and the various IAE services in the gray boxes. It also shows the many other systems that IAE interfaces with to validate data or collect data
6 Electronic Subcontract Reporting System (eSRS) The eSRS is a downstream FPDS/NG application –On the Positive Side: If a contract contains a subcontracting plan and has been entered correctly in FPDS/NG, the eSRS automatically receives a record of it;The Downside: If a contract is not in in FPDS/NG or has not been entered correctly, the contractor won’t be able to enter his ISR (formerly the SF-294) report at all
7 Identifies contracts in FPDS-NG having subcontracting requirements System FeaturesBusiness ProcessesIdentifies contracts in FPDS-NG having subcontracting requirementsAutomates completion and submission of SF-294 and SF-295Will include the Annual SDB Breakout Report (3-digit NAICS subsector)When fully operational, it will also automate the Optional Form 312
8 Goal Computation on the ISR The system calculates the achievements by two methods:% of contract value% of subcontracting ___________________________________Note: the eSRS will only calculate the percentage on the achievement side, not the goal columns. This is by intent, because we want the contractor to copy the goals from the subcontracting plan exactly as they appear in the plan.
9 System Features (cont.) Provides breakout of subcontracting data down to the buying activity level.Generates standard and ad hoc reportsAnalysis of Subcontracting Plan Goal AttainmentFive-Year Trend TableSBA Goaling Report for Congress & the PresidentSeveral other standard reportsGenerates automatic reminder notices and delinquent notices.
10 Beta Testing and Acceptance Initial Operating Capability (IOC) Critical MilestonesBeta Testing and AcceptanceSeptember 2005Initial Operating Capability (IOC)October 28, 2005Full Operating Capability (FOC)Target: 8 weeks after IOC
11 What Should Contractors Enter? (continued) Civilian agency contractors must use the eSRS for their Summary Subcontract Reports (SSRs) for the period ended September 30, 2004; and they must use the eSRS for both their Individual Contract Reports (ISRs) and their Summary Subcontract Reports (SSRs) for the period ended September 30, 2005
12 Do Contractors Have an Extension for Filing? OFPP memo dated Nov. 3, 2005, authorizes agencies to grant their contractors a 60-day extension for filing the reports (60 days from IOC)Oct. 28th + 60 days + 3 Holidays = December 31st
13 What will FOC give us that IOC doesn’t? FOC will provide an application interface so that contractors with electronic systems of their own can simply upload their data into the eSRS (as opposed to keypunching it into the eSRS one report at a time)
14 Is the FAR being changed? SBA finalized a FAR case that includes changes to subpart 19.7 and the related clauses, especiallyIn the meantime, SBA’s Office of General Counsel has ruled that the eSRS is the electronic equivalent of the SF-294 & SF-295
15 FAR CaseRevises subpart 19.7 and clauses at & to replace all references to SF-294, SF-295, and Optional Form 312 with eSRS.Revises the flow-down provision at (a)(9) and (d)(9) to require the prime contractor to flow the prime contract number down to the subcontractors at lower tiersprime contract number now becomes a mandatory field in the eSRS, even for subcontractors, in order to facilitate lower-tier reporting.
16 FAR Case (cont.)Moves “General Instructions” from the paper forms to the clause atRequires contractors to print a hard copy of the Summary Report(s) and have them signed by the CEO.Contractor will be required to keep hard copy with CEO’s signature on file for 4 years.SF-294, SF-295, & Optional Form 312 will all be deleted from Part 53 – i.e., abolished!
17 FAR CaseThe Small Business Committee of the FAR Council will review and discuss the specific provisions in the proposalThe regulation will be issued as a Proposed Rule or Interim Final Rule60-day public comment periodFinal Rule will reflect changes resulting from public comments, as appropriate
18 Individual Subcontracting Reports (ISR) Prime Contract Number LOWER TIER REPORTINGIndividual Subcontracting Reports (ISR)Former SF 294Prime Contract NumberHigher Tier DUNSProduct and Service LinesNAICSAddress of the Govt Official to Review the ReportNo Inclusion of Lower Tier Dollars
19 LOWER TIER REPORTING Government contracts with Company X Contract Number DE-AC01-05EE12345Company X will include on their Individual Subcontracting Report:Their Duns isPrime Contract Number- DE-AC01-05EE12345Company X subcontracts with Company YContract Number XX-05TP00023Company Y will include on their Individual Subcontracting Report:Company X’s DUNSTheir DUNSContract Number with Company X-XX-05TP00023
20 LOWER TIER REPORTING (cont.) Company Y subcontracts with Company Z Contract Number YY-05DD99963Company Z will include on their Individual Subcontracting Report:Company Y’s DUNSPrime Contract Number- DE-AC01-05EE12345Their DUNSContract Number with Company Y- YY-05DD99963
21 Summary Subcontracting Reports Summary Subcontracting Reports (SSR) Former SF 295Product and Service LinesNAICSAddress of the Govt Official to Review the ReportNo Inclusion of Lower Tier Dollars
22 REVIEW OF REPORTS Government will review: Prime Individual Subcontracting ReportAll Summary Subcontracting ReportsHigher-Tier Subcontractors will review:Lower-Tier Individual Subcontracting Reports
23 Accounting Methods“Commitment Basis”- means that you capture the transaction when you execute the subcontract award document.“Payment Basis”- means that you capture it when you pay the invoice. If you use some other method, or hybrid of the two, the system allows you to select “other.” Once you select the method, it can not change for the life of the contract.
24 Acceptance of Reports"Acceptance" does not mean approval, per se, but it does mean that the Government has reviewed the report and that it appears to be complete. Since an on-site compliance review later on could identify flaws in the preparation of the report, the Government always has the right to reject a report that has previously been accepted.
25 How will the eSRS Help Desk work? The Help Desk will handle all technical questions regarding the use of the eSRSaddress isQuestions regarding subcontracting policy will be referred to SBAOther problems/issues will be forwarded to the Agency Coordinator of the agency that awarded the contract
26 CCR Assistance Center 888-227-2423 FPDS-NG ISSUES TROUBLESHOOTINGCCR ISSUES-CCR Assistance CenterFPDS-NG ISSUESCall the Contracting OfficereSRS ISSUESContact the eSRS Helpdesk
27 Contacts for Policy Questions The CMR listing at provides the names, addresses, phone numbers, fax numbers, and addresses of SBA’s CMRs-roughly 36 people. Contractors using the eSRS who have policy questions should call their nearest CMR.