02/23/2010FPDS RPTSfy2010v4.ppt11 Federal Procurement Data System(FPDS) Reports How to Use to Your Advantage Version FY 2010.v4 Mr. G. Brian Davidson DMDC -> OSD, AT&L, DPAP

02/23/2010FPDS RPTSfy2010v4.ppt22 Objectives FPDS What is FPDS Vision Who Uses FPDS Report Avenues ezSEARCH Standard Reports Ad Hoc Queries Slides are a Guide for Later Use on How to run Reports

02/23/2010FPDS RPTSfy2010v4.ppt33 What is FPDS? FPDS is The authoritative source for all federal procurement data Used to report on federal procurement spending Submitted via a contract writing system (CWS) or web portal Integrated with the Central Contractor Registration (CCR) Basic Contract Data is consistent from one order to the next one Vendor Information, Set Aside, FAR 6 Competition Reports can be run by individuals in the government or public

02/23/2010FPDS RPTSfy2010v4.ppt44 FPDS Vision Transparency and visibility into contracting Contracting information is available for federal agencies in real-time Powerful business decision-making Analyze trends for small business goals, contract management Use for market research Provide interoperability with departmental contract writing systems Integrated with Business Intelligence Tools Self-service, web accessible reporting tools Shows Small Business Achievements, Competition, Total Awards Data available within 24 hours of award (DoD data delayed 90 days) Organized to compare data for all federal departments.

02/23/2010FPDS RPTSfy2010v4.ppt55 Who Uses FPDS? Designed for Use by: Contracting Officers Procurement and Small Business Analysts Downstream Supply Chain nodes & Supportive Systems Senior Procurement Executives Auditors, IG, GAO, FOIA Congress System Administrators Commercial Businesses Media, Research groups, Marketing groups Students and Educational Institutions Any interested public parties

02/23/2010FPDS RPTSfy2010v4.ppt6 FPDS Userid for Reports Access Required Anyone Can Get a Public userid Cannot see DOD data for the last 90 days Some Reports are Government Access Only Go to and Registerwww.fpds.gov Public Userid Will Not be Made into a DOD Userid DOD Userid Must Be Created by an Existing DOD User Access to yesterday’s DOD Reported Data To Get a DOD Userid assigned Contact Command, Service, or DOD System Admin

02/23/2010FPDS RPTSfy2010v4.ppt7 Three Report Avenues Available ezSEARCH ‘google-like’ Search of Selection Criteria Search Criteria is anywhere in the CAR Output Can be Exported Standard Reports Same Selection Criteria and Exclusions for Everyone Drill Down to Award Detail Drill to a Workflow Can Change the Report Format Ad Hoc Reports Reuseable Report Automatic Summarization Must know FPDS fields and Relationship Between Fields

02/23/2010FPDS RPTSfy2010v4.ppt8 ezSEARCH Search 5 Enclose multiple words in quotes to require both words 3 Search only Contract ordering vehicles 6 Click on GO to start search 1 Search everything 1978 to present 2 Search everything 2003 to present (default) 4 Search Recovery Act Awards

02/23/2010FPDS RPTSfy2010v4.ppt9 ezSEARCH Results 1 Total Found 2 Click on VIEW to see Entire CAR 4 Top Vendors from Search. Click on Name for only their contracts. 3 Top Agencies found. Click on Agency to see only their CARs 5 Refine Search on the Results

02/23/2010FPDS RPTSfy2010v4.ppt10 ezSEARCH Advanced SEARCH 1 Advanced Search can search within results or new search 3 Select FPDS field for criteria to open the rest of screen 2 Click ADD to see fields for the selection criteria

02/23/2010 FPDS RPTSfy2010v4.ppt 11 ezSEARCH Advanced SEARCH 1 Select one field and value field opens 2 Must Use FPDS values for LIKE criteria (values on next slides) 3 Select SEARCH

02/23/2010FPDS RPTSfy2010v4.ppt12 Keywords in Advanced Search Criteria select AWARD TYPE like BPA CALL PURCHASE ORDER DELIVERY ORDER STAND ALONE CONTRACT select LEGISLATIVE MANDATES like CLINGER COHEN PLAN COMPLIANCE WALSH HEALEY ACT SERVICE CONTRACT ACT DAVIS BACON ACT

02/23/2010FPDS RPTSfy2010v4.ppt13 Keywords in Advanced Search Criteria select SOCIO ECONOMIC INDICATORS like SMALL BUSINESS SDB or SMALL DISADVANTAGED BUSINESS 8A FIRM FIRM8A JOINT VENTURE WOMEN OWNED BUSINESS VOB or VETERAN OWNED BUSINESS SRDVOB or SERVICE DISABLED VETERAN OWNED BUSINESS HUB ZONE or HISTORICALLY UNDERUTILIZED BUSINESS HUBZONE JWOD SHELTERED WORKSHOP HBCU or HISTORICALLY BLACK COLLEGE UNIVERSITY MINORITY INSTITUTION EDUCATIONAL INSTITUTION

02/23/2010FPDS RPTSfy2010v4.ppt14 Keywords in Advanced Search Criteria select SOCIO ECONOMIC INDICATORS like MINORITY OWNED BUSINESS AIOB or AMERICAN INDIAN OWNED BUSINESS LOCAL GOVERNMENT STATE GOVERNMENT FEDERAL GOVERNMENT BAOB or BLACK OWNED BUSINESS HAOB or HISPANIC OWNED BUSINESS APAOB or ASIAN PACIFIC OWNED BUSINESS TRIBAL GOVERNMENT NAOB or NATIVE AMERICAN OWNED BUSINESS SAAOB or SUBCONTINENT ASIAN INDIAN OWNED BUSINESS NONPROFIT ORGANIZATION VERY SMALL BUSINESS HOSPITAL

02/23/2010FPDS RPTSfy2010v4.ppt15 Keywords in Advanced Search Criteria select SOCIO ECONOMIC INDICATORS like ALASKAN NATIVE CORPORATION INDIAN TRIBE NATIVE HAWAIIAN ORGANIZATION TRIBALLY OWNED OTHER MINORITY OWNED COMMUNITY DEVELOPMENT CORP LABOR SURPLUS AREA FIRM FEDERALLY FUNDED R AND D CORP FEDERAL_AGENCY LOCAL CITY GOVERNMENT LOCAL COUNTY GOVERNMENT LOCAL INTER MUNICIPAL GOVERNMENT LOCAL GOVERNMENT OWNED LOCAL MUNICIPALITY

02/23/2010FPDS RPTSfy2010v4.ppt16 Keywords in Advanced Search Criteria select SOCIO ECONOMIC INDICATORS like SCHOOL DISTRICT TOWNSHIP FOREIGN GOVERNMENT LAND GRANT COLLEGE 1862 LAND GRANT COLLEGE 1890 LAND GRANT COLLEGE PRIVATE UNIVERSITY OR COLLEGE SCHOOL OF FORESTRY HIGHER LEARNING TRIBAL COLLEGE VETERINARY COLLEGE

02/23/ ezSEARCH Advanced SEARCH 1 Shows criteria used for results shown 2 Export fields shown as PDF or CSV FPDS RPTSfy2010v4.ppt

02/23/2010FPDS RPTSfy2010v4.ppt18 ezSEARCH Advanced SEARCH 2 Hit SEARCH to execute both criteria 1 Hit ADD again prior to SEARCH to use more than one criteria

FPDS RPTSfy2010v4.ppt1902/23/ FPDS Standard Reports

02/23/2010FPDS RPTSfy2010v4.ppt20 Frequently Used Standard Reports How Am I Doing on Small Business Goals? HOW – SB Achievements by Awarding Activity Report What Products or Services am I Buying? WHAT – Total Actions by PSC or NAICS – showing % commercial Initial Report is by 1 st Character of PSC (C – A&E) Can Drill Down to first 2 character of PSC or whole PSC Drill to workflow showing PSC and Business Size Total Actions and Dollars for all business sizes Actions, Dollars & Percent for SB, SDB, 8(a), SDVOSB, etc. What are My Total Awards? WHAT – Federal Contract Actions and Dollars Report

02/23/2010FPDS RPTSfy2010v4.ppt21 Frequently Used Standard Reports What is Data is Available on one Contract? WHAT – Contract Detail Report Education, HBCU, and MI Are Missing from SB Report Education is not Part of the SBA Goaling Report WHO – Awards by Contractor Type How Am I Doing in Competition Goals? SYSADMIN – Competition Based on Obligations (NEW) HOW – Competition Report (OLD being phased out) How Many CARs are DRAFT or ERRORED OUT? SYSADMIN – Status of Actions Report Drill Down to Award Detail With Prepared By and Dates

02/23/2010FPDS RPTSfy2010v4.ppt22 Standard Report - Workflows 1 Ran Total Actions by PSC for my DODAAC 2 Output is Commercial Procedures vs Total Dollars for major PSC category 3 Other report formats are in Workflow

02/23/2010FPDS RPTSfy2010v4.ppt23 Standard Report - Workflows 1 Click on Workflow; window opens with any existing workflows 2 Click on PSC Socio Economic Report

02/23/2010FPDS RPTSfy2010v4.ppt24 Standard Report - Workflows 1 New PSC report format showing awards by PSC to each business category 2 Export to EXCEL for better analysis capability

02/23/2010FPDS RPTSfy2010v4.ppt25 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 10,000 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

02/23/2010FPDS RPTSfy2010v4.ppt26 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

02/23/2010FPDS RPTSfy2010v4.ppt27 Understanding Standard Reports Save Selection Parameters for Future Runs Setup Reports for Each of the Last 5 Fiscal Years Drill Down to 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 10,000 Row of CSV Output can be Saved or ed Limited to 12 Months of Data per Report Has a Report Appendix Shows Selection Criteria and Data Excluded from Report Describes How Each Column is Calculated

02/23/2010FPDS RPTSfy2010v4.ppt28 Ad Hoc Reports – new v1.4 fields 1 Under Step 2 old list of ATTRIBUTES 2 New Category of data for Order or BPA call - fields only on the IDV

02/23/2010FPDS RPTSfy2010v4.ppt29 Ad Hoc Reports – new v1.4 fields 1 All new fields from IDV on every order and BPA CALL

02/23/2010FPDS RPTSfy2010v4.ppt30 Ad Hoc Reports – new v1.4 fields 2 New field TAS Initiative 1 Old list of fields under CONTRACT INFO 1 New fields for the 3 parts of the TREASURY ACCOUNT SYMBOL (TAS)

02/23/2010FPDS RPTSfy2010v4.ppt31 Ad Hoc Reports – new v1.4 fields 1 Renamed “Contract Type” to “Award or IDV Type” 2 New field Part 8 or Part 13 1 Old list of fields under TRANSACTION INFO

02/23/2010FPDS RPTSfy2010v4.ppt32 Ad Hoc Reports – new v1.4 fields 1 Under old VENDOR INFORMATION 2 VENDOR PHONE NUMBER is a new field

02/23/2010FPDS RPTSfy2010v4.ppt33 Ad Hoc Reports – v1.4 report possible 1 List all orders and BPA Calls Under a Multiple Award IDV where Fair Opportunity Limited Sources is NOT COMPLETED or NULL

02/23/2010FPDS RPTSfy2010v4.ppt34 Ad Hoc Reports – v1.4 report criteria 1 Criteria for orders and BPA calls 2 Check IDV is a Multiple award 3 FAIR OPP is NULL

02/23/2010FPDS RPTSfy2010v4.ppt35 Ad Hoc Reports – start with new or saved 2 Click here for your saved reports 3 SINGLE CLICK on name to be able to edit it prior to execution. 1 Click NEW to start a new report

02/23/2010FPDS RPTSfy2010v4.ppt36 Ad Hoc Reports – run saved report 1 Selected Report 3 Delete report 2 Edit, Execute or report

02/23/2010FPDS RPTSfy2010v4.ppt37 Ad Hoc Reports – select data and criteria 1 Actions, Dollars 2 Fields to Print 3 Selection Criteria 4 Filter on Field not selected 5 Any Field used for Filter

02/23/2010 FPDS RPTSfy2010v4.ppt 38 Ad Hoc Reports – produce totals 1 Click 4 to get overall TOTALS 2 click calculation 3 Click SUM, then Dollars or Actions 4 click ADD

02/23/2010FPDS RPTSfy2010v4.ppt39 Ad Hoc Reports – filter with typed value 1 Manually enter value 2 Type value, OK 3 Add Filter

02/23/2010FPDS RPTSfy2010v4.ppt40 Ad Hoc Reports – filter known values 1 Select value from db 3 Select value, OK 2 Values from DB opens

02/23/2010FPDS RPTSfy2010v4.ppt41 Ad Hoc Reports – advanced filter - and/or 1 Click Advanced to get and/or and ( ) 2 Select and/or and ( ) as needed 3 ADV = SQL access for filter

02/23/2010FPDS RPTSfy2010v4.ppt42 Ad Hoc Reports – important dollar filter 2 Metric – Dollar filter 1 Edit Existing Filter – click filter 4 Check to apply to every CAR! 3 Uncheck, summarize first, then apply filter

02/23/2010FPDS RPTSfy2010v4.ppt43 Ad Hoc Reports – last steps and run it 2 Step 4 Lets you format output and get totals. 3 Save report 4 Execute 1 Review report filters – any missing?

02/23/2010FPDS RPTSfy2010v4.ppt44 Ad Hoc Reports 1 Fill in dates – one year maximum 2 Display Report to run

02/23/2010FPDS RPTSfy2010v4.ppt45 Ad Hoc Reports 2 Edit Criteria 1 Report for PO over $100k, HQ0034, PSC summarized 3 Chart data

02/23/2010FPDS RPTSfy2010v4.ppt46 Ad Hoc Reports

02/23/2010FPDS RPTSfy2010v4.ppt47 Ad Hoc Reports Automatically Summarizes to the lowest level of detail Must Know the Data Organization and Nuances PIID Agency ID = 9700 for all DoD Awards Contracting Agency and Contracting Office Awarded It Principal POP Location Code (city) is no longer used Contract Type under Transaction Information get PO vs IDC, etc Award Detail is not Achieved Always Unless IDV PIID, PIID, Mod Num, Trans Action are Used Limitation is 5,000 Rows of EXCEL, HTML, or PDF Output 10,000 Rows of CSV Output can be Saved or ed

FPDS RPTSfy2010v4.ppt4802/23/ QUESTIONS