Federal Acquisition Service U.S. General Services Administration What You Need to Know About FPDS-NG— and Why

Federal Acquisition Service U.S. General Services Administration Why should you care about FPDS-NG? Some GSA personnel interact directly with the system; some don’t (because they only see the contract writing system interface). Even if you never log in to FPDS-NG directly, compliance and accuracy matter. Plus, you may need to know about it for your next contract (or next assignment)! It’s a part of a general push toward transparency and accountability Government-wide. Small business goaling credit is derived from FPDS data (important for GSA’s customers) 2

Federal Acquisition Service U.S. General Services Administration FPDS Overview A comprehensive web-based tool for agencies to report contract actions Regulatory/legal background (cf. FAR 4.6) How the data is used  USASpending.gov  Recovery.gov  Office of Management and Budget (OMB)  Congress  Government Accountability Office (GAO)  Media  General Public 3

Federal Acquisition Service U.S. General Services Administration All contract actions using appropriated funds (except credit card purchases under the micropurchase threshold—cf. FAR 2.101) Modifications to those actions (regardless of dollar value) Purchase card transactions that exceed the micro-purchase threshold Contract actions made:  With replenishable stock revolving funds  With appropriated funds transferred from one executive agency to another, where the servicing agency contracts are for supplies or services  For supplies and equipment  For construction, alteration, or maintenance of real property  For services, including research and development and utilities  AbilityOne and Federal Prison Industries (UNICOR) awards  Telecommunications for regulated carriers  Procurements for foreign governments Purchase card transactions less than the micro-purchase threshold Transactions using predominantly non- appropriated funds Financial assistance actions (grants, cooperative agreements, subsidies) Imprest fund transactions, SF44 purchases, and training authorizations Interagency agreements Government Bills of Lading and Government Transportation Requests Actions involving transfer of supplies within and among agencies and sub-agencies Orders from GSA Stock / GSA Advantage 4 What needs to be in FPDS What DOESN’T need to be in FPDS Note: See full list in FAR 4.606

Federal Acquisition Service U.S. General Services Administration How the data gets there (and why it matters) Three ways:  Business Services: data is transferred from the contract writing system (CWS), e.g., FSS 19/OnLine, directly  Business Services plus graphical user interface (GUI): data is transferred from the CWS after a validation step  Manual (Web Portal) entry Legacy FSS data is transferred by FSS 19/OnLine via Business Services only Assisted Acquisition Services (AAS) data is entered manually (soon to be moving to a new GUI system) Integrated Technology Services (ITS) data is currently entered manually  Duplicative  Can negatively affect data quality  FAS is working toward the goal of eliminating manual re-entry 5

Federal Acquisition Service U.S. General Services Administration Current FAS Environment 6 Data loads with no additional validation step (via Business Services only) Data will load after validation (Business Services plus GUI) Manual Entry (via web portal) May be duplicative More prone to error GUI (in development) Legacy FSS (4730) Legacy FTS (4735) FAS General Supplies & Services; Group 70; Travel, Motor Vehicles and Card Services Assisted Acquisition Services (AAS) Contract writing systems FSS 19/OnLine ITSSTOS Federal Procurement Data System-Next Generation V 1.3 V 1.4 ! Integrated Technology Services (ITS) Note: Some offices use FSS OnLine; some will use AAS GUI; some manual)

Federal Acquisition Service U.S. General Services Administration Current and impending FPDS-NG Developments Data Quality Reviews One Code FPDS-NG v1.4 deployment Recovery Act Reporting Integrated Acquisition Environment (IAE) news Training and Data Quality Initiatives FAS points of contact 7

Federal Acquisition Service U.S. General Services Administration Developments: Data Quality Reviews OMB requires random sampling, independent reviewers, and direct comparison of the FPDS-NG contract action record (CAR) against the contract file Data quality reviews are conducted at sites determined by the sample (sample size and composition are TBD) Small numbers of contracts for a given office may be shipped to Central Office, reviewed on site, and returned Printout of FPDS-NG record should be retained in the contract file 8

Federal Acquisition Service U.S. General Services Administration Developments: One Code Legacy FSS actions have the agency code 4730 Legacy FTS actions have the agency code 4735 Beginning October 1, all new FAS actions will be 4732 What does this mean?  Modifications of existing 4730 contracts will keep the code 4730  Modifications of existing 4735 contracts will keep the code 4735  Old actions (and their modifications) will retain their old code  Novations retain the old code  New actions will have the code 4732  Orders (e.g., BPA Calls) against 4730/4735 contracts will use 4732, but the Referenced IDV field will note the legacy contract number  Reports and data calls may require searching for all three agency codes 9

Federal Acquisition Service U.S. General Services Administration 10 What does “One Code” mean for me? NEW CONTRACTS receive the new agency code EXISTING CONTRACTS retain their agency code until completion MODIFICATIONS retain the existing agency code 4730/ / Note: “Referenced IDV” field captures legacy agency code NOVATIONS retain the existing agency code 4730/ / 4735 ORDERS against an existing contract receive the new agency code

Federal Acquisition Service U.S. General Services Administration FPDS-NG v1.4 deployment New version officially deployed March 12 Legacy FSS contract writing systems still feed to 1.3 (this is being worked on—system change requests (SCRs) are in development) Main change is the new Treasury Account Symbol (TAS) field (see slide 12) Unified civilian and DOD validation rules  E.g., Date Signed on modifications cannot be earlier than the Date Signed on the base document Additional mandatory fields (see slide 13) We will distribute an IL and a Desk Reference with additional guidance 11

Federal Acquisition Service U.S. General Services Administration TAS, Funding Agency, and Funding Office  TAS is mandated by the Federal Funding Accountability and Transparency Act (FFATA). It reflects the funding agency, not the contracting or awarding agency.  Formerly required only for Recovery actions. ALL actions now require a TAS if they have an action obligation other than zero) Example: schedule contracts, which obligate no money, do not require a TAS A purchase order, which obligates money, requires a TAS Subaccount code is optional  If you are purchasing on behalf of another agency, that agency should provide you with a valid TAS. If they do not know their TAS, they should ask their internal finance staff.  Department of Treasury maintains the TAS “Fastbook” online  Some users may be able to enter the TAS in the Description of Requirement field; format is TAS::XX XXXX::TAS  Funding Agency/Funding Office: FSS 19 and FSS OnLine are being modified to capture this information for all actions 12 For more information see the TAS FAQ at

Federal Acquisition Service U.S. General Services Administration Newly Mandatory Fields Certain data elements—formerly optional—have become mandatory We are working to have these changes incorporated into the CWSs Affected fields are: 13 Type of Contract Multiple or Single Award IDV Description of Requirement Contract Bundling Place of Manufacture Commercial Item Test Program Last Date to Order Subcontracting Plan Funding Agency Funding Office

Federal Acquisition Service U.S. General Services Administration Current contract writing system issues Many orders are not being reported correctly For GS&S, there is a technical solution currently being implemented DoD actions will have the new mandatory fields populated automatically; some civilian actions may be populated with placeholder information The goal is to come into compliance as much as possible, while not negatively affecting the customer experience Guidance is forthcoming (may be one or more ILs on this topic) 14

Federal Acquisition Service U.S. General Services Administration Developments: ARRA Reporting Recovery dollars must be tracked separately (per OMB and IG guidance) Contract actions should not co-mingle Recovery and non-Recovery dollars There are additional budget controls and reporting requirements beyond standard operating procedures; all reporting requirements must be adhered to For FAS, most of the Recovery activity has been vehicles for TMVCS and certain assisted acquisitions for Government customers For the ITS portfolio, customers (e.g. schedule users) are responsible for correctly reporting their own Recovery spending; FAS is not required to track those actions 15

Federal Acquisition Service U.S. General Services Administration Recovery Report Download from You can use filters to select your agency or contracting office 16

Federal Acquisition Service U.S. General Services Administration Developments: IAE news Integrated Acquisition Environment PMO has a long-term goal of integrating acquisition data management systems into one over-arching portal Central Contractor Registry (CCR), Federal Register (FedReg), Excluded Parties Listing (ePLS), Subcontracting Reporting System (eSRS), FedBizOpps (FBO), Federal Technical Data Solutions (FedTEDs), FPDS, Online Representations and Certifications Application (ORCA), Wage Determinatrion On-Line (WDOL), and the Past Performance Information Retrieval System (PPIRS) will be transitioned into this single-sign-on portal architecture Hosting systems will also be consolidated FSD Help Desk (fsd.gov) will be the one help desk for all systems IBM, under the AOCS contract (awarded in February) is the main vendor carrying out the consolidation effort 17

Federal Acquisition Service U.S. General Services Administration How-tos: searches and reports FPDS has several ways of searching and reporting: 1.“Go” search 2.Advanced search 3.ezSearch 4.Standard reports 5.Ad hoc reports

Federal Acquisition Service U.S. General Services Administration 1. “Go” search 19

Federal Acquisition Service U.S. General Services Administration 2. Advanced search 20

Federal Acquisition Service U.S. General Services Administration 3. ezSearch 21

Federal Acquisition Service U.S. General Services Administration 4. Standard reports 22

Federal Acquisition Service U.S. General Services Administration 5. Ad hoc reports 23

Federal Acquisition Service U.S. General Services Administration Contacts Bernadette Mount, FAS FPDS Program Manager: Patrick Nolan, FPDS support contractor: Ann Meadows, FAS FPDS system administrator: