U.S. General Services Administration Janice Keys Program Analyst General Services Administration May 2010 Electronic Subcontracting Reporting System (eSRS) OFFICE OF SMALL BUSINESS UTILIZATION

2 Introduction of Topics  What is eSRS and how can it help make my job easier?  How to access eSRS for Government and Industry.  Who should register in eSRS and why?  Compliance – What are the expectations from this training?

3 WHAT IS THE ELECTRONIC SUBCONTRACTING REPORTING SYSTEM (eSRS)

4 eSRS is:  - An electronic, web based system  - It improves accuracy, timeliness and integrity of data exchanged  - Eliminates errors  - Eliminates costs  - Creates standard data that can be shared

5 Integrated Acquisition Environment

6 ESRS (eSRS), FPDS-FG, and CCR

7 System Features  Federal Procurement Data System – Next Generation (FPDS-NG)  The GSA Contracting Official is responsible for entering the correct data in FPDS-NG.  Central Contractor’s Registry (CCR)  The contractor is responsible for correcting their own data in CCR.  CCR Assistance Center

8 Statutory and Regulatory Requirements  -- Section 8(d) and 15(h) of the Small Business Act  -- FAR subpart 19.7 and FAR subpart 12.1 the clauses at , , and   CFR  These references can be found at

9 FAR UPDATE  Re-representation of Size Status  Final Rule FAC 05-31, March 19,2009  eSRS Final Rule FAC  Expected late May 2010

10 Updated features  -Search filters  -Acceptance function  -Save reports in PDF format NEW

11 HOW TO ACCESS eSRS

12 How to Access eSRS Homepage --Log in or Register Now: Click on “Government/Contractor” --Execute registration form

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18 Click on link to complete registration.

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24 eSRS Homepage  Documents:  User Guides  Training Materials  Sample Reports  News  Three Tabs:  Training  About eSRS  FAQs

25 eSRS Homepage - continued  User Guides for Government Employees:  eSRS Agency Coordinator (AC)  eSRS Contracting Official (CO)  eSRS Point of Contact (POC)  eSRS Designated Government User (DGU)

26 Training Materials  eSRS Quick Reference for Federal Government Contractors filing SSR for Individual Subcontract Plan  eSRS Quick Reference for Federal Government Prime Contractors filing ISR

27 eSRS Homepage - continued Sample Reports  Sample ISR  Sample Step-by-step  Sample SSR  Sample Step-by-step

28 Preparing the ISR You will need your duns number and your contract number. You will need a password characters, 2 each of the following: lower case, upper case, number and special character. You will need to know your government contracting officer’s contract specialist or administrative contracting officer’s name and address. Once you submit the form, you will not be able to make any changes

29 Preparing the SSR You will need your duns number. The auto-fill button will automatically fill in your information from the Central Contract Registry (CCR). You will need to know what agency/service the report is being submitted. You will need your NAICS codes (can be found on your CCR application). You will need the CEO to sign form or provide a brief explanation in the remarks field of his/her unavailability. You will need to know the person’s name and e- mail address of whom the report is being submitted.

30 eSRS Helpdesk  Federal Service Desk   Technical Questions  Policy Questions  Will need username and password.

31 Who Should Register With eSRS

32  All Contracting Officers  Administrative Contracting Officers  Directors, Branch Chiefs, Supervisors, etc.  (optional)

33 What Permission Level/Role Should I Register? Agency Coordinator

34  Level/Role - continued Contracting Officer Point of Contact Designated Government User

35 Central Contractor’s Registry (CCR)

36 How does a new employee file new and view existing reports in eSRS?  1. Have the new employee register in eSRS.  2. Send an eSRS Technical Helpdesk ticket that includes the name and address of the new and old employee, requesting to have the historical data migrated over to the new employee.

37 Example:  Janice Keys is the new eSRS representative for XYZ Corporation. Joe Keys will no longer have the responsibility of filing reports in eSRS for XYZ Corporation. Therefore, please transfer the historical data for XYZ Corporation from Joe Keys eSRS account to Janice

38 SUBCONTRACT/eSRS COMPLIANCE

39 Reporting Requirement  Individual Subcontract Report (ISR) (formerly SF 294)  Semi-annually Oct 1 – Mar 31  April 1 – Sept 30  Summary Subcontract Report (SSR) (formerly SF 295)  AnnuallyOct 1 – Sept 30   Year-End SDB Supplemental Report (48 CFR (j)(2)) Report (3-digit NAICS subsector)  Optional Form 312

40 Year-End SDB Supplemental Report Authority: 48 CFR (j)(2)

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42 The SSR and Year-End SDB Supplemental Report  The data that is reported on the annual SSR for SDBs (field #2), the same data for SDBs should also appear on the Year-End SDB Report with the applicable NAICS.  There may be more that one NAICs, but the total should equal the same dollars reported on the SSR.  This information is taken from your vendors who have certified that they are SDBs. (insert note on self-cert)

43 Small Disadvantaged Business Participation Report Optional Form 312

44 Contracting Officer Responsibilities/Compliance  Monitor eSRS on a regular basis  Review ISRs and accept/reject  Help resolve data flow problems  Make sure address is on ISR/SSR

45  Rotate source list  Assist in finding sources  Utilize the Regional Small Business Office or SBA  Outreach efforts by the contractor COMPLIANCE - continued

46 eSRS Points of Contact  The Central and all Regional Offices of Small Business Utilization (OSBU) have a POC.  --They review and approve user registrations for their region;  --They review pending reports.

47 Report Responsibility  SSRs and Year End SDB reports are accepted/rejected/reopened by the Office of Small Business Utilization – Janice Keys  ISRs and SDB Participation Reports (Optional Form 312) are accepted/rejected by the Contracting Officer (PCO or ACO) in each of GSA’s central or regional office.  DGU only reviews reports.

48 Acceptance of Reports  “Acceptance”  Does not mean approval, per se, but it does mean that the Government has reviewed the reports and that it appears to the complete.  Since an on-site compliance review later could identify flaws in the preparation of the report, the Government always has the right to reject a report that has previously been accepted.

49 Acceptance (continued)  - Once an ISR or SSR is accepted, it can be reopened at the Contracting Officer’s request or by the Prime Contractor for correction.  - The Agency Coordinator can no longer delete reports, the ISR or SSR is rejected/reopened for correction.  - The Federal Government cannot correct/change any data on the ISR/SSR.

50 Procurement Management Review Team --Periodical checks for ISRs Compliance --Findings reported to Central and Regional POCs Office --Suggestions/recommendation made for resolution

51 Ad Hoc Reports Everyone who is registered in eSRS can generate a report All saved reports can be revised All reports can be saved in excel

52  -Registration incomplete  -Cannot see specific contract  -How can I see the contracts only assigned to my region?  -Can I reject/delete reports? Troubleshooting GSA Employee

53 Troubleshooting Prime Contractor  -Cannot submit reports  -Previous Subcontract Administrator left company  -Reject/reopen for correction  -SSR Commercial Plans submits 100% attributable to GSA  -CEO does not sign SSR  -SSR and Year-End SDB Supplemental do not match

54 Troubleshooting  Report inconsistent data to FPDS-NG Coordinator  Ann Meadows (703)  GSA Agency Coordinator, Janice Keys (202) or  FAS Coordinator, Doug DuBois (703) or 

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