An Overview of the Federal Procurement Data System

An Overview of the Federal Procurement Data System (FPDS)

What Is FPDS? • FPDS IS: – An automated system used to collect and report on federal procurement spending • Data is submitted via a contract writing system (CWS) or directly into FPDS Using Direct Web Input • Reports can be run by individuals – The single authoritative repository for federal procurement award data 2

FPDS Vision and Goals • Transparency and visibility into government contracting – Contracting information across the federal spectrum in real time, down to the contract action • Powerful business decision-making tool for the contracting community – Agencies can view all data and analyze trends for contract management and market research – Provide interoperability with departmental contract writing systems • Foundation for standardizing contracting processes – Policy changes can be made in one tool and utilized across the federal enterprise – Reduce system redundancies and costs • Self-service, web accessible reporting tools – Congress, press, state government officials, IG & auditors, FOIA offices, GAO, etc. – Data available within 24 hours of award 3

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 input – Agency heads required to certify data accuracy annually – Verification and validation (V&V) process required to be in place and conducted by a third party 4

Who Uses FPDS? • Designed for Use by: – – – Contracting Officers Program and Procurement Analysts Senior Procurement Executives Congress, state, and local governments System Administrators Media, research groups, marketing groups, students, and commercial businesses – All other interested public parties 5

FPDS Homepage at: • 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. 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. 6

How Do I Register to Use FPDS? 1 st Page For All Registrants • Please keep in mind that agencies may have their own procedures so check with your departmental system administrator • From 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. 7

How Do I Register to Use FPDS? (continued) Registration For Government C. O. s • Complete and submit the User Identification format shown here. • Look for a return e-mail with your password. • Use your new password and your user ID (often an e-mail address) to Log Into FPDS. 8

How Do I Register to Use FPDS? (continued) Registration For All Others • • • Complete and submit the User Identification format shown here. Look for a return e-mail with your password. Use your new password and your user ID (often an e-mail address) to Log Into FPDS. 9

What Data Does FPDS Contain? • Contract Data in General Categories – Dates • • Date Signed Date Effective Last Date to Order Completion Date – Amounts • Action Obligation • Base and Exercised Options Value • Base and All options Value – Purchaser Information • Contracting Office Information – Contractor Information • SAM information • Contractor Name • DUNS • Socio/Economic Data – Contract data • Type of Contract • NIA • No CLIN information – Legislative Mandates • Walsh Healey Act • Davis Bacon Act – Service/Commodity Information • Service Code • NAICS Code – Competition Information • Extent Competed • Set Asides • Sole Source – Preference Programs • CO’s Business Size Selection • Reasons Not Awarded • Set Asides 10

Privileges • System Administrator Privileges – Agency System Administrator • Functions vary by agency – Contracting Office System Administrator • Functions vary by agency • Contracting Officer Privileges – Functions: • Input Contract Award Data • Run Reports • Run Queries • All Other User Privileges – Run Reports 11

How Do I Access FPDS? • To submit contract data: – Via your contract writing system – Through the web portal directly at https: //www. fpds. gov • To access reports: – Through the web portal directly at https: //www. fpds. gov 12

Login Security • Password – Password rules – Ability to reset • Forgot password • 90 day inactivity – Applies to all government accounts – Applies to all system (CWS, IAE interfacing system) accounts • Lockout – Applicable after 5 consecutive failed log on attempts (over any period of time) • Agency System Administrator (not FSD Helpdesk) must reset this for you • Intrusion detection 13

How do I input data? • Contract writing system (CWS) – CWS’s are certified to interface with FPDS. • Examples of Government CWS systems – Comprizon – Prism – PD 2 – Selected 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 hours – Ask 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. 14

How do I input data? • FPDS-NG’s direct web input – Same data elements as the CWS – Same validations as the CWS • If the award or modification is initiated through the web, the transaction must be completed through the web. 15

Actions Screen: Submit Data to FPDS Through Direct Web Input • Manual Batch is no longer used • – Will be deprecated in V 1. 3 Audit log • Comments – – Search for auditable events • Record delete • Correct Allows users to submit comments about FPDS-NG 16

Document Lifecycle • • • Create Save Draft Validate (does not equal save) Approve Delete Correct Modify Save Template Print Close Error Messages New 17

Actions Screen: Submit Data to FPDS Through Direct Web Input • Determine whether your action is an “AWARD” (1 st Column) or a “Basic IDV. ” (2 nd 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 third column to issue a contractual modification or correct/void the original work. • System Administrators use the 4 th Column to assign privileges and run internal reports. 18

Actions Screen: Accessing Reports • Click on “Standard Reports, ” “Ad Hoc Reports, ” “ez. Search, ” 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. ez. Search 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. 19

What Do FPDS Reports Provide? • • Standard Reports (predefined reports) – 5 report categories including • Who? • What? • Where? • When? • How? Adhoc (user developed and generated) – Save queries (Queries can be saved for individual use but cannot be shared). – Formatting – Data values for search capability – Different agencies may have their own procedures so check with your departmental system administrator for more information Reports data is refreshed nightly for years 2004 through 2008. Report Size limitation – Row Return Limit – Email Size 20

Report Functions for Standard Reports • • Export features Email Print Drill down Highlight Chart Save As Formatting 21

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 emailed in various formats. • Data can be retrieved in increments of 1 to 12 months. 22

Standard Report Navigation 23

ADHOC • • • Save queries Sum Format Export Print Drill down Highlight Chart Filters – Data values 24

PMO Published Reports • Annually Published Reports – Top 100 Contractors – Federal Procurement – Small Business Goaling – Competition • Special – National Interest Actions 25

Advanced Search • Required information • Summary of transactions returned • Award detail available • Search criteria – list 26

ez. Search • After clicking on “ezsearch” on the “Actions Screen, ” enter a key word or phrase. • Google™ like search capability will appear – Cannot print results – Results can not be aggregated • Click “GO” and see the next slide for a sample result. 27

ez. Search Returns • The 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. 28

Get Help When Needed! 29

FPDS Support • What FSD support desk does – Application Support – System questions and issues • Agency Support – 1102/Contracting Issue Support – System questions and issues – System Administrator • Password resets • Right/privilege settings 30

Data Validation • Authoritative Sources Of Reference Data – – – SAM NAICS PSC Codes Claimant Programs Agency Hierarchy Zip Code • Congressional Districts – FIPS • Validation rules based on: – FAR – Individual Agency FARs 31

FPDS-NG Project Website • Content – – – Release notes Data dictionary Archives Reference information Schedule information • How to access: – URL: http: //www. fpds. gov • Documentation • Data Archive files – What is contained in the data archive files – How to download data archive files • Training schedules • Etc 32