Transcript Slide 1
Electronic Subcontracting
Reporting System (eSRS)
Program Update
for DoD Western Regional
Council
March 5, 2009
Background
Electronic Subcontracting Reporting System (eSRS)
eSRS falls under the Integrated Acquisition Environment (IAE) at
GSA
System eliminates the needs for paper submissions and processing
of subcontracting plan reporting on unclassified contracts
Individual Subcontracting Report (ISR) replaces the SF 294
Summary Subcontracting Report (SSR) replaces the SF 295
Benefits
Web-based system
Allows electronic submission, acceptance, rejection, reporting and
analysis of subcontracting data in a real-time, paperless environment
Creates standard data that can be shared by a wider range of
communities
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Regulation
Statutory, Regulatory Requirements and DoD Policy
Section 8(d) and 15(g) of the Small Business Act
FAR subparts 19.7 and 19.12 and the clauses at 52.219-8, 52.219-9,
and 52.219-25
FAR Case 2005-040 (Interim Rule)
13 CFR 125.3
19 July 2008 Finley Memo (DoD)
All Services/Agencies using FPDS must use eSRS beginning October
2008
Class Deviation issued Feb 12, 2009
Classified contracts are exempt from using eSRS
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Importance of eSRS to DoD
Current Subcontracting Reporting Process
• Vendor submits paper Standard Form
(SF) 294 and 295
• DoD government officials manually
enter SF295 data into the old system /
SF294 data kept only at the local level
• Submission process has limited QA
Electronic Subcontracting Reporting System
• Vendor electronically submits data
captured in previous current SF294
and SF295
• Key data elements of the SF294 are
pre-populated from FPDS-NG
• Vendor information is pre-populated
from CCR when submitting report
• This provides a higher level of
transparency into DoD subcontracting
data
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eSRS Data Flow
Vendor
Electronic Subcontracting
Reporting System (eSRS)
**Contracts must be marked in FPDS as
having a subcontracting plan required in
order for the data to pull into eSRS. If this is
not marked correctly, the vendor will get an
error message and a note to contact their
government contracting official for
resolution.
ISR or SSR
Specifics
• Date Submitted
• Reporting Period
• Prime or Sub K’or
• Major Product or
Service Lines
• Goal Dollars
• Actual Dollars for
Each Business Type
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Vendor Role
Vendor Logs In
Selects “File ISR”
For vendor log-in, you will
need:
- Company DUNS Number
Enters Prime
Contract #
- Copy of Contract
- Subcontracting Data
eSRS Triggers
FPDS-NG and
searches
contracts
Select appropriate
contract and move
to next step
Submission remains in
pending status until
government user “Accepts”
or “Rejects”
Select “Contract
Type: (prime or sub)
eSRS pre-fills
certain data fields
from Contract in
FPDS-NG
Vendor manually
enters certain data
fields to complete
ISR
Vendor Submits
completed ISR or Saves
as a Draft for submission
at a later time
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Government Role
Vendor Submits
ISR
Submitted ISR
goes into
“Pending” queue
User Roles:
- Agency Coordinator (AC)
Appropriate
Government
Official logs into
eSRS
-Point of Contact (POC)
-Contracting Official (CO)
-Designated Govt. User (DGU
Appropriate Government
Official identifies ISRs
for which they are
responsible
Appropriate Government
Official must “accept” or
“Reject” the submission
ep
Acc
ISR now in database
and available for
information reports
ted
Reje
cted
ISR sent back to Vendor
to take appropriate
action and resubmit
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DoD Deployment
eSRS officially launched in federal space in October 2005
Federal agencies began using eSRS for April 2006 reporting period
DoD delayed deployment until system could meet the following
requirements:
Leveled Hierarchy – System now allows layers of subcommands in
hierarchy
Comprehensive Subcontracting Test Program (CSP) – 14 companies
which combine all reports into one summary report
P-14 Report
DoD officially deployed in two phases
Phase One – April 2008 included six organizations
Phase Two – October 2008 included all Services/Agencies using
FPDS for their unclassified contracts
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Pre-Deployment Activities
Weekly requirements meeting with IAE
BTA TP&R, BTA DBSAE, OSBP and DPAP
Developed and approved DoD-specific requirements
Weekly Internal DoD Meeting (DBSAE Lead)
DBSAE - Lead
TP&R – Requirements
DPAP – Policy
OSBP – Small Business Concerns
Bi-weekly meeting with Implementation Team (DBSAE Lead)
Participants include DoD Internal Team and leads from all
Services/Agencies using eSRS
System Testing
DBSAE and TP&R led testing of system
Services and Agencies participate
Report submitted to IAE for system changes
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Pre-Deployment Activities
One-on-One Deployment Meetings
Developed deployment checklist
Met with every Service/Agency lead to discuss deployment plan and
go through checklist
Training
Developed several training methods for Service/Agencies/Contractors
Webcasts and Audio Seminars
Online demos
PowerPoint presentations/Web content
Continuous Learning Module
Presented at several DoD conferences
Help Desk
Set up DoD Help Desk
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Phase One Deployment
Phase One – April 2008 Reporting Period
Organizations using eSRS:
US Army
Information Technology e-Commerce and Commercial Contracting Center
(ITEC4-East)
Contracting Center of Excellence
Capitol District Contracting Center – Ft. Belvoir
US Navy
Navy Facilities Engineering Command (NAVFAC)
Defense Contract Management Agency (DCMA) – CSP Participants
Defense Finance and Accounting Service (DFAS)
Defense Security Cooperation Agency (DSCA)
April deployment met OMB milestone
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Phase Two Deployment
Phase Two - October 2008 Reporting Period
All DoD organizations using FPDS for their unclassified contracts
began using system
Data input as of March 2, 2009
3619 ISRs submitted
1646 SSRs submitted
487 Year-End SDB Reports
3595 users registered in site
While this number does not represent the number of reports that
should be submitted, it is a strong step forward for the Department in
gathering subcontracting data that has not happened in the past.
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Meetings
Internal DoD eSRS Meeting - Weekly
DBSAE – Lead
BTA TP&R (Requirements)
DPAP (Policy)
Office of Small Business Programs (OSBP) – Small business concerns
Implementation Team Meeting – Bi-weekly
Internal DoD team
Leads from all Services/Agencies using eSRS
IAE/DoD Meeting– Weekly
Requirements discussion and approval
eSRS User Group Meeting – Monthly
Led by eSRS Program Manager at GSA
Attended by users across the federal government
eSRS CCB - Quarterly
Led by eSRS Program Manager at GSA
DPAP has voting chair; OSBP second
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Training Activities
Online Training
Have presented at over 40 sessions across the Department using DCO Web
tool
DAU Small Business Community of Practice
PowerPoint slides, FAQ, Train-the-Trainer, Policy Docs, Webcast links
Continuous Learning Module
Developed CLC 054 for DAU; over 750 people have taken the online course
DAU Webcast
Presented with OSBP; over 1031 sites logged into the presentation
Online site demo was captured and posted with Webcast
NCMA Audio Seminar
Presented with OSBP; over 250 sites participated
Conferences
Presented at eleven conference during FY 2008 and Q1 of FY 2009
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Current System Issues
FPDS was filtering data for 90 days
This was addressed and fixed 7 November
FPDS does not allow contracts with transaction numbers other than zero to
pull across to eSRS
This was addressed with GSA and the issue was fixed January 09
Issuing office cannot accept/reject a report when an administering office is
selected
Change request submitted and approved by CCB; fix will be ready for April
2009 reporting period
BTA workaround for October 2008 – rejecting all reports with an admin office
listed with note to vendor to resubmit without selecting an admin office.
System does not allow BOA, BPA or classified contracts to be submitted
DPAP prepared a class deviation to address all contracts, issued Feb 12, 2009
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Moving Forward FY09
One-on-One meetings with Service/Agency leads to determine
activities for April 09 reporting period
Address system issues faced during Phase II deployment
Continuous engagement with IAE to address system requirement
enhancements
Change requests running through DBSAE to IAE
Update training with lessons learned from Phase II deployment
Review contracts in FPDS to determine final number of reports that
should be submitted
Develop DoD policy to set date for acceptance of submitted reports
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