Transcript Document

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
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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
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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
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Who Uses FPDS?
• Designed for Use by:
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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
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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
ComputerBased Training
is also available.
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How Do I Register to Use FPDS?
1st 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.
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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.
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How Do I Register to Use FPDS? (continued)
Registration For All
Others
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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.
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What Data Does FPDS Contain?
• Contract Data in General Categories
– Dates
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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
• CCR 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
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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
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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
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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 GCE Helpdesk) must reset this for
you
• Intrusion detection
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How do I input data?
• Contract writing system (CWS)
– CWS’s are certified to interface with FPDS.
• Examples of Government CWS systems
– Comprizon
– Prism
– PD2
– 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.
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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.
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Actions Screen: Submit Data to FPDS
Through Direct Web Input
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Manual Batch is no longer used
– Will be deprecated in V 1.3
Audit log
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Search for auditable events
• Record delete
• Correct
Comments
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Allows users to submit comments about FPDS-NG
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Document Lifecycle
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Create
Save Draft
Validate (does not equal save)
Approve
Delete
Correct
Modify
Save Template
Print
Close
Error Messages
New
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Actions Screen: Submit Data to FPDS
Through Direct Web Input
• Determine whether your action
is an “AWARD” (1st Column) or
a “Basic IDV.” (2nd 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 the third column to issue a
contractual modification or
correct/void the original work.
• System Administrators use the
4th Column to assign privileges
and run internal reports.
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Actions Screen: Accessing Reports
• Click on “Standard Reports,”
“Ad Hoc Reports,” “ezSearch,”
or Interagency Contract
Directory“ (ICD) depending on
what data you need.
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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.
ezSearch 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.
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What Do FPDS Reports Provide?
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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
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Report Functions for Standard Reports
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Export features
Email
Print
Drill down
Highlight
Chart
Save As
Formatting
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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.
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Standard Report Navigation
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ADHOC
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Save queries
Sum
Format
Export
Print
Drill down
Highlight
Chart
Filters
– Data values
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PMO Published Reports
• Annually Published Reports
– Top 100 Contractors
– Federal Procurement
– Small Business Goaling
– Competition
• Special
– National Interest Actions
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Advanced Search
• Required information
• Summary of transactions
returned
• Award detail available
• Search criteria – list
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ezSearch
•
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.
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ezSearch 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.
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Get Help When Needed!
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FPDS Support
• What GCE 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
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Data Validation
• Authoritative Sources Of Reference Data
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CCR
NAICS
PSC Codes
Claimant Programs
Agency Hierarchy
Zip Code
• Congressional Districts
– FIPS
• Validation rules based on:
– FAR
– Individual Agency FARs
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FPDS-NG Project Website
• Content
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Release notes
Data dictionary
Archives
Reference information
Schedule information
• How to access:
– URL: http://www.fpdsng.com
• Documentation
• Data Archive files
– What is contained in
the data archive files
– How to download
data archive files
• Training schedules
• Etc
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