Electronic Subcontracting Reporting System eSRS February 1, 2006

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Electronic Subcontracting Reporting System
(eSRS)February 1, 2006
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Electronic Subcontracting Reporting System (eSRS)

• The eSRS is an electronic, web-based system for
  subcontract reporting that will replace the
  SF-294 SF-295 paper forms.
• When DoD comes on board in FY 2006, it will be a
  Government-wide system and the only automated
  system authorized for subcontract reporting.

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Organizational Structure

• Systems Steward
• U.S. Small Business Administration (SBA)
• Contractor
• Symplicity Corporation, Inc.
  8(a) firm based in Arlington, Virginia

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System Features (cont.)

• Critical Systemic Linkages
• Central Contractor Registration (CCR)
• Federal Procurement Data System (FPDS-NG)
• Government-wide agency hierarchy
• DUNS numbers for prime contractors and
  subcontractors

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IAE Architecture
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Electronic Subcontract Reporting System (eSRS)

• The eSRS is a downstream FPDS/NG application
• On the Positive Side If a contract contains a
  subcontracting plan and has been entered
  correctly in FPDS/NG, the eSRS automatically
  receives a record of it
• The Downside If a contract is not in in FPDS/NG
  or has not been entered correctly, the contractor
  wont be able to enter his ISR (formerly the
  SF-294) report at all

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System Features

• Business Processes
• Identifies contracts in FPDS-NG having
  subcontracting requirements
• Automates completion and submission of SF-294 and
  SF-295
• Will include the Annual SDB Breakout Report
  (3-digit NAICS subsector)
• When fully operational, it will also automate the
  Optional Form 312

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Goal Computation on the ISR

• The system calculates the achievements by two
  methods
• of contract value
• of subcontracting ____________________________
  _______
• Note the eSRS will only calculate the
  percentage on the achievement side, not the goal
  columns. This is by intent, because we want the
  contractor to copy the goals from the
  subcontracting plan exactly as they appear in the
  plan.

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System Features (cont.)

• Provides breakout of subcontracting data down to
  the buying activity level.
• Generates standard and ad hoc reports
• Analysis of Subcontracting Plan Goal Attainment
• Five-Year Trend Table
• SBA Goaling Report for Congress the President
• Several other standard reports
• Generates automatic reminder notices and
  delinquent notices.

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Critical Milestones

• Beta Testing and Acceptance
• September 2005
• Initial Operating Capability (IOC)
• October 28, 2005
• Full Operating Capability (FOC)
• Target 8 weeks after IOC

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What Should Contractors Enter? (continued)

• Civilian agency contractors must use the eSRS for
  their Summary Subcontract Reports (SSRs) for the
  period ended September 30, 2004 and they must
  use the eSRS for both their Individual Contract
  Reports (ISRs) and their Summary Subcontract
  Reports (SSRs) for the period ended September 30,
  2005

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Do Contractors Have an Extension for Filing?

• OFPP memo dated Nov. 3, 2005, authorizes agencies
  to grant their contractors a 60-day extension for
  filing the 9-30-05 reports (60 days from IOC)
• Oct. 28th 60 days 3 Holidays December 31st

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What will FOC give us that IOC doesnt?

• FOC will provide an application interface so that
  contractors with electronic systems of their own
  can simply upload their data into the eSRS (as
  opposed to keypunching it into the eSRS one
  report at a time)

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Is the FAR being changed?

• SBA finalized a FAR case that includes changes to
  subpart 19.7 and the related clauses, especially
  52.219-9
• In the meantime, SBAs Office of General Counsel
  has ruled that the eSRS is the electronic
  equivalent of the SF-294 SF-295

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FAR Case

• Revises subpart 19.7 and clauses at 52.219-9
  52.219-25 to replace all references to SF-294,
  SF-295, and Optional Form 312 with eSRS.
• Revises the flow-down provision at 19.704(a)(9)
  and 52.219-9(d)(9) to require the prime
  contractor to flow the prime contract number down
  to the subcontractors at lower tiers
• prime contract number now becomes a mandatory
  field in the eSRS, even for subcontractors, in
  order to facilitate lower-tier reporting.

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FAR Case (cont.)

• Moves General Instructions from the paper forms
  to the clause at 52.219-9.
• Requires contractors to print a hard copy of the
  Summary Report(s) and have them signed by the
  CEO.
• Contractor will be required to keep hard copy
  with CEOs signature on file for 4 years.
• SF-294, SF-295, Optional Form 312 will all be
  deleted from Part 53 i.e., abolished!

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FAR Case

• The Small Business Committee of the FAR Council
  will review and discuss the specific provisions
  in the proposal
• The regulation will be issued as a Proposed Rule
  or Interim Final Rule
• 60-day public comment period
• Final Rule will reflect changes resulting from
  public comments, as appropriate

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LOWER TIER REPORTING

• Individual Subcontracting Reports (ISR)
• Former SF 294
• Prime Contract Number
• Higher Tier DUNS
• Product and Service Lines
• NAICS
• Email Address of the Govt Official to Review the
  Report
• No Inclusion of Lower Tier Dollars

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LOWER TIER REPORTING
Government contracts with Company X Contract
Number DE-AC01-05EE12345 Company X will include
on their Individual Subcontracting Report Their
Duns is 001339457 Prime Contract Number-
DE-AC01-05EE12345 Company X subcontracts with
Company Y Contract Number XX-05TP00023 Company Y
will include on their Individual Subcontracting
Report Company Xs DUNS-001339457 Prime Contract
Number- DE-AC01-05EE12345 Their
DUNS-113456896 Contract Number with Company
X-XX-05TP00023
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LOWER TIER REPORTING
(cont.) Company Y subcontracts with Company
Z Contract Number YY-05DD99963 Company Z will
include on their Individual Subcontracting
Report Company Ys DUNS-113456896 Prime Contract
Number- DE-AC01-05EE12345 Their
DUNS-132568700 Contract Number with Company Y-
YY-05DD99963
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Summary Subcontracting Reports

• Summary Subcontracting Reports (SSR) Former SF
  295
• Product and Service Lines
• NAICS
• Email Address of the Govt Official to Review the
  Report
• No Inclusion of Lower Tier Dollars

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REVIEW OF REPORTS

• Government will review
• Prime Individual Subcontracting Report
• All Summary Subcontracting Reports
• Higher-Tier Subcontractors will review
• Lower-Tier Individual Subcontracting Reports

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Accounting Methods

• Commitment Basis- means that you capture the
  transaction when you execute the subcontract
  award document.
• Payment Basis- means that you capture it when
  you pay the invoice. If you use some other
  method, or hybrid of the two, the system allows
  you to select other. Once you select the
  method, it can not change for the life of the
  contract.

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Acceptance of Reports

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

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How will the eSRS Help Desk work?

• The Help Desk will handle all technical questions
  regarding the use of the eSRS
• E-mail address is Help_at_esrs.gov
• Questions regarding subcontracting policy will be
  referred to SBA
• Other problems/issues will be forwarded to the
  Agency Coordinator of the agency that awarded the
  contract

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TROUBLESHOOTING

• CCR ISSUES-
• CCR Assistance Center 888-227-2423
• FPDS-NG ISSUES
• Call the Contracting Officer
• eSRS ISSUES
• Contact the eSRS Helpdesk

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Contacts for Policy Questions

• The CMR listing at http//www.sba.gov/GC/cmr.html
  provides the names, addresses, phone numbers, fax
  numbers, and email addresses of SBAs
  CMRs-roughly 36 people. Contractors using the
  eSRS who have policy questions should call their
  nearest CMR.