WELCOME to Electronic Subcontract Reporting System (eSRS) Agency Day

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WELCOME to Electronic Subcontract Reporting
System (eSRS)Agency Day
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Electronic Subcontract Reporting System (eSRS)

• Integrated Program Review

Agency Day June 9, 2005
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eSRS Agency Day Agenda

• Welcome George Ralis, Department of Commerce,
  OSDBU
• Overview of IAE Teresa Sorrenti, Director,
  Integrated Acquisition Environment (IAE)
• SBAs Role Arthur Collins, Deputy Associate
  Administrator for HUBZone Program Small Business
  Administration
• Introduction to eSRS Paulette Widmann, Chair,
  Subcommittee on Subcontract Reporting and Acting
  Director, Dept. of the Navy OSADBU
• eSRS Agency - What You Need to Know Mara
  Grissom, Procurement Analyst, Procurement
  Information Management Systems, Dept. of Energy

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eSRS Agency Day Agenda contd

• 15 Minute Break - Everyone
• eSRS Design Overview (Demo) Ariel Friedler,
  Project Manager, Symplicity Corp.
• FAR Changes and Lower-Tier Reporting Robert
  Taylor, Subcontracting Program Manager, Small
  Business Administration
• QA - eSRS and IAE Teams

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eSRS Agency Day - Links

• Useful Links
• www.esrs.gov
• www.acquisition.gov
• E-mail
• integrated.acquisition_at_gsa.gov

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COCO

• Overview of Integrated Acquisition Environment
  (IAE)
• eSRS Agency Day
• Teresa Sorrenti
• Earl Warrington
• Integrated Acquisition Environment
• June 9, 2005

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Origination of eGov Projects

• Summer 01-Cross-agency study of possible eGov
  projects to make better use of IT investments in
  the federal government
• 10/01 Presidents Management Council selected 24
  E-Government projects
• IAE comes under the GSA CAO
• Reports to Acquisition Council for E-Government
  (ACE) for CAOC
• Funded by all agencies

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IAE Partner/OMB agreement Feb 2002

• A secure business environment that facilitates
  and supports cost-effective acquisition of goods
  and services in support of agency mission
  performance

• Create a simpler, common, integrated business
  process for buyers and sellers that promotes
  competition, transparency and integrity.
• Increase data sharing to enable better business
  decisions in procurement, logistic, payment and
  performance assessment.
• Take a unified approach to obtaining
• modern tools to leverage investment
• costs for business related processes.

A shared services environment
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Objectives Business Areas

• 1. BPN (Business Partner Network) - Deploy a
  single point of registration and validation of
  supplier data accessed by all agencies. Includes
  CCR, ORCA, eSRS (Electronic Subcontracting
  System).
• 2. Acquisition Information Reporting (AIR) -
  Implement a central point for consolidated
  collection and access of statistical and
  management information related to Government
  acquisitions. Includes FPDS-NG
• 3. eMarketplace - Create online directory of
  interagency contracts to simplify and facilitate
  leverage of Government buying. Includes
  FedBizOpps, FedTeDS, WDOL.gov (Wage Determination
  Online).
• 4. IGT (Intra-governmental Transactions)
  -Transform intra-governmental ordering and
  billing, reduce payment and collection problems,
  and enable swift and accurate revenue and expense
  elimination processes for preparing consolidated
  financial statements.
• 5. Standard Transactions - Develop a standard
  glossary and vocabulary to facilitate exchange of
  data between and within agencies.

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IAE Architecture
User
Agency Back Office
Agency Back Office
Acquisition Central
Intra-Governmental Transactions (IGT)
Business Partner Network
Industry Back Office
eMarketplace
Acquisition Information Reporting (AIR)
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Contact Us www.acquisition.gov
Contact Information
IAE Program Management Office Teresa
Sorrenti 703-872-8610 Earl Warrington 703-872-8609
email integrated.acquisition_at_gsa.gov
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Electronic Subcontract Reporting System
(eSRS)SBAs Role

• In

Agency Day June 9, 2005
Arthur Collins Deputy Associate Administrator,
HUBZone Program, SBA
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Organizational Structure

• IAE Management Chain
• Business Area Business Partner Network
• Agency Management Chain
• Small Business Administration (SBA)
• Sponsoring Executive, Frank J. Lalumiere, Deputy,
  Government Contracting and Business Development
• System Steward, Arthur E. Collins, Jr., Deputy
  Associate Administrator for HUBZone Program
• Functional Owner, Robert C. Taylor,
  Subcontracting Program Manager
• Contractor
• Symplicity Corporation, Inc.

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System Features

• Business Processes
• Identifies contracts in FPDS-NG having
  subcontracting requirements.
• Automates completion and submission of SF 294, SF
  295, OF-312, and Annual SDB Breakout Report
  (NAICS sub sector).
• Links subcontract reporting on individual
  contracts to prime contract number to facilitate
  lower-tier reporting.

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System Features, contd

• Provides breakout of subcontracting data down to
  the buying activity level.
• Generates standard and ad hoc reports.
• Calculates achievements by two methods, of
  contract value, and of subcontracting.
• Generates automatic reminder notices and
  delinquent notices.

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System Features, contd

• Help
• On-line Context-Sensitive Help
• apparent on the screen for each data field, as it
  is entered.
• 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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Training

• On-line computer-based training
• Training tailored to type of user
• On-line Help Tools and User Manual
• Train-the-Trainer Concept
• Agency Coordinators to facilitate supplementary
  training as necessary and appropriate
• On-site training at contractors facilities via
  SBAs Commercial Market Representatives (CMRs)

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Critical Actions Ahead

• Orientation and Training
• Industry Day, 6/30/05
• Participants at Industry Day disseminate guidance
  to corporate users
• Use of System
• Selected large primes, July 2005 and continuing
• All others, August 2005 and continuing

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Critical Milestones

• Testing and Acceptance
• Target July 2005
• Initial Operating Capability Deployed
• Target August 1-5, 2005
• Full Operating Capability Deployed
• Target October 1 -15, 2005

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In Conclusion

• Rapid Progress continuing on
• System Design and Development
• Industry Day on June 30, 2005
• FAR case
• Success of eSRS hinges on effective, timely
  implementation by Agencies
• Review of FPDS/NG hierarchies
• Communication/training for contracting officers
• Communication/training for prime contractors

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QUESTIONS/EXCITEMENT
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Electronic Subcontract Reporting System
(eSRS)Introduction to eSRS

• In

Agency Day June 9, 2005
Paulette Widmann Chair, Subcommittee on
Subcontract Reporting and Acting Director, Dept.
of the Navy OSADBU
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Background

• Initiative
• Improve Small Business Subcontract Reporting
• Deploy Government-wide Electronic Solution
• Adopt E-Gov Guiding Principles
• Data is entered by the data owner
• Data should only be entered once

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Desired Enhancements

• Subcontract Report for Individual Contract
• Mandatory prime contract number
• Total dollar amount of contract
• System calculates percentage achievements
• Include NAICS for SDB subcontractors

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Desired Enhancements

• Summary Subcontract Report
• Include NAICS codes for SDB achievements
• System calculates percentages
• System calculates agency allocation for
  commercial plans
• System accommodates MILDEP and ODA allocation for
  DOD comprehensive plans

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Approach

• Government-wide Team
• SADBU, contract policy and IT members
• Requirements definition
• Conduct competitive acquisition

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Additional Enhancements

• Audit Trail - approval, rejection, modify, view
• Percentage calculations by
• Percentage of total contract value
• Percentage of total subcontracting
• Accommodate all Types of Plans
• Individual
• Commercial
• DOD Comprehensive Plans

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Additional Enhancements

• Include basis of reporting
• Commitment
• Payment
• Six digit NAICS code replaces nomenclature
• Accommodates reporting for options
• Expands Remarks block
• Variety of ad hoc reports

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Additional Enhancements

• Import historical summary data
• Application interface for contractors
• Includes contractor manual data entry
• Provides reminder notices to contractors
• Creates simple directory of contractors

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Full Operational Capability

• Includes real-time Help Desk
• Includes on-line Assistance
• Provides classroom training
• Train the Trainer
• Generates delinquent reports
• Adds Alaskan Native Corporation field
• Interfaces with CCR, FEDBIZOPS, FPDS-NG

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eSRS Implementation

• Contract awarded January 2005
• Initial Operation Capability (IOC) 15 weeks ACA
• Beta testing by prime contractors
• Full operational capability (FOC) 8 weeks after
  governance acceptance of IOC
• Expand Government team to include designated
  agency coordinators for all Agencies
• Ensure data security
• Maintain Configuration Board for future
  enhancements

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Communication Plan

• Agency Coordinator Day - April 29, 2005
• Agency Day June 9, 2005
• Industry Day June 30, 2005
• Enlist Associations and Councils assistance
• Training
• Industry and Government
• Train the Trainer concept
• Training Announcements on website
• http//esrs.gov

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Communication Plan

• FAR Case
• Eliminate forms (SF 294 and 295)
• New Language
• Subcontract Report for Individual Contract
• Summary Subcontract Report

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QUESTIONS/EXCITEMENT
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Electronic Subcontract Reporting System (eSRS)
eSRS What you Need to Know

• In

Agency Day June 9, 2005
Mara Grissom Department of Energy
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What Do You Need To Know?

• Information for
• Registration
• Reviewing Subcontracting Reports and Running
  Statistical Reports
• Contractors

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REGISTRATION

• To Develop a User Account you need
• Agency Code
• Hierarchical Level of your Office
• Users Privileges
• ESRS Point of Contact for your Office

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AGENCY CODE

• Agency Code is the code for the agency of the
  contracting office that executed or is otherwise
  responsible for the transaction. Same as in
  FPDS-NG.

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HIERARCHIAL LEVEL OF YOUR OFFICE

• Agency
• Region - The agency supplied code of the region
  where the contracting office resides.
• Contracting Office Code -The agency supplied code
  of the contracting office that executes the
  transaction.
• (Subject to Change)

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USERS PRIVILEGES

• Super User- full access to eSRS for the agency
• Point of Contact (POC)- ability to accept or
  reject registrations, view reports and run
  reports on consolidated information at registered
  level and below.
• Designated Govt. User- view reports and run
  reports on consolidated information at registered
  level and below.
• Contracting Official- reviews and approves data
  submitted by contractors, view reports and run
  reports on consolidated information at registered
  level and below.

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ESRS POINT OF CONTACT

• Agency Coordinator
• POC for your office or hierarchy level.
• Highly recommend knowing your FPDS-NG agency
  contact.

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REVIEWING SUBCONTRACTING REPORTS AND RUNNING
STATISTICAL REPORTS

• Reviewing Reports
• Most important Make sure the contract data in
  FPDS-NG is correct.
• Know the reports for which you are responsible.
• Have necessary data to review the reports.
• Prime contractors or higher-tier subcontractors
  are responsible for the review of lower tier
  Individual reports.

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REVIEWING SUBCONTRACTING REPORTS AND RUNNING
STATISTICAL REPORTS

• Reviewing Reports (cont)
• Work list
• Meaning of Accepting or Rejecting a report.
• Running Statistical Reports
• Standard
• Ad Hoc

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WHAT TO TELL CONTRACTORS

• Make sure information in CCR is correct
• Know the DUNS number that correlates with the
  contract number.
• Know who reviews the reports.
• Make sure to pass to lower tiers the prime
  contract number
• Make sure they know the lower tier reports are
  required and the Prime contractors and
  higher-tier subcontractor will review the lower
  tier Individual reports.

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QUESTIONS/EXCITEMENT
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BREAK

• 15 MINUTE BREAK

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eSRS Agency Day

• Electronic Subcontract Reporting System (eSRS)
• eSRS Design Overview -Demo

Agency Day June 9, 2005
Ariel Friedler Project Mgr. Symplicity Corp.
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eSRS Agency Day - Demo

• To assure complete execution of the system demo
• Please Hold your questions regarding the
  demonstration until the QA period.

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Electronic Subcontract Reporting System
(eSRS)eSRS FAR Changes

• In

Agency Day June 9, 2005
Robert Taylor Program Mgr. - SBA
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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 (continued)

• 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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eSRS Agency Day

• Lower Tier Reporting

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Sample Lower Tier Report
FOR ILLUSTRATIVE PURPOSES ONLY
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QUESTIONS/EXCITEMENT
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eSRS Agency Day - Q A

• We are prepared to answer you questions
  regarding
• eSRS
• IAE Systems

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eSRS Agency Day Contact Information

• IAE
• integrated.acquisition_at_gsa.gov
• www.acquisition.gov
• eSRS
• www.esrs.gov

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THANK YOU

• THANK YOU FOR YOUR TIME AND ATTENTION.
• We look forward to serving you.
• The eSRS team