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Chief Information OfficerSolutions and Partners 2 Innovations CIOSP2i

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Chief Information OfficerSolutions and Partners 2 Innovations CIOSP2i – PowerPoint PPT presentation

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Title: Chief Information OfficerSolutions and Partners 2 Innovations CIOSP2i


1
Chief Information OfficerSolutions and Partners
2 Innovations (CIO-SP2i)
Donald WilsonSenior Contracting Officer

VENDOR BREAKOUT MEETING June 23rd, 2009
2
Overview
  • Provide CIO-SP2i Contract Status
  • Review Contract Deliverables
  • Contract Modification
  • Modification for American Recovery and
    Reinvestment Act (ARRA) Clauses
  • Partnership
  • Marketing Efforts
  • Ordering
  • Administrative File Transfer
  • Invoice Processing
  • E-Gos Demo

3
Contract StatusNumber of Task Awards Authorized
575
4
Contract Status
  • Total Dollars Authorized Including Options

7,262,386,698.35
5
Contract Status
Percentage of Vendors that have received Task
Awards 86
6
Contract Deliverables
  • Program Status Report
  • Original Check for Remittance of NIH Fees
  • Check Report and Copy of the Check
  • Sales Report
  • Reports are due the 10th of each month

7
Reporting Requirements
  • All reports should be submitted to
  • nihcios2_at_od.nih.gov
  • The Check Report, copy of check, and Sales Report
    should also be submitted to your designated
    financial team representative
  • The Original Check should be forwarded to the NIH
    Cashiers Office

8
Suggested Check Format
Mail Check to NIH, OFM, FSB Building 31,
Room B1B23 31 Center Drive, MSC 2054 Bethesda,
MD 20892-2054
9
Suggested Check Stub Format
10
Reporting RequirementsSubcontracting Reports -
Large Businesses
  • The SF-294 and SF-295 are no longer used to
    document this reporting requirement.
  • The Electronic Subcontract Report System (eSRS)
    is now available for use at www.eSRS.gov.
  • You may now enter your Subcontracting Reports for
    Individual Contracts (formerly the SF-294 and
    Summary Subcontract Reports (formerly the
    SF-295) electronically into eSRS.

11
Reporting Requirements Subcontracting Reports -
Large Businesses (cont.)
  • You must hit the submit button on each report
    for submission of data into eSRS.
  • To notify NITAAC of report submissions, enter the
    following e-mail addresses in the specific areas.
    The e-mail addresses for the CIO-SP2i
    Contracting Officers are
  • nihcios2_at_od.nih.gov and Wilsond_at_od.nih.gov

12
ORDERING
  • Background

13
Administrative File Transfer
14
Master Contract Modifications
  • American Recovery and Reinvestment Act (ARRA)
    clauses
  • FAR 52.203-15 (Whistleblower Protections)
  • FAR 52.204-11 (Reporting Requirements)
  • FAR 52.212-5/Alternate II (Contract Terms and
    Conditions Required to Implement Statutes or
    Executive OrdersCommercial Items )
  • NIH .5 Fee

15
Reminders
  • Keep websites operational, email addresses,
    distribution lists and points of contact current
  • Past performance is extremely important
  • Good past performance ratings
  • Future contract awards
  • Encourage customers to write PBSA Statements of
    WorkFAR Part 37.000Service Contracting
  • Fixed Price Contract

16
Invoice Payments
  • In June of 2007, the NIH deployed a new
    administrative and financial system, the NIH
    Business System (NBS), while at the same time
    continuing to operate the NIH Administrative
    Database (ADB) for some existing awards.  Each of
    the systems has it own invoicing requirements. 

17
Invoice Payments-Tips
  • If you have funds still remaining on an ADB
    award, use the invoice requirements for ADB
    awards until all funds have been exhausted.
  • ADB invoices must clearly identify the Record of
    Call (ROC).
  • All invoices must include the billing period to
    assist to determine when funds have been
    exhausted in the ADB.
  • Your task order PMs should be able to easily
    determine ADB balances if they have been tracking
    task spend rates.

18
Invoice Payments-Tips
  • If all of the funds for a task order originally
    awarded out of ADB have been expended, use the
    invoice requirements for NBS awards.
  • Do not mix elements from the systems as this
    confuses OFM as to what system funds are in and
    will likely cause your invoice to be rejected.

19
Invoice Payments-Tips
  • A NITAAC-issued NBS task order will be evident by
    the fact that it is signed by a NITAAC CO.
  • All  NBS task orders issued under a CIO-SP2i
    award will be 2-way match.
  • For NITAAC issued NBS task orders, the Central
    Point of Distribution e-mail address should
    appear on your invoice.
  • IMPORTANT NOTE  This is not where the contractor
    sends the invoice but is for OFM use only to
    notify NITAAC that their action is required for
    approval, IT SHOULD NOT BE USED BY THE CONTRACTOR
    TO FORWARD INVOICES (the e-mail address for all
    other CIO-SP2i issues  is nihcios2_at_od.nih.gov.

20
Invoice Payments-Tips
  • The Central Point of Distribution e-mail address
    for NBS-issued task orders issued by NITAAC is
    CIO-SP2iInvoices_at_mail.nih.gov
  • IMPORTANT NOTE  If the task order is issued from
    another NIH office other than NITAAC and the
    order must be a 2-way match, then your invoice
    should contain that offices Central Point of
    Distribution e-mail address which the issuing
    office should provide on the task order.

21
Invoice Payments-Tips
  • For orders issued by NITAAC, both ADB or NBS
    funds, send the invoice in Electronic version
    (preferably PDF) to NITAAC at
  • nihcios2_at_od.nih.gov
  • Electronic version (preferably PDF) to the COTR
    at an e-mail address that should have been
    provided in the task order.
  • IMPORTANT NOTE In order to expedite payment,
    your company should obtain the COTR sign-off of
    the invoice and use this version to submit to
    NITAAC.

22
Invoice Payments- Status
  • You can easily access the information at the NIH
    Vendor Invoice Query web site
  • https//silk.nih.gov/adb/billpay.

23
Future Invoice Processing
24
Electronic Vendor Invoicing Program (eVIP)
  • On, about or shortly after 6/26/2009, NIH intends
    to roll out its new Electronic Vendor Invoicing
    Program (eVIP)
  • Five Vendors have been selected to participate in
    the pilot program and the rest of the Vendors
    will be phased in later this fall.
  • Both systems will continue to operate until all
    Vendors are using the eVIP system.
  • Once a Vendor decides to go eVIP, they will not
    be allowed to submit paper invoices.

25
Electronic Vendor Invoicing Program (eVIP)
  • Provide a shared real time, view of payment
    status and vendor information for OFM, ICs and
    Vendors.
  • Allow suppliers to enter and match invoices
    electronically, minimizing processing errors
    associated with mailing, scanning, invoice entry,
    and matching.
  • Provide capability for paperless, more accurate
    invoicing.

26
Electronic Vendor Invoicing Program (eVIP)
  • PHASE II WORKFLOW

27
Invoice Process Flow Future State 2 Way
Is this the correct CPOD?
No
Yes
Contract Officer
Approve?
No
Yes
28
Invoice Process Flow Future State 2 Way Vendor
Key Takeaways
  • Vendors access iSupplier using their user name
    password associated with their TIN
  • Vendors with multiple TINs require multiple user
    accesses
  • One Primary POC per vendor TIN is identified for
    each NIH iSupplier vendor
  • This Point of Contact is POC for addl NIH
    iSupplier Users requesting access to view
    financial transactions for this Tax
    Identification Number
  • Vendor is responsible for entering accurate
    information in these fields
  • Quantity to Invoice
  • Central Point of Distribution (for 2 way invoice)
  • Unique Invoice Number
  • Attachments (Optional) to support the invoice
  • The rest of the fields are populated from the
    Purchase Order automatically

29
Invoice Process Flow Future State 2 Way
Is this the correct CPOD?
No
Yes
Contract Officer
Approve?
No
Yes
30
Invoice Process Flow Future State 2 WayIC
Reviewer Key Takeaways
  • The role of IC Reviewer is to review the invoice
    and forward it for approval
  • IC Reviewer gets notified about a pending invoice
    if they are associated with the Central Point of
    Distribution mailbox chosen by the vendor
  • If they identify that the invoice does not belong
    to that IC, they notify the OFM to cancel the
    invoice
  • OFM cancels the invoice and requests the vendor
    to submit the invoice with the correct Central
    Point of Distribution as cited in the Purchase
    Order

31
Invoice Process Flow Future State 2 Way
Is this the correct CPOD?
No
Yes
Contract Officer
Approve?
No
Yes
32
Invoice Process Flow Future State 2 WayVendor
Key Takeaways
  • Vendors will access iSupplier using their user
    name and password associated with their TIN
  • Vendors with multiple TINs will require multiple
    user accesses
  • One Primary POC per vendor TIN will be identified
    for each NIH iSupplier vendor
  • This Point of Contact will be the POC for any
    additional NIH iSupplier Users requesting access
    to view financial transactions for this Tax
    Identification Number
  • Vendor is responsible for entering accurate
    information in these fields
  • Quantity to Invoice
  • Central Point of Distribution (for 2 way invoice)
  • Unique Invoice Number
  • Attachments (Optional) to support the invoice
  • The rest of the fields are populated from the
    Purchase Order automatically

33
Invoice Process Flow Future State 2 Way
Is this the correct CPOD?
No
Yes
Contract Officer
Approve?
No
Yes
34
Invoice Process Flow Future State 2 WayIC
Reviewer Key Takeaways
  • The role of IC Reviewer is to review the invoice
    and forward it for approval
  • IC Reviewer gets notified about a pending invoice
    if they are associated with the Central Point of
    Distribution mailbox chosen by the vendor
  • If they identify that the invoice does not belong
    to that IC, they notify the OFM to cancel the
    invoice
  • OFM cancels the invoice and requests the vendor
    to submit the invoice with the correct Central
    Point of Distribution as cited in the Purchase
    Order

35
Invoice Process Flow Future State 2 Way
Is this the correct CPOD?
No
Yes
Contract Officer
Approve?
No
Yes
36
Invoice Process Flow Future State 2
WayContract Officer Key Takeaways
  • The role of Contract Officer is to approve the
    invoice
  • Contract Officer gets notified about a pending
    invoice if they are associated with the Central
    Point of Distribution mailbox
  • Contract Officer can approve or reject (all or
    disallow an amount) the invoice
  • The approval or rejection by Contract Officer is
    forwarded to OFM
  • OFM acts on the Contract Officers actions and
    either releases payment, disallows the amount
    specified by the CO, or cancels the invoice
    requesting the vendor to resubmit the invoice

37
Invoice Process Flow Future State 2 Way OFM
Takeaways
  • Because of separation of duties OFM must disallow
    or cancel or release an invoice for payment
  • There will be no OFM re-match, if the supplier
    matches to an incorrect line the invoice must be
    canceled by OFM and resubmitted by the supplier

38
Electronic Government Ordering System (eGOS)
  • Timothy Warrington, OLAO IT Director

39
Marketing Efforts
  • John ChiuSr. Contract Officer

40
Points of Contact
41
Designated Representatives
42
Designated Representatives (Continued)
43
CIO-SP2i Partnership Shared Interests
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