Electronic Subcontract Reporting System (eSRS)

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Electronic Subcontract Reporting System (eSRS)

• Integrated Program Review

Agency Coordinator Day April 29, 2005
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Coordinator Day Agenda

• Welcome Earl Warrington, Deputy Director,
  Integrated Acquisition Environment (IAE)
• Overview of IAE Teresa Sorrenti, Director,
  Integrated Acquisition Environment (IAE)
• Intro of eSRS Team Paulette Widmann, Acting
  Director, DON Office of Small and Disadvantaged
  Business Utilization
• eSRS Overview - Arthur Collins, Deputy Associate
  Administrator for HUBZone
• Agency Coordinator Role - Paulette Widmann
• 15 Minute Break - Everyone

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Coordinator Day Agenda contd

• 15 Minute Break - Everyone
• eSRS Design Overview - Symplicity Corp.
• Developing an eSRS Agency Hierarchy Mara
  Grissom, Procurement Specialist, DOE
• FAR Changes and sample lower-tier report Robert
  Taylor, Subcontracting Manager, SBA
• QA - panel consisting of eSRS team
• Information on upcoming IAE Systems

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Integrated Acquisition Environment (IAE)
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Electronic Subcontract Reporting System (eSRS)

• Integrated Program Review

Arthur W. Collins, Jr. Deputy Associate
Administrator for HUBZone Program
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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 business processes for completion and
  submission of SF 294 and SF 295.
• Links subcontract reporting on individual
  contracts to prime contract number to facilitate
  lower-tier reporting.

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System Features, contd

• Other Features
• Provides breakout of subcontracting data down to
  the buying activity level.
• Generates standard and ad hoc reports.
• Captures subcontracting activity at lower tiers
  (initially for individual subcontracting plans
  possibly for commercial plans later)
• 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 Sub Systems
  provided throughout, apparent on the screen for
  each data field, as it is being 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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System Features, contd

• Training
• Formal classroom-style training
• Separate training for Government employees and
  Industry Reps
• 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 by eSRS Team,to be Completed

• Functional Requirements Finalized
• 4/15/05
• Access to FPDS-NG and CCR Data Bases
• 4/15/05
• Beta Testing
• 5/19/05 - 5/25/05
• Acceptance Testing
• 5/26/05 - 6/6/05
• Communications
• 5/26/05 6/6/05

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Critical Actions by eSRS Team,to be Completed,
contd

• Initial Operating Capability Deployed
• Target June 2005
• Full Operating Capability Deployed
• Target August 2005

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Critical Actions by Agencies, to be Completed

• Establishment of Contracting Office Hierarchies
• 4/29/05 5/31/05
• Orientation and Training
• Agency Coordinator Meeting, 4/29/05
• Agency Day, not later than 5/30/05
• Agencies flow-down guidance to contracting
  officers, beginning 5/30/05 and continuing
• Agencies Use System
• Beginning June 2005 and continuing

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Critical Actions by Industry,to be Completed

• Orientation and Training
• Industry Day, not later than 6/30
• Participants at Industry Day disseminate guidance
  to corporate users
• Use of System
• Selected large primes, May or June 2005 and
  continuing
• All others, June or July 2005 and continuing

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In Conclusion

• The eSRS Team is moving forward aggressively on
  system implementation,
• System Design and Development
• Federal Agency Coordinator and Information Days
• Industry Day
• 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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eSRS Agency Coordinator Roles and
Responsibilities

• Agency Coordinator Day
• April 29, 2005

Paulette Widmann, Acting Director, DON Office
Small and Disadvantaged Business Utilization
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Roles and Responsibilities

• eSRS Change Management Team
• Provide smooth transition
• Open communication
• Satisfied decision-makers
• Well-equipped users

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Roles and Responsibilities

• IAE Business Manager
• Responsible for oversight of all aspects of the
  project
• Works directly with IAE Management
• Ensures timelines are met
• Supported by Business Partner Network Business
  Analyst

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Roles and Responsibilities

• System Steward
• Provides project management for eSRS
• Development
• Operation
• Maintenance
• Enhancement

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Roles and Responsibilities

• IAE eSRS Project Team
• Government-wide stakeholders
• Subject matter experts
• Actively involved in project from inception
• Generated the requirements
• Includes IAE Business Manager/Business Analyst
• Include Agency Coordinators

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Roles and Responsibilities

• Agency Coordinators
• Understand subcontracting process
• Coordinate agency implementation of eSRS
• Acts as agency authority for eSRS
• Provides local agency eSRS management
• Provides liaison between eSRS Project Team and
  agency SADBU and management
• Not systems administrators

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Roles and Responsibilities

• Agency Coordinators
• Authorize agency users access
• Participate in Train-the-Trainers Program
• Instruct new agency eSRS users
• Assist in trouble shooting and problem resolution
• Contribute ideas to improve eSRS, its training
  and Help systems
• Report agency implementation to management
• Participate as member of eSRS Users Group

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Role and Responsibilities
DoN Agency Coordinator
Subcontract Reporting
SADBU
HOA DASN(ACQ)
Individual Subcontract Reports (former SF294)
Summary Subcontract Reports (former SF295)
Associate Directors of Small Business
HCAs
Deputies of Small Business
Field Activities
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Roles and Responsibilities

• eSRS User Group
• Members
• Project team
• Agency coordinators
• Contractor
• Contribute and prioritize ideas to improve eSRS

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eSRS Agency Hierarchy
Mara Grissom, Procurement Specialist, DOE
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Why Discuss Hierarchy?
Answer It will be your roadmap. A detailed plan
or explanation to guide you in setting standards
or determining a course of action.
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Terms and Definitions

• Hierarchy-the classification of a group of people
  or offices according to permissions/authorization.
  
• Permissions-level of access in eSRS.

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How To Understand your Agency Hierarchy

• Make a list of
• Who will accept/reject subcontracting reports?
  (COs, ACO, PCO, Small Business Managers)
• Who will need to review subcontracting reports?
  (OSDBU, Procurement Directors, IG)

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How To Understand your Agency Hierarchy

• Make a list of
• Who will need to run analytical reports of
  subcontracting data?
• Where do these people/organizations reside in
  your agency?

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DOE Example

• Who will accept/reject subcontracting reports?
• Contracting Officers for Individual
  Subcontracting Reports
• Small Business Managers for Summary
  Subcontracting Reports

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DOE Example (cont)

• Who will need to review subcontracting reports?
• Upper level Management
• DOE ESRS POCs
• OSDBU
• IG
• General Counsel

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DOE Example (cont)

• Who will need to run analytical reports of
  subcontracting data?
• Procurement Information Management Systems Office
• OSDBU
• IG
• Upper Management
• DOE ESRS POCs

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DOE Example (cont)

• Where do these people/organizations reside in
  your agency?
• COs-Contracting Offices
• Small Business Managers-Head Contracting
  Activities (Region Offices)
• IG-Headquarters
• General Counsel-Headquarters
• Upper Management-HQ and Field Offices
• DOE ESRS POCs-HQ and Field Offices
• OSDBU-Headquarters

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Hierarchy in FPDS-NG will be used in eSRS

• Agency Code - identifier used in FPDS-NG to award
  information (FIPS Code)
• e.g.. 8900 Department of Energy
• Agency Contracting Office Code - the FIPS code
  for the agency of the contracting office that
  executed or otherwise responsible for
  transaction.
• e.g.. 8918 Department of Energy OSADBU

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Hierarchy in FPDS-NG contd

• Region Code - an administrative area, division,
  or district
• Contracting Office ID - the agency supplied code
  of the contracting office that executes the
  transaction

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Agency
Agency Contracting Office
Agency Contracting Office
Region
Region
Region
Region
Contracting Office
Contracting Office
Contracting Office
Contracting Office
Contracting Office
Contracting Office
Contracting Office
Contracting Office
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Permissions

• Agency Coordinator - Agency Level Super User
  (ID/Password, can approve registrations at all
  levels, can designate POCs at different levels)
• Agency Level User - can view all subcontracting
  reports for the agency and run reports. They do
  not have rights to accept or reject reports.

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Permissions

• Agency Contracting Office POC - can approve
  registrations at their office/division/agency.
  Can view/ run reports on all subcontracting
  reports for that Agency Contracting Office and
  below. They do not have rights to accept or
  reject reports.
• Agency Contracting Office - can view/ run reports
  on all subcontracting reports for that Agency
  Contracting Office and below. They do not have
  rights to accept or reject reports.

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Permissions (contd)

• Region POC - can approve registrations at their
  office/region. Can view/ run reports on all
  subcontracting reports for that Region and below.
  They do not have rights to accept or reject
  reports
• Region - can view/ run reports on all
  subcontracting reports for that Region and below.
  They do not have rights to accept or reject
  reports.

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Permissions (contd)

• Contracting Office POC - can approve
  registrations at their office. Can view/ run
  reports on all subcontracting reports for that
  office. They can accept or reject reports.
• Contracting Office - can view/ run reports on all
  subcontracting reports for that office. They can
  accept or reject reports.

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DOE Flowchart
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For More Information Contact

• Email integrated.acquisition_at_gsa.gov
• Subject Agency Hierarchy