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System Generated Procurement Instrument Identification Numbers (PIIDs)

System Generated Procurement Instrument Identification Numbers (PIIDs). GSA RBA User Training Module. System Generated Procurement Instrument Identification Numbers Training Overview.

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System Generated Procurement Instrument Identification Numbers (PIIDs)

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  1. System Generated Procurement Instrument Identification Numbers (PIIDs) GSA RBA User Training Module

  2. System Generated Procurement Instrument Identification Numbers Training Overview Description: This training module will take you step-by-step through changes made to the Regional Business Application (RBA) in support of the automation and standardization of numbering conventions for Procurement Instrument Identification Numbers (PIIDs) in RBA. Navigation:If the tutorial opens up in your web browser, simply click your mouse or your space bar to advance to the next slide. Use the “Backspace” key to go back. If the tutorial opens in the PowerPoint application, click on “F5” to view the tutorial. Use the spacebar or click your mouse to advance to the next slide. To go back, click on the “Backspace” key.

  3. Purpose • The purpose of this training is to teach you: • How the Regional Business Application (RBA) automatically generates standardized Procurement Instrument Identification Numbers (PIIDs) for each order • The structure of the 13 character PIID vs. the 14 character PIID • How the Preparing Contracting Office Code (PCOC) is generated • How the winning quote/offer determines PIID Code options • Where the system populates the PIID on Purchase Orders (POs) • How the system will address orders in transition

  4. Background • Currently, AAS does not have a standard, automated, integrated way to generate Procurement Instrument Identifiers (PIIDs). This functional gap has resulted in numerous regional ‘cuff’ systems and manual processes. • Additionally, because it has not been standardized, there are currently few validations within the systems to ensure that compliance with the requirements of the FAR and the GSAM are being achieved. Further, since the absence of an automatic population requires manual entry, there are a fair number of typographical errors that have resulted in significant problems using the PIID number across systems. GSAM Excerpt

  5. Background, cont’d • For example, erroneously entered PIIDs in the RBA / NBA are unable to match up with PIID numbers entered into FPDS-NG, resulting in ‘system error’ messages when using the FPDS-NG web-services. • Finally, more web-services are being considered (including the FAS initiative to establish an Electronic Content Management System, ECMS, which will be the ultimate repository for our Electronic Contract Files in the RBA and NBA), and these web-services will require the use of the PIID as a standard key for cross-referencing and successful transmission of information.

  6. Business Drivers Behind the Enhancement • This will create an AAS standard methodology (vice many regional variations). • This will enforce FAR and GSAM compliance (vice allowing for potential deviation). • This will integrate the functionality into our ordering systems (vice requiring cuff systems). • This will automate the functionality (vice requiring some manual processing). • This will reduce typographical errors (which will improve our FPDS-NG reporting and web service usage and eventually our transmission of our Electronic Contract Files into the FAS Enterprise repository Electronic Content Management Systems).

  7. Impact of PIID on RBA Workflow

  8. The Preparing Contracting Office Code • The first of the new data elements is the Preparing Contracting Office Code (or PCOC). These are the 5-digit codes that are required in FPDS-NG. The GSAM requires that the first 2-digits of the Preparing Contracting Office Code appear in the PIID numbering convention. • The system will be able to automatically determine what the appropriate PCOC should be based upon your input for the Region and the Program on the COI in the RBA. Mapping of Region and Program to PCOC

  9. Decision Logic Used to Generate the PIID • The next part of this enhancement deals with the additional decision logic to determine whether the generated PIID should be either: • 13-characters, as is the case for delivery/task orders and calls, or • 14-characters long, as is the case for basic procurement instruments such as agreements, contracts, and purchase orders. • You will continue to process acquisitions as normal. You will: • Complete the COI (with the additional PCOC displayed), • Complete the BOM/SOW, and • Complete your solicitation process (either via an RFQ with the selected winning quote/offer on the Market Analysis or via a Directed Buy with the selected winning quote/offer). • It is after you have selected your winning quote/offer that the additional decision logic will kick-in.

  10. Decision Logic Used to Generate the PIID, cont’d • If the winning quote/offer references a contract number that is ‘Pending Approval’ you will not be able to proceed until that contract number is approved and available for selection. • If the winning quote/offer references an existing contract number (for example, a Schedule or GWAC number); you will be given the opportunity to select a list of PIID Codes, two of which will result in a 13-character PIID (these are “NA – Delivery/Task Order” and “NA – BPA Call”. There is a third option “A – Blanket Purchase Agreement under a Schedule contract” but this will generate a 14-character PIID. • If the winning quote/offer does not reference an existing contract number and instead is listed as ‘Open Market’; you will be given the opportunity to select from a different list of PIID Codes, all of which will result in a 14-character PIID number. • Let’s take a further look at the options you can select for the PIID Codes.

  11. PIID Code Options • With the selection of the winning quote/offer (either against an existing contract number or Open Market), you will be given a list of PIID codes to select from. • They are as follows: • If the winning quote/offer references an existing contract number – • NA – Delivery / Task Order – this will be used for the issuance of any orders against existing contracts (including Schedule contracts and GWACs, as well as other contracts that permit ordering). • NA – BPA Call – this will be used for the placement of calls against an established Blanket Purchase Agreement. • A – Blanket Purchase Agreement under a Schedule contract – this will be used for the establishment of Blanket Purchase Agreements in accordance with FAR 8.405-3. The code “NA” means that the PIID Code is ‘Not Applicable’ for the creation of the PIID and will result in a 13-character PIID. All other codes (“A,” “C,” “D,” and “P”) are applicable for the creation of the PIID and will result in a 14-character PIID. PIID Code Options for Contract Number

  12. PIID Code Options, cont’d • If the winning quote/offer does not reference an existing contract number, but rather is Open market – • A – Agreements (including basic agreements, BOAs and BPAs) – this will be used for the establishment of various types of agreements under FAR parts 16.702, 16.703, and 13.303. • C – Contract (including letter contracts, contracts referencing basic agreements or BOAs; excluding indefinite delivery contracts) - this will be used for all definite delivery contracts and definitized contracts. • D – Indefinite Delivery Contract (including definite quantity, requirements, and indefinite quantity) – this will be used for all indefinite delivery contracts per FAR parts 16.502, 16.503, and 16.504. • P – Purchase Order (open market simplified acquisition) – this will be used for all purchases made using the simplified acquisition procedures. PIID Code Options for Open Market

  13. The Fiscal Year of Award • The final new data element in determining the PIID is the Fiscal Year. • You should select the Fiscal Year that corresponds to when you will be making the award. • Generally, the PIID will include a 2-digit representation of the current fiscal year. Therefore, the required Fiscal Year field will default to the current fiscal year. • However, in some instances you may be preparing all of your award decision documentation well in advance of your intended award date. This could include preparing all of your award decision documentation in the current fiscal year for an award that is anticipated in the next fiscal year. Therefore, the required Fiscal Year field is editable and you may select the next fiscal year in the event that you are preparing all of your award decision documentation in advance. • It is not tied to the task item funding Budget Fiscal Year field. • This is the final new piece of data that is required to generate the PIID, so let’s look at putting it all together. Fiscal Year of Award on Directed Buy Fiscal Year of Award on Market Analysis

  14. What is the PIID Structure? • The Order and Call Instrument Delivery or task orders under indefinite delivery contracts and schedule contract orders are identified by placing a 13-character alphanumeric identification number in the order number block. The basic indefinite delivery or schedule contract number is placed in the contract number block of the order form. • The Basic Procurement Instrument The basic procurement instrument identification number is normally assigned at award. The contracting office may assign it when they receive a procurement request to facilitate procurement tracking. The basic procurement instrument identification number stays the same throughout the life of the procurement instrument and, is 14 alphanumeric characters. • The PIID structure varies depending on whether the order is a basic procurement instrument or order and call instrument. 1 1 2 Note: 1. Preparing Contracting Office Code 2. Not included in the 13 character PIID

  15. System Generation of the Order’s PIID • The system generates the PIID, with the appropriate 13 character or 14 character structure, the first time you successfully submit the Market Analysis (or Directed Buy). • What is the Serial Number? The Serial Number is a sequential number, from 0001 to 9999, per region, per fiscal year, per PIID Code. Its helps to ensure uniqueness among each ID. • Source of PIID Values The system gathers the PIID elements as follows: • Agency Code - Always “GS” • Regional/CO Code - 2 digit regional/contracting office code • Service Office Code - Always “T” • Fiscal Year of Award – Selected by you on the MA/DB • PCOC - Derived by the system on the COI • PIID Code – Selected by you on the MA/DB (if Open Market) • Serial Number - Next sequential number assigned by the system. Submit the Form to System Generate the PIID

  16. Viewing the PIID • Upon successful submission of the form, you will be displayed a confirmation page with the system generated PIID. • Copy the PIID for your records. • If you forget the PIID, you can go back to the Market Analysis (or Directed Buy) to view the field. The PIID is also displayed on Purchase Orders and subsequent Order Modifications. • Regeneration of the PIID If you edit any of the following fields, then the system will generate a new PIID based on the updated values: • Region field on the COI • Program field on the COI (if region is 02 or 04) • PIID Code on the MA/DB • Fiscal Year of Award on the MA/DB PIID Generation Confirmation Page View the PIID on the Market Analysis or Directed Buy

  17. How Does the System Put It All Together to Generate the PIID?

  18. Where is the PIID displayed on the PO? • The location of the PIID on the Purchase forms depends on whether the winning quote/offer is under contract or open market. • If the order is under contract, then you will see the 13 character PIID (or 14 character PIID if it’s ‘A – BPA under Schedule contract’)in the field corresponding to Order Number on each form. Additionally, you will see the Contract Number of the winning quote/offer in the Contract Number field on each form. • If the order is open market, then you will see the 14 character PIID in the Contract Number field on the form. Since the order is open market, the Order Number field remains empty. • The PIID is non-editable on each Purchase Order form, regardless of the PIID structure used. Mapping of Purchase Order Form Type to PIID Field: Contract Number vs. Open Market

  19. So what about FPDS-NG? • The FPDS-NG web-service will continue to operate as originally designed (until a pending enhancement can be released). This means that there will be a couple of instances where you will have to bypass the web-service until that enhancement can be generated. You will need to enter FPDS-NG as follows for the various types of acquisitions. • Currently only “NA – Delivery / Task Order” and “P – Purchase Orders (open market simplified acquisition)” will properly transmit to the correct contract action reports in FPDS-NG. For a brief interim period, you will be required to populate FPDS-NG manually for BPA Calls, BPAs (and other agreements), Contracts and Indefinite Delivery Contracts. [But don’t worry we are working on several future enhancements to provide the capability to process these systemically!] Mapping of PIID Code to Type of FPDS-NG Entry Required

  20. How Will the System Address Orders In Transition? • An order is considered ‘In Transition’ if, on October 1, 2011, the order has an active (non-rejected) Market Analysis or an active Directed Buy and does not have an awarded Purchase Order. Since the Market Analysis or Directed Buy already exists, the PIID Code and Fiscal Year of Award required for PIID generation are unknown. Therefore, Purchase Orders for orders in transition have slightly different functionality than orders that are not in transition. • For orders in transition, you will still have the ability to create and/or edit the PIID on the Purchase Order. When you submit the Purchase Order form, the system will validate that the PIID that you entered follows the standardized PIID structure. Orders under contract must have 13 character PIIDs and open market orders must have 14 character PIIDS. • If the last four characters of the PIID you entered is not the next sequential serial number, then the system will force you to use the next sequential serial number. Logic for Orders In Transition • If the PIID you entered does not exactly match the FY12 PIID format and numbering schema, then the system will allow your manually entered PIID.

  21. Questions & Support • For questions on AASBS PIID policy please contact: • robert.niewood@gsa.gov • For questions regarding the System Generated PIIDs in RBAtraining module please contact RBA Technical Support: • Phone: (877)243-2889 • Email: itsshelpdesk@gsarba.com

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