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RBA Application Overview, Day 1 FY17 PI-2 Release User Training

This training series provides an overview of the RBA workflow applications, covering access, order initiation, solicitation, funding, award, finance, and more.

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RBA Application Overview, Day 1 FY17 PI-2 Release User Training

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  1. RBA Application Overview, Day 1FY17 PI-2 Release User Training April 11, 2017

  2. Training Logistics 3 Part Training Series • In support of new RBA regions 21 & 22, production release 4/14/17 • Overview of the RBA workflow applications • 3 sessions, 2 hours per session • Each session will be live recorded; access to the live recorded sessions will be available the week of 4/17 FY17 PI-2 Release Additional Resources • Release Notes, posted to portal 4/14 • Training decks will post to portal week of 4/17 • Training documents will post to portal weeks of 4/24 & 5/1 • Targeted training videos will post to GSA Vimeo site mid to late May • Help desk support –aasbs.helpdesk@gsa.gov

  3. Training Content Day 1 – Access & Order Begin • ASSIST Portal • Registration • Acquisition Initiation • Solicitation • Source Selection • Reporting Day 2 – Funding & Award • Funding Setup • Task Order Management • Task Order Funding • Order Award • Post Award Day 3 – Finance • Accruals • Invoicing • Billings • Payments

  4. RBA Application Overview

  5. Day 1 Content

  6. RBA Order WorkflowInitiation

  7. RBA Order WorkflowSolicitation

  8. RBA Order WorkflowSource Selection

  9. ASSIST PortalLogin Portal URL - https://portal.fas.gsa.gov/web/guest • Input login credentials or use CAC card login • Error messages prompt user for credentials when not valid • User’s account will be locked out for 30 minutes after five unsuccessful login attempts • Forgot Username and Forgot Password functionality available Portlets • Divide the login page content into distinguishable sections • Contains announcements, links to help docs, links to GSA resources, and support contact information Registration Request • New user registration requests can be initiated for GSA users, contractors and clients

  10. ASSIST PortalNavigation Home page • Default home tab view; configured within registration Tab Navigation • Each tab has specific portlets, links, actions, and information displayed Menu Navigation • Same set of menu options displayed regardless of which tab the user is on; menus options displayed are dependent upon roles in Registration Portlets • Links to reports, workflow applications, action items, and support

  11. RegistrationUser Maintenance Profile Information • Available to users and POCs • Editable based on role privileges Home Organization • Sets home region and home territory for users Roles • Sets application and role access • Role requests must be approved by POCs prior to activation • Regional POCs for ITSS • Financial POCs for ITOMS and ITSS Funding

  12. RegistrationRegional POC Functionality Approve/Disapprove registration & role requests – POC Pages • POC User Search / POC User Roles / POC Pending Roles / POC Suspended Users Register new GSA users • Users must exist in GSA Active Directory • Configure Home Region; set application roles Register new Client users & Contractor users Contract Management (search & register) View Account Profiles

  13. Acquisition InitiateClient Order Information (COI) Initiates RBA Order • Captures basic order information • Submitting generates front end order id & moves order along to APM Order Specifics • Region specific codes • Client information auto-populates based upon client POC selected • GSA Order Support users must have provisioned access to be displayed as assignable IA Attachments – attach to ECF; user must specify IA DCN Order Associations– ties order to a parent order; same Id with extension Multiple Shipping Address flag – input addresses on BOMSOW

  14. Acquisition InitiateAcquisition Planning Module (APM) Integration with Appian, the GSA 3rd party acquisition planning tool • Users must be registered users to interact with Appian; defer is still available without Create Acquisition Plan • GSS SOP created plans will be associated to parent regions (R21:R6 & R22:R7) Associate & Change Plan – plan must exist in Appian Defer Plan – deferment reason must be specified Import Plan PDF – conditional display • Button only displays when acquisition plan is in approved status in Appian • Imports directly into ECF • Acquisition Strategy Tab, Acquisition Plan Category (DCN) – award requirement

  15. Acquisition InitiateBill Of Materials / Statement Of Work (BOMSOW) Order Information & Dates • Severability, Option Period Beyond Base, NAICS Code, National Emergency, Approval Info, Performance Work Statement / Statement of Objectives, Order Summary • Client Project Acceptance Date, BOMSOW Finalized Date, Customer Funding Received Date, Negotiated Award Date • Multiple Address Information Add task items & POP/delivery dates • Task order lines to be bid upon by contractors Requirements Attachments – attach to ECF; user must specify DCN Specify pre-Solicitation information • eBuy– contractors selected in eBuy • Contractor list – RFQ in ITSS or Directed Buy

  16. Acquisition InitiateBOMSOW Post Submit Initiate Solicitation • Launch Request For Quote page Initiate Source Selection • Launch Directed Buy page Edit BOMSOW Govt. Estimate – launch Govt. Estimate page Order Package • Order form navigation • RFQ, Market Analysis, Quotes & Directed Buy are sub forms of the BOMSOW

  17. SolicitationRequest For Quote (RFQ) Quote Due Date & Time • If using an eBuy quote, the waiting period is 3 days minimum • ITSS solicitation bids can be closed at any time Primary Contractor List taken from BOMSOW Other Notification Options Available Submission distributes notifications to contractors Create Quote, Close RFQ Bidding, Market Analysis, Amend Solicitation functionality enabled after saving

  18. SolicitationQuote Contractor estimate for the work detailed on the BOMSOW • Can be submitted by GSA user on behalf of the contractor or directly by the contractor in ITSS • If using eBuy, contractors submit quotes directly into eBuy, GSA users review and approve Contract Association • Either pending approval of a contract registered to the contractor POC or an open market contract Task Item Amounts • Will populate the Market Analysis Quote Summary, Requirement Questions

  19. Source SelectionMarket Analysis After Bid Closes, selection of contractor who will do the work • Only contractors who have submitted quotes will display Task order line amounts • Amounts populated from winning quote • Add fee amounts to existing task order lines and • Add fee-only task order lines, if applicable Select contract (if applicable), instrument type & contract type Upon submit, an award PIID is generated • Id transmitted and used by FPDS-NG as the primary award identifier upon award

  20. Source SelectionDirected Buy Direct selection of contractor who will do the work • Bid process not tracked in ITSS Task order line amounts • Add amounts for the winning contractor bid • Add fee amounts to existing task order lines and • Add fee-only task order lines, if applicable Select contract (if applicable), instrument type & contract type Upon submit, an award PIID is generated • Id transmitted and used by FPDS-NG as the primary award identifier upon award

  21. ReportingBIRT Reports Navigation throughout ASSIST • ITSS Home Page – portlet links, Reporting menu selection • Reports Page – role based access Report Tabs • Multiple reports within one report Data Table Functionality • Record count, paging, column sorting Reporting parameters • Type-ahead functionality Export functionality – excel and PDF

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