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Electronic Subcontract Reporting System (eSRS). Agency Coordinator Day April 29, 2005. Integrated Program Review. Coordinator Day Agenda. Welcome – Earl Warrington, Deputy Director, Integrated Acquisition Environment (IAE)

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electronic subcontract reporting system esrs

Electronic Subcontract Reporting System (eSRS)

Agency Coordinator Day

April 29, 2005

Integrated Program Review

coordinator day agenda
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
coordinator day agenda cont d
Coordinator Day Agenda cont’d
  • 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
  • Q&A - panel consisting of eSRS team
  • Information on upcoming IAE Systems
electronic subcontract reporting system esrs5

Electronic Subcontract Reporting System (eSRS)

Arthur W. Collins, Jr.

Deputy Associate Administrator for HUBZone Program

Integrated Program Review

organizational structure
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.
system features
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.
system features cont d
System Features, cont’d…

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.
system features cont d9
System Features, cont’d…
  • 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
system features cont d10
System Features, cont’d…

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 SBA’s Commercial Market Representatives (CMRs)
critical actions by esrs team to be completed
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
critical actions by esrs team to be completed cont d
Critical Actions by eSRS Team,to be Completed, cont’d…
  • Initial Operating Capability Deployed:
    • Target: June 2005
  • Full Operating Capability Deployed:
    • Target: August 2005
critical actions by agencies to be completed
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
critical actions by industry to be completed
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
in conclusion
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
esrs agency coordinator roles and responsibilities

eSRS Agency CoordinatorRoles and Responsibilities

Agency Coordinator Day

April 29, 2005

Paulette Widmann,

Acting Director, DON Office Small and Disadvantaged Business Utilization

roles and responsibilities
Roles and Responsibilities
  • eSRS Change Management Team
    • Provide smooth transition
    • Open communication
    • Satisfied decision-makers
    • Well-equipped users
roles and responsibilities18
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
roles and responsibilities19
Roles and Responsibilities
  • System Steward
    • Provides project management for eSRS
      • Development
      • Operation
      • Maintenance
      • Enhancement
roles and responsibilities20
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
roles and responsibilities21
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
roles and responsibilities22
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
role and responsibilities
Role and Responsibilities

DoN Agency Coordinator

Subcontract Reporting

HOA DASN(ACQ)

SADBU

Individual Subcontract

Reports(former SF294)

Summary Subcontract Reports(former SF295)

Associate Directors of Small Business

HCAs

Field Activities

Deputies of Small Business

roles and responsibilities24
Roles and Responsibilities
  • eSRS User Group
    • Members
      • Project team
      • Agency coordinators
      • Contractor
    • Contribute and prioritize ideas to improve eSRS
esrs agency hierarchy

eSRS Agency Hierarchy

Mara Grissom,

Procurement Specialist, DOE

why discuss hierarchy
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.

terms and definitions
Terms and Definitions
  • Hierarchy-the classification of a group of people or offices according to permissions/authorization.
  • Permissions-level of access in eSRS.
how to understand your agency hierarchy
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)
how to understand your agency hierarchy29
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?
doe example
DOE Example

Who will accept/reject subcontracting reports?

  • Contracting Officers for Individual Subcontracting Reports
  • Small Business Managers for Summary Subcontracting Reports
doe example cont
DOE Example (cont)

Who will need to review subcontracting reports?

  • Upper level Management
  • DOE ESRS POCs
  • OSDBU
  • IG
  • General Counsel
doe example cont32
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
doe example cont33
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
hierarchy in fpds ng will be used in esrs
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
hierarchy in fpds ng cont d
Hierarchy in FPDS-NG cont’d
  • Region Code - an administrative area, division, or district
  • Contracting Office ID - the agency supplied code of the contracting office that executes the transaction
slide36
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

permissions
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 toaccept or reject reports.

permissions38
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.
permissions cont d
Permissions (cont’d)
  • 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.
permissions cont d40
Permissions (cont’d)
  • 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.
doe flowchart
DOE eSRS AGENCY COORDINATOR

DOE Inspector General

OSDBU eSRS POC

SF 295

SF 294

HCA eSRS POC

Region Office

Small Business Managers

Region Office

Contracting Officers

DOE Flowchart
for more information contact
For More Information Contact

Email: [email protected]

Subject: Agency Hierarchy

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