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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. Welcome – Earl Warrington, Deputy Director, Integrated Acquisition Environment (IAE)

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Electronic Subcontract Reporting System (eSRS)

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  1. Electronic Subcontract Reporting System (eSRS) Agency Coordinator Day April 29, 2005 Integrated Program Review

  2. 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

  3. 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

  4. Integrated Acquisition Environment (IAE)

  5. Electronic Subcontract Reporting System (eSRS) Arthur W. Collins, Jr. Deputy Associate Administrator for HUBZone Program Integrated Program Review

  6. 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.

  7. 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.

  8. 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.

  9. 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

  10. 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)

  11. 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

  12. Critical Actions by eSRS Team,to be Completed, cont’d… • Initial Operating Capability Deployed: • Target: June 2005 • Full Operating Capability Deployed: • Target: August 2005

  13. 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

  14. 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

  15. 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

  16. eSRS Agency CoordinatorRoles and Responsibilities Agency Coordinator Day April 29, 2005 Paulette Widmann, Acting Director, DON Office Small and Disadvantaged Business Utilization

  17. Roles and Responsibilities • eSRS Change Management Team • Provide smooth transition • Open communication • Satisfied decision-makers • Well-equipped users

  18. 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

  19. Roles and Responsibilities • System Steward • Provides project management for eSRS • Development • Operation • Maintenance • Enhancement

  20. 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

  21. 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

  22. 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

  23. 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

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

  25. eSRS Agency Hierarchy Mara Grissom, Procurement Specialist, DOE

  26. 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.

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

  28. 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)

  29. 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?

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

  31. DOE Example (cont) Who will need to review subcontracting reports? • Upper level Management • DOE ESRS POCs • OSDBU • IG • General Counsel

  32. 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

  33. 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

  34. 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

  35. 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

  36. 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

  37. 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.

  38. 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.

  39. 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.

  40. 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.

  41. 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

  42. For More Information Contact Email: integrated.acquisition@gsa.gov Subject: Agency Hierarchy

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