Electronic Subcontracting Reporting System eSRS Status DoD December 8, 2005

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Electronic Subcontracting Reporting System
(eSRS)Status DoD December 8, 2005
Ms. Peg Meehan Assistant Director OUSD (ATL),
SADBU
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Electronic Subcontracting Reporting System (eSRS)

• The eSRS is an electronic, web-based system for
  subcontract reporting that will replace the
  SF-294 SF-295 paper forms.
• When DoD comes on board in FY 2006, it will be a
  Government-wide system and the only automated
  system authorized for subcontract reporting.

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Organizational Structure

• System Steward
• U.S. Small Business Administration (SBA)
• Contractor
• Symplicity Corporation, Inc.
  8(a) firm based in Arlington, Virginia

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IAE Architecture
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System Features

• 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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Electronic Subcontract Reporting System (eSRS)

• The eSRS is a downstream FPDS/NG application
• On the Positive Side If a contract contains a
  subcontracting plan and has been entered
  correctly in FPDS/NG, the eSRS automatically
  receives a record of it
• Downside If a contract is not in in FPDS/NG or
  has not been entered correctly, the contractor
  wont be able to enter his ISR (formerly the
  SF-294) report at all

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System Features

• Business Processes
• Identifies contracts in FPDS-NG having
  subcontracting plan requirements
• Automates completion and submission of SF-294 and
  SF-295
• Will include the Annual SDB Breakout Report
  (3-digit NAICS subsector)
• When fully operational, it will also automate the
  Optional Form 312

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Goal Computation on the ISR

• The system calculates the achievements by two
  methods
• of contract value
• of subcontracting ____________________________
  _______
• Note the eSRS will only calculate the
  percentage on the achievement side, not the goal
  columns. The contractor will input the goals
  from the subcontracting plan as they appear in
  the plan.

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System Features

• Provides breakout of subcontracting data down to
  the buying activity level. (ISR)
• Generates standard and ad hoc reports
• Analysis of Subcontracting Plan Goal Attainment
• Five-Year Trend Table
• SBA Goaling Report for Congress the President
• Several other standard reports
• Generates automatic reminder notices and
  delinquent notices.

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Critical Milestones

• Beta Testing and Acceptance
• September 2005
• Initial Operating Capability (IOC)
• October 28, 2005
• Full Operating Capability (FOC)
• Target 8 weeks after IOC
• DoD Implementation
• Target April 2006

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Who should be using the eSRS?

• As of October 2005 all civilian agencies and
  nearly all civilian contractors should begin
  using the eSRS
• _________________________________
• The Electronic Subcontract Reporting Systems
  developed by NASA, DOE and GSAs FSS cannot be
  used for current reporting those three systems
  will now be folded into the eSRS

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What Should Contractors Enter into the eSRS?

• FY 04 Year End Reporting
• Except as noted below, all contractors holding
  contracts with civilian agencies must enter their
  Summary Reports only (formerly called the
  SF-295) for FY 04 (the fiscal year ended 9-30-04)
• GSA NASA contractors that used the GSA NASA
  Electronic Subcontract Reporting Systems,
  respectively, for their FY 2004 reports are
  exempt from this requirement

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What Should Contractors Enter? (continued)

• FY 05 (year end reporting)
• All contractors holding contracts with civilian
  agencies must use the eSRS for both their
  Individual Contract Reports (ISRs) and Summary
  Subcontract Reports (SSRs) for the period ended
  September 30, 2005.
• Contractors may not use the NASA, GSA, DoE, or
  any other electronic system for the 9-30-05
  reports!

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What Should Contractors Enter? (continued)

• Contractors whose contracts are not in FPDS/NG
  may have to submit paper reports for now
• (e.g., FEHBP contractors such as Blue Cross
  Blue Shield, contractors holding Medicare
  contracts, USAID contractors, and contractors
  with so-called black contracts)
• Contact SBA Headquarters for guidance on a
  case-by-case basis

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What Should Contractors Enter? (continued)

• SBA will not require mid-year FY 2005 reports
  (March 31, 2005)
• Some agencies may ask their contractors to submit
  these reports anyway
• the eSRS does have the capability to accept them.
• Note DoD exception business as usual until
  notified otherwise

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Do Contractors Have an Extension for Filing?

• OFPP memo Nov 3, 2005
• authorizing a 60-day extension for filing the
  9-30-05 reports (60 days from IOC)
• Consistent with the previous OFPP memorandum
  dated March 18, 2005, which authorized a similar
  extension for the 9-30-04 and 3-31-05 reports
• DoD supplement Nov 9, 2005
• Distributed to the SADBU Community
• Distributed to the DoD Acquisition Community
• Found on the OSD SB website

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What About DoD?

• OUSD(ATL) DPAP and SADBU joint memo, April 1,
  2005.
• The interim direction unchanged.
• DoD will implement eSRS after the system is
  successfully delivered and tested.
• Appropriate DoD personnel and contractors will be
  formally notified in advance of the system
  becoming available for use by DoD contractors.
  (via DoD Implementation Team member)
• Target Implementation April 2006.
• DoD contractors should continue to submit paper
  SF-294s and SF-295s to IAW the instructions until
  advised otherwise.

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Why isnt DoD Implementing eSRS Now?

• DoD is _at_ 70 of the Federal Govt subcontracting
  reports
• DoD is not fully on-board with FPDS-NG yet
• Hierarchy Issues
• e.g. We have DCMA as our contract mgmt activity
  where most agencies manage their own contracts
• For FPDS-NG we have _at_ 7 levels as opposed to _at_ 2
  for other agencies
• Working with e-SRS Federal team SBA to resolve
  DoD concerns
• FOC e.g. Comprehensive Test Participants,
  System to System Interface

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When will the eSRS be fully operational?

• The Statement of Work requires the contractor to
  deliver Full Operating Capability (FOC) within 8
  weeks of IOC
• This could still be changed by contract
  modification the eSRS Team may want to
  prioritize certain tasks and postpone others
• Discussions are on-going

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What will FOC give us that IOC doesnt?

• FOC will provide
• an application interface so that contractors
  with electronic systems of their own can simply
  upload their data into the eSRS (as opposed to
  keypunching it into the eSRS one report at a time)

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What will FOC give us that IOC doesnt?
(continued)

• FOC will
• be able to provide the reports that SBAs CMRs
  need (the 5-year trend table and SBA Form 1907
  used for Desk Reviews, among other things)
• address the unique needs of DoD (e.g., the SSR
  reports for the comprehensive test plan reports)

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Is the FAR being changed?

• SBA is finalizing a FAR case that includes
  changes to subpart 19.7 and the related clauses,
  especially 52.219-9.
• In the interim, SBAs Office of General Counsel
  has ruled that the eSRS is the electronic
  equivalent of the SF-294 SF-295
• DoD will also initiate a DFARS case after/in
  tandem with the FAR case

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FAR Case

• Revises subpart 19.7, clauses at 52.219-9
  52.219-25
• replaces all references to SF-294, SF-295, and
  Optional Form 312 with eSRS.
• Revises the flow-down provision at 19.704(a)(9)
  and 52.219-9(d)(9) to require the prime
  contractor to flow the prime contract number down
  to the subcontractors at lower tiers.
• prime contract number now becomes a mandatory
  field in the eSRS, even for subcontractors, in
  order to
  facilitate lower-tier reporting.

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FAR Case (cont.)

• Moves General Instructions from the paper forms
  to the clause at 52.219-9.
• Requires contractors to print a hard copy of the
  Summary Report(s) and have them signed by the
  CEO.
• Contractor will be required to keep hard copy
  with CEOs signature on file for 4 years.
• SF-294, SF-295, Optional Form 312 will all be
  deleted from Part 53

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FAR / DFARS Case

• SB Committee of the FAR Council will review and
  discuss the specific provisions in the proposal
• The regulation will be issued as a Proposed Rule
  or Interim Final Rule
• 60-day public comment period
• Final Rule will reflect changes resulting from
  public comments, as appropriate
• DFARS case to be worked to address DoD specific
  changes (e.g. Comp. Test, Mentor Protégé Program)

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REVIEW OF REPORTS

• Government will review
• Primes Individual Subcontracting Reports
• All Summary Subcontracting Reports
• Prime Contractor/Higher-Tier Subcontractors will
  review
• Lower-Tier Individual Subcontracting Reports

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How will the eSRS Help Desk work?

• The Help Desk will handle all technical questions
  regarding the use of the eSRS
• Questions regarding subcontracting policy will be
  referred to SBA
• Other problems/issues will be forwarded to the
  Agency Coordinator of the agency that awarded the
  contract

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TROUBLESHOOTING

• CCR ISSUES-
• CCR Assistance Center 888-227-2423
• FPDS-NG ISSUES
• Call the Contracting Officer
• eSRS ISSUES
• Contact the eSRS Helpdesk

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TROUBLESHOOTING

• Log in or Register (Govt and Contractors)
• Frequently Asked Questions
• www.esrs.gov
• www.sba.gov (News Release)
• Specific Questions SBA CMR
• http//www.sba.gov/GC/cmr.html

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Implementation as of December 2005

• Federal-wide Implementation Team
• DoD Member Lisa Romney
• Alternates Sharon Drago
• Peg Meehan
• DoD Implementation Team
• Members from each of the Military Services
• Members from most of the larger Defense Agencies.
• Contact your Subcontracting Representative if you
  dont know who your member is.

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• Questions ?