An Overview of the Federal Procurement Data System FPDS

1
An Overview of the Federal Procurement Data
System (FPDS)
2
What Is FPDS?

• FPDS IS
• An automated system used to collect and report on
  federal procurement spending
• Data is submitted via a contract writing system
  (CWS) or directly into FPDS Using Direct Web
  Input
• Reports can be run by individuals
• The single authoritative repository for federal
  procurement award data

3
FPDS Vision and Goals

• Transparency and visibility into government
  contracting
• Contracting information across the federal
  spectrum in real time, down to the contract
  action
• Powerful business decision-making tool for the
  contracting community
• Agencies can view all data and analyze trends for
  contract management and market research
• Provide interoperability with departmental
  contract writing systems
• Foundation for standardizing contracting
  processes
• Policy changes can be made in one tool and
  utilized across the federal enterprise
• Reduce system redundancies and costs
• Self-service, web accessible reporting tools
• Congress, press, state government officials, IG
  auditors, FOIA offices, GAO, etc.
• Data available within 24 hours of award

4
Data Accuracy

• Data accuracy starts with the contracting officer
• OFPP 5/9/08 memo makes federal Chief Acquisition
  Officers (CAOs) responsible for accuracy of data
  input
• Agency heads required to certify data accuracy
  annually
• Verification and validation (VV) process
  required to be in place and conducted by a third
  party

5
Who Uses FPDS?

• Designed for Use by
• Contracting Officers
• Program and Procurement Analysts
• Senior Procurement Executives
• Congress, state, and local governments
• System Administrators
• Media, research groups, marketing groups,
  students, and commercial businesses
• All other interested public parties

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FPDS Homepage at https//www.fpds.gov/

• Links under Top Requests and Reports provide
  data already prepared for you.
• Links under Whats New and Important Links
  provide information related to FPDS.
• Some Computer-Based Training is also available.

• For those who are already registered, enter your
  log-in and password.
• Find contact information for the FPDS Help Desk
  at this link.
• To register to use FPDS, click on this link. You
  must register to receive a password and to be
  able to run reports.

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How Do I Register to Use FPDS?

• 1st Page For All Registrants
• Please keep in mind that agencies may have their
  own procedures so check with your departmental
  system administrator
• From the Homepage, click on Register. If you
  ARE a government contracting officer, click the
  first paragraph.
• If you ARE NOT a contracting officer, click the
  second paragraph.

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How Do I Register to Use FPDS? (continued)

• Registration For Government C.O.s
• Complete and submit the User Identification
  format shown here.
• Look for a return e-mail with your password.
• Use your new password and your user ID (often an
  e-mail address) to Log Into FPDS.

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How Do I Register to Use FPDS? (continued)

• Registration For All Others
• Complete and submit the User Identification
  format shown here.
• Look for a return e-mail with your password.
• Use your new password and your user ID (often an
  e-mail address) to Log Into FPDS.

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What Data Does FPDS Contain?

• Contract Data in General Categories
• Dates
• Date Signed
• Date Effective
• Last Date to Order
• Completion Date
• Amounts
• Action Obligation
• Base and Exercised Options Value
• Base and All options Value
• Purchaser Information
• Contracting Office Information
• Contractor Information
• CCR information
• Contractor Name
• DUNS
• Socio/Economic Data
• Contract data
• Type of Contract

• Legislative Mandates
• Walsh Healey Act
• Davis Bacon Act
• Service/Commodity Information
• Service Code
• NAICS Code
• Competition Information
• Extent Competed
• Set Asides
• Sole Source
• Preference Programs
• COs Business Size Selection
• Reasons Not Awarded
• Set Asides

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Privileges

• System Administrator Privileges
• Agency System Administrator
• Functions vary by agency
• Contracting Office System Administrator
• Functions vary by agency
• Contracting Officer Privileges
• Functions
• Input Contract Award Data
• Run Reports
• Run Queries
• All Other User Privileges
• Run Reports

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How Do I Access FPDS?

• To submit contract data
• Via your contract writing system
• Through the web portal directly at
  https//www.fpds.gov
• To access reports
• Through the web portal directly at
  https//www.fpds.gov

13
Login Security

• Password
• Password rules
• Ability to reset
• Forgot password
• 90 day inactivity
• Applies to all government accounts
• Applies to all system (CWS, IAE interfacing
  system) accounts
• Lockout
• Applicable after 5 consecutive failed log on
  attempts (over any period of time)
• Agency System Administrator (not GCE Helpdesk)
  must reset this for you
• Intrusion detection

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How do I input data?

• Contract writing system (CWS)
• CWSs are certified to interface with FPDS.
• Examples of Government CWS systems
• Comprizon
• Prism
• PD2
• Selected data from a CWS is submitted in final
  once a contract is signed. Not all CWS collect
  all data elements needed for FPDS.
• Note CWS users will see a GUI (Graphical User
  Interface) to submit FPDS data elements not
  collected by their CWS. They will not see
  contents of the next page.
• Submitted data becomes available in FPDSs
  Reports within 24 hours
• Ask your CWS system administrator for assistance
  and assignment of privileges.
• Reference your CWSs user material for further
  directions.
• If the award or modification is initiated through
  the CWS, the transaction must be completed
  through the CWS.

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How do I input data?

• FPDS-NGs direct web input
• Same data elements as the CWS
• Same validations as the CWS
• If the award or modification is initiated through
  the web, the transaction must be completed
  through the web.

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Actions Screen Submit Data to FPDS Through
Direct Web Input

• Manual Batch is no longer used
• Will be deprecated in V 1.3
• Audit log
• Search for auditable events
• Record delete
• Correct
• Comments
• Allows users to submit comments about FPDS-NG

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Document Lifecycle

• Create
• Save Draft
• Validate (does not equal save)
• Approve
• Delete
• Correct
• Modify
• Save Template
• Print
• Close
• Error Messages
• New

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Actions Screen Submit Data to FPDS Through
Direct Web Input

• Determine whether your action is an AWARD (1st
  Column) or a Basic IDV. (2nd Column)
• Choose and click on the correct type of action.
• Key in all entries taking care to avoid typing
  mistakes.
• In order Save drafts Validate Business Rules
  Approve.
• Use the third column to issue a contractual
  modification or correct/void the original work.
• System Administrators use the 4th Column to
  assign privileges and run internal reports.

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Actions Screen Accessing Reports

• Click on Standard Reports, Ad Hoc Reports,
  ezSearch, or Interagency Contract Directory
  (ICD) depending on what data you need.
• Standard reports return data in 1 12 month
  increments, government wide or by
  department/agency.
• For Ad Hoc reports, you must know what data you
  want to retrieve. Click on the link to Ad Hoc
  Reports and develop your own report to get that
  unique data.
• ezSearch provides a means to search on key words.
• The ICD provides information that will assist
  contracting officers in fulfilling their
  contractual needs in the most expeditious manner.
• All report results allow drill down capabilities
  to obtain data at any level within the
  contracting organization.

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What Do FPDS Reports Provide?

• Standard Reports (predefined reports)
• 5 report categories including
• Who?
• What?
• Where?
• When?
• How?
• Adhoc (user developed and generated)
• Save queries (Queries can be saved for individual
  use but cannot be shared).
• Formatting
• Data values for search capability
• Different agencies may have their own procedures
  so check with your departmental system
  administrator for more information
• Reports data is refreshed nightly for years 2004
  through 2008.
• Report Size limitation
• Row Return Limit
• Email Size

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Report Functions for Standard Reports

• Export features
• Email
• Print
• Drill down
• Highlight
• Chart
• Save As
• Formatting

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The Standard Reports Page

• Reports run as government wide reports with drill
  down capability per department down to a
  contracting office within that department.
• Reports can be saved in several formats,
  including CSV, Excel, HTML and PDF.
• Reports can also be e-mailed in various formats.
• Data can be retrieved in increments of 1 to 12
  months.

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Standard Report Navigation
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ADHOC

• Save queries
• Sum
• Format
• Export
• Print
• Drill down
• Highlight
• Chart
• Filters
• Data values

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PMO Published Reports

• Annually Published Reports
• Top 100 Contractors
• Federal Procurement
• Small Business Goaling
• Competition
• Special
• National Interest Actions

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Advanced Search

• Required information
• Summary of transactions returned
• Award detail available
• Search criteria list

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ezSearch

• After clicking on ezsearch on the Actions
  Screen, enter a key word or phrase.
• Google like search capability will appear
• Cannot print results
• Results can not be aggregated
• Click GO and see the next slide for a sample
  result.

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ezSearch Returns

• The search word, Trailer, returned numerous
  results.
• Drill into the results to obtain more
  information.
• Copy PIIDs (Procurement Instrument Identifier)
  into the ADVANCED SEARCH field of FPDS to obtain
  complete contract lifecycle.

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Get Help When Needed!
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FPDS Support

• What GCE support desk does
• Application Support
• System questions and issues
• Agency Support
• 1102/Contracting Issue Support
• System questions and issues
• System Administrator
• Password resets
• Right/privilege settings

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Data Validation

• Authoritative Sources Of Reference Data
• CCR
• NAICS
• PSC Codes
• Claimant Programs
• Agency Hierarchy
• Zip Code
• Congressional Districts
• FIPS
• Validation rules based on
• FAR
• Individual Agency FARs

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FPDS-NG Project Website

• Content
• Release notes
• Data dictionary
• Archives
• Reference information
• Schedule information
• How to access
• URL http//www.fpdsng.com
• Documentation
• Data Archive files
• What is contained in the data archive files
• How to download
• data archive files
• Training schedules
• Etc