eSRS TrainingRichard MannMay 11, 2011

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Agenda

• Registration– User– Contractor

• Types of Reports• Accepting and Rejecting ISR’s• Evaluating an Accepted ISR• eSRS Help Desk• Questions

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User Registration

• Web address: http://www.esrs.gov• Passwords

– Users only are in system every 6 months– Passwords expire– System doesn’t give you password conditions until after you try

OFFICE OF SMALL BUSINESS PROGRAMSNational Aeronautics and Space Administration

User Registration

• Passwords– Must be between 10 and 14 characters– Must contain 2 of each of the following:

• Lower case letter• Upper case letter• Number• Special Character (e.g. !, %, ^)

OFFICE OF SMALL BUSINESS PROGRAMSNational Aeronautics and Space Administration

User Registration

• Under “Roles” Tab:– Agency must be NASA 8000 (Drop down menu has been fixed)– Contracting Office must be filled in with GSFC0 or HQTR0, as

appropriate– Last resort: Delete account and start over

• If these items aren’t correct you won’t be able to see any reports

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User Registration

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User Registration

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User Registration

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User Registration

ROLES• Agency Coordinator: Has the ability to

manage/approve users within their agency. Manage and approve/reject ISRs and SSRs. Manage Office and Agency Profiles. Run Reports.

• Point of Contact: Has the same rights as an Agency Coordinator. Usually designated on a Center level. Approves new registrations for Center.

• Contracting Officer: Can view and accept/reject ISRs and SSRs. Can run reports.

• Designated Government User: Can view accepted ISRs and SSRs. Can run reports.

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User Registration - Contractors

• Little that the government side can do to assist contractors’ registration

– Government users can’t see the contractor’s screens– Contractors must contact the Federal Service Desk directly (Slide 19)– Sometimes it’s b/c the contractor personnel didn’t register correctly (wrong DUNS #,

etc.) – Submitting the report outside of eSRS is not an acceptable alternative (FAR

requirement – 52.219-9 Small Business Subcontracting Plan, January 2011) unless the action is not reported in FPDS

– Contractor is responsible for correcting the issues and submitting the report in the system

• OFPP Memorandum 11/03/2005: All contractors for civilian agencies, including contractors of GSA and NASA, must use the eSRS to submit both the Summary Subcontract Reports and Subcontracting Reports for Individual Contracts for fiscal year 2005.

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Types of Reports

• Individual Subcontracting Report (ISR) – Formerly SF-294 – Submitted every 6 months – One ISR submitted for each contract with a subcontracting plan– Submitted to Contracting Officer– Not required for Commercial Plans

• Summary Subcontracting Report (SSR)– Formerly SF-295– Submitted every 6 months (DOD and NASA only)– One SSR submitted per agency– Submitted to Donna Sprinkle, NASA HQ Office of Procurement– Must identify NASA (8000) as the administering agency, not the centers – otherwise will

be rejected– NAS5-32314, NAS5-01089 – Northrup Grumman contracts SSR deliverable requirement

• Other reports (submitted to agency)– Year end SDB– SDB Participation

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Accepting and Rejecting ISR’s

• FAR 19.705-6 -- Postaward Responsibilities of the Contracting Officer

– After a contract or contract modification containing a subcontracting plan is awarded, the contracting officer who approved the plan is responsible for the following:

• (h) Acknowledging receipt of or rejecting the ISR and the SSR in the eSRS. Acknowledging receipt does not mean acceptance or approval of the report. The report shall be rejected if it is not adequately completed. Failure to meet the goals of the subcontracting plan is not a valid reason for rejecting the report.

• FAR 52.219-9 Small Business Subcontracting Plan (October 2010)

– (l) (1)(iii) The authority to acknowledge receipt or reject the ISR resides—• (A) In the case of the prime Contractor, with the Contracting Officer

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Accepting and Rejecting ISR’s

• Finding Reports– Click on “Individual Reports” on left hand side – Choose All, Accepted, or Pending – Click on “Search Filters”– Select Report Year from drop-down menu– Enter Keyword (GSFC0 or HQTR0, Contract no., vendor name,

etc.)– Hit Enter after entering Keyword, or scroll to right to hit “Apply

Search” button

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Accepting and Rejecting ISR’s

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Accepting and Rejecting ISR’s

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Accepting and Rejecting ISR’s (Attachments 1-3)

• Acceptance of ISR means agreeing that data in ISR is accurate

• Acceptance of ISR is not related to whether contractor has met its goals

• Verify accuracy of each field in the report (Attachment 1)

• If any fields are not accurate, reject report and require correction

• Pay particular attention to the fields in bold on Attachment 1

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Accepting and Rejecting ISR’s (IDIQ’s) (Attachments 4-5)

• ISR’s for IDIQ contracts are different• “Dollar obligated” field will not show up unless there is

money obligated to basic IDIQ• “Current Contract Value” field does not show up because

it does not exist in FPDS for IDIQ’s• “Percent of Current Contract Value” shows up as 0 since

there is no Current Contract field• Must compute “Percent of Current Contract Value”

manually

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Evaluating an Accepted ISR

• Is the Contractor meeting its goals? (Attachment 2)

• Input into Award Fee Determinations, Annual Performance Evaluations (NF-1680’s), etc.

• Some subjective judgment is required

• Evaluate both:– Percentage of Subcontract Awards (FAR Requirement)– Percentage of Current Contract Value (NASA Requirement)

• CPARS (Attachment 6 – OFPP memo 21 Jan 2011)

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Evaluating an Accepted ISR (Continued)

• Percentage of Total Subcontract Awards goal– Actual percentage can fluctuate from period to period– “Was the goal met?” can only be answered at the end of the contract period– Can evaluate both the cumulative performance as well as the last reporting period– Is the contractor improving?

• Percentage of Contract Value Goal – Goal usually will not be met until near the end of the contract (or end of the base

period, current option period, etc.)– Until then, the question becomes: Is the Contractor on track to meet the its goals?– Prorate the actuals over the remaining life of the contract period– Can evaluate both the cumulative performance as well as the last reporting period– Is the contractor improving?

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eSRS Help

• eSRS Help Desk has transitioned to the new Federal Service Desk for “Tier 1” calls

• https://www.fsd.gov• 866-606-8220• Live help desk• Live chat• FAQ’s• FSD currently serves the following:

– eSRS– fSRS– FBO– CCR/FedReg– EPLS– Catalog of Federal Domestic Assistance

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eSRS Training Guides

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QUESTIONS ?

Richard Mann

Office of Small Business Programs

202-358-2438

richard.l.mann@nasa.gov

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Backup Slides

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eSRS Training Guides

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eSRS Training Guides