PROCURE-TO-PAYTRAINING SYMPOSIUM 2019

The Integrated Award Environment (IAE) – The DoD PerspectivePresented by: J. Lisa Romney, CPCM

OUSD A&S / DPC

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Topics• DATA Act Update• New Unique Entity Identifier (UEI) and Entity Validation Services• Transition to Beta.SAM

– Federal Hierarchy– Wage Determinations– Login.gov– Business Opportunities– Contract Reports (Standard & Ad Hoc)

• Other Initiatives and Updates

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DATA Act Compliance• Under the Digital Accountability & Transparency Act (DATA) Act agencies are required to

report to USASpending.gov:– File A - Appropriations Amount– File B - Object Class and Program Activity– File C - Award Financial – ties financial data to individual procurement and assistance awards– File D1 - Award and Awardee Attributes (Procurement)– File D2 - Award and Awardee Attributes (Financial Assistance)

• Files A, B, and C are submitted quarterly by the DoD Comptroller’s office– DoD started reporting File C with Q4FY18 data from Universe of Transactions– Expanding to include data from all accounting systems

• Files D1 and D2 are created quarterly; but they are sourced from data USASpending.gov receives from FPDS (daily) and DAADS (bimonthly)

• USASpending.gov sources File E - Additional Awardee Attributes and File F - Sub-Award Attributes from GSA’s IAE applications

• DoDIG and GAO are both in process of conducting their biannual reviews of DoD reported data

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Unique Entity Identifier (UEI) Changes• The federal government is moving to a new, government-owned, unique entity

identifier – replacing the use of the DUNS® number– It will ultimately become the primary key to identify entities throughout SAM.gov, other Integrated

Award Environment (IAE) systems, and government agency systems that interface with IAE– Processes will begin to use the new UEI (likely starting in FY20) as the key – such as identifying the

contractor on an FPDS contract action report– Schedule for roll-out is still under development

• As IAE systems transition to the SAM-generated Unique Entity ID, the DUNS® will be phased out as the primary key to identify every entity record within SAM.gov

– GSA will assign existing records a new Unique Entity ID– Records which currently have a DUNS® number will maintain their historical DUNS® number

• Draft technical specification standard for the Unique Entity ID developed by an interagency working group

– TENTATIVELY proposed as a 12-character alpha-numeric data element– Will map to CAGE codes as the DUNS® number does today – we do not expect significant process

changes with the CAGE code assignment/maintenance processes

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New Entity Validation Services• GSA competitively awarded a 5-year contract in March 2019 to Ernst and Young

LLP (EY) that will provide entity validation services (EVS) for the federal award process replacing the existing vendor (Dun & Bradstreet (D&B))

• During transition the government will receive continued service from D&B to maintain award reporting and data integrity

• While EY retains proprietary rights to certain categories of data, the entity validation services (EVS) contract features a new approach where:• Users will provide their entity information at SAM.gov • That information will be validated against the EVS providers’ data• The government has unlimited rights in perpetuity to the validated results

• GSA is currently developing the schedule and details related to the roll-out

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Transitioning to Beta.Sam• IAE was initially established as a set of several systems for specific processes• The governance community challenged GSA to reduce the number of legacy stove-

piped systems and integrate the processes• Initial efforts were realized in the deployment of the System for Award

Management (SAM) in 2012– Legacy CCR, ORCA, FedReg, and EPLS applications were retired

• GSA has spent the last few years putting in place a new integrated technical environment (known as Beta.SAM) to make use of common services, hierarchy, user roles, cloud hosting, etc.

• GSA is now rolling out operational functionality– Catalog for Federal Domestic Assistance (CFDA) capabilities deployed in May 2018– All other IAE legacy systems and capabilities will transition over next few years

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Entity InformationOver 630K registered

businesses, non-profits and others 60% of the 300K + contract

registrants are small business 4.5M searches per month

Assistance Listings –formerly CFDA (CFDA retired

Q3FY2018)

Contract Opportunities –currently FBO

Average 23K announcements per day scheduled for retirement Q1FY2020

Contract Data – FPDS43.5M transactions per year

(contract awards, modifications, orders, etc.)

Sub-Award Data –eSRSand FSRS

Past Performance & Integrity (CPARS, PPIRS,

FAPIIS)PPIRS retired Q2FY2019

Wage Determinations –WDOL

Scheduled for retirement Q3FY2019

System for Award Management Beta.sam.gov

Includes central data bank, access, reporting

capabilities

Centralized Procurement Data Management ModernizationData transitioned, SAM.gov still official site

Transition complete, beta.sam.gov is now official site

Transition underway

Transition starting with reporting (output) capabilities

Transition underway

Last to transition

Last to transition

• Single agency hierarchy for grants and contracts• All reps and certs in SAM (contracts and grants)• Open source code and data as an asset• Agile delivery• Login.gov for credentialing (coming Q4FY2019)• Authoritative data for do not pay, financial systems for

payments, USAspending.gov, small business goaling

Beta.SAM Homepage

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Beta.SAM Near-term Modernization Timeline

Federal Hierarchy• All of the capabilities in Beta.SAM will share the same agency / office

hierarchy– Up to seven levels– DoD at level 1 (Agency), Service / DoD Agency (Subtier), DoDAAC (Office)

• Initial baseline hierarchy uses FPDS as its source• DoD is working with GSA to transition to PIEE being the authoritative

source for the DoD portion of the hierarchy• What it means to DoD users:

– This summer we’ll be rationalizing the offices currently in FPDS and FBO with PIEE’s hierarchy to ensure they are in sync before FBO functionality deploys

– When users register in Beta.SAM, need to make sure they are including their DoDAAC in their profile (training slides will be available on the DoD Procurement Toolbox)

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Wage Determinations• Scheduled to deploy in mid-June; legacy WDOL will retire• Wage determinations are sourced from Dept of Labor• User roles are not required unless you want to “follow” a determination

(old terminology “subscribe”)

• What it means to DoD users:– Create a Beta.SAM.gov account today in order to:

• Follow wage determinations• Create and manage Collective Bargaining Agreements (CBAs)

– Practice searching for wage determinations using available filters or wage determination number

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Searching for Wage Determinations

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Business Opportunities• Scheduled to deploy in mid-October; legacy FBO will retire• Will use the federal hierarchy – significant difference from current FBO• Some changes to roles, notice types, and data elements on notices• DoD PIEE solicitation module will send notices to Beta.SAM in a future

release

• What it means to DoD users:– Sign up in the test environment for Beta.SAM and begin to test– Clear up existing offices and notices in FBO

• Archive old open notices• Clear out old users

– Work with your system providers to update interfaces and test– For more info – attend breakout sessions

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Contract Reports• Scheduled to deploy in late-October; legacy FPDS reports (standard and ad

hoc) will retire• New business intelligence backbone (Microstrategy)

– Scheduling reports to run on a certain frequency– More rows/years of data availabe in a report– Ability to share report formats with other users

• GSA is analyzing ability to transition users’ existing ad hoc reports to the new environment

• What it means to DoD users:– Participate in testing

• Standard reports in early summer (May/June)• Ad hoc reports in late summer (July/Aug)

– Clear out existing ad hoc reports you no longer need/use– For more info – attend breakout sessions

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DoD Procurement ToolboxNew Area for DoD Beta.SAM Transition Info

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Other Initiatives• Transition to Financial Assistance Award Data Collection (FAADC) module

on FPDS for reporting grants / assistance actions• Product Service Code (PSC) Selection Tool facelift• G-Invoicing for intergovernmental transactions• Statutory requirements targeted for IAE implementation (some examples):

– Performance assessments on subcontractors and joint venture participants on construction / A&E contracts (DFARS case 2018-D055)

– Tracking time to complete requested equitable adjustments on construction contracts and providing data to prospective offerors (FAR case 2018-020)

– Identifying size determinations and applicable NAICS codes at the order level under multiple-award contracts (FAR case 2014-002)

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Reporting Financial Assistance in FPDSDeploys June 7, 2019

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• Reuse of existing FPDS tables, layouts, and interface specs as much as possible

• If users already have access to FPDS, just an additional role and toggle

• Legacy DAADS will close for new data entry May 10, 2019

• For more info, attend breakout session

Reporting Financial Assistance in FPDSExample

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PSC Selection ToolOrganized Now by Category Management Groups

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