System for Award Management (SAM)►Creating Efficiencies through Integration

and Consolidation

Presented to: TGI 2012

May 2012

2

What’s the System Landscape Today?

The Procurement Process from a Government Agency Perspective

GenerateRequirement

ReviewOffers

EvaluateOffers/Select

Vendor

AdministerContract

ContractClose-Out

Includes FedTeDS

SolicitRequirement

CreateContract

Post solicitation

and tech data

Receive bids

Validate entity status

Validate entity performance

Check wage determinations

Entity data

Contract data

User action

Includes FedReg

► Federal/IAE systems support the award process

Includes FSRSIncludes CPARS

and FAPIIS

Report performance

Report contract actions

3

What Is Our Improvement Approach?

► Siloed – Separate systems, each with a separate login

► Redundant – Overlapping data creates opportunity for error and complicates changes

► Separate – Multiple vendors at many hosting locations, managed separately with varying levels of service

► Siloed – Separate systems, each with a separate login

► Redundant – Overlapping data creates opportunity for error and complicates changes

► Separate – Multiple vendors at many hosting locations, managed separately with varying levels of service

Today

► 1 Login!1 Login! – Functionality accessible at one online location to streamline the process

► 1 Data Source!1 Data Source! – Centralized, normalized data to eliminate potential for conflicting values and improves agility to deal with future changes

► 1 Host!1 Host! – Consolidated hosting to reduce O&M costs

► 1 Login!1 Login! – Functionality accessible at one online location to streamline the process

► 1 Data Source!1 Data Source! – Centralized, normalized data to eliminate potential for conflicting values and improves agility to deal with future changes

► 1 Host!1 Host! – Consolidated hosting to reduce O&M costs

Future

Existing capabilities, streamlined for efficiency.Existing capabilities, streamlined for efficiency.

Includes FedReg

Includes FedReg

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How Will the New System Be Organized?

► IAE system capabilities notionally have been organized around six key functional areas

Functional Area Capabilities Legacy Systems

Entity* Management

Manage entity core data Manage certifications/representations

CCR/FedReg – Central Contractor Registration/Federal Agency Registration

ORCA – Online Representations and Certifications Application

Award Management

Post solicitation and award data Maintain government-wide contract award

data Manage government-wide subcontractor

data

FBO – Federal Business Opportunities FPDS-NG – Federal Procurement Data

System-Next Generation eSRS/FSRS – Electronic Subcontracting

Reporting System/FFATA Subaward Reporting System

Wage Data Access wage determinations WDOL – Wage Determinations Online

Performance Information

Manage/maintain past performance information

Manage exclusion list

PPIRS/CPARS/FAPIIS – Past Performance Information Retrieval System

EPLS – Excluded Parties List System

Assistance Program Catalog

Create/maintain assistance program catalog

CFDA – Catalog of Federal Domestic Assistance

Support

Provide security/access control Provide reporting/communications

support Provide internal controls

* For the purposes of this capability area, Entity refers to prime contractors, organizations or individuals applying for assistance awards, those receiving loans, sole proprietors, corporations, partnerships, and any Federal government agencies desiring to do business with the government

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SAM Phase 1 Capabilities

►SAM Phase 1 will cover Entity Management

Exclusions portion of Performance Information

►SAM Phase 1 will cover Entity Management

Exclusions portion of Performance Information

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What Are Phase 1 Benefits?

► Entities Streamlined Process – One login allows entities to create or update their

registration as well as their representations and certifications Streamlined process

– For first-time registrants, process integration, re-ordering, and streamlining means less time to complete the process

– Registration purpose question allows grantees to avoid contractor-specific content

– For registered entities, one login allows them to create or update their registration as well as their representations and certifications

Update Date Alignment – Capabilities in one location aligns CCR and ORCA record updates

New glossary – On-screen tool clarifies what data needs to be entered Expanded NAICS viewing – SAM offers the opportunity to view other NAICS

for which the entity is considered “small”

► Contracting/Grants Officers Streamlined Process – One login provides access to entity core data,

representations and certifications, and exclusions information

► System Owners/Administrators Fewer interfaces – Consolidation reduces maintenance challenges and

costs

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SAM Access: What Do You Need To Know?

► Existing CCR/FedReg, ORCA, and EPLS data will be migrated to SAM

► Once SAM Phase 1 goes live, you will be automatically redirected from CCR/FedReg, ORCA, and EPLS websites to sam.gov

► You will have to validate your information (e.g., email) to determine what if any legacy system roles can be migrated

► You can establish a new user ID or use the same as the one you use now – the system will guide you through the process Existing CCR/FedReg, ORCA and EPLS data will be moved to SAM

The process of logging in will connect you with the data you have permission to view now

Publicly available data will still be publicly available

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SAM Access: Getting Started

► Getting access to SAM begins on the home page

NOTE: Screen captures are from the SAM development site. They do not represent the final product and are considered work in progress.

►To create an account in SAM, click on one of the links

►To create an account in SAM, click on one of the links

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SAM Access: Completing Your Profile

►Only basic information about you is required

►Only basic information about you is required

NOTE: Screen captures are from the SAM development site. They do not represent the final product and are considered work in progress.

►You will receive an email to validate your access to the email address associated with your account

►You will receive an email to validate your access to the email address associated with your account

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SAM Access: Account Security

► You will have 1 password for all functionality SAM will provide help

in defining a password There will be fewer

security questions

► You will have 1 password for all functionality SAM will provide help

in defining a password There will be fewer

security questions

NOTE: Screen captures are from the SAM development site. They do not represent the final product and are considered work in progress.

► Passwords expire every 180 days

► Passwords expire every 180 days

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SAM Access: User Dashboard

► When you log in, the first page you’ll see will be your SAM Dashboard

NOTE: Screen captures are from the SAM development site. They do not represent the final product and are considered work in progress.

►You can customize your dashboard to provide quick snapshots of information relevant to you, such as

Action Items

Saved Searches

►You can customize your dashboard to provide quick snapshots of information relevant to you, such as

Action Items

Saved Searches

►The available menu options differ based on your roles

►The available menu options differ based on your roles

►If you are a first time registrant or need to add an entity to your portfolio, click here to complete the entity registration process

►If you are a first time registrant or need to add an entity to your portfolio, click here to complete the entity registration process

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Context-sensitive Glossary

NOTE: These are screenshots of the alpha site (i.e., still in development). There will be changes before SAM Phase 1 is available to users.

► An on-screen glossary associated with each screen will help users understand what information they need to enter

► An on-screen glossary associated with each screen will help users understand what information they need to enter

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Registering Entities in SAM

► Contractors and other kinds of award recipients are now collectively referred to as “Entities”

► You will answer Purpose of Registration questions to determine which registration sections are required for you

► Entity Registration is organized in four steps:1. Core Data – Name, address, etc.

2. Assertions – Information used to determine small business status, NAICS codes, etc.

3. Representations and Certifications – Federal Acquisition Regulation compliance

4. Points of Contact – Contact information for specified roles

► SAM will walk users through the Entity Registration (or validation) process in four steps

► SAM will walk users through the Entity Registration (or validation) process in four steps

NOTE: Screen captures are from the SAM development site. They do not represent the final product and are considered work in progress.

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Registering Entity: Core Data

► All entities must complete core data information

► As you move through each section, the bullet will change to help you track your progress

► As you move through each section, the bullet will change to help you track your progress

NOTE: Screen captures are from the SAM development site. They do not represent the final product and are considered work in progress.

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Registering Entity: Representations

► Your answers will provide a “representation” of your business, as you identify sections of the Federal Acquisition Regulation that apply to your business

► Your answers will provide a “representation” of your business, as you identify sections of the Federal Acquisition Regulation that apply to your business

► You will answer questions to complete the Representations and Certifications section

► You will answer questions to complete the Representations and Certifications section

NOTE: Screen captures are from the SAM development site. They do not represent the final product and are considered work in progress.

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Points of Contact

► All entities must enter POCs for their registration

► The types of POCs required will be determined based on information entered in the registration

NOTE: Screen captures are from the SAM development site. They do not represent the final product and are considered work in progress.

► You will fill in basic contact information

► You will fill in basic contact information

► Each type of POC will be noted on the screen

► Each type of POC will be noted on the screen

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Submitting Registration

► The entire record must be reviewed in its entirety before it may be submitted

► Upon submission, the Annual Renewal Date for the entity registration will be set; entity registrations must be renewed every 365 days.

► An entity record will not be considered active until the IRS has successfully validated the TIN match and the CAGE Code has been assigned, if applicable

► Once the certification has been successfully submitted, a link to the SBA’s Supplemental page will generate, unique to that entity’s DUNS number

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Search: What Do You Need To Know?

► “Public users” do not have to register for a SAM account; they search at any time for data deemed “Public”

► Any user can save or print the results of a search

► “Authenticated users,” those who have a SAM account, have the ability to save their search queries

► The Search feature in SAM is a full text search, which allows you to enter any search terms you choose

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Search: Viewing and Using Results

► SAM provides tools to help users find, view, and review data

NOTE: Screen captures are from the SAM development site. They do not represent the final product and are considered work in progress.

►SAM provides options for future viewing of the data

►SAM provides options for future viewing of the data

►You can save the query and refine the search

►You can save the query and refine the search

►You can filter and sort to narrow your search results

►You can filter and sort to narrow your search results

►SAM displays the searched terms

►SAM displays the searched terms

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What’s Next?

► SAM Phase 1 will be available to users in late May 2012

► Training for SAM Phase 1 is available online

M A M J J A S O N D J F M A M J J A S O N D J F M A M J J A S

FY10 FY11 FY12

CCR/FedReg, ORCA, EPLS

Initiate Requirements

Gathering5/127/10 Development

Capabilities Available in SAM

Requirements input through CCBs, user groups, and

industry meetings

User Training

Solicitation Testing/ Deployment/ Integration

Acceptance Testing

21

SAM Training

► SAM will provide the following training tools online User Guides

Presentation with screenshots to outline key functionality

FAQs

SAM webinar with replay capability

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What Can You Expect When SAM Launches?

► 1 login! – After migration, all the capabilities in CCR/FedReg, ORCA, and EPLS will be available at http://www.SAM.gov

► Redirect – Users will be automatically redirected from the legacy systems to SAM

► New User ID – Users will specify a new user ID and password (can be the same as the one you use now) – the system will guide users through the process Existing CCR/FedReg, ORCA and EPLS data will be moved to SAM

The process of logging in will connect you with the data you have permission to view now

Publicly available data will still be publicly available

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What Should You Do Now?

► Review SAM information on http://sam.gov

► Tell others about SAM

► Direct any SAM-related questions to AskSAM@gsa.gov

► Plan to review SAM training materials 2 to 3 weeks before you need to update or create your registration

► Review your organization’s CCR and ORCA administrators and users to verify access requirements and/or roles

Please use available training materials, but wait to access SAM until registration renewal

Please use available training materials, but wait to access SAM until registration renewal