u.s. general services administration janice keys program analyst general services administration may...

U.S. General Services Administration

Janice KeysProgram AnalystGeneral Services Administration

Janice KeysProgram AnalystGeneral Services Administration

May 2010May 2010

Electronic Subcontracting Reporting System (eSRS)

Electronic Subcontracting Reporting System (eSRS)

OFFICE OF SMALL BUSINESS UTILIZATION

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Introduction of Topics

What is eSRS and how can it help make my job easier?

How to access eSRS for Government and Industry.

Who should register in eSRS and why?

Compliance – What are the expectations from this training?

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WHAT IS THE ELECTRONIC

SUBCONTRACTING REPORTING SYSTEM

(eSRS)

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eSRS is:

- An electronic, web based system - It improves accuracy, timeliness and

integrity of data exchanged - Eliminates errors - Eliminates costs - Creates standard data that can be shared

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Integrated Acquisition Environment

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ESRS (eSRS), FPDS-FG, and CCR

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System Features

Federal Procurement Data System – Next Generation (FPDS-NG)

The GSA Contracting Official is responsible for entering the correct data in FPDS-NG.

Central Contractor’s Registry (CCR) The contractor is responsible for

correcting their own data in CCR. CCR Assistance Center 888-227-2423

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Statutory and Regulatory Requirements

-- Section 8(d) and 15(h) of the Small Business Act

-- FAR subpart 19.7 and FAR subpart 12.1 the clauses at 52.219-8, 52.219-9, and 52.219-25

-- 13 CFR 125.3

These references can be found at www.acqnet.gov.

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FAR UPDATE

Re-representation of Size Status Final Rule FAC 05-31, March 19,2009

eSRS Final Rule FAC 05-42 Expected late May 2010

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Updated features

-Search filters-Acceptance function-Save reports in PDF format

NEW

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HOW TO ACCESS eSRS

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How to Access eSRS

--www.esrs.gov

--Homepage

--Log in or Register Now: Click on “Government/Contractor”

--Execute registration form

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18Click on link to complete registration.

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eSRS Homepage

Documents: User Guides Training Materials Sample Reports News

Three Tabs: Training About eSRS FAQs

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eSRS Homepage - continued

User Guides for Government Employees:

eSRS Agency Coordinator (AC) eSRS Contracting Official (CO) eSRS Point of Contact (POC) eSRS Designated Government User (DGU)

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Training Materials

eSRS Quick Reference for Federal Government Contractors filing SSR for Individual Subcontract Plan

eSRS Quick Reference for Federal Government Prime Contractors filing ISR

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eSRS Homepage - continuedSample Reports

Sample ISR Sample Step-by-step

Sample SSR Sample Step-by-step

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Preparing the ISRYou will need your duns number and your contract number.

You will need a password 10-14 characters, 2 each of the following: lower case, upper case, number and special character.

You will need to know your government contracting officer’s contract specialist or administrative contracting officer’s name and e-mail address. Once you submit the form, you will not be able to make any changes

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Preparing the SSR

You will need your duns number.

The auto-fill button will automatically fill in your information from the Central Contract Registry (CCR).

You will need to know what agency/service the report is being submitted.

You will need your NAICS codes (can be found on your CCR application).

You will need the CEO to sign form or provide a brief explanation in the remarks field of his/her unavailability.

You will need to know the person’s name and e-mail address of whom the report is being submitted.

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eSRS Helpdesk

Federal Service Desk www.fsd.gov Technical Questions Policy Questions

Will need username and password.

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Who Should Register With eSRS

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All Contracting Officers

Administrative Contracting Officers

Directors, Branch Chiefs, Supervisors, etc. (optional)

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What Permission Level/Role Should I Register?

Agency Coordinator

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Level/Role - continued

Contracting OfficerContracting Officer

Point of ContactPoint of Contact

Designated Designated Government UserGovernment User

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Central Contractor’s Registry(CCR)

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How does a new employee file new and view existing reports in eSRS?

1. Have the new employee register in eSRS.

2. Send an eSRS Technical Helpdesk ticket that includes the name and e-mail address of the new and old employee, requesting to have the historical data migrated over to the new employee.

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Example:

Janice Keys janice@xyz.com is the new eSRS representative for XYZ Corporation. Joe Keys jkeys@xyz.com will no longer have the responsibility of filing reports in eSRS for XYZ Corporation. Therefore, please transfer the historical data for XYZ Corporation from Joe Keys eSRS account to Janice Keys’.

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SUBCONTRACT/eSRSCOMPLIANCE

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Reporting Requirement Individual Subcontract Report (ISR) (formerly SF 294)

Semi-annually Oct 1 – Mar 31 April 1 – Sept 30

Summary Subcontract Report (SSR) (formerly SF 295) Annually Oct 1 – Sept 30

Year-End SDB Supplemental Report (48 CFR 52.219-9(j)

(2)) Report (3-digit NAICS subsector)

Optional Form 312

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Year-End SDB Supplemental Report

Authority: 48 CFR 52.219-9(j)(2)

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The SSR and Year-End SDB Supplemental Report

The data that is reported on the annual SSR for SDBs (field #2), the same data for SDBs should also appear on the Year-End SDB Report with the applicable NAICS.

There may be more that one NAICs, but the total should equal the same dollars reported on the SSR.

This information is taken from your vendors who have certified that they are SDBs. (insert note on self-cert)

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Small Disadvantaged Business Participation ReportOptional Form 312

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Contracting Officer Responsibilities/Compliance

Monitor eSRS on a regular basis

Review ISRs and accept/reject

Help resolve data flow problems Make sure e-mail address is on ISR/SSR

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Rotate source list

Assist in finding sources

Utilize the Regional Small Business Office or SBA

Outreach efforts by the contractor

COMPLIANCE - continued

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eSRS Points of Contact

The Central and all Regional Offices of Small Business Utilization (OSBU) have a POC.

--They review and approve user registrations for their region;

--They review pending reports.

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Report Responsibility SSRs and Year End SDB reports are

accepted/rejected/reopened by the Office of Small Business Utilization – Janice Keys

ISRs and SDB Participation Reports (Optional Form 312) are accepted/rejected by the Contracting Officer (PCO or ACO) in each of GSA’s central or regional office.

DGU only reviews reports.

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Acceptance of Reports

“Acceptance” Does not mean approval, per se, but it does mean

that the Government has reviewed the reports and that it appears to the complete.

Since an on-site compliance review later could identify flaws in the preparation of the report, the Government always has the right to reject a report that has previously been accepted.

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Acceptance (continued)

- Once an ISR or SSR is accepted, it can be reopened at the Contracting Officer’s request or by the Prime Contractor for correction.

- The Agency Coordinator can no longer delete reports, the ISR or SSR is rejected/reopened for correction.

- The Federal Government cannot correct/change any data on the ISR/SSR.

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Procurement Management Review Team

--Periodical checks for ISRs Compliance

--Findings reported to Central and Regional POCs Office

--Suggestions/recommendation made for resolution

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Ad Hoc Reports

Everyone who is registered in eSRS can generate a report

All saved reports can be revised

All reports can be saved in excel

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-Registration incomplete-Cannot see specific contract-How can I see the contracts only

assigned to my region?-Can I reject/delete reports?

TroubleshootingGSA Employee

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TroubleshootingPrime Contractor

-Cannot submit reports -Previous Subcontract Administrator left company -Reject/reopen for correction -SSR Commercial Plans submits 100% attributable to

GSA -CEO does not sign SSR -SSR and Year-End SDB Supplemental do not match

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Troubleshooting

Report inconsistent data to FPDS-NG Coordinator Ann Meadows (703) 605-2635 catherine.meadows@gsa.gov

GSA Agency Coordinator, Janice Keys (202) 501-0838 or janice.keys@gsa.gov

FAS Coordinator, Doug DuBois (703) 605-2523 or doug.dubois@gsa.gov

https://www.fpds.gov

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