course overview - dos procurement reports...ilms knowledge center. new update! fpds ariba and fpds...

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Course Overview

About ILMS

Understanding Ariba

Blanket Purchase Agreements

Purchase Cards

Special Orders

Modifications

Searches, Reports, & Labels

Additional Functionality

Secure ILMS

Status Tracking

eFiling

ILMS Analytics

FPDS

New Initiatives

User Accounts

Additional Resources

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• FPDS is an Internet based application that collects procurement data and makes the data available to Congress, various agencies and the public.

• Reporting procurement data is required by Statute and the Federal Acquisition Regulation (FAR).

• FAR 4.604 states that Contracting Officers are responsible for reporting each contract action to FPDS completely within 3 business days after contract award.

The Federal Procurement Data System (FPDS)

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FPDS Data Quality Plan: Procurement

Information Bulletin 2012-19

Timeliness of reporting

Actions SHALL be reported within 3

business days

*Use FPDS Reporting

Timeline Report

Review

Identify trends in

Errors and create

statistics

Analyze

Contract file with FPDS

data elements

Verify

Random 10% monthly

sample

*Use FPDS Status: Final,

Draft, & Error Report

Sample

Any Draft/Error

Records

*Use FPDS Draft/ Error

Report

Correct

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• Each post must conduct a monthly FPDS Action Validation and Verification (V&V) and Timeliness Review of procurement records issued during the previous month.

• Step 1: Review and correct actions listed in the “FPDS Draft/Error Report”: Click on the following link: http://www.dosprocurementreports.com/?q=node/79.

• Step 2: Access the “FPDS Status-Final, Draft and Error Records” report to select sample records for review: Click on the following link: http://www.dosprocurementreports.com/?q=node/101.

Randomly select contract actions representing 10% of the total procurement actions issued for the month and year selected. High dollar value procurement actions should receive priority attention.



http://www.dosprocurementreports.com/?q=node/79


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• Step 3: Verify FPDS Data Elements against contract files: Verify all FPDS Data Elements, listed in PIB 2012-19 Attachment 2, by comparing the FPDS actions printed in Step 2 above to the official contract file.

• Step 4: Develop and analyze statistics: Develop statistics to identify error trends (incorrect Product Service Codes, incomplete Descriptions of the Requirement, or reporting in foreign currency rather than U.S. Dollars) for future quality control focus.

• Step 5: Review timeliness: The Federal Acquisition Regulation requires that contracting officers complete the Contract Action Report (CAR) in the FPDS within three business days after contract award. Click the following link to access the FPDS Timeline Report: http://www.dosprocurementreports.com/?q=node/48. This report includes the number of FPDS actions reported between 0-3 days, 3+ days and 30+ days. Clicking on the red number in each of the 3+ days and 30+ days columns will open another window that lists each PIID that was not reported to FPDS in a timely manner.




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New Activity Address Codes replaced existing Contracting and Funding Office codes

Starting April 1st new AAC’s have replaced previous post codes and funding office codes in FPDS. A crosswalk of old code to new code structure will be available under the “Need Help” section of the website as well as in the ILMS Knowledge Center.

New Update!

FPDSAriba and FPDS Integration

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The Federal Procurement Data System (FPDS) is the government-

wide required reporting platform for all Federal acquisitions with a value of

$3,500 or greater. ILMS ARIBA has been modified to integrate several

required fields with FPDS and there will be additional fields to complete

that will be in FPDS.

For assistance with FPDS, please reference the FPDS Reference Guide

(askILMS Article #33063) or contact the ILMS Support Desk.

After an order above $3,500USD is completed in Ariba, an FPDS task

will be automatically initiated for the following request types:– Purchase Order

– BPA Call

– Delivery Task Order

– Contract

– BPA Set-Ups (regardless of value)

– IDIQ Orders (regardless of value)

FPDSCompleting an FPDS Task

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Steps to Complete the FPDS Task

1. Navigate to the Approve Tasks page from the Ariba Home Page

2. Search for and open the FPDS task of the Purchase Order

3. Click Edit

4. Select the checkbox next to Refresh FPDS Link

5. Click hyperlink. A new browser window will open with the FPDS record on the

FPDS website.

These tasks are

easily accessible

in the user’s To Do

Portlet

FPDSCompleting an FPDS Task

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Fields that Integrate from Ariba

to FPDS:

• IDV ID

• Procurement Identifier

• Date Signed

• Effective Date

• Completion Date

• Contracting Office Agency ID/Name

• Treasury Account Symbol

• Funding Office ID/Name

• Action Obligation

• DUNS No

• Vendor Name and Address

• Product/Service Code

• Principal NAICS Code

• Extent Compete

• Agency

• Base and Exercised Options Value

• Base and All Options Value

• Funding Agency ID/Name

• Extent Competed

FPDSCompleting an FPDS Task in Ariba

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Submit the FPDS Task

in Ariba

Approve the FPDS

Task in Ariba

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Department of State Procurement

Reports Website: Reports Training

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• The Department of State procurement reports website contains many helpful reports. You can access this website by using the link at the top of this handout (www.dosprocurementreports.com). This is the same website used to complete your required certification at the end of the fiscal year.

• There are several reports on this website that you will find useful in your monthly FPDS review per PIB 2012-19 such as the FPDS Status report, the FPDS Reporting Timeline, and the FPDS Draft/Error report.

• If you need any help with the website a User’s Guide is available! Located under the “Need Help” tab:

DOS Procurement Reports Website

http://www.dosprocurementreports.com/

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• On the DOS Procurement Reports website, you will see several tabs located across the top of the screen, click on the “Dashboards” tab.

• Beginning with the first report, Dollars By Region, you can select the fiscal year for the information you want to see.

• For the remainder of the reports displayed on this page you can select the region you want to focus on or stay on the “All” tab to see information for all of the region.

Getting to know the website-

Dashboard Tab

http://www.dosprocurementreports.com


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• The “State FPDS Reports” tab lists 15 different reports:

State FPDS Reports Tab



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• After you hit “View Report” the report will display, showing your results.• The report data are updated once a day (around 2am EST) so if any changes have been made in FPDS

after 2am the report will not reflect that change until the next business day.• When viewing the report, you are able to click on any numbers that are underlined to get more

details about that data set. • In order to print the report, you will need to first export it to the program of your choice by using the

button in the middle of the top toolbar:

Report Basics:



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How to run sample reports

Student Exercises

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• The FPDS Status report includes the following information:

-How many records and dollars that have been reported to FPDS that are in Final, Draft and Error Status.

-The total actions and dollars per status per post and region.

• If you see a number underlined and in red or blue, you can click on that number to see a more detailed report including the PIID numbers and date signed.

• Click on the FPDS Status Report. On the query screen: Date Signed From/To: 10/1/2015-9/30/2016Region Code: ALL

FPDS Status Report



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• Using the Status Report that we just ran, do the following:

1) Find the “Draft” column. Click on the number of Draft records for the EAP region that are underlined and red.

2) Now click on one of the PIID numbers to see the full contract details of that procurement.

FPDS Status Report



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FPDS Form Status Report

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For Tasks in “Composing” status, try to resubmit. If

integration issues persist, contact the Support Desk.

Did you know there is a report that displays all FPDS forms generated for

each completed transaction as well as the forms status?

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• The FPDS Reporting Timeline report includes the following information:-How many records per post have been reported to FPDS within 0-3 days, 3+ days, and 30+ days of the date signed by the Contracting Officer.-The percentage of records reported within 3 days and the percentage of records reported within 3 days for the Fiscal Year.

• If you see a number underlined and in red in the 3+ days column, you can click on that number to see a more detailed report including the PIID numbers and dollars obligated.

FPDS Reporting Timeline



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• Located under the “State FPDS Reports” tab is the >$100K and > $250K report. This report shows either all actions greater than $100,000 or $250,000 for the selected date signed range.

• You can select which dollar values you would like to see as well as change the date signed range to view the desired information.

• Click on the >$100K and >$250K report. On the query screen: Date Signed From/To: 10/1/2015-9/30/2016Region Code: EURDollar Threshold: $250,000

>$100K &>$250K Report



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• Click on the Product or Service report. On the query screen: Date Signed From/To: 10/1/2015-9/30/2016Region Code: EURContracting Office: ALLPSC Category: ALL Services

• You can use this report to view different categories of products and services bought not just for your post but for any/all posts around the world.

Product or Service Report



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Points of Contact

For Help with Ariba related issues:General Helpdesk: [email protected] Stevens: [email protected]

AQMOps: Email: [email protected]

For website help:Pauline Autry: [email protected]

mailto:[email protected]





course overview - dos procurement reports...ilms knowledge center. new update! fpds ariba and fpds...

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