training symposium 2019 reporting grants faadc … p2p... · 2019 procure-to-pay training...

PROCURE-TO-PAYTRAINING SYMPOSIUM 2019

Reporting Grants FAADC Implementation

Presented by: Jovanka Caton DoDBrian Davidson DoD

Presenter

Presentation Notes

Reporting Grants FAADC Implementation Introduction to the Financial Assistance Award Data Collection (FAADC) Module

Background• Financial Assistance Award Data Collection (FAADC)

system was developed to collect assistance information regarding grants, payments, loans, insurance, and agreements via direct entry on the web, XML business services submissions, or a combination of these methods

– Using standard data elements, formats, and validation (i.e., for DoD, it will enforce FAIN numbering rules)

– Re-using existing platform already used for award reporting

2019 Procure-to-Pay Training Symposium

Background• Built in the Federal Procurement Data System (FPDS)

environment– Users that already have access to FPDS only need an

additional FAADC privilege on their profile; change management reduced because look and feel is similar to FPDS contract action reports

– Awarding systems that already integrate with FPDS only need to add the new record types

• For DoD, this system will replace the Defense Assistance Award Data System (DAADS).


Current Status• The final testing for FAADC was held 2/25/2019 – 3/8/2019.

• BETA Test Environment is available for awarding systems to start testing integrations and to get certified to send data to production

– Data Dictionary, Validation Rules, Certification Process, XML specifications and WSDLs Drafts are available at https://www.fpds.gov/fpdsng_cms/index.php/en/worksite.html


Presenter

Presentation Notes

Issues/Enhancement identified are currently being addressed for retest.

https://www.fpds.gov/fpdsng_cms/index.php/en/worksite.html

Preparation for Transition• FAADC module is targeted to deploy in early

June (tentatively 10th)• DAADS access will be disabled on May 10th (12

midnight EST) to stop users from reporting beyond this date. Reason:– To migrate user accounts and active financial

awards to FAADC.– Update FICE Code list and CFDA codes.


Preparation for Transition• What we need from components:

– Close out financial assistance awards in DAADS which performance has ended.

– Correct/Validate or Delete any ERRORED-OUT record for your Agency.

– Clean-up your data: Identify any anomalies your active data may have and resolve them before DAADS is decommissioned. (i.e., Duplicate recs based on Award# & Mod#, No Base Award Mod 0, etc.)


Preparation for Transition• Data Migration Criteria:

– Not migrating all historical data• Active Awards only


Presenter

Presentation Notes

Data Migration Criteria: Will include any FAIN family reported between FY2017 and FY2019 up to date. Awards with actions in FY2017 to FY2019. The entire award family will be migrated. In other words: If an amendment was reported in 2017, 2018, or 2019, then we will pull all the relatives.

DAADS to FAADC Migration Issues• NEW AWARD or CONTINUATION requires MOD ZERO• Missing Base Award • Award + Mod Number DUPLICATION

– ONLY report MOD ZERO ONCE in life of award

• Mod # should begin with a “P” or “A” and 6 char long• DUNS Issues • FICE Issues• R&D Issues


FAADC vs DAADS • Report Frequency

– Online submission – within 15 days of award obligation– Required in USASpending.gov within 30 days of award

obligation• DAADS vs FAADC Terminology Differences

– Award Number = FAIN– Modification Number = Amendment Number– DoD Assistance Award = Non-Aggregate Record Type– Project Start/End Date = Period of Performance

Start/End Date


Presenter

Presentation Notes

Batch submission is not supported in FAADC. CWS can interface via Business Services Handshake.

FAIN RULES • The Award Number must be 13 characters long.

• The first six positions must be alpha-numeric with no special characters or spaces, and represent the appropriate Awarding Office Code of the Agency issuing the assistance award.

• The 7th and 8th positions must represent the Fiscal Year of the award.


FAIN RULES • The ninth position must be numeric values of 1, 2 or 3,

representing the award classification: – "1" for grants.– "2" for cooperative agreements, including technology

investment agreements that are cooperative agreements

– "3" for other non-procurement instruments, including technology investment agreements that are not cooperative agreements.

• The 10th through 13th positions must be numeric values representing the serial number of the award.


Introduction to the Financial Assistance Award Data Collection

(FAADC) Module


FAADC Registration Process

2017 Procure-to-Pay Training Symposium 13

• Who can access FAADC? ⁻ Government Users only.

• How to request access?⁻ For Online Access: Contact your Agency FAADC

System Admin for a new account.

⁻ For CWS Handshake: Contact [email protected] for certification and integration requirements

Who is your Agency Admin?

mailto:[email protected]

FAADC User Roles


• Financial Assistance Administrator₋ Create, update and enable/disable Users.₋ Grant User Privileges₋ Run the FABS Report for USASpending.gov

₋ For DoD, this report is executed at the Department level (9700)

• Financial Assistance Officer₋ Create, Save Draft, Validate and Approve an Award.₋ Amend an Award ₋ Run FAADC Extract report.

Presenter

Presentation Notes

The User Management screen allows the Agency System Administrator to create, update and enable/disable Agency Users. Agency System Administrators have the ability to read/write to their respective Agency User’s Profiles and assign User Privileges. The Agency System Administrator controls and monitors Government Users for their respective Agency’s end-users. The System User is implemented, maintained, and controlled by the FAADC System Administrator.

FAADC Help Desk


• Submit all FAADC related issues to https://FSD.gov

Presenter

Presentation Notes

Once FAADC is deployed to production, users should begin submitting all related issues to FSD.gov. If user needs an account, click on CREATE A NEW ACCOUNT link to register

https://fsd.gov/

A LOOK INSIDE FAADC

FAADC Online


FAADC Login


• Grants only Users: https://www.fpds.gov/common/jsp/altFAADCLogin.jsp to access the FAADC System login.

• Procurement and Grants Users: https://www.fpds.gov/ to login. This link can be used to access both, FPDS and FAADC systems.

Users that already have FPDS access will be able to log in

from that page as well

https://www.fpds.gov/common/jsp/altFAADCLogin.jsp

https://www.fpds.gov/

FAADC Home Page

This is the column applicable to most

users – select record type to enter

Special privilege for the Deptor Agency System Administrator that

accomplishes FABS reporting

If users also have access to FPDS for contract reporting, they can toggle to

that screen

This is the specific user’s inbox – can click into the list of specific records the user has entered (in draft or final state)

Keyword or Advanced Search available to

locate a specific record


FAADC Home PageSelection of Record Type to Enter

Choose the type of Federal Assistance

Record and then the type of Federal

Assistance from the drop-down


Non-Aggregate ExampleProject Grant 1/3

Transaction Info section is system generated based

on user log-in and type of record chosen

Dates section is where the user enters the date of the

specific action and the period of performance of

the whole award represented by the FAIN

Amounts section is where the user enters the

amount being obligated on this action, any non-

federal funds, and the total expected award value over time (anticipating all future obligations under

this FAIN)

Award ID Information is where the user enters the

FAIN and selects the Action Type and CFDA

Program (lookup provided)

R&D section is where DoD users identify what type of R&D funding was used and how it was broken out for

the award


Gov Info section is where the user identifies the awarding office (AAC/DODAAC) and

funding subtier agency; as well as funding office

(AAC/DODAAC) and funding subtier agency (lookups

provided)

FABS Business Category populates based on the

recipient’s business types in SAM record

Place of Performance section is where the user identifies the type of performance location

for the award – remaining applicable data elements

depend on this choice (lookups available for zip codes and

country codes)

SAM Business Category populates based on the recipient’s SAM record

Recipient Info is where the user identifies the

recipient by their DUNS number; name and

address prefills based on SAM record. User also identifies whether the

recipient is a small business for this award


Assistance Info section is where the user indicates if

competitive procedures were used and the number of

proposals/applicants.

The user also enters a brief description of what the

financial assistance action is funding (i.e., the purpose of the award). Note – never include

Personal Identifiable Information (PII) or include

information that is sensitive or could raise operational security

concerns


Spotlight on FICE Codes and Lookup Functions 1/3

DoD Users are required to enter the FICE code for a

recipient when the recipient is an educational institution or non-profit organization

(FICE codes are assigned by Dept of Education) (Lookup

is provided)


To use a lookup function, enter the known

information in the blanks provided and click ‘Search’. Potential

candidates are returned. Mark one and click

‘Select’



The user is returned to the award entry screens and the selected code is populated

Non-Aggregate – Individual ExampleValidation Rules Example

Block Grant 1/3This record is demonstrating the application of system business

rules when the Validate button is selected prior to Approving the

completed record

Non-Aggregate Individual records are similar to non-

aggregate records in the input screens with two exceptions

Non-Aggregate Individual reports are used only in

circumstances when the user is awarding an action to an

individual in the general public (sole proprietors are not considered individuals)

(Note – DoD would very rarely make use of Non-Aggregate

Individual)

If errors are found, there is a message shown at the top of the

entry screen and specific data elements where the error is are

changed to red font


Block Grant 2/3Because it is an Individual record, the recipient is not required to be

registered in SAM and the Recipient Info section is greyed

out – ‘Redacted due to PII’ is populated in the Name field; users will still be required to enter the recipient’s country

Place of Performance is not entered for Individual records

Since there isn’t a SAM record for an Individual record, the system

leaves the SAM section blank and prefills the FABS business type

with ‘Individual’


Block Grant 3/3

The user still enters a brief description of what the

financial assistance action is funding (i.e., the purpose of the award). Note – never include

Personal Identifiable Information (PII) or include

information that is sensitive or could raise operational security

concerns

This example shows a validation error in the field

because it was left blank (see the validation error message

from two slides before)

Competition Information is not entered on Non-Aggregate –

Individual records

• Contact the DoD Grants System Administrator at: [email protected]

DAADS/FAADC POC(s)


Questions


training symposium 2019 reporting grants faadc … p2p... · 2019 procure-to-pay training...

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