Federal Procurement Data System(FPDS) Data Improvement Efforts and Reports How to Use to Your Advantage
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1 Federal Procurement Data System(FPDS) Data Improvement Efforts and Reports How to Use to Your Advantage Presented to OSD e-business Conference February Version FY 2010.v5 Mr. William Maczees, DPAP Support Mr. G. Brian Davidson DMDC -> OSD, AT&L, DPAP /23/2010 FPDS RPTSfy2010v5.ppt 1
2 Objectives FPDS What is FPDS Vision Who Uses Data Improvement: Verification & Validation (V&V) FPDS Report Avenues ezsearch Standard Reports Ad Hoc Queries Slides are a Guide for Later Use on How to run Reports 02/23/2010 FPDS RPTSfy2010v4.ppt 2
3 What is FPDS? FPDS is The authoritative source for all federal procurement data Used to report on federal procurement spending Submitted via a contract writing system (CWS) or web portal Integrated with the Central Contractor Registration (CCR) Basic Contract Data is consistent from one order to the next one Vendor Information, Set Aside, FAR 6 Competition Reports can be run by individuals in the government or public 02/23/2010 FPDS RPTSfy2010v4.ppt 3
4 FPDS Vision Transparency and visibility into contracting Contracting information is available for federal agencies in real-time Powerful business decision-making Analyze trends for small business goals, contract management Use for market research Provide interoperability with departmental contract writing systems Integrated with Business Intelligence Tools Self-service, web accessible reporting tools Shows Small Business Achievements, Competition, Total Awards Data available within 24 hours of award (DoD data delayed 90 days) Organized to compare data for all federal departments. 02/23/2010 FPDS RPTSfy2010v4.ppt 4
5 Who Uses FPDS? Designed for Use by: Contracting Officers Procurement and Small Business Analysts Downstream Supply Chain nodes & Supportive Systems Senior Procurement Executives Auditors, IG, GAO, FOIA Congress System Administrators Commercial Businesses Media, Research groups, Marketing groups Students and Educational Institutions Any interested public parties 02/23/2010 FPDS RPTSfy2010v4.ppt 5
6 V&V Who s idea? Office of Federal Procurement Policy (OFPP) Issued Policy (2007) to Improve Procurement Data Accuracy Required Agency Chief Acquisition Officers to: Establish an agency-wide routine requirement for statistically-valid verification & validation of data Provide certification of data accuracy & completeness to GSA each year per the Federal Acquisition Regulation Assign Clear Data Verification Responsibilities Provide OFPP a statement of the results from the verification & validation review. Adjust Policies, Procedures, & Training, as needed 02/23/2010 FPDS RPTSfy2010v4.ppt 6
7 OSD Progress Since FY2007? 2008 Submitted FY 2007 final certification to OFPP Issued DoD s FPDS Data Improvement Plan to OFPP 2009 Completed a baseline level of accuracy by each of the DOD Components Submitted DoD s FY 2008 final certification and initial baseline Verification & Validation (V&V) results to GSA & OFPP Completed V&V quarterly reporting by each of the DOD Components OFPP issued updated V&V guidance for FY 2009 and FY Submitted DoD s FY 2009 final certification and V&V results to OFPP Issued Updated DoD Data Improvement Plan for FY 2010 to OFPP 02/23/2010 FPDS RPTSfy2010v4.ppt 7
8 What s the latest OFPP Guidance? Increased descriptive evidence of data quality improvement and validation activities Reduction in ambiguity of sampling methodology Increased focus on data elements whose quality is dependent on Agency s internal data entry and procedures OFPP Data Improvement Guidance found here. 02/23/2010 FPDS RPTSfy2010v4.ppt 8
9 OSD FY10 Guidance: What s required? Review 27 data fields - not 48 Sample Size Determination: Military Services & DLA: Based upon volume of CARs per Major Command; Other Defense Agencies: Based upon total volume of CARs; Based upon previous year s number of actions; Review elements based on applicability of the record at a minimum Encouraged to incorporate data quality improvement into performance evaluations Review anomaly reports produced by OSD or Component/Command Construct office specific anomaly reports as needed to focus on identified areas of concern OSD Data Improvement Plan & List of Anomalies found here. 02/23/2010 FPDS RPTSfy2010v4.ppt 9
10 FPDS Userid for Reports Access Required Anyone Can Get a Public userid Cannot see DOD data for the last 90 days Some Reports are Government Access Only Go to and Register Public Userid Will Not be Made into a DOD Userid DOD Userid Must Be Created by an Existing DOD User Access to yesterday s DOD Reported Data To Get a DOD Userid assigned Contact Command, Service, or DOD System Admin 02/23/2010 FPDS RPTSfy2010v4.ppt 10
11 Three Report Avenues Available ezsearch google-like Search of Selection Criteria Search Criteria is anywhere in the CAR Output Can be Exported Standard Reports Same Selection Criteria and Exclusions for Everyone Drill Down to Award Detail Drill to a Workflow Can Change the Report Format Ad Hoc Reports Reuseable Report Automatic Summarization Must know FPDS fields and Relationship Between Fields 02/23/2010 FPDS RPTSfy2010v4.ppt 11
12 ezsearch Search 5 Enclose multiple words in quotes to require both words 1 Search everything 1978 to present 3 Search only Contract ordering vehicles 2 Search everything 2003 to present (default) 4 Search Recovery Act Awards 6 Click on GO to start search 02/23/2010 FPDS RPTSfy2010v4.ppt 12
13 ezsearch Results 5 Refine Search on the Results 1 Total Found 3 Top Agencies found. Click on Agency to see only their CARs 2 Click on VIEW to see Entire CAR 4 Top Vendors from Search. Click on Name for only their contracts. 02/23/2010 FPDS RPTSfy2010v4.ppt 13
14 ezsearch Advanced SEARCH 1 Advanced Search can search within results or new search 2 Click ADD to see fields for the selection criteria 3 Select FPDS field for criteria to open the rest of screen 02/23/2010 FPDS RPTSfy2010v4.ppt 14
15 ezsearch Advanced SEARCH 1 Select one field and value field opens 2 Must Use FPDS values for LIKE criteria (values on next slides) 3 Select SEARCH 02/23/2010 FPDS RPTSfy2010v4.ppt 15
16 Keywords in Advanced Search Criteria select AWARD TYPE like BPA CALL PURCHASE ORDER DELIVERY ORDER STAND ALONE CONTRACT select LEGISLATIVE MANDATES like CLINGER COHEN PLAN COMPLIANCE WALSH HEALEY ACT SERVICE CONTRACT ACT DAVIS BACON ACT 02/23/2010 FPDS RPTSfy2010v4.ppt 16
17 Keywords in Advanced Search Criteria select SOCIO ECONOMIC INDICATORS like SMALL BUSINESS SDB or SMALL DISADVANTAGED BUSINESS 8A FIRM FIRM8A JOINT VENTURE WOMEN OWNED BUSINESS VOB or VETERAN OWNED BUSINESS SRDVOB or SERVICE DISABLED VETERAN OWNED BUSINESS HUB ZONE or HISTORICALLY UNDERUTILIZED BUSINESS HUBZONE JWOD SHELTERED WORKSHOP HBCU or HISTORICALLY BLACK COLLEGE UNIVERSITY MINORITY INSTITUTION EDUCATIONAL INSTITUTION 02/23/2010 FPDS RPTSfy2010v4.ppt 17
18 Keywords in Advanced Search Criteria select SOCIO ECONOMIC INDICATORS like MINORITY OWNED BUSINESS AIOB or AMERICAN INDIAN OWNED BUSINESS LOCAL GOVERNMENT STATE GOVERNMENT FEDERAL GOVERNMENT BAOB or BLACK OWNED BUSINESS HAOB or HISPANIC OWNED BUSINESS APAOB or ASIAN PACIFIC OWNED BUSINESS TRIBAL GOVERNMENT NAOB or NATIVE AMERICAN OWNED BUSINESS SAAOB or SUBCONTINENT ASIAN INDIAN OWNED BUSINESS NONPROFIT ORGANIZATION VERY SMALL BUSINESS HOSPITAL 02/23/2010 FPDS RPTSfy2010v4.ppt 18
19 Keywords in Advanced Search Criteria select SOCIO ECONOMIC INDICATORS like ALASKAN NATIVE CORPORATION INDIAN TRIBE NATIVE HAWAIIAN ORGANIZATION TRIBALLY OWNED OTHER MINORITY OWNED COMMUNITY DEVELOPMENT CORP LABOR SURPLUS AREA FIRM FEDERALLY FUNDED R AND D CORP FEDERAL_AGENCY LOCAL CITY GOVERNMENT LOCAL COUNTY GOVERNMENT LOCAL INTER MUNICIPAL GOVERNMENT LOCAL GOVERNMENT OWNED LOCAL MUNICIPALITY 02/23/2010 FPDS RPTSfy2010v4.ppt 19
20 Keywords in Advanced Search Criteria select SOCIO ECONOMIC INDICATORS like SCHOOL DISTRICT TOWNSHIP FOREIGN GOVERNMENT LAND GRANT COLLEGE 1862 LAND GRANT COLLEGE 1890 LAND GRANT COLLEGE PRIVATE UNIVERSITY OR COLLEGE SCHOOL OF FORESTRY HIGHER LEARNING TRIBAL COLLEGE VETERINARY COLLEGE 02/23/2010 FPDS RPTSfy2010v4.ppt 20
21 ezsearch Advanced SEARCH 1 Shows criteria used for results shown 2 Export fields shown as PDF or CSV 02/23/2010 FPDS RPTSfy2010v4.ppt 21
22 ezsearch Advanced SEARCH 1 Hit ADD again prior to SEARCH to use more than one criteria 2 Hit SEARCH to execute both criteria 02/23/2010 FPDS RPTSfy2010v4.ppt 22
23 FPDS Standard Reports 02/23/2010 FPDS RPTSfy2010v4.ppt 23
24 Frequently Used Standard Reports How Am I Doing on Small Business Goals? HOW SB Achievements by Awarding Activity Report What Products or Services am I Buying? WHAT Total Actions by PSC or NAICS showing % commercial Initial Report is by 1 st Character of PSC (C A&E) Can Drill Down to first 2 character of PSC or whole PSC Drill to workflow showing PSC and Business Size Total Actions and Dollars for all business sizes Actions, Dollars & Percent for SB, SDB, 8(a), SDVOSB, etc. What are My Total Awards? WHAT Federal Contract Actions and Dollars Report 02/23/2010 FPDS RPTSfy2010v4.ppt 24
25 Frequently Used Standard Reports What is Data is Available on one Contract? WHAT Contract Detail Report Education, HBCU, and MI Are Missing from SB Report Education is not Part of the SBA Goaling Report WHO Awards by Contractor Type How Am I Doing in Competition Goals? SYSADMIN Competition Based on Obligations (NEW) HOW Competition Report (OLD being phased out) How Many CARs are DRAFT or ERRORED OUT? SYSADMIN Status of Actions Report Drill Down to Award Detail With Prepared By and Dates 02/23/2010 FPDS RPTSfy2010v4.ppt 25
26 Standard Report - Workflows 1 Ran Total Actions by PSC for my DODAAC 3 Other report formats are in Workflow 2 Output is Commercial Procedures vs Total Dollars for major PSC category 02/23/2010 FPDS RPTSfy2010v4.ppt 26
27 Standard Report - Workflows 1 Click on Workflow; window opens with any existing workflows 2 Click on PSC Socio Economic Report 02/23/2010 FPDS RPTSfy2010v4.ppt 27
28 Standard Report - Workflows 2 Export to EXCEL for better analysis capability 1 New PSC report format showing awards by PSC to each business category 02/23/2010 FPDS RPTSfy2010v4.ppt 28
29 Understanding Standard Reports How Do I Export the Report to My Desktop? Click on EXPORT export window opens Four File Types are Available EXCEL, HTML, or PDF 5,000 Row Limit CSV (comma separated values) has 10,000 Row Limit EXCEL Regular Formatting or Pivot Table EXCEL Analysis Available HTML No Analysis Tools; Ready for Web Page Placement CSV Import into Other Software for Analysis PDF SELECT PDF to Print & use 100% of Normal Size Click on EXPORT at bottom of the export window 02/23/2010 FPDS RPTSfy2010v4.ppt 29
30 Understanding Standard Reports How Do I Know What is the Selection Criteria? Top Left Click on i Beside ACTIVE FILTERS How Was a Given Column Calculated from Data? Between Workflow and SIGMA Click Header + Footer Appendix Describes Each Column and any Exclusions How Do I the Report to Someone? Click on SEND window opens Type address separated by commas no spaces Send only as an EXCEL or CSV File Attachment Click on SEND at bottom of the window 02/23/2010 FPDS RPTSfy2010v4.ppt 30
31 Understanding Standard Reports Save Selection Parameters for Future Runs Setup Reports for Each of the Last 5 Fiscal Years Drill Down to Agency, Commands, and Offices Award Detail Drill Down on All Reports Most Fields on the CAR are available Limit is 5,000 Rows of EXCEL, PDF, or HTML Output 10,000 Row of CSV Output can be Saved or ed Limited to 12 Months of Data per Report Has a Report Appendix Shows Selection Criteria and Data Excluded from Report Describes How Each Column is Calculated 02/23/2010 FPDS RPTSfy2010v4.ppt 31
32 Ad Hoc Reports new v1.4 fields 1 Under Step 2 old list of ATTRIBUTES 2 New Category of data for Order or BPA call - fields only on the IDV 02/23/2010 FPDS RPTSfy2010v4.ppt 32
33 Ad Hoc Reports new v1.4 fields 1 All new fields from IDV on every order and BPA CALL 02/23/2010 FPDS RPTSfy2010v4.ppt 33
34 Ad Hoc Reports new v1.4 fields 1 Old list of fields under CONTRACT INFO 2 New field TAS Initiative 1 New fields for the 3 parts of the TREASURY ACCOUNT SYMBOL (TAS) 02/23/2010 FPDS RPTSfy2010v4.ppt 34
35 Ad Hoc Reports new v1.4 fields 1 Old list of fields under TRANSACTION INFO 1 Renamed Contract Type to Award or IDV Type 2 New field Part 8 or Part 13 02/23/2010 FPDS RPTSfy2010v4.ppt 35
36 Ad Hoc Reports new v1.4 fields 1 Under old VENDOR INFORMATION 2 VENDOR PHONE NUMBER is a new field 02/23/2010 FPDS RPTSfy2010v4.ppt 36
37 Ad Hoc Reports v1.4 report possible 1 List all orders and BPA Calls Under a Multiple Award IDV where Fair Opportunity Limited Sources is NOT COMPLETED or NULL 02/23/2010 FPDS RPTSfy2010v4.ppt 37
38 Ad Hoc Reports v1.4 report criteria 1 Criteria for orders and BPA calls 2 Check IDV is a Multiple award 3 FAIR OPP is NULL 02/23/2010 FPDS RPTSfy2010v4.ppt 38
39 Ad Hoc Reports start with new or saved 1 Click NEW to start a new report 2 Click here for your saved reports 3 SINGLE CLICK on name to be able to edit it prior to execution. 02/23/2010 FPDS RPTSfy2010v4.ppt 39
40 Ad Hoc Reports run saved report 2 Edit, Execute or report 1 Selected Report 3 Delete report 02/23/2010 FPDS RPTSfy2010v4.ppt 40
41 Ad Hoc Reports select data and criteria 1 Actions, Dollars 2 Fields to Print 3 Selection Criteria 4 Filter on Field not selected 5 Any Field used for Filter 02/23/2010 FPDS RPTSfy2010v4.ppt 41
42 Ad Hoc Reports produce totals 1 Click 4 to get overall TOTALS 2 click calculation 4 click ADD 3 Click SUM, then Dollars or Actions 02/23/2010 FPDS RPTSfy2010v4.ppt 42
43 Ad Hoc Reports filter with typed value 2 Type value, OK 3 Add Filter 1 Manually enter value 02/23/2010 FPDS RPTSfy2010v4.ppt 43
44 Ad Hoc Reports filter known values 2 Values from DB opens 3 Select value, OK 1 Select value from db 02/23/2010 FPDS RPTSfy2010v4.ppt 44
45 Ad Hoc Reports advanced filter - and/or 1 Click Advanced to get and/or and ( ) 2 Select and/or and ( ) as needed 3 ADV = SQL access for filter 02/23/2010 FPDS RPTSfy2010v4.ppt 45
46 Ad Hoc Reports important dollar filter 1 Edit Existing Filter click filter 2 Metric Dollar filter 3 Uncheck, summarize first, then apply filter 4 Check to apply to every CAR! 02/23/2010 FPDS RPTSfy2010v4.ppt 46
47 Ad Hoc Reports last steps and run it 4 Execute 3 Save report 2 Step 4 Lets you format output and get totals. 1 Review report filters any missing? 02/23/2010 FPDS RPTSfy2010v4.ppt 47
48 Ad Hoc Reports 2 Display Report to run 1 Fill in dates one year maximum 02/23/2010 FPDS RPTSfy2010v4.ppt 48
49 Ad Hoc Reports 3 Chart data 2 Edit Criteria 1 Report for PO over $100k, HQ0034, PSC summarized 02/23/2010 FPDS RPTSfy2010v4.ppt 49
50 Ad Hoc Reports 02/23/2010 FPDS RPTSfy2010v4.ppt 50
51 Ad Hoc Reports Automatically Summarizes to the lowest level of detail Must Know the Data Organization and Nuances PIID Agency ID = 9700 for all DoD Awards Contracting Agency and Contracting Office Awarded It Principal POP Location Code (city) is no longer used Contract Type under Transaction Information get PO vs IDC, etc Award Detail is not Achieved Always Unless IDV PIID, PIID, Mod Num, Trans Action are Used Limitation is 5,000 Rows of EXCEL, HTML, or PDF Output 10,000 Rows of CSV Output can be Saved or ed 02/23/2010 FPDS RPTSfy2010v4.ppt 51
52 QUESTIONS 02/23/2010 FPDS RPTSfy2010v4.ppt 52
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