Federal Procurement Data System(FPDS) Reports How to Use to Your Advantage

Transcription

1 Federal Procurement Data System(FPDS) Reports How to Use to Your Advantage Version FY 2011.v1 Mr. G. Brian Davidson DMDC -> OSD, AT&L, DPAP /16/2010 FPDS RPTSfy2011v1.ppt 1

2 Objectives FPDS The authoritative source for all federal procurement data Transparency and visibility into contracting Powerful business decision-making, Useful for market research Data Availability Data available within 24 hours of award Public Access has DoD data delayed by 90 days FPDS Report Avenues ezsearch Standard Reports Ad Hoc Queries Slides are a Guide for You on How to run Reports back in the office 11/16/2010 FPDS RPTSfy2011v1.ppt 2

3 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 11/16/2010 FPDS RPTSfy2011v1.ppt 3

4 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 11/16/2010 FPDS RPTSfy2011v1.ppt 4

5 ezsearch Search 4 Enclose multiple words in quotes to require both words 1 Search contract awards 1978 to present 2 Search only Contract ordering vehicles 3 Search Recovery Act Awards 5 Click on GO to start search 11/16/2010 FPDS RPTSfy2011v1.ppt 5

6 ezsearch Results 4 Search on the Results 1 Total Found 2 Click on VIEW to see Entire CAR 3 Top Federal Dept or Agencies found. Click on One to see only their CARs 11/16/2010 FPDS RPTSfy2011v1.ppt 6

7 ezsearch Advanced SEARCH 1 Advanced Search can search within results or new search 2 Click ADD to see fields for the selection criteria 3 Use pull-down to select FPDS field for criteria to open the rest of screen 11/16/2010 FPDS RPTSfy2011v1.ppt 7

8 ezsearch Advanced SEARCH 1 Select one field and value field opens 3 Select SEARCH 2 Must Use FPDS values for LIKE criteria (values on next slides) 11/16/2010 FPDS RPTSfy2011v1.ppt 8

9 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 11/16/2010 FPDS RPTSfy2011v1.ppt 9

10 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 11/16/2010 FPDS RPTSfy2011v1.ppt 10

11 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 11/16/2010 FPDS RPTSfy2011v1.ppt 11

12 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 11/16/2010 FPDS RPTSfy2011v1.ppt 12

13 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 11/16/2010 FPDS RPTSfy2011v1.ppt 13

14 ezsearch Advanced SEARCH 1 Shows criteria used for results shown 2 Export fields shown as PDF or CSV 11/16/2010 FPDS RPTSfy2011v1.ppt 14

15 ezsearch Advanced SEARCH 1 Hit ADD again prior to SEARCH to use more than one criteria 2 Hit SEARCH to execute both criteria 11/16/2010 FPDS RPTSfy2011v1.ppt 15

16 FPDS Standard Reports WHO WHAT WHERE WHEN HOW SYS Admin Awards by Contractor Type Contract Detail Buy American Act Place of Manufacture Contract Detail Bundling & Consolidated Contracts Audit Procedures Contractor Search Federal Contract Actions & Dollars Geographic Report by Place of Performance Procurement History for Market Research Report Buying Through Government Acquisition Vehicle Competition Based on Obligations Procurement History for Market Research Geographic Report by Vendor Location Competition Contracting Office Report Total Actions by NAICS Funding Report Individual Data Item Oversight Tracker Total Actions by PSC Local Area Set Aside Report List of Users Trade Agreements Performance Based Acquisition National Interest Action Purchase Card as Payment Method Rerepresentation Eligible Actions Recycled Content Product Purchasing Data Rerepresentation SB Achievements by Awarding Organization Status of Actions SB Competitiveness Demonstration Program Transfer Action SB Goaling Report Workload Report OfficialSB Goaling Report for FY2005 & /16/2010 FPDS RPTSfy2011v1.ppt 16

17 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 11/16/2010 FPDS RPTSfy2011v1.ppt 17

18 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 11/16/2010 FPDS RPTSfy2011v1.ppt 18

19 By PSC 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 11/16/2010 FPDS RPTSfy2011v1.ppt 19

20 By PSC Report - Workflows 1 Click on Workflow; window opens with any existing workflows 2 Click on PSC Socio Economic Report 11/16/2010 FPDS RPTSfy2011v1.ppt 20

21 By PSC Report - Workflows 2 Export to EXCEL for better analysis capability 1 New PSC report format showing awards by PSC to each business category 11/16/2010 FPDS RPTSfy2011v1.ppt 21

22 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 11/16/2010 FPDS RPTSfy2011v1.ppt 22

23 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 11/16/2010 FPDS RPTSfy2011v1.ppt 23

24 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 11/16/2010 FPDS RPTSfy2011v1.ppt 24

25 DPAP Anomaly Reports FPDS Anomaly Reports Are Sent Monthly by DPAP DPAP Uses FPDS Ad Hoc to Create Anomaly Reports Be Proactive & Fix Anomalies Prior to Monthly Reports DPAP Published Anomaly Report Code for You to Use ata_system_-_next_generation_fpds-ng.html Follow Screen Shots to Duplicate Your Version of Reports 11/16/2010 FPDS RPTSfy2011v1.ppt 25

26 Ad Hoc Verification and Validation Code 1 DPAP web address for Anomaly Reports Code 2 Screen Shots of Anomaly Reports Ad Hoc Code 11/16/2010 FPDS RPTSfy2011v1.ppt 26

27 Ad Hoc Requirements Must Know the FPDS Data Organization and Nuances PIID Agency ID = 9700 to Retrieve all DoD Awards Contracting Agency ID & Contracting Office ID is Awarding Office Principal POP Location Code (city) is no longer used Zip+4 Used Award or IDV Type under Transaction Information gets PO vs IDC Ref IDV PIID, PIID, Mod Num, & Trans Num for CAR Detail Automatically Summarizes to the lowest level of detail Select only fields PSC, ACTIONS, and DOLLARS Report Summarizes all CARs with Same PSC to One Report Line 5,000 Rows of Data into EXCEL, HTML, or PDF Format 10,000 Rows of CSV Data can be Saved or ed Import into EXCEL or ACCESS or any Compatible Software 11/16/2010 FPDS RPTSfy2011v1.ppt 27

28 Ad Hoc - Starting Point Click NEW to Create a new Ad Hoc Report Click Personal Folder to Find Saved Reports Find Name Given to Ad Hoc Report Single Click on Name to Edit, , Delete, or Execute Select Execute Cannot Review Filters Double Click on Name to Execute Without Review Select Edit to Change or Review Filters Edit Can Add Additional Attributes (Fields) to Output 11/16/2010 FPDS RPTSfy2011v1.ppt 28

29 Ad Hoc Create New or Use a 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. DOUBLE CLICK Starts Execution. 11/16/2010 FPDS RPTSfy2011v1.ppt 29

30 Ad Hoc , Edit, Delete, or Execute 2 Edit, Execute or report 1 Single Click Selected Report 3 Delete report 11/16/2010 FPDS RPTSfy2011v1.ppt 30

31 Ad Hoc Same Steps for New or Saved Same Steps to Review or Create a Report 1 Select Metrics 2 Select Attributes 3 Select Filters 4 Layout and Setup 5 Execute 6 Supply Date Range (1 Year Maximum) 7 Display Report 11/16/2010 FPDS RPTSfy2011v1.ppt 31

32 Ad Hoc Steps to Create or Review 5 Execute, Other steps follow 2 Select Fields to Output 1 Select Actions, Dollars or Nothing 3 Setup Filter Criteria 4 Format Output or Create Grand Total 11/16/2010 FPDS RPTSfy2011v1.ppt 32

33 Ad Hoc Step 1 Select Metrics Step 1 Click on 1 Select Metrics Click PLUS sign (+) to Expand Data Categories Award IDV Information Click Folder Name (not +) to Get Fields Select Field for Output Click ADD Select Actions first, then Action Obligation They are METRICS that can have calculations Change Order of Fields in Output Delete Field from Output Save Report Frequently Supply a Report Name ; Click SAVE 2nd Screen Documents the Report 11/16/2010 FPDS RPTSfy2011v1.ppt 33

34 Ad Hoc Step 1 Select Metrics 1 Click here to start Step 1 5 Selected field displayed under 1 4 Click ADD to select field for Output 2 Click + Sign to Expand 3 Click Folder Name to Get Field(s) 11/16/2010 FPDS RPTSfy2011v1.ppt 34

35 Ad Hoc Save Work Frequently 1 Give the Report a Name 2 Click SAVE 3 Highlight field; Move Up or Down or Delete from Output 11/16/2010 FPDS RPTSfy2011v1.ppt 35

36 Ad Hoc Save Work Frequently 1 Report Name 2 Document the Report and Why Filters were Used 3 Click OK 11/16/2010 FPDS RPTSfy2011v1.ppt 36

37 Ad Hoc Step 2 Select Attributes Step 2 Click on 2 Select Attributes Click PLUS sign (+) to Expand Data Categories Award IDV Information Click Folder Name (not +) to Get Fields Select Field for Output Click ADD Field Name Appears under 2 Select Attributes Select Fields in Order of Report Appearance Can Change Order of Fields in Output Can Delete Field from Output 11/16/2010 FPDS RPTSfy2011v1.ppt 37

38 Ad Hoc Step 2 Select Attributes 1 Click here to start Step 2 2 Click + Sign to Expand 5 Selected field displayed under 2 4 Click ADD to select field for Output 3 Click Folder Name to Get Field(s) 11/16/2010 FPDS RPTSfy2011v1.ppt 38

39 Ad Hoc Step 2 Where Are Fields 1 Awarding Agency, Command, Office 2 Contract, Order, Mod Nums 3 Dates 4 PBA, GPC, TAS 5 PSC, NAICS 6 Comp, Fair Opp, Set Aside, Sole Source 7 CAR Type, Who Prepared or Modified it 8 For Orders - IDV info, M/S, IDV Type 11/16/2010 FPDS RPTSfy2011v1.ppt 39

40 Ad Hoc Step 3 Select Filters Step 3 - Click on 3 Select time, filters. Selection Criteria for CARs you want in report Scroll screen down to see ADD Filter area Use pull-down Select an Attribute to select field Select operation under Show Only Show Only select when field has given values Exclude Exclude when field has given values Values that are Null select when field was blank Values Are Not Null select when field has value 11/16/2010 FPDS RPTSfy2011v1.ppt 40

41 Ad Hoc Step 3 Select Filters 1 Click here to start Step 3 2 Scroll Down on right to see Add Filter Area 3 Pull Down to Select Field 4 Pull Down to Select Operation 11/16/2010 FPDS RPTSfy2011v1.ppt 41

42 Ad Hoc Step 3 Select Filters 2 Window opens with values, Select 8(a) Sole Source or what you want 4 8(a) Sole Source would appear here. Repeat 1 4, if more values needed 3 Click OK 1 Click Select Attribute Values to see Values in field 5 Click ADD 11/16/2010 FPDS RPTSfy2011v1.ppt 42

43 Ad Hoc Step 3 Select Filter (continued) 2 Window opens, Type value, Click OK 1 Click Manually enter value 3 Add Filter 11/16/2010 FPDS RPTSfy2011v1.ppt 43

44 Ad Hoc Step 3 Select Filter (continued) 1 Click Metric Filter Use Dollar filter to find awards over $100,000 2 Now only Actions and Action Obligation are available for a filter 3 Select operation Only Values Greater than 4 Manually enter Click ADD 5 Check box to apply to every CAR! 11/16/2010 FPDS RPTSfy2011v1.ppt 44

45 Ad Hoc Step 3 Review Filters Created 1 After ADD, Filter Appears Here 3 Delete Filter 2 Click Filter & re-edit it 4 Keep Adding other Filters 11/16/2010 FPDS RPTSfy2011v1.ppt 45

46 Ad Hoc Step 3 Select Filters(continued) Scroll screen down to see ADD Filter area Select operation under Show Only Show Greater than or Equal Range selection Show Less then or Equal Range Selection Three choices for third box to enter values Select Attribute Values system shows a short list of values available; highlight; click OK Manually Enter You know the value stored; type into new box; click OK Both Can Keep Repeating to Add Multiple Values 11/16/2010 FPDS RPTSfy2011v1.ppt 46

47 Ad Hoc Step 3 Select Filters(continued) Three choices for third box to enter values Select Global Variable used by EXPERTS It Supplies Computer System Values Yesterday s date Current Date Current Hour Current Month Last Month Current Week, Year From Current Date Signed 11/16/2010 FPDS RPTSfy2011v1.ppt 47

48 Ad Hoc Step 3 Add Filter (continued) 3 Window opens with All fields to select for filter 1 If Field Name is not in pull-down for filter, it was not selected for output 2 Click Here 4 Click category to get field names. Click SELECT to use in filter 11/16/2010 FPDS RPTSfy2011v1.ppt 48

49 Ad Hoc Step 4 Layout and Setup Step 4 - Click on 4 Layout and Setup Format the Report Better to Format in EXCEL, so Execute & Export Click On Calculations to Create Totals Click Basic Metrics and Aggregates Click on both Make Selection areas Show Make Selection for Make Selection Result - Show SUM for Actions, Action Obligation Subtotals by Checking Box and selecting field 11/16/2010 FPDS RPTSfy2011v1.ppt 49

50 Ad Hoc Step 4 Total Actions & Dollars 1 Click 4 Layout and Setup 2 click calculations 3 click Basic Metrics 4 Click show make selection, then select SUM, COUNT, etc. 5 Click for make selection, then select Actions, Action Obligation 11/16/2010 FPDS RPTSfy2011v1.ppt 50

51 Ad Hoc Step 4 Total Actions & Dollars 2 Click Here to open window & Select Contracting Office ID 3 click ADD 1 Check Box for subtotals (i.e. by Contracting Office) 11/16/2010 FPDS RPTSfy2011v1.ppt 51

52 Ad Hoc Step 4 Custom Calculation 1 After ADD, Total and subtotal appear here 2 Click Custom Metrics (i.e. Average Dollar Amount per Action) 3 Give Custom Metric a Name 4 Custom choices are here 11/16/2010 FPDS RPTSfy2011v1.ppt 52

53 Ad Hoc Step 4 Custom Calculation 5 After OK, Custom Metric will Appear here 1 Make Selection 2 Make Selection 3 Make Selection 4 Click OK 11/16/2010 FPDS RPTSfy2011v1.ppt 53

54 Ad Hoc Step 5 Execute 3 Execute 2 Save report 1 Review report filters any missing? 11/16/2010 FPDS RPTSfy2011v1.ppt 54

55 Ad Hoc Step 6 & 7 Display Report 2 Click Display Report to run 1 Fill in dates one year maximum 11/16/2010 FPDS RPTSfy2011v1.ppt 55

56 QUESTIONS 11/16/2010 FPDS RPTSfy2011v1.ppt 56

57 BACKGROUND SLIDES FOLLOW 11/16/2010 FPDS RPTSfy2011v1.ppt 57

58 Ad Hoc Sample Report Filters Sample Report Criteria Find Order Where Fair Opportunity is Blank and Must be Completed Fair Opportunity is Valid on Order under Multiple Award IDV Filter CARs that are my Contracting Office ID Filter CARs that are Delivery Order or BPA Call Filter CARs that have Multiple or Single is M Filter Cars that Fair Opportunity is NULL 11/16/2010 FPDS RPTSfy2011v1.ppt 58

59 Ad Hoc Sample Report Step 3 Filters 1 Filter for my Contracting DODAAC 2 Filter for orders and BPA calls 3 Filter IDV is a Multiple award 4 FAIR OPP is NULL 11/16/2010 FPDS RPTSfy2011v1.ppt 59

60 Ad Hoc Sample Report Output 1 List all orders and BPA Calls Under a Multiple Award IDV where Fair Opportunity Limited Sources is NOT COMPLETED or NULL 11/16/2010 FPDS RPTSfy2011v1.ppt 60

61 Ad Hoc 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 11/16/2010 FPDS RPTSfy2011v1.ppt 61

62 Ad Hoc Reports 3 Chart data 2 Edit Criteria 1 Report for PO over $100k, HQ0034, PSC summarized 11/16/2010 FPDS RPTSfy2011v1.ppt 62

63 Ad Hoc Reports 11/16/2010 FPDS RPTSfy2011v1.ppt 63

64 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 11/16/2010 FPDS RPTSfy2011v1.ppt 64

65 Ad Hoc Reports new v1.4 fields 1 All new fields from IDV on every order and BPA CALL 11/16/2010 FPDS RPTSfy2011v1.ppt 65

66 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) 11/16/2010 FPDS RPTSfy2011v1.ppt 66

67 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 11/16/2010 FPDS RPTSfy2011v1.ppt 67

68 Ad Hoc Reports new v1.4 fields 1 Under old VENDOR INFORMATION 2 VENDOR PHONE NUMBER is a new field 11/16/2010 FPDS RPTSfy2011v1.ppt 68