Expanded Funds Management (EFM) Training: Contractors - PowerPoint Presentation

Expanded Funds Management (EFM) Training: Contractors

EFM Contractor Training Glossary 2 Term Definition COM Commodity (task item type) - A fiscal task type for hardware, software, and peripherals. Contractor Bid Table An excel sheet exportable from the Market Analysis document showing information from Contractor bids at the task item level. Delivery Date The Order level Delivery date is the maximum Delivery Date of all active COM task items. Dollars Subform The Dollars subform has fields for capturing costs, fees, totals, and other money-related values. The Dollars subform needs to be populated and submitted prior to certification of funds. Fee-only Task Item A type of task item that is solely for the purpose of charging the client a fee by the GSA. Can be categorized as an Initial Award Fee, Consulting Fee, Mod Award Fee, or Other. Always will have surcharge type of Flat Fee. FFP Firm Fixed Price - A fiscal task type in which costs are applied towards deliverables. Flat Fee A type of GSA Fee where the client is charged a flat rate. Flat fees are billed to the client upon acceptance of the first invoice against the task item. LAB Labor – A fiscal task type in which costs are applied on a monthly basis.

EFM Contractor Training Glossary cont. 3 Term Definition MIX Order type that included both a Commodities (COM) type and Labor (LAB) or Project Firm Fixed Price (FFP) type. Users no longer have the ability to create orders with the order type MIX. POP End Date The order-level POP End date is the maximum POP End date of all active LAB/FFP task items. POP Start Date The order-level POP Start date is the minimum POP Start date of all active LAB/FFP task items. Surcharge Amount The calculated product of the cost of the task item times the task item surcharge rate. Surcharge Rate A percentage used to calculate the GSA Fee if the type of fee for the task item is Surcharge. Task Item A part of a task/delivery order. A task item has its own attributes and obligations. Total quote $ Sum of all Task Item Quote Amount values.

EFM Business Drivers Mitigates audit risk by tying specific funds to specific performance periods Allows order funding to be differentiated (tagged); i.e. Cost to GSA and GSA Fee can be funded from different sources and tracked separately.Allows the total ceiling amount of an order to be trackedAllows for identification of task item expiration dates, i.e. base and option years may be entered upon initial order creation but not exercised until a future date. 4

Constraints EFM flat file transmissions to financial system of record do not change with EFM Each order will continue to have a maximum of 796 subtasks (citation obligations) 5 *EFM structure requires thought and is not system generated

RBA Workflow 6 EFM Impact

Major EFM Requirements Ability to plan, fund and award at task item level Greater reporting and planning capabilities Identify the entire order up front Ability to fund Cost and GSA fee separately Fund GSA fees portion of order with a different citation Bill client funds according to client’s requirements Ability to charge the client a fee Charge the client for procurement legwork Charge the client a fee independent from contractor work delivered 7

Task Item A task item is a specific itemized task that belongs to an order Can be base year, option yearsCan be identified by client funding Each order consists of at least one task item Task items should be used sparingly (work multiplier) The task items belonging to an order make up the order An order is not an order without its task items 8

An Order can have multiple task items… 9

Pre-EFM Order Attributes 10

Post-EFM Order Attributes 11

Task Item Attributes 12 These task item attributes are for task items of Type COM, FFP, or LAB

Post-EFM Order Attributes 13 Order level values derived from task item values: Type → based on task items awarded on basic order mod 00 POP / Delivery Dates → based on minimum and maximum dates BFY → based on maximum BFY of all awarded task items Cost to GSA → the sum of all awarded task item Cost to GSA amounts Fee Amount → the sum of all awarded task item Fee amounts

Pre-Award Process 14 Contractors provide the GSA with a Quote Amount for each active and inactive Task Item on the order

Awarded BOMSOW / Bottom of form / Contractor user / View mode 15 View all of the task items on the order. Quote amounts are collected for each task item regardless of whether the task item is active or inactive. Active task items are funded and awarded on the basic order leg. Inactive task items may be activated and thus funded and awarded during an Order Mod in the future. Item No. uniquely identifies the task item LAB and FFP task items have individual POP From and POP To dates. Each COM task item has a Delivery Date.

RFQ / Contractor user / View mode 16 Task items are displayed on the RFQ for bidding at the task item level

RBA & e-Buy Solicitation Process 17 Contractor creates a Quote in e-Buy and enters a quote amount for each task item. A dollar amount is not required for a response to an RFI. Contractor creates a Quote in ITSS and enters a quote amount for each task item

e-Buy Quote Review / Contractor user 18 The Unit Price field in e-Buy maps to the Task Item Quote Amount field in ITSS If the contractor submits a quote in e-Buy and they are not registered in the RBA, their quote data will be transmitted back to ITSS and displayed within a Quote Summary page Task Items are displayed in a table as rows

ITSS Quote / Top 1/2 of form / Contractor user / Edit view 19 Select a contract number or Open Market Type a quote body and/or attach a file

ITSS Quote / Bottom 2/2 of form / Contractor user / Edit view 20 Total Quote $ is calculated as the sum of all Task Item Quote Amount values Users must indicate a Task Item Quote Amount for each task item regardless of whether it is active or inactive Click No Bid if Quote submission is not desired

Purchase Order / Contractor user / View mode 21 Task item detail will be displayed as a grid in the schedule section of the Purchase Order form(s)

Creation of an Acceptance Information Document Acceptance Information Documents can be created by GSA users and contractors any time after the basic Purchase Order is awarded Acceptance Information Documents accompany invoices imported from VITAP Invoice amounts submitted to VITAP are a lump sum Users must itemize the total invoice amount by task item using the Acceptance Information document Payment of an invoice cannot be processed in ITOMS until the Acceptance Information document is matched to an invoice imported from VITAP 22

Creation of an Acceptance Information Document, con’t. For task orders with FFP and LAB task items, all invoice charges/credits must be task item specific (only one task item) unless concurrent task item periods of performance exist. If an invoice is submitted for multiple task items with concurrent periods of performance, then all invoice charges/credits must be service month specific (i.e., one service month only). 23

Creation of an Acceptance Information Document, con’t. Invoices that result in a net charge (i.e., net value >$0.00) will be processed as normal. However invoices that result in a net credit (i.e., net value <$0.00) will NOT be accepted. For invoices that result in a net credit the vendor shall handle the submission as follows: New charges, if any should be submitted as an invoice as normal Refunds must be submitted as a refund check from the vendor worth 100% of the credit (and excluding any new charges) 24

Within the Post-Award Workflow Context 25 GSA users do not have to wait for clients to give Client Authorization to proceed. GSA users can give Final Authorization as soon as the Acceptance Information document is submitted. Acceptance Information documents require the Total Invoice Amount itemized by task item

Create an Acceptance Information Doc 26 The Acceptance Info button is displayed on the COI to GSA users and Contractors on awarded orders. Clicking Acceptance Info will open a new Acceptance Information document in Edit mode.

Creation of Acceptance Information Document / Top 1/2 of form / Contractor user / Edit mode 27 Enter the Date the goods/services were delivered. Reminder : If invoicing for multiple task items with concurrent periods of performance, then all invoice charges/credits must be service month specific (i.e. within only one service month). Entering an Invoice Number is useful for identifying and locating the Acceptance Information document Enter comments about the AI document

Creation of Acceptance Information Document / Bottom 2/2 of form / Contractor user / Edit mode 28 The Amount Delivered table displays all awarded task items Users must enter a Task Item Invoice Amount indicating the total invoice amount itemized by task item. If a task item is not being invoiced $0.00 can be entered. Click Calculate to calculate the total Acceptance Information amount. Click Submit to validate and save the data.

Acceptance Information Submission Confirmation / Contractor user 29 Upon successful validation and submission of the form, the user is displayed a confirmation page. The Acceptance Information document status will update to Client Acceptance Requested and will appear as an action item on the client homepage Action Item list.

Acceptance Information Document / Top 1/2 of form / Client user / Edit mode 30 When the client accesses the Acceptance Information they have the ability to accept, partially accept, or reject the AI document. GSA users give final acceptance on AI documents. Client acceptance is not systemically linked to GSA final acceptance. Clients are displayed the task items in a table with their corresponding task item invoice amounts. Client Task Item Invoice Amounts include the GSA Fee amount per task item. If partially accepting the invoice then clients are required to enter Client Partial Accepted Amount for each task item

Acceptance Information Document / Bottom 2/2 of form / Client user / Edit mode 31 Invoice Date is the date of the invoice Date Received is the date that the client received the goods/services. Services are received the last day of the service month. Goods are received on the day the goods are signed for. Date Accepted is the date the client accepts the goods/services. Should be within 7 days of the date received.

Acceptance Information Document / Bottom 2/2 of form / Client user / Edit mode 32 Client Authorization (aka Client Acceptance) is all or nothing: the user can accept the entire AI doc or the user can reject the entire AI doc. If the user wants to accept a single task item invoice amount but reject another then they must select Client Partial Acceptance and populate the accepted task item Client Partial Acceptance Amount with the full task item amount and populate the unaccepted task item Client Partial Acceptance Amount with either zero or a portion of the full amount. Click Submit to validate the amounts, save the data, and send the AI doc to GSA for final acceptance

Acceptance Information Submission Confirmation / Client user 33 Upon successful validation and submission of the form, the user is displayed a confirmation page. The Acceptance Information document status will update to GSA Acceptance Requested and will appear as an action item on the CSR’s homepage Action Item list.

Acceptance Information Document / Top 1/3 of form / GSA user / Edit mode 34 View information about the order View the Acceptance Information status Verify and/or enter the required AI information. If the AI document has Client Authorization then the AI document will be populated with data entered by the client.

Acceptance Information Document / Middle 2/3 of form / GSA user / Edit mode 35 View Acceptance Information values per task item as entered by the user who initially submitted the AI document and Client Partial Accepted Amounts if entered by the client If partially accepting the invoice then a Partial Amount Accepted is required for each task item. For each task item, the Partial Amount Accepted value can be: $0.00 between $0.00 and the full Contractor Invoice Amount for the task item the full Contractor Invoice amount for the task item Click the Calculate button to calculate all the AI Totals

Acceptance Information Document / Bottom 3/3 of form / GSA user / Edit mode 36 Final Authorization (aka GSA Final Acceptance) is all or nothing: the user can accept the entire AI doc or the user can reject the entire AI doc. If the user wants to accept a single task item invoice amount but partially accept or reject another then they must select Partial Acceptance and populate the Partial Amount Accepted field for each task item. Click Submit to validate the amounts and save the data. If Final Authorization is Accepted or Partial Acceptance then the Invoice will flow down to ITOMS for further processing. If client enters the dates then they will be populated for edit by the GSA user

Acceptance Information Submission Confirmation / GSA user 37 Upon successful validation and submission of the form, the user is displayed a confirmation page. If the Acceptance Information document is matched to an Imported Invoice and the GSA Final Authorization is either Accepted or Partial Acceptance then the Invoice (with AI document information) will flow down to ITOMS for Invoice Processing.

Within the Post-Award Workflow Context 38 GSA users can create an Order Mod any time after the basic order is awarded If task items are added to or removed from the order during an Order Mod then task item business rules enforce that either an RFQ is issued or a bilateral PO is issued

Order Modification Privileges 39 User Role | Action Create Edit View GSA User    Client  Contractor  *Clients and Contractors no longer have the ability to propose or edit existing Order Mods

Questions & Support For questions regarding AAS Policy please contact randy.matlack@gsa.gov, gale.greenwald@gsa.gov, or robert.niewood@gsa.gov For questions regarding the RBA EFM Contractor training module please contact RBA Technical Support: Phone: (877) 243-2889Email: helpdesk@gsarba.com 40