Functionality and Intro to Whats Coming in SR16 SPS Spotlight Series November 2015 New Functionality in SR1515a PKI Labor Rates Size Standards and Unit of Measure Small Business Indicator ID: 808824
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Slide1
Review of New SR15/15a Functionality and Intro to What’s Coming in SR16
SPS Spotlight Series
November 2015
Slide2New Functionality in SR15/15a
PKI
Labor Rates
Size Standards and Unit of Measure
Small
Business Indicator
Automated EDA Attachments
SPS Award Pre-Validation – for GFEBS
Slide3New Functionality in SR15/15a
Beginning with the release of
PD² v4.2 Incr 2 SR15
,
the PD² 4.2 client software is now Public Key-enabled (PKE) for authentication of users to the underlying Sybase Adaptive Server Enterprise (ASE) database
server.
For sites deploying SR15, individual use of a Common Access Card (CAC) to uniquely identify an SPS user should be enforced through local policy and standard operating procedures.
Non-CAC users continue to use the traditional user name/password login
functionality.
Slide4New Functionality in SR15/15a
The logon window has changed in SR15. There are now 2 ways to login to PD
2
, as follows:
The traditional User ID/password option.
Logging in with CAC
Slide5For users who decided to use the CAC option, the first time the Logon with CAC button is clicked, the user will be prompted to register their CAC information.
The following window will appear where the user will enter their PD² login credentials to register as a CAC user.
Again, this is only required for first CAC
login or re-registering a CAC login.
New Functionality in SR15/15a
Slide6New Functionality in SR15/15a
Labor Rates
This enhancement will update PD² to provide the ability to enter labor rates for priced line items that have a line item contract type of Labor Hours (“LH”) or Time & Materials (“T&M”) on awards, agreement, orders, and their modifications.
The system will prevent release of an award, agreement, or order having a priced LH or T&M line item without a labor rate schedule.
A new system administration task will be added where the user can add, edit, or delete a predefined set of labor categories, which can be either active or inactive. Users will be able to view the active, the inactive, or all entries.
Slide7New Functionality in SR15/15a
Labor Rates
Labor Rates are established via the Labor Category task in System Administration.
Slide8New Functionality in SR15/15a
Labor Rate Schedule
If no
Labor Rates have been established, the Labor Rate Schedule window will be blank.
Slide9New Functionality in SR15/15a
Quantity and Unit of Measure
This enhancement will update PD² to prevent release of a contract if a priced CLIN or
subCLIN
with a delivery schedule or period of performance does not have a quantity and unit of measure specified.
In addition, the system will not allow a contract to be released if the unit of measure is specified on both an informational parent CLIN and its priced
subCLINs
or a priced parent CLIN and its informational
subCLINs. Warnings will be issued on pre-approval.
Slide10New Functionality in SR15/15a
Size Standard
PD² will be enhanced to add NAICS and Size Standard data fields at the document level for all solicitation and award level documents.
Based on the NAICS selected at the document level, PD² will populate the associated Size Standard value.
When clause 52.204-8 Annual Representations and Certifications is used on a document, PD² will populate the NAICS and Size Standard fill-ins automatically with the document level information
This enhancement will add Size Standard information as standard data. This will include the Size Standard value associated to applicable NAICS codes as well as a categorization of the Size Standard as either “Employees” or “Annual Receipts”.
Slide11New Functionality in
SR15/15a
Small Business Indicator
This enhancement will update PD² to allow the user to set the vendor size on a document and will require the user to select the vendor size in the Document Classification window before releasing a document.
The PD² Application will be updated to advise the user of the vendor size ("Small" or "Other Than Small") when a user runs the pre-Approval checks.
Slide12New Functionality in SR15/15a
Automated EDA Attachments
Upon release, an Attachments folder is created in the specified EDA path.
Slide13New Functionality in SR15/15a
Automated EDA Attachments
New attachment types will be added to the attachment information
Classification
drop-down.
Classification
will be required for all new
imported
attachments.
Slide14New Functionality in SR15/15a
SPS Award
Pre-Validation – for GFEBS
PD² has been updated to validate that failures have been addressed prior to releasing the contract document.
Contract
documents cannot be released with an “ERROR” or “UPDATED” status.
Documents
with a “WARNING” status send a warning to users but the system does not prevent users from releasing a contract document with this status.
Slide15New Functionality in SR15/15a
Erroneous PD² Clause Functionality with Multi-Modifications Updated
Previously, when creating a multi-modification against delivery orders, contracts or agreements containing clauses, the clauses would display as added and then deleted in the multi-modification Summary of Changes even though no changes were actually made.
PD² has been updated such that no changes display.
This update addresses SCR number 140723-094700-SP.
Slide16Now we will proceed to what is coming in PD² v4.2
Incr
2 SR16.
Slide17Changes Coming in SR 16
PIID (PIIN) Change
PIID (PIIN) Format for Orders and Calls
No Call Order Code
SLOA (Standard Line of Accounting)
Lead Time Events Addition
MCM Release
BPA Discontinuation
Slide18SR16 PIID (PIIN) Change
DoD, GSA, and NASA have proposed to amend the Federal Acquisition Regulation (FAR) to implement a uniform Procurement Instrument Identification (PIID) numbering system across the Federal Government.
This new system alters slightly the way the PIID or PIIN is displayed.
Essentially it removes the dashes from the number format. Following are examples:
Slide19SR16 PIID (PIIN) Change
Old Contract Number Format:
New Contract Number Format
:
Slide20SR16 PIID (PIIN) Change
All new items created in PD
2
in SR16 will use the new format.
Items previously created will continue to use the old format.
Slide21SR16 PIID (PIIN) Format for Orders and Calls
Further, there will be a new PIID (PIIN) numbering format that applies to all Delivery Orders, Agreement Orders, and BPA Calls.
This new format will be similar to orders off a GSA schedule.
Position “9” of the instrument will be set to “F”.
Following are examples:
Slide22SR16 PIID (PIIN) Format for Orders and Calls
Old Delivery Order from a “D” type Contract:
New Delivery Order
from a “D” type Contract:
Slide23SR16 PIID (PIIN) Format for Orders and Calls
Old
Agreement
Order from a
“G or H”
type
Agreement:
N68064-16-G-0001-0002New Agreement Order from a “G or H” type Agreement: N6806416F0002
Slide24SR16 PIID (PIIN) Format for Orders and Calls
Old Call from a “BPA”:
New Call
from a “BPA”
Slide25SR16 PIID (PIIN) Format for Orders and Calls
The new PIID (PIIN) Format changes will also change the format of
Modifications
to these instruments.
Old Delivery Order Modification from a “D” type Contract:
N68064-16-D-0041-000101
New Delivery Order Modification
from a “D” type Contract: N6806416F0011P00001
Slide26SR16 PIID (PIIN) Format for Orders and Calls
The procedures for the creation of all of these instruments will remain the same. Only the numbering system has changed.
Previous orders, calls, and their mods will continue to use the old numbering system
, even when new
mods are created.
Old External Order:
N68064-16-D-0001-SG01
New External Order” N6806416F0003As a result of this, the system will no longer assign “Call Order Codes” to External Delivery Orders, External Agreement Orders, or External BPA Calls.
Slide27SR16 LOA Change
The Deputy Chief Management Officer (DCMO) and Deputy Chief Finance Officer (DCFO) directed efforts to improve financial information and interoperability between business systems.
As part of this effort, they have established the
Standard Line of Accounting.
(SLOA)
With this enhancement, a new funding strip format named “
SLOA
” has been created.
The SLOA funding strip will reside in the same place as the other funding strips i.e. AF, Navy etc.
Slide28SR16 LOA Change
The SLOA Funding Strip will use new fields called “Data Elements”. There will be 26 Data Elements.
Each Data Element will contain a specific amount of characters as prescribed by the Field Name.
Slide29SR16 LOA Change
The following chart shows the “fields” (or Data Elements) and the Field Size that are to be used.
Slide30SR16 LOA Change
The SLOA Funding Strip will display the values entered for the SLOA data elements delimited with a caret (^) value at the beginning of each data element.
A final caret (^) will be placed at the end of the SLOA funding strip.
The SLOA funding strip field will be able to accommodate a maximum of 231 characters including all 26 SLOA data elements plus the caret (^) delimiters.
Here is an example of an SLOA funding strip:
^F1^AF1^^W543^7655^C^0041^^^JW3211^S^^Y04^^RT08^^^^F44600^LAFB4542GF840001^^^^WJ8115456070700^^^
Slide31SR16 LOA Change
^F1^AF1^^W543^7655^C^0041^^^JW3211^S^^Y04^^RT08^^^^F44600^LAFB4542GF840001^^^^WJ8115456070700
^^^
Note: Each “caret” (except for the last) indicates a place for a data element in accordance with the Field Name chart previously shown.
Slide32SR16 LOA Change
When searching for LOAs in the system, the new “SLOA” will be present
.
Slide33SR16 LOA Change
Each data element (or field) will show with its corresponding fill data amount i.e. (6), (4), etc.
Slide34SR16 LOA Change
If an incorrect amount of characters is entered in the field, an informational message will convey.
Slide35SR16 LOA Change
Here is what an SLOA will look like when entered into a document on a line item.
Slide36SR16 Lead Time Event Addition
Sometimes delivery schedules are based on the occurrence of an event rather than a hard delivery date.
For these, PD
2
currently provides the user two event based options to choose from on the Delivery screen of a line item.
They are:
After Date of Contract (ADC) and
After First Article Test Acceptance (AFATA)
Slide37SR16 Lead Time Event Addition
After Date of Contract
After First Article Test Acceptance
Slide38SR16 Lead Time Event Addition
There are, however, other lead time events that can start the process of delivery.
As such, PD
2
will be updated to provide two additional lead time events.
They are:
After Notice to Proceed (ANP) and
After Option Exercised (AOE)
Slide39SR16 Lead Time Event Addition
After Notice to Proceed
After Option Exercised
Slide40SR16 Multiple Contract Mod (MCM) Release
The Multiple Contracts Modification (MCM) in PD
2
allows users to make certain administrative changes and apply those changes across multiple contracts.
Currently, PD
2
does not check the configuration of a user’s Procurement Profile to verify an active warrant is present before allowing the user to release an MCM.
In SR16, the system will require a user to have an active warrant to release an MCM.
Non warranted contracting personnel will continue to be permitted to create an MCM, but will be prevented from releasing the document.
Slide41SR16 BPA Discontinuation
Currently in PD
2
, users are not allowed to discontinue a BPA Master Agreement.
When they attempt to do so, a message is displayed informing the user that the document type cannot be discontinued and to select an agreement.
Slide42SR16 BPA Discontinuation
In SR16, the BPA Master Agreement will have the ability to be marked “Discontinued” to prevent them from being associated with future modifications or BPA Calls.
Slide43Q&A
I believe I am operating on SR15. Will I be receiving SR15a?
The upgrade process and scheduling is handled by each service or command. Please coordinate with your service in order to verify upgrade schedules and software deployment.
Does the Doc Level NAICS data field now populate the CAR, overriding any CLIN NAICS
?
No, the Document Level NAICS value does not override or alter the CLIN level NAICS values. The Document Level value is leveraged for other reporting purposes.
Will the PKI functionality work in a CITRIX environment
?
Currently SPS is certified to work in a Citrix environment with version SR16 and forward. SPS has not been certified to operated within a Citrix environment in prior versions. The PKI functionality has been certified to operated within a Citrix environment in SR16.
Slide44Q&A
Is there a reason for the change in format to F for all orders
?
This change has been mandated by the Federal Government as part of changes to acquisition. SPS is being designed and updated to comply with these regulations
.
With the change of SLOA, it would appear that the user can no longer cut and past a LOA, like present day Misc format? True
?
It will no longer be possible to use the SLOA format and paste an
existing line of accounting directly into the system. It will be necessary to populate each Data Element with the proper values in order to ensure the SLOA is accurate.Will there be a password reset period where the CAC has to be re-registered?
The CAC does NOT need to be re-registered, although local policies may force the user to reset their CAC PIN - agency specific
. The only time a user must re-register is when they are issued a new CAC and must register that new CAC to associate it to their SPS PD user profile.
Slide45Q&A
Just so you know, this function (CAC access) is not working at our site
.
P
lease
contact your Authorized Caller to initiate a ticket with the SPS Help Desk in order to investigate the issue. It is possible the CAC function has not yet been setup or enabled at your site
.
Could you clarify how to do a MOD to a Task Order example: XXXXXX-11-D-0027-001001
?In SR16, if you create a new mod to order XXXXXX-11-D-0027-0010, the number will be generated as always and your new mod will be XXXXXX-11-D-0027-0010-U02 (or whatever the next U number is). You will see the SR16 change if you create a new order from the contract: XXXXXX-11-D-0027. Your new order will be XXXXXX-16-F-0099—where 0099 is the next F order number. The contract number XXXXXX-11-D-0027 will be referenced on the new F order, and will be visible if the user looks at document Properties
Related Documents.
Slide46Q&A
Would
it be accurate to say the order ## will reflect the "F" and the Reference
IDV/PIID?
The order number would NOT reference the IDV/PIID. The order number will simply be the system generated “F” number. To see the IDV it came from, you will have to open it and look on the first page or
go to
Properties
Related Documents.
Slide47Questions?