Beta.SAM Transition Working Group - PowerPoint Presentation

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Beta.SAM Transition Working Group

FedBizOpps (FBO) to Business OpportunitiesJuly 31, 2019

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FBO Transition to Beta.SAM

FBO capabilities are scheduled to transition to Beta.SAM the weekend of November 9th (Veterans’ Day)

Specific transition schedule will be announced by GSA as it nears, but expect a freeze of FBO that weekend for:

Posting and editing notices

Adding or changing officesAdding or changing usersTransition will occur over the long weekend to help ensure minimal downtime during business hoursIn preparation for the transition of capabilities – the test site (also known as the alpha site) for Beta.SAM is open NOW for testing

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Resources:

DoD Procurement Toolbox:

https://dodprocurementtoolbox.com/

beta.SAM tab:

https://dodprocurementtoolbox.com/site-pages/betasamGSA’s library of videos: https://beta.sam.gov/help/library?types=3&type=title

Open GSA for interface connection services:

https://open.gsa.gov/

Opportunities API:

https://open.gsa.gov/api/opportunities-api/

Opportunities SOAP:

https://open.gsa.gov/api/opportunities-soap-api/

NOTICE: SOAP services will be discontinued within one year!

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What we are covering today

Establishing functional user accounts in Beta.SAMContracting Opportunities roles and permissions availableHow they differ from legacy FBO

What you need to think about to prepare your agency / office

A view of Beta.SAM Contracting Opportunities

Some language changes from legacy FBOEstablishing system user accounts in Beta.SAMNext steps…

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Setting Up Functional User Accounts

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Establishing Beta.SAM Accounts – Start at the Homepage (

https://beta.sam.gov)

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Establish an account here

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Part 1 – Login.gov

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All accounts go through Login.gov for authentication (as of August 3

rd)

Login.gov is CAC-enabled

Information you will need:

Your official email address (you MUST use your government email address in order to be assigned government roles)A decision on what option for second layer authentication:Text message to phone capable of receiving a text

Authentication Application – no phone number needed but your IT Office will have to approve adding to your desktop

Security Key

Backup Codes – you’ll receive a pre-generated list of security codes to use when signing in

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DoD Transition Working Group

FBO.gov to Contract Opportunities (at beta.SAM.gov)

What is login.gov? Do I need to register with login.gov to access beta.SAM.gov?

Yes. Login.gov is a service that provides secure and private online access to government programs, such as federal benefits, services, and applications, to include beta.SAM.gov.

Create a login.gov account if you don't already have one. Your old beta.SAM.gov username and password won't work anymore. You'll need to:

1. Create a login.gov account - you only need to do this once

2. Enter email address - use the same email address

for beta.SAM.gov or else you will not get your roles!

3. Have a working phone number (mobile or landline)

4. Login.gov will send you a security code

Note: If you already have an account with Login.gov tied

to your government email address (e.g., legacy SAM,

USAJobs

),

you do not need another one – just sign in here

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Steps for creating an account in LOGIN.GOV

LOGIN.GOV step 1 of 4:

Access LOGIN.GOV to create your single sign-in account.

Enter your valid government email address and a notification will be emailed as a validation step before you can continue.

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LOGIN.GOV step 1 of 4 continued:

The email address you entered will appear here.

Check your email for your confirmation notification and close this window. This next steps will be accomplished from a link provided to you in your email.

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LOGIN.GOV step 1 of 4 continued:

This is the email you will receive to confirm your email account. Copy and paste the link into your browser and continue. After 24 hours this link is no longer valid and you’ll need to start again.

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LOGIN.GOV step 2 of 4:

Now that you confirmed your email you are ready to continue.

Create a strong password that is at least 12 characters long and confirm the password.

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LOGIN.GOV step 3 of 4:

In order to use your PIV/CAC card to access your account, select this radio button. Follow the on-screen prompts. You will be asked to type your PIV/CAC password.

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LOGIN.GOV step 3 of 4 continued:

When you receive this message your account is now set up to use your PIV/CAC as your FIRST authentication method.

You’ll need to set up a SECOND authentication method. I used my cell phone. Whatever you decide to use the screen prompts will guide you.

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LOGIN.GOV step 4 of 4:

EVERY time you access your account you will be prompted for the SECOND layer authentication.

You’ll need to make the decision on what works best for you/your organizational policies. Without completing this step, your account is not set up.

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LOGIN.GOV step 4 of 4 continued:

If using your cell phone as your SECOND authentication layer, enter the phone number here.

You’ll need to decide on whether you want to receive a text or phone call to receive your one-time use security code.

Select whether this is your default phone or not.

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LOGIN.GOV step 4 of 4 continued:

Within seconds I received a text message to my cell phone with my one-time security code.

Enter the code provided to you and submit.

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LOGIN.GOV Success:

When you receive this message you have successfully established you LOGIN.GOV account.

NOTE:

beta.SAM is NOT LOGIN.GOV enabled yet. Target date: August 3

rd

After you hit “Continue” you will be sent back to Beta.SAM to set up your account

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Part 2 – Beta.SAM Account

(You aren’t done until you do this)

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Next you will complete your profile in Beta.SAM:

Some info will prefill from Login.gov (should show up as

Dept

of Defense)

Complete the remaining fields – in Sub-Tier, you can search for your Level 2 Service or Agency (

e.g

, Navy, Army, DARPA)

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You will be offered an opportunity to Request Roles:

User does not have to Request Roles at this point – skip for now

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Skip and finish

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You will be taken to My Workspace – from now on, this is your landing page after signing in

Where you can request or migrate roles

To access your profile

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My Profile Page

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Users (developers) that need a Public API Key, can request one here

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Contracting Opportunities

Roles and Permissions

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Roles and Permissions

Beta.SAM is a role-based system – other than ‘View’ and ‘Search’ capabilities, every action requires the user to have appropriate roles and permissions

Beta.SAM is separated into functional “Domains”

Posting / editing of contracting notices is in the “Contracting Opportunities” domain

A few ‘standard’ roles will persist across multiple domains (e.g., Contracting Officer, Contract Specialist); but must be requested and approved by domainThe “Role Administrator” role is the key role – approves / disapproves all user requests in their domain; can also assign roles directly to users

They also have all permissions in each domain as a default

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Each Service / Agency needs to determine who will have the “Role Administrator – Opportunities” role for your Service / Agency (can have more than one)

DPC recommends that you plan to have at least one person serve as the Role Administrator in each office (

e.g.,DoDAAC

)

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Contract Opportunities Roles – Anticipated User Questions

Is a beta.SAM.gov user account required to access Contract Opportunities?

Yes. If you had an FBO.gov account, you will need to create a new beta.SAM.gov account before you can migrate your role to Contract Opportunities.

Will my account/role in FBO.gov automatically transfer to beta.SAM.gov?

No. Regardless of whether you have an existing account, all users will need to create a new account in beta.SAM.gov.

Can I have more than one role in Contract Opportunities?

No. Users are allowed one role per domain. If you have multiple roles in FBO.gov, delete the additional role(s) in FBO.gov before migrating the role into beta.SAM.gov.

What are the roles and default permissions in Contract Opportunities?

The roles have been consolidated from five to four. The next slide contains a cross-walk of roles from FBO to Opportunities.

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Role Changes – FBO to Beta.SAM

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User Tip for role selection:

Administrator

– manages user roles for the service/agency with the highest permission level

Contract Officer

– contract specialist or other acquisition professionals may be approved for this role as determined by the service/agency

Contract Specialist

– same permissions as the contracting officer

excluding publishing and delete rights

Engineer

– this is not an official role, instead select the role of contract specialist and the approver can deselect from the default permissions

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Role and Permissions Matrix

This chart provides a quick reference of roles and default permissions in Contract Opportunities.

*

Engineer

–

select the contract specialist role and deselect permission to the lowest level needed. For example, an engineer may only require access to view and upload attachments.

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Role Description

Administrator

Contracting Officer

Contract Specialist

Engineer (CS role)*

Manages permissions

(Approves/deletes roles)

X

 

 

Create an opportunity

(Combined Syn/Sol & Justification)

X

X

X

 

Add Attachments (Public/controlled)

X

X

X

X

Add Links

X

X

X

 

Post an Opportunity

X

X

 

 

Follow an Opportunity

X

X

X

 

Edit an Opportunity

X

X

X

 

Edit an Attachment

X

X

X

 

Delete an Attachment

X

X

 

 

Delete an Opportunity

X

X

 

 

Change the Interested Vendor List (IVL) settings

X

X

 

 

Note – only a user with the Contracting Officer or Administrator roles can “Post” or “Delete” an opportunity notice

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Contract Opportunities Roles – Anticipated User Questions, part 2

Can default permissions be modified?

Yes. Each role has a core set of default permissions, however privileges are configurable per user. If you require higher level permissions than what is offered, select the higher level role and then deselect permissions down to the access required.

How will my supervisor be notified of my role request?

When you request a role, you are required to identify the name and e-mail address of your supervisor. Once submitted, your supervisor and the system administer will receive an e-mail notification, however no action is required on behalf of the supervisor to complete the approval process.

How easy and navigable is the role approval process for an administrator?

The process is intuitive. Refer to the screenshots on the following slides which display the administrators view when approving a role for a contract officer and contract specialist. The permissions greyed out cannot be modified. Only the permissions (highlighted boxes) can be selected or deselected.

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Contracting Officer Role – Default Permissions

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Contracting Specialist Role – Default Permissions

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To limit capability for users just to load attachments (i.e., the old engineer role); deselect the permissions for notices here

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Contracting Opportunities

Notice and Language Changes

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Major changes from FBO.gov to Opportunities:

Terminology

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Major changes from FBO.gov to Opportunities:

Notice Types & Interested Vendors List (IVL)

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System Access Requirements and Procedures

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Before you request system access:

GSA created a video on how to request system account access:

https://alpha.sam.gov/cm/videos/detail?id=193

alpha.SAM is CAC/PVI enabled. Complete your login.gov registration:

https://login.gov/ or access through alpha.SAM from the landing pageThe requestor will need an account and an account role in beta.SAM

The requestor should have system knowledge and will be point of contact for all questions and contact from GSA

Double check existing roles within “my workspace” “my roles

If either of these roles are NOT currently approved: System Account Admin or

System Manager then submit to request one. The requestor does not need both.

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Information you’ll need for the system access form:

A copy of the current Authority to Operate (ATO)

The unique name of the system

Interfacing system name and version (check the ATO)

System description and function. Doesn’t have to be lengthy but it needs to be specific.System account administrators: name and email (1 or 2 people)Knowledge of whether access to FOUO is required

IP address information

Security Official name and email. Does not need a SAM account.

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System access form:

Log-in to your beta.SAM account

Go to your “workspace”

Find the “admin widget” and click on it

Scroll down to find “system account” and select itAt this point the system access form will populate your screen

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System access form (page 1):

Use information from the Authority to Operate for these fields

Be specific. It doesn’t have to be lengthy.

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System access form (page 2):

Search using the “advanced” tab

These are the SME’s for the system and have accounts with roles of System Account Admin OR System Manager in beta.SAM

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System access form (page 3):

There are multiple options for this page. Select only what is needed.

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System access form (page 3 continued):

If access is required to “For Official Use Only” then an additional page will open that must be completed.

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System access form (page 4):

Enter your IP Address here. Double check it to be sure you have the correct IP Address entered.

What type of connection? SOAP Service – phased out within one year or API?

This person does NOT need to have an account in beta.SAM.

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System access form (page 5):

The current Authority to Operate (ATO) is uploaded here.

Before submitting the form, the option to review the information is available. When finished, certify and submit.

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System access form (final page):

At submission, the status will be “pending approval” and will remain as such until a decision is made by the GSA IT Security Team. Check for status updates here as well.

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DoD Systems Testing:

Testing is available/on-going with alpha.SAM

Testing notifications are sent repeatedly

Specific focused testing opportunities are set up and typically repeat 3 or 4 times

Testing can continue after the focused opportunities but response to your issue will be delayedAdditional opportunities are set up for help and GSA requests you run your system diagnosis/analysis before contacting them

When contacting GSA for system testing please be as specific as possible. Include error messages and screen shots if possible

Contact: Newsam Testing [newsamtesting@gsa.gov]

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DoD Engagement with Testing:

DPC sends “blast” email messages as soon as information is available. If your organization isn’t receiving the information, contact: wyoma.e.smith.ctr@mail.mil

Testing by DoD has been very limited (to the best of our knowledge) and those who have engaged:

Two people from Department of Navy – DoDAACs

Eight people from Department of Navy and Army – FPDSOne person from Department of Army – Hierarchy

One person from Department of Army – beta.SAM

No need to report to DPC if your systems have been testing or are ready to test but it is critical that testing happen

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Next Steps

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Preparing your Service / Agency

Review your organization’s existing presence on legacy FBO

Make sure your users on the legacy website for which you want their roles migrated have active accounts (e.g., they have signed in within the last 90 days prior to transition)

Make sure your users’ accounts on the legacy website have updated email addresses – the email address is the key for migrating roles

Make sure notices are being archived in a timely fashion

You do not need to have users get accounts in legacy FBO if they don’t already have them – they can start new in Beta.SAM

Encourage users to establish accounts in

https://www.Beta.SAM.gov

AFTER Login.gov is deployed August 3

rd

Determine who you want to be the “Role Administrator” for Contracting Opportunities at the Service/Agency level

Determine how you will manage role assignments at lower levels (i.e., delegate, centralize, or combination

Identify users to test in the Alpha site in order to become familiar with the screens and capabilities (thanks to those who are already testing!)

If you have a system that plans to integrate with Beta.SAM to submit notices, start testing now

Next Meeting: Tentatively Wednesday, August 14

th

(morning)

We’ll delve more into hierarchy and the processes for requesting/migrating/approving roles

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