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System for Award Management ► Creating Efficiencies through Integration and Consolidation May 2011
System for Award Management ► Creating Efficiencies through Integration and Consolidation May 2011

System for Award Management

Creating Efficiencies through Integration and Consolidation

May 2011

Current System Landscape ► Federal/IAE systems support the acquisition or award process The Procurement Process
Current System Landscape ► Federal/IAE systems support the acquisition or award process The Procurement Process

Current System Landscape

Federal/IAE systems support the acquisition or award process

The Procurement Process from a Government Agency Perspective

Evaluate Offers/Select Vendor
Evaluate
Offers/Select
Vendor
Create Contract
Create
Contract

Administer

Contract

Solicit

Review

Solicit Review

Requirement

Offers

Generate Requirement
Generate
Requirement
Contract Close-Out
Contract
Close-Out
Offers Generate Requirement Contract Close-Out Receive bids Check wage determinations Performance
Offers Generate Requirement Contract Close-Out Receive bids Check wage determinations Performance
Offers Generate Requirement Contract Close-Out Receive bids Check wage determinations Performance

Receive bids

Check wage

determinations

Receive bids Check wage determinations Performance reporting Contract action reporting Validate entity status Validate

Performance reporting

Contract action

reporting

Validate entity

status

reporting Contract action reporting Validate entity status Validate entity performance Post solicitation and tech data
reporting Contract action reporting Validate entity status Validate entity performance Post solicitation and tech data

Validate

entity

performance

Post

solicitation

and tech

data

entity status Validate entity performance Post solicitation and tech data Includes FedReg Includes FSRS Includes FedTeDS

Includes FedReg

entity status Validate entity performance Post solicitation and tech data Includes FedReg Includes FSRS Includes FedTeDS

Includes FSRS

entity status Validate entity performance Post solicitation and tech data Includes FedReg Includes FSRS Includes FedTeDS

Includes FedTeDS

entity status Validate entity performance Post solicitation and tech data Includes FedReg Includes FSRS Includes FedTeDS
entity status Validate entity performance Post solicitation and tech data Includes FedReg Includes FSRS Includes FedTeDS
entity status Validate entity performance Post solicitation and tech data Includes FedReg Includes FSRS Includes FedTeDS

Federal Systems Supporting Acquisition and Transparency

User actionIncludes FSRS Includes FedTeDS Federal Systems Supporting Acquisition and Transparency Entity data Contract data 2

Entity dataIncludes FSRS Includes FedTeDS Federal Systems Supporting Acquisition and Transparency User action Contract data 2

Contract dataIncludes FSRS Includes FedTeDS Federal Systems Supporting Acquisition and Transparency User action Entity data 2

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Limitations of Current Approach ► Siloed systems Multiple logins – inefficient and confusing Data overlap
Limitations of Current Approach ► Siloed systems Multiple logins – inefficient and confusing Data overlap

Limitations of Current Approach

Siloed systems

Multiple logins – inefficient and confusing

Data overlap among systems – inefficient and creates opportunity for error

systems – inefficient and creates opportunity for error ► Separate hosting, management, and support Various
systems – inefficient and creates opportunity for error ► Separate hosting, management, and support Various

Separate hosting, management, and support

Various standards and service level agreements – may yield varying levels of service

Multiple hosting vendors – more expensive than consolidated hosting

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How the Landscape is Changing Today ► ► Siloed Siloed – – Separate Separate systems
How the Landscape is Changing Today ► ► Siloed Siloed – – Separate Separate systems

How the Landscape is Changing

Today

► ► Siloed Siloed – – Separate Separate systems systems each each with with a
Siloed Siloed – – Separate Separate
systems systems each each with with a a
separate separate login login
data Redundant Redundant – – Overlapping Overlapping
data
► ►
Separate Separate – – Various Various
hosting hosting locations, locations,
managed managed separately separately
locations, locations, managed managed separately separately Includes FedReg Future Includes FedReg Existing Existing
Includes FedReg
Includes FedReg
managed managed separately separately Includes FedReg Future Includes FedReg Existing Existing capabilities,
managed managed separately separately Includes FedReg Future Includes FedReg Existing Existing capabilities,
managed managed separately separately Includes FedReg Future Includes FedReg Existing Existing capabilities,
managed managed separately separately Includes FedReg Future Includes FedReg Existing Existing capabilities,
managed managed separately separately Includes FedReg Future Includes FedReg Existing Existing capabilities,
managed managed separately separately Includes FedReg Future Includes FedReg Existing Existing capabilities,
managed managed separately separately Includes FedReg Future Includes FedReg Existing Existing capabilities,

Future

Includes FedReg
Includes FedReg

ExistingExisting capabilities,capabilities, streamlinedstreamlined forfor efficiency.efficiency.

11 Login!Login! – Functionality

1 Login! – Functionality

accessible accessible at at one one online online location location

to to streamline streamline the the process process

11 DataData Source!Source! – Centralized,

1 Data Source! – Centralized, normalized normalized data data to to eliminate eliminate potential potential for for conflicting conflicting values values

11 Host!Host! – Consolidated hosting to

1 Host! – Consolidated hosting to

reduce reduce O&M O&M costs costs

Consolidated hosting to ► 1 Host! – Consolidated hosting to reduce reduce O&M O&M costs costs
Consolidated hosting to ► 1 Host! – Consolidated hosting to reduce reduce O&M O&M costs costs
Consolidated hosting to ► 1 Host! – Consolidated hosting to reduce reduce O&M O&M costs costs
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IAE Support Service Changes ► SAM Requirements and Operations IBM is documenting SAM architecture and
IAE Support Service Changes ► SAM Requirements and Operations IBM is documenting SAM architecture and

IAE Support Service Changes

SAM Requirements and Operations

IBM is documenting SAM architecture and system requirements and will operate the resulting system

Consolidated Hosting Services

One common database in one hosting location means lower operating costs and greater reporting flexibility

Federal Service Desk (FSD)

Current consolidation of Tier 1 help desk services aligns with 1-system approach

System Development

Requirements will be sent out for bid to 3rd parties to increase competition

approach ► System Development Requirements will be sent out for bid to 3rd parties to increase
approach ► System Development Requirements will be sent out for bid to 3rd parties to increase
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SAM Creates Efficiency for Users ► Entities (e.g., vendors, grantees) One login provides access to
SAM Creates Efficiency for Users ► Entities (e.g., vendors, grantees) One login provides access to

SAM Creates Efficiency for Users

Entities (e.g., vendors, grantees)

One login provides access to all the tools needed to register, record reps and certs, and view and respond to solicitations Streamlined processes decrease the amount of time required for typical registration

Contracting Officers

One login provides access to all the information needed to make an award determination Streamlined, integrated processes simplify and reduce the time required to complete a procurement Elimination of artificial information category divisions simplify data entry

System Administrators

Decreased number of interfaces reduces maintenance challenges and costs

All Users

Increased reporting flexibility by integrating all data into one database

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Area/Capability Alignment ► IAE system capabilities notionally have been organized around six key functional areas
Area/Capability Alignment ► IAE system capabilities notionally have been organized around six key functional areas

Area/Capability Alignment

IAE system capabilities notionally have been organized around six key functional areas

Functional Area

Capabilities

Legacy Systems

 

Manage entity core data

CCR/FedReg – Central Contractor Registration

Entity* Management

Manage certifications/representations

ORCA – Online Representations and Certifications Application

 

Post solicitation and award data

FBO – Federal Business Opportunities

Award Management

Maintain government-wide contract award data

FPDS-NG – Federal Procurement Data System-Next Generation

Manage government-wide subcontractor data

eSRS/FSRS – Electronic Subcontracting Reporting System

Wage Data

Access wage determinations

WDOL – Wage Determination Online

Performance Information

Manage/maintain past performance information

PPIRS/CPARS – Past Performance Information Retrieval System

Manage exclusion list

EPLS – Excluded Parties List System

Assistance Program Catalog

Create/maintain assistance program catalog

CFDA – Catalog of Federal Domestic Assistance

 

Provide security/access control

 

Support

Provide reporting/communications support

Provide internal controls

* For the purposes of this capability area, Entity refers to prime contractors, organizations or individuals applying for assistance awards, those receiving loans, sole proprietors, corporations, partnerships, and any Federal government agencies desiring to do business with the government

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Notional SAM Process Model ► SAM is not a portal to existing systems! ► Processes
Notional SAM Process Model ► SAM is not a portal to existing systems! ► Processes

Notional SAM Process Model

SAM is not a portal to existing systems!

Processes were deconstructed and rebuilt without regard for system boundaries

Logical ordering of process steps Logical grouping of data elements Elimination of data redundancies

Logical ordering of process steps Logical grouping of data elements Elimination of data redundancies
Logical ordering of process steps Logical grouping of data elements Elimination of data redundancies

The resulting system, SAM, will include all the capabilities of the legacy systems, presented in a more streamlined, user-friendly way

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How Will SAM Impact Interfaces? T o d a y Future ► Process Improvements –
How Will SAM Impact Interfaces? T o d a y Future ► Process Improvements –

How Will SAM Impact Interfaces?

Today

How Will SAM Impact Interfaces? T o d a y Future ► Process Improvements – SAM

Future

How Will SAM Impact Interfaces? T o d a y Future ► Process Improvements – SAM

Process Improvements – SAM process-improvement work is identifying ways to reduce the number of interfaces needed

1 Database – As the legacy systems are migrated into SAM, they will be migrating into one database, further reducing the number of interfaces needed

Your Interfaces Will Change!

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What’s Changing When? ► Legacy system capabilities will move to SAM in phases Entity Management
What’s Changing When? ► Legacy system capabilities will move to SAM in phases Entity Management

What’s Changing When?

Legacy system capabilities will move to SAM in phases

Entity Management and the Exclusions Portion of Performance Information
Entity Management and the Exclusions Portion of Performance Information
Entity Management and the Exclusions
Portion of Performance Information
Entity Management and the Exclusions Portion of Performance Information
Award Management and Assistance Program Catalog
Award Management and Assistance
Program Catalog
Information Award Management and Assistance Program Catalog 1st half of 2012 2013 Wage Data Award Management

1st half

of 2012

2013

Wage Data
Wage Data
Wage Data
Wage Data
Award Management
Award Management
and Assistance Program Catalog 1st half of 2012 2013 Wage Data Award Management 2013 2014 Performance

2013

2014

and Assistance Program Catalog 1st half of 2012 2013 Wage Data Award Management 2013 2014 Performance
Performance Information
Performance Information
and Assistance Program Catalog 1st half of 2012 2013 Wage Data Award Management 2013 2014 Performance

TBD

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Highlights of 1 s t Migration Group ► After migration, all the capabilities will be
Highlights of 1 s t Migration Group ► After migration, all the capabilities will be

Highlights of 1 st Migration Group

After migration, all the capabilities will be available at SAM.gov – 1 login!

A new user ID and password will be issued – the system will guide you through the process when you log in with your old user name

Key Entity Management Improvements

Data and process integrated into logical groupings (e.g., Core Data, Reps and Certs)

Registration purpose captured at the start to guide data entry

Process steps reordered for efficiency (e.g., TIN match, CAGE validation, POC collection)

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What’s Next ► Subject Matter Experts have provided input to and validation of requirements for
What’s Next ► Subject Matter Experts have provided input to and validation of requirements for

What’s Next

Subject Matter Experts have provided input to and validation of requirements for the CCR/FedReg, ORCA, EPLS migration group

The next migration group includes FBO, eSRS/FSRS and CFDA

FY10

FY11

FY12

M

A

M

J

J

O

A

S

N

D

J

F

Requirements input through

CCBs,

user groups, and

industry meetings

M

A

M

J

J

O

A

S

N

D

J

F

M

Testing/Deployment/

Integration

M A M J J O A S N D J F M Testing/Deployment/ Integration Government

Government Acceptance and IV&V Testing

A

M

J

J

A

S

Initiate

Requirements

Gathering

Capabilities Available in SAM

5/12

CCR/FedReg,

ORCA, EPLS

Migration

7/10

Development
Development

Solicitation

ORCA, EPLS Migration 7/10 Development Solicitation User Training Certification & Accreditation ► ►

User

Training

Certification &

Accreditation

► ► Subsequent Subsequent migration migration groups groups will will follow follow this this same
► ► Subsequent Subsequent migration migration groups groups will will follow follow this this same same pattern. pattern.
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Staying Up-to-date ► To obtain more information Go to http://sam.gov Write to AskSAM@gsa.gov and ask
Staying Up-to-date ► To obtain more information Go to http://sam.gov Write to AskSAM@gsa.gov and ask

Staying Up-to-date

To obtain more information

Go to http://sam.gov

Write to AskSAM@gsa.gov and ask to be added to the general email distribution list

Participate in our Contract Writing System/Interfaces meetings, if applicable (write to AskSAM@gsa.gov to be invited)

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