U.S.

General Services Administration

Federal Acquisition Service

System Generated
Procurement Instrument
Identification Numbers (PIIDs)
GSA RBA User Training Module
 System Generated Procurement Instrument
Identification Numbers Training Overview
Description: This training module will take you step-by-
step through changes made to the Regional
Business Application (RBA) in support of the
automation and standardization of numbering
conventions for Procurement Instrument
Identification Numbers (PIIDs) in RBA.

Navigation: If the tutorial opens up in your web browser, simply click your mouse or your space bar to advance to
the next slide. Use the “Backspace” key to go back. If the tutorial opens in the PowerPoint application, click on
“F5” to view the tutorial. Use the spacebar or click your mouse to advance to the next slide. To go back, click on
the “Backspace” key.

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 U.S. General Services Administration

Federal Acquisition Service

Purpose
 The purpose of this training is to teach you:
 How the Regional Business Application (RBA) automatically generates
standardized Procurement Instrument Identification Numbers (PIIDs)
for each order
 The structure of the 13 character PIID vs. the 14 character PIID
 How the Preparing Contracting Office Code (PCOC) is generated
 How the winning quote/offer determines PIID Code options
 Where the system populates the PIID on Purchase Orders (POs)
 How the system will address orders in transition

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 U.S. General Services Administration

Federal Acquisition Service

Background
 Currently, AAS does not have a standard, automated, integrated way to
generate Procurement Instrument Identifiers (PIIDs). This functional gap
has resulted in numerous regional ‘cuff’ systems and manual processes.
 Additionally, because it has not been
GSAM Excerpt
standardized, there are currently few
validations within the systems to ensure
that compliance with the requirements
of the FAR and the GSAM are being
achieved. Further, since the absence of
an automatic population requires
manual entry, there are a fair number of
typographical errors that have resulted
in significant problems using the PIID
number across systems. 4
 U.S. General Services Administration

Federal Acquisition Service

Background, cont’d
 For example, erroneously entered PIIDs in the RBA / NBA are unable to
match up with PIID numbers entered into FPDS-NG, resulting in ‘system
error’ messages when using the FPDS-NG web-services.

 Finally, more web-services are being considered (including the FAS

initiative to establish an Electronic Content Management System, ECMS,
which will be the ultimate repository for our Electronic Contract Files in the
RBA and NBA), and these web-services will require the use of the PIID as
a standard key for cross-referencing and successful transmission of
information.

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 U.S. General Services Administration

Federal Acquisition Service

Business Drivers Behind the Enhancement

 This will create an AAS standard methodology (vice many regional variations).

 This will enforce FAR and GSAM compliance (vice allowing for potential deviation).

 This will integrate the functionality into our ordering systems (vice requiring cuff
systems).

 This will automate the functionality (vice requiring some manual processing).

 This will reduce typographical errors (which will improve our FPDS-NG reporting and
web service usage and eventually our transmission of our Electronic Contract Files
into the FAS Enterprise repository Electronic Content Management Systems).

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 U.S. General Services Administration

Federal Acquisition Service

Impact of PIID on RBA Workflow

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The Preparing Contracting Office Code
 The first of the new data elements is
the Preparing Contracting Office Code Mapping of Region and Program to PCOC
(or PCOC). These are the 5-digit
codes that are required in FPDS-NG.
The GSAM requires that the first 2-
digits of the Preparing Contracting
Office Code appear in the PIID
numbering convention.

 The system will be able to automatically

determine what the appropriate PCOC
should be based upon your input for the
Region and the Program on the COI in
the RBA.

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Decision Logic Used to Generate the PIID
 The next part of this enhancement deals with the additional decision logic to
determine whether the generated PIID should be either:
a) 13-characters, as is the case for delivery/task orders and calls, or
b) 14-characters long, as is the case for basic procurement instruments
such as agreements, contracts, and purchase orders.

 You will continue to process acquisitions as normal. You will:

 Complete the COI (with the additional PCOC displayed),
 Complete the BOM/SOW, and
 Complete your solicitation process (either via an RFQ with the selected
winning quote/offer on the Market Analysis or via a Directed Buy with the
selected winning quote/offer).

 It is after you have selected your winning quote/offer that the additional decision
logic will kick-in.

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Decision Logic Used to Generate the PIID,
cont’d
 If the winning quote/offer references a contract number that is ‘Pending
Approval’ you will not be able to proceed until that contract number is approved
and available for selection.

 If the winning quote/offer references an existing contract number (for example,

a Schedule or GWAC number); you will be given the opportunity to select a list
of PIID Codes, two of which will result in a 13-character PIID (these are “NA –
Delivery/Task Order” and “NA – BPA Call”. There is a third option “A – Blanket
Purchase Agreement under a Schedule contract” but this will generate a 14-
character PIID.

 If the winning quote/offer does not reference an existing contract number and
instead is listed as ‘Open Market’; you will be given the opportunity to select
from a different list of PIID Codes, all of which will result in a 14-character PIID
number.

 Let’s take a further look at the options you can select for the PIID Codes.

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PIID Code Options
 With the selection of the winning quote/offer (either against an existing contract
number or Open Market), you will be given a list of PIID codes to select from.
 They are as follows:
 If the winning quote/offer references an existing contract number –
– NA – Delivery / Task Order – this will be used for the issuance of any
orders against existing contracts (including Schedule contracts and
GWACs, as well as other contracts that permit ordering).
– NA – BPA Call – this will be used for the placement of calls against an
established Blanket Purchase Agreement.
– A – Blanket Purchase Agreement under a Schedule contract – this will
be used for the establishment of Blanket Purchase Agreements in
accordance with FAR 8.405-3.

PIID Code Options for Contract Number

The code “NA” means that the PIID Code is ‘Not Applicable’ for the creation of the
PIID and will result in a 13-character PIID. All other codes (“A,” “C,” “D,” and “P”)
are applicable for the creation of the PIID and will result in a 14-character PIID. 11
PIID Code Options, cont’d
 If the winning quote/offer does not reference an existing contract number,
but rather is Open market –
– A – Agreements (including basic agreements, BOAs and BPAs) – this
will be used for the establishment of various types of agreements under
FAR parts 16.702, 16.703, and 13.303.
– C – Contract (including letter contracts, contracts referencing basic
agreements or BOAs; excluding indefinite delivery contracts) - this will
be used for all definite delivery contracts and definitized contracts.
– D – Indefinite Delivery Contract (including definite quantity,
requirements, and indefinite quantity) – this will be used for all indefinite
delivery contracts per FAR parts 16.502, 16.503, and 16.504.
– P – Purchase Order (open market simplified acquisition) – this will be
used for all purchases made using the simplified acquisition
procedures.

PIID Code Options for Open Market

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The Fiscal Year of Award
 The final new data element in determining the PIID is the Fiscal Year.
 You should select the Fiscal Year that corresponds to when you will be making
the award.
 Generally, the PIID will include a 2-digit representation of the current fiscal year.
Therefore, the required Fiscal Year field will default to the current fiscal year.
 However, in some instances you may be preparing all of your award decision
documentation well in advance of your intended award date. This could include
preparing all of your award decision documentation in the current fiscal year for
an award that is anticipated in the next fiscal year. Therefore, the required
Fiscal Year field is editable and you may select the next fiscal year in the event
that you are preparing all of your award decision documentation in advance.
 It is not tied to the task item funding Budget Fiscal Year field.
 This is the final new piece of data that is required to generate the PIID, so let’s
look at putting it all together.

Fiscal Year of Award on Market Analysis Fiscal Year of Award on Directed Buy

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What is the PIID Structure?

 The PIID structure varies depending on whether the order is a basic procurement
instrument or order and call instrument.
 The Order and Call Instrument
Delivery or task orders under indefinite
delivery contracts and schedule contract 1
orders are identified by placing a 13-
character alphanumeric identification number
in the order number block. The basic
indefinite delivery or schedule contract
number is placed in the contract number
block of the order form.
1
 The Basic Procurement Instrument 2

The basic procurement instrument

identification number is normally assigned at
award. The contracting office may assign it Note:
when they receive a procurement request to 1. Preparing Contracting Office Code
2. Not included in the 13 character PIID
facilitate procurement tracking. The basic
procurement instrument identification number
stays the same throughout the life of the
procurement instrument and, is 14
alphanumeric characters. 14
System Generation of the Order’s PIID
 The system generates the PIID, with the appropriate 13 character or 14
character structure, the first time you successfully submit the Market Analysis
(or Directed Buy).
Submit the Form to System Generate the PIID
 Source of PIID Values
The system gathers the PIID elements as
follows:
 Agency Code - Always “GS”
 Regional/CO Code - 2 digit regional/contracting
office code
 Service Office Code - Always “T”
 Fiscal Year of Award – Selected by you on the
MA/DB
 PCOC - Derived by the system on the COI
 PIID Code – Selected by you on the MA/DB (if
Open Market)
 Serial Number - Next sequential number assigned
by the system.

 What is the Serial Number?

The Serial Number is a sequential number, from 0001 to 9999, per region, per
fiscal year, per PIID Code. Its helps to ensure uniqueness among each ID.
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Viewing the PIID
 Upon successful submission of the form, PIID Generation Confirmation Page
you will be displayed a confirmation page
with the system generated PIID.

 Copy the PIID for your records.

 If you forget the PIID, you can go back to

the Market Analysis (or Directed Buy) to
view the field. The PIID is also displayed
on Purchase Orders and subsequent Order
Modifications.

 Regeneration of the PIID View the PIID on the

Market Analysis or Directed Buy
If you edit any of the following fields, then
the system will generate a new PIID based
on the updated values:
 Region field on the COI
 Program field on the COI (if region is
02 or 04)
 PIID Code on the MA/DB
 Fiscal Year of Award on the MA/DB

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How Does the System Put It All Together to
Generate the PIID?

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Where is the PIID displayed on the PO?
 The location of the PIID on the Purchase forms depends on whether the winning
quote/offer is under contract or open market.
 If the order is under contract, then you will see the 13 character PIID (or 14 character
PIID if it’s ‘A – BPA under Schedule contract’) in the field corresponding to Order
Number on each form. Additionally, you will see the Contract Number of the winning
quote/offer in the Contract Number field on each form.
 If the order is open market, then you will see the 14 character PIID in the Contract
Number field on the form. Since the order is open market, the Order Number field
remains empty.
 The PIID is non-editable on each Purchase Order form, regardless of the PIID
structure used.
Mapping of Purchase Order Form Type to PIID Field: Contract Number vs. Open Market

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So what about FPDS-NG?
 The FPDS-NG web-service will continue to operate as originally designed (until
a pending enhancement can be released). This means that there will be a
couple of instances where you will have to bypass the web-service until that
enhancement can be generated. You will need to enter FPDS-NG as follows for
the various types of acquisitions.
Mapping of PIID Code to Type of FPDS-NG Entry Required

 Currently only “NA – Delivery / Task Order” and “P – Purchase Orders (open
market simplified acquisition)” will properly transmit to the correct contract action
reports in FPDS-NG. For a brief interim period, you will be required to populate
FPDS-NG manually for BPA Calls, BPAs (and other agreements), Contracts and
Indefinite Delivery Contracts. [But don’t worry we are working on several future
enhancements to provide the capability to process these systemically!]

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How Will the System Address Orders In
Transition?
 An order is considered ‘In Transition’ if, on October 1, 2011, the order has an active
(non-rejected) Market Analysis or an active Directed Buy and does not have an
awarded Purchase Order. Since the Market Analysis or Directed Buy already exists,
the PIID Code and Fiscal Year of Award required for PIID generation are unknown.
Therefore, Purchase Orders for orders in transition have slightly different functionality
than orders that are not in transition.
 For orders in transition, you will still have the ability to create and/or edit the PIID on
the Purchase Order. When you submit the Purchase Order form, the system will
validate that the PIID that you entered follows the standardized PIID structure. Orders
under contract must have 13 character PIIDs and open market orders must have 14
character PIIDS.
 If the last four characters of the PIID you entered is not the next sequential serial
number, then the system will force you to use the next sequential serial number.
Logic for Orders In Transition
 If the PIID you entered does not
exactly match the FY12 PIID format
and numbering schema, then the
system will allow your manually
entered PIID.

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 U.S. General Services Administration

Federal Acquisition Service

Questions & Support

 For questions on AASBS PIID policy please contact:
 robert.niewood@gsa.gov

 For questions regarding the System Generated PIIDs in

RBA training module please contact RBA Technical
Support:
 Phone: (877)243-2889
 Email: itsshelpdesk@gsarba.com

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