Creating and Establishing PD² Warrants SPS Spotlight Series January 2014

NOTE: This information was originally created for The SPS Spotlight Series project, which ran from November 2013 through November 2015.  Updates to the original content may be incorporated to ensure accuracy. If you have any questions about this information, please contact the SPS Help Desk at sps.helpdesk@caci.com. Overview Organization Maintenance What is a Warrant Warrant Task SPS – PD² Security Model (As it relates to Warrants) Proc Profile Task Warrant Dollar Limit Effect

Organization Maintenance The System Administrator and users with access to the Organization Maintenance function through the Utilities menu can add, modify, approve or delete an organization. When assigning Warrants to the users, the organization addresses should be entered first to ensure a smooth assignment via the Proc Profile task.

What is a Warrant? A warrant represents granted authority to obligate government funds. Through warrant maintenance, various warrants may be established to grant different levels of authority to release documents. The levels or combinations are Award Type – 8 different types Contract Type – 16 different types Dollar Value Threshold – A specified value or unlimited

What is a Warrant? Award Type PO DO/TO GSA FSS Contract BPA Master BPA Call Agreements Telecom

What is a Warrant? Contract Type FFP - Firm Fixed Price FP-EPA - Fixed Price with Economic Price Adjustment FP-EPA-T - FP-EPA for Telecom FPI - Fixed Price Incentive FP-PPR - Fixed Price with Prospective Price Redetermination FCP-RPD - Fixed Ceiling Price - Retro Price Redetermination FFP-LOE - Firm Fixed Price - Level of Effort COST - Cost

What is a Warrant? Contract Type CPFF - Cost Plus Fixed Fee CPIF - Cost Plus Incentive Fee CPAF - Cost Plus Award Fee CS - Cost Sharing T&M - Time and Materials LH - Labor Hours FPAF - Fixed Price Award Fee LTR - Letter

What is a Warrant? Dollar Value Threshold An entered amount Checking the box for Unlimited

Warrant Task The Warrant Task is divided into two tabs that assist maintaining warrant information. Warrant Types Warrants

Warrant Task Warrant Types A unique warrant code and description to identify each warrant. Warrant types that already have warrants created for them cannot be deleted. PD² prompts with a warning message if a warrant exists for the warrant type attempting to be deleted. PD² does not allow the warrant type to be deleted until the warrant is removed in the Proc Profile task.

Warrant Task Warrant Types Click [New]

Warrant Task Warrant Types Enter the appropriate Code & Description

Warrant Task Warrant Types New entry appears in the list. Click the Warrants tab.

Warrant Task Warrants Before a new warrant can be created, the warrant type must already be defined in the system. The System Administrator can manage warrant information in the System Administration, Proc Profile task. If updates are made to the user that result in a warrant being added or removed, the System Administrator should update the user in the FPDS-NG task and apply the updates to FPDS-NG. When a warrant is deleted from the system, any user with that warrant associated in Procurement Profile no longer has a warrant and therefore does not have the authority to release any award or award modifications.

Warrant Task Warrants To create a new warrant, click [New].

Warrant Task Warrants From the Type drop down, select the appropriate type. In the Description, enter an appropriate description.

Warrant Task Warrants In the Award Type section, highlight the desired type. Then click the right arrow to move to the right panel. In the Contract Type drop down, select the appropriate type.

Warrant Task Warrants In the Dollar Value Limit field, enter the appropriate dollar threshold. For Unlimited, check the box.

Warrant Task Warrants Repeat this process until all desired combinations are entered. There are a total of 128 different combinations between the Award and Contract types. (8 x 16 = 128)

Warrant Task Warrants After clicking [OK], the new warrant appears in the list. The warrant is NOT associated to any users at this point. The Proc Profile task links the warrant to the user.

SPS – PD² Security Model (As it relates to Warrants) The following is a graphical representation of the security model for PD². The diagram illustrates the process of building a security model for your system. Proc Profile task links the user with the warrant authority and the organization that issued the warrant.

Proc Profile Task A procurement profile defines the procurement related information about a user, including: Address information Contact information Assigned DoDAANs Warrants Certifications Areas of Expertise

Proc Profile Task The User Procurement Profile task is different from the User task, which contains specific system information about the user (login, password, menu & document access privileges). The Proc Profile contains information automatically retrieved by documents, supports the release of awards and modifications using a warrant, and defines certifications and areas of expertise for workload assignments. New users must be set up in the User task before completing the Proc Profile task. The Proc Profile task links the user with the warrant authority and the organization that issued the warrant. If you want to see how a warrant is assigned, please see the Proc Profile Webinar or outreach material.

Warrant Dollar Limit Effect How does the warrant dollar limit affect users if aggregate contract exceeds their authority ? In SR14, if aggregate contract exceeds the user’s authority, whether by mod or not, the user should not be able to sign the item or the mod. This is a software issue as the amount of the mod does not exceed the user’s warrant level. In SR15, this has been corrected. If a mod is written that when combined with the contract amount exceeds, the users warrant level, PD² will look only at the amount of the mod as written. The user will be able to release the mod.

Warrant Dollar Limit Effect Scenario KO’s warrant is $1,000,000.00 Contract is for $900,000.00 Modification will add $200,000.00 What happens when releasing the contract and the modification? Contract Amount (A) Amount of Mod (B) Released? (A) Released? (A+B) SR14 $900,000.00 $200,000.00 Yes No SR15