POLICY AND OVERSIGHT DIVISION (POD) February 2014 Federal Procurement Data System (FPDS) Data Accuracy 1

Overview In FY 2013, POD performed Acquisition Management Reviews (AMR) of NOAA’s Acquisition and Grants Office (AGO). To assist the Acquisition Divisions (AD), POD has developed training to address findings from the AMRs. This training will identify negative trends found in AD reporting and the requirements for and importance of FPDS data accuracy. 2

Objectives Cite Federal Acquisition Regulation (FAR) requirements for FPDS coding and uses of FPDS data. Cite Commerce policy on proper reporting and independent data verification and validation. Identify negative trends in FPDS coding by ADs requiring more attention. 3

Purpose of FPDS (FAR 4.602) Provides a comprehensive mechanism for assembling, organizing, and presenting contract placement data for the Federal Government. Collects, processes, and disseminates official statistical data on Federal contracting. 4

5 Use of FPDS Data (FAR 4.602) Provides a basis for recurring and special reports to the President, the Congress, the General Accounting Office, Federal executive agencies, and the general public. Provides a means of measuring and assessing the impact of Federal contracting on the Nation’s economy and the extent to which small, veteran-owned small, service-disabled veteran-owned small, HUBZone small, small disadvantaged, and women-owned small business concerns are sharing in Federal contracts. Provides information for other policy and management control purposes, and for public access.

6 Requirement for Data Input to FPDS (FAR 4.603) Executive departments and agencies are responsible for collecting and reporting procurement data to FPDS as required by FAR. Agencies must report all transactions over $2,500 and modifications to those transactions regardless of dollar value.

7 Commerce Policy on FPDS Reporting (CAM ) The accuracy, integrity and timeliness of FPDS data are essential. Contracting Officers must be familiar with the guidance found in the Users Manual to ensure compliance with all applicable fields required for complete and accurate reporting. See Contracting Officers must submit complete and accurate contract action reports and confirm their accuracy prior to release of the contract awards.

Commerce Policy on FPDS Data Validation (CAM ) Commerce submits Agency FPDS Data Quality Reports annually in compliance with OFPP Memorandum dated May 31, 2011, Improving Federal Procurement Data Quality. To comply with the OFPP mandate, Bureau Procurement Officials will conduct verification and validation of sampled contract data on a quarterly basis for first three FY quarters and on an annual basis following the fourth FY quarter. Samples will be designed to ensure:  Data elements are verified and validated in accordance with OFPP requirements.  Sample size is sufficient to support a minimum confidence level of 95% with an error rate of plus/minus 5%.  All types of transactions are included in the independent validation process. 8

9 Negative Trends in FPDS Reporting FPDS reports missing from the contract file or only draft reports in file with no evidence of report finalization. Repetition of coding errors identified on prior AMRs. Incorrect coding in following blocks: - Completion Dates - Dollar Values - Type of Contract - Extent Competed - Type of Set Aside

Impact of Missing or Uncompleted Reports Lack of action to finalize draft FPDS reports and/or to include completed and signed reports in the official contract file: Causes underreporting of data needed by the Federal Government and general public to accurately measure and assess the impact of Federal procurement on the nation’s economy in many different areas. Fails to substantiate compliance with FAR and CAM

Impact of Miscoding Data Elements Noted in Trends Incorrect reporting of completion dates, contract values, socio-economic data, extent of competition, and contract types adversely affects data the Government uses to: Measure and assess the impact of Federal procurement on the nation’s economy. Measure the extent to which awards are made to businesses in the various socio- economic categories against Federal and Agency goals. Gauge the impact of full and open competition on the acquisition process Develop and enact Federal procurement policy on high-risk contracts and other procurement-related matters. Within Commerce, it also affects the accuracy of the data forming the basis of a myriad of internal management reports used for tracking and reporting purposes. 11

Conclusion AGO contracting officers are ultimately responsible for ensuring that: All data elements are properly coded in FPDS. Reports are finalized, signed and included in the official contract file for all awards and modifications they execute. 12

Questions? 13