U.S. General Services Administration Janice M. Keys Program Analyst General Services Administration June 2009 An Overview of the Federal Government’s Small Business Programs and Electronic Subcontracting Reporting System (eSRS) OFFICE OF SMALL BUSINESS UTILIZATION

2  --What is eSRS?  --Is eSRS is a mandatory and Government-wide system?  --When did the system become operational? Electronic Subcontracting Reporting System (eSRS)

3 Just click and type Integrated Acquisition Environment Architecture

4  --Improves accuracy, timeliness.  --Eliminates errors and rework.  --Eliminates costs.  --Creates standard data. Benefits/Improvements:

5  Federal Procurement Data System – Next Generation (FPDS-NG)  The GSA Contracting Official is responsible for entering the correct data in FPDS-NG.  Central Contractor’s Registry (CCR)  The contractor is responsible for correcting their own data in CCR.  CCR Assistance Center System Features

6  -- Section 8(d) and 15(h) of the Small Business Act  -- FAR subpart 19.7 and and the clauses at , , and   CFR  These references can be found at Statutory and Regulatory Requirements

7  Individual Subcontract Report (ISR) (formerly SF 294)  (required semi-annually Oct 1 – Mar 30 and Apr 1 – Sept 30)  Summary Subcontract Report (SSR) (formerly SF 295)  (required annually Oct 1 – Sept 30)  Year-End SDB Supplemental Report (48 CFR (j)(2)) Report (3-digit NAICS subsector)  Optional Form 312  Reports

8  The data that is reported on the annual SSR for SDBs (field #2), the same data for SDBs should also appear on the Year-End SDB Report with the applicable NAICS.  There may be more that one NAICs, but the total should equal the same dollars reported on the SSR.  This information is taken from your vendors who have certified that they are SDBs. The SSR and Year-End SDB Supplemental Report

9  SSRs and Year End SDB reports are accepted/rejected/reopened by the Office of Small Business Utilization – Janice Keys  ISRs and SDB Participation Reports (Optional Form 312) are accepted/rejected by the Contracting Officer (PCO or ACO) in each of GSA’s regional offices. Report Responsibility

10  The system calculates the achievements by two methods:  % of contract value  % of subcontracting Note: The eSRS will only calculate the percentage on the achievement side, not the goal columns. This is by intend, because we want the contractor to copy the goals from the subcontracting plan exactly as they appear in the plan. Goal Computation on the ISR

11  “Acceptance” (changed to “Acknowledge”)  Does not mean approval, per se, but it does mean that the Government has reviewed the reports and that it appears to the complete.  Since an on-site compliance review later could identify flaws in the preparation of the report, the Government always has the right to reject a report that has previously been accepted. Acceptance of Reports

12  - Once an ISR or SSR is accepted, it can be reopened at the Contracting Officer’s request or by the Prime Contractor for correction.  - The Agency Coordinator can also delete any reports with the Contractor’s permission.  - The Federal Government cannot correct/change any data on the ISR/SSR. Acceptance (continued)

13  SBA finalized a FAR case that includes changes to subpart 19.7 and the related clauses, especially  The FAR case has been published as an Interim Rule in the Federal Register and will have 60 days for comments. (The FAR Council published an interim rule at 73 FR on April 22, 2008, to implement eSRS to fulfill the small business reporting requirements).  Revises the flow-down provision at (a)(9) and (d)(9) to require the prime contractor to flow the prime contract number down to the subcontractors at lower tiers. Is the FAR being changed? UPDATE

14  Moves “General Instructions” from the paper forms to the clause at  Requires contractors to print a hard copy of the Summary Report (SSR) and have them signed by the CEO and kept on file for four (4) years.  SF 294/295 & Optional Form 312 will all be deleted from Part 53 – i.e., abolished.  (Comments were received June 23, Current status – The Council is completing the Federal Register Notice for the final rule). Far Case (continued)

15  The Central and all Regional Offices of Small Business Utilization (OSBU) have a POC.  --They review and approve user registrations for their region;  --They monitor pending reports. eSRS Points of Contact

16 –Monitor eSRS on a regular basis.  Make sure the subcontracting administrators know your address to enter when submitting ISRs and SSRs.  Review ISRs and accept/reject them promptly.  Help resolve data flow problems that prevent contractors from submitting reports. Contracting Officer Responsibilities

17 eSRS Homepage

18 Resources:  eSRS Homepage:  Agency Coordinator Guide  Contracting Officer Guide  Point of Contact Guide  Designated Government User Guide  Frequently Asked Questions  Training Announcements  View Powerpoint Presentations  Help Desk Address  Commercial Market Representatives Address and

19 Homepage (continued) Training Materials: - eSRS Quick Reference for Federal Government Contractors filing SSR for Individual Subcontract Plan - eSRS Quick Reference for Federal Government Prime Contractors filing ISR - eSRS Quick Reference for Government Contractor filing SSR for CP - eSRS Quick Reference for Federal Government Subcontractors filing an ISR

20 NEW

21 Registration Process: Start at Establish password before selecting Government User; password must be characters with each of the following:2 lower case letter,2 upper case letter, numbers and 2 special characters, example: Select Government User Submit registration request information. Agency Coordinator/POC will receive notification. Click on notification to complete registration.

22  Agency: GSA codes are 4700, 4730, 4735 and 4740  Fullname:  Address:  Supervisor:  Supervisor  User Level: Agency or Contract Office  Contracting Office: Pick Label  Permission Level/Role: Contracting Official (CO), Point of Contact (POC) or Designated Government User (DGU) Registration Process (continued)

23 Pick Labels These labels are to be used by Federal employees.

24 Registration Complete

25 eSRS Home

26  Pending Actions  New Agency Contact Registrations  Individual Report(s) Pending  Summary Report(s) Pending  Year-End Report(s) Pending  SDB Participation Reports Pending  eSRS Statistics  Contractors  Contacts  Agencies  Agency Contacts  Contracts  Accepted ISRs  Accepted SSRs  Accepted Year-Ends  Accepted SDBs Homepage - continued

27 ISR and SSR Search

28 Search Filters Report Year NEW

29 Accept/Reject/Reopen Report

30 Rejected Reports

31  Ad Hoc Reports

32  --Representative selected from each Agency or Department, Office of Small Business Utilization.  --Responsible for presenting problems with the eSRS.  --Recommendations/suggestions are forwarded on a “Change Request Form,” through the POC or Agency Coordinator.  --Meet monthly to discuss concerns. User’s Group

33  --Representative from each Agency/Department that have knowledge of eSRS.  --CCB is responsible for controlling changes in the system.  --Each representative vote to establish priorities of the Change Request.  --Meet Quarterly. Change Control Board (CCB)

34  Contractor cannot submit report in eSRS  --Verify contract number and Duns# is correct in FPDS- NG.  --Check subcontracting requirements  --Subcontract Code = C or D  --Estimated Value = $550K  --CO determined business size = O  Notify contractor they do not have subcontracting requirement (if this is the case). Troubleshooting

35  Report inconsistent data to:  --Contracting Officer  --FPDS-NG Coordinator  --Regional Small Business Utilization (POC)  --Janice Keys, GSA Agency Coordinator  or (202)  --Angela Terry, eSRS Program Manager, GSA  or (703)  --Kristine Preece, Chairperson  Troubleshooting (continued)

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