1. Creating and Establishing PD² Warrants
SPS Spotlight Series
January 2014

2. NOTE: This information was originally created for The SPS Spotlight Series project, which ran from November 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
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

3. 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.

4. 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

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

6. 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

7. 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

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

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

10. 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.

11. Warrant Task
Warrant Types
Click [New]

12. Warrant Task
Warrant Types
Enter the appropriate Code & Description

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

14. 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.

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

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

17. 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.

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

19. 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)

20. 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.

21. 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.

22. 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

23. 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.

24. 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.

25. 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