1. Electronic Subcontracting Reporting System (eSRS)
Sherry Mitchell, Procurement Analyst, SBO
Angela Holmes, Procurement Analyst, BPS
May 15, 2018
FOR OFFICIAL USE ONLY

2. Agenda Overview System access Reporting criteria and deadlines
Contractor responsibilities
Common issues
Helpful resources
FOR OFFICIAL USE ONLY

3. Overview
Electronic Subcontracting Reporting System (eSRS) is the Government-wide, web-based system that allows electronic submission, management (acceptance, revision, rejection), reports and analyses of subcontracting data in a real-time paperless environment.
Benefits of eSRS
Eliminates the need for paper submissions and processing of Standard Form (SF) 294 and 295s.
Improves accuracy, timeliness and integrity of data exchanged
Provides a live interface with System for Award Management (SAM) that automatically populates basic vendor information based on the DUNS
Provides a live interface with Federal Procurement Data System - Next Generation (FPDS-NG) that automatically populates contract data
All DoD organizations submitting unclassified contract action reports to the Federal Procurement Data System (FPDS) should now be using eSRS.
FOR OFFICIAL USE ONLY

4. System Access Go to www.esrs.gov Click on “Contractors”
Click on “Register” tab
Complete the registration
Your User ID and password will be ed to you confirming your registration
You must validate your registration by clicking on the link with the to activate your eSRS account.
FOR OFFICIAL USE ONLY

5. Policies Impacting Subcontract Reporting
FAR/DFARS
DoD Class Deviation 2018-O0007, Small Business Subcontract Reporting (12/13/2017)
Changes entity to which contractor submits SSR for Individual Subcontract Plan from military dept/agency to DoD (9700)
Allows contractors to submit SF 294 to CO, in lieu of submitting the ISR in eSRS for orders against BOAs and BPAs
DFARS (f)(1) Procuring contracting office responsible for approving ISR, even when contract administration has been delegated to the Defense Contract Management Agency
FAR ALT III (1)(2)(ii)(D) Contracting official who approved the Commercial Subcontracting Plan is responsible for approving SSRs required by the plan

6. FY18 DoD Subcontract Reporting Schedule
DATE
REQUIRED ACTION
RESPONSIBLE PARTY
April 30, 2018
ISRs submitted under Individual Subcontract Plan by the prime contractor
Awarding Contracting Officer
ISRs submitted under Individual Subcontract Plan by the subcontractor
Upper-tier contractor awarding subcontract
Oct 30, 2018
ISRs submitted under Individual Subcontract Plan
Prime: Awarding KO
Sub: Upper-tier contractor
SSRs submitted under Individual Subcontract Plan
Designated SSR Review Team – DoD (9700)
SSRs submitted under Commercial Subcontract Plan
Contracting Official who Approved Plan
SSRs submitted under DoD Comprehensive Subcontract Plan
DCMA CSP Team
April 30th deadline will have passed by the date of presentation.
Completion of Government review: June 15 and December 15, respectively
FOR OFFICIAL USE ONLY

7. Contractor Responsibilities
Submit Individual Subcontract Report (ISR) and Summary Subcontract Report (SSR), using eSRS.
ISR: Semi-annually during contract performance for the periods ending March 31 and September 30. A report is also required for each contract within 30 days of contract completion
SSR: Annually, by Oct. 30 for the 12 month period ending Sept. 30
Reports are required, regardless of the level of subcontracting activity
Ensure that its subcontractors with subcontracting plans agree to submit the ISR and/or SSR using eSRS.
Provide all first-tier subcontractors its prime contract number, unique entity identifier, and address of its official responsible for acknowledging receipt of/rejecting ISR
Require each subcontractor, with a subcontracting plan, to provide the prime contract number, its own unique entity identifier, and address of its responsible official.
Reports are required when due, regardless of whether there has been any subcontracting activity since the inception of the contract or the previous reporting period.
Only report actual subcontracting accomplishments, not good faith estimates or goals, in the “Actual Cumulative” column of the report.
If prime/subktr is performing work under multiple contracts, requiring Individual Subcontracting plans, a separate ISR shall be submitted to each federal agency, covering only subcontracting accomplishments for that contract.
FOR OFFICIAL USE ONLY

8. Subcontracting Compliance
eSRS “Delinquent ISR Report”
SBA assess agency subcontracting compliance, beginning with May ISRs
FPDS modification (May 2015)
When coded as “Individual Subcontract Plan” we expect to see an ISR in eSRS, except for orders under BOAs and BPAs, in which case the contractor submits SF 294
If there is no ISR, contractor is delinquent with reporting requirements
This type of information is recorded in CPARS and may affect the contractor’s past performance rating.
DoD departments/agencies responsible for review and follow up on ISRs. Completion dates are Jun 15 and Dec 15. ISRs should be acknowledged.
The DoD departments and agencies are responsible for review and follow up on SSRs under a Commercial Subcontracting Plan. Completion date is Dec 15.
FOR OFFICIAL USE ONLY

9. Common Issues Why can’t I submit an ISR?
Two main reasons: The Contract Action Report (CAR) is coded incorrectly in FPDS-NG (i.e. does not indicate that a subcontracting plan is required) or someone else in your organization has previously filed the ISR and has it in their contract worklist.
My ISR/SSR was rejected, what should I do?
Reviewer has determined that additional information is required, for clarity, and/or the information provided is not accurate or sufficient.
An explanation detailing the deficiencies of the report should be included in the rejection notice.
Contractor is required to submit a revised report within 30 days of receiving the rejection notice.
Once corrected report is received, the Government will “accept” the report.
CAR: Contact Contracting Officer or Agency POC to verify/correct coding
Previously submitted ISR: Employee must remove the contract from his/her worklist. This will not delete previously submitted reports.
FOR OFFICIAL USE ONLY

10. Common Issues Can I change/delete a previously submitted report?
Contact the Federal Government agency and inform them of the error. They will “reject” or “reopen” the report, depending on the status at the time.
If the report is pending, then it will be rejected
If the report has been accepted, then it will be reopened
The report will then be sent back to your eSRS account, so the necessary changes can be made.
If correcting address of Reviewer, navigate to Pending tab and locate desired report.
Select “Update Target” under the “Options” column
Delete
Only draft reports can be deleted
Click “delete” by the report you like deleted
FOR OFFICIAL USE ONLY

11. Common Issues Who do I contact for assistance?
Non-technical Questions: policy, processes, and procedures related to subcontracting, subcontracting reporting and information related to the contract.
“submit a question” tab, and select “Policy”
SBA Commercial Marketing Representative (CMR) for your area
Contracting Officer
Technical Questions: Pertain to how the system functions; user functionality; eSRS agency contact information; general information on filing reports
Federal Service Desk or
For all other concerns, contact Integrated Acquisition Environment at
The SBA Procurement Analyst assigned to answer subcontracting questions will respond with an answer.
FOR OFFICIAL USE ONLY

12. Helpful Resources
eSRS User guides, training material, and sample reports
under “documents”
eSRS Quick References and Webinars
Federal Service Desk (FSD) or
via eSRS website click “For Help Federal Service Desk”
DoD Office of Small Business Programs (OSBP)
FOR OFFICIAL USE ONLY

13. FOR OFFICIAL USE ONLY