No Slide Title

U.S. General Services Administration

Janice KeysProgram AnalystGeneral Services Administration

May 2010

Electronic Subcontracting ReportingSystem (eSRS)

OFFICE OF SMALL BUSINESS UTILIZATION

Introduction of Topics

What is eSRS and how can it help make my jobeasier?

How to access eSRS for Government andIndustry.

Who should register in eSRS and why?

Compliance – What are the expectations from thistraining?

WHAT IS THEELECTRONICSUBCONTRACTINGREPORTING SYSTEM(eSRS)

eSRS is:

- An electronic, web based system

- It improves accuracy, timeliness andintegrity of data exchanged

- Eliminates errors

- Eliminates costs

- Creates standard data that can be shared

Integrated Acquisition Environment

ESRS (eSRS), FPDS-FG, and CCR

System Features

Federal Procurement Data System – Next Generation(FPDS-NG)

The GSA Contracting Official is responsible for enteringthe correct data in FPDS-NG.

Central Contractor’s Registry (CCR)

The contractor is responsible for correcting their own datain CCR.

CCR Assistance Center 888-227-2423

Statutory and Regulatory Requirements

-- Section 8(d) and 15(h) of the Small Business Act

-- FAR subpart 19.7 and FAR subpart 12.1 the clauses at 52.219-8,52.219-9, and 52.219-25



-- 13 CFR 125.3

These references can be found at www.acqnet.gov.

FAR UPDATE

Re-representation of Size Status

Final Rule FAC 05-31, March 19,2009

eSRS Final Rule FAC 05-42

Expected late May 2010

Updated features

-Search filters

-Acceptance function

-Save reports in PDF format

NEW

HOW TO ACCESS eSRS

How to Access eSRS

--www.esrs.gov

--Homepage

--Log in or Register Now: Click on“Government/Contractor”

--Execute registration form

Click on link to complete registration.

eSRS Homepage

Documents:

User Guides

Training Materials

Sample Reports

News

Three Tabs:

Training

About eSRS

FAQs

eSRS Homepage - continued

User Guides for Government Employees:

eSRS Agency Coordinator (AC)

eSRS Contracting Official (CO)

eSRS Point of Contact (POC)

eSRS Designated Government User (DGU)

Training Materials

eSRS Quick Reference for Federal GovernmentContractors filing SSR for Individual SubcontractPlan

eSRS Quick Reference for Federal GovernmentPrime Contractors filing ISR

eSRS Homepage - continuedSample Reports

Sample ISR

Sample Step-by-step

Sample SSR

Sample Step-by-step

Preparing the ISR

You will need your duns number and yourcontract number.

You will need a password 10-14characters, 2 each of the following: lowercase, upper case, number and specialcharacter.

You will need to know your governmentcontracting officer’s contract specialist oradministrative contracting officer’s nameand e-mail address.

Once you submit the form, you will not beable to make any changes

Preparing the SSR

You will need your duns number.

The auto-fill button will automatically fill in yourinformation from the Central Contract Registry(CCR).

You will need to know what agency/service thereport is being submitted.

You will need your NAICS codes (can be foundon your CCR application).

You will need the CEO to sign form or provide abrief explanation in the remarks field of his/herunavailability.

You will need to know the person’s name and e-mail address of whom the report is beingsubmitted.

eSRS Helpdesk

Federal Service Desk

www.fsd.gov

Technical Questions

Policy Questions

Will need username and password.

Who Should Register With eSRS

All Contracting Officers

Administrative Contracting Officers

Directors, Branch Chiefs, Supervisors, etc.

(optional)

What Permission Level/RoleShould I Register?

Agency Coordinator

Level/Role - continued

Contracting OfficerContracting Officer

Point of ContactPoint of Contact

DesignatedGovernment UserDesignatedGovernment User

Central Contractor’s Registry(CCR)

How does a new employee file new andview existing reports in eSRS?

1. Have the new employee register in eSRS.

2. Send an eSRS Technical Helpdesk ticket thatincludes the name and e-mail address of the newand old employee, requesting to have thehistorical data migrated over to the newemployee.

Example:

Janice Keys janice@xyz.com is the new eSRSrepresentative for XYZ Corporation. Joe Keysjkeys@xyz.com will no longer have the responsibilityof filing reports in eSRS for XYZ Corporation.Therefore, please transfer the historical data for XYZCorporation from Joe Keys eSRS account to JaniceKeys’.

SUBCONTRACT/eSRSCOMPLIANCE

Reporting Requirement

Individual Subcontract Report (ISR) (formerly SF 294)

Semi-annually Oct 1 – Mar 31

 April 1 – Sept 30

Summary Subcontract Report (SSR) (formerly SF 295)

AnnuallyOct 1 – Sept 30



Year-End SDB Supplemental Report (48 CFR 52.219-9(j)(2)) Report (3-digitNAICS subsector)

Optional Form 312

Year-End SDB SupplementalReport

Authority: 48 CFR 52.219-9(j)(2)

The SSR and Year-End SDBSupplemental Report

The data that is reported on the annual SSR for SDBs (field #2), thesame data for SDBs should also appear on the Year-End SDB Reportwith the applicable NAICS.

There may be more that one NAICs, but the total should equal thesame dollars reported on the SSR.

This information is taken from your vendors who have certified thatthey are SDBs. (insert note on self-cert)

Small Disadvantaged BusinessParticipation ReportOptional Form 312

Contracting OfficerResponsibilities/Compliance

Monitor eSRS on a regular basis

Review ISRs and accept/reject

Help resolve data flow problems

Make sure e-mail address is on ISR/SSR

Rotate source list

Assist in finding sources

Utilize the Regional Small Business Officeor SBA

Outreach efforts by the contractor

COMPLIANCE - continued

eSRS Points of Contact

The Central and allRegional Offices of SmallBusiness Utilization(OSBU) have a POC.

--They review and approveuser registrations for theirregion;

--They review pendingreports.

Report Responsibility

SSRs and Year End SDB reports areaccepted/rejected/reopened by the Office of Small BusinessUtilization – Janice Keys

ISRs and SDB Participation Reports (Optional Form 312) areaccepted/rejected by the Contracting Officer (PCO or ACO) in each ofGSA’s central or regional office.

DGU only reviews reports.

Acceptance of Reports

“Acceptance”

Does not mean approval, per se, but it does mean that theGovernment has reviewed the reports and that it appears tothe complete.

Since an on-site compliance review later could identify flawsin the preparation of the report, the Government always hasthe right to reject a report that has previously beenaccepted.