CREATING ADVANCED QUERIES WITH THE FEDERAL PROCUREMENT DATA SYSTEM - - PowerPoint PPT Presentation

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CREATING ADVANCED QUERIES WITH THE FEDERAL PROCUREMENT DATA SYSTEM - - PowerPoint PPT Presentation

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CREATING ADVANCED QUERIES WITH THE FEDERAL PROCUREMENT DATA SYSTEM (FPDS) ACQUISITION HOUR WEBINAR March 18, 2020 3/18/20 WEBINAR ETIQUETTE PLEASE Log into the GoToMeeting session with the name that you registered with online Place

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CREATING ADVANCED QUERIES WITH THE FEDERAL PROCUREMENT DATA SYSTEM (FPDS)

ACQUISITION HOUR WEBINAR

March 18, 2020

3/18/20

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WEBINAR ETIQUETTE

PLEASE

▪ Log into the GoToMeeting session with the name that you registered with online ▪ Place your phone or computer on MUTE ▪ Use the CHAT option to ask your question(s).

▪ We will share the questions with our guest speaker who will respond to the group

THANK YOU!

3/18/20 Page 2

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Celebrating 32 Years of serving Wisconsin Business!

ABOUT WPI SUPPORTING THE MISSION

3/18/20 Page 3

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Assist businesses in creating, developing and growing their sales, revenue and jobs through Federal, state and local government contracts.

WPI is a Procurement Technical Assistance Center (PTAC) funded in part by the Defense Logistics Agency (DLA), WEDC and other funding sources.

3/18/20 Page 4

▪INDIVIDUAL CONSELING – At our offices, at clients facility or via telephone/GoToMeeting ▪SMALL GROUP TRAINING – Workshops and webinars ▪CONFERENCES to include one on one or roundtable sessions Last year WPI provided training at over 100 events and provided service to over 1,200 companies

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▪ MILWAUKEE

▪ Technology Innovation Center

▪ MADISON

▪ FEED Kitchens ▪ Dane County Latino Chamber of Commerce ▪ Wisconsin Manufacturing Extension Partnership (WMEP) ▪ Madison Area Technical College (MATC)

▪ CAMP DOUGLAS

▪ Juneau County Economic Development Corporation (JCEDC)

▪ STEVENS POINT

▪ IDEA Center

▪ APPLETON

▪ Fox Valley Technical College

WPI OFFICE LOCATIONS

▪ OSHKOSH

▪ Fox Valley Technical College ▪ Greater Oshkosh Economic Development Corporation

▪ EAU CLAIRE

▪ Western Dairyland

▪ MENOMONIE

▪ Dunn County Economic Development Corporation

▪ LADYSMITH

▪ Indianhead Community Action Agency

▪ RHINELANDER

▪ Nicolet Area Technical College

▪ GREEN BAY

▪ Advance Business & Manufacturing Center

3/18/20 Page 5

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www.wispro.org

3/18/20 Page 6

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Creating Advanced Queries with FPDS

Marc N. Violante Wisconsin Procurement Institute (WPI) marcv@wispro.org | 920-456-9990 | www.wispro.org March 18, 2020

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March 18, 2020

Critical suppliers needed! Last night the White House reached out to the National Association of Manufacturers, the Illinois Manufacturers' Association, and every state manufacturing association in the nation, asking their member companies to identify their capabilities to step up and help the United States during this all-hands-on-deck crisis. The Administration is seeking volunteers who can donate and/or produce large-scale quantities of critical supplies in

  • rder to help the nation respond to the COVID-19
  • pandemic. These include items such as cotton swabs,

gloves, N95 masks, ventilators, and more. Please take this brief survey about your production ability for these products. Due to the urgency of the request for information, they are asking to receive responses by 11 AM CDT TODAY, Wednesday, March 18, 2020.

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Note

  • This Webinar is designed to provide a broad overview of the FPDS system and

how to create different queries using the ad hoc query manager.

  • These slides may not answer every question for you.
  • FPDS may not always be the best data source. There are others –many others.
  • Usaspending.gov
  • https://www.data.gov -- Search over 253,730 datasets
  • If you have questions, give a call or email. We can set up a Gotomeeting and

review specifics at any time.

March 18, 2020 9

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Today’s goals

  • 1. Provide an overview how to create an Ad Hoc query
  • 2. How to modify (edit) query criteria – Metrics/Attributes
  • 3. How to create filters – Metric & Attribute
  • 4. How to Save a query
  • 5. Basics of Excel Pivot Tables

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Questions

  • Who are potential sources?
  • Can they support me?
  • How many businesses are there?
  • Does the data support a Set-aside?
  • What size of awards have been typically made to Small Businesses?
  • Many, many more …

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What is FPDS?

  • Information categories
  • Metrics – things that are measured
  • Examples
  • Action Obligation
  • Actions
  • Number of Records
  • Attributes – characteristics of Metrics (approximately 300 data elements)
  • Examples (general)
  • Who purchased – agency, department, contracting office
  • What was purchased – NAICS/PSC/Description of Requirement
  • Size of business – Large or Small
  • Greater than 200 data elements

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FPDS – Limitations, related to downloads*

  • ezSearch will state a greater number of items but the download will

be limited to 30,000

  • Maximum, five years of results

Or

  • 30,000 results – this is typically the critical issue****
  • Data presentation / format
  • As is from FPDS the data is difficult to use or make sense of
  • Limited formatting capability
  • USAspending is an option – data size is a potential issue

March 18, 2020 13

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Three ways to engage FPDS

✓ezSearch – described as Google-like on home page

  • Returns set elements, a good starting point

✓Standard reports

  • Who
  • What
  • Where
  • When
  • How

✓Adhoc reports

  • Create a specific report using – greatest flexibility
  • Metrics, attributes and time

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Actions by month (FY-18)

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Actions by day (FY-18)

March 18, 2020

2000000 4000000 6000000 8000000 10000000 12000000 10/01/2017 10/07/2017 10/13/2017 10/19/2017 10/25/2017 10/31/2017 11/06/2017 11/12/2017 11/18/2017 11/24/2017 11/30/2017 12/06/2017 12/12/2017 12/18/2017 12/24/2017 12/30/2017 01/05/2018 01/11/2018 01/17/2018 01/23/2018 01/29/2018 02/04/2018 02/10/2018 02/16/2018 02/22/2018 02/28/2018 03/06/2018 03/12/2018 03/18/2018 03/24/2018 03/30/2018 04/05/2018 04/11/2018 04/17/2018 04/23/2018 04/29/2018 05/05/2018 05/11/2018 05/17/2018 05/23/2018 05/29/2018 06/04/2018 06/10/2018 06/16/2018 06/22/2018 06/28/2018 07/04/2018 07/10/2018 07/16/2018 07/22/2018 07/28/2018 08/03/2018 08/09/2018 08/15/2018 08/21/2018 08/27/2018 09/02/2018 09/08/2018 09/14/2018 09/20/2018 09/26/2018 Total

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Actions by day (FY-18) – Filtered < 100,000/day

March 18, 2020

  • 20,000.00

40,000.00 60,000.00 80,000.00 100,000.00 120,000.00 10/01/2017 11/01/2017 12/01/2017 01/01/2018 02/01/2018 03/01/2018 04/01/2018 05/01/2018 06/01/2018 07/01/2018 08/01/2018 09/01/2018

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FPDS – managing the 30,000 limit

  • Criteria – 1
  • NAICS & Action Obligation
  • 1,175 NAICS codes (FY-18) – report completes
  • Criteria – 2
  • Date signed & Action Obligation
  • 365* days – report completes
  • Criteria – 3
  • NAICS & Date Signed & Action Obligation
  • 1,175 NAICS for each day (365 days)
  • Number of records = 1,175 * 365 === 428,875 – will not display

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Options – managing the 30,000 limit

  • Reduce scope
  • 30,000 (FPDS limit)/365 = Number of NAICS

~ 82

  • 30,000 /1,175 = Number of days ~ 25
  • 30,000 / targeted set of NAICS
  • Reduce level of detail
  • PIID (contract level) problematic
  • Vendor level
  • A related issue is processing the data
  • Excel & other program limits

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FPDS – landing page https://www.fpds.gov

March 18, 2020 20

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FPDS – Resources / Training/Manuals

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FPDS – Resources / Training/Manuals

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FPDS – ezSearch – Type and Go!

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Review results – general information

  • Dates –
  • Age v. value
  • Age v. changes
  • NAICS - ~ 1997
  • PSC manual rewrite

~ 9 August 2015

  • Referenced IDV – Indefinite

Delivery Vehicle – GSA or

  • ther
  • Blue = hyperlinks, selecting

will update search criteria and return results

  • View – additional award

details

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Date signed

View

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View > Description of Requirement

Some descriptions are detailed and other may only enter a word or two Other data elements indicate that this was an 8(a) Sole Source Award Description of Requirement is located near the bottom of the page when the View link is selected.

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FPDS – Log-in for Standard & Adhoc reports

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FPDS – Create an Account

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Logged-in: Landing page

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Logged-in: Landing page

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Landing page – Adhoc Reports

Select a saved report – all accounts are provided folder space on the FPDS system Create a new report

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Saved Reports

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Saved reports -examples

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Saved reports - options

  • 1. Execute
  • 2. Edit
  • 3. Email – (pdf, embedded HTML, Excel, CSV)
  • 4. Delete – Right hand side of the page
  • 5. Can create basic structure, - starting point and fine tune

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Saved reports -options

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Saved reports – Save AS – Pop up

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Adhoc queries

  • Queries – start with a question
  • May be beneficial to write out the question
  • Helps to identify data elements to select
  • Helps to prevent – Executing > Download > Cancelling > Modifying - Cycle
  • Provides documentation and baseline
  • Allows to recreate the search if needed
  • Query created by adding
  • Metrics
  • Attributes

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Adhoc – main page - New

Reset Execute Save

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Available information – Metrics & Attributes

Metrics – things that are measured Attributes – describes metrics

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Create a New adhoc report

Light grey with light blue at top, shows active area To select attributes, click in the rectangle To select Metrics, click the Award folder

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Selecting Metrics

  • 1. Click Award Folder - open
  • 2. Click Dollar Values - open
  • 3. Click Add (far right) to add element

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Metric – action obligation - added

Can select 1, 2, or 3 (all) available Can also add Contract Actions

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Select attributes

Light grey and light blue at the top indicates that this is the active feature The selection folder was titled Metrics. It is now Attributes

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Attribute categories

Roughly: *Who *What *When *Where *How >200 data elements

March 18, 2020 44

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Adding attributes

  • 1. Click attributes folder to open
  • 2. Select folder from list and click to open
  • 3. Select Attribute and Add (far right)
  • - can add none or all

1. 2. 3.

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Editing Metrics/Attributes

March 18, 2020

Select – highlight Move up/down Select – highlight - delete

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Fundamental Report – metrics only

March 18, 2020 47

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Practice tip

  • Document queries
  • Utilize consistent, similar

time periods

  • Document filters
  • If needed, can you

reproduce your work?

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Excel tip - documentation

March 18, 2020

Select > Copy

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Add Attributes for additional information

Add

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Awards by Fiscal Year

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Agency, Department & Contracting Office – ID’s

March 18, 2020 52

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Develop tools for targeted filtering using “ID’s”

***Create an easy to use, Look up table that provides Department ID’s, Agency ID’s and Contracting Office ID’s. Export to Excel and save for reference. Attributes selected Metric Selected

March 18, 2020 53

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What does Contracting Office (W912QR) buy?

Contracting Office ID

March 18, 2020

Excel

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What does Contracting Office (W912QR) buy?

Partial listing

March 18, 2020

Description of Requirement – in Product

  • r Service Information Folder

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Awards filtered by Business Size

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Awards filtered by Business Size – 4 steps

March 18, 2020

Last step

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Contracting Office (W912QR) awards by size

March 18, 2020

Excel

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Awards sorted by Count of NAICS

March 18, 2020

Excel

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Awards sorted by Action Obligation - Excel

March 18, 2020

Excel

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Top NAICS FPDS Ranking - 1

March 18, 2020

Excel

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Top NAICS FPDS Ranking- 2

March 18, 2020

Excel

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Top NAICS Codes – W912QR Ranked - FPDS

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NAICS search options

  • Single NAICS
  • Multiple NAICS
  • Add filter for each and advanced search OR
  • Manual entry
  • Using “show only”
  • Band of NAICS – using Between filter option

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NAICS search options – Option1

March 18, 2020 65

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NAICS search options – Option1

March 18, 2020

This will fail!

A contract is classified by one NAICS code. This query requires that all three be present.

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NAICS search options – Option1

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Advanced Option – and/or

March 18, 2020 68

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Advanced Options – Grouping

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NAICS search options – Option1

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NAICS search options – Option2

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NAICS search options – Option2

March 18, 2020

Using the “Show Only” can add up to 10 elements.

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NAICS search options – Option2

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NAICS search options – Option2

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NAICS search options – Option2

March 18, 2020

(KO -W912QR & SB & ( A or B or C)

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NAICS search options – Option 3

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Filter options – attribute value is not known

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NAICS search options – Option 3

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NAICS search options – Option 3

March 18, 2020

These options will

  • nly work when the

attribute filter is – show only. To select a series of items – Select – 1st item Hover over the 2nd item – then Shift + Enter To select non- consecutive items Hold use ctrl + Enter

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NAICS search options – Option4 (Banded)

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NAICS search options – Option4 (Banded)

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How do they buy?

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Vendor v. Contractor –

March 18, 2020 83

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Vendor v. Contractor –

March 18, 2020

24,605 Records 1,752 Duplicate entries Vendor name 22,853 Vendors & 20,172 blank Contractor names ~ 88%

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At one time

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Who are the small businesses?

  • Options
  • Add Small Business Filter
  • Add PIID
  • Add Ref IDV PIID
  • Add Vendor Name
  • Select NAICS/PSC and add FPDS Filter
  • Filter by Size in FPDS or using Excel

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Filter used to select Small Businesses

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Small Businesses information

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Filter options – results

Attributes and Metric 1,500 pages max – page * 20 items per page

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Tailor searches

  • Broad
  • Select data elements
  • Narrow
  • Create Filters
  • Basic Filters
  • Advanced Filters
  • Example
  • Purchases by NAICS
  • All
  • Department of Defense
  • Navy
  • Army
  • NAVFAC MW

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Adding a Metric filter - 1

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Adding a Metric filter - 2

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Adding a Metric filter - 3

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“banded” Metric filter – two thresholds

March 18, 2020

Results depends upon the attributes which are selected.

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Adding a Metric filter – lower/upper values

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“banded” Metric filter – Complete

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“banded” Metric filter - Results

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“banded” Metric filter - information

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All “bands” are not equivalent

  • > lower threshold (3,500) and < = upper threshold (150,000)
  • Awards must be larger than 3,500 and less than or equal to 150,000
  • Returned ~ 12 pages

Is not the same as

  • > lower threshold (3,500) or < = upper threshold (150,000)
  • This will include –
  • Deobligations – negative values
  • Awards with 0.00 value
  • Awards less than the lower threshold (3,500)
  • Returned ~ 27 pages

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Top 10 vendors - W912QR by Action Obligation

March 18, 2020

Metric filter applied

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Export Results - adhoc

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Export options

PDF – rarely used, small amount of data Excel – default for medium amount of data ~ 500 pages CSV – used for large amount of data > 500 pages Last step - Select export data format

March 18, 2020 10 1

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Excel – Pivot Tables

  • Great addition to FPDS data
  • Quick
  • Intuitive – for some
  • Robust flexibility
  • Does not solve every question but helps

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Excel is great but???? 21,798 Records!

Data elements selected

✓ Contracting Agency Name ✓ NAICS ✓ Vendor Name ✓ Contractor Name ✓ Referenced IDV PIID ✓ Action Obligation ✓ Actions

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Excel Pivot Tables

Select a cell, any single cell – must contain data

1 2 3

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Select data & confirm location

Include all data to use Can insert into an existing sheet. My preference is to insert the Pivot Table into a New Worksheet. Green dotted line should bound all data that will be used.

March 18, 2020 10 5

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Pivot Table – data selection screen

Column titles

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Experiment

March 18, 2020 107

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Understand the options

March 18, 2020 108

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Sorting options

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Pivot Tables key tools

March 18, 2020 110

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UPCOMING TRAINING - EVENTS

3/18/20 Page 111

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ACQUISITION HOUR LIVE WEBINARS SERIES

Page 112 3/18/20

▪ March 18, 2020

▪ Creating Advanced Queries with the Federal Procurement Data System (FPDS)

CLICK HERE for additional information Presented by Marc Violante, Wisconsin Procurement Institute (WPI)

▪ March 20, 2020

▪ How the CyberSecurity Maturity Model Certification (CMMC) Will Impact Your Business

CLICK HERE for additional information Presented by Marc Violante, Wisconsin Procurement Institute (WPI)

▪ April 8, 2020

▪ Understanding & Protecting the DOD Supply Chain

CLICK HERE for additional information Presented by Marc Violante, Wisconsin Procurement Institute (WPI)

▪ April 21, 2020

▪ How to Quickly Analyze Solicitations

CLICK HERE for additional information Presented by Helen Henningsen, Wisconsin Procurement Institute (WPI)

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ACQUISITION HOUR LIVE WEBINARS SERIES

Page 113 3/18/20

▪ April 24, 2020

▪ How the CyberSecurity Maturity Model Certification (CMMC) Will Impact Your Business

CLICK HERE for additional information Presented by Marc Violante, Wisconsin Procurement Institute (WPI)

▪ April 29, 2020

▪ Economic Espionage – Awareness of Threats & Resources for Gov’t Contractors

CLICK HERE for additional information Presented by Marc Violante, Wisconsin Procurement Institute (WPI)

▪ May 5, 2020

▪ Learning About the Surety Bond Guarantee From the U.S. SBA

CLICK HERE for additional information Presented by Wisconsin Procurement Institute (WPI) and the U.S. SBA

▪ May 19, 2020

▪ Pieces of the Proposal Puzzle

CLICK HERE for additional information Presented by Helen Henningsen, Wisconsin Procurement Institute (WPI)

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https://www.wispro.org/event/14th-annual-wisconsin-government-business-opportunities-conference-gobc/

Check it out:

3/18/20 Page 114

CHECK IT OUT!

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A CRITICAL NOTICE FROM WPI

  • If you are a current FEDERAL / DOD CONTRACTOR or SUBCONTRACTOR – you may

have CYBER – DATA SECURITY REQUIREMENTS in your contract.

  • If you are responding to any CURRENT FEDERAL SOLICITATIONS - be aware of your
  • bligations:
  • Key clauses are 52.204-21, 252.204-7008 and 252.204-7012
  • Review for other possible requirements
  • If you are a DOD CONTRACTOR or SUBCONTRACTOR – you will have new CYBER

COMPLIANCE – CERTIFICATION REQUIREMENTS that may impact your business as early as the end of this calendar year.

  • See: https://www.acq.osd.mil/cmmc and https://www.cmmcab.org for more up to date

information.

  • Contact Marc Violante at WPI - marcv@wispro.org or 920-456-9990

Page 115 3/18/20

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QUESTIONS?

3/18/20 Page 116

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SURVEY

3/18/20 Page 117

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CPE Certificate available, please contact: Benjamin Blanc benjaminb@wispro.org

CONTINUING PROFESSIONAL EDUCATION

3/18/20 Page 118

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PRESENTED BY

Wisconsin Procurement Institute (WPI)

www.wispro.org

Marc Violante, Wisconsin Procurement Institute

marcv@wispro.org | 920-456-9990 10437 Innovation Drive, Suite 320 Milwaukee, WI 53226

3/18/20 Page 119