Federal Acquisition Services (FAS) Office of System Management (OSM) Systems, Launch & Lessons of the Integrated Award Environment (IAE) Judith Zawatsky, OSM Assistant Commissioner Vicky Niblett, IAE Deputy Assistant Commissioner May 5, 2020 Integrated Award Environment | For People Who Make, Receive, and Manage Federal Awards Integrated Award Environment | For People Who Make, Receive, and Manage Federal Awards
Integrated Award Environment Who are we? ➢ IAE is a Presidential Initiative implemented under the E-Government Act of 2002 ➢ IAE acts on behalf of the Acquisition and Financial Assistance Communities on: ○ Efficiency ○ Reduction of burdens ○ Improving federal award management ➢ A centralized authoritative source for government award data ➢ Increasing: ○ transparency into federal spending ○ accountability in the award process ○ data quality and integrity ➢ Reducing: ○ the reporting burden ○ barriers for doing business with the Government Integrated Award Environment | For People Who Make, Receive, and Manage Federal Awards 2
IAE Statistics ➢ 1.6 million average users per month ➢ $1.1+ trillion in federal awards annually FY 2019 ➢ 5+ million average transactions monthly ➢ 527+ million page views monthly ➢ 45,000+ contract data reports per month ➢ Interface with 90 agency contract writing systems ➢ ➢ 173,000+ registered users 637,000+ registered entities ➢ worldwide 55,000+ entities created or ➢ Approximately 1 million renewed each month ➢ average daily direct page 4.5+ million searches per month ➢ views 147,000+ active exclusions Integrated Award Environment | For People Who Make, Receive, and Manage Federal Awards Integrated Award Environment | For People Who Make, Receive, and Manage Federal Awards 3
~SHOUT OUT~ IAE SUPPORTS WE WANT TO SEND OUT A SPECIAL THANK YOU! COVID-19 Pandemic TO EVERY “WARRIOR” ON THE COVID-19 FRONT LINE! Integrated Award Environment | For People Who Make, Receive, and Manage Federal Awards 4
COVID-19 Pandemic Support ➢ IAE Support: ○ Providing support to both contracting officers and vendors as they urgently issue contracts in support of COVID- 19 ➢ FPDS: ○ Implemented a new National Interest Action (NIA) Code ■ Added new value 'COVID-19 2020' to track the relief contracts ■ Web Portal users select the value 'COVID-19 2020' in the National Interest Action field ■ Contract Writing systems use the code 'P20C' when creating/updating documents ■ Contracts reported against 'COVID-19 2020' available in the stand-alone NIA report ○ New NIA value effective from 03/13/2020 to 07/01/2020 ➢ OMB: ○ COVID-19 NIA Report - Increased frequency twice weekly (Monday and Thursday) at OMB request ○ OMB provided temporary administrative relief for certain entities currently registered to apply and receive awards from the federal government. ➢ SAM.gov: Implemented 60-day Extension for specific SAM.gov Registrations ○ ■ Active registrations expiring before May 17, 2020 have been an one-time extension of 60 days An email notification was sent to all impacted entity administrators & registration representatives ○ Integrated Award Environment | For People Who Make, Receive, and Manage Federal Awards 5
COVID-19 Pandemic Support (cont) ➢ eSRS: Extended Individual Summary Reporting Deadline ○ ISR filing deadline extended to June 30, 2020 ○ SBA filing of ISRs extended to June 30, 2020 for the for all contracts completed between March 13, 2020 - May 31, 2020 ■ No user action is necessary for the new filing deadline to apply ■ Deadlines after June 30, 2020 remain unchanged ○ The U.S. Small Business Administration granted the extension due to current National Emergency. ○ LOGIN.gov Multi Factor Authentication rolled out - Go in now and set up your credentials before it is time to report ➢ Federal Service Desk support changes : ○ To reduce risks related to the Coronavirus, FSD agents transitioned to working home. ○ Implemented the following modifications: ■ Encourage the use of chat and web form. ■ Implemented the call back feature. ● When a caller reaches the FSD, they will be asked to provide a phone number so the agent can call them back. We expect that an agent will return their call within 3-7 minutes based on call volume. For reference, the current response time for FSD calls is 30 seconds. ○ Implemented technical changes to allow agents to pick up calls directly and reduced the number of call backs. ○ Monitored performance to ensure our customers are being serviced. We have extensive monitoring in place to measure response times and contractor performance. Integrated Award Environment | For People Who Make, Receive, and Manage Federal Awards 6
IAE Modernization Integrated Award Environment | For People Who Make, Receive, and Manage Federal Awards 7
Modernization Benefits ➢ Seamlessly access large stores of related data ○ More transparent, informed, and effective award decisions ○ End-to-end analysis of procurements ○ Increased business knowledge for federal and nonfederal users ➢ Centralized administration for improved oversight and accountability ➢ IAE is integrating 10 systems into one ○ Integrated business processes application ➢ IAE, until recently was managing 10 separate ○ Greater efficiency systems for those who make, manage, or ○ Reduced learning curve receive federal awards. Integrated Award Environment | For People Who Make, Receive, and Manage Federal Awards 8
beta.SAM.gov ➢ beta.SAM.gov launched in late 2017 as a consolidated location for all IAE systems. ➢ Other systems remain authoritative until their functionality, data, and roles are integrated into beta.SAM.gov and they are decommissioned. ➢ The term beta differentiates the consolidated site from SAM.gov. ➢ Once SAM is integrated into the consolidated system, it will be renamed SAM.gov, and beta will be retired. Integrated Award Environment | For People Who Make, Receive, and Manage Federal Awards 9
IAE is a leader among federal agencies for using beta.SAM.gov the agile process to transition legacy software systems into one centralized system. & Agile ➢ Key Agile Strategies ○ Continuous delivery of software updates Development ○ Changing requirements to suit users’ evolving needs are welcomed ○ Harness change for the customer’s advantage ○ Customer input drives iteration for defined, new improvements and capabilities Integrated Award Environment | For People Who Make, Receive, and Manage Federal Awards Integrated Award Environment | For People Who Make, Receive, and Manage Federal Awards 10 10 10
Contract Opportunities Integrated Award Environment | For People Who Make, Receive, and Manage Federal Awards 11
➢ FBO.gov functionality can now be found under Contract Opportunities description of all federal opportunity ○ notices to include information on contracting office, summary description, any set aside or classification codes, and status ➢ Improvements include: Search summary provided directly in ○ search results Change filters to add or remove ○ default filter options Easy save search and from there ○ search notifications Quick download of search results ○ into PDF or CSV formats Integrated Award Environment | For People Who Make, Receive, and Manage Federal Awards Integrated Award Environment | For People Who Make, Receive, and Manage Federal Awards 12 12
Modernization ● Seamlessly migrated more than 5.6 million data elements Facts ● 22.5M searches since November 18, 2019 in beta.SAM.gov ● Sam.gov Opportunities: ○ Public API has a download rate of an average 1,000 times per day ○ Over 1M to site ○ Over 1K API hits monthly ● 100K daily total users concurrently at beta.sam.gov on average ● 35K published opportunities since launch Integrated Award Environment | For People Who Make, Receive, and Manage Federal Awards Integrated Award Environment | For People Who Make, Receive, and Manage Federal Awards 13
Agile Improvements Based on Feedback We have heard you! ➢ A feedback mechanism on the site allows us to continually collect ideas about how to refine and improve the experience and rise up to meet user needs ➢ Since the November 2019 launch, the following improvements have been made: ○ Email Notifications for Saved Searches ■ Whenever saved search data is updated, the owner of the saved search receives an email. Emails sent are daily digests that alert user to a change. ○ Following List Now Shows Record ID (instead of the internal system identifier) ■ Users can now look at their Following page and more easily determine which opportunities they are following. Additional usability improvements are planned for future releases. AGILE Development = Continual Improvement! Integrated Award Environment | For People Who Make, Receive, and Manage Federal Awards 14
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