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PROCUREMENT SYSTEMS OVERVIEW

210 Procurement Operations11/2017

2 Procurement Systems OverviewThis presentation provides an overview of the applications and websites that you may have to use during the course of your contract pre-award, award, administration, and closeout process.

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IndexSite Page210 Procurement Websites 4 - 6 NASA Access Launchpad 7bReady Enterprise Portal 8 My Systems Launcher 9 Enterprise Performance Support System (EPSS) 10 IdMAX (NAMS) 11 SAP 12 Invoice Routing and Information System (IRIS) 13 PO Details / Closeout 14 NAIS 15 Electronic Procurement Data Warehouse (EPDW)

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Procurement for Public Sector (PPS) Portal 17 Procurement Legacy Storage (PLS) 18 PPS 19Appendix 20 Glossary 21 - 22 Non-NASA Websites 23

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Procurement Home Pagehttps://code210.gsfc.nasa.gov/

The Procurement Home Page contains procurement organization information and division announcements, as well as links to additional procurement sites and Quick Links to Agency Portals.

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Procurement Policy Websitehttp://procpolicy.gsfc.nasa.gov/

The Procurement Policy page contains guidance and templates for procurement use. This page is restricted to NASA employees. To access it from off-site, you must be use VPN or other secure NASA connection. The Checklist for Contract Award section contains relevant information based on the organization of NASA Form 1098, Checklist for Contract Award File Content. Clause Finder contains FAR/NFS and GSFC Clauses.

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Procurement Systems Guidance Websitehttp://cmm.gsfc.nasa.gov/

The Procurement Systems Support page contains NASA procurement systems guidance and related links. You can contact the Systems Office Support Team with system questions and issues via web form, or e-mail at GSFC-DL-Code-210-SOS-Team@mail.nasa.gov

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NASA Access Launchpad

https://launchpad.nasa.gov

The NASA Access Launchpad is an online tool that you can use to create and update your NASA Launchpad user profile. Upon logon to your computer you will automatically be logged into Launchpad. Your Launchpad account is used to seamlessly access many NASA-wide tools such as bReady Portal. You are required to change your Launchpad password every 60 days. Note: It is recommended that you update your Launchpad password when you update your NASA Domain password to keep them in sync.

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bReady Enterprise Portalhttps://bready.nasa.gov/

The Agency bReady web portal is a front end to Agency applications, tools, and information.

You should be automatically logged on to bReady through Launchpad. If you don’t see your name displayed, you may need to reset your Launchpad password.

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bReady Enterprise Portalhttps://bready.nasa.gov/

From bReady, your available applications will be under “MY SYSTEMS” and are grouped by functional areas such as Employee (Timecards/HR), and Procurement (NAIS, PPS).

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bReady – My Systems / Support/EPSS

Enterprise Performance Support System (EPSS): EPSS provides on-line help for bReady systems. You will want to review the Procurement for Public Section (PPS) Guidance for contract generation and administration.

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bReady – My Systems/IdMAX(NASA Access Management System – NAMS)

The Identity Management and Account Exchange (IdMAX) system is NASA's integrated system that you will use to request access (through Access Management) to a NASA system, or change your personal information.

Note: Your initial requests for Procurement Systems access will be completed for you. For assistance with non-Procurement system access (such as Travel Manager), call the FSO Help Desk at 6-4436.

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bReady – My Systems/Financial /SAP

SAP R/3 (PC): You will have limited, read only access in SAP. You may access SAP to review and print Purchase Requisitions (PRs) and PR attachments, Invoices, and Award Documents. PRs are initiated, routed, assigned, and approved in SAP. PRs for PPS actions will flow to PPS after final procurement approval in SAP and can be re-assigned in PPS as required. Note: You should access SAP at least once every 60 days to keep your SAP account active.

Common SAP Transaction Codes:Display PR: ME53NDisplay PR Workload: ME5APrint PR: ZMM_PRDisplay PO/Contract: ME23NDisplay Outline Agreement: ME33KDisplay Invoice: MIR4Business Workplace/SAP Inbox: SBWP

SAP Transaction Box

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bReady – My Systems / IRIS - Approve Invoice

Approve Invoice: Invoices will be reviewed and approved in the Invoice Routing Information System (IRIS) application. Invoices are routed to a Contract Specialist, Contracting Officer, or Technical Rep based on the Invoice Approver identified by the Contract Specialist.

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bReady – My Systems / PO Details/Closeout PO Details/Closeout: This selection will open up the Closeout Interface Screen that allows you to review a documents financial status in regards to closeout, and enter required closeout data that will interface back to SAP. When a PRISM Closeout Milestone Plan is Created, this system can be used to update SAP with closeout dates (by using the Send Dates to SAP button), as well as selecting Final Invoice and Delivery Complete Flags.

Enter PO or OA document number in UPPERCASE and select the applicable “Search” button.

The information is shown as the SAP Line Item with overall totals at the bottom of the page. You will want to review the data to took for outstanding obligations.

Note the Undisbursed equals the MR11—this reflects the funds are gone.

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bReady – My Systems / NAISNAIS - NASA Acquisition Internet Service: NAIS is a host to Agency tools. You will use NAIS to access the Enhanced Procurement Data Warehouse (EPDW) for reports, and the Award Fee Evaluation System (AFES). Anyone may access NAIS through the NASA Launchpad Logon. Upon initial access, you will be granted access to EPDW. To receive access to any other NAIS application, you will need to request application access through NAIS.

Select Application Access to request access to NAIS applications or to modify existing access settings.

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NAIS / EPDWEPDW - Enhanced Procurement Data Warehouse: EPDW is a Procurement reporting tool based on data in PRISM, SAP and the Federal Procurement Data System (FPDS). It provides reports and metrics for PRs and awards, including buyer workload. There are standard reports and ad-hoc reporting capabilities. Currently EPDW is refreshed every other day. You can run reports for any or all Centers, but it will default to your Center.

Select desired report option from top menu.

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PPS PortalThe Procurement for Public Sector (PPS) Portal is used to access PPS, NASA’s contract writing system.

You can also access Legacy award data from the PRISM Legacy Storage (PLS) link.

https://eppportal.ndc.nasa.gov/irj/portal

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PPS Portal – PRISM Legacy Storage

The PRISM Legacy Storage tool houses contract award information and documents for awards that were issued prior to PPS Implementation (PPS was implemented June 19, 2017).

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PPS PortalSelect the Procurement tab to enter PPS. PPS is where you will create solicitations and resulting awards. Note: Guidance and training materials for PPS can be found on the 210 Procurement Systems Web Page and in EPSS as identified in this presentation.

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GlossaryNon-NASA Websites

Appendix

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GlossaryAFES Award Fee Evaluation System (NAIS Application)ALI Accounting Line Item – Used in SAP and PPSBOA Basic Ordering AgreementBPA Blanket Purchase AgreementBPR Baseline Performance Review (Reportable Hardware Contracts)CAGE# Commercial and Government Entity Code assigned by NATOCancelled/Cancelling Funds

Funds are valid for 5 years after the date last available for obligation for costs and disbursements only. After the 5 years, they are canceled.

CAR Contract Action Report (an individual action/record reported in FPDS-NG)CLIN Contract Line Item Number (line items in SAP and PPS)CO Contracting OfficerCOR Contracting Officer’s Representative CPARS Contract Performance Assessment Reporting SystemDO Delivery OrderDUNS# Dun and Bradstreet NumberEPDW Enhanced Procurement Data WarehouseEPSS Enterprise Performance Support System (on-line training documentation)eSRS Electronic Subcontract Report SystemExpired/Expiring Funds

The Fund appropriation identifies the length of years funds are available for obligation purposes (typically 1 or 2 years). Expired funds are not available for new obligations.

FBO Federal Business Opportunities (host site of Federal Synopses and Solicitations)FIPS Federal Information Processing StandardsFO Funding Order (document type for recording obligations only)FPDS-NG Federal Procurement Data System – Next GenerationFSC Federal Supply ClassificationFuture Liability Funds that are cancelled but we still owe the Vendor upon approval of final invoiceFY Fiscal Year

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GlossaryGFP Government Furnished PropertyGWAC Government Wide Area ContractIAA Inter Agency AgreementsIDIQ Indefinite Delivery Indefinite QuantityidMAX Identity Management & Account Exchange (used for requesting access to NASA-wide applications)

IDV Indefinite Delivery VehicleMP Milestone PlanNAICS North American Industry Classification SystemNAIS NASA Acquisition Internet ServiceNAMS NASA Account Management SystemsNEACC NASA Enterprise Applications Competency CenterNDPR NASA Defense Purchase RequestOA Outline Agreement (SAP Document Module for IDIQ docs)PALT Procurement Action Lead TimePIID Procurement Instrument Identifier (Document Number)PGrp Purchasing Group (Buyer Code)PLI Procurement Line Item PO Purchase OrderPOC Point of ContactPPC Procurement Placement Code (SB for Small Business; 99 for Other Than Small)PR Purchase RequestPPS Procurement for Public Sector (SAP tool for solicitation and contract generation)

PRISM Procurement Information Systems for Management used prior to PPS Implementation (June 2017)PSC Product / Service CodeSAP SAP Core Financial System (where obligations are recorded)SIC Standard Industrial Classification CodeUCF Uniform Contract Format

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Non-NASA Web SitesThe following are non-NASA systems and websites that you may be required to use in support

of your contract award and administration:  System for Award Management (SAM) https://www.sam.gov/portal/SAM/#1 (Vendor Search

& Online Representations and Certifications Application) Fedral Business Opportunities - FedBizOpps (FBO) https://www.fbo.gov/ (You will post

your synopses/solicitations in FBO

GSA eLibrary for the latest GSA contract award information http://www.gsaelibrary.gsa.gov/ElibMain/ElibHome

The North American Industry Classification System (NAICS) http://www.census.gov/eos/www/naics/

Federal Product and Service Codes (PSC) manual: http://www.fpdsng.com/downloads/service_product_codes.pdf

Contractor Performance Assessment Reporting (CPARS): http://www.cpars.csd.disa.mil/index.htm ( CPARS hosts a suite of web-enabled applications that are used to document contractor and grantee performance information that is required by Federal Regulations.)

Federal Strategic Sourcing Initiative (FSSI) http://www.gsa.gov/portal/content/112561 Electronic Subcontracting Reporting System (eSRS) http://www.esrs.gov/