user breakdown - general services administration€¦ · web view2.0 task requirements 1. 2.1...

Assisted Acquisition Services Business Systems (AASBS)Federal Acquisition Service (FAS)

FY13 OASIS Management Module Phase 2

Release Notes for GSA Users and Support

Software Version 12.15.0

Prepared for AASBS by TechFlow, Inc.

Version 1.0

February 13, 2014

Assisted Acquisition Service Release Notes v.12.15.0

Table of Contents1.0 Task Information................................................................................................................1

1.1 Task Client......................................................................................................................... 1

2.0 Task Requirements............................................................................................................12.1 Purpose............................................................................................................................. 1

3.0 CHG85230 – OASIS Management Module Header...........................................................13.1 User Impact........................................................................................................................ 13.2 Impact to Workflow............................................................................................................13.3 Change Description...........................................................................................................13.4 Interface Impact................................................................................................................. 2

4.0 CHG85231 – OASIS Action Items.....................................................................................24.1 User Impact........................................................................................................................ 24.2 Impact to Workflow............................................................................................................24.3 Change Description...........................................................................................................24.4 Interface Impact................................................................................................................. 2

5.0 CHG85277 – Add Menus /Submenus................................................................................35.1 User Impact........................................................................................................................ 35.2 Impact to Workflow............................................................................................................35.3 Change Description...........................................................................................................35.4 Interface Impact................................................................................................................. 3

6.0 CHG84938 – OASIS Search Page Updates......................................................................36.1 User Impact........................................................................................................................ 36.2 Impact to Workflow............................................................................................................36.3 Change Description...........................................................................................................36.4 Interface Impact................................................................................................................. 4

7.0 CHG84971 – Deprecate ‘GWAC’-specific Language.........................................................47.1 User Impact........................................................................................................................ 47.2 Impact to Workflow............................................................................................................47.3 Change Description...........................................................................................................47.4 Interface Impact................................................................................................................. 5

8.0 CHG84934 – Add NAICS Code Field to OMM Order Data Form.......................................58.1 User Impact........................................................................................................................ 58.2 Impact to Workflow............................................................................................................58.3 Change Description...........................................................................................................58.4 Interface Impact................................................................................................................. 6

9.0 CHG84965 – Customize Order Data form for OMM..........................................................69.1 User Impact........................................................................................................................ 69.2 Impact to Workflow............................................................................................................69.3 Change Description...........................................................................................................79.4 Interface Impact................................................................................................................. 8

10.0 CHG70781 – Limit the Functional Area Options................................................................810.1 User Impact........................................................................................................................ 810.2 Impact to Workflow............................................................................................................810.3 Change Description...........................................................................................................810.4 Interface Impact................................................................................................................. 9

11.0 CHG85278 – Enhancements to the Invoice Data Form.....................................................911.1 User Impact........................................................................................................................ 911.2 Impact to Workflow............................................................................................................911.3 Change Description...........................................................................................................9

i


11.4 Interface Impact...............................................................................................................11

12.0 CHG85689 – Update to Calculated CAF Amount on Order Data form............................1112.1 User Impact...................................................................................................................... 1112.2 Impact to Workflow..........................................................................................................1112.3 Change Description.........................................................................................................1112.4 Interface Impact...............................................................................................................12

13.0 CHG85787 – Updates to the CAF Payment Data form....................................................1213.1 User Impact...................................................................................................................... 1213.2 Impact to Workflow..........................................................................................................1213.3 Change Description.........................................................................................................1213.4 Interface Impact...............................................................................................................13

14.0 Follow-On Support...........................................................................................................13

APPENDIX A. Glossary........................................................................................................A-1

List of FiguresFigure 1: OASIS Management Module Header..............................................................................1Figure 2: OASIS Action Items.........................................................................................................2Figure 3: New Menu/Submenus on OMM and GMM pages...........................................................3Figure 4: New Menu/Submenus on OMM and GMM pages...........................................................4Figure 5: Example of Old Static Text – Order Data form.................................................................5Figure 6: Example of New Static Text - Order Data form................................................................5Figure 7: Order Data – New NAICS Data Field...............................................................................6Figure 8: Order Data – Order Description field for OMM.................................................................7Figure 9: Search for Order Data - Comma-separated list in Description.........................................7Figure 10: Search for Order Data – ‘Unknown’ Displayed on ITSS Imported-Orders.....................8Figure 11: Functional Area Options Appropriate to Contract..........................................................9Figure 12: OASIS CLIN Types on Invoice Data Form...................................................................10Figure 13: New OASIS Invoice Validation.....................................................................................10Figure 14: New Computed Estimated CAF Amount for Invoice....................................................11Figure 15: Illustration of OASIS EST CAF Amount.......................................................................12Figure 16: Updated CAF Payment Data form...............................................................................13

ii


Revision HistoryDate Author Version Description

2014-02-13 Alice Hoff 1.0 Initial Version

iii


1.0 Task InformationTask Title: General Services Administration (GSA) AASBS - RBADocument Title: AASBS – OASIS Management Module Phase 2 Release Notes

1.1 Task ClientGeneral Services Administration (GSA)Federal Acquisition Service (FAS)Office of the Chief Information Officer 2100 Crystal Drive, Rm. 11052 Arlington, VA 22202

2.0 Task Requirements

2.1 Purpose One Acquisition Solution for Integrated Services (OASIS) is a new indefinite delivery, indefinite quantity (IDIQ), multiple award contract (MAC) scheduled to be awarded by the GSA. The OASIS team will leverage the functionality in the existing GWAC Management Module (GMM) in order to track OASIS task orders, contractor invoices and contract access fee payments, but will modify the GMM with OASIS-specific branding and some additional functionality enhancements. The modified look and feel will be known as the OASIS Management Module (OMM). The GMM will continue to look and feel mostly unchanged.

The purpose of this release is to set up the OASIS Management Module functionality within the AASBS ASSIST Portal so that OASIS task orders, invoices and CAF Payments may be tracked in the system.

3.0 CHG85230 – OASIS Management Module Header

3.1 User Impact GSA Users GSA Agency Users GSA Contractors

3.2 Impact to WorkflowNone.

3.3 Change DescriptionThis change is to display ‘OASIS Management Module’ at the top of forms when the user is on the OASIS tab. The system will continue to display ‘GWAC Management Module’ at the top of the forms when the user is on the GWAC tab.

The new header is illustrated in Figure 1.

Figure 1: OASIS Management Module Header1


3.4 Interface ImpactNo impact to any interfaces.

4.0 CHG85231 – OASIS Action Items


4.2 Impact to WorkflowUsers will find action items relating to OASIS appear on the OASIS Welcome page. All existing action items for other contracts will continue to appear on the GWAC Welcome page with no change.

4.3 Change DescriptionThis change is to display all action items associated to OASIS and orders awarded on OASIS contracts on the OASIS Welcome page. This will include orders in the OASIS contract family and OASIS Small Business (OASIS SB) contract family. An example of the OASIS Welcome page and action items are illustrated in Figure 2.

Figure 2: OASIS Action Items


5.0 CHG85277 – Add Menus /Submenus

5.1 User Impact GSA Users

2


GSA Agency Users GSA Contractors

5.2 Impact to WorkflowUsers will be able to navigate to other parts of the system from the current page without having to first navigate to the Welcome page to access menu options.

5.3 Change DescriptionThis enhancement updates the OMM and GMM by adding menus with sub-menu options on each management module page. Menu options are customized in accordance with the permissions of the logged-in user.

The new menu showing submenu options is illustrated on the Search for Order Data page depicted in Figure 3.

Figure 3: New Menu/Submenus on OMM and GMM pages


6.0 CHG84938 – OASIS Search Page Updates


6.2 Impact to WorkflowUsers will only be able to search for and find their OASIS-related data in the OMM. The GMM will continue to enable users to search for and find data for non-OASIS contracts.

6.3 Change DescriptionThis enhancement updates all the search pages in the OMM to limit the search criteria and search results to only display OASIS-related data. This affects the following OMM pages:

Search for Approved Delegations CAF Rates Search for CAF Payments Search for Unreconciled CAF Payments Search for Order Data

Figure 4 is an example of the Search for CAF Payment Data page in the OMM. This image shows the Contract Family selections limited to OASIS and OASIS SB while in the OASIS Management Module.

3


Figure 4: New Menu/Submenus on OMM and GMM pages


7.0 CHG84971 – Deprecate ‘GWAC’-specific Language



7.3 Change DescriptionThis change is to remove or re-word static language embedded on the OMM and GMM pages so that ‘GWAC’ is not specifically stated.Updates are made on the following forms:

Order Data Order Mod Data Supporting Order Data Invoice Data CAF Payment Data CAF Payment confirmation page Peer Access List form

Note: there are still some instances of the term ‘GWAC’ in static language on some of the pages, particularly on the Delegations pages. The intention is to update these instances in a later release.

Figure 5 is an example of the Order Data form prior to this release. Note that the phrase in the red-circle says “Prime GWAC Industry Partner Awardee”. Figure 6 is an example of the new static text on the Order Data form with this release. Note that the word ‘GWAC’ has been removed.

4


Figure 5: Example of Old Static Text – Order Data form

Figure 6: Example of New Static Text - Order Data form


8.0 CHG84934 – Add NAICS Code Field to OMM Order Data Form


8.2 Impact to WorkflowFor users entering task orders awarded on an OASIS or OASIS Small Business contract, the system will require the selection of a single NAICS code for the task order. There is no change for users entering task orders awarded on a GWAC or Connections contract.

8.3 Change DescriptionThis enhancement is to add a new field to the Order Data form for task orders awarded on OASIS or OASIS Small Business contracts. The new field is labeled ‘Predominant Order NAICS Code’. The user will be required to make a single selection from the list of provided options. The selection options are appropriate to the contract’s functional area. If there is only one NAICS code associated to the contract’s functional area, then the system will automatically select that option.

Additionally, the existing Work Type field which is utilized in the GMM for GWAC and Connections task orders will not be presented as a form field in the OMM for OASIS or OASIS Small Business task orders.

This feature was designed so that if the GSA awards future contract families with a requirement to collect NAICS data at the task order level, the field will be presented on the form as a replacement to the Work Type field anytime NAICS data is associated to the contract family functional areas in the backend database.

Figure 7 illustrates the new Predominant Order NAICS Code field with selection options on the Order Data form for an OASIS contract.

5


Figure 7: Order Data – New NAICS Data Field

8.4 Interface ImpactNew data and data relationships affects interface to Enterprise Data Warehouse.

9.0 CHG84965 – Customize Order Data form for OMM


9.2 Impact to WorkflowFor users entering task orders awarded on an OASIS or OASIS Small Business contract, the Order Description field will be a multi-select field rather than a free-text entry field as on the GMM. Furthermore, the selection of contract numbers on the Order Data form will be limited to only OASIS and OASIS Small Business contracts associated to the user. There will be no change for users entering task orders in the GMM.

9.3 Change DescriptionThis enhancement is to present the Order Description field as a multi-select field on the Order Data form for task orders awarded on OASIS or OASIS Small Business contracts. The user will

6


be required to make at least one selection from the list of provided options. The selection options are: Program Management, Management Consulting, Financial, Engineering, Scientific, and Logistics.

In addition, this enhancement is to limit the contract number options in the Contract Number field to only OASIS and OASIS Small Business contracts when the user is in the OMM.

Figure 8 illustrates the new functionality for the Order Description field on the Order Data form for an OASIS contract.

Figure 8: Order Data – Order Description field for OMM

Multiple selections in the Order Description field will be presented as a comma-separated list on the Search for Order Data and will be searchable. An example of this feature is displayed in Figure 9.

Figure 9: Search for Order Data - Comma-separated list in Description

Orders awarded in ITSS and automatically imported to the OMM will not have this field pre-populated. The system will default the Description to “Unknown” on the Search for Order Data page in this case. When the user updates the Order Data with additional data, the Description field will be populated with their selections. Figure 10 illustrates an example of this case.

7


Figure 10: Search for Order Data – ‘Unknown’ Displayed on ITSS Imported-Orders


10.0 CHG70781 – Limit the Functional Area Options

10.1 User Impact GSA Users GSA Contractors


10.3 Change DescriptionFor users entering task orders in GMM or OMM, the list of options in the Functional Area single selection field will be limited to only the functional areas associated to the awarded contract. This is a change from prior functionality where the list of options in the Functional Area field was populated with all possible functional areas for the contract family. This change affects orders on the following contracts:

FAS 8(a) Stars FAS 8(a) Stars 2 FAS Millennia Lite FAS VETS OASIS OASIS Small Business

Figure 11 provides an example of this change.

Figure 11: Functional Area Options Appropriate to Contract

8


10.4 Interface ImpactNew data and data relationships affects interface to Enterprise Data Warehouse.

11.0 CHG85278 – Enhancements to the Invoice Data Form



11.3 Change DescriptionThis change has several components.

Item 1 – New CLIN TypesFor users entering invoice data line items for OASIS task orders, the system will present a customized set of Type options specific to the task order’s contract’s contract family, either OASIS or OASIS Small Business. These CLIN Types are also to be utilized with the Upload Package feature. Figure 12 depicts the new OASIS CLIN types available to select on the Invoice Data form.

Figure 12: OASIS CLIN Types on Invoice Data Form

Item 2 – New Validation

For users entering invoice data for OASIS task orders, a new validation will apply enforcing that (1) each invoice will have at least two line items and (2) each invoice will have one and only one line item be Type = Contract Access Fee (CAF). This validation message will be presented if the user attempts to submit an invoice that violates these two conditions. This validation will also be enforced on invoices uploaded using the Upload Package feature.

This validation is not active for invoices on GWAC or Connections task orders.9


The validation message is illustrated in red text by the arrow in Figure 13.

Figure 13: New OASIS Invoice Validation

Item 3 – New Computed Estimated CAF Amount for Invoice Calculation

For users entering invoice data in the OMM and GMM, a new computation is presented at the bottom of the Invoice Data form to display the Computed Estimated CAF Amount for Invoice. The value is calculated dynamically as the user enters data on the Invoice Data form. The calculation utilizes the applicable CAF Rate rule for the order and applies it in accordance to the total prices and CLIN type.

For CLINs where CAF is embedded, the value is calculated as (Total Value of Embedded CAF CLINs) x (CAF Rate / 1 + CAF Rate). This calculation is a standard for most GWAC and Connection CLINS.

For CLINS where CAF is not embedded, the value is calculated as the (Total Value of non-Embedded CAF CLINs) x (CAF Rate). This calculation is a standard for the OASIS CLINs.

The purpose of this calculation is primarily for providing the estimated CAF Amount for OASIS invoices as they are entered. The value should be considered a guideline only. Figure 14 illustrates this new feature.

For order that have CAF Rate rules with a CAF Cap or for which there is an unknown CAF rate for the date range, the dynamic calculation cannot be done and the system will provide a message indicating that the value is N/A for this reason.

Figure 14: New Computed Estimated CAF Amount for Invoice

11.4 Interface ImpactNew data and data columns in the CLIN tables’ affects interface to Enterprise Data Warehouse.

12.0 CHG85689 – Update to Calculated CAF Amount on Order Data form


10



12.3 Change DescriptionFor users entering invoice data for OASIS and OASIS SB task orders in the OMM, the CAF calculation in the Invoice Table on the Order Data form is different from the calculation done on GWAC and Connections orders. There is no change to the EST CAF Amount logic for GWAC and Connections orders.

Since OASIS CLINs do not have embedded CAF and the user will explicitly invoice CAF on a separate invoice line item, it is this explicit CAF amount that reflects the actual CAF Amount expected by the OASIS Program Management office. Therefore, the system will present the amount entered on the invoice for the CAF CLIN in the EST CAF Amount column. Figure 15 illustrates this new logic for the EST CAF Amount for OASIS and OASIS SB orders.

Figure 15: Illustration of OASIS EST CAF Amount


13.0 CHG85787 – Updates to the CAF Payment Data form



13.3 Change DescriptionFor users entering CAF Payment Data reports in the OMM, only OASIS orders may be added to the CAF Payment Allocation table. Similarly, when users enter CAF Payment Data reports in the GMM, only GWAC and Connections orders may be added to the CAF Payment Allocation table. This system functionality enforces the CAF Payment policy such that OASIS CAF should not be co-mingled with GWAC CAF or Connections CAF (also referred to as Associated Government Fee (AGF)).

11


Additionally, with this change the Total Estimated Outstanding CAF Amount (for Industry Partner) has been removed from the CAF Payment Data form.

The final component of this change is that on the OMM, the access to the Pay button to remit payments electronically via Pay.gov has been temporarily disabled. The Pay button will be disabled until additional enhancements can be made to backend systems to accept OASIS CAF Payments via the Pay.gov method.

These changes are illustrated in Figure 16.

Figure 16: Updated CAF Payment Data form


14.0 Follow-On SupportIf assistance is needed with an AASBS Business System, users are encouraged to contact 1 (877) 472-4877, [email protected].

12


APPENDIX A. Glossary

Term Definition

AASBS Assisted Acquisition Services Business Systems

AGF Associated Government Fee

ASSIST Assisted Services Shared Information SysTem

CAF Contract Access Fee

CLIN Contract Line Item Number

FAS Federal Acquisition Services

GMM GWAC Management Module

GSA General Services Administration

GWAC Government-wide Acquisition Contract

IDIQ Indefinite Delivery, Indefinite Quantity

ITSS IT-Solutions Shop

MAC Multiple Award Contract

OASIS One Acquisition Solution for Integrated Services (a contract family)

OASIS SB OASIS Small Business (a contract family)

OMM OASIS Management Module

OpenSSO Open Single-Sign On

RBA Regional Business Applications

URL Universal Resource Locator

1

user breakdown - general services administration€¦ · web view2.0 task requirements 1. 2.1...

Documents