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PROCUREMENT SYSTEMS OVERVIEW

210 Procurement Operations

2 Procurement Systems Overview

This 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. Additional detailed instructions are also provided for select applications and tasks.

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Index

Procurement Websites 4 - 6 6-9744

NASA Access Launchpad 7 866-419-6297

bReady Enterprise Portal 8 6-4436

Identity 9

Systems Launcher 10-11

EPSS 12-13

IdMAX (NAMS) 14

SAP 15 6-4436

Printing a PR 15

Viewing PR Attachments 17

Approve Invoice 18 6-4436

NAIS 19 6-9744

EPS & EPS Tips 20-24

EPDW 25

PO Details / Closeout 26 6-9744

ALI Lookup 27 6-9744

PRISM 28 6-9744

Appendix 29

Glossary 30-31

Non-NASA Websites 32

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

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

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

The procurement policy site contains guidance and templates for your use. The Checklist for Contract Award section contains relevant information based on the organization of NASA Form 1098, Checklist for Contract Award File Content. The eGreenbook contains FAR/NFAR and GSFC Clauses.

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

The Systems/CMM Site contains system guidance and links to other applications.

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NASA Access Launchpad

https://launchpad.nasa.gov

The NASA Access Launchpad, also called "Launchpad," is an online tool that you can use to create and update your NASA Launchpad user profile or reset a forgotten password. Upon logon to your computer (NASA Domain account), you will automatically be logged into Launchpad. Your Launchpad account is used to access many NASA-wide tools such as bReady; and you will use your Launchpad account to view/approve invoices. 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 the front end to Agency applications such as your contract writing software, Procurement Information Systems for Management (PRISM) and other Agency and Center applications and information.

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

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bReady - IdentityIf you support both GSFC and HQ Procurement Offices, you will have 2 GS IDs. You will need to ensure you use your appropriate ID depending on which Office you are supporting. If you need to change identities, you must do so before you access a system. Select the button (located in the upper right portion of the screen) to switch between IDs.

“Identity” brings up the Identity Selection pop-up screen. Select the appropriate ID from the dropdown, and then choose “Done.”

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bReady – Systems LauncherTo access a System, select the button in the upper right portion of the screen. The Systems Launcher window displays. There are currently 8 sections; you will mainly be using the Procurement section to complete your procurement actions.

Select the “+” to open up the selections under the 8 Section Headings.

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bReady Portal – Systems Launcher (cont’d)

Example of available selections

Your available selections under each section will vary depending on your access rights and assigned roles. Many systems do not require an additional password for access. However inactivity of a system (such as SAP), will result in your account being locked out and eventually revoked; and you will need to request access again.

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bReady – Systems / EPSSEnterprise Performance Support System (EPSS): EPSS provides on-line help for bReady systems, including PRISM Simulations that guide you through PRISM actions. You will want to review the Contract Management Module for PRISM guidance.

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bReady - EPSS (Cont’d)On the Purchasing (PRISM) Screen, you have 5 selections as shown below:

Job Aids contain general information regarding PRISM such as error messages and how to perform activities in PRISM such as exporting attachments.

Recovery Job Aids contain information specifically on how to enter and report Recovery Act funds.

Simulations are tutorials that guide you through specific PRISM actions.*

Sub Process Area & System Role contain End User Procedures organized by Process related (i.e. Modify Contract) or Role Related (i.e., Security Administrator).

* Simulations are available in 3 Options: Auto Playback Tutorials lets you watch as the tutorial completes the action; Standard Tutorials guide you as you complete the steps; Self-Test Tutorials allows you to complete an action independently and identifies when you enter incorrect data.

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bReady – 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 IEM Help Desk at 6-4436.

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bReady – Systems / SAP

SAP R/3 (PC): You will have limited, read only access in SAP. You may access SAP to review Purchase Requisitions (PRs) and PR attachments, Invoices, and Award Documents. PRs are initiated in SAP and are routed through a release strategy up to Procurement. Once the strategy reaches Procurement Approval (and the PGrp assigned to the PR is not an outside buyer PGrp), the PR is interfaced to PRISM. The PR is then reviewed and accepted/assigned in PRISM; the PRISM Approval is interfaced back to SAP. 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_PR*Display PO/Contract: ME23NDisplay Outline Agreement: ME33KDisplay Invoice: MIR4Business Workplace/SAP Inbox: SBWP

SAP Transaction Box

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SAP (Cont’d) – Printing a PR

*ZMM_PR - To Print a PR from SAP, enter the PR number in the Purchasing Requisition field, and the word “mail” in the Printer field, then select Execute (note the screen will flicker but not change). Select the Back Icon to return to the main menu. You will receive an e-mail(s) containing a PDF version of the PR. However you will need to access the SAP PR for any attachments directly. Note: Most attachments flow to PRISM, however you can access them directly from SAP.

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SAP (Cont’d) – PR Attachments

Use transaction ME53N to open the PR. To display/open PR attachments, select the Services for Object Icon (located in the top, left corner). In the dropdown, the words “Attachment List” will appear active if there are attachments. Select “Attachment List” to display and open the attachments.

< Services for Object Icon

Double click file title to open attachments. Select the to close the Attachment list window.

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bReady – Systems / Approve Invoice

Approve Invoice: When an Invoice is routed to a Contract Specialist instead of the Technical Rep, it is based on the Purchasing Group (PGrp) located in SAP (which is fed from the PRISM Buyer field). The Approve Invoice selection opens SAP directly into your Business Workplace (Transaction Code SBWP), where you can access any invoices waiting for your review and Contracting Officer’s approval.

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bReady – Systems / NAIS

NAIS - NASA Acquisition Internet Service: NAIS is a host to Agency tools. You will use NAIS to access the Electronic Posting System (EPS) for creating synopses and posting solicitations; 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 / EPSElectronic Posting System (EPS): You will use EPS for creating and posting synopses and notices & uploading solicitations to the NAIS Business Opportunities site; which currently feeds the Federal Business Opportunities (FBO) site. After you initially request access to EPS you will receive an e-mail to set up and activate your account. If you work in or support the HQ Procurement Office (210-H), make sure you select the Center of HQ. Then make sure you select the appropriate Group(s) on the next screen; groups are broken out by Division. Everyone should select the User Type of CO/Poster as Buyer does not allow you to Post your own synopsis.

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NAIS / EPS

When you access EPS, ensure your Code is selected in the “Select Center” listing, then choose “GO” to continue. Note: If your mail code is not available from the Select Center listing, you will need to reapply for EPS application access and select your current Organization. From here, you can download the Users Guide.

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NAIS / EPS (cont’d)After you select “GO”, you will be at the EPS Main screen. A summary of your options are: Create – use to create/post a new synopsis, including creating new amendments Edit/Approve – this option is to edit/post a previously saved/non-posted synopsis Archive – allows you to select active postings to archive/remove from NAIS & FBO Upload – use to upload your solicitation & other documents to a previously posted synopsis RFQS – Request for Quotes – for posting with your combined simplified commercial item synopsis/solicitation POC DBASE – Point of Contact Specialists & Contracting Officers database that you update yourself View Archive – allows you to view previously archived documents

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NAIS / EPS (cont’d)Upon first use, you will need to add your contact information to the Point of Contact Database (POC DBASE). This allows you or someone else to select your name as a POC (as the Specialist or the CO) for a synopsis. Note: You will need to add your POC data for each office group you belong to (e.g., 210.P and 210.M).

Choose Add new POC.

Begin by selecting “POC DBASE”

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EPS Tips

If your Organization is not available from the Select Center listing, you will need to reapply for EPS application access and select your current Organization.

You will need to add your POC data for each Organization you belong to (i.e., 210.P and 210.M).

If you support HQ Procurement, select your Center as GSFC and your Organization as 210.H.

After posting your synopsis, you should receive two e-mails; 1 from NAIS and one from Federal Business Opportunities (FBO).

When posting your synopsis to Grants.gov (for CANS and Grants), you will not be able to upload any documents through NAIS. You must create a separate document library.

When uploading documents, ensure the documents don’t contain sensitive information and that your “track changes/comments” have been removed before posting.

When uploading a “Draft Solicitation” select “Draft Document” as your document type. This results in the draft document being removed upon uploading of your Solicitation document.

File names for uploaded documents can’t contain periods.

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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.

See Instructions: Enhanced Procurement Data Warehouse (EPDW)

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bReady – 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 – Systems / ALI Lookup

ALI Lookup: This selection will aid you in performing de-obligation actions in PRISM. It will identify the corresponding PRISM Contract Line Item Number (CLIN) and Accounting Line Item (ALI) to be de-obligated based on the provided SAP PR Information.

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bReady – Systems / PRISM

PRISM: This selection will open CMM/PRISM to the Welcome Screen. You will use this system for all solicitation & award processing actions (including amendments and modifications).

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GlossaryNon-NASA Websites

Appendix

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Glossary

AFES Award Fee Evaluation System (NAIS Application)ALI Accounting Line Item – Used in SAP and PRISMBOA 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)CCR Central Contractor Registration CLIN Contract Line Item Number (line items in PRISM)CMM Contract Management Module (used simultaneously with PRISM)CO Contracting OfficerCOTR Contracting Officer’s Technical Representative CPARS Contract Performance Assessment Reporting SystemDO Delivery OrderDUNS# Dun and Bradstreet NumberEPDW Enhanced Procurement Data WarehouseEPS Electronic Posting SystemEPSS 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 (SAP document type)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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Glossary

GFP 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 used in FPDS-NGPGrp Purchasing Group (Buyer Code)PLI Procurement Line Item (line items in SAP)PO Purchase OrderPOC Point of ContactPPC Procurement Placement Code (SB for Small Business; 99 for Other Than Small)PR Purchase RequestPRISM PRocurement Information Systems for Management (used simultaneously with CMM)

PSC Product / Service CodeSAP SAP Core Financial SystemSIC Standard Industrial Classification CodeUCF Uniform Contract Format

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Non-NASA Web Sites

The following are non-NASA systems and websites that you may be required to use in support of your contract award and administration:

  The Central Contractor Registration (CCR) https://www.bpn.gov/CCRSearch/Search.aspx

Online Representations and Certifications Application (ORCA) https://orca.bpn.gov/ 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/ Excluded Parties List System https://www.epls.gov/