**0ffice of Acquisition and Property Management**

**Department of the Interior**

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November 16, 2006

Department of the Interior Acquisition Policy Release (DIAPR) 2007 - 01

SUBJECT: Ensuring Accurate Procurement Data Reporting to the Federal
Procurement Data System-Next Generation (FPDS-NG)\
\
REFERENCE: Federal Acquisition Regulation (FAR) Subpart 4.6, \"Contract
Reporting\"; DIAPR 2002-04 and Amendments I and 2, \"Reporting Charge
Card Transactions in the Procurement Data System\"; and, DIAPR 2004-07,
\"Ensuring Accurate Procurement Data Reporting to the FPDS-NG\"

1\. *Purpose:*

> This policy release is issued to establish certification requirements
> for bureau submissions to FPDS-NG in order to ensure the timeliness
> and accuracy of data entry.

2\. *Effective Date:*

> Effective immediately upon issuance.

3\. *Expiration Date:*

> This DIAPR supersedes DIAPR 2004-7 \"Ensuring Accurate Procurement
> Data Reporting to the FPDS-NG\" and DIAPR 2002-04 and all amendments
> thereto, \"Reporting Charge Card Transactions in the Procurement Data
> System\" and remains in effect until canceled or superseded.

4\. *Background and Explanation:*

> FAR Subpart 4.6 requires agencies to report all procurement actions
> that exceed the micro-purchase threshold (i.e., currently \$3,000) and
> all modifications to those transactions regardless of dollar value to
> FPDS-NG. Additionally, as a participant in the Small Business
> Competitiveness Demonstration Program, the Department of the Interior
> (DOI) is required to report **all** actions, **regardless of dollar
> value,** made in the designated industry groups.\
> \
> The following actions are NOT reported to FPDS-NG:\
> \
> • Financial assistance actions e.g. grants, cooperative agreements,
> subsidies, contributions, P.L. 93-638 actions, etc.\
> • Imprest fund transactions, SF 44 purchases, and training
> authorizations. Purchase card transactions with a total cumulative
> value less then the micro-purchase threshold (\$3,000) are not
> required to be reported but an agency may elect to do so.\
> • Interagency agreements with other federal agencies (e.g. Tennessee
> Valley Authority, GPO transactions, etc.), independent federal
> establishments (e.g. ExportJImport Bank of the US), or federally
> chartered sources (e.g. Howard University or the Smithsonian
> Institution).\
> • Government Bills of Lading and Government Transportation Requests.\
> • Interagency agreements with other federal agencies (e.g. Tennessee
> Valley Authority, GPO transactions, etc.), independent federal
> establishments (e.g. Export/Import Bank of the US), or federally
> chartered sources (e.g. Howard University or the Smithsonian
> Institution).\
> • Government Bills of Lading and Government Transportation Requests.\
> • Actions using predominantly non-appropriated funds, except pursuant
> to 2b above.\
> • FED STRIP and MILSTRIP requisitions.\
> • Actions involving transfer of supplies within and among agencies and
> sub agencies.\
> • Orders from GSA Stock and GSA Consolidated Purchase Program (e.g.,
> GSA Advantage)\
> • Civilian agencies shall not report actions for petroleum or
> petroleum products ordered against a Defense Logistics Agency
> Indefinite Delivery Contract. (See Part III, C.3d.)\
> \
> Data from FPDS-NG is used by the White House, Congress, the Government
> Accountability Office, other Federal executive agencies, the general
> public, the Small Business Administration (SBA) in calculating agency
> goals, and DOI managers, as a basis for decisions on a variety of
> topics. Further, OMB Circular A-123 \"Management\'s Responsibility for
> Internal Control\" mandates implementation of internal controls to
> ensure, among other objectives, that reliable, complete, and timely
> data are maintained.

5\. *Action Required:*

> a\. All procurement actions that have the potential of exceeding the
> micro-purchase threshold (\$3,000), including those made with the
> Government purchase card, must be entered into FPDSNG. All procurement
> actions that fall under the Small Business Competitiveness
> Demonstration Program must be reported to FPDS-NG regardless of dollar
> value.\
> \
> b. Data should be entered into FPDS-NG as close to real time as
> possible, ideally, prior to the obligation of the contract action.
> Data entry, review, and approval in FPDS-NG must be accomplished
> within three days of the procurement action being obligated.\
> \
> c. Reporting of all actions must be done by the responsible
> Contracting Officer, Contract Specialist or Purchasing Agent, or other
> personnel who are fully trained in procurement and subjects involved
> in the reporting process and are able to efficiently and accurately
> determine the correct response to all data issues. The Contracting
> Officer must, at the very least, review and approve within the system
> the data entered into FPDS-NG.\
> \
> d. Particular attention must be paid to the accuracy of each and every
> data element submitted by reporting and reviewing personnel,
> especially the business size status and all socioeconomic information,
> such as Service Disabled Veteran Owned Businesses (SDVOB), which
> should be derived from a review of the vendor\'s On-line
> Representations and Certifications application. Correct entry of all
> dates, dollar amounts, selection of the appropriate PSC and NAICS
> codes, Contracting Officer\'s size determination, and project
> descriptions that clearly explain what is being procured, are other
> examples of focus areas.\
> \
> e. Each bureau shall establish a procurement data quality control plan
> involving, as a minimum, the following:\
> \
> • Identification of the bureau FPDS-NG system administrator. This
> individual will serve as a liaison between the Office of Acquisition
> and Property Management (PAM) and the bureau FPDS-NG users.\
> • The means by which the bureau intends to capture any unique FPDS-NG
> reporting requirements of non-DOl entities, if applicable.\
> • The proposed corrective actions the bureau will implement in
> response to persistent inaccurate, late, and\\or non-existent
> reporting.\
> • The bureau\'s review process at each level of the organization. For
> example:
>
> o The Contracting Officer responsible for signing the contract ensures
> that an FPDS-NG record has been created for the action and that all
> the information is accurate. This review should take place prior to
> obligation of the action.\
> o The manager\\supervisor for the contracting activity reviews the
> standard reports available in FPDS-NG no less than bi-weekly to ensure
> all procurement actions that have the potential of a cumulative total
> exceeding the micro-purchase threshold have a corresponding FPDS-NG
> entry that is accurate and complete.\
> o At each succeeding supervisory\\management level data is reviewed
> and certifications are provided that all applicable data is entered
> into FPDSNG and is accurate.\
> o Standard report data is periodically reviewed for common
> errors\\miscodings so that targeted training\\clarification can be
> provided.
>
> The bureau procurement data quality control plan must be submitted to
> PAM within one month of this policy\'s issuance date.\
> \
> f. Each bureau procurement chief shall submit to the Director, PAM, a
> certification of the completeness, currency and accuracy of the prior
> fiscal year data, no later than October 13th of each year. The
> certification should confirm that all applicable actions were entered,
> are accurate, and were reviewed\\approved by the responsible
> Contracting Officer. The certification should also confirm that the
> bureau procurement data quality control plan was followed. The
> certification should further quantify and explain:\
> \
> a. any known errors or unresolved anomalies remaining in the data;\
> b. goals for the current fiscal year; and\
> c. steps being taken to further improve the quality (completeness and
> accuracy) as well as the timeliness of the data.\
> \
> *6. Additional Information:* If you have questions about this matter,
> please contact Kate Oliver at (202) 208-3345.

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  / signed / Debra E. Sonderman, Director\
  Office of Acquisition and Property Management
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