# Presentation: 428989

## Electronic Subcontracting Reporting System (eSRS)October 24, 2006

## Electronic Subcontracting Reporting System (eSRS)

- The eSRS is an electronic, web-based system for subcontract reporting that replaces the SF-294 & SF-295 paper forms.
- When DoD comes on board in FY 2006, it will be a Government-wide system and the _only_ automated system authorized for subcontract reporting.

## Organizational Structure

_***Systems Steward***_
- U.S. Small Business Administration (SBA)
_***Contractor***_
- Symplicity Corporation, Inc.                              8(a) firm based in Arlington, Virginia

## System Features (cont.)

***	***_***Critical Systemic Linkages***_
- Central Contractor Registration  (CCR)
- Federal Procurement Data System (FPDS-NG)
- Government-wide agency hierarchy
- DUNS numbers for prime contractors and subcontractors

## IAE Architecture

**Notes:**
This diagram depicts the relationships between the agency systems on the left and the various IAE services in the gray boxes.  It also shows the many other systems that IAE interfaces with to validate data or collect data

## Electronic Subcontract Reporting System (eSRS)

- The eSRS is a _downstream_ FPDS/NG application –
- _On the Positive Side_: If a contract contains a subcontracting plan and has been entered correctly in FPDS/NG, the eSRS automatically receives a record of it;
- _The Downside_: If a contract is _not_ in in FPDS/NG or has _not_ been entered correctly, the contractor won’t be able to enter his ISR (formerly the SF-294) report at all

## Registration(cont)

- ID=Email Address
- Password= 10-14 Characters that must include: 2 lower case letters, 2 upper case letters, 2 numbers and 2 special characters, in any order.
- 	Example: te1dTE2D@#

##   Goal Computation on the ISR

- The system calculates the achievements by two methods:
- % of contract value
- % of subcontracting   ___________________________________
- 	_Note_: the eSRS will only calculate the percentage on the _achievement_ side, _not the goal columns_.  This is by intent, because we want the contractor to copy the goals from the subcontracting plan exactly as they appear in the plan.

## Accounting Methods

**“****Commitment Basis”**- means that you capture the transaction when you execute the subcontract award document.
**“****Payment Basis”**- means that you capture it when you pay the invoice.  If you use some other method, or hybrid of the two, the system allows you to select “other.”  Once you select the method, it cannot change for the life of the contract.

## What Should Contractors Enter? 

**Individual Contract Reports (ISRs)** (formerly the SF-294)
**Summary Subcontract Reports (SSRs)** (formerly the SF-295)
**Year-End SDB Supplementary Reports** (see FAR clause at 52.219-9(j)(2))
**SDB Participation Reports (formerly the Optional Form 312)** for contracts containing the FAR clause at 52.219-25 (SDB Participation Program)

## What is New?

- We now have an application interface so that contractors with electronic systems of their own can simply upload their data into the eSRS (as opposed to keypunching it into the eSRS one report at a time)
- This appears in the system as “Batch Upload.”

## Is the FAR being changed?

- SBA has introduced a FAR case that includes changes to subpart 19.7 and the related clauses, especially 52.219-9
- In the meantime, SBA’s Office of General Counsel has ruled that the eSRS is the electronic equivalent of the SF-294 & SF-295

## FAR Case

- Revises subpart 19.7 and clauses at 52.219-9 & 52.219-25 to replace all references to SF-294, SF-295, and Optional Form 312 with eSRS.
- Revises the flow-down provision at 19.704(a)(9) and 52.219-9(d)(9) to require the prime contractor to flow the _prime contract number_ down to the subcontractors at lower tiers
- prime contract number now becomes a _mandatory field_ in the eSRS, _even for subcontractors_, in order to facilitate lower-tier reporting.

## FAR Case (cont.)

- Moves “General Instructions” from the paper forms to the clause at 52.219-9.
- Requires contractors to print a hard copy of the Summary Report(s) and have them signed by the CEO.
- Contractor will be required to keep hard copy with CEO’s signature on file for 4 years (the number of years could be changed in the Final Rule).
- The SF-294, SF-295, & Optional Form 312 will eventually be abolished.

## FAR Case

- The Small Business Committee of the FAR Council will review and discuss the specific provisions in the proposal
- The regulation will be issued as a _Proposed Rule_ or _Interim Final Rule_
- 60-day public comment period
- Final Rule will reflect changes resulting from public comments, as appropriate

## Lower Tier Reporting
Full operating capability will include a report showing subcontracting activity at lower tiers (fictitious example on next slide)
This feature will be available only for contractors that submit the Individual Contract Report 
The eSRS FAR case does not propose to change the current rule that prime contractors may not take credit for subcontracts at lower tiers

- Full operating capability will include a report showing subcontracting activity at lower tiers (fictitious example on next slide)
- This feature will be available only for contractors that submit the Individual Contract Report
- The eSRS FAR case does _not_ propose to change the current rule that prime contractors may not take credit for subcontracts at lower tiers

- eSRS Feature

## Sample Lower Tier Report

## LOWER TIER REPORTING

**Individual Subcontracting Reports (ISR)**
- Former SF 294
- Prime Contract Number
- Higher Tier DUNS
- Product and Service Lines
- NAICS
- Email Address of the Govt Official to Review the Report
- No Inclusion of Lower Tier Dollars

## Summary Subcontracting Reports

**Summary Subcontracting Reports (SSR) **Former SF 295
- Product and Service Lines
- NAICS
- Email Address of the Govt Official to Review the Report
- No Inclusion of Lower Tier Dollars

## LOWER TIER REPORTING

**Government contracts with Company X**
**Contract Number DE-AC01-05EE12345**
**Company X will include on their Individual Subcontracting Report:  **Their Duns is 001339457
- Prime Contract Number- DE-AC01-05EE12345
**Company X subcontracts with Company Y**
**Contract Number XX-05TP00023**
**Company Y will include on their Individual Subcontracting Report: **Company X’s DUNS-001339457
- Prime Contract Number- DE-AC01-05EE12345
- Their DUNS-113456896
- Contract Number with Company X-XX-05TP00023

## LOWER TIER REPORTING

**(cont.)**
**Company Y subcontracts with Company Z**
**Contract Number YY-05DD99963**
**Company Z will include on their Individual Subcontracting Report:**
- Company Y’s DUNS-113456896
- Prime Contract Number- DE-AC01-05EE12345
- Their DUNS-132568700
- Contract Number with Company Y-** **YY-05DD99963

## REVIEW OF REPORTS

- _Government will review_:
- Prime Individual Subcontracting Report
- All Summary Subcontracting Reports
- _Higher-Tier Subcontractors will review_:
- Lower-Tier Individual Subcontracting 	Reports

## How will the eSRS Help Desk work?

- The Help Desk will handle all _technical questions_ regarding the use of the eSRS
- E-mail address is Help@esrs.gov
- Questions regarding subcontracting policy will be referred to SBA
- Other problems/issues will be forwarded to the Agency Coordinator of the agency that awarded the contract

## TROUBLESHOOTING

- _CCR ISSUES-_
- CCR Assistance Center 888-227-2423
- _FPDS-NG ISSUES_
- Call the Contracting Officer
- _eSRS ISSUES_
- Contact the eSRS Helpdesk