Mandatory Change in Data Entry for the Revised Procurement Report To: "AO - All Administrative Officers" From: "Alice A. Sabatini" Subject: Mandatory Change in Data Entry for the Revised Procurement Report Cc: "Isabelle Halley des Fontaines, Chief, Br. Admin. Mgmt. Sys., Reston, VA" , "Ruth C Hines, Secretary (OA), Reston, VA" , "Michele L O'Meara, Financial Specialist, Reston, VA" This is a reissuance of the memorandum, same subject, dated March 23, 1998. The memo has been revised to clarify the difference between the two codes both called procurement type and to change the document numbering requirements. In working this issue, we were also advised that there is confusion about including bankcard transactions on the SF-281 report for transactions above $2,500. No bankcard transactions should be included on the SF-281 regardless of amount. (This could change in the future as the need to gather this information for bankcard transactions is being discussed at the Department level.) I apologize for the confusion the earlier message caused. My thanks to the Texas and Alaska offices (along with a few others) for promptly bringing the confusion to our attention. This memorandum will also be distributed hard copy. ---------------------------------------------------------------------------- --------------------- In Reply Refer To: Mail Stop 442 March 30, 1998 MEMORANDUM To: Administrative Officers From: Alice A. Sabatini Division Administrative Officer Subject: Mandatory Change in Data Entry for the Revised Procurement Report The Chief of Procurement Systems and Support Services, Office of Program Support, issued a memorandum dated March 6, 1998, informing you of changes in the Procurement Report (SF-281). We have worked to automate the generation of this report from the Administrative Information System (AIS) when data is entered correctly in the Federal Financial System (FFS). The revised procurement report has necessitated the addition of some procurement method and business type codes in AIS. The Branch of Administrative Management Systems has reviewed the requirements and has completed a specification for the new report. They hope to have it programmed and released to users in time for the third quarter reports (due July 10, 1998). The new specification also corrects problems reported by many users with the number of transactions displayed on the reports. The problems were encountered because the AIS report program looked for any document that contained the procurement codes and counted each as a transaction. The new report format affects both the data captured in FFS and the reporting of the information in AIS. The following is a list of the new codes as well as the codes that should not be used in the future (annotated with 'obsolete'). Procurement Description Status Method 1/ A Delivery Orders - All D Contracts for foreign or international govts. F Orders - Federal Supply Schedule G Orders - GSA Schedules only P Other procurement methods S Purchases using simplified acquisition procedures Name change T Tariff or regulated acquisitions 1/ Procurement Method is called 'proc type' on the FFS data entry screen and 'procurement type' on the AIS expense header and detail frame. Business Description Status Type 2/ A Small Business Set-Aside B Labor Surplus Area Set-Aside Obsolete C Small Business Set-Aside - Combined Labor Obsolete D Small Disadvantaged Business Name change E Other entities F 8A Contract Award Name change G Small Business New H Small Disadvantaged Business -Set-Aside New I I - HBCU/MI New L Large Business O Domestic Outside US/Foreign P Small Business - Small Purchase Set-Aside Obsolete S JWOD Nonprofit Agency (on rev 5-96) Name change W Small Business - Woman Owned 2/ Business Type is called 'proc bus type' on the FFS data entry screen and 'proc. bus. type' on the AIS expense header and detail frame. Competition Description Status 3/ C Competed (over/under $2500) N Not Competitive (Under $1000/Sole Source) X Not Available for Competition 3/ Competition is called 'proc comp' on the FFS data entry screen and 'proc. competition' on the AIS expense header and detail frame. Users should begin using these new codes immediately so that the new AIS report, when available, will be accurate. Procurement codes should no longer be recorded on payments that reference a purchase order because recording them on both will overstate the transaction count on the AIS-generated SF-281 report. Purchase order numbers should be nine digits long as follows: First digit is the fiscal year code (e.g., 8 for 1998, etc.) Second and third digits are for the two-digit office location indicator (e.g., MD for Maryland) Fourth and fifth digits are for the two-digit acquisition type (e.g., SA for simplified acquisition, etc.) Sixth through ninth digits for the purchase order number (e.g., 02345--drop the leading zero to shorten the number to four positions 2345). For example: 8MDSA2345 Payments that reference obligating documents should not contain the procurement codes. They must contain the FFS purchase order document code followed by a sequential number in the tenth and eleventh position. For example: 8MDSA234501 Following these data entry procedures will ensure the proper computation of the number of actions as well as the dollar amounts associated with each category.