Better Buying Power Analysis Guide v 1.0

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1 Better Buying Power Analysis Guide v 1.0 Abstract: This scorecard provides quick access to reports relevant to key Federal Procurement initiatives in place to increase full and open competition, increase awards to small businesses, and reduce use of contract pricing types which do not promote the most efficient use of taxpayer dollars. The Better Buying Power Analysis scorecard tracks the summary and detailed information related to DoD-level, DoD Agency-level, and even portfolio group and portfolio level actions and obligations for these initiatives. The report captures two years of data from the Federal Procurement Data System Next Generation (FPDS-NG), which enables organizations to analyze trends and proactively monitor progress over time. The report data is updated from FPDS-NG on a daily basis. This guide will provide you with the following instruction: BI Tool Permissions and Access Information (pages 1-2) Accessing the Procurement Data Analysis Dashboards and Scorecards (pages 2-4) Running Better Buying Power Analysis Reports: o Summary Analysis (pages 5-7) o Contract Pricing Type Analysis (pages 7-8) o Small Business Analysis (pages 9-10) o Competition Analysis (pages 10-12) Printing and Exporting Report Data (pages 12-13) Report Logic and Calculations (page 13) It is strongly recommended that users review the Summary Analysis details (pages 5-7 ), at minimum, as it provides a baseline of understanding for the Contract Pricing Type, Small Business, and Competition reports. BI Tool Permissions and Access Information: To request permission to access the BI Tool, janice.l.romney.civ@mail.mil and provide: Name, Office, DoD address, and phone number DoD Identification Number (on back of CAC Card, above barcode) Date of completion of the DoD Cyber Awareness Challenge Use Internet Explorer or Firefox web browser to access the tool. 1. Access website at 2. Read and agree to terms of use to launch the main log in page 1

2 3. Click on CAC Log In, enter your PIN, and select your certificate Accessing the Procurement Data Analysis Dashboards and Scorecards: 1. This is the Home Page, which is standard for the Oracle OBIEE solution used. A. The search box is on the top right, to assist in quickly finding scorecards and other items. Next to that is: Advanced (Search); Help; Sign Out (to sign out of OBIEE). B. Under that is the menu bar with: Home (returns you to this page); Catalog; Favorites; Dashboards; New; Open; and Signed In As (your Username). C. Reports includes all of the Procurement Data Analyses, including all scorecards. D. Recently includes each individual user s recently opened items, such as Dashboards list, Scorecards, etc. E. Most Popular includes the items most accessed by all users with the same responsibility as you are using. You can open and edit those items from this home page. When you click the More button, you can access options such as Printing, Exporting, Adding the item to Favorites and viewing the Properties. F. There are 3 main regions on the left side which a typical BI Tool user should not be concerned with: Create actions for creating reports. Browse/Manage actions to browse content. 2

3 Get Started Section to access general Oracle OBIEE product documentation, tools, and help. OSD Scorecard User Guides provide information specific to our BI Tool scorecards and reports, and will likely be more beneficial to a new user than the more detailed Oracle information. 2. Under Reports, click on the Procurement Data Analysis icon: 3. All of the available Procurement Data Analysis Dashboards are displayed. Click on desired analysis. 3

4 4. Click to access the Better Buying Power Analysis: 5. The Better Buying Power Analysis Scorecard appears, showing all reports currently available. Reminder: BI Tool report data is updated from FPDS-NG on a daily basis. A. Summary Analysis: Provides a summary level report of the past two years of DoD acquisitions, broken out by portfolio or portfolio group showing total new awards (i.e. initial awards, not including modifications) and obligation amounts, or total actions and obligation amounts. The Summary Analysis reports are the foundation for all other Better Buying Power Analysis reports are based. B. Contract Pricing Type Analysis: These reports expand upon the Summary Analysis data to include additional details on Contract Type. C. Small Business Analysis: These reports expand upon the Summary Analysis data to include additional details on the actions, dollars and percentage of dollars awarded to vendors categorized as any of the seven small business types. D. Competition Analysis: These reports expand upon the Summary Analysis data to include additional details on the eligible, competitive, non-competitive, effective competitive and non-effective competitive awards. 4

5 Running Better Buying Power - Summary Analysis Reports: There are two summary analysis reports available: New Awards and Value, and All Actions and Obligations. 1. Summary Analysis New Awards and Value Report From the Better Buying Power Analysis scorecard, click on Summary Analysis New Awards and Value. The New Awards and Value summary level report is displayed on the page. The default display is at the Department level, organized by Portfolio Group, shown below. There are several features to point out about the New Awards and Value summary report prior to looking at the detailed data. A. The default view is Portfolio Group. To change the view to Portfolio, click on the corresponding tab in the upper left corner of the page. B. Using the drop down menu at the center of the page, select the filter you would like to view and select Apply. Filters include Fiscal Year, Date Signed, Agency Group Name, PSC Type, and Portfolio Group. To reset the data, use the Reset drop down, and either 5

6 restore the default or to the last applied values for FY. The Portfolio view includes one additional filter for Portfolio. Important note! When selecting desired filters from the drop down menus listed above, be sure to scroll to the end of the right hand side of the page and select Apply. C. The source of the data (FPDS-NG) is displayed, and the data pulled from that source, along with the date the report was run. Data is available from FY2013 FY2014. D. The total number of rows for the entire report is listed. Important note! Only 30 rows of data are displayed at a time. For detailed reports with more than 30 rows, users must either select to display additional rows at the bottom of the data table, or export to another program. Instructions for exporting are in the Printing and Exporting section of this guide. E. Additional option to change view from Department Name (DoD) to Agency Name. F. The summary level data is displayed for each DoD Portfolio Group. Transitioning to the data table, the Summary Analysis - New Awards and Value data display shows the count of new awards, total initial obligations, and total base plus option year dollars for each portfolio group. By clicking on the headers (the gray shaded titles above each column, i.e. Fiscal Year, Department Name, etc. highlighted in orange below) the user can sort the data in ascending or descending order. See the Printing and Exporting section of this guide for additional details. 2. Summary Analysis All Actions and Obligations Report From the Better Buying Power Analysis scorecard, click on Summary Analysis All Actions and Obligations. 6

7 The All Actions and Obligations summary level report is displayed on the page. The default display is at the Department level, organized by Portfolio Group, shown below. This report has the same features as the New Awards and Obligations report, but provides total actions and total obligations for all awards, not just new awards. See the Printing and Exporting section of this guide for additional details. Running Better Buying Power Contract Pricing Type Analysis Reports: There are two contract pricing type analysis reports available: New Awards and Value, and All Actions and Obligations. 1. New Awards and Value by Contract Pricing Type Report From the Better Buying Power Analysis scorecard, click on New Awards and Value by Contract Pricing Type. The New Awards and Value by Contract Pricing Type report is displayed on the page. The default display is at the Department level, organized by Type of Contract, shown below. The features of this report are the same as the Summary Analysis New Awards and Value report, but with the Type of Contract included in the data display, with a corresponding filter, as highlighted in orange below. See the Printing and Exporting section of this guide for additional details. 7

8 2. All Actions and Obligations Report by Contract Pricing Type From the Better Buying Power Analysis scorecard, click on All Actions and Obligations by Contract Pricing Type. The All Actions and Obligations by Contract Pricing Type report is displayed on the page. The default display is at the Department level, organized by Type of Contract, shown below. This report has the same features as the New Awards and Obligations by Contract Pricing Type report, but provides total actions and total obligations for all awards, not just new awards. See the Printing and Exporting section of this guide for additional details. 8

9 Running Better Buying Power Small Business Analysis Reports: There are two small business analysis reports available: New Awards and Value, and All Actions and Obligations. 1. New Awards with Small Business Values Report From the Better Buying Power Analysis scorecard, click on New Awards with Small Business Values. The New Awards with Small Business Values report is displayed on the page. The default display is at the Department level, organized by Portfolio Group, shown below. The features of this report are the same as the Summary Analysis New Awards and Value report, but with additional small business award data, highlighted in orange below. See the Printing and Exporting section of this guide for additional details. The data elements included are listed below: Fiscal Year (FY) SDB Actions Disabled Veterans Actions Department Name SDB Dollars Disabled Veterans Dollars PSC Type SDB Dollars % Disabled Veterans Dollars % Portfolio Group 8A Actions Women Owned Actions Eligible Actions 8A Dollars Women Owned Dollars Eligible Dollars 8A Dollars % Women Owned Dollars % Small Business Actions Veterans Actions HUB Zone Actions Small Business Dollars Veterans Dollars HUB Zone Dollars Small Business Dollars % Veterans Dollars % HUB Zone Dollars % 9

10 2. All Actions with Small Business Values Report From the Better Buying Power Analysis scorecard, click on All Actions with Small Business Values. The All Actions with Small Business Values report is displayed on the page. The default display is at the Department level, organized by Portfolio Group, shown below. This report has the same features as the New Awards and Obligations with Small Business Values report, but provides total actions and total obligations for all awards, not just new awards. See the Printing and Exporting section of this guide for additional details. Running Better Buying Power Competition Analysis Reports: There are two competition analysis reports available: New Awards and Value, and All Actions and Obligations. 1. New Awards with Competition Values Report From the Better Buying Power Analysis scorecard, click on New Awards with Competition Values. The New Awards with Competition Values report is displayed on the page. The default display is at the Department level, organized by Portfolio Group, shown below. The features of this report are the same as the Summary Analysis New Awards and Value report, but with additional competition-related award data, highlighted in orange below. See the Printing and Exporting section of this guide for additional details. 10

11 The data elements included are listed below: Fiscal Year (FY) Competitive Actions Non-Effective Competitive Actions Department Name Competitive Dollars Non-Effective Competitive Dollars PSC Type Competitive Dollars % Non-Effective Competitive Dollars % Portfolio Group Non-Competitive Actions Effective Competitive Actions Eligible Actions Non-Competitive Dollars Effective Competitive Dollars Eligible Dollars Non-Competitive Dollars % Effective Competitive Dollars % 2. All Actions with Competition Values Report From the Better Buying Power Analysis scorecard, click on All Actions with Competition Values. The All Actions with Competition Values report is displayed on the page. The default display is at the Department level, organized by Portfolio Group, shown below. This report has the same features as the New Awards with Competition Values report, but provides total actions and total obligations for all awards, not just new awards. Printin g and Exporti ng Report Data For each Better Buying Power Analysi s report, there 11

12 are options for printing as well as exporting to various different file formats. At the bottom of each report, there are links for Refresh, Print, and Export, highlighted in Orange below. 1. Printing Users may print reports in.pdf format or in HTML. Click on the Print link, and a drop down will appear (shown below) to select the desired file format. 2. Exporting Users may export data in a variety of formats, including.xls and.pdf. Click on the Export link, and a drop down will appear (shown below) to select the desired file format. For Microsoft Excel and PowerPoint, there are options to export into 2003, or 2007 and greater versions (2007+). It is important to note that Excel 2003 has a limit of 65,000 rows of data, whereas Excel 2007 can accommodate up to 1 million rows of data. Only 30 rows of data can be displayed at one time in the BI Tool, therefore, users should verify the amount of data they are exporting to 12

13 determine the appropriate file format. The total count of data rows is calculated and displayed for each Better Buying Power Analysis report. The location if this information is highlighted in orange below. Should the rows exceed the Excel limit, the.csv file format is recommended. Report Logic/Calculations: This report pulls DoD (i.e. agency 9700) data from FPDS-NG, and sorts it according to awards with Mod 0 (i.e. New Awards) and total awards. Specific logic for reports is as follows: Small Business: FPDS-NG data is sorted according to those awards that are made to small and/or disadvantaged businesses. To generate this information, the report aggregates the set aside dollars included on individual contract action reports (CARs) by organization (including Agency/Service, Major Command, Sub-Command, and DoDAAC). The report then compares the set aside dollar values to the issuing organization s overall obligated amounts to render percentages. Competition: Business rules are applied to FPDS-NG data to create a baseline of awarded funds and actions that are considered competitive (i.e. part of an acquisition process involving some form of open competition), according to values contained within the following three FPDS-NG fields: Award Type, Extent Competed, and Fair Opportunity. The number of contracts that receive only one bid, (i.e. those containing a 1 in the Number of Offers Received field in FPDS-NG), are then subtracted from the total competitive dollars, which yields effective competitive dollars. The same calculation is performed with competitive actions vs. effective competitive actions. Note that when an award in FPDS-NG indicating some level of competition based upon the three fields stated above, erroneously contains a 0 or null value in the Number of Offers Received field in FPDS-NG, this action is still included with the other effective competitive actions. To ensure the accuracy of this report, please conduct training to ensure that only valid values are included in the Number of Offers Received field when reporting to FPDS-NG. 13