IA-89-360, Package of Records Re Automated Info Documentation Sys

Package of Records Re Automated Info Documentation Sys

ML20247R428
Person / Time
Issue date:	11/04/1985
From:	NRC OFFICE OF INSPECTION & ENFORCEMENT (IE)
To:
Shared Package
ML20247R418	List: IA-89-360, Package of Records Re Automated Info Documentation Sys ML20247R415 ML20247R428
References
FOIA-89-360 NUDOCS 8909290251
Download: ML20247R428 (240)

Text

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AUTOMATED.INFORMATION. DOCUMENTATION SYSTEM R-1265307-001 SYSTEM DESCRIPTION 11/04/85 SYSTEM 4 3022 - CONTRACTS.INFORMATION SYSTEM The_ . system maintains data and information on

! contract pre-award, post-award, and status, such as:

Action Requested, Date~RFP Issued, Estimate- Cost, Dollar.Value, Award Date, Expiration Date, Contract Type, and number, Contractor Name, Contract Title, and Program office contact. NRC Contracts Division personnel input various data to keep contract records current. Data retrieval is also a function of the Contracts Division Personnel. The system has on-line edit / update and batch reports.

This system carries a priority rating of A - Highest Priority.

8909290251 890926 FOIA Ib!!

PDR BURNHAM89-360 PDR

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.- AUTOMATED INFORMATION DOCUMENTATION SYSTEM SYSTEM ALTERATION LOG 04/18/Bl?

R-1245306-001 SYSTEM 4 3022 - CONTRACTS INFORMATION SYSTEM DATE DESCRIPTION OF ALTERATION 03/24/86 MODIFIED P3022451 TO ALLOW NEW BRANCH CODES (TAC A61448):

' CAB', 'NB1', AND 'NB2'.

05/30/86 CREATED XTRACT PROGRAM P3022806 AND CAB-CIS MATCH PROGRAM P3022807. CREATED EXECUTION JCL (CSA22509) FOR PROGRAMS.

MODIFIED CFEP.CLIST TO SUBMIT JOB TO CREATE THE CAB-CIS MATCH FILE. COMPLETED A DOWNLOAD OF THE CAB-CIS MATCH FILE USING PCFTP. CREATED THE CIS XTRACT FILE AND THE CAB-CIS MATCH FILE.

SEE TAC 4'S A61438 & A61427.

01/23/87 RFPA 0FFICE NUMBER "34" AND RFPA 0FFICE ABBREVIATION OF "COM" WERE ADDED TO PROGRAM P3022451.

04/16/87 MODIFIED PROGRAM P3022451 TO ADD NEW OFFICE ABBREVIATIONS'AND CONTRACT' NUMBERS DUE TO THE REORGANIZATION. (TAC A62020).

10/20/87 MODIIED CFEP CLIST TO PLACE REORG PROCEDURE IN THE MAIN 10/20/87 MODIFIED P3022451

- COMBINED STEPS TO INDICATE NEGATIVE OR POSITIVE NUMBERS MENU. (TAC 462193).

FOR FIELDS #10, #11, AND #12. (TAC A62185)

- ELIMINATED CONTINUED PROMPTS FOR IN-DEPTH INSTRUCTIONS IN THE DELETE PROCEDURE. (TAC A62189)

- AUTOMATICALLY ENTERED FIELDS WHEN A NEW RECORD IS ADDED, WHEN A MOD IS ADDED AND WHEN ONE EXECUTION DATE IS ENTERED. (TAC A62181)

- COMBINED THE RFPA 0FFICE, FISCAL YEAR, SEQUENCE NUMBER AND SUFFIX WHEN ENTERED IN ANY OF THE UPDATE FUNCTIONS.

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,- AUTOMATED INFORMATION DOCUMENTATION SYSTEM

[ ,R-1245306-001 SYSTEM ALTERATION LOG 04/18/8

' SYSTEM 14 3022 - CONTRACTS INFORMATION SYSTEM i

'i DAIE DESCRIPTION OF ALTERATION (TA'C A62184)

INCLUDED A GRAPH WITH THE TITLE AND COMMENT FIELDS.

(TAC A62186)

- ELIMINATED FIELDS 45 AND 429 AS REQUIRED FOR THE MINIMUM FIELDS FOR A NEW RECORD (TAC A62187)

- AUTOMATICALLY ' GENERATE THE CONTRACT NUMBER WHEN THE EXECUTION DATE IS ENTERED. (TAC A62188)

- ADJUSTED CHANGE FUNCTION (TAC A62190)

- ADJUSTED PROMTING FOR FIELD #96 FOR ALL UPDATE FUNCTIONS. (TAC A62191)

- MODIFIED EDIT FOR FIELD # 59. (TAC A62192)

'10/28/87 MODIFIED P30224518 FIELD 45 TO LEAVE DATA IN WHEN 'END' IS RESPONSE PROMPT FOR ACTION REQUESTED.

FIELD #10 TO LEAVE DATA IN WHEN 'END' IS RESPONSE l

TO PROMPT FOR ' ESTIMATED COST'.

- FIELD 438 TO GO TO THE PROPER EXIT (FLD 38-EXIT))

TO WRAP AROUND PROPERLY.

- ADDED CONT OFFICES 34-39; CHG'D CONT. OFF 06 TO 'GPA'.

MODIFIED CFEP CLIST TO INCLUDE A FREEALL STATEMENT AT THE BEGINNING OF THE TABLX PARAGRAPH. (TAC A62182)

MODIFIED P3022501 TO STATIC CALL P30225A1 TO GO BACK TO THE PROMPTS FOR THE TABLE CHANGE INSTEAD OF OUTSIDE THE TABLE FUNCTION.

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. AUTOMATED INFORMATION DOCUMENTATION SYSTEM SYSTEM ALTERATION LOG 04/18/81 R-1245306-001' SYSTEtt # 3022 - CONTRACTS INFORMATION SYSTEM i

.DATE DESCRIPTION OF ALTERATION 10/29/87 MODIFIED P3022451 TO ELIMINATE'A BUG WHICH WAS' PREVENTING THE DELETE FUNCTION FROM BEING ENTERED MORE THAN ONCE.

11/10/87 MODIFIED P3022451 TO RPEVENT THE CONTRACT NUMBER FROM BEING AUTOMATICALLY GENERATED WHEN A NEW RECORD IS BEING'ADDED.

FIXED A BUG WHICH WAS CAUSING PROBLEMS IN THE I/O FOR FIELD

1. 24.

ENABLED USER TO BLANK OUT AN INVALID CONTRACT NUMBER.

03/23/88 MODIFIED THE FOLLOWING PROGRAMS TO MEET THE VSAM OPERATING REQUIREMENTS: P3022351, P3022451, P3022501, P30225A1, P3022805 AND P3022806. MODIFIED THE CFEP CLIST ALLOCATE STATEMENTS, EXECUTION JCL (S3022.CNTL),

AND THE MARK IV FILE DEFINITIONS. MODIFIED ALL MARK IV JOBS UNDER ACCT /INIT WDC7HMW TO THE NEW VSAM FILE NAMES.

04/18/88 MODIFIED PROGRAM P3022351 AND THE CLIST TO ALLOW SELECTION OF SPECIFIC ACTIVITY CODES OR ALL ACTIVITY CODES. DELETED ALL SELECTION CRITERIA FOR THE STATUS CODE FROM THE CLIST AND PROGRAM. SEE TAC t A62183.

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' AUTOMATED INFORMATION DOCUMENTATION SYSTEM-

RJ1245302-001 DATA E L E M.E N T D I C.T ~ I 0: N A R Y. 11/13,.

SYSTEM'4:3022 --CONTRACTS INFORMATION SYSTEM 000: NAME - ACTION-SOURCE- USER EDITS-- CAN BE CA, CO, NC, WC, MD. MD IS USED FOR MODS ONLY.

DESCP.- ACTION REQUESTED

~

001 NAME - RFPA-MOD SOURCE- USER.

EDITS - 12 CHARACTERS AS FOLLOWS RFPA = FIRST'10 CHARACTERS RFPA-NO = FIRST 8 CHARACTERS RFPA-OFF~= FIRST 3 CHARACTERS; TABLE 01 i RFPA-FY = 4TH/5TH. CHARACTERS) VALUES 45-99 I RFPA-SEQ = 6TH/8TH CHARACTERS) NUMERIC MOD-NO = 11TH/12TH CHARACTERS; NUMERICI SYSTEM AUTOMATICALLY INPUTS 00 FOR FIRST MOD;

, USER INPUTS 01-99 IN ANY SEQUENCE'.

, DESCP.- RECORD-ID 002- NAME - DT-RF-RC SOURCE--USER-EDITS:--YR: 99

.MO: 1 - 12

'DY -'1 - 31 DESCP.- DATE RFPA RECEIVED

'003 NAME .DT-RFP-I SOURCE-' USER EDITS - STANDARD DATE EDIT DESCP.- DATE RFP ISSUED 004- NAME - DT-RFP-C SOURCE- USER EDITS'- STANDARD DATE EDIT DESCP.- DATE RFP CLOSED 005 NAME- - TYPE-CON SOURCE- USER EDITS - ALPHABETIC; TABLE 05 DESCP.- TYPE OF CONTRACT 006 NAME - EST-COST SOURCE- USER EDITS - NUMERIC; S9(8)

DESCP.- ESTIMATED COST 007 NAME - DOL-VALU SOURCE- USER EDITS ~~ NUMERIC; S9(8)

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- R-124S302-001 DATA E L E'M E N T ~ DICTIONARY 11 /12.

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' SYSTEM 4.3022' . CONTRACTS INFORMATION SYSTEM J DESCP.- ESTIMATED COST 008 NAME - OBL-FY

' SOURCE- USER EDITS - 4S DESCP.- FISCAL-YEAR DOLLARS OBLIGATED 009 NAME - OBLIG

SOURCE-' USER EDITS - NUMERIC) S9(8)

DESCP.- OBLIGATED DOLLARS

'010 NAME - AWARD-DT SOURCE- USER EDITS - STANDARD DATE EDIT DESCP.- AWARD DATE 011 NAME - EXPIR-DT SOURCE- USER EDITS - STANDARD DATE EDIT DESCP.- EXPIRATION DATE 012 NAME - TRANS-DT SOURCE- USER

' EDITS - STANDARD DATE EDIT DESCP.- TRANSMISSION DATE 013 NAMEl - EXEC-DT SOURCE- USER.

EDITS - STANDARD DATE EDIT DESCP.- EXECUTION DATE 014 -NAME - M-ACQU-ACTN SOURCE- USER EDITS - NUMERIC; TABLE 14 DESCP.- KIND OF ACQUISITION ACTION 01S NAME - M-ACQU-METN SOURCE- USER EDITS - NUMERIC; TABLE 10 DESCP.- ACQUISITION METHOD 016 NAME - M-EXTNT-COMP SOURCE- USER EDITS - FIRST ALPHABETIC, SECOND NUMERIC; TABLE 11 DESCP.- EXTENT OF COMPETITION 017 NAME - M-NEGOT-AUTH l

SOURCE- USER 8!$

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l EDITS - FIRST1 ALPHABETIC,.SECOND & THIRD NOMERICI TABLEJ12 DESCP. -NEGOTIATION AUTHORITY 018 NAME - M-FPDS-DATA-YY SOURCE- USER EDITS - NO EDITS-DESCP.-'FPDS DATA YEAR 019 NAME - M-FPDS-DATA-MM SOURCE- USER EDITSJ- NO EDITS DESCP.- FPDS DATA MONTH.

020- NAME - C-YR SOURCE- USER -

EDITS 99 DESCP.--CBD YEAR-

-02i NAME - CBD-NO SOURCE- USER EDITS - NUMERIC DESCP.- CBD NUMBER 022 NAME - P-YR SOURCE- USER.

EDITS - NO. EDITS DESCP.-'PCM YEAR 023 NAME - PCM-NO SOURCE- USER EDITS - NUMERIC DESCP.- PCM NUMBER 024- .NAME - SOL-NO SOURCE- USER EDITS - AS RFPA NUMBER. ALPHABETIC DESCP.- SOLICITATION NUMBER 025 NAME - CICA-APPLIC SOURCE- USER EDITS - VALUES 1 OR 2 DESCP.- CICA APPLICABILITY CODE 026 NAME - COMP-SOL-PROC SOURCE- USER EDITS - VALUES A THRU H, J THRU N, AND P DESCP.- COMPETITIVE SOLICITATION PROCEDURE CODE 027 NAME - AUTH-FOR-COMP

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.- AUTOMATED INFORMATION DOCUMENTATION SYSTEM R-1245302-001 D A T A' E-LEMENT DI CTIONARY 11/13 SYSTEM 4.3022 - CONTRACTS INFORMATION SYSTEM SOURCE- USER EDITS - VALUES A THRU H, J THRU N, P AND Q DESCP.- AUTHORITY FOR OTHER THAN FULL-AND OPEN COMPETITION CODE 028 NAME - SYNOP-PROCURE SOURCE- USER EDITS - VALUES 1, 2 OR 3 DESCP.- SYNDPSIS OF PROCUREMENT PRIOR TO AWARD CODE l' 029 NAME - NO-SOLIC SOURCE- USER EDITS - NUMERIC; 3 DIGITS DESCP.- NUMBER SOLICITED 030 NAME - BIDS-REC SOURCE- USER EDITS - TOTAL BIDS = 1ST 2 CHARACTERS; NUMERIC SM BUSINESS = 3RD AND 4TH CHARACTERS; NUMERIC HINORITY BIDS = STH AND 6TH CHARACTERS; NUMERIC NON-PROFIT BIDS = 7TH AND 8TH CHARACTERS; NUMERIC DESCP.- BIDS RECEIVED 031 NAME - NO-IN-RG SOURCE- USER EDITS - NUMERIC DESCP.- NUMBER IN COMPETITIVE RANGE 032 NAME - SOL-TYPE SOURCE- USER EDITS - VALUES: BID, COB, COM, CSS, IAA, IFB, NON, NSI, OTH, RFP, RFQ, USP AND USS (TABLE 03)

DESCP.- SOLICITATION TYPE CODE (SHORT HAME) 033 NAME - ACCUM-TL SOURCE- SYSTEM GENERATED EDITS - NUMERIC; S9(10)

DESCP.- ACCUMULATIVE TOTAL 034 NAME - SOU-PROC SOURCE- USER .

EDITS - NUMERIC; VALUES IN TABLE 04 DESCP.- SOURCE OF PROCUREMENT 035 NAME - SPECIALT SOURCE- USER EDITS - NO EDITS DESCP.- SPECIALIST 036 NAME - BRANCH

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-EDITS - CAN BELTCBe'SPS',1- ACB, OSB DESCP. . SPECIALIST BRANCH-037? NAME -LCDN-NAME

- SOURCE-LUSER.

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~ EDITS: .NO EDITS o DESCP.- CONTRACTOR NAME.

L 038 NAME. - CON-ADDR..

- SOURCE- USER EDITS NO EDITS DESCP.- CONTRACTOR ADDRESS 039 NAME- - CON-CITY'

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' EDITST- N0' EDITS

- DESCP. CONTRACTOR CITY g ~ 040- NAME - CON-STE

"- SOURCE- USER

' EDITS - STATE ~ ALPHA. CODE E ' DESCP'.- CONTRACTOR. STATE; VALUES'IN TABLE 06 041' NAME: 1 CON-ZIP SOURCE- USER '

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EDITS ~- NUMERIC DESCP.-: CONTRACTOR" ZIP CODE 042 NAME 'B-PROD-SVC-CODE

- SOURCE- USER EDITS - PRODUCT / SERVICE: CODE;' TABLE 09

- DESCP.- PRODUCT SERVICE CODE l043 NAME' - CONT-NO

. SOURCE- USER EDITS - CONTRACT OFFICE IS 1ST 2 CHARACTERS OF CONTRACT NUMBER, WHICH IS EDITED BY TABLE 02; CONTRACT FY IS 3TH AND ATH CHARACTERS, VALUES 45 THROUGH 99; CONTRACT SEQUENCE NUMBER IS STH, 6TH AND 7TH CHARACTERS OF CONTRACT NUMBER; AND t'

CONTRACT SUFFIX IS 8TH AND 9TH CHARACTERS OF CONTRACT NUMBER.

DESCP.- CONTRACT NUMBER e 4 044 NAME - GOV-PROP SOURCE- USER EDITS - CAN BE 1 OR 2 DESCP.- GOVERNMENT OWNED PROPERTY 045 NAME' - PROP-VAL c .-. - _ _ . _ _ _ _ - _ _ _ _ _ - - - _ _ _ _ _ _ _ _ _ - _ _ _ _ _ -

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. ' AUTOMATED INFORMATION DOCUMENTATION SYSTEM R-1245302-001 DATA E L E M E NLT' DICTIDNARY 11/13 SYSTEM # 3022.- CONTRACTS INFORMATION SYSTEM SOURCE- USER EDITS - NUMERIC} S9(8).

.DESCP.- PROPERTY VALUE 046 NAME .- CLASSIF SOURCE- USER EDITS - CAN BE 1 OR 2 DESCP.- CLASSIFICATION NAME - BNR-NO-1

'047 SOURCE- USER EDITS '- NUMERICI 9 DIGITS DESCP.- FIRST B&R NUMBER 048 NAME - BRN-NO-2 SOURCE- USER EDITS - NUMERICI 9 DIGITS DESCP.- SECOND'B&R NUMBER 049 NAME - BNR-NO-3 SOURCE- USER EDITS.- NUMERICI 9 DIGITS DESCP.- THIRD B&R NUMBER 050 NAME - FIN-NO-1 SOURCE USER EDITS - FIRST CHAR ALPHA, 2-6 NUMERIC DESCP.- FIRST FIN NUMBER 1 051 NAME- - FIN-NO-2 l SOURCE- USER EDITS - FIRST CHAR ALPHA, 2-6 ARE NUMERIC DESCP.- SECOND FIN NUMBER 052 NAME - FIN-NO-3 SOURCE- USER J EDITS - FIRST CHAR ALPHA, 2-6 ARE NUMERIC DESCP.- THIRD FIN NUMBER

- 053 NAME - BNR-AMT-1 SOURCE- USER EDITS - NUMERICI S9(8)

DESCP.- FIRST B&R AMOUNT 054 NAME - BRN-AMT-2  !

SOURCE- USER EDITS - NUMERICI S9(8)

DESCP.- SECOND B&R AMOUNT ,

055 NAME - BNR-AMT-3 I

AUTOMATED INFORMATION DOCUMENTATION ~ SYSTEM DATA E L E M E'N T DICT I O N A-R Y .11/12 R-1245302-001 SYSTEM # 3022'- CONTRACTS INFORMATION SYSTEM

. SOURCE- USER EDITS - NUMERICI S9(8)

DESCP.- THIRD B&R AMOUNT 056--NAME - APPROP-NO SOURCE-. USER EDITS - NO EDITS DESCP.- APPROPRIATION NUMBER 057 NAME' - COG-AGCY SOURCE- USER-EDITS - ALPHABETIC DESCP.- COGNIZANT AGENCY 058 NAME - PRIN-INV SOURCE- USER EDITS - NO EDITS-DESCP.- PRINCIPAL INVESTIGATOR 059 NAME - PROJ-OFF SOURCE- USER EDITS - NO. EDITS DESCP.- PROJECT OFFICER

'060 NAME- - PGM-OFF.

SOURCE- USER EDITS - RFPA 0FFICE (ALPHA); TABLE Of DESCP.- PGM OFFICE 061 NAME - ACTIVITY CODE SOURCE- USER EDITS - A = ACTIVE; I= INACTIVE DESCP.- ACTIVITY CODE 062 NAME - BOA-CONT SOURCE- USER EDITS - SAME AS CONT-NO DESCP.- BOA CONTRACT 063 NAME - OLD-AEC SOURCE- USER EDITS - AT(NN-NN) WHERE N IS NUMERIC DESCP.- OLD AEC NUMBER 064 NAME - OLD-ERDA SOURCE- USER EDITS - E(NN-NN) WHERE N IS NUMERIC

' DESCP.- OLD ERDA NUMBER 065 NAME - COST-RAT 1

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AUTOMATED INFORMATION DOCUMENTATION. SYSTEM R-1245302-001 D ALT A E L E M E N'T D I C T.I O N A R Y 11/13 SYSTEM # 3022 - CONTRACTS INFORMATION SYSTEM l . SOURCE- USER EDITS 5-DESCP.- COST RATING 066 NAME --WORK-RAT SOURCE- USER EDITS 5 DESCP.- WORK RATING.

067 NAME - TIME-RAT-SOURCE- USER

. EDITS 5 DESCP.- TIME RATING 068 NAME - PATENTS SOURCE- USER EDITS 5 DESCP.- PATENTS 069 NAME - B-FGN-NUM-BID SOURCE- USER EDITS -~ NUMERIC OR BLANK i DESCP.- NUMBER OF FOREIGN BIDDERS 070 NAME -- B-FGN-PCT-DIFF SOURCE- USER EDITS - NUMERIC OR BLANK DESCP. . BUY AMERICAN, PERCENT DIFFERENCE 071 .NAME - B-PCT-FGN-CTNT SOURCE- USER EDITS - NO EDITS DESCP.- PERCENT FOREIGN CONTENT 072 NAME - B-SUBCON-NAME-1 SOURCE- USER EDITS - NO EDITS DESCP.- SUBCONTRACTOR 1 NAME 073 NAME - B-SUBCON-NAME-2 SOURCE- USER EDITS - NO EDITS DESCP.- SUBCONTRACTOR 2 NAME 074 NAME - B-SUBCON-NAME-3 SOURCE- USER EDITS - NO EDITS DESCP.- SUBCONTRACTOR 3 NAME 075 NAME - B-SUBCON-TYPE-1

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AUTOMATED INFORMATION DOCUMENTATION SYSTEM R-124S302-001 D- A . T A' E L-E M E N T DICT I ONARY 11/1h SYSTEM # 3022 - CONTRACTS INFORMATION SYSTEM SOURCE- USER -

EDITS - CODES ARE:

1 = SMALL BUSINESS 2 = MINORITY BUSINESS 3 = OTHER DESCP.- SUBCONTRACTOR 1 TYPE BUSINESS 076 .NAME - B-SUBCON-TYPE-2 SOURCE- USER EDITS - CODES ARE:

1 = SMALL BUSINESS 2 = HINORITY BUSINESS 3 = OTHER DESCP.- SUBCONTRACTOR 2 TYPE BUSINESS 077 NAME - B-SUBCON-TYPE-3 SOURCE- USER EDITS - CODES ARE:

1 = SMALL BUSINESS 2 = MINORITY BUSINESS 3 = OTHER DESCP.- SUBCONTRACTOR 3 TYPE BUSINESS 078 NAME - B-SUBCON-AMT-1 SOURCE- USER EDITS - NUMERIC

-DESCP.- SUBCONTRACT 1 AMOUNT 079 NAME - B-SUBCON-AMT-2 SOURCE- USER EDITS - NUMERIC DESCP.- SUBCONTRACT 2 AMOUNT 080 NAME - B-SUBCON-AMT-3 SOURCE- USER EDITS - NUMERIC DESCP.- SUBCONTRACT 3 AMOUNT 081 NAME - B-SUBCON-1-DATE SOURCE- SYSTEM GENERATED EDITS - FORMAT IS YYMM DESCP.- SUBCONTRACT 1 AMOUNT ENTERED OR CHANGED DATE 082 NAME - B-SUBCON-2-DATE SOURCE- SYSTEM GENERATED EDITS - FORMAT IS YYMM DESCP.- SUBCONTRACT 2 AMOUNT ENTERED OR CHANGED DATE 083 NAME - B-SUBCON-3-DATE

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. AUTOMATED INFORMATION DOCUMENTATION SYSTEM f .

R-1245302-001 DATA ELEMENT DI CT I ONARY 11/13-SYSTEM # 3022 - CONTRACTS INFORMATION SYSTEM SOURCE- SYSTEM GENERATED EDITS - FORMAT IS YYMM DESCP.- SUBCONTRACT 3 AMOUNT ENTERED OR CHANGED DATE 084 NAME - B-CONTR-OFFICE SOURCE- USER EDITS - CODES ARE HQ, R1 - R5 DESCP.- CONTRACTING OFFICE 085 NAME - B-STATUTORY-REQ SOURCE- USER EDITS - STATUTORY REQUIREMENTS (ALPHABETIC); TABLE 13 DESCP.- SUBJECT TO STATUTORY REQUIREMENT 086 NAME - B-AFFIRM-ACTN-FILE SOURCE- USER EDITS - CODES ARE 0, 1 OR 2 q DESCP.- AFFIRMATIVE ACTION PLAN ON FILE 087 NAME - B-AFFIRM-ACTN-PREV SOURCE- USER EDITS - CODES ARE 0, 1 OR 2 DESCP.- AFFIRMATIVE ACTION PLAN PREVIOUS CONTRACT 088 NAME - B-MULTI-YR-CONTR SOURCE- USER EDITS - CODES ARE 1 OR 2 DESCP.- MULTI-YEAR CONTRACT 089 NAME - B-LAB-SURPLS-PREF SOURCE- USER EDITS - NUMERIC; TABLE IS DESCP.- LABOR SURPLUS AREA PREFERENCE 090 NAME - B-CONSULTANT SOURCE- USER EDITS - CODES ARE 1 OR 2 DESCP.- CONSULTANT TYPE AWARD 091 NAME - B-FPDS-TYPBUS i SOURCE- USER EDITS - TWO CHAR. FIRST ALPHA, SECOND NUMERIC; TABLE 16 DESCP.- FPDS TYPE BUSINESS CODE 092 NAME - B-WOMAN-0WNED SOURCE- USER EDITS - NUMERIC; TABLE 17 DESCP.- WOMAN OWNED BUSINESS 093 NAME - B-COST-ACTG-STD

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.R-1245302-001 DATA ELEMENT D ICTIONARY 11/13 L SYSTEM 9 3022 - CONTRACTS INFORMATION SYSTEM SOURCE- USER EDITS - CODES ARE 1 03 2 DESCP.- COST ACCOUNTING STANDARD CLAUSE 094 NAME - B-SUBOON-PGM SOURCE- USER EDITS - EITHER Y OR N DESCP.- SUBCONTRACTING UNDER SMALL & MINORITY BUSINESS SUBCONTRACTOR PROGRAM 095 NAME - B-CON-DUNS-NO SOURCE- USER EDITS - NO EDITS' DESCP. . CONTRACTOR DUNS NUMBER 096 NAME - B-PLACE-STATE SOURCE- USER EDITS - BOTH' NUMERIC OR BOTH ALPHABETICI TABLE 18 DESCP.- PLACE OF PERFORMANCE-STATE 097 NAME - B-PLACE-CITY SOURCE- USER EDITS - NO EDITS DESCP.- PLACE OF PERFORMANCE-CITY 098- NAME - B-FPDS-DATA-DATE SOURCE- USER EDITS - FORMAT IS YYMM DESCP.- FPDS DATA DATE-099 NAME' - TITLE-50-1 SOURCE- USER EDITS - FIFTY ALPHANUMERIC CHAR DESCP.- TITLE (1ST LINE) 100 NAME - TITLE-50-2 SOURCE- USER EDITS - FIFTY ALPHANUMERIC CHAR DESCP.- TITLE (2ND LINE) 101 NAME - TITLE-50-3 SOURCE- USER EDITS - FIFTY ALPHANUMERIC CHAR DESCP.- TITLE (3RD LINE) 102 NAME - TITLE-50-4 SOURCE- USER EDITS - FIFTY ALPHANUMERIC CHAR DESCP.- TITLE (4TH LINE)

AUTOMATED INFORMA:iION DOCUMENTATION SYSTEM R-124S302-001 DATA ELEMENT D ICTIONARY 11/13 SfSTEM 4 3022 - CONTRACTS INFORMATION SYSTEM 103 NAME - COMMENT-1 SOURCE- USER EDITS - TWENTY-FIVE ALPHANUMERIC CHAR DESCP.- COMMENT LINE 1 104 NAME - COMMENT-2 SOURCE- USER EDITS - TWENTY-FIVE ALPHANUMERIC CHAR DESCP.- COMMENT LINE 2 10S NAME - COMMENT-3 SOURCE- USER EDITS - TWENTY-FIVE ALPHANUMERIC CHAR DESCP.- COMMENT LINE 3 106 NAME - COMMENT-4 SOURCE- USER EDITS - TWENTY-FIVE ALPHANUMERIC CHAR DESCP.- COMMENT LINE 4 107 NAME - COMP-MS; SS-MS; USP-MS SOURCE- USER EDITS - SS-MS REDEFINES COMP-MS; USP-MS REDEFINES USP-MS; STANDARD DATE EDIT DESCP.- COMPETITIVE MILESTONES, OR SOLE SOURCE MILESTONES OR UNSOLICITED PROPOSAL MILESTONES 108 NAME - MOD-MS SOURCE- USER EDITS - STANDARD DATE EDIT DESCP.- MODIFICATION MILESTONES 109 NAME - STAT-DT SOURCE- USER EDITS - OCCURS 2S TIMES; STATUS CODE IS ALPHABETIC AND STATUS DATE RECEIVES STANDARD DATE EDIT DESCP.- STATUS AND DATE 110 NAME - TABLE-NUMBER SOURCE- USER EDITS - VALUES 01 THROUGH 18; 18 TABLES ARE IN SALE FILE:

RFPA 0FFICE (ALPHA), RFPA 0FFICE (NUMERIC), SOLICITATION TYPE (ALPHA), SOURCE OF PROCUREMENT (NUMERIC); TYPE OF CONTRACT (ALPHA), STATE ALPHA CODE (ALPHA); COGNIZANT AGENCY (ALPHA), STATUS CODE (ALPHA); PRODUCT / SERVICE CODE, ACQUISITION METHOD (NUMERIC); EXTENT OF COMPETITION (ALPHA / ,

NUM), NEGOTIATION AUTH (ALPHA /NUM); STATUTORY REQUIREMENTS l

(ALPHA), ACQUISITION ACTION (NUMERIC); LABOR SURPLUS AREA

' AUTOMATED INFORMATION DOCUMENTATION SYSTEM D I C T I O N A R-Y 11/13, R-1245302-001 DATAL E L 'i t M E~N T

SYSTEM i 3022 -~ CONTRACTS INFORMATION SYSTEM PREFERENCE.(NUMERIC), FPDS TYPE OF BUSINESS (ALPHA /NUM),

WOMAN-0WNED.-BUSINESS (NUMERIC), PLACE OF PERFORMANCE-STATE DESCP.- TABLE NUMBER.

,, 111 NAME- - TABLE LONG NAME SOURCE- USER _

< EDITS - NO EDITS DESCP.- TEXT NAME i

112 NAME - H-EFF-YY, SOURCE- USER.

EDITS.- NO EDITS DESCP.- AWARD DATE-YEAR 113 NAME - H-EFF-MM SOURCE- USER EDITS - NO EDITS DESCP.- AWARD OATE-MONTH 114 NAME - H-RPT-FY SOURCE- USER-EDITS - NO EDITS DESCP.- REPORT FISCAL YEAR 115 NAME - H-RAT-QTR SOURCE- USER EDITS - NO EDITS DESCP.- REPORT QUARTER 116 NAME - F-RPTG-AGY SOURCE- USER EDITS - NO EDITS-2 DESCP.- REPORTING AGENCY (NUDO) 117 NAME - F-TYPE-DATA.

SOURCE- USER EDITS - NO EDITS DESCP.- TYPE OF FPDS DATA RECORD 118 NAME - F-RPT-PERIOD SOURCE- SYSTEM GENERATED EDITS - NO EDITS DESCP.- REPORT PERIOD (FISCAL YEAR & QUARTER)

L.. . - - . _ - _ - _ _ _ _ _ _ _ _ _ . - _ _ - _ . _ - - _ _ _ _ _ _ . - - _ - _ - - _ . _ - - _ _ _ _ _ _ - _ - - _ - _ - - - - - . _ _ _ _ _ _ .

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'R-1245302-002 DATA ELENENT D I C T I 0'N A R Y 11/t:

C R'O S S REFERENCE SYSTEM 4'3022 - CONTRACTS INFORMATION SYSTEM ELEMENT-NO. ELEMENT NAME LO33 'ACCUM-TL' 000 ACTION 061 ACTIVITY CODE 056 APPROP-NO 027 AUTH-FOR-COMP 010 AWARD-DT' 086 .B-AFFIRM-ACTN-FILE 087 B-AFFIRM-ACTN-PREV 095 B-CON-DUNS-NO 090 B-CONSULTANT 084 B-CONTR-OFFICE 093. B-COST-ACTG-STU 069 B-FGN-NUM-BID 070 B-FGN-PCT-DIFF 098 B-FPDS-DATA-DATE 091 B-FPDS-TYPBUS 089 B-LAB-SURPLS-PREF 088' B-MULTI-YR-CONTR 071 B-PCT-FGN-CTNT

.097 B-PLACE-CITY 096 B-PLACE-STATE 042 B-PROD-SVC-CODE 085 B-STATUTORY-REQ 078 B-SUBCON-AMT-1 079 B-SUBCON-AMT-2 080 B-SUBCON-ANT-3 072 B-SUBCON-NAME-1 073 B-SUBCON-NAME-2 074 B-SUBCON-NAME-3 094 B-SUBCON-PGM 075 B-SUBCON-TYPE-1 076 B-SUBCON-TYPE-2 077 B-SUBCON-TYPE-3 081 B-SUBCON-1-DATE

~082 B-SUBCON-2-DATE 083 B-SUBCON-3-DATE' 092- B-WOMAN-0WNED 030 BIDS-REC 053' BNR-AMT-1 055 BNR-AMT-3 047 BNR-NO-1 049' BNR-ND-3 062 BOA-CONT 036 BRANCN 054 BRN-ANT-2 048 BRN-NO-2 i

- . AUTDMATED INFORMATION DOCUMENTATION SYSTEM R-1245302-002 DATA ELEHENT DICT IONARY 11/13 CR0SS REFERENCE SYSTEM # 3022 - CONTRACTS INFORMATION SYSTEM ELEMENT NO. ELEMENT NAME 020 C-YR 021 CBD-NO 025 CICA-APPLIC 046 CLASSIF 057 COG-AGCY 103 COMMENT-1 104 COMMENT-2 105 COMMENT-3 106 COMMENT-4 107 COMP-MS) SS-MSI USP-MS 026 COMP-SOL-PROC 038 CON-ADDR 039 CON-CITY 037 CON-NAME 040 CON-STE 041 CON-ZIP 043 CONT-NO 065 COST-RAT 007 DOL-VALU 002 DT-RF-RC 004 DT-RFP-C 003 DT-RFP-I 006 EST-COST 013 EXEC-DT 011 EXPIR-DT 118 F-RPT-PERIOD 116 F-RPTG-AGY 117 F-TYPE-DATA 050 FIN-NO-1 051 FIN-NO-2 052 FIN-NO-3 044 GOV-PROP 113 H-EFF-MM 112 H-EFF-YY 115 H-RAT-QTR 114 H-RFT-FY 014 M-ACQU-ACTN 015 M-ACQU-METH 016 M-EXTNT-COMP 019 M-FPDS-DATA-MM 018 M-FPDS-DATA-YY 017 M-NEGOT-AUTH 108 MOD-MS 031 NO-IN-RG 029 NO-SOLIC 008 OBL-FY

3' 3..

^

..; . :, L- . AUTOMATED:INFORMATION DOCUMENTATION SYSTEM.

iS R-1245302-002 DATA E.L E-M E N T- D I'C T I:0 N A R Y 11/13-

[. ,p C:R-0 S-.S R ELF E R E N C E

~

L: . SYSTEM:6 1022 - CONTRACTSLINFORMATION SYSTEM. -

' ELEMENT

NO. ELEMENT NAME 009 DBLIG.

063 OLD-AEC:

~064  : 0LD-ERDA 022 - P-YR

, 068f PATENTS 023 PCM-NO 060 PGM-OFF 058 PRIN-INV 059 PROJ-OFF 045' PROP-VAL 001- RFPA-MOD 024 SQL-NO 032 SOL-TYPE

-034 SOU-PROC-035- SPECIALT 109. STAT-DT 028 SYNOP-PROCURE 111 TABLE-LONG:NAME

'110 TABLE-NUMBER 0 6 7. TIME-RAT.

099 ~ TITLE-50-1.

100 TITLE-50 :101 TITLE-50-3

.102 . TITLE-50-4 012- TRANS-DT 005 TYPE-CON

'066 WORK-RAT 4 ,

A L__11___________.________._____.._ . _ . _ _ _ . _ _ . _ _ _ _ _ _ _ _ . _

O CONTRACT IliF0iti'ATIDl4 SYSTE 1 (3022) - USER's 11ANUAL ]

1 O

O Ek

l CONTRACTS 30-22-007 AMENDMENT PAGE DATE AMEND # REQUESTOR AUTH0R PAGES AFFECTED l

12/15/80 1 W.0. 1077 M. Secor 2-17, 2-17a, 2-17b, 2-17c, 3-2 10l l 1[ip kK *h \ \::, n /a n c,u .. e n :. (n ,: , . , ,. y gg 06/09/81 2 W.0. 1212 J. Burton 2-5 03/26/82 3 Sys. Imp. M. Maslin 1-3, 2-86, 4-2, 4-5 04/14/82 4 M. Maslin ii (Note: belongs with amendment #3 but was left out) 01/14/83 5 W.0. 1481 J. Van Epp 3-6 05/19/83 6 W.0. 1522 J. Van Epp 2-5 04/02/85 7 A60439 J. Van Epp 2-11, 3-6, B-1, B-2,.

Recerd Shes t S, unple 12/02/85 8 A60439 J. Bell 3-6 Corrected filler size in Basic-Contract-File description. documentation 03/24/86 9 A61448 J. Van Epp 3-6 3 06/05/86 10 A61438 J. Bell II, 1-1, 1-3.a, 1-6.1, 2-87, 2-88, 3-2, 3-21.1, 3-21.2, 3-21.3, 3-21.4, 3-21.5, 3-21.6, 3-22 a.

y {\

30-32-007 l

TABLE OF CONTENTS Section.

DESCRIPTION PAGE

1. GENERAL'INFORMATION 1-1 1.A.l. Summary 1-2 1.A.2. Description 1-2 1.A.3. Functions 1-3 1.A.3.1. Update 1-3 1.A.3.2. Reports 1-4 1.A.3.3. Mark IV 1-4 1.A.3.4. Table 1-5 1.A.3.5. FPDS 1-5 1.B. Environment 1-7

2. PROGRAM DESCRIPTIONS 2-1 2.A. WDC7CSA.CFEP.CLIST TSO ComUND PROCIDURE 2-1 2.B. WDC7CSA.P3022451. COBOL MASTER-FILE UPDATE (ON-LINE) 2-4 _

4 2.C. WDC7CSA.P3022452. COBOL FILE CONSOLIDATION (BATCH) 2-13 2.D. WDC7CSA.P3022350. COBOL WEEKLY STATUS (BATCH) 2-14 2.E. WDC7CSA.P3022351. COBOL RECORD SHEET (BATCH) 2-17 2.F. WDC7CSA.P3022352. COBOL SF37 (BATCH) 2-19 2.G. WDC7CSA.P3022353. COBOL PAR (BATCH) 2-23 2.H. WDC7CSA.P3022354. COBOL LOGS (BATCH) 2-27 2.I. WDC7CSA. P3 022355. COBOL FY OBLIGATIONS (BATCH) 2-30 2.J. WDC7CSA. P3022356. COBOL CONTRACTS TO EXPIRE (BATCH) 2-34 2.K. WDC7CSA.P3022357. COBOL MILESTONES (BATCH)

• 2-36 2.L. WDC7CSA.P3022358. COBOL CONTRACT NUMBER LIST (BATCH) 2-38 2.M. WDC7CSA.P3022359. COBOL CONTRACTCR NAME LIST (BATCH) 2-41 2.N. WDC7CSA.P3022360. COBOL CONTRACTS WITHIN OFFICE (BATCH) 2-43 2.0. WDC7CSA.P3022501. COBOL TABLE FILE UPDATE AND LIST (ON-LINE) 2-45 WDC7CSA. P3 0225A1. COBOL TABLE FILE LIST SUBPROGRAM 2.P. WDC7CSA.P3022502. COBOL FPDS HISTORY (ON-LINE) 2-48 2.Q. WDC7CSA.P3022503. COBOL FPDS QUARTERLY (BATCH) 2-53 i

30-22-007 Section DESCRIPTION Pg

2. R. WDC7CSA.P3022504. COBOL DUNS UPDATE (ON-LINE) 2-65 WDC7CSA.P30225A4. COBOL DUNS FILE LIST SUBPROGRAM 2.5. WDC7CSA.P3022505. COBOL NEW CONTRACTOR ESTABLISH-MENTS (BATCH) 2-68 2.T. WDC7CSA.P3022506. COBOL FPDS HISTORY FILE PURGE (BATCH) 2-70 2.U. WDC7CSA.P3022507. COBOL FPDS EDIT (BATCH) 2-72 2.V. WDC7CSA.P3022508. COBOL FPDS TAPE CORRECT (BATCH) 2-77 2.W. WDC7CSA.P3022800. COBOL- FILE CONVERSION (BATCH) 2-80 2.X. WDC7CSA.P3022801.00BOL DUNS FILE CREATE (BATCH) 2-84 2.Y. WDC7CSA.P3022805. COBOL FILE RE0 ORGANIZATION 2-86 2.Z. WDC7CSA.P3022806. COBOL CIS XTRACT (BATCH) 2-87 2.1 WDC7CSA.P3022007. COBOL CAB /CIS MATCH (BATCH) 2-88

3. OPERATING ENVIRONMENT 3.A Hardware 3-1 3.B. Support Software 3-1 3.C. Data Base 3-2 03022011 MODIFICATION-FILE 3-3 D3022012 BASIC-CONTRACT-FILE 3-5 D3022013 TITLE-FILE 3-9 D3022014 STATUS-FILE 3-11 l D3022015 TABLE-FILE 3-13 D3022016 MARK IV FILE 3-15 D3022021 HISTORY-FILE 3-17 D3022022 DUNS FILE 3-19 j D3022023 FPDS-IAAR FILE 3-20 ]

03022024 CAB XTRACT FILE 3-21.1 j D3022025 CIS XTRACT FILE 3-21.3 03022026 CAB-CIS MATCH FILE 3-21.5 3.0. BATCH JOB INVENTORY 3-22 3.E. COPY STATEMENTS INVENTORY 3-23 ii

_ _ . _ - - - _ _ _ _ - _ _ _ _ _ - - - - - _ _ _ _ _ _ . __ __ ._ _ _ - _ - _ _ _ _ _ _ - . _ _ _ _ _ _ _ - _ _ _ _ .___--___-__-.__-_-___-_A

t 30-22-007 4.- MAINTENANCE PROCEDURES

.4.A. Program Conventions 4-1

' 4.B. Verification Procedures 4-1 4.C. Error Correction Procedures 4 4.D. Special Maintenance Procedures 4-3 4.E. Listings and Flowcharts 4-4 4.F. FPDS Edit Error Messages ATTACHMENTS A-1 Record Sheet B-1 Field Lengths l

1 iii

• w 4 l

1 1

l l

l l

s SECTION 1. GENEPAL INFORMATION L

5:.

30-22-007-SECTION 1. GENERAL INFORMATION 1.A.1 Summary. The Contracts /FPDS. System provides for the input and.

_tetrieval of information pertaining to Nuclear Regulatory Com -

mission (NRC) contract procurement actions whether pre-award or post-award The system is capable of dial-up, on-line.

operations and. producing remote batch outputs. One of the major' features of this system is-that it allows the user to structure unique retrieval statements against the master file.

Another feature of the system is its capability to process data to produce monthly and quarterly reports required by the Federal Procurement Data System.

Once a month the accounting system creates an XTRACT file of CAB records that will be used to match with CIS XTRACT records.

The resciting matching CAB /CIS records are put on a file and downloaded to a PC by the user for use in dBASE III programs also developed and maintained by the user.

The system uses the computer facilities of the National Insti-tutes of Health (NIH). Because of space restrictions at NIH, the master file of contract data is split into four (4) smaller files. In addition to the master file, the system uses a Table fiie, and FPDS HISTORY File, a Contractor DUNS # File, and a MARK IV file.- These master files are queried to satisfy re-l quests for reports used by NRC procurement management. NRC Contracts Division personnel input various data to keep con-tract records current. Data retrieval is also a function of l

the Contracts Division personnel.

L The life cycle of a procurement action begins when the Director, Contracts Division receives a Request for Procurement Action from an NRC Program Director. All procurement actions are 05/21/86 1-1 CIS DOC 30-22-007 SEC 1

30-22-007 L

initiated this way with the exception of some modifications to contracts which stem from a mutual agreement between all parties concerned to modify an existing contract.

A contract modification is written by the l Contracts Division personnel. .

When the RFPA is received, Contracts Division personnel record all pertinent data onto a Record Sheet and input data to the system via a printer terminal.

The system is highly reliable in terms of com-prehensive editing of input while output reports are easily attainable when needed.

l.A.2 Description.

• The Contracts /FPDS System is a result of extensive modifications to the original Contracts Information System of NRC. The system has three primary processing requirements. The first is to store update and retrieve data for pre- and post-award procurement actions for NRC Division of Contracts personnel.

The second is to perform quieries againr t the master files of procurement data to satisfy specific requests. The querying is accomplished using the MARK IV language, l

1 The third is to process data items for post-award procurement actions necessary for reporting to the l Federal Procurement Data System, and to produce FPDS reports.

1-2  ;

I l

! 30-22-007 p

[ ;.c l:

The Contracts /FPDS system in an interactive, on-line system.

All system functions are accessed by the user through a printer-terminal, and are requested on-line. Some programs produce batch output, while others perform on-line file updates.

Before the update function enters the update processes, the I

user is prompted for file reorganization. If the user does reorganize, the job submitted will reorganize the Mod, Basic, l Title and Status files.

Program inaintenance can be done by extracting the reorganize job (CSA22595) from the CNTL library and changing the PARM.

The acceptable parms are as follows:

'RE0RG ALL' - Reorganize the Mod, Basic, Title and Status files

'RE0RG M' - Reorganize the Mod file

'RE0RG B' - Reorganize the Basic file

'REORG T' - Reorganize the Title file

'REORG S' - Reorganize the Status file

' LOAD ALL' - Load the Mod, Basic, Title and Status files from the sequential backups

' LOAD M' - Load the Mod file

' LOAD B' - Load the Basic file

' LOAD T' - Load the Title file

' LOAD S' - Load the Status file

' UNLOAD ALL' - Unload the Mod, Basic, Title and Status files to the sequential backup files

' UNLOAD M' - Unload the Mod file

' UNLOAD B' - Unload the Basic file

' UNLOAD T' - Unload the Title file

' UNLOAD S' - Unload the Status file A document entitled the 'CIS/FPDS Record Sheet' is the primary input document for the System. All procurement action data is entered from data on the record sheet, and all system field numbers refer to fields on the record sheet.  ;

1-3

The CIS/FPDS sv: tem is'a result of a conversion from tne'ori--

ginal NRC Colitracts Information System, r

' Data conversion is described in the' System User's Guide 3022-005/006.

1.A 3 Functions. The requirements of,:the CIS/FPDS system are divided-into six system functions. All functions are called on-line.by the TSO Comman program (WDC7CSA.CFEP.CLIST), which is accessed-by the user.through the terminal teletype. The only functions- .

of the' system not accessed through the.CFEP are the one-time conversion programs, and a purge program to be run. semi-annually, or as needed, to_. purge the FPDS-HISTORY-FILE of closed-out con-

. tract data.'

1.A.3.1 . Update. Thel UPDATE function of the system updat'es the master-files which contain procurement data from the record sheet.

The UPDATE is performed on-line through conversations with the user. All data is edited as it.is entered. Invalid data l

l l

05/19/86 1-3.a CIS DOC 30-22-007 SEC 1

.g- ,

pm- - . ..

l 1'

30-22-007 is rejected and messages are sent to the user to j re-enter correct data. Output of the UPDATE l function is updated master files. Update processes include adding procurement actions to the Master i

file, deleting records from the e. aster file, changing {

data fields, and adding contract modifications. The UPDATE function is performed by the UPDATE Program -

P3022451. j 1.A.3.2 Reports. The REPORTS function of the system produces a series of reports used by NRC Division j of Contracts personnel. All reports are requested l on-line through the terminal, and are printed as batch jobs. Reports are requested on an as-needed basis. The following reports are produced by the REPORTS function of the system.

Program P3022350 WEEKLY Status P3022351 Record Sheet 352 SF 37 353 Par. Report 354 Logs Reports 355 Fiscal Year Obligations 356 Contracts to Expire 357 Milestones 358 Contract Number List 359 Contractor Name List 360 Contracts Within Office 1.A.3.3 MARK IV. The MARK IV function of the system con-solidates the four master files into a temporary combined file containing all procurement action data. The consolidation is accomplished by the File Consolidation Program P3022452. The CFEP then queries the user for MARK IV commands.

1-4

30-22-007 1.A.3.4 TABLE. The TABLE function of the system is used to update or list the TABLE File. This function is accessed through the CFEP as needed by the user. The Table updates and list are accomplished by the Table Update Program P3022501.

l.A.3.5 FPDS. The FPDS function of the system is used to update FPDS files (DUNS File and FPDS HISTORY File) ,

and to produce FPDS required reports. The FPDS function has six sub-functions.

QUARTER The QUARTER function is accessed by the user once each fiscal quarter to produced FPDS required reports. The QUARTER function is accomplished by the FPDS Qu arterly Program P3022503.

HISTORY The HISTORY function is used to store FPDS reporting data for acquisition actions entered onto the master files after FPDS reports were manually pro-duced by Division of Contracts Personnel.

The FPDS HISTORY Program P3022502 maintains history data. The HISTORY function can also be used to delete selected records from the History file.

or display data in any History file record, These two options will be used in the record correction process for FPDS Individual Acquisition Action Records.

DUNS The DUNS function is used to update or list the Contractor DUNS file. Program P3022504 is accessed by the CFEP for this purpose.

{

l 1-5

___-____-__-___-__-_-_______O

1.A.3.6 D0WNLOAD. The DOWNLOAD function of the system is used to create a file which contains records that match from the CAB and CIS systems. This file will then be downloaded to a PC by the user. Once a month a CAB XTRACT FILE will be created by the Accounting System (CAB). The' user will be notified through WYLBUR MAIL each time the CAB XTRACT cILE is created. This file will be processed along with a CIS XTRACT FILE that is created by executing this function. The two files will then be used to l produce the CAB-CIS MATCH FILE. This function is accessed through the CFEP as needed by the user. The CIS XTRACT FILE is created by Program P3022806 and the CAB-CIS MATCH FILE is created by Program P3022807. The CAB XTRACT FILE is created once a month l

by the Accounting System (CAB).

05/19/86 1-6.1 CIS DOC 30-22-007 SEC 1

30-22-007

1. B ., Environment. The developer of the system is the NRC Division of ADP Support. The Division of Contracts is the user of the CIS/FPDS System.

The computer facilities at the National Institutes of Health, Bethesda, Maryland, is the computer center on which the system is implemented.

1-7

Y _~_,

. . -- .-- - -- .. Q 30-22-007 o

' References .

1.C.

a.- The User Requirement Specifications dated June 14,'1977 and signed Augus: 3,1977. (document number D3022-000). .

b. Systems Design Specifications, October 3,'1977 (document numoer D3022-002).'

s c. Data Base-- Specifications, Octooer 3,1977'(document-l number D3022-00a).

I

d. Program Specifications October 3,1977 (document numoer 03022-003).

e. User's Operations Manual, December 23,1977 (document number CON D3022-005/006).

f.. Reference manuals / aids- used in prograr: ming:

- MARK IV cassettes, Informaties;

- MARK IV Reference Manual, Infomatics;

- MARX IV OS' Operations Guide, Informatics;

- MARK IV Special Features, Informatics;

- WYLBUR Reference Manual;

- 05 ANS COBOL, GC28-6396;

- ANS COBOL Programming Guide, SC28-6456;

- 05 (TS0) COBOL Prompter Terminal User's Guide and Reference, SC28-6433;

- TSO User's Guide, GC28-0645;

- JCL Reference, GC28-0692;

- VS2 System Messages , . GC38-1002;

- VS2 System Codes, GC28-1008; and,

- 3330 Disk Storage Reference Card, GX20-1920

g. NRC Automated Systems Guidelines.

h. Federal Procurement Data System Reporting Manual, October 1978 and FPDS Product /

Service Codes (appendix 1 to FPDS Reporting Manual),

i. Documents concerning modifications to original Contract Information System.

1. NRC request for proposal RFP-RS-ADM-78-603 for an analysis of the Contracts System.

1-8

p, N 30-22-007:

L F

2. ~' Technical Preposal for Analysis of the.

NRC Contracts Information. System', dated Sept. 21, 1978 submitted to NRC by Social-Research Applications Corporation.

3. Contract ADM-78-603 document ' Analysis Report'.

4. NRC RFP.RS-ADM-79-381 request for propo-sal for ' Implementation-of Modifications

to the Contracts Information System' .

5. ' Tech _nical~ Proposal for Implementation of Ziodifications to-Contraet :Information System' submitted to.NRC Feb. 7, 1979 by Social Research Applications Corporation.

6. Planning and Analysis documents for modi-fication to contract NRC-10-79-381.

j. User's Guide for original Contracts Informa-tion System (document CON-005/006) dated February 23, 1978.

k. FIPS Publications for verification of data fields

1. FIPS Pub 5 numeric state codes

2. Country Codes Publication ANS Z39.27-1976-

3. FIPS Pub 55 - Place Codes

1. System Maintenance Manual for original Contracts Information System dated February 23, 1978 (document CON-007).

p.

SECTION 2 PROGRAM DESCRIPTIONS

~ ~ ~ ~ ~

30-22-007 4

2.A. Program Name and Language. Contracts /FPDS Executive Program (CFEP). TSO Command Procedure.

2.A.l. Program Function. The program allows the user to perform all functions of the Contracts /FPDS system (except one-time conversion functions and as needed purge function).

2.A.2. Input. Input is from the printer terminal in the form of responses from the user.

2.A.3. Processing.

2.A.3.a. Processing Logic. Through a series of messages to, and responses from the user, the CFEP de-termines what option of the CIS/FPDS system the user wants to run. The CFEP then requests run dates and/or processing options from the user, and accesses the appropriate programs in the CIS/FPDS system, passing run parameters to the programs if applicable.

The CFEP allows the user to enter 'END' to end

' ESCAPE' to processing of a given option, or end CFEP processing, at any time a user response is given.

User responses are edited for validity.

2.A.3.b. Linkages.

The following CIS/FPDS programs are accessed by the CFEP:

P3022451 Update P3022452 File Consolidation 2-1

, - ~ . l l

30-22-007 i

i P3022350 Weekly Status P3022351 Record Sheet P3022352 SF37 Report P3022353 Par Report P3022354 Logs Report P3022355 FY Obligations Report P3022356 Contracts to Expire Report P3022357 Milestones Report P3022358 Contract Number List P3022359 Contractor Name List P3022360 Contracts Within Office P3022501 Table Update P3022502 FPDS History P3022503 FPDS Quarterly P3022504 DUNS Update P3022505 New Contractor Establishments P3022507 FPDS Edit P3022508 FPDS Tape Correct 2.A.3.c. Variables and Constants. None 2.A.3.d. Formulas. None 2.A.3.e. Error Handling Provisions. The CFEP edits all user responses for validity, and accepts only valid responses. If an invalid response is given at any time, the user is asked to re-enter the response.

2.A.3.f. Restrictions and Limitations. None.

2.A.3.g. Locations, Settings, Switches, Flags. The CFEP can be run in a ' quick' mode, or normal mode.

If ' quick' is selected, certain explanatory messages will not be printed on the terininals, and only one CFEP option may be run at a terminal

I . .. ... . . . .. _ . - ..

30-22-007 l session. If ' quick'-is not selected, all l messages will print, and any number of CFEP i options may be run at a terminal session.

2.A.3.h. Shared Storage. None.

2.A.4. Output. Messages to the user on the terminal.

2.A.5. Interfaces. None.

2.A.6. Tables. None.

2.A.7. Run Description. The CFEP is run under TSO, using the statement ' exec CFEP'.

2-3

_ _ _ _ _ _ _ - . _ _ _ _ _ _ _ _ _ . - -- l

I l

30-22-007 2.B. Program Name and Language. P3022451 UPDATE. COBOL.

l 2.B.l. Program Function. This program updates the subfiles of the master file: MOD-FILE (D30220ll), BASIC-CONTRACT-FILE (D3033012), TITLE-FILE (D3022013), and the STATUS-FILE (D3022014) interactively, online. It is called on-line by the control program CFEP, (CON-TRACTS /FPDS EXECUTIVE PROGRAM) and it returns to the CFEP upon completion of update processes. Add, change, delete or add contract modification functions are specified by the user. The program prompts for each entry field.

2.B.2. Input. Input is from the printer. terminal, the master files and the TABLE-FILE. The Record Sheet is the input document the user of the system uses to input data to the master files via the Update program.

When adding a record to the file, the user is prompted for the minimum data to create a record:

RFPA MOD, and Date FRPA Received. After the minimum data is input, the user can make one of two choices.  !

First, he or she can stop when the minimum data is l input and have the record added to the system; second, he or she can designate certain fields by  :

number and add those fields to the system.

On a change of record data or when adding a modifi-  !

cation, the user supplies the field number of the j field being changed or having modification data  ;

added.  !

On a delete, the system prompts the user for the RFPA GRP. See Data Base Specifications for descrip-tion of files and see Users / Operations Manual for description of manual input.

2.B.3. Processing.

2.B.3.a. Processing Logic. The program takes the user j step by step through a series of queries that are I self-explanatory. The queries ask the user to i f

enter the process desired (add, change, delete, i contract modification) and the RFPA number of the 2-4 1 l

Q ~~ )

I 30-22-007 record to be worked on. All input fields are edited'for length, and for valid data. The Table file is used to edit certain fields; amount fields must be numeric and may be positive'or negative, other fields must meet edit criteria coded into the program. Edit criteria for all fields are listed in appendix ,E_ of the ' Users / Operations.

Manual (CON 30-22-005/006). -

When reading the files, the ISAM byte is checked for high

' values to insure that logically deleted records are not pro-cessed and duplicate keys are not added to the file.

When adding a record to the file, the user is prompted for: RFPA # and Date RFPA Received. In addition to these minimum data fields required, the user may

-enter data for any other field by entering the field number and data.

When changing data on the file, the user is prompted for the field number to be changed. The current data in the field will be displayed before the change is made.

When adding a contract modification, to an existing record, the user is prompted for RFPA #, Mod #, and Date RFPA Received. The user may then also enter any modification fields 7-20, or status entries (field 96).

When deleting, the user is prompted for RFPA # of record to be deleted and whether the delete is for a particular Mod, a record, an entire status record, or a single status entry. User is prompted for Mod # to delete a status record or a particular Mod.

When following date fields are entered or changed, the Update will add or change the corres-i i 2-5

30-22-007 i

ponding status date in the' Status File record for the RFPA-MOD. I i

Status Code /Date Field Entered Automatically Entered Field 4 Date RFPA Rec'd. RR 7 RFP Issue Date IF 8 RFP Close Date RP 15 Transmittal Data MC 16 Execution Date EC When any FPDS reporting fields are entered or changed, the month and year of the CURRENT-DATE is stored in the master file containing the. field changed.

The {URRENT DATE is stored in the B-FPDS-BATA-D_ ATE of the BASIC-CONTRACT-FILE if data is entered into the-following fields: Fields 39-51,

~

65-67, 8E-82.

The CURRENT-DATE is stored in the M-FPDS-DATA-DATE of the MOD-FILE if data is entered into the following fields: Field 9, 12-14, 17-29 The CURRENT-DATE is stored in the appropriate BASIC-CONTRACT-FILE subcontract amount dates (B-SUBCON-1-DATE, etc.) when any one of the three subcontract amounts is entered.

The Accumulative Total field in the BASIC-CONTRACT-FILE is calculated by the Update program. This is a total of the Dollar value field for all MOD-FILE records for the RFPA. The Accumulative Total will i 2-6

_ . _ . _ _ {

30-22-007 be updated whenever the dollar value is entered or changed in a MOD-FILE record. J I

When a new RFPA Yecord' is added to the system,  !

one record is created on each of the four master files for the given RFPA #. A record is added to the MOD-FILE, BASIC-CONTRACT-FILE, STATUS-FILE and TITLE-FILE.

2.B.3.b. Linkages. The program is called on-line by the control program CFEP, and it returns to CFEP on completion. It uses NIH I/O routine RHB249 which pro-cesses input / output between the printer terminal and the NIH system.

2.B.3.c. Variables and Constants.

1. LENGTHCW Maximum number of characters for user response.

2. NEGVAL- Converts money-fields to negative values if negative value is in-dicated by user.

3. FUNCNAM Holds function names (.A, C , M, D , END ) .

4. FLDNAM Holds field names.

5. INVALID SWITCH Error switch for invalid key error in ISAM read, write, or rewrite.

a. On a read, the invalid cwitch=

9 if record is found. It is one if record is absent.

b. On a write or re-write, the invalid switch will be 9 If it is 1, either a transmission error or system error has occured, or duplicate records are present.

6. FLD-NBR Holds number of field to be up-dated.

2-7

30-22-007 1

7. UPDKEY Holds 'END' which indicates the add, mod, or change function is ended.

8. UPDKEY1 Holds 'END' which indicates the delete function is ended.

9. MASTERKEY Holds 'END' which is input from user and indicates the MASTER process is finished.

10. WORK-FY Holds area which is used to check validity of Fiscal Year input from the user.

11. WORK-SEQ Checks validity of the Sequence Number which is input by the user.

12. WORK-SUF Checks validity of the Suffix Number input by the user.

13. WORK-MOD Checks validity of the Suffix Number input by the user.

14. STATUS--

ACTION Holds response from user regarding adding or changing status entries.

15. ADD-CTR Counts the adds made by the user.

16. CHG-CTR Counts the changes made by the user

17. MDF-CTR Counts the modifications made by the user

18. DEL-CTR Counts the deletes made by the user

19. STATUS-MISSING Holds 'C' from user to indicate the status record has been previou ly deleted so that if the user tries to <:hange the record, the system will accept the situation that the status record is missing.

20. INAREA Checks the length of user input from the Input Hold Area.

21. OUTAREA Output area for writing to terminal from program.

30-22-007

22. INPUT-LENGTH-CHK I/O area for the terminal sub-L routine RHB249

23. INFLAG Tells RHB249 subroutine if input-contained in INPUT-LENGTH-CHK is desired; 9 if no input is desired, 2 if input is desired l and the input should be convarted to upper case.

24. OUTFLAG Tells RHB249 subroutine if output contLined in INPUT-LENGTH-CHK is desired; # if no output is desired, 3 or 2 if output is de-sired. If 1 is used, blank lines are output to the terminal as carriage returns.

26. MODIKEY Record key for Mod-File.

28. BASIKEY Record key for Basic-File.

30. TITIKEY Record key for Title-File.

32. STAIKEY Record key for Status-File.

34. TABIKEY Record key for Table-File.

35. STATE Used to test status code for date change or add.

36. T Subscript to search STATUS FILE table.

l l

.i 2-9 l l

_j

k 30-22-007

"^

7

36. W-BNR-NO Holds'and checks validity of FN number.

37. W-OLD-SOL No longer used.

38. W-BID Holds and checks validity of Bids Received.

39. W-RATING Holds and checks validity of' various Ratings.

40. WORKAMTX Holds a numeric value which is input from user. Value is moved to field in record and high-order zeros are filled in.

41. T Keeps track of status entries

~

in a status record.

42. MOD-CTR Counts mods made to a parti-cular record.

43. WORK-DATE Validates dates input from user.

44. FLD-NO-NORK Area used'to transpose 1 or 2 digit numerics to'3 digit numerics- (inserts leading zeros)

45. HOLD-DELETE Holds input values from user which determines.which records are to be deleted.

46. W-CBD Checks and validates CBD number.

47. W-ZIP Checks and validates Zip Code.

48. W-AEC Checks and validates AEC number.

49. W-ERDA Checks and validates ERDA number.

50. W-PATENT Checks and validates patent value.

30-22-007

51. OLD-STATUS Used as a hold area'to find a match with a value in'the j status record in order to

, change the field.

2.B.3.d. Formulas. The ' accumulative total' field is calculated by adding the ' dollar value' field for all MOD-FILE records for a given RFPA #.

l 2.B.3.0. Error Handling Provisions. If program aborts, the condition code, statement number where error occurred, and verb number in statement will be displayed. The status code will also be displayed.

If the user enters invalid responses, the program will prompt for correct responses. If I/O has an invalid key error, the program sends a message to the user. The user must redo that particular up-date, explicit instructions are displayed to the user in the event of a system error.

Restrictions. The file cannot be updated while 2.B.3.f.

a report is being run or while it is being re-organized. The system will not accept any input during the reorganization process. Multiple reports may be run at the same time since they do not alter the index table.

Locations, Settings, Switches, Flags. See 2.B.3.g.

Variables and Constants.

2.B.3.h. Shared Storage. None.

2.B.4. Ontput. Output is in the form of prompts to the user and updated master files.

2.B.5. Interfaces. None.

2.B.6. Tables. The program uses the TABLE-FILE to make validity checks on incoming data from the user.

Run Description. P3022451 is run by requesting 2.B.7.

the UPDATE option. Refer to Section 3 of the User's Operations Manual for procedures governing 2-12

s. _ -. _,

30-22-007 ]

l 2.C. Program Name and Language. P3022452 FILE -l

' CONSOLIDATION. COBOL.

2.C.l. Program Function. This program consolidates-the four sub-files of the master file. The consolidated file is used as the MARK IV data base.

2.C.2. Input. The four sub-files of the master file.

2.C.3. Processing.

2.C.3.a. Processing Logic. A Single MARK IV record is created utilizing repeating fields.

2.C.3.b. Linkages. The program is called on-line by the CFEP and it returns to the CFEP on completion.

2.C.3.c. Variables and Constants.

T- Counter used to keep track of the status records per RFPA.

R- Counter used to keep track of status entries in MARK IV record.

S- Counter used to keep track of status entries in status record.

MOD-SW - Used to indicate end of MOD FILE.

STATUS-SW Used to indicate end of STATUS FILE.

2.C.3.d.. Formulas. None.

2.C.3.e. Error Handling Provisions. None.

2.C.3.f. Restrictions. The user may not update the files or reorganize them while batch jobs are running, how-ever, multiple batch listing jobs may be run at the same time.

2.C.3.g. Locations, Settings, Switches, Flags. See Variables and Constants.

2.C.3.h. Shared Storage. None.

2.C.4. Output. The MARK IV file, E& MARK 4. This is a combination of the 4 files and is dsed as the MARK IV database.

2.C.5. Interfaces. None.

2.C.6. Tables. None.

2.C.7. Run Description. P3722452 is run by executing the CFEP under TSO, and requesting the MARK IV option. l S

2-13

30-22-007 I

2.D. Program Name and Language. P3022350 WEEKLY STATUS. COBOL.

2.D.l. Program Function. This program provides a list of all active procurement actions and their status on a weekly basis. All records are selected that have a 'date RFPA received' which is earlier than the 'as of' date for the report and have not been executed (execution date is blank). Fields printed are Date Received, RFPA GRP , Contractor Name and Contract Number or Title, Action Requested and Status.

2.D.2. Input. System input is from the 4 Master Files and the Table File. The user selects the REPORTS option and types in ' weekly' to get this report. The system prompts the user to enter the 'as of date' for the report in the form YY MM DD.

h 2.D.3. Processing.

Processing Logic. The MOD-FILE is read sequentially, I 2.D.3.a.

and records with 'date RFPA received' less than the

'as of date' and blank execution date are selected for processing. The corresponding BASIC, STATUS and j TITLE files records are read and a sort record built i with the data fields listed below. The records are then sorted by the Specialist, Date RFPA Received, f Program Office and RFPA-MOD.

l MOD-FILE BASIC-CONTRACT-FILE Action Requested Contractor l Date RFPA Received Contractor Number l STATUS-FILE TITLE-FILE Last Status /Date Title

, ,, # W e. w . w 30-22-007 l

The weekly Status Report is printed with a page break on-Specialist. Table 08 of the TABLE FILE is accessed randomly to obtain the long names'for-the status codes..

2.D.3.b. Linkages. The program is~ called on-line by the CFEP and it returns to'the CFEP upon completion.

2.D.3.c. Variables and Constants.

1. PAGE-CNT - Counts tand~ numbers each page of report.

2. IN-REC-ACCUM - Counts records that are passed.

to the sort-input routine.

3. PRT-DET-ACCUM- Counts detail records returned from the sort-output routine.

4. 'CURR-SUB - Looks up the entries in a status record.

5. PREV-SUB - Checks the last status entry.

6.. AS-OF-DATE - Holds the "as of" date.

7. PRT-MDY-DATE - Prints the "as of" date.

8. PRT-YMD-DATE - Prints the date received.

9. STANKEY - Nominal key for the STATUS-FILE.

10. TABNKEY - Nominal key for the TABLE-FILE.

11, BASNKEY - Nominal. key for the BASIC-

.. CONTRACT FILE.

12. TITNKEY - Nominal key for the TITLE FILE.

13. ACTION-CODES - Holds meanings of the action codes contained in the MOD-FILE.

14. ERROR-MSGS. - Holds printed error messages.

2.D.3.d. Formulas. None.

2.D.3.e. Error Handling Provisions. None.

2.D.3.f. Restrictions. The user may not update the files or reorganize them while batch jobs are running, how-ever, multiple batch listing jobs may be run at the same time.

l 30-22-007 j

)

2.D.3.g. Locations, Settings, Switches, Flags. See )

Variables and Constants.

2.D.3.h. Shared Storage. None, q ll 2.D.4. Output. One listing labled NRC-302235 0-1 is  !

produced weekly which provides a list of all active procurement actions alorg with their status. The fields printed are:

DATE RECEIVED, RFPA GRP, CONTRACTOR and CONTRACT NUMBER or TITLE, ACTION REQUESTED and STATUS. f An "as of date" is entered through the printer terminal by user. All records which have a "date RFPA received" that is earlier than the "as of date" and a blank " execution" date are printed.

The report has a page break on Specialist. It is distributed to the director and each branch chief.

2.D.5. Interfaces.

2.D.6. Tables. Table 08, Status Codes and Names, of the TABLE FILE is read to obtain status code names.

2.D.7. Run Description. P3022350 is run as a batch job under TSO, by selecting the REPORTS option of the CFEP, and requesting the ' weekly' report.

1 i

l 2-16

30-22-007

~

6

~

2.E. Program Name and Language - P3022351 RECORD SHEET. COBOL-2.E.1. Program Function - The program prints the " record sheet" which displays all the fields in a record (RFPA) and any data present in those fields.

2.E.2. Input -

D3022011 - Modification File D3022012 - Basic File D3022013 - Title File D3022014 - Status File

~

Parameter Card 2.E.3. Processing -

2.E.3.a. Processing logic - This program reads the parameter card-and determines what select criteria is desired. It then reads and holds records from all four files that have the same RFPA/ Suffix number. A determination is then made from the selection information as to write these records or read an entire new series of records per RFPA/ Suffix. When writing these records, a sort key is added dependent on the type of selection desired. It then sorts the files and writes the record sheets.

INPUT PARAMETERS 1, FPDSYRQ (SORTED BY RFPA)

YR = FISCAL YEAR Q = QUARTER

2. ALLAS (SORTED BY RFPA)

A = ACTIVITY S = STATUS CODE I

2-17 l

30-22-007

3. RFPAX(10) (SORTED BY RFPA)

X(10) = RFPA NUMBER

4. RFPAX(10)Y(10)AS (SORTED BY RFPA)

X(10) = FROM RFPA NUMBER Y(10) = TO RFPA NUMBER A = ACTIVITY CODE S = STATUS CODE

5. BSPCBBAS (SORTED BY BRANCH OF SPECI ALIST/RFPA)

BBB = BRANCH SPECI ALIST A = ACTIVITY CODE S'= STATUS CODE

6. BSPCBBCCAS (SORTED BY BRANCH OF SPECIALIST /RFPA)

BBB = BRANCH OF SPECIALIST 1 CCC = BRANCH OF SPECI ALIST 2 A = ACTIVITY CODE S = STATUS CODE

7. BSPCBBBCCCDDDAS (SORTED BY BRANCH SPECIALIST /RFPA)

BBB = BRANCH OF SPECIALIST 1 CCC = BRANCH OF SPECIALIST 2 DDD = BRANCH OF SPECI ALIST 3 A = ACTIVITY CODE S =' STATUS CODE

8. BSPCBBBCCCDDDEEEAS (SORTED BY RFPA)

BBB = BRANCH OF SPECIALIST 1 CCC = BRANCH OF SPECIALIST 2 DDD = BRANCH OF SPECIALIST 3 EEE = BRAMCH OF SPECIALIST 4 A = ACTIVITY CODE S = STATUS CODE

9. BSPC'ALL'AS (SORTED BY BRANCH OF SPECIALIST /RFPA)

ALL = ALL BRANCHES OF SPECIALIST A = ACTIVITY CODE S = STATUS CODE

10. SPECX(20)AS (SORTED BY SPECI ALIST/RFPA)

• X(20) = SPECI ALIST'S NAME A = ACTIVITY CODE S = STATUS CODE

• (LENGTH CAN VARY UP TO 20) l 2-17a

30-22-007

11. SPECX(20)ASY(20) (SORTED BY SPECIALIST /RFPA)

• X(20) = 'FROM SPECIALIST'S NAf1E A = ACTIVITY CODE S = STATUS CODE

• Y(20) = TO SPECIALIST'S NAME

• (LENGTH CAN VARY UP TO 20)

12. SPEC'AAAA'AS (S0RTEDBYSPECIALIST/RFPA)

AAAA = ALL SPECIALISTS A = ACTIVITY CODE S = STATUS CODE ACTIVITY C3 DES 1 = ACTIVE 2 = INACTIVE & OTHERS 3 = ALL STATUS CODES 1 = EXECUTED 2 = PENDING 3 = ALL 2.E.3.b. Linkages - The' program is called on-line by the CFEP and it returns to CFEP upon completion.

2.E.3.c. Variables and Constants -

1. R - Counter that keeps track of status entries.

2. T - Counter that keeps track of MOD records.

3. X - Counter that holds count of MOD records present  ;

for a particular RFPA Number.

4. D - Contains the number of modification detail lines l

to be printed. <

5. HOLD-STA-ID - Used to hold and compare the status record RFPA number with next sequentially read status record. 1

6. HOLD-MOD-ID - Used to hold and compare the MOD record RFPA Number with the next sequentially read MOD record.

7. MOD-FILE-TABLE - A 150 entry table that holds all the MOD records for a RFPA/ Suffix (indexed by MOD-SUB).

2-17b i

30-22-007 L

8. STATUS-FILE-TABLE - A 150 entry table that holds all the status records for a RFPA/ Suffix (indexed by STATUS /SUB).

2.E.3.d. Formulas - None 2.E.3.e. Error Handling Provisions - For any RFPA on the MOD FILE, if there is not a matching record on any one of the other files, an error message will be displayed.

2.E.3.f. Restrictions - The user may not update the files or reorganize them while batch jobs are running, however, multiple batch listing jobs may be run at the same time.

2-17c

30-22-007 2.E.3.g. Locations, Settings, Switches, Flags. See variables and Constants.

2.E.3.h. Shared Storage. None.

2.E.4. Output. Record Sheet. One listing labeled.

NRC-3022351-1 is produced which provides a printed " Record Sheet" displaying all the data fields in a record.

A single " record shtiet" is composed of three computer print-out sheets. The run covering all procurement records is 800 - 1200 pages for the first year of the system's operction. The report has a page break at RFPA GRP, and is sequenced by ' Specialist', and RFPA-GRP within Specialist.

2.E.5. Interfaces. None.

2.E.6. Tables. None.

2.E.7. Run Description. P3022351 is run by selecting the REPORTS option of the CFEP, and requesting the

' record' report.

4 2-18

22-007 o

i 1

D1 2. F. . Program Name1and Language. .P3022352 PROCUREMENT-

' 1 REPORT - (SF37 )~~. COBOL.-

J 2.F.1. Program' Function. This program produces'the SF37'which-shows'the net dollar amounts produced.

l broken down by small business concerns and other L than'small business concerns. The totals are further broken down by solicitation type and source of procurement.

2.F.2. Input. The user' selects the REPORTS' option and types in1the report name SF37 to get this report.

The-user supplies a time frame (a'From date and a To date) in response to a system prompt so that only certain records are selected. System input is from the MOD-FILE and BASIC-CONTRACT-FILE.-

2.F.3. Processing.

2.F.3.a. Processing Logic. The MOD-FILE (D30220ll) is read sequentially, and records selected if the execu '

tion date is within the time frame given.- If the record's execution data falls within the time-frame, the BASIC-CONTRACT-FILE is then read to find the matching record for the RFPA GRP. The solicitation type and source of procurement is checked and total dollars obligated are accumulated based on the following parameters:

SF37-Report Part I Totals:

Total formally advertised (report line 2) by adding all Records selected with solicitation type = IFB.

Total negotiated (report line 3) by adding all Records selected with solicitation type = RFP, CSS, USP, or RFQ; or Solicitation type = IAA and 3 Sub-contractors names are blank.

l 2-19

7_ _m t

30-22-007 Total other agency contracts -(report line 6).

by adding all records selected with solicitation

~

type = IAA and at~least one Subcontractor name non-blank.

g

. Column C Small Business ~ Concerns total for Part 1

- adding records selected'for lines 2, 3 or 6 with source of procurement = 21, 22, 23, 25,-

26 Column D Other Than Small Business total for Part I

- adding records with source of procurement = 24, 27-43 Column E-Minority Business-Enterprise total'for Part I

- adding records with source of procurement =

24, 25, 26

. Part=II Totals - The following totals are calculated Line 8 - Column C - Source of Procurement = 22 9 C- = 23.

15 B- " " "

~= 28-30 16 "

B- " " "

= 31 18 D- = 41=43 1 1

Lines 1, 4, 7, 12, and 13, are total lines calcu-lated by totalling amounts from other lines as in-dicated on the report layout. ,

Totals not calculated above will contain zeroes or slashes.

2.F.3.b. Linkages. The program is called on-line by the CFEP and it returns to the CFEP upon completion.

2.F.3.c. Variables and Constants.

INVALID SWITCH -

This switch is set to 'l' if a particular record is not found.

1 l

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30-22-007 l

MOD-REC-SWCH <

Switch set to 'l' when multiple modification records are present.

HOLD-RFPA- -

HOLD area for MOD RFPA.

SYSIN-DATE -

Contains the 'from date' and-

'to date' for-the report period.

2.F.3.d. Formulas. Calculation specifications are described under ' Processing Logic'.

2.F.3.e. Error Handling Provisions. None.

2.F.3.f. Restrictions. The user may not update the files or reorganize them while batch jobs are running, how-ever, multiple' batch listing jobs may be run at

'the same time.

2.F.3.g. Locations , Settings, Switches , and Flags. See Variables and Constants.

2.F.3.h. Shared Storage. None.

2.F.4. Output. Procurement Report SF37. One listing labeled NRC-3022352-1 is produced which provides an SF37 showing the net dollar amounts obligated broken down by small business concerns and other than small business concerns. The totals are further broken down by solicitation type and source of procurement.

I-It is produced every six months or on an 'as needed'

~ basis. The product is used as a source document to produce SF37, therefore only one copy is needed.

2.F.5. Interfaces. None.

2-21

30-22-007 2.F.6. Tables. None.

Run Description. P3022352 is run under TSO by 2.F.7.

selecting the REPORT option of the CFEP, and requesting the ' SF37 ' report.

2-22 l

30-22-007 l

2.G. Program Nmme and Language.' P3022353 PAR REPORT.

L COBOL.

2. G. l . - Program Function. The program produces-a listing which actually contains three separate reports.

The first shows total actions received.for the month; the second, shows the total number of actions completed for the month; and, the third shows actions pending based on the aging period. In

.these three reports totals are printed by Solici-tation Iype and Action Requested within program office.

2.G.2. Input. Input is from-the MOD-FILE and BASIC-CONTRACT-FILE. The user selects the REPORTS option and types in ' par' to get.this report.

He or she is prompted for the ' reporting. period to be covered' in the form YY MM DD. This date is matched against the contract dates in the MOD-FILE to select records for processing.

2.G.3. Processing.

2.G.3.a. Processing Logic. The MOD-FILE is read and if the various dates fall within the stated time frames, the RFPA GRP is used to read the BASIC-CONTRACT-FILE. In this' file the Solicitation Type is ob-tained and totals are accumulated.

MOD-FILE BASIC-CONTRACT-FILE Mod Number Solicitation Type Date RFPA Received Execution Date Transmission Date 2.G.3.b. Linkages. The program is called on-line by the CFEP and it returns to the CFEP upon completion.

2-23

'30-22-007 y

2.G.3.c.. Variables and Constants.

1. BASIC-SWITCH - Indicates whether or not. Basic Contract File is at end.

2. RNO - Subscript used to indicate report number.

3. Xl - Subscript used to indicate y position on a line.

L

4. X2 - Subscript used to indicate position on a~ row.

5. X3 - Subscript used to vary the number'of times a report line is printed.

6. PERIOD-NO - The aging period flag.

7. TEMP-TIME - Intermediate field to hold difference between two dates.

8. COMPARE-YR-DIF - Indicate, if contract activity in year different from that selected.

9. DIF-OLD-DAYS - Total number.of days between selection date and contract date.

10. MOD-RECORD - Modification ' record, see file layout.

11. BASIC- - Basic Contract record, see file CONTRACT-layout.

RECORD 2.G.3.d. Formulas. To compute the Aging Period:

If in same year = Difference between Selection month and Contract month.

l If in different year = Difference batween DIF-OLD-DAYS and TEMP-TIME.

2.G.3.e. Error Handling Provisions. Total number or records read that have a request date which falls within the reporting period should equal the total actions received shown in first report. Total number of 2-24

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30-22-007 L

L

" records read showing award dates falling within a reporting period and-that have transmission dates which are numeric, should equal:the total number of actions completed as seen on the second report..

2.G.3.f. Restrictions. The user may not update the files or reorganize them while batch jobs'are running, however, multiple batch listings may be run at the same time.

2.G.3.g. Locations, Settings, Switches, Flags. See Variables and Constants.

2.G.3.h. Shared Storage. None.

'2.G.4. Output. Par Report. One listing labeled NRC-3022353-1 is produced which actually.contains three separate reports. The first shows the actions received for the month. The second shows actions completed for the month. The third report.

shows the actions pending based on an aging period.

In these three reports, totals are printed-by solicitation Type and Action Requested within program office. Five pages are printed monthly.

Seven copies are needed, one of which is given to the Director, Contracts Division. The others are re-duced to 8 X lla size sheett and sent outside the Division.

2.G.5. Interfaces. None.

2.G.6. Tables. For Aging Period, the number of days is specified as follows:

00 thru 30 = Period 1 31 thru 60 = Period 2 2-25

T 1, ._ I 30-22-007 61 thru 90 = Period 3 91 thru 120 = Period 4 121 thru 999 = Period 5 2.G.7. Run Description. P3022353 is run under TSO by selecting the REPORTS option of the CFEP, and requesting the ' par' report.

l l

l I

f l 2-26 Y__-___________-__

j 22-007.

}

2. H . - Program Name and Language. P3022354 LOGS.. COBOL.

Program Function. . :Thisiprogram prints various

~

2 . H.1.

lists'or logs for the user. The following.can be obtained: Solicitation Numbers, RFPA Numbers, Contract Numbers, CBD Numbers, and PCM Numbers, OLD-AEC Numbers, OLD-ERDA Numbers. Any or all lists can be obtained.

- 2. H. 2. . Input. The MOD-FILE and BASIC-CONTRACT-FILE are read. The user selects the REPORTS option.and supplies the report name ' logs' to get this report.

The computer will prompt for.the desired log or for 'all'. The Title File is also read to print the contract title on the Contract Numbers Log, CBD Numbers Log,.RFPA Numbers Log and Solicita-tion Log.

- 2.H.3. Processing.

2.H.3.a. Processing Logic. The following files are opened.

The proper data is selectedand sorted.

MOD-FILE BASIC-CONTRACT-FILE TITLE-FILE RFPA MOD NO Solicitation Numbers Title Contract Numbers CBD Numbers PCM Numbers OLD AEC Numbers OLD ERDA Numbers Contractor Name Old AEC Numbers Log-NRC-3022504-1 Records with non-blank Old AEC Numbers are selected and are sorted by Old AEC Number. Fields printed are: Old AEC Number, Contractor Name and Contract Number.

2-27

v 30-22-007'.

h

~' Old ERDA. Numbers Log - NRC-3022504-2 Records with non-blank old ERDA Numbers are'. .

selected and are sorted by old~ERDA; Number.

Fields printed are: Old'ERDA Number, Contractor-Name, Contract Number.

Contract Numbers Log - NRC-3022504-3 f

Records with non-blank contract number are selected and are sorted'by Contract number.

Fields printed are: Contract number, contractor name, title.

CBD Numbers Log - NRC-3022504-4 Records with non-blank CBD # are selected and are sorted by CBD #. Fields printed are:-CDB f, RFPA-MOD #, Contractor Name or Title.

PCM Numbers Log - NRC-3022504-5 Records with'non-blank PCM #-are selected and are sorted by PCM#. Fields printed are PCM#;

RFPA#, Contractor.Nane.

RFPA Numbers Log - NRC-3022504-6 All records are selected and sorted by RFPA-MOD Number. Fields printed are RFPA #, Contractor i

Name and Title.

I Solicitation Numbers Log - NRC-3022504-7 Records with non-blank Solicitation Number are selected and are sorted by Solicitation Number.

Fields printed are: Solicitation Number, Contract Number, Contractor Name, Title.

2.H.3.b. Linkages. The program is called on-line by the CFEP and it returns to the CFEP upon completion.

2-28 j l -- - - - - - - - - - - - - - _ _ - - _ -

E 30-22-001 V

1 j'

I 2.H.3.c. Variables and Constants.

l

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1. PAGE-CNT - Sequentially numbers report -

pages.

2. LOGCNT - Counts the number of valid log r

l- 3. PRT-MDY-DATE- Stores the current date to be printed on the report.

4. BASNKEY- -

Nominal key for BASIC-CONTRACT-l FILE.

5. ALL-LOG -

Indicates that all logs are to be printed.

6. AEC-LOG - Indicates AEC Numbers log.

7. CBD-LOG - Indicates CBD Numbers log.

8. CON-LOG -

Indicates Contract Numbers log.

9. ERDA-LOG - Indicates ERDA Numbers log.

10. PCM-LOG -

Indicates PCM Numbers log.

1,1. SOL-LOG - Indicates Solicitation Numbers log.

12. RFPA-LOG -

Indicates RFPA Numbers log.

13. SYS-CHK -

Indicates end of user entries.

3 2.H.3.d. Formulas. None.

2.H.3.e. Error Handling Provisions. None.

2.H.3.f. Restrictions. The user may not update the files or reorganize them while batch jobs are running, however, multiple batch listing jobs may be run at the same time. j 2.H.3.g. Locations, Settings, Switches, Flags. See Variables and Constants.

l 2-28a l

___-___-_-_---____-_-_____--___a

30-22-007 2.H.3.h. Shared Storage. None.

2.H.4. Output. Logs. One or all of the following listings is produced on an 'as needed' basis:

Old AEC Numbers NRC-3022354-1 Old ERDA Numbers NRC-3022354-2 Contract Numbers NRC-3022354-3 CBD Numbers NRC-3022354-4 PCM Numbers NRC-3022354-5 RFPA Numbers NRC-3022354-6 Solicitation Numbers NRC-3022354-7 This report is usually less than 100 pages.

The CSA uses this report to keep track of numbers already assigned.

2.H.5. Interfaces. None.

2.H.6. Tables. None.

2 H.7. Run Description. P3022354 is run under TSO by selecting the' REPORTS option of the CFEP, and requesting the ' logs' report.

l 1

2-29 Q__-______-__-_____-__--__-_______

' 30-22-007 I

L-L L 0-2.I. Program Name and' Language. P3022355 FY 7

$ i-, OBLIGATIONS. COBOL.

2.I.l. Program Function. This program,provides a' list-of contracts and shows the current fiscal year monies estimated and negotiated for each contract..

Also shown is the funding period (earliest award date to latest expiration date).

1' 2.I.2. Input. The MOD-FILE and BASIC-CONTRACT-FILE are read. The user selects the REPORTS option and types in ' obligations'. The TABLE-FILE is used to obtain the program office names which print in the page headings of the report.

2.I.3. Processing.

2.I.4. Processing Logic. The MOD-FILE'is read sequentially and records with expiration date greater than the current date are selected for processing. If a MOD-FILE record is selected, the corresponding BASIC-CONTRACT-FILE record is then read. A sort record is built with the data fields listed below,

' and the records are sorted by branch of specialist, program office, contractor name and RFPA-MOD number. j D

. MOD-FILE BASIC-CONTRACT-FILE Estimated Cost Contract Number j Dollar Value Contract Name Funding Period Branch of Specialist ]

l (auard date-expiration date)

Fiscal Year and Obligated Dollars RFFA-MOD 1

l l

2-30 ,

i

-_ --._=_____-_-_____-_--_:-___-_-_._____. _ _ _ _ - _ _ _ _ _ _ _ _ _ - _ _ _ _ _ _ . _ _ ____-_______-____________-_______-_______:_--_-__A

30-22-007 The report is printed with one line printing for each MOD record selected. Fields printed are:

Contract Number, Contractor Name, Estimated Cost, Negotiated Cost, Fiscal Year, FY Obligated Dollars, and Funding Period. Dollar smount totals are accumulated by contractor, program office and Branch of Specialist.

2.I.3.b. Linkages. The program is called on-line by the CFEP and it returns to the CFEP upon completion.

2.I.3.c. Variables and Constants.

1. LINE-CNT - Counts lines printed per page.

2. PAGE-CNT - Counts and numbers each page of report.

3. MINOR-EST-ACCUM9- Accumulates Estimated, Dollar MINOR-DOL-VAL- .Value and Obligated monies MINOR-OBL-ACCUM. and prints with breaks on Contractor Name, Program Office, Branch of Specialist

4. IMMED-EST-ACCUM-'- Accumulates Estimated, Dollar M E - OL-VAL- > Value and Obligated monies IMMED-OBL-ACCUM. and prints with a break of Branch of Specialist.

5. MAJOR-EST-ACCUM' - Accumulates Estimated, Dollar g }-DOL- M - Value and Obligated monies MAJOR-OBL-ACCUMs and prints with a break on Branch of Specialist

6. IN-REC &ACCUM - Counts the selected records that were passed to the sort-input routine.

7. PRT-REC-ACCUM - Counts detail records returned from the sort-output routine.

This count is checked against the INREC-ACCUM at the end of a job.

I i

30-22-007 1

8. HLD-RFPA-GRP - Holds the RFPA-GRP to j 1

determine if a break has occurred. x i

9. HOLD-DATE - Holds areas used to store various dates for printing.

10. BASNKEY - Nominal key for BASIC-CONTRACT-FILE.

11 TABNKEY - Nominal key for TABLE-FILE.

2.I.3.d. Formulas. None 2.I.3.e. Error Handling Provisions. The total number of active contracts and modifications should equal total detail lines printed.

2.I.3.f. Restrictions. The user may not update the files or reorganize them while batch jobs are running, how-ever, multiple batch listing jobs may be run at the same time.

2.I.3.g. Locations, Settings, Switches, Flags. See Variables and Constants.

2.I.3.h. Shared Storage. None.

2.I.4. Output. FY Obligations. One listing labeled NRC -30223 53-1 is produced which provides a list of the monies: estimated, negotiated and obligated for each active contract. All active contracts are

, printed. This 10 page report is distributed to 1

each branch chief. The report has a page break on Program Office and Branch of Specialist.

l 2.I.5. Interfaces. None.

2-32

\ __ - _ _ _ _ _ _ _ _ - _ _ _ _ _ _ _ _ _ _ - - - _ _ - _ _ - - - _ _ _ _ _ _ _ -

30-22-007 2.I.6 Tables. Table 01, ' Program Office Mames', of the Table File iF, read to obtain program office names for the report heading.

2.I.7. Run Description. P3022355 is run under TSO by selecting the REPORTS option of the CFEP and selecting the ' obligations' report.

.i l

l l

2-33 L1 .- ._ _ . - _ _ _ _ _ _ _ _ , _ _ - - _ - - - _ _ _ _ _ - _ _ _ _ _

l 30-22-007

[

2.J. Procram Name and Language. P3022356 CONTRACTS TO EXPIRE. COBOL.

2.J.l. Program Function. The program provides a list of active contracts in expiration date order which will expire during the next six months. Listed are the expiration date, program office, contractor name, and contract number fields.

2.J.2. Input. Input is from the MOD-FILE and the BASIC-CONTRACT-FILE. The user selects the REPORTS option and enters the report name ' expire' to obtain this report. The user is then prompted to. enter the

'as of date' in the form YY MM DD.

2.J.3. Processing.

2.J.3.a. Processing Logic. The MOD-FILE and the BASIC-CONTRACT-FILE are read and the data fields selected.

A sort record is built with these data fields, and the records are then sorted by branch of specialist, expiration interval and expiration date.

MOD-FILE BASIC-CONTRACT-FILE i Expiration Date Contract Number i Contractor Name Specialist Branch of Specialtst 2.J.3.b. Linkages. The program is called on-line by the CFEP and it returns to the CFEP upon completion.

2.J.3.c. Variables and Constants.

INTERVAL-HOLD - Holds interval time frame of contracts that will expire within 1 to 6 months.

SYSIN-PATE - Holds date from SYSIN in form YY MM DD. Used in header for report that is produced.

REST - Represents number of lines remaining till bottom of page is reached.

2-34

30-22-007 T,V - Subscripts used to search expiration date table "T" represents beginning date of one month intervals. "V" represents ending date of one month intervals.

2.J.3.d. Formulas. None.

2.J.3.3. Error Handling Provisions. None.

2.J.3.f. Restriction. The user may not update the files or reorganize them while batch jobs are running, how-ever, multiple batch listing jobs may be run at the same time.

2.J.3.g. Locations, Settings, Switches, Flags. See Variables and Constants.

2.J.3.H. Shared Storage. None.

2.J.4. Output. Contracts to Expire. One listing labeled NRC 3072356-1 is required monthly. It provides a list of all active contracts by branch of specialist in expiration date order. The listing also shows Program Office, Contractor's Name and Contract Number. Approximately six active contract records can be printed per page.

2.J.5. Interfaces. None.

2.J.6. Tables. H-DTE is a table containing 6 dates at one month intervals from current date.

2.J.7. Run Description. P3922356 is run under TSO by selecting the REPORTS option of the CFEP, and request-ing the ' expire' report.

2-35 l

E-_--__-- _ - - - - - - - .

I i

30-22-007 2.K. Program Name and Language. P3022357 MILESTONES. 1 COBOL.

2.K.l. Program Function. The program provides a list of 1 the actual and estimated milestones for each contract on the file. Fields listed are Contract Number, Solicitation Type, Milestones-estimated and actual, and Comments.

2.K.2. Input. The MOD-FILE, TITLE-FILE, BASIC-CONTRACT-FILE, cnd the STATUS-FILE are inputs. The estimated milestones appear on the TITLE-FILE. The actual milestones are taken from the STATUS-FILE. The user selects the REPORT option and supplies the report name ' milestones' to get this report.

2.K.3. Processing.

2.K.3.a. Processing Logic. The MOD-FILE is read sequen-tially. The RFPA No. is used to read the corresponding Basic Contract and Title, File records. RFPA # and MOD # are used to read the corresponding Status-File Record. A sort record is built and the data is sorted by contract number and mod number. Estimated milestones are taken from the Title File record, actual mile-stones are taken from the Status File Record (if there is one). The type of milestones printed is determined by the solicitation type.

2.K.3.b. Linkages. The program is called on-line by the CFEP and it returns to the CFEP upon completion.

2.K.3.c. Variables and Constants.

R - Counter that keeps track of milestone entries to be printed.

T - Counter to keep track of status entries per physical record.

2-36

1

l. 30-22-007 1

STATUS-HOLD - Hold area that contains a STATUS code for a parti-cular solicitation type.

Used to compare with STATUS codes in record.

DATE-HOLD - Contains date of STATUS in question to be printed in report.

2.K.3.d. Formulas. None.

2.K.3.e. Error Handling Provisions. If there is no BASIC-CONTRACT-FILE record or TITLE-FILE record corresponding to a Mod File Record, an error message is displayed and the MOD-FILE Record is bypassed.

2.K.3.f. Restrictions. The user may not update the files or reorganize them while batch jobs are running, however, multiple batch listing jobs may be run at the same time.

2.K.3.g. Locations, Settings, Switches, Flags. See Variables and Constants.

l 7 K.3.h. Shared Storage. None.

2.K.4. Output. Milestones. One listing labeled NRC 3022357-1 is produced which provides a list of the actual and estimated milestones for each contract on the file. The report shows CONTRACT NUMB ER, SOLICITATION TYPE, MILESTONES - estimated and actual, and COMMENTS. This report is printed on 'as needed' basis.

2.K.5. Interfaces. None.

2.K.6. Tables. None.

2.K.7. Run Description. P3 22357 is run under TSO by selecting the REPORTS option of the CFEP I and requesting the ' milestones' report.

i 2-37

30-22-007 2.L. Program Name and Language. P3022358 CONTRACT NUMBER LIST. COBOL.

2.L.l. Program Function. This program provides a list by branch and specialist of all contracts in contract number order. Fields listed are Contract Number, Contractor, Project Officer, Program Area, Specialist and Period of Performance.

2.L.2. Input. The MOD-FILE and BASIC-CONTRACT-FILE are read. The user selects the REPORTS option and types in ' number'. The user is prompted for the report type, active or inactive. A response of

' active' will give the user an Active Contract Number Report NRC-3922358-1. A response of

' inactive' will give the user an Inactive contract Number Report, NRC-3p22358-2.

2.L.3. Processing.

2.L.3.a. Processing Logic. The MOD-FILE and BASIC-CONTRACT-FILE are read and the data fields selected. A sort record is built with those data fields, and the records are then sorted by specialist branch, specialist, and contract number. If the expiration date in the MOD-FILE is greater than the current date, the record will be selected for the Active Report when ' active' is selected as a run option.

If the expiration date is less than the current date, the record will be selected for the Inactive Report when ' inactive' is selected as a run option.

MOD-FILE BASIC-CONTRACT-FILE Period of Performance Contractor (Award Date- Contract Number Expiration Date) Project Officer Program Area Specialist 1

1 1 2-38 l _ _ _ . _ _ - _ _ _ _ _ . _ _ _ _ _ _ _ _ _ _ _ - _ - _ _ _ _ _ _ w

_ _ - - = - = = = = -

u

i. _

30-22-007 2.L.3.b. Linkages. The program is calle'd on-line.by.the CFEP and it returns to the CFEP. upon completion.

2.L.3.c. Variables and Constants.

1. EXPIRATION DATE Is the' indicator for the two reports.

(Less than current date='

inactive report.

. Greater than current date=:

active report).

2. REPT-TYPE - Indicates whether'the user's response to.

TYPE OF REPORT is A (Active) or I (Inactive) 2.L.3.d. Formulas. To obtain Active / Inactive Report. Expira-tion date > current date-records. selected for Active Report. Expiration datea(current date-records selected for Inactive Report.

2.L.3.e. Error Handling Provisions. The number of active contracts read should equal the number of lines printed on the active report; the number of inactive contracts read should equal the number of lines printed on the inactive list.

2.L.3.f. Restrictions. The user may not update the files or reorganize them while batch jobs are running, how-ever, multiple batch listing jobs may be run at

.the same time.

2.L.3.g. Locations, Settings, Switches and Flags. See Variables and Constants.

2.L.3.h. Shared Storage. None.

2.L.4. Output. One of the following Contract Number Lists:

One listing labeled NRC-3022358-1 is produced showing only active contracts, or NRC-3022358-2 showing the inactive contracts. Each provides contracts in 2-39 i i

I

.i 30-22-007 contract number' order'for each branch and' specialist,-

and displays the.following fields:

CONTRACTOR, PROJECT OFFICER',

. PROGRAM AREA, SPECIALIST AND a period of performance-(award date-expiration-date).

Each report is approximately five.pages.(200' lines)'.

LFrequency is'on anas needed' basis; it is distri-buted:to each branch chief. The reports'have a;page break on Specialist'and Branch of Specialist.

' 2. L. 5. Interfaces. 'None.

2 . L . 6 '. . Tables. None.

2.L.7. Run' Description. P3022358 is.run under TSO by selecting

.the REPORTS option of the CFEP and requesting the

' number' report.

L 2-40 L___=_____ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ ___________

30-22-007 i 2.M. Program Name and Language. P3022359 CONTRACTOR NAME LIST. COBOL.

2.M.1. Program Function. This program provides a list of i all active contracts by contractor name in alpha-betical order for each branch. Fields listed are Contractor Name, Contract Number, Project Officer, Program Area, Specialist and Period of Performance.

2.M.2. Input. The user selects the REPORTS option and types in 'name' to get this report. The MOD-FILE and BASIC-CONTRACT-FILE are read.

2.M.3. Processing.

Dm m" i n g_. Logic . The MOD-FILE and BASIC-CONTRACT-FILE are read and records are selected for prir. ting -

if the Contract is non-blank and the expiration date is greater than the current date. A sort record is built with these data fields, and the records are then sorted by Branch of Specialist, Specialist, and Contractor Name.

MOD-FILE BASIC-CONTRACT-FILE Period of Performance Contractor (Award Date- Contract Number Expiration Date) Project Officer Program Area Specialist 2.M.3.b. Linkages. The Program is called on-line by the CFEP and it returns to the CFEP upon completion.

2.M.3.c. Variables and Constants.

EXPIRATION-DATE Is the indicator for the report. (Less than current date-record is not printed. Greater than current date-record is printed).

2-41

i 30-22-007 j j

2.M.3.d. Formulas. Expiration Date> Current Date = Record is j selected for printing. I 2.M.3.e. Error Handling Provisions. The number of active 1 l

contracts read should equal the number of lines '

printed.

2.M.3.f. Restrictions. The user may not update the files or reorganize them while batch jobs are running, however, multiple batch listing jobs may be run at the same time.

2.M.3.g. Locations, Settings, Switches, Flac3. See Variables and Constants.

2.M.3.h. Shared Storage. None.

2.M.4. Output. Contractor Name List. One listing labeled NRC-3022359-1 is produced which provides a list of all the contracts in alphabetical order for each Branch and Specialist. Other fields listed are Contract Number, Project Officer, Program Area, Spe-cialist and Period of Performance. This 10 page (approximately 200 lines) report is printed as needed and distributed to the various branch chiefs. The report will have a page break on Specialist and Branch of Specialist.

2.M.5. Interfaces. None.

2.M.6. Tables. None.

2.M.7. Run Description. P3p22359 is run under TSO by select-ing the REPORTS option of the CFEP, and requesting the 'name' report.

2-42

30-22-007

'2.N. Program Name and Language. P3022360 CONTRACTS WITHIN OFFICE. COBOL.

2.N.l. Program Function. This program provides a list of all active or inactive contracts within program office for each branch. Fields listed are Contractor,.

Contract Number, Specialist, Project Officer and Period of Performance.

2.N.2. Input. Input is from the MOD-FILE and BASIC-CONTRACT-FILE. The user selects the REPORTS option and types in ' contracts'. The user is prompted for ' active' or ' inactive' response to TYPE OF REPORT.

2.N.3. Processing.

2.N.3.a. Processino Looic. The MOD-FILE and BASIC-CONTRACT-FILE'are read and records selected with non-blank contract number. A sort record is built with the data fields listed below, and the records are then sorted by specialist branch, program office and contractor name. If the expiration date in the MOD-FILE is greater than the current date, the record will be selected for printing if an Active Report is requested. If the expiration date is less than the current date, the record will be selected for printing if an inactive Report is requested.

MOD-FILE BAS IC-CONTRACT-FILE Period of Performance Contractor Name (Award Date- Contractor Number Expiration Date) Specialist Project Officer Branch of Specialist 2-43

a L' ,

30-22-007~

2.N.3.b. Linkages. The program is called.on-line by the 1 'CFEP and it returns to the CFEP upon completion.

2.N.3.c. Variables and Constants.

1. Expiration-Date Is 'the indicator for y the two reports. (less' than current = Inactive Report. Greater than 0 current date = Active Repo rt.

2. REPT-TYPE - Indicates users response to' TYPE OF REPORT A (active) or I (Inactive).

2.N.3.d. Formulas. To obtain Active / Inactive report' records:

1. Expiration date)> current date.= Active Report.

2. Expiration date<Icurrent date = Inactive Report.

2.N.3.e. Error. Handling Provisions. None.

2.N.3.f. Restrictions. The user may not update the files or

< reorganize them while batch jobs are running, however, multiple batch listing jobs may be run at the same  !

time.

2.N.3.g. Locations, Settings, Switches, Flags. See Variables and Constants.

2.N.3.h. Shared Storage. None.

= 2.N.4. Output. Contracts Within Office. A listing labeled NRC-3022360-1 is produced showing active contracts or NRC-3922360-2 showing the inactive contracts within a program of fice. Fields listed are Contractor, Contract Number, Specialist and Period of Performance. This five page (200 lines) report is printed on an 'as needed' basis and distributed to each branch chief. The report will have a page break on branch of specialist and program office.

2.N.5. Interfaces. None.

2.N.6. Tables. None.

2.N.7. Run Description. P3p2236p is run under TSO by selecting the REPORTS option of the CFEP and selecting the ' contracts' report.

1

ic, -

30-22-007 2.0.- Program'Name and Language. P3922591 Table' Update.

COBOL.

2. 0. l' Program Function. ~This program updates; or ' lists the Table File (D3722715). Update options include adding entries to any table on file, deleting entries

-from the file, and changing the long name of any entry. List' options including listing all'the tables or any selection of tables. This is an inter-active program, and the user may perform repeated Table list or table update operations during any terminal session.

12 . 0 . 2 . Input. Input is from the user through the terminal, and from the Table File. The Table File contains 18_ separate tables.

2,0.3. Processing.

2.0.3.a. Processing Logic. Processing options are selected by the user through the terminal via responses to queries. If the user elects to list-the' Table File, he or she is then asked to enter 'all' to list all the tables, or to select table numbers for the tables to be listed. Table numbers are edited for valid numbers between El and 18. The tables are listed on the high-speed printer in report' format NRC-3922501-1, with a page. break for each table.

selected.

If the user elects to update the table file, he'or she is prompted to enter the table number to be updated and the update option (add , change , delete) .

For an add, the user will key in the short name, which will be edited for validity, and then the long name, and the entry will be added to the Table File. For a change, the user can change the long name of any entry on the file. For a delete, the user can delete an entry on the file if the proper password is given. The program checks that entries to be added do not already exist on the file, and that changes and deletes are

l 30-22-007 made to entries that do exist on the file.

l Section 3.C contains a list of tables and the l- . edit criteria for the long and short names for each table.

2.0.3.b. Linkages. The Table List routine is a subprogram (P30225A1) called by the main' Table Update program.

l This allows the Table File to be read randomly by the update, and sequentially by the LIST Subroutine.

2.0.3.c. Variables and Constants.

s 6

2-46 i

l 30-22-007 l

l 2.0.3.d. Fo rmulas . None.

2.O.3.e. Error-Handling Provisions. All responses from the user are edited and the user is prompted to re-enter responses that were invalid. Error messages will print if the user tries to add an entry already on the file, or change or delete an entry not on the file.

2.0.3.f. Restrictions. Programs which use the Table File should not be run during Table updating.

2.0.3.g. Locations, Settings, Switches, Flags. See Variables and Constants.

2.0.3.h. Shared Storage. Storage is shared between the main Table program and the Table list subroutine.

2.O.4. Output. Table File Listing - NRC-3022501-1 (if Table List is requested), prompts to the user on the terminal, and updated TABLE-FILE (if updating is performed) 2.0.5. Interfaces. None.

2.0.6. Tables Refer to Ssction 3.C. for a list of the Tables on the Table File.

2.0.7. Run Description. P3922591 is run under TSO, by selecting the TABLE Option of the CFEP, 2-47

.. _m_. __ - _ _ _ _ _ - - _ _ _ __ _ ._- _ _.

v

.30-22-007-2.P. Program Name and Language. P3922592. FPDS History Program. . COBOL.

2 . P . l .- Program Function. The purpose of this program is

'to add FPDS history data to the.FPDS History file for contracts for-which an Individual Acquisition Action Report was manually sent to FPDS. The ' user '

.will supply the RFPA-MOD-# for each contract.for-which data is to be added to.the' History File, and the program .will . read the MOD-FILE and BASIC-CONTRACT-

' FILE to obtain FPDS data fields'to move to the FPDS-HISTORY-FILE.

The History program also provides the capability

.to delete aLrecord from the FPDS-HISTORY-FILE or display' a FPDS-HISTORY-FILE . record on the terminal.

The user will supply the Contract-MOD f.as the keys to access the FPDS-HISTORY-FILE.

P3522592 is an interactive program requiring con-versations with the user.

2.P.2. Input. Input will come from user responses, the MOD-FILE and the BASIC-CONTRACT-FILE to add a record to the FPDS-HISTORY-FILE.

. Input will come from user responses and the FPDS-HISTORY-FILE to delete or display a record on the file.

L 2.P.3. Processing.

2.P.3.a. Processing Logic.

.e 2-48

30-22-007 The program will a^sk_ the user whether he or she wants to add records to the FPDS-HISTORY-FILE, delete records, or display records. The user may select any combination of the three options at a terminal session. The user may enter 'END' to end program processing in response to any prompt.

2.p.3.a.l. When ADD is selected,

-The program will ask the user to give the reporting period (fiscal year & quarter) the contracts were reported to FPDS. The program will then ask the user for the RFPA #, suffix and MOD # for a contract. RHB249 routine will be used to send and receive terminal teletype data.

-The RFPAGRP will be used as the key to read the BASIC-CONTRACTS-FILE (D3022012). The RFPAGRP &

MOD # will be used as the key to read the MOD-FILE. If there is not a matching record on either file, an error message will be written to the user, and the next RFPA # requested.

-If the user keys in an RFPA-mod # to be added to the History File for which the contract # is blank on the Basic Contract File, an error message will be written to the user 'RFPA XXXXXXXXXX MOD XX CONTRACT NUMBER IS BLANK - HISTORY RECORD WILL NOT BE ADDED TO HISTORY FILE,' and the record will not L be added to the FPDS-HISTORY-FILE.

l -After the BASIC-CONTRACT-FILE and MOD-FILE are read, the data from these files will be used to create a record on the FPDS HISTORY FILE (D3022021).

a. The reporting period, RFPAGRP & MOD will come from above responses by the user. If the MOD-FILE MOD # is 00, the history file MOD # will l'

l 2-49

.?',

30-22-007 be blank.

I b. The fel. lowing fields will be moved'from the BASIC-CONTRACT-FILE:

Contract number CONT-GRP Contracting office B-CONTR-OFFICE Duns # B-CON-DUNS-NO Place of Performance. B"--PLACE-PERFORMANCE Subject to Statutory B-STATUTORY-REQ.

Requirements Affirm-Action Plan on B-AFFIRM-ACTN-FILE File

-Previously held' B-AFFIRM-ACTN-PREV contr.

Multi-Year Procurement B-MULTI-YR-CONTR Labor Surplus' Area B-LAB-SURPLS-PREF Consultant Type Award B-CONSULTANT Product /Syc. code B-PROD-SVC-CODE Type.of Business B-FPDS-TYPBUS Woman-Owned B-WOMAN-OWNED Cost Acetg. Std. B-COST-ACTG-STD Foreign Trade Data FORGN-TRADE-DATA (If ,

i Foreign Trade Data fields are blank, set.them to zero on the history file.)

c. The following fields will be moved-from the MOD-FILE record:

Award date Year and month are moved to History file from Award Dollars Obligated Rounded to nearest thou-sand $

Kind of Acquisition M-ACQU-ACTN Action Acquisition Method M-ACQU-METH Exten Competition M-EXTNT-COMP l

)

Negot. Clause M-NEGOT-AUTH i Type Contract TYPE-CON Completion date Year and month are moved from EXPIR-DT 2-50

i 30-22-007

-After the history. record is set-up, it'will lua written on the~FPDS-HISTORY-FILE using the q

CONTRACT # and MOD #'as the key. If there is already a record on the history file-with the

, same. key, the record will be read. If the' delete

- switch =high' values,'the record'will be rewritten using the history record just created. If the-record.already on1the' file was not deleted

'(delete switch not=high values), an error message will be written to the user, showing the contract

~

4, award-date & report period of the'rocord already on the' file.

2.p.3.a.2. When DELETE is selected, the user will key in contract and mod # for records.to be deleted.

Records will be deleted by moving high-values'to the delete key and rewriting the record.

2.p.3.a.3. When DISPLAY is selected, the user-will key in contract and mod # for record to.be displayed.

Record fields should be displayed one per line,.

with the field name also displayed. The dollar amount field will be displayed with a minus sign-if negative.

2'.p.3.b. Linkages. None.

l 2.p.3.c. Variables and constants.

FLAG-730 Flag to indicate successful write of FPDS record WORK-FY Work and for editing fiscal year WORK-Q Work and for editing fiscal quarter WORK-SUF Work and for editing fiscal suffix l

2-51 L -_ --. . _ . __ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ -

30-22-007 I

WORK-MOD Work area for editing fiscal Mod WORK-RFPA Work and for editing fiscal RFPA 2.P.3.d. Formulas. None 2.P.3.e. Error Handling Provisions. Error messages will be written-to the user if an RFPA-MOD # entered is not on the master files, or a contract number is blank for an RFPA-MOD to be added to the FPDS-HISTORY-FILE.

2.P.3.'f. Restrictions. Other programs using the FPDS-HISTORY-FILE should not be run while P3022502 is being run.

2.P.3.g. Locations, Settings, Switches, Flags. See variables and constants.

2.P.3.h. Shared Storage. None.

2.P.4. Output. Updated FPDA-HISTORY-FILE, and prompts and messages to the user.

2.P.5. Interfaces. None.

2.P.6. Tables. None.

2.P.7. Run Description. P3022502 is run under TSO using the CFEP. The FPDS option of the CFEP is selected, and the HISTORY function within the FPDS option is requested.

2-52

i L 1 L 1 l 30-22-007  :

1 I

2.Q. Program Name and Language. P3022503 FPDS Quarterly. COBOL.

2.0.1. Program Function.

This program will use the BASIC-CONTRACT-FILE, MOD-FILE and FPDS-HISTORY-FILE to produce the quarterly reports required by the Federal Pro-curement Data System (FPDS). The output produced will be the Individual Acquisition Action Report (a tape with one record for each action over

$10,000), the ' Quarterly Control Summary of In-dividual Acquisition Actions over $10,000', and the ' Quarterly Summary of Acquisition Actions

$10,000 or Less and Subcontract Data on Selected Prime Contracts'. A history of all Individual Acquisition Actions sent to FPDS will be kept on the FPDS-HISTORY-FILE. Contracts selected for the current quarter IAAR will be those with an award date during the current quarter, cr those with a. change made to any FPDS pertinent data field during the quarter. A formatted list of the records on the Individual Acquisition Action Report File will also be printed for NRC use.

2.Q.2. Input. Input will come from the MOD-FILE (D30220ll) ,

BASIC-CONTRACT-FILE, (D3022012) FPDS-HISTORY-FILE (D3022021) and the fiscal year and quarter being processed. FY and Q will be requested of the user by the CFEP and P3022503 will accept this data from SYSIN.

2.Q.3. Processing.

2.Q.3.a. Processing Logic.

2.0.3.a. 1. The program will accept the report period (fiscal year and quarter) from SYSIN.

2.Q.3.a. 2. The BASIC-CONTRACT-FILE and MOD-FILE will be read sequentially. BAE IC-CONTRACT-FILE 2-53

30-22-007 records will correspond to MOD-FILE records by RFPA-GRP. If there are any BASIC-CON-TRACT-FILE records without at least one MOD-FILE record, or any MOD-FILE records without a BASIC-CONTRACT-FILE match, an error message will be displayed and the job ended.

2.Q.3.a. 3. For each MOD-FILE record, if the award data is during the report quarter the MOD-FILE record will be selected for quarterly pro-cessing. If the award date is blank, or greater than the report quarter, the record will be bypassed. If the award date is between 10-01-79 and the current quarter, the record will be selected for quarterly processing. If the record is not selected, the next record will be read.

If any MOD or BASIC record selected for quar-terly processing has a blank contract number in the BASIC-CONTRACT-FILE, the procurement action will not be included in the quarterly reports. An error message will be displayed, and the next record read.

2.0 3.a. 4. If a record is selected for quarterly pro-cessing, a history work record will be set up for this Contract # and MOD #. To form a history work record, the Contract number  ;

and MOD # will be moved to the key, the )

current quarter moved to the report period, the following fields moved from the MOD-FILE record:

2-54

- _ _ _ _ _ - _ - _ - - _ _ _Q

-l9

/ 30-22-007 award date (use year & month) dollars. obligated (MOD-FILE amt. rounded to thousands and moved to history record) type of acquisition action acquisition method

! extent of competition negotiation. authority

' type of. contract completion date (year'& month of expira-tion date) the following fields will be moved from the BASIC-CONTRACT-FILE:

Contract #

Contracting office Duns #

Place of performance Statutory requirements Affirmative action - on file Affirmative action - previous contract Multi-year contract Labor surplus preference Consultant type award Product /svc code Type Business Cost accounting Std.

Foreign Trade Data (if any of the three fields is blank, move zeroes to the fields in the. history record) 2.Q.3.a. 5. Once the history work record is set up, the Contract-Mod # is used as the key to read the FPDS-HISTORY-FILE. If.there is a record with this key on the FPDS-HISTORY-FILE, 2-55

E-v, 30-22-007 i.-

processing will procede as follows:

a. The FPDS-HISTORY-FILE record will compared with the history work record.

If the records are identical except for report period, no additional processing will be done and the next MOD-FILE record will be read.

b. If the old FPDS-HISTORY-FILE record and the history work record differ, a reversing record must be written on the IAAR file for the old history record. To create a reversing record, the corresponding FPDS-HISTORY-FILE reccrd fields-will be move to an IAAR record, the sign of the dollars obligated field in the IAAR record will be reversed, the type of data code in the IAAR record will be set to 1 (F-TYPE-DATA), and the current report period moved to F-RPT-PERIOD. The reversing record will be written on the IAAR file, and the IAAR record fields,will be accumulated into the control summary totals for the over

$10,000 report.

c. After writing the reversing record, the dollars obligated field of the work record is tested.

If the amount is g;$10,000;

-The history work record' data will not be written on the FPDS-HISTORY-FILE, and the old FPDS-HISTORY-FILE record for this Contract-MOD # will be deleted (record will be rewritten with delete code set to high-values).

-If the effective-date in the history work 2-56

I , i nt E ,_ W 30-22-007.

L ,

record'is during the current quarter, the work record data will be accumulated into

-SE the-$10i000 and under Summary Totals.

-The next' MOD-FILE record will be' read.

If the amount [is. >$15,00'0: -

-An IAAR record will be written for the history work record.. If the IAAR key fields are the same on the history work record and.the FPDS-HISTORY-FILE record

'(key fields = award date month'& year &

' 2will be moved to contracting of fice) ,

.the type data field of the IAAR record..

If the key fields differ, 'O' will be moved v to'the type data field.

' -The FPDS-HISTORY-FILE: record for this

~ Contract-Mod # will be rewritten, using-the history work record data. _

-The IAAR record data will be accumulated into the 'over $10,000 control summary' totals.

2.Q.3.a. 6. .If'the history work record Key is not found on the FPDS-HISTORY-FILE, processing proceeds as follows:

a.- If the work record S amt es10,000 and tne effective date is not during the current report period, no further processing is necessary. The next-MOD-FILE record is read.

b. If the S amount is s10,000 and the effective date is during the current quarter, the action is accumulated into 2-57

(. :

30-22-007 ither-hlb,00.0' and -under Summary Totali, and then theinext record is read.

. 1

c. If the'.$ amount is-over'$10,000, the- i history work' record is written on the FPDS-HISTORY-FILE, an original record

'is~ written onLthe IAAR, FILE (F= TYPE-DATA =0), and:the action is accumulated into'the' Control Summaryfof actions over.$10,000.

2 . Q .' 3 . a . :7.. Since the dollars obligated can be'+ or ,

all -references to amounts over $10,000 in-l clude any $ amount less than -10,000 or greater than.10,000. All references to-amounts less than!or equal $10,000 include any S amount greater than_or equal -10,000;

.and less than-or equal +10,000.

2 0 3.a. 8. For all BASIC-CONTRACT-FILE records' read, the

' Subcontracting under Small and Minority Business Subcontracting Program' field (B-SUBCON-PGM)'will be checked. If the field contains the value 'Y' (yes), Subcontract amount dates will be tested. For any of these dates during the selected quarter, the corre-sponding subcontract amount will be accumulated j

into the Subcontracting Program totals (Part III) of report NRC-3022503-2. If the type of Business code for the subcontract is 'l',

the amount will be accumulated into a n.

p*'

a 2-58

30-22-007

, small business subcontract total. If the

~

type-business code for the subcontractor +

'2', S amount will be accumulated into minority business subcontract total. If the Subcontractor type business code is 1 or 2, 1 is added to a counter for # of Contractors Submitting 'small or minority business sub-contracting program report'. If the type of Business code for the subcontractor = '3',

S amount will accumulated into a 'large business subcontract total'. These totals will be printed as Part III of report NRC-3022503-2.

2.Q.3.a. 9. An IAAR-FILE record is created from a history file work record as follows: all fields with corresponding names are moved from the history record to the IAAR record; SPACES moved to all FILLER fields; 'NUOD' moved to reporting agency;

'NRC' is moved to first three positions of contract # followed by the 9 character contract

1. if the modification #=00 on the history record Mod # will be spaces on the IAAR record,,

IAAR contracting office will be 'NRC' followed by history record contracting office.

2.Q.3.a. 10. A total will print of the # records written on the IAAR-FILE, as well as the # of actions.

The # of actions is a count of all records on the file with F-TYPE-DATA =0 or 2, minus each reversing record (F-TYPE-DATA = 1),

which will be counted as -1. These totals will print on the bottom of the 'Over 510,000 Summary report'.

2.Q.3.a. 11. The first 250 IAAR records will be written on a print file, double spaced, one record per line (NRC-3022503-3).

2-59

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.g . _.

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{

22-007

'2.Q'.3.a.. 12. 'A formatted report listing all records on the- IAAR file, will' also be printed showing '

l .. all fields in each record and identifying

1. > all fields with appropriate headings (NRC-i- 3022503-4).

2.Q.3.b. ' Linkages. None 2.Q.3.c. Variables'and' Constants.

W-IPAR-REC Array for building'IAAR record W-MASK Hold' area for comparision of History Work record to HISTORY-FILE record CONTROL-SU)CIARY- Totals for NRC-3022503-1. Part I

... - TOTALS CONTROL-AMT Totals for NRC-3022503-1. Part II TYPE-BUS-TABLE ' Array for Type.of Business codes for total accumulations CONTROL-NUM Totals for ~ NRC- 3022503-1. -Part II-VII SUB-TOT-TABLE Totals -for NRCa3022503-2. Part I.

"[7 SUBSCRIPTS for Procurement Method table R TC Z H Switches for QUART routine l

2-60

g '

b w

30-22-007 d

2.Q.3.d. Formulas.

1. Report NRC-3022503-1 ' Quarterly Control L Summary of Individual Acquisition Action over $10,000' totals are calculated as follows:

I. Total A + B-+ C + D + E'+ F-A. ' Competitive total II A + III A +

IV A + V A B. Non-Comp. total II B + III'B + IV- .

B+VB C. Federal' Supply Schedule-Kind'of Acquisition Action =6 .(M=ACQU-ACTN)

-D. Under Other Agy. Instruments-KIND ACTN = 7:(M-ACQU-ACTN)

E. Acquisitions for'FGN GOVT--ACQU-METH = 5 (M-ACQU-METH)

F. Tariff or Regulated-Acquisitions M-ACQU-METH=6 II. Outside U.S. TYPE-BUS = El, E2 (B-FPDS-TYPBUS)

A. Competitive--M-ACQU-METH = 1, 2, 3 B. Non-competitive--M-ACQU-METH = 4 III. State local - Type Bus = Dl-D4 (B-FPDS-TYPBUS)

A. Competitive--M-ACQU-METH = 1, 2, 3 B. Non-competitive-M-ACQU-METH = 4 IV. Educ.--Type Bus = Cl-C4 (B-FPDS-TYPBUS)

A. Competitive--M-ACQU-METH = 1, 2, 3 B. Non-competitive--M-ACQU-METH = 4 V. Business--VI & VII A. Competitive--VI A + VII A B. Non-competitive--VI B + VII B 2-61

__. __-____--_____L

30-22-007

.VI.

Small Business-B-FPDS-TYPBUS = A1,-A2, A3.

A. Competitive--M-ACQU-METH = 1, 2, 3 4- B. Non-competitive--M-ACQU-METH = 4 VII. Large Bus.--B-FPDS-TYPBUS = B1,-B2 A. Competitive--M-ACQU-METH = 1, 2, 3 B. Non-competitive-M-ACQU-METH = 4

2. Report NRC-3022503-2 ' Quarterly Summary of Acquisition Actions of $10,000 or less and-Subcontract Data on' Selected Prime Contracts

totals are calculated as follows:

Part I:

Line 1 - Total of lines 2, 7, 8 Line 2 - Subtotal - totals of lines 3,4,5,6 Line 3 - Formally Advertised - accumulate actions with acquisition method =

'l' or '2' (M-ACQU-METH)

Line 4 - Negotiated Competitive - M-ACQU-METH

=3 Line 5 - Negotiated -Non Competitive -M-ACQU_-METH

=4 Line 6 - Total of lines 6A and 6B Line 6A - Acquisition Action M-ACQU-ACTN

=6 Line 6B - M-ACQU-ACTN = 7 Line 7 - Acquisition Method - M-ACQU-METH =5 Line 8 - Acquisition Method - M-ACQU-METH =6 For each line above, count the # of actions and break down the dollar amounts by Type of Busi-ness code - (B-FPDS-TYPBUS).

--Small business - B-FPDS-TYPBUS = 'Al',

'A2', 'A3'

--Large business - B-FPDS-TYPBUS = 'Bl',

'B2'

--Educational and non-prof. - B-FPDS-TYPBUS

= C1, C2, C3, C4, Dl, D2, D3, D4 l

2-62

30-22-007

--Outside U.S. - B-FPDS-TYPBUS = 'El',

'E2' Part II Calculations If an action is included in Part I totals

! above, include the action in Part II totals.

L Line 9 ---Extent Competition (M-EXTNT-COMP)

L = 'Al' Line 10 --M-EXTNT-COMP = 'A2' Line 11 --M-EXTNT-COMP = 'A3' Line 12 --M-EXTNT-COMP = 'A4' Line 13 --Total of lines 13a, 13b Line 13a --B-FPDS-TYPBUS = 'A2' Line 13b --B-FPDF-TYPBUS = 'A3' Part III: Formulas are described above in Processing Logic, Section 2.Q.3.a.8.

2.Q.3.e. Error Handling Provisions: Error messages will be displayed for unmatched MOD-FILE or BASIC-CONTRACT-FILE records, and for procurement actions selected for quarterly processing with blank contract numbers.

2.Q.3.f. Restrictions: For accurate FPDS quarterly pro-cessing P3022503 must be run as the final step in the FPDS processing cycle each quarter. The following programs will be run as needed prior to P3022503:

o P3022502 - FPDS HISTORY o P3022507 - FPDS EDIT o P3ci?508 - FPDS Tape Correct 2.Q.3.g. Locations, Settings, Switches, Flags. See Vari-ables and Constants.

2.Q.3.h. Shared Storage. None.

2.Q.4. Output.

o Updated FPDS-HISTORY-FILE (D3022021) o IAAR-FILE - This is a tape file with 2-63

"~

h .

Y '

. '30-22-007' 1-

$ records'for all-.over $10,000 actions- -

reported. This tape will be sent to FPDS.

'Hard-Copy Reports:

o -NRC-3022503-1--Quarterly Summary.of l Individual Acquisition. Actions of Over

( $10, 0 0 0. - A one page printed' report L o -NRC-3022503-2--Quarterly Summary of

~

Acquisition Actions of $10,000'or Less and Subcontract Data on Selected Prime Con-tracts. A_one-page printed report.

o -NRC-3022503-3--List of'first 250 IAAR records.

o -NRC-3022503-4--Formatted list of records:

on IAAR file'.

2.Q.5. Interfaces. None.

2.Q.6. Tables. None.

2.Q.7.. Run Description. P3022503 is a batch job run under TSO, using the CFEP. P3022503 is run by selecting the_FPDS option of the'CFEP, the

, QUARTER function of the FPDS option j run quarterly.

1 l

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l 2-64 l

.____i_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ - . _ _ _ _ _ _ _ _ - . - - - _

f..

g 22-007 y

j 2.R. . Program Name apd Language. P3022504. DUNS-

[ '

FILE: Update. COBOL.

2.R.l.. Program Function. The: purpose of thisoprogram is to update the DUNS FILE of contractor DUNS numbers, names and addresses, and to list the' file.

The user may request multiple updates and/or lists during any terminal session. This-is an interactive program requiring' conversations with the user.through the terminal.

2.R.2.' Input. Input is from the TABLE-FILE (D3022015),

the DUNS-FILE (D3022022) and' responses from the.

user.

2.R.3. Processing.

-2.R.3.a. Processing Logic. The user may select multiple

-update and list requests during each: terminal session.- The user is asked to select the LIST or' UPDATE option.

If' LIST _-is selected, the program will read the DUNS-FILE. Fields printed are: DUNS number',

contractor name, and city and state of contractor address.

If UPDATE is selected, the user may add, change, or delete DUNS-FILE records. The DUNS # will be-used as the key to access DUNS-FILE records ran-domly.

-To add a record to the DUNS-FILE, the user will enter the DUNS number, contractor name, and city and state of the contractor address.

DUNS number will be edited for a 9 character numeric field, contractor name can have a maximum length of 35 characters, city a max-imum of 20 characters, and state must be a valid 2 character code from table 06 of the TABLE-FILE.

. 2-65

sv ta vu,

! -To change a record on the DUNS-FILE the user will enter the DUNS # of the record L to be changed, and will be prompted for the new contractor name, city and state.

-To delete a record on the DUNS-FILE, the delete key in the record will be set to high values and the record will be rewritten.

-Error messages will be sent to the user if an add is attemptd for a DUNS #.already on the DUNS-FILE, or if a change or delete is requested for a DUNS # not on the file.

-The user may enter 'END' in response to any prompt to end P3022504 processing. .

2.R.3.b. Linkages. The LIST routine of the program is a subprogram (P30225A4) called from the main program.

This enables cequential and random processing of the DUNS-FILE within the same program.

2.R.3.c. Variables and Constants. ,

4 2-66

30-22-007 2.R.3.d. Formulas. None.

2.R.3.e. Error Handling Provisions. Error messages will be senu to the user if an add is attempted for a DUNS # already on the file, or if a change or delete is attempted for a DUNS # not on the file, or if any user responses do not meet edit re-quirements.

2.R.3.f. Restrictions. Other programs using the DUNS-FILE should not be run while DUNS file updating is being done.

2.R.3.g. Locations, Settings, Switches, Flags. See vari-ables and Constants.

2.R.3.h. Shared Storage. None.

2.R.4. Output. Updated DUNS-FILE (D3022022) and/or DUNS-FILE List (NRC-3022504-1).

2.R.S. Interfaces. None.

2.R.6. Tables. Table 06 of the TABLE-FILE (Alpha State Codes) is used to edit the contractor State Codes.

2.R.7. Run Description. P3022504 is run under TSO by selecting the FPDS option of the CFEP, and the DUNS function within the FPDS option.

i 1

1

{

l i

i 2-67  !

i 30-22-007 2.S. Program Name and Language. P3022505. New Con-tractor Establishments. COBOL.

2.S.1 Program Function. The purpose of this. program is to use the BASIC-CONTRACT-FILE and the I DUNS-FILE to produce a. report of contractors

~

utilized for the first time during the selected month and to add those contractors to the DUNS-FILE. The report produced will be a hard copy report, NRC-3022505-1, 2.S.2. Input. Input is from the BASIC-CONTRACT-FILE, the DUNS-FILE, and the report month and year.

The report period is requested from the CSA by the CFEP and accepted from SYSIN by P3022505.

2.S.3. Processing.

2.S.3.a. Processing Logic. The BASIC-CONTRACT-FILE will be read sequentially. For each record with a non-blank contractor name and contractor DUNS number, the program will check the basic data change date (B-FPDS-DATA-DATE). If the year and' month of the change date equals the selected year and month, the contractor may have been utilized for the first time. The contractor DUNS number (B-CON-DUNS-NO) will be used as the key to read'the DUNS-FILE. If there is a record with this key on the DUNS-FILE, this contractor has been utilized previously, and l

the next BASIC-CONTRACT-FILE record will be read.

If there is no lecord on the DUNS-FILE, a line will be written on the new contractor report-for this contractor, and a record will be written on the DUNS-FILE. Fields printed are: DUNS number, Contractor Name, Contractor City, and Contractor State.

2.S.3.b. Linkages. None.

2.S.3.c. Variables and Constants.

2-68 L _ - _ _ _ _ _ - _ - _ - _ - - _ _ - _ _ _ _ _ _ _

I 30-22-007 MONTH-BIN Binary month to edit check READ-NEXT-BASIC Flag to read next BASIC record 2.S.3.d. Formulas. None.

2.S.3.e. Error Handling Provisions. None.

2.S.3.f. Rest ictions. None.

2.S.3.g. Locationc, Settings, Switches, Flags. See Variables and Constants.

2.S.3.h. Shared Storage. None.

2.S.4. Output.

Updated DUNS-FILE (D3022022)

- .New Contractor Establishments Report (NRC-3022505-1) 2.S.S. Interfaces. None.

2.S.6. Tables. None.

2.S.7. Run Description. P3022505 is run under TSO, by selecting the FPDS option of the CFEP, and the NEWCON function within the FPDS option.

The user is prompted to enter the calendar year and month for the NEWCON report.

l l

l h

l 2-69 i

L___________.___ _ _ _ _ _ _ _ _ . __ _ _ . _ _ _ _ _ _ . . _ _ _ _ _ _ _

l 30-22-007 l

l l

2.T. Program Name and Language. P3022506. FPDS HISTORY FILE PURGE. COBOL.

l 2.T.l. Program Function. The purpose of this program is to purge the FPDS-HISTORY-FILE (D3022021) of records for contracts that are no longer active so that the file size does not grow 1

infinitely. This will be done by setting the delete code to HIGH-VALUES in records of closed-out contracts. This program should be run twice yearly.

2.T.2. Input. Input will be from the STATUS-FILE (D30 2 20l4 ) , BASIC-CONTRACT-FILE (D3022012) and FPDS-HISTORY-FILE (D3022021).

2.T.3. Processing.

2.T.3.a. Processing Logic. The program will read the STATUS-FILE sequentially and will keep a bable in core of all RFPA numbers for which there is a STATUS-FILE record with mod # = 99. The STATUS-FILE mod 99 record is a close-out record, and all records for that RFPA-GRP will be deleted from the FPDS-HISTORY-FILE.

After the STATUS-FILE is read, the FPDS-HISTORY-FILE will be read sequentially. If a record matches the close-out table on RFPA #, the delete switch wil.1 be set to high-values in the FPDS-HISTORY-FILE record.

2.T.3.b. Linkages. None 2.T.3.c. Variables and Constants i

1 l

)

m 30-22-007 2.T.3.d. -Formulas. None.

'2.T.3.e. Error Handling Provisions. None.

2.T.3.f. Restrictions. P3022506 should not be run while-other FPDS processing is in progress.

2.T.3.g. Locations, settings, Switches,- Flags. See Variables and Constants.

2.T.3.h. Shared Storage. None.

2.T.4. Output. FPDS-HISTORY-FILE (D3022021) with logi-cally deleted records.

2.T.5. Interfaces. None.

2.T.6. Tables. The program will keep a table in core of all Mod numbers for each RFPA-GRP.

Run Description. P3022506 is a batch program not 2.T.7.

under CFEP control.

To run P3022506, the user will logon under TSO and key the following:

COMPUTER PROMPTS: READY USER ENTERS: Submit S3 022.cnt1(csa22506) l l

l

30-22-007

[

l 2.U. Program Name and Language. P3022507. FPDS Edit.

COBOL.

2.U.1. Program Function. This program will read the i Basic Contract File and Modification File, select records to be reported to FPDS during the selected quarter, and edit all FPDS data fields for the selected records. An error report will be printed

. listing all errors found.

2.U.2. Input. input will be from the MOD-FILE (D30220ll) and BASIC-CONTRACT-FILE (D3022012).

2.U.3. Processing.

2.U.3.a. Processing Logic.

1. The Basic Contract File and Modification File will be read sequentially. Records on the MOD-FILE correspond to BASIC-CONTRACT-FILE records by RFPA-GRP. There may be many Mod records for eacg RFPA #. Mod records will differ by Mod number. There will be at least one Mod-record for each BASIC-CONTRACT-FILE record.

The current fiscal year and quarter will be passed to the program through the CFEP.

2. Records to be edited will be selected as follows:

If dollars obligated is greater than $10,000, (or less than -$10,000) and the award date is during the selected quarter, the MOD-FILE record and corresponding BASIC-CONTRACT-FILE record will be selected for editing.

EE If the dollars obligated is greater than $10,000 (or less than -$10,000) and the award date is -

between 10/01/78 (first quarter FY 1979) and the celected quarter and the FPDS data date in the MOD-FILE or corresponding I

i

-- - - - _ - _ - _ _ - - _ -__j

BASIC-CONTRACT-FILE record is during the selected

. quarter,, the Mod and Basic records will be selected for editing. All records not selected will be bypassed.

.3. Selected records will be processed as follows:

Fields in matching BASIC-CONTRACT-RECORDS and MOD-FILE records must be edited together. An entry will print on the FPDS Edit Error report for each RFPA-Mod to be edited which has at least-1 error. Fields printed: RFPA-Mod number, the specialist (from B7 SIC-FILE), and 1 error message for each error.

4. Edit as follows: (Error messages are in Appendix F _ )* ERROR EDIT MESSAGE a) Contract Number in Basic Record 1

must be non-blank (CONT-NO) b) Contractor DUNS Code (B-COND-DUNS-NO) 2 must be non-blank 4

l l

l l

l __ _ _ _ _ _ _ - - _ - _ _ _ _ - _ _ _ _ _ _ _ _ _ _ _ _

- s - ($

. i

!- 30-22-007-o-;

ERROR

' . EDIT- MESSAGE

, s' c) Place Performance State ~(B-PLACE-STATE) must be non-blank- 3 d) . Place Performance City. .(B-PLACE-CITY) must be non-blank if f e

~.

B-PLACE-STATE is numeric but.not

. equal "11" 4 l

- e) .B-PLACE-CITY must.be blank if:

B-PLACE-STATE is "11" or alphabitc 5l f) Kind of acquisition action must be.

non-blank '6 g) If kind.of acquisition action-(M-ACQU-ACTN)= 4,6,7, print message 7 h) Subject to Statutory Requirements' must be non-blank (B-STATUTORY-PEQ) 8-1 i) Affirmative Action on-File must be non-blank (B-AFFIRM-ACTN-FILE) 9 j) Affirmative Action-Previous must be non-blank (B-AFFIRM-ACTN-PPLV) 10 k) Multi-Year Acquisition must be non-blank (B-MULTI-YR-CONTR) 11

1) Labor Surplus Area Preference must be non-b1ank(B-LAB-SURPLS-PREF) 12 m) Consultant Type Award must be non-blank (B-CONSULTANT) 13 n) Product / Service code must be non-blank (B-PROD-SVC-CODE) 14 o) B-FROD-SVC-CODE must be non-numeric if b-STATUTORY-REQ = "C" 15 p) B-PROD-SVC-CODE must have "Y" or "Z" in first position if B-STATUTORY-REQ =

"D" 16 2-74

w

, n_ -

i: ,

, ~

6 i N" 30L22-007

,h ,

j,:

p

~

ERROR' "a l EDIT . MESSAGE n.

r-q)' ' Acquisition Method (M-ACQU-METH)

- must be non-blank 1

17:

must be 3 if B-LAB-SURPLUS-PREF =

- 2,6,7,8 18

- must be 1,2,3 if B-LAB-SURPLUS-'

PPIF = 3 19-r) Extent of Competition (M-EXTNT-COMP)

- must be non-blank 20

- must be An if M-ACQU-METH'= 3 21

- must be Bn if'M-ACQU-METH = 4- '22

- must be A3 if B-LAB-SURPLS-PREF =

2,8 23'

- must be A9 if B-LAB-SURPLS-PREF =3 24 and M-ACQU-METH = 3

- may not be-A3, A4 if B-LAB-SURPLS-PREF = 5' 25

- may be A4 if B-LAB-SURPLS-PREF =6,7 26 s) . Negotiation Authority (M-NEGOT-AUTH)-

- must be non-blank 27

- must be A01,C01 if B-LAB-SURPLS-PREF = 2,3,6,7,8 28

- must be A01, Col, A17, C15 if M-EXTNT-COMP = A1,A2,A4 29

- must be A01, C01, if M-EXTNT-COMP =

A3 30

" - must be A17, C15, if M-EXTNT-COMP =

B1, B2 31 t) Type of Contract (TYPE-CON) must be non-blank 32 2-15

30-22-007 ERROR EDIT MESSAGE u) FPDS Type of Business (B-FPDS-TYPBUS)

- must'be non-blank 33

- must be A2, A3 if B-LAB-SURPLS-PREF = 6,7 OE M-EXTNT-COMP = Al, A2 34

- must be Al if M-EXTNT-COMP = B2 35

- must be El of M-NEGOT-AUTH = A06, C06 36

- must be Cl or D1 if M-NEGOT-AUT =

A05, C05 37 v) Woman-Owned (B-WOMAN-OWNED.) must be non-blank 38 w) Cost Accounting Standards (B-COST-ACTG-STD)must be non-blank 39 x) Estimated Completion Date(EXPIR-DT) must be non-blank 40 2.U.3.b. Linkaces. None.

2.U.3.c. Variables and Constants.

2.U.3.d. Formulas. None.

2.U.3.e. Error Handling Provisions. Edit criteria are described under Processing Logic Section.

Errors are listed on an Error Report.

2.U.3.f. Restrictions. None 2.U.3.g. Locations, Settings, Switches, Flags. See Variables and Constants.

2.U.3.h. Shared Storage. None 2.U.4. Output. FPDS Edit Error Report NRC-3022507-1, 2.U.S. Interfaces. None 2.U.6. Tables. None.

2.U.7. Run Description. P3022507 is run under TSO by selecting the FPDS option of the CFEP, and the EDIT Function within the FPDS option.

px .

V :k

'~

, .g.

X 10-22-007

[

'2.V._  : Program Name and Language. P3022508 FPDS Tape Correct. COBOL.

2. V. l'. P,rogram Function. This program will match the.

FPDS Error Tape of invalid Individual Acquisition Action Records against the FPDS HISTORY-FILE.

The FPDS Error Tape will.be used to reset HISTORY-FILE records'tx) their status prior to'the invalid-record.

L 2,V.2. Input. Input is from the FPDS HISTORY-FILE

- (D3022021) and the FPDS Error Tape'(D3022023).

2.V.3. Processing.

-The FPDS Tape will be read sequentially. If a tape record has a blank contract number (F-CONTRACT-NO), or non-blank Agency Order number (F- AGY-ORDER) ,

the record will be bypassed.

-Records with non-blank contract number and blank Agency Order number will'be processed as follows:

The contract number (F-CONTRACT-NO) and Modification number (F-MOD-NO) in the Error Tape record will be used as the key tx) read the corresponding record on the FPDS HISTORY-FILE.

i.

o If the record is not found on the HISTORY-FILE, an error message will be displayed with the Contract and MOD #: ' CONTRACT XXXXXXXXX MOD XX NOT FOUND ON HISTORY FILE.'

o Records found on the HISTORY-FILE will'be processed as follows:

i

1. If the ' type of data entry' field on the Error Tape record is 0 (F-TYPE-DATA = 0),

the corresponding record will be deleted 'l from the HISTORY-FILE by moving high- i values to the delete code and rewriting the record.

2. If the ' type of data entry' field on the Error Tape record is 1 (F-TYPE-DATA = 1),

all corresponding data fields will be moved from the Error Tape record to the HISTORY-FILE record, the sign of the I k

30-22-007 dollars obligated (H-D0LLARS-0BL) will be reversed, and the HISTORY-FILE record'will be rewritten if a record exists, otherwise a record will be written.

3. If the ' type of data entry' field on the Error Tape record is 2 (F-TYPE-DATA = 2),

the Error Tape record will be bypassed.

2.V.3.b. Linkages. None.

2.V.3.c. Variables and Constants.

2-78 l

30-22-007 2.V.3.d. Formulas. None.

2.V.3.e. -Error Handling Provisions. If a FPDS Error Tape record does not have a matching record on the FPDS HISTORY-FILE, an error message will be dis-played.

2.V.3.f. Restrictions. None.

2.V.3.g. Locations, Settings, Switches, Flags. See Variables and Constants.

2.V.3.h. Shared Storage. None.

2.V.4. Output. FPDS HISTORY-FILE (D3022021), with invalid FPDS IAAR data deleted.

2.V.5. Interfaces. None.

2.V.7. Run Description. P3022508 is run quarterly. It is run under TSO Ly selecting the FPDS option of the CFEP, and the TAPE function within the FPDS option.

I 2-79

____-__-_a

30-22-007 2.W. Program Name and Language. P3022800. File Con-version. COBOL.

Program Function. .The purpose of.this program-2.W.l.

is to convert the MOD-FILE, BASIC-CONTRACT-FILE and TABLE-FILE from the formats used in the original CIS system to the formats of the files in the modified CIS/FPDS system.

[

2.W.2. Input. Original CIS System Files:

MOD-FILE D3022001-BASIC-CONTRACT-FILE D3022002 TABLE-FILE D3022005 2.W.3. Processing.

2.W.3.a. Processing Logic.

The new BASIC-CONTRACTS-FILE (D3022012) will be created as follows:

2-90

- - - - - _ _ _ _ _ _ - _ _ _ _ - - - _ _ -_ . - _ _ _ _ _ _ _ - _ - _ _ _ _ _ - _ . __ _ _ _ _ _ _ _ _ _ _ _ _ _ . _ _ _ - _ ____-_-____-_____-__a

5 };

_p 6 30-22-007

-For' each BASIC-CONTRACT-RECORD on the . input file ,

if a new BASIC-CONTACT-RECORD will be written as out-All' fields-on the input record will be moved put.

to'the output' record fields of the same name except

~

g the following:

. Accumulative' Total (ACCUM-TL)

BNR Number. (BNR-NO)

FIN Number (FIN-NO)

Subcontractor Name (SUB-CON)

Government Property '(GOV-PROP)

Classification (CLASSIF)

-The above fields will be handled as follows:

ACCUM-TL -- Set this field to zero in the output record.

BNR-NO -- Move to BNR-NO-1 of the output record.

' FIN-NO -- Move FIN-NO-1 of the output record.

SUB-CON -- Move to B-SUBCON-NAME-1-of the output record.

~~

GOV-PROP For each field, if the input. field = 'Y',.

> move 'l' to the output, else move '2' to CLASIF ._

output.

-All. fields of the output BASIC-CONTRACT-FILE record which are not MOVED from the input file will-be initialized to blanks for alphanumeric fields, zeros for numeric fields.

-The accumulative total field on the output BASIC-CONTRACT-FILE will be calculated by adding together the ' DOLLAR VALUE' field (DOL-VALU) from all MOD-FILE records which match the BASIC-CONTRACT-FILE on RFPA-GRP.

1:

o The new MOD-FILE output will be created as follows:

-Each input record on the MOD-FILE will generate a record on the output MOD-FILE.

2 ol

f 30-22-007

-Move all corresponding fields from the input MOD-FILE to the output MOD-FILE except:

Type of Contract (TYPE-CON)

Estimated Cost Fiscal Year (EST-FY)

Dollar Value Fiscal Year (DOL-FY)

-Type of contract will be handled as follows:

If Input TYPE-CON Move this code to OUTPUT l

FFP J CSR T TAM Y LAH Z IND SPACE CRE SPACE CPF U SRS SPACE BOA SPACE OTH SPACE

-If type contract was 'IND' or ' BOA', move '4' to Kind of Acquisition Action (M-ACQU-ACTN).

-Move EFFEC-DT of input to AWARD-DT of output.

-Move SPACES to all alphanumeric fields not moved from input record, zeros to all numeric fields.

o Table file (D3022005) will be read and copied onto new Table File (D3022015), deleting Table 5.

o Counts will be kept of input records read and out-put records written.

2.W.3.g. Linkages. None.

2.W.3.c. Variables and Constants. I i

PAUSE-READ-MOD Flag to indicate when all MOD l records have been read for an IP.FPA #.

ACCUM-TL-H Work area for accumulative total.

2-82 l

i

_ _ _ _ _ _____ . _ _ _ _ . _ _ _ _ _ _ 1

!" 30-22-007 ,

I

. 2.W.3.d. Formulas. Accumulative-total in.the BASIC-CONTRACT-FILE is calculated by adding ' dollar value' for all f MOD-FILE records for each RFPA-GRP, and moving <the sum to the BASIC-CONTRACT-FILE.

2.W.3.e. Error Handling Provisions. None.

2.W.3.f. Restrictions. This is a one-time program.

2.W.3.g. Locations, Settings, Switches, Flags. None.

2.W.3.h. Shared Storage. None.

2.W.4. Output. MOD-FILE. D30220ll, BASIC _ CONTRACT-FILE, D3022012, TABLE FILE D3022015.

2.W.5. Interface.

2.W.6. Tables. TABLE FILE is read and rewritten, without Table 5.

2.W 7. Run Description. This is a one-time Batch program.

To run P3022800, the user will logon under TSO and the following:

COMPUTER PROMPTS: READY USER ENTERS: Submit S3022.cnt1{csa22800) 4 A P%

30-22-007 2.X. Program Name and Language. P3022801. DUNS-FILE Create COBOL.

2.X.1. Program Function. This is a program which will be run once to initalize the DUNS-FILE (D3022022).

The DUNS-FILE will contain one record for each contractor on the BASIC-CONTRACT-FILS for which the DUNS number and contractor name have been entered.

2.X.2. Input. The input is from the BASIC-CONTRACT-FILE.

2.X.3. Processing.

2.X.3.a. Processing Logic. The BASIC-CONTRACT-FILE will be read sequentially. For each record with a non-blank contractor name and centractor DUNS number, a work record will be written contractor name and city and state of contractor address. The work file will be sorted by DUNS number. After it is sorted, one record will be written on the DUNS-FILE for each DUNS number on the work file. If a DUNS number has more than one occurrence on the work file, there will be only 1 record written on the DUNS-FILE.

The DUNS-FILE is an ISAM file, with DUNS number as the record key.

A report (NRC-3022801-1) will be printed listing each contractor on the initialized DUNS file, and all RPFA numbers for contractors using the contractor.

2.X.3.b. Linkages. None.

2.X.3.c. Variables and Constants.

Wl-DUNS-COUNT # of records on DUNS-FILE l W3-DUNS-HOLD Holds DUNS # to test for l

duplicate DUNS numbers on BASIC-CONTRACT-FILE.

2.X.3.d. Formulas. None.

2.X.3.f. Restrictions. This is a one-time initialization program which should be run once, after DUNS numbers have been entered onto the master files via the UPDATE option of the CFEP.

2iX 3.g. Locations, Settings, Switches, Flags. None.

2.X.3.h. Shared Storage. None.

(

i

30-22-007 l

2.X.4. Output. a) DUNS-FILE D3022022 b) Printed report of records added to DUNS-FILE, and RFPA numbers using each contractor. NRC-3022801-1.

2.X.5. Interfaces. None.

2 X.6. Tables. None.

2.X.7. Run Description. This is a batch program not under CFEP control.

To run P3022801, the user will logon under TSO and procede as follows:

COMPUTER PROMPTS: . READY USER ENTERS: submit S3022.cntl(csa22801)

I 2-95

30-22-007-2.Y. Proaram flame and Lanauaae. P3022S05. Reorganize Files.

2.Y.1. Program Function. This program will perform many functions depending on the parm set at execution The four files involved are the Mod, Basic, Status and Title. The possible functions are to reorganize, load and unload. Each functian can be done to all the files or can be done separately.

2.Y.2. Input. Modification file (D3022011)

Basic file (D3022012)

Title file (D3022013)

Status file (D3022014)

Modification Sequential file (53022011)

Basic Sequential file (S3022012)

Title Sequential file (S3022013)

Status Sequential file (53022014) 2.Y.3. Processing.

'lhe parm is checked and the program proceeds accordingly.

For a reorganization, the VSAM file indicated is unloaded to the sequential backup. Then the sequential backup file is loaded back to the VSAM file.

For a load, the sequential file is loaded to the VSAM file.

For an unload, the VSAM file is unloaded to the sequential backup file.

l l The program has counters which are displayed at print time as follows: siac r r a,<: - a '

oun~w w Sronc: r1 t.t. rnn - = n .ic'ia l u l')B Y5 S r .1 ! , .' ') = n r ~.0 ". 1 1 1 A f Si r SrQilv' I'T tl C r *c 7 = ont6n1377 l 4 A %1C VS A ' C '1' P T = non)177 T I T f.F S F 'J i V ' T I A T . CD: ': T = Onr01377 T 1 TI.E VS t . r iit i'; T = "no^l377 ST.1TilS S KiJ t N 'J T I A L C ' il' 'T = OnOn4334 S T a TilS VS t.

• CiHIMT = nrnn433t 2 30 r 7 nr r e n c v *. - r3n??ge.5

9 ,

. 30-221007 5

O e6 y

.P3022806 - COBOL

- PROGRAM. FUNCTION - This program extracts riata from the CIS Basic, Mod and Stat.es files and creates a data set'to be passed to' a -

i>< matching program.

,ae .

INPUT - D3022011 - CIS Modification File D3022012 - CIS Basic' Contract File D3022014 - CIS Status File p

PROCESSING LOGIC - This program reads the basic file record and then reads all:

mod records for the basic record, based on RFPA. numbers.

The total obligated is_ computed from the' mod' records. The expiration date from the last mod record, with an execution r date, is compared to the current date. If the record is expired, then the status file is checked to see if it is closed. If the record is not closed,' theit the appropriate fields are written to the extract file. Processing cont'nues

' with the next basic record, i:

ERROR HANDLING PROVISIONS'- When accumulating the total obligated, the obligated field in the mod record is checked to be numeric.

If not numeric the record is displayed and' bypassed.

DUTPUT - WDC7CSA.D3022025 LRECL = 84; BLKSIZE = 6300; RECFM = F6 g, 'RUN DESCRIPTION - Upon user's request, a batch job stream must be submitted and run overnight.

1 2-87

_ _ _ _ _ _ - _ _ _ = _ _ _ _ _ _ - _ _ _ _

30-22-007 P3022807 - COBOL PROGRAM FUNCTION - This program will match, on contract number, the records from a CIS dataset with the records from a CAB dataset and create a data set.

INPUT - WDC7CSA.D3022025 WDC7CSA.03022024 PROCESSING LOGIC - This program reads a CIS record and matches it to the CAB file, on contract number. If there is a match, the appro-priate fields from each record are written to the file.

If there is more than one CAB record to a CIS record, fields are accumulated. If there is no CAB record to match the CIS record, the CIS record is written to an exception report and the CIS fields are written to the file.

OUTPUT - WDC7CSA.D3022026 LRECL = 153 BLKSIZE = 6120 RECFM = FB RUN DESCRIPTION - Upon user's request a batch job stream must be submitted and run overnight.

i 2-88

w SECTION 3 OPERATING ENVIRONFINT

SECTION 3. OPERATING ENVIRONMENT 3.A. Hardware. The NIH Computers are an IBM 370/168 with 8 million bytes of storagu, and IBM 370/165 with 3 million bytes of storage, and an IBM 370/145 with 2 million bytes of storage all in-terconnected by shared direct access storage devices and controlled by HASP shared spool.

On-line disk storage is on IBt"-3330's. High speed line printers are available at NIH and in the Willste Building (Remote 45). The user has a Print Terminal located within the Contracts Division in the Willste Building to access the computer at NIH. The CSA uses the printer terminal to update the files and to submit jobs.

3.B. Support Software.

3.B.l. Operatina System. IBMOS/VS2.

3.B.2. _ Compiler Assembler. COBOL Compiler TSO Version 3.7.

3.B.3. TSO. Time Sharing Option, a command language developed by IBM, extensively modified by NIH.

3.B.4. l' ARK IV.  ?'. ARK IV is a data management system which allows you to retrieve specified data, make computations, and structure the format of unique reports.

l l-3-1

30-22-007-3.C. The Data Base. The system uses a Master File, a Table File, a MARK IV File, a FPDS-HISTORY-FILE, a DUNS-F1LE, and an Individual Acquisition Action Report File (IAAR File), a CAB XTRACT File, a CIS XTRACT File and a CAB /CIS MATCH file.

All files in the system are VIRTUAL STORAGE Access Method (VSAM) except the IAAR FILE, MARK IV File, CAB XTRACT File, CIS XTRACT Filt', and a CAB /CIS MATCH File, which are sequential filas.

3.C.1 The Master File. Because a file at NIH cannot exceed 300 traciss of space, four files were designed instead of one large one. The files are:

03022011 - Modification File 03022012 - Basic Contract File D3022013 - Title File D3022014 - Status File The Master File contains all the data fields on the Record Sheet which serves as the data entry format 'or contract information.

See Attachment A-1 which is a copy of the Record Sheet. Attach-ment B-1 is a list of the field lengths for the Record Sheet.

A ' record' for an RFPA on the master file contains at least one record on each of the four subfiles of the master file, all with the same RFPA-GRP number as the major record key. An RFPA can have up to 99 records on the MOD-FILE each with a unique MOD # in the record I key. An RFPA can have up to 99 records on the STATUS-FILE, each with a different MOD number. An RFPA will have one record on the BASIC- f CONTRACT-FILE and one record on the TITLE-FILE.

The Master File contained approximately 375 action records at the time of implementation of the 05/19/86 3-2 CIS DOC 30-22-007 SEC 3

f e

CIS/FPDS system. The bulk of the contracts will remain on the files for an indefinite period since few contacts have been officially closed out and since the majority of queries made against the Master File will reference all contracts whether active or inactive.

MOD-FILE. (D30220ll)

Logic. The MOD-FILE consists of fields in the file that are kept in a historical fashion. The fields pertain to modifications and the changes that a modification makes to the basic contract.

The Record-ID is composed of RFPA-GRP and MOD-NO.

The RFPA-GRP consists of the RFPA number and RFPA Suffix. The suffix is used to differentiate between awards stemming from a single RFPA Number (Basic Ordering Agreement). The RFPA number consists of orginating office, fiscal year, and sequence number within fiscal year.

The file is on disk, has fixed lengths, and is a VSAM file with a record key of RFPA-MOD's (RFPA-GRP and MOD-NO). The record is 95 characters long and has 25 records per block (2375).

Storage Characteristics.

95 character record l 25 records per block 2375 characters per block l

l G = Group l E = Elementary i MOD-FILE l

FIELD NAME TYPE DESCRIPTION LENGTH EDIT CRITERIA q M-DEL E RECORD DELETE SWITCH X(1)

MRFPA-MOD G RECORD ID X(12) '. i MRFPA- G RFPA GROUP X (10)

PRFPA-NO G RFPA NUMBER )( (8)

MRFPA-OFF E- RFPA OFFICE X(3) See Table 1 MRFPA-FY E RFPA FISCAL YR X (2 ) 45-99 MRFPA-SEQ E SEQUENCE NO X (3 ) Numeric

-MRFPA-SUF E SUFFIX X(2) Numeric  ;

.MMOD-NO E MOD NUMBER X(2) Numeric l DT-RF-RC E DATE RFPA RECD X(6) STD. Date edit:

YR: 45-99 MO: 1-12 DY: 1-31 ACTION E ACTION REQUESTED X(2) CA CO NC HC MD DT-RFP-I E DATE RFP ISSUED X(6) STD. DATE EDIT DT- RFP-C E DATE RFP CLOSED X(6) STD. DATE EDIT DT-RFP-C SHOULD BE OR = TO DT- RP F-I TYPE-CON E TYPE CONTRACT X(1) See Table 5 EST-COST E ESTIMATED COST S9(9) Numeric DOL-VALU E ESTIMATED COST S9(8) Numeric OBL-FY E FY OF DOLLARS OBLI- X(2) 45-99 GATED OBLIG E OBLIGATED DOLLARS S9(8) Numeric AWARD-DT E AWARD DATE X(6) STD. DATE EDIT EXPIR-DT E EXPIRATION DATE X(6) STD. DATE EDIT TRANS-DT E TRANSMISSION DATE X(6) STD. DATE EDIT EXEC-DT E EXECUTION DATE X(6) STD. DATE EDIT M-ACQU-ACTN E KIND OF ACQUISITION X(1) See Table 14 E ACTION M-ACQU-METH E ACQUISITION METHOD X (1) See Table 10 M-EXTNT-COMP E EXTENT OF COMPETI- X(2) See Table 11 TION M-NEGOT-AUTH E NEGOTIATION AUTH- X(3) See Table 12 ORITY M-FPDS-DATA- E FPDS DATA YEAR 9(2)

YY M-FPDS-DATA- E FPDS DATA MONTH 9(2)

MM

E BASIC-CONTRACT-FILE. (D3022012)  !

Loaic. The BASIC-CONTRACT-FILE consists of fields that pertain to the basic centract.

Once these fields are entered into the system, they. generally will not ever change. The Record-ID is composed of the RFPA-GRP (RFPA Number and Suffix).

The file is on disk, has fixed length, and is a VSAM file. The record size is 554 characters lone. Th'ere are seven records per block (3878 characters).

Storace Characteristics.

554 character record 7 records per block 3878 characters per block i

i i

1 i

i 3-5

G = Group E = Elementary BASIC-CONTRACTS-FILE FIELD NAME TYPE DESCRIPTION LENGTH EDIT CRITERIA B-DEL E RECORD DELETE SWITCH X(1)

B RFPA-GRP G RECORD ID BRFPA-NO G RFPA NUMBER BRFPA-OFF G PEPA OFFICE X(3) See Table 1 BRFPA-FY E RFPA FISCAL YR X(2) 45-99

)

BRFPA-SEO E SEQUENCE NO X(3) Numeric BRFPA-SUF E SUFFIX X(2) Numeric C-YR E CBD YR X(2) 45-99 CBD-NO E CBD NO X(3) Numeric P-YR E PCM YEAR X(2) l PCM-NO E PCM NUMBER X(3) Numeric SOL-NO E SOLICITATION MO ) As RFPA Number ,

CICA-APPLIC E CICA APPLICABILITY h(( l or 2 j COMP-SOL-PROC E COMPETITIVE SOLICITATION X(1) A,B,C,0,E,F,G,H, j

~

PROCEDURE J.K,L,M,N,P

- AUTH-FOR-COMP E AUTHORITY FOR OTHER THAN X(1) A,B,C,0,E,F G,H, l FULL AND OPEN COMPETITION J,K,L.M.N,P,Q SYN 0P-PROCURE E SYNOPSIS OF PROCUREMENT X(1) 1, 2, or 3 PRIOR TO AWARD  ;= Fille r X(3)

NO-SOLIC E NUMBER SOLICITED 9(3) Numeric BIDS-REC' G BIDS RECEIVED O, TOTAL E TOTAL SIDS 9(2) Numeric SM-BUS E SM BUSINESS 9(2) Numeric MINORITY E MINORITY BIDS 9(2) Numeric ]

NON-PROF E NON-PROFIT BIDS 9(2) Numeric q NO-IN-RG E nut'BER IN COMP. 9(2) 1 RANGE SOL-TYPE E SOLICATION TYPE X(3) See Table 3 ACCUM-TL E ACCUMULATIVE TOTAL S9(10) Numeric SOU-PROC E SOURCE OF PROCUR X(2) See Table 4 SPECIALIST SPECIALT E Xf20 BRANCH E SPECIALIST BRANC F ' X13)) TCB SPS CAB NB2 ACB OSB NB1 i CON-NAME E CONTRACTOR NAME X(35) i CON-ADDR E CONTRACTOR-ADDRESS X(30) (

CON-CITY E CONTRACTOR-CITY X(20) j CON-STE E CONTRACTOR-STATE X(2) See Table 6 l CON-ZIP E CONTRACTOR-ZIP X(5) Numeric {

B-PROD-S 7C- E PRODUCT SERVICE CODE X(4) See Table 9 CODE CONT-NO G CONTRACT NUMBER CONT-OFF E CONTRACT OFFICE X(2) See Table 2 CCUT-FY E CONTRACT FY X(2) 45-99 CC T-SEO E CONTRACT SEO NO X(3) Numeric CONT- SUF E CONTRACT SUFFIX X(2) Numeric GOV-PROP E GOV OFNED PROP X(1) 1, 2 PROP-VAL E PROPERTY VALUE S9(8) Numeric CLASSIF E CLASSIFICATION X(1) 1,2 I s BNR-NO-1 E lst BNR NUMBER X(9) Numeric 3-6

G = Group E = Elementary l

BASIC-CONTRACTS-FILE FIELD NAME TYPE DESCRIPTION LENGTH EDIT CRITERIA BNR-NO-2 E 2nd B&R NUtGER X(9) Numeric BNR-NO-3 E 3rd B&R NUMBER X(9) Numeric FIN-NO-1 E lst FIN NUMBER X(6) Annnnn FIN-NO-2 E 2nd FIN NUMBER X(6) Annnnn FIN-NO-3 E 3rd FIN NUMBER X(6) Annnnn BNR-AMT-1 E lst B&R AMOUNT S9(8) Numeric BNR-AMT-2 E 2nd B&R AMOUNT S9(8) Numeric BNR-AMT-3 E 3rd B&R AMOUNT S9(8) Numeric APPROP-NO E APPROPRIATION NU!GER X(10)

COG-AGCY E COGNIZANT AGENCY X(4) See Table 7 PRIN-INV E PRINCIPAL INVEST X(20)

PROJ-OFF E PROJECT OFFICER X(20)

PGM-OFF E PGM OFFICE X(3) See Table 1 ACTIVITY E ACTIVITY X(1)

BOA-CONT E BOA CONTRACT X(9) Same as CONT-NO OLD-AEC E OLD AEC NO X(14)

OLD-ERDA E OLD ERDA NO X(14)

COST-RAT E COST RATING X(1) 1-5 WORK-RAT- E WORK RATING X(1) 1-5 TIME-RAT E TIME RATING X(1) 1-5 PATENTS E PATENTS X(1) 1-5 B-FGN-NUM- E # OF FOREIGN BIDDERS X(1) Numeric or blank BID B-FGN-PCT- E BUY AMER. % DIFF. X(2) Numeric or blank DIFF B-PCT-FGN- E PERCENT FOREIGN CON- X(2)

CTNT TENT B-SUBCON- E SUBCONTRACTOR 1 NAl'E X(35)

NA!E-1 B-SUBCON- E SUBCONTRACTOR 2 NAME X(35)

NAME-2 B-SUBCON- E SUBCONTRACTOR 3 NAt1E X(35)

NAME-3 B-SUBCON- E SUBCONTRACTOR 1 TYPE X(1) 1,2,3 TYPE-1 BUSINESS B-SUBCON- E SUBCONTRACTOR 2 TYPE X(1) 1,2,3 TYPE-2 BUSINESS B-SUBCON- E SUBCONTRACTOR 3 TYPE X(1) 1,2,3 TYPE-3 BUSINESS i

I

I l

j. ,

G = Group E = Elementary BASIC-CONTRACTS-FILE FIELD NAME TYPE DESCRIPTION LENGTH EDIT CRITERIA B-SUBCON- E SUBCONTRACT 1 AMOUNT S9 (8) Numeric AMT-1 B-SUBCON- E SUBCONTRACT 2 AMOUNT S9(8) Numeric AMT-2 B-SUBCL E SUBCONTRACT 3 AMOUNT S9(8) Numeric AMT-3 B-SUBCON- E SUBCONTRACT 1 AMT X(4) YYMM l-DATE DATE B-SUBCON- E SUBCONTRACT 2 AMT X(4) YYMM 2-DATE DATE B-SUBCON- E SUBCONTRACT 3 AMT X(4) YYMM 3-DATE DATE B-CONTR- E CONTRACTING OFFICE X(2) HQ, Rl-RS OFFICE B-STATUTORY- E SUB~. TO STATUTORY X(1) See Table 13 REQ TIQ B-AFFIRM- E AFFIRM ACTN PLAN X(1) 1,2 ACTN-FILE ON FILE B-AFFIRM- E AFFIRM ACTN PLAN X(1) 1,2 ACTN-PREV PREV CONTR B-MULTI-YR- E MULTI-YEAR CONTRACT X(1) 1,2 CONTR B-LAB-SURPLS- E LABOR SURPLUS AREA X(1) See Table 15 PREF PREFEPINCE B-CONSULTANT E CONSULTANT TYPE AMARD X (1) 1,2 B-FPDS- E FPDS TYPE BUSINESS X(2) See Table 16 TYPBUS CODE B-WOMAN- E WOMAN OWNED BUSINESS X(1) See Table 17 OWNED B-COST-ACTG- E COST ACCOUNTING STD. X(1) 1,2 STD CLAUSE B-SUBCON-PGM E SUBCONTRACTING UNDER X(1) Y,N SMALL & MINORITY BUS. SUBCON. PGM B-CON-DUNS- E CONTRACTOR DUNS X(9)

NO NUMBER B-PLACE- E PLACE OF PERF-STATE X(2) See Table 18 STATE B-PLACE-CITY E PLACE OF PERF-CITY X(5)

B-FPDS-DATA- G FPDS DATA DATE X(4) YYMM DATE 1_c

l TITLE-FILE. (D3022013)

Logic. The TITLE FILE consists of the title, comments, and milegtones. The Record-ID is-composed of the RFPA-GRP (RFPA Number and Suffix). The file is on disk and has fixed lengths. It is a VSAM file with a record size of 377 characters. There are five records per block (1775 characters).

Storage Characteristics.

377 character record 5 records per block 1885 characters per block l

l 1

G = Group E = Elementary TITLE-FILE FIELD NAliE TYPE DESCRIPTION LENGTH EDIT CRITERIA T-DEL E RECORD DELETE SNITCH X(1)

TRFPA-GRP G PICORD ID TRFPA-NO G RFPA NUMBER TRFPA-OFF E RFPA OFFICE X(3) See Table 1 TRFPA-FY E RFPA FISCAL YR X(2) 45-99 TRFPA-SEQ E SEQUENCE NO X(3) Numeric TRFPA-SUF E SUFFIX X(2) Numeric TITLE. G TITLE 200 TITLE-50-1 E TITLE (1st Line) X(50)

TITLE-50-2 E TITLE (2nd Line) X(50)

TITLE-50-3 E TITLE (3rd Line) X(50)

TITLE-50-4 E TITLE (4th Line) X(50)

' COMMENTS G COMMENTS 100 COMMENT-1 E cot 1 PENT LINE 1 X(25)

COMMENT-2 E COMMENT LINE 2 X(25)

COMMENT-3 E COMMENT LINE 3 X(25)

COMf1ENT-4 E COMMENT LINE 4 X(25)

COMP-MS G COMPETITIVE MILE- X(36)

STONES SS-MS G SOLE SOURCE MILE- X(30) Redefines COMP-MS STONES USP-MS G UNSOL. PROPOSAL X(18) Redefines SS-MS MILESTONES MOD-MS G MODIFICATION f1ILE- X(30)

STONES All milestone dates are edited using the standard date edit.

o

_ _ _ _ - _ _ _ _ _ . - _ _ _ _ _ _ - - _ _ _ _ _ _ _ _ _ _ _ _ _ _ J

M,,

STATUS-FILE. (D3022014)

, Logic . A contract (RFPA) may contain up to 25 status /date combinations that pertain to

-the original contract and up to 25 status /

date_ combinations per modification. Due to file size limitations, an RFPA nay not have more than four status records. If the user wishes to add a fifth, one of the existing uill have to be deleted.

The file is on disk and has fixed length records. It is a VSAM file of 213 characters with nine' records per block (1917 characters).

Storage Characteristics STATUS-FILE 213 character record 9 records per block 1917 characters per block l

e

n I

v.

STATUS FILE

)i EDIT

' FIELD NAME TYPE DESCRIPTION LENGTH CRITERIA -

l S-DEL. E Record Delete Code X (1) j SFRPA-MOD G Record ID SRFPA-GRP G RFPA-Group SRFPA-NO E RFPA # D(8) l SRFPA-SUF E SUFFIX X(2)

SMOD-NO E MOD # X(2)

STAT-DT G,R Status and Date i Occurs 25 Times j STATUSX E,R Status Code X(2) Table 8 ST-DTE E,R Status Date X(6) Std. Date i Edit )

l l

i l

l l

i

_ _ _ _ _ . _ _ _ _ _ . _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ i

TABLE FILE. (D3022015)

Besides the Master File, there is a VSAM file which. includes eighteen separate tables. Each 1

table contains a list of table entries using long and short nanes.such as the State Table (Example: Maryland MD). All tables are com-bined to form one complete table file. The

. table number is added.to each table record to identify the table records.

Storace Characteristics.

57 character record 10- records per block 570 characters per block 4

n'

= g

• TABLE-FILE FILE NAME TYTE DESCRIPTION LENGTH EDIT  :

Filler E Filler , X (1)

W-TABLEKEY- E Table Number 9(2) 01-18 l J

E Table Short Name X(4) See Below .

E Table Long Name X(50)

TABLE FILE EDIT CRITERIA i

Table Long Length N Number Name ed

~

I 01 RFPA OFFICE (ALPHA) 3 Alphabetic 50 l I

Numeric 50 02 RFPA OFFICE (NUMBER) 2 03 Solicitation Type 3 Alphabetic 50 04 Source of Procurement 2 Numeric 35 05 Type of Contract 1 Alphabetic 35 06 State Alpha Code 2 Alphabetic 35 07 Cognizant Agency 3 Alphabetic 50 08 STATUS Code 2 Alphabetic 50 09 Product / Service Code 4 -50 10 Acquisition Met. hod 1 Numeric 50 11 Extent of Competition 2 1st alpha, 2nd num. 50 12 Negotiation Authority 3 1st alpha, 2nd &

3rd numeric 50 13 Statutory Requirements 1 Alphabetic 50 14 Acquisition Action 1 Numeric 50 15 Labor Surplus Area Preference 1 Numeric 50 16 FPDS Type of Business 2 1st alpha, 2nd num. 50 17 Woman-Owned Business 1 Numeric 50 18 Place of Performance 2 Both numeric or both State alphabetic 50 3-14

4 MARK IV FILE. 'A COE0L program (P3022452) combines the four files of the Master file into one temporary data set to be used as a data base for ad hoc retrieval queries.

This file contains all the data in the four master files:

MOD-FILE, BASIC-CONTRACT-FILE, TITLE-FILE, and STATUS-FILE.

J Ad hoc retrievals using the MARK IV language can only be accomplished adequately _using a single file. Becauce this combination file is so large, it is made into a temporary file and deleted after the retrievals are completed.

Storage 6168 character record 3-15

MARK IV FILE Field Name Type Description Length M4-DEL- E Record Delete Code X(1)

M4-RFPA-GRP G Record Id M4-RFPA-NO G RFPA Number M4-OFF E Office X(3)

M4-FY E Fiscal Year X(2)

M4-SEQ E Sequence Number X (3)

M4-SUFFIX E Suffix M4-BASIC-DATA E All data fields from BASIC- X(543)

CONTRACT-FILE record except Id.

M4-TITLE-DATA E Title and Comments from X(300)

TITLE-FILE record M4-COMP-MS E Competitive Milestone Dates X(36)

M4-SS-MS E Sole Source Milestone Dates X(30)

M4-USP-MS E Unsolicited Proposal Milestones X(18)

M4-MOD-MS E Modification Milestone Dates X(30)

M4-MOD-INFO G MOD-FILE. data OCCURS 50 TIMES M4-MOD-NBR E,R MOD Number from MOD-FILE record X(2)

M4-MOD-DATA E,R MOD-FILE DATA fields -

except record Id. X(82)

M4-ST-MOD G STATUS-FILE Data OCCURS 100 Times-M4-MOD E,R MOD Number from STATUS-FILE i record X(2)

M4-STUS-DATA E,R Status Code and Date X(8)

?

C l

4 e se m___ _ . _ _ _ _ _ _ . . _ _ ._

FPDS-HISTORY-FILE (D3022021)

This file contains a history record, the most recent data sent to FPDS for each RFPA-GRP & RFPA-MOD number, that is a post-award procurement action with dollars obligated greater than $10,000.

When change records are sent to FPDS on the Individual Acquisition Action Report, the data on the FPDS-HISTORY-FILE is changed to reflect the current data sent to FPDS. Close-out contracts will be purged from this file on a semi-annual basis by running Program P3022506.

The' file is on disk, has fixed lengths, and is indexed sequential with a record key of H-KEY (H-CONTRACT & H-RFPA-MOD). The record is 86 characters long and has 20 records per block (1720). ,

FPDS-HISTORY-FILE TYPE' DESCRIPTION- LENGTH FIELD NAME H-DEL E RECORD DELETE SWITCH X (1)

H-KEY. G RECORD KEY H-CONTRACT E CONTRACT NUMBER XI9}

E MODIFICATION NUMBER X(2)

H-RFPA-MOD

.H-RFPA-GRP E RFPA + SUFFIX X(10)

H-CONTR-OFFICE E CONTRACTING OFFICE X(2)

H- EFF-YY E AWARD DATE-YEAR X(2)

H -EFF-MM E AWARD DATE-MONTH X(2)

H-RPT-FY E REPORT FISCAL YEAR X(2)

H-RPT-QTR E REPORT QUARTER X(1)

H-CON-DUNS-NO E CONTRACTOR DUNS # X(9)

H-PLACE-STATE E PLACE OF PERF. STATE X(2)

H-PLACE-CITY E PLACE OF PERF. CITY- X(5)

H-DOLLARS-OBL E DOLLARS OBLIGATED (IN THOUSANDS)~ S9(8)

H-STATUTORY-REQ E SUBJ. TQ STATUTORY REO. X(1) y H-AFFIRM-ACTIl-FILE E AFFIRM ACTN PLAN ON FILE X (1)

H-AFFIRM-ACTN-PREV E AFFIRM ACTN PLAN PREV. CONTR X(1)

H-ACQU-ACTN 'E KIND OF ACQUISITION ACTION X(1)

H-MULTI-YR-CONTR E MULTI-YEAR CONTRACT X(1)

H-LAB-SURPLUS-PREF E. LABOR SURPLUS PREFERENCE AREA X(1)

H-CONSULTANT E CONSULTANT TYPE AWARD X(1)

H-ACO-SVC-CODE E PRODUCT / SERVICE CODE X(4)

H-PROC-METH E ACQUISITION METHOD X (1)

H-EXTNT-COMP E EXTENT OF COMPETITION X(2)

H-NEGOT-AUTH E NEGOTIATION AUTHORITY X(3)

H-TYPE-CON E TYPE OF CON 7 RACT X (1) l H-TYPE-BUS E TYPE OF BUSINESS X(2)

H-WOMAN-OWNED E WOMAN OWNED BUSINESS X(1)

H-COST-ACTG-STD E COST ACCOUNTING STD CLAUSE X(1) J H-COMPL-YY E EXPIRATION DATE-YEAR X(2)

H-COMPL-MM E EXPIRATION DATE-MONTH X(2)  !

H-FGN-NUM-BID E NUMBER OF FOREIGN BIDDERS X (1)

H-FGN-PCT-DIFF E BUY AMER. % DIFFERENCE X(2)

H-PCT-FGN-CTNT E PCT. FOREIGN CON' TENT X(2)

s. 1 i

7_1Q

DUNS-FILE (D3022022)

The DUNS-FILE consists of the DUNS-NO and contractor name and address for all contractors utilized by RFPA's entered onto the master files. The file is on disk, has fixed lengths, and is indexed sequential with a record key of D-DUNS-NUM.

The record is 67 characters long and has 21 records per block.

FIELD NAME TYPE DESCRIPTION LENGTH D-DEL E RECORD DELETE SMITCH X(1)

D-DUNS-NUM E CONTRACTOR DUNS NUM X (9)

D-CONTRACTOR E CONTRACTOR NAME X (3 5)

NAME D-CON-CITY E CONTRACTOR CITY X (20)

D-CON-STATE E CONTRACTOR STATE X (2) l l

i 1

l L_-_ -- --- -- -- - - - ------- -_-- _- -

. FPDS IAAR FILE (D3022023)

This is a sequential tape file of Individual Acquisition Action Report records, containing data for the Federal Procurement Data System. The file is on tape, with 120 characters per record, 10 records per block,-with standard labels. _ __ _ _ .

The format for this tape conforms to specifications in the FPDS Reporting Manual.

FIELD NAME TYPE DESCRIPTION LENGTH

- F-RPTG-AGY E REPORTING AGENCY (NU00) 4 F-CONTRACT-NUMBER G F-CONTRACT-NRC E FIELD CONTAINS 'NRC' 3 F-CONTRACT-NO E CONTRACT NUMBER 9 F-CONTRACT-FIL E (FIELD CONTAINS BLANKS) 3 F-MOD-NUMBER- G F-MOD-NO E MODIFICATION NUMBER 2 F-MOD-FIL E (FIELD CONTAINS BLANKS) 2 F-AGY-FIL E (FIELD CONTAINS BLANKS) 15 F-CONTR-OFFICE G F-CON-OFF-NRC E FIELD CONTAINS 'NRC' 3 F-CON-OFF E CONTRACTING OFFICE 2 F-EFF-DATE G F-EFF-YY E EFFECTIVE DATE YEAR 2 F-EFF-MM E EFFECTIVE DATE MONTH 2 E TYPE OF DATA RECORD 1 F-TYPE-DATA P-RPT-PERIOD E REPORT PERIOD (FISCAL YEAR &

QUARTER) 3 CONTRACTOR DUNS NUMBER 9 l F-CON-DCNS-NO E E PLACE PERFORMANCE STATE 2 F-PLACE-STATE E PLACE PERFORMANCE CITY 5 F-PLACE-CITY F-DOLLARS-OBL E DOLLARS OBLIGATED (in thous.) S9(8)

E STATUTORY REQUIREMENTS 1 F-STATCTORY-REQ F-AFFIRM-ACTN-FILE E AFFIRMATIVE ACTION PLAN ON FILE 1 3-20 .

4

FIELD'WAME TYPE DESCRIPTION LENGTH F-AFFIRM-ACTN-PREV E. AFFIRMATIVE ACTION PLAN ON PREVIOUS 1 ACQUISITION ACTION F-ACQU-ACTN E 1

! F-MULTI-YR-CONTR E MULTI-YEAR CONTRACT 1 F-LAB-SURPLS , PREF E LABOR SURPLUS AREA PREFERENCE 1 l F-CONSULTANT E CONSULTANT TYPE AWARD 1 l

F-PROD-SVC-CODE E PRODUCT SERVICE CODE 4 F-ACQU-METH E ACQUISITION METHOD 1 F-EXTNT-COMP E EXTENT OF COMPETITION 2 F-NEGOT-AUTH E NEGOTIATION AUTHORITY l F-TYPE-CON E TYPE CONTRACT 1 F-TYPE-BUS E FPDS TYPE BUSINESS 2 F-WOMAN-OWNED E WOMAN OWNFD BUSINESS 1 F-COST-ACTG-STD E COST-ACCOUNTING STANDARDS 1 F-COMPL -YY E COMPLETION DATE YEAR 2 F-COMPL -MM E COMPLETION DATE MONTH 2 F-FGN-NUM-BID E FOREIGN TRADE # BID 1 F-PCT-FGN-CTNT E PERCENT FOREIGN CONTENT 2 F-BLANK E (FIELD CONTAINS BLANKS) 14 3-21 ,

3 h CAB XTRACT' FILE (b3022024) l-The CAB XTRACT File is passed to program P3022807 to be matched against the CIS XTRACT File-(D3022025). The CAB XTRACT FILE consists of the contract 1 number, contractor name, total-obligations, total payments, accrued liabili-ties and unpaid obligations. The file is on disk and has fixed lengths. It is physical sequential with a record size of 77 characters. There are 82 l

records per block.

Storage Characteristics i

77 Character record 82 records per block 6314 characters per block 05/19/86 3-21.1 l

L _ _ _ _ _ _ _ _ - - _ - - _ _ - - _ _

i

k l

30-22-007 L

. CAB XTRACT-FILE (D3022024) f.

DESCRIPTION LENGTH FIELD NAME TYPE 1

X-CON-NUM E CONTRACT NUMBER X(9)

X-CON-NAME E CONTRACTOR NAME X(24)

E T0TAL OBLIGATIONS 59(9)V99'

!- X-TOT-0BL E TOTAL PAYMENTS $9(9)V99 X-TOT-PAY E ACCURRED LIABILITIES 59(9)V99 X-ACC-LIAB E UNPAID OBLIGATIONS 59(9)V99 X-UNPAID-0BL 1

I J

1 05/19/86 3-21.2 l

30-22-007 l

CIS XTRACT FILE (03022025) .

The CIS XTRACT FILE is a cumulation of data from the CIS BASIC, MOD and STATUS FILES. The CIS EXTRACT FILE is passed to program P3022807 to be matched against the CAB XTRACT FILE (03022024). The CIS XTRACT FILE consists of the contract number, contractor name,' Branch specialist, expiration date, obligated funds, type contract. The file is on disk and has fixed lengths. It is physical sequential with a record size of 84 characters. There are 75 records per. block.

l

. Storage Characteristics 84 character record l 75 records per block 6300 characters per block 05/19/86 3-21.3

30-22-007 CIS XTRACT FILE (03022025)

FIELD NAME TYPE DESCRIPTION LENGTH X-CON-NUM E CONTRACT NUMBER X(9)

X-CON-NAME E CONTRACTOR NAME X(35)

X-BRANCH E BRANCH X(3)

X-SPEC E SPECIALIST X(20)

X-EXP-DT E EXPIRATION DATE X(6)

X-0BLIG E OBLIGATED FUNDS 59(10)

X-TYPE-CON E' TYPE CONTRACT X 05/19/86 3-21.4

30-22-007 CIS-CAB MATCH (03022026)

The CIS-CAB MATCH FILE is a cumulation of records that matched from the CAB XTRACT FILE (03022024) and the CIS XTRACT FILE (D3022025). The CAB-CIS MATCH I FILE consists of the CAB contract number, CA8 contractor r.ame, CAB obligations l incurred, CAB payments, CAB accrued liabilities, CAB unpaid obligations, CIS l contract number, CIS contractor name, CIS Branch, CIS administrator, CIS ex-piration date, CIS obligated and the CIS type contract. The file is on disk and has fixed lengths. It is physical sequential with a record size of 153 l characters. There are 40 records per block.

l Storage Characteristics l

153 character record 75 records per block 6120 characters per block 05/19/86 3-21.5

30-22-007 CIS - CAB MATCH FILE (D3022026)

FIELD NAME TYPE DESCRIPTION LENGTH X-CAB-CON-NUM E CAB CONTRACT NUMBER X(9)

X-CAB-CON-NAME E CAB CONTRACTOR NAME X(24)

X-CAB-0BL-INC E CAB OBl.IGATIONS INCURRED 9(9)

X-CAB-PAY E CAB PAYMENTS 9(9)

X-CAB-ACC-LIAB E CAB ACCRUED LIABILITIES 9(9)

X-CAB-UNPAID-0BL E CAB UNPAID OBLIGATIONS 9(9)

X-CIS-CON-NUM E CIS CONTRACT NUMBER X(9)

X-CIS-CON-NAME E CIS CONTRACTOR NAME X(35)

X-CIS-BRANCH E CIS BRANCH X(3)

X-CIS-ADM E CIS ADMINISTRATOR X(20)

X-CIS-EXP-DATE E CIS EXPIRATION DATE X(6)

X-CIS-0BLIG E CIS OBLIGATED 9(10)

X-CIS-TYPE-CON E CIS TYPE CONTRACT X(1) l 05/19/86 3-21.6 i

L--____-----___-. _ - - - _ _ _ -

30-22-007 CIS/FPDS SYSTEM USER'S MANUAL 3.0 INVENTORY OF BATCH J0BS CSA22350 PRINT WEEKLY STATUS REPORT CSA22351 PRINT RECORD SHEETS CSA22352 PRINT SF37 CSA22353 PRINT PAR REPORT CSA22354 PRINT LOGS CSA22355 PRINT FY OBLIGATIONS REPORT CSA22356 PRINT CONTRACTS TO EXPIRE REPORTS CSA22357 PRINT MILESTONE REPORT CSA22358 PRINT CONTRACT NUMBER REPORT CSA22359 PRINT CONTRACTOR NAME REPORT CSA22360 PRINT CONTRACTS WITHIN OFFICE REPORT CSA22500 MARK IV AD H0C REPORTS CSA22503 FPDS QUARTERLY PROCESSING CSA22505 PP!.NT NEW CONTRACTOR ESTABLISHMENT REPORT CSA22506 HISTORY FILE PURGE AND RE-0 ORGANIZATION CSA22507 FPDS EDIT CSA22508 FPDS TAPE CORRECTION CSA22509 MATCH CAB-CIS XTRACT RECORDS CSA22595 RE-0RGANIZE MOD, BASIC, TITLE, STATUS, TABLE, AND DUNS FILES CSA22800 FILE CONVERSION (ONE-TIME JOB)

CSA22801 DUNS FILE CREATE (ONE-TIME JOB) l MARK 4NEW MARK IV FILE DEFINITION 05/19/86 3-22 30-22-007 I - _ _ - _ _ _ - - _ _ _ _ - _ _ _ _ _ _ _ _ - _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

i

30-22-007 3.E. INVENTORY OF COPY STATEMENTS F3022011 MOD FILE F3022012 BASIC FILE F3022013 TITLE FILE F3022014 -STATUS FILE F3022015 TABLE FILE F3022021 HISTORY FILE F3022022 DUNS FILE F3022023 IAAR FILE l

3-23

w _ _ - , , - - - , - - - - - , ----,----,---,--.-,----------------,---n- - . - r-- - - ----r ------- ,- - - - - - - - - , - , - - - - - - - - - , - - , - - - , - - - - - - -

i' CTION 4 MAINTENANCE PROCEDURES .

4 6

e 4

.\

- _ -- - _- _-____--._-_.--_.-.--_-____.______m__.

4.A. Programming Conventions The Contracts /FPDS Executive Program is written in the TSO Command Language. All other programs in the system are written in COBOL. '"be following interactive programs call the PHB249 routine to send and receive messages from the User's terminal:

Master File Update P3022451 Table File Update P3022501 FPDS History Program P3022502 DUNS File Update P3022504 4.B. Verification Procedures

1. All input through the terminal is editef for validity as it is entered. This will insure that all data fields contain valid data.

2. FPDS data fields are edited for consistency among fields by the FPDS Edit Error program (P3 022 507) . Inconsistent 3 data will be rejected by FPDS when reported on Individual Acquisition Action Reports, and returned to NRC on a computer tape. Errors will be corrected by the CSA.

3. The 4 master files must always contain at least 1 record for each RFPA #. If there are missing records, all programs which read the master files wi'.1 display error messages.

A no-match condition indicates an error condition: a bug in the Update program or an improper delete by the user of records from one or more master files. If such a condition occurs, the errar must be corrected by using the delete option of the UPDATE, and re-adding the entire RFPA data which caused the error; and correcting the UPDATE program, if necessary.

a_t

4.C. Errior Correction Procedures.

1. If P3022503 (FPDS QUARTER optiori) is run and the wrong quarter is selected, the error can be cor-rected by running FPDS TAPE option using the IAAR tape created by the QUARTER option as the input'to the TAPE correct program (P3022508). This will reset the FPDS-HISTORY-FILE to its status before the wrong quarter processing was.done.

2. If-master file records do not match on RFPA #, the files must be dumped to find the error records, and these must be deleted using the UPDATE option, delete function.

3. The reorganize function within the update function can dump files to sequential backup and reload the files. This can be useful in the event of discrepancies between the files.

See page 1-3 for description of this function.

v t

4-2

4.D Special Maintenance Procedures.

P3022451 -- Update: If edit requirements for any fields are changed, program will need modification.

P3022503 - FPDS Quarterly: If FPDS changes report requirements for quarterly reports, program will need modification.

P3022507 -

FPDS Edit: If FPDS changes edit require-ments for IAAR data fields, program will need modification.

l 4-3 t' _ _ _ _ _ _ _ _ _ _ - _ . __ ____-___________ _ __ _ _ _ _ __ _

'I 4.E Listings and Flow charts.

Listings for all programs are available from the Division of ADP support.

Program flow charts follow this page.

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.i Appendix F ,

' EDIT ERROR MESSAGES i: __ ;- -

9 .

1. Contract number in blank

2. Contractor DUNS code is blank

3. Place of Performance State is blank

4. Place of Performance CITY code may not be blank if state code is numeric (but not "11") .

? lace of Performance city code must be blank if state /ccuntry i- 5.

code is' alphabetic or "12"

6. Kind of Acquisition Action is ble.nk

7. Kind of Acquisition Action Codes 4, 6, 7 should be used for purchase orders only

8. Statutory Reg. code is blank

9. Affirm. Action Plan on File is blank

10. Affirm. Action Plan -Previous is blank

11. Multi-Year Acquisition is blank

12. Labcr Surplus Preference is blank

13. Consultant Type is blank

14. Product / Service Code is blank

15. Product / Service Code must be non-numeric if Statutory-Requirements code = "c"

16. Produce / Service Code must be Ynnn or hn if Statuto.- y i Requirements code ="D"

17. Acquisition Method is blank

18. Acquisition Method must be "3" if Labor Surplus Pref = 2, 6, 7, B Acquisition Method must be 1, 2, 3 if Labor Su.plus Pref =3 -

19.

20. Ex ent of Cc= petition is blank

21. Extent of Ccmpetitien must be " A" series -if acquisition method = 3 F -f

( _

3 0 - > '4 - 0 0 7 Error Messaces-Continued

22. Extent of Competition must be "B" series if acquisition method = 4

23. Extent of Competition must be A3 if LABOR SURPLUS CODE

=2, 8

24. Extent Competition must be A9 if Labor Surplus Code = 3 and Acquisition Method =3 I 25. Extent Competition may not be A3, A4 if Labor surplus -

l Coc - 5 1

26. Extent Competition must be A4 if Labor Surplus Code = 6,7

27. Negot. Auth is blank

28. Negot. Auth. must be C01, A01 if Labor Surplus = 2,3,6,7,8

29. Negot. Auth, must be A01, C01, A17, C15 if Extent Comp. =

Al, A2, A4 30.

Negot. Auth. must be A01., C01 if Extent Comp. = A3

31. Neget. Auth, must be A17, C15 if Ixtent Comp. = B1, B2

32. Type Contract.is blank

33. FPCS Type Business is blank

34. FPDS Type Business must be A2, A3 if Labor Surplus = 6,7 or Extent Comp. = A1, A2

35. FPDS Type Business must be Al if Extent Comp. = B2

36. FPDS Type Business must be El if Negot. Auth. = A06, CD6

37. FPDS Type Business must be C1, D1 if Negot. Auth. = A05, C05

38. WCMAN OWNED CODE is blank

39. CCST ACCCUNTING STANDARDS is blank

40. Expiration Date is blank

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1 b

CIS/FPDS SYSTEM L Attachment B l'

DATA ENTRY FIELD LENGTHS i

b Number of Characters l

l Field No. Field Name 8

i' 1 RFPA Number 2

'2- RFPA-Suffix 3 Title (Enter Title as 4 lines of 200 4 50 characters each) 6 i 4 Date RFPA Received 2 1 5 Action Requested 2

6. Mod Number 6 7 Date RFP Issued 6 8 Date RFP Closed 1 9 Type Contract 8 10 Estimated Cost- 8 11 Dollar Value 10 12 Fiscal Year Obligated Dollars 6 13 Award Date 6 14 Expiration Date 6 15 ' Transmission Date 6 16 Execution Date 1 17 Kind of Acquisition Action 1 18 Acquisition Method 2

19 Extent of Competition 3

20- Negotiation Authority Generated by System 21 FPDS' MOD DATA DATE 5 22 CBD Number 5 23 PCM Number 8 24 Solicitation Number 7 25- No longer used (see fields 117,118,119,120) 3 26 Number Solicited 8 27 ' Bids /Pr,oposals Received 2 28' Number in Competitive Range 3 29 Solicitation Type Accumulative Total (may not be inputted- 10 30 is calculated by update program)' 2 31 Source of Procurement 20 32 Specialist 3 33 Branch of Specialist 35 34 Contractor Name 30 35 Contractor Address 20 36 Contractor City 2

37 Contractor State 5 38

• Contractor Zip Code 2

39 Contracting Office 1

40 Subject to Statutory Requirements 1 41 Affirmative Action Plan on File 1 g

42 A'ffirmative Action-Previous Contracts B-1

3 o -a i-vo ?

l CIS/FPDS SYSTEM Valid lengths are:

Field No. Field Name Number of Characters 43 Multi-Year Procurement 1 44 Labor surplus Area Preference 1 45 Consultant Type Award 1 46 FPDS Type of Business Code 2 47 Women Owned Business 1 48 Cost Accounting Standards 1 49 FPDS Basic Data Date Generated by System 50 Product / Service Code 4 51 Contract Number 9 52 Government-Owned Property 1 53 Property Value 8 54 Classification 1 55 Cognizant Agency 4 56 Principal Inves tigator 20 57 Project Officer' Contact 20 58 Project office 3 59 Activity Code 1

• 60 BOA Number 9 61 Old AEC Number 14 62 Old ERDA Contract Number 13 63 Cost Rating 1 64 Work Quality Rating 1 65 Contractor DUNS Code 9 66 Place of Performance-State ", ode 2 67 City "

5 -

68 1st B&R Number 9 69 2nd B&R Number 9 70 3rd B&R Number 9 ,

71 1st FIN Number 6 72- 2nd FIN Humber 6 73 3rd FIN Number 6 74 Time Limit Rating 1 75 Patents 1 76 Appropriation Number 10 77 1st B&R Amount 8 78 2nd B&R Amount 8 79 3rd B&R Amount 8 80 # of Bidders Qffering Foreign Item 1 81 Buy America Act % Difference 2 82  % Foreign Content 2 83 Subcontractor 1 Name 35 84 Subcontractor 2 Name -

35 85 Subcontractor 3 Name -

35 S-2 __ _

_ _ _ _ _ _ _ _ - _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ - - - - - - - - _ _ _ _ - . _ _ _ _ _ .----------________________-.________.-----------------------________J

CIS/FPDS SYSTEM 7

Valid lengths are:

i Field Name Number of Characters.

Field No.

86 Subcontractor 1 Type Business 1

"- " 1 87 2' 88 3-

" 1 Subcontract 1 $ Amount 8 89' "

2 $ Amount 8 90 "

3 $ Amount 8 91 92 Subcontract 1 Amount Entry Date Generated by System

.93 2 94 Subcontract 3 Amount Entry Date Generated by System Small Business subcontracting-Code 1 95 Status and Status.Date 8 l 96 Date RFP to be issued (Competitive) 6 97 Date RFP will close (Comp) 6 98 99 Date Competitive Range Letter to be Sent(Comp) 6 Date Best and Final Offer Due (Comp) 6' 100-Date Source Will Be Selected (Comp) 6 101 102 Date Contract will be Awarded (Comp) ~ 6 103 Date PCM Report Sent (Sole Source) 6 Date RFP will be Issued (SS)- 6 104 Date RFP will close (SS) 6 105 6 106 -

Date Best and Fifal Offer Due (SS) 6 107 Date Contract wiJl Awarded (SS) 108 Date PCM Report Sent (Unsolicited Proposals)- 6 Date Best and Final Offer Due (UP) 6 109 6 110 Date Contract will be Awarded (UP) 111 Date PCM Report Sent (Modification) 6 Date Contractor's Proposal to be Requested 6 112 '

(Mod) 113 Date Contractor's Proposal to be Received 6 (Mod) 6 114 Date Best and Final Offer Due (Mod) 6 115 Date Modification will be Awarded (Mod) 100 116 Comments 117 CICA Applicability 1 118 Competitive Solicitation Procedure 1 119 Authority for Other'Than Full and Open Competition 1 120 Synopsis of Procurement Prior to Award 1

(

I B-3

(

CONTRACTS /FPDS SYSTEM. 30 '06 .j 1

I i

Document Name: User's/ Operations Manual Date: February, 1980 Contract Number: NRC-10-79-381 Author: SOCIAL RESEARCH APPLICATIONS CORPORATION 80018th Street, N.W.

Washington, D.C. 20006 Approved: y .-w Date: 8 2f- @

8 /httd- ~

cate: 3 f 0 1

l

30-22-005/006 TABLE OF CONTENTS SECTION DESCRIPTION PAGE

1. GENERAL INFORMATION . . . . . . . . . . . . . . . . . . . . 1-1 1.A.

SUMMARY

. . . . . . . . . . . . . . . . . . . . 1-1 1.B. ENVIRONMENT . . . . . . . . . . . . . . . . . . 1-2 1.C. REFERENCES .................. 1-2

2. APPLICATION . . . . . . . . . . . . . . . . . . . . . . . . 2-1 2.A. DESCRIPTION . . . . . . . . . . . . . . . . . . 2-1 2.A.1. Purpose . . . . . . . . . . . . . . . . . 2-1 2.A.2. Capabilities .............. 2-1 2.A.3. Functions . . . . . . . . . . . . . . . . 2-2 2.B. OPERATIONS .............. ... 2-3 2.B.1. Security and Privacy .......... 2-3 2.C. EQUIPMENT . . . . . . . . . . . . . . . . . . . 2-3 2.D. STRUCTURE . . . . . . . . . . . . . . . . . . . 2-3 2.D.1. Flow Chart ............... 2-3 2.D.2. System Summary ............. 2-3 2.D.2.a. UPDATE Option Summary 2.D.2.b. REPORTS Option Summary 2.D.2.c. MARK IV Option Summary 2.D.2.d. TABLE Option Summary 2.D.2.e. FPDS Option Summary 2.E. PERFORMANCE . . . . . . . . . . . . . . . . . . 2-11 2.E.1. Transaction Volume i l

2.E.2. Report Volume {

2.E.2.a. Division of Contracts Reports l 2.E.2.b. Table File Listing 2.E.2.c. FPDS Reports i 4 I

l 30-??-005/006 TABLE OF CONTENTS (cont'd)

SECTION DESCRIPT20N PAGE

2. F. DATA BASE................................... 2-15 2,F.1 The Files 2.F.1.a. Master File 2.F.1.b. Table File 2.F.1.c. MARK IV File

2. F .1. d. FPDS History File 2.F.1.e. Contractor DUNS File 2.F.1.f. Individual Acquisition Action Report File 2.F.1.g. CAB XTRACT File 2.F.1.h. CIS XTRACT File 2.F.1.i. CAB-CIS MATCH File 2.G. INPUTS, PROCESSING, OUTPUTS................ 2-17 2.G.I. Input 2.G.2. Processing 2.G.3. Outputs 2.G.3.a. Record Sheet Output 2.G.3.b. Other NRC Report Output 2.G.3.c. Table and DUNS File Listing 2.G.3.d. MARK IV Output 2.G.3.e. FPDS Output

3. PROCEDURES AND REQUIREMENTS............................ 3-1 3.A. INPUT...................................... 3-1 3.A.1. General Information on Data Entry 3.A.2. Data Preparation 3.A.3. Using the Terminal 3.A.4. Data Entry Characters 3.B. HOW TO SIGN 0N............................. 3-3 ii l _ _ _ - _____-_-._ _ _

30-22-005/006 TABLE OF CONTENTS (cont'd)

SECTION DESCRIPTION PAGE 3.C. INITIATION................................. 3-5 3.C.1. Options 3.C.2. Functions 3.C.2.a. For the UPDATE Mode 3.C.2.b. For the REPORTS Mode 3.C.2.c. For the MARK IV Mode 3.C.2.d. For the TABLE Mode 3.C.2.e. For the FPDS Mode 3.C.2.f. For the DOWNLOAD Mode 3.D. THE UPDATE 0PTION.......................... 3-13

3. D .1. Example: To Add a Record 3.D.2. Example: To Change a Record 3.D.3. Example: To Add a Modification

3.0.4. Example

To Delete a Record 3.D.5. To Change from One Mode to Another 3.0.6. To End Update Processing 3.D.7. Automatic Generation of Status Codes 3.E. THE REPORTS 0PTION......................... 3-23 i 3.E.1. List and Description of Reports 3.E.2. How to Request a Report l 3.E.2.a. Example: To request the Weekly Status l

Report 3.E.2.b. Example: To Request the Record Sheet 3.E.2.c. Example: To Request the Procurement l Report 3.E.2.d. Example: To Request the PAR Report 3.E.2.e. Example: To Request the Logs Report 3.E.2.f. Example: To Request the Fiscal Year Obligations Report 1

iii i h

30-22-005/006 TABLE OF CONTENTS (cont'd) l SECTION DESCRIPTION PAGE 3.E.2.g. Example: To Request the Contracts to Expire Report 3.E.2.h. Example: To Request the Milestones Report l

l l

iV l

I

1

.jin r - y';

m. w

<m 30-22-005/006' TABLE OF CONTENTS (cont'd)

SECTION DESCRIPTION PAGE 3.H.3.e. Example: To Delete an Entry from the DUNS File 3.H.3.f. DUNS Update.Non-Routine Messages 3.H.4. FPDS NEWCON FUNCTION 3.H.5. FPDS EDIT FUNCTION 3.H.6. FPDS TAPE FUNCTION 3.H.7. FPDS ProcessingJif. Wrong Quarter is Selected 3.1. HOW TO SIGN-0FF . . . . . . . . . . . . . . . . 3-53 3.J. ERROR AND RECOVERY .............. 3-54 3.J.1. . DATA ENTRY 3.J.2. ERROR MESSAGES 3.K. HARDWARE / SOFTWARE FAILURE . . . . . . . . . . . 3-55 3.L. SIGN-0N PROBLEMS ............... 3-57 3.M. LIMITATIONS . . . . . . . . . . . . . . . . . . 3-57 3.M.l. Limitations on Running Jobs Simultaneously 3.M.l.a. Reorganization 3.M.l.b. Update Processing 3.M.1.c. Report Processing 3.M.l.d. MARK IV Processing 3.M.2. Modification and Status Record Limitations 3.N. FPDS Reporting Requirements . . . . . . . . . . 3-61 3.N.l. IAAR Tape Data Fields 3.N.2. Changes in FPDS Reporting Requirements 3.N.3. FPDS Error Correction Procedures 3.0. To Check on the Status of a Job . . . . . . . . 3-68 i

l-V

a;l .

30-22-005/006 TABLE OF CONTENTS (cont'd)

DESCRIPTION PAGE SECTION

4. 'NON-ROUTINE PROCEDURES ................ . 4-1' 4.A Adding Status Entries 4.B Deletir.g Status Records 4.C FPDS-HISTORY-FILE Purge

........................ 5-1

5. APPENDICES 5.A. CIS/FPDS Conversion Procedures S.A.l. System Implementation 5.A.2. Table File Conversion 5.A.3. Master File Conversion 5.A.4. DUNS File Creation 5.A.5. Using All CIS/FPDS. System Options 5.A.6. FPDS Option Initialization 5.B. Form Record Sheet 5.C. Sample Reports 5.D. CIS/FPDS System Flowchart 5.E. Data Entry Edit Criteria 5.F. Data Entry Field Lengths 5.G. Mark IV File Definition 5.H. FFDS Edit Requirements 5.1. Tables 5.J. FPDS Edit Error Messages 5.K. FPDS Tape Handling Procedures vi

6 o

30-22-005/006 SECTION 1

' GENERAL INFORMATION

___________ _ l

.' . P 30-22-005/006 CIS/FPDS SYSTEM USER'S MANUAL SECTION 1.

l.A. GENERAL INFORMATION.

Summary. The Contracts /FPDS System provides for. the input and retrieval of information pertaining to Nuclear Regulatory Commis -

sion (NRC) contract procurement ~ actions whether pre-award or

[

post-award. The system is capable of dial-up, on-line operations and producing remote batch outputs. One of the major features of this system is that it allows the user the ability to structure unique retrieval statements against the master file.

In addition to reports used by NRC procurement management, the system produces monthly and quarterly reports required by the Federal Procurement Data System. The Contracts /FPDS System described in this manual is the result of extensive modifications made to the original NRC Contracts Information System (CIS). CIS procurement processing capabilities were maintained, and data

. required for FPDS reporting as well as processing capabilities to produce FPDS reports were incorporated into the CIS System. The result is the Contracts /FPDS System (CIS/FPDS).

The system uses the computer facilities of the National Institutes of Health (NIH). Because of space restrictions at NIH, the master file is split into four smaller files. In addition to the master file, the System uses a Table File, a Contractor DUNS File, a FPDS HISTORY File, and a MARK IV File. These files are queried to satisfy requests to produce reports used by NRC procurement management. NRC Contracts Division personnel input various data to keep contract records current. Data retrieval is also a function of the Contracts Division personnel.

11

h

)

22-005/006 h

CIS/FPDS SYSTEM USER'S MANUAL The life cycle of a procurement action begins when the. Director, Contracts Division receives a Request for Procurement Action (RFPA) from an NRC Program Director. .All procurement actions'are

[ initiated this way with the exception of some modifications to contracts'which stem from a mutual agreement between all parties

concerned to modify an existing contract.

A modification is written by the Contracts Division personnel.

When the RFPA;is received, Contracts Division personnel record-all' pertinent data onto a Record Sheet (see Appendix B) and input data to the system via a printer terminal.

The system is highly reliable in terms of comprehensive editing of input while cutput reports are easily attainable when needed.

1.B.- Environment. 'The developer of the system is the NRC Division of ADP Support. The Division of Contracts is the user of the CIS/

FPDS System. The computer facilities at the National Institutes of Health, Bethesda, Maryland is the computer center on which the system is. implemented.

-1.C. References.

1.C.1. The Major Contracts Module was initiated December 2,1976. A User Requirements Specifications Document and a Systems Design Document were produced. An increase in the scope of the proposed system warranted a new Requirements Document as well as a new Systems Design Document which included pre-award processing.

1-2

30-22-005/006 CIS/FPDS SYSTEM USER'S MANUAL

a. The primary authorization for, this project is contained in a memorandum from Edward L. Halman, Director, Division of Contracts' to John B.. Winningham, Deputy Director, Division of ADP Support dated November 5, 1976. Subsequent authorization is contained in a memorandum dated December 27, 1976 subject:

Contracts System .(DPN-25, 3022) " Project Initiation."

b. The Initial " User Requirements Specifications" dated January 19, 1977 (D3022-001) and " Systems Design Specifications" dated

. February 14, 1977 (D3022-002),

c. Another- document was produced which was part of the initial requirements activity. It was a memorandum from Michael L.

Korpal, Contractor, Division'of ADP Support to John B. Win-ningham dated January 31, 1977,

Subject:

Technical Assignment Control Study (TACS). This memo outlined the feasibility of using the TACS System to meet the requirements of the Contracts System.

d. The User Requirements Specifications dated June 14, 1977, and  !

signed August 3,1977 the System Design Specifications; . Pro-3 gram Specifications and Data Base Specifications, dated October

'3, 1977. These documents included pre-award processing.

e. The following manuals covering MARK IV:

1. Reference Manual, 2nd Edition., January 1975 Special Features, January,1975 2.

l 3. OS Operations Guide, 2nd Edition., January,1975

4. MARK IV Audio Cassette Course, 1965, Volumes 1 & 2 1

f. NRC Automated Information Systems-Systems Documentation Guidelines.

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7 i

30-22-005/006 CIS/FPDS SYSTEM USER'S MANUAL j 1.C.2. To conform to the requirements of the Federal Procurement Data System, the Contracts Information System was modified to retain all of.the system's original capabilities, as well as store ~and. .i

-. 4 retrieve all, data necessary .for FPDS required monthly and quar-

• terly processing.

L

a. The Federal Procurement Data System Reporting Manual, dated October,1978 is a reference manual for the FPDS requirements,

b. NRC issued a request for proposal RFP RS-ADM-78-603 which listed the requirements of an analysis of the existing Con-.

tracts Information System.to determine if the CIS could be modified to incorporate FPDS. requirements.

c. In response to the' above RFP, Social Research Applications Corp. submitted a Technical Proposal for Analysis of the NRC Contracts Information System; dated September 21, 1978.

d. Contract ADM-78-603 was awarded to Social Research Applica-tions Corp. This Contract, ' Analysis of the NRC Contract Information System', provided an Analysis Report detailing changes and additions to be made to the CIS to enable the CIS to conform FPDS to requirements, and to modify the CIS to incorporate certain minor processing enhancements requested by NRC in RFP RS-ADM-78-603. This Analysis Report contains technical details for the revised data base, prog *am modifi-cations and additional programs required for FPDS processing and NRC enhancements.

)

e. NRC issued an RFP RS-ADM-9-381 to request proposals for 'Imple-mentation of Modifications to the Contracts Information System.'

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30-22-005/006 CIS/FPDS SYSTEM USER'S MANUAL

f. SRAC submitted a technical proposal dated February 7,1979 entitled ' Technical Proposal for Implementation of Modifica- q tions to the Contract Information System.' SRAG was awarded {

contract NRC-18-79-381, titled " Implementation of Modifica-tions to the NRC Contract Information System." Under this contract, the CIS was modified as specified in the Analysis l Report. This User's Guide is a guide to' the completely {

modified CIS/FPDS System.

g. FPDS Product and Service Codes (appendix 1 to FPDS Reporting Manual 10/78).

h. FIPS Publication 5 Numeric State Codes.

i. Country Codes Publication - ANS Z39 27-1976.

j. FIPS Pub. 55, Place Codes.

k. FPDS Contact Point Memorandum dated 25 July 1979. This memorandum contains edit requirements for FPDS data.

1. Specifications dated 9/7/79 for modification to Contract ADM-10-79-381. Modifications were necessary due to changes in FPDS reporting requirements.

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i .

30-22-005/006 SECTION 2 APPLICATION

30-22-005/006 CIS/FPDS SYSTEM USER'S MANUAL SECTION 2. APPLICATION 2.A. Description 2.A.I. . Purpose. The Contracts System enables collection, maintenance, processing, and retrieval of all informatio- necessary for successful contract procurement management. This system reduces the time and effort expended by the Division of Contracts person-nel to satisfy requests imposed from inside and outside the Divi-sion; minimizes inaccurate responses due to human error; and reduces the amount of storage space previously needed to house manual records.

The system also is capable of collecting, maintaining and processing data needed by NRC to produce reports required by the Federal Procurement Data System (FPDS). As of the first quarter of fiscal year 1979, FPDS required federal agencies to supply quarterly procurement data on post award procurement of over $10,000, as well as summary data on procurement of $10,000 or less.

Once a raonth the Accounting System creates an XTRACT file of CAB records that is used to match with CIS XTRACT records. The resulting matching CAB /CIS records are put on a file and downloaded to a PC by the user for use in dBase III programs also developed and maintained by the user.

l 2.A.2 Capabilities. A major feature of the Contracts System is that l

l it allows the user the ability to structure unique retrieval re-l.

quests against the master file using MARK IV retrieval language.

Data entry and report requests are performed on-line or in remote l

i batches by Contracts Division personnel. All master file updat-ing is done on-line. This ensures that all records are as up-to-date as possible to produce accurate output reports. Errors are detected by edits at point of entry and are rejected. Contracts Division personnel correct and reenter them.

2-1 L____... ._ _ _ _ _ _.- - _ _ . _ - - . - _ . _ _ - . - . - - _ _ _ _ . - - _ _ . _ . _ - _ . . _ _ _ _ _ . - - _ - _ _ _ _ . - _ _ _ _ _ _ _ _ _ _ _ _ _ - - . _ - _ - _ . _ _ . - - _ _ - - - - - - - - - - - - - _ - _ -

l 30-22-005/006 CIS/FPDS SYSTEM USER'S MANUAL l 2.B. Oper ation.

2.B.1. Security and Privacy. Information on procurement is unclassified.

Access to data is limited to authorized personnel and is control-Ifid through the use of keywords and passwords.

2.C. fiquipment. The computers at NIH are an IBM 370/168 with eight million bytes of storage, an IBM 370/165 with three million bytes cf storage, and an IBM 370/145 with~ two million bytes of storage.

They are interconnected by shared directed access storage devices and controlled by HASP shared spool. On-line disk storage is on IBM-3300ls. The following high speed printers are available to the user; Remote 77 at the East-West Towers Building, Remote 45 at the Willste Building, Remote 14 at the Maryland National Bank Building, Remote 113 at the Phillips Building, and the Central Printer at NIH.

Contracts Division perscnnel use the printer terminal to update files and to submit jobs.

2.0. Structure.

2.0.1. Flowchart. Please see the Contracts /FPDS System flowchart, Figure 2-1 for an overall view of the System.

2.D.2. Summary. The Contracts FPDS System is an on-line system with three main purposes: the first is to maintain data on NRC pro-curement actions and to produce a set of reports for NRC Division of Contracts use. The second is to provide file inquiries of NRC procurement data to satisfy specific requests as they occur. This is done through the MARK IV feature of the System. The third is to use the post-award procurement data to produce monthly and quarterly reports that NRC is required to send to the Federal Procurement Data System.

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y 30-22-005/006 CIS/FPDS SYSTEM USER'S MANUAL To allow updating, processing ano reporting of data required for NRC and FPDS use, the CIS/FPDS system is structured with 5 types of processing options. All options are requested by a user through a terminal teletype. Each of the 5 CIS/FPDS. System options is described below, as well as the input and output applicable to each option.

2.D.2.a. UPDATE Option Summary. The UPDATE option is used to enter, change, or delete procurement action data using the system Record Sheet as an input document. The Update is an on-line interactive process with the user. All input is entered using the terminal teletype.

The UPDATE option is used on an as-needed basis by the user to add new procurement actions, make changes to procurement action data fields, delete an entire procurement action from the master files, and'to add contract modifications, or change modification data.

The computer files used in the UPDATE option are the four master files (the Modification File, Basic Contract File, Title File and Status File) and the Table File. The Master files are used to store procurement information, and the Table File is used to validate data fields entered by the user.

2.D.2.b. REPORTS Option Summary. The REPORTS option is requested -.' the user to print any of the reports listed below. The reports are requested on-line through the terminal and will be printed as batch jobs on the high speed printer selected by the user.

Weekly Status Report - NRC-3022350-1 Record Sheet - NRC-3022351-1. Record sheets may be printed for all procurement actions on file, for those currently being worked 2-4 a--____---__-______.

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' 30-22-005/006 CIS/FPDS SYSTEM USER'S MANUAL 7

on, or for contracts to be reported to FPDS during the current quarter.

Procurement Report (SF37) NRC-3022352-1 Par _ Report - NRC-3022353-1 Logs - All logs, or any one log report may be requested.

Old AEC Numbers Log NRC-3022354-1 Old ERDA Numbers Log NRC-3022354-2 Contract Nunbers Log NRC-3022354-3 CBD Numbers Log NRC-3022354-4' PCM Numbers Log NRC-3022354-5 RFPA Numbers Log NRC-3022354-6 Solicitation Numbers Log NRC-3022354-7 Fiscal Year Obligations Report - NRC-3022355-1 Contracts to Expire Report - NRC-3022356-1 Milestones Report - NRC-3022357-1 Contract Number List - NRC-3022358-1 Active Contracts NRS-3022358-2 Inactive Contracts Contractor Name List - NRC-3022359-1 p

Contracts with office - NRC-3022360-1 Active Contracts NRC-3022360-2 Inactive Contracts L

2-5 o_ _ - _

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30-22-005/006 l l

i CIS/FPDS SYSTEM USER'S MANUAL l

2.D.2.c. MARK IV Option Summary. The MARK IV option consolidates the four {

master files into one combined temporary master file. The tem-l parary master file is then queried using the MARK IV language.

2.D.2.d. TABLE Option Summary. The TABLE Option allows the user to add entries to the tables, delete entries from the tables, change the long name for entries in the tables, and to list on the Remote 77 printer any combination of teles, or all the tables.

2.D.2.e. FPDS Option Summary. The FPDB Option allows the user to perform a variety of functions necessary to maintain data for producing reports required by the Federal Procurement Data System, and to produce the required reports. When selecting the FPDS option, the user then selects one of the six following sub-functions of FPDS processing.

2.D.2.e.l. FPDS Quarter Function. The FPDS QUARTER functon is used to produce the quarterly reports required by FPDS. This option will be selected once each quarter by the user, within 45 days after the end of the quarter, and after all data fields pertinent to FPDS reporting have been entered into the system from the contract record sheets (using the UPDATE-Option). When FPDS QUARTER is selected, the user will be prompted to key in the fiscal year and quarter, and the system will then produce the following outputs:

o An IAAR Tape. This is a magnetic tape containing one Indi-vidual Acquisition Action Record for each procurement action over $10,000 with either an award date during the selected quarter, or with award date between 10-01-78 and the selected quarter and a change in any FPDS data field made during the .

selected quarter. This tape will be sent to FPDS.

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f.. .q 30-22-005/006 I

-An Individual Acquisition Action Record is produced for j any procurement action if the obligated, funds (Field 12). I are greater than $10,000 or less than $10,000, and:

a) award date (Field 13) is during'the selected quarter or b) the value of the data in any of _the following fields -

has changed during the quarter-Field 9 Type Contract 12 Obligated Funds 13 Award Date 14 Expiration Date 17 Kind of Acquisition Action 18 Acquisition Method 19 Extent of Competit. ion 20 Negotiation Authority 39 Contracting Office 40 Statutory Requirements 41 Affirmative Action Plan on File 42 Affirmative Action-Previous 43 Multi-Year Procurement 44 Labor Surplus Area Preference 46 Consultant Type Award 46 FPDS Type Business 47 Woman Owned Business 48 Cost Accounting Standards 50 Product Service Code 51 Contract Number 65 DUNS Code 66 Place Performance State 67 Place Performance City 80 # Foreign Bidders 81 Buy America % Difference 82 % Foreign Content 2-7 4

._________-_.____m____.__

.Q 30-22-005/006 CIS/FPDS SYSTEM USER'S MANUAL o A one page printed report ' Quarterly Control Summary of Individual Acquisition Actions over $10,000' (NRC-3022503-1).

This is a summary of all procurement actions reported on the IAAR Tape. This report will be sent to FPDS as required by the FPDS Reporting Manual.

o A one page printed report ' Quarterly Summary of Acquisition Actions of $10,000 or Less and Subcontracting Data on Selected Prime Contracts' (NRC-3022503-2). This is a summary of all procurement action of $10,000 or less with award date during the selected quarter. It is also a summary of subcontracting activity during the selected quarter. This report will be sent to FPDS, as required by the FPDS Reporting Manual.

o A printed listing of the first 250 records on the IAAR tape (NRC-3022503-3). This is an unformatted list of 120 charac-ters per line which will be sent to FPDS along with IAAR tape, as required by the FPDS reporting manual.

o A printed listing ' Quarterly Listing of Individual Acquisition ActionFile'(NRC-3022503-4). This is a formatted listing of-all records on the IAAR tape. This report is for NRC Division of Contracts use.

'*** Note: The output products summarized above which are to be sent to FPDS are produced according to the specifications of the FPDS Reporting Manual. This manual should be referenced for additional information about the output formats, and specifications for producing the outputs.

l 2-8 L____________

, .I 30-22-005/006 CIS/FPDS SYSTEM USER'S MANUAL 2.D.2.e.2. FPDS HISTORY Function. This function is used to insure that up-to-date data is stored on the computer files which will be avail- _

able for quarterly FPDS processing. This function is used when 1) an Individual Acquisition Action report was manually sent to FPDS 1 for a procurement action, 2) data for this procurement action was later entered into the system using the Record Sheet and UPDATE Option. The. user will enter the RFPA # for all procurement N actions ( one at a time for which a) IAAR's were manually sent to FPDS, and b) RFPA Record sheet data has been entered onto the master files. The HISTORY function will move pertinent FPDS data from the master files to the HISTORY file for each RFPA # entered by the user during the HISTORY. process. The HISTORY option also includes the capability of deleting records from the HISTORY FILE, and displaying HISTORY FILE records on the terminal. These options will be used in FPDS Error Record procossing.

• • Note: The FPDS HISTORY add function will be used primarily during the first few quarters of use of this system to record history data for IAAR's manually sent to FPDS before the CIS/FPDS system was operational.

2.D.2.e.3. FPDS DUNS Option. This option will allow the user to add entries to the file of the contractor DUNS numbers and names, delete entries from the file, change the contractor name or address associated with a DUNS number, and list the entire DUNS file on the printer. The DUNS file contains, in DUNS number sequence, one record for each contractor utilized by NRC. The list option would be used whenever a printout of the entire file is desired. The add option would be used to add a contractor DUNS # and name to the file if an IAAR was manually sent to FPDS for a contract 2-9

!k p

30-22-005/006 CIS/FPDS SYSTEM USER'S MANUAL utilizing a contractor not on the DUNS file, and the RFPA' data for that contract was entered into the system after the contractor was entered into the system using the UPDATE option, and after the contractor was manually reported to FPDS on the 'New Contractor Establishment' report. The change option would be used if the contract name or address associated with a DUNS # has changed.

The delete option would be used to delete .a DUNS # record from the file if the DUNS #: keyed in was in error.

2.D.2.e.4.- FPDS NFWCON Function. This function will be run monthly, within 10 days of the end of the month,' to send to FPDS the required 'New Contractor Establishments' Report (NRC-3022505-1). ' This is a printed report of contractor establishments utilized by NRC for the first time during the selected month. Additional information concerning this report may be found in the FPDS Reporting Manual.

The NEWCON function will also update the DUNS File. All con-tractors listed on the 'New Contractor Establishments Report' will Automatically be added to the DUNS FILE.

NEWCON should be run before making changes (using the UPDATE '

function) to procurement action basic data if the NEWCON month selected is not the same month during which the UPDATE function is used.

2.D.2.e.5. FPDS EDIT Function. This function will be run by the user as many times ~as necessary during each quarterly processing cycle. The FPDS EDIT function will read the master files and select for editing all contracts with dollars obligated greater than $10,000 and either award date during the quarter selected cLr, award date 10-01-78 or after, and the date FPDS data was added or changed during the quarter selected. Record Sheet fields 21 and 49 show the dates FPDS data was added or changed.

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30-22-005/006 CIS/FPDS SYSTEM USER'S MANUAL The EDIT will print an error report with error messages for all blank FPDS data items, and for all FPDS data items which do not meet FPDS editing requirements for logical consistency among fields. Appendices H and J contain a list of the FPDS Edit Error Messages and the FPDS edit requirements. Note: If FPDS changes any edit requirements, the EDIT program will have to be changed by the Division of ADP Support.

The USER will use the FPDS Edit Error Report (NRC-3022507-1) as a guide for entering or correcting invalid data fields. The correc-tions will be made on contract records using the UPDATE option of the system. The user may go through the EDIT-UPDATE cycle as many times as necessary to minimize FPDS reporting errors, before the FPDS QUARTER function is requested.

2.0.2.e.6. FPDS TAPE Function. This function will be run by the user once each quarter, if necessary. After FPDS receives and processes the quarterly IAAR tape, FPDS will return the same tape reel to NRC containing all IAAR records which FPDS found invalid (and only the invalid records). The computer tape will be accompanied by a list-ing of all records on the error tape, with all errors identified.

If no error tape is received from FPDS, or if all error records are invalid because of blank contract numbers, the TAPE function need not be,run The user will use the information on the listing to make correc- _;

tions to records on the files so that corrected records will be sent to FPDS as new records for the following quarter. Section 3.N.3. contains details of the FPDS Error Correction procedure.

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30-22-005/006 p CIS/FPDS SYSTEM USER'S MANUAL

-As part of the Error Correction procedure, the user will deliver the FPDS error tape to the NIH Computer center, and will then request the FPDS TAPE function through the terminal.

This is.a batch job which will read the FPDS Error tape and reset the FPDS HISTORY FILE records corresponding to the Error Tape records to their status before the error records were produced.

Records on the Error tape will be processed as follows:

1 1

-- If the contract number is blank, the record will be 1

bypassed.

If the Type of Data Code = 0, the corresponding FPDS-HISTORY-FILE record will be deleted.

If the Type of Data Code = 1, the data in the corres-ponding FPDS-HISTORY-FILE record will be replaced by the data in the Error Tape record.

If the Type of Data Code = 2, the tape record will be bypassed.

2. D. 2. f. Download Function. This function will be run by the user once a month to create a file containing matching CAB (Accounting

' System) and CIS records. Before running this function the user must receive word through WYLBUR MAIL that the CAB XTRACT file has been created. This file is created once a month through the Accounting System. The file containing the match-ing CAB /CIS records will be downloaded to a PC for use with dBASE III programs written and maintained by the user.

1 2.E Performance. i Transaction Volume. The amount of input data will increase in time due to the growth of the number of procurement actions.

l Currently, 400 master records encompass the data base.

t 2-12

= _ _ - _ _ _ _ _ _ _ _ - _ _ _ _ _ _ _ _ _ _ _ _ _

n_-_. .;.

30-22-005/006 CIS/FPDS SYSTEM USER'S MANUAL The user anticipates a growth factor of approximately 200 new records to be added each year. Queries and updates constitute the bulk of the on-line processing actions and are made daily with no regular pattern. FPDS processing is done in a regular i monthly cycle.

2-12.1

5 30-22-005/006 CIS/FPDS' SYSTEM USER'S MANUAL 2.E.2. Report Volume. The Contract /FPDS System produces the following reports (See Appendix C for sample Reports).

Division of Contracts Reports. These reports are requested by the

'2.C.2.a.

o CSA using the REPORT Option of the System.

1 o -Weekly Status Report - NRC-3022350-1 o Record Sheet - NRC-3022351-1 o Procurement Report - NRC-3022352-1 o Par Report - NRC-3022353-1 o Log Reports

- Old AEC Numbers Log - NRC-3022354-1

- Old ERDA Numbers Log - NRC-3022354-2

- Contract Numbers Log - NRC-3022354-3

- CBD Numbers Log - NRC-3022354-4

- PCM Numbers Log - NRC-3022354-5

- RFPA Numbers Log - NRC-3022354-6

- Solicitation Numbers Log - NRC-3022354-7 o Fiscal Year Obligations Report - NRC-3022355-1 o Contracts to Expire Report - NRC-3022356-1 o Milestones Report - NRC-3022357-1 o Contract Number List - NRC-3022358-l' o Contract'Name List - NRC-3022359-1 o Contracts Within Office - NRC-3022360-1 2.E.2.b. Table File Listing. A listing of all 18 tables on the Table File, or any subset of one or more Tables may be requested by the CSA using the TABLE function of the CFEP. The Table File Listing.is report NRC-3022501-1.

2.E.2.c. FPDS Reports. Using the FPDS function of the CFEP, the CSA may request the following reports.

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^l, 30-22-005/006 CIS/FPOS SYSTEM USER'S MANUAL o Using the QUARTER option of the FPDS; function, the following

reports will be produced.- ..This ~ option should be' selected quarterly.

.- Quarterly Control Summary of Individual Acquisition Actions of over $10,000 (NRC-3022503-1)

- Quarterly Summary of Procurement Actions of $10,000 or Less-and Subcontract Data on Selected Prime Contracts (NRC-3022503-2)'

D -

A listing of the first 250 records on the individual acqui-sition Action Report Tape pr_oduced for FPDS. This listing is an unformatted list of 120 characters per line, one line for each of the first 250 tape records. This list should be sent to FPDS along with the ;IAAR' tape. '(NRC-3022503-3.)

Refer to FPDS reporting manual for further explanation and instruction about the IAAR tape and list.

Quarterly Listing of Individual Acquisition Action File (NCR-3022503-4.) This is a formatted list of each record on the IAAR tape.

o Using DUNS option of the FPDS function, the CSA may request a list of the Duns file. (NRC-3022504-1.)

1 o Using NEWCON option of the FPDS function, the New Contractor Establishment Report will be produced. This is a list of j contractor establishments utilized by NRC for the first time during the current month. This report is required monthly by FPDS and should be forwarded to FPDS. (NRC-3022505-1).

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o 30-22-005/006 CIS/FPDS SYSTEM USER'S MANUAL 1

2. F. Data Base. The Contracts System uses the following files.

2.F.1. The Files. There are four files which are sub-files of the Master File. In addition to the Master File, the system uses a 4

Table file, a MARK IV file, a FPDS History file, a Contractor Duns # File, a CAB XTRACT file, a CIS XTRACT file and a CAB /CIS MATCH file.

2.F.1.a. Master File. The Master File is split into four smaller files soley because of space restrictions at NIH. The four files contain all procurement action data fields on the Record Sheet.

One set of Master File Records will be kept for each RFPA'#.

These files are on disks and have fixed lengths. They are VSAM files with record keys identified below:

File Name Record ID Modification File RFPA Number / Suffix / Modification No.

Status File RFPA Number / Suffix / Modification No.

Basic' Contract File RFPA Number / Suffix Title / Milestone File RFPA Number / Suffix 2.F.1.b. Table File. Besides the Maste- File, there is a VSAM file which includes 18 separate tables. Each table contains a list of table entries using long and short names such as the State Table (Example: MD Maryland). All tables are combined to form one complete table file, containing the following tables:

Table 01 RFPA Office - Alpha 02 RFPA Office Number 03 Solicitation Type 04 Source of Procurement 05 Type of Contract 06 State Codes - 2 Alpha Characters 07 Cognizant Agency 2-15

m 30-22-005/006

- CIS/FPDS SYSTEM USER'S MANUAL 08 Status Codes 09 Product / Service Codes 10 Acquisition Method 11 Extent of Competition 12 Negotiation Authority 13 Subject to . Statutory Requirements 14 Kind of Acquisition Action 15 Labor Surplus Area Preference 16 FPDS Type of Business 17 . Woman-Owned Business 18 Place of Performance, State / Country Codes 2.F.1.c. MARK IV File. A COBOL program (P3022452) combines the four files of the Master file into one temporary data set to be used as a l data base for ad hoc retrieval queries. This is done when MARK IV is selected by the CSA as the system option to be run. See 1

Appendix G MARK IV File Definition.

2.F.1.d. FPDS Histcry File contains the most recent IAAR data sent to FPDS for each procurement action over $10,000. The purpose of the HISTORY-FILE is to keep a record of IAAR data reported to FPDS and to be able to send corrections to FPDS when any FPDS data fields l

change value.

2.F.1.e. DUNS File contains one record for each contractor utilized by NRC.

This file will be updated automatically by the FPDS option

' 'NEWCON', and may be listed by the CSA as needed. The CSA can also update the file as needed. Updates and lists are performed using the FPDS option ' DUNS.' Each record contains DUNS #,

contractor name, and the city and state of Contractor address.

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30-22-005/006 CIS/FPDS SYSTEM USER'S MANUAL' The purpose of the DUNS-FILE is to keep a record of all contrac-tors reported to FPDS on the 'New Contractor Establishment' re-port (NRC-3022505-1). Each month's NEWCON processing will add j contractors to the DUNS file used for the first time that  !

month, and will report the contractors on the report NRC-3022505-1.

'2.F.1.f. Individual Acquisition Action Report File contains one Individual Acquisition Action Report.(IAAR) record for each procurement action to be reported to FPDS during a selected quarter. This is a magnetic tape file which is produced quarterly by the FPDS '

QUARTER function of the system. This tape conforms to the IAAR' tape format specified in the FPDS Reporting Manual, and will be delivered to FPDS by NRC each quarter as part of.the requirement-of FPDS quarterly processing.

2.F.1.g. CAB XTRACT File contains records which have'oeen extracted from )

the CAB (Accounting system) Master File. The contract number l for the CAB record is pulled from the Contract file and included I in this file. This file along with a CIS XTRACT File will pro-duce the CAB /CIS MATCH File to be downloaded to the user's PC.

This file is created once a month through the Accounting (CAB)  !

system. The user will be notified through WYLBUR MAIL each time the file is created.

2. F .1. h. CIS XTRACT File contains records which have been extracted from I the CIS Basic Contract, Modification and Status files. This file along with the CAB XTRACT File will produce the CAB /CIS MATCH

! File to be downloaded to the user's PC.

l 2.F.1.i. CAB-CIS MATCH File contains records which have been matched on contract number between the CAB and CIS systems. Fields from both systems are on each record in this file.

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p p-e I 30-22-005/006' CIS/FPDS:SYSTEMUSER'SMANUAL I

= 2.G Inputs, Processing and Outputs.

Inputs. Data is entered via the printer terminal by the Con-

. 2.G.I.

tracts System Aide (CSA). All new data and updates to the raster files are supplied _on thei" Record Sheet," as per _CS pro-cedures. Contract modifications, written by the ' specialists.

within the Contracts Division, are also entered by the CSA.

When the RFPA is received, the CSA records.the following data-onto a record sheet and inputs the same_into the system using the UPDATE option:

- RFPA NUMBER

- Date RFPA Received.

- Action Requested.

- Solicitation Type This data is the minimum data required to create a master file record in the system. The record sheet is then forwarded to a Contracts Specialist. Additional information, which.is main-tained by the Specialist, is recorded onto the Record Sheet by-the Specialist and returned to the CSA for input.

Data is entered into the system in response to computer prompts.

Wnen it is available, the CSA should input'all the remaining data.

2-17.1 I

t_ _____m_ __ _ . _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ --

30-22-005/006 CIS/FPDS SYSTEM USER'S MANUAL Certain information is mandatory to produce accurate output reports. The critical data fields are:

Field 6- Modification Number Field 9- Type Contract Field 10 - Estimated Cost .

Field 11 - Dollar Value Field 12 - FY Obligated Funds Field 13 - Award Date Field 14 - Expiration Date Field 15 - Transmission Date Field 16 - Execution Date Field 24 - Solicitation Number Field 29 - Solicitation Type Field 31 - Source of Procurement Field 32 - Specialist Field 33 - Branch of Specialist Field 34 - Contractor Name Field 51 - Contractor Number Field 57 - Program Office Contact Field 3- Title Field 96 - Status and Status Date.

2.G.1.a. To produce accurate reports for FPDS, the following fields are also critical at the award phase:

Field 50 - Product / Service Code Fields 80 Foreign Trade Data Field 39 - Contracting Office Field 40 - Subject to Statutory Requirements Field 41 - Affirmative Action Plan on File Field 42 - Affirmative Action Plan Previous Contract 2-18

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l 30-22-005/006

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CIS/FPDS SYSTEM USER'S MANUAL I

. Field 43 - Multi-Year Procurement Field 44 - Labor Surplus Area Preference Field 45 ' Consultant Type Field 46 - FPDS Type Business Field 47 - Woman Owned Business Field 48 - Cost Accounting Standards Clause

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Field 17 - Kind of Acquisition Action

. Field 18 - Acquisition Method Field 19 - Extent of Competition Field'20 - Negotiation Authority Field 65 - Contractor Duns #

Field 66 - Place of Performance State Field 67 - Place of Performance City

- 2.G.2. Processing. Master File Update processing is done immediately as the CSA enters data at the printer terminal. The update informa-tion is applied.directly to the files. All other CIS report  !

processing and some FPDS updating is done in batch mode. The CSA enters various requests via the printer terminal and output reports 'are printed on the high speed printer selected by the {

user. Report requests are submitted to the computer through the printer terminal whenever Contracts Division personnel need updated j information. Reports are requested as needed.

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• • • Note *** Update and batch processing may not be run at the same time.

Refer to section 3.M. Limitations.

l~ 2.G.3. Outputs. All output of the CIS/FPDS System is produced upon the

[ request of the CSA.

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30-22-005/006 CIS/FPDS SYSTEM USER'S MANUAL 2.G.3.a. Record Sheet Output. Each week the CSA will request ~a record sheet for each ' procurement action th6t is in the pre-award stage or for actions that are currently being worked on. The Specialist and the CSA' update any fields that were omitted during record creation. Thus, the record building process is continuous. Once-a contract has been awarded or when all critical fields have been

-entered, there is no need for weekly updates. The user will request. bimonthly record sheets for every contract to be reviewed by the appropriate Specialist. The user can also request record sheets only for contracts with award date during the current fiscal year and quarter. This will allow the Specialist and CSA to update any fields necessary for FPDS processing.

2.G.3.b. Reoorts Output. All other reports for Division of Contracts may be requested as needed.

2.G.3.c. Tables and Duns File Listings. Listings of the Table File and l Contractor Duns # file may be requested as needed.

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-2.G.3.d. MARK IV Output. MARK IV output may be requested as needed. l i

2.G.3.e. FPDS Output. FPDS reports shou'.d be requested by the CSA as l required by FPDS. The New Contractor Establishment report will be l requested monthly, (using FPDS NEWCON function) within 10 days of the end of the month. The FPDS Quarterly Individual Acquisition Action Report -(tape) and summary printed reports will be requested quarterly (using FPDS QUARTER function), within 45 days cf the end of the quarter.

The user may request the FPDS Edit Error Report as many times as .

needed during each quarter, prior to QUARTER processing. -

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30-22-005/006 L

SECTION 3 PROCEDURES AND REQUIREMENTS

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I I 30-22-005/006 L CIS/FPDS SYSTEM USER'S MANUAL l

-SECTION 3. PROCEDURES AND REQUIREMENTS i

3.A. Input,.

3.A.1. General Information on Data Entry. The Contracts System uses an on-line, interactive. process to update its master files. Updating includes all of the additions. changes, deletions and modifica-tions.to contract records in the system. Report requests and some FPDS processing,'however, are processed in batch mode. Batch pro-cessing means that different' jobs are stored within the computer-until the computer resources needed for executing those jobs are available. Thus, several jobs are processed at one time in a

' batch.' The Contracts System uses prompting programs (conversa--

tional programming) when updating its mastse, Table, DUNS and History files. The computer asks the user which function is desired, for specific data, cnd for instructions on what to do to the data when it has been entered. If the CSA makes an error entering data, the computer will respond with a self-explanatory error message. Corrections are made on-line, and only valid data will be entered onto the files.

3.A.2. Data Preparation. The CSA most frequently receives contract procurement information on an RFPA. Infrequently, this data is supplied on some type of less formal handwritten medium. Data is transferred from its source document (RFPA or other) onto a Record Sheet. The CSA and the Specialist jointly complete the Record Sheet which is used as the data entry format for Master File data.

All update information should be entered as soon as possible so that reports will be up-to-date. Data should be sorted two ways; 3-1

'f 30-22-005/006 g 'CIS/FPDS SYSTEM USER'S MANUAL first, by the file'to be used (master, table, Duns or history);

second, by additions, changes, deletions, modifications, or report requests. Although it is simple to change from one mode to another, it takes several additional steps and lengthens data entry time.

At any termir,11 session, all updating must be done before any batch processing is requested. Refer to Section 3.M. Limitations for a description of batch vs. update CFEP capabilities. Also, all batch jobs must be completed before any updating is done at a subsequent terminal session. Refet- to Section 3.0. To Check on the Status of Your Job. Do not do any update processing until all batch jobs have completed executing.

3.A.3. U_ sing the-DecWriter II Printer Terminal-Digital Components Group.

Model LA-36. Typing on the terminal keyboard is quite similar to l' using a typewriter. Below are some notes about using the printer terminal to enter data or request a report.

1. Do not use the upper and lower case shift key; the system is designed to accept only Icwer case from the user and'it prints its messages or prompts (this is shown in the examples that follow) in capitals. ,

2. To correct typographical errors, hit the " Backspace" button until you reach the desired space. Retype the correct entry and everything which followed it. (Note: Backspacing acts' as an eraser.)

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3. To er ase an entire line, hit the ' Break' button. This MUST be l-

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done before hitting carriage return.

l. 4. To skip (leave blank) a field, hit CR.

!, 5. Always hit carriage return (CR) at the end of a line to send ,

data into the computer system.

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30-22-005/006 CIS/FPCS SYSTEM USER'S MANUAL 3.A.4. Data Entry Characters. The following types of characters can be entered on the Contracts System:

letters numbers question mark parentheses space period dash.

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e 30-22-005/006 CIS/FPDS' SYSTEM USER'S MANUAL

'3.C. Initiation. The Contracts /FPDS Executive Program (CFEP) has six majorfunctions:

UPDATE - to Update the master files where contract information is stored, using the Record Sheet as the input document.

REPORTS - to request Reports for Division of Contracts personnel.

MARK IV - to request MARK IV file consolidation and processing.

TABLE - to update or list data stored in the Tables.

FPDS - to update or edit data, or request reports. for FPDS processing.

.REORG - to reorganize the files Download - to produce the CAB /CIS MATCH File which will be downloaded to the user's PC.

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CIS/FPOS SYSTEM USER'S MANUAL l

OUTSIDE SCOPE OF REQUEST l

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CIS/FPDS SYSTEM USER'S MANUAL ENTER THE DESIRED CFEP OPTION, ' HELP,' OR 'END':

YOU ENTER: option desired 3.C.1. Options.

HELP Gives a list of the functional choices available.

REPORTS Allows the user to request one of the Division of Contracts reports. These listings are requested on the printer terminal and are printed on the highspeed printer selected by the user. The RECORD SHEETS may be printed on any REMOTE printer or on small paper at NIH (LOCAL option).

UPDATE Allows the user to ADD, CHANGE, DELETE, or add a MODIFICATION to the master files. Most Contracts System processing will be done in the update mode.

MARK IV Calls in the MARK IV program which combines the sub-files of the Master File into a temporary data set. Allows the user to structure the format of the desired output through the use of Administrative Prompting.

TABLE Allows the user to ADD, CHANGE or DELETE entries in the Tables, and to LIST the tables on the high speed printer in the East-West Towers (Remote 77).

. FPDS Allows the user to request FPDS report processing or history processing necessary for FPDS reporting. The six options available within the FPDS option are:

- QUARTER to produce FPDS required quarterly reports a

- NEWCON to produce FPDS required monthly New Contractor Establishment report

- DUNS to Add, Change or Delete entries on the contractor DUNS file; or to LIST the DUNS file

- HISTORY to save data needed for FPDS processing on the computer FPDS HISTORY file. History is used to save IAAR data for each RFPA on the master files for which 3-7

CIS/FPDS SYSTEM USER'S MANUAL l

l a manual IAAR report was sent to FPDS. History is also used to delete records from the HISTORY-FILE or display HISTORY-FILE records on the terminal.

i EDIT will examine data on the files for records to be reported to FPDS during the selected quarter. An error report will print lising an error message for each blank FPDS data field, or data field with a value inconsistent with other values in the record.

TAPE will read the FPDS error tape of invalid Individual Acquisition Action Report records and will use this tape to remove the error records from the FPDS History File.

DOWNLOAD Submits a batch job that uses the CAB XTRACT File and the

,/ CIS XTRACT File to create the CAB /CIS MATCH File which will be downloaded to the user's PC.

REORG File Reorganization. It is suggested that the files be reorganized periodically. The reorganization process ' cleans up' the files and saves. file space.

hTnen an item (record or table entry) is deleted from one of the files, it is logically deleted.

The reorganization process unloads the VSAM records to a physical sequential file and loads them back to the VSAM file.- In case a VSAM file became damaged, the physical sequential file could be used to restore the VSAM file. The reorg function is offerred in the main menu.

END Tells the computer to stop the program and exit from the Contracts System.

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r i 30-22-005/006 CIS/FPDS SYSTEM USER'S MANUAL 3.C.2. Functions.

For the UPDATE mode. When the user selects the. UPDATE mode, she or he has the capability to make updating entries.to the MASTER file.

Data used in the UPDATE mode comes from the RECORD SHEET.

-Data can be added, changed or deleted. Records on the Master File can also have modification data added. The system prints a message requesting.the user to periodically reorganize the files. File reorganization is discussed in Section 4. Below are definitions of the' functions available to you while in the UPDATE Mode. Step-by-step conversations of all UPDATE processes are shown.in Section 3.D.

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1 30-22-005/006 CIS/FPDS SYSTEM USER'S MANUAL 3.E. The Reports Option.

3. E'.1. List and Description of Reports.

3.E.1.a. Weekly Status. One listing labeled NRC-3022350-1 is produced weekly which provides a list of all active procurement actions along with their.. status. The fields printed 'are: DATE RECEIVED, RFPA GRP, CONTRACTOR and CONTRACT NUMBER OR TITLE, ACTION REQUESTED AND LAST STATUS. The system prompts the User to enter the 'as of date' for the report. All records which have a "date RFPA received" that is earlier than the "as of" date and a blank " execution" date are printed. The report has a page break on Specialist. For each specialist, records printed are in sequence by DATE RECEIVED, PROGRAM OFFICE and RFPA-M00 #. It is distributed to the director and each branch chief.

3.E.1.b. Record Sheet. One listing labeled NRC-3022351-1 is produced which provides a printed " record sheet" displaying all the data fields in a record. The record sheet is printed under three offferent circumstances. One, the sheet is printed weekly for use by the specialist to update records. Only records that have a blank execution date in any of the contract modifications (records currently being worked on) are printed. Two, the sheet is printed as needed and shows all procurement action records, even those records which have an expiration date that has passed. Three, the sheet is printed as needed and shows only those records to be reported to FPDS during the selected quarter. The system prompts the user to type in 'ALL' or ' CURRENT' or 'FPDS' and prints the desired report. A single " record sheet" is composed of three computer print sheets. The weekly run (current) to produce the output for the specialist is approximately 400 pages. The run 3-24

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l 30-22-005/006 CIS/FPDS SYSTEM USER'S MANUAL covering all procuremerit records is 800-1200 pages during the first year of operation. The reports have a page break on RFPA GRP, and are in sequence by Specialist and RFPA f.

3.E.1.c. Procurement Report SF37. One listing labeled NRC-3022352-1 is produced which provides an SF37 showing the net dollar amounts obligated broken down by small business concerns and other than small business. The totals are further broken down by solicita-tion type and source of procurement. The user is prompted to enter a 'from date' and 'to date.' Records are selected for processing if the execution date is within the from-to date range.

It is produced every six months or on an 'as needed' basis. The report is one page and'is printed on the high-speed printer. The report is used as a source document to produce SF37, therefore, only one copy is needed.

-3.E.1.d. PAR Report. One listing labeled NRC-3022353-1 is produced which actually contains three separate reports. The first shows the total number of actions received for the month. Records with DATE RFP RECEIVED during the month are selected. The second shows actions completed for the month. Records with EXECUTION DATE during the month and non-blank TRANSACTION DATE are selected. The third report shows the actions pending based on an aging period.

Records with blank TRANSACTION DATE and execution date not during the month are selected.

l In these three reports, totals are printed by solicitation type and action requested within program office. Five pages are printed monthly. Seven copies are needed, one of which is given to the Director, Division of Contracts. The others are reduced by 1 8 1/2 by 11 size sheets and sent outside the Division.

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l The system prompts the user to enter the reporting period for the report.

3.E.1.e. Qgs. One listing is produced which contains logs. Any one of the following lists can be obtained on an 'as needed' basis, or

'ALL' logs can be requested to produce a listing of all 7 logs l reports:

OLD AEC NUMBERS NRC-3022354-1 OLD ERDA NUMBERS NRC-3022354-2 CONTRACT NUMBERS NRC-3022354-3 CBD NUMBERS NRC-3022354-4 PCM NUMBERS NRC-3022354-5 RFPA NUMBERS NRC-3022354-6 Solicitation Numbers- NRC-3022354-7 "ALL" Logs NRC-3022354-1 through NRC-3022354-7 This report is usually less than 100 pages. The CSA uses this report to keep track of numbers already assigned. Records are selected for each log report if the type of log field is non blank:

The system prompts the user: The following options may be entered for log y orts:

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30-22-005/006 CIS/FPDS SYSTEM USER'S MANUAL 3.E.1.f. FY Obligations. One listing labeled NRC-3022355-1 is produced which provides a list of the fiscal year obligated monies, and  ;

monies estimated and negotiated, for each contract selected. All active contracts are printed (records are selected with EXPIRATION DATE > CURRENT-DATE). This 10 page report is distributed to each branch chief. The report has a page break on Program Office and Branch of Specialist, with subtotals by contractor, program office and branch.

3.E.1.g. Contracts to Expire. One listing labeled NRC-3022356-1 is required nonthly. It provides a list of all active contracts in expiration date order. The listing also shows Program Office, Contractor Name and Contract Number. The user is prompted to enter the 'as of date' for the report. Approximately six active contract records are printed per page. Since there are approximately 200 records, the report can be printed on about 40 pages. The report has page break on Branch of Specialist and Specialist within branch.

3.E.1.h. Milestones. One listing labeled NRC 3022357-1 is produced which provides a list of the actual and estimated milestones for all records on the as with non-blank CONTRACT #. The report shows CONTRACT NUMBEk, SOLICITATION TYPE, MILESTONES - estimated and actual, and COMMENTS. This report is printed on an 'as needed' basis.

3.E.1.i. Contract Number List. Either one of the following listirigs is produced: NRC-3022358-1 showing only active contracts, or NRC-3022358-2 showing inactive contracts. Each provides contracts in contract number order by branch and specialist and displays the following fields:

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CIS/FPDS SYSTEM USER'S MANUAL CONTRACTOR, PROJECT OFFICER, PROGRAM AREA, SPECIALIST and PERIOD OF PERFORMANCE i The system prompts the user to request the ' active' or ' inactive'-

report.

f Each report is approximately 5 pages (200 lines).

Frequency.isson an 'as needed' basis; it is distributed to each branch ' chief. The reports have a page break on Specialist and Branch of Specialist.

3.E .1.j . Contractor Name List. One listing labeled NRC-3022359-1 is pro-duced which provides a list of all the active contracts in alpha-betical order for each Branch and Specialist. Records are printed if Expiration Date is greater than CURRENT-DATE.' Fields listed are contract number, project officer, program area, specialist and period of performance. This10page.(approximately200 lines) report is printed as needed and distributed to the various branch chiefs. The report will have a page break on Specialist and Branch.

I 3.E.1.k. Contracts Within Office. One listing labeled NRC-3022360-1 is l

produced showing the active or inactive contracts within a program office. Fields listed are contractor, contract number, specialist project officer and period of performance. The user requests the ACTIVE or INACTIVE report. If EXPIRATION DATE is less than the If CURRENT-DATE, the record is printed on the inactive report.

EXPIR-DT _> CURRENT-DATE, record is printed on the active report.

It is requested as needed for each branch chief.

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' . CIS/FPDS SYSTEM USER'S MANUAL U L3N.2. How to Request a Report.

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