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Assisted Acquisition Services Business Systems (AASBS)Federal Acquisition Service (FAS)
Portfolio Incremental ImprovementsProduct Increment (PI) 8
Release Notes for GSA Users
Software Version 16.30.0
Prepared for ASSIST by ITG
Version 1.0
October 11, 2018
1
Assisted Acquisition Service PII, PI-8, Release Notes v.16.30.0
Table of ContentsDocument History 6
1.0 Task Information 7
1.1 Task Client 7
2.0 Task Requirements 7
2.1 Purpose 7
3.0 PII Enhancements 7
3.1 CHG102344 (E-02244) Closeout Enhancements – Navigation Links 7
3.1.1 User Impact 7
3.1.2 Impact to Workflow 7
3.1.3 Change Description 7
3.1.4 Interface Impact 9
3.1.5 Integrations 9
3.1.6 Implementation Process 9
3.2 CHG102344 (E-02243) Closeout Enhancements – Closeout Banners 10
3.2.1 User Impact 10
3.2.2 Impact to Workflow 10
3.2.3 Change Description 10
3.2.4 Interface Impact 12
3.2.5 Integrations 12
3.2.6 Implementation Process 12
3.3 CHG102344/CHG103778/ CHG103779 (E-02243/E-02412/E-02385) Closeout – View Form 12
3.3.1 User Impact 12
3.3.2 Impact to Workflow 12
3.3.3 Change Description 12
3.3.4 Interface Impact 15
3.3.5 Integrations 16
3.3.6 Implementation Process 16
3.4 CHG102344/CHG103016/CHG103778/ CHG103779 (E-02243/E-02320/E-02412/E-02385) Closeout – Edit Form 16
3.4.1 User Impact 16
3.4.2 Impact to Workflow 16
Assisted Acquisition Service PII, PI-8, Release Notes v.16.30.0
3.4.3 Change Description 16
3.4.4 Interface Impact 19
3.4.5 Integrations 20
3.4.6 Implementation Process 20
3.5 CHG103014 (E-02318) – Update AQI BIRT Report 20
3.5.1 User Impact 20
3.5.2 Impact to Workflow 20
3.5.3 Change Description 20
3.5.4 Interface Impact 21
3.5.5 Integrations 21
3.5.6 Implementation Process 21
3.6 CHG103779 (B-11456) – Closeout Reconciliation BIRT Report 21
3.6.1 User Impact 21
3.6.2 Impact to Workflow 21
3.6.3 Change Description 21
3.6.4 Interface Impact 22
3.6.5 Integrations 22
3.6.6 Implementation Process 22
3.7 CHG104448 – (E-02359) Closeout PACs 22
3.7.1 User Impact 22
3.7.2 Impact to Workflow 22
3.7.3 Change Description 22
3.7.4 Interface Impact 24
3.7.5 Integrations 24
3.7.6 Implementation Process 24
3.8 CHG101859/CHG103810 – (E-02089/E-02161) Remove Fund Requests from PAC / Verify Collaborations Component in PAC 24
3.8.1 User Impact 24
3.8.2 Impact to Workflow 24
3.8.3 Change Description 24
3.8.4 Interface Impact 25
3.8.5 Integrations 25
3.8.6 Implementation Process 25
3.9 CHG100422 (E-01970) – Contract Search Enhancements 25
3.9.1 User Impact 25
3.9.2 Impact to Workflow 25
Assisted Acquisition Service PII, PI-8, Release Notes v.16.30.0
3.9.3 Change Description 25
3.9.4 Interface Impact 25
3.9.5 Integrations 26
3.9.6 Implementation Process 26
3.10 CHG103497 (E-02359) – PIID Management Link 26
3.10.1 User Impact 26
3.10.2 Impact to Workflow 26
3.10.3 Change Description 26
3.10.4 Interface Impact 27
3.10.5 Integrations 27
3.10.6 Implementation Process 27
3.11 CHG103471/CHG103472 (E-02370/E-02371) – PIID Management Search, Hierarchy and Create New PIID 27
3.11.1 User Impact 27
3.11.2 Impact to Workflow 27
3.11.3 Change Description 27
3.11.4 Interface Impact 29
3.11.5 Integrations 29
3.11.6 Implementation Process 29
4.0 Follow-On Support 29
APPENDIX A. 30
List of FiguresFigure 1: ITSS ASSIST Closeout Link.........................................................................................8Figure 2: TOS ASSIST Closeout Link..........................................................................................8Figure 3: ASSIST1 Closeout Link................................................................................................9Figure 4: ASSIST2 Closeout Link................................................................................................9Figure 5: Closeout has not been started..................................................................................10Figure 6: Closeout in-progress..................................................................................................10Figure 7: Closeout completed by Contracting Officer.............................................................11Figure 8: Closeout Form is view-only because you do not have the privilege to edit form.11Figure 9: Closeout Form is view-only because the POP End Date is in the future...............12Figure 10: Closeout Header (View)............................................................................................13Figure 11: Administrative Closeout Checklist (View)..............................................................13Figure 12: Additional Considerations Checklist (View)...........................................................13Figure 13: Financial Completion Statement (View)..................................................................14Figure 14: Contract Completion Statement (View)...................................................................14Figure 15: Comments (View)......................................................................................................15Figure 16: Attachments (View)..................................................................................................15
Assisted Acquisition Service PII, PI-8, Release Notes v.16.30.0
Figure 17: Edit History (View)....................................................................................................15Figure 18: Closeout Header (Edit).............................................................................................16Figure 19: Administrative Closeout Checklist (Edit)................................................................17Figure 20: Additional Considerations Checklist (Edit)............................................................17Figure 21: FMA Panel (View only for all users except FMA)...................................................18Figure 22: Contract Completion Statement (Edit)....................................................................18Figure 23: Comments (Edit).......................................................................................................19Figure 23: Attachments (Edit)....................................................................................................19Figure 25: AQI Status.................................................................................................................20Figure 26: AQI BIRT Report.......................................................................................................21Figure 27: Closeout Reconciliation BIRT Report.....................................................................22Figure 28: FSD Closeout Reconciliation Report......................................................................23Figure 29: Client Closeout Request..........................................................................................23Figure 30: Release of Claims Request......................................................................................24Figure 31: Register New Contract.............................................................................................25Figure 32: PIID Management Link in the Menu.........................................................................26Figure 33: PIID Management Link from Homepage.................................................................27Figure 34: PIID Management Search Page...............................................................................28Figure 35: PIID Hierarchy Page..................................................................................................28Figure 36: Create PIID Page.......................................................................................................28
Assisted Acquisition Service PII, PI-8, Release Notes v.16.30.0
Document History
Version Description Prepared By: Reviewed By: Approved By: CI #Date
1.0 Initial Draft Pauline Ohanian John Weiss John Weiss 10/12/2018
Assisted Acquisition Service PII, PI-8, Release Notes v.16.30.0
1.0 Task InformationTask Title: General Services Administration (GSA) - ASSISTDocument Title: Integration Release Notes
1.1 Task ClientGSA, FAS, AAS FEDSIMATTN: Sandy Greenwell, COR1800 F Street, NWSuite 3100 (QFOB)Washington DC 20405
2.0 Task Requirements
2.1 Purpose The purpose of Portfolio Incremental Improvements PI8 Release is to deploy updated enhancements to the GSA AASBS Assisted Services Shared Information SysTem (ASSIST) including the following: A new Closeout feature that will be utilized on both RBA and NBA orders. This feature will provide a common process to capture final activities on orders. In addition, when the closeout is certified and completed by the Contracting Officer, that information will be captured in a PDF file and be available in the Electronic Contract File (ECF). As part of the Closeout enhancements, changes include updating the AQI Closeout BIRT Report, creating Closeout Reconciliation BIRT Report as well as three new closeout collaborations. Additional changes include removing Fund Requests creation from PAC and enhancing PAC with a common collaboration’s component. And lastly, in Registration, contract search enhancements implemented when registering a new contract.
3.0 PII Enhancements
3.1 CHG102344 (E-02244) Closeout Enhancements – Navigation Links3.1.1 User Impact
GSA Users. Support Users.
3.1.2 Impact to WorkflowNone.
3.1.3 Change DescriptionThis change pertains to adding a new Closeout link on ITSS, TOS, ASSIST1 and ASSIST2 Orders. The link would only show for GSA and Support users on all Closed/Awarded orders.
Assisted Acquisition Service PII, PI-8, Release Notes v.16.30.0
Figure 1: ITSS ASSIST Closeout Link
Figure 2: TOS ASSIST Closeout Link
Assisted Acquisition Service PII, PI-8, Release Notes v.16.30.0
Figure 3: ASSIST1 Closeout Link
Figure 4: ASSIST2 Closeout Link
3.1.4 Interface ImpactNone.
3.1.5 IntegrationsN/A
3.1.6 Implementation ProcessN/A
Assisted Acquisition Service PII, PI-8, Release Notes v.16.30.0
3.2 CHG102344 (E-02243) Closeout Enhancements – Closeout Banners3.2.1 User Impact
GSA Users. Support Users.
3.2.2 Impact to WorkflowNone.
3.2.3 Change DescriptionThis change describes the various closeout banner messages when viewing a closeout form.
When a closeout has never been edited, ‘Closeout has not been started’ is displayed on the Closeout Form.
Figure 5: Closeout has not been started
When a closeout has been edited but not completed yet by the Contracting Officer, ‘Closeout in progress’ is displayed on the Closeout Form.
Figure 6: Closeout in-progress
Assisted Acquisition Service PII, PI-8, Release Notes v.16.30.0
When a closeout has been completed yet by the Contracting Officer, ‘Closeout Completed by Contracting Officer’ is displayed on the Closeout Form.
Figure 7: Closeout completed by Contracting Officer
When user does not have access to edit a Closeout form outside of their AAC, ‘Closeout Form is view-only because you do not have the privilege to edit this form.’ is displayed on the Closeout Form.
Figure 8: Closeout Form is view-only because you do not have the privilege to edit form
Assisted Acquisition Service PII, PI-8, Release Notes v.16.30.0
When the Period of Performance (POP) End Date is not in the past, ‘Closeout Form is view-only because the POP End Date is in the future.’ is displayed on the Closeout Form.
Figure 9: Closeout Form is view-only because the POP End Date is in the future
3.2.4 Interface ImpactNone.
3.2.5 IntegrationsN/A
3.2.6 Implementation ProcessN/A
3.3 CHG102344/CHG103778/ CHG103779 (E-02243/E-02412/E-02385) Closeout – View Form
3.3.1 User Impact GSA Users. Support Users. FMA Users.
3.3.2 Impact to WorkflowNone.
3.3.3 Change DescriptionThis change describes the various sections in the Closeout Form in View Mode.
Assisted Acquisition Service PII, PI-8, Release Notes v.16.30.0
Figure 10: Closeout Header (View)
Closeout Due Date is calculated as: For contract type Firm Fixed Price (code J) due date = POP End Date + 180 days. For contract types involving settlement of indirect cost rates (codes A,L,R,S, T, U, V) due
date = POP End Date + 1080 days. For all other contract types (code B,K,M,Y,Z,1,2,3) = POP End Date + 600 days.
Figure 11: Administrative Closeout Checklist (View)
Figure 12: Additional Considerations Checklist (View)
Assisted Acquisition Service PII, PI-8, Release Notes v.16.30.0
Figure 13: Financial Completion Statement (View)
Figure 14: Contract Completion Statement (View)
Dollar amount of excess funds is calculated as: For ITSS orders, Award Amount – Approved Invoice Total For TOS orders, Balance column on OMIS View Contracts For Contracting Officer to complete the Closeout form, Excess Funds must be $0
Final Payment Voucher is calculated as: Most recent invoice where Payment Status field as ‘PAID’.
Final Invoice Voucher is calculated as: Most recent invoice where Payment Status field as ‘Processed for Payment’ or ‘Processed for
Partial Payment’.
Assisted Acquisition Service PII, PI-8, Release Notes v.16.30.0
Figure 15: Comments (View)
Figure 16: Attachments (View)
Figure 17: Edit History (View)
3.3.4 Interface ImpactNone.
3.3.5 IntegrationsN/A
Assisted Acquisition Service PII, PI-8, Release Notes v.16.30.0
3.3.6 Implementation ProcessN/A
3.4 CHG102344/CHG103016/CHG103778/ CHG103779 (E-02243/E-02320/E-02412/E-02385) Closeout – Edit Form
3.4.1 User Impact GSA Users. Support Users. FMA Users.
3.4.2 Impact to WorkflowNone.
3.4.3 Change DescriptionThis change describes the various sections in the Closeout Form in Edit Mode.
Users are only allowed to make edits on closeouts within their AAC.
Tool tip help is available on all user entered fields on the form. Help with this page is available both on the View and Edit Closeout forms.
Figure 18: Closeout Header (Edit)
Closeout Due Date is calculated as: For contract type Firm Fixed Price (code J) due date = POP End Date + 180 days. For contract types involving settlement of indirect cost rates (codes A,L,R,S, T, U, V) due
date = POP End Date + 1080 days. For all other contract types (code B,K,M,Y,Z,1,2,3) = POP End Date + 600 days.
Closeout Prohibitions options are as follows: None Unresolved Litigation or Appeal Contract Termination In Process
Assisted Acquisition Service PII, PI-8, Release Notes v.16.30.0
Closeout Prohibitions and Lead Closeout Representative are required about Save.
Closeout Prohibitions must be None in order for Contracting Officer to certify the form.
Lead Closeout Representative is a selection of GSA users in the same AAC.
Figure 19: Administrative Closeout Checklist (Edit)
Figure 20: Additional Considerations Checklist (Edit)
Checklist Dates are required for Complete selections in the Administrative Closeout Checklist and Additional Considerations. When entered, dates must be greater than POP End Date and less than or equal to Today’s Date.
Assisted Acquisition Service PII, PI-8, Release Notes v.16.30.0
Figure 21: FMA Panel (View only for all users except FMA)
Financial Completion Statement can only be edited by FMA users. Otherwise, it is read-only on the Edit Closeout Form.
On the Financial Completion Statement, Total Vendor Invoiced data entry must match the Approved Invoice Total, otherwise a new RECON will be requested.
Figure 22: Contract Completion Statement (Edit)
Dollar amount of excess funds is calculated as: For ITSS orders, Award Amount – Approved Invoice Total For TOS orders, Balance column on OMIS View Contracts For Contracting Officer to complete the Closeout form, Excess Funds must be $0
Final Payment Voucher is calculated as: Most recent invoice where Payment Status field as ‘PAID’.
Final Invoice Voucher is calculated as: Most recent invoice where Payment Status field as ‘Processed for Payment’ or ‘Processed for
Partial Payment’.
Contracting Officer Certification:
Enabled only for Contracting Officers and when FMA (Financial Management Analyst) has certified financial reconciliation.
Assisted Acquisition Service PII, PI-8, Release Notes v.16.30.0
When saving the form, at least one comment is required:
Figure 23: Comments (Edit)
When saving the form, attachments are optional.
Figure 24: Attachments (Edit)
General rules on the Closeout Edit Form: Users may click on Save as Draft or Save to save changes. Save As Draft bypasses all field validations. An FMA user must certify the closeout in the Financial Completion Statement before
Contracting Officer can proceed with completing the closeout. When Contracting Officer checks the Contracting Officer Certification checkbox and saves
the form, the form will be locked, and a Closeout PDF file will be generated and sent to Electronic Contract File repository. The name of the Contracting Officer and the time he/she completed the form will be noted to Edit History as well in the Closeout PDF file. In addition, the name of the Financial Management Analyst and the time he/she completed the form.
Close without Saving will not save data and return the user to Closeout View.
3.4.4 Interface ImpactNone.
3.4.5 IntegrationsN/A
Assisted Acquisition Service PII, PI-8, Release Notes v.16.30.0
3.4.6 Implementation ProcessN/A
3.5 CHG103014 (E-02318) – Update AQI BIRT Report 3.5.1 User Impact
GSA Users.
3.5.2 Impact to WorkflowNone.
3.5.3 Change DescriptionUpdate AQI BIRT Report to reflect Closeout enhancements.
Modify Acq. Quality Indicators (AQI) Status
Figure 25: AQI Status
Order Type will display the Contract Type Description. Closeout Due Date is calculated as follows:
o For contract type Firm Fixed Price (code J) due date = POP End Date + 180 days.o For contract types involving settlement of indirect cost rates (codes A,L,R,S, T, U, V) due
date = POP End Date + 1080 days.o For all other contract types (code B,K,M,Y,Z,1,2,3) = POP End Date + 600 days.
Assisted Acquisition Service PII, PI-8, Release Notes v.16.30.0
Figure 26: AQI BIRT Report
3.5.4 Interface ImpactN/A
3.5.5 IntegrationsN/A
3.5.6 Implementation ProcessN/A
3.6 CHG103779 (B-11456) – Closeout Reconciliation BIRT Report3.6.1 User Impact
GSA Users. Support Users.
3.6.2 Impact to WorkflowThere is no impact to ASSIST application workflow.
3.6.3 Change DescriptionThis update pertains to adding a new BIRT Report called Closeout Reconciliation Report. This report is accessible via Featured Reports as well as under RBA and NBA reports. This report displays all closeouts that have started and are in progress. Any completed closeout will be removed from this report.
Assisted Acquisition Service PII, PI-8, Release Notes v.16.30.0
Figure 27: Closeout Reconciliation BIRT Report
3.6.4 Interface ImpactN/A
3.6.5 IntegrationsN/A
3.6.6 Implementation ProcessN/A
3.7 CHG104448 – (E-02359) Closeout PACs3.7.1 User Impact
GSA and Support users. Contractors Clients
3.7.2 Impact to WorkflowThere is no impact to ASSIST application workflow.
3.7.3 Change DescriptionThis change pertains to adding three new PACs that support the Closeout process:
FSD Closeout Reconciliation Request: This collaboration initiates the required coordination with the FSD team to obtain a financial reconciliation of an order in the closeout process. The Responsible Persons functionality will provide all FMs as potentially selectable; however, this PAC needs to be routed to an FMA. Lists all FM users in green banner who can be selected as Responsible Persons. This report is only accessible by GSA users.
Assisted Acquisition Service PII, PI-8, Release Notes v.16.30.0
Figure 28: FSD Closeout Reconciliation Report
Client Closeout Request: Captures the coordination with the client and/or designated Contracting Officer Representative (COR).
Figure 29: Client Closeout Request
Assisted Acquisition Service PII, PI-8, Release Notes v.16.30.0
Release of Claims Request: Supports the closeout process by documenting the coordination between the industry partner and GSA relating to final status on deliverables and other items. Date and one attachment is required.
Figure 30: Release of Claims Request3.7.4 Interface Impact
N/A
3.7.5 IntegrationsN/A
3.7.6 Implementation ProcessN/A
3.8 CHG101859/CHG103810 – (E-02089/E-02161) Remove Fund Requests from PAC / Verify Collaborations Component in PAC
3.8.1 User Impact GSA and Support users.
3.8.2 Impact to WorkflowThere is no impact to ASSIST application workflow.
3.8.3 Change Description This change pertains to removing the ability for creating Fund Requests from PAC. Users will still be able to edit incomplete Fund Requests from PAC. However, they will not be
able to create new Fund Requests from PAC. Instead this feature has moved to Interagency Agreements – Part A, starting PI-8.
As a general enhancement, the Post Award Collaborations have been enhanced with new collaboration components. All functionality in PAC stays intact.
Assisted Acquisition Service PII, PI-8, Release Notes v.16.30.0
3.8.4 Interface ImpactN/A
3.8.5 IntegrationsN/A
3.8.6 Implementation ProcessN/A
3.9 CHG100422 (E-01970) – Contract Search Enhancements3.9.1 User Impact
GSA and Support users.
3.9.2 Impact to WorkflowN/A
3.9.3 Change Description This change pertains to improving search results when registering a new contract. The
search would only return a contract in Option 1 but not in Option 2, if the contract is already registered in ASSIST.
Search has also improved to exclude hyphens or any other special characters when searching for a contract.
Figure 31: Register New Contract
3.9.4 Interface ImpactN/A
Assisted Acquisition Service PII, PI-8, Release Notes v.16.30.0
3.9.5 IntegrationsN/A
3.9.6 Implementation ProcessN/A
3.10 CHG103497 (E-02359) – PIID Management Link3.10.1 User Impact
GSA Users. Support Users.
3.10.2 Impact to WorkflowThere is no impact to ASSIST application workflow.
3.10.3 Change DescriptionThis update pertains to adding a new PIID Management link in the top navigation menu. In addition, renaming the PIID Generator in the Shared Web-Services portlet on the homepage to PIID Management.
Figure 32: PIID Management Link in the Menu
Assisted Acquisition Service PII, PI-8, Release Notes v.16.30.0
Figure 33: PIID Management Link from Homepage
3.10.4 Interface ImpactN/A
3.10.5 IntegrationsN/A
3.10.6 Implementation ProcessN/A
3.11 CHG103471/CHG103472 (E-02370/E-02371) – PIID Management Search, Hierarchy and Create New PIID
3.11.1 User Impact GSA Users. Support Users.
3.11.2 Impact to WorkflowThere is no impact to ASSIST application workflow.
3.11.3 Change DescriptionThis update pertains to adding PIID Management Search and Hierarchy pages. Upon clicking on the PIID Management link, system will navigate the user to a PIID search page. Filter options by AAC, PIID Type (Acquisition, Award, Solicitation and IA) and Instrument Type are available.
Assisted Acquisition Service PII, PI-8, Release Notes v.16.30.0
Figure 34: PIID Management Search Page
Clicking on a PIID in the search result will navigate the user to the Hierarchy Page.
Users may create Amendments for Solicitations or Modifications on Award PIIDs through the Hierarchy page.
Figure 35: PIID Hierarchy Page
In addition, users will continue to create PIID’s manually by clicking on the Create New PIID option in PIID Management. The feature was moved to PIID Management. Previously, it was accessible through the PIID Generator link on the homepage.
Creating PIID’s for Acquisitions and IA’s have been deprecated. Only Award and Solicitation PIIDs are allowed to be generated manually.
Assisted Acquisition Service PII, PI-8, Release Notes v.16.30.0
Figure 36: Create PIID Page
3.11.4 Interface ImpactN/A
3.11.5 IntegrationsN/A
3.11.6 Implementation ProcessN/A
4.0 Follow-On SupportIf assistance is needed with an AASBS Business System, users are encouraged to contact 1 (877) 472-4877, [email protected].
Assisted Acquisition Service PII, PI-8, Release Notes v.16.30.0
APPENDIX A.Glossary of Acronyms, Abbreviations, and Definitions -This section provides a glossary of all terms and abbreviations used in the plan.
Term Definition
AASBS AAS Business SystemsASSIST Assisted Services Shared Information SysTemCHG SNC Change RequestFAS Federal Acquisition ServiceGSA General Services AdministrationPAC Post Award CollaborationAQI Acquisition Quality Indicators MVP Minimum Viable Product
