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A. Previously the only way to submit order level data was through the Batch Upload tool. Now, when a vendor user pulls an individual contract into their work list, an additional step in the workflow will appear to submit order level data. Only contracts that require order level data will see a change to the workflow. See the Vendor user guide for more information.

A. If a contract requires order level data, all orders and mandatory fields must be completed to submit an ISR.

A. Verify with your contracting officer the contract in question requires order level reporting. If so and a specific order(s) does not appear in your workflow, contact the Federal Service Desk to report the issue.

A. No, this new functionality only affects Vendor users. There is no change to how order level data is viewed by government users.

A. Instructions on how to use the "Batch Upload" functionality is covered on page 28, Section 9 of the Contractor User Guide. The data elements users populate and submit through the front end user interface are identical to the data elements populated in Batch Upload Template.

A. If you have an IDIQ contract that can be used by multiple agencies, and have an Individual Subcontracting Plan for that contract, task and delivery order level data is required. If you are still unsure, please contact your government contracting officer for additional clarification.

A. eSRS pulls all its data from FPDS. All task and delivery orders that require order level reporting will be identifiable in FPDS using its Reports tool. In the future, the eSRS Reporting feature will be enhanced to identify required orders.

A. If you administer or review subcontracting reports for an IDIQ contract that can be used by multiple agencies, and has an Individual Subcontracting Plan, task and delivery order level data is required to be submitted by vendors. Contract master level contracting officials are responsible for reviewing both contract and order level data. The socio-economic categories are the same for both contract and order level data reporting.

A. Once you login, access your pending contract subcontracting reports as you normally would. The difference is you will now see order level data embedded in the contract report. There is a tutorial video on your logged in home page as well as instruction provided in the user guides to further assist you.

A. Similar to reviewing contract data, work with the vendor to determine data accuracy. Order level data is part of the overall Individual Subcontracting Report. If data is incorrect for an order, the entire report should be rejected.

A. FAR Case 2014-003 Small Business Subcontracting Improvements was effective November 2016. This FAR rule implemented regulatory changes made by Small Business Administration (SBA). Mandatory order-level reporting requirement is applicable after November 30, 2017, which is when Electronic Subcontracting Reporting System (eSRS) is expected to accommodate the requirement.

In addition to compliance with SBA's regulations, the order-level reporting requirement has the benefit of facilitating the allocation of subcontracting credit to funding agencies; proper allocation of credit ensures that funding agencies are incentivized to promote small business subcontracting on orders. As stated at FAR 19.704(a)(10)(iii) and 52.219-9(d)(10)(iii), contractors will include subcontracting data for each order when reporting subcontracting achievements for indefinite-delivery, indefinite-quantity contracts. The requirement only effects those contracts with an Individual Subcontracting Plan and are intended for use by multiple agencies.

A. Contractors will populate data consistent with the socio economic categories currently required for contracts at the task/delivery order level. The socio-economic categories are the same for both a contract and an order. For example, on an eligible order, prime contractors will report the dollars subcontracted to Women Owned Small Businesses, Veteran Owned Small Businesses, Service Disabled Veteran Owned Small Businesses, etc.

A. The Batch Upload feature is currently used to submit contract subcontracting data for multiple contracts at once. The Batch Upload feature has been enhanced to allow for the submission of order level data as well. Currently, this is the only method available to submit order level data. It is recommended to use the Batch Upload function to submit both contract and order level data for those contractors required to submit order level data.

Available guidance can be found in the Vendor User Guide and, once logged in, a training video and guiding language on the Batch Upload page.

A. Order level reporting is not required for contractors who have a commercial or DoD comprehensive subcontracting plan.

A. Master level contracting officers and designated officials are responsible for reviewing order level data submissions. These users will be able to access both contract and order level subcontracting data and make a determination. Order level data is part of the overall subcontracting report. Acknowledging a contract report will acknowledge all order level data submitted by the contractor as well. The government review period begins May 1st. Government contracting officers and designated officials will be able to view order level data within the contract subcontracting report by then.

A. Its initial operating capability (IOC) official launch was on October 28^th, 2005. Full operating capacity (FOC) was launched March 25^th, 2006 and the system continues to be enhanced.

A. Department of Defense organizations that handle unclassified contracts began using eSRS in October 2008. Classified contract reporting should still be done through your government contracting official.

A. When a contractor enters their Unique Entity Identifier (SAM) to register, the eSRS will self populate the Contractor Information, and the Physical and Mailing address data fields from the System for Award Management (SAM). If there is an issue with the pre-populated data, the contractor will need to contact SAM and correct their data in that system prior to registering in eSRS. Once the contractor corrects the data in the SAM, it will take approximately 48 hours before eSRS is refreshed with the new data. Again, the "rule of thumb" is that any change a contactor makes in the SAM, they should wait approximately two days before trying to register in eSRS again.

If you registered even though the data was wrong, please fix the data in SAM and check to see if eSRS refreshed the information after two business days. If not, please contact the eSRS Helpdesk and make them aware of the situation.

All prime contractors are required to be registered in SAM to do business with the government. Lower tier contractors do not have the requirement to register in SAM unless they themselves have a contract with the government. However, in the event the contractor has not registered in SAM, the contractor must now manually input, update and maintain the physical and mailing addresses in eSRS at time of registration.

If you are interested in registering at SAM please visit https://www.sam.gov/.

ISR

An ISR (formally the SF 294) collects subcontract award data from prime/subcontractors that: (a) hold one or more contracts over the applicable threshold specified in FAR 19.702(a) at any given time during the term of the contract; and (b) are required to report subcontracts awarded to Small Business (SB), Small Disadvantaged Business (SDB), Women-Owned Small Business (WOSB), HUBZone Small Business (HUBZone SB), Veteran-Owned Small Business (VOSB), and Service-Disabled Veteran-Owned Small Business concerns under a subcontracting plan. For the Department of Defense (DoD), the National Aeronautics and Space Administration (NASA), and the Coast Guard, this form also collects subcontract awards for Historically Black Colleges and Universities (HBCUs) and Minority Institutions (MIs).

The ISR is not required from small businesses or for commercial items for which a commercial plan has been approved, nor from large businesses in the DoD Test Program for Negotiation of Comprehensive Subcontracting Plans.

SSR

An SSR collects subcontract award data from prime/subcontractors that: (a) hold one or more contracts over the applicable threshold specified in FAR 19.702(a) at any given time during the term of the contract; and (b) are required to report subcontracts awarded to Small Business (SB), Small Disadvantaged Business (SDB), Women-Owned Small Business (WOSB), HUBZone Small Business (HUBZone SB), Veteran-Owned Small Business (VOSB), and Service-Disabled Veteran-Owned Small Business concerns under a subcontracting plan. For the Department of Defense (DoD), the National Aeronautics and Space Administration (NASA), and the Coast Guard, this form also collects subcontract awards for Historically Black Colleges and Universities (HBCUs) and Minority Institutions (MIs).

Commercial Reports

Contractors with Commercial Plans (formerly known as Commercial Products Plans) are required to file only the SSR, not the ISR; moreover, they are required to file only once a year. When a contractor enters an SSR, the eSRS will prompt the user to specify whether or not the report is for a commercial plan. If the contractor indicates that this is so, the eSRS will provide a variation of the SSR specifically for contractors with a commercial plan. There are Help bubbles in the additional fields to guide the user through the report.

ISR

The ISR is due semi-annually and at contract completion, always within 30 days after the close of each reporting period unless otherwise directed by the contracting officer. Normally these deadlines would be April 30th for the period ended March 31st and October 30th for the period ended September 30th. A separate report is also due within 30 days after contract completion. Reports are required when due, regardless of whether there has been any subcontracting activity since the inception of the contract or since the last reporting period.

SSR

SSRs must be submitted semi-annually (for the six months ended March 31st and the twelve months ended September 30th) for contracts with DOD and NASA, and annually (for twelve months ended September 30th) for contracts with civilian agencies, except for contracts covered by an approved Commercial Plan (see below). Reports are due 30 days after the close of each reporting period.

Note: On September 9th 2013, DoD issued a Class Deviation for Summary Subcontract Report (SSR)-Submission under Individual Subcontracting Plans, which establishes changes to the frequency and number of reports required as well as changes to the routing for report submission. For additional information see the DPAP Class Deviation postings here (DARS Tracking Number 2013-O0014).

Commercial Reports

This report is due within 30 days after the government's fiscal year.

A. Subcontract Reports training is conducted by SBA. To view training opportunities visit SBA’s Subcontracting website at www.sba.gov

A. In accordance with the memorandum issued by the Office of Federal Procurement Policy (OFPP) on November 3, 2005, along with other notices, all agencies submitting unclassified contracting information into FPDS-NG, their large prime contractors, and large subcontractors (i.e., subcontractors with subcontracting plans under the flow-down provision) should begin using eSRS upon deployment of IOC for both the summary and individual subcontract reporting. Entitlement Programs like OPM contractors under the Federal Employees Health Benefits Program (FEHBP) and contractors holding Medicare contracts with HHS are currently exempt from this requirement and should continue to submit paper SF-294s and SF-295s to those agencies.

A. The system offers assistance in several ways. First, there are user guides available on the eSRS homepage (see the list on the right-hand side of the screen). Second, before entering the reports, the system will prompt you with a notice explaining the information that you will need to have on hand to enter those reports. Third, there are help bubbles ( ) throughout the reports that explain the data fields. You can also review the training webinars available on the site.

A. If you are a large prime contractor: In the event that you are unable to find or report against a contract that should be available through eSRS, you must contact your cognizant contracting officer for help. In order for you to report against your contract, your government contracting authority will have to report your award to Federal Procurement Data System -Next Generation (FPDS-NG), and they must flag the record as having a subcontracting plan. FPDS-NG is the central repository containing a searchable collection of over 12 million federal contract actions. FPDS-NG is the authoritative source of the basic contractual information used to pre-populate many of the eSRS fields when entering your contract number. For more information on FPDS-NG please visit https://www.fpds.gov.

If you are a large lower-tier subcontractor: In the event that you are unable to find or report against a contract that should be available through eSRS, you must contact the contractor with which you company has the contractual relationship.

A. To register in eSRS, the users should click their user type at the top of eSRS homepage, either government or contractors, and then click the Register tab on the following page.

If you have any questions about eSRS:

• Contractors should contact the Federal Service Desk.
• Government officials should contact their eSRS Agency Coordinator.

A. Contracting officers and the Offices of Small and Disadvantaged Business Utilization (OSDBUs) will no longer receive paper SF-294s and SF-295s. Instead, they will log on to the eSRS to view their contractors' achievements. The system will provide a variety of standard reports, including Analysis of Subcontracting Plan Goal Attainment (SBA Form 1907), a Five-Year Trend Analysis, and a number of other reports - as well as a robust ad hoc reporting tool for users who wish to design their own reports. The agency OSDBUs will no longer need to input the SF-295 data into a Government database, as they have done in recent years, nor will they have to develop a special report for SBA; everyone will have access to the data at the same time. Also, the eSRS will provide automatic reminder notices to contractors when reports are due and generate delinquent notices when contractors fail to submit reports by the due date.

A. Everyone must enter the contract numbers that their company has with the government under the Contract Worklist on their homepage. Once that is done, they will see a listing of all reports that are entered by others, but they will not be able to review or edit the reports submitted by other individuals in their company. In the future, we hope to make additional changes to the system to accommodate contractors to have permissions to see reports entered by other individuals in their organization.

A. The Prime or higher-tier subcontractors will review their subcontractors' Individual Subcontracting Reports (ISRs), and the government will review the Prime's ISR and all of the Summary Subcontracting Reports (SSR). Please note: Contractors do not need to review their subcontractors' SSRs.

A. Contractors need to keep in mind that once the reports are submitted to the government, they have met their reporting requirement. This does not mean that the government does not have the right to reject the report for necessary revisions. The government may reject a report at any time and ask for revisions.

A. If you are the prime contractor filing an ISR or SSR, or if you are a subcontractor filing an SSR, you should contact the Contracting Officer on the contract(s) you have with that agency and ask them for this information. If they do not understand the process, then ask to talk with their eSRS Agency Coordinator. If you cannot determine the name of that person, please send an email to the eSRS Helpdesk, and label it as a policy question asking for that agency coordinator's name.

If you are a subcontractor reporting to the prime contractor or a higher-tier subcontractor, we recommend that you call the person who awarded your subcontract; or, if that person is unknown, you may contact the Small Business Liaison Officer of that company.

A. The Federal Acquisition Regulation (FAR) subpart 4.602(e) prescribes the use of a unique Procurement Instrument Identifier. In accordance with FAR 4.602(e)(2) Agencies were required to have this in place prior to October 1, 2003. Any new contractual action awarded or issued by the Federal Government in Fiscal Year 2004 forward would adhere to this standard. For any action awarded prior to Fiscal Year 2004, a unique Procurement Instrument Identifier (PIID) was created using your Contract Number and augmenting it with the additional information to conform to the regulation and ensure enforcement of the standard and uniqueness in the numbering system.

A. The contractor needs to contact the individual at the government or higher tier who will be reviewing their report and request it be rejected for revisions.

A. Please send an email request to the eSRS Helpdesk and ask for them to change your registration from the existing Unique Entity Identifier (SAM) to the UEI Number you require. Please send the helpdesk your e-mail address (you registered in eSRS), the old UEI Number, and the UEI Number you would like to be moved to.

A. First, have you submitted your ISR? If your ISR has not been submitted into the system, there is nothing for the lower-tier report to link to in eSRS. Second, if the lower tier did not put your email address on the report as the reviewer, you will not see the report. You should ask your lower-tier subcontractor whose email address they put on the report. If it is incorrect, they can easily change the email address by going into eSRS and look at their ISR list. Next to the report on that list is a button called "Update email target." They can click on that button and a box will appear asking for the correct email address. They enter in the new email address and submit. Now you can see the report.

A. Updates to contract actions in FPDS-NG are pulled real-time into eSRS.

A. eSRS does not currently accept ISRs for Task and Delivery Orders. SBA is working with the Office of Federal Procurement Policy (OFPP) and other agencies to develop a Government-wide policy. The feature will not be "turned on" until there is an official, written policy issued by either OFPP or SBA.

A. Since the SSR is a summary report, a contractor would normally submit only one SSR to each agency. The principal exception to this rule occurs when a contractor has both a commercial plan (i.e., for commercial items) and also one or more individual contract plans (i.e., for products or services not meeting the definition of a commercial item) with the same agency. Under this circumstance, the contractor must file two (2) SSRs, one for the commercial plan and the other representing the summary of subcontracting activity on all other contracts. A contractor with this requirement must be careful to isolate the subcontracting activity on the commercial plan and ensure that there is no double-counting.

A. See answer above.

A. When entering data in eSRS fields that require numbers, enter the number without decimals, commas, symbols, or spaces.

A. All U.S. territories are now available in the State drop down field. Select the appropriate territory in the State field drop down and then select United States in the Country field.