An Overview of the

Federal Procurement Data System

(FPDS)
 What Is FPDS?

• FPDS IS:

– An automated system used to collect and report on federal

procurement spending

• Data is submitted via a contract writing system (CWS) or directly into

FPDS Using Direct Web Input

• Reports can be run by individuals

– The single authoritative repository for federal procurement

award data

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 FPDS Vision and Goals

• Transparency and visibility into government contracting

– Contracting information across the federal spectrum in real time, down to the contract action

• Powerful business decision-making tool for the contracting

community
– Agencies can view all data and analyze trends for contract management and market research
– Provide interoperability with departmental contract writing systems

• Foundation for standardizing contracting processes

– Policy changes can be made in one tool and utilized across the federal enterprise
– Reduce system redundancies and costs

• Self-service, web accessible reporting tools

– Congress, press, state government officials, IG & auditors, FOIA offices, GAO, etc.
– Data available within 24 hours of award

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Data Accuracy

• Data accuracy starts with the contracting officer

• OFPP 5/9/08 memo makes federal Chief Acquisition Officers

(CAOs) responsible for accuracy of data input
– Agency heads required to certify data accuracy annually
– Verification and validation (V&V) process required to be in place and
conducted by a third party

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Who Uses FPDS?

• Designed for Use by:

– Contracting Officers
– Program and Procurement Analysts
– Senior Procurement Executives
– Congress, state, and local governments
– System Administrators
– Media, research groups, marketing groups,
students, and commercial businesses
– All other interested public parties

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 FPDS Homepage at: https://www.fpds.gov/

• Links under “Top

• For those who are Requests” and
already registered, “Reports” provide
enter your log-in and data already
password. prepared for you.”

• Find contact • Links under

information for the ‘What’s New”
FPDS Help Desk at and “Important
this link. Links” provide
information
• To register to use related to FPDS.
FPDS, click on this
link. You must register • Some Computer-
to receive a password Based Training is
and to be able to run also available.
reports.

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How Do I Register to Use FPDS?

1st Page For All

Registrants
• Please keep in mind that agencies
may have their own procedures so
check with your departmental
system administrator

• From the Homepage, click on

“Register.” If you ARE a
government contracting officer,
click the first paragraph.

• If you ARE NOT a contracting

officer, click the second paragraph.

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How Do I Register to Use FPDS? (continued)

Registration For
Government C.O.s
• Complete and submit the User
Identification format shown
here.
• Look for a return e-mail with
your password.
• Use your new password and
your user ID (often an e-mail
address) to Log Into FPDS.

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How Do I Register to Use FPDS? (continued)

Registration For All

Others
• Complete and submit the User
Identification format shown
here.
• Look for a return e-mail with
your password.
• Use your new password and
your user ID (often an e-mail
address) to Log Into FPDS.

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 What Data Does FPDS Contain?

• Contract Data in General Categories

– Dates
• Date Signed – Legislative Mandates
• Date Effective
• Last Date to Order • Walsh Healey Act
• Completion Date • Davis Bacon Act
– Amounts – Service/Commodity Information
• Action Obligation • Service Code
• Base and Exercised Options Value • NAICS Code
• Base and All options Value
– Purchaser Information – Competition Information
• Contracting Office Information • Extent Competed
– Contractor Information • Set Asides
• SAM information • Sole Source
• Contractor Name – Preference Programs
• DUNS • CO’s Business Size Selection
• Socio/Economic Data • Reasons Not Awarded
– Contract data • Set Asides
• Type of Contract
• NIA
• No CLIN information

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Privileges

• System Administrator Privileges

– Agency System Administrator
• Functions vary by agency
– Contracting Office System Administrator
• Functions vary by agency

• Contracting Officer Privileges

– Functions:
• Input Contract Award Data
• Run Reports
• Run Queries

• All Other User Privileges

– Run Reports

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 How Do I Access FPDS?

• To submit contract data:

– Via your contract writing system
– Through the web portal directly at https://www.fpds.gov

• To access reports:
– Through the web portal directly at https://www.fpds.gov

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Login Security

• Password
– Password rules
– Ability to reset
• Forgot password

• 90 day inactivity
– Applies to all government accounts
– Applies to all system (CWS, IAE interfacing system) accounts

• Lockout
– Applicable after 5 consecutive failed log on attempts (over any period of
time)
• Agency System Administrator (not FSD Helpdesk) must reset this for you

• Intrusion detection

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How do I input data?

• Contract writing system (CWS)

– CWS’s are certified to interface with FPDS.
• Examples of Government CWS systems
– Comprizon
– Prism
– PD2
– Selected data from a CWS is submitted in final once a contract is signed. Not all
CWS collect all data elements needed for FPDS.
• Note: CWS users will see a GUI (Graphical User Interface) to submit FPDS data elements not collected
by their CWS. They will not see contents of the next page.
– Submitted data becomes available in FPDS’s Reports within 24 hours
– Ask your CWS system administrator for assistance and assignment of privileges.
– Reference your CWS’s user material for further directions.
– If the award or modification is initiated through the CWS, the transaction must be
completed through the CWS.

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How do I input data?

• FPDS-NG’s direct web input

– Same data elements as the CWS
– Same validations as the CWS

• If the award or modification is initiated through the web,

the transaction must be completed through the web.

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Actions Screen: Submit Data to FPDS
Through Direct Web Input

• Manual Batch is no longer used

– Will be deprecated in V 1.3
• Audit log
– Search for auditable events
• Record delete
• Correct
• Comments
– Allows users to submit comments about FPDS-NG

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Document Lifecycle

• Create
• Save Draft
• Validate (does not equal save)
• Approve
• Delete
• Correct
• Modify
• Save Template
• Print
• Close
• Error Messages
• New

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 Actions Screen: Submit Data to FPDS
Through Direct Web Input

• Determine whether your action is

an “AWARD” (1st Column) or a
“Basic IDV.” (2nd Column)

• Choose and click on the correct

type of action.

• Key in all entries taking care to

avoid typing mistakes.

• In order: Save drafts; Validate

Business Rules; Approve.

• Use the third column to issue a

contractual modification or
correct/void the original work.

• System Administrators use the 4th

Column to assign privileges and
run internal reports.

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Actions Screen: Accessing Reports

• Click on “Standard Reports,” “Ad

Hoc Reports,” “ezSearch,” or
Interagency Contract Directory“
(ICD) depending on what data
you need.
– Standard reports return data in 1 – 12 month
increments, government wide or by
department/agency.
– For Ad Hoc reports, you must know what data
you want to retrieve. Click on the link to Ad
Hoc Reports and develop your own report to
get that unique data.
– ezSearch provides a means to search on key
words.
– The ICD provides information that will assist
contracting officers in fulfilling their
contractual needs in the most expeditious
manner.
• All report results allow drill down
capabilities to obtain data at any
level within the contracting
organization.

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 What Do FPDS Reports Provide?

• Standard Reports (predefined reports)

– 5 report categories including
• Who?
• What?
• Where?
• When?
• How?
• Adhoc (user developed and generated)
– Save queries (Queries can be saved for individual use but cannot be shared).
– Formatting
– Data values for search capability
– Different agencies may have their own procedures so check with your departmental
system administrator for more information
• Reports data is refreshed nightly for years 2004 through 2008.
• Report Size limitation
– Row Return Limit
– Email Size

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Report Functions for Standard Reports

• Export features
• Email
• Print
• Drill down
• Highlight
• Chart
• Save As
• Formatting

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The Standard Reports Page

• Reports run as government

wide reports with drill down
capability per department
down to a contracting office
within that department.

• Reports can be saved in

several formats, including
CSV, Excel, HTML and
PDF.

• Reports can also be e-mailed

in various formats.
• Data can be retrieved in
increments of 1 to 12
months.

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Standard Report Navigation

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 ADHOC

• Save queries
• Sum
• Format
• Export
• Print
• Drill down
• Highlight
• Chart
• Filters
– Data values

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PMO Published Reports

• Annually Published Reports

– Top 100 Contractors
– Federal Procurement
– Small Business Goaling
– Competition
• Special
– National Interest Actions

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Advanced Search

• Required information
• Summary of transactions
returned
• Award detail available
• Search criteria – list

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 ezSearch

• After clicking on “ezsearch”

on the “Actions Screen,”
enter a key word or phrase.

• Google™ like search

capability will appear
– Cannot print results
– Results can not be
aggregated

• Click “GO” and see the next

slide for a sample result.

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ezSearch Returns

• The search word, “Trailer,”

returned numerous results.

• Drill into the results to obtain

more information.

• Copy PIIDs (Procurement

Instrument Identifier) into
the ADVANCED SEARCH
field of FPDS to obtain
complete contract lifecycle.

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Get Help When Needed!

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FPDS Support

• What FSD support desk does

– Application Support
– System questions and issues

• Agency Support
– 1102/Contracting Issue Support
– System questions and issues
– System Administrator
• Password resets
• Right/privilege settings

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Data Validation

• Authoritative Sources Of Reference Data

– SAM
– NAICS
– PSC Codes
– Claimant Programs
– Agency Hierarchy
– Zip Code
• Congressional Districts
– FIPS

• Validation rules based on:

– FAR
– Individual Agency FARs

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 FPDS-NG Project Website

• Content
– Release notes
– Data dictionary
– Archives
– Reference information
– Schedule information

• How to access:
– URL: http://www.fpds.gov
• Documentation
• Data Archive files
– What is contained in
the data archive files
– How to download
data archive files
• Training schedules
• Etc

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