System for Award Management (SAM)

1. System for Award Management (SAM) Creating Efficiencies through Integration and Consolidation Meredith Whitehead General Services Administration May 2012

2. Federal/IAE systems support the acquisition/award process What’s the System Landscape Today? 2

3. Siloed systems Multiple logins—inefficient and confusing Data overlap among systems—inefficient and creates opportunity for error Separate hosting, management, and support Various standards and service level agreements—may yield varying levels of service Multiple hosting contractors—more expensive than consolidated hosting What’s Wrong with the Current Approach? 3

4. Today Siloed – Separate systems, each with a separate login Redundant – Overlapping data creates opportunity for error and complicates changes Separate – Multiple contractors at many hosting locations, managed separately with varying levels of service Future 1 Login! – Functionality accessible at one online location to streamline the process 1 Data Source! – Centralized, normalized data to eliminate potential for conflicting values and improves agility to deal with future changes 1 Host! – Consolidated hosting to reduce O&M costs What Is Our Improvement Approach? 4

5. SAM Requirements and Operations IBM is designing and documenting SAM architecture and system requirements and will operate SAM Phased System Development Government will compete the development of each phase and compete subsequent enhancements to SAM to increase competition and opportunities for small and innovative businesses Federal Service Desk (FSD) Current consolidation of Tier 1 help desk services aligns with 1-system approach Consolidated Hosting Services One common database in one hosting location means lower operating costs and greater reporting flexibility How Are We Making Changes? 5

6. How Will the New System Be Organized? • IAE system capabilities have been organized around six key functional areas

7. SAM Phase 1 Capabilities

8. What Are Phase 1 Benefits? • Contracting/Grants Officers • Streamlined Process – One login provides access to entity core data, representations and certifications, and exclusions information • Entities • Streamlined process • For first-time registrants, process integration, re-ordering, and streamlining means less time to complete the process • Registration purpose question allows grantees to avoid contractor-specific content • New glossary – On-screen tool clarifies what data needs to be entered • Expanded NAICS viewing – SAM offers the opportunity to view other NAICS for which the entity is considered “small” • System Owners/Administrators • Fewer interfaces – Consolidation reduces maintenance challenges and costs

9. Will Your Systems Be Ready for SAM? • SAM is merging multiple systems into one database • Consolidation of databases eliminates data redundancy across the systems • In some cases, merging databases requires normalizing like items like field length or format

10. Will Related Systems Be Ready? • Every system that interfaces with CCR/FedReg, ORCA or EPLS today must make changes in order to continue with business as usual • Groups impacted include contract/grants writing systems (processing awards), financial systems (paying awardees), business warehouses (creating reports), etc. • Impacts of not aligning with the SAM data model and updating your interfaces include not being able to update your systems that award contracts or grants and those that pay awardees

11. Key Information for Interfacing Systems SAM Phase 1 is scheduled to be available to users May 29, 2012 There are two deadlines associated with readiness for SAM Phase 1 By May 29, you need to update your system to accept data from the new location. Data will be available in the legacy format. By February 2013, you need to update your system to accept data in the new SAM format All the information needed to update interfaces is available at http://sam.gov

12. What’s Next? SAM Phase 1 will be available to users in late May 2012 Training for SAM Phase 1 is available online

13. What Can You Expect When SAM Goes Live? • 1 Login! – After migration, all the capabilities in CCR/FedReg, ORCA, and EPLS will be available at SAM.gov • Redirect – Users will be automatically redirected from the legacy systems to SAM • New User ID – You can establish a new user ID or use the same as the one you use now – the system will guide you through the process • Existing CCR/FedReg, ORCA and EPLS data will be moved to SAM • The process of logging in will connect you with the data you have permission to view now • Publicly available data will still be publicly available

14. What Should You Do Now? • Review SAM information on SAM.gov • Tell others about SAM • Direct any SAM-related questions to AskSAM@gsa.gov • For interfacing systems • Use the interface information available at http://SAM.gov • Ask to be added to the interfaces distribution list by writing to AskSAM@gsa.gov • Plan to review SAM training materials • For federal agencies, review training materials • For awardees and potential awardees, review training materials 2 to 3 weeks before you need to update or create your registration • Review your organization’s CCR/FedReg and EPLS administrators and users to verify access requirements and/or roles