For Official Use Only

Category Management

Acquisition Playbook

View Summary: Gov-wide Category Agency Profile Reports (APRs)

September 2018

Playbook Details – View Summary: Gov-wide Category Agency Profile Reports (APRs)

• APR tools in the Government-wide Category Management Dashboards display comprehensive contract and spend data in single-agency views that can be used to facilitate evidence-based conversations specific to each CFO Act agency.

• This playbook summarizes views available in the Government-wide Category Agency Profile Report (APR) tool which can be found in the Category Initiative Tools collection within the Government-wide Category Management Dashboards here: https://d2d.gsa.gov/report/government-wide-category-management-category-initiative-tools.

• Please send any questions to GovtWideCMDashboards@gsa.gov.

Gov-wide Category APR Tab Available Views

APR GWCM Views • Overview • Yearly Obligations • Obligation by Category & Top

10 Level-3 Subcategories • Top Organizations • Top 10 Vendors • SUM Distribution • IDV Expiration with Associated

Awards • Contracts Against Obligations • Contracts/Obligations

Breakout

Goal Tracker Views • SUM/BIC Goals • Expiring Awards, Tiers 0 & 1 • Transitioning Tiers 0 & 1 to BIC

Projections

Click the hyperlinks below to navigate to views of interest in this document. Click “go back” in the top-right corner to return to this page.

APR GWCM Views

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APR GWCM View: Overview

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Quick-view summary of total obligations, spend under management, Tier 0 obligations, and expiring Tier 0 awards

The Overview summary is based on two dashboard filters:

- Funding Department

- Date Signed (Year)

While applying more granular office and category filters will change the views on this page, the Overview summary will only reflect changes to the year and overall Department

What it Shows

Data Elements

APR GWCM View: Yearly Obligations

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Provides historical and current view of Agency Obligations across Program Years and quarters.

• All referenced dollars in the APR uses the Obligated Dollars field from FPDS

• Program years are based on Date Signed

• Fiscal year filter does not adjust this view

What it Shows

Data Elements

APR GWCM Views: Obligation by Category & Top 10 Level-3 Subcategories

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Obligation by Category view displays obligations by category ranked from greatest to smallest for the year and org selected

Top 10 Level-3 Subcategories view displays obligations by subcategory ranked from greatest to smallest

Both views are designed to help pinpoint purchasing areas with greatest potential impact

‘Multiple’ level types are bundle purchases that span across more than one category

What it Shows

Data Elements

APR GWCM View: Top Organizations

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Shows funding departments, agencies, or offices within the organization where obligations are the highest so that you can prioritize improvement efforts

Fiscal Year, Department, Agency, and Office filters impact view results; category and sub-category selections do not

What it Shows

Data Elements

APR GWCM View: Top 10 Vendors

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Displays top vendors to help identify redundant commercial arrangements and opportunities to consolidate and/or shift spend Lists vendors in descending order of obligation amount by default; by hovering your mouse over the Contracts count column, you can customize the list to show vendors with the highest count of contracts

What it Shows

APR GWCM View: SUM Distribution

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Summarizes the SUM tier distribution of total obligated dollars (outer circle) and counted contracts (inner circle) • Pink areas represent Tier 0 obligations

and contracts • Blue areas represent managed spend tiers

• Hierarchy IDV and Unique Award ID fields were used for contract counts

• Tier ratings were determined using the Contract Inventory database

What it Shows

Data Elements

APR GWCM View: IDV Expiration with Associated Awards

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Short-term opportunity view of Expiring Contracts and Awards to identify areas to consolidate and shift to higher SUM tiers

• Displays expiring IDVs in FY18/19 and associated expiring awards (which may extend past IDV expiration)

• IDV expiration uses Final Last Date field • Awards expiration uses (Max) Ultimate

Completion Date.

What it Shows

Data Elements

APR GWCM View: Contracts Against Obligations

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High-level comparative view between contract types across Total Obligations, Contracts, & Total Awards

Contract counts use both Master PIID (to represent schedules) and Award ID fields. Award counts use Award ID field only.

Contract Groups are determined using the Master IDV Type field:

• Gov’t Wide Vehicles: FSS/GWAC - Indefinite Delivery Vehicles available for all agencies to utilize.

• Agency Vehicles: BPA/BOA/IDC - Agency created Indefinite Delivery Vehicles used by one or more agencies.

• Open Market: Purchase Order (PO)/ Definitive Contract (DC) - Contracts that are placed as one time award by an agency

What it Shows

Data Elements

APR GWCM View: Contracts/Obligations Breakout

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What it Shows

Deeper comparative view to evaluate health of the organization in terms of contract utilization

• Contract counts use Hierarchy IDV ID and Award ID fields; Award counts use Award ID only

• Avg. Awards / Contract shows average number of awards placed against a single contract (higher numbers represent lower contracting activity)

• Avg. $ / Award depicts average size of each award to show the contracting efficiency

Data Elements

Goal Tracker Views

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Goal Tracker View: SUM/BIC Goals

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Top section – Displays FY16 baseline SUM with progress-tracking toward the OMB-published FY18 SUM target

Middle section – Displays FY17 SUM with comparison toward a hypothetical +20% goal

Bottom section – Displays FY16 baseline Best-in-Class spend with progress-tracking toward the OMB-published FY18 BIC spend target

What it Shows

Goal Tracker View: Expiring Awards, Tiers 0 & 1

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Data Elements

• “Signed FY” indicator between graphs impacts both charts and data table

• Expiration of awards determined by (Max) Ultimate Completion Date

• View can be can be filtered by Level 1 (Category) and by Level 2 (Subcategory)

What it Shows

• Bar charts display expiring Tier 1 and Tier 0 contracts by dollar value of obligations and number of awards against totals

• A data table displays actual amounts represented

• Both views are designed to help identify high-impact opportunities for shifting spend to higher-tiered solutions

Goal Tracker View: Transitioning Tiers 0 & 1 to BIC Projections

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What it Shows

Projects optimized future states to meet agency BIC and SUM Goals

Questions?

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If you have any questions regarding the content of these slides or the data available in the Government-Wide Category/Agency Profile Report, please email GovtWideCMDashboards@gsa.gov. Link: https://d2d.gsa.gov/report/government-wide-category-management-category-initiative-tools