Supplier Performance Risk System (SPRS)



Slide 1Welcome to the Supplier Performance Risk System Overview Training.Slide 2Let’s go over our Agenda. We will discuss what SPRS is, including policy, how to request access, navigation, and reports. We’ll also show you where you can find helpful online resources and points of contact.Slide 3What is SPRS?It’s a Web-enabled, Department of Defense enterprise-wide application – Defense Federal Acquisition Regulation Supplement (DFARS) primary retrieval system for supplier performance information.SPRS Provides supplier delivery and quality performance information for material including contracts under the mandatory reporting thresholds established in the DFARS.SPRS Provides three risk analysis tools designed to be used in supplier performance evaluations: Price, Item, and Supplier Risk.Slide 4These are SPRS Data Feeds.We need a lot of data to do risk analysis. The data comes from the services. Defense Logistics Agency (DLA) sends data for Item Risk, Responsibility data (Federal Awardee Performance and Integrity Information System – FAPIIS, and the System for Award Management – SAM). If you don’t see a vendor you’ve been doing business with in SPRS, the service isn’t sending us data.Slide 5Why do we do this? Regulatory Requirements - Federal Acquisition Regulation (FAR) and DFARS. We supply you with the tools you need to help you comply with these Regulations.Slide 6We have a robust website, full of information.You can find very useful info in as little as 5 clicks.Go to , click on the Reference Tab for more information on Guidance, Applicability and Scope, Responsibilities Assigned, Administrative Information, and additional References.Slide 7SPRS Reports are For Official Use Only, and are treated as Source Selection information. Reports are Accessible By: Government Personnel with Need to Know and Contractors (to view own data only). SPRS Reports are Not Releasable under the Freedom of Information Act (FOIA). Slide 8How does SPRS work? All data comes into SPRS & we score it.For Price Risk, all the unique prices that the government has paid for an item since January of 2010 (adjusted for inflation), flow in to create the Average Price. From that an Expected Range of prices where new bids are expected to fall is calculated.For Item Risk, some items have been identified by DoD services or agencies as representing a High Risk for procurement due to safety or application concerns, or a history of counterfeiting or non-conforming material. Examples are critical safety items (CSI), SUBSAFE, nuclear hard, or material subject to Diminishing Manufacturing Sources or Material Shortages (DMSMS).Finally, Supplier Risk uses 3-years of past performance data to calculate an “overall” numerical Supplier Risk Score, these scores are ranked to provide a color score on the standard 5-color rating system.?All these are displayed when the buyer submits a procurement for Risk Analysis.Slide 9Let’s get the business rules down.The Vendor is provided a 14-day window to challenge any new data before it is used. The Vendor can always challenge data after that 14-day time frame, however it will continue to be used until the challenge is reviewed and acted upon by the Government.Contractors are provided a 14-day preview period of negative data before it is used in the scoring calculation. If no challenge is made to the data, it will be included in the calculation on the 15th day.Any negative data that is challenged within the 14-day preview period will be flagged and utilized as follows:If the challenged data is not adjudicated by the 15th day, it will remain out of scoring consideration until a determination is made. Once a determination is made, scoring will be updated in SPRS as follows:If the challenge is denied the negative data will be used in the next available scoring calculation.If the challenge is upheld the data will be held out of the scoring calculation until updated data is received from the source database.If a determination is made before the 15th day, the data will be utilized per the following:If the challenge is denied the data will be used on the next date SPRS scoring is updated even if before the 15th day.If the challenge is upheld the data will he held out until revised data is received from the source database. The revised data the data will be included on the next scoring update available, even if before the 15th day.Slide 10SPRS Quality Classifications are a Comparative Assessment among Suppliers.When the database is swept, the scores for each supply class are calculated. The scores are then stacked from highest to lowest. Color assignments are made as follows: The top 5 percent of scores in each FSC commodity Group are assigned Blue, the next 10 percent are assigned Purple, the next 70 percent are assigned Green, the next 10 percent are assigned Yellow, and finally, the bottom 5 percent of performers are assigned Red.Slide 11Please note that the screenshots shown throughout this video have been edited for content and to reduce size.Slide 12This is the SPRS Main Site or Home Page the pop out menu on the right, you may click on any of the items for additional information, or training. The Customer Support Desk phone numbers are listed toward the bottom of this page. If you are requesting a new account, click the “Request Access” link.Slide 13Click the “Click here” link to be redirected to the Procurement Integrated Enterprise Environment (PIEE). You will register with PIEE for access to SPRS. Request an Acquisition Professional Role when requesting Government access to SPRS in PIEE. To obtain help documents for requesting access, click the link “How to request Government access to SPRS” Or “How to request Contractor/Vendor (Support Role) access to SPRS”.Slide 14The National Institute of Standards and Technology Special Publication (NIST SP) 800-171 Assessments may be viewed by clicking the link from the pop out menu.Slide 15Click a company name to see more detail.Slide 16This is the SPRS Main Menu - Government User. All reports are launched from Reports Menu Items on the left side of this page. Click the “Spur” to display the SPRS Main Page.Slide 17Now we’ll look at Report menu items. First up is the Contractor Summary Report. Enter a CAGE Code to retrieve information.Slide 18This is the traditional Legacy system, it gives you the Quality Classification & Delivery Scores, it is used to view a vendor’s Current Ratings.Slide 19Next, is the National Security Systems (NSS) Restricted List.All DoD acquisition personnel will use the Supplier Performance Risk System(SPRS) to ensure access to the list of NSS Restricted determinations.All procurement officials, regardless of procurement dollar value, shall verify that the award will not involve any entity, product, or service that is within the scope of the NSS Restricted List inSPRS when acquiring a "covered system" or a "covered item of supply”.Slide 20The Enhanced Vendor Profile Report provides detailed, up-to-date supplier profile information on all current DoD vendors supported by CAGE. This is the Report request. Enter a CAGE or Company Name, select either Fiscal or Calendar Year and click Search to retrieve information.Slide 21This is the Home tab of the Enhanced Vendor Profile report. It provides Sole source and high risk item metrics, a Defense based news feed with new contracts, and other relevant information.Slide 22 The next tab is a Programs & Contracts SummarySlide 23The third tab is Obligations. These are DoD Obligations by Sector.Slide 24Next is the Awards Breakdowns. This is a breakdown of awards by DoD agency, NAICS code, & sector. Slide 25The last item is the Subsidiaries Tab. Data will be available soon.Slide 26Next up, is the Summary Report.We are jumping over the Solicitation menu items. These will be gone soon. They are included in Risk Analysis now.The Summary Report is the nuts & bolts of our legacy system, it gives you the Quality Classification & Delivery Scores. It is used to view a vendor’s Current Ratings.Enter a Data Universal Numbering System (DUNS) or Commercial and Government Entity Code (CAGE) Code & Federal Supply Class (FSC).If you choose to enter a DUNS,Slide 27the corresponding CAGE Codes will load into the List of selected CAGE Code(s) field. Slide 28The add CAGE button enters CAGES into the list of selected CAGE Code(s). You can enter multiple CAGE Codes by clicking the Add CAGE Code button after each is entered, or enter multiple CAGE Codes by separating them with a colon “:” then click the Add CAGE Code button.Slide 29Here you see the CAGEs have been added to the list. If you need to remove a CAGE Code click it to highlight and click the Remove CAGE Code button.Slide 30FSCs are entered the same as CAGE Codes.Slide 31If you need to remove an FSC it is done in the same manner as discussed to remove a CAGE Code.Click the Run Summary Report button when you have finished entering all CAGEs and FSCs.Slide 32The Summary Report is displayed. This is the traditional Legacy system data, Quality Classification & Delivery Scores. This allows you to view a vendor’s Current Ratings.Delivery Scores are listed by FSC or the North American Industry Classification System (NAICS). Delivery performance is based on a weighted combination of the percentage of contract line items with on-time deliveries and the average days late for all deliveries. A Delivery Record details when a shipment is due based on the contract. You can click any Point of Contact to send email.Click a linked FSC or NAICS to view the detailed report. Slide 33The Detailed Report shows all negative records that impact the classification.Slide 34Click the View Positive Records(s) link to see all positive records.Slide 35The next menu item is Detail Report Pos/Neg Records. This retrieves only the positive or negative records for a particular CAGE/Supply Code. Select the radio button to retrieve records by FSC or NAICS, & enter the CAGE & Supply Code to be searched. Click the button to display either All Positive or All Negative RecordsSlide 36This shows the list of Positive Records.Slide 37This shows the list of Negative Records.Slide 38The Supply Code Relationship menu item allows you to verify the current data integrity relationships between FSC to NAICS and NAICS to FSC supply codes. To Search for specific supply codes - Select Search/Sort by FSC or NAICS then enter the Supply Code to be searched or Display all relationships.Slide 39This is an FSC to NAICS example.Slide 40Click the “Help: Relating Supply Codes to Performance Scores” link to display helpful info.Slide 41Returning to the Reports Menu Items, next up is Risk Analysis.Start by entering a PO/Solicitation number. This will be the name by which this risk analysis will be saved. I advise you to give your naming convention some thought prior to entering any information here, it will save you time in the long run & alleviate confusion in the future. For instance, you may choose to use the PO along with the current date & your initials.Slide 42If you choose to enter a Material ID only & click Search, the history will be searched and the system will return PO/ Solicitation numbers found that match your input. These are returned as links; you may click them to open a new window displaying that Procurement Risk Report. We’ll see an example of that later.Slide 43Let’s continue entering the information for a new Risk Analysis.Enter each CAGE & bid price individually, and click the Add to List button for eachOrEnter a comma delimited list into the box, click the Add to List button, all will be added at once.Click Delete to remove a CAGE Code if necessary.Slide 44Here you see, Multiple CAGE codes & Bid Prices have been added.Once all desired CAGE Codes and Bids have been entered click Run ReportSlide 45We’ll start at the top of the report.The Risk Analysis Report Header provides an overview of the solicitation, an alert if the NSN is considered a High Risk Item, and the Average Price the last time the item was purchased.High Risk Alerts let the contracting officer/specialist know that items being procured present a certain level of risk due to one or more factors:Increased criticality (e.g. critical safety item)Reported counterfeiting and/or rmation about the NSN shows how the bids compare to the average price. Average price is based on all unique prices since JAN 2010, adjusted for inflation & number of times the item was purchased. Slide 46Now we’ll move on to the Body of the Risk Analysis Report. The first 3 columns contain Vendor information. The CAGE(s) entered, Company Name, and debarment information, exclusion from FAPIIS/SAM – YES or NO.Slide 47The next 3 columns contain the vendor’s scores. Delivery & Quality Scores are the same as the Summary Report, an asterisk “*” here means we have no data. The Supplier Risk Scores calculate the supplier score against the overall score for all contractors. It’s an overall Supplier Risk Score. Here, the higher the score, the better. Also, the color Green with an asterisk “*” means we have a contract in the system but no info yet. Black means we have no contracts, only valid CAGES, we haven’t done business with the Vendor. The numbers in the supply risk column are links to get the detailed score.Slide 48Finally, the last 3 columns contain the entered bid amount and where that amount falls in comparison to the Average Price.Average Price Comparison compares the current offer with the expected range.Slide 49Click a linked CAGE code to display Vendor Information.Slide 50Click a linked Supplier Risk Score to display the Detailed Supplier Risk Report.Click the linked View All on the left to view Summary Reports.Click the Detailed Price Risk to display Quote ?& Purchase History. SlideThis is the top half of the Detailed Risk Analysis Report. The first table shows the difference between the entered bids and the Average Price. The second table shows the Purchase History. Click the arrows at the top of any column to sort. I recommend you sort by date. If there is too much data to fit in these tables comfortably, page numbers will display below the table allowing you to page through all the data, just click a page number or “Next”.Slide 51Moving on to the bottom half of the Detailed Risk Analysis Report. The first chart shows Historical Prices, including inflation, plotted over the expected range of prices.The second chart shows the Current Offers. These are a visual representation of where entered bid prices fall within the expected range.The Expected Range Control Limits are shown as follows:The yellow Lower Control Limit, LCL.The blue Average Price, or Historically Paid Price.The red Upper Control Limit, UCL.Entered Bids are displayed as green dots on the charts.Slide 52If the “HIGH RISK ITEM” alert is displayed in the Header you can click on it to display the Agency-supplied risk detail.Slide 53Which provides one or more reasons for the item to be considered High Risk, and Shows suggested mitigation strategies based on agency policies Slide 54Click any linked Supplier Risk Score on the Risk Analysis Report to display the Detailed Supplier Risk Report. Slide 55This is the Detailed Supplier Risk Report. Scored Data are Factors that go into the numerical score. If records are > 0, the Factor becomes a link to display additional Only is data of interest but not scored. Detail is available if records are > 0.NOTE here, that the Supplier Score shown when performing a procurement Risk Analysis also considers if the vendor is on DLA’s Qualified Manufacturer/Producer List, so it may be different than the one displayed in the standalone Supplier Risk report.Slide 56This is an example of the data displayed when the Show More Detail link is clicked.Click Show Less Detail to collapse this data. Slide 57Click the Quality Score Rankings link under Scored Data. The Quality Score Rankings are displayed. Click any FSC to see Detail Report for that FSC, as seen in the Summary Report Detail. Slide 58Click the Show More Detail link for Info Only.Slide 59To save your solicitation click the save solicitation button.Slide 60You get notice that the solicitation has been saved and a link to view it.Let’s click the View PDF link to open a new window displaying the saved Procurement Risk Report. Slide 61This is the saved Procurement Risk Report in PDF format. Slide 62If you have previously saved solicitations you’d like to view, enter an existing PO/Solicitation number & Click Search.The history is searched and the system will return PO/Solicitation numbers found that match your input. These are returned as links; you can click them to open a new window displaying that Procurement Risk Report.Slide 63Going back to the Reports Menu Items, let’s look at the Supplier Risk Report next. This is a Standalone way to see detailed Supplier Risk.Enter a CAGE & click Search. The Supplier Score shown when performing a procurement Risk Analysis does not consider if the vendor is on DLA’s Qualified Manufacturer/Producer List, so it may be different than the one displayed in the standalone Supplier Risk report.The data will display as seen on previous slides (Detailed Supplier Risk and Risk Analysis Reports).Slide 64The next Report Menu Item is the Item Risk Report. This is a standalone way to see detailed Item Risk.Slide 65Click the dropdown to choose to search for report information by NSN, IBSN, UPC, GS1, or, Manufacturer CAGE and Part Number. Enter a Material ID and click Search.Slide 66The Item Risk Report alerts the contracting officer/specialist if items being procured present a certain level of risk due to one or more factors:Increased criticality (e.g. critical safety item)Reported counterfeiting and/or diminished manufacturing sources and material shortages Below this Agency/service detail and mitigations are displayed.Then the Purchase history table and chart are shown, as we have already seen in the Detailed Risk Analysis Report. You may hover over points for detail.Slide 67The next Report Menu Item is the Market Research Report. This is a tool for the acquisition community. A one-stop shop for prices and supplier risk scores for previous buys.Enter a Material ID and click Search.Slide 68The Market Research Report is displayed. The Item Risk data is listed, Slide 69followed by the Purchase History, Click the arrows at the top of any column to sort. I recommend you sort by date.Slide 70then the plot of past buys, and finally at the bottom, the Supplier Risk Scores for past vendors.Slide 71The final Report Menu Item is Supplier Surveillance. This is a tool for users to focus on vendors supplying particular items. Choose to retrieve info by Material ID (reports will return all CAGEs supplying the item) or Quality Score color (for instance, only show vendors of a particular item with a RED score), or, both. Slide 72If you choose to search by Material ID this is an example of the report style retrieved.Click on either the linked National Item Identification Number (NIIN) or FSC to display the Detailed Item Risk Report. Slide 73If you choose to search by Quality Score Color or Colors, this is an example of the report style retrieved.On either of the above screens you may click any CAGE, Company Name, or Supplier Risk Score to display the Supplier Risk Report for your selection Slide 74Finally, the Service Menu Items, Feedback/Customer Support. Note that this section is not for ‘challenge’ or disputed data information. This is for feedback on the application only. Click the dropdown to select Subsystem. Enter a short description for your feedback, and fill in the description box. Click the Submit button to send.Slide 75This is our SPRS Contact Information: Our website is located at Help Desk is available Monday through Friday 6:30am to 6:00pm Eastern TimeThe phone numbers are: Comm. (207) 438-1690, DSN 684-1690The Help Desk Email is webptsmh@navy.mil Slide 76You have completed the Supplier Performance Risk System Overview Training. In this lesson, you learned how to navigate in SPRS to obtain reports, the location of SPRS online resources, and SPRS points of contact. ................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download