System for Award Management Federal User Guide

Table of Contents

1      Welcome to SAM

1.1       What is SAM?

1.2       The Federal Procurement World of the Past and Future

1.3       Who Should Use SAM?

1.4       Navigating SAM

2      User Management in SAM

2.1       Creating an Account in SAM

2.1.1       Creating an Individual User Account

2.2       Account States

2.2.1       Active

2.2.2       Inactive

2.2.3       Deactivated

2.3       Features of an Individual Account

2.3.1      My SAM Page

2.3.2      My Account Settings

2.4       Deactivating or Reactivating Account

3      Introduction to SAM Roles

3.1       U.S. Federal Government Roles

3.1.1      Agency Exclusions Representative

3.1.2      Agency Administrator - Exclusions

3.1.3      Office Registration Representative

3.1.4      Agency Administrator - Entity Management

3.1.5      Agency Hierarchy Maintainer

3.1.6      Agency Roles Administrator

3.2       Managing Your Roles

3.2.1      Migrating a Legacy Account to SAM

3.2.2      Alternate CCR Role Migration Option

3.2.3      Requesting a Role with a Federal Government Entity

3.3       Managing Roles with an Existing Entity

3.3.1      Managing Invitations to Accept Roles from an Administrator

3.3.2      Accepting an Invitation to Join SAM

4      Entity Management Registration

4.1       Who Registers in SAM Entity Management?

4.2      What You Need Before Getting Started

4.2.1       Requesting the Addition of a New U.S. Federal Agency on the U.S. Federal Hierarchy

4.3       Determining Your Purpose of Registration

4.4       Registering Your Entity If You Are Interested In Federal Assistance Awards Only

4.4.1      Entering Core Data

4.4.2      Entering Points of Contact (POC)

4.4.3      Submitting Your Registration

4.5       Registering Your Entity If You Are Interested In Federal Contracts

4.5.1      Entering Core Data

4.5.2      Entering Assertions

4.5.3      Entering Representations and Certifications

4.5.4      Entering Points of Contact (POCs)

4.5.5      Submitting Your Registration

4.6       Registering Your Entity If You Are Interested In IGTs

4.6.1      Entering Core Data

4.6.2      Entering Assertions

4.6.3      Entering Points of Contact (POCs)

4.6.4      Submitting Your Registration

4.7       Registering Your Entity If You Are Interested In Federal Contracts and IGTs

4.7.1      Entering Core Data

4.7.2      Entering Assertions

4.7.3      Entering Representations and Certifications

4.7.4      Entering Points of Contact (POCs)

4.7.5      Submitting Your Registration

4.8       Registering Your Entity If You Are Interested In Federal Assistance Awards and IGTs

4.8.1      Entering Core Data

4.8.2      Entering Assertions

4.8.3      Entering Points of Contact (POCs)

4.8.4      Submitting Your Registration

4.9       Status Indicators For Your Registrations

4.9.1      SAM Status Tracker

4.10       Maintaining Your Entity's Data

4.10.1      Printing and Saving Your Entity's Record

4.10.2      Downloading Your Active SAM Registrations (XML)

4.10.3      Your Responsibilities

4.10.4      Editing Your Entity's Data

4.10.5      Data Received from External Sources

4.10.6      Deactivating an Entity Registration

5      Administrator

5.1       Federal Administrators

5.1.1      Becoming a Federal Administrator in SAM

5.1.2      Federal Roles

5.2       Managing Entity Users

5.2.1      Inviting Users to Your Entity

5.2.2      Managing Existing Users

5.2.3      Managing Role Requests

6      Search

6.1       Accessing Search

6.1.1      Advanced Search

6.1.2      Impact of Roles on Search Results

6.1.3      Downloading Search Results

6.1.4      Saving and Running Search Queries

6.2       Viewing Records

6.2.1      Entity Dashboard

7      Performance Information - Exclusions

7.1       Overview

7.2       Exclusions Terminology

7.2.1      Overview

7.2.2      Exclusions Types

7.2.3      Managing Exclusions

7.2.4      My Exclusions

7.2.5      Agency Exclusion Points of Contact (POCs)

7.2.6      Add New Exclusion

7.2.7      Exclusion Details

7.2.8      Classification Type

7.3       Edit/Delete/Deactivate an Existing Exclusion Record

7.4       Upload Interface

7.4.1      Web Service Interface

7.4.2      Viewing Exclusions

7.4.3      Viewing Record History

7.4.4      Viewing Excluded Family Members

8      Federal Government Hierarchy Maintenance

8.1       Hierarchy Background

8.2       Maintaining the Federal Government Hierarchy

8.3       Requesting a New Department, Agency, or Office

9      SAM Help

9.1       SAM Help Pages

9.2       SAM Assistant Tool

10      About SAM Information

10.1       About Pages

11      BioPreferred Report

11.1       Reporting

11.2       Required Data

11.3       Accessing BioPreferred Functionality

11.4       Creating BioPreferred Reports

11.5       Editing BioPreferred Reports

11.6       BioPreferred Reporting Period

11.7       Federal Government Users Viewing Submitted Records

11.8       BioPreferred Reports

12    Service Contract Report (SCR)

12.1      Reporting Requirements

12.2       Transmission of Contract Action Reports from FPDS to SAM

12.3       SCR Required Data

12.4       Accessing SCR Functionality

12.5       Creating SCRs

12.6       Editing/Deleting SCRs

12.7       Federal Government Users Viewing Submitted Records

12.8       Service Contract Reports

      Appendix A - Acronym List

      Appendix B - Glossary

**This user guide addresses the current production SAM.gov capabilities which combine the former Central Contractor Registration (CCR) system, CCR's Federal Registration (FedReg) module, the Online Representations and Certification Application (ORCA), and the Excluded Parties List System (EPLS).

1 Welcome to SAM

1.1 What is SAM?

The General Service Administration’s (GSA) Office of the Integrated Award Environment (IAE) is consolidating the government wide acquisition and award support systems into one new system—the System for Award Management (SAM). SAM is streamlining processes, eliminating the need to enter the same data multiple times, and consolidating hosting to make the process of doing business with the government more efficient.

1.2 The Federal Procurement World of the Past and Future

Automation of the federal procurement and awards processes has evolved over time through development of systems to perform individual steps in the process. Paper-based systems and business processes were automated as the internet became widely available. These systems were adopted across the Federal Government and are now managed under one organization. The Integrated Award Environment (IAE) manages these systems and their system capabilities have been organized around six key functional areas. See Table 1.1.

Table 1.1:  IAE Functional Areas

Functional Area

Capabilities

Legacy Systems

Entity* Management

Register/Update Entity core data

Manage certifications / representations

CCR/FedReg – Central Contractor Registration/Federal Agency Registration

ORCA – Online Representations and Certifications Application

Award Management

Post solicitation and award data

Maintain government-wide contract award data

Manage government-wide subcontractor data

FBO – Federal Business Opportunities

FPDS-NG – Federal Procurement Data System-Next Generation

eSRS/FSRS – Electronic Subcontracting Reporting System/FFATA Subaward Reporting System

Wage Data

Access wage determinations

WDOL – Wage Determinations Online

Performance Information

Manage/maintain past performance information

Manage exclusion list

PPIRS/CPARS/FAPIIS – Past Performance Information Retrieval System

EPLS – Excluded Parties List System

Assistance Program Catalog

Create/maintain assistance program catalog

CFDA – Catalog of Federal Domestic Assistance

Support

Provide security/access control

Provide reporting/communications support

Provide internal controls

1.3 Who Should Use SAM?

SAM is used by anyone interested in the business of the Federal Government, including:

1.4 Navigating SAM

SAM provides a standardized format across all web content pages making it easy to navigate and find information. There are several persistent areas in SAM.gov that can be found in the same location on every page of the system.

Figure 1.1: SAM Navigation

The Navigation Bar allows you to access different sections of SAM.

On most pages in SAM, you will find a Navigation Panel on the left side of the page.

► The Navigation Panel contains a list of links to help you navigate to different pages within that SAM tab. For example, if you are on the Help tab, the Navigation Panel allows you to navigate to FAQs, User Guides, Demonstration Videos, and Exclusions Information.

Figure 1.2: SAM Navigation Panel

2 User Management in SAM

In this section you can learn about the different types of user accounts in SAM, how to create a user account, and what you can do with a SAM user account. You can also read about the permissions that you can have in SAM. Before reading on, note that mandatory fields are marked with an asterisk (*) to help you understand what data is required.

NOTE: To further increase security and deter fraud, SAM.gov is partnering with Login.gov to implement multi-factor authentication for registered SAM.gov users. Effective June 29, 2018, when you go to SAM.gov and log in, you will be asked to create a Login.gov user account. Your current SAM.gov username and password will no longer work.

2.1 Creating an Account in SAM

Anyone can create a user account in SAM. A user account provides you access to SAM functionality such as saving search queries, requesting roles for Government employees, and requesting access to non-public information.

2.1.1 Creating an Individual User Account

When creating an individual account, there is only a minimal amount of information that you must enter.While you can provide additional information, you are only required to enter:

Username: This unique identifier will be permanently associated with your SAM account. Once chosen, it may not be changed. SAM account usernames may never be reused, so once an account with a username is created, no other account may ever use that username, even if the account with that username is deactivated. The username must be between six and thirty-five characters. It may contain letters, numbers, and certain special characters: the period, the @ symbol, the underscore, or the hyphen. Special characters may not be entered consecutively and the username cannot contain spaces. Lastly, the username cannot begin or end with a special character and cannot be all numeric.

An individual account, and therefore a username, can move with you when you leave an organization if you or the organization you were originally associated with allows this (your access and roles will not transfer). It is for this reason that we recommend that you not use your email as your username. Your organization may impose certain guidelines regarding your selection of a username, such as the use of a prefix. Please refer to your internal processes to determine if this applies to you.

Email Address:The email address will be pre-populated based on the account you created and authenticated via login.gov. This field will NOT be editable. To change the email address, you will need to update your login.gov account. This email address serves as a primary means of communicating with you for features such as notifications, alerts, and policy changes. A given email address may only be associated with one username at a time. If you have more than one email address, you should use the one that is most closely associated with your job function when you create your login.gov account. For example, if you are using SAM as a representative of your work-place, you should use the employer-provided email address from that entity if possible. This will help easily identify you as a member of that entity, which can help when making requests and performing other functions requiring administrator involvement.

If your email address changes for any reason, you should immediately update your login.gov account. The SAM account email address will automatically be updated the next time you log in. Failure to do so may prevent you from receiving alerts and notifications.

If your email address changes for any reason, you should immediately update your SAM user profile. Failure to do so may prevent you from accessing your SAM account if you should ever forget your username or password.

2.1.1.1 Creating an Individual User Account

To create a new SAM user account, follow these steps: