General Introduction - DoD Procurement Toolbox · Web viewProcurement Business Intelligence Service...

Better Buying DoD by Portfolio ReportPBIS Reports User Guides

Procurement Business Intelligence Service (PBIS)

OSD, A&S, DPC

Version 1.0

04/17/2019

Content

Document Revision: V1.0

s

Introduction................................................................................................................................... 3

General Introduction..................................................................................................................3

Purpose of this User’s Guide.....................................................................................................3

Report Overview...........................................................................................................................3

Location within PBIS..................................................................................................................3

Requirement..............................................................................................................................5

Data Sources.............................................................................................................................5

Business Rules..........................................................................................................................5

Update Frequency.....................................................................................................................6

Report Features and Usage..........................................................................................................7

Tabular Data..............................................................................................................................7

Prompts..................................................................................................................................... 9

Export...................................................................................................................................... 11

Aggregation............................................................................................................................. 12

Conclusion.................................................................................................................................. 12

Summary................................................................................................................................. 12

Access to PBIS...........................................................................................................................13


Introduction

General IntroductionProcurement Business Intelligence Service (PBIS) is a data warehouse capability used for mining enterprise procurement data across the Department of Defense (DoD) and displaying that information in a user-friendly dashboard-like presentation to understand the true health of the acquisition community's operating environment.

Its primary purpose is to serve Senior Procurement Executives and provide management-level reports that enable them to make well informed business decisions prior to issuing new procurement policy that may impact other functional areas within the DoD supply chain.

Purpose of this User GuideThe purpose of this User Guide is to provide an overview of the Better Buying DoD by Portfolio Report. This includes steps to access and interpret the report in PBIS, as well as parameters established to dictate the data appearing in the report.

Report Overview

The Better Buying DoD by Portfolio Report consists of a two-tab report identifying ACTIONs and AWARDs to facilitate analysis of adherence to the Better Buying Power initiatives. The report houses multiple years of data, which can be viewed one year at a time due to volume, and manipulated in a number of ways to display and export relevant information, identify trends, perform analyses, etc.

Location within PBISThe Better Buying DoD by Portfolio Report is accessed through PBIS. See the section in this user guide entitled “Access to PBIS” for further instructions. Once you have logged into PBIS, click on the Procurement Data Analysis link under the Reports section as shown in Figure 1.


Figure 1

You will then see a listing of all of the Procurement Data Analysis reports (Figure 2).

Figure 2

The Better Buying DoD by Portfolio Report is contained within Better Buying Power Analysis. Click the link indicated in red in the above screenshot to view the contents of that folder, as shown in Figure 3.


Figure 3

Click on “Better Buying DoD by Portfolio” to generate and view the report. Screenshots of what you will see are shown below, in the “Tabular Data” section of this User Guide at the end of this document.

RequirementThe Better Buying DoD by Portfolio Report collects, aggregates, and presents metadata related to both ACTIONs and AWARDs in order to facilitate analysis of adherence to the Better Buying Power initiatives.

Data SourcesData for the Better Buying DoD by Portfolio Report are pulled directly from the Federal Procurement Data System (FPDS). FPDS data is available from FY2010 forward via ATOM FEED.

Business RulesParameters have been applied to the data from FPDS to ensure ACTIONs and AWARDs retrieved and displayed in the first tab of this report, Better Buying DoD Awarded by Portfolio, are issued by DoD. Additionally, ACTIONs and AWARDs retrieved and displayed on the second tab, Better Buying DoD Funded by Portfolio, are funded by DoD. Note this is specific to AWARDs and does not include Indefinite Delivery Vehicles (IDVs).


For additional details regarding the Better Buying Power initiative, please refer to the Under Secretary of Defense for Acquisition, Technology, and Logistics memorandum found at https://www.acq.osd.mil/fo/docs/betterBuyingPower3.0(9Apr15).pdf.

Programming is then developed to ensure these restrictions:

CONTRACTING_AGENCY_DEPT_ID = ‘9700’o Section 4A Contracting Agency Code of the FPDS Data Dictionary identifies this

data element. This data element identifies DoD as the agency issuing the contract.

o Includes ACTIONs and AWARDs where the Contracting Agency is DoD.o Note this parameter is only applied to the Better Buying DoD Awarded by

Portfolio tab. FUNDING_AGENCY_DEPT_ID = ‘9700’

o Section 4C Program/Funding Agency – Code of the FPDS Data Dictionary identifies this data element. This data element identifies DoD as the agency funding the contract.

o Includes ACTIONs and AWARDs where the Funding Agency is DoD.o Note this parameter is only applied to the Better Buying DoD Funded by

Portfolio tab.

The FPDS Data Dictionary is available for further reference at https://www.fpds.gov/downloads/Version_1.5_specs/FPDSNG_DataDictionary_V1.5.pdf.

Update FrequencyAll FPDS reports, including the Better Buying DoD by Portfolio Report, are refreshed daily. Data presented in the report reflects data as of two days prior to the report’s generation. This date will be presented on the report on the top left of the page, just above the table, as indicated in Figure 4 (Better Buying DoD Awarded by Portfolio) and Figure 5 (Better Buying DoD Funded by Portfolio).

Figure 4


Figure 5

Report Features and Usage

Tabular DataTwo tabs exist for this report: Better Buying DoD Awarded by Portfolio and Better Buying DoD Funded by Portfolio. The report defaults to the current fiscal year, and as seen below, shows all data related to summary DoD Better Buying data, aggregated by Portfolio. From here, you can view, filter, print and export the report tailored to your specifications, as explained below in the Prompts section of this User Guide.

The following data columns are displayed in both the Better Buying DoD Awarded by Portfolio and Better Buying DoD Funded by Portfolio tabs of this report, as displayed in Figures 6 and 7:

Fiscal Year Contracting

Department Code Contracting

Department Name Contracting Agency

Group Code

Contracting Agency Group Name

Contracting Agency Code

Contracting Agency Name

PSC Type Desc

Portfolio Group Portfolio Actions Action Obligation


Figure 6

Figure 7


PromptsPrompts are dropdown menus that allow users to filter the report results by a set of predetermined fields. Once the report has been generated, multiple prompts are available to refine results. These prompts are interdependent; that is, each prompt and whether or how it is filtered will affect what data the other prompts display.

Within the report, the prompts for Better Buying DoD Awarded by Portfolio are as follows, as shown in Figure 8. Users may make selections as desired into any of these in order to filter results.

Action Typeo Choose whether you want to view All Actions or New Awards only. New Awards

will display only those awards with zero modifications. Fiscal Year

o Choose the fiscal year (or years) for which you want to pull data (the report defaults to the current fiscal year). This is based on the year the contract was signed. You can select as many fiscal years as you need from FY2010 forward.

Date Signed (between)o Select two dates to bound your data, based on the year the contracts you wish to

view were signed. By default, the report will display all data for the current fiscal year to date. Note that your selected dates may span multiple fiscal years (for example, to cover a period from FY15 into FY16).

Contracting Departmento To refine your search based on the department that issued the contract, select the

name of the contracting department whose data you wish to pull. If nothing is selected, data for all contracting departments will be displayed.

Contracting Agency Groupo To refine your search based on the agency group that issued the contract, select

the name of the contracting agency whose data you wish to pull. If nothing is selected, data for all contracting agencies will be displayed. Contacting Agency Group, Contracting Agency Name, Major Command Code and Contracting Office Code are a hierarchical grouping in that order (highest to lowest), and so have specific dependencies relative to each other.

PSC Typeo Select whether you wish to view a product (P) or service (S). If nothing is

selected, the report will display results for both products and services. PSC Type, Portfolio Group, Portfolio, and PSC are hierarchically related, and so have specific dependencies relative to one another.

Portfolio Group


o Select the portfolio group for which you wish to view data. If nothing is selected, the report will display all portfolio groups. This is one level of detail up from Portfolio, and has specific dependencies relative to PSC Type, Portfolio and PSC.

Portfolioo Portfolio represents the next level of detail down from Portfolio Group, and has

specific dependencies on PSC Type and PSC. Select the portfolio for which you wish to view data. If nothing is selected, the report will display all portfolios.

Figure 8

The prompts for Better Buying DoD Funded by Portfolio are as follows, as shown in Figure 9. Users may make selections as desired into any of these in order to filter results.

Action Typeo Choose whether you want to view All Actions or New Awards only. New Awards

will display only those awards with zero modifications. Fiscal Year

o Choose the fiscal year (or years) for which you want to pull data (the report defaults to the current fiscal year). This is based on the year the contract was signed. You can select as many fiscal years as you need from FY2010 forward.

Date Signed (between)o Select two dates to bound your data, based on the year the contracts you wish to

view were signed. By default, the report will display all data for the current fiscal year to date. Note that your selected dates may span multiple fiscal years (for example, to cover a period from FY15 into FY16).

Contracting Departmento To refine your search based on the department that issued the contract, select the

name of the contracting department whose data you wish to pull. If nothing is selected, data for all contracting departments will be displayed.

Funding Agency Groupo To refine your search based on the agency group that funded the contract, select

the name of the contracting agency whose data you wish to pull. If nothing is selected, data for all funding agency groups will be displayed.

PSC Type


o Select whether you wish to view a product (P) or service (S). If nothing is selected, the report will display results for both products and services. PSC Type, Portfolio Group, Portfolio, and PSC are hierarchically related, and so have specific dependencies relative to one another.

Portfolio Groupo Select the portfolio group for which you wish to view data. If nothing is selected,

the report will display all portfolio groups. This is one level of detail up from Portfolio, and has specific dependencies relative to PSC Type, Portfolio and PSC.

Portfolioo Portfolio represents the next level of detail down from Portfolio Group, and has

specific dependencies on PSC Type and PSC. Select the portfolio for which you wish to view data. If nothing is selected, the report will display all portfolios.

Figure 9

ExportAll reports can be downloaded in various formats using the “Export” link at the bottom of the page. The options include PDF, Excel, and PowerPoint. When exporting large datasets, choose the “Data” option and then choose “CSV Format.” (Figure 10 demonstrates this process.) Choosing Excel rather than CSV will result in a very large file that will take a significant amount of time to download. Choosing CSV – a text file offering the most basic and flattened option - allows you to quickly and easily download a workable version of the report. After downloading the CSV file, you can import the data into Excel if needed.

Figure 10


Click “Export” Click “Data” Click “CSV Format”

For guidance on correctly opening a comma-separated values (CSV)-formatted file in Excel without changing the data (e.g., dropping leading zeroes), please refer to the document found on the DoD Procurement Toolbox at https://dodprocurementtoolbox.com/cms/sites/default/files/resources/2017-02/Opening_CSV_in_Excel_V1_20170210.docx


https://dodprocurementtoolbox.com/cms/sites/default/files/resources/2017-02/Opening_CSV_in_Excel_V1_20170210.docx

https://dodprocurementtoolbox.com/cms/sites/default/files/resources/2017-02/Opening_CSV_in_Excel_V1_20170210.docx

AggregationColumns can be removed in order to aggregate the report at a higher level by the remaining columns, as shown in Figure 11. This is done by right-clicking on the column to eliminate, then clicking on “Exclude column” from the menu that generates. Multiple columns may be excluded in the same view, but each must be selected for exclusion separately (that is, they must be selected one by one, not in a batch). Similarly, when including them back in the report, you must choose them one by one to be re-incorporated back into the report.

Figure 11

To re-include columns you’ve excluded, right-click on the body of the table, select “Include column,” and choose from the list of excluded columns, as shown in Figure 12.

Figure 12

Conclusion

SummaryThis guide has walked through the basic steps to understanding the purpose of and using the Better Buying DoD by Portfolio Report, and is one of a series of user guides designed to help you take advantage of the suite of PBIS reports available to you. As a PBIS user, this data is available for you to view and analyze in the way best suited to your needs. Questions and suggestions can be sent to the PBIS support team at [email protected].


Access to PBIS

To request a user account to access PBIS, follow the instructions provided on the DoD Procurement Toolbox at http://dodprocurementtoolbox.com/site-pages/report-users.

Use Internet Explorer or Firefox web browser to access the tool at https://reports-osd.altess.army.mil/analytics/saw.dll?bieehome

After reading the terms of use, click “I Agree” (Figure 13) to launch the main log in page.

Figure 13

Click on “CAC Login” (Figure 14) and select your EMAIL certificate, then enter your CAC PIN.

Figure 14


https://reports-osd.altess.army.mil/analytics/saw.dll?bieehome

http://dodprocurementtoolbox.com/site-pages/report-users

General Introduction - DoD Procurement Toolbox · Web viewProcurement Business Intelligence Service...

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