Electronic Forms exchange (EFX) DD Form 2579 Instructions

Transcription

1 UNCLASSIFIED Electronic Forms exchange (EFX) DD Form 2579 Instructions 07/19/2018 UNCLASSIFIED

2 INTRODUCTION The EFX System is a Web-based VCE Module that Allows Users From the Requiring Activity, Contracting, Legal, and Other Offices to Collaborate on the Development, Review, and Approval of Acquisition Documents Within a Virtual Workspace. EFX Was Created to Standardize Documents and Their Workflow/Approval Processes across the Army Acquisition Community. The Objective is to Streamline Processes so These Documents Can be Prepared, Processed, and Approved in an Expedited Manner. EFX Utilizes Smart Form Technology. A Smart Form is an Electronic Form with Capabilities Beyond a Traditional Paper Form, Such as Electronic Completion, Dynamic Sections, Database Calls, and Electronic Submission. UNCLASSIFIED () 2

3 EFX WORKSPACE OVERVIEW Start Process Tab Create new form processes To Do Tab View and take action on assigned tasks Tracking Tab View running and completed processes Preferences Tab Customize user preferences UNCLASSIFIED () 3

4 EFX DD FORM 2579 FEATURES The EFX DD Form 2579 has several features that assist users with completing the form in the most efficient way. A list of the features is provided below: 1. Purpose of Coordination If a user chooses Withdrawal or Change, they will be provided with a search feature to retrieve the data that was entered in the Initial Coordination. 2. Procurement Instrument Identifier (PIID) and Supplementary PIID fields - If the numbers entered in these fields match a PCF Cabinet the form will automatically be sent to the PCF Cabinet after approval. This section also accepts a VCE-PCF Pre-Award Number (PAN) if a PIID is not available. 3. Product or Service Code (PSC) and North American Industry Classification System (NAICS Code) Fields Utilize dropdowns that allow the user to filter down to the correct value. After PSC is selected suggested NAICS are provided. NAICS dropdowns also returns the correct Small Business Size Standard. 4. Item And/Or Service Description, Market Research/Acquisition Plan, Period of Performance/Delivery Dates, and Detail of Previous Award(s) fields overflow to a continuation page when needed. UNCLASSIFIED () 4

5 EFX DD FORM 2579 FEATURES (CONTINUED) 5. Synopsis Required (1) This field is automatically set to No when the Total Estimated Value field does not exceed the threshold for synopsis. (2) When No is selected and the Total Estimated Value exceeds the threshold for synopsis, the FAR language is displayed when the user selects the FAR exception. 6. Consolidated Requirement & Bundled Requirement When Yes is selected the user will be required to upload the appropriate documentation before signing the form and submitting it to the Small Business Professional for review. 7. Recommendation When a selection is made and Sole Source is selected the user will be required to upload the appropriate justification before signing the form and submitting it to the Small Business Professional for review. 8. Approved DD 2579s that were scanned can be uploaded back into the system. UNCLASSIFIED () 5

6 DRAFTING THE DD FORM 2579 The Contract Specialist or Contracting Officer will complete the fields as required in DFARS PGI UNCLASSIFIED () 6

7 ROUTING THE DD FORM 2579 Individuals that need to approve the document can be found using the user search. UNCLASSIFIED () 7

8 DD FORM 2579 WORKFLOW Start Process Preparer Process Complete Export to PCF Folder KO Actions Contracting Contracting Reject Officer Sign Reject Officer Sign Block 15 Block 18 Task Task Approved Form ed to: KO, cc: Preparer and SBS Final Form ed to: KO, cc: Preparer, SBA Rep and SBS Return to KO Non-Concur Small Business Specialist Block 16 SBA Not Required Concur SBS Actions Escalate to SBA REP SBA Required Task Internal SBA Internal or External SBA External SBA Internal SBA Actions Internal SBA Representative Block 17 Non-Concur Concur Task Proceed to Next Page UNCLASSIFIED () 8

9 DD FORM 2579 WORKFLOW External SBA External SBA Representatve Block 17 SBA Concur/ Non-Concur External SBA Actions Continue from Previous Page DD 2579 to External SBA DD2579 Back to SBS SBS Sends Form to KO to Edit and Restaffing External SBA Response = Non-Concur SBS Upload External SBA Response SBS Actions Return to Previous Page. Contracting Officer Block 15 Task SBS Sends Form to KO to Complete Block 18 External SBA Response = Concur KO Actions Task Contracting Officer Block 18 KO Concur Or Non-Concur with SBA Decisition Final Form ed to: KO, cc: Preparer, SBA Rep and SBS Process Complete Export to PCF Folder UNCLASSIFIED () 9

10 CONTRACTING OFFICER TASK The Contracting Officer (KO) will receive an notification that includes details regarding the DD Form 2579 that was submitted to them for review. This task will initially open in the same User Interface that the preparer completed. The KO can make any necessary changes. The KO can reject the form or approve the form. Rejecting the form returns it to the preparer Approving the form requires the KO to digitally sign the DD Form 2579 UNCLASSIFIED () 10

11 SMALL BUSINESS PROFESSIONAL TASK The Small Business Professional will receive an notification that includes details regarding the DD Form 2579 that was submitted to them for review. The DD Form 2579 will be presented. The Small Business Professional must make a selection from Concur/Non-Concur. UNCLASSIFIED () 11

12 SMALL BUSINESS PROFESSIONAL TASK (CONTINUED) After making a selection a User Interface will be presented. The Small Business Professional is required to complete additional fields. The fields that are presented will differ based on whether Concur or Non-Concur was chosen. In either case an Organization Control Number must be entered. UNCLASSIFIED () 12

13 SMALL BUSINESS PROFESSIONAL CONCUR If the SB Professional Concurs the next step is to indicate whether a SBA Procurement Center Representative (SBA PCR) needs to review the form. If No, the SB Professional can proceed to sign the DD Form 2579 and the process will be complete. *NOTE: Some Regional SBA PCRs may have an Army CAC and can review the form within EFX UNCLASSIFIED () 13

14 SMALL BUSINESS PROFESSIONAL CONCUR If Yes, there are two ways the form can be sent to the SBA PCR. Within EFX if the SBA PCR has an Army CAC (typically Breakout SBA PCRs) they can review the form within EFX. UNCLASSIFIED () 14

15 SMALL BUSINESS PROFESSIONAL CONCUR Outside EFX if the SBA PCR doesn t have an Army CAC (typically Regional SBA PCRs*) EFX will automatically send the form to the SBA PCR s address that you entered. UNCLASSIFIED () 15

16 SMALL BUSINESS PROFESSIONAL NON-CONCUR If the SB Professional Non-concurs the next step is to provide the reason and indicate who the form needs to go to next. UNCLASSIFIED () 16

17 SMALL BUSINESS PROFESSIONAL WAITING FOR EXTERNAL SBA TASK If the form is sent to an External SBA PCR, the Small Business Professional will immediately receive an additional task with the title DD2579: Waiting for SBA PCR Response The purpose of this task is to allow the SB Professional to upload the form that is returned by the SBA PCR. The SB Professional also has other options in this task like resending the form to the same SBA PCR or sending to another SBA PCR. THIS SLIDE ONLY APPLIES TO ORGANIZATIONS THAT SEND DD FORM 2579 TO THE SBA PCR OUTSIDE OF EFX UNCLASSIFIED () 17

18 SBA PCR TASK When the SBA PCR opens the task they will be presented with the form. They have two options to choose from concur or non-concur. If the SBA PCR concurs they will be provided the opportunity to enter remarks in block 17e and to sign the form. Once the form is signed the workflow in EFX will be complete. If the SBA PCR non-concurs they will be provided with a new screen. They will enter the reason for non-concurrence, then indicate who the form should be sent to next. Return to the Small Business Professional should be chosen in situations where it is likely that an agreement can be made among all parties regarding a change in the strategy. Send to Contracting Officer should only be used in cases where all parties have exhausted all options in coming to an agreement and will likely result in the KO rejecting the SBA recommendation in accordance with FAR Part , DFARS Part , and AFARS Part UNCLASSIFIED () 18

19 ADDITIONAL ROUTING OPTIONS In addition to the workflow that is built within the DD 2579 Smartform. EFX has built-in functionality that allows for routing within a team environment. These options should only be used for users within the same role (Contract Specialist to Contract Specialist, Contracting Officer to Contracting Officer, or Small Business Professional to Small Business Professional). These options include: Sharing Task One-time sharing of a task with another user. When you share a task both users can complete the task. Forwarding Task One-time forwarding of a task from one user to another. When you forward a task to another user you no longer have ownership of the task. Task Reassignment (Out of Office) - EFX includes an Out of Office functionality that can be set in the Preferences Tab. If a user indicates that they are out of the office they can direct the system to automatically reassign DD 2579 forms to another user. UNCLASSIFIED () 19

20 EFX DATA FLOW TO VCE-BI REPORTS DOD, Army, & Federal Systems FPDS-NG PADDS SPS/PD2 AKO LDAP Workstation/Mobile Device Electronic Forms Exchange VCE-PCF VCE-AM Procurement Data Warehouse VCE- ASSIST VCE-BI BI report capability UNCLASSIFIED () 20

21 EFX DD 2579 REPORTS IN VCE-BI SUMMARY REPORTS This report provides a summary of DD Form 2579s submitted by status based on the criteria selected at time of report execution. FORECAST REPORTS This report provides data fields information for DD Form 2579 processed in VCE-EFX and merges this data with the Forecasted Award Date from VCE-PCF Milestones. UNCLASSIFIED () 21

22 EFX DD 2579 REPORTS IN VCE-BI DETAILED INFORMATION REPORTS This report provides data fields and workflow information for DD Form 2579 processed in VCE- EFX. CURRENT PROCESS POINT REPORTS This worksheet provides detailed information on the current process point of the specific DD Form UNCLASSIFIED () 22

23 GETTING HELP WITH EFX Self-service options are available under the Help menu in EFX. Instructions for several forms EFX FAQs - Addresses frequent issues that users may experience with their Adobe Software EFX Overview Video Provides a detailed walkthrough of the entire EFX system functionality. Local SME Army Enterprise Service Desk (AESD) (check with local SME first) There are three ways to Contact AESD. If the issue is URGENT, calling AESD is recommended. Phone: (ARMY), # Option 7 Web: (You must have an AESD CRM account in order to submit an online AESD ticket Call or AESD if you do not have access.) usarmy.belvoir.usamc.mbx.procurement-aesd-w-support@mail.mil (You must use a.mil address when ing the AESD Please be prepared to provide specific details about your issue. UNCLASSIFIED () 23