USDA Forest Service Acquisition Management by zwk61917

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									                 USDA Forest Service
                Acquisition Management


         Daily Operations/Users Guide:
Non-FS Employee eAccess Tracking System (NATS)




10 March 2008                                    Version 1.0
TABLE OF CONTENTS


1      Revision Control.....................................................................................................................3
2      Objective .................................................................................................................................4
3      Scope........................................................................................................................................4
4      Access ......................................................................................................................................4
5      Process.....................................................................................................................................4
6      NATS Description ..................................................................................................................6
    6.1      General Description ........................................................................................................ 6
    6.2      Location .......................................................................................................................... 6
    6.3      Field List ......................................................................................................................... 7
    6.4      Report List .................................................................................................................... 12
       6.4.1      Contracts/Agreements grouped by COs/G&A Specialists ................................... 12
       6.4.2      COs and G&A Specialists..................................................................................... 13
       6.4.3      Grouped View by CO/G&A Specialist................................................................. 13
       6.4.4      FS Official Grouped by Contracts/Agreements.................................................... 14
       6.4.5      Officials by Contracts ........................................................................................... 14
       6.4.6      Non-FS Employees Grouped by Contracts/Agreements ...................................... 15
7      Roles and Responsibilities ...................................................................................................16
8      Abbreviations and Acronyms .............................................................................................16
9      Glossary ................................................................................................................................17


TABLE OF FIGURES and TABLES

Figure 1: NATS Flow Chart .......................................................................................................... 5
Figure 2: Locating NATS within Lotus Notes............................................................................... 6
Figure 3: EDIT FORM—Main Form, Showing Field Names....................................................... 8
Figure 4: EDIT FORM—Add COR/COTR Edit Form, Showing Field Names............................ 9
Figure 5: EDIT FORM—Add CO ................................................................................................. 9
Figure 6: EDIT FORM—Main Form, Showing Field Names..................................................... 10
Figure 7: EDIT FORM—Add Program Manager Edit Form, Showing Field Names................. 10
Figure 8: EDIT FORM—Add G&A Specialist ........................................................................... 11
Figure 9: Report—Contracts/Agreements with Associated Officers........................................... 12
Figure 10: Report—Locations of CO and G&A Specialists........................................................ 13
Figure 11: Report—Contracts/Agreements Grouped by Officers ............................................... 13
Figure 12: Report—FS Official with Associated Contracts/Agreements.................................... 14
Figure 13: Report—FS Officials Grouped by Contract............................................................... 14
Figure 14: Report—Non-FS Employees with Associated Contracts........................................... 15
Figure 15: Report—Non-FS Employees grouped by Contracts/Agreements.............................. 15
Table 1: Authorization for Non-FS Employees ........................................................................... 16


Non-FS Employee eAccess Tracking System (NATS), Version 1.0                                                                                2 of 17
1 Revision Control

   Version           Date              Author                                    Notes
     1.0            3/10/08      Doug Weaver,                 1st version of delivered document
                                 C. Dominick,
                                 K. Sandlin




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2 Objective
The Non-Forest Service (FS) Employee eAccess Tracking System (NATS) is a database
designed to facilitate FS information resource access requests for Non-FS employees,
such as contractors or cooperators, who in their scope of work will need access to FS
information resources.

3 Scope
The purpose of this document is to describe NATS and the procedures/processes used to
access, update and maintain it.

4 Access
NATS has two Database Manager groups: (1) Contracting and (2) Grants & Agreements
(G&A). They will be self-managing, which implies anyone in the Contracting group will
be able to add Contracting Officers (COs) and anyone in the G&A group will be able to
add G&A Specialists, unless a decision is made to restrict it. Once an individual’s name
is in the NATS as a member of one of the aforementioned groups, he or she will be able
to access the database and add Acquisition Management (AQM) personnel.

5 Process
The following items summarize the process:

    1. AQM personnel give Database Managers access to the 2 groups—G&A and
       Contracting.

    2. Database Managers assign/remove access to Contract Officers and G&A
       Specialists.

    3. For Contracts:

            a. COs enter the contract information into the NATS.

            b. COs after entering the contract information can then do one of two things
               either enter the individual Non-FS employee information in to NATS or
               assign a Contracting Officer’s Representative (COR).

            c. The COR can either enter the individual Non-FS employee into NATS, or
               assign a Contracting Officer’s Technical Representative (COTR)
               /Inspector to enter the individual Non-FS employee information into
               NATS.

            d. If the contract ends, then the CO is responsible for deactivating both the
               Non-FS employee and contract in NATS.




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    4. For Agreements:

            a. G&A Specialists enter the agreement information into the NATS.

            b. After entering the agreement data, G&A Specialists assign a Program
               Manager.

            c. The Program Manager enters the individual Non-FS employee data into
               the NATS.

            d. If the agreement ends, then the G&A Specialist is responsible for
               deactivating both the Non-FS employee and agreement in the NATS.

The following chart illustrates these procedures.




                                   Figure 1: NATS Flow Chart




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6 NATS Description

6.1 General Description
NATS is a Domino database resident on Lotus Notes. It provides:

    •   A list of Non-FS employees who need access to FS information systems
    •   The name of the FS supervisor of each Non-FS employee needing access
    •   Contact information for the FS supervisor of each Non-FS employee needing
        access
    •   Basic contract/agreement information when applicable


6.2 Location
To open the NATS, open Lotus Notes and go to File>Database>Open,
Server Address: WODATA01/D/WO/USDAFS
File name: fsfiles/unit/wo/aqm/nats.nsf




                           Figure 2: Locating NATS within Lotus Notes




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6.3 Field List
The following list identifies the types of information gathered in the NATS; these are not
exact field names.

About the Non-FS Employee:
       Name
       FS organizational unit served
       Work Phone
       Work Location
       Work Email
       Work Address (street, city, state, zip)

About the Contract/Agreement:
       Contract #
       Task Order #
       Date of Award
       Vendor
       Contract Description

About the authorizing FS supervisor:
       Name
       FS organizational unit served
       Work Phone
       Work Location
       Work Email
       Work Address (street, city, state, zip)
       Work Title

Audit Trail:
       Date of authorization




Non-FS Employee eAccess Tracking System (NATS), Version 1.0                                  7 of 17
The following form shows how the CO performs data entry for the contract information.




                   Figure 3: EDIT FORM—Main Form, Showing Field Names

NOTE: User type, or title, is flagged as each new user is added.




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The following form opens upon clicking the “Add COR/COTR” button in the main edit
form. The user selects a name from the drop-down menu, and then completes the form.




           Figure 4: EDIT FORM—Add COR/COTR Edit Form, Showing Field Names

Pushing the appropriate button on each report header (see Figures 6 through 12) brings up
the following form. In each case, the form collects data for the type of person named
(e.g., FS Official, Contractor, CO, and Non-FS Employee).




                                Figure 5: EDIT FORM—Add CO




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The following form shows how the G&A Specialist performs data entry for the contract
information.




                   Figure 6: EDIT FORM—Main Form, Showing Field Names

The following form opens upon clicking the “Add Program Manager” button in the main
edit form. The user selects a name from the drop-down menu, and then completes the
form.




        Figure 7: EDIT FORM—Add Program Manager Edit Form, Showing Field Names




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                          Figure 8: EDIT FORM—Add G&A Specialist

Pushing the appropriate button on each report header (see Figures 9 through 15) brings up
the following form. In each case, the form collects data for the type of person named
(e.g., FS Official, Contractor, CO, and Non-FS Employee).




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6.4 Report List
Data are available in various report sorts.

6.4.1   Contracts/Agreements grouped by COs/G&A Specialists
        Business need: Find out the CO(s) for each contract or agreement.

        Simple View by Contract/Agreement Number




                Figure 9: Report—Contracts/Agreements with Associated Officers




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6.4.2   COs and G&A Specialists
        Business Need: Show where COs and G&A Specialists may be found.

        View by COs/G&A Specialists




                    Figure 10: Report—Locations of CO and G&A Specialists




6.4.3   Grouped View by CO/G&A Specialist




                 Figure 11: Report—Contracts/Agreements Grouped by Officers




Non-FS Employee eAccess Tracking System (NATS), Version 1.0                   13 of 17
6.4.4   FS Official Grouped by Contracts/Agreements
        Business need: Find out a FS Personnel’s contract assignments.

        FS Official (COR, COTR/Inspector and Program Manager)




              Figure 12: Report—FS Official with Associated Contracts/Agreements




6.4.5   Officials by Contracts




                      Figure 13: Report—FS Officials Grouped by Contract




Non-FS Employee eAccess Tracking System (NATS), Version 1.0                        14 of 17
6.4.6   Non-FS Employees Grouped by Contracts/Agreements
        Business need: Track Non-FS employees’ contracts or agreements and show
                       their roles.

        View by Non-FS Employees




                Figure 14: Report—Non-FS Employees with Associated Contracts




        View by Contract




            Figure 15: Report—Non-FS Employees grouped by Contracts/Agreements




Non-FS Employee eAccess Tracking System (NATS), Version 1.0                       15 of 17
7 Roles and Responsibilities
Authorizing officials vary depending on the type of Non-FS employee who needs a user
account. The following table summarizes the three kinds of authorization tracked in the
NATS:

                         Table 1: Authorization for Non-FS Employees
                    Contracting            G&A                  Bureau of Land    Volunteers
                    (AQM)                  (AQM)                Management
                                                                (BLM)
                                                                Employees
Top Official        CO                     G&A Specialist       FS Line Officer   Volunteer
                                                                                  Program Mgr.
Authorizing         CO Representative Program Manager           FS Line Officer   Volunteer
Official            /COTR/Inspector                                               Coordinator
Type of             Contract          Grant/ Agreement          Service First     Volunteer
authorizing                                                     Agreement         Agreement
document
Type of Non-        Contractor             Cooperator           BLM Employee      Volunteer
FS employee
granted access

Role in the         Designates CORs,       Designates       Authorizes BLM Authorizes Non-
NATS                COTRs and              Program Managers employee access FS employee
                    Inspectors and         and Non-FS                       access
                    non-FS                 employee access
                    employees’ access


8 Abbreviations and Acronyms

AQM             Acquisition Management
BLM             Bureau of Land Management
CO              Contracting Officer
COR             Contracting Officer’s Representative
COTR            Contracting Officer’s Technical Representative
DBM             Database Manager
DOI             Department of the Interior
FS              Forest Service
G&A             Grants and Agreements
NATS            Non-FS Employee eAccess Tracking System
USDA            U.S. Department of Agriculture




Non-FS Employee eAccess Tracking System (NATS), Version 1.0                               16 of 17
9 Glossary

Database Manager:
A designated AQM representative who manages access to the NATS system.

Non-FS Employee:
Non-FS employees can be further separated into four groups:

    1. FS Volunteers

    2. FS Cooperators

    3. FS Contractors

    4. Department of the Interior, Bureau of Land Management (DOI-BLM) Employees
       with FS issued account IDs and systems.




Non-FS Employee eAccess Tracking System (NATS), Version 1.0                        17 of 17

								
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