ATT R - CATS - iSite Contractor On-boarding Guide.pdf

Contract Administration Tools & Services (CATS):

iSite Contractor On-boarding Guide

February 2022

Contents Contract Administration Tools & Services (CATS) Team

What is iSite?

How will the Contractor utilize iSite?

How do Contractor Employees get access to iSite?

iSite Kick-Off Meeting

Can the Contractor begin working any items prior to the Kick-off Meeting?

Priority #1: Completion of the Financial Calendar Import File

Priority #2: Define iSite Contractor Roles/Users

Priority #3: Define 533M Reporting Categories

Priority #4: Define Estimate Template Layout

Priority #5: GL Account Mappings to 533M Reporting Categories

Priority #6: Provide Labor Classes, Rates, and Employee Information

Priority #7: Burden Structure and Rates

Priority #8: Determine POC for Automation of Data into iSite

Priority #9: Define Contractor Workflow Steps

Questions?

Contract Administration Tools & Services (CATS) Team

The Contract Administration Tools & Services (CATS) Team is the NASA team that assists with the deployment of iSite, a Contract Administration System (CAS), for Contracts across the Agency. The CATS team serves as a liaison between the NASA Customer, the Contractor, and the MSM Group Support Staff.

What is iSite?

iSite Contract Management Portal (iCMP – referred to as iSite) is a comprehensive CAS that provides end-to-end contract administration, work planning and monitoring, and resource management to effectively perform the initiation, planning, execution, monitoring, reporting and closeout of contracts and tasks orders, including performance metrics, risk management, document management, deliverables management, financial management, customized reporting, and agency specific reporting. The iSite system and support is provided to NASA by MSM Group, Inc. More information about iSite can be found on MSM Group, Inc.’s website or YouTube Channel.

How will the Contractor utilize iSite?

The Contractor will use iSite for requesting new work, revising existing work, financial planning, reporting, reporting of actuals, deliverables submission and variance reporting. iSite also serves as the primary system for communicating financial and funding information to include monthly time-phased baseline plans. The provided system will allow for the electronic initiation, receiving, review, approval, issuance, and modification of work under the contract.

How do Contractor Employees get access to iSite?

Each iSite user is required to have a user account established, where the user is assigned to one or more roles. The role assignment will determine the information that the user is able to access within the system using permission-based controls. All users will be required to have a NASA Personal Identity Verification (PIV) Smartcard badge in order to authenticate through NASA Launchpad to access the iSite system.

iSite Kick-Off Meeting

After contract award, CATS and MSM Group will set up an iSite kickoff meeting, where a demonstration and overview of the iSite system will be provided to the Contractor. At this meeting, action items and requested due dates will be provided to the Contractor for items that will be required to complete the configuration of iSite. Items include, but are not limited to, determining contractor roles, providing GL account mappings to required reporting categories, determining 533M and estimate template layouts, providing Labor classes/rates and any indirect rates and their allocations and financial calendar setup.

Can the Contractor begin working any items prior to the Kick-off Meeting?

Yes. Our team highly encourages the Contractor to review the priority items outlined in the sections below, in order to expedite the iSite configuration process.

Priority #1: Completion of the Financial Calendar Import File

The financial calendar outlines the financial months within each Contract and Fiscal year applicable to the contract. iSite uses financial calendars to represent costs or plan information for a specific period of time, either financial month, contract year, or other custom spans of times known as financial month groups. This data must be completed within the “template-lookups-financialmonths” document that will be provided as part of the Contractor On-boarding. At a minimum, the following information is required:

• Financial Month Code

• Financial Month Start

• Financial Month End

• Contract Year

• Contractor Fiscal Year

• Contractor Financial Month Code

• Agency Fiscal Year

• Working Days

• Working Hours

• Productive Days

• Productive Hours

An online reference for what is needed for each field can be found here: https://help.msm-isite.com/ImportFinancialMonths.html

Priority #2: Define iSite Contractor Roles/Users

The Contractor shall define the iSite Contractor Roles that will be required to complete or oversee efforts within iSite. Security permissions will be tied to each defined Contractor role in the system. Roles can be set at the Contract or Task Level. Contract Level Roles can see all work within the instance. Task Level roles can only see the work under specific Tasks or Work Packages. A list of individuals assigned to the defined contractor roles will also need to be provided.

Sample Roles Include:

Priority #3: Define 533M Reporting Categories

The 533M Reporting Categories must be defined to ensure the necessary cost elements (i.e., Labor, Travel, ODCs, etc.) are included within the Estimate template, which is the template that proposal costs are submitted to NASA from the Contractor. In many circumstances, the NASA Contract Team has already defined draft 533M Reporting Categories for the Contractor’s review. If draft 533M Reporting Categories have been defined, this information will be provided to the Contractor after Contract Award. If not, the Contractor and NASA customer will need to collaborate on which Reporting Categories are necessary for this Contract’s 533M submission.

Note: Reporting Categories are the categories listed under item #6 – Reporting Categories under the NASA Monthly Contractor Financial Management Report (533M) Template.

Priority #4: Define Estimate Template Layout

The Estimate Template is the layout in which the proposed cost will be developed by the Contractor and submitted to NASA. The Estimate Template must be at the same or lower level of detail compared to the 533M Reporting Categories. The Estimate Template Reporting Categories will roll up to populate the 533M template in iSite. The Contractor and NASA team will need to determine if the Estimate Template should be at the same or provide a lower level of detail (i.e., instead of having just an ODC total line, the Estimate Template could include a breakout of ODC costs for Travel, Training, Materials, etc.)

Priority #5: GL Account Mappings to 533M/Estimating Reporting Categories

The Contractor will need to provide their General Ledger (GL) account mappings to align with the 533M/Estimating Reporting categories. The iSite implementation team will assist you with understanding the mappings necessary for configuration.

Priority #6: Provide Labor Classes, Rates, and Employee Information

To build estimates within iSite, the Contractor will need to provide Labor Class Codes, Labor Class Names, and Rates. If the Contractor prefers to estimate down to the individual employee level, the Contractor will need to provide employee names and their corresponding labor classes and labor rates. If there is a contract requirement to report Labor or WYEs as On-Site, Off-Site, or Near-Site the Labor Classes will need to be delineated down to this level (i.e., Program Manager: On-Site, Program Manager: Off-Site etc.). To import this information into iSite, the following import templates will be provided to the Contractor for completion:

• Template-lookups-laborclasses o ref: https://help.msm-isite.com/ImportLaborClasses.html

• Template-lookups-laborclassrates o ref: https://help.msm-isite.com/ImportLaborClassRates.html

• Template-lookups-laborsubclasses o ref: https://help.msm-isite.com/ImportLaborSubclasses.html

• Template-lookups-laborsubclassrates o Ref: https://help.msm-isite.com/ImportLaborSublassRates.html

• Template-lookups-employees (Optional) o ref: https://help.msm-isite.com/ImportEmployees.html

• Template-lookups-employeelaborrates (Optional) o ref: https://help.msm-isite.com/ImportEmployeeLaborRates.html

Priority #7: Burden Structure and Rates

The Contractor will need to provide its Burden Structure and Rates (i.e., Fringe, Overhead, G&A, PMO, etc.). These rates and allocations will be applied to the Estimate template, to auto-calculate burden amounts, reducing manual entry.

Priority #8: Determine POC for Automation of Data into iSite iSite has the ability to integrate with other systems via data import utilities. Data can be imported via bulk imports into the iSite Web Application, via Secure FTP file upload or by Web API (https://api.msm-isite.com/ ). MSM Group will discuss the various processes for automating imports to assist the Contractor with determining the best approach for importing data. A Contractor point of contact(s) will need to be provided to ensure this individual is included in these discussions.

Priority #9: Define Contractor Workflow Steps iSite facilitates the development, review, and approval for new work and revisions to existing work through system Workflows. Workflows may include both NASA steps and Contractor Steps. These steps are configurable to the groups internal processes. The Contractor will be required to define their own workflow steps for the various workflows determined necessary for this Contract. Each Contractor Workflow step will require an action and responsible role that is required to complete the action.

Below is an example of the standard Contractor Workflow Steps:

1. Contractor receives and reviews proposal request (Responsible Party: Contractor Business Manager)

a. Choice #1: Accept and proceed to proposal development

b. Choice #2: Return to NASA for Clarification

2. Contractor Enters Proposal Estimate (Responsible Party: Contractor Financial Manager)

a. Choice #1: Proceed to Proposal Document Entry

b. Choice #2: Return to Contractor Step 1

3. Contractor Uploads Proposal Documents (Responsible Party: Contractor Business

Manager)

a. Choice #1: Proceed for Proposal Review

b. Choice #2: Return to Contract Step 2 for Estimate Corrections

4. Contractor Reviews Contractor Proposal and Submits to NASA (Responsible Party:

Contractor Program Manager)

a. Choice #1: Approve and Submit to NASA

b. Choice #2: Return for corrections to Estimate

c. Choice #3: Return for correction to Proposal

d. Choice #4: Return to Contractor Step 1

Questions?

If you have questions regarding iSite after contract award, but prior to the iSite Kick-off meeting please contact your Contracting Officer. At the iSite Kick-off meeting you will be provided with a CATS Point of Contact for any questions regarding the system going forward.