Attachment-5 CE Data Reporting.pdf

ATTACHMENT 5

REPORTING

PURPOSE AND OVERVIEW

The purpose of this attachment is to provide guidance on how data is to be provided by the Contractor and outline the options by which the Contractor can report Service Provider Information and Asset Information. This document outlines options that may be utilized by a Contractor and associated CES business process and procedures for how data is to be submitted. The Contractor may review the existing options and choose the most suitable method considering their organizational constraints and resources.

GENERAL TYPES OF DATA

Work Order Data

Work order data includes all necessary information for the documentation of all completed work orders, including, but not limited to, service orders, preventive maintenance (as performed under the PM program), and work issued as

Non-Recurring Work. Specific NEXGEN/Builder fields required for work order data are listed on the Contractor

Interface Mapping spreadsheet.

Asset Data

Asset data includes the specific details necessary for proper identification and tracking of assets when updated for all completed work orders where an asset is repaired, replaced, installed, or otherwise affected. Specific

NEXGEN/Builder fields required for asset data are listed on the Contractor Interface Mapping spreadsheet. When replacing existing assets, the Contractor shall change the status of the current asset which will remove it from the maintenance plan and add the new asset.

METHODS FOR DATA SUBMISSION

NEXGEN/Builder Flat File Data Exchange

The Contractor will utilize the data formats contained in the Contractor Interface Mapping spreadsheet. The

Contractor shall use their own internal systems to generate the flat file data into the format required. The Contractor is responsible for ensuring that data is correct and validated. If any data gets rejected the Contracting Officer and

COR will send the “rejected” data back to Contractor and the Contractor shall correct and resubmit the data. In all cases of data rejects, the Contractor shall communicate with the Contracting Officer to rectify the data rejects.

Flat File Data Validation and Preparation

NEXGEN/Builder has several interfaces to assist in data transfer, many interfaces are used for multiple purposes to efficiently load or modify existing data in the system. Because of those multiple uses for each interface there are strict rules on how the data must be prepared for successful submission and loading.

Spreadsheet Flat File Submission

In this method the Contractor will prepare data in flat files and submit in spreadsheet format to the Contracting

Officer. These documents have strict requirements that must be followed to permit the successful processing by the

Government to import into NEXGEN/Builder. The contractor is responsible to verify data against the reference values to prevent record rejects for required information. Spreadsheet flat files shall be submitted in a Microsoft

Excel file format. Upon acceptance, the Government will extract the relevant data to complete the

NEXGEN/Builder Flat File Data Exchange.

Service Provider Information Reports and Asset Information Reports submitted as spreadsheet flat files must be prepared as follows:

The Contractor shall submit a complete work order or asset data spreadsheet by filling out all applicable portions of the Excel spreadsheet workbook after validating matching appropriate fields per provided reference files.