general services administration · web viewthe purpose of this release is to implement enhancements...

Assisted Acquisition Services Business Systems (AASBS)Federal Acquisition Service (FAS)

FY16 Q2 Release Activity Address Code (AAC)

Program Type RenamingRegion 13 Removal

Release Notes for GSA Users

Software Version 16.16.2

Prepared for AASBS by TechFlow, Inc.

Version 1.4

April 18, 2016

Assisted Acquisition Service Release Notes v.16.16.2

Table of Contents1.0 Task Information................................................................................................................1

1.1 Task Client......................................................................................................................... 1

2.0 Task Requirements............................................................................................................12.1 Purpose............................................................................................................................. 1

3.0 Funding AAC...................................................................................................................... 23.1 ITSS – Funding AAC Enhancements.................................................................................2

3.1.1 User Impact...............................................................................................................23.1.2 Impact to Workflow....................................................................................................23.1.3 Change Description...................................................................................................23.1.4 Interface Impact.........................................................................................................3

3.2 TOS – Funding AAC Enhancements.................................................................................33.2.1 User Impact...............................................................................................................33.2.2 Impact to Workflow....................................................................................................33.2.3 Change Description...................................................................................................33.2.4 Interface Impact.........................................................................................................4

4.0 Contracting AAC................................................................................................................44.1 ITSS – Contracting AAC Enhancements...........................................................................4

4.1.1 User Impact...............................................................................................................44.1.2 Impact to Workflow....................................................................................................44.1.3 Change Description...................................................................................................44.1.4 Interface Impact.........................................................................................................6

4.2 TOS – Contracting AAC Enhancements............................................................................64.2.1 User Impact...............................................................................................................64.2.2 Impact to Workflow....................................................................................................64.2.3 Change Description...................................................................................................64.2.4 Interface Impact.........................................................................................................9

5.0 Program Type Renaming...................................................................................................95.1 Crosswalk Mapping & Removal.........................................................................................9

5.1.1 User Impact...............................................................................................................95.1.2 Impact to Workflow....................................................................................................95.1.3 Change Description...................................................................................................95.1.4 Interface Impact.......................................................................................................10

5.2 ITSS – Program Type Enhancements.............................................................................105.2.1 User Impact.............................................................................................................105.2.2 Impact to Workflow..................................................................................................105.2.3 Change Description.................................................................................................105.2.4 Interface Impact.......................................................................................................11

5.3 ITOMS – Program Type Enhancements..........................................................................125.3.1 User Impact.............................................................................................................125.3.2 Impact to Workflow..................................................................................................125.3.3 Change Description.................................................................................................125.3.4 Interface Impact.......................................................................................................18

5.4 ITSS Funding – Program Type Enhancements................................................................195.4.1 User Impact.............................................................................................................195.4.2 Impact to Workflow..................................................................................................195.4.3 Change Description.................................................................................................195.4.4 Interface Impact.......................................................................................................19

6.0 Region 13 Removal.........................................................................................................206.1 Role Request Removal....................................................................................................20

6.1.1 User Impact.............................................................................................................206.1.2 Impact to Workflow..................................................................................................20

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6.1.3 Change Description.................................................................................................206.1.4 Interface Impact.......................................................................................................20

6.2 Drop down removal..........................................................................................................206.2.1 User Impact.............................................................................................................206.2.2 Impact to Workflow..................................................................................................206.2.3 Change Description.................................................................................................216.2.4 Interface Impact.......................................................................................................21

7.0 Follow-On Support...........................................................................................................21

List of TablesTable 1: RBA Contracting Office Activity Address Codes...............................................................4Table 2: NBA Contracting Office Activity Address Codes...............................................................6Table 3: RBA Program Type Crosswalk.......................................................................................10Table 4: RBA Program Types by Region......................................................................................10

List of FiguresFigure 1: ITSS Funding AAC Award Transmission.........................................................................2Figure 2: TOS Funding AAC Award Transmission..........................................................................3Figure 3: ITSS Client Order Information, Preparing Contracting Office AAC..................................5Figure 4: ITSS Contracting AAC Award Transmission....................................................................6Figure 5: TOS Summary Document................................................................................................7Figure 6: TOS Contracting Office Document..................................................................................7Figure 7: TOS Order Mod View 30 PDF.........................................................................................8Figure 8: TOS Contracting AAC Award Transmission....................................................................9Figure 9: ITSS Client Order Information, Program Type...............................................................11Figure 10: ITOMS Order Search...................................................................................................12Figure 11: ITOMS Order Summary...............................................................................................13Figure 12: ITOMS Billing History...................................................................................................13Figure 13: ITOMS Region Search.................................................................................................14Figure 14: ITOMS Region Summary.............................................................................................14Figure 15: ITOMS Client Summary TOFs Grid.............................................................................15Figure 16: ITOMS Evaluate POP/Accrual Dates...........................................................................15Figure 17: ITOMS Process Fee-Only Bills....................................................................................15Figure 18: ITOMS Citation Details for Funding Documents..........................................................16Figure 19: ITOMS NEAR Validation Errors: Orders......................................................................16Figure 20: ITOMS Assign Order Funding......................................................................................17Figure 21: ITOMS Assign Funds...................................................................................................17Figure 22: ITOMS Search for Funding..........................................................................................18Figure 23: ITOMS Generate Monthly Accruals.............................................................................18Figure 24: ITSS Funding Citation..................................................................................................19Figure 25: Registration – New Role Request................................................................................20

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Revision HistoryDate Author Version Description

2016-03-21 Anthony Kimpo 1.0 Initial Version

2016-03-21 Anthony Kimpo 1.1 Peer review revisions; added list of tables and additional cross references

2016-03-22 Anthony Kimpo 1.2 Updated with release version

2016-03-24 Anthony Kimpo 1.3 Updated support information & cutover date

2016-04-18 Anthony Kimpo 1.4 Updated with revised Funding AAC transmission values to FPDS-NG

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1.0 Task InformationTask Title: General Services Administration (GSA) AASBSDocument Title: AASBS – Activity Address Code (AAC) FY16 Q2 Release – Release Notes

1.1 Task ClientGeneral Services Administration (GSA)Federal Acquisition Service (FAS)Office of the Chief Information Officer (OCIO)2100 Crystal Drive, Rm. 11052 Arlington, VA 22202

2.0 Task Requirements

2.1 Purpose The purpose of this release is to implement enhancements in IT Solutions Shop (ITSS), Integrated Task Order Management System (ITOMS), ITSS Funding, Tracking and Ordering System (TOS) and Central Registration to accommodate Federal Acquisition Regulation (FAR) 4.6, which mandates the transmission of six digit Activity Address Codes (AAC) to Federal Procurement Data System Next Generation (FPDS-NG) upon order award.

AAC codes will be transmitted for preparing contracting offices and funding offices; codes must be valid codes in the Department of Defense Activity Address Directory (DODAAD) for award finalizing in FPDS-NG. Contracting office AACs are assigned from order specifics while funding office AACs are taken directly from an order’s funding.

Additionally, Regional Business Application (RBA) program types have been renamed to standardize references across all RBA applications and region 13 has been removed from all application interfaces.

The AAC and program type code for this release will be deployed 3/24/2016 in an inactive state; it will remain inactive until the AAC go-live date of 4/1/2016. Beginning 4/1/2016, all the code within this release will be active in the production environment.

Enhancements for removing region 13 will take effect immediately following the release.

The following change requests and their associated user stories are included in the release:

CHG91256 – Contracting AAC Assignment Contracting AAC – assignment and display

CHG91257 – AAC Transmission to FPDS Contracting AAC – display and transmission Funding AAC – display and transmission

CHG92671 – RBA Region and Program Type Changes Program Type Renaming – assignment and display Region 13 Removal – removal from application interfaces

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3.0 Funding AAC

3.1 ITSS – Funding AAC Enhancements3.1.1 User Impact

GSA Users

3.1.2 Impact to WorkflowNo impact to the existing system workflows.

This change impacts the award transmission of funding AAC values associated to ITSS orders.

3.1.3 Change DescriptionThis change enhances ITSS by modifying the transmission to FPDS-NG to send a blank funding AAC value to the to the FPDS-NG field ‘Funding Office Id’ upon order award. Blank values transmitted are displayed on the FPDS-NG Form, Purchaser Information section and within the FPDS-NG modal window.

The blank funding AAC value will transmit in place of the Billing Office Address Code 1 (BOAC1) field from the funding citation providing the preponderance of funding for the order. Users must set the ‘Funding Office Id’ directly within the FPDS-NG modal window.

An AAC point of contact (POC) for each agency has been assigned and posted to MAX.gov; questions about agency’s AACs are to be directed to the POCs posted within MAX. Users must register with MAX prior to searching POCs or joining communities within MAX.gov.

https://login.max.gov/cas/login https://community.max.gov/display/Acquisition/Agency+Designated+AAC+Leads

For additional assistance with the FPDS-NG environment, the Federal Service Desk (FSD) can provide online support; users must register with the FSD prior to submitting questions.

https://www.fsd.gov/fsd-gov/home.do

Figure 1: ITSS Funding AAC Award Transmission

3.1.4 Interface ImpactBlank funding AAC values are displayed on the FPDS-NG Form for new awards immediately after submission.

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https://community.max.gov/display/Acquisition/Agency+Designated+AAC+Leads

https://login.max.gov/cas/login


3.2 TOS – Funding AAC Enhancements3.2.1 User Impact

GSA Users

3.2.2 Impact to WorkflowNo impact to the existing system workflows.

This change impacts the award transmission of funding AAC values associated to TOS orders.

3.2.3 Change DescriptionThis change enhances TOS by modifying the transmission to FPDS-NG to send a blank funding AAC value to the to the FPDS-NG field ‘Funding Office Id’ upon order award. Blank values transmitted are displayed on the FPDS-NG Form document, Purchaser Information section and within the FPDS-NG modal window.

The blank funding AAC value will transmit in place of the BOAC1 field from the funding document providing the preponderance of funding for the order. Users must set the ‘Funding Office Id’ directly within the FPDS-NG modal window.

An AAC point of contact (POC) for each agency has been assigned and posted to MAX.gov; questions about agency’s AACs are to be directed to the POCs posted within MAX. Users must register with MAX prior to searching POCs or joining communities within MAX.gov.




Figure 2: TOS Funding AAC Award Transmission

3.2.4 Interface ImpactBlank funding AAC values are displayed on the FPDS-NG Form document for new awards immediately after submission.

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4.0 Contracting AAC

4.1 ITSS – Contracting AAC Enhancements4.1.1 User Impact

GSA Users

4.1.2 Impact to WorkflowNo impact to existing system workflows.

This change impacts the assignment, display and award transmission of contracting AAC values within ITSS orders.

4.1.3 Change DescriptionThis change enhances ITSS by applying AAC regional and program type assignment logic to orders, displaying the AAC value within system interfaces and transmitting the value to FPDS-NG upon order award.

For new orders, AAC assignment logic is applied at the time of region and program type selection. For modifications, AAC assignment logic is applied at the time the modification is created. Below lists RBA mapping assignments of regions and program type combinations to contracting AAC values. Please note, new program type references are listed (see section 5).

Table 1: RBA Contracting Office Activity Address Codes

Region Program Type

Contracting AAC

AAC Description

01 AAS 47QFNA GSA FAS AAS Region 01

01 ITS NSD 47QTCF ITS/NETWORK SERVICES CONTRACT OPERATIONS DIVISION 3

02 AAS 47QFEA GSA FAS AAS Region 02


03 AAS 47QFMA GSA FAS AAS Region 03


04 AAS 47QFSA GSA FAS AAS Region 04

04 ITS LOCAL 47QTCF ITS/NETWORK SERVICES CONTRACT OPERATIONS DIVISION 3


05 AAS 47QFLA GSA FAS AAS Region 05



07 AAS 47QFWA GSA FAS AAS Region 07


08 AAS 47QFRA GSA FAS AAS Region 08


09 AAS 47QFPA GSA FAS AAS Region 09



11 AAS 47QFDA GSA FAS AAS Region 11

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14 COC IAD 47HAAO Internal Acquisition Division

15 IAE 47QDCA INTEGRATED AWARD ENVIRONMENT(QD)

16 CAP 47QDCB FAS SYSTEMS TRANSFORMATION

31 GSS IWAC 47QSMA GSA/FAS FURNITURE SYSTEMS MGT DIV

40 ITS NITCP 47QTSA GSA/NATIONAL INFORMATION TECHNOLOGY PROGRAM (NITCP)

The following system interface was enhanced to display contracting AAC values:

Client Order Information (COI)

New field – Preparing Contracting Office AAC AAC value dynamically changes with Region and Program Type selections based on

mapping crosswalk above

Figure 3: ITSS Client Order Information, Preparing Contracting Office AAC

This change modifies the transmission to FPDS-NG to send an order’s assigned contracting AAC six digit value to FPDS-NG field ‘contracting office id’ upon order award. The contracting AAC value will transmit instead of the blank value transmitted currently after the go-live date. Values transmitted are displayed on the FPDS-NG Form document, Purchaser Information section and within the FPDS-NG modal window.

The contracting AAC value will be transmitted to FPDS-NG upon every award transmission for every order modification. Any validation errors received during transmission can be resolved directly within the FPDS-NG modal window. Existing awards transmitted to FPDS-NG prior to the go-live date will continue to utilize the 5 digit PCO code without issue in FPDS-NG.

An AAC point of contact (POC) for each agency has been set up and posted to MAX.gov; questions about agency’s AACs are to be directed to the POCs posted within MAX. Users must register with MAX prior to searching POCs or joining communities within MAX.gov.




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Figure 4: ITSS Contracting AAC Award Transmission

4.1.4 Interface ImpactContracting AAC values and descriptions are displayed on the COI for all orders. Transmitted contracting AAC values are displayed on the FPDS-NG Form page for new awards. One new field was added to the COI for contracting AAC values and descriptions.

4.2 TOS – Contracting AAC Enhancements4.2.1 User Impact

GSA Users


This change impacts the assignment, display and award transmission of contracting AAC values within TOS orders.

4.2.3 Change DescriptionThis change enhances TOS by applying AAC regional assignment logic to orders, displaying the AAC value within system interfaces and transmitting the value to FPDS-NG upon order award.

For new orders, AAC assignment logic is applied at the time of region selection. For modifications, AAC assignment is inherited from the assigned region on the original order. Below lists NBA mapping assignments of regions to contracting AAC values.

Table 2: NBA Contracting Office Activity Address Codes

Region – Office AAC Description

00 – TFMG 47QFCA GSA FAS AAS FEDSIM

01 – Region 1 Contracting 47QFNA GSA FAS AAS Region 01

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The following system interfaces were enhanced to display contracting AAC values:

Summary Document

AAC description displays on document and properties file

Figure 5: TOS Summary Document

Contracting Office Document

AAC description displays on document and properties file AAC value displays on properties file – new field

Figure 6: TOS Contracting Office Document

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View 30 PDF

AAC value displays on view 30 PDF, section 6 for new modifications – replaces PCO Code

Figure 7: TOS Order Mod View 30 PDF

This change modifies the transmission to FPDS-NG to send an order’s assigned contracting AAC six digit value to FPDS-NG field ‘contracting office id’ upon order award. The contracting AAC value will transmit instead of the current five digit PCO Code after the go-live date. Values transmitted are displayed on the FPDS-NG Form document, Purchaser Information section and within the FPDS-NG modal window.

The contracting AAC value will be transmitted to FPDS-NG upon every award transmission for every order modification. Any validation errors received during transmission can be resolved directly within the FPDS-NG modal window. Existing awards transmitted to FPDS-NG prior to the go-live date will continue to utilize the 5 digit PCO code without issue in FPDS-NG.

An AAC point of contact (POC) for each agency has been set up and posted to MAX.gov; questions about agency’s AACs are to be directed to the POCs posted within MAX. Users must register with MAX prior to searching POCs or joining communities within MAX.gov.




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Figure 8: TOS Contracting AAC Award Transmission

4.2.4 Interface ImpactContracting AAC values and descriptions are displayed on TOS documents for new orders and modifications. Transmitted contracting AAC values are displayed on TOS documents for new awards. One new field was added to the Contracting Office document properties file for contracting AAC values.

5.0 Program Type Renaming

5.1 Crosswalk Mapping & Removal5.1.1 User Impact

GSA Users


This change impacts the mapping from legacy program type references to the new references and impacts program type selections available on new orders.

5.1.3 Change DescriptionThis change enhances RBA applications by standardizing program type values across all RBA applications. Legacy values are remapped to new reference values that will be the same across applications. Additionally, certain legacy values will be discontinued for utilizing on new orders.

New program type references will be assigned to all new orders at the time of order entry based on region mapping listed in Table 4. Existing orders will be updated to display new program type values mapped from legacy order based on mappings listed in .

Individual application impact is detailed in the following sections. Program type acronyms are detailed in APPENDIX A.

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Table 3: RBA Program Type Crosswalk

Legacy Program Type

New Program Type

Removing from Client Order Information, new order selection

FAST AAS Removing from COI for new order selection – all regions

FISSP AAS Removing from COI for new order selection – regions 6 & 10

IT SOLUTIONS AAS

PROFSRV AAS

EXPAND ITS NSD

LOCSVCS ITS LOCAL

FURNTR GSS IWAC

NITCP ITS NITCP

IAD COC IAD

IAE IAE

CAP CAP

5.1.4 Interface ImpactImpacted interfaces detailed in the following sections 5.2, & .

5.2 ITSS – Program Type Enhancements 5.2.1 User Impact

GSA Users


This change impacts the assignment and display of new program type reference values within ITSS orders.

5.2.3 Change DescriptionThis change enhances ITSS by applying new program type reference assignment logic to orders and displaying new program type references within system interfaces.

For new orders, program type assignment logic is applied at the time of region selection. For modifications, program type assignment is inherited from the COI. Below lists RBA mapping assignments of regions to program type values displayed. For existing orders, new program type references will be displayed on the COI.

Table 4: RBA Program Types by Region

Region Program Type Values Displayed on COI – new orders – 1st

Program Type Values Displayed on COI – new orders – 2nd

Program Type Values Displayed on COI – new orders – 3rd

01 AAS ITS NSD

02 AAS ITS NSD

03 AAS ITS NSD

04 AAS ITS LOCAL ITS NSD

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05 AAS ITS NSD

06 ITS NSD

07 AAS ITS NSD

08 AAS ITS NSD

09 AAS ITS NSD

10 ITS NSD

11 AAS ITS NSD

14 COC IAD

15 IAE

16 CAP

31 GSS IWAC

40 ITS NITCP

The following system interface was enhanced to display new program type values:

Client Order Information (COI)

Modify existing field – renamed ‘Program Type’ field name (previously ‘Program’) Program type radio button selection values dynamically change with Region selections

based on mapping crosswalk above Selection of region and program type triggers look up and display of contracting AAC

value for the selected combination (see Table 1) Legacy program type values replaced with new program type equivalent

Figure 9: ITSS Client Order Information, Program Type

5.2.4 Interface ImpactNew program type references are displayed on the COI for all orders, replacing legacy values. Some legacy values are no longer program type options on the COI.

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5.3 ITOMS – Program Type Enhancements 5.3.1 User Impact

GSA Users


This change impacts program type references displayed within ITOMS interfaces.

5.3.3 Change DescriptionThis change enhances ITOMS by replacing legacy program type values displayed within system interfaces with correspondingly mapped new values. Additionally, search functionality that utilizes program type as a search parameter has been modified to accept both legacy and new program type values.

The following system interfaces were modified to display the new program type references:

Order Search display and search parameter

Figure 10: ITOMS Order Search

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Order Summary display and export file

Figure 11: ITOMS Order Summary

Billing History display

Figure 12: ITOMS Billing History

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Region Search display and search parameter

Figure 13: ITOMS Region Search

Region Summary display and export file

Figure 14: ITOMS Region Summary

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Client Summary display and export files

Figure 15: ITOMS Client Summary TOFs Grid

Evaluate POP/Accrual Dates display and export file

Figure 16: ITOMS Evaluate POP/Accrual Dates

Process Fee-Only Bills display

Figure 17: ITOMS Process Fee-Only Bills

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Citation Details for Funding Documents display and export files

Figure 18: ITOMS Citation Details for Funding Documents

NEAR Validate Errors: Orders display and export file

Figure 19: ITOMS NEAR Validation Errors: Orders

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Assign Order Funding display and export file

Figure 20: ITOMS Assign Order Funding

Assign Funds display and export file

Figure 21: ITOMS Assign Funds

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Search for Funding display

Figure 22: ITOMS Search for Funding

Generate Monthly Accruals display, search parameter and export file

Figure 23: ITOMS Generate Monthly Accruals

5.3.4 Interface ImpactNew program type references replace legacy program types within all system interfaces. Legacy values are mapped to new values based on the crosswalk in .

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5.4 ITSS Funding – Program Type Enhancements 5.4.1 User Impact

GSA Users


This change impacts program type references displayed within ITSS Funding interfaces.

5.4.3 Change DescriptionThis change enhances ITSS Funding by replacing legacy program type values within system interfaces with correspondingly mapped new values.

The following system interface was modified to display the new program type references:

Citation

Program Type selections available are conditional upon the region of the citation’s funding document based on the crosswalk in Table 4

Existing citations will reference new program type values

Figure 24: ITSS Funding Citation

5.4.4 Interface ImpactNew program type references replace legacy program types within all system interfaces. Legacy values are mapped to new values based on the crosswalk in .

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6.0 Region 13 Removal

6.1 Role Request Removal6.1.1 User Impact

GSA Users


This change impacts RBA role request and assignment selection options within central registration.

6.1.3 Change DescriptionThis change enhances registration by removing region 13 options from the ‘Agency/Service/Office/Division’ drop down from selection when making a role request or assignment.

Figure 25: Registration – New Role Request

6.1.4 Interface ImpactRegion 13 role selection options are no longer available.

6.2 Drop down removal6.2.1 User Impact

GSA Users


This change impacts search and/or region assignment interfaces in the applications listed below.

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6.2.3 Change DescriptionThis change enhances the following interfaces by removing region 13 from drop down selection on each of the listed pages:

Registration, Point of Contact (POC) Employee Management pages region 13 removed from region parameter list of values

POC User Search POC User Roles POC Pending Roles POC Suspended Users

ITSS, Client Order Information, GSA Order Specifics section

Region 13 removed from ‘Region’ field list of values

ITOMS, Generate Monthly Accruals

Region 13 removed from region parameter list of values

ITSS Funding, Search for Funding Documents

Region 13 removed from region parameter list of values

ITSS Funding, New Funding Document

Region 13 removed from ‘GSA Region’ field list of values

BIRT Reports

Region 13 removed from region parameter list of values, when present

6.2.4 Interface ImpactRegion 13 drop down selection options are no longer available.

7.0 Follow-On SupportIf assistance is needed with an AASBS Business System, users are encouraged to contact the support desk at (877) 472-4877, [email protected].

APPENDIX A. GlossaryTerm Definition

AAC Activity Address Code

AAS Assisted Acquisition Services

AASBS Assisted Acquisition Services Business Systems

ASSIST Assisted Services Shared Information SysTem

BOAC Billing Office Address Code

CAP Common Acquisition Platform

COC IAD Central Office Contracting Internal Acquisition Division

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mailto:[email protected]


Term Definition

COI Client Order Information

DODAAD Department of Defense Activity Address Directory

FAR Federal Acquisition Regulation

FAS Federal Acquisition Service

FAST Federal Acquisition Services for Technology

FEDSIM Federal Systems Integration & Management Center

FISSP Federal Information Systems Support Program

FPDS-NG Federal Procurement Data System – Next Generation

FSD Federal Service Desk

GSA General Services Administration

GSS IWAC Global Supply Services Integrated Workplace Acquisition Center

IAE Integrated Award Environment

ITOMS Integrated Task Order Management System

ITS NITCP Integrated Technology Services National IT Commodities Program

ITS NSD Integrated Technology Services Network Services Division

ITSS IT Solutions Shop

NBA National Business Application

NEAR National Electronic Accounting and Reporting

OCIO Office of the Chief Information Officer

PCOC Preparing Contracting Office Code

PIID Procurement Instrument Identifier

POC Point of Contact

POP Period of Performance

PMO Program Management Office

RBA Regional Business Application

TOF Task Order Funding

TOS Tracking and Ordering System

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