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Standardized Awarding and Funding Office Codes Now Required in FPDS-NG

Effective March 31, 2016, the Federal Acquisition Regulation (FAR) requires the use of Activity Address Codes (AACs) to identify awarding and funding offices for procurement awards captured in the Federal Procurement Data System-Next Generation (FPDS-NG).

                                        

According to FAR Subpart 4.6 - Contract Reporting, all agencies are required to record an awarding and funding office in FPDS-NG.  Beginning April 1, 2016, the change that you will see in FPDS-NG is to the format of these codes and perhaps the names of the offices depending on your agency implementation of the codes.  These new codes will also be included in the changes to the  Procurement Instrument Identifier (PIID) that must be in place by October 1, 2017.

What’s an Activity Address Code (AAC)?

The AAC is a uniform way to identify organizations in federal agencies.  An office is the smallest organizational unit in an agency with direct responsibility for awarding or funding most of the actions. The migration to AAC is a standard and uniform way to identify offices.
 

The change to a standard and uniform identifier will provide greater consistency in how data is  collected and reported as well as transparency for both the public and for federal agencies using such award data for spending management purposes, such as category management.  Each office identified by a department or independent agency has a unique AAC and is  managed by one agency point of contact.  The list of agency POCs is located at  https://community.max.gov/x/24foL.
 

Note: You will need Max access in order to access the list of agency contacts.

 

Contract actions in FPDS-NG already include information about funding and contracting offices.  During the AAC transition , agencies took a close look at the offices they were using and updated them by retiring some, eliminating others that were outdated, or adding new ones.  For any changes, agencies also provided mapping to trace updated office codes to  back t original office codes. This mapping allows users to run reports using the AAC and see awards both on the new code as well as the previous code.  These same names and codes will be utilized in the new environment.  You will see the same office names in all other IAE systems as they transition into the new environment.

AAC Codes and You

If you are the program manager in the funding office, you’ll need to know what funding office code  to include in your request.  If you are the contracting officer or contract specialist, you’ll need to know both your awarding office code as well as the funding office code to record your actions in FPDS-NG (either directly or via your agency contract writing system).   If you’re not sure what the appropriate AAC is for your awarding office or funding office, please reach out to your agency lead.   There are many codes from which to select and picking the wrong one may result in you having to do data corrections later in the year.
 

Note: You will need Max access in order to access the agency lead link.

  

The funding office code is used to identify the program office that is providing the predominant amount of funding for the contract action.

 

The office name and code can change. Your agency manages those changes.  Please contact your agency lead for questions on how your agency is managing the AAC.
 

Note: You will need Max access in order to access the agency lead link.

Implications of Selecting the Wrong AAC

FPDS-NG is the authoritative source for public reporting of federal procurement spending, everything from small business goals and competition in Federal contracting to obligations by agency, products, and services.  The data is  used in new initiatives such as category management as well as public reporting to USASpending.gov. If you select the wrong AAC, then the errors may show up in:

  • Recurring and special reports to Office of Management and Budget (OMB),  Congress, General Accountability Office (GAO), Performance.gov, and USAspending.gov

  • The annual small business goaling report

  • Competition in federal contracting by agency

  • The ability to measure and assess the effect of federal contracting for various FAR requirements and White House administration priorities

  • Annual FPDS-NG verification and validation results

 

Each agency Senior Procurement Executive, in coordination with each Head of Contracting Activity, is responsible for making sure procurement data is  accurate and complete and can be used for a host of reporting and management purposes.  Selecting the wrong offices for an award will result in report and management errors that will need to be corrected later in the year.  Understanding the impact now will help you avoid extra work later.  You are responsible for making sure the data captured and recorded for each contract action accurately represents what is taking place. Understanding the impact of inaccurate data submission in FPDS-NG data now will avoid extra work later. At the end of the fiscal year, the CAO of each agency certifies whether the agency's procurement data is complete and accurate.
 

For more information about this regulation, please refer to:

                                                                                    

Consult the FPDS online help for more information about using FPDS. Contact iaeoutreach@gsa.gov with any further questions you might have about AAC codes.

 
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