System For Award Management User Guide – V5 - Free Download PDF

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System for Award ManagementUser Guide – v5.0June 24, 2016

SAM User Guide – v5.02 of 383

Table of ContentsTABLE OF CONTENTS . 31WELCOME TO SAM . 71.11.21.31.41.52WHAT IS SAM? . 7THE FEDERAL PROCUREMENT WORLD OF THE PAST AND FUTURE . 7WHO SHOULD USE SAM? . 8PUBLIC USER CAPABILITY . 8NAVIGATING SAM . 8USER MANAGEMENT IN SAM .112.1CREATING AN ACCOUNT IN SAM .112.2TYPES OF ACCOUNTS .112.2.1 Creating an Individual Account.122.3ACCOUNT STATES.162.3.1 Active .162.3.2 Locked.172.3.3 Inactive .182.3.4 Deactivated .182.3.5 Password Expired .182.4TROUBLESHOOTING YOUR USER ACCOUNT .192.4.1 Forgot Password .192.4.2 Forgot Username .202.5FEATURES OF AN INDIVIDUAL ACCOUNT .212.5.1 My SAM Page .212.5.2 My User Roles .222.5.3 Entity Registrations .222.5.4 My Account Settings .222.5.5 My Data Access .232.5.6 Accessing your Saved Searches .242.6INTRODUCTION TO SAM ROLES .242.6.1 U.S. Federal Government Roles .252.6.2 Non-Federal Government Roles .302.7MANAGING YOUR ROLES .312.7.1 Migrating a Legacy Account to SAM .322.7.2 Requesting a Role with an Entity .382.7.3 Managing Roles with an Existing Entity.442.7.4 Managing Invitations to Accept Roles from an Administrator .462.7.5 Accepting an Invitation to Join SAM .473ENTITY MANAGEMENT REGISTRATION .483.1WHO REGISTERS IN SAM ENTITY MANAGEMENT? .483.1.1 What You Need before Getting Started .483.2DETERMINING YOUR PURPOSE OF REGISTRATION .523.3REGISTERING YOUR ENTITY IF YOU ARE INTERESTED IN FEDERAL ASSISTANCE AWARDS ONLY .563.3.1 Entering Core Data .563.3.2 Entering Points of Contact (POCs) .793.3.3 Submitting Your Registration .80SAM User Guide – v5.03 of 383

3.4REGISTERING YOUR ENTITY IF YOU ARE INTERESTED IN FEDERAL CONTRACTS.813.4.1 Entering Core Data .813.4.2 Entering Assertions.1053.4.3 Entering Representations and Certifications .1123.4.4 Entering Points of Contact (POCs) .1323.4.5 SBA Supplemental Page .1333.4.6 Submitting the Registration .1343.5REGISTERING YOUR ENTITY IF YOU ARE INTERESTED IN INTRA-GOVERNMENTAL TRANSACTIONS(IGTS) 1353.5.1 Entering Core Data .1353.5.2 Entering Assertions.1423.5.3 Entering Points of Contact (POCs) .1453.5.4 Submitting Your Registration .1463.6REGISTERING YOUR ENTITY IF YOU ARE INTERESTED IN FEDERAL CONTRACTS AND INTRAGOVERNMENTAL TRANSACTIONS .1463.6.1 Entering Core Data .1463.6.2 Entering Assertions.1693.6.3 Entering Representations and Certifications .1753.6.4 Entering Points of Contact (POCs) .1913.6.5 Submitting Your Registration .1933.7REGISTERING YOUR ENTITY IF YOU ARE INTERESTED IN FEDERAL ASSISTANCE AND INTRAGOVERNMENTAL TRANSACTIONS .1933.7.1 Entering Core Data .1943.7.2 Entering Assertions.2133.7.3 Entering Points of Contact (POCs) .2163.7.4 Submitting the Registration .2173.8STATUS INDICATORS FOR YOUR REGISTRATION .2173.8.1 SAM Status Tracker .2183.9MAINTAINING YOUR ENTITY’S DATA.2203.9.1 Printing and Saving Your Entity’s Record.2203.9.2 Downloading Your Active SAM Registrations (XML) .2213.9.3 Your responsibilities .2213.9.4 Editing Your Entity’s Data .2223.9.5 Data Received From External Sources .2243.10DEACTIVATING AN ENTITY REGISTRATION .2254ADMINISTRATOR .2274.1FEDERAL ADMINISTRATORS .2274.1.1 Becoming a Federal Administrator in SAM.2284.1.2 Federal Roles.2284.2NON-FEDERAL ENTITY ADMINISTRATORS .2304.2.1 Becoming a Non-Federal Entity Administrator in SAM .2304.2.2 Non-Federal Roles .2314.3MANAGING ENTITY USERS .2324.3.1 Inviting Users to Your Entity .2324.3.2 Managing Existing Users .2364.3.3 Managing Role Requests .2425SEARCH.244SAM User Guide – v5.04 of 383

5.1ACCESSING SEARCH .2445.1.1 Advanced Search .2465.1.2 Impacts of Roles on Search Results .2505.1.3 Downloading Search Results .2515.1.4 Saving and Running Search Queries .2515.2VIEWING RECORDS .2525.2.1 Entity Dashboard .2535.2.2 Exclusion Records .2566DATA ACCESS IN SAM .2586.1VIEWING DATA IN SAM .2596.2LEGACY INTERFACES IN SAM .2596.3CREATING A SYSTEM ACCOUNT .2606.3.1 System Dashboard .2626.3.2 System Profile .2636.3.3 System POC Information .2636.3.4 Deactivating Your System Account .2656.4SAM DATA ACCESS ROLES .2656.4.1 Public Data .2666.4.2 FOUO Entity Management Data .2676.4.3 Sensitive Entity Management Data User .2676.5REQUESTING DATA ACCESS ROLES .2676.5.1 Data Access Request for Individual Account .2676.5.2 Data Access Request for System Accounts.2716.6APPROVING DATA ACCESS REQUESTS .2746.7HOW TO ACCESS DATA FOR WHICH YOU HAVE BEEN APPROVED .2746.7.1 Accessing Data from the Website .2756.7.2 Accessing Data as Pipe-Delimited Extracts .2756.7.3 Accessing Data Using SFTP or Web Services .2766.8SYSTEM ACCOUNTS – SENDING DATA TO SAM .2807PERFORMANCE INFORMATION - EXCLUSIONS .2807.1OVERVIEW .2807.2EXCLUSIONS TERMINOLOGY.2807.2.1 Overview .2807.2.2 Exclusions Types.2817.3MANAGING EXCLUSIONS .2857.3.1 My Exclusions .2867.3.2 Agency Exclusion Points of Contact (POCs) .2877.3.3 Add New Exclusion .2887.3.4 Edit/Delete/Deactivate an Existing Exclusion Record.3057.3.5 Upload Interface .3067.3.6 Web Service Interface .3067.4VIEWING EXCLUSIONS .3067.4.1 Viewing Record History .3077.4.2 Viewing Excluded Family Members .3078FEDERAL GOVERNMENT HIERARCHY MAINTENANCE .3088.1HIERARCHY BACKGROUND.309SAM User Guide – v5.05 of 383

8.2MAINTAINING THE FEDERAL GOVERNMENT HIERARCHY .3108.2.1 Requesting a New Department, Agency or Office.3119SAM HELP .3119.19.210GENERAL INFORMATION .31310.111GENERAL INFORMATION PAGES .313BIOPREFERRED REPORT .31411.111.211.311.411.511.611.711.812SAM HELP PAGES .311SAM ASSISTANT TOOL.313REPORTING .314REQUIRED DATA.315ACCESSING BIOPREFERRED FUNCTIONALITY .315CREATING BIOPREFERRED REPORTS .315EDITING BIOPREFERRED REPORTS.317BIOPREFERRED REPORTING PERIOD .318FEDERAL GOVERNMENT USERS VIEWING SUBMITTED REPORTS .318BIOP

**This user guide addresses the current production SAM.gov capabilities combining the former Central Contractor Registration (CCR) system, CCR's Federal Registration (FedReg) module, the Online Representations and Certification Application (ORCA), and the Excluded Parties List System (EPLS).