Department of the Interior Acquisition Policy Release (DIAPR) 2002-09

SUBJECT: Interior Procurement Data System (IPDS) Corrections

1. Purpose:

This DIAPR establishes Departmental policy regarding submission of correcting entries to IPDS.

2. Effective Date:

Upon signature.

3. Expiration Date:

This policy release remains effective unless superseded or canceled.

4. Background and Explanation:

At least annually, the data elements and relational edits in the Federal Procurement Data System (FPDS) and IPDS are revised to accommodate changing information needs. Our Procurement Desktop software contains the reporting edits for a single year at a time. Retaining more than one set of edits would substantially increase the complexity of the system, as well as its maintenance and storage costs, almost geometrically. Given the age of the system and the fact that the contractor and agency clients are looking to the next generation, the probability of changing this scenario is low. Unfortunately, having access to one set of edits at a time creates a problem when collections need to be made to records that were originally entered under an earlier edit set.

In order to make a correction, the new information must match the data elements and edits that were in place at the time the contract action was originally entered into IPDS. This causes corrections to be rejected by the FPDS, which uses only the latest edit set. Extensive discussions between the agencies and GSA have failed to resolve this issue. For the foreseeable future, GSA will not change their requirements, so corrections to prior year actions will continue to reject at the FPDS level.

Please note that there is no problem with modifications to old contracts or new orders placed against old contracts. In both cases, the action is reported in accordance with the current year's edits.

5. Action Required:

Bureaus are to take all necessary steps to report corrections prior to the close of edits on the current year at FPDS. This is generally in early December of the subsequent fiscal year. IPDS will no longer forward to FPDS any corrections to prior year actions after that year is closed at FPDS. Submitting late corrections will cause a disconnect between IPDS and FPDS, and a continuing difficulty in reconciling the two. So, in addition to ensuring that current year data is entered during the current year, all corrections must also be completed in the same timeframe.

Please disseminate this guidance within your bureau. It will also be accessible on the Internet at http://www.doi.gov/pam/diapr.html. You may contact Mr. Pete Horsley of this office on (202) 208- 3347 if you have any questions regarding this policy issuance.

Debra E. Sonderman, Director Office of Acquisition and Property Management