Government Office Maintenance

The Government Office maintenance screens are used to create and update information about Contracting Offices and Funding Offices.

The following table lists the specifications for data for Funding and Contracting Offices:

 

Field Name

Length/
Format

Required/Optional/System generated?
Field Description

Validations

Office ID

6 characters

Required This is the Office Code. This field is not available for edit for DoD.

Each code can only be a combination of letters and/or numbers. Special characters for example (, @, #, %,?, ) and embedded or leading blanks are not allowed in this field.

Office Name

100 characters

Required

The Name of the Office Code

 

Agency ID

4 characters

Required

This is the Agency ID.

 

Agency Name

100 characters

Not Required

The Name of the Agency ID.

Derived based on the Agency ID.

Start Date

Date (mm/dd/yyyy)

Required

Start Date is the earliest Date Signed for any reported contract action referencing this Office Code.

Can not be later the End Date. The start date can not be earlier than October 1, 1978 (start of FPDS reporting). The date entered can not exceed one year from the current date.

End Date

Date (mm/dd/yyyy)

Optional

End Date is the latest Date Signed for any reported contract action referencing this Office Code. This field is not available for edit for DoD.

Can not be earlier than the Start Date.

Is Contracting Office

Boolean

Optional

This checkbox determines whether the office is a funding office or a contracting office. If checked, the office is a contracting office, otherwise the office is a funding office.

 

Street Address

 

Required

This is the street address of the office.

 

Street Address 2

 

Optional

This is the street address of the office. This field is not available for edit for DoD.

 

Street Address 3

 

Optional

This is the street address of the office. This field is not available for edit for DoD.

 

City

 

Required

 

 

State Code

 

Required

 

 

Zip Code

 

Required

 

 

Country Code

 

Required

This is the code for the country.

 

Country Name

 

Not Required

The name of the country.

Derived based on the Country Code.

Created By*

 

System generated

The user ID of the user who created the Office Code.

 

Created Date*

 

System generated

The date when the Office Code was created. This field provides a date and timestamp when created.

 

Last Modified By*

 

System generated

The user ID which created/last updated the Office Code.

 

Last Modified Date*

 

System generated

The date the Office Code was last created/updated. This field provides a date and timestamp when updated by the user.

 

Create a Government Office (Only for Civilian Agencies)

Civilian Agencies create their offices by using the following steps.

 

Note: DoD offices can not be created through this feature. DoD offices are created when an update from FEDREG is sent to FPDS-NG with new office information.

 

To create a Government Office:

1. From the FPDS-NG home page, select under the System Administration section.

The following screen displays:

 

2. Click located at the right side.

The following screen displays:

 

3. Enter the Agency ID associated with this office. The Agency Name field is populated by the system.

4. Enter the Office ID, Office Name, and street address for the Contracting Office in Address 1.  Address 2 and 3 are used for post office box or suite.

5. Enter the City, State, and Zip Code for the Contracting Office.

6. Enter the Country Code. The Country Name is populated by the system.

7. Enter a Region Code if used by your agency.

8. Enter the Start Date. (This is the earliest date that a user may report this code in a contract action.)

9. Leave the End Date blank or enter the latest date that a user may report this code in a contract action.

The following fields are system generated and cannot be changed:

 

10. Click .

FPDS-NG saves the Government Office information. The following sample screen displays the entry.

 

 

If a validation error occurs while saving, a message displays on the top of the screen. Also, the system highlights all fields in red which contain missing, incomplete, or incorrect data.

 

11. Correct the fields highlighted in red and click .

Edit/Update a Government Office

Introduction:

The System Administrator uses the Government Offices Maintenance screen to update Government Offices.

Note: DoD System Administrators can only edit the “is Contracting Office” check box (and save) using this feature. However, if any of the mandatory information is missing the user can enter it.

The following lists the steps to edit a Government/Contracting Office:

 

Steps:

1. From the FPDS-NG home page, select under the System Administration section.

The following screen displays:

 

2. Select a code to edit. Either scroll through the list or search.

To search:

Enter a partial or full DOD Claimant Program Code.

-or-

Enter a partial or full Claimant Program Acronym or Program Name. (For wild card search, use the "%" symbol. See the wild card search section in the online help for more information.)

-and-

Click located in the lower right corner of the screen.

3. If more than one code displays, select (located in the Select field) to choose the Office Code to edit.

4. Click on the right.

 

5. Change the information as required.

6. Click . The following screen displays and the Government/Contracting Office is now updated.