Electronic Data Access (EDA) - Web Based Training
 

Procurement Document Standard (PDS) Overview

The Procurement Document Standard is a system-agnostic data standard that is intended to be adopted and implemented Department of Defense (DoD)-wide for creation, translation, processing and sharing of procurement actions. Visit the Defense Procurement and Acquisition Policy (DPAP) website (www.acq.osd.mil/dpap/pdi/eb/procurement_data_standard.html) to view the PDS schema, business rules, policies, and directives. Although PDS is the authoritative source of contract data, the PDF will remain as the authoritative representation of the signed legal contract.

If PDS data is sent by the Contract Writing System, it is made available in EDA. EDA will store and display PDS data to authorized EDA users and send it to authorized interfaces. In addition to the contract PDF link in the Contracts Query Results, EDA displays a link in the PDS column to the contract rendered from PDS data conformed if base has been modified) and any extracted PDS Attachments in the Attachments column. Currently, EDA's PDS rendering supports SF26, SF33, SF1442, SF1447, SF1449, DD252, DD428 (rendered using DISA XSLT) and DD1155 form formats and their Modifications.

PDS may be in PDS Evaluation ("E") while the Organization reviews and validates the contract writer's data generation capability. Once data accuracy is verified/validated, PDS may be deemed verified ("Y") by the C/S/A. The C/S/A Executive notifies the EDA Program Office to indicate verified in EDA.

During the PDS "Evaluation" state, C/S/As review data from their particular contract writing systems to ensure it is valid, being displayed accurately, and in compliance with the regulations. PDS in Evaluation are identified with an "E" link in the PDS Column on the Contract Query Result screen. When the "E" link is clicked, the EVALUATION rendered contract will display with a "PDS Evaluation" watermark (note: DD428's will not display a watermark). When printed the watermark will not appear. PDS Evaluation is not considered official data and therefore EDA will not use the PDS data to build indexes, extract and overlay data, or pre-populate PDS data to WAWF or other interfacing system. PDS Evaluation data is for display only in EDA. EDA continues to use the CSV index file and EDA XML as it does today to populate the EDA databases and share with interfacing systems.

When PDS is deemed "verified" by a C/S/A, PDS data becomes the official and authoritative data source in EDA. Compliant PDS is identified with a "Y" link in the PDS Column on the Contract Query Result screen. When the "Y" link is clicked, the rendered compliant contract document will not display with a watermark. Since verified data is official and authoritative data, EDA will use the PDS XML data to build the indexes, extract data from PDS and overlay existing data in the EDA database tables, and pre-populate PDS data to WAWF and other interfacing systems.

The EDA system also provides a Contract Conformance process to merge modification(s) into an award and create a new Contract Conformed View(s) (CCVs).

How to become Verified:

Once an Organization/DoDAAC is satisfied with their evaluation and review of PDS data, the Issue DoDAAC(s) may become verified in EDA by completing the following steps:

1. Determine action for "Current" Evaluation PDS data submitted to date

  • Keep all PDS Evaluation data
  • or
  • Delete all Evaluation data

Contact the EDA Program Office - EDAMail@dla.mil

  • Provide Issue DoDAAC(s)
  • Provide DITPR Number (Obtain from Contract Writer System Admin)
  • Provide System DoDAAC(s) (Obtain from Contract Writer System Admin)
  • Provide PDS version (v2.2.1 and/or v2.3 and/or v2.4 and/or v2.5 and/or v2.5.1)
  • Provide Activity (Awards and/or Mods)
  • Provide Action for Evaluation PDS data submitted to date (Keep all data or Delete all data)

3. The PMO will run a script to modify DITPR, System DoDAAC, Issue DoDAAC(s), PDS version, and Activity to be compliant in an EDA Database. In addition, the Compliance Indicator will be changed to "Y", the Date/Time will be changed, and Comments will be added indicating compliance.

4. Based on CSA's Evaluation data decision, the PMO will run a script to delete data or run a script to extract PDS data.

5. After a DITPR, System DoDAAC, Issue DoDAAC(s), PDS version, and Activity is compliant, it cannot be toggled back to Evaluation.

Once the PDS data is marked/indicated compliant by the Organization/DoDAAC:

  • PDS becomes the authoritative source of contract data
  • EDA will build/overlay and audit differences found in index fields during the PDS load process. To view PDS Contract History Click "H" on the Contract Query Results screen.
  • EDA will conform, apply modifications to PDS contract documents and build a new version of the contract that includes the modifications (Conformed Contract View (CCV) file and send to GeX for validation). To view PDS Contract Modification History click "H" on the Contract Query Results screen.

Note: When the conformance process results in error, a load/error report is created and is available in both the Contract History screen and the Conformance Process Log. Click the Conformance Process Log link from the Contract History (H) screen to view the detailed Conformance process events, reports and statuses of the entire contract.

  • Verified data will be displayed with a "Y" in the PDS Column on the Contract Query Result screen. Click PDS link to render compliant contract document.
  • Click Attachment (View #) to view Contract Attachments or PDS Attachments.
  • Click LOA (#) and/or CLIN (#) to view PDS data details
  • PDF will remain as the authoritative representation of the signed legal contract
  • PDS data will pre-populate WAWF and interfacing systems
  • PDS data providers will receive Load/Error reports that include PDS load errors and warnings when they occur