GSA Answers Your FFATA Subaward Reporting System (FSRS) Questions
Summary
A U.S. General Services Administration presentation, GSA Answers Your FFATA Subaward Reporting System (FSRS) Questions, from the Integrated Award Environment, Technology Transformation Services, Federal Acquisition Service, dated April 28, 2023. The agenda lists the batch upload process overview, correcting or editing a submitted subaward report, resolving congressional district errors in subaward report batch uploads, and the subaward report deletion process. The slides state that with batch uploads a user can create multiple subaward reports by uploading one file and list support documentation including batch upload guides, data element definitions and template files.
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Cite this document
“GSA Answers Your FFATA Subaward Reporting System (FSRS) Questions.”
Original at www.ed.gov. Archived at Pandemic Darlings, https://pandemicdarlings.com/source-documents/ppr-int-80bda25e8a900f84-pdf-presentation-6e8e0dad65/
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U.S. General Services Administration
GSA Answers Your FFATA Subaward
Reporting System (FSRS) Questions
Integrated Award Environment | Technology Transformation Services
Federal Acquisition Service | U.S. General Services Administration
April 28, 2023
System for Award Management | For People Who Make, Receive, and Manage Federal Awards
Agenda
● Batch Upload Process Overview
● Correcting/Editing a Submitted Subaward Report
● Resolving Congressional District Errors in Subaward Report Batch Uploads
● Subaward Report Deletion Process
System for Award Management | For People Who Make, Receive, and Manage Federal Awards 2
FSRS Batch Upload Process Overview
System for Award Management | For People Who Make, Receive, and Manage Federal Awards 3
FSRS Bulk Uploads
● With batch uploads, you can create multiple subaward reports by uploading one file,
which is much faster than entering them one at a time.
● In addition to this brief overview, support documentation can be found here:
○ FSRS Batch Upload Guides
■ Subaward Batch Upload Guide ○ Data Element Definitions:
■ Subcontract Batch Upload Guide ■ Data Element Definitions for Subawards
■ Data Element Definitions for Subcontracts
○ Batch Upload Template Files (Excel): ○ User Guides:
■ Subawards ■ FSRS Awardee User Guide
■ Subcontracts ■ FSRS Federal User Guide
○ Batch Upload Template Files (XML): ○ Web Services Documentation:
■ Subawards ■ Subawards
■ Subcontracts
■ Subcontracts ○ Other FSRS Resources:
■ FSRS Resource Page
System for Award Management | For People Who Make, Receive, and Manage Federal Awards 4
FSRS Batch Uploads – How to Upload a Batch File (1 of 3)
● Once youʼre logged into FSRS, hovering
over the ʻCreate/Review Reportsʼ menu
option allows you to select ʻBatch
Upload Reportsʼ
○ Once selected, you will be
redirected to a page where you will
select the report type and the
template that will be used:
System for Award Management | For People Who Make, Receive, and Manage Federal Awards 5
FSRS Batch Uploads – How to Upload a Batch File (2 of 3)
● On the resulting page, you can select the
types of FFATA reports that you want to
create:
○ FFATA Reports (Contracts)
○ FFATA Reports (Grants)
● For additional information regarding
the data format needed for each
template file, see the links in slide 4
System for Award Management | For People Who Make, Receive, and Manage Federal Awards 6
FSRS Batch Uploads – How to Upload a Batch File (3 of 3)
● Once the report type has been selected, the
report template settings are required (See
Slide 4 for links to sample template files):
○ Excel (CSV/Tab Delimited)
○ XML
● If ʻExcelʼ is selected, then the user must
also provide delimiter settings:
○ Comma Separated (CSV)
○ Tab Delimited
● Once all required fields have been selected,
you can upload the file into the system for
processing
System for Award Management | For People Who Make, Receive, and Manage Federal Awards 7
FSRS Batch Uploads – Important Notes
● Once you click the ʻUpload Reportsʼ button the system will begin to extract the data from the CSV file and
begin checking the data across multiple resources for accuracy.
○ Note: Do not attempt to process your upload again until after you have received an email from the system
regarding the success or failure of the upload. Uploading the file again before the first submission has
been processed can create a duplicate report and double the subaward values reported to
USAspending.gov.
● For Small Batch Upload Files (<150 rows), the upload results will be displayed in line on the file
submission page, including a link to a log file that outlines the file results, and which records may have
failed upload (See screenshot below).
○ For a listing of error types, see the Subaward and Subcontract batch upload guides.
● For Large batch upload files (>150 rows, this information will be provided in an email response to the user
after the file has completed processing.
System for Award Management | For People Who Make, Receive, and Manage Federal Awards 8
DEMO - FSRS Batch Uploads
Demo
System for Award Management | For People Who Make, Receive, and Manage Federal Awards 9
Correcting/Editing a Submitted Subaward Report
System for Award Management | For People Who Make, Receive, and Manage Federal Awards 10
Correcting/Editing a Submitted Subaward Report (1 of 4)
● To correct or edit an already submitted FFATA report, the report itself must be updated to be in
ʻReopenedʼ State
○ To reopen a submitted FFATA report, first locate the report that needs to be edited, and click on the
magnifying glass icon to view the report:
System for Award Management | For People Who Make, Receive, and Manage Federal Awards 11
Correcting/Editing a Submitted Subaward Report (2 of 4)
○ Once opened, while viewing the FFATA report click the ʻReopen to Edit Reportʼ button to change the
status of the FFATA report to ʻReopenedʼ
○ Once Reopened, the FFATA report can be edited to update any incorrect information
System for Award Management | For People Who Make, Receive, and Manage Federal Awards 12
Correcting/Editing a Submitted Subaward Report (3 of 4)
○ Once reopened, the FFATA report can be edited to update any incorrect information and re-submit the report.
■ This can be accomplished either via 1) manually updating the record within FSRS, or 2) via a batch upload
file.
■ To complete via batch upload, locate the URL ID assigned to the report. It is the data string following &id=
in the URL of the report itself. For example:
● URL:
https://www.fsrs.gov/index?s=ffata_reports&_mode=_form&_tab=core&_do_edit=1&report_st
ep=4&id=e614a5b34cccb78819173c192cf70028
● URL ID: e614a5b34cccb78819173c192cf70028
■ The URL ID must be provided in the batch upload file column ʻIDʼ so that FSRS knows to edit an existing
FFATA report as opposed to creating a new report
■ Before uploading any batch upload files, ensure that you have collected the URL ID for each report that
needs to be corrected, and that all of the reports are in ʻReopenedʼ status. If the FFATA report is not in
ʻReopenedʼ status, it will not be able to be edited within FSRS.
System for Award Management | For People Who Make, Receive, and Manage Federal Awards 13
Correcting/Editing a Submitted Subaward Report (4 of 4)
○ For manual updates to the FFATA report, once you have completed your edits to the report click the ʻContinueʼ
button at the bottom of the each data page to reach the ʻreviewʼ step of the FFATA report creation process.
○ After clicking Continue you will be provided with information regarding the data being transmitted to
USAspending.gov once you have submitted your report.
○ Click ʻSubmitʼ if you are ready to submit report or you can continue to review your data until you are satisfied
with its accuracy.
System for Award Management | For People Who Make, Receive, and Manage Federal Awards 14
DEMO - Correcting/Editing a Submitted Subaward Report
Demo
System for Award Management | For People Who Make, Receive, and Manage Federal Awards 15
Resolving Congressional District Errors in
Subaward Report Batch Uploads
System for Award Management | For People Who Make, Receive, and Manage Federal Awards 16
Resolving Congressional District Errors in Subaward Report Batch Uploads (1 of 6)
● FSRS allows for the manual input of a Congressional District when a valid Zip+4 is unavailable.
○ You will still need to manually remove any records with a missing/invalid Zip+4 prior to submitting them
to the Batch Upload module.
○ Once completed, you will then have to reopen the batch uploaded report and manually enter the
subawardees whose Zip+4s were invalid. FSRS will NOT retain manually entered Congressional District
information beyond the uploaded report for future use.
● To submit a report for a Subawardee with an invalid Zip+4, the Prime Awardee should follow these steps:
○ Log into FSRS and go to Create/Review Reports: FFATA Reports.
○ On the FFATA Reports page, click the View icon next to the report that was uploaded:
System for Award Management | For People Who Make, Receive, and Manage Federal Awards 17
Resolving Congressional District Errors in Subaward Report Batch Uploads (2 of 6)
○ The system will initially display the reportʼs
Prime Award Details page, click Continue at
the bottom of the page to progress further,
or click on ʻStep 5: Subawardee Dataʼ
○ On the Subawardee Data page an
information box is provided with the URL
ID needed to perform a batch upload
should you choose to process an updated
batch upload file for the report instead of
modifying the subawardee records
manually.
■ This URL ID will be utilized in the ʻIDʼ
column of the batch upload
template.
■ If choosing to manually edit vs
re-submit a batch upload file, the
URL ID is not needed.
System for Award Management | For People Who Make, Receive, and Manage Federal Awards 18
Resolving Congressional District Errors in Subaward Report Batch Uploads (3 of 6)
○ Clicking the ʻView Subawardee Dataʼ button will display the subawardee records in view mode. To perform edits,
you must reopen the report using the ʻEdit Subawardee Data Manually buttonʼ or the ʻReopen to Editʼ button.
■ To manually modify the report, click on the Edit Subawardee Data Manually button.
■ If editing via re-submission of a batch upload file, the FFATA report must be in ʻReopenʼ status
■ The Subawardee Data screen will refresh and display each of the subawardees from the batch upload
report in the order that they were entered in the batch upload csv file.
System for Award Management | For People Who Make, Receive, and Manage Federal Awards 19
Resolving Congressional District Errors in Subaward Report Batch Uploads (4 of 6)
○ Add Subawardee button: This will allow you to add an additional subcontractor to your existing report:
○ If a valid Zip+4 is not available for the physical address, you will be prompted to manually enter a 2-digit
Congressional District
System for Award Management | For People Who Make, Receive, and Manage Federal Awards 20
Resolving Congressional District Errors in Subaward Report Batch Uploads (5 of 6)
○ Manually enter the place of performance, including the relevant Zip+4 information if available. Repeat this
process as many times as needed to add additional subawardees to your report.
■ Note: If a valid Zip+4 is not available for the place of performance, you must save the report and then
manually enter a 2-digit Congressional District.
System for Award Management | For People Who Make, Receive, and Manage Federal Awards 21
Resolving Congressional District Errors in Subaward Report Batch Uploads (6 of 6)
○ Once you have completed your manual edits to the report click the ʻContinueʼ button at the bottom of the
Subawardee Data page to complete the ʻreviewʼ step of the FFATA report creation process.
○ After clicking Continue you will be provided with information regarding the data being transmitted to
USAspending.gov once you have submitted your report.
○ Click ʻSubmitʼ if you are ready to submit report or you can continue to review your data until you are satisfied
with its accuracy.
System for Award Management | For People Who Make, Receive, and Manage Federal Awards 22
DEMO - Resolving Congressional District Errors in Subaward Report Batch Uploads
Demo
System for Award Management | For People Who Make, Receive, and Manage Federal Awards 23
Subaward Report Deletion Process
System for Award Management | For People Who Make, Receive, and Manage Federal Awards 24
Subaward Report Deletion Process
● FSRS does not have an automated way of deleting a FFATA Report once it has been created
○ We strongly advise that you ensure that all data is correct within the FFATA report before submitting.
Please review all data in the “review” step of the report before submitting. It is much more time
efficient to carefully review the FFATA report before submission to ensure accurate data is being
reported.
● However, if a report does need to be deleted from the FSRS system, the process to do so is as follows:
○ Create a ticket in the FSD system providing the details of the request, including the FFATA report ID,
Contract number/FAIN/etc that is needing to be deleted.
○ Once created, the FSD ticket will be routed to the tier 2 help desk, and answered on a first come, first
served basis. Depending on the size of the help desk ticket queue, this may take time to process.
○ Once received, the FSRS team will delete the requested reports via database data management
update, and provides a listing of deleted records and FSD ticket IDʼs to the FSRS program manager.
○ Periodically this information is provided to the USASpending team, who will then manually schedule
data management update to their database to delete the record from USASpending.
System for Award Management | For People Who Make, Receive, and Manage Federal Awards 25
Questions?
Thank you!
System for Award Management | For People Who Make, Receive, and Manage Federal Awards 26
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