Requesting Roles in Beta SAM Information and screen

Requesting Roles in Beta. SAM (Information and screen shots as of August 12, 2019) 1

Initial Comments for the Alpha Test Site of Beta. SAM • There are some screen latency issues being experienced. If you click on a link or a drop-down, it may take a few moments to go. If it takes more than 30 seconds to move to the next step / screen, report it to newsamtesting@gsa. gov. Include screenshots if you can re-create it, along with identification of your browser and what network (e. g. , . mil, . com) that you’re using. • If you put in a contracting office Do. DAAC (that you know is active in FPDS currently) in an office field and it doesn’t come up, please report that to newsamtesting@gsa. gov. • The Alpha site is currently experiencing some issues where you’ve selected an organization, but then you see it repeated in the drop-down. This has been reported. Just select the first one in the list and proceed. 2

You will be taken to My Workspace – this is your landing page after signing in Where you can request roles To access your profile 3

First – Enter your supervisor’s name and email (note – they will receive an email indicating you have requested roles – it is just for their information, they do not have to do anything) 4

Next – Identify the entity for which you need roles. You can use the simple Search feature or Advanced. In simple Search, just start typing the name of your subtier or the Do. DAAC for the office and it will prefill from available choices. Note – right now, users can only choose from Department of Defense (level 1), subtiers (level 2, e. g. , Navy, MDA, WHS), or office level roles. The capability to have roles at the Major Command Subcommand level is still to be delivered. 5

Sample of typing in a Do. DAAC – currently Beta. SAM will return the name of the office that goes with the Do. DAAC. Future functionality will include the Do. DAAC next to the name so users can confirm it is correct. Be sure to highlight the search return you want to choose. 6

To use the Advanced Search, click on the heading. Since you already have an account, Beta. SAM will fill in the Department seclection as “Department of Defense”. Next, choose your subtier organization (i. e. , Service or Agency). Note that the scrollbar only shows the first 10 selections currently. 7

If your subtier Service or Agency is not alphabetically in those top 10 choices, you can start typing the name in and Beta. SAM will give you choices that match. Again, remember to highlight the return you want to use. 8

If you need your roles at the subtier Service or Agency level, you can stop there – the office level is not required. However, if you need the roles at the office level, you can choose from the drop-down presented. Choosing from the drop-down will likely only work for the small Defense agencies who have less than 10 offices (since the scroll only currently shows 10). Also – most Do. D office names are pretty generic, until the Do. DAAC is also shown, using the drop down will be difficult. 9

Instead, recommend using the predictive text feature. Just start typing in the Do. DAAC for the office for which you need roles and Beta. SAM will narrow down the choices for you. 10

Be sure to click the green “Add” button once you’ve selected the organization for which you need the roles. 11

Next you will select the role you need. Highlight the one you need in the necessary domain (bolded headings). IMPORTANT: The Contracting Officer role in Beta. SAM is the one that will let you ‘Publish’, ‘Approve’, or ‘Delete’ submissions in certain domains. Users are not required to have a warrant to be assigned / approved for this role – however, agencies need to ensure they are monitoring who has this access. 12

Now select the Domain for which you need the role. Some roles (like Contracting Officer and Contract Specialist) cross multiple domains. In that case, you can select multiple domains in this single request. 13

Finally, at the bottom of the page, provide some quick rationale for needing the role. The Agency Role Administrator will see this as a part of approving the role, so make sure it is understandable to them. When done, hit ‘Submit’ Your request is sent to the Role Administrator for the domain requested closest to you in the hierarchy. An email will be sent to tell them a request is pending. Another email will be sent to your supervisor to let them know the role was requested. 14

Back-up Roles from Fed. Biz. Opps to Beta. SAM 15

Role Changes – FBO to Beta. SAM User Tip for role selection: Administrator – manages user roles for the service/agency with the highest permission level Contract Officer – contract specialist or other acquisition professionals (not required to be a warranted CO) may be approved for this role as determined by the service/agency. Contract Specialist – same permissions as the contracting officer excluding publishing and delete rights Engineer – this is not an official role, instead select the role of contract specialist and the approver can deselect from the default permissions 16

Role and Permissions Matrix Role Description Contracting Administrator Officer Manages permissions (Approves/deletes roles) X Create an opportunity (Combined Syn/Sol & Justification) X Add Attachments (Public/controlled) Contract Specialist Engineer (CS role)* X X X Add Links X X X Post an Opportunity X X Follow an Opportunity X X X Edit an Opportunity X X X Edit an Attachment X X X Delete an Attachment X X Delete an Opportunity Change the Interested Vendor List (IVL) settings X X This chart provides a quick reference of roles and default permissions in Contract Opportunities. *Engineer – select the contract specialist role and deselect permission to the lowest level needed. For example, an engineer may only require access to view and upload attachments. Note – only a user with the Contracting Officer or Administrator roles can “Post” or “Delete” an opportunity notice 17