2017 SAM Registration Changes


In October 2017, the System for Award Management (SAM) implemented minor enhancements and fixed known issues. Changes that affect business registrations – which US Federal Contractor Registration handles on behalf of its clients – follow:

  • Updated the application to capture the Help Desk username that reactivates an account improving the ability to audit account activity.
  • Improved the search query load time on the System Accounts administration page enhancing usability.
  • Developed a Marketing Partner Identification Number (MPIN) criteria pop-up to display requirements and validation of MPIN data entry on the Business Information page improving the user experience.
  • Developed a new business type, the Self-Certified HUBZone Joint Venture (JX), based on the entity’s HUBZone small business concern partner response to Question 11 in Reps and Certs which populates FAR 52.212-3 and FAR 52.219-1. This business type will enable interfacing systems, such as the Federal Procurement Data System (FPDS), to identify self-certified HUBZone Joint Ventures for the appropriate socioeconomic award credit improving federal procurement data quality.
  • Updated the “delinquentFederalDebt” data element name to “debtSubjectToOffset” in the SAM Entity Management web service improving consistency between the application and web service data views.
  • Added the DUNS Number Search Filter on the My Exclusions page improving usability.
  • Added Entity Details and User Role Details to the User Information page improving help desk agents’ ability to troubleshoot issues
  • Updated the Search Results PDF to dynamically display the appropriate message for Opted Out Entities. The PDF now matches the application search results display reducing user confusion.
  • Expanded the username requirements pop up so that it displays all validation checks improving the user experience.
  • Created an extensive Reps & Certs XML mapping file and posted it to the Data Access > EM Extracts page for user reference. The document includes a mapping of the provision number, paragraph citation, and the related data elements for XML responses improving Reps & Certs web service usability.
  • Updated the “Add Cross Reference” button to read “Link to Active Exclusion” improving the Exclusion Cross Reference process.
  • Reduced the number of user actions required to cross-reference exclusion records streamlining the process for federal users with exclusion roles. Users are not required to take any action on the page unless they need to cross-reference an exclusion. If they do cross-reference an exclusion, the “Link to Active Exclusion” button remains available allowing them to quickly link another exclusion if needed.
  • Updated the label “D&B Investigation Status” to read “Classification Investigation Status” for Special Entity Designation exclusion records. The corresponding status values (Pending, Complete) are also updated, as is the instructional text on the page, reducing user confusion.
  • Automated the transfer of cross-referenced records from a Special Entity Designation record to a Firm exclusion record when the agency exclusion user accepts the results of a Classification Investigation. Users no longer need to re-link cross references streamlining the process and increasing data quality.
  • Developed instructional pop-ups for users searching for inactive exclusion records. The pop-ups are implemented across both Quick Search and Advanced Search to ensure awarding officials are aware their search results could include inactive exclusions and have the context for those inactive exclusions.
  • Added the Creation Date and Exclusion Type fields to, and improved the overall layout of, the Exclusion Search Results’ PDF and CSV files.
  • Added the exclusion record’s creation date to the SAM Exclusions extract providing more detailed record information to exclusion users.
  • Updated the role request email template to include both the email address of the requestor and role request reason descriptive text enabling quicker and more informed role management decisions.
  • Developed a new International Registrant help page to provide better information to entities not located in the U.S. or its outlying areas on doing business with the U.S. government. The page includes an updated Quick Start Guide, a video on the NCAGE Code, Helpful Hints, and a list of external resources.
  • Updated email templates for user account creation, user account updates, role assignment, and the entity registration process. The new templates include detailed instructions on next steps at various stages in the process, as well as contact information for FREE help from both the supporting Federal Service Desk (FSD) and the Procurement Technical Assistance Centers (PTACs), improving the user experience.
  • Updated the SAM Status Tracker search results message displayed when the entity sought has opted out of public search reducing potential confusion.
  • Enhanced the NCAGE Code page for international registrants by developing an on-page look-up so users can check the Legal Business Name and physical address associated with their NCAGE Code on file with the U.S. CAGE database.
  • Updated and posted the SAM Data Dictionary in the new Reference Materials section of the Data Access page improving interfacing systems’ ability to use SAM data.
  • Removed the option to select Social Security Number (SSN) as the Taxpayer Identification Number (TIN) Type for State, Local, and Tribal government entities increasing data quality. Only entities which are sole proprietors or single member limited liability companies (LLCs) taxed as disregarded entities may use their SSN as their TIN when registering in SAM.
  • Removed the ability to update, move, or add levels to the Federal Hierarchy from within SAM. Since FPDS serves as the authoritative source of federal hierarchy data, and SAM received updates via an interface, this reduces potential confusion for federal users.
  • Updated the content and layout of the confirmation page received after a user submits their entity registration to clearly set expectations for what happens next, including the external IRS TIN validation and DLA CAGE Code assignment/validation processes. Added case-specific contact information for both the IRS and DLA Case and contact information for FREE help from both the supporting Federal Service Desk (FSD) and the Procurement Technical Assistance Centers (PTACs), improving the user experience.
  • Updated the logic for federal entity registrations only conducting intragovernmental transactions which select a Department of Defense (DoD) Department Code (017, 021, 057, 096, and 097) on the Financial Information page to allow them to choose any Agency Location Code which falls under one of those five Department Codes improving data quality.
  • Modified the Exclusion Upload interface to remove the Delete path, which was previously used to deactivate exclusion records without setting a Termination Date, improving data quality. Aligned with the streamlined front-end process, users must now submit an Update request and edit the Termination Date to mark an exclusion record as inactive.
  • Removed the ability for users to migrate user accounts from the legacy systems Central Contractor Registration (CCR), Federal Agency Registration (FedReg), the Online Representations and Certifications Application (ORCA), and the Excluded Party List System (EPLS). These systems were migrated into SAM in July 2012. Any legacy user information is long outdated. Users must either request a role from a current entity administrator or contact the Federal Service Desk for role assignment.
  • Revised the exclusion record deactivation process to ensure all inactive exclusion records have a Termination Date improving data quality.
  • Updated the Exclusions Extract Guide to include the Creation Date of an Exclusion Record improving usability.
  • Enhanced the Username and Password labels’ visibility and made the Forgot Password? and Forgot Username? links in the SAM header more prominent improving usability.
  • Fixed the Exclusion Search More Locations page to properly load and display the Dun & Bradstreet (D&B) Family Tree when creating or updating a Firm exclusion record improving data quality. 16306 Fixed an issue where the cross-reference type for records created via Search More Locations was not set when updating an exclusion improving data quality.
  • Fixed an issue where locations selected, then deselected, on the Search More Locations page in the same session were still being added as cross-references improving data quality.
  • Added logic to correctly interpret D&B Worldbase file country codes and include them in the registration’s corporate hierarchy improving data quality for interfacing U.S. government systems.
  • Implemented new validation logic when registering a new federal entity to ensure the Legal Business Name matches the name contained in the Federal Hierarchy improving data quality.
  • Removed option for federal users to update expired entity registrations associated with inactive office codes improving data quality.
  • Updated the error message users receive when invalid characters are entered in the Mailing, Taxpayer, Remittance, and Point of Contact (POC) Address fields reducing user confusion.
  • Updated the Ownership Details error message on the Entity Review page improving the user experience.
  • Added additional validation logic for Congressional District assignment for entities with a physical address located in a state with At Large representation or a territory/outlying area with Non-Voting representation improving data quality.
  • Fixed an issue with delete functionality for Proceedings details. Users will be able to correctly delete the intended Proceedings details and without impacting any other Proceedings details.
  • Removed an odd character in the Mandatory Error message for the Business Start Date on the Business Information page improving user experience.
  • Updated the validation logic when submitting an entity registration to only require a Country of Incorporation if the entity selected Corporate Entity, Tax Exempt or Corporate Entity, Not Tax Exempt on the General Information page improving data quality.
  • Updated the North American Industry Classification System (NAICS) Codes reference table and corresponding size standards to reflect the Office of Management and Budget’s 2017 revision, identified as NAICS 2017, which became effective for procurement purposes on October 1, 2017 when the Small Business Administration (SBA) published the corresponding Table of Small Business Size Standards. As in previous revisions, the NAICS 2017 Revision created new NAICS Codes which were not in NAICS 2012. It also revised, deleted, or consolidated numerous industry definitions and codes from NAICS 2012. The NAICS 2017 Revision impacted about 30 six-digit industry definitions and codes from NAICS 2012. For additional information on the 2017 NAICS, visit www.census.gov/naics. For additional information on SBA’s Small Business Size Standards, visit www.sba.gov/size.
  • Updated the error message when searching for invalid 2012 NAICS Codes on the Goods and Services Page reducing user confusion and improving data quality.
  • Updated FAR 52.209-5 Certification Regarding Responsibility Matters text within the PDF and application to reflect changes made in FAC 2005-94 and FAC 2005-95 improving regulatory compliance.
  • Update the text title of FAR 52.212-3 to read “FAR 52.212-3 Offeror Representations and Certifications – Commercial Items” improving accessibility.
  • Updated the certification text during the entity management process, on the Entity Dashboard, and in the Reps & Certs PDF to maintain consistency throughout the Reps & Certs sections.
  • Updated FAR 52.212-3(s) to display as “Reserved” in accordance with implementing guidance from the Office of Management and Budget for Executive Order 13782 issued on March 27, 2017 which rescinded the Executive orders which previously authorized FAR Case 2014-025, Implementing Executive Order 13673, Fair Pay and Safe Workplaces, and with Public Law 115-11 which disapproved the rule on March 27, 2017, under the Congressional Review Act.
  • Removed all references to FAR 52.209-8, which is reserved, from the SAM application reducing user confusion. For reference, the solicitation provision which covers proceedings is found at FAR 52.209-7 Information Regarding Responsibility Matters and the contract clause is found at FAR 52.209-9 Updates of Publicly Available Information Regarding Responsibility Matters. 37777 Fixed an issue to ensure the certifier name used at the time the user certified to their Reps and Certs does not change if the user later modifies the first or last name of the SAM user account improving data quality.
  • Removed the word “Download” from the Reps and Certs PDF reporting link names improving the page layout.
  • Fixed an issue on the User Information page where SAM Program Management roles were not displaying correctly improving the user experience.
  • Updated the asterisk (*) following the Email Address field to display as red to indicate the field is mandatory when inviting a user to a registration improving the user experience.
  • Improved response time of the search results on the User List page when searching for a user by username improving the user experience.
  • Update the logic used to populate the Level Type field on the Invite User’s Summary page for federal users improving the user experience.
  • Updated the Office Code field text to read Agency Code on the Summary page when inviting a Federal User to a registration.
  • Removed the Save button on the Confirmation page when a user updates their own password or after the Help Desk representative resets a user’s individual or system account password streamlining the process.
  • Fixed the Quick Search results for entities that did not provide public search authorization by displaying a dynamic search message. If users use Quick Search to look for an opted-out entity by DUNS Number, they will receive the dynamic opt out text on the Search Results page.
  • Fixed an issue Help Desk users had with CAGE Code search for Existing Entity Registrations improving their ability to assist entity users.
  • Updated the Advanced Search Exclusion, SSN/TIN Search pop-up text to provide more user-friendly instructions.
  • Wrapped the full NAICS Code description under the description cell of the PDF document so that the description text does not cut off improving usability.
  • Added the second decimal place to the Full Time Equivalent (FTE) calculation in Service Contract Reports improving usability.
  • Fixed an issue where service contracts were not displaying on the Select Entity page if an entity’s most recent point in time (PIT) record was deleted, i.e. if a user deleted an incomplete update to an entity registration then tried to locate a service contract from within their active entity registration, improving usability.
  • Uploaded the Interim SCR report file which will be generated on a recurring, bi-weekly basis to incorporate usability enhancements.
  • Updated text on data access pages to correctly describe the Service Contract Report files posted. The text notes the file type and expected data improving usability.
  • Updated the Government-Wide Inventory Report column headers to incorporate usability enhancements.
  • Created a fixed width for the System Accounts administration page improving usability.
  • Removed an irrelevant System Roles link from the sub-navigation menu and the corresponding System Roles page improving usability.
  • Fixed an issue in the Government Security Officer approval module in the Data Access Request process to save the Security Officer’s job title in the SAM database improving data quality.
  • Removed the duplicate monthly extract links from the SAM Entity Management display improving usability.
  • Updated the SAM Entity Management web service data job to transform the ampersand character (‘&’) to allow POCs with ampersands in the job title to display properly improving data quality.
  • Updated the error message displayed when users attempt to login with a deactivated Individual or System user account to include contact information for the Federal Service Desk improving usability.
  • Replaced the Content Glossary with the SAM Assistant throughout the application improving usability.
  • Fixed an issue where navigation buttons continued to display after navigating away from the registration process via the left-hand menu improving usability.
  • Fixed an issue with the account creation process where users could enter a username of less than six characters and receive validation in the username pop-up improving usability

On February 24, the System for Award Management (SAM) implemented minor enhancements and fixed known issues. Changes that affect business registrations – which US Federal Contractor Registration handles on behalf of its clients – follow:

  • Added validation logic on the data access request Government Security Official Approval page to ensure their Job Title and Phone Number are always provided. Also, updated the Information Security Awareness Training Completion Date to require it be within the past 365 days for approved data access requests to ensure U.S. government users requesting non-public data access have proper training to handle the information.
  • Enabled editing of the taxpayer address and information fields on the IRS Consent page during a registration update or renewal. Users are now able to update information on the taxpayer address, most recent tax year, and name/title of the authorized individual executing the consent when the Taxpayer Identification Number (TIN) and Taxpayer Name itself has not changed. This increases the quality of the consent data provided to the IRS.
  • Updated the page description, Consent to Disclosure of Tax Information, and TIN Match Instructions on the IRS Consent page to provide more clear direction to users for properly executing the consent.
  • Updated ‘foreign ownership’ validation logic preventing U.S. government entities from indicating foreign ownership during the entity registration process increasing data quality.
  • Improved the SAM data access approval email notifications to provide authentication guidance on how to access the web services and extracts.
  • Updated the entity registration renewal email notifications to ensure users receive accurate and clear instructions on how to update their entity registrations. SAM automatically sends an email to the entity administrator (and entity registration representative) 60, 30, and 15 days prior to expiration to remind users to renew their registrations and another email once a registration expires.
  • Added a statement to the Representations and Certifications (Reps & Certs) review page and Reps & Certs PDF to clarify by having an active registration the user has complied with the requirement to report proceedings data in accordance with FAR 52.209-7 Information Regarding Responsibility Matters and to report executive compensation data in accordance with FAR 52.204-10 Reporting Executive Compensation and First-Tier Subcontract Awards.
  • Redesigned the SAM Homepage to provide a more user-friendly entrance point and help users navigate the website, create a user account, register their entity to do business with the U.S. government, and search for records. Added the SAM Status Tracker to the main navigation bar to allow users to quickly check their entity registration status without logging into the system.
  • Redesigned the General Information page, renaming it About and providing clear instructions for users to get started.
  • Updated page description text on the Public Extracts page to include links to [pages] for more information on SAM data, web services, and more.
  • Fixed an issue where several optional fields were incorrectly visually marked as mandatory with an asterisk on the application page and in the title attribute improving the experience for those users relying on screen readers.
  • Improved accessibility on the Exclusion Details page by removing calendar widgets, updating the field labels, and clarifying error messages to provide sufficient guidance for users to enter the required data and proceed to the next page.
  • Fixed an issue to include the Add Cross Reference button in the tabbing order so that visually impaired U.S. government users with an exclusion management role can correctly navigate the Cross Reference page of an exclusion.
  • Updated the maximum input length for several data elements in the SAM Exclusion Uploader to streamline the submission of multiple exclusion records at a time.
  • Updated the content and formatting of the Quick Start Guide for Exclusions providing better support material for users.
  • Fixed an issue where hyphenated, non-U.S. Postal Codes were being incorrectly stored and displayed in address fields.
  • Fixed an issue with the Agency Business Purpose display for U.S. government registrations.
  • Fixed an issue where the physical address was being removed from some U.S. government registrations upon update.
  • Fixed an issue with the Print Summary feature: the Entity Registration page now loads after a user submits their registration and selects Print Summary.
  • Removed the mandatory field indicator for the Merchant ID1 field, and the data field’s title text, on the Financial Information page for certain registration types.
  • Aligned the two-character state value for the Congressional District field to the Congressional District resolving a display issue for some registrations.
  • Updated validation logic on the IRS Consent page to prevent users from entering a value that is other than the current calendar year, or a prior year, for the most current tax year improving data quality. An error message now displays upon Save and Continue.
  • Fixed an issue where the CAGE Code value in an active/complete registration was not being copied over when the user started an update and changed the Purpose of Registration from All Awards to Federal Assistance Only improving data quality.
  • Updated the validation logic for Mailing Address Line 1 on the Business Information page so users are not able to enter only spaces reducing data errors in interfacing systems.
  • Updated the logic for FAR 52.212-3(l)(4) to display the proper type of organization both on-screen in the application and in the PDF when the entity is a U.S. federal, state, or local government entity improving consistency of data presentation.
  • Updated FAR 52.212-3 to include paragraph (t) containing the new Public Disclosure of Greenhouse Gas Emissions and Reduction Goals – Representation to the Representations & Certifications sections, Entity Details page, PDF, web services, and API implementing FAR Case 2015-024.
  • Fixed an issue where the certifier’s name was not displaying in the Reps & Certs statement for some registrations improving accountability.
  • Updated FAR 52.212-3 to include paragraph (u) Prohibition On Contracting With Entities That Require Certain Internal Confidentiality Agreements Or Statements—Representation and included the same representation in a new read-only provision for FAR 52.203-18 implementing FAR Case 2015-012.
  • Updated FAR 52.212-3 to include language at paragraph (s) stating “By a court order issued on October 24, 2016, this paragraph is enjoined indefinitely as of the date of the order. The enjoined paragraph will become effective immediately if the court terminates the injunction. At that time, DoD, GSA, and NASA will publish a document in the Federal Register advising the public of the termination of the injunction.” This language is implemented in the application, the web service response, and the Reps & Certs PDF.
  • Updated the System and Individual Account holders’ data access pages to refer to the correct file type and report version for final Service Contract Report (SCR) for Fiscal Year 2016. This report is available for download by those with For Official Use Only (FOUO) data access.
  • Fixed an issue where a deactivated entity was still searchable on the Users List page improving usability.
  • Fixed an issue where recurring sub-header levels appeared for some users on the Manage Roles page reducing confusion.
  • Improved performance of the User Information page within User Management by removing the Entity List and User Role Details boxes. The same information is already found on the Manage Roles page.
  • Fixed an issue where the “Clear Search” button was not clearing the main navigation search bar found across each page for authenticated users, improving usability.
  • Fixed an issue where users with an Entity Viewer role were unable to view their entity on the Existing Entity Registration page if it had opted out of public search.
  • Improved usability by implementing a Password Requirement validation pop-up for System Account password resets.
  • Removed “mi” field in API under SF 330 improving usability.
  • Updated API field names to fix several typos and to clarify elements improving usability.
  • Updated SAM API to return ‘true’ for “Has Known Exclusion” if the entity registration has an active exclusion, and ‘false’ if the entity registration does not have an active exclusion.
  • Updated the SAM Search API’s Advanced Search to return inactive records if they otherwise meet the search criteria.
  • Removed old, outdated Business Types from the Central Contractor Registration (CCR) system from API business type string.
  • Fixed the logic in the Entity Management web service to display ZIP+4 data only for U.S. addresses increasing data quality.
  • Fixed issue where FAR 52.214-14 <answerID>3</answerID> data is incorrect within the Entity Management web service in Reps and Certs increasing data quality.
  • Fixed issue where FAR 52.215-6 <answerID>3</answerID> data is incorrect within the Entity Management web service in Reps and Certs increasing data quality.
  • Updated the Entity Management web service to list all North American Industry Classification System (NAICS) Codes in 52.212-3 listed in NAICS_CODE_STRING_F and to ensure the web service response designates which NAICS is the primary by entering a Y in the primary ele ment.
  • Updated FAR 52.212-3.c.11.i in the web service to provide the same value as the registration’s reps & certs increasing data quality.
  • Fixed a presentation issue in the SAM Entity Management web service response which prevented the title for any entity point of contact business title from being returned.
  • Fixed a Geographic Area Served display issue in the SAM Entity Management web service response for entities who provided information to be included in the Disaster Response Registry.
  • Updated the annual BioPreferred Product Report to be a downloadable ZIP file rather than a CSV file.
  • Removed old, outdated Business Types from the Central Contractor Registration (CCR) system from the SAM Entity Management extracts business type string improving data quality.
  • Updated the CAGE/NCAGE web service response to detect either ‘USA’ or ’69’ in the physical address to identify U.S.-based entity.
  • Removed all incomplete Data Access Requests older than October 1, 2016 to resolve an issue where a new request couldn’t be processed because an older, incomplete request existed.
  • Re-engineered the SAM Entity Management Web Service so the data refresh rate is now near real-time improving usability for interfacing systems.
  • Updated the sitewide navigation logic to improve usability. When users input an invalid username they are taken to the Invalid Credentials page and an updated error message is displayed in the Mandatory Errors section of the page.