System for Award Management (SAM) Data Processing
The System for Award Management (SAM) is a Federal Government owned and operated free government-wide portal developed by the General Service Administration’s (GSA) Office of the Integrated Award Environment (IAE) to consolidate the capabilities of multiple systems and information sources used by the Federal government in conducting the acquisition and financial assistance (which includes grants and cooperative agreements) processes. Both current and potential government suppliers are required to register in SAM in order to be awarded contracts by the Government, including:
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Entities who need to register to do business with the government, look for opportunities or assistance programs, or report subcontract information;
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Government contracting and grants officials responsible for activities with contracts, grants, past performance reporting and suspension and debarment activities;
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Public users searching for government business information.
Suppliers are required to complete a one-time registration to provide basic information relevant to procurement and financial transactions. Suppliers must update or renew their registration annually to maintain an active status. SAM validates the supplier's information and electronically shares the secure and encrypted data with the Federal agencies' finance offices to facilitate paperless payments through electronic funds transfer (EFT). Additionally, SAM shares the data with Government procurement and electronic business systems.
The interface from SAM to PeopleSoft transmits SAM entity data, both federal and commercial, that will enable PeopleSoft to:
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Create new suppliers for commercial and federal entities as well as customers for federal entities.
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Update existing suppliers or customers created from SAM data.
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Update manually entered suppliers and customers designated for SAM update.
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Update vouchers for expired SAM entities.
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Disable ordering for expired SAM entities.
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Update Withholding Alternate Name for the Supplier if different than Legal Name and if the Installation Option to update Taxpayer Name is selected.
The first step in the SAM process is to load the GSA-provided SAM file. PeopleSoft supports the Monthly and Daily .csv file formats for sensitivity levels of FOUO, Sensitive, or Public. The file load can be run from either the Supplier or Customer menu. When run from the Supplier menu, existing SAM supplier records are updated and when run from the Customer menu, existing SAM customer records are updated.
Creating SAM Suppliers and Customers: Once the SAM Load process is complete and staging tables are updated, you can view all the entity records and create either suppliers or customers using the USF_STAGING component. Suppliers can be created for commercial or federal entities by accessing the Maintain Entities page from the Supplier menu. Customers can be created for federal entities by accessing the Maintain Entities page from the Customer menu.