This Pilot Member Business Use Agreement describes the functions of the Federal Demonstration Partnership (FDP) web based Expanded Clearinghouse,
the role of the FDP Expanded Clearinghouse Working Group, and the expectations of the Pilot Members.
A Pilot Member is an FDP member organization participating in the Expanded Clearinghouse Pilot Demonstration who will create and manage its own Organization Profile.
Pilot Members agree to adhere to the terms of this agreement in order to participate in the FDP Expanded Clearinghouse Pilot, Phase 2.
Functions of the FDP Web Based Expanded Clearinghouse
The FDP Web Based Expanded Clearinghouse will:
House web based profiles of Pilot Members documenting the static/annual information needed by pass-through entities for routine subaward issuance and subrecipient monitoring activities, such as annual audit results, F&A and fringe benefit rates, and key contacts
Allow secure access by Pilot Members representatives to create and maintain their web based profiles, including deployment of real-time data validation mechanisms where practical
Provide notifications to Organizations User Managers when time-sensitive data are nearing expiration or are obsolete (e.g., expired audit information, outdated SAM record, etc.)
To the extent feasible, import data from secure government systems needed for the web based profiles (e.g., SAM, Federal Audit Clearinghouse) to expedite profile completion and increase timeliness of data
Allow Pilot Members to manage (add, change, delete) user rights for profile maintenance within their organization
Allow Pilot Members and non-members to view published profiles and print copies of individual profiles
Provide data for use in discussions with the federal government about reducing administrative burden and wise stewardship of federal funds
Role of the FDP Expanded Clearinghouse Working Group
The ECWG will operate as the support team for the web based Expanded Clearinghouse by performing the following tasks:
Develop and maintain all necessary user documentation, FAQs, surveys and reports
Provide the Expanded Clearinghouse System Development Team the necessary functional specifications in order to develop, maintain and enhance the system
Maintain a sub-team (FDP Admin Team) to review each profile when submitted or modified and review all profiles regularly to ensure data integrity remains high
Monitor use and ongoing needs of the Expanded Clearinghouse, collecting and tracking feedback and enhancement requests from users and operating as a Change Management team for ongoing development and maintenance
Coordinate communication among the users and provide users regular updates and status reports on the Pilot
Maintain all user required resource documents on Expanded Clearinghouse webpage
Maintain Expanded Clearinghouse webpage overall
Coordinate review of overall Expanded Clearinghouse on an ongoing basis, at least annually
Expectations of the FDP Pilot Member Organizations
FDP Pilot Members who join the Pilot to will commit to:
Prepare, submit, and certify their initial profile within two business weeks of their login ID being created (the organizations profile will not be publically viewable until this step is complete). It is expected that profiles be completed promptly after their login ID is provided (e.g., within 14 calendar days) as evidence of the good faith of the organization to participate actively and timely in the FDP Expanded Clearinghouse.
Profiles will be required to include:
All required fields
Links to or attachments for the last two annual audit reports
Links to or attachments for the most recent F&A Rate Agreement and Fringe Benefit Agreement (if organization has negotiated Fringe Benefit Rates)
Have internal processes in place to ensure their profile data are maintained and kept current, as follows:
Must be updated within 5 business days after a change in status:
Suspension and Debarment status
Must be updated within 30 days after a change:
F&A Rate agreement
Fringe Benefit rate information
Key Contact information
Addition or loss of a standard accreditation or change in its status (e.g., AAHRPP, AAALAC)
Expiration dates of approved systems (e.g., Purchasing System, etc.)
All other information must be reviewed at least annually.
Routinely adhere to profile maintenance standards or risk suspension of participation in the web based Expanded Clearinghouse at the sole discretion of the FDP Admin team. No Pilot Member will be suspended without having first had an opportunity to cure.
Use Pilot Members profiles to obtain static/annual information for their subawards, and to not request the same information in other formats from fellow Pilot Members
Furnish data as requested by the FDP Expanded Clearinghouse Co-Chairs