FedEbiz FAQ (Version 1.2)

1. What is FedeBiz?
2. How can I contact the FedeBiz Help Desk?
3. What is EDI?
4. What is ASC X12?
5. How often are the ASC X12 base standards updated?
6. What is the current version/release of the ASC X12 standard? Where can I purchase it?
7. What is an EDI Implementation Convention?
8. Why use an Implementation Convention?
9. What types of EDI Implementation Conventions are available?
10. How are the EDI Implementation Conventions Developed?
11. How are the approved EDI Implementation Conventions Published?
12. How do I participate in the development of Implementation Conventions?
13. How do I search for an approved Implementation Convention?
14. Is an Implementation Convention specific to an ASC X12 version/release?
15. How often is a FedeBiz Implementation Convention updated?
16. How long does it take to modify an existing Implementation Convention?
17. How do I assess the difference between Implementation Convention versions?
18. Is there a naming convention for the Implementation Convention files?
19. Is FedeBiz the proper site to locate Federal Government Solicitations?
20. Key Implementation Convention Definitions
    • Implementation Notes

1. What is FedeBiz?

FedeBiz is an abbreviation for the Federal and Department of Defense Electronic Business Repository. This repository, located at http://www.bta.mil/FedeBiz/index.shtml is the official site and online repository for approved Federal and Department of Defense Implementation Conventions.

2. How can I contact the FedeBiz Help Desk?

The FedeBiz Help Desk can be reached from the home page by clicking on the Contact Us link. If you are unable to reach the site, you can send an email directly to fedebiz@bta.mil. Please make sure the email subject line includes “FedeBiz Help Desk Request”.

3. What is EDI?

Electronic Data Interchange (EDI) is the computer-to-computer exchange of business data in standard formats. In EDI, information is organized according to a specified format set by the parties involved, allowing a "hands-off" computer transaction that requires little or no human intervention or re-keying on either end. All information contained in an EDI transaction set is, for the most part, the same as on a conventionally printed document.

Organizations have adopted EDI for the same reasons they have embraced much of today's modern technology-enhanced efficiency and increased profits. Benefits of EDI include:

• Reduced cycle time
• Better inventory management
• Increased productivity
• Reduced costs
• Improved accuracy
• Improved business relationships
• Enhanced customer service
• Increased sales
• Minimized paper use and storage
• Increased cash flow

The EDI standards are developed and maintained by the Accredited Standards Committee (ASC) X12. The standards are designed to work across industry and company boundaries. Changes and updates to the standards are made by consensus, reflecting the needs of the entire base of standards users, rather than those of a single organization or business sector. Today, more than 300,000 organizations use the 300+ EDI transaction sets to conduct business.

4. What is ASC X12?

In 1979, the American National Standards Institute (ANSI) chartered the Accredited Standards Committee (ASC) X12 to develop uniform standards for inter-industry electronic exchange of business transactions-electronic data interchange (EDI). These standards are developed through wide industry discussion and consensus. As a result, they accommodate the full range of complex business activities across industries.

5. How often are the ASC X12 base standards updated?

An Annual Release is a complete set of X12 standards used in Electronic Data Interchange. Each release includes the latest innovations and updates to the X12 standards made by the committee. Each release also includes updated versions of the ASC X12 Control Standards, the rules of the road for EDI. The X12 Annual Release is the most authoritative and widely used presentation of the X12 Standard. It is essential to planning and administrating a successful EDI implementation.

Twice a year, following the February and June X12 Trimester Meetings, the X12 Standards are republished in a "Subrelease". The Subrelease highlights changes made to the standard since the previous Annual Release. However, The X12 Annual Release is the authoritative publication, and most often used when developing information exchanges.

6. What is the current version/release of the ASC X12 standard? Where can I purchase it?

Current/future releases of the ASC X12 EDI Standards can be found at the Data Interchange Standards Association (DISA) website http://www.disa.org/. For those interested in purchasing an ASC X12 EDI standard, go to the online bookstore at http://www.disa.org/. DISA is the secretariat for the ASC X12 Committee.

7. What is an EDI Implementation Convention?

EDI standards developed and maintained by the Accredited Standards Committee (ASC) X12 accommodate a full range of business activities for all industries. They are developed by consensus among a large number of users, each with their own requirements. The resulting standard is very broad and is intended as a superset to meet the diverse requirements of all users. They commonly contain more data elements and structure options than any one user, or industry, needs. In fact, they often contain many optional ways of conveying the same information. Because of the broad nature of the basic EDI standard(s), there are many possible interpretations. Therefore, actual implementations require Implementation Conventions (ICs) to clearly define the transactions.

An EDI Implementation Convention (IC) is a proper subset of the associated ASC X12 standard. An IC defines the exact transactions required by a trading partner community to conduct business by tailoring the use of the ASC X12 standards' segments, composite data elements, simple data elements and code values. In addition, they document the intended interpretation of a standard.

For example, the ANSI X12 Invoice (810) transaction set is used as a Commercial Invoice, a Progress Payment, and a Public Voucher. However, in each different context, the segments and data elements used will vary. Implementation Conventions remove the ambiguity of which segments and data elements are used in each context, and document the different interpretations of the 810 transaction set. This process of refining standards for use in a particular context is known as Standards Profiling in the standards community. Standards profiles, or Implementation Conventions (ICs), are required for DoD and the Federal Government to execute EDI effectively.

8. Why use an Implementation Convention?

To create an ASC X12 transaction, a user must know the data requirements, understand the ASC X12 standard, and be able to use that information to develop an interface program between the computer application and the ASC X12 translator. The IC document provides this necessary information. Trading partners using the same IC can be assured that their messages are understood at the translation point.

9. What types of EDI Implementation Conventions are available?

Currently, two types of Implementation Conventions are maintained and published. They are Federal Implementation Conventions and Department of Defense (DoD) Implementation Conventions.

Implementation Conventions are developed and harmonized through the Federal EDI Standards Management Coordinating Committee (FESMCC), and the Electronic Data Interchange Standards Committee (EDISMC). They target the business processes, and delineate the Government interpretation and usage of Implementation Conventions in all functional areas.

10. How are the EDI Implementation Conventions Developed?

Implementation Conventions are developed through a joint effort of functional, business, technical, and EDI ASC X12 standards experts. These experts come together and participate in a functional Work group. (See the Work Group Information section on the FedeBiz home page http://www.bta.mil/FedeBiz/index.shtml.) After defining the business data requirements, the work group selects a transaction set that best matches the data and overall business purpose. The transaction set must then be tailored for that specific business' use by "mapping" each data requirement to a corresponding data element within the transaction set.

11. How are the approved EDI Implementation Conventions Published?

The Federal and DoD sections of the EDI Standards Repository (http://www.bta.mil/FedeBiz/index.shtml) presently contain approved EDI ICs based on ANSI X12 standards. The Implementation Convention files may be downloaded individually and are published in three different file formats:

• Microsoft Rich Text Format (RTF) (Human Readable)
• Adobe Acrobat's Portable Document Format (Human Readable)
• Standard Exchange Format (SEF)

12. How do I participate in the development of Implementation Conventions?

The Federal and DoD sections of the EDI Standards Coordination and development of ICs takes place within two existing groups, The Federal EDI Standards Management Coordinating Committee (FESMCC) and the EDI Standards Management Committee (EDISMC).

Information about the FESMCC is accessible from the FedeBiz home page, via the Federal EDI Standards Management Coordinating Committee link (http://www.bta.mil/FedeBiz/index.shtml).

Information about the EDISMC is accessible from the FedeBiz home page, via the EDI Standards Management Committee link (http://fedebiz.disa.mil/ESMCC.html).

13. How do I search for an approved Implementation Convention?

The Search for an IC capability on the FedeBiz home page enables you to locate "APPROVED" EDI implementation conventions (ICs) according specific search criteria. For example, you can search by version/release number, transaction set number and/or name. Hint: You do not have to know all the information on your IC for a successful retrieval. By providing just some of the information, you will receive several ICs that enable you to quickly narrow your search.

Simple Implementation Convention Search

1. Input one or more of the following criteria in the Search for an IC section of the home page:
   • Use the Version # dropdown menu and select the target Implementation Convention version/release number.
   • Type in the Implementation Convention Transaction set number.
   • Type in Additional Search Criteria the transaction set name, for example “Material Release” or a subset of the transaction set name. Note: This criterion is currently case sensitive.
2. Click on Go to execute the search.

  Advanced Implementation Convention Search

1. From the Fedebiz home page, click the Perform an Advanced Search link.

2. Input one or more of the following criteria for your advanced search: 

• The IC Version Number
• Use the Impose Restrictions drop down menu to restrict the search to Federal or DoD ICs.
• The Transaction Number
• The Keywords in Name. Any case sensitive keyword(s) or subset(s) of characters from the published transaction set name. (For example, “conformance Report” from the FED 4030 842A Nonconformance Report.)
• The case sensitive subset or complete Release Number.
• The Date Implemented. The date the IC was implemented in the format YYYY/MM/DD

3. Click on Search to execute the search.

14. Is an Implementation Convention specific to an ASC X12 version/release?

Yes. EDI implementation conventions are based on a particular ASC X12 version and release. Under no circumstances should an implementation convention developed for one ASC X12 version and release be used in conjunction with a different ASC X12 version and release. For example, an implementation convention developed for ASC X12 version/release of 003010 may not be used to program an EDI translator to process transaction sets at ASC X12 version/ release 003040.

15. How often is a FedeBiz Implementation Convention updated?

The Functional Working Groups control the update of Implementation Conventions. Updates are scheduled based upon the new or changing requirements articulated within a functional area.

16. How long does it take to modify an existing Implementation Convention?

The time to propose, approve and release a change to an implementation convention varies by working group and complexity of requirements.

17. How do I assess the difference between Implementation Convention versions?

Browse or search the Federal and DoD Implementation Conventions to find the version of interest. From the Formats column select the SEF link, and download the *_sef.zip file for the transaction. Unzip the *_sef.zip file and open the Record of Change (ROC) *_roc.doc file. The contents will describe the changes implemented in the version. Note: Not all Implementation Conventions will have a Record of Change.

18. Is there a naming convention for the Implementation Convention files?

Yes. All sef, rtf and pdf Implementation Convention files submitted for review must follow the naming convention below.

File Naming Convention

19. Is FedeBiz the proper site to locate Federal Government Solicitations?

No. FedeBiz is the official site for approved Federal and DoD Implementation Conventions. Solicitations are not available at the FedeBiz site.

However, FedBizOpps (http://www.fedbizopps.gov/) is the single government point-of-entry (GPE) for Federal government procurement opportunities over $25,000. Government buyers are able to publicize their business opportunities by posting information directly to FedBizOpps via the Internet. Through one portal, FedBizOpps (FBO), commercial vendors seeking Federal markets for their products and services can search, monitor and retrieve opportunities solicited by the entire Federal contracting community.

20. Key Implementation Convention Definitions

The following definitions are critical when understanding, implementing and developing Implementation Conventions.

Implementation Notes

Implementation notes are the bridge from the ASC X12 standards to the Implementation Convention. Implementation Notes within an Implementation Convention help explain how trading partners will use the standards. For convenience, they are clearly marked and placed throughout the Implementation Convention at the appropriate point.