View
232
Download
1
Category
Preview:
Citation preview
DoD Procurement eBusiness Roadmap
Defense Procurement and Acquisition Policy
March 2010
Procurement Data/Reporting and Financial Transparency
Federal Financial Accountability and Transparency Act (Grants, OTs, Loans, Contracts) – monthly reporting; quarterly data verification and validation requirement
American Recovery and Reinvestment Act reporting• Taking Contract Award and Modification Documents
to data (beyond PDFs) using – – XML data standards– Data sharing – Reliance on standard transactions
A traceability solution involving Electronic Document Access to prepopulate the line of accounting for all contracts in Wide Area Work Flow (WAWF)
June 2010
Financial Management
2132020.00000 5X-6X20 123456.00000 662G 25POLI P68EY78945J123 POLI25 123456
Lines of Accounting
2132020.00000 5X-6X20 123456.00000 662G 25POLI P68EY78945J145 POLI25 123456
DoD Budget Submission
Appropriations
Total Government Contractor Total Government Contractor
14-Aug-00 60 60 - 100 100 - 16-Oct-00 118 118 - 955 955 - 1-Nov-00 165 165 - 1,160 1,160 - 1-Dec-00 246 246 - 1,631 1,631 -
21-Dec-00 543 310 233 1,721 1,721 - 25-Jan-01 840 449 391 2,900 2,900 - 5-Feb-01 941 465 476 3,624 3,624 - 1-Mar-01 1,225 549 676 6,928 6,050 878
29-Mar-01 1,504 678 826 9,827 8,787 1,040 4-May-01 1,766 800 966 11,504 10,328 1,176
11-Jun-01 2,130 890 1,240 13,000 11,648 1,352 6-Jul-01 2,326 979 1,347 14,356 12,864 1,492
3-Aug-01 2,757 1,056 1,701 16,234 14,536 1,698 31-Aug-01 3,136 1,083 2,053 18,199 16,182 2,017
5-Oct-01 3,595 1,150 2,445 19,902 17,357 2,545 2-Nov-01 3,985 1,214 2,771 21,558 18,791 2,767 7-Dec-01 4,481 1,265 3,216 23,373 20,245 3,128 4-Jan-02 4,695 1,237 3,458 24,122 20,840 3,282 1-Feb-02 5,109 1,212 3,897 25,964 22,232 3,732 1-Mar-02 5,515 1,216 4,299 29,541 25,626 3,915 5-Apr-02 6,132 1,325 4,807 32,652 28,392 4,260
Users Assessments Retrieved
Commitment
Total Government Contractor Total Government Contractor
14-Aug-00 60 60 - 100 100 - 16-Oct-00 118 118 - 955 955 - 1-Nov-00 165 165 - 1,160 1,160 - 1-Dec-00 246 246 - 1,631 1,631 -
21-Dec-00 543 310 233 1,721 1,721 - 25-Jan-01 840 449 391 2,900 2,900 - 5-Feb-01 941 465 476 3,624 3,624 - 1-Mar-01 1,225 549 676 6,928 6,050 878
29-Mar-01 1,504 678 826 9,827 8,787 1,040 4-May-01 1,766 800 966 11,504 10,328 1,176
11-Jun-01 2,130 890 1,240 13,000 11,648 1,352 6-Jul-01 2,326 979 1,347 14,356 12,864 1,492
3-Aug-01 2,757 1,056 1,701 16,234 14,536 1,698 31-Aug-01 3,136 1,083 2,053 18,199 16,182 2,017
5-Oct-01 3,595 1,150 2,445 19,902 17,357 2,545 2-Nov-01 3,985 1,214 2,771 21,558 18,791 2,767 7-Dec-01 4,481 1,265 3,216 23,373 20,245 3,128 4-Jan-02 4,695 1,237 3,458 24,122 20,840 3,282 1-Feb-02 5,109 1,212 3,897 25,964 22,232 3,732 1-Mar-02 5,515 1,216 4,299 29,541 25,626 3,915 5-Apr-02 6,132 1,325 4,807 32,652 28,392 4,260
Users Assessments Retrieved
Obligation
Expenditure Property, Logistics, and Transportation
Requirement
Contract
Need
Inspection
Delivered Property
Acceptance
Line Item
Requisition
Shipping Notice
Transportation
Receiving
Property Log
Enterprise UID Digital Data Flow
Acquisition
AAI
Voucher #
IUID/RPUID
Contract #&CLIN & SPIIN
LOA
AAI
Transaction ID
TCN
APUIDAPUID
CAGE/IUID/NSN
DoD Procurement Data Strategy Timeline
Publish Procurement Data Standard Phase 2 (Contracts and Orders) – Complete (DPAP website)
Formalize Independent Verification & Validation process- January 2009
Establish Access to Component Procurement Business Intelligence Systems (Army, AF, DLA)
• Electronic Data Access capable of receiving data June 2010
THIS ENABLES DoD TO MAKE CONTRACT DATA AVAILABLE TO LOGISTICS AND INDUSTRY
Performance Data
Contract Business Intelligence
Contract Writing / Ordering Systems
WAWF
EDA (data)
EDA (PDF)Support FFATA expansion
GEX
MOCAS
ERPs
Inventory Systems
Business Intelligence Capabilities•Conformed Contract View•Strategic Sourcing View•Delivery and Payment View•Warranty View•Contract Policy View•etc
Pre-populate DD250 and invoices
Pre-populate mods and orders
6
WAWF Current Process State
GEX
Vendors
WAWF
View Only Users-ContractingOfficer-Payment Clerks
GovernmentWorkflow User-Inspectors-Acceptors-Certifiers
Email notices sent to next workflow user
Vendor EDI
GEX
Vendor FTP
Vendor W
eb
Vendor EDI
Invoice &Receiving
Report
INPUT
Invoice &Receiving
Report
SIGNREJECT
PROCESS
EDAEDA
CCRCCR
DAASCDAASC
IUIDRegistry
LogisticsSystems
• DSS - DLA• Navy ERP• ILSMIS - Navy
EntitlementSystems
• MOCAS - DCMA• SAMMS - DLA• BSM - DLA• One Pay - Navy• CAPS - Army/ODAs• IAPS - AF• Navy ERP
• ACMS - JS• EBIZ - DFAS• SABRS - USMC• Navy ERP• STARS
Invoice &Receiving
Report
VIEW
Invoice &Receiving
Report
VIEW
Property MgmtSystems
WAWF RolesWAWF Roles
AccountingSystems
SPSSPS
Co
ntr
act
Dat
a
Contract
Dat
aD
oD
AA
Cs
(Go
vt
Ad
dre
ss C
od
es)
Co
ntr
act
Dat
a
CAGEs (V
endor
Address
Codes
)
• AFEMS - AF
Unique Identifier
Next Generation Contract Writing
• Integration with ERPs• Defining standards and internal controls• Defining future contract clause management
environment; central serviceCONOPS completeFunctional Requirements Document
complete– Clause logic under development
• First focus – property and payment clauses
Purchase Request Data• Purchase Request Data Standard – pending
policy• Business Intelligence
– Enabling an enterprise view of contract award data; electronic anomaly reports under development
• Receipt and Acceptance/ Miscellaneous Payments/Invoices/Property Transfers– Internal controls with Direct Vendor Deliveries and
receipt documentation; Tri-Domain Working Group– Focus on Destination Acceptance
Line Item Life Cycle – Schema for Requirements
Requirement•Requirement identifier•Item Number•Description•Quantity•Unit of Issue•Specs and Standards•Descriptive Identifiers
(e.g. NSN, Type Designation, PN)
•Delivery date•Ship to•GFP Provided•Funding data
(AAI/LOA)
Contract•Contract Number•Item Number•Description•Quantity•Unit of Issue•Specs and Standards•Descriptive Identifiers
(e.g. NSN, Type Designation, PN)
•Delivery date•Ship to•GFP Provided•Contract Type•Unit Price•Payment provisions•Funding data (AAI/ACRN/LOA)
Delivery•Contract Number•Item Number•Description•Quantity•Unit of Issue•Descriptive Identifiers*
(e.g. NSN, Type Designation, PN)
•Unit Price•Date Delivered•Shipped to•GFP embedded•UII
Invoice•Contract Number•Item Number•Quantity•Unit of Issue•Unit Price•Date Delivered•Contract Type•Unit Price•Payment provisions•Funding data
(AAI/ACRN/LOA)•Invoice Number•Invoice Amount
Government Furnished Property
Phase III - Procurement Data Strategy
Government Furnished Property data structure for –
• Solicitations and Award
• Contractor Acquired Property
• Marking of GFP
Pending in a DFARS case to be finalized this Spring 2010; need to address adoption by contract writing systems
Contractor Acquired Property Property acquired on a cost type contract must
have better controls over property accountability DPAP issued policy memorandum January 2010
directing that procurement officials Establish CDRL requirement for a list of all contractor
acquired property Ensure requiring activities review the list to identify
items to enter the government inventory Ensure those items selected are itemized on an
exhibit; a CLIN established for delivery. The exhibit should itemize: Acquisition Value Placed in Service Date
GFP Management Policy
• Ensure regulatory guidance is efficient and effective– DFARS 245 alignment to FAR 45; final rule published
(July 09)
– A DCMA block change contract impacting about 29K contracts was issued Oct 09; requiring GFE reporting to the IUID registry
• Clarify policy regarding accountability and reporting of Contractor Acquired Property– DoD 7000.14-R Vol 4, Chapter 6 being updated
– DFARS Procedures, Guidance and Instructions pending
Government Furnished Property• Numerous IG and GAO audits underway;
property cannot be accounted for when in the hands of contractors
• DPAP & Acquisition & Logistics leadership kicked off working group Feb 2010– Traceability to Contract Number for outbound property– Tracking to IUID’d and non-IUID’d items– Transparency through transaction reuse– Ensuring contractors can only access the supply
system within authorized limits
GFP Management Capabilities
• Paperless accountability and contract reconciliation of GFP– DFARS Case 2008—D049 Reporting of Government
Property Losses – pending as a proposed rule– Defining existing data and transactions used for GFP
supply transactions – underway– Two GFP process mappings underway – Marines (4
property systems) and Army (PBUSE)• Marking, reporting and data management of
property in the hands of contractors– Establish standard data format to integrate contract
IUID data on GFP; includes IUID marking (PGI case underway)
GFP Management Capabilities • Develop DoD capability for paperless accountability and
contract reconciliation of GFP– DFARS Case 2008—D049 Reporting of Government Property
Losses – pending as a proposed rule– Map/capture GFP supply transactions – IUID Hub Operational
Sept 09– Develop a federated data capability for GFP reconciliation – pilot
underway– Mature WAWF archives capability; redesign underway
• Develop DoD capability for enterprise visibility including reporting and data management of property in the hands of contractors– Supercede DoD 1662 reporting with IUID registry – DFARS
252.211-7007 published Nov 24, 2008– Issue guidance on reporting of property in hands of contractors –
pending as a proposed rule (UII and non UII’d property) (DARS 2009 – D043)
17
Challenges• Adhering to the contract line item rules; enforcing
Procurement Data Standard and use of Electronic Document Access system
• Establishing standard policy for Government Furnished Property management environment
• Marking and managing legacy items; drawing in NATO partners (Netherlands and Canada procurement IUID requirements final or pending)
• Wide Area Workflow Deployment– Deployment across DoD has topped 75%– Receipt vs acceptance
• Training, Training, and Training
Supply
Property Accountability
Financial
Maintenance
Receipt andAcceptance
Procurement
Government Furnished Property Business Management Environment
Quality Assurance
Crossing the Functional Streams
Property Management
is a Team Sport
Authorization, Issuance, & Maintenance
(AIM)
Common Access Card
DEERS
Personnel Systems
Data Mining Vendor
WAWF
IUID Registry
FPDS-NG
Online contract
ordering tools(75% of transactions are via PCard)
Card History
Merchant Banks
Card Association Hubs
Thi
rd P
arty
P
roce
ssor
s (e
.g.
TS
YS
)~
3,00
0 da
ta e
lem
ents
Card Issuing Banks•USBank•Citibank
•JP Morgan ChaseData retained 7 years
Custom ExtractReferred High Risk
Transactions
Daily Feed
Account Setup and Maintenance
DMDC
DMDC
DMDC
DMDC
BTA
BTA
Purchase Card Integrated Business Environment
Vendors
Accountable Property Systems
Accounting & Entitlement
Systems
DAUTraining
Data
GSAFPDS
OperationalRequirements Defined; OPS pendingRequirements Pending
Establishing Authoritative Sources for Contractor Access
Contractors and Grantees
•CAGE Code•DUNS #•Name
Vendors/People•Bank Identification•CEFT(DFAS/TIN)
Employees
ContractsGrants
Other Tran.•PIIN
•CAGE/DUNS
COR List by
Contract
Performance Dates
Self Managed Vendors
JPAS
Pool of vetted individuals
SPOT
Thr
ee t
iers
of
acce
ss r
equi
red
Identify entity requiring access
Connect to business agreement
Security clearance and logical/physical
access requirements
DBIDS
CVS
Recommended