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DoD Procurement eBusiness Roadmap

DoD Procurement eBusiness Roadmap. Defense Procurement and Acquisition Policy March 2010. Procurement Data/Reporting and Financial Transparency.

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DoD Procurement eBusiness Roadmap

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  1. DoD Procurement eBusiness Roadmap Defense Procurement and Acquisition Policy March 2010

  2. 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

  3. Financial Management Enterprise UID Digital Data Flow Property, Logistics, and Transportation 0001AA Bolt, Restraining, Rotorhead 4 ea $158.55 NSN 6625-99-617-9491 Line Item DoD Budget Submission Requisition Appropriations Shipping Notice Requirement Transportation Commitment Delivered Property Inspection Receiving Obligation Contract Acceptance Expenditure UID APUID Need UID AAI UID AAI 2132020.00000 5X-6X20 123456.00000 662G 25POLI P68EY78945J145 POLI25 123456 UID 2132020.00000 5X-6X20 123456.00000 662G 25POLI P68EY78945J123 POLI25 123456 Contract # &CLIN & SPIIN Lines of Accounting UID TCN UID LOA UID IUID/RPUID UID Transaction ID UID CAGE/IUID/NSN UID UID Property Log Voucher # Acquisition

  4. 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

  5. Contract Business Intelligence Contract Writing / Ordering Systems MOCAS Pre-populate mods and orders GEX ERPs Pre-populate DD250 and invoices WAWF Inventory Systems EDA (PDF) Support FFATA expansion EDA (data) • Business Intelligence Capabilities • Conformed Contract View • Strategic Sourcing View • Delivery and Payment View • Warranty View • Contract Policy View • etc Performance Data

  6. WAWF Current Process State 6

  7. Next Generation Contract Writing • Integration with ERPs • Defining standards and internal controls • Defining future contract clause management environment; central service • CONOPS complete • Functional Requirements Document complete • Clause logic under development • First focus – property and payment clauses

  8. 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

  9. 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

  10. Government Furnished Property

  11. 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

  12. 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

  13. 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

  14. 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

  15. 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)

  16. 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 17

  18. Financial Receipt and Acceptance Supply Procurement Quality Assurance Maintenance Property Accountability Government Furnished Property BusinessManagement Environment

  19. Crossing the Functional Streams Property Management is a Team Sport

  20. Card Issuing Banks • USBank • Citibank • JP Morgan Chase Data retained 7 years Purchase Card Integrated Business Environment Online contract ordering tools (75% of transactions are via PCard) Accounting & Entitlement Systems Data Mining Vendor Authorization, Issuance, & Maintenance (AIM) Custom Extract Referred High Risk Transactions Account Setup and Maintenance Card History DMDC Daily Feed Third Party Processors (e.g. TSYS) Common Access Card DMDC DAU Training Data Card Association Hubs DMDC ~3,000 data elements BTA WAWF DEERS DMDC IUID Registry BTA Accountable Property Systems Personnel Systems Merchant Banks FPDS-NG FPDS GSA Vendors Operational Requirements Defined; OPS pending Requirements Pending

  21. Establishing Authoritative Sources for Contractor Access Identify entity requiring access Security clearance and logical/physical access requirements Connect to business agreement Three tiers of access required • Contracts • Grants • Other Tran. • PIIN • CAGE/DUNS • Contractors and • Grantees • CAGE Code • DUNS # • Name CVS JPAS Self Managed Vendors DBIDS • Vendors/People • Bank Identification • CEFT(DFAS/TIN) Performance Dates Pool of vetted individuals Employees COR List by Contract SPOT

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