PERU July 2009
ImplementationExecution &Closure SAM-I, 5/1/2009
Defined Order Cases Are Normally for: • Significant Military Equipment (SME) including MDE • Tanks, Ships, Aircraft, Missiles, etc. • Specific Services • Transportation, Aircraft Ferry, etc. • Explosives including munitions • Technical Data Packages (TDP) • Classified • Command, Control, Communications, Computer, Intelligence, Surveillance and Reconnaissance (C4ISR)
Implementing Agency Signed LOA Case Directive Acceptance and Implementation Implementing Authority Obligation Authority Case Manager Bandaria Initial Deposit Defense Finance & Accounting Service Quarterly Bills Payments
Case Manager Responsibilities(SAMM C2.T1) • Establish initial and long-range goals and objectives for execution. • Ensure foreign disclosure and international transfer arrangements are approved prior to signature of the LOA or agreement. • Prepare a master plan (including a plan for case closure). • Develop a financial and logistics management plan. • Approve plans of execution, scope, and schedule of work. • Review and verify funding and program requirements. • Integrate the program. • Initiate requirements. • Ensure that all schedules are accurate and timely. • Validate that costs are accurate and billed. • Reconcile cases especially during execution.
Case Manager Responsibilities(SAMM C2.T1) • Respond to purchaser, higher headquarters, counterparts, functional activities, and other supporting agencies. • Initiate working agreements with supporting activities as appropriate. • Analyze performance in relation to required performance specifications. • Maintain a complete chronological history (significant events and decisions). • Provide status, progress, and forecast reports. • Ensure all automation records are in agreement. • Prepare case for closure. • Ensure that case records are retained in accordance with DoD 7000.14-R, Volume 15, Chapter 6. Retention period is 10 years after the date of final closure.
MILSTRIP RQNs Supply Status Shipment Status Material Return Process Discrepancy Reports (SDRs) Publications EDA Drawdowns Contractual Data Travel MAPAD Freight Tracking Performance Reporting Case Closure Country/Case/Line/RQN Logistical Status DFAS- DIFS DSAMS FMS Case Execution ………Case Management………… Acquisition, Training, Case Revisions,, Case Reconciliation, Case Reviews Financial Logistical Obligational Authority Controls Payment Schedules Funding Documents Disbursement Data Performance Reporting Financial Status (Commitments/OBS/Expenditures) Case Closure-ULO LEGACY SYSTEMS Navy - MISIL & MISIL Army - PBAS & CISIL AF - CMCS & SAMIS
Security CooperationAutomation Tools Current/Planned Systems Legacy Systems • Defense Security Assistance Management System (DSAMS) • FMS Case Development & ImplementationDeployed 1999 • Training ModuleDeployed 2006 NAVY 3 SYSTEMS ARMY 4 SYSTEMS Security Cooperation Information Portal (SCIP) AIR FORCE 3 SYSTEMS Case Execution Management Information System?? Security Cooperation Enterprise Solution (SCES) DSCA & IA’s & Business Transformation Agency (BTA) are working on it!! DSCA 3 SYSTEMS
SCIP Capabilities • VIEW: • Case Status • Line Level Status • Payment Schedule • Requisition Status • SDR Status • Freight Tracking • Glossary/Help screens SAO Toolbox: Inventory Tracking for End Use Monitoring (EUM) requirements. • INPUT: • Requisition Input • SDR Input • Follow-ups • Cancellation Requests • Modification Requests • Requisition Batch Uploads • Freight Tracking • Standard & Ad Hoc Reports: • Case Status • Case History • Line Item • Payment Schedule • Requisition • Supply Discrepancy Reports Case Execution Only Access to Navy eBusiness suite • Allows “One Stop Shopping” • with Secure Internet Delivery • @ https://www.scportal.us/portal
Implementing Agency Defense Finance & Accounting Service Case Closure Supply/Services Complete Bandaria ReconciliationDoD 5105.65-M (RCM) Closure Certificate $ Closed=Final Bill
Definition of a ‘Closed Case’ • An FMS case on which • All material ordered & delivered • All services complete • All discrepancy reports resolved • All warranties expired • The customer has received a final statement of account
Case Closure Inhibitors • Competing Priorities • Logistics Reconciliation • Financial Reconciliation • Long Running Contracts • Customer Resistance • Vague Policy & Procedures • Low Dollar Value Variances • Lack of Emphasis • Personnel Turnover • Relocations/Consolidations • Records
Case Closure Methods • Accelerated Case Closure Procedures (ACCP) 1992 • Cases closed 2 years after “supply complete” • Country must agree to participate (FMF countries automatically included) • Identify difference between estimated final obligations and actual delivered/disbursed values (ULO). • Place estimated value (ULO) collection into Case Closure “Suspense Account” (CCSA) • Non- ACC (Original Methodology) • No new orders, no discrepancies, no open requisitions • 100% shipped/billed • All contracts must be closed • 100% reconciled
Security Assistance Policy & Information • DSCA Web www.dsca.mil • SAMM & Policy Memo’s • DISAM Web-www.disam.dsca.mil • Ask an Instructor • DISAM SAM-C PowerPoint Presentations • DISAM Publications • Financial Management Regulation 7000.14-R, Vol. 15, Security Assistance Policy and Procedures