Government Furnished Property Process Implementation Training

Transcription

1 Government Furnished Property Process Implementation Training Presented by: Carol Vigna, OSD AT&L DPAP Pam Rooney, Support to OSD AT&L DPAP Defense Procurement and Acquisition Policy (DPAP) May

2 Topics Policy and Guidance Planned GFP The Attachments Actual GFP Shipment and Receipt GFP Reconciliation The Registry Service and Contractor Actions Scorecarding 2

3 Policy and Guidance PGI » Directs creation and inclusion of GFP Attachment FAR » Establishes core GFP requirement DFARS » Directs contractors to report receipt of ALL GFP» Requires updates for serially managed GFP» 4 other DFARS clauses are required ( ) Scorecard Memo 3

4 Background on Published in August 2012 Replaced a previous version of Reporting of Government-Furnished Equipment Two public meetings and extensive public comment Implementation was phased becoming fully effective 1 January

5 Basic Requirement Reporting Government-furnished property to the IUID Registry. The Contractor shall report Government-furnished property (equipment and material) to the IUID Registry 5

6 Exceptions The Contractor does not report to the IUID Registry the following items: (1) Contractor-acquired property* (2) Property under any statutory leasing authority (3) Property to which the Government has acquired a lien or title solely because of partial, advance, progress, or performance-based payments (4) Intellectual property or software; (5) Real property *Once CAP is delivered and accepted by the Government it ceases to be CAP and if provided on the same or a different contract is GFP and subject to reporting 6

7 Policy: Property Clauses in Contract MANDATORY FAR Government Property, in all cost type and T&M solicitations and contracts, and in labor hour and fixed-price solicitations and contracts when the Government will provide property. FAR Use and Charges, in solicitations and contracts when the clause at is included. DFARS Tagging, Labeling, and Marking of Government-Furnished Property DFARS Reporting Loss of Government Property DFARS Contractor Property Management System Administration DFARS Reporting, Reutilization, and Disposal DFARS Reporting of Government-Furnished Property PGI PGI Directs creation and inclusion of GFP Attachment 7

8 Topics Policy and Guidance Planned GFP The Attachments Actual GFP Shipment and Receipt GFP Reconciliation The Registry Service and Contractor Actions Scorecarding 8

9 The GFP Attachment Identifies the type and quantity of Government Property the contractor is allowed to have Identifies which items of GFP are serially managed (to support DFARS reporting requirements) Establishes the Unit Acquisition Cost that will be reported by the contractor Identifies if property is used as-is Transmitted to the Registry as the planned GFP This information is required to be provided by DoD 9

10 GFP Attachments Added to solicitations and awards of contracts that may provide Government Furnished Property Two types of Attachments» Scheduled GFP (items that will be pushed to the contractor» Requisitioned GFP (items that will be requisitioned by the contractor) - non-reimbursable section items are GFP; reimbursable section is CAP/CFM ONE format readable PDF» Can be manually entered (small number of items)» OR created from Excel conversion (large number of items) Attached to contract or mod when distributed to EDA Attachment data automatically transmitted to and captured in IUID Registry Find the GFP Attachment templates at: 10

11 SGFP Attachment Required fields and format edits are documented in the GFP Attachment Tutorial on the Toolbox 11

12 GFP Attachment Resources 12

13 GFP Attachment Tips GFP Attachment for large amounts of GFP should be created by Excel to PDF conversion available on the Toolbox» Download and Populate the GFP Attachment Excel» Run the conversion tool to create the PDF For each 10,000 rows create a new file with the SAME attachment number 13

14 Topics Policy and Guidance Planned GFP The Attachments Actual GFP Shipment and Receipt GFP Reconciliation The Registry Service and Contractor Actions Scorecarding 14

15 Transactional GFP Reporting Per DFARS Contractors are compelled to report GFP» Receipt only of non-serially managed GFP» Receipt, shipment, consumption, disposal, and transfer of serially managed GFP Non-serially managed GFP receipt is via irapt only Serially managed GFP Reporting is variable 15

16 What Gets Reported Serially-Managed Non-Serially Managed Receipt X X Delivery or Shipment X * Consumed or Expended Disposal X ** X Transfer to Another Contract X *May still be subject to Appendix F **May still be subject to or

17 Serially Managed GFP Reporting Reporting path varies depending on whether the GFP is UII d, Serially Managed but not yet UII d or Non Serially Managed Note that to receipt a UII d GFP item in irapt, it must already be in the Registry 17

18 irapt supports GFP irapt=invoice, Receipt, Acceptance, Property Transfer» Wide Area Workflow (WAWF) is the umbrella suite under which many enterprise systems fall EDA, CORT, IUID Registry, My Invoice, etc Property Transfers Between:» DoD to Contractor» Contractor to DoD» DoD to DoD (not transmitted to Registry)» Contractor to Contractor (based on formal contract action) Shipment of GFP to Contractor should be entered in irapt by DoD Receipt of GFP by Contractor must be reported» Non-UII/Non-Serially managed GFP can ONLY be receipted in irapt 18

19 Overview of irapt Property Transfers Property to Contractor from DoD» DoD can and should input the Property Transfer (PT) into irapt to alert contractor of inbound items» Contractor receipts items in irapt - Based on preceding DoD irapt PT document - Unilaterally if no irapt PT document was created by DoD» Custody transfer flows to IUID/GFP Registry and APSR Property to DoD from Contractor (returned GFP including Reparables)» Contractor inputs PT into irapt (via PT or RRR)» DoD acknowledges receipt of item» Custody transfer flows to IUID/GFP Registry and APSR APSR=Accountable Property System of Record RRR=Reparable Receiving Report 19

20 GFP From DoD to Contractor Contract w/gfp MCA GFP Shipment Notification Items received notice irapt Notice of Inbound GFP Items received Contractor Receiver This step must happen even if DoD does not enter the shipment Property Accountability IUID Registry Property Transfer input can be manual web input or system electronic message MCA Materiel Control Activity 20

21 irapt Roles DoD Roles» To enter shipment of GFP Property Transfer DoD user must have Government Property Shipper role» For contractor to return GFP DoD user must have Government Property Receiver role Contractor Roles» To receipt GFP, must have Contractor Property Receiver role» To return GFP, must have Contractor Property Shipper role recipient(s) are related to the receiver DoDAAC 21

22 Benefits of using the irapt process for GFP visibility Early notification of inbound GFP items» Both to Contractors and upon return to DoD Assurance of receipt» Or the ability to follow up on shipments that are not overtly received The only method for Contractors to report non-uii d/non-serially managed GFP» UII d GFP can be receipted, returned, and updated via direct submission to the IUID Registry Supports FIAR related processes and visibility FIAR=Financial Improvement and Audit Readiness 22

23 Harmonization of irapt and DLMS DLMS 856S Shipment Transactions from DoD to Contractor will be copied to irapt DLMS 527R Receipts from Contractors will be routed to irapt and update the Registry» Satisfies DFARS; No duplicate entry required of Contractor DLMS 856S from Contractor to DoD will be copied to irapt and update the Registry DLMS = Defense Logistics Management Standards 23

24 irapt Property Transfer Receipt WAWF Line Item View of Property Transfer for UID d and non UID d items 24

25 Topics Policy and Guidance Planned GFP The Attachments Actual GFP Shipment and Receipt GFP Reconciliation The Registry Service and Contractor Actions Scorecarding 25

26 Planned and Actual GFP PLANNED ACTUAL 26

27 IUID Registry Captures planned GFP from GFP Attachment Captures custody history of UII d items throughout their lifecycle» Via irapt Property Transfer» Via Direct Submit (web, XML, Flat File) Captures non-uii/non-serially managed GFP» Via irapt Property Transfer» Via DLMS transactions Provides reporting for visibility of GFP in Contract/Contractor custody IUID and GFP are not the same. All GFP is reported by custodial Contractor; some if it MAY have UII 27

28 Item Custody for IUID d Iem 28

29 GFP Custody for Non-Serially Managed/Non-UID d Item 29

30 irapt & the IUID Registry irapt Transfer of Property Contractor Receipt of GFP Delivery & Shipment of Reparables Government Receipt GEX IUID Registry Records for UII d items and non-uii d GFP APSR Records about a Component s Property for financial reporting Electronic capture of valuation and movement to establish Existence and Completeness for Auditability 30

31 Requiring Systems GFP Data Flow Architecture GFP List (attachment in fillable PDF - TBD BI Reports of GFP Status Industry GFP Attachment Contract Writing EDA Contract Deficiency Reports for missing GFP terms or data CDRs DLA DCMA GFP list as XML IUID Registry Property loss or disposal PCARSS/ PLT DLA DCMA Operational irapt GFP Property Transfer Record of property transfer Component Accountable Property Systems DLA Note: DPAS Operational Incremental deployment GFP Receipt & Shipment Notice Property Transfer Shipment Notice Shipment Notice DoD (Materiel Control Activities) DoD Supply System Receipt Distribution Standard System (reparable return) Future Capability DLA 31 DLA

32 Topics Policy and Guidance Planned GFP The Attachments Actual GFP Shipment and Receipt GFP Reconciliation The Registry Service and Contractor Actions Scorecarding 32

33 DoD Actions Ensure GFP Clauses are in contract Ensure GFP Attachment is created and attached to contract Establish internal process for which organization is responsible for entry of Property Transfers Enter Property Transfers into irapt» Register for Role Government Property Shipper Acknowledge receipt of returned GFP» Registry for Role Government Property Receiver» The contractor can NOT return GFP in irapt unless there is a Government Receiver Establish group to receive notifications of contractor receipt and of inbound returning GFP 33

34 Contractor Actions Establish business processes for GFP receipt Report Receipt of ALL GFP» Via irapt, Registry or DLMS» Register for role of Contractor Property Receiver in irapt» Ensure only one method for each receipt Report Return of Serially Managed GFP» Via irapt, Registry or DLMS» Register for role of Contractor Property Shipper 34

35 Topics Policy and Guidance Planned GFP The Attachments Actual GFP Shipment and Receipt GFP Reconciliation The Registry Service and Contractor Actions Scorecarding 35

36 Scorecarding Ginman memo 19 Sept 2014 directs GFP Clause Compliance scorecard Calculated quarterly by DPAP Based on GFP Clause inclusion in newly awarded cost-type contracts Memo found here: olicyvault/usa dpap.pdf 36

37 GFP Clause Compliance GFP FAR Clause when Cost Reimbursable Component Q Q Q Q Q Q Q3 Q4 Q1 Air Force 88% 88% 80% 81% 92% 93% 94% 89% 95% Army 83% 66% 79% 73% 84% 86% 81% 80% 76% DLA Marine Corps N/A* 50% N/A* N/A* N/A* N/A* N/A* N/A* N/A* 75% 100% 86% 92% 0% 80% 100% 89% 67% Navy 83% 72% 76% 62% 86% 71% 78% 69% 84% ODA 60% 89% 93% 96% 100% 80% 93% 95% 50% Total 84% 75% 79% 74% 88% 81% 87% 82% 84% GFP DFARS Required Clauses (All contracts with FAR GFP Clause) Component Q Q Q Q Q Q Q Q Q1 Air Force 38% 45% 57% 65% 67% 72% 73% 78% 89% Army 17% 16% 36% 32% 41% 41% 43% 44% 45% DLA 66% 33% 0% 13% 67% 0% 87% 95% 99% Marine Corps 7% 24% 30% 41% 14% 26% 16% 38% 83% Navy 20% 20% 33% 28% 40% 16% 72% 86% 97% ODA 19% 17% 48% 45% 54% 37% 58% 51% 55% Total 24% 23% 39% 38% 45% 21% 69% 77% 93% *No cost-type contracts during the quarter. Scorecard Goal Status Lower Upper Green Yellow 85 < 92 Red 0 < 85 37

38 Contractor Compliance DCMA has asserted to DPAP that they will focus on contractor compliance with the property clauses in FY2016. Will issue corrective action requests (CAR) when contractual nonconformances with the property clauses are identified. 38

39 39 For more information GFP Policy Training, Procedures, Tools or Contact Carol Vigna at or

40 Resources DoD Procurement Toolbox ( GFP Standard Operating Procedures» Electronic transaction guide» Training for contracting professionals» GFP Attachments 40

41 GFP Attachment Resources GFP Attachment Info: Attachment Population Tutorial: Information Tab bottom entry 41

42 42 GFP Training Training available on the DoD Procurement Toolbox ( enttoolbox.com/sitepages/gfp-training)

43 Any Questions? 43

44 Training Certificates Please send your request to Niki Sollinger: Please include the date of the webinar and if you want to be on the GFP Training distribution list. 44