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Modification/Delivery Order (MDO) Version 1.0.1. October 2006. MDO Overview. Introduction to MDO Benefits of MDO Status of MDO Deployment Expectations for Lead Users Available MDO Training Material MDO - Web-Based Application Demonstration MDO Workload Management

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Modification delivery order mdo version 1 0 1

Modification/Delivery Order (MDO) Version 1.0.1

October 2006


Mdo overview
MDO Overview

  • Introduction to MDO

  • Benefits of MDO

  • Status of MDO Deployment

  • Expectations for Lead Users

  • Available MDO Training Material

  • MDO - Web-Based Application Demonstration

    • MDO Workload Management

    • Generate Modifications and Delivery Orders through MDO

      • Issue a Delivery Order

      • Issue a Definitization Modification

      • Issue a Modification Changing Delivery Schedule

    • Review/Signature/Release Process

    • Working with Reports

      • MOCAS Reports

      • MDO Reports

  • User Issues

  • MDO Version Changes/Updates

  • Questions


Introduction to mdo
Introduction to MDO

  • MDO will replace ACO Mod Module.

  • MDO is designed to provide DCMA Administrative Contracting Officers (ACOs) and Contract Administrators (CAs), with an updated automated tool to support the contract modification and delivery order writing process.

  • MDO takes the Agency another step closer to application accessibility via the web in lieu of reliance upon applications dependent upon client-server accessibility.


Benefits of mdo
Benefits of MDO

Why is DCMA moving from ACO Mod Module to MDO?

MDO is -

  • Accessible via the web.

  • Able to interface with our Customers’ and Vendors’ systems.

    • The same electronic transaction (EDI format) that updates MOCAS can be routed to Customers and Vendors as a standard electronic transaction to that their systems can be automatically updated to reflect ACO-issued modifications and delivery orders.

    • Eliminates manual updates, which are considered to be time-consuming and prone to generate a number of errors.

    • Current EDI Testing:

      • Customers’ Systems - Ongoing test with ITIMP (NAVICP) and PADS (Army). Testing scheduled for BSM in Feb 07.

      • Vendors’ Systems – Ongoing test with Boeing.

$2.4M Savings!

10-to-1 payback in three years


Benefits of mdo1
Benefits of MDO

MDO –

  • Creates electronic delivery orders that automatically post to EDA, eliminating the current manual posting process. Next version of MDO will post delivery orders to EDI.

  • Allows users from one CMO to issue MDO documents against another CMO’s workload (different DoDAACs).

MDO Delivery Order

EDA


Status of mdo deployment
Status of MDO Deployment

  • Jun 06 – Beta test successfully completed at DCMA Hartford, DCMA AIMO Kelly and DCMA AIMO Greenville.

  • Jun 06 – MDO Lead-Users received hands-on training at four different locations across the Agency.

  • Jun 06 – Tasking Memo 06-206 issued to DCMAN requiring Navy completion of MDO Self-Guided General User Training.

  • Oct 06 – Tasking Memo – Requires Lead User Training and Deployment Across Agency (including tertiary offices). Suspense – October 13, 2006


Mdo exceptions
MDO Exceptions

Documents that cannot be processed in MDO -

  • Modifications and Delivery Orders against contracts that are not currently in MOCAS.

  • Modifications against support contracts.

  • Global Modifications, including Name Changes, Novations, Admin Office and Pay Office Changes.

  • Modifications against Non-DoD Contracts

  • Modifications against BOAs, BPAs, or IDC basic instruments.

Note: MDO Version 1.5 is expected to permit these types of mods.


Expectations for lead users
Expectations for Lead Users

  • Serve as the MDO expert advisor and first-line of assistance for users.

  • As the MDO expert advisor, arrange and present an overview of MDO to users. (recommended training material is available at http://home.dcma.mil/CBT/MDO/resources.htm).

  • Verify appropriate user roles (example: only warranted contracting officers may sign/release MDO documents)

  • Verify that all users have access to EDA and Reveal reports.

  • Ensure allContracting Officers, CAs, and 1106’s responsible for issuing modifications and delivery orders complete user training.

  • Require users to complete MDO Training Survey upon completion of training.

  • Require users to issue modifications and delivery orders via MDO immediately following completion of MDO user training.


Available mdo training material
Available MDO Training Material

  • Power-Point Presentation

  • User Manual

  • Training Issues Document

  • Videos

  • Training Objectives Checklist

  • Training Survey

    All MDO Training Material Posted at - http://home.dcma.mil/CBT/MDO/resources.htm


Mdo web based application demonstration
MDO Web-Based ApplicationDemonstration


Mdo workflow

EDA

EDA

MOCAS

MOCAS

MOCAS

MOCAS

MOCAS

MOCAS

FTP

FTP

ANSI X.12

ANSI X.12

FTP

SDW

SDW

850s & 860s

850s & 860s

FTP

ANSI X.12

SDW

850s & 860s

SQL,

SQL,

RPC

RPC

GEX

SQL,

ANSI X.12

ANSI X.12

XML

XML

RPC

eTools

eTools

850s & 860s

850s & 860s

ANSI X.12

XML

850s & 860s

www

www

IDB

IDB

www

Industry

Industry

IDB

Customer

EDA

Industry

DCMA User

DCMA User

MDO Workflow

FTP

GEX

GEX


Log Into eTools

Click eTOOLS Icon


Enter Username and Password

MDO is an e-tool application which requires a DCMA network log-in and password. No further sign-in is required.


Select MDO eTool

Click on MDO eTOOLS Icon



MDO Screen Layout Consists of a Header, Content Area, and Footer

The Header Consists of the Title Bar and Menu Bar

The Content Area Contains the Title of the Current Page and a Data Description Table

Click on a Search for Contracts Live-Link to Generate Mod or Generate Delivery Order

The Footer Provides Links to Standard DCMA Web Sites


Click on Query Footer

Retrieving Data for Generating MDO Documents

Contract Search Criteria

Note: Contract Number Includes SPIIN When Searching for a Delivery Order

Enter the Basic Instrument Number with or without dashes or spaces.


Click on the “Create” Live-Link to Navigate to the Generate Mod or Generate Delivery Order screen

A list of contracts is returned based on query results.


Click on “My Work” Generate Mod or Generate Delivery Order screen

Live-Link

Modifications and Delivery Orders are Generated from this Screen

Depending on whether you are generating a Modification or a Delivery Order, you will navigate to the “Create Mod Page” or to the “Create Delivery Order Page.” Both pages auto-populate based on the Basic Contract or Basic Instrument. We will discuss this screen in detail later in the training module.


After Modifications and Delivery Orders Have Been Generated, the User will Be Able to View the Actions at the View My Work Page

Click on “Transfer My Work” to Transfer Actions to Another User

Generated Modifications will Appear Under the Contract Modifications Tab

“Assigned To” Column Shows to Whom the Action is Currently Assigned

  • Contracts will be assigned a status category:

  • Work in process

  • Rejected

  • Waiting for ACO Approval

Generated Delivery Orders will Appear Under the Contract Modifications Tab


Users May Transfer the User will Be Able to View the Actions at the View My Work PageAll Work or Individual Contractual Actions to Another User.

Click on Transfer Work Button to Complete the Transfer.

The New User will Now Be Able to View the Actions in Their “My Work Page.”


Kind of Mod, Type of Mod, and Kind of Contract are Selected. the User will Be Able to View the Actions at the View My Work Page

These fields are not editable in later screens (user must cancel and generate a new modification).

Preparing a Modification Using MDO

This is the Obligation Amount as Currently Shown in MOCAS. Changes to the Obligation amount will not update until your modification has processed in MOCAS.

Click “Generate” and Then Go To My Work

Mod Number: User May Overwrite

NOTE: If user overwrites, alpha characters must be in Upper Case (CAPs). After generating, the number is no longer editable (user must cancel and generate a new modification).


Issuing a modification to change a delivery schedule

Issuing a Modification to Change a Delivery Schedule the User will Be Able to View the Actions at the View My Work Page


Search for Contract Being Modified; the User will Be Able to View the Actions at the View My Work Page

Click Query

Click “Create” Live-Link to

Pre-Generate a Modification


  • Verify/Change Mod Number; the User will Be Able to View the Actions at the View My Work Page

  • Select Kind of Mod, Type of Mod and Kind of Contract;

  • Click “Generate”

CAUTION!

This is the only place that you can change the Kind of Mod,

Type of Mod, and Kind of Contract! If you make a

mistake, you must cancel the action and start over!

Receive Confirmation of Modification Creation; Click “Go to My Work”


Click on “View” the User will Be Able to View the Actions at the View My Work Page


All Delivery Schedules are Associated with a Line Item. User Must Click “Browse Line Items” to Access Associated Schedules.


Select CLIN Being Modified to View Schedules. User Must Click “Browse Line Items” to Access Associated Schedules.


Click on Delivery Date of Schedule Being Modified User Must Click “Browse Line Items” to Access Associated Schedules.


Click “edit” Icon to Modify Schedule User Must Click “Browse Line Items” to Access Associated Schedules.

Do not modify a CLIN that has fully shipped (shipped complete).

Partially shipped CLIN/schedule quantities may be modified (quantities reduced) as long as the items have not shipped. Since SDW data is generally 24 hours behind MOCAS updates, it is recommended that users verify Quantity Shipped on-line in MOCAS before issuing a modification changing schedules and CLINs.


Click on Pop-Up Calendar Icon User Must Click “Browse Line Items” to Access Associated Schedules.


New Date Appears at View Schedule Page; Click OK User Must Click “Browse Line Items” to Access Associated Schedules.

Select the New Date from the Pop-Up Calendar

Click “Save Changes”


Click “Contract Number” User Must Click “Browse Line Items” to Access Associated Schedules.

Review/Verify Delivery Date Change


Click on “Opening Remarks” under Free Text Tab User Must Click “Browse Line Items” to Access Associated Schedules.


Use the Opening Remarks Area to Identify the Authority for Issuing the Modification.

Click “Save Changes”


Click “view as PDF Issuing the Modification.



Issue a definitization modification

Issue a Definitization Modification Issuing the Modification.


  • Review/Update Mod Number Issuing the Modification.

  • Select Kind of Mod, Type of Mod, and Kind of Contract

  • Click “Generate”

Users Must Remember to Change Kind of Contract from “9 Unpriced Order Against BOA (BPA/IDT)” to the Appropriate Kind of Contract.


Click “View” Issuing the Modification.


Click on “Browse ACRNs” Issuing the Modification.


This Definitization Modification Calls for a Decrease in Estimated and Obligated Amounts.

Click on Appropriate ACRN


Click on Decrease Obligation Live-Link Estimated and Obligated Amounts.

  • 1. Users may deobligate funds using two different methods (only use one method):

  • Enter the new obligated amount in the Obligation Amount Field, or

  • Click on the Decrease Obligation Live-Link

  • 2. Users shall not:

  • Decrease an ACRN Obligated Amount which will result in a negative unliquidated obligation (ULO) amount.

  • Deobligate funds that have already cancelled. Canceling funds status should be reviewed in MOCAS prior to deobligation.


Enter the Amount of the Decrease; Click OK Estimated and Obligated Amounts.


Click “Save Changes” Estimated and Obligated Amounts.


Review/Verify Obligated Amount. Note: ULO Amount will not update until Modification has Processed in MOCAS

Click on CLIN


Click “edit” Icon update until Modification has Processed in MOCAS


Click “Save Changes” update until Modification has Processed in MOCAS

User should make any necessary changes. In this instance, the user changed the Unit Price and Price Indicator. The Total Line Item Amount automatically updated when the user input the new Unit Price.


To Change Schedules, Click on View this Line Item update until Modification has Processed in MOCAS


Click on Schedule Delivery Date update until Modification has Processed in MOCAS


To Update the Delivery Date and Change the Estimated Indicator to Actual, Click on “edit” Icon


Change the Delivery Date Indicator by Selecting “Actual”; Change the Delivery Date by Using the Pop-Up Calendar

Click “Save Changes”


Review/Verify Changes and then Click “OK” “Actual”; Change the Delivery Date by Using the Pop-Up Calendar


Review/Verify Schedule “Actual”; Change the Delivery Date by Using the Pop-Up Calendar

(Total Quantity Scheduled Equals CLIN Order Quantity)

Click “Contract Number”


Click on “edit” Icon “Actual”; Change the Delivery Date by Using the Pop-Up Calendar


Update the Total Contract Amount and Change Definitization Status to “D Definitized”

New Field Added for ODO Payment Office. When modifying ODO contracts, users must select the appropriate ODO payment office DoDAAC from the drop-down menu

Click “Save Changes”




Click on “view/edit” Icon also Appear on the PDF, under the Summary of Changes.




Send to ACO/Review/Release Modification Remarks”

  • ACO Approval Authority is Linked to the CAFU eTool.

  • Click on “Submit to ACO for approval” Live-Link


Enter ACO’s email address; Remarks”

Click “Send to ACO”


  • User May Recall the Modification. Remarks”

  • Status Changes to “Waiting for ACO approval”;

  • Note: After the ACO Releases the Modification, the Action will Disappear from the User’s Screen






The ACO May Cancel, Release or Reject the Mod. Remarks”

Click “Release Mod”


ACO Receives a Confirmation of Release Action. Click “Release Mod”

ACO Receives Confirmation of Release. Click “Go to My Work”



Enter BOA, BPA, or IDC Number. “Release Mod”

Click “Query”


User Receives Confirmation;

Click “Go to My Work”

Click on “View”


Click “Browse ACRNs” “Release Mod”


Click “add” Icon “Release Mod”

The ACRN is Automatically Populated, Starting with AA. Users May Change the ACRN Accordingly.


After Verifying/Changing ACRN, Adding Obligated Amount, and Long Line of Accounting;

Click “Add”

Verify ACRN and Obligated Amount;

Click “Contract Number”


Click “Browse Line Items” Long Line of Accounting;


Click “add” Icon Long Line of Accounting;


Users may edit the CLIN. This field accepts ELIN and SLIN numbers. NOTE: Users MUST follow DFARS Part 204 Line Item Number formatting requirements.

Assign ACRN to CLIN, unless Not Separately Priced or No Cost Line Item Type is selected.

Select Line item type.

Users should select Product (Supply) Line Item type for tangible items that have a unit price, unit of measure, and quantity. This includes all items for repair.

Click “Add”

  • User should note that CLIN, Order Quantity, Unit Price, Purchase Unit, Noun, PQA Site, and Acceptance Site are mandatory fields.

  • Users should select a Service Completion Date for Service Line Items Only.


Verify Line Item Information; numbers.

Click “add” Icon to Add a Schedule for this CLIN.


Ship To, Delivery Date, and Quantity Scheduled are Mandatory Fields.

Click “Add”

Review/Verify Schedule Information;

Click “OK”


Click “OK” Fields.

Review/Verify Schedule. Note: Total Quantity Scheduled Must Equal CLIN Order Quantity.


Click “Back to Browse Line Items” Fields.

Users May Add Additional Line Items.

Click “add” Icon


A Subline Item is Added. Fields.

Click “Add”


Verify Line Item Information; Fields.

Click “add” Icon to Add Schedule





Review/Verify CLINs; “OK”

Click “Contract Number”



Enter Authority for Issuing Delivery Order on the First Line of the Opening Remarks.

Click “Save Changes”


User May View the PDF at Anytime During the Process; of the Opening Remarks.

Click “view as PDF”



Click on “edit” Icon of the Delivery Order.


Do Not Change Administered By Field of the Delivery Order.

Effective date of the Delivery Order. Note: Defaulted to date Delivery Order created. To ensure correct formatting, users should populate the date using the pop-up calendar.

User must input Total Contract Amount. Note:The amount must equal or be greater than the sum of all CLIN amounts, depending on the type of contract (incrementally funded contracts).

SCD associated with Basic Instrument. Editable with drop down list. NOTE: User selection shall be limited to valid codes (None, A, or B). Do not use “C.”

Click “Save Changes”


Click “view as PDF of the Delivery Order.


CA May View PDF; Only ACO Should Print Hard Copy with Signature Block.

Follow Previous Review/Release Procedures



Review signature release process
Review/Signature/Release Process Signature Block.

  • CAFU eTool Links to MDO ACO Authority

  • Only Warranted Contracting Officers Shall Sign/Release MDO Documents

  • Do Not Share User ID Codes and Passwords

  • Recommend ACO’s verify, at a minimum, –

    • Modification Number

    • Effective Date

  • Summary of Changes

    • Type of Contract

    • Kind of Modification

    • Type of Modification

    • 1st Line Cites Authority for Modification

    • Summary of Changes

  • Contract Administration Data

  • Signature Block


eTOOLS MDO Reports Signature Block.


eTOOL REPORTS Signature Block.

MDO has One Detailed Report and One Cube. For Detailed Report, Click View Icon



Enter Query Criteria Signature Block.


View Detailed Report Signature Block.


  • Reveal Reports Signature Block.

  • Access the Reveal Reports Website at:

  • District East - http://reveal-e.dcmde.dcma.mil/

  • District West - http://reveal-w.dcmdw.dcma.mil/


Accepted ACO Modifications Signature Block.: Report number UNMA030G is divided into two sections.

The first section provides a list of all accepted transactions. This means that the header information (Inventory level data) accepted into MOCAS. However, it does not indicate that the full transaction was successfully received into MOCAS.

Users must verify that their transaction is listed in the second half of the Accepted Transaction Report. The second half of the report provides detailed acceptance information. A fully accepted ACO Modification transaction should appear in both sections of the reports.


Rejected ACO Modifications: Signature Block. Rejected ACO Modifications Report number UNMA010G provides a list of all rejected transactions. Errors are listed in the right-hand column of the report. Users must review the error and match the three-digit error code to the Error Messages and Corrective Action table found in Appendix B of this users manual. The table will identify a corrective action.


Accepted ACO Delivery Orders Signature Block.: Report number UNMA030A is divided into two sections.

The first section provides a list of all accepted transactions. This means that the header information (Inventory level data) accepted into MOCAS. However, it does not indicate that the full transaction was successfully received into MOCAS.

Users must verify that their transaction is listed in the second half of the Accepted Transaction Report. The second half of the report provides detailed acceptance information. An fully Accepted Delivery Order transaction should appear in both sections of the reports.


Rejected Delivery Order Report Signature Block.: Rejected Abstract Report Transactions Report number UNMA010A provides a list of all rejected transactions. Errors are listed in the right-hand column of the report. Users must review the error and match the three-digit error code to the Error Messages and Corrective Action table found in Appendix B of this users manual. The table will identify a corrective action.


MDO User Issues Signature Block.


User Issues Signature Block.(Refer to Training Issues Document for Details)

  • Erroneous or Missing Data: When data is erroneous in MOCAS or missing from SDW, users should make corrections in MOCAS before issuing documents in MDO.

    • Example: Unit of measure; order quantity, ship-to DoDAAC missing from MOCAS or SDW but is present on the contract in EDA or EDW.

  • Modification Duplication: To prevent duplicate creation of modifications or duplicate changes and ultimate rejection of documents, users should coordinate with other users (CAs, Mod Input Clerks, etc.) before issuing documents in MDO, ACO Mod Module, or via Free Form.

  • Numbering of Modifications: Modifications against contracts require a 6 digit modification number. Modifications against orders require a 2 digit modification number. MDO concatenates the delivery order and modification number “behind the scene” to ensure proper transmittal to MOCAS (EDI).


User issues con t
User Issues (con’t) Signature Block.

  • Remit To: MDO usually displays the remit-to CAGE code as null. Users should not change the CAGE or the address in MDO. Remit-to addresses are used by the payment office when issuing paper checks. Electronic payments are made using the CCR information.

  • Changes/Deletion of CLIN and Schedule Quantities:

    • Users should always delete CLINs instead of reducing quantities to zero.

    • Users do not need to delete schedules prior to deleting the CLIN. Deleting the CLIN also deletes all associated schedules.

    • Users should always delete schedules instead of reducing quantities to zero.

    • The sum of all schedule quantities must equal the total quantity on order for the associated CLIN.

    • Do not reduce CLIN/schedule quantities that have already fully shipped.

    • Partially shipped CLIN/schedule quantities may be modified (quantities reduced) as long as the items have not shipped.

  • MDO is a Live Database:

    • Users must cancel all “practice” modifications and delivery orders.

    • Signed/Released MDO documents will post to EDI (MOCAS) and EDA.


User issues con t1
User Issues (con’t) Signature Block.

  • Product CLINs Total Amount: The total amount must equal the quantity multiplied by the unit price.

  • PDF Format:

    • Compliant with FAR 53.105

    • Compliant with DCMA Forms Management Control

    • Legal sufficiency is related to the content of the MDO documents – not the format of the PDF.

  • Deployment: Upon completion of MDO training by Lead Users, start using MDO to issue modifications and delivery orders.

  • User Roles:

    • CAFU eTool Governs Authorization for Release/Signature of MDO Documents

    • ACO is Authorized Individual to Release/Sign MDO Documents

    • CAs/PTs are not Authorized to Release/Sign MDO Documents

  • Follow-Up Actions: Rejections, Successful Posting to EDA and EDW, Reviewing Reveal Reports.

  • Process for Reporting User Issues:

    • Lead User

    • DCMA Helpdesk

    • DCMA HQ Process Advocates


MDO Version Changes Signature Block.


Mdo version 1 0 1 changes
MDO Version 1.0.1 Changes Signature Block.

  • ODO Payment Office: Added a drop-down box to the Edit Contract Page for users to select the ODO Payment office code. Users should not change the Payment Office code “9” which is an indicator that the contract is an ODO. Users must select the appropriate ODO payment office code from the ODO Payment Office drop-down box. ODO payment office code can be found on the basic contract.

  • Issued By DoDAAC: Corrected MDO EDI transmission to MOCAS to reflect the appropriate Issue By office DoDAAC.


Mdo version 1 0 2 changes
MDO Version 1.0.2 Changes Signature Block.

  • Modification Effective Date: Added a field to the Edit Contract Page to allow users to establish a modification effective date. This date will display as the modification effective date field on the modification PDF document. The signature date on the PDF document will be the date the ACO releases the document.

  • Line of Accounting: When a user changes (edit or delete) the LOA, the PDF will show the ACRN only, without the entire LOA. However, when the user adds a new LOA, both the ACRN and LOA will display on the PDF.


Mdo version 1 5 changes
MDO Version 1.5 Changes Signature Block.

  • Line of Accounting Template

  • New Fields – Estimated Cost, Fixed Fee, Canceling Funds Indicator, Line Item Description, Days for Acceptance, Definitization Status for Delivery Orders, Requisition Number for Delivery Orders

  • Free Text Changes

  • Changes to NSN Field and Opening Text

  • Attachments

  • PDF Changes

  • MDO Numbering Validations

    (Deployment Date Estimated–March 2007)


Questions? Signature Block.


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