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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

DoD Procurement eBusiness Roadmap

Defense Procurement and Acquisition Policy

March 2010


Procurement data reporting and financial transparency
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


Enterprise uid digital data flow

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


Dod procurement data strategy timeline
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


Contract business intelligence
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



Next generation contract writing
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


Purchase request data
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
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



Phase iii procurement data strategy
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
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
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
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
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 capabilities1
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)


Challenges
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


Dod procurement ebusiness roadmap

Financial

Receipt and

Acceptance

Supply

Procurement

Quality Assurance

Maintenance

Property Accountability

Government Furnished Property BusinessManagement Environment


Crossing the functional streams

Crossing the Functional Streams

Property Management

is a Team Sport


Dod procurement ebusiness roadmap

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


Establishing authoritative sources for contractor access
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