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DoD Procurement eBusiness Roadmap

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DoD Procurement eBusiness Roadmap Powered By Docstoc
					DoD Procurement eBusiness
        Roadmap
    Defense Procurement and
        Acquisition Policy
          March 2010
           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                   June 2010
   – 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)
                     Enterprise UID Digital Data Flow
                                                                                                                            APUID

             DoD Budget                                                                                                                    Line Item
             Submission
                                                                                                            Need
                                                                                                                                                       AAI

                                                                                                                      AAI                Requisition
             Appropriations                                                                               Requirement
     2132020.00000 5X-6X20 123456.00000 662G
     25POLI P68EY78945J145 POLI25 123456
     2132020.00000 5X-6X20 123456.00000 662G
     25POLI P68EY78945J123 POLI25 123456                                                                              Contract #        Shipping Notice
                                                                                                                      &CLIN &
        Lines of Accounting                                                                                           SPIIN

             14-Aug-00
                           Total
                                60
                                       Users
                                     Government
                                              60
                                                   Contractor
                                                           -
                                                                 Total
                                                                           Assessments Retrieved

                                                                            100
                                                                               Government Contractor
                                                                                       100         -
                                                                                                                                                         TCN
             16-Oct-00         118           118           -                955        955         -
              1-Nov-00         165           165           -              1,160      1,160         -
              1-Dec-00         246           246           -              1,631      1,631         -
             21-Dec-00         543           310           233            1,721      1,721         -
             25-Jan-01         840           449           391            2,900      2,900         -
              5-Feb-01         941           465           476            3,624      3,624         -
              1-Mar-01       1,225           549           676            6,928      6,050         878




                                                                                                           Contract
             29-Mar-01       1,504           678           826            9,827      8,787       1,040
              4-May-01       1,766           800           966           11,504     10,328       1,176
             11-Jun-01       2,130           890         1,240           13,000     11,648       1,352




                                                                                                                                        Transportation
                6-Jul-01     2,326           979         1,347           14,356     12,864       1,492
              3-Aug-01       2,757         1,056         1,701           16,234     14,536       1,698
             31-Aug-01       3,136         1,083         2,053           18,199     16,182       2,017
               5-Oct-01      3,595         1,150         2,445           19,902     17,357       2,545
              2-Nov-01       3,985         1,214         2,771           21,558     18,791       2,767
              7-Dec-01       4,481         1,265         3,216           23,373     20,245       3,128
              4-Jan-02       4,695         1,237         3,458           24,122     20,840       3,282
              1-Feb-02       5,109         1,212         3,897           25,964     22,232       3,732
              1-Mar-02       5,515         1,216         4,299           29,541     25,626       3,915
               5-Apr-02      6,132         1,325         4,807           32,652     28,392       4,260




          Commitment
                                                                                                                 IUID/RPUID
                                                                                                         Delivered Property
                                       Users                               Assessments Retrieved
                           Total     Government    Contractor    Total         Government Contractor
             14-Aug-00          60            60           -                100        100         -
             16-Oct-00         118           118           -                955        955         -
              1-Nov-00         165           165           -              1,160      1,160         -
              1-Dec-00         246           246           -              1,631      1,631         -
             21-Dec-00         543           310           233            1,721      1,721         -
             25-Jan-01         840           449           391            2,900      2,900         -
              5-Feb-01         941           465           476            3,624      3,624         -
              1-Mar-01       1,225           549           676            6,928      6,050         878
             29-Mar-01       1,504           678           826            9,827      8,787       1,040
              4-May-01       1,766           800           966           11,504     10,328       1,176
             11-Jun-01       2,130           890         1,240           13,000     11,648       1,352
                6-Jul-01     2,326           979         1,347           14,356     12,864       1,492
              3-Aug-01       2,757         1,056         1,701           16,234     14,536       1,698
             31-Aug-01       3,136         1,083         2,053           18,199     16,182       2,017
               5-Oct-01      3,595         1,150         2,445           19,902     17,357       2,545
              2-Nov-01       3,985         1,214         2,771           21,558     18,791       2,767




                                                                                                                                            Receiving
              7-Dec-01       4,481         1,265         3,216           23,373     20,245       3,128
              4-Jan-02       4,695         1,237         3,458           24,122     20,840       3,282
              1-Feb-02       5,109         1,212         3,897           25,964     22,232       3,732
              1-Mar-02       5,515         1,216         4,299           29,541     25,626       3,915
               5-Apr-02      6,132         1,325         4,807           32,652     28,392       4,260




             Obligation
                                                                                                          Inspection   Transaction
                                                                                                                       ID
                                                                                                                                                       CAGE/IUID/NSN
 Voucher #                                                                                                                                Property Log
          Expenditure
                                                                                                          Acceptance                 Property, Logistics,
Financial Management                                                                                     Acquisition                 and Transportation
  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
Pre-populate
mods and
                Contract Writing /                                 MOCAS
orders
                Ordering Systems
                                         GEX                        ERPs
       Pre-populate
       DD250 and
       invoices         WAWF
                                                                   Inventory
                                                                    Systems

                      EDA (PDF)
               Support FFATA expansion

                      EDA (data)
                                           Business Intelligence Capabilities
               Performance Data                 •Conformed Contract View
                                                •Strategic Sourcing View
                                                •Delivery and Payment View
                                                •Warranty View
                                                •Contract Policy View
                                                •etc
    WAWF Current Process State
                                                                               Property Mgmt
                                                                                  Systems
     WAWF Roles
     WAWF Roles
                                                                              • AFEMS - AF
                          Invoice &                                   GEX                                      IUID                Entitlement
                          Receiving
                                           Vendor EDI
                                                                                                              Registry              Systems
     Vendors                Report
                                                                                                                                • MOCAS - DCMA
                            INPUT                                                                               Unique          • SAMMS - DLA




                                                 Ve
                                                                                                               Identifier       • BSM - DLA




                                        Ve


                                                    n
                                                                                Vendor EDI                                      • One Pay - Navy




                                                     do
                                           n



                                                        r
                                          do
                          Invoice &                                                                                             • CAPS - Army/ODAs




                                                          FT
    Government



                                             r
                                                                                                                                • IAPS - AF




                                                            P
                          Receiving




                                               We
    Workflow User           Report                                                                                              • Navy ERP



                                                 b
    -Inspectors
    -Acceptors              SIGN                                      WAWF
                           REJECT                            or                                                GEX
    -Certifiers           PROCESS
                                                         d )
                                                       en es                                                                      Accounting
                                                     (V od
                                                  Es ss C                                                                          Systems




                                                                                            a
                                                                                      Data
                                                                   des t




                                                                                         at
                                                AG re

                                                              ss (Gov
                                                                      )




                                                                                                       Data
                                                                                       tD
                                               C dd                                                                               • ACMS - JS




                                                                                     ac
                           Invoice &            A




                                                                               tract
                                                                Co




                                                                                   tr
                                                                                                                                  • EBIZ - DFAS
                                                                 s




                                                                                                  ract
                                                                                on
                                                        Ad AAC
                           Receiving
                                                                                                                                  • SABRS - USMC



                                                                              C
                                                                           Con




                                                                                                 Cont
                             Report
                                                          dre


    View Only Users
                                                            D



                                                                                                                                  • Navy ERP
                                                         Do




    -Contracting                       CCR                                                                                        • STARS
                             VIEW
    Officer
    -Payment Clerks                                                                             SPS                           Logistics
                                                                  EDA                                                         Systems
                                         DAASC
                                                                                                                            • DSS - DLA
     Email notices sent to next workflow user                                                                               • Navy ERP
                                                                                                                            • ILSMIS - Navy
6
    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 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
  Requirement              Contract                Delivery               Invoice
•Requirement           •Contract Number       •Contract Number       •Contract Number
identifier             •Item Number           •Item Number           •Item Number
•Item Number           •Description           •Description           •Quantity
•Description           •Quantity              •Quantity              •Unit of Issue
•Quantity              •Unit of Issue         •Unit of Issue         •Unit Price
•Unit of Issue         •Specs and             •Descriptive           •Date Delivered
•Specs and             Standards              Identifiers*           •Contract Type
Standards              •Descriptive                (e.g. NSN, Type   •Unit Price
•Descriptive           Identifiers                 Designation,      •Payment provisions
Identifiers                 (e.g. NSN, Type        PN)               •Funding data
     (e.g. NSN, Type        Designation,      •Unit Price                  (AAI/ACRN/LOA)
     Designation,           PN)               •Date Delivered        •Invoice Number
     PN)               •Delivery date         •Shipped to            •Invoice Amount
•Delivery date         •Ship to               •GFP embedded
•Ship to               •GFP Provided          •UII
•GFP Provided          •Contract Type
•Funding data          •Unit Price
     (AAI/LOA)         •Payment
                       provisions
                       •Funding data
                       (AAI/ACRN/LOA)
   Government
Furnished Property
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
 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
• 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
• 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
• 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 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
• 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
                        Financial

Receipt and                                         Supply
Acceptance




          Procurement
                                                   Quality Assurance



 Maintenance




                                    Property Accountability


Government Furnished Property
Business Management Environment
Crossing the Functional
       Streams
    Property Management
       is a Team Sport
                                           Purchase Card Integrated Business Environment
                                                      Online contract
                                                                                                           Accounting &
                                                       ordering tools                                       Entitlement                                Data Mining
                                                (75% of transactions are via PCard)
                                                                                                             Systems                                     Vendor


                                                Card Issuing Banks                                        Authorization,                                     Custom
                                                                                                                             Referred High Risk              Extract
                                                       •USBank                         Account Setup       Issuance, &         Transactions
                                                       •Citibank                      and Maintenance
                                                                                                          Maintenance
                                                   •JP Morgan Chase
                                                        Data retained 7 years
                                                                                                              (AIM)
                                                                                                                      DMDC
                                                                                         Daily                                                     Card
Third Party Processors




                                                                                         Feed
                                                                                                                                                  History
                                                                                                         Common Access                  DMDC
                         ~3,000 data elements
      (e.g. TSYS)




                                                                                                                                                            Training
                                                                                                             Card                                            Data          DAU
                                                                                                                      DMDC
                                                                                                                                                               BTA
                                                          Card
                                                       Association                                                                                  WAWF
                                                         Hubs                                                DEERS
                                                                                                                      DMDC



                                                                                                                                                      BTA
                                                                                                        Personnel Systems                   IUID                       Accountable
                                                   Merchant Banks
                                                                                                                                           Registry                     Property
                                                                                                            FPDS
                                                                                                            FPDS-NG                                                     Systems
                                                                                                                       GSA
                                                          Vendors                                                                                 Operational
                                                                                                                                                  Requirements Defined; OPS pending
                                                                                                                                                  Requirements Pending
                                 Establishing Authoritative Sources
                                       for Contractor Access
                                    Identify entity         Connect to           Security clearance and
                                  requiring access      business agreement          logical/physical
                                                                                  access requirements
                                 Contractors and
                                    Grantees               Contracts             CVS            JPAS
                                    •CAGE Code
Three tiers of access required




                                                             Grants
                                      •DUNS #              Other Tran.
                                       •Name                  •PIIN
                                                           •CAGE/DUNS
                                                                                 Self
                                 Vendors/People
                                                                               Managed         DBIDS
                                 •Bank Identification
                                                                               Vendors
                                  •CEFT(DFAS/TIN)        Performance
                                                            Dates

                                                                             Pool of vetted
                                                                              individuals
                                                           COR List
                                    Employees                by
                                                           Contract
                                                                                SPOT

				
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