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 –
June 2010
– 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)
Enterprise UID Digital Data Flow
APUID
DoD Budget
Submission
Line Item
Need
AAI
AAI
Appropriations
Requisition
Requirement
2132020.00000 5X-6X20 123456.00000 662G
25POLI P68EY78945J145 POLI25 123456
2132020.00000 5X-6X20 123456.00000 662G
25POLI P68EY78945J123 POLI25 123456
Contract #
&CLIN &
SPIIN
Lines of Accounting
Total
14-Aug-00
16-Oct-00
1-Nov-00
1-Dec-00
21-Dec-00
25-Jan-01
5-Feb-01
1-Mar-01
29-Mar-01
4-May-01
11-Jun-01
6-Jul-01
3-Aug-01
31-Aug-01
5-Oct-01
2-Nov-01
7-Dec-01
4-Jan-02
1-Feb-02
1-Mar-02
5-Apr-02
60
118
165
246
543
840
941
1,225
1,504
1,766
2,130
2,326
2,757
3,136
3,595
3,985
4,481
4,695
5,109
5,515
6,132
Users
Government
60
118
165
246
310
449
465
549
678
800
890
979
1,056
1,083
1,150
1,214
1,265
1,237
1,212
1,216
1,325
Contractor
233
391
476
676
826
966
1,240
1,347
1,701
2,053
2,445
2,771
3,216
3,458
3,897
4,299
4,807
Total
Assessments Retrieved
Government Contractor
100
955
1,160
1,631
1,721
2,900
3,624
6,050
878
8,787
1,040
10,328
1,176
11,648
1,352
12,864
1,492
14,536
1,698
16,182
2,017
17,357
2,545
18,791
2,767
20,245
3,128
20,840
3,282
22,232
3,732
25,626
3,915
28,392
4,260
100
955
1,160
1,631
1,721
2,900
3,624
6,928
9,827
11,504
13,000
14,356
16,234
18,199
19,902
21,558
23,373
24,122
25,964
29,541
32,652
Shipping Notice
TCN
Contract
Transportation
Commitment
Total
14-Aug-00
16-Oct-00
1-Nov-00
1-Dec-00
21-Dec-00
25-Jan-01
5-Feb-01
1-Mar-01
29-Mar-01
4-May-01
11-Jun-01
6-Jul-01
3-Aug-01
31-Aug-01
5-Oct-01
2-Nov-01
7-Dec-01
4-Jan-02
1-Feb-02
1-Mar-02
5-Apr-02
60
118
165
246
543
840
941
1,225
1,504
1,766
2,130
2,326
2,757
3,136
3,595
3,985
4,481
4,695
5,109
5,515
6,132
Users
Government
60
118
165
246
310
449
465
549
678
800
890
979
1,056
1,083
1,150
1,214
1,265
1,237
1,212
1,216
1,325
Contractor
233
391
476
676
826
966
1,240
1,347
1,701
2,053
2,445
2,771
3,216
3,458
3,897
4,299
4,807
Total
Assessments Retrieved
Government Contractor
100
955
1,160
1,631
1,721
2,900
3,624
6,050
878
8,787
1,040
10,328
1,176
11,648
1,352
12,864
1,492
14,536
1,698
16,182
2,017
17,357
2,545
18,791
2,767
20,245
3,128
20,840
3,282
22,232
3,732
25,626
3,915
28,392
4,260
100
955
1,160
1,631
1,721
2,900
3,624
6,928
9,827
11,504
13,000
14,356
16,234
18,199
19,902
21,558
23,373
24,122
25,964
29,541
32,652
Obligation
IUID/RPUID
Delivered Property
Receiving
Inspection
Transaction
ID
CAGE/IUID/NSN
Property Log
Voucher #
Expenditure
Financial Management
Acceptance
Acquisition
Property, Logistics,
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
orders
Contract Writing /
Ordering Systems
MOCAS
GEX
Pre-populate
DD250 and
invoices
WAWF
ERPs
Inventory
Systems
EDA (PDF)
Support FFATA expansion
EDA (data)
Performance Data
Business Intelligence Capabilities
•Conformed Contract View
•Strategic Sourcing View
•Delivery and Payment View
•Warranty View
•Contract Policy View
•etc
WAWF Current Process State
Property Mgmt
Systems
WAWF
WAWFRoles
Roles
GEX
TP
GEX
Email notices sent to next workflow user
EDA
ata
ract
D
Co n t
CCR
Con
tract
Data
C
on
tr
ac
tD
at
a
d )
en es
(V od
Es ss C
AG re
C dd
A
DAASC
6
Entitlement
Systems
• MOCAS - DCMA
• SAMMS - DLA
• BSM - DLA
• One Pay - Navy
• CAPS - Army/ODAs
• IAPS - AF
• Navy ERP
WAWF
or
Invoice &
Receiving
Report
VIEW
Vendor EDI
b
-Contracting
Officer
-Payment Clerks
We
View Only Users
or
SIGN
REJECT
PROCESS
nd
-Inspectors
-Acceptors
-Certifiers
Unique
Identifier
F
or
nd
Ve
Government
Workflow User
IUID
Registry
Ve
INPUT
Invoice &
Receiving
Report
• AFEMS - AF
Vendor EDI
Do
D
Ad AAC
dre
s
ss (Gov
Co
des t
)
Vendors
Invoice &
Receiving
Report
SPS
Accounting
Systems
• ACMS - JS
• EBIZ - DFAS
• SABRS - USMC
• Navy ERP
• STARS
Logistics
Systems
• DSS - DLA
• Navy ERP
• ILSMIS - Navy
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
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 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
•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
•Contract Number
•Item Number
•Quantity
•Unit of Issue
•Unit Price
•Date Delivered
•Contract Type
•Unit Price
•Payment provisions
•Funding data
(AAI/ACRN/LOA)
(AAI/ACRN/LOA)
•Invoice Number
•Invoice Amount
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
Acceptance
Procurement
Supply
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 &
Entitlement
Systems
ordering tools
(75% of transactions are via PCard)
Card Issuing Banks
•USBank
•Citibank
•JP Morgan Chase
Account Setup
and Maintenance
DMDC
Daily
Feed
~3,000 data elements
Third Party Processors
(e.g. TSYS)
Data retained 7 years
Authorization,
Issuance, &
Maintenance
(AIM)
Common Access
Card
Data Mining
Vendor
Custom
Extract
Referred High Risk
Transactions
Card
History
DMDC
Training
Data
DAU
DMDC
Card
Association
Hubs
BTA
WAWF
DEERS
DMDC
BTA
Personnel Systems
Merchant Banks
FPDS
FPDS-NG
Vendors
IUID
Registry
Accountable
Property
Systems
GSA
Operational
Requirements Defined; OPS pending
Requirements Pending
Establishing Authoritative Sources
for Contractor Access
Identify entity
requiring access
Three tiers of access required
Contractors and
Grantees
•CAGE Code
•DUNS #
•Name
Connect to
business agreement
Contracts
Grants
Other Tran.
Employees
CVS
JPAS
Self
Managed
Vendors
DBIDS
•PIIN
•CAGE/DUNS
Vendors/People
•Bank Identification
•CEFT(DFAS/TIN)
Security clearance and
logical/physical
access requirements
Performance
Dates
COR List
by
Contract
Pool of vetted
individuals
SPOT