NF 533 Reporting NF 533 Reporting  March 6, 2014

Purpose of the NF 533 Series of Reports NF 533 data is used by NASA to manage and control cost and schedule for a project/program Data on the NASA 533 series of reports is used to: –Enable management to project both project/program costs and hours to ensure dollar and labor resources realistically support the project/program schedule. –Evaluate contractor cost performance –Plan and monitor project/program resources –Establish the basis to record cost into the NASA accounting system (SAP) which establishes a liability for the Federal Government. 1

Other uses: –Performing PEB Analysis –Developing historical cost and trend analysis –Performing work force analysis –Developing in-house cost estimates Purpose of the NF 533 Series of Reports 2

NF 533 Series of Reports The NF 533 series of reports is the official set of cost reporting documents NASA requires for cost type and fixed price incentive contracts meeting specified dollar and performance-period criteria. NF 533 reports are completed by the contractor in a form specified by the Government Within the NASA Form (NF) 533 reporting system, two reports are used: –NASA Form 533M, and –NASA Form 533Q The requirements for NF 533 reporting are set forth in NPR E and NPD I 3

The NF 533 Reports 4

NF 533Q Overview The NF 533Q is a quarterly projection report which details and summarizes cost and labor hour estimates over the life of the contract If NF 533Q’s are required for task-order contracts, task baseline data is summarized in an initial time-phased NF 533Q The contractor submits the initial NF 533Q to the Government within 30 working days after contract award –Reflects the original contract value in terms of the negotiated reporting categories Subsequent NF 533Qs are due by the 15th of the month prior to the first day of the quarter being reported 5

NF 533Q PAGE ______ OF ______ PAGES Quarterly Contractor Financial Management Report Form Approved O.M.B. No REPORT FOR QUARTER BEGINNING TO: FROM: 3. CONTRACT VALUE a. COST 4. FUND LIMITATION b. FEE 5. BILLING b. TOTAL PYTS 1. DESCRIPTION OF CONTRACT a. TYPE c. SCOPE OF WORK b. CONTRACT NO. AND LATEST DEFINITIZED MODIFICATION NO. d. AUTH. CONTR. REP. DATE 7. COST INCURRED/HOURS WORKED 8. ESTIMATED COST/HOURS TO COMPLETE CON- TRACTOR ESTIMATE CONTRACT VALUE 11. UN- FILLED ORDERS OUT- STANDING 9. ESTIMATED FINAL COST/HOURS 6. REPORTING CATEGORY CUMULATIVE ACTUAL THROUGH PRIOR MONTH 2/28/05 CURRENT MONTH ESTIMATE 3/05 CUMULATIVE ESTIMATE TO DATE 3/31/05 MONTH FY05 1 st QTR FY06 2 nd QTR FY06 BALANCE OF FY06 NEXT FISCAL YEAR FY07 BALANCE OF CONTRACT TOTAL TO COMPLETE 10. ESTI- MATED COM- PLETION DATE a.b.c.d. e. f. g.h.i. j.a.b.c. a. b. APRIL- SEPT NASA FORM 533Q (JUL 84) $ $ $ $ (Signature) NASA Goddard Space Flight Center Greenbelt, MD Cost-Plus-Fixed Fee GSFC Health Unit XYZ Corporation 4/1/05 - 6/30/05 7,422,005 1,200, ,320 a. INVOICE AMTS. $ 982,837 Inv # ,360 6, ,300 $14,844 5, ,360 7, ,566 $16,761 28,969 4, ,695 15, ,854 $60,892 28,969 4, ,695 15, ,854 $60,892 28,969 4, ,695 15, ,854 $60,892 28,969 4, ,695 15, ,854 $60, ,129 18,010 3,875 15,520 63, ,830 $255, ,988 38,570 8,300 33, ,976 1,591 70,155 $547, ,193 75,986 17,251 67, ,920 2, ,517 $1,093, ,695 80,115 18,734 83, ,339 2, ,162 $1,257, ,158 89,740 19,350 77, ,942 3, ,750 $1,271,403 $869,805 60,477 $930,282 54,960 $985,242 $106,017 8,481 $114,498 6,870 $121,368 $975,822 68,958 $1,044,780 61,830 $1,106,610 $117,890 9,431 $127,321 6,870 $134,191 $118,127 9,450 $127,577 6,870 $134,447 $124,714 9,977 $134,691 6,870 $141,561 $330,876 26,484 $357,360 21,452 $378,812 $330,876 26,484 $357,360 21,452 $378,812 $330,876 26,484 $357,360 21,452 $378,812 $330,876 26,484 $357,360 21,452 $378,812 $1,373, ,887 $1,483,471 89,008 $1,572,479 $2,902, ,180 $3,134, ,066 $3,322,493 $5,960, ,861 $6,436, ,492 $6,820,419 $6,935, ,819 7,481, ,322 $7,927,029 $6,872, ,778 $7,422, ,320 $7,867,325 APRIL MAY JUNE JULY- SEPT OCT- DEC JAN- MARCH 4 th QTR 6 Mod #23

NF 533M Overview The NF 533M is a monthly report which provides data on planned and actual costs and labor hours, short-term cost projections, estimates to complete, and contract values. Documentation of analyses is done using Form , 533 Analysis and Record of Actions Taken 7

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533M reports are due from the contractor no later than 10 operating days after the closing of the contractor’s accounting period. 533M Reporting Requirements FEBRUARY SuM T W Th F Sa MARCH SuM T W Th F Sa Last day of contractor’s accounting period 533M due to Government 9

NF 533M NASA FORM 533M (JUL 84) Baseline Plan Identification (Col. 7b & 7d): Revision No. ___12_____________, Dated _________________. PAGE _______ OF _______ PAGES ACTUALPLANNED ACTUALPLANNED a.b.c.d.a.b. Monthly Contractor Financial Management Report Form Approved O.M.B. No REPORT FOR MONTH ENDING AND NUMBER OF OPERATING DAYS TO: FROM: 3. CONTRACT VALUE a. TYPE c. SCOPE OF WORK b. CONTRACT NO. AND LATEST DEFINITIZED MODIFICATION NO. d. AUTH. CONTR. REP.(Signature) DATE 7. COST INCURRED/HOURS WORKED DURING MONTHDETAIL 8. ESTIMATED COST/HOURS TO COMPLETE CUM. TO DATE 6. REPORTING CATEGORY a.b. a. COSTS 5. BILLING 9. ESTIMATED FINAL COST/HOURS $ b. FEE $ a. INVOICE AMTS. BILLED $ 982,837 Inv # 427 B. TOTAL PYTS REC'D. $ 4. FUND LIMITATION $ 1,360 6, ,300 $14,844 $117,890 9,431 $127,321 6,870 $134,191 4, ,945 77,782 25,264 $103,046 5, ,360 6, ,250 $15,081 $118,127 9,450 $127,577 6,870 $134, ,470 3,183 4, ,059 3,494,544 1,135,030 $ 4,629, ,769 75,206 14,678 64, ,054 2, ,366 $ 1,071,272 $ 5,700, ,123 $ 6,156, ,750 $ 6,526, ,494 3,931 6, ,047 4,286,239 1,392,174 $ 5,678, ,695 80,115 17,734 83, ,339 2, ,162 $ 1,257,476 $ 6,935, ,819 $ 7,481, ,320 $ 7,927,029 April ‘05May ‘05 4,227,674 1,373,150 $ 5,600,824 March ‘05 213,880 3,900 5, , ,158 89,740 19,350 77, ,942 3, ,750 $ 1,271,403 $ 6,872, ,778 $ 7,422, ,320 $ 7,867,325 10

NF 533M Analysis – Cost over Obligations What is it? –Actual or estimated cost exceeds obligation Why do we do it? –May constitute a violation of appropriation law How we do it? –Calculations within the CCR (Contractor Cost Reporting) Accrual Worksheet show cost over obligation for actual and estimated costs Those without access to the CCR may view the CCR Accrual Worksheet by generating Business Warehouse report CMRPT01 11

12 In this case when actual costs are added to the Jan. estimate, there will not be sufficient funding. To-Date: $8,584,901 + Jan Est. 815,597 = Needed $9,400,498 Available $9,112,397 Cost Over Obligations Box 4 Fund Limitation Is this value correct? Does it include all mods/incremental funding actions? Value = obligations

NF 533M Analysis – Available Funding What is it? –Adequate funding to cover estimated cost Why do we do it? –To ensure adequate funding is available to cover second month estimated cost –To be proactive in limiting Cost in Excess of Obligations How we do it? –Compare Net Uncosted Fund Limit after posting the current month’s estimate (8a) with the amount reported in column 8b of the NF 533M report 13

14 Fund Limitation: $9,112,397 Estimated Costs: $ 10,074,248 ($961,851) Available Funding Insufficient funds obligated to cover the cost of next month’s work; action must be taken to fund the planned work Columns 7c (actual cumulative cost to date), $8,584, a (current estimate) $815, b (next month’s estimate) $673,750 equals $10,074,248; compare to Box 4 (fund limitation) Box 4 Fund Limitation Is this value correct?

SAMPLE NF 533M’s 15

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19 Summarized Samples of Analytics for NF 533 Forms

NF 533 Analyses Review baseline values – To ensure changes to baseline budget values are documented by contract modifications –Compare current baseline cost & labor values to values in previous month’s NF 533 –Compare contract cost & labor values (cols. 7b & 9b) to accepted baseline budget –Ensure contract value on NF 533M = awarded contract value Review contract reporting structure – To ensure contractor is reporting by reporting categories negotiated into the contract, as modified –Compare NF 533M reporting categories to categories stipulated in the contract Check math accuracy - To ensure accurate data is used in management reporting, financial statements and decision-making –Verify NF 533M calculations Compare estimated vs. planned cost – To d etermine whether the contractor is properly reporting current month estimates –Compare current month estimate to current month planned (on next NF 533M)

NF 533 Analyses Compare estimated vs. actual cost – To ensure reasonableness and accuracy of estimates to maximize accuracy of cost recorded in NASA’s accounting system and used in project management decision-making –Difference between 8a (estimate) from prior month’s NF 533 and 7a (actual) from current month’s NF 533 divided by 7a (actual) from current month Check cost over obligations –T o ensure no violations of appropriation law –Review calculations within the CCR Accrual Worksheet or CMRPT01 BW report which show cost over obligations for actual and estimated costs Check available funding – T o ensure adequate funding is available to cover second month estimated cost; be proactive in limiting Cost in Excess of Obligations –Compare Net Uncosted Fund Limit after posting the current month’s estimate (8a) with the amount reported in column 8b of the NF 533M report Compare cumulative invoice vs. cumulative NF 533M cost – T o reconcile contractor’s cost reported on NF 533M with cost reported on invoices to support payment of invoices –Compare cumulative billed amount on invoice to cumulative recorded actual costs on NF 533M for same reporting period

NF 533 Analyses Cost Over and Underruns – T o determine if Estimated Final Cost is higher or lower than Contract Value –Compare Estimated Final Cost/Hours, Column 9.a., Contractor Estimate, to Column 9.b., Contract Value –Use “burn rate” analysis to estimate final cost independent from the contractor’s reported estimate (average actual monthly costs) x (months left on contract) plus cumulative actual cost Actual vs. Planned Current Month - To identify prospective project control issues; may be the first indicator of a potential problem –Examine variances between the values reported in columns 7a and 7b in the same row Cost Over and Underruns – T o determine if Estimated Final Cost is higher or lower than Contract Value –Compare Estimated Final Cost/Hours, Column 9.a., Contractor Estimate, to Column 9.b., Contract Value –Use “burn rate” analysis to estimate final cost independent from the contractor’s reported estimate (average actual monthly costs) x (months left on contract) plus cumulative actual cost

NF 533 Analyses Cumulative Actual vs. Planned – To assess the financial position of the contract; variances may be an indication of technical, financial, or management issues –Examine variances between the values reported in columns 7c and 7d in the same row Average Labor Rates – To provide essential data about contract performance related to baseline budget labor cost; an indicator of overruns/savings on the contract –Compare average labor rates reported in the NF 533M with the planned rates of the baseline budget Labor Overhead Rates - To indicate overruns/savings on the contract; provides data about contract performance related to baseline budget planned labor overhead rates –Compare planned vs. actual labor overhead rates G&A Rates - To indicate overruns/savings on the contract; provides data about contract performance related to baseline budget planned G&A rates –Compare plan vs. actual General and Administrative (G&A) overhead rates