2014 NPMA Spring Seminar Value Through Professional Asset Management IUID Clause and Implementation from a Contractor Company Perspective Dan Tully April 2, 2014

2014 NPMA Spring Seminar Value Through Professional Asset Management Agenda  DoD IUID Registry – Stats  Implementation – DFARS (AUG12)  Previous Changes – Timeline  Resources Available  Future Changes – Timeline  Questions

2014 NPMA Spring Seminar Value Through Professional Asset Management IUID REGISTRY STATS

2014 NPMA Spring Seminar Value Through Professional Asset Management IUID REGISTRY STATS (as of 7 March 2014) 15,971,605 Acquisition Items 678,697 UIIs loaded as GFP 7,603,688 Legacy (non GFP) 24,254,009 Items registered 5,040 Contractors have delivered new UIIs 916,129 Items are in GFP status 2,013,007 Virtual UIIs Growth rate of over 47,000 new UIIs/week

2014 NPMA Spring Seminar Value Through Professional Asset Management GFP REPORTED TO THE REGISTRY Non-UII GFP First Quarter FY13: 64 Non-UII GFP First Quarter FY14: 9,468,131 Full applicability of began Jan 1, 2014

2014 NPMA Spring Seminar Value Through Professional Asset Management DFARS (AUG 12) IMPLEMENTATION

2014 NPMA Spring Seminar Value Through Professional Asset Management SUMMARY OF CHANGE

2014 NPMA Spring Seminar Value Through Professional Asset Management SERIALLY MANAGED COMMON CONTRACTOR QUESTIONS  GFP Reporting FAQs [G1] DFARS clause , defines Serially Managed Item as “an item designated by DoD to be uniquely tracked, controlled, or managed in maintenance, repair, and/or supply systems by means of its serial number.”

2014 NPMA Spring Seminar Value Through Professional Asset Management “INHERENTLY” SERIALLY MANAGED COMMON CONTRACTOR QUESTIONS  GFP Reporting FAQs [G1] …The term serially managed is closely tied to whether the property is tracked as an individual item. Special Tooling, Special Test Equipment and Equipment are generally tracked individually. Accordingly, DoD policy considers such items as inherently serially managed even though they may not be specifically identified as such in a contract….

2014 NPMA Spring Seminar Value Through Professional Asset Management “INHERENTLY” SERIALLY MANAGED COMMON CONTRACTOR QUESTIONS  GFP Reporting FAQs [G1] …This is consistent with DoD Instruction , which states that accountable property records must be established for “all Government property purchased, or otherwise obtained, having a unit acquisition cost of $5,000 or more; and property of any value that is controlled or managed at the item level (reference: DoD Instruction , paragraph 2 of Enclosure 3). In other words, DoD has already designated, by virtue of its stated corporate policy those items of GFP that are serially managed. Only Special Tooling, Special Test Equipment, and Equipment items can be considered “inherently” serial managed.

2014 NPMA Spring Seminar Value Through Professional Asset Management IMPLEMENTING DFARS COMMON CONTRACTOR QUESTIONS Serially Managed - Reporting Events Involves*: Receipt of Property Shipment from the contractor (excluding their subcontractor) Consumed or expended Disposed Transferred to another contract * As well as other reporting requirements such as loss and excess reporting are still required.

2014 NPMA Spring Seminar Value Through Professional Asset Management IMPLEMENTING DFARS COMMON CONTRACTOR QUESTIONS Non-Serially Managed - Reporting Events Involves*: Receipt of Property * As well as other reporting requirements such as loss and excess reporting are still required.

2014 NPMA Spring Seminar Value Through Professional Asset Management WAWF Property Transfer Receipt How to acknowledge receipt of property in WAWF: 1.Login to WAWF 2.Click Property Transfer (on main menu) 3.Click on Receipt Folder 4.Search By Cage Code 5.Click on a Pending Transfer 6.Acknowledge Receipt

2014 NPMA Spring Seminar Value Through Professional Asset Management WAWF Property Transfer Receipt Acknowledge Receipt >>>

2014 NPMA Spring Seminar Value Through Professional Asset Management IMPLEMENTING DFARS COMMON CONTRACTOR QUESTIONS  GFP Reporting FAQs [G2] In accordance with DFARS paragraph (g) (3), the contractor will update the IUID Registry as transactions occur. Therefore, items already in contractor custody on 1 January 2014 that did not meet reporting requirements before that date do not need to be retroactively reported to the IUID Registry.

2014 NPMA Spring Seminar Value Through Professional Asset Management IMPLEMENTING DFARS COMMON CONTRACTOR QUESTIONS  GFP Reporting FAQs [G3] Per DFARS , the prime contractor shall report GFE in their possession to the DoD IUID Registry. Under DFARS , the prime contractor has no responsibility to mark GFE in their possession. The Program Manager may include the DFARS clause in the contract to require the contractor to mark GFE items while in contractor custody.

2014 NPMA Spring Seminar Value Through Professional Asset Management DFARS (AUG 12) COMMON CONTRACTOR CONCERNS  While implementing… 1.Changes had to be made to the: current business process and procedures current property management systems and/or additional resources needed to be acquired. current enterprise culture. 2.Funding concerns had to be addressed.

2014 NPMA Spring Seminar Value Through Professional Asset Management CHANGES - TIMELINE

2014 NPMA Spring Seminar Value Through Professional Asset Management Changes – Timeline DOCUMENT / SYSTEM REVISION DATE DoDI (APR 2012) DFARS (APR 2012) DFARS (AUG 2012) flat file changes 4.0 phased out (OCT 2013) registry changes v5.2 - released (DEC 2013) DFARS (DEC 2013) DFARS PGI (DEC 2013) DFARS (DEC 2013) DoD Manual (JAN 2014) and more to come... … RECENT UPDATES REQUIRE THE NEED FOR YOU TO REMAIN INFORMED...

2014 NPMA Spring Seminar Value Through Professional Asset Management How do I remain informed? RESOURCES AVAILABLE

2014 NPMA Spring Seminar Value Through Professional Asset Management Resources Available   Policy, Tools, Frequently Asked Questions, etc.  NPMA [UID SIG] –  Discussions and events  Websites: Regulations.gov, DoD issuances, etc.Regulations.govDoD issuances  IUID HELP DESK  or  WebFLIS UID indicator  Social Media THERE ARE MANY RESOURCES TO CHOOSE FROM….

2014 NPMA Spring Seminar Value Through Professional Asset Management Resources Available (cont.) NPMA IUID SIG  Here are a few of the reasons to join our SIG: stay informed share your experiences mobile friendly and it is FREE! collaboration discussion resources networking ask questions get answers

2014 NPMA Spring Seminar Value Through Professional Asset Management What’s Coming? ONGOING & FUTURE CHANGES

2014 NPMA Spring Seminar Value Through Professional Asset Management Ongoing & Future Changes  Contract Scorecard ONGOING  WebFLIS – Controlled Access JUN 2014  DoD Electronic Business Portal [WAWF/UID] AUG 2014  FTP Guide Appendix N Property Transfer AUG 2014  Flat File Specification Version 6 (v5.1.1) AUG 2014  Checking registry items – Data Integrity TBD  Cont. metrics & scorecard capabilities. TBD  Talks of introducing an electronic DD1149 TBD

2014 NPMA Spring Seminar Value Through Professional Asset Management Contract Scorecard GFP DFARS Required Clauses GFP FAR Clause when Cost Reimbursable Scorecard Goal StatusLowerUpper Green92100 Yellow85< 92 Red0< 85 Component2014-Q1 Air Force88% Army83% DCMAN/A DLAN/A Marine Corps75% Navy83% ODA60% Component2014-Q1 Air Force38% Army17% DCMAN/A DLA66% Marine Corps7% Navy20% ODA19% Avg 28% Avg 78%

2014 NPMA Spring Seminar Value Through Professional Asset Management WebFLIS – Controlled Access

2014 NPMA Spring Seminar Value Through Professional Asset Management DoD Electronic Business Portal Plan* (WAWF/UID) (AUG 2014) MYINVOICE IUID REGISTRY CORT EDA Single Sign-on Access via the DOD ELECTRONIC BUSINESS PORTAL (WAWF) *This diagram is not the official integration plan –for illustration purposes only.

2014 NPMA Spring Seminar Value Through Professional Asset Management 2.6 ECP IUID Registry Incorporation into WAWF Portal Condition - The purpose of this change is to integrate the IUID Registry application into the WAWF Portal Architecture. The ability to add new acquisition deliveries directly to the IUID Registry has been removed. New acquisition deliveries of end items will be submitted via the WAWF Receiving Report. WAWF has added the capability to capture "Mark" information and all associated fields based upon the current IUID Registry data entries, validations and edits for new items. The following documents will have the capability to capture “Mark” information for the new UID (Parent UII and Embedded UII) items. Receiving Report COMBO Receiving Report with Purchase Card as method of payment Energy Receiving Report Energy COMBO

2014 NPMA Spring Seminar Value Through Professional Asset Management Questions