"Are Your Records Complete? Tips, Reports and Suggestions for Ensuring Completeness of Records" Pat Jacklets CPPM, CF

Compliance – Government Property – Reporting GFP Corporate Requirements/Policy Data Elements Tips Summary Records

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What is compliance? – Meeting requirements Contracts Laws and Regulations Standards Specifications Policy Compliance

(f)(1)(iii) Records of Government property. “The Contractor shall create and maintain records of all Government property accountable to the contract, including Government-furnished and Contractor-acquired property. “ Compliance with the GP Clause

“Property records shall enable a complete, current, auditable record of all transactions and shall, unless otherwise approved by the Property Administrator, contain the following: Compliance with the GP Clause

“(d) Data for reporting to the IUID Registry. To permit reporting of Government-furnished property to the IUID Registry, the Contractor’s property management system shall enable the following data elements in addition to those required by paragraph (f)(1)(iii) (A)(1) through (3), (5), (7), (8), and (10) of the Government Property clause of this contract (FAR ): Compliance with the DFARS Clause

E : Standard Practice for Data Characteristics of Equipment Records Essential data elements shall be included in the equipment record to provide efficient and effective management of property. Standards

E : Standard Practice for Uniform Data Management in Asset Management Records Systems 4.2 Entities should manage the asset management records system in accordance with this practice to maintain data consistency, integrity, and usability and thus achieve uniform data. Standards

Responsibilities Department numbers Asset ID Numbers Locations Corporate Requirements/ Policy

Data Elements

(1) The name, part number and description, National Stock Number (if needed for additional item identification tracking and/or disposition), and other data elements as necessary and required in accordance with the terms and conditions of the contract. Data Elements Required in GP Clause

(2) Quantity received (or fabricated), issued, and balance-on-hand. (3) Unit acquisition cost. (4) Unique-item identifier or equivalent (if available and necessary for individual item tracking). (5) Unit of measure. Data Elements Required in GP Clause

(6) Accountable contract number or equivalent code designation. (7) Location. (8) Disposition. (9) Posting reference and date of transaction. (10) Date placed in service (if required in accordance with the terms and conditions of the contract). Data Elements Required in GP Clause

“…in addition to those required by paragraph (f)(1)(iii) (A)(1) through (3), (5), (7), (8), and (10) of the Government Property clause of this contract (FAR ):” What other data elements are required? Data Elements

(1) Received/Sent (shipped) date. (2) Status code. (3) Accountable Government contract number. (4) Commercial and Government Entity (CAGE) code on the accountable Government contract Data Elements

(5) Mark record. (i) Bagged or tagged code (for items too small to individually tag or mark). (ii) Contents (the type of information recorded on the item, e.g., item internal control number). (iii) Effective date (date the mark is applied). (iv) Added or removed code/flag. (v) Marker code (designates which code is used in the marker identifier, e.g., D=CAGE, UN=DUNS, LD=DODAAC). (vi) Marker identifier, e.g., Contractor’s CAGE code or DUNS number Data Elements

(5) Mark record. (continued) (vi) Marker identifier, e.g., Contractor’s CAGE code or DUNS number. (vii) Medium code; how the data is recorded, e.g., barcode, contact memory button. (viii) Value, e.g., actual text or data string that is recorded in its human- readable form. (ix) Set (used to group marks when multiple sets exist) Data Elements

6) Appropriate supply condition code, required only for reporting of reparables, per Appendix 2 of DoD M, Military Standard Transaction Reporting and Accounting Procedures manual 6/dlmso/elibrary/manuals/dlm/dlm_pubs.asp. 6/dlmso/elibrary/manuals/dlm/dlm_pubs.asp Data Elements

Know Where the Data is Coming From Create Reports – Use mandatory data elements – Check for missing data, uniformity of data entry and typos Check Records Monthly What Can We Do?? Tip! Run ad-hoc queries or reports Make it a routine to check your data in the records! Tip!

Read, research, improve! Attend Webinars Additional Resources: – NPMA Member Area Resources Archived Articles & Papers Conferences - Presentations & Papers Newsflash Member-submitted resource items/documents Member-submitted resource items/documents What Can We Do??

Determine Your Requirements – Corporate Policy – Contractual Clauses – Company Procedures – Know what standards you are using! Set Up Check Reports Perform Routinely Summary

Questions?