Milestone Plans (MP) track Procurement Action Lead Times (PALTs) for a variety of procurement actions from new awards to closeout. PRISM MPs are based on Templates that have pre-defined steps and leadtimes, but can be modified as appropriate. HQ requires that every Purchase Requisition (PR) has a MP Linked and Baselined for the reporting of leadtimes. For PRs that are clearly identified as Incremental Funding and Simplified Acquisitions, your plan may initially be created at the time it is accepted in PRISM. For all other types of PRs, especially Planning PRs, the assigned Specialist will have to create the plan. Once you receive a PR, you should verify that your Base PR has a linked and baselined MP with an appropriate Template before you process the PR. If you don’t see a MP linked (and baselined) to your PR, or you notice the Template selected is incorrect, you will need to create or edit the MP accordingly. There are 2-step Milestone Templates that only track PR Received and PR Award dates (i.e., Incremental Funding, SAP Award) and require no further action by the Specialist after the initial correct creation of the MP, as these 2 dates are system generated. For the more complex MPs, Interim step completion dates will need to be manually populated. 1

2 With the PR opened, verify in the e-Folder Tab that there is no Milestone Plan. To create a MP, Select “Link Milestone Plan” from the Other Actions Drop Down list and a Milestone Plan Search screen will appear. The MP will be listed here if one was created

3 Select “Template” from the Milestone Selection drop-down menu and a Milestone Template Search screen will appear. Change Owner to “All” and a list of Templates will be displayed.

4 Scroll through the screens to review and select the appropriate Template. Select the Underlined Template Name; a Link MP screen will appear.

5 On the Link Milestone Plan screen, populate the Milestone Plan Name with the associated PR# plus a “-MP”. MP Plan Date Type should be “Start Date.” Milestone Plan Date should reflect the day the PR was accepted in Procurement. Check the Set Baseline check box and then Select.

6 At this point, you have the option to Open the MP to continue to Review/Edit the Plan, or you can Cancel to return to the PR if no other Edits are necessary. Select Continue to review the MP.

For 2-step Plans (Req Received and Award Date) no further action will be required. Select Return to Home from the Left Menu when done. For more complex Templates, you may need to “Edit” your template by Inserting or Deleting steps, as well as manually populating interim actual dates not automatically captured by the system. See Instructions “Edit MP Steps.” 7

To edit the steps, select the appropriate action from the Milestone Steps Toolbar: Add Insert Delete Move Up Move Down Recalculate 8 From this screen, you can revise the Milestone Steps and the associated PALT number of days for each step. The Current defaults for this Template are 11 Steps with a PALT of 155 days.

9 From the Base Version of the PR, select the “e-Folder” tab to display documents linked to the PR. If the PR has an associated MP, it will display under the Milestone Plan heading—this also identifies if the MP has been Baselined. Select the MP# to open it.

Not all Milestone Dates are automatically captured by the system. You will need to manually populate most Interim Actual Dates. To populate dates select from the blue toolbar. 10 Note: The MP must be baselined for the projected dates to calculate. If you have a “Set Baseline” option vs. a “Clear Baseline” you must select “Set Baseline” to continue.

Enter the Completed Actual Dates as applicable. Note that only dates with a calendar look-up icon are modifiable; PR received and Award Date are system generated only. A Req Package Complete Date of 07/02/2010 is populated. Select when done /02/2010

Req Package Complete is now populated. When finished editing your MP, you can select “Return to Home” from the left menu. 12

» PRISM SCENARIOS FOR AWARDING A PLANNING PR » THAT WILL RESULT IN THE UPDATE OF THE LINKED MP AWARD DATE » RECOMMENDED METHOD FOR FUNDED AWARDS: » The planning PR should be modified by the RA just prior to award to delete the Unfunded/Planning PLI 1 and add a new PLI committing funds. This PR can then be awarded and the MP Award Date will be completed correctly. » If you have created the Contract already (whether from the Solicitation on the planning PR directly), you will need to delete the existing CLIN (as it is linked to the now deleted PLI), then re-pull in the revised PR with the new CLIN. » ALTERNATIVE METHOD FOR FUNDED AWARDS WHEN YOU RECEIVE A SEPARATE FUNDING PR: » The Contract CLIN is created with the original unfunded Planning PR can then be modified to add the new Funding PR by using the “Incremental funding/Add from Req” method. » Reminder that to incrementally fund CLINs that the PRs must also have the same Material Group. The CLIN Description, value, etc., should be modified accordingly. » RECOMMENDED METHOD FOR NON-FUNDED AWARDS (When funding is placed on TO/DO/CALL) » IDIQ: The First The Contract CLIN is created with the original unfunded Planning PR. The CLIN Description, Value, etc. should be modified accordingly. » BPA: The Contract should be Created from the Requisition to establish a Link. (There are no CLINS on the BPA.) » ALTERNATIVE METHOD FOR MODS WHEN NO FUNDING IS RECEIVED » In PRISM, a new “FREE” CLIN can be created with the Planning PR. The “Not Separately Priced” Qualifier is used. 13