1. Warranty Tracking & Source of Repair Instructions
DPAP Training

2. Warranty Tracking Benefits
Warranties are relied upon heavily by the Services to support mission critical needs.
Department now has the enterprise capability to provide:
Visibility and accountability of warranty data associated with acquired goods
Specific Benefits:
Decreased cost
Recognize benefits included associated with the a warranty
Recognize performance against government specified warranties
Increase level of insurance for purchased goods
Identify and enforce warranties (i.e. fraudulent vendors, criminal actions)

3. Warranty Tracking & Source of Repair Instructions
Policy

4. Warranty Tracking
When a warranty is being provided, DFARS requires the contracting officer to include in the solicitation and awards the following:
Contract Clause or Provision
, Notice of Warranty Tracking of Serialized Items, when the warranty is provided by a contractor as a benefit to the government;
, Warranty Tracking of Serialized Items when the government specifically asks contractor to provide a warranty as part of its offer; and
Warranty Attachments
Warranty Tracking Information (WTI) and
Warranty Repair Source Instructions (SORI)

5. Required Warranty Data Elements
WTI
SORI
Warranty Item UII
Warranty Term
Starting Event
Usage
Duration
Fixed Expiration Date
Warranty Administrator Enterprise Identifier Code Type
Warranty Administrator Enterprise Identifier
Warranty Guarantor Enterprise Identifier Code Type
Warranty Guarantor Enterprise Identifier
Item Type
Warranty Repair Source Code
Warranty Repair Source Code Identifier
Warranty Shipping Address for Warranty Returns
Name,
Address,
City, and
State
Specific Warranty Shipping Instructions
On the Warranty Spreadsheet we have Fixed Expiration Date, is this not required for you? This when the warranty ends and the contractor’s obligation to provide for a remedy or corrective action ends.
NS Edits: Added “Fixed Expired Date” under Warranty Term

6. Warranty Tracking Information Attachment (WTI)
Purpose: Attachment to collect WTI. Return at time of Contract Award.

7. Warranty Unique Item Identifier
The Unique Item Identifier (UII) IAW DFARS for all warranted, serialized items and ensures uniqueness of the warranted item.

8. WTI – Warranty Terms Starting Event Usage Duration
The event or action that initiates the warranty; values include Acceptance (A), Installation (I), First Use (F), and Other (O)
Usage
Used for warranties for serialized items where effectivity is normally in terms of operating time or cycles. It is stated in term of quantity and unit of measure.
Quantity amount of a characteristic subject to the contractor's obligation to provide for remedy or corrective action for a serialized item
Unit of measure describes the quantity attribute of the unit serialized tem under warranty
Duration
Used for warranties that expire after a set period of time. This period may be a stated period of time, amount of usage, or the occurrence of a specified event, after formal acceptance of delivery, for the Government to assert a contractual right for the correction of defects.
Fixed Expiration Date
The date the warranty expires and the Contractor’s obligation to provide for a warranty of correction action ends.

9. WTI – Enterprise Identifiers Type
The Warranty Administrator and Grantor Enterprise Identifier are globally unique identifier assigned to an enterprise by one of the following issuing agency
Dun & Bradstreet’s Data Universal Numbering System (DUNS) Number,
GS1 Company Prefix ,
Allied Committee 135 NATO
Commercial and Government Entity (CAGE)/ Commercial and Government Entity (CAGE) Code, or
The Coded Representation of the North American Telecommunications Industry Manufacturers, Suppliers, and Related Service Companies (ATIS ) Number,
European Health Industry Business Communication Council (EHIBCC) and
Health Industry Business Communication Council (HIBCC)

10. WTI – Enterprise Identifiers Codes
Codes of the issuing agency; they include the following
0-9, GS1 Company Prefix
D, CAGE
LB, ATIS
LH, EHIBCC
RH, IBCC
UN, DUNS

11. WTI – Item Type
Item Type – The description of the item being warranted
Component procured separate from end item (C )
Subassembly procured separate from end Item or subassembly (S)
Embedded in component, subassembly or end item parent (E)
Parent end Item (P)

12. Warranty Source of Repair Instructions (SORI)
Purpose: Attachment to collect SORI.
Returned at time of Contract Award OR Time of Delivery Warranted Serialized Items.

13. Warranty Source of Repair Instructions (SORI)
Warranty Repair Source Identifier
organization specified by a warranty guarantor for receiving and managing warranty items that are returned by a customer.
Warranty Repair Source Code
Address
Shipping Instruction

14. Government Specified Warranty
Terms provided by Government to the contractor
Scenario # 1

15. Warranty Data Process Flow

16. Contracting Officers Complete
Contracting Officers must include in all solicitations
: Warranty Tracking of Serialized Items
Attachments:
Warranty Tracking Information (WTI)
Warranty Repair Source of Instruction (SORI)

17. Attachment - 1
WTI – Due at the time of contract award and upon acceptance and receipt of item

18. Attachment Number
Enter in the attachment number associated with the solicitation/contract.

19. Contract Number
Enter in the DoD or Non-DoD contract number.

20. Line Item Type and Number
Select CLIN or SLIN for line item type and enter in the applicable number

21. Warranty UII
Enter UII

22. Warranty Terms – Staring Event (or)
What generates the warranty? When does warranty kick in?

23. Warranty Terms – Usage (or)

24. Warranty Terms – Duration (or)

25. Warranty Terms – Fixed Date

26. Warranty Administrator Enterprise Identifier Code Type and Code
From drop select the applicable code type, then enter code

27. Warranty Guarantor Enterprise Identifier Code Type and Code
From drop select the applicable code type, then enter code

28. Item Type
Enter the Item Type, which is the description of the item being warranted:
Subassembly procured separate from end Item or subassembly (S)
Embedded in component, subassembly or end item parent (E)
Parent end Item (P)

29. Completed Form Warranty Item UII – See Page 7
Warranty Administrator Enterprise Identifier Code Type – See Page 7
Warranty Administrator Enterprise Identifier
Warranty Guarantor Enterprise Identifier Code Type
Warranty Guarantor Enterprise Identifier
Item Type

30. Attachment - 2
SORI

31. Contracting Officers Complete (SORI)
Enter the attachment number

32. Contract Number and Line Item Number
Enter DoD or non-DOD contract number and Line Item Type and Number (same as WTI)

33. Source Code and Identifier

34. Completed Shipping Information
Contractors are to complete the Warranty Shipping Address for Warranty Returns sections above as follows:
Warranty Repair Source Code
Warranty Repair Source Code Identifier
Name, Address Line 1, Address Line 2, City/County, State/Province, Postal Code, Country
Instructions (Complete with shipping information)

35. Next Steps
For Contractor

36. Next Steps
Contractor: Completes and returns both WTI and SORI to the Government
Time of Award (WTI/SORI)
Send to the Contracting Officer both documents with the contract;
CO then adds both attachments to EDA
When item is delivered (SORI) (3 methods)
1. Manual Submission of Data
Ensure that COR or acceptor uploads to Wide Area Workflow eBusiness Suite iRAPT application (iRAPT)
2. Electronic Submission
Use iRAPT via Receipt and Acceptance via the Contract Data Requirements List (CDRL) exhibit line item number (ELIN)
The data get pushed from iRAPT to PDREP multiple times daily. PDREP-PLEASE CONFIRM

37. Contractor Provided Warranty
Terms offered by Contractor in proposal, but not requested by the Government
Scenario # 2

38. Contracting Officers Complete
Contracting Officer must include the following in all solicitations:
DFARS : Notice of Warranty Tracking of Serialized Items
DFARS Warranty Tracking of Serialized Items
Warranty Tracking Information (WTI) Attachment
Warranty Repair Source of Instruction (SORI) Attachment

39. Required Actions Contractor: Contracting Officer:
Prior to award, advise CO of Contractor’s intent to provide a warranty as part of Contractor’s offer; AND
Complete all sections of WTI and SORI (if not included in solicitation)
Contractor may also download forms from PDREP Warranty Site
Contracting Officer:
Ensure delivery terms are included in resultant contract when WTI and SORI will be provided on warranted item.

40. Contractor - Next Steps
Send both WTI and SORI to the Government
Time of award (WTI/SORI)
Send to the Contracting Officer with the contract;
CO adds attachment to EDA
When applicable, designated representative shall upload complete warranty attachments to EDA.
Delivery of Item (SORI) (3 methods)
1. Manual Submission of Data
Ensure that COR or acceptor adds to Wide Area Workflow eBusiness Suite iRAPT application (iRAPT).
2. Electronic Submission
iRAPT via Receipt and Acceptance via Contractor shall electronically submit required warranty data using the Contract Data Requirements List (CDRL) exhibit line item number (ELIN)
Attachments are transmitted from iRAPT to PDREP for inclusion in
warranty database
The data gets pushed from iRAPT to PDREP multiple times daily.-PDREP-PLEASE CONFIRM

41. SUMMARY
The WTI and SORI documents discussed in the presentation are the ONLY authorized documents that can be transmitted to the PDREP warranty database
Data uploaded to EDA or iRAPT in any other format are NOT captured, tracked or retrievable

42. Retrieval of Warranty Tracking Information (Database - Demo)
Warranty Database
Retrieval of Warranty Tracking Information
(Database - Demo)

43. Product Data Reporting and Evaluation Program
Warranty Database
Product Data Reporting and Evaluation Program

44. PDREP homepage

45. PDREP warranty and source of repair

46. PDREP warranty training link

47. Request training link

48. PDREP request training page
This will take you to the video that will give you additional training on warranty!!.

49. Implementation Memorandum
DPAP Memorandum published on April 12, 2012
Provides implementation guidance on warranty
Machine readable, fillable Adobe portable document formats (PDFs) form to use to capture required warranty information
Encourages DoD Services and agencies to incorporate PDFs into their Contract Writing Systems (CWS) and to develop processes to consume and use the data
Policy Vault: