1. Contract Administration
DLA Aviation
Supplier Operations
Contract Administration
Rob Baker
Industry Day
May 2018

2. Aviation Leadership/Org Structure
Commander: Brig Gen Linda Hurry (USAF)
Deputy Commander: Mr. Charlie Lilli (SES)
Acquisition Executive/HCA: Ms. Cathy Contreras (SES)
Director, Supplier Operations: Floyd Moore
Deputy Director, Supplier Operations: CAPT Jacqueline Meyer
Contract Administration, Division Chief: Rob Baker
Deputy Division Chief: Cynthia Jackson
3 Branch Chiefs – GS-13’s – 45 administrators per Branch
12-Section Supervisors – GS-12’s

3. Aviation OEM - Administration
OEM, Division Chief: Carlos Pillot
2 BRANCHES/4 SECTIONS WITHIN THE DIVISION
50 Contract Administrators
OEM Divisions - Original Equipment Manufacturer
Directly supports our 18 Aviation Strategic Supplier Alliance (SSA) Partners:
Boeing
Bell
Sikorsky
GE, etc.
Aligned with OEM Pre-Award ISTs
Aligned with Supplier Relationship Managers (SRMs)
Participate/Support Joint Steering Groups
Participate/Support Executive Committee Meetings

4. Aviation Scope Of Operations
Averaging 135,000 open contract lines per month
139,892 – valued at over $4.3B
3,540 different suppliers worldwide
16K contract administration actions per month
10K modifications per month
4K expedites per month
2K (QNs/ZTs/CPARS/CDRs/OPs) per month
Airframes, Engines, Aviation Commodities (Bearings, Cables, etc.)
Work assigned by alpha (A-AC)/CAGE code based on volume
Average Lines Per Administrator: 700 lines (down 45% from 2014)
Average Suppliers Per Administrator: suppliers
Aviation Scope Of Operations
Note: Although not all lines have actions and flow through the system, there are many that are touched even if only an expedite request

5. "We Are Not Just Focusing on Percentages. We Are Focusing on RESULTS"
Road to….
 PO Lines
*EOM Goal
Current
Mar 2018
PO lines >30 CDD
12,555
14,594
PO Lines >90 CDD
8,385
9,753
Resolved
>OTD Goal: 90%
PO Count
Current EOM Jan 2018
Missed OTD
4,620
13.2%
Made OTD
30,343
86.8%
"We Are Not Just Focusing on Percentages.
We Are Focusing on RESULTS"
11.5%
11.6%
12.0 %
12.9 %
12.7 %
11.3 %
11.7 %
At a Glance: CDD = Contract Delivery Date
Upper Left Corner :
The Current months Goal PO Lines > 30 CDD and PO Lines > 90 CDD Per Month.
The Current months PO Lines > 30 CDD and > 90 CDD.
Delinquent Resolved: PO’s no longer on the PO Report.
Upper Right Corner: OTD = (On Time Delivery)(Dorra Data)
Missed OTD Contract Did NOT Deliver on Time
Made OTD Contract Delivered on Time
Data is supplied by Dorra
Middle of Chart:
Bar Chart tracking our Road to Success in meeting our Goals. Showing Open Pos, GRT CDD 30 Goal, GRT CDD 30 Open PO’s, GRT CDD 90 Goal, GRT CDD 90 Open Pos
Lower Chart
Points out our actual Numbers of Open PO’s and tracks the difference from what was expected to be our Goal and how well we are measuring up to it
* Reduction of Purchase Orders >90 Days Delinquent “P90D” * Aviation Supply Chain “ASC”
*Purchase Orders “PO” *On Time Delivery “OTD”*Greater Than “GRT”*End of Month “EOM
*Month “MO”*Proactive Account Management “PAM” *Status Expedite Team “SET” *Validate Delivery Performance “VDP” *Delinquent “Delq”.
Getting Contracts Delivered.
% Box equals % of Delq POs GT 30 Days
*END OF MONTH PREDICTIVE (Based on Steady Decrease to meet goal at end of FY)
*OTD HAS A ONE to TWO MONTH UPDATE LAG, EXAMPLE EOM MAY WILL BE AVAILABLE EOM JUNE or JULY

6. DLA Aviation – Process Excellence
Improving Internal Processes – Back to Basics
PARs/QNs/FATs/PLTs/CDRs
CPARs/OPs/ULOs/Contract Close-outs
Consideration/Withdrawals
Trade-Offs:
Ensure we modify contracts (if we make a deal)
Improved Internal/External Relationships
Pre-Award/Quality/Material Planners
DCMA
Get it right the first time!
Bi-weekly open order report to Suppliers
Collaborating with DCMA
Analyze volume/adjust – “Readiness Focus”

7. Aviation Standards/Expectations
Quality Notifications (Non-conformance issues)
Once assigned, QNs - 50 days
30% Reduction – March 2018 – lowest level 2018
ZTs (FAT/PLT/Textile testing, etc.)
Once assigned, ZTs - 15 days
Special Projects/High Viz – 5 days
22% Reduction – March 2018 – lowest level 2018
Contract Deficiency Reports
resolved within 30 days
Sent to administrators weekly
68% Reduction in Aged CDRs – March 2018
Modifications – 5 days

8. Aviation Site-Visits to DCMA
DCMA Dallas – 2015 (most mature relationship)
DCMA Baltimore
DCMA Detroit
DCMA Los Angeles – 2016
DCMA Dallas – Malone’s Trip
DCMA Central Command/AVN Summit-March 2017
DCMA Tampa – April 2017
DCMA Reg. Commanders Forum – Chicago – April 17
DCMA West Region Command – July 2017
DCMA Springfield, NJ – July 2017
DCMA Hartford – August 2017
DCMA Eastern Region Command – August 2017
DCMA Syracuse - Oct 2017
DCMA “A Day in the Life” at DLA Aviation (Richmond) – Oct 2017
DCMA Baltimore – March 2018

9. DLA Aviation/DCMA Lessons Learned/Way Forward
Increase DLA collaboration w/DCMA on business decisions
Ensure DCMA is represented on all DLA supplier engagements
Establish Single DLA/DCMA “battle rhythm”:
One Open order report
One Government Team
DLA HQ Post Award Summit Action Item
Expand Engagements to all DLA Buying Commands
Maturing the DLA Aviation/DCMA relationship
Industrial Specialist + QAR + Contract Administrator = SUCCESS
Aligning DLA to DCMA CMOs
For those DCMA 500 or DLA Aviation high volume suppliers

10. How Can You Help DLA Contract Accuracy Accurate Proposals
Communication Between Parties
Accurate Proposals
Bidding Within Supplier Capacity
Effective Management of Subcontractors and Suppliers

11. Final Thoughts DLA can’t do anything without our Industry Partners
DLA has to better understand Industry
Both capabilities and limitations
Proactive conversations vs. reactive
Goal to increase DLA/Industry engagements to collaborate our resources/efforts to minimize duplication and deliver on time for the warfighter!

12. Questions Rob Baker, Division Chief, robert.baker@dla.mil
Cynthia Jackson, Deputy Division Chief,