1. FlexFile 101
MARCH 2019

2. Agenda Implementation
FlexFile 101
Agenda
Implementation
FlexFile and Quantity Report will replace DD 1921 Series as the default required cost reporting requirement for newly approved CSDR plans starting May 15, 2019
Some tailoring of the DID requirements may be proposed by the CWIPT (e.g. time-phasing for periods longer than a month)
If there is context-specific rationale, e.g. the reporting contractor and effort being performed make it unlikely the additional insight provided will be utilized, then the CWTIP may propose to use the DD 1921 series.
FlexFile Implementation Overview
Legacy Reports
FlexFile/-Q Data Groups
FlexFile/-Q Planning, Submission, and Validation
Data Access – CSDR-SR
Data Access – Data and Analytics

3. FlexFiles/Quantity Report
FlexFile Overview
Legacy 1921 Reports to FlexFiles
Legacy DIDs
FlexFiles/Quantity Report
From five DIDs to two
CWBS Index and Dictionary
1921: Cost Data Summary Report
1921-1: Functional Cost-Hour Report
1921-2: Progress Curve Report
1921-5: Sustainment Functional Cost-Hour Report

4. Legacy CCDR Reports
DD 1921 Series

5. DD 1921: Cost Data Summary Report
FlexFile Overview
DD 1921: Cost Data Summary Report
Key Takeaways:
Costs and units by WBS
Reporting Contractor Profit/Loss or Fee
Key Data Fields:
Nonrecurring/Recurring
Reporting by WBS

6. DD 1921-1: Functional Cost-Hour Report
FlexFile Overview
DD : Functional Cost-Hour Report
Key Takeaways:
Enables three types of analysis:
Labor vs material
Hours vs dollars
Engineering vs Manufacturing
Key Data Fields:
Nonrecurring/Recurring
Reporting by WBS
Standard Functional Categories

7. DD 1921-5: Sustainment Functional Cost-Hour Report
FlexFile Overview
DD : Sustainment Functional Cost-Hour Report
Key Takeaways:
Format the same as , with sustainment functional categories
Enables touch vs support labor analysis
Key Data Fields:
Nonrecurring/Recurring
Reporting by WBS
Standard Functional Categories

8. DD 1921-2: Progress Curve Report
FlexFile Overview
DD : Progress Curve Report
Key Takeaways:
Cost reporting by unit, lot, or sub-lot
Enables learning curve analysis
Key Data Fields:
Recurring direct costs
Reporting by WBS
Standard Functional Categories
Sequencing

9. Approved Data Requirements
The FlexFile
Approved Data Requirements

10. Approved FlexFile Data Requirements
FlexFile Overview
Approved FlexFile Data Requirements
Data Group A
Data Group B
Data Group C
Report Metadata
Approved Plan Number
Submission Event
Period of Performance
Reporting Organization
As of Date
Date Prepared
more in the DID…
DD Form 2794 Data Elements
WBS Element
Order/Lot
End Item
Definitions and Remarks
WBS Element Definitions
Remarks by WBS Element
Summary Remarks
The core of the FlexFile is providing dollars and hours at the account level in contractor native categories, time phased.
Insight into contractor’s native Functional Categories
Account level reporting at or below the WBS
Data time-phased monthly or to align with contractor’s financial calendars
Continuity with prior reports by requiring the legacy government tags
Data Group D
Data Group E
Data Group F
Summary Elements
Order/Lot
Subtotal
General and Administrative
Undistributed Budget
Management Reserve
Facilities Capital Cost of Money
Contract Fee
Contract Price
Actuals To Date (ATD)
Account
Reporting Period
CLIN
Nonrecurring or Recurring
Functional Category / Overhead
Standard Functional Category
Unit/Sublot
WBS Element
Order/Lot and End Item
ATD (Dollars and Labor Hours)
Allocation Methodology
Allocation Method
Data Group G
Greatest value to cost estimator, in many cases, will be the additional insight requested in Group E
Legacy Element
Forecasts At Completion (FAC)
FAC (Dollars)
FAC (Labor Hours)

11. Approved -Q Data Requirements
FlexFile Overview
Approved -Q Data Requirements
Data Group A
Data Group B
Data Group C
The Quantity Report ties the necessary quantity information to the FlexFile:
Units to date should reflect an actual count of physically completed units
Allow sequencing quantities to be optional through Planning process for each End-Item as not all End Items may require sequencing (e.g., Kits)
Sequencing was allowed for lower level WBS elements in legacy , but FlexFile does not sequence WBS elements (only End Items)
To Date and In Process to be defined by contractor in the Remarks section
Report Metadata
Approved Plan Number
Submission Event
Period of Performance
Reporting Organization
As of Date
Date Prepared
more in the DID…
Government Furnished Equipment
WBS Code/Level/Name
Order/Lot
End Item
Quantity at Completion
Delivered Quantity At Completion
Internal Quantity At Completion
Co-production or Concurrent Quantity At Completion
Government Furnished Equipment At Completion
Remarks
Data Group D
Data Group E
Legacy Element
Assessed Quantity to Date
Quantity Completed To Date
Quantity In Process
Remarks
Sequencing (as required by Plan)
First Unit Number
Last Unit Number
Is Internal

12. Summary: FlexFile Reporting Requirements
FlexFile Overview
Summary: FlexFile Reporting Requirements
Legacy Reporting
DIDs
Reporting Elements
Submission mechanism
Formats available to analysts
CWBS
1921
1921-1
1921-2
1921-5
WBS
NR/R
Standard Functional Category
Unit/Sublot Cost Reporting
ATDs and FACs
To Date Quantities
At Completion Quantities
Sequencing
Definitions
XML DD Forms generated by cPet desktop or web
1921 DD Forms
Excel flat file
FlexFile and Quantity Report will replace DD 1921 Series
All of the elements found in the DD 1921 Series can be found in the FlexFile and Quantity Report
FlexFile/Quantity Report
DIDs
Reporting Elements
Submission mechanism
Formats available to analysts
FlexFile
Quantity Report
All Legacy reporting elements
Account
End Item and Order/Lot
CLIN
Functional (Internal) Category
Functional (Internal) Overhead Category
Time-phasing
Allocation Methodology
GFE units
JSON Data Model or
Excel-Compatible Format
1921 DD Form
Excel flat File
For one submission, the contractor will submit a FlexFile and a corresponding Quantity Report (if applicable)
The CWBS Dictionary is part of the FlexFile DID and must be submitted with every FlexFile

13. The FlexFile
Planning Process

14. Contract Award and Validations
FlexFile Overview
Planning Process Flowchart
Pre-Plan
Plan Development
Approval
Contract Award and Validations
RFP Identified
RFP Release
Contract Award
Initial Plan Drafted
Service Component POC
Program Office
DCARC/CAPE Review
OSD CAPE
Program Office Approves
Service Cost Center POC
CWIPT Review
DCARC
Contractors
SCC Director Review
CWIPT
DCARC Director Review
DDCA Director Review
Dissemination to CWIPT
Dissemination to Contractors
Post Award Conference
Validation of Cost Reports
The overarching CSDR planning process does not change when implementing a FlexFile, but some additional considerations exist...

15. Planning Considerations
FlexFile Overview
Planning Considerations
Figure 1 - DD Form 2794, Supp. (SCOPE DEF)
The following considerations should be included in addition to existing CSDR planning guidance
Define End Item and Order/Lot (see Figure 1)
FACs broken out by Nonrecurring/Recurring and the Standard Functional Category
Quantity Report requires that reporting elements are selected and that GFE are properly identified (see Figure 2)
Quantity Report also requires that sequencing be selected by Order/Lot and End Item
Figure 2 - DD Form 2794, Pg 1 (REPORTING)
Planning
Upload
Submit
Validation
CSDR
Process

16. DD 2794 (CSDR Plan) Comparison
FlexFile Overview
DD 2794 (CSDR Plan) Comparison
2015 DD Form 2794, Pg 1
Metadata from the top of Pg 1 of the 2015 CSDR plan has it’s own page as part of the FlexFile CSDR plan.
FlexFile DD Form 2794, Pg 1 (Metadata)

17. DD 2794 Comparison 2015 DD Form 2794, Pg 1
FlexFile Overview
DD 2794 Comparison
2015 DD Form 2794, Pg 1
If the CWIPT is requiring FlexFiles:
Indicate the LOWEST LEVEL of the WBS in column 12a (ACTUALS TO DATE (ATD)) where actual cost data is required
Indicate EVERY element for column 12e (AT COMPLETION COSTS) where forecasted data is required
Indicate which elements require quantity report data in box 13a
FlexFile DD Form 2794, Pg 2 (Reporting)

18. DD 2794 Comparison 2015 DD Form 2794, Pg 1
FlexFile Overview
DD 2794 Comparison
2015 DD Form 2794, Pg 1
If the CWIPT is requiring 1921s:
Indicate which forms would be required for each WBS element where actual and forecasted data is required
Column 12a (ACTUALS TO DATE (ATD)) would act as the 1921 column
Every element requires a CWBS Dictionary definition so the CWBS Dictionary requirement will be indicated on Submission Events page
FlexFile DD Form 2794, Pg 2 (Reporting)

19. DD 2794 Comparison 2015 DD Form 2794, Pg 2
FlexFile Overview
DD 2794 Comparison
2015 DD Form 2794, Pg 2
FlexFile DD Form 2794, Pg 3 (Events)
FlexFile and Quantity Data Reports will be submitted together
FlexFiles and Quantity Data Reports will typically be submitted annually or at a greater frequency

20. FlexFile Overview
DD 2794 Comparison
If the CWIPT is requiring FlexFiles, the Scope Def page is required
Indicate the Order/Lots and End Items that the contractor will be tagging the reported dollars and hours to
Require Unit Reporting in box 18c if the CWIPT required unit cost reporting, similar to the requirement
Indicate that Unit Reporting is required in the FlexFile instead of a
See the implementation guide for more information regarding these two fields
FlexFile DD Form 2794, Pg 5 Supp. (Scope Def)

21. Submission and Validation
The FlexFile
Submission and Validation

22. Submission/Validation Considerations
FlexFile Overview
Submission/Validation Considerations
Submission Considerations
The starting point for submission allows industry to submit the reports in an Excel-Compatible file instead of the JSON Data Model.
The data model is final and industry may choose to submit according to the JSON Data Model.
If submitting in an Excel-Compatible format, DCARC will ensure that it maps to the data model for CADE ingestion. This may require some coordination between the DCARC and contractor. The DCARC will then submit the JSON Data Model for validation.
Validation Considerations
DCARC will ensure compliance with
DID
Approved CSDR plan
Equivalent of Legacy 1921 validation rules
External stakeholders may also consider any of the additional insight provided in the FlexFile format when conducting their reviews.
Planning
Upload
Submit
Validation
CSDR
Process

23. FlexFile Overview
Submission Options
Contractor will have option to submit Excel-compatible file or in JSON Data Model
Once submitted, Legacy validation process takes place with DCARC administering Validation Error Report
Submit FlexFile
JSON Data Model?
Finalize Report
Government validates report and provides industry a Validation Error Report
Yes No
DCARC uploads submitted data in JSON Data Model. May require coordination with contractor.
Planning
Upload
Submit
Validation
CSDR
Process

24. The FlexFile
Data Access

25. An analyst can access a FlexFile in the CSDR-SR in four primary ways…
Implementation Overview
Data Access – CSDR-SR
An analyst can access a FlexFile in the CSDR-SR in four primary ways…
Export Excel Data Model Template
FlexFile data provided in Excel data model structure
Export Pivot Data
Actual dollars and labor hours according to the data elements in Data Group E of the approved FlexFile DID
Formatted File Export
Excel version of formatted 1921 DD Form
Export to Excel
Excel flat file with Metadata, Remarks, and Definitions equivalent to that provided in the 1921 DD Form 1 1 2 2 3 4 3 4

26. Utilize filters to narrow search results > select submission event.
Implementation Overview
Data Access – Data and Analytics
FlexFiles can be accessed using the Browse CSDR Submissions feature in Data & Analytics
Utilize filters to narrow search results > select submission event.