1. GFP Reporting Under DFARS Clause 252.211-7007
Revision of
GFP Reporting Under DFARS Clause
Cleared For Public Release
Presented by:
Tom Ruckdaschel
Deputy Director, Govt Property

2. This information:
Should not be construed as changing or modifying any statute, regulation, DoD policy or guidance, or any term(s) of any contract with the U.S. Government or any department or agency of the U.S. Government.
Does not affect in any way, any on-going or future property management system analysis. 2

3. Background 2007: Contractor reporting of GFP begins in earnest
Regulatory (DFARS) timeline:
[August 2012] (includes new 2014 requirements*)
[November 2008] (Final Rule)
[September 2007] (Interim Rule)
Multiple changes created a degree of confusion; however, core reporting requirements did not change
*Afforded industry adequate time to prepare for new requirements 3

4. This briefing focuses on the August
2012 version of DFARS Clause 4

5. DFARS 252.211-7007 *applies to new solicitations and contracts
November 2008
Contractors are required to report Government-Furnished Equipment
Special Tooling
Special Test Equipment
Equipment
Valued at $5,000 or more
Excludes item for repair
August 2012*
Contractors are required to report Government-Furnished Property (includes items for repair), as follows:
Through December 31, 2013:
Each serially managed item $5,000 or more in dollar value
As of January 1, 2014:
Each serially managed item regardless of dollar value
Non-serially managed material items (receipt ONLY)
*applies to new solicitations
and contracts 5

6. Background (cont.)
DFARS clause continues to be misunderstood:
The clause does not contain a “marking” requirement
The clause does contain a GFP reporting requirement
The clause is often confused with DFARS
Both clauses involve the DoD IUID registry. However, each reflects fundamentally different requirements:
DFARS clause pertains to delivery of items
DFARS clause pertains to reporting of GFP 6

7. Types of GFP
With respect to DFARS reporting, there are two (2) types of GFP:
1. Serially managed
2. Non-serially managed
Of the two types, there could be:
GFP previously marked with a registered “UII” (or)
GFP not marked with a registered UII; these items could be serially managed…or not
The method of reporting depends on the existence of a UII. More on that later… 7

8. Unique Item Identifiers
What is a UII?
“a set of data elements marked on items that is globally unique and unambiguous. The term includes a concatenated unique item identifier or a DoD recognized unique identification equivalent.”
Why do some GFP items have UIIs? Because…
The contractor assigned and registered a UII by virtue of delivery under DFARS requirements, or
The DoD Component assigned and registered a UII while the item was in its custody
Most items with a UII are serially managed 8

9. Okay. So what exactly
does serially managed
mean? 9

10. Serially managed means*:
“An item designated by DoD to be uniquely tracked, controlled, or managed in maintenance, repair and/or supply systems by means of its serial number.”
DFARS clause
*In addition to items previously marked with a
UII, certain FAR property categories already,
today…right now…meet this definition! 10

11. “Inherently” Serially Managed Items
All items subject to DoD Instruction (DoDI) are considered serially managed, i.e., “designated by DoD”
Special tooling (ST), special test equipment (STE), and equipment all fall under DoDI
Therefore all ST, STE, and Equipment items are subject to DFARS reporting
Material (items other than ST, STE and Equipment) is a different matter; material cannot be considered “inherently” serially managed*
*True, “some” material items have serial numbers— but that does not make them inherently “serially managed” 11

12. Responsibility
Remember: the Government, not the contractor, has to identify serially managed items; contract terms and conditions must identify all items to be serially managed*
*For example, items individually listed on
the “Scheduled” GFP Attachment (SGFP) 12

13. “Smart” Attachment
A new requirement for all DoD contract writing systems
OSD memo April 11,
Required by PGI 13

14. So what exactly does “report” mean?
In simplest terms, it means sending information to the DoD IUID registry (“the registry”) related to a property item’s custody. 14

15. Reporting Events Reporting involves the following events:
Receipt of property
Delivered or shipment from the contractor’s plant (unless to a subcontractor)
Consumed or expended
Disposed of
Transferred to a follow-on or other contract
Let’s look at each of these reporting events 15

16. Receipt
Receipt means acknowledging (electronically) the physical receipt of all GFP
This is clearly the most important reporting requirement:
Impacts overall property accountability
The Government’s warranty of timeliness of GFP delivery
Contract performance
Readiness
Applies to all categories of GFP. Period. No exceptions.
Universal electronic acknowledgement of all GFP items is a fundamental requirement of DFARS and property accountability! 16

17. Receipt (cont.)
Electronic receipt acknowledgment is crucial and required for all GFP items
It does not matter if the GFP is:
Serially managed
Not serially managed*
Valued above or below $5,000
An item for repair
Lacks a UII
*If the property is not serially managed, acknowledgement of receipt is all that’s needed. No other reporting is required under the clause.
Done! 17

18. Receipt (cont.)
The receipt of GFP items can be reported to the registry three (3) ways:
1.Through Wide-area Workflow (WAWF)
2. By using the registry website (if the item has a UII and is was previously registered)
3. Via direct submission to the registry through electronic files (if the item has a UII and was previously registered). Note: a UII can be added at the time of direct submission
IMPORTANT: The presence of a UII and its existence in the
IUID registry impacts the method of reporting! 18

19. Receipt (cont.)
If the GFP item has a UII: reporting may be accomplished via WAWF or direct update to the registry
If the GFP item does not have a UII: reporting can only be accomplished by WAWF
There is no requirement for contractors to “SIGN FOR” GFP upon its receipt! 19

20. Reporting Events (cont.)
Delivered or shipped from the contractor’s plant (this is different from “disposed of”):
IAW contract terms and conditions or by direction from the contracting officer
Shipped to a DoD entity or to another DoD contractor (this would require electronic acknowledgment of receipt by the gaining contractor) and WAWF reparable receiving reports (for repair items only)
Disposed of (this is different from “delivered or shipped”) means:
Transfer to a non-DoD Federal agency
Donation, sale, or abandonment 20

21. Reporting Events (cont.)
PCARSS automatically updates the registry when “disposed of” events occur
PCARSS does not automatically update the registry when “shipment” (to Army, Navy, Air Force, Federal civil agencies) events occur
Note: DCMA’s Property Loss Tool updates the registry automatically upon contractor reporting of property loss (reference: DFARS ) 21

22. Reporting Events (cont.)
Consumed or expended
Destructive testing
Test firing a missile
Certain types of drill bits
Transferred to a follow-on or other contract means: a contractual transfer of property accountability (same contractor/same CAGE)
Registry (via WAWF) must be updated to reflect the new contract 22

23. Resources Contract Property Resource Page:
Plant Clearance Resource Page:
DoD Procurement Toolbox:
DPAP GFP Page:

24. Questions? 24

25. BACK UP SLIDES

26. DoDI

28. “Contract Property” Equipment (for use or repair) Special Tooling
Assets
Personal Property
Equipment
Special Tooling
Special Test Equip.
Material
For Repair
Equipment (for use or repair)
Special Tooling
Special Test Equipment
For “Use”
These are inherently serially managed

29. PCARSS and Property Loss Tools
PCARSS automatically updates the registry when certain property life cycle events occur:
Disposition Type
UID Lifecycle Event AA
ABANDON
ABANDONED DA
DESTROY/DEMIL-ABANDON RESIDUAL-CONTACT PLCO IF FUNDS REQ DO
DONATION - REQUISITION ATTACHED
DONATED DS
DESTROY/DEMIL-SCRAP RESIDUAL-CONTACT PLCO IF FUNDS REQUIRED
SCRAPPED PR
PURCHASE OR RETAIN AT COST
SOLD-NONGOVT RS
RETURN TO SUPPLIER SO
SCRAP PER APPROVED PROCEDURE WITH PROCEEDS CREDITED OVERHEAD SS
SELL AS SCRAP SU
SELL AS USABLE PROPERTY SX
SELL AS SALVAGE UA
TRANSFER TO ARMY - REQUISITION ATTACHED
** NOT SENT TO UID ** UF
TRANSFER TO AIR FORCE - REQUISITION ATTACHED UG
TRANSFER TO OTHER DOD AGENCY - REQUISITION ATTACHED UN
TRANSFER TO NASA - REQUISITION ATTACHED UO
TRANSFER TO OTHER GOVERNMENT AGENCY - REQUISITION ATTACHED US
TRANSFER TO STORAGE AGREEMENT UQ
TRANSFER TO NAVY - REQUISITION ATTACHED WD
ITEM WITHDRAWN FROM PLANT CLEARANCE ##
INITIAL DISPOSITION STATUS, DO NOT DELETE FU
FORMAL SALE - USABLE FX
FORMAL SALE - SALVAGE FS
FORMAL SALE - SCRAP IU
INFORMAL SALE - USABLE IX
INFORMAL SALE - SALVAGE IS
INFORMAL SALE - SCRAP NU
NEGOTIATED SALE - USABLE NX
NEGOTIATED SALE - SALVAGE NS
NEGOTIATED SALE - SCRAP AU
AUCTION - USABLE PROPERTY PM
TRANSFER TO DRMO FOR PRECIOUS METAL RECOVERY MO
TRANSFER TO DRMO - WITHDRAWN UP
INVALID CODE - DO NOT USE!!!!!!!!!!!!!!! DN
DESTROY/DEMIL/RECYCLE-NO RESIDUAL-CONTACT PLCO IF FUNDS REQ
RETIRED WP
WITHDRAWAL PENDING W
WITHDRAWN CT
CONTRACT TRANSFER

30. PCARSS and Property Loss (cont.)
The PL etool automatically updates the registry when …
Case Type (Property Loss/LTDD)
UID Life Cycle Event (Condition Code)
Lost
Damaged
Abandoned
Theft
Stolen
Destroyed Accident
Destroyed-Accident
Destroyed Combat
Destroyed-Combat