security assistance management directorate

FMS Case Execution

Plan of Instruction (POI)

1 FEB 2010

Security Assistance Management Directorate

Overview

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•To provide SAMD personnel with the knowledge and tools necessary to effectively manage and execute a FMS LOA through the entire Case Life Cycle.

•This POI is to be used in conjunction with detailed instructions provided in Security Assistance Management Information System (SACMIS) Training POI Part III (reference SAMD005) and SAMD Letter of Offer and Acceptance Execution Desk Guide (reference SAMD009)

Course Objectives

1. Describe when execution starts

2. Know the steps in case execution

3. Know the SAMD Roles in Execution

4. Know key systems used in execution: LMP,

SAMCIS, DSAMS, CISIL and COOLEST

5. Know steps to process Obligation Authority

6. Understand the steps to contract award

FMS Case Execution

Begins when a case is accepted (signed) by a FMS customer and money is transferred to the US Government for supply action. Execution is usually the longest phase of the FMS case and includes activities such as:

Logistics, acquisition, supply, transportation, maintenance, training, financial management, case management, oversight, coordination, case documentation, amendments and modifications, and ultimately case closure.

Steps in Execution1. Implementation Flow Chart2. Requisition Processing (Sales Orders)

a) LMP & CISILb) SACMIS

3. Obligation Authority a) Request OA from RMb) 3507 Form Receivedc) Military Interdepartmental Purchase Requisitions

(MIPRS)d) Purchase Requisitions

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4. Basic Acquisition Requirements Package (ARP)a) Establish COOLEST Assignment

b) ARP Checklist (purchase reqs, SOU, SOW, LOA, P&A, etc.)

c) Acquisition Strategy (market survey, competition, delivery orders)

d) Memo in Lieu

e) Justification and Approval (J&A)

f) Statement of Work

g) FRAB and SSEB

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Steps in Execution

5. Hardware Lines

a) Defense Contract Management Agency (DCMA)

b) Transportation Plans

c) Supply Discrepancy Reports (SDRs)

d) Posting Deliveries/Status updates

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Steps in Execution

6. Service & Training Linesa) Planning/Scheduling

b) Execution (Financial & Documentation)

c) Completion/Posting

7. Repair and Return (R&R)

8. Reviews: IPR/PMR, CMR/SAR & FMR

9. Closure

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Steps in Execution

CASE EXECUTION FLOW CHART

SAMD008

SAMD Receives implementation &

Reqs

COMPLEX?

Reqs Loaded in LMPRequest OA

via 3507*

Receive & Load PRs(SACMIS)

VerifyCoolest

Checklist

FRAB reviewIf required

Contract Award.Mod case / contract

Monitor Deliveries & Services

Post Shipments &Completion of services

HOST Acq Strategy Meeting

*RM, FDO, Legal, PM, etc…

Attend IPR, PMR, CMR, SAR as necessary. Initiate closure

LOA Execution Process Flow – Decentralized WSMs

SIMPLE?

Delays?No

Yes

Clear YYblocks

•Coord w/Spt WSM•Staff Memo in lieu*•Or staff J&A•Initiate FRAB>$2M•Task PA for COOLEST

10

Load sales Orders

george.bass

this is a draft. slide needs to be developed that depicts the appropriate common steps within the case execution cycle.

Roles In Execution

Case Manager (CM) – The CM is the country/Combatant Command focus and single face to USASAC and external communications on FMS programs. The CM is responsible for overall management and execution of the FMS case. Responsibilities will include: Lead on Country Management Reviews (CMRs)/Security Assistance Reviews (SARs) and Financial Management Reviews (FMRs); POC for distribution of FMS requisitions; POC for distribution of Obligation Authority documents (3507s); distributes Blanket Order (BO) and CLSSA queries to Logistics Manager; distributes supply discrepancy reports; coordinates with DRS and Tobyhanna Army Depot on non-OEM Repair and Return Program.

Roles In Execution

Lead Weapon System Manager (LWSM) – The LWSM is the technical & acquisition focus within SAMD and the single face to the C4ISR community, industry and other equipment related proponent agencies. The LWSM is responsible for the execution of Major Weapon Systems Programs or assigned line items. Responsibilities will include: Analyze, assess and espond to all system related taskers; lead for In-Process Reviews (IPRs) and Program Management Reviews (PMRs); acquisition planning/acquisition strategies for assigned systems; life cycle management for nonstandard systems; maintenance of total package approach (TPA) for assigned systems; acceptance of obligation authority (3507); maintenance of MAN-P for assigned nonstandard items; management of OEM R&R program; coordination with Engineer in development and staffing of ARP.

Roles In Execution

Support Weapon System Manager (SWSM) – In addition to the responsibilities of a LWSM for his or her line items and/or assigned equipment, the Support WSM provides status to the Lead WSM at the requisition level for his/her equipment and correlates deliveries or staging of managed items with major weapon systems and end items.

Roles in Execution

Logistics Manager (LM) – Is responsible for supply status within SAMD. The LM is responsible for overall requisition management from implementation to closure (life cycle) of the LOA. The specific transaction codes and methods for confirming and changing supply status are covered in SAMD003B. Execution responsibilities will include: confirmation of MAN-P and cage code for nonstandard items; input of A05 exception data; creation of sales orders for hardware and service lines; supports the development and submission of OA package to DCSRM; creates, coordinates and tracks MIPR based acquisitions, assists with transportation and integration plans, document modifiers (quantity/estimated ship date changes, cancellations); supports CM and LWSM with line item status for CMR, SAR, FMR, IPR, and PMR; material release order reporting; obsolete item coordination.

Roles In Execution

Engineering/Technical Support – Is the overall lead for technical support, oversight and acquisition support for their area of expertise (i.e. communications, avionics, NV, etc.). Along with technical expertise in particular systems or equipment, the SAMD Engineer must also be cognizant of FMS unique policies, guidance and concerns such as: Missile Technology Regime Control (MTCR), FMS customer’s unique Concepts of Operation and/or Maintenance, FMS releasability issues, reviews and approves Total Package Approach requirements, and FMS acquisition policies.

WSM Division Chief will provide top level review of all LOAs and overall execution of line items or Major Programs. Division Chiefs will be responsible for: manpower funding oversight, assignment of WSM leads, travel assignments and approval, division workload management, performance management, supervision, as well as approval of IPR/PMR briefings .

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Roles In Execution

Operations Manager (OPNS MGR) – OPNS MGR serves as the quality control point for the Division. OPNS MGRs will assist with workload assessments and mission critical taskers as necessary. Responsibilities will include: review of LOA/e-pad submissions and outbound correspondence; analysis of log indicator reports; and review of briefings. Additional duties are as follows:

Roles In Execution

Roles In Execution

Program Assistant (PA) – PA’s provide critical support to Division Chiefs. Primary duties may include: coordinate and control Division suspenses, disseminate information as directed, Division level reports and correspondence prep, provide admin support (ATAAPS, DTS, etc.). Additional responsibilities will include

Business Management Office (BMO)

Is responsible for control and oversight of all

budgeting within SAMD. The BMO will assign MIPR

and Purchase Requisition numbers, approve DTS

orders, accept incoming MIPRs, provide OA

reports as requested, coordinate with RM on

issues.

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Systems used in Case Execution

• SACMIS– Track activity and status– Request MANP and Purchase Requisitions Numbers– Record line item status

• LMP– Process requisition status– Process obligation authority

• CISIL– Requisition status– Item delivery history

• DSAMS– Case information (history and remarks)– Required delivery date– Acquisition Objectives

• COOLEST– Development of Acquisition Requirements Package– Tracking of acquisition progress

Steps to OA1. Receive A05s from USASAC via email

2. Request ManP from SACMIS

3. Input Sales Orders in LMP (hardware only)

4. Email DSCRM for OA

5. Receive 3507 Form and complete

6. Alternative fundinga) Military Interdepartmental Purchase Requisitions

(MIPRS)

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INSERT A05

SACMIS ManP is now automated

• Once your case has been implemented, you must review the hardware line items and request a non-standard item code, called a ManP, in order to input requisitions in the LMP system.

• SACMIS will assign ManP number in accordance with guidance provided in your SACMIS Desk Guide.

SALES ORDERS

• In order to process obligation authority (OA), the funding necessary to procure hardware or services, a sales order must be input in the LMP system.

• Basic information needed for your sales order includes: the MANP, LOA line item, quantity, and unit cost.

• Once the sales order is created, you must clear any delivery blocks prior to requesting OA.

Requesting OA

Hi RM POC:

Attached please find the AO5's for subject FMS case, Bandaria XXX. The sales orders for the lines have been entered into LMP. Request that OA be established.

V/r,

Mr./Ms Weapon System Mgr/Log Mgr

Completing a 3507 PMN 1 OF B10QC1G974D RUN DATE 05/05/2009 CUSTOMER ORDER CLASSIFICATION/PROCESSING FORM - PA MAJOR ITEMS PAGE 1 PART I COCP COCP # COCP SUS DT: 00/00/0000 CARD CYCLE: /27/ CUSTOMER ORDER: ACCEPTED REQUISITION-NR BNE045 9125 Y005 NSN ZZ9900FMSTRNG QTY: 00001 OR QTY ADJ: TYPE & NOMEN CONTRATOR OPERATOR TRAINING SUP-ADD (CASE/RCN): WEO SIG: FUND: FIA-CD: GP100 CSC: C00 IPD: BUDGET-PROJ: 5212 PROJ-CD: 000 RDD: LINE # 005 APA LINE VALUE: ADJUSTMENT: PREPARED BY: REVIEWED BY: REMARKS: PART II ITEM MANAGER COMPLETE AND RETURN NLT __________________ TO MMR( ) MME( ) MMG( ) FROM MMO _____________ ANALYST CODE ____________________ NAME ___________________________________ EXT _______________ ORDER CLASS SOURCE OF SUPPLY(CIRCLE ONE): RS(BUYBACK) DC(FMS PROC) (SDAF) (OVERHAUL) MR(NONEXCESS) (EXCESS CONDITION CODE ______) SSN: BLIN: REQUIRED TOTAL: $ ____________________ REQUIRED HARDWARE: $ ____________________ IF END ITEMS ARE FRAGMENTED BY COMPONENT LIST ALL COMPONENTS INCLUDING STOCK FUND REIMBURSEMENTS AND PA SECONDARY RQMTS. (USE REVERSE SIDE, IF NECESSARY). COMPONENT/END ITEM QTY $ VALUE SOURCE OF SUPPLY FOR COMPONENT DATE OBLIGATION PROCUREMENT DATA CLEARANCE (PDC) REQUEST ______ HAS/ ______ HAS NOT BEEN INITIATED FOR RP OR RS(BUYBACK) CLASSIFIED ORDER. PDC REQUEST CONTROL NUMBER IS ________ PART III ITEM MANAGER - COMPLETE - LR&D TAKE REQUIRED ACTION. INSTRUCTIONS FOR CODING AND PROCESSING THIS REQUISITION: A ( ) RELEASE FROM STOCK. ( ) EXECEPTION TO ROUTINE PROCESS AS FOLLOWS. B ( ) BACKORDER- SPECIFY: ( ) DIRECT DELIVERY OR ( ) REGULAR. EDD ___________________. C ( ) REJECTED. SPECIFY ADVICE/STATUS CODE FROM APPENDIX P CCSS0I 18-725-100 VOL 1 ___________________. IF CA GIVE EXACT REMARK TO GO ON REQUISITION BELOW. D ( ) PASS. PASS THE REQUISITION TO __________________. IF THIS IS ANOTHER MILITARY SERVICE, GIVE OFFICE SYMBOL AND/OR NAME OF PERSON WITH WHOM COORDINATION ACCOMPLISHED. E ( ) FREE ISSUE - A OR B MUST BE INDICATED. ___________________________ ______________________ ITEM MANAGER DATE SUPERVISOR DATE

DSCRM Sample E-Mail• WSM,

• OA IS AVAILABLE FOR THE FOLLOWINGS:

• REQUISITIONS JOAN PRON AMOUNT

• BAEZ2493289001 0RGYKM J50C02501G01 $10,923.00

• BAEZ2493289003 0RGYKN J50C02511G01 76,714.00

• BAED5493289002 0RGYKO J50C02521G01 7,944.00

• BAED5493289004 0RGYKP J50C02531G01 55,792.00

• RM POC• Management Accounting • Comm: 732-532-2475• Dsn: 992-2475 Fax: 732-532-2523• [email protected]

MIPR Processing

• Processing Outgoing MIPRs - Weapon Systems Manager creates and electronically submits a MIPR identifying the hardware/service required from the Receiving Activity, to the Business Management Office (BMO), CECOM. The MIPR must include the LOA Designator and Identifier, Line, Requisition #, JOAN #, and description of effort, as well as the duration of funding and expiration date if they are expiring type funds

MIPR Processing

• Processing Incoming MIPRs – MIPR is received by WSM or CM and forwarded to BMO for processing. MIPR will be accepted either direct cite or reimbursable and a JOAN will be established. The WSM will either forward a SAMD MIPR to outside activity or process a purchase requisition for supply action. Specific steps are discussed in SAMD009.

SAMPLE MIPR

Purchase Requisitions

• Once OA has been established you will need to create purchase requisitions in order to pass funding to the CECOM Contracting Center for award of requirements

• SAMD003, LMP Desk Guide provides specific instructions on developing PRs

• Once completed the PRs are posted in COOLEST as part of the Acquisition Requirements Package

Building your ARP

• Login into the COOLEST system• Load the Header Screen with the following

information for your requirement:– Contract No (if delivery order on existing contract)– General Description of Equipment– Type of Work (hardware and/or services)– Type of Funds (usually FMS)– Award Value (min/max)– Required Award Date– Urgency (if applicable)

Initiating a COOLEST Assignment

Building your ARP

• Identify items required to complete the ARP. The following are required for every ARP: LOA, Memo in Lieu or J&A, Purchase Requisitions, Customer LOR, RP 79 History Report from DSAMS, P&A, etc.)

• Additional documents may be required depending on the acquisition strategy selected or the complexity of the purchase

• Other common documents include:– Justification and Approval (J&A)

– Statement of Work or Performance Work Statement

– Statement of Urgency

ARP PREPARATION

HARDWARE LINE EXECUTION

• Our contracts are administered by the Defense Contract Management Agency (DCMA). DCMA will coordinate shipment of hardware lines and also may provide QA functions if required

• Some equipment requires that a transportation plan be initiated. This will be covered in week 5. A sample plan can be found on in SharePoint Handytools.


• If a problem occurs with a shipment (lost, destroyed, damaged, missing items, etc.), the FMS customer has up to a year to submit a SDR except for latent defect claims. See SAMD003A for more information.

• Some equipment requires that a transportation plan be initiated. This will be covered in week 5. A sample plan can be found on in SharePoint Handytools.


• Posting of shipments and completion of sercices should be done as soon as the contractor provides proof of performance. This is either a DD Form 250 or an invoice in the Wide Area Work Flow system.

• Instructions on how to post a shipment are provided in SAMD003B.

SERVICE LINE EXECUTION

• Managing services lines is a critical aspect of case execution and requires organization and planning.

• Services should be planned and scheduled to coincide with deliveries of your hardware materiel.

• You should monitor billing against services to insure that contractors are not exceeding burn rate or available funds.

• Upon completion of services a DD 250 should be provided and the service completion is posted in LMP which will then update to CISIL.

REPAIR AND RETURN

• See SAMD003 for specifics of managing a repair and return case.

• If repair is provided as a service on a case line by the equipment manufacturer it is typically handled like any other service line.

Security Assistance Policies

• SAMM: http://www.dsca.osd.mil/samm/• AR 12-1: http://www.army.mil/usapa/epubs/xml_pubs/r12_1/head.xml• AR 12-7: http://www.army.mil/usapa/epubs/xml_pubs/r12_7/head.xml• Financial Management Regulation:

http://www.defenselink.mil/comptroller/fmr/15/index.html• Defense Procurement and Acquisition Policy: http://www.acq.osd.mil/dpap/• ASAALT: https://www.alt.army.mil/portal/page/portal/oasaalt• Defense Logistics Agency: http://www.dla.mil/default.aspx• Deputy Chief of Staff for Logistics:

http://www.army.mil/info/organization/unitsandcommands/dcs/g-4/index.html/

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