Enable the development of a high quality, high performing and mission capable Defense Acquisition Workforce

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2 Our Shared Goal to place high priority students in the right training, at the right time and in the right location. To achieve our goal, it is imperative that we promote open communications and increase collaboration with all stakeholders. 4 th Estate DACM Vision Enable the development of a high quality, high performing and mission capable Defense Acquisition Workforce Mission Collaborate, support and motivate the DoD Components outside the Military Departments to advance the Defense Acquisition Workforce Education, Training and Career Development Program and Human Capital Initiatives Guiding Principles Enhance communications Partner with DAU and 4 th Estate Agencies Expand DACM team value and capabilities Leverage and enhance enterprise capabilities Optimize student travel dollars Increase efficiencies through process standardization As a Team, We Have the Ability to Maximize Training Opportunities and Optimize Travel Funds, by Increasing efficiencies Promoting innovative practices Fostering open communications Making prudent business decisions Adhering to shared policies and guidance

3 Record of Changes Cover Date Revision Date Change Description September 2011 Initial version of the guide. January 2017 _ Version 2.0 March 2017 March Revised to include Prerequisite Policy Updates, Continuous Learning Policy Addition, Updated Travel Procedures and New Format. 3

4 Table of Contents 1. Introduction Purpose... Error! Bookmark not defined. 1.2 Useful Career Management Information Not Covered In This Guide. Error! Bookmark not defined. 2. Registration for DAU Training DATMS/ACQTAS for Student Registration Meeting Course Prerequisites Registration of Employees outside of the 4 th Estate DATMS/ACQTAS User Support Canceling Defense Acquisition University (DAU) Training and the 4th Estate No Show Policy Walk in Policy DATMS Career Management Functions... Error! Bookmark not defined. 3. Civilian Student Travel Policy Introduction Applicability Responsibilities and Procedures... Error! Bookmark not defined. 3.4 Use of Centralized Funding to Attend DAU Training Other Travel Policies Temporary Duty Local Vicinity Cost Effective Location Policy Government Lodging DAU Course Quota Management Open Seating and Course CAPs Assigned Quota Allocations Wait List Functionality Out of Cycle Onsite Training Requests Substitution of Non Priority 1 and Priority 2 Students Equivalency and Fulfillment... Error! Bookmark not defined. 5.1 Equivalency Procedures Fulfillment Procedures Continuous Learning Points References Appendix A CON 360 Prerequisite Exceptions Table of Contents 4

5 1. Introduction This guide provides policies and procedures for career management of the Defense Acquisition Workforce within the 4 th Estate community. This community is comprised of the Civilian workforce members employed by the DoD Agencies/Components outside the Military Departments (hereinafter, the "Defense Agencies" or the "Agencies"). This guide includes centralized processes and procedures to effectively manage the Defense Acquisition Workforce career management functions across the 4 th Estate Community. Our priorities are to increase standardization, leverage resources and optimize acquisition workforce career development opportunities. This guide also describes the role of the Defense Acquisition Talent Management System (DATMS) and other career management responsibilities and functions including certification, tracking continuous learning points, requesting Defense Acquisition Corps membership, and career development. DATMS also links to a predecessor system used to register for DAU training called the Acquisition Training Application System (ACQTAS). Management of Defense Acquisition University (DAU) training quotas and travel funding to attend required training courses must be closely monitored to maximize training and travel dollars. Components are encouraged to develop internal processes and procedures that compliment and promote adherence to the 4 th Estate DACM Operating Guide for effective implementation. Tracking of organizational progress in relation to key metrics shall be maintained by each Component and made available to 4 th Estate DACM representatives as deemed necessary. Senior Leaders within the Department often times request information with short suspense dates in preparation for making Department wide decisions, Congressional inquiries and SECDEF metrics reporting. As a result maintaining data readiness is imperative. 5

6 2. Quick Reference Guide for the Acquisition Workforce As a member of the Defense Acquisition Workforce, i.e., an employee assigned to an acquisition designated position, you are responsible for meeting the DAWIA requirements of your position and maintaining currency in your career field. Your supervisor is responsible for creating an environment that provides opportunities for you to develop and reach your full potential. This includes playing an active role in assisting and advising you on career development decisions, ensuring your education, training, and experience needs are included in your Individual Development Plan, providing for adequate time to pursue career development activities, and encouraging cross functional training and assignments. Basic tips for managing your acquisition career are covered below. 1. Review Your Position. For civilians, acquisition position information is found in your Position Description (PD). For military, acquisition position information is identified in your orders. Questions should be directed to your supervisor. 2. Know Your Career Field and Certification Level. Every acquisition position in the 4th Estate must have a position category/career field and level specified. These two fields are the most essential for your knowledge, as they will drive your certification requirements, your development plan, your prioritization for DAU training, and your continuous learning requirements. For civilians, the acquisition position category/career field and certification level should be indicated on the Civilian Acquisition Assignment Coding Sheet attached to the Position Description (PD) and coded in the Defense Civilian Personnel Data System (DCPDS). 3. Review Your Certification Requirements. The acquisition career field and level identified for your position form the basis for determining your certification requirements (education, training, and experience). For most AWF members these requirements must be met within 24 months of assignment or a waiver extending that timeframe must be granted to remain in the position. AWF members assigned to Key Leadership Positions (KLPs) must be certified at time of assignment. Certification requirements are periodically updated and can be found in the Defense Acquisition University (DAU) icatalog. Review them with your supervisor to determine what education, training, and experience you need. 4. Create an Individual Development Plan (IDP). You are required to have an approved IDP. The IDP is a planning tool that allows you and your supervisor to identify and track your career objectives, including education, training or special experience needed to meet the certification requirements of your position. You and your supervisor should ensure that your IDP is kept up to date. 5. Apply for DAU Training. To apply for DAU training, log onto DATMS, select Manage Career/Training/Search for DAU Training. Alternative methods for meeting DAU training requirements may be accomplished through completing DAU certified equivalent courses or applying for course fulfillment. 6. Apply for Certification. Once you meet training, education, and experience requirements, you may apply for certification by logging onto DATMS/Manage Career/Certification/Manage 6

7 Certification Requests. After you ve achieved the certification required for your position, you are encouraged to pursue higher level certifications in your career field and certifications in other career fields. 7. Meet Continuous Learning (CL) Requirements. To maintain currency in acquisition and leadership skills, you are required to obtain 80 CL points every two years. Completion of certification training counts toward CL points, along with other acquisition related activities. Log onto DATMS, select Continuous Learning to request CL points. 8. Become a Member of the Acquisition Corps. If your career goals include acquisition management and leadership, Acquisition Corps membership is important because it is needed at the time of assignment to Critical Acquisition Positions and Key Leadership Positions. If you are a civilian, you may apply for Acquisition Corps membership when you are at the GS 13 (or equivalent) grade or higher and meet Acquisition Corps eligibility requirements. Log onto DATMS, select Manage Acquisition Corps Requests. 9. Know Where To Seek Assistance. Major acquisition commands have an established structure for DAWIA program execution. Employees should seek assistance from supervisors and DAWIA points of contact within the command before contacting other sources. DAWIA contact information is found on the 4 th Estate DACM website. Additionally, information can be found in DATMS on your DAWIA transcript. Questions regarding information in DATMS may be directed to the DATMS Support Team. The DATMS Support Team provides day to day operation and management of the DATMS system and function as a first line of support to the acquisition workforce for questions related to DATMS and DAWIA. 10. Resources. The 4 th Estate DACM website contains policy documents, operating guidelines, career management updates, education and training opportunities, the DACM Quarterly Newsletter, and more. The DATMS website is the 4th Estate s centralized system for managing your acquisition career. The personalized dashboard provides a snapshot of your progress in meeting acquisition position requirements. DATMS allows you to: View your DAWIA Transcript Apply for DAU Training and Travel Funding Apply for 4th Estate Sponsored Continuous Learning (CL) Events and request CL points Apply for Career Field Certification Apply for the Acquisition Corps 7

8 3. Registration for DAU Training 3.1 DATMS/ACQTAS for 4 th Estate Student Registration The Acquisition Training Applications System (ACQTAS) shall constitute the sole means by which 4 th Estate civilian Defense Acquisition Workforce members register for DAU training courses, track Continuous Learning Points (CLPs) and apply for certification online Meeting Course Prerequisites All students must meet course prerequisite requirements prior to course attendance. DAU, in conjunction with the Functional Leaders at OSD, has established course prerequisites and program core (acquisition career field certification) requirements for many training courses that must be met in order to register for a course. Students are required to meet course prerequisites and ensure they possess the capabilities acquired through previous training, education and/or experience to provide them with the knowledge, skills and abilities essential for successful participation in a higher level course. These prerequisites are listed in the DAU icatalog ( in the Course Information section. Prerequisites are met in one of the following ways: Prerequisite Course Completion: Completing the designated DAU course. Equivalency: Completing an approved equivalent course (acceptable equivalent courses are listed online in the DAU icatalog), The employee may complete a DAU certified equivalent course offered by an accredited academic institutions, other DoD schools, private sector course providers or professional organizations. A listing of approved equivalents is available at the DAU icatalog. Please note that there are some courses that have an approval period listed in the icatalog. Please review the date carefully to confirm the graduation took place within that timeframe. For detailed procedures on requesting equivalency, please see Section 5.1. Fulfillment: The Fulfillment Program provides Defense Acquisition workforce members the opportunity to complete DAU course prerequisites and program core (acquisition career field certification) requirements through means other than course attendance. This program permits the assessment of a workforce member s demonstrated competencies (capabilities acquired through previous training, education and/or experience) against the learning outcomes/objectives of select DAU courses. Information regarding fulfillment is available at the DAU icatalog. Workforce members desiring to fulfill DAU courses must first meet the pre requisites for that course in accordance with above prior to applying for fulfillment. For detailed procedures on requesting equivalency, please see Section 5.2. Waiver: In certain circumstances the DACM office will consider waiving prerequisite requirements for courses up to the 300 level. In general, lower level courses should be taken for CL 8

9 credit, or broadening the knowledge base. Distance learning classes will not be waived; and waivers will only be considered for courses in the person s primary career field. Waivers will not be granted in pursuit of secondary or tertiary certifications. Waivers are an exception to policy and should only be submitted in exigent situations. Requests to waive prerequisite courses must be submitted to the 4 th Estate DACM Office. The waiver request must include a detailed justification, a current resume and supervisor approval. The DACM office will review the request and render a decision. DACM Approved Course Predecessors: The DACM office has made a few special exceptions to help individuals receive credit for previous coursework completed under previously approved curriculum with transitioning to taking current coursework that require new courses for prerequisites. These exceptions are listed below: Current Course Required Acceptable Prerequisite / Predecessor Course CON 280 / CON 290 (prerequisite courses for CON 360) ACQ 202 See Appendix A ACQ 201A ACQ 203 ACQ 201B Waiver approval is delegated to agency Component Acquisition Executives (CAEs) for situations where a workforce member is certified at Level III in his/her career field and desires to take a lower level course. In this situation, any course that is currently required for contracting certification can be waived to allow the Level III certified workforce member to take the lower level training (e.g. CON 243 requires CON 216 as a prerequisite, but this would not apply to workforce members certified at Level III in Contracting) Prerequisite Checks During Registration Process During the registration process, DATMS/ACQTAS will remind the applicant of the prerequisite requirement. If these requirements will not be met prior to course attendance the employee should not submit their application. If these requirements will be met prior to the course start date, then the applicant can still submit their application, but should include comments in the application if any of those requirements are not reflected on their DAU transcript. Students approved to take a follow on resident class without successful completion of the online prerequisite course, must successfully complete the prerequisite course at 9

10 least 30 calendar days prior to the scheduled resident course. Failure to complete the prerequisite course will result in their removal from the follow on training Registration Reason Code: Component Quota Managers must ensure that prerequisites are met prior to course attendance. DATMS/ACQTAS will automatically run a prerequisite check at the time of approval. If prerequisites are not met, then the Quota Manager can disapprove the application or select from the following reason codes: Reason Code Equivalent Fulfillment Pending Definition Student completed an approved equivalent course(s). Student fulfilled the course(s) via the Fulfillment Program. Individuals may have an application approved for a course based on the classroom and online/web based course prerequisites being pending completion. To meet this condition the individual must have a solid reservation in any of the classroom or online/web based course prerequisites, they do not have to have a graduation. Individuals may not attend the course until all prerequisites have been graduated. Waiver Component is requesting to postpone the need for the student to complete the prerequisite course(s). This request will be sent to the 4 th Estate DACM Office and the DACM will review the request and make a decision. Waiving the prerequisite course does not remove the requirement for the student to successfully complete the course for certification. It only removes it as a prerequisite for course attendance. Note: If the workforce member is already certified at Level III in the career field, lower level prerequisites may be waived by the Component without DACM approval as described in the waiver section above Failed Prerequisites Individuals may not attend a course if they ve failed a prerequisite. All prerequisites must be graduated prior to attending the next course. If an individual does not have time to retake a failed prerequisite, the agency must find a suitable replacement to take the individual s seat. 10

11 3.2 Registration of Employees outside of the 4 th Estate Allocated quotas, student travel and per diem in DATMS/ACQTAS shall not be used to train Military members or contractors assigned to DoD Components. Military members are required to coordinate with their local organization s acquisition training officials and with the appropriate point of contact at the member's Military Department to obtain training quotas and travel funding. Links to DAU course registration systems and career management POCs for military members, contractors and federal employees can be found on the Apply for a Course page on the DAU website. 3.3 DATMS/ACQTAS User Support A variety of useful resources are available on the left hand side of the screen once a user is logged in to DATMS or ACQTAS including Frequently Asked Questions, Tutorials, and User Guides. 4 th Estate Defense Acquisition Workforce members may also contact the DATMS/ACQTAS Help Desk by or phone for assistance with any functions within the DATMS/ACQTAS. DATMS Help Desk (703) Hours of Operation: Eastern Standard Time DATMSHelp@asmr.com All inquiries sent to the Help Desk will be answered within one business day. Issues that require elevation, or that are complex in nature, may require more time. In these instances a response will be sent to the individual with the inquiry letting them know that their question was received, and provide an approximate resolution time. 3.4 Canceling Defense Acquisition University (DAU) Training and the 4th Estate No Show Policy With increased training requirements and limited training funds, it is imperative that students properly attend the DAU training that they have registered for. Failure to attend training or to cancel a reservation in a timely manner is costly and generally results in a seat not being filled and a lost training opportunity for another student. The following procedures must be followed to maximize training opportunities across the 4 th Estate Community: 11

12 Cancellations If a student is unable to attend a DAU class for which they have a reservation, they must submit a cancellation request using the DATMS/ACQTAS system at least 10 working days prior to the reservation cutoff date. This is the minimum time required to cancel a training registration and identify and register a potential substitute. NOTE: Cancellations made after the 10 day requirement, will be documented, reviewed and appropriate action taken. No Shows No Shows are recorded if a student has a reservation in a class, is unable to attend the training and does not cancel the registration within the 10 day cancellation requirement. A notification is sent to the student and supervisor requesting a justification for No Shows. Justifications must be received within 14 days of the notification. Only under extenuating circumstances will a No Show justification be approved. A list of No Shows is provided to the 4 th Estate DACM Office and training officials on a monthly basis. NOTE: No Shows will be denied registration in future offerings of the course for a period of 180 days. 3.5 Walk in Policy Students are encouraged to try to attend DAU training on a walk in basis if the class is local to them. Walk in students (those students not on the class roster) will be required to provide documentation citing successful completion of prerequisite DAU course(s). Walk in students who do not provide documentation will not be admitted to the course unless the supporting DAU Region, or the DACM office can verify prerequisite completions through a systems check. Waitlisted students are given priority in attending courses as a walk in over students that are not on the waitlist. Workforce members shall not travel to attend courses as a walk in basis o DAU walk in policy gives preference to local students o Centralized DAU travel funding will not be provided to workforce members who attend courses as walk ins 12

13 4. Civilian Student Travel Policy 4.1 Introduction Funding of official travel, whether local or temporary duty, is one of the major cost categories in the 4th Estate DACM budget for which there is some discretion on how funds are spent. The visibility and potential for abuse of travel funds mandates close scrutiny of all travel requests. Management is responsible for ensuring that all travel is justified in terms of costs, priorities, and their contribution to mission requirements. A goal of this instruction is to find a smart balance between the burden on the traveler and being mindful that the preeminent purpose of travel is to fulfill the agency s mission. 4.2 Applicability This policy applies to 4th Estate Defense Acquisition Workforce members that travel to attend DAU training and used the DATMS/ACQTAS for course registration. 4.3 Use of Centralized Funding to Attend DAU Training DAU centralized travel funding is available for allowable costs associated with attending DAU Training under the following criteria: All travel will be conducted in accordance with the provisions of the DoD Joint Travel Regulations and DACM Directives. Nothing in this Operating Guide will be construed as negating or superseding higher level policies. All travelers are expected to exercise the same care as would a prudent person traveling on personal business. Excess costs, circuitous routes, unnecessary delays in route, or luxury accommodations not required for the performance of the mission are not considered prudent use of government funds. When arranging travel, workforce members should ask themselves: If I were paying for this myself, is this what I would do? Additional expenses incurred to satisfy personal preferences or convenience will not be reimbursed. The student attending the training is approved as a Priority 1 or 2. Training Priority Priority 1 Priority 2 Definition Training required to achieve position certification requirements Requested for certification at a level higher than required by current position certification requirements 13

14 Priority 3 Priority 4 Priority 9 Cross certification in another career field, other than the primary position requirement Training requested by non Defense Acquisition Workforce members Federal civilian agencies, industry, walk ins Reducing Travel Costs Agencies are encouraged to reduce travel costs whenever possible, in an effort to be financially responsible with Government dollars. Travel cost savings include, but are not limited to: POV usage GOV usage and sharing Rental car sharing BOQ lodging Individuals who must travel from overseas should attend training located on the coast line that are closest to them in an effort to reduce travel time. Individuals traveling across the Pacific Ocean are encouraged to attend training in San Diego, taking advantage of the BOQ. NOTE: To expedite end of year budget closeout, all travel orders for the current fiscal year must be processed no later August 31 st of each fiscal year. 4.4 Other Travel Policies All travel orders must be prepared in accordance with the Joint Travel Regulations (JTR). Three specific policies that pertain to DAU travel funding include: Temporary Duty Temporary duty (TDY) travel is official travel away from the permanent duty station (PDS) for a period of time (JTR). Travel orders are issued for TDY Local Vicinity DAU Training Centralized funds are not used for local travel costs associated with attending DAU training. Employees must request this funding through their agency. The 14

15 local area has been defined by the DACM to include all the surrounding suburban areas and communities within a 50 mile radius of duty station. Local Travel and 4th Estate Sponsored Training Training that is offered by the 4th Estate DACM, as indicated by school code 501H, is funded 100% for all Acquisition Workforce Members no matter the travel vicinity. Agencies are to process all applications for school code 501H as a priority 1 with funding. The 4th Estate Travel manager will provide funding to local students and TDY students alike Cost Effective Location Policy The Cost Effective Location (CEL) module in DATMS/ACQTAS is used throughout the Defense Acquisition Workforce to maximize student throughput by saving TDY costs. This model works by projecting travel costs based on information in the student profile and other systems to suggest training opportunities with the lowest travel costs. At the time of registration, the system will suggest training at the location(s) with the lowest associated travel costs. If students select any of the cost effective locations recommended by the system, the student s application goes through the normal approval process. If a non cost effective location is selected, then the student is required to submit justification for taking the training at the alternate location. In instances where the additional cost of travel is less than $250 over the CEL cost, quota managers are authorized to review the justification, and if appropriate, approve the application as a reservation. In instances where the additional cost exceeds $250, travel managers have two options: o Approve the application using agency funding for an immediate reservation, or o Approve the application using DAU funding, which requires an additional approval by the 4th Estate Travel Technician before a reservation is made. Priority 2 and 3 Non Cost Effective Location Policy Individuals who are taking a course as a priority 2 or 3 should only attend cost effective locations. In the event they apply for a non cost effective location, an explanation for why the individual cannot wait until they are a priority 1 is required. In short, the agency must provide reason for sending individuals to non cost effective locations for training that is not a current requirement. 15

16 4.4.4 Justification for Non Cost Effective Locations The 4 th Estate Travel manager can only approve individuals to attend non cost effective locations if sufficient justification is provided by the agency. Individuals must meet all prerequisites to be considered for a non cost effective location. Below are some example of reasons why an individual may need to attend a more expensive location that what the system identifies as a CEL. CEL Scenario 1: Individual requires this course by a specific certification deadline date. This justification refers to individuals who have DAWIA Certification deadline dates that are quickly approaching. In this instance the deadline date is required to be able to cross check less expensive location options that will allow the individual to meet their deadline. Comment Examples This employee is required to complete Contracting level I by 08/31/2017 and this the least expensive class available that will allow the individual to meet this deadline. Employee requires PM level III by September 31, 2017 and this course is a prerequisite to the last course needed to meet his certification requirements. CEL Scenario 2: Individual is reducing the cost of a location This justification can be used if the employee is reducing the cost of a location in a noticeable way. The specific cost savings action must be listed in the justification remarks. Comment Examples Individual will co share a GOV with other CMO students in the class. Employee has family in area of training, no lodging will be required. The employee will be driving their POV and will lodge in the BOQ. BOQ reservation number is:1234a. CEL Scenario 3: Individual cannot attend any of the CEL class offerings This justification can be used if the individual cannot attend any of the classes offered at a CEL location. In this instance, the applied for location should be the next least expensive location and specific reasons must be provided for why none of the CEL classes can be attended. 16

17 Comment Examples CEL classes coincide with CMO audit dates, employee cannot be out of office on the following dates: 1/31/2017, 4/30/2017, 6/30/2017. Certification is due by 7/31/2017. Employee has pre booked family vacation during the month of July, when the only remaining CEL class is offered. This is the next available class in the order of cost. CEL Scenario 4: Individual is deploying This justification refers to individuals who require training prior to deployment. The deployment date is required. Comment Example: Individual requires this course for their deployment of 6/1/207. CEL Scenario 5: Individual is on multiple waits for CEL offerings This justification refers to courses that are extremely difficult to get into, but are required for the individual s current certification requirements. Multiple waits must be seen on their training record. Comment Examples Individual requires CON 270 for certification due this year, but the 4 th Estate has reached CAP this year. Individual has multiple waits for the CEL offerings, trying to get on as many waits as possible. This course is a prerequisite for a core requirement course, individual is on waitlists for all the CEL options. CEL Scenario 6: Individual applied for a CEL that is more than $250 above the cheapest CEL option This refers to the system check if the location is a CEL, but it s more expensive than the least expensive CEL. For example, Kettering is local/$0 and Huntsville is $400, the Huntsville location is identified as a CEL but the difference is more than $250. ACQTAS will make this a hold to review. Justification should include that this location is listed as a CEL, and include information on why the least expensive CEL cannot be attended. 17

18 Comment Examples: The employee cannot attend the CEL class due to approved leave, this option is also a CEL. This location is identified as a CEL and the class dates work best with the employee s home schedule Government Lodging To ensure prudent use of travel funds students are encouraged to maximize their use of government quarters when attending training. Students are not mandated to stay in the BOQ. However, in an attempt to control funds, it is in the government s best interest financially if the student chooses lodging at the BOQ. The travel manager is also responsible for lodging shared rental car students at the same location or within 10 miles of each other Rental Cars and Public Transportation (JTR, par B6) Per JTR, the Authorizing Officer may authorize the rental car use when it is the most cost effective or efficient way to complete the overall mission. The general policy is to minimize the size and number of rental cars consistent with maintaining a reasonable quality of life while on official travel. Personnel traveling to the same location will make every effort to arrange compatible travel and billeting arrangements in order to minimize number of rental cars. Agency travel managers should arrange for students to share rental cars to the maximum extent practicable. When two or more people are attending training from the same agency, then shared rental cars should be used with no more than three people per car. Travel to and from the TDY location may be accomplished with a rental car only if the travel requires the use of a rental car at the TDY location. If a rental car is used, the total cost of travel to and from the TDY station is still limited to the constructive cost of common carrier transportation and related per diem as determined in the JTR. When submitting travel orders for approval any personnel requesting a rental car for conveyance to and from the TDY location will submit a cost comparison showing a savings to the Government. The compact car size should be authorized unless a larger rental car is justified (JTR, par C1). 18

19 A rental car is authorized for students with medical profiles that justify the need. Medical profile must be dated within one year of the travel date. Rental cars are highly discouraged for attending DAU classes in San Diego, California. Several eating establishments are located within close proximity to the training installation and there are several hotels within walking distance if the BOQ is unavailable or the student chooses to stay at a hotel Personally Owned Conveyance (POC) TDY Travel (JTR, 4030 E) An employee may not be prohibited from using a POC on official travel. If an employee elects to use a POC instead of the authorized transportation mode (i.e. the mode deemed to be most advantageous to the government) the following conditions apply: Mileage reimbursement and per diem is limited to the constructive cost of common carrier transportation and related per diem as determined in the Joint Travel Regulation (JTR). When submitting travel orders for approval personnel that request traveling by POC must submit a Constructed Travel Cost Comparison Worksheet (CTW) showing a savings to the Government unless the location has already been pre approved by management as a more cost effective mode of travel The DACM office strongly supports and encourages carpooling when personnel travel by POC. Note: Never travel without approved travel orders. Your agency is responsible for funding any incurred travel expenses not approved in advance by a 4 th Estate DACM representative. 19

20 5. DAU Course Quota Management 5.1 Open Seating and Course CAPs Resident training courses taught at DAU Regional locations are generally managed through an open seating process. The majority of seats in these courses are assigned as open seats that are available for use by any Defense Acquisition Workforce member. The Defense Agencies (4th Estate) are given a total allocation called a course cap, which limits the number of reservations that they can make in each DAU Course. There is an open seating policy within the 4th Estate which allows agencies to make reservations against open seats as needed. Since quotas are not assigned by class number and location, it is the responsibility of each agency to prioritize students and make prudent, reasonable, and cost effective placement decisions while considering the calculations required by the Cost Effective Location (CEL) module as discussed in Chapter Assigned Quota Allocations In some instances, quotas in specific class offerings are allocated to the Defense Agencies. Typically, these quotas are in local (onsite) class offerings, pilot class offerings for new DAU courses, and web based classes that are not rolling admission classes. When quotas are allocated to the Defense Agencies, they are protected and can only be used by Defense Agency employees until the class start date is within 65 days of the start date. Quotas allocated to the Defense Agencies can be suballocated to a specific Defense Agency. Usually, quotas are suballocated in instances where agencies receive a local onsite offering, and the majority of quotas are suballocated to the hosting agency. When quotas are suballocated, they are protected and can only be used by one agency until the class comes within 75 days of the start date. At that time, all Defense Agencies can use the remaining suballocated quotas in the class. 5.3 Wait List Functionality When quota managers are unable to approve a student as a reservation in a class, students can usually be approved onto a waiting list. Students have a chance of receiving a reservation in a class offering once it comes within 75 days of the class start date. When waitlisted students receive a seat in a course, it is system generated and based on the waitlisted date. 5.4 Out of Cycle Onsite Training Requests To optimize training opportunities across the Department, out of cycle onsite training requests must be submitted to the DACM office accompanied with a "by name" listing of students identified 20

21 to attend subject training. This process ensures that the requesting Agency has appropriately identified a sufficient number of students to fill the onsite course offering. The DAU Scheduling Department collects all onsite requests from the DACM s and builds a Wish List. The Wish List of course requests are processed/scheduled based on instructor availability and receipt of training request. Hence, there is no guarantee that requested onsites will be added to the DAU training schedule. In the event that an out of cycle onsite training request is approved, the requesting agency will be notified immediately. 5.5 Substitution of Non Priority 1 and Priority 2 Students On a monthly basis, the 4 th Estate Quota Manager will provide Component quota managers with a listing of individuals who are scheduled in high demand classes that are currently in the system as Priority 3 or 4. This report will be sent out 60 days in advance, and will include students scheduled in 4th Estate s top 10 courses, courses with CAP MET, courses within 20% meeting the established 4 th Estate course CAP. Component Quota Managers will be asked to verify that the students in the report are accurately coded as Priority 3 or 4. If they are, then agencies will be given an opportunity to substitute a Priority 1 student into the course (a list of alternate P1s from your organization will be provided with the report for convenience). As always, if students are moved between offerings, the Component Quota Manager should ensure that students are attending training at a cost effective location. If the quota manager cannot fill the Priority 3 or 4 seats with another student then the 4 th Estate DACM Office reserves the right to find a substitute student with a higher priority level. If the students identified on the report are inaccurately identified as a Priority 3 or 4 students, then Quota Managers should respond within 72 business hours of receipt of the due to the high demand of these classes. In the response, the Quota Manager should provide justification for the recoding of the student. 21

22 6. Equivalency and Fulfillment The Alternate Means of Obtaining Course Credit page in the DAU icatalog provides a good overview of how the equivalency and fulfillment programs can be used by Defense Acquisition Workforce members to obtain credit for DAU training based on education, training and experience gained outside of DAU. The guidance below outlines procedures for 4th Estate workforce members (DoD Civilian employees that work for Defense Agencies or other Components outside of the Military Departments) to use to request credit through fulfillment or equivalency. 6.1 DAU Equivalent Course Completion Defense Acquisition University (DAU) recognizes training providers who offer courses that have been certified equivalent to DAU curriculum courses and can be used to meet the requirements of the Defense Acquisition Workforce Improvement Act (DAWIA). It is important to note that these courses must have been completed during the specified effective dates. The procedure to apply for credit for a DAU Equivalent course is as follows: 1. Upon graduation from a DAU course taught by an approved provider, forward a copy of your graduation certificate to your training supervisor for review. 2. Your Training Supervisor should then forward the graduation certificate to the Quota Manager for your agency (the person that gives final approval in the system to attend DAU training). 3. Your Quota Manager will verify that the graduation is acceptable according to the criteria found on 4. Upon verification, your Quota Manager must forward the graduation certificate via to the 4th Estate DACM Office for Review at DoDDACMQuotas@asmr.com. 5. The 4th Estate DACM reviewer will then enter your graduation into ATRRS as an equivalent graduation. This will update the DATMS/ACQTAS system and the graduation will then show up in your Training History. 6.2 Fulfillment Process and Requirements 22

23 The 4 th Estate DACM Office provides Acquisition, Technology and Logistics (AT&L) workforce members of the 4th Estate the opportunity to complete course prerequisites and functional training requirements by exercising the Fulfillment Program. This program permits the assessment of a workforce member s demonstrated competencies (capabilities acquired through previous training, education, and/or experience) against the learning outcomes/objectives of select DAU courses. Fulfillment is only available for workforce members serving in acquisition positions. In order to apply for fulfillment workforce members must: 1. Be certified at the level below (one level below) or equal to the level of the course for which fulfillment is desired 2. Have successfully completed all pre requisite requirements for the course for which fulfillment is desired. While fulfillment provides an option to obtain credit for coursework already mastered, the 4th Estate DACM feels there is great benefit to both the person and the organization and that fulfillment should only be used in exceptional circumstances. Before pursuing fulfillment, applicants should check with his/her agency career manager (i.e. local training coordinator and/or quota manager) for applicability. No Fulfillments for Online Courses: Online training should be completed, rather than fulfilled, to ensure that workforce members receive the most current training available at a low cost to the government. 23

24 Fulfillment Procedures: 1. Complete DD Form 2518, Fulfillment of Mandatory Training Requirement. You will also need to provide supporting documentation to your Agency s Training officials. This supporting documentation should include: a. A completed fulfillment guide for the course (this can be found on the DAU Blackboard). This will include a statement on how the employee has met each competency that is covered in the course they are trying to fulfill. To be approved for fulfillment, the employee should generally meet at least 80 percent of the competencies within the course fulfillment guide. b. Supporting documentation (e.g. resume, transcripts, certificates of completion) should be provided for any education, training, or experience that is referenced when completing the fulfillment guide in the previous step. c. If the course learning objective calls for the completion of work product, that work product must be completed and submitted as part of the fulfillment package. 2. Your Training Supervisor must review the paperwork and forward it to the Approving Official for your Agency. Generally this is the Certification POC. If necessary, your Training Supervisor can contact the DoD Quota Manager at DoDDACMQuotas@asmr.com, to determine who the current Approving Official is for your Agency. 3. The Approving Official for your Agency then reviews the fulfillment request. 4. Upon approval, the Approving Official sends an notification with an attached copy of DD Form 2518 and all supporting documentation to the 4th Estate DACM Reviewer, at DoDDACMFulfillment@doddacm.mil. 5. The 4th Estate DACM Reviewer will coordinate final approval of the fulfillment package and will document approved fulfillment packages in ATRRS. This will update the DATMS/ACQTAS system and the fulfillment will then be reflected in in your Training History as a graduation from the fulfilled DAU course. 6. Workforce members desiring to submit a fulfillment application for a DAU course must first meet all prerequisites for that course. Failure to do so will result in disapproval of the fulfillment request. FAI Certifications and Course Equivalency A FAC C Certification does not translate into a DAWIA Certification, however some of the courses taken to achieve this certification may be equivalent to DAU courses. If an individual has completed a DAU equivalent course, please submit the certificate to the DOD DACM Quota Manager to have the 24

25 record updated. Please note, the certificate must contain evidence that it was taken with an approved equivalent provider before the record can be updated. 25

26 7. Continuous Learning Points Defense Acquisition Workforce member is required to earn 80 Continuous Learning (CL) points every two years, with a goal of 40 CL points each year. CL points are awarded through a variety of events, including DAU training opportunities, local training events, conferences, rotational assignments, and other professional events. The 4th Estate is committed to helping Defense Acquisition Workforce members stay up to date in both their technical discipline and their acquisition professional development. To assist in that endeavor, the 4th Estate Director, Acquisition Career Management has developed a module in the DATMS system that permits online request and tracking of CL credits for members of the Defense Acquisition Workforce. 7.1 Points for Equivalencies Equivalency courses do not automatically accumulate continuous learning points. Students may request points for the course they completed, using the vendor s course title, but they are restricted to requesting the same number of points DAU offers for their course. For example, the completion of CON 090 through Management Concepts can have points requested, using the title, FAR Fundamentals, and for no more than 140 points. Using the DAU course number will generate an error in DATMS. Supervisors are responsible for approving only the point value offered by DAU, as published in their icatalog. 7.2 Points for Fulfillments Under no circumstances are continuous learning points to be requested for fulfillments. Continuous learning points are specifically provided for physical events that an individual attends that can be quantified. 7.3 Points for Pilot Courses DAU courses that are in a pilot phase do not have continuous learning points associated with them as they are still under development and the point value has not been determined. However, once the points value has been determined the individual may manually request points by using the word Pilot, in the event title in addition with the DAU course title. Using the DAU course number will generate an error in DATMS. In the comments section the individual must indicate that the event is a DAU pilot course that did not have points awarded at the time it was completed. 7.4 Training for Continuous Learning Points Only 26

27 The DACM has approved for individuals to take courses for continuous learning points only. In this event the prerequisites for the course may be waived by the agency, however the following guidelines must be followed: Individuals must include in the application comments the following statement: This course is for continuous learning points only. Applications are to be approved as a priority 3 Resident courses are to be local, TDY funding will not be authorized. 27

28 8. References AT&L Workforce Desk Guide c.pdf DAU icatalog Joint Travel Regulations (JTR) 2. Registration for DAU Training 7. References 28

29 Appendix A CON 360 Prerequisites Exceptions Changes in the Contracting Career Field curriculum included changes to prerequisite requirements for a number of classes, particularly those for CON 360. The table below outlines the new prerequisite requirements for effected Contracting Career Field courses. Course Prerequisites CON 360 CON 290 CON 280 CON 270 CON 170 CON 280, Source Selection and Acquisition of Service Contracts CON 290, Contract Administration and Negotiation Techniques in a Supply Environment ACQ 101, Fundamentals of Systems Acquisition Management CLC 051, Managing Government Property in the Possession of Contractors CLC 056, Analyzing Contract Costs CLC 057, Performance Based Payments and Value of Cash Flow CON 200, Business Decisions for Contracting CON 216, Legal Considerations in Contracting CON 270, Intermediate Cost and Price Analysis HBS 428, Negotiating ACQ 101, Fundamentals of Systems Acquisition Management CLC 051, Managing Government Property in the Possession of Contractors CLC 056, Analyzing Contract Costs CLC 057, Performance Based Payments and Value of Cash Flow CON 200, Business Decisions for Contracting CON 216, Legal Considerations in Contracting CON 270, Intermediate Cost and Price Analysis HBS 428, Negotiating CLC 056, Analyzing Contract Costs CON 170, Fundamentals of Cost and Price Analysis CLC 057, Performance Based Payments and Value of Cash Flow CLC 058, Introduction to Contract Pricing CON 090, Federal Acquisition Regulation (FAR) Fundamentals (Only required if assigned to the Contracting Career Field) CON 127, Contract Management 29