Invoice, Receipt, Acceptance and Property Transfer (irapt)

Transcription

1 Invoice, Receipt, Acceptance and Property Transfer (irapt) Government Furnished Property (GFP) for Contractors Presented by: Carol A. Vigna (OUSD AT&L - DPAP PDI) carol.a.vigna.civ@mail.mil Carol Albany (supporting OUSD AT&L - DPAP PDI) CarolFAlbany@gmail.com Defense Procurement and Acquisition Policy (DPAP) 1

2 This information: Disclaimer ØShould not be construed as changing or modifying any statute, regulation, Department of Defense (DoD) policy or guidance, or any term(s) of any contract with the United States (US) Government or any Department or Agency of the US Government. 2

3 Training Topics Background Usage Benefits Policy and Guidance irapt System Architecture & GFP Data Flow irapt Basic System User Rules irapt Contractor GFP Workflows Questions and Wrap-up 3

4 Why is Knowing about irapt for GFP Important? irapt enables data exchange related to physical shipment and receipt of all GFP Electronic acknowledgement of physical receipt of all GFP items is a requirement of DFARS DoD expects to enhance GFP accountability using irapt irapt Provides GFP Visibility which Ø Supports overall property accountability Ø Provides visibility of timely GFP provisioning Ø Enables contract performance 4

5 Background (continued) WAWF E-Business Suite contains many different DoD web-based applications 5

6 Background ØOur Focus Today: irapt Invoicing, Receipt, Acceptance, and Property Transfer ØSpecifically, irapt roles and workflows in support of GFP reporting by contractors. 6

7 Today s Webinar Topics Background Usage Benefits Policy and Guidance irapt System Architecture & GFP Data Flow irapt Basic System User Rules irapt Contractor GFP Workflows Questions and Wrap-up 7

8 irapt Usage Benefits Enables contractors to meet their GFP reporting requirements Property Transfer Enables contractors to meet GFP reporting for repairs while concurrently invoicing for the repair service Reparable Receiving Report (RRR) Provides early notification of inbound GFP Provides assurance of receipt Provides data integration with Item Unique Identification (IUID) Registry and Component Accountable Property System of Record (APSR) 8

9 Today s Webinar Topics Background Usage Benefits Policy and Guidance irapt System Architecture & GFP Data Flow irapt Basic System User Rules irapt Contractor GFP Workflows Questions and Wrap-up 9

10 Policy and Guidance w Federal Acquisition Regulation (FAR)» Clause (April 2012) w Defense Federal Acquisition Regulation Supplement (DFARS)» Reporting of GFP to the DoD UID Registry» Compels Contractors to Report - Receipt of all GFP - Shipment, Transfer and Disposal of Serially Managed GFP w DFARS Appendix F requires use of RRR for returning repaired items 10

11 Policy and Guidance DFARS : GFP is either serially managed or not serially managed receipt is required for all GFP Serially managed - An item designated by DoD to be uniquely tracked, controlled, or managed in repair, maintenance, and/or supply systems by means of its serial number Serially managed GFP may or may not have been assigned a Unique Item Identifier (UII) prior to being provided to a contractor as GFP Serially managed items without a registered UII should be reported by the serial number 11

12 Today s Webinar Topics Background Usage Benefits Policy and Guidance irapt System Architecture & GFP Data Flow irapt Basic System User Rules irapt Contractor GFP Workflows Questions and Wrap-up 12

13 Requiring Systems IRAPT System Architecture & GFP Data Flow GFP List (attachment in fillable PDF - TBD GFP Attachment Contract Writing EDA Contract Deficiency Reports for missing GFP terms or data CDRs DLA DCMA GFP list as XML BI Reports of GFP Status IUID Registry Property loss or disposal PCARSS/ PLT DLA DCMA Operational irapt GFP Property Transfer Record of property transfer Component Accountable Property Systems DLA Note: DPAS Operational Incremental deployment GFP Receipt & Shipment Notice Property Transfer Shipment Notice Shipment Notice Industry DoD (Materiel Control Activities) DoD Supply System Receipt Distribution Standard System (reparable return) Future Capability DLA 13 DLA

14 Today s Webinar Topics Background Usage Benefits Policy and Guidance irapt System Architecture & GFP Data Flow irapt Basic System User Rules irapt Contractor GFP Workflows Questions and Wrap-up 14

15 IRAPT Basic System User Rules Users must acquire roles for their location code: Commercial and Government Entity (CAGE) or CAGE/Extension Contractor Department of Defense Activity Address Code (DoDAAC) Contractor GFP Roles: Ø Contractor Property Receiver - for property receipt document Ø Contractor Property Shipper - for property transfer (shipment) document For RRR, required irapt role is: Ø Vendor Self-register for these roles with existing WAWF account Toolbox Guide: 15

16 irapt Basic System User Rules Additionally, for document routing purposes: Government Property Receiver and Ship-To (optional) DoDAAC must be valid and active in irapt DoDAACs of Procuring Contracting Officer (PCO) and Administrative Contracting Office (ACO) must be valid at Defense Automatic Addressing System Center (DAASC) View-only roles are also available 16

17 Today s Webinar Topics Background Usage Benefits Policy and Guidance irapt System Architecture & GFP Data Flow irapt Basic System User Rules irapt Contractor GFP Workflows Questions and Wrap-up 17

18 irapt GFP Contractor Workflows Scenarios: 1. irapt Contractor Property Receipt - Shipment Notice Received from DoD 2. irapt Contractor Property Receipt NO Shipment Notice Received from DoD 3. irapt Contractor Property Transfers (shipment) to:» Another Contract» Another Contractor» DoD 4. irapt RRR Return of repaired items on service contract 18

19 Tutorial structure wfor each scenario» Data Flow Diagram» Scenario details» Screen shots of manual web entry 19

20 1. irapt Contractor Property Receipt Shipment Notice Received Contract w/gfp GFP From DoD to Contractor Contractor receives indicating an IRAPT property shipment document is available to receipt against Gov t Property Shipper Items being sent IRAPT entry irapt Inbound GFP notice Contractor Receiver Property Accountability Organization input can be manual web input or system electronic formatted message 20

21 Sample Shipment Notification 21

22 1. irapt Contractor Property Receipt Shipment Notice Received Contractor reports receipt of physical items, in response to a shipment notice (IUID Registry automatically updated to reflect Contractor custody) Gov t Property Shipper notice of items receipted irapt Report receipt Contractor Receiver Property Accountability IUID Registry Organization input can be manual web input or system electronic formatted message 22

23 1. irapt Contractor Property Receipt Shipment Notice Received Scenario: Government ships GFP to contractor for use during contract performance (government still owns, but contractor protects and maintains): Example: Contract #M C Tires Non-Serially managed 2 Trucks Serially managed Government retains ownership of GFP, but Contractor is responsible for protection and maintenance of GFP Contractor receives an ed shipment notification Contractor receives physical shipment of GFP items Contractor uses irapt to report receipt of all items: Via manual web entry (shown) or via batch data submissions, using either Secure Flat File Protocol (SFTP) or Global Exchange (GEX) X12 standards If batch submissions are needed, see SFTP/EDI Set-up Instructions on next slide 23

24 SFTP/EDI Set-up Instructions Overall instructions for getting started with WAWF-iRAPT can be found at: As discussed in Step #6, for testing data submission guides prior to production, contractors should contact Technical Support at the Vendor Customer Support Link: More detailed information, along with the actual SFTP/EDI guides, can be found at: Additional GFP resources are available at: 24

25 1. irapt Contractor Property Receipt Shipment Notice Received 25

26 1. irapt Contractor Property Receipt Shipment Notice Received 1. Select the Receipt Folder 2. Select the CAGE or Contractor DoDAAC of the Contract that authorizes the GFP 3. Select the Shipment Number of the Shipment document against which receipt is being reported 26

27 1. irapt Contractor Property Receipt Shipment Notice Received 4. Enter required (and optional) data. PCO and ACO DoDAACs are required (if not entered by shipper) 27

28 1. irapt Contractor Property Receipt Shipment Notice Received 5. Access Line Item tab and report quantity received of non-serially managed items 28

29 1. irapt Contractor Property Receipt Shipment Notice Received 6. Access UID/Serial No. tab to report receipt of Serially Managed items. If all items are being receipted, use the Receive All button. Example: One UID d item and one Serial Numbered item are shipped and receipted. Note: If the items are Serially Managed, the Contractor can add UII and SN if not entered on the shipment document 29

30 1. irapt Contractor Property Receipt Shipment Notice Received 7. Access Header tab, click Received at the bottom, enter date and click Signature 8. Enter your IRAPT password to complete the receipt reporting. 9. An will be automatically transmitted to the shipper to alert them that the shipment has been receipted and the IUID Registry will be updated to show items are in the Contractor s custody. 30

31 2. irapt Contractor Property Receipt NO Shipment Notice Received Scenario: Contractor physically receives GFP items to be used during performance of a contract Contractor has not received an ed shipment notification; no shipment document in receipt folder When items physically arrive, Contractor uses irapt to report receipt of all GFP items Government retains ownership of GFP, but Contractor is responsible for protection and maintenance of GFP 31

32 2. irapt Contractor Property Receipt NO Shipment Notice Received Data required to unilaterally report receipt: Ø Receiver (CAGE or Contractor DoDAAC) Ø Contract Number and Type Ø PCO and ACO DoDAACs Ø Item Number (just a sequential) Ø Product ID Use the Product Identifiers (IDs) from the GFP Attachment (National Stock Number (NSN), Part Number AND CAGE, or Model Number); additional product IDs can be added Ø Quantity, Unit of Measure (UoM), and Description Ø Serial Number or UII for items on the Serially Managed section of the GFP Attachment 32

33 2. irapt Contractor Property Receipt NO Shipment Notice Received Contractor unilaterally reports receipt of physical items (IUID Registry automatically updated to reflect Contractor custody) Gov t Property Shipper notice of items receipted irapt Report receipt Contractor Receiver Identify contract and item data Property Accountability IUID Registry Organization input can be manual web input or system electronic formatted message 33

34 2. irapt Contractor Property Receipt NO Shipment Notice Received 1. When there is no shipment document, the Contractor must create the Property Receipt document by selecting Create Document 2. Contractor selects the source of the property based on the physical item packaging or other information. 34

35 2. irapt Contractor Property Receipt NO Shipment Notice Received 3. Contractor enters required contract data (Contract Number and Type), then selects Property Receiver (This is you the CAGE or Contractor DoDAAC of Prime Contract that authorizes GFP) and clicks Next (Optionally, enter the physical Ship To, if different from the Receiver) 4. Enter PCO and ACO, click Next and see Header tab 5. Enter Shipment Number and Date (from physical information) 35

36 2. irapt Contractor Property Receipt NO Shipment Notice Received 6. Select Line Item Tab ( CLIN/SLIN ), enter info about the first item type being receipted. Required Data: Item Number (just a sequential), Product ID Use the Product IDs from the GFP Attachment (NSN, Part Number AND CAGE, or Model Number), Quantity, UoM, and Description 36

37 2. irapt Contractor Property Receipt No Shipment Notice Received 7. If the items are on the Serially Managed tab of the GFP Attachment, select the UID/Serial No. tab, and enter the UII or the SN. The number of UIIs and SNs must sum to the number of items being receipted for that line. If the item has a data matrix, scan the derived UII into the UII field. Enter Y to 2D and, if the item is Equipment - select property category E, if the item is Material, select property category M. Click Save UID. IRAPT requires any GFP UII to already exist in the Registry. If the UII hasn t been registered (or isn t intended to be a UID), IRAPT will throw an error. In that case, receipt using the item Serial Number. 37

38 2. irapt Contractor Property Receipt NO Shipment Notice Received Items listed on the Serially Managed Items section of the GFP Attachment that do not have a registered UID data matrix will be receipted by their Serial Number. (Exception: if you are the Original Enterprise Manufacture (OEM) and can guarantee that the Data Matrix is intended to be a UID, Register the item s UII as GFP in the IUID Registry before receipting as GFP). If these are Reparables (there is a contract for repairing the items) you can report the condition code of the items to satisfy the DFARS requirement. Remember to click Save!! Return to the CLIN/SLIN tab and click Save CLIN/SLIN at the bottom of the page 38

39 2. irapt Contractor Property Receipt NO Shipment Notice Received 8. Return to the Header tab, then sign and date the property receipt. 39

40 3. irapt Contractor Property Transfers Returning GFP from Contractor Receiver can be: DoD, Another Contractor, or Another Contract within the same CAGE Gov t Property Receiver notice of property shipment irapt Property Shipment entered in IRAPT Contractor Shipper Property Accountability Organization input can be manual web input or system electronic formatted message 40

41 3. irapt Contractor Property Transfers Recipient reports receipt in IRAPT Shipper receives notification of the receipt IUID Registry automatically updated to show new custodian Gov t Property Receiver Items received Against Property Shipment irapt notification of items receipted Contractor Shipper Property Accountability IUID Registry Organization input can be manual web input or system electronic formatted message 41

42 3. irapt Contractor Property Transfers IRAPT property transfers should be input for: Property Transfer to Another Contract (same CAGE) Property Transfer to Another Contractor (or different CAGE of same contractor) Contractor Property Transfer to DoD All are very similar and follow a common workflow. Only some of the initial data elements vary so scenarios have been aggregated for discussion Exceptions: Shipment is to a Subcontractor No entry GFP no longer needed - Plant Clearance Asset Reutilization Screening System (PCARSS) GFP damaged or lost - Property Loss Tool (PLT) 42

43 3. irapt Contractor Property Transfers 1. Select Property Transfer, Contractor Property Shipper, Create Document 2. Select recipient of shipment: DoD, another Contractor, or another contract-same CAGE Data required for Property Shipment to each recipient type Contractor to: Losing Contract Gaining Contract Shipper Receiver Receipt Required Contractor Yes Optional Yes Yes Yes DoD Yes No Yes Yes Yes Contract (same CAGE) Yes Yes Yes No No 43

44 3. irapt Contractor Property Transfers 3. Enter the Contract data, click Next 4. Enter PCO and ACO; click Next 5. Enter Shipment Number and Date 44

45 3. irapt Contractor Property Transfers Continue - Add Line Items and UIIs or Serial Numbers of items being shipped, just like on unilateral receipt. Note: If the items have been marked with UID while in contractor custody after receipt, the item must be converted from Non-UII to UII GFP in the Registry. This is a manual process on the IUID Registry web site. Note: If you assigned a virtual UII to GFP item when it was receipted, the item must be physically marked with an IUID data matrix prior to returning to DoD or shipping to another contractor. 45

46 4. irapt RRR Returning Reparable GFP to DoD via the IRAPT Reparables Receiving Report (RRR) Repair Services are Accepted for payment Repaired Items generate a spawned Property Shipment DoD Acceptor irapt RRR Contractor Recipient Property Accountability Organization input can be manual web input or system electronic formatted message 46

47 4. irapt RRR Reparables Receiving Report DoD Accepts the repair service Receipt is reported against spawned Shipment document Updates Registry Automatically DoD Acceptor Recipient IRAPT RRR Receipt notice Contractor Property Accountability IUID Registry Organization input can be manual web input or system electronic formatted message 47

48 4. irapt RRR The RRR is used to deliver items that have been repaired as a service back to the Government. The RRR allows the contractor to meet their GFP reporting requirement, while simultaneously submitting an invoice for the repair service The Contractor requires the role of Vendor for submitting RRRs. 48

49 4. irapt RRR 1. Select Create Document under Vendor tab 2. Select CAGE and enter Contract Number and Type 3. Enter Pay DoDAAC - If Contract found in EDA, data will pre-populate 49

50 4. irapt RRR 4. Select Reparables Receiving Report and indicate whether Inspection and Acceptance are Source, Destination, or Other, based on Contract terms 50

51 4. irapt RRR 5. Enter Required Data: Admin DoDAAC, Ship To Location Code, PCO, ACO, Shipment Number, and Date 51

52 4. irapt RRR 6. Enter line Item data and UID or SN of items being returned after repair Tip: The Item No. is a CLIN, so must be 4 characters 7. For each CLIN, select the UID/Ser No. tab and enter the UII or SN of the reparable item, and optionally enter the Condition Code Tip: The number of UIIs plus Serial Numbers must equal the quantity shipped 52

53 4. irapt RRR 8. Return to the Header tab (remember to select whether this is final shipment) and click the Submit button Submit 53

54 4. irapt RRR Note: Government Acceptor must accept the RRR AND Government Receiver must receipt the spawned Property Transfer before the custody will transfer back to Government in the IUID Registry. 54

55 Additional Information Resources GFP Policy Training, Tools and Resources 55

56 Training Certificates Please send your request to Katherine Phyfe: Please include the date of the webinar and if you want to be on the GFP Training distribution list. If you have access to Google Forms, please follow the link below to fill out a request: QLSeZnqUKKvoNRttNQ4jlwavP94Gima MrfzMqyPqej9niKh14Zw/viewform?c=0 &w=1 56

57 Questions and Wrap-up 57