Unfinanced Requirements (UFR) Justification and Template

Transcription

1 UFR: Identified needs of an agency, program office, etc. that failed to receive funding in the budget. 1 Purpose Provide background, resources, and a UFR justification template for users and organizations to obtain DCO II service upon the termination of legacy DCO service. This document is to inform individuals that may not be familiar with the concept of submitting a UFR and to help them prepare the UFR with relevant data. Intended Audience Organizational DCO lead DCO Stakeholder Organizational knowledge management and collaboration personnel A/S/G 6 personnel Training leads Organizations that leveraged legacy DCO service to accomplish their mission(s) 1. Background Seldom will an organization be fully resourced to cover all valid mission requirements. Commanders and leaders are responsible for ensuring that resources that are provided are applied in the most effective manner towards the highest priority mission requirements. An Unfinanced Requirement (UFR) is that portion of an activity s requirements that is not covered by available funding. The unit or activity can submit a UFR using the format shown below to request additional funding through their chain of command. A requirement that is not resourced could either be less important than any of the requirements already being funded, or it could be a requirement that has been met in the past from an external source that is no longer available. Unit X was meeting their virtual live training mission requirement with DCO for the past several years, but DISA s decision to discontinue DCO and not replace it with a matching capability now leaves the unit unable to fully meet this mission requirement. Subsequently the unit has two choices: a. Seek mission relief through their chain of command, either in total or a reduced mission. b. Submit a UFR to obtain required funding to replace their lost capability and resume meeting their mission requirements. Reference 1: 1

2 2. Submission Although UFRs may be submitted at any time, they are typically submitted upon receipt of the initial budget guidance, at mid year and in preparation for the end of the fiscal year. Organizations typically have a defined process for submitting UFRs. 3. Funding A commander will be the ultimate decision making authority based on their resource priorities. A decision to fund a UFR is often based on availability of funding and the relative priority of the UFR compared to other UFRs received. 4. UFR Format a. UFR TITLE b. PRIORITY (If submitting multiple UFRs) c. DROP DEAD DATE: This is the latest possible date that you can receive the funds and execute the requirement. Take into account any processing times or contracting cut off dates. The Drop Dead Date should be the last day on which the requirement can be accomplished/procured and still be used as intended. By attaching a Drop Dead Date of beyond than 30SEP on your requirement, you are limiting your opportunities for obtaining funds as year end funds become available. Training Exercise is scheduled for the week of 12AUG. Your Drop Dead Date could be 25JUL, giving enough time to purchase DCO II access, create persistent rooms for the exercise, and start consuming by 12AUG. Note: DCO II pricing on GSA as of 28MAY15 is $719 per named host per year. A named host can have up to 100 total concurrent users in their rooms. d. SUBMITTED BY: Unit or Activity submitting the UFR. e. POINT OF CONTACT: Name and Phone number of the individual that has thorough knowledge of the requirement, can speak for the submitting unit or activity, and is available. f. DESCRIPTION OF REQUIREMENT: Identify the what of the requirement in layman s terms. Don t assume the individual reading your request is familiar with the requirement; decision makers will not support what they don t understand. Include quantity and price per item and extended cost. Identify source (I.e. 2

3 contract, GSA schedule, etc.). Spell out any acronyms if used. Include all of the necessary supporting technical information. g. JUSTIFICATION: This is the most critical element of the UFR submission. You must prove exactly why the requirement is necessary and why it should be resourced. Typically your UFR will be competing with a number of other UFRs. Avoid emotional arguments and stick to facts and logic. Do not make unsubstantiated statements concerning the impacts if the UFR is not resourced. Be familiar with DISA s Defense Collaboration Services (DCS) so you can specify why this offering is not suitable to meet mission requirements. Include cost of change, re training, having to leverage many other tools to accomplish what one offering previously provided, etc. Anticipate these questions and answer them before being asked. To conduct the squadron weekly recurring training meeting, a virtual room with persistent content and a presenter only area is required to conduct the meetings to standard. Additionally many attendees on the flight line only have mobile devices to attend from, therefore the ability to present and attend from mobile devices is needed. h. IMPACT: Impact to the mission if the UFR is not funded (e.g., how training or the Readiness Rating is impacted, the number of classes that will have to be cancelled, number of students that will have training delayed, etc.) If not funded, the squadron will not be able to conduct the weekly recurring training meeting to standard. Remote attendees will not be able to see visuals, resulting in a lack of shared situational awareness. Flight line personnel will have to leave the flight line for the meeting, and training missions will have to be adjusted and reduced to compensate. 5. Example UFR TITLE: DCO II to Fulfill Virtual Training Mission 3

4 PRIORITY: 1 DROP DEAD DATE: 12JUL15 SUBMITTED BY: 52 nd IBCT (Army National Guard Unit) POINT OF CONTACT: CPT Watson, , michael.a.watson@mail.mil DESCRIPTION OF REQUIREMENT: Funding for 50 DCO II Named Hosts for FY16. Named Hosts can create, manage, and conduct DCO II Connect rooms/sessions with up to 100 participants. Fifty 52 nd IBCT personnel will be designated as named hosts to have this capability that used to be fulfilled by DISA provided DCO. Below is a cost and term breakdown: Item Description Units Cost/ unit DCO II Named Host Named hosts have the ability to create and manage rooms with up to 100 concurrent participants. Licenses can be acquired on GSA schedule. Extende Term d Cost 50 $719 $35,950 1 year JUSTIFICATION: To conduct the daily Battle Update Brief with subordinate units throughout the state, as well as the weekly training sessions with battalion staff. Additionally a cross platform, including mobile, tool is needed to communicate with police, first responders, and adjoining state national guard units in the event of emergencies. DCO II Connect service is required to replace the DCO capability that has been used to fulfill these requirements in the past. 20 Named Host licenses will be utilized by brigade headquarters personnel and the remaining 30 will be dispersed between subordinate battalions and company level units. 52nd IBCT automation/it personnel have tested DISA s follow on to DCO solution called Defense Collaboration Services (DCS) and have found it is not capable of persistent content from session to session, mobile hosting/attending, and many other capabilities required for the aforementioned missions. A full list of differences between DCO II & DCS is at: dco dcoii IMPACT: If not funded, information dissemination and shared situational awareness will suffer across 52 nd IBCT. Some tools can augment the loss but there will be a significant cost of re training and lost efficiency in using many tools instead of a single integrated toolset that the unit has been using for the past seven years. 4

5 The Readiness Rating for emergency/disaster missions will be adversely impacted in the area of communications until a suitable replacement is made. 7. Blank UFR UFR TITLE: PRIORITY: 5

6 DROP DEAD DATE: SUBMITTED BY: POINT OF CONTACT: DESCRIPTION OF REQUIREMENT: JUSTIFICATION: IMPACT: 6