PROCURE-TO-PAY. Government Furnished Property Attachment

Transcription

1 DEFENSE PROCUREMENT AND ACQUISITION POLICY PROCURE-TO-PAY TRAINING SYMPOSIUM Government Furnished Property Attachment Presented by: Carol Vigna, DPAP PDI May 30 June 1, 2017 Hyatt Regency Orlando FL 1

2 The GFP Attachment Formalizes the deal of what property will be provided to the contractor. Authorizes contractors to have custody of government property. Indicates which items are serially managed versus non-serially managed for contractor reporting under DFARS Required by PGI Directs creation and inclusion of GFP Attachment in DPAP format. 2

3 Attachment Architecture DoD Procurement Toolbox Download; Populate PDF OR User s Computer GFP Attachment incorporated into Contract Populate Excel; Convert to PDF Upload Award or Mod and GFP Attachment to EDA IUID Registry GFP Module EDA GFP Attachment data Automatically transmitted to IUID Registry 3

4 2 Attachment Creation Options Manual data Entry Few Items User GFP Attachment CWS = Contract Writing System User Many Items Excel Template Conversion Process GFP Attachment CWS 4

5 Downloading the PDF Attachment Remember 5

6 Complete the PDF Click Enable all Features Ignore the Submit Form! 6

7 Attachment Information Section (PDF) 7

8 Serially Managed Items (PDF) as defined in DFARS Remember: UoM and Use As-Is must be from dropdown menu c Legend: Required field Conditionally (Required) field Optional field Enter notes related to item, contract provisions, or other comments. Limited to 250 alphanumeric characters. 8

9 Non-serially Managed Items (PDF) All of the rules of serially manage apply No Serial Number or UII elements If an item is serially managed, but you don t know the SN/UII still include with the Serially Managed items Click ADD to add a row to that section Click Remove to delete a row 9

10 Requisitionable GFP (PDF) Must include at least one of: - NSN (13N) - Manufacturer CAGE (5AN) and Part # (50) Items in this section of the GFP Attachment may be requisitioned independently by the Contractor from the DoD supply system. By including the items here, the Contractor is notified DoD will pay for the items. This is not Contractor Furnished Material that is paid for by the contractor. 10

11 Validate and Save (PDF) When entry is complete, click Validate button on top right of Attachment Info Page. If errors exist, they will be identified. If not, no response. Save the PDF locally. The Adobe Reader message will be displayed. Click okay but DO NOT click submit. 11

12 Tips (Applicable to PDF and Excel) Do not reuse a Line Number Doesn t have to be sequential, but no duplicates Do not leave a row blank A blank row will be seen as end of data Serially managed items with unknown serial number/uii Include in serially managed items section Leave the SN or UII blank (do NOT enter N/A, UNK, etc) If you have created the PDF from Excel conversion Use validate before saving to identify errors Upload the Excel into EDA, as well, to have subsequent access to the source document If you enter a serial number, quantity must be 1; you need a row for each serial number Ensure that there are no links (URLs) in the data 12

13 More Tips (Applicable to PDF) If sections (serially managed, non-serially managed, or requisitionable) are blank, validate will erroneously identify that as an error; ignore Note: We are working on implementing a fix. 13

14 Most Common Errors Contract/Order Number on Attachment must match EDA Until EDA fix is in place, it may be necessary to put the F PIID Order in the contract number field Manufacturer CAGE and Part Number are a pair if you have one, you must have the other Some sort of Product Identifier is required if you don t have one put something meaningful in Model Number field The contractor will use this to execute the receipt 14

15 Download the Excel Template Remember: Only the Excel from the web site can be used to create the Attachment 15

16 Move to other tabs Populate the Excel Attachment File (R): Number of this file and Number of total files (e.g., 1 of 3 up to 999). Create a new file for every 3,500 rows of data. Attachment Date (R): Enter in format CCYY-MM-DD Do NOT change the format of the Excel Template 16

17 Serially Managed Items (Excel) Tips Create 3500 row/tab files (this will increase in the future) Cells that are conditional are highlighted red Note the Required and Conditional indicators on header row Pop up boxes provide formatting Use drop down boxes other data will fail Column Colors Data Entry Drop Down Date Field 17

18 Enter Serially Managed Items (Excel) c c c Legend: Required field Optional field Conditionally (Required) field Enter Serial Number (O) and/or UII (O) if known. If entered ensure that Qty =1 18

19 Enter Serially Managed Items (Excel) Use the drop down boxes to select Unit of Measure (R) and Use As-Is. Each cell has a pop up with format and conditional requirements. 19

20 Enter Non-serially managed items (Excel) Edits are the same as for Serially Managed items No Serial Number or UII field 20

21 Enter Requisitionable GFP (Excel) Must include NSN (13N) or Manufacturer CAGE (5AN) and Part Number (50) Items in this section of the GFP Attachment may be requisitioned independently by the Contractor from the DoD supply system. By including the items here, the Contractor is notified DoD will pay for the items. This is not Contractor Furnished Material that is paid for by the contractor. Save the completed Excel template to your local drive 21

22 Tips (Excel) Total of 3500 rows Can be all in one tab or spread across all 3 tabs To create sequential row numbers, enter formula of row above + 1 in the Line Number column and copy No duplicate Line Numbers No blank rows 22

23 Pasting Tips Paste the Value of your data from source spreadsheet. Copy normally, then right click on your mouse, select Paste Special and select 123 Ensure that the format of the data column does not get overridden Number Format: Item Number, NSN, Quantity, Unit Acquisition Cost, and Duration General Format: all other columns Ensure that pasting does not overwrite the dropdown values. Recommend you use the drop down and then copy it. If you receive an with the following error: Validation Error: Value '' is not facet-valid with respect to pattern, there are nonprintable characters in a blank cell. Select all blank cells of the identified column, right click, and select Clear Content 23

24 Navigate to the Conversion Tool (For Excel to PDF) 24

25 Conversion Process 1. Access the Procurement Toolbox GFP Conversion Tool 2. Browse to the saved GFP Excel Template 3. Enter your address 4. Click Convert GFP Attachment 5. Receive notice of processing upload and then that Attachment is being converted 6. Receive with URL to fetch PDF GFP Attachment 7. Click URL and download PDF 8. Save PDF to your computer 25

26 Conversion messages

27 Conversion Process Contracting Officer Select Completed Excel Attachment Receive with URL Fetch PDF Attachment and Save DoD Procurement Toolbox Upload to Conversion Process on Toolbox 27

28 Log In to EDA from WAWF The following screens illustrate the process for uploading the GFP Attachment manually. Some Contract Writing Systems do this automatically. 28

29 Navigate to the Contract or Mod 29

30 Navigate to the Contract or Mod Enter the Contract Number and click View Click Add under Attachments Browse to the GFP Attachment on your local storage. Click Upload File 30

31 Upload the GFP Attachment Confirm the contract info is correct and click Upload 31

32 Provide Attachment Info Select Government Furnished Equipment List Attachment Type this is VERY IMPORTANT!! 32

33 Confirm Attachment Confirm the Attachment and receive the confirmation from EDA. The Attachment will be automatically extracted and transmitted to the IUID Registry. 33

34 GFP Attachment Edits Edits Occur 1. Upon Excel upload 2. During Conversion 3. Validate PDF 4. During Translation 5. Entry into Registry Notifications Provided 1. Real time on Toolbox conversion screen 2. In message (instead of PDF link) 3. Real time on PDF 4. from Ron Hunt 5. from Ron Hunt 34

35 Sample for #4 and #5 35

36 View the Attachment Log on to WAWF and Select the IUID Registry. GFP Attachments (and transactional receipts and updates) are viewable in the Registry. 36

37 Navigate to the Query 37

38 Enter GFP Attachment Data Enter Contract Number AND Order (if an Order number was entered in the Attachment) Enter Product Identification data if seeking specific items 38

39 GFP Attachment Overview GFP Attachments created using the new process are Attachment Type Current ; GFP Attachments created using the old process are Attachment Type Legacy. 39

40 GFP Attachment Data Contract/Mod Effective Date, Contractor CAGE, and RPIN (for F Order contracts) extracted from EDA 40

41 View Attachment Line Data Sorted by File number; missing files noted. Ordered by Serially Managed, Non-serially Managed, Requisitioned items. 41

42 Need Assistance? Use Contact Us on the DoD Procurement Toolbox at: (goes to multiple people) Or, me: 42

43 DEFENSE PROCUREMENT AND ACQUISITION POLICY PROCURE PAY TRAINING TO SYMPOSIUM May 30 June 1, 2017 Hyatt Regency Orlando FL 43