MOCAS 101 M echanization O f C ontract A dministration S ervices

1. MOCAS101Mechanization Of ContractAdministration Services Notebook Five: Contract Closeout A Senior Functional Advisor Collaborative Workshop

2. AGENDA • Contractor Performance History - Production Responsibility • Requirement • Federal Acquisition Streamlining Act of 1994 (FASA) • Some UNKP10 Field Definitions • UNKP10 Examples • Notice of Last Action (NLA) Closing Actions - Contracts Responsibility • Administration • Types of NLAs

3. Contractor Performance History • DCMC Contractor Performance Tracking • Historical • Charter has not changed • Rooted in FAR “Responsible Contractor” requirement. • FASA • Best Value concept • Hidden cost of doing business with “poor performers” • Benefits of doing business with “good performers” • Past performance data collection.

4. Criteria for Completing the UNKP10 (Contractor Performance History Input) • Signifies all required line items under contract have been completed (physical completion). • Total on Order = Total Shipped • CLINs,SubCLINs, and ELINs not requiring a DD250 have been verified by the Production person and DCMA Notice of Completion initiated. • Final “Z” DD250 has been input.

5. At Production Master Menu, Select F for Contractor Performance History Input.UNKP10 Enter Action Code (A for add, C for correct, or D for Delete) Enter CAO Organization Code Enter CAGE Code (Optional) Enter PIIN (Contract number) Enter SPIIN (D.O. Number) if any. Press enter key Sign on in MOCAS At Facility Menu Select Application YCA1Revised Delivery Forecast At Contract Management Master Menu Select K Production Master Menu Contractor Performance History Input Enter required data - (see next chart for some field definitions).

6. Contractor Performance History Input (UNKP10) Definitions of Newer Fields CURRENT SCHEDULE - Number of delinquent aging line items caused by the contractor in accordance with the modified contractual schedule at time of the contractor history input. (These numbers are system generated but can be changed or added by the user.) CONTR-RESP-SCHED - Number of delinquent aging line items caused by the contractor in accordance with the original contractual schedules at time of the contractor history input. (These numbers are system generated but can be changed or added by the user.) (If schedules were modified by no fault of the contractor, the CONTR-RESP-SCHED would equal the CURRENT SCHEDULE.) ON-SCHEDULE-CURR-SCHED - The field that indicates ‘yes’ or ‘no’ whether the final shipment was on or before the current final delivery date. ON-SCHED-KR-RESP-SCHED - The field that indicates ‘yes’ or ‘no’ whether the final shipment was on or before the contractor final delivery date. (If FDD was modified by no fault of the contractor, the ON-SCHED-KR-RESP-SCHED would equal the ON-SCHEDULE-CURR-SCHED.) REASON FOR DELAY - A three position code. The first position indicates the responsibility for the delay, second and their position indicates the specific reason for delay. (A complete list of codes/definitions are in DLAM 8000.3 Part 1, Chapter 5.) Never use the ‘U’ unknown code.

7. PSCN, R-8, Whatever All line items were shipped ahead of schedule. (Thus, CURRENT SCHEDULE and CONTR-RESP-SCHED fields are blank.) Contract completion ahead of Final Delivery Date (FDD). (Thus, ON-SCHEDULE-CURR-SCHED and ON-SCHED-KR-RESP-SCHED fields have a ‘Y’ for yes.)

8. PSCN, R-8, Whatever - Continued One/more deliveries were shipped late (KR Caused). (Thus, there is data required in the Delinquent Line Items fields. System generated.) Contract shipped ahead of final delivery date (FDD). (Thus, ON-SCHEDULE-CURR-SCHED and ON-SCHED-KR-RESP-SCHED fields have a ‘Y’ for yes.) No modifications to extend delivery schedules.

9. PSCN, R-8, Whatever - Continued One/more deliveries were shipped late (KR Caused). (Thus, there is data required in the Delinquent Line Items fields. System generated.) Contract completed after FDD. No modifications to extend delivery schedules or FDD. (Thus, ON-SCHEDULE-CURR-SCHED and ON-SCHED-KR-RESP-SCHED fields have an ‘N’ for No. Curr info = KR info.)

10. PSCN, R-8, Whatever - Continued One/more deliveries were shipped late (KR Caused). (Thus, there is data required in the CONTR-RESP-SCHED fields. System generated.) The shipments were made before the modified schedule but after the original schedule. Thus, no data under CURRENT SCHEDULE. Contract completed ahead of FDD. Modifications extended delivery schedules but not FDD. (ON-SCHEDULE-CURR-SCHED and ON-SCHED-KR-RESP-SCHED fields have a ‘Y’ for Yes.)

11. PSCN, R-8, Whatever - Continued One or more deliveries were shipped late (government Caused.) (Thus, no data is required under ‘Delinquent Line Items’ since government Caused. If the system generates numbers under delinquent line items, user must delete those numbers. Use “G” for first letter of reason for delay code.) Always answer “yes” to the questions ON-SCHEDULE-CURR-SCHED and ON-SCHED-KR-RESP-SCHED when the delay is Government caused.

12. PSCN, R-8, Whatever - Continued One or more deliveries were shipped late (KR Caused). Modification extended schedules and FDD. Contract completed after modified FDD. (Thus “N” for On-Schedule-Curr-Sched.) Since contract after the modified FDD, we know it also was after the original FDD, thus “N” for On-Sched-Kr-Resp-Sched. Make sure the LONGEST DELY and REASON FOR DELAY fields are completed.

13. PSCN, R-8, Whatever - Continued When the following actions are applicable, input a ‘Y’ for Yes in these fields (in addition to the normal input). CANCELLED TRANSFERRED OUT TERM FOR CONVENIENCE TERMINATED FOR DEFAULT Note: System requires user to input data in the fields ‘On-Schedule-Curr-Sched’ and ‘On-Sched-Kr-Resp-Sched’. PROD001 = will be input when any data item is shipped by letter after the hardware is shipped. The PROD001will be input as ‘Y’ for yes and the shipment number should be annotated in the remarks for the history input.

14. NLA (Notice of Last Action) CLOSING ACTIONS

15. NLA CLOSING ACTIONS (UYCJ03) • NLAs Should be Filed in Official Contract File • Utilized by ACO/CA for Final Closeout Action • Final Pay NLAs Batch Processed Through MOCAS for Movement of Contract to Section 5

16. TYPES OF NLAs • WAIT PHY COMP • Final Payment Processed but Contract Still in Section 1 • For ACO Information Only • FINAL PAY • Final Payment/Acceptance Processed • ACO Uses to Certify all Administrative Closing Actions Completed • Not Automatically Provided for ODO, No-Cost, or Cost Type Contracts • ACO Processes for Contract Closeout

17. TYPES OF NLAs (cont) • PAYMENT ALERT • Overage for Closeout in 21 Days and Final Payment not Made • ACO Maintain Potential Overage Suspense • Coordinate with DFAS as Needed • 21 DAY ALERT OVG • Final Payment Made • Overage for Closeout in 21 Days • ACO Review for Closeout • Update R2 Remark in MOCAS if Contract will go Overage for Closeout

18. TYPES OF NLAs (cont) • OVERAGE FOR PAY (X in Overage Position) • Contract Overage and Final Payment not Made • Follow-up Generated every 7 Days until Payment Made or R2 Remark Updated • ACO Assist DFAS in Obtaining Required Documentation for Final Payment • CONTRACT OVERAGE (X in Overage Position) • Contract Overage and Final Payment Made • Follow-up Generated every 7 Days until Final NLA Issued or R2 Remark Updated • ACO Review for Closeout

19. TYPES OF NLAs (cont) • 21 DAY ALERT ECD (X in Overage Position) • Contract Overage for Closeout and 21 Days Until Current Estimated Completion Date Reached • Follow-up Generated every 7 Days until Final NLA Processed or R2 Remark Updated • ACO Review for Closeout

20. For More Information, See The Other MOCAS 101 Modules • MOCAS Overview (Module One) • Abstract Reviews(Module Two) • Corrections/Unvalidated Transaction List/Weapon Systems Codes (Module Three) • Inquiries and Reports (Module Four) • Support Contract Input & Maintenance(Module Six) • YINV Invoice Inquiries(Module Seven)