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GFP Industry Group Meeting November 29-30, 2004 Possession Breakout

U NIQUE ID ENTIFICATION (UID). GFP Industry Group Meeting November 29-30, 2004 Possession Breakout. To Do’s – Discussion Items. Need to create new roles Who makes the acceptance decision to move ancillary property into the inventory (and how) Contracting Officer, Program Manager

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GFP Industry Group Meeting November 29-30, 2004 Possession Breakout

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  1. UNIQUEIDENTIFICATION (UID) GFP Industry Group MeetingNovember 29-30, 2004Possession Breakout

  2. To Do’s – Discussion Items • Need to create new roles • Who makes the acceptance decision to move ancillary property into the inventory (and how) Contracting Officer, Program Manager • What is the role, if any, of DFAS? None • What are the data standards for the transaction? TBD • This does not constitute taking title, nor acceptance. Agreed • Determine what to call this. Suggestion is “government possession” Agreed • Need to develop a set of process flows for consideration by the government with pro’s and con’s

  3. Definitions • Acceptance – Confirmation that the contents match expected need; assumption that it works according to requirement; triggers payment • Applies to contract line items • Receipt (Delivery) – I got it; no confirmation that it is what I wanted • Possession – Acceptance with implicit contract requirements; no money changes hands; however, an acquisition value, born-on date, and acquisition date are established with balance of pedigree information • Applies to ancillary equipment, used • Applies to contractor acquired, only

  4. WAWF Portal for Property TransfersOne DRAFT Alternative: Possession Confirmation Possession? Shipped? Shipped out 856 To CO Yes Request for ancillary property possession decision To PM Shipped in Place No PCARSS UID Registry Gov’t wants possession? Property Book Systems No Disposal Re: Virtual UII’s

  5. Challenges and Benefits to DRAFT Alternative • Challenges • Culture shift • Training and education • Sand boxes • How to create sense of urgency for PMs • How to integrate the role of property managers (government and industry writ large) • Benefits • Reduce redundant work • Single face to industry for receipt, acceptance, and possession • New and improved mission for property managers • Improved cycle times • Create data once and reuse many times; asset visibility; knowledge enabled logistics • Minimizes need to reengineer systems • Use WAWF as a model

  6. Issues • Could this work for Fixed Price Right-to-Title tooling? • How will material less spares be handled? • What changes when items are shipped in place? • Does the 856 offer any solutions? • Do we need all the separate property disposal systems if we have a common work flow tool and business rules (integrated I&E, Acquisition, and Logistics process) • There is a higher UID requirement for CAP because of WIP.

  7. Capabilities/Questions trying to answer • Paperless GFP • Value of GFP in delivered items • Value of GFP in WIP • Create data once – use many times • Asset visibility is a higher requirement than UID • How to determine where, what info is needed?

  8. GFP Categories • UID’d GFP • $5,000+ and UID criteria • Low Value Equipment • Tagged; issued; only reconcile at contract disposal • Material • Raw Material • Consumable Material Alternatives • RFID w/ summary level content • Look at MILSTRIP/MILSTRAP data flow • Virtual UIDs • All tooling • All equipment • Installed GFP (spares or parts) Inventory Management (100% managed) MRP systems by bulk (1662 balance; summary level) There is a higher UID requirement for CAP because of WIP

  9. GFP Consumable Material Data Flow 856 GFP Consumable Material (Non-UID’d) Dock Material Management System Summary Level Use RFID as a vehicle to track summary level material? Acceptance Possession Standard Data 1428, 856, and UID pedigree

  10. Movement of Material and Related Information Current Data Transfer Issues/Questions • 856, 1149, 511, 527 are close formats • Should all migrate to 856? • Should we look at business rules that fold material transfer into standard data formats? • Can RFID allow the summary data to be available for bulk material? • Can the RFID # replace or = UID traceability? • Management Control Activity (MILSTRIP gatekeeper) process should be integrated into data flow Milstrip/ Milstrap 80 card column Contract Transfer (no cost) 1149 GFM Government Location 1348-1A; 1149 Another Vendor 250 (856/57) Issue document; MRP transaction; MMAS Stock Cost transaction • Current GFP tracking systems in Services • G009 (Air Force) (migrating to CAVS II?) • CAVS II (Navy, Army) Purchase Purchase Order CAM Contract Transfer (cost involved) Finance department; MMAS

  11. Breakout Action Items • Compare data elements of 1428, UID, 856, 511, 527, DLMS, property books (offsite work, John, Lydia/Bruce develop strawman) • Need to design the process flow for government property accountability (offsite work) • Explore Fed Log (codes (e.g., XP3), format, structure) (Lydia) • Develop definition of installed GFP (Pat J.) • Request to legal council to create “possession” definition (Lydia D.) • Provide guidance on 1662 by March 2005 (Ric S./LeAntha S.)) • Research CAVS II, G009, DPDMS (DLA) (Scott K.) • Research MILSTRIP/MILSTRAP data flow (Bruce P.)

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