Information Briefing

1. Purpose: To provide Conference participants Procurement and Contracting guidance. Information Briefing

2. What is it? Role and Responsibilities of Contracting Role and Responsibilities of Requiring Activities Execution of Requirements � Contracting Execution of Requirements � Requiring Activities Reports and Analysis

3. What is it? The merging of appropriated funds (APF) with nonappropriated funds (NAF) for the purpose of providing MWR support under a single set of rules and procedures in order to facilitate the procurement of property and services for MWR.

4. Role of Contracting Prior to implementation: Set up automated systems � SNACS and C.A.R.E. EDI (user ids, routing lists, parent child rule sets, proper hierarchy of 0021). Train any personnel new to the use of SNACS or C.A.R.E. EDI. Work with financial management and NFS on any details. Educate customers, as necessary, on NAF Contracting processes. Run report and review workloads for prior years for MWR expenditures included in UFM through MWR USA. Information on contracts executed by APF contracting offices that now will be part of UFM. Has the Application Administrator (AA) for SNACS/PRISM set -up new users with proper user IDs? Has the AA set-up correct routing list for purchases with UFM dollars? Has the AA set-up correct accounting data IAW the SAA/IAA SOP and the Finance Accounting and Reporting Tab? Have all new requestor and approvers been trained to use SNACS?Has the A/OPC for the purchase card program set up any cardholders that are new to the NAF purchase card program under the NAF 0021 Hierarchy? (APF purchase cards may not be used for purchases using UFM dollars)Have all new cardholders received proper training on the purchase card and C.A.R.E. EDI?Does C.A.R.E. EDI contain UFM parent child rule sets.Has the chief of the contracting office ascertained the number of contracts, if any, awarded outside of SNACS during FY 03 and the 1st quarter FY04 for programs now covered by UFM?All contracting actions currently being worked with MWR USA funding must be awarded prior to the start-up of UFM. Customers must be notified of this requirement.Any contracts be worked by an APF Contracting office which the program will be allowed the use of UFM dollars must be awarded prior implementation of UFM. Has the Application Administrator (AA) for SNACS/PRISM set -up new users with proper user IDs? Has the AA set-up correct routing list for purchases with UFM dollars? Has the AA set-up correct accounting data IAW the SAA/IAA SOP and the Finance Accounting and Reporting Tab? Have all new requestor and approvers been trained to use SNACS?Has the A/OPC for the purchase card program set up any cardholders that are new to the NAF purchase card program under the NAF 0021 Hierarchy? (APF purchase cards may not be used for purchases using UFM dollars)Have all new cardholders received proper training on the purchase card and C.A.R.E. EDI?Does C.A.R.E. EDI contain UFM parent child rule sets.Has the chief of the contracting office ascertained the number of contracts, if any, awarded outside of SNACS during FY 03 and the 1st quarter FY04 for programs now covered by UFM?All contracting actions currently being worked with MWR USA funding must be awarded prior to the start-up of UFM. Customers must be notified of this requirement.Any contracts be worked by an APF Contracting office which the program will be allowed the use of UFM dollars must be awarded prior implementation of UFM.

5. Role of Requiring Activities Prior to implementation: Understand the allowable expenditure of UFM dollars. Ensure that personnel new to SNACS and NAF purchase card program are trained. Use purchase card only under 0021 hierarchy to receive rebates. Use SNACS for purchase request and the standards for data entry. Know who your POC is in NAF Contracting. Understand the procurement lead time requirements of the office. Provide information to NAF Contracting POC as required, and requested. Expenditures IAW AR 215-1Expenditures IAW AR 215-1

6. Execution of Requirements Contracting: Award all actions in SNACS IAW NAF Contracting policy (DODD 4105.67, DODI 4105.71 and AR 215-4, AR 215-1, and AR 215-3. APF to award only actions that make strategic or economic sense (e.g. NAFI part of a larger base contract). Run SNACS reports as required on expenditures using UFM dollars.

7. Execution of Requirements Requiring Activities: Develop and submit requirement during the year, not at the end --plan your procurement. Perform acquisition and business planning in conjunction with your contracting office. Participate on evaluation teams and perform contracting officer representative (COR) duties as requested by contracting. Perform receiving and property book management.

8. Reports and Analysis of Data Prior to implementation: Run baseline report for your site on total workload. Run UFM/PRISM Fund Mgr Report in Crystal Web Enterprise on accounting codes related to UFM accounting codes. Run reports in C.A.R.E. for purchase card transition. Analyze information to understand workload that is currently accomplished by your office. Obtain information from requiring activities on contracts currently accomplished by APF contracting offices. Secure information for comparison at the end of year one.

9. Reports and Analysis of Data During the year, at least monthly and at the end of the year run UFM/PRISM Fund Manager Report. Use this report to analyze and evaluate workload against prior year workload information. Perform analysis to determine adequacy of resources to perform contracting.