"Are Your Records Complete? Tips, Reports and Suggestions for Ensuring Completeness of Records" Pat Jacklets CPPM, CF.

"Are Your Records Complete?  Tips, Reports and Suggestions for EnsuringCompleteness of Records"

Pat Jacklets CPPM, CF

• Compliance– 52.245-1 Government Property– 252.211-7007 Reporting GFP

• Corporate Requirements/Policy• Data Elements• Tips• Summary

Records

Let’s Walk Through This!

• What is compliance?– Meeting requirements

• Contracts• Laws and Regulations• Standards• Specifications• Policy

Compliance

52.245-1(f)(1)(iii) Records of Government property. “The Contractor shall create and maintain records of all Government property accountable to the contract, including Government-furnished and Contractor-acquired property. “

Compliance with the GP Clause 52.245-1

“Property records shall enable a complete, current, auditable record of all transactions and shall, unless otherwise approved by the Property Administrator, contain the following:

Compliance with the GP Clause 52.245-1

“(d) Data for reporting to the IUID Registry. To permit reporting of Government-furnished property to the IUID Registry, the Contractor’s property management system shall enable the following data elements in addition to those required by paragraph (f)(1)(iii) (A)(1) through (3), (5), (7), (8), and (10) of the Government Property clause of this contract (FAR 52.245-1):

Compliance with the DFARS Clause 252.211-7007

E2604-09: Standard Practice for Data Characteristics of Equipment Records

• Essential data elements shall be included in the equipment record to provide efficient and effective management of property.

Standards

E2812-11: Standard Practice for Uniform Data Management in Asset Management Records Systems• 4.2 Entities should manage the asset

management records system in accordance with this practice to maintain data consistency, integrity, and usability and thus achieve uniform data.

Standards

• Responsibilities• Department numbers• Asset ID Numbers• Locations

Corporate Requirements/ Policy

Data Elements

Data Elements

Data Elements

(1) The name, part number and description, National Stock Number (if needed for additional item identification tracking and/or disposition), and other data elements as necessary and required in accordance with the terms and conditions of the contract.

Data Elements Required in GP Clause 52.245-1

(2) Quantity received (or fabricated), issued, and balance-on-hand. (3) Unit acquisition cost. (4) Unique-item identifier or equivalent (if available and necessary for individual item tracking). (5) Unit of measure.

Data Elements Required in GP Clause 52.245-1

• (6) Accountable contract number or equivalent code designation.

• (7) Location. • (8) Disposition. • (9) Posting reference and date of

transaction. • (10) Date placed in service (if required

in accordance with the terms and conditions of the contract).

Data Elements Required in GP Clause 52.245-1

“…in addition to those required by paragraph (f)(1)(iii) (A)(1) through (3), (5), (7), (8), and (10) of the Government Property clause of this contract (FAR 52.245-1):” What other data elements are required?

252.211-7007 Data Elements

(1) Received/Sent (shipped) date. (2) Status code. (3) Accountable Government contract number. (4) Commercial and Government Entity (CAGE) code on the accountable Government contract.

252.211-7007 Data Elements

(5) Mark record.(i) Bagged or tagged code (for items too

small to individually tag or mark). (ii) Contents (the type of information recorded on the item, e.g., item internal control number). (iii) Effective date (date the mark is applied). (iv) Added or removed code/flag. (v) Marker code (designates which code is used in the marker identifier, e.g., D=CAGE, UN=DUNS, LD=DODAAC). (vi) Marker identifier, e.g., Contractor’s CAGE code or DUNS number.

252.211-7007 Data Elements

(5) Mark record. (continued) (vi) Marker identifier, e.g., Contractor’s

CAGE code or DUNS number. (vii) Medium code; how the data is recorded, e.g., barcode, contact memory button. (viii) Value, e.g., actual text or data string that is recorded in its human-readable form. (ix) Set (used to group marks when multiple sets exist).

252.211-7007 Data Elements

6) Appropriate supply condition code, required only for reporting of reparables, per Appendix 2 of DoD 4000.25-2-M, Military Standard Transaction Reporting and Accounting Procedures manual http://www2.dla.mil/j-6/dlmso/elibrary/manuals/dlm/dlm_pubs.asp .

252.211-7007 Data Elements

• Know Where the Data is Coming From

• Create Reports– Use mandatory data elements– Check for missing data,

uniformity of data entry and typos

• Check Records Monthly

What Can We Do??

Tip! Run ad-hoc

queries or reports Make it a routine to check your data in

the records!

• Read, research, improve!• Attend Webinars• Additional Resources:

– NPMA Member Area Resources • Archived Articles & Papers• Conferences - Presentations & Papers• Newsflash • Member-submitted resource items/docum

ents

What Can We Do??

• Determine Your Requirements– Corporate Policy– Contractual Clauses– Company Procedures– Know what standards you are

using!• Set Up Check Reports• Perform Routinely

Summary

Questions?