Attachment 18 Quarterly Report Guidance.pdf

Navy ManTech Program

REV L OCT24

Quarterly Report Guidance

Attachments:

None

A. PURPOSE

The Quarterly Report provides a synopsis of both Center of Excellence (COE) program- and project-level progress that has occurred in the most recently completed quarter of the fiscal year. The Navy ManTech Program Officers / Contracting Officer's Representative (POs / CORs) review the report to assess how well a COE is executing its program.

B. REQUIRED TIMELINE

Each COE will submit a Quarterly Report covering COE activities for each quarter of the fiscal year as specified in the contract or 20 days after the end of the fiscal year quarter.

C. DEFINITIONS

Navy ManTech uses the following definitions to classify the status of a project:

Active: Project is executing within the period of performance established by the contract modification or subsequent modifications that change the project period of performance. Funding has been allocated on contact to execute the project. For COEs without a contract, a project is considered active after the COE receives written direction from the PO / COR to initiate the project.

Canceled: Contract modification has not been awarded to initiate the project, and no funds have been allocated to it.

Completed: Project has completed technical activities, and all deliverables, including the Final Report and ManTech Data Call documents, have been submitted to the Navy ManTech Program Office and the Navy ManTech Support Team.

Completed Pending Closeout: Project has completed technical activities, but all deliverables, including the Final Report and ManTech Data Call documents, have not been submitted to the Navy ManTech Program Office and the Navy ManTech Support Team.

Pending: Project has been assigned a project number per direction from the PO / COR or from the COE at the request of the PO / COR.

Terminated: COE has received authorization from the ManTech PO / COR to end the project after it was awarded and funds were allocated and executed against it via a contract modification.

D. PROCESS / APPROVAL CYCLE

COEs are expected to upload Quarterly Reports to the COE tab of the Navy ManTech Projects Database (NMPD) as specified in their respective contracts or within 20 days after the quarter end. Since a Quarterly Report is required as a contract deliverable, there is no official call for Quarterly Reports from either the Navy ManTech Program Office or the Navy ManTech Support Team.

If the NMPD is unavailable, COEs will use one of the acceptable submission methods shown below to submit the Quarterly Report, as well as notify the PO / COR and Navy ManTech Support Team of the method used to submit the report:

DoD Safe – https://safe.apps.mil/ COE File-Sharing Site E-mail with encryption

Note: The Navy Authorizing Official of the U.S. Fleet Cyber Command has approved the NMPD for Controlled Unclassified Information (CUI), including export controlled.

E. FORMAT

Quarterly Reports are mandated as deliverables under COE contracts and the specified formats may vary. However, Quarterly Reports are documents prepared in Word, and the topics shown below are considered to be the minimum required. If there is a topic listed below that is not included in the Quarterly Report format specified in the COE contract, the COE’s Quarterly Report must include the required topic somewhere within the report. However, this guidance does not mandate that each COE change its format to exactly match the structure outlined below. This is a minimum list. Each COE may continue to use its established format as long as the PO / COR has approved the format, and all information shown below is included.

The Quarterly Report is traditionally broken down into Center Status and Project Status sections as shown below.

1. Center Status

a. Cover Page (with COE, Quarter / Dates Covered)

b. Table of Contents

c. Executive Summary

d. Center Activities Report (include accomplishments and recommendations based on independent analyses / assessments)

e. Status of Program Planning

i. Current Fiscal Year (FY) Program Planning Status

ii. Next Fiscal Year Program Planning Status

iii. Current Projection of New Start Funds for Next Fiscal Year

Note: ManTech recommends including a table with following columns: FYxx Start; Project Number; Title;

Subcontractor (if applicable); Status (i.e., proposal in process, proposal received MM/DD/YY, proposal submitted to ONR on MM/DD/YY; proposal accepted). Current FY and Next FY status can be combined in one table.

FYxx Start Project No. Title Subcontractor (if applicable)

Status (i.e., Proposal in Process; Proposal Received MM/DD/YY; etc.)

f. Center Financial Status

i. ManTech: operations and management activities’ cost report detailed by expense element, including direct labor hours, direct salaries, overhead hours and costs, facilities maintenance, facilities purchased or leased, travel, materials, subcontracts / consultants, and other direct / indirect costs.

ii. Non-ManTech (if applicable)

g. Major Activities Planned for the Next Quarter

h. Status of Final Reports: Include table with following columns for all completed projects whose Final Reports have yet to be submitted and all projects with projected end dates within the next quarter.

Project No.

Title Project Status (i.e., Active, Completed Pending Close-out, End Date Due Date (as specified in contract or 20 days after the

Status Anticipated Submittal Date

Completed, Terminated) end of the quarter)

2. Project Status (for each Active Project)

a. Cover Page (with Task Order Number, ManTech Project Number, Complete Official Project Title, and Quarter / Dates Covered by this report)

b. Period of Performance – include any contract mods, extensions, etc.

c. Project Participants

d. Stakeholder, including POC information (name, title, address, phone, e-mail)

e. Technical Assistant POC information (name, title, address, phone, e-mail)

f. Responsible COE Project Manager POC information (name, title, address, phone, e-mail)

g. Objective

h. Overall Project Status (Green / Yellow / Red)

i. Technical

ii. Schedule

iii. Cost

Note: Green – good / on track Yellow – minor deviation (explain) Red – major deviation (explain)

i. Project Financial Status (include total and FY planned / actual / forecast) Include project budget (total budget and amount through reporting period; total expenditures;

expenditures for report period; cost leverage / share. Break out expenditures by Performing Activity (in-house vs. subcontracted activities / purchased services).

j. Significant Past Activity

k. Significant Activity / Accomplishments for Reporting Quarter

l. Plans for Next Quarter

m. Issues / Problems / Workarounds (if applicable)

n. Project Schedule Update

i. Milestone / Deliverable Table (FY Deliverables; Date Due; Deliverable; Status)

ii. Gantt Chart showing Schedules / Progress (if required by contract)

o. Implementation Status / Update

p. Remarks / Recommendations (if applicable)

F. REVISION REQUIREMENTS AND FILE NAME

1. Revision Requirements:

As noted in the COE contract or by the ONR Contracting Officer.

2. File name convention for COE Quarterly Report:

File names for COE Quarterly Reports should use the following format:

{COE acronym} QTRLY {MMMYY, month after qtr end}.

i.e., CNM QTRLY JAN24.docx