Attachment 9 Funding Allocation Spreadsheet Guidance.pdf

Navy ManTech Program

REV M OCT24

Expenditure Estimate Spreadsheet and Monthly Expenditure Report Guidance

Attachments:

1. Expenditure Estimate Spreadsheet Template

2. Monthly Expenditure Report Template

3. OSD Benchmarks

A. PURPOSE

The intent of the Expenditure Estimate Spreadsheet (EXPEST) and the Monthly Expenditure Report (MER) is to track actual and planned expenditures of funds for each Center of Excellence (COE). This guidance covers two spreadsheets. The first is the EXPEST Spreadsheet (Attachment 1), and the second is the MER (Attachment 2). Together, they provide a readily accessible summary of planned and actual expenditures and indicate how well the planned and actual expenditures track to the ONR benchmarks. The EXPEST Spreadsheet and MER should be maintained in two separate Excel workbooks. The EXPEST and the MER workbooks will now cover both ManTech 6.3 and Manufacturing Applied Research 6.2 funding (if applicable to the COE).

B. TIMELINE

Expenditure Estimate Spreadsheet: All COEs should update and submit the Expenditure Estimate Spreadsheet on or before 20 Jan and 20 Jul of each year. If a COE is behind benchmark, additional estimates may be required on or before 20 Oct and/or 20 Apr. A separate spreadsheet tab for each estimate should be maintained in the EXPEST workbook.

Monthly Expenditure Report: All COEs should update and submit the MER on or before the 20th day after every month of the fiscal year. The MER workbook should contain a separate spreadsheet tab for each month from October through September of each fiscal year (FY).

C. PROCESS

The following steps outline the process for the submittal and approval of the Expenditure Estimate workbook:

1. Navy ManTech Support Team provides the initial Excel spreadsheet to each COE.

2. COE adds a new tab to the EXPEST workbook. The new tab should be named for the month and year for which the data is submitted (e.g., JAN24).

3. COE updates all appropriate data. Do not modify data already entered in the spreadsheet.

4. COE uploads the EXPEST to the COE page of the Navy ManTech Projects Database (NMPD) if available. Do not upload a PDF file.

5. COE emails the EXPEST to its respective Program Officer (PO) / Contracting Officer’s

Representative (COR) and the Navy ManTech Support Team at navymantech@bcsallegient.com.

6. PO/COR reviews and approves the EXPEST, working with the COE to adjudicate any questions, if necessary.

7. The Navy ManTech Support Team uploads a copy of the EXPEST to the database if the database is unavailable.

A new MER should be provided each month and added to the MER workbook as a new tab named for the month and year for which the data is submitted (e.g., JAN24 which would be the report for the month of Jan 2024 that is due by 20 Feb 2024). Do not modify any data previously entered on existing tabs.

The following steps outline the process for the submittal and approval of the MER.

1. COE adds a new tab to the MER.

2. COE enters all appropriate data and uploads the MER to the NMPD if available. Do not upload a

PDF file.

3. COE emails the MER to its respective PO / COR and the Navy ManTech Support Team at navymantech@allegientdefense.com.

4. PO / COR reviews and approves the MER, working with the COE to adjudicate any questions, if necessary.

5. The Navy ManTech Support Team uploads a copy of the MER to the database if the database is unavailable.

D. FORMAT

Expenditure Estimate Spreadsheet: The Excel spreadsheet tracks ManTech 6.3 funding (on the top) separately from Manufacturing Applied Research 6.2 funding (on the bottom). For both 6.3 and 6.2 funding, the spreadsheet should include data and estimates for the current FY, the immediate prior FY (FY-1), and the next FY (FY+1). The major columns are for each FY funding. The major rows are the fiscal year the funds are expended. For example, for FY24, data and estimates for FY23, FY24, and FY25 should be shown. If funds have not been fully expended in any prior FY, that year should also be included until 100 percent of the funds have been expended and invoiced. For example, if funds from FY22 are to be expended in FY24, a major column for “FY22 Funds” should be added to the left of FY23 and include all the sub-columns for that year. “Funds In” should be the total amount of funding the COE has been told it will be receiving for that particular fiscal year. The “% Invoiced” is the percent of total expected funding for that fiscal year and not the percent of funding received to date. Please ensure that all older FY expenditure rows and columns are appropriately hidden (or deleted) and that just the columns and rows necessary are shown.

For any preceding months for which the expenditures have already occurred, make sure that the expenditure dollars listed are actuals, and in the Comments column, please add in red font the word

“ACTUAL.”

Monthly Expenditure Report: The spreadsheet contains a summary of the expenditures for the FY through the month just completed. ManTech 6.3 funding and Manufacturing Applied Research 6.2 funding are tracked separately with ManTech 6.3 funding on the top and Manufacturing Applied Research 6.2 funding on the bottom.

For ManTech 6.3 funding, provide expenditures by Task Order (as appropriate based on the applicable COE contract or funding document) as well as a rolled-up or total expenditure. For Manufacturing Applied Research 6.2 funding, provide an expenditure total for each 6.2 project receiving funding.

For both 6.3 and 6.2 funding, the column labeled “Funds Provided’ should include all funding expected (not funding received to date) for each of the fiscal years shown (the current year and at least the two prior fiscal years, if applicable). If funds have not been fully expended for any prior years, rows for those years should be added. “Funds Invoiced” for each fiscal year through the month of the report should be entered. The “% Invoiced” is the percent of total expected funding for that fiscal year and not the percent of funding received-to-date. Benchmarks used should be the official ONR Benchmarks shown in Attachment 3 for the current month and fiscal year. For all years other than the current FY funding and the immediately prior FY (FY-1) funding, the expenditure benchmark should be 100 percent.

E. FILE NAME

Expenditure Estimate Spreadsheet:

The Excel file name for the EXPEST workbook should represent the most recent update. File names should use the following format: {COE acronym} EXPEST {MMMYY} i.e., CMTC EXPEST JAN24.xlsx

Monthly Expenditure Report:

The Excel file name for the MER workbook should represent the most recent update. File names should use the following format: {COE acronym} MER {MMMYY} i.e., CMTC MER JAN24.xlsx

Attachment 1: Expenditure Estimate Spreadsheet Template

Attachment 1: Expenditure Estimate Spreadsheet Template (Continued)

Attachment 1: Expenditure Estimate Spreadsheet Template (Continued)

Attachment 2: Monthly Expenditure Report Template

Attachment 3: OSD Benchmarks

NOTE: OSD Benchmarks as of April 2015

CURRENT YEAR

EXPEND %

OCTOBER 4.58

NOVEMBER 9.17

DECEMBER 13.75

JANUARY 18.33

FEBRUARY 22.92

MARCH 27.50

APRIL 32.08

MAY 36.67

JUNE 41.25

JULY 45.83

AUGUST 50.42

SEPTEMBER 55.00

SECOND YEAR

EXPEND %

OCTOBER 57.92

NOVEMBER 60.83

DECEMBER 63.75

JANUARY 66.67

FEBRUARY 69.58

MARCH 72.50

APRIL 75.42

MAY 78.33

JUNE 81.25

JULY 84.17

AUGUST 87.08

SEPTEMBER 90.00