Attachment 9 Project CMS.pdf

Financial Tracking System Elements to be Considered Approval Chain

Purchases • Purchase Request Number

• Requestor

• Request Date

• Required by Date

• Delivery Instructions

• Hand Receipt/Property Accountability

• Justification for Contractor use/purchase

• Requirements (test, support area, etc.)

• Charge Codes: PSC/WAC

• Part No.

• Item Description

Quantity

Unit Price

Burdens, Fees, Taxes

Total

Comment Area

• Task Leader and/or

Alternate (depending on contractor hierarchical structure)

• Group Manager and/or

Alternate (depending on contractor hierarchical structure)

• PSC Test Officer and/or

Alternate

• PSC Division Chief and/ or Alternate

• COR

• PSC Purchasing Team

• Special Staff (as required): Safety, IMO, TDAP, Spectrum, Director, etc.

Capability:

Approve

Reroute to alternate approver

Reject (w/comment) – send back to requestor

Postpone (w/comment) – ask requestor for information or additional data entry required

Search capability

Archive capability

Reports

Travel • Travel Request Number

• Traveler Name/Contact Info

• Request Date

• Travel Date(s) – Depart/Return

• Company Name (prime/sub)

• TDY Work Location

• Requirements (test, support area, etc.)

• Charge Codes: PSC/WAC

• Travel Cost Specifics:

JTR Per Diem

Lodging

M&IE

Airfare

Rental Car

Fuel

POV (mileage)

Parking

Hotel Taxes

Baggage Fees

Other Cost (w/description)

Burdens, Fees, Taxes

Totals

• Comment Area

• Task Leader and/or

Alternate (depending on contractor hierarchical structure)

• Group Manager and/or

Alternate (depending on contractor hierarchical structure)

• PSC Test Officer and/or

Alternate

• PSC Division Chief and/ or Alternate

• COR

Capability:

Approve

Reroute to alternate approver

Reject (w/comment) – send back to requestor

Postpone (w/comment) – ask requestor for information or additional data entry required

Search capability

Archive capability

Reports

MSC Tracking • Ability to create Group PSCs:

Group Name

Scope of Work Description

Start Date

End Date

Division Chief w/contact information

Attachment (Word document)

• Ability to create, manage, and manipulate Individual PSCs:

PSC Name

PSC Number/Id

Group PSC

Applicable FY

ADSS (Cost Tracking Id)

Type of Project (based on categorical selection – determines EPG rates)

Status (Open/Closed)

Start Date

End Date

Director/Directorate

Division Chief/Test Officer w/contact information

Contract POC assignments

WACs

Ability to add/subtract

Start/End

WAC Extension

POCs

Allotment Amount

Status

(Open/Closed)

Milestones

Deliverable Requirements w/ suspense dates

Attachments (Scope of work description, references, etc.)

Approval History

• Group PSCs

Division Chief

COR

KO

• Individual PSCs

Division Chief

COR

Capability:

• Approve

• Reroute to alternate approver

• Each contract year separate and distinct

• Ability to request closure

• Ability to roll forward to a new FY

• COR has primary capability to manage, manipulate, and oversee PSC Tracking System

• Create reports using data maintained within the system

• Feed Financial Display

Capability Automatically

Overtime • OT Request Number

• Charge Codes: PSC/WAC

• Date Start/End

• PSC Test Officer and/or Alternate

Capability:

• Approve

• Reroute to alternate approver

• Reject (w/comment) – send back to requestor

• Postpone (w/comment) – ask requestor for information or additional data entry required

• Capability to display estimated or approved versus actual hours worked by PSC/

WAC

Total Hours

Total Number Personnel

Contractor Names

Purpose/Justification for the OT requirement

Ability to document with attachment

(i.e., Excel spreadsheet for hours per pay period, per person)

• PSC Division Chief and/or Alternate

• COR (IAW KO

established Not-to-Exceed)

Funding • Funding Request Number

• PSC, ADSS, Type of Project

• PSC Name

• Financial Summary

Allocation

Actual

Billed

Available

Cost Estimate

Gov Funding Requestor

Gov Budget Analyst

Funding Amount

Increase/Decrease

Obligation Amount

Allocation Amount

Gov Functional Area

Gov Fund

Gov WBS

Gov Budget Approval

Gov COR Approval

Gov Budget Analyst

COR

Capability:

Approve

Automatically update the allocation in the financial display capability

Feed file for submission of contractor data into CIMS

Financial Tracking Site • FY

• Ability to query by Status, Gov POCs, Contractor POCs, Group PSCs

• PSC Search

Access for ALL Gov/Ctr personnel

Capability:

Interface with other systems to ensure accuracy and timeliness.

Interface with contractor financial system without compromising proprietary information.

Real-time project status, accuracy of prime and subcontractor data, level of detail and drill down capability, query ability are all essential.

Capability to provide various maintained in the system.

ODC Billed

• ADSS Search

• Project Details:

Demographic Details as noted in PSC Tracking

System

Start/End/Status

POCs w/contact information

• Cost Details:

Cost as a Percentage of

Allocation

Allocation

Labor Actuals ($ and Hours)

Labor Billed ($ and Hours)

ODC Actuals

• Travel Actuals

Travel Billed

Commitments

Totals

Drill down capability:

Contractor Name

Contractor Hours

Purchase Details

Travel Details

Billed by Period

Same detail at WAC level

• Reports/Views:

PSC List Sorted by PSC or

ADSS by FY

PSC List w/Allocation and

Actuals by PSC or ADSS by

FY

PSC List w/Allocation and

Billed by PSC or ADSS by FY

PSC List Sorted by Start or

End Dates

PSC List w/Monthly Actuals

Sorted by PSC

PSC List w/Invoiced

Amounts

PSC Burn Rates

PSCs Over 100%

PSCs 90-99%

PSCs 75-89%

WAC List Sorted by WAC

WAC List w/Actuals Sorted by WAC

FY Commitments

Personnel Coverage Reports:

By Employee

By PSC

• Custom Reports:

Actuals vs Billed by PSC and

FY with POC

Contractor Monthly Strength

Contractor Labor by Month and/or by PSC Type

Labor Details by Selected

Period ($ and/or Hours)

Labor Category Hours by

Date Range

Labor Utilization by PSC

Type – Overhead % versus

Reimbursable %

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