Attachment J.1-D – Data Requirements Document.pdf

S&MA Engineering and Technical Services (SETS) Attachment J.1-D

Attachment J.1-D

DATA REQUIREMENTS DOCUMENT (DRD)

S&MA Engineering and Technical Services

(SETS)

DATA REQUIREMENTS DOCUMENTS LISTING

ITEM NO. TITLE CHANGE STATUS

MS-01 Quarterly Headcount and WYE Report

MS-02 Advance Notification of Workforce Reduction Report MS-03 Annual Planned WYE Report MS-04 Quarterly Employee Training Report MS-05 Annual Accounting Calendar MS-06 533 Monthly/Quarterly MS-07 533 Baseline MS-08 Monthly Contract Status Reviews MS-09 Monthly Property Report MS-10 Supplemental Financial WBS Report MS-11 ODC/Travel Estimate vs. Actuals MS-12 Trip Reports

DRD Instructions

Block C: Organization designated to exercise technical and/or administrative control over the data requirement.

Block D: “Type of Data” code as follows:

Data requiring written approval by the procuring activity prior to implementation into the procurement or development program.

1. Data submitted to the procuring activity for review not later than three weeks prior to project implementation. Data shall be considered approved unless the contractor has been notified of disapproval prior to project implementation.

2. Data submitted to the procuring activity for coordination, surveillance, or information.

3. Data retained by the contractor to be made available to the procuring activity upon request. The contractor shall furnish a list to the procuring activity.

4. Data to be retained by the contractor and reviewed by NASA on request.

Block E: Inspection Acceptance code as follows:

Code Inspection Acceptance

1. Source Source

2. Destination (OPR) Destination (OPR)

3. Source Destination (OPR)

4. Certificate of Conformance (Mandatory)

5. Certificate of Conformance (Optional)

6. No Inspection Required No Acceptance Required

Block F: The frequency of submission codes are as follows:

AD As Directed AN Annual AR As Required MO Monthly QU Quarterly

Block G: Date of initial submittal. If calendar date is not scheduled, the number of days preceding or following the event to which the data requirement is related will be entered (e.g., 90 days prior to launch).

Block H: For “Onetime Only” submittals, a date will be entered. For recurring submittals, the first digit(s) indicate the number of calendar days from the reporting period’s (Block F) start to the data preparation cut off. The second digit(s), after the slash, indicate the number of calendar days from the cut off to the submittal date. Example: If Block F were “MO” and Block H were “30/10”, the data would include the entire month and would be submitted within 10 days thereafter.

Block K: Distribution organizational symbol, number of copies, and type of copy code(s) (in parenthesis) required for each office. Type of copy codes are as follows:

Code Definition D Others (Explained in Block J: Remarks)

DATA REQUIREMENT DOCUMENT-MS-01 - Quarterly Headcount and WYE Report

CONTRACT APPLICATION INFORMATION FOR DRL: DRD-MS-01

A. ITEM NO.

DRD-MS-01

B. LINE ITEM TITLE: Quarterly Headcount and WYE Report

C. OPR.

CFO

D. TYPE

E. INSPECT/

ACCEPT

F. FREQ.

QU

G. INITIAL SUB.

After Contract

Award

H. AS OF DATE

See Block 8

J. REMARKS:

Type D electronic versions shall be compatible with Microsoft Excel. Contractor format is acceptable.

K. DISTRIBUTION TOTALS

CO

COR

NO. TYPE

2 D

DATA REQUIREMENT DESCRIPTION

1. TITLE:

Quarterly Headcount and WYE Report

2. NUMBER

3. USE: 4. DATE

To provide on-site and off-site headcount and WYE data which is used to provide NASA Headquarters for future planning requirements.

5. ORGANIZATION

7. INTERRELATIONSHIP

FAR 52.219-30 Deviation 19-02A

6. REFERENCES

8. PREPARATION INFORMATION

In accordance with G.5, the contractor shall provide headcount and WYE data based on the requirements below. The report shall include:

a. The contract number

b. The Prime contractor's total on-site and off-site headcount and WYE

c. The Sub-contractor's total on-site and off-site headcount and WYE

d. The Prime and Sub-contractor’s percentage of cost performed in compliance with the FAR 52.219-30

The contractor shall provide this information no later than 10 days after the close of each reporting period which ends on March 31st, June 30th, September 30th, and December 31st.

One report must be submitted quarterly based on the following Definition of Terms and in the formats provided:

Report 1: Quarterly Contractor Headcount and WYE Report

8. PREPARATION INFORMATION (CONT.)

DEFINITION OF TERMS:

a. On-site: Personnel who perform on the contract and occupy physical space on NASA HQ or GRC. The on-site headcount also includes personnel who are temporarily absent from their assigned stations (e.g., on leave without pay, annual/sick leave, TDY)

b. Off-site: Personnel who are on the contract but physically located outside the environs of NASA HQ or GRC.

c. Headcount: Represents the total number of employees on the contract during the reporting period, regardless of how many hours they charged.

d. WYE (Work Year Equivalent): Represents the productive hours a Contractor's employee is available to work, not including holidays or paid leave. WYE is calculated by dividing the total number of productive hours in a reporting period by the number of hours available to work in the reporting period. Available hours is calculated by taking the total number of weekdays in the reporting period and multiplying by 8 hours and then subtracting any holidays or paid leave in the period.

Sample Format: (See next page)

QUARTERLY PRIME CONTRACTOR AND SUB-CONTRACTOR

HEADCOUNT AND WYE REPORT

Contract: XXXXXXX Sample Report for Quarter X – Period Ending XX/XX/XXXX

PERSONNEL ON-SITE OFF-SITE TOTAL

TOTAL HEADCOUNT

PRIME CONTRACTOR HEADCOUNT

SUBCONTRACTOR HEADCOUNT

TOTAL WYE

PRIME CONTRACTOR WYE

SUBCONTRACTOR WYE

PERCENTAGE OF COST PERFORMED BY WOSB

PRIME AND SUBCONTRACTOR

DATA REQUIREMENT DOCUMENT-MS-02 - Advance Notification of Workforce Reduction Report

CONTRACT APPLICATION INFORMATION FOR DRL: DRD-MS-02

A. ITEM NO.

DRD-MS-02

B. LINE ITEM TITLE: Advance Notification of Workforce Reduction Report

ACCEPT

AR

After Contract

Contractor format is acceptable.

K. DISTRIBUTION TOTALS

CO NO. TYPE

COR 2 D

Advance Notification of Workforce Reduction Report

2. NUMBER

3. USE: 4. DATE

To provide the Government advance notification of workforce reductions and allow compliance with the Workforce Adjustment and Retraining Notification (WARN) Act.

5. ORGANIZATION

7. INTERRELATIONSHIP

29 U.S.C. 2107(a)

6. REFERENCES

8. PREPARATION INFORMATION

The contractor shall notify in writing the Contracting Officer, with a copy to the Contracting Officer's Representative, at least 15 calendar days in advance of notification to employees of any planned workforce reduction of permanent, full-time, and part-time employees. In addition, if WARN Act notification is required, the contractor shall provide to the CO and COR the information required by the WARN Act, section 639.7(c) and a listing of all organization to be notified including those required by section 639.6(a), (c), and (d), at least five (5) days prior to the issuance of the notification.

The notification shall include the reason for the reduction in workforce, the number of employees impacted, their labor classifications, their physical location, and their location within contract organizational structure.

The notification shall also identify the expected date of the first separation and the anticipated schedule for making separations, as well as the name and telephone number of a company official to contact for further information.

DATA REQUIREMENT DOCUMENT-MS-03 - Annual Planned WYE Report

CONTRACT APPLICATION INFORMATION FOR DRL: DRD-MS-03

A. ITEM NO.

DRD-MS-03

B. LINE ITEM TITLE: Annual Planned WYE Report

ACCEPT

AN/AR

Type D electronic versions shall be compatible with Microsoft Excel software. To be provided in a format acceptable to the COR.

K. DISTRIBUTION TOTALS

Annual Planned WYE Report

2. NUMBER

3. USE: 4. DATE

To provide a breakdown of the number of planned WYEs by labor category and cost center by fiscal year along with average hourly rates per labor category per WYE.

5. ORGANIZATION

7. INTERRELATIONSHIP

FAR 52.219-30 Deviation 19-02A

6. REFERENCES

8. PREPARATION INFORMATION

The contractor shall provide planned WYE and average rate data based on the requirements below. The report shall include:

1. The contract number

2. The Government fiscal year beginning date

3. The number of planned WYEs by labor category and Cost Center for the year

4. The average hourly direct labor rate per WYE

5. The average hourly fully burdened labor rate per WYE

6. Key personnel and contract commitment date

The contractor shall provide this information at contract award, and annually prior to the beginning of each Government fiscal year.

Sample Format: (see next page)

ANNUAL PLANNED WYE REPORT

Sample Report for Fiscal Year Beginning XX/XX/XXXX

Labor Category Cost Center

Annual WYE Plan

Auditor 2

Engineer 3

TOTAL

Labor Category Average Hourly Direct Labor Rate Per WYE

Average Hourly Fully Burdened Labor Rate Per WYE

Auditor 2

Engineer 3

Key Personnel Contract Commitment Date Jane Smith July 1, 2022

DATA REQUIREMENT DOCUMENT-MS-04 - Quarterly Employee Training Report

CONTRACT APPLICATION INFORMATION FOR DRL: DRD-MS-04

A. ITEM NO.

DRD-MS-04

B. LINE ITEM TITLE: Quarterly Employee Training Report

ACCEPT

QU

Type D electronic versions shall be compatible with Microsoft Excel software. To be provided in a format acceptable to the COR.

K. DISTRIBUTION TOTALS

Quarterly Employee Training Report

2. NUMBER

3. USE: 4. DATE

To provide a current status of contractor employee training taken during the past quarter.

5. ORGANIZATION

7. INTERRELATIONSHIP 6. REFERENCES

The contractor shall provide quarterly employee training report. The report shall include:

a. The contract number

b. The quarter end date for each quarter

c. Listing of all training courses completed by contractor and sub employee

(NASA required, NASA certification, contractor, industry standard, etc.)

Quarterly Employee Training Report

Quarter End Date: MM-DD-YYYY

Course Name

NASA

Required

(Y/N)

Training Completion

Date

Company Employee

NASA IT Security Y 3/25/2022 Prime John Doe Annual Security Awareness Training Y 4/27/2022 Sub B Carol Jones Cybersecurity and Privacy Awareness Training

Y 4/28/2022 Sub C Shannon Miller

SMA Professional Development Training N 6/5/2022 Prime Steve Moore

Prime New Employee Training N 7/1/2022 Prime Amy Thompson

DATA REQUIREMENT DOCUMENT-MS-05 - Annual Accounting Calendar

CONTRACT APPLICATION INFORMATION FOR DRL: DRD-MS-05

A. ITEM NO.

DRD-MS-05

B. LINE ITEM TITLE: Annual Accounting Calendar

ACCEPT

AN

Type D electronic versions shall be compatible with Microsoft Excel software. To be provided in a format acceptable to the COR.

K. DISTRIBUTION TOTALS

Annual Accounting Calendar

2. NUMBER

3. USE:

Identify Contractor work schedule to align with Government deadlines and requirements.

4. DATE

5. ORGANIZATION

7. INTERRELATIONSHIP - Parent Contract - G.13 GRC 52.242-96 NASA CONTRACTOR

FINANCIAL REPORTING - SUPPLEMENTAL REQUIREMENTS. (JUN 2021)

The contractor shall provide the accounting calendar for each month of the business accounting year that includes:

1. The contract number

2. The contractor business year beginning and end date

3. Holidays

4. Shutdown Days

5. The number of working days in each month for which financial activity will be counted

The contractor shall provide this information at contract award, and annually prior to the beginning of each business year.

Contractor Name XYZ Corporation Contract/Task Number NNC22ZZZZZZ Fiscal Year End 9/30/2023

*******ALL DATA BELOW FOR EXAMPLE PURPOSES ONLY********

ACCOUNTING CALENDAR 2022 (EXAMPLE)

Accounting Shutdown Working Month Period End Holidays Periods Days

October 10/31/22 10/10 20 November 11/30/22 11/11, 11/24 20 December 12/31/22 12/26 21 January 1/31/23 1/2, 1/16 20 February ********CONTINUE ENTERING DATA********** March ********CONTINUE ENTERING DATA********** April ********CONTINUE ENTERING DATA********** May ********CONTINUE ENTERING DATA********** June ********CONTINUE ENTERING DATA********** July ********CONTINUE ENTERING DATA********** August ********CONTINUE ENTERING DATA********** September 9/29/23 9/4 20

DATA REQUIREMENT DOCUMENT-MS-06 - 533 Monthly and 533 Quarterly Reports

CONTRACT APPLICATION INFORMATION FOR DRL: DRD-MS-06

A. ITEM NO.

DRD-MS-06

B. LINE ITEM TITLE: 533 Monthly and 533 Quarterly Reports

ACCEPT

MO

/QU

Type D electronic versions shall be compatible with Microsoft Excel software. To be provided on NASA Form NF533M and NF533Q or in a format acceptable to the COR and CFO Cost Analyst.

K. DISTRIBUTION TOTALS

As specified in G.13 GRC 52.242-96 NASA CONTRACTOR FINANCIAL REPORTING -

SUPPLEMENTAL REQUIREMENTS. (JUN 2021)

2 D

Financial Management Report (533M and 533Q)

2. NUMBER

3. USE: 4. DATE

To provide quarterly and monthly financial reports for monitoring program costs.

The 533Q and 533M reports are the official cost documents used at NASA for cost type, price redetermination, and fixed price incentive contracts.

5. ORGANIZATION

7. INTERRELATIONSHIP - Parent Contract - G.13 GRC 52.242-96 NASA CONTRACTOR

FINANCIAL REPORTING - SUPPLEMENTAL REQUIREMENTS. (JUN 2021)

SCOPE:

The Financial Management Report (533M and 533Q) provides data on accumulated costs and funding projections for management of the contract.

APPLICABLE DOCUMENTS:

NPR 9501.2E, NASA Contractor Financial Management Reporting (Current Revision)

CONTENTS:

The elements of cost for financial reporting shall be mutually agreed to by both parties. The Financial Management Reports (533M and 533Q) shall be prepared in accordance with the detailed instructions provided on in the NASA Forms 533Q and 533M and the supplementary instructions set forth in NPR 9501.2E, Chapter 3.

a. 533Q Quarterly Report shall include actual cost and cost projections Contract Line Item level. The initial 533Q report shall reflect the original contract value detailed by negotiated reporting categories.

b. 533M Monthly Report shall include actual cost and cost projections at the total contract Line Item level.

Sample worksheet 533 Monthly is solicitation attachment J.1-F 533M Sample.

The sample 533 Quarterly has been provided on the next page.

NF533Q Sample:

National Aeronautics and Quarterly Contractor Financial

Form Approved O.M.B.

2. REPORT FOR QUARTER BEGINNING

Space Administration Management Report No. 2700-0003

Expires: 4/30/2022

TO: FROM: 3. CONTRACT VALUE

a. COST b. FEE

1. DESCRIPTION OF

CONTRACT

a. TYPE b. CONTRACT NO. AND LATEST DEFINITIZED MODIFICATION NO. 4. FUND LIMITATION

c. SCOPE OF WORK d. AUTHORIZED CONTRACTOR REPRESENTATIVE DATE 5. BILLING Type name:

Signature:

a. INVOICE AMTS. BILLED b. TOTAL PYTS. REC'D.

6. REPORTING CATEGORY

7. COST INCURRED/

HOURS WORKED

8. ESTIMATED COST/HOURS TO COMPLETE

9. ESTIMATED

FINAL

COST/HOURS

10.

ESTI-

MATED

COM-

PLETION

DATE

11.

UNFILLE D

ORDERS

OUTSTA

NDING

CUMULATI

VE ACTUAL

THROUGH

PRIOR

MONTH

CURRENT

MONTH

ESTIMATE

CUMULATI

VE

TO DATE

Month

Quarter

Balance of

FY-

g.

Next

FY-

h.

BALANCE OF

TOTAL TO

COMPLETE

CONTRAC

TOR

VALUE

a. b. c. a. b. c. d. e. f. i. j. a. b.

DATA REQUIREMENT DOCUMENT-MS-07 - 533 Baseline

CONTRACT APPLICATION INFORMATION FOR DRL: DRD-MS-07 A. ITEM NO.

DRD-MS-07

B. LINE ITEM TITLE: 533 Baseline

ACCEPT

AD

Type D electronic versions shall be compatible with Microsoft Excel software. To be provided in a format acceptable to the COR.

K. DISTRIBUTION TOTALS

533 Baseline

2. NUMBER

3. USE: 4. DATE

To establish the initial baseline to compare estimated program costs against contract performance.

5. ORGANIZATION

7. INTERRELATIONSHIP - Parent contract G.13 6. REFERENCES

8. PREPARATION INFORMATION

SCOPE:

The 533 baseline provides monthly planned contract costs over the term of the contract.

APPLICABLE DOCUMENTS:

NPR 9501.2E, NASA Contractor Financial Management Reporting (Current Revision)

CONTENTS:

The elements of cost for financial reporting shall be mutually agreed to by both parties.

DATA REQUIREMENT DOCUMENT-MS-08 - Monthly Contract Review

CONTRACT APPLICATION INFORMATION FOR DRL: DRD-MS-08

A. ITEM NO.

DRD-MS-08

B. LINE ITEM TITLE: Monthly Contract Review

NSC

ACCEPT

Type D electronic versions shall be compatible with Microsoft PowerPoint software. To be provided in a format acceptable to the COR.

K. DISTRIBUTION TOTALS

Monthly Contract Review

2. NUMBER

3. USE: 4. DATE

To establish activity reporting for the Contractor’s progress and accomplishments. The Monthly Contract Review packages support the monthly and quarterly management reviews of costs, schedule, and technical performance. The format provides a standardized approach for review of contract status.

7. INTERRELATIONSHIP – Contract SOW Section 5.2 6. REFERENCES

Monthly Contract Report Review data packages document the management review of the cost, schedule, and technical performance on the contract

CONTENTS:

The Monthly Contract Report reviews cost, schedule, and technical performance. Documentation of metrics that effectively indicate the level of success in the execution of contract requirements and the status of the Contractor’s achievements shall be presented at the review.

FORMAT: Electronic format

MAINTENANCE: Contract Status Reports and Management Review Packages shall be updated for monthly reviews

DATA REQUIREMENT DOCUMENT-MS-09 – Monthly Property Reports

CONTRACT APPLICATION INFORMATION FOR DRL: DRD-MS-09

A. ITEM NO.

DRD-MS-09

B. LINE ITEM TITLE: Monthly Property Reports

LTID

ACCEPT

Type D electronic versions shall be compatible with Microsoft Excel software. To be provided in a format acceptable to the GRC Industrial Property Officer (IPO).

K. DISTRIBUTION TOTALS

GRC Industrial Property Officer (IPO), GRC Supply and Equipment Management Officer (SEMO), CO, COR, Property as designated

4 D

Monthly Property Report

2. NUMBER

3. USE: 4. DATE

To provide monthly property reports for monitoring Government Property in the custody of the Contractor.

7. INTERRELATIONSHIP – SOW 3.1.1.3 Property Management

Monitor Government property in the custody of contractors.

APPLICABLE DOCUMENTS:

1852.245-73 FINANCIAL REPORTING OF NASA PROPERTY IN THE CUSTODY OF

CONTRACTORS. (JAN 2011)

CONTENTS:

DATA REQUIREMENT DOCUMENT-MS-10 - Supplemental Financial WBS Report

CONTRACT APPLICATION INFORMATION FOR DRL: DRD-MS-10

A. ITEM NO.

DRD-MS-10

B. LINE ITEM TITLE: Supplemental Financial WBS Report (includes monthly cost by WBS and cumulative hours worked by WBS)

ACCEPT

Contractor format is acceptable.

K. DISTRIBUTION TOTALS

Supplemental Financial WBS Report (includes monthly cost by WBS and cumulative hours worked by WBS)

2. NUMBER

3. USE: 4. DATE

To provide the Government with detailed financial information organized by WBS.

7. INTERRELATIONSHIP

Historically, the supplemental Financial WBS Report includes financial information for contract line items (CLINs) specified and 135 WBS elements detailing at a minimum, WBS, Task Title, Labor and ODC cost by month, Total Cost and Cumulative Hours.

DATA REQUIREMENT DOCUMENT-MS-11 - Other Direct Cost (ODC)/Travel Estimate vs. Actuals

CONTRACT APPLICATION INFORMATION FOR DRL: DRD-MS-11

A. ITEM NO.

DRD-MS-11

B. LINE ITEM TITLE: Other Direct Cost (ODC)/Travel Estimate vs. Actuals

ACCEPT

Contractor format is acceptable.

K. DISTRIBUTION TOTALS

Other Direct Cost (ODC)/Travel Estimate vs. Actuals

2. NUMBER

3. USE: 4. DATE

To provide the Government monthly invoiced ODC and travel costs compared to approved estimates.

7. INTERRELATIONSHIP - SOW

Historically, the ODC/Travel Financial WBS Report includes financial information for contract/task line items (CLINs), WBS, ODC Category, Description, Annual Baseline Estimate, Cost Projection and Actual Cost by Month, Invoiced Amount, Estimate at Completion, Remaining Baseline (including Projection) and Remaining Baseline (Actuals Only).

– FYXX Details monthly invoiced ODC and Travel costs compared to the Approved Estimates

DATA REQUIREMENT DOCUMENT-MS-12 - Trip Reports

CONTRACT APPLICATION INFORMATION FOR DRL: DRD-MS-12

A. ITEM NO.

DRD-MS-12

B. LINE ITEM TITLE: Trip Reports

ACCEPT

Contractor format is acceptable.

K. DISTRIBUTION TOTALS

Trip Reports

2. NUMBER

3. USE: 4. DATE

To provide the Government a report at the end of the travel that supports what was accomplished.

7. INTERRELATIONSHIP

Reports of trips that the cost is invoiced to the government.

CONTENTS:

Travel Start Date Travel End Date Employee Trip Location Trip Purpose Person Contacted Travel notes including information about the trip.

FORMAT: Electronic format