EXHIBIT B - DATA ITEM DESCRIPTIONS (DIDs).pdf

DATA ITEM DESCRIPTION

Title: Contractor’s Risk Management Plan

Number: DI-MGMT-81808 Approval Date: 20100421 AMSC Number: N9131 Limitation: N/A DTIC Applicable: N/A GIDEP Applicable: N/A Office of Primary Responsibility: SH/PMS 408 Applicable Forms: N/A

Use/Relationship: The Contractor’s Risk Management Plan will be used to monitor management, cost and schedule of the contract efforts relative to a system and equipment. This information will provide the government with risk data for all risks associated with the system/equipment.

This Data Item Description (DID) contains the format, content, and preparation instructions for the data product resulting from the work task specified in the contract.

Requirements:

1. Format. The plan shall be in contractor’s format.

2. Content. The plan shall contain a cover and title page identifying the following:

a. Plan date of issue.

b. Plan document number/revision number or letter.

c. Contract number.

d. Contractor name and address.

e. Title of plan.

f. Program title.

g. Security classification, if classified.

h. Distribution statement.

i. Destruction notice.

2.1. Revision Control . The plan shall contain a list of all revisions identifying the following information:

a. Each revision number or letter.

b. Date of each revision.

c. Pages affected by each revision.

2.2. Table of Contents. The table of contents shall identify each major section title, paragraph number, and starting page number for each major section.

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Downloaded from http://www.everyspec.com

DI-MGMT-81808 (Continued)

2.3. Contents. The plan shall address in depth each major section identified below:

a. Introduction

b. Scope.

c. Program Summary

d. Risk Management Strategy and Process

e. Responsible /Executing Organizational Component

f. Risk Management Process and Procedures

g. Risk Identification

h. Risk Analysis

i. Risk Mitigation Planning

j. Risk Mitigation Implementation

k. Risk Tracking

l. Figure(s) and Table (s)

2.4 Media requirements. The plan shall be presented in electronic format MS Word version 2003-2007.

3. END OF DI-MGMT-81808.

Page 2 of 2 Pages

Title: Risk Management Status Report

Number: DI-MGMT-81809 Approval Date: 20100426 AMSC Number: N9132 Limitation: N/A DTIC Applicable: N/A GIDEP Applicable: N/A Preparing Activity: SH/PMS-408 Applicable Forms: N/A

Use/relationship: The Contractor’s Risk Management Status Report will be used to document the contractor’s progress for: risk identification; risk mitigation planning: risk management plan implementation; and risk tracking. This data will allow management to make informed decisions.

This Data Item Description (DID) contains the format, content, and preparation instructions for the data product resulting from the work task specified in the contract.

Requirements:

1. Format. The Risk Management Report shall be in contractor’s format.

2. Content. The report shall contain a title page identifying the following:

a. Contractor’s Name

b. Contract Number and Dates of Award (including the latest modification)

c. All dates inclusive to the tasks for the reporting period.

2.1. The report shall contain the contractor’s progress in risk identification, analysis, implementation of mitigation, and tracking.

2.2. The report shall identify efforts made in assessing the current consequence of the identified performance (P), schedule (S), and cost (C) risks on the program, and shall contain a projection of the risk mitigation implementation.

2.3. The report shall contain a five (5) by five (5) matrix to identify risks to Performance (P), Schedule (S), and Cost (C). A vertical axis shall indicate the “Likelihood” and the horizontal axis shall indicate the “Consequence” of a root cause occurrence. The level of risk for each root cause shall be identified as green low, yellow for moderate, or red for high.

2.4. The report shall contain a narrative briefly describing the risk, title, type (P, S, or C), root cause, current mitigations, and planned mitigations efforts identified , along with critical dates (risk reduction milestones).

DI-MGMT-81809

Page 2 of 2 Pages

3. Media requirements. The report shall be presented in electronic media, MS Word version 2003-2007.

4. END OF DID DI-MGMT-81809.

Title: CONFERENCE MINUTES

Number: DI-ADMN-81250B Approved Date: 20160524

AMSC Number: F9659 Limitation:

DTIC Applicable: GIDEP Applicable:

Preparing Activity: 11 (AFLCMC/EZSC) Project Number: ADMN-2015-001

Applicable Forms:

Use/Relationship: Conference minutes provide documentation of technical information provided and decisions and agreements reached at meetings.

a. This Data Item Description (DID) contains the format and content preparation instructions for the data product generated by the specific and discrete task requirement as delineated in the contract.

b. This DID supersedes DI-ADMN-81250A.

Requirements:

1. Reference documents: None.

2. Format. Contractor format is acceptable.

3. Content. The minutes shall include the following information:

a. A title page containing the following:

(1) Title – type of meeting and date.

(2) Identification of the acquisition (system, equipment, contract number) for which the meeting was held.

(3) Space for signatures of the designated representatives of the contractor and acquisition activity.

(4) The name of the contractor and address to which the acquisition activity should acknowledge receipt of comments.

b. The purpose and objective of the conference.

c. The conference location.

d. A summary of the discussions, decisions, agreements reached, and directions of the conference or individual subcommittees thereof.

e. A list of attendees by name, rank, grade or position, activity represented, activity symbol/code, phone numbers, and emails, as appropriate.

f. Action items resulting from the conference.

g. Briefing charts, if presented, shall be attached to the minutes for information only.

End of DI- ADMN-81250B

DISTRIBUTION STATEMENT A. Approved for public release; distribution is unlimited.

Title: Briefing Material

Number: DI-MGMT-81605 Approval Date: 15 February 2001 AMSC Number: G7425 Limitation: N/A DTIC Applicable: N/A GIDEP Applicable: No

Office of Primary Responsibility: G/TS-ALS

Applicable Forms: None

Use/relationship:

The Briefing Material shall provide the Government with the necessary briefing materials to conduct a formal or informal briefing.

Requirements:

l. Contract. This data item is generated by the contract which contains a specific and discrete work task to develop this data product.

2. Content. The content of the briefing material shall address those areas of the contractual effort identified by the Government on the DD Form 1423, Contract Data Requirements List (CDRL).

3. Format. The format for the briefing material shall be in contractors format unless otherwise specified by the DD 1423, or the COR.

End of DI-MGMT-81605

TITLE: COUNTERFEIT PREVENTION PLAN

Number: DI-MISC-81832 Approval Date: 20110121 AMSC Number: 9181 Limitation:

DTIC Applicable: No GIDEP Applicable: No Office of Primary Responsibility: NRO Applicable Forms: N/A

Use/Relationship: The Counterfeit Prevention Plan will be used by the procurement activity to determine and evaluate the effectiveness of the contractor’s counterfeit protection plan and award fee.

a. This Data Item Description contains the format and content preparation instructions for the data product generated by the specific and discrete task requirements delineated in the statement of work.

b. This DID is related to Parts, Materials and Processes Selection List (PMPSL).

c. This DID is related to “As Designed” and “As Built” Parts List.

d. The Counterfeit Prevention Plan will be updated as counterfeiting methods evolve to include any new indicators, as well as new prevention processes needed (either discovered directly or provided by the Government).

Requirements:

1. The Counterfeit Prevention Plan shall be in contractor format and shall include the following, as a minimum:

a. Procurement practices and procedures to include procurement of all parts and materials from original qualified parts/materials equipment manufacturer (OEM) or it franchised/authorized distributor.

b. Procurement practices and internal processes used for exceptions to buying from

OEM or OEM franchised distributors in cases where items are no longer available including a process to qualify/certify non-OEM parts & materials.

c. Monitoring procedures to include the delivery of test results from random sampling and supply chains surveillance that does not assume any source is safe to identify possible penetration of OEM supply chain.

d. Training/certification program for receiving inspectors.

e. Process to verify counterfeit.

DI-MISC-81832

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f. Processes to identify, store, and report counterfeit parts.

g. Process to ensure subcontracts contain the following requirements (As a minimum):

(1) Requirements to procure only from Original Equipment Manufacturer

(OEM) or OEM franchised distributors

(2) Procurement practices and internal processes used for exceptions to buying from OEM or OEM franchised distributors including a process to qualify/certify non-OEM parts & materials obtained

(3) Requirements to monitor supply (including delivery of test results from random sampling and supply chain surveillance that does not assume any source is safe) to identify possible penetration of OEM supply chain

(4) Training/certification program for receiving inspectors

(5) Process to verify counterfeit

(6) Processes to identify, store, and report counterfeit parts.

(7) Notification procedure (tailored to specific sub-contractor based on following Notification Procedure)

h. Self-audit of internal processes.

i. Monitor processes at all subcontractor levels processes and verify compliance through on-site audits.

j. Notification Procedure:

(1) Step 1: The contractor shall quarantine all suspect products pending further direction. The contractor shall provide a statement, with problem description, justifying why this is considered suspect and how it was detected. The contractor shall NOT notify the supplier that the items are suspected as being counterfeit items. However, consultation with the OEM is authorized. Make certain the parts and all members of the lot procured for use on this contract are stored in correct environmental controls. These parts need to be protected as evidence.

(2) Step 2: Contractors that identify suspect items shall immediately notify their customer that is the next link toward the prime contractor.

Notification shall be passed up the customer chain until reaching the prime contractor. The prime contractor shall immediately notify the cognizant Contracting Officer (CO) and Contracting Office Technical Representative (COTR) of all suspect items identified.

DI-MISC-81832

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(3) Step 3: The contractor shall make certain that the original documentation is secured as evidence and maintain any and all documentation associated with the part to include:

a. Part information such as part identifying number, lot date code, manufacturer information and originator/point of contact information

b. Any information reflecting part procurement/acquisition traceability which should include a copy of the purchase order, any and all correspondence between the buyer and the supplier to include: e-mails, records of phone conversations and paper letters of correspondence

c. Part documentation from the purported original manufacturer, distributors and suppliers (certificate of compliance and certificate of conformance)

d. All visual examination and physical analysis/testing results and the technical data package showing that the parts passed the required screening and qualification tests

e. List of company products affected

(4) Step 4: Determine that the part is or is not counterfeit (Usually accomplished as part of root cause analysis of non-conforming parts and/or materials)

(5) Step 5: If the parts are found to be counterfeit, they shall be isolated and controlled pending direction from law enforcement.

(6) Step 6: The contractor shall provide any additional required information to the government’s investigation team

END OF DI-MISC-81832

Title: CONFERENCE AGENDA

Number: DI-ADMN-81249B Approved Date: 20160524

AMSC Number: F9658 Limitation:

DTIC Applicable: GIDEP Applicable:

Preparing Activity: 11 (AFLCMC/EZSC) Project Number: ADMN-2015-002

Applicable Forms: None Use/Relationship: The Conference Agenda provides information concerning purpose, location, and schedule of conferences required to manage the acquisition of systems equipment, related items, and services.

a. This Data Item Description (DID) contains the format and content preparation instructions for the data product generated by the specific and discrete task requirement as delineated in the contract.

b. This DID supersedes DI-ADMN-81249A.

Requirements:

1. Reference documents. None.

2. Format. Contractor format is acceptable.

3. Content. The agenda shall include the following, where applicable:

a. The purpose and objective of the conference.

b. The conference location, date, and duration.

c. A daily chronological listing of each major topic or subtopic to be discussed and the time to be devoted to each topic.

d. A list of activities to be represented and identification of their responsibilities.

e. A list of subcommittees to be established during the conference and the proposed activity representation for each subcommittee.

f. Reference to and brief description of the results of previous meetings, when relevant.

g. Location, schedule, and purpose or subject area to be covered by each subcommittee, when applicable.

h. Names of the conference chairperson, co-chair, and subcommittee chairs, when applicable.

i. Information on billeting, messing, transportation, and administrative services available to conference attendees.

j. Complete list of all documentation to be available for review.

DISTRIBUTION STATEMENT A. Approved for public release; distribution is unlimited.

DI-ADMN-81249B

k. Brief description of progress on actions or problems identified at previous meetings, when applicable.

l. Other pertinent information such as Forms to be used, identification of any deviations or waivers, security classification, and clearance requirements.

End of DI- ADMN-81249B

Title: CALIBRATION CERTIFICATE/REPORT

Number: DI-QCIC-80798C Approved Date: 20170123 AMSC Number: F9766 Limitation: N/A DTIC Applicable: No GIDEP Applicable: No Preparing Activity: 36 Project Number: QCIC-2017-003 Applicable Forms: N/A Use/Relationship: The Calibration Certificate/Report documents calibration certificates or reports accompanying the calibrations performed on Department of Defense (DoD) test, measurement, and diagnostic equipment.

a. This Data Item Description (DID) contains the format and content preparation instructions for the data product generated by the specific and discrete task requirement as delineated in the contract.

b. This DID is applicable to contracts requiring calibration of test equipment prior to delivery.

This DID is consistent with ISO/IEC 17025, General requirements for the competence of testing and calibration laboratories, requirements for calibration reports or certificates.

(Copies of this document are available online at http://www.iso.org.)

c. This DID supersedes DI-QCIC-80798B.

Requirements:

1. Reference documents. The applicable issue of the documents cited herein, including their approval dates and dates of any applicable amendments, notices, and revisions, shall be as specified in the contract.

2. Format. Contractor format is acceptable.

3. Content. The calibration certificate or report shall include:

a. Title (e.g., calibration certificate or calibration report);

b. The name and address of the laboratory and the location where the calibrations were carried out, if different from the address of the laboratory;

c. Unique identification of the calibration certificate or test report (such as the serial number), and on each page an identification in order to ensure that the page is recognized as a part of the test report or calibration certificate, and a clear identification of the end of the calibration certificate or test report;

d. The name and address of the client or customer;

e. Identification of the method used;

f. A description of, the condition of, and the unambiguous identification of the item(s) tested or calibrated;

g. The date of receipt of the test or calibration item(s) where this is critical to the validity and application of the results, and the date(s) of performance of the test or calibration;

DISTRIBUTION STATEMENT A. Approved for public release. Distribution is unlimited.

DI-QCIC-80798C

h. Reference to the sampling plan and procedures used by the laboratory or other bodies where these are relevant to the validity or application of the results;

i. The test or calibration results with, where appropriate, the units of measurement;

j. The name(s), function(s) and signature(s) or equivalent identification of person(s) authorizing the calibration certificate or test report;

k. Where relevant, a statement to the effect that the results relate only to the items tested or calibrated;

l. The conditions (e.g., environmental) under which the calibrations were made that have an influence on the measurement results;

m. The uncertainty of measurement or a statement of compliance with an identified metrological specification or clauses thereof;

n. Evidence that the measurements are traceable.

End of DI-QCIC-80798C.

Title: Technical Report–Study/Services

Number: DI-MISC-80508B Approval Date: 14 Nov 2006 AMSC Number: 7633 Limitation: N/A DTIC Applicable: Yes Defense Technical Information Center (DTIC), 8725 John J. Kingman Rd.

Suite. 0944, Fort Belvoir, VA 22060-6218 GIDEP Applicable: No Office of Primary Responsibility: NS/DA02 Applicable Forms: N/A

Use/relationship: A technical report provides fully documented results of studies or analysis performed.

This Data Item Description (DID) contains format and content preparation instructions for the data product generated by the specific and discrete task requirement as delineated in the contract.

This DID supersede DI-MISC-80508A

Requirements:

1. Reference documents. None.

2. Format.

(a) The report and all attachments shall be typewritten, or otherwise clearly lettered, and shall be duplicated using non-fading ink.

(b) Text shall be prepared on standard letter size paper (8 ½ x 11”) .

(c) When attachments are included, they shall be fully identified, referenced in the text, and folded to conform to the size paper used in the report.

(d) Security classification and distribution markings shall conform to the requirements of the contract, purchase description and security requirements checklist, as applicable.

DI-MISC-80508B

3. Contents.

(a) Title Page – Identifies the report by providing contract number, project name or purchase description title, task number, and reporting period.

(b) Table of Contents.

(c) Section I – Includes the following:

(1) Introduction

(2) Summary – A brief statement of results obtained for the analytic effort.

(3) Conclusions and their condensed technical substantiation’s.

(d) Section II – A complete and detailed description of the analytic results which led to the conclusions stated in Section I above.

4. END OF DI-MISC-80508B

Title: Test Plan

Number: DI-NDTI-80566A Approval Date: 14 Nov 2006 AMSC Number: 7639 Limitation: N/A DTIC Applicable: No GIDEP Applicable: No Office of Primary Responsibility: NS/DA02 Applicable Forms: N/A

Use/relationship: The Test Plan outlines the plans and performance objectives at every level of testing on systems or equipment. It provides the procuring activity with the test concept, objectives and requirements to be satisfied, test methods, elements, responsible activities associated with the testing, measures required and recording procedures to be used.

This Data Item Description (DID) contains format and content preparation instructions for the data product generated by the specific and discrete task requirement as delineated in the contract.

This DID is applicable to system and equipment tests that include design evaluation tests, engineering tests, preliminary qualification tests, formal qualification tests, human factors tests, operational tests and acceptance tests.

This DID supersede DI-NDTI-80566.

Requirements:

1. Reference documents. None.

2. General. The test plan shall document in detail the contractor’s plan for conducting tests and analyzing the test results to show how the system, when fielded, will satisfy the requirements of the applicable design specification.

3. Format: The plan shall be in contractor’s format.

4. Contents. The plan shall contain the following:

4.1 Title page. The title page shall include the following:

a. Title of the test to be conducted.

b. Identification of system being tested.

c. Contractor’s name.

d. Contractor number.

DI-NDTI-80566A

e. Security classification.

f. Distribution statement.

4.2 Introduction. Consists of an overview of the objectives of the test plan, including flow diagrams, milestones, personnel participation, locations, schedules, and security measures to be observed. The plan shall include the following:

4.3 Flow diagrams. The flow diagrams will reflect a functional description of the test program using a block diagram portrayal of the functions that must be met to satisfy the total test program. Functions shall be numbered 1.0, 2.0, 3.0, etc.

4.4 Milestones. Identifies the start and expected completion dates of each test to be performed.

4.5 Participation. Identifies the government and contractor participation roles and responsibilties.

4.6 Location. Identifies the facilities where the testing will be performed.

4.7 Schedule. States when testing will be performed, whether testing is on schedule, and if not, what procedures will be taken to meet the schedule.

4.8 Security. Identify and state briefly any security measures of guidelines to be observed.

4.9 Master test list. Lists all tests to be accomplished in the order they are to be performed. A separate listing for each location shall be provided. Each listing shall include the following:

4.9.1 Test description. Name and brief description of test to be performed.

4.9.2 Applicable specification (s). The specifications shall be identified as follows:

a. Title and identification number.

b. Paragraph number associated with the tests.

c. Title of test.

d. Functional category of test.

4.9.3 Parameters. The number of cycles the test will be performed and selected parameters to be observed.

4.9.4 Special tests. Provides a list of special or unusual tests and examination necessary to verify satisfactory equipment performance to specifications.

DI-NDTI-80566A

4.9.5 Test classification category. State the functional area of each test performed.

4.9.6 Test objectives. Describes the objectives of each test performed, including the criteria, baseline, duration, and number of times each test should be performed.

a. Success/failure criteria.

b. Baseline.

c. Duration.

d. Quantity of test.

4.9.7 Test equipment. List all equipment to be used in the test and identify as follows:

a. Description.

b. Nomenclature.

c. Serial number.

4.9.8 Support equipment. List all support equipment that will be used to perform the tests and identify as follows:

a. Description.

b. Nomenclature.

c. Serial number.

d. Calibration constants.

e. Calibration procedures.

f. Operating instructions.

4.9.9 Special test equipment. List all special test equipment required to be designed or fabricated for use on the program as follows:

a. Description.

b. Nomenclature.

c. Data required.

4.9.10 Approach. Describe the steps used to perform each test.

4.9.11 Instrumentation. Indicates the type and recording devices that will be used and the number and types of parameters to be recorded.

4.9.12 Data reduction and analysis. Describes data to be recorded and the data reduction and analysis techniques that will be used to interpret the data.

4.9.13 Government test facilities. Identifies applicable facility and includes a reference to the appropriate facility requirements documents.

Validation procedure. An overview of the procedures that the contractor will use to validate the test results.

5. END OF DI-NDTI-80566A

Title: Test Procedure

Number: DI-NDTI-80603A Approval Date: 14 Nov 2006 AMSC Number: 7637 Limitation: N/A DTIC Applicable: N/A GIDEP Applicable: None Office of Primary Responsibility: NS/DA023 Applicable Forms: N/A

Use/relationship:

The test procedure identifies the step-by-step testing operations to be preformed on items under going developmental, qualification, or acceptance testing. It identifies items to be tested, the test equipment and support required, the test conditions to be imposed, the parameters to be measured, and the pass/fail criteria against which the test results will be measured. The document is a compilation of individual test procedures for related elements of a system, subsystem, or equipment.

This Data Item Description (DID) contains the format and content preparation instructions for each tech data product generated by the specific and discrete task requirement as delineated in the contract.

This DID is applicable to contracts requiring tests to be preformed for the purpose of developmental or environmental evaluation, acceptance testing, and item qualification testing.

This DID supersede DI-NDTI-80603.

Requirements:

1. Reference documents: None

2. Format: The test procedures shall be in contractor’s format on 8 ½ x 11 inch paper. It shall be bound in such a manner that pages may be removed or inserted without damage or mutilation.

3. Content: The test procedure shall contain the following:

3.1 Front matter.

3.1.1 Cover and title page. The following information shall be included on the cover and title page:

DI-NDTI-80603A

a. Date of issue.

b. Revision date (if applicable)

c. Procedure document identification number

d. Contract number

e. Contractor’s name and address

f. Type of procedure. Including purpose(e.g., first article test, developmental

Evaluation, qualification, environmental(specify), acceptance, or other)

g. Identification of the system, subsystem, or equipment to be tested.

h. Security classification (if applicable)

3.1.2 Record of changes. A record of change pages shall be included to provide for tracking of changes to the test procedures.

3.1.3 Table of contents. A table of contents is required when more that one test procedure is included in the test procedures document. It shall identify the page location of each procedure number, procedure title, and related equipment nomenclature.

3.2 Body of document. For each test procedure, the following information is required.

3.2.1 Procedure number. Each procedure shall have a unique number assigned to it.

3.2.2 Title of procedure. The title should relate to the purpose of the test.

3.2.3 Introduction. The following shall be addressed in the introduction:

3.2.3.1 Purpose of test. (As specified in the contract tasking document).

3.2.3.2 System, subsystem, or equipment to be tested. The following identification shall be provided.

a. Nomenclature

b. Model or part number

c. Type of test item(prototype, production item, laboratory model, etc)

d. Applicable specification

3.2.3.3 Test requirements. Included the following, each related to the prescribing contract requirement paragraph(specification, standard, plan, or work statement)

a. Required tests, and parameters to be measured.

b. Performance requirements, acceptance of compliance limits, and

Environmental criteria.

3.2.3.4 Referenced documents. A list by title, number, date, and source of those documents cited in the test procedure.

3.2.4 Required test equipment. Includes the following for each piece of test equipment required to perform the procedure:

a. Nomenclature

b. Use of test equipment

c. Model number(if applicable)

d. Manufacturer(if mandatory)

e. Accuracy and calibration requirements

f. Range or spectrum of measurements required

3.2.5 Table of tests. This table lists each test performed under the procedure in the sequence it is to be performed., identified to the procedure paragraph and the related specification/contract requirement.

3.2.6 Step-by-step procedure. The following shall be included for each step of the test procedure:

a. Test set-up diagrams, including test equipment connections.

b. Input and output instrumentation points.

c. Test item operating limits and test conditions to be imposed.

d. Performance parameters to be measured.

e. Step-by-step operations to obtain the required data.

f. Caution and safety warnings as appropriate.

3.2.7 Data sheets. Data sheets shall be included with the procedure, or be separately attached at the end of all procedures. They shall provide for:

a. Identification of item tested, including model and serial numbers.

b. Recording of test measurements

c. Identification of required or objective performance values, with

Tolerances.

d. Identification of applicable procedure paragraphs.

e. Date of test.

f. Signature of technician or inspector performing the tests/\.

3.2.8 Support requirements. Any special support requirement would be included in this section, such as:

a. Use of special facilities or test ranges.

b. Personnel requirements (numbers, types, qualifications).

c. Unusual electrical, hydraulic, pneumatic, etc, requirements

d. Support equipment requirements.

4. END OF DI-NDTI-80603A

DATA ITEM DESCRIPTION Form Approved

OMB NO. 0704-0188

Public reporting burden for this collection of information is estimated to average 110 hours per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to Department of Defense, Washington Headquarters Services, Directorate for Information Operations and Reports, 1215 Jefferson Davis Highway, Suite 1204, Arlington, VA 22202-4302, and to the Office of Management and Budget, Paperwork Reduction Project (0704-0188), Washington, DC 20503.

1. TITLE

CONTRACT FUNDS STATUS REPORT (CFSR)

2. IDENTIFICATION NUMBER

DI-MGMT-81468

3. DESCRIPTION/PURPOSE

3.1 The Contract Funds Status Report (CFSR), DD Form 1586, Sample Format 1, is designed to supply funding data about defense contracts to Program Managers for: (a) updating and forecasting contract funds requirements, (b) planning and decision making on funding changes to contracts, (c) developing funds requirements and budget estimates in support of approved programs, (d) determining funds in excess of contract needs and available for deobligation, and (e) obtaining rough estimates of termination costs.

4. APPROVAL DATE (YYMMDD)

951019

5. OFFICE OF PRIMARY RESPONSIBILITY (OPR)

OUSD(A&T)API/PM

6a. DTIC APPLICABLE 6b. GIDEP APPLICABLE

7. APPLICATION/INTERRELATIONSHIP

7.1 This Data Item Description (DID) contains the format and content preparation instructions for the data product generated by the specific and discrete task requirements as delineated in the contract.

7.2 This DID may be used in conjunction with the Contract Work Breakdown Structure DID, DI-MGMT-81334, the Cost Performance Report DID, DI-MGMT-81466, and the Cost/Schedule Status Report DID, DI-MGMT-81467.

7.3 Contractual Application. The CFSR is applicable to contracts over 6 months in duration.

No specific application thresholds are established, but application to contracts of less than $1,000,000 (constant fiscal year (FY) 1990 dollars) should be evaluated carefully to ensure only the minimum information necessary for effective management control is required. The CFSR will not be applied to firm fixed price contracts (as defined in FAR 16.202) unless unusual circumstances require specific funding visibility. CFSRs may be applied to unpriced portions of firm fixed price contracts that are estimated to be in excess of twenty (20) percent of the initial contract value. Only those parts of the CFSR essential to the management of each acquisition will be required. The DoD Program Manager will determine the need for contract funds information and apply only those portions of the CFSR deemed appropriate. To ensure that only minimum data is required over the life of the contract, provisions should be included in the contract to review reporting requirements at least annually and change them, if necessary, at no charge to the Government. (Continued on page 2)

8. APPROVAL LIMITATION

9a. APPLICABLE FORMS

DD Form 1586 9b. AMSC NUMBER

D7122

10. PREPARATION INSTRUCTIONS

10.1 Format. Contractor formats should be substituted whenever they contain all the required data elements at the specified reporting levels in a form suitable for DOD management.

10.2 Content. The CFSR shall contain the following information:

10.2.1 Item 1 - Contract Number. Enter the assigned contract number and the latest modification number on which contractual agreement has been reached.

10.2.2 Item 2 - Contract Type. Enter the type of contract as identified in FAR Part 16 (e.g., Cost Plus Fixed Fee (CPFF), Fixed Price Incentive (FPI), etc.).

10.2.3 Item 3 - Contract Funding For. Enter the applicable type as follows:

Multi-Year Procurement (MYP) Incrementally Funded Contract (INC) Contract for a Single Year (SYC)

10.2.3.1 For FY. For contracts which are financed with funds appropriated in more than one fiscal year, a report is required for each fiscal year's funds where the separate year's funds in the contract are associated with specific quantities of hardware or services to be furnished. The fiscal year(s) being reported will be shown in this block and that year's share of the total target prices (initial and adjusted) will be shown in Items 9 and 10.

(Continued on page 3)

11. DISTRIBUTION STATEMENT

Distribution Statement A: Approved for public release; distribution is unlimited.

10/19/95 DI-MGMT-81468

Block 7, Application/Interrelationship (Continued)

7.3.1 Level of Reporting. If a contract is funded with a single appropriation, a single line entry at the total contract level should be considered for CFSR reporting. Reporting by line item or WBS element will be limited to only those items or elements needed to support funds management requirements. A reduced level of reporting may be implemented on contracts

(a) with a dollar value between $250,000 and $1,000,000 (constant FY 1990 dollars); (b) that are for time and material; or (c) for which only limited funding requirements information is needed.

7.3.2 Multiple Appropriations. Where two or more appropriation sources are used for funding a single contract, contractors will segregate funds data by appropriation accounting reference. The procuring agency will supply the appropriation numbers applicable to individual line items or WBS elements. If a single line item or WBS element is funded by more than one appropriation, methods for segregating and reporting such information will be negotiated and specified in the contract.

7.3.3 Electronic Data Interchange. The American National Standards Institute (ANSI) X12 standard (transaction set 839), or the United Nations Electronic Data Interchange For Commerce, Administration and Transport (EDIFACT) equivalent, will be used for EDI transmission.

7.4 Frequency and Submission. The CFSR will be a contractual requirement as set forth in the Contract Data Requirements List (CDRL) DD Form 1423. Unless otherwise provided in the contract, the CFSR will be prepared as of the end of each calendar quarter or contractor accounting period nearest the end of each quarter. The required number of copies of the CFSR will be forwarded within 25 calendar days after the "as of" date of the report, or as otherwise specified in the contract. In the event of exceptional circumstances which call for increased frequency in reporting, such frequency will not be more often than monthly and will be negotiated and specified in the contract.

7.5 Explanations of Terms.

7.5.1 Open Commitments. For this report, a commitment represents the estimated obligation of the contractor (excluding accrued expenditures) to vendors or subcontractors (based on the assumption that the contract will continue to completion).

7.5.2 Accrued Expenditures. For this report, include recorded or incurred costs as defined within the Allowable Cost, Fee and Payments Clause (FAR 52.216-7) for cost type contracts or the Progress Payments Clause (FAR 52.232-

16) for fixed price type contracts, plus the estimated fee or profit earned.

Such costs include:

7.5.2.1 Actual payments for services or items purchased directly for the contract.

7.5.2.2 Costs incurred, but not necessarily paid, for storeroom issues, direct labor, direct travel, direct other in-house costs and allocated indirect costs.

7.5.2.3 Progress payments made to subcontractors.

7.5.2.4 Pension costs provided they are paid at least quarterly.

7.5.3 Termination Costs. Although this report is prepared on the basis that the contract will continue to completion, it is necessary to report estimated termination cost by government fiscal year and generally by more frequent intervals on incrementally funded contracts. The frequency will be dependent on the funding need dates (i.e., quarterly) and should be compatible with the contract funding clauses, Limitation of Funds clause (cost type contracts) or Limitation of Obligation clause (fixed price type contracts). Termination costs include such items as loss of useful life of special tooling, special machinery and equipment; rental cost of unexpired leases; and settlement expenses. The definition of termination costs is included in FAR 31.205-42.

In the event the Special Termination Costs clause (DFARS 252.249-7000) is authorized, then costs defined therein will be eliminated from the estimated termination costs.

7.6 The CFSR DID may be “tailored” in Block 16 of CDRL DD Form 1423.

Tailoring is defined as deleting requirements from a DID. Requiring more information in the CFSR CDRL DD Form 1423 than specified in this DID is prohibited by DOD regulation. All negotiated reporting provisions will be specified in the contract’s CDRL.

7.7 This DID supersedes DI-F-6004B.

Block 10, Preparation Instructions (Continued)

10.2.4 Item 4 - Appropriation. Enter the appropriation name (i.e., Research, Development, Test and Evaluation, Aircraft Procurement, etc.) and DoD Component (i.e., Air Force, Navy, etc.) in this block.

10.2.5 Item 5 - Previous Report Date. Enter the cut-off date of the previous report. (Year, Month, Day)

10.2.6 Item 6 - Current Report Date. Enter the cut-off date applicable to this report. (Year, Month, Day)

10.2.7 Item 7 - Contractor. Enter the name, division (if applicable), and mailing address of the reporting contractor.

10.2.8 Item 8 - Program. Identify the program by name or enter the type, model and series or other military designation of the prime item or items purchased on the contract. If the contract is for services or a level-of-effort (i.e., research, flight test, etc.), the title of the service should be shown.

10.2.9 Item 9 - Initial Contract Price. Enter the dollar amounts for the initial negotiated contract target price (or estimated price for non-incentivized contracts) and contract ceiling price when appropriate. For contracts which are financed with funds appropriated in more than one fiscal year, only the share of the total initial target and ceiling associated with the fiscal year shown in Item 3 will be entered.

10.2.10 Item 10 - Adjusted Contract Price. Enter the dollar amounts for the adjusted contract target price (initial negotiated contract plus supplemental agreements) and adjusted contract ceiling price or estimated ceiling price where appropriate. For contracts which are financed with funds appropriated in more than one fiscal year, only the share of the total adjusted target and ceiling associated with the fiscal year shown in Item 3 will be entered.

10.2.11 Item 11 - Funding Information.

10.2.11.1 Column a. - Line Item/Work Breakdown Structure (WBS) Element.

Enter the line item or WBS elements specified for CFSR coverage in the contract.

10.2.11.2 Column b. - Appropriation Identification. Enter the appropriation number supplied by the DoD Component for the contract or, if applicable, each line item or WBS element.

10.2.11.3 Column c. - Funding Authorized To Date. Enter dollar amounts of contract funding authorized under the contract from the beginning of the fiscal year(s) shown in Item 3 through the report date shown in Item 6.

10.2.11.4 Column d. - Accrued Expenditures Plus Open Commitments Total. For contract work authorized, enter the total of (a) the cumulative accrued expenditures incurred through the end of the reporting period, and (b) the open commitments on the "as of" date of the report. Enter the total applicable to funds for the fiscal year(s) covered by this report as shown in Item 3.

10.2.11.4.1 Separation of Open Commitments and Accrued Expenditures. On selected contracts, the separation of open commitments and accrued expenditures by line item or WBS element may be a negotiated requirement in the contract. Utilization of this provision should be held to the minimum essential to support information needs of the procuring agency. In the event this separation of data is not available in the contractor's accounting system or cannot be derived without significant effort, provision should be made to permit use of estimates. The procedures used by the contractor in developing estimates shall be explained in the Remarks section of the report.

10.2.11.4.2 Notice of Termination. When a Notice of Termination has been issued, potential termination liability costs will be entered in this column.

They will be identified to the extent possible with the source of liability (prime or subcontract).

10.2.11.5 Column e. - Contract Work Authorized - Definitized. For the fiscal year(s) shown in Item 3, enter the estimated price for the authorized work on which contractual agreement has been reached, including profit/fee, incentive and cost sharing associated with projected over/underruns. Amounts for contract changes will not be included in this item unless they have been priced and incorporated in the contract through a supplemental agreement.

10.2.11.6 Column f. - Contract Work Authorized - Not Definitized. Enter the contractor's estimate of the funds requirements for performing required work (e.g., additional agreements or changes) for which firm contract prices have not yet been agreed to in writing by the parties to the contract. Report values only for items for which written orders have been received. For incentive type contracts, show total cost to the Government (recognizing contractor participation). Enter in the Remarks section a brief but complete explanation of the reason for the change in funds.

10.2.11.7 Column g. - Subtotal. Enter the total estimated price for all work authorized on the contract (Column e. plus Column f.).

10.2.11.8 Column h. - Forecast - Not Yet Authorized. Enter an estimate of funds requirements, including the estimated amount for fee or profit, for changes proposed by the Government or by the contractor, but not yet directed by the contracting officer. In the Remarks section state each change document number and estimated value of each change.

10.2.11.9 Column i. - Forecast - All Other Work. Enter an estimate of funds requirements for additional work anticipated to be performed (not included in a firm proposal) which the contractor, based on his knowledge and experience, expects to submit to the Government within a reasonable period of time.

10.2.11.10 Column j. - Subtotal. Enter an estimate of total requirements for forecast funding (the sum of Column h. plus Column i.). Specific guidelines on what the contractor may include in the funding forecast section may be made a part of the contract.

10.2.11.11 Column k. - Total Requirements. Enter an estimate of total funds requirements for contract work authorized and forecast (the sum of Column g.

plus Column j.).

10.2.11.12 Column l. - Funds Carryover. For incrementally funded contracts only, report the amount by which the prior federal fiscal year funding was in excess of the prior year's requirement. If there is no carryover, report zero. Specific instructions for the use of this item may be made a part of the contract.

10.2.11.13 Column m. - Net Funds Required. Enter an estimate of net funds required, subtracting funds carryover in Column 1. from total requirements in Column k.

10.2.11.14 Column Totals. Totals should be provided for Columns c. through

m. for all line items or WBS elements reported.

10.2.12 Item 12 - Contract Work Authorized (With Fee/Profit) - Actual Or Projected. Data entries will be as follows: In the first column, actuals cumulative to date; in all other columns except the last, projected cumulative amounts from the start of the contract to the end of the period indicated in the column heading; in the last column, the projected cumulative amounts from the start to the end of the contract or fiscal year being reported. When the contractor has developed a range of estimates at completion, the most likely estimate shall be used to develop the projected cumulative data in this item.

10.2.12.1 Column Headings. Columns 2 through 9 will be headed to indicate periods covering the life of the contract or fiscal year being reported and may be headed to show months, quarters, half years and/or fiscal years as prescribed by the procuring agency.

10.2.12.2 Data Composition. Projected data should include all planned obligations, anticipated accruals, anticipated over/under targets (total cost to the Government recognizing contractor participation), G&A, and fee/profit.

For award fee contracts, the fee actually awarded will be included in Column 1, Actual to Date. The contractor shall describe in the Remarks section the amount, by period, and rationale for any award fee projections included in Columns 2 through 10.

10.2.12.3 Item 12.a. - Open Commitments. In the first column enter commitments open as of the date of the report. In subsequent columns enter the commitments projected to be open as of the end of each period indicated by the column headings. The amount entered will be the projected cumulative commitments less the planned cumulative expenditures as of the end of time period indicated. At the end of the contract, the amount will be zero.

10.2.12.4 Item 12.b. - Accrued Expenditures. In the first column enter actuals to date. In subsequent columns enter the projected cumulative accrued expenditures as of the end of each period indicated by the column headings.

10.2.12.5 Item 12.c. - Total (12.a. and 12.b.). In the columns provided, enter the total contract work authorized - actuals to date (Column 1) or projected (Columns 2 through 10). This total is the sum of open commitments and accrued expenditures projected through the periods indicated by the column headings. Significant changes in the amount or timephasing of this item shall be explained in the Remarks section.

10.2.13 Item 13 - Forecast Of Billings To The Government. In the first column enter the cumulative amount received from the Government plus any unpaid billings to the Government through the current report date, including amounts applicable to progress or advance payments. In succeeding columns enter the amount expected to be billed to the Government during each period reported (assuming the contract will continue to completion). Amounts will not be cumulative.

10.2.14 Item 14 - Estimated Termination Costs. In the columns provided, enter the estimated costs that would be necessary to liquidate all government obligations if the contract were to be terminated in that period. These entries are the amounts required in addition to the amounts shown in Item 12.

Applicable fee/profit should be included. These entries may consist of "rough order of magnitude" estimates and will not be construed as providing formal notification having contractual significance. This estimate will be used to assist the Government in budgeting for the potential incurrence of such cost.

On contracts with Limitation of Funds/Obligation clauses, where termination costs are included as part of the funding information in Block 11, enter the amounts required for termination reserve on this line.

10.3 Remarks Section.

10.3.1 General. This section shall contain any additional information or remarks which support or explain data submitted in this report. At a minimum, the contractor shall present the following information: (a) explanations of funds changes (refer to paragraphs 10.2.11.6, 10.2.11.8 and 10.3.2); (b) procedures used to develop estimates of open commitments and accrued expenditures (refer to paragraph 10.2.11.4.1); (c) the amount and rationale for any award fee projections included in Item 12 (refer to paragraph 10.2.12.2); (d) explanations of significant changes in the amount or timephasing of actual or projected total contract work authorized (refer to paragraph 10.2.12.5); and (e) any other information deemed significant or noteworthy. The contractor also shall provide a projected contract completion date that supports the funding projections in Item 12.

10.3.2 Changes. The Remarks section shall contain information regarding changes, as indicated below. A change in a line item shall be reported when the dollar amount reported in Item 11, Column k. of this submission differs from that reported in the preceding submission. The movement of dollar amounts from one column to another (Item 11, Columns e. through j.), indicating a change in the firmness of funds requirements, need not be reported in this section. Change reporting shall include the following:

10.3.2.1 The location of the changed entry (page, line, and column);

10.3.2.2 The dollar amount of the change; and

10.3.2.3 A narrative explanation of the cause of each change.

NET

FUNDS

REQUIRED

m

CONTRACT FUNDS STATUS REPORT (Dollars in of PagesPagePREVIOUS EDITION MAY BE USED.DD FORM 1586, AUG 96 (EG)

FUNDING INFORMATION11.

FOR FY

CLASSIFICATION

) Form Approved OMB No. 0704-0188

1. CONTRACT NUMBER 3. CONTRACT FUNDING FOR 5. PREVIOUS REPORT DATE 7. CONTRACTOR (Name, address and zip code)

9. INITIAL CONTRACT PRICE

2. CONTRACT TYPE 4. APPROPRIATION 6.