SOW_CAVAF.docx

CAV AF

STATEMENT OF WORK

The purpose of this statement of work (SOW) is to provide Contract Depot Maintenance (CDM) guidance for contractor technical responsibilities and reporting requirements of the Commercial Asset Visibility Air Force (CAV AF) system. CAV AF shall be the primary system of record under this contract for providing status of all Government owned assets located at contractor repair facilities. Reporting within CAV AF shall not be limited to end items subject to repair and where applicable, Government Furnished Materiel (GFM), but are to include assets stored as an inventory control point (ICP). Notification of enhancements and system down times to the CAV AF system will be identified on the CAV AF home web page. Contractors are responsible for ensuring current User Guides are utilized by their respective facility.

HOW DOES CONTRACTOR REPORTING IMPACT AF STRATEGIC GOALS?

The attached CAVAF brochure is provided to suppliers at such venues as; supplier summits, prime supplier meetings, supplier relation management meetings, etc. Targeted audience at such venues is supplier upper management level positions, with the AF strategic goal placing emphasis on timely and accurate reporting within 24 hours of maintenance or supply occurrence. The information is provided here for the CAVAF reporter to better understand how reporting impacts Weapon System supportability and the supplier by minimizing variability of future contract delivery order requirements.

CAV AF FORMAL TRAINING AND EDUCATION BRIEFING:

1. Training for CAV AF reporting will be requested by the contractor by contacting the applicable ICP CAV AF system administrator (SA). For assistance, guidance or questions to specific contract transactions reporting requirements may be addressed to the CAV AF contract monitor (CM). For ICP CAV AF (SA and/or CM) points of contact are identified in this document, Attachment 1, under Submission Requirements for CAV AF Access, para 5.

2. A CAV AF Requirement Lifecycle Educational Briefing will be provided on all awarded contracts by the contracting ICP CAV AF System Administrator (SA). All repair contractors shall be presented the CAV AF Requirements Lifecycle Education Briefing within the initial 3 months of contract award, but no less than once during repair contract duration. The intent of the briefing places importance on timely and accurate contractor reporting within 24 hours of maintenance occurrence.

a. A briefing shall be facilitated by a government repair requirements representative or other designee to the contractor and government attendees. Mandatory contractor attendance for the briefing shall consist of the CAV AF reporter and their immediate program manager/supervisor.

b. An exclusion from the CAV AF Requirement Lifecycle Educational Brief may be granted if the contractor has received the briefing within the past 12 months and has been awarded one or more contracts thereafter, provided the following criteria’s have been met;

the same supplier/location (DoDAAC TAC2 address) with no CAV AF contractor reporter changes, there are no reporting failures and/or findings uncovered. A contractor may submit an exclusion request to the PMS for consideration.

c. Additional briefing(s) may be warranted when the contractor CAV AF reporting displays a poor performance as a result in untimely and/or inaccurate reporting. Deficiencies shall be documented and reported by the PMS to the government procurement contracting officer (PCO) for contractual actions to correct untimely and/or inaccurate reporting, or noncompliance of contractual CAV AF reporting requirements. NOTE: During Program Management Review(s) (PMR) or separate meeting(s) issues addressing supplier CAV AF reporting performance shall be discussed. This is to rectify inadequate and contractual noncompliance of CAV AF reporting as follows but not limited to; untimely reporting, consistent 1-day repair-turn-around-time (RTAT) reporting, failure to report “all” assets in CAV AF or personnel changes impacting supplier reporting performance.

CONTRACTOR RESPONSIBILITY:

1. Contractor reporting requirements to CAV AF shall be accomplished within 24-hours of a maintenance or supply action occurrence IAW the applicable CAV AF CDRL, CAV AF version 8.0.1 or higher Contractor Users Guide and applicable references within the contract (i.e., Appendix B). Accurate and timely reporting of maintenance or supply transactions into CAV AF is critical to the management of repair requirements and the management of world-wide asset distribution. CAV AF transmits daily to Air Force internal data systems for financial and asset tracking therefore, inaccurate or lack of CAV AF reporting will cause significant loss to the Air Force. Contractor shall ensure asset record in CAV AF is an accurate reflection of physical asset on hand at all times. Failure to file CAV AF reports in a timely way shall be a material breach of the contract, allowing the government to withhold payment for the CAV CDRL and for the repair CLINS affected. No payments will be made unless all CAV reporting for all CLINS is current and up to date for the performance period prior to the request for payment. Submission of CAV reports in conjunction with request for payment with false information may be considered a violation of law, including but not limited to the Federal False Claims and False Statements Acts and subject to criminal and civil penalty thereunder.

2. Each CAV AF user shall submit a completed System Authorization Access Request, DD Form 2875, per instructions outlined in Attachment 1, Submission Requirements for CAV AF Access section, within 5 business days after contract award date. All DD Form 2875(s) shall be digitally signed. The contractor must ensure there is no possibility of a lapse in reporting coverage. It is imperative the following requirements be met to successfully process the DD Form 2875 in a timely manner to maintain contractual compliance authorization for CAV AF system access:

a. In blocks 28 and 28a on the DD Form 2875, users shall identify the valid Public Key Infrastructure (PKI) certification supplier and date of investigation. For CAV AF system access users shall require an active PKI certificate be maintained. Each contractor employee accessing CAV AF will need an Identity Certificate only; an Encryption Certificate is not required. NOTE: For contracts awarded to foreign contractor repair facilities (outside the US), see within this document Attachment 1, under Technical Considerations, para 1.b., which may add additional process time to acquire a PKI certificate.

b. User(s) shall complete initial DoD Information Assurance (IA) Cyber Awareness Challenge training and submit a course completion certificate with the DD Form 2875. IA Cyber Awareness Challenge course completion certification shall be accomplished annually. Users shall access IA training on the Cyber Awareness Challenge website, under the Department of Defense Employees section, click hyperlink; “Launch New Cyber Awareness Challenge Department of Defense Version” using the following website: http://iase.disa.mil/eta/cyberchallenge/launchPage.htm

i. First time CAV AF users will email initial IA Cyber Awareness Challenge course completion certificates, AF Form 4394, AF User Agreement Statement and completed DD Form 2875 to applicable ICP (see Attach 1, para 1.2) and hqafmc.a4nl@us.af.mil

ii. All following annual course completion certificates shall be completed before lapse in certification occurs and will be emailed to: hqafmc.a4nl@us.af.mil

iii. Product Functionality Caution: To meet technical functionality requirements, this awareness product was developed to function with Windows operating systems (Windows 7, VISTA, and XP, when configured correctly) using either the Internet Explorer (IE) or Firefox browsers. Users employing another OS or browser may experience difficulties and may not be able to complete the training or print the certificate of completion. The Cyber awareness Challenge course completion is a contractual requirement and must be complied with.

2. Contractor shall ensure accountability of all government furnished property (GFP) within their enterprise resource planning (ERP) or commercial off-the-shelf (COTS) system, which must be reported accurately for same GFP records within CAV AF at all times.

3. Utilizing subcontractors in the repair of government assets in partnership by the awarded prime contractor shall conform to all applicable CAV AF reporting requirements contained within this contract. Inherently, the awarded prime contractor shall bear sole responsibility for all reporting actions.

4. In order to successfully access CAV AF system, contractor and subcontractor reporters shall closely follow “initial log-in procedures” as prescribed within the following attachment:

5. Contract/Delivery Order Closure Level Disposition Instructions – Government will provide disposition instructions to contractor. Contractor shall begin shipping assets within 10 days of receiving government disposition instructions and have completed all shipping actions 30 days thereafter. Contractor shall be fully responsible to ensure all corresponding CAV AF reporting actions associated with disposition instructions occur within 24-hours of related shipment action.

6. Contractual Induction-at-Risk of end items is prohibited on all AF GFM repair contracts. Authorization of GFM is strictly limited to supportability of contract delivery orders.

7. All NSNs identified as Nuclear Weapon Related Material (NWRM) shall require contractor reporting utilizing CAV AF for production management, to track and report NWRM end items in repair to the Serial Number level. Contractors shall capture each NWRM assets Serial Number when reparable is received. NWRM assets received shall be receipted in CAV AF, with Serial Number identification within 24-hours for asset visibility and serial number tracking. Contractors shall follow all NWRM management requirements outlined in AFI 20-110, NWRM Management, to include but not limited to packaging, marking, labeling, storage, transportation and receipt of all NWRM assets, with emphasis on positive inventory control (PIC) and records management by the contractor and government to assure compliance. The successful application of these procedures requires the full cooperation of all personnel associated with the storage, shipping, transshipping and receiving of all NWRM assets.

SPECIFIC CAVAF CONTRACTOR TRANSACTIONAL REPORTING REQUIREMENTS:

1. “Not-on-Contract” receipt transactions shall be utilized for assets which are not GFM or repair end items. Not-on-contract assets are associated to a contractor facility DoDAAC and not an active contract delivery order. Regardless of asset condition code status, Not-on-contract shall be used for the following reporting actions:

a. Discrepancy Items – Are identified as misrouted shipments, misidentified shipments or damaged end items. Contractor will address discrepancy issues weekly to acquire resolution to discrepancy within 30 days of receipt transaction. The contractor shall comply with disposition instructions provided by the Government within 10 days and complete all associated reporting actions within same period. Contractor reporting actions shall be resolved using reversals of individual record document control numbers (RCDN) or may be accomplished utilizing a ‘bulk’ shipment action of RCDN.

b. Inventory Control Point Items – are identified as assets stored at contractor facility and are not repair end items, GFM or discrepancies items. Movement of assets from “Not-on-Contract” category shall be resolved using reversals of individual record document control numbers (RCDN) or may be accomplished utilizing a ‘bulk’ shipment action of RCDN.

NOTE: Contractor is responsible for all “Not-on-Contract” assets ensuring physical asset balances are reflected and CAVAF reporting actions occur within 24 hour of occurrence.

2. CAV AF receipt or reporting actions will not be utilized for quality deficiency report (QDR) items, as there is a separate process and tracking mechanism for them.

3. All contract line item number (CLIN) repairable assets shall be receipted in CAV AF under Receipt Type: On Contract (F). CAV AF generates a record control document number (RCDN) for each unit receipted and allows the reporter to assign a reference or serialization number for tracking purposes. Where no reference or serialization numbers are utilized for tracking purposes, the oldest RCDNs (listed first) shall always be processed first in the reporting selection of units. Any reversal actions shall be accomplished using the last RCDNs processed in reporting actions.

4. Contractor must have government or self-certified approval of repair action based on DD Form 250 signature or Wide Area Workflow (WAWF) entry before Condition Code A status is entered into CAV AF. The “Complete Date” entered into CAV AF cannot be dated prior to the DD250 date entered in the same screen. Contractor will validate that the DD250 shipment number and date entered into CAV AF are accurate. This requirement is also applicable to Condition Code H (Condemned) only when specifically directed by the contract.

5. Proper usage of DD Form 1348-1A, Issue Release/Receipt Document in relation to CAVAF reporting requirements.

a. Receipt Actions: Contractor will use government issued shipment document numbers for CAV AF end item and GFM receipt transaction reporting only in the absence of missing DD Form 1348-1A or shipment document number. Contractors are not authorized to generate pseudo shipment document numbers for receipt transactions because this creates disconnects in shipment tracking within government inventory systems. NOTE: If the DD Form 1348-1A is missing or no shipment document number is available, contractors are to immediately contact Production Management Specialist (PMS), who will acquire government issued shipment document number from the Inventory Management Specialist (IMS).

b. Shipping Actions: DD Form 1348-1A shall be used as the shipping document for shipment transactions of all end items and GFM. A DD Form 1348-1A is also applicable to all Consolidated Serviceable Inventory/Consolidated Reparable Inventory (CSI/CRI) assets regardless of tracking or reporting purposes. A Material Inspection and Receiving Report, DD Form 250 or Requisition and Invoice/Shipping Document, DD Form 1149 are not acceptable or authorized as a shipment document, and shall not accompany any material shipments on repair contracts. CAVAF provides a DD Form 1348-1A in a Portable Document Format (PDF). It is recommended the PDF be saved at the contractor’s facility prior to printing the two copies as required for shipping. DD Form 1348-1A shipping documents will be prepared for each NSN shipment from contractor’s facility, regardless of destination. The entire form, complete with bar coding, will be printed on a laser printer as specified under technical considerations. Place one copy on the outside of the shipment container and one copy inside the shipment container. For end item shipments the DD Form 1348-1A shipment document number shall be comprised as one of the following actions:

i. Back to Depot Shipments:

(1) For a “single” unit NSN shipment, the default shipment document number will be the CAV AF record control document number (RCDN) of item being shipped.

(2) For “multiple” quantity shipments, it is recommended the CAV AF RCDN of the lead item of the shipment be used as the shipment document number.

ii. Amended Shipping Instructions (ASI) are used to divert material that is due-in from a contractor to a requisitioned point. Government disposition instructions will provide a shipment document number to the contractor to be utilized for CAV AF shipment transaction reporting and the DD Form 1348-1A.

iii. For GFM shipments, contractors shall create the shipping document number consisting of the contractor’s six-digit ‘EZ’ DODAAC, four-digit Julian date and four-digit serial number.

c. In the event CAV AF system is inoperable or is on a scheduled downtime:

i. DD Form 1348-1A shall be manually completed and generated (printed) by contractor using the attached PDF pdf file and instructions below.

NOTE: When using the manual DD 13481A PDF file, use the cursor when navigating to specific record positions (columns or blocks), as the computer keyboard tab key function will not work.

ii. When CAV AF is again operational, the contractor shall resume with transactional reporting actions in a timely and accurate manner, including completing a DD Form 1348-1A (printing not required if manual DD13481A PDF file utilized) and the shipment process in CAV AF.

6. GFM Transactions (audit trail):

a. Material Receipt – All GFM requisitions with associated Supply Discrepancy Reports (SDR) shall be receipted with proper discrepancy code, as follows:

i. ‘A‘– indicates supply system sent an alternate number, however; according to the receiver it was not a suitable substitute. Contractor shall report discrepancy using AF Web Supply Deficiency Report (SDR).

ii. ‘E’ – received broken or unserviceable.

iii. “F’ – has a quantity shortage.

NOTE: Above actions may constitute an increase to the Table of Allowance (TOA) based on the SDR. Contractor shall contact PMS to ensure TOA increase occurs in timely manner.

b. CAVAF GFM Requisitions – Contractor is responsible for ensuring all Government shipped GFM requisition shipments are receipted in a timely and accurate manner. Action requires continual surveillance of open GFM requisitions every 30-days.

c. Turn-In Transaction – A GFM turn-in from the repair line is required for each serviceable unit of issue to the repair line. All GFM Issue transactions of ERRC ‘T’ coded assets require a corresponding GFM Turn-In transaction from repair line to the bond room; for same or alternate NIIN within 30-days for asset accountability and to prevent D035A from generating a false future buy. Turn-in transactions require material condition code status;

i. Consumable Items – must be condition code ‘A’ or ‘H’. NOTE: Transactional reporting actions are required on consumable items when physical plant clearance actions occur at the contractor’s repair facility.

ii. Exchangeable Items – must be condition code ‘A’, ‘F’ or ‘H’.

7. Upon contract expiration and/or becoming production complete, the contractor will complete a 100% physical inspection. Any assets remaining at the facility within 30-days must be noted in an email request to the PCO and PMS for disposition instructions by the government. If none is provided, assets are to be returned to the depot and reported within CAVAF, shipping to the following addresses according to each national stock number (NSN) inventory management location by source of supply (SOS) code:

a. FHZ – Tinker AFB, the ship to disposition address to SW3211:

TYPE/CODE: A SW3211

DEF DISTRIBUTION DEPOT OF OKLAHOMA

CEN REC 3301, F AVE

BLDG 506, DR 22

TINKER AFB, OK, 73145-8000

b. FGZ – Ogden AFB, the ship to disposition address to SW3210:

TYPE/CODE: A SW3210

DLA DISTRIBUTION DEPOT HILL

7537 WARDLEIGH RD

BLDG 849W

HILL AFB, UT 84056-5734

c. FLZ – Robins AFB, the ship for disposition address to XXXXXX:

CAUTIONARY AREAS OF CONTRACTOR CAV AF REPORTING:

1. Systemic data problems created by contractor’s failure to report data accurately or in a timely manner are subject to immediate Program Management Review (PMR) and/or CAV AF Requirements Lifecycle Educational Briefing. Examples of documented system data problems include but are not limited to:

a. Timely reporting means compliance with 24 hour requirement for all contractors CAV AF reporting of maintenance (and supply) transactions. Actual date information is required for all reporting actions. Contractors are not authorized to report all receipt, induction, complete and ship transactions the same day to ‘catch-up’ due to periodic reporting. This affects government inventory management systems and balances creating D035 Stock Control Supply System (SCSS) controlled exceptions (associated with same day reporting issue).

b. Contractors not using government issued DD Form 1348-1A document numbers on CAV AF contractor reporting on end item receipt transactions. This creates a data variance disconnect with government inventory D035 Stock Control System (SCS). Contractors are required to use DD Form 1348-1A document numbers for end item receipt transactions. NOTE: If the DD Form 1348-1A is missing or no shipment document number is available, contractors are to immediately contact Production Management Specialist (PMS) and acquire government issued shipment document number from Inventory Management Specialist (IMS).

c. Overages and shortages, for items which are part of this contract shall be reported by the contractor into CAV AF as received “On-Contract” with actual quantities received. Any items which are not part of this contract shall be receipted as “Not-on-Contract”, which represents misdirected or misidentified assets.

2. RCDNs are systemically generated in CAV AF and should not be duplicated or fabricated with a suffix for shipment document numbers. RCDN is comprised of the CAV AF Contractors DoDAAC, the Julian date the RCDN was produced, and a four digit serial number (begins with 0001 each day). CAV AF receipt and shipment actions feed transactional data to D035 SCSS daily controlled exceptions.

ATTACHMENT 1

CONTRACTOR COMMUNICATIONS NETWORK (CCN)

GENERAL INFORMATION:

1.1. The purpose of this attachment is to provide the specific conditions, hardware specifications, and communications interface to support contractor End Item reporting requirements and supply requisitions. Through the CCN Air Force contractors, with aircraft, engine or equipment repair contracts, have the capability to electronically process End Item and GFM transactions.

1.2. Initial CAV AF training will be provided by the contracting ICP . Any follow up training will be the responsibility of the contractor. Training request and/or questions on CAV AF, please contact CAV AF System Administrators (SA) for contracts issued by respective ICP , from one of the following areas:

a. Robins AFB, GA, call (478) 327-6602 or 327-6603, or send email request to: 406scms.cav.af.ar@us.af.mil

b. Hill AFB, UT, call (801) 586-3736, or send email request to:

420scms.cdm@us.af.mil

c. Tinker AFB, OK, call (405) 736-7329, or send email request to; 420.scms.tinker.cdm.workflow@us.af.mil

i. Tinker AFB, OK, Contractor furnished material (CFM) contracts call;

(405) 736-7171 or (405) 736-2046

ii. Tinker AFB, OK, Government furnished material (GFM) contracts call;

(405) 739-7329 or (405) 736-7362

NOTE: CAV AF Contractor’s reporting guide can be accessed via CAV AF main menu at bottom of screen.

WEB SITE CONNECTIVITY:

1. CAV AF web site accessed through the internet will be used to submit all supply and maintenance transactions.

2. The Web address for Online CAV AF access is: https://www.cavaf.com/

CICA XML CONNECTIVITY:

1. Commercial vendors with XML capability on their in-house systems will be able to transmit XML batch files via a DLA/DLMSO format known as CICA XML. CAV AF XML files are transmitted via the Defense Automatic Addressing System Center (DAASC) network. DAASC receives, edits, and routes logistics transactions for the Military Services and Federal Agencies. There is only one way to access DAASC:

a. Use the services of a Value Added Network (VAN), with a current access/connectivity DAASC license agreement.

b. Establishing an access/connectivity license agreement with a VAN/DAASC is an initial and essential action requiring execution at the earliest opportunity. Once this has been accomplished, DAASC will need to know the ISA/GS addressing id’s for each contractor so the information can be setup. Depending on the VAN selected, DAASC main ISA id is

DTDN.

VAN https://www.transactionservices.dla.mil/daashome/edi-vanlist-dla.asp DAASC https://www.transactionservices.dla.mil/sar/gex_sar.asp

c. VAN/DAASC connectivity related information is located on a DLA dot mil domain and contractors will require Air Logistics Center CDM personnel assistance to gain access to the site. This coordinated effort is required with either VAN or DAASC access the contractor pursues. Contractor sponsorship requirements exist where contractors requesting DAASC access must be sponsored by their U.S. Government Contracting Officer or Contracting Officer's Representative. Close coordination between the ICP CAV AF System Administrator (SA) and the contractor's programmer are required.

2. Contractors will report their repair transactions to CAV AF either by CAV Web or CAV XML. Both methods cannot be utilized at the same time. When the AL's CAV AF System Administrator loads the Contractor's Profile into CAV AF a reporting decision is made whether a contractor uses CAV Web or CAV XML reporting.

3. Contractor shall contact CAV AF CM (listed above; under General Information para 2.) to obtain most recent XML lessons learned document. Document contains recorded issues/problems and may alleviate anticipated problem areas associated to XML.

TECHNICAL CONSIDERATIONS:

1. Contractors accessing CAV AF shall present a valid DoD PKI certificate to log into CAV AF. Contractor’s working at DoD facilities that have a common access card (CAC), should already have a PKI certificate. Contractors working outside of DoD facilities can purchase a valid DoD PKI certificate through one of three External Certificate Authorities (ECAs). A listing of ECAs and additional information on purchasing a valid DoD PKI can be found at the following web site: http://iase.disa.mil/pki/eca/ . Each contractor employee accessing CAV AF will need an Identity Certificate only; an Encryption Certificate is not required.

a. Companies with developed external interoperability PKI certificates having met the Category II: Non-Federal Agency PKI criteria shall complete DD Form 2875, block 28 with company name and 28a date of investigation.

c. For contracts awarded to foreign contractor repair facilities (outside the US), identity proofing must be done in-person, but can be performed by an ECA Registration Authority, Trusted Agent, Notary, or Authorized DoD Employee. CAV AF contractor reporters shall contact the Defense Contract Management Agency (DCMA) for assistance in identifying the local or regional Trusted Agent. NOTE: Identify proofing process may impede DD Form 2875 submission timeline by 10 days, foreign contractors are to inform applicable ICP CAV AF SA OPR identified in para 5 below.

2. The CAV AF program is designed to be accessible using Microsoft Internet Explorer (IE6) v6.0 or higher or Netscape 4.75 or higher on a Windows 2000 or newer platform. The IE6 is suggested and contains the required 128-bit encryption capability, and DoD certification. The following hardware is suggested as a minimum to adequately support CAV AF reporting with a minimum system requirement using Windows 2000 or newer platform: IBM compatible PC (1.5 GHZ Pentium), 512 MB RAM, 20 GB hard drive, 56 K BPS or faster data transmission modem, or connection to WAN/LAN, Laser Printer with 300 DPI resolution, (must support true type font).

a. The following software is required to accomplish CAV AF Web-based reporting:

Operating System: Windows 2000 or Windows XP, Web Browser: Internet Explorer, version 6.0 (preferred), or Netscape version 4.75 (or higher) is also compatible.

b. CAV AF Web-based software will reside on the AF mid-tier server. CAV AF software changes will be made at the mid-tier server and they will be available to the repair vendor upon log-on to the CAV AF system. Changes to CAV AF software by the commercial repair vendors are not authorized.

c. To ensure connectivity to the CAV AF website the contractor must allow ports 443 and 4443 open in both directions. Both of these ports are secure ports and although most companies have 443 open they don’t usually have 4443 open as it is a standard port. If the contractor is running a proxy server on their network they must also include the https://www.cavaf.com web site in their trusted sites.

CONTRACTOR RESPONSIBILITY:

1. The contractor shall be responsible for the maintenance of the hardware and supplies (paper, ink, ribbons, extra disks, etc.) to keep the PC system operational and compatible with the host computer.

2. The contractor shall use the CCN/CAV AF Reporting System to report all end item transactions. These transactions shall be entered into CAV AF on a real time basis or as changes generate, but not later than 24 hours from the date of occurrence.

3. System failures that cannot be corrected within 24 hours shall be reported to the contracting ICP by fastest means possible. If contractor experiences connectivity or reporting issues exceeding a 24 hour period, they are responsible for contacting their contract ICP listed below under Submission Requirements for CAV AF Access, para 5.

4. It is the responsibility of each CAV AF contract reporter to maintain an active User ID once it is assigned. To maintain an active User ID each reporter is required to log-in to CAV AF within 30 days of previous log-on. Inactivity disrupts asset posture and data transactional feeds which impede the AF inventory management and planning to maintain sustainable Weapon System readiness. Under DoD system security requirements, a User ID shall be “disabled” after 30 days of inactivity and locked out of the system. A User ID shall be “deleted” after 45 days of inactivity. Should either of these occurrences prevail, the User shall immediately contact the ICP system administrator (SA) for their contracts. CAV AF ICP SA POCs are listed on the web site log-on page. Or are listed, under Submission Requirements for CAV AF Access section below, paragraph 5, identifies POCs for resetting passwords on disabled accounts and reestablishing deleted User ID accounts.

SUBMISSION REQUIREMENTS FOR CAV AF ACCESS:

1. The DD Form 2875 shall be completed and digitally signed by the contractor CAV AF reporter requesting system access and submitted to the managing ICP CAV AF System Administrators listed below within 10 days of contract award date. A blank SAAR, DD Form 2875, and instructions on how to complete the form are attached below.

2. Contractor CAV AF reporters are required to digitally sign and submit a AF User Agreement Statement, AF Form 4394. Is shall accompany the DD Form 2875 and be submitted to the managing ICP CAV AF System Administrators listed below within 10 days of contract award date. In those instances when a contractor cannot digitally sign the attached form below, the contractor will be required to download the IBM Forms View application and sign the form via the following web link: http://www.e-publishing.af.mil/viewerdownload.asp

3. User(s) shall complete initial DoD Information Assurance (IA) Cyber awareness Challenge training and submit a course completion certificate with the DD Form 2875. IA Cyber awareness Challenge course completion certification shall be accomplished annually. Users shall access IA training on the Cyber Awareness Challenge website, under the Department of Defense Employees section, click hyperlink; “Launch New Cyber Awareness Challenge Department of Defense Version” using the following website: http://iase.disa.mil/eta/cyberchallenge/launchPage.htm

4. Email DD Form 2875, AF Form 4394 and IA Cyber awareness Challenge course completion certificate (per Contract Responsibility para 2.b. above) together to the respective ICP CAV AF System Administrator listed below. NOTE: First time CAV AF users will email initial IA Cyber Awareness Challenge course completion certificates, AF Form 4394, AF User Agreement Statement and completed DD Form 2875 to applicable ICP listed below and hqafmc.a4nl@us.af.mil

a. Robins AFB, GA, send 2875 request to: 406scms.cav.af.ar@us.af.mil

b. Hill AFB, UT, send 2875 request to: 420scms.cdm@us.af.mil

c. Tinker AFB, OK, send 2875 request to: 420.scms.tinker.cdm.workflow@us.af.mil

5. CAV AF user IDs are created in a standard format for all users. The contractor will receive their user ID via automated email notification. Users will be required to submit a default password for system to prompt user to create a password following system entry. Users requiring the default password or password resets should contact their applicable CAV AF System Administrator POC listed below:

a. Robins AFB, GA, call (478) 327-6602 or 327-6603, or send email request to: 406scms.cav.af.ar@us.af.mil

b. Hill AFB, UT, call (801) 586-3736, or send email request to:

420scms.cdm@us.af.mil

c. Tinker AFB, OK, call (405) 739-3229, or send email request to:

420.scms.tinker.cdm.workflow@us.af.mil

CAV AF GFM SOW v2.1 22 Feb 2012 CAV AF GFM SOW v19, December 8, 2014 image1.emf

CAV AF Brochure.dot

CAV AF SYSTEM ACCESS REQUIREMENTS FOR CONTRACTOR REPORTERS

Repair contractors must provide all completed training and documentation requirements listed below, within 10 days of contract award, to the issuing AF Inventory Control Point (ICP):

1. Complete and digitally sign the System Authorization Access Request (SAAR), DD Form 2875.

2. A Public Key Infrastructure (PKI) certificate (Medium token assurance) from an authorized vendor must be annotated on DD Form 2875 block 28.

3. Complete and digitally sign the AF User Agreement, AF Form 4394.

4. A DoD Cyber Awareness Challenge training completion certificate. This is a reoccurring annual training requirement.

technical considerations for system access:

To ensure connectivity to the CAV AF website the contractor must allow ports 443 and 4443 open in both directions. Both of these ports are secure ports and although most companies have 443 open they don’t usually have 4443 open as it is a standard port. If the contractors are running a proxy server on their network, they must also include the https://www.cavaf.com website as one of their trusted sites.

MAINTAINING ACCESS

It is the responsibility of each contractor reporter to maintain an active CAV AF User ID account. Under DoD system security requirements, inactive User ID accounts shall be “disabled” after 30 days and “deleted’ after 45 days from last log-on. Immediately call your applicable point-of-contract listed below to regain or establish access:

ICP points-of-ConTact

COMMERCIAL ASSET VISIBILITY AIR FORCE

(CAV AF)

REPAIR CONTRACTOR REPORTING SYSTEM

What is CAV AF?

Commercial Asset Visibility Air Force (CAV AF) is the contractual compliance reporting system for all Contract Depot Maintenance (CDM) repair requirements and Government Furnished Material (GFM) receipts/issues. It provides 100% visibility of all Air Force assets at the contractor facility during the repair process by quantity and condition code count. Ultimately, CAV AF provides repair data for asset accountability and requirement forecasting.

Repair vs new Buy

CAV AF is an Air Force version of the Navy’s parent system, CAV; both are used by the contractors as the authoritative government source system to report daily transactions pertaining to contract repair workload. CAV AF reporting is a major contributing factor in forecasting and budgeting AF requirements. As a result, timely and accurate reporting can determine the difference between budgeting for future requirements through repairs or new buys, both or none at all.

The diagram below illustrates the current AF repair versus buy budgets and further breaks down the percentages of contract and organic (in-house) by supply locations.

Why is CAV AF important?

To improve cost efficiency, the AF increasingly relies on contractors instead of organic capabilities to perform depot-level maintenance. This partnership with contractors requires the AF to provide a systemic solution, via CAV AF, to better manage contract repair workload. As such, contractor reporting is an essential component in forecasting AF requirements and is vital in supporting the Warfighters.

As illustrated below, timely and accurate contractor reporting in CAV AF provides the necessary data to determine supportability of current backorders and future demands. Additionally, CAV AF reporting can help both, the Air Force and the contractor, in minimizing variability of future delivery order requirements, which ultimately, can have a major impact to the overall bottom dollars.

How does Contractor Reporting impact Af Strategic Goals?

In order to deliver Lt. Gen. Bruce Litchfield’s “Art of the Possible” results, the following strategic goals are established in the area of contract repair:

· Maintain 100% asset visibility at the contractor facility by timely and accurately reporting in CAV AF. Government and contractor personnel are responsible for ensuring all movements of assets are visible at all times: from depot shipment to contractor receipt, from repair induction to serviceable production, and from contractor shipment to customer delivery. As such, it has always been a contractual obligation to perform CAV AF reporting within 24 hours of actual supply or maintenance occurrence.

· Reduce lag time between Wide Area Workflow (WAWF) and CAV AF production reporting to $0. While WAWF reporting is important to contractors getting paid upon repairing an asset, it is just as imperative to report in CAV AF, timely and accurately, to maintain 100% accountability of assets. Eliminating lag time between WAWF and CAV AF reporting can ultimately improve supportability.

· Reduce initial asset variance to 0%. When orders are issued, timely and accurate CAV AF reporting provides daily feeds of asset posture and quarterly feeds of production and condemnation quantities to downstream demand forecast and budget systems. Thereby, eliminating any unnecessary manual file-maintenance adjustments or corrections from the initial input or system overlays would improve efficiency of the workforce and support of the Warfighters.

420 SUPPLY CHAIN MANAGEMENT SQUADRON

3001 Staff Drive, Post 1AH1-91A

Tinker AFB, OK 73145

405-734-8363

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CAVAF Initial Log-In Procedures.docx Login Screen

When the Contractor goes to the CAV AF website, the Public Key Infrastructure (PKI) login screen is the first screen that appears (see PKI section of CAV AF Contractor User’s Guide for more information).

Login Procedures:

1. Access the CAV AF website, https://www.cavaf.com

2. The screen ‘Choose a digital certificate’ will appear.

3. Select the DOD PKI or ECA certificate*.

4. Click ‘OK’.

5. A prompt will appear asking for the PKI designated pin number (CAC or ECA).

6. Enter PKI designated pin number. Click ‘OK’.

*Note: If an ECA is required and has not been received, the ‘Choose a digital certificate’ will appear with no information in the box (i.e., no Name or Issuer). Hit the cancel button and the

CAV AF Login page will appear. The non-PKI access to CAV AF will be available for a short transitional period but all users must acquire PKI certification.

The Commercial Asset Visibility 8.0.1.2 Login screen appears.

7. Click the Log In button to proceed.

**INITIAL LOG IN PROCESS**

7a. Type in the User ID and default password that was provided by the Contract Manager.

7b. Click ‘OK’.

7c. Click ‘OK’.

7d. Use the SAME UserID and default password on this screen that was used on 7a.

7e. You will now be able to establish a unique password using the outlined criteria. Once your password is accepted, you will be directed to the Main Menus screen.

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Manual Instructions for DD Form 1348-1A.docx DD Form 1348-1A, Issue Release/Receipt Document

A DD Form 1348-1A is required for shipment of single NIIN, regardless of quantity. When filling out the manual DD Form 1348-1A the following legend data fields are required, as follows:

Card Columns (1 – 80) Across Top of Form:

Col 1 – 3, Document Identifier – A5A

Col 4 – 6, Routing Indicator (RI) From (RIC) – Apply “E” RIC associated to Contractor DoDAAC (may be required to reference previous CAV AF generated DD Form 1348-1A to identify this data field.

Col 7, Media & Status (M&S) - Y

Col 23 – 24, Unit of Issue – EA

Col 25 – 29, Quantity being shipped

Col 51, Signal Code – M is default, unless provided a different signal code

Col 60 – 61, Priority – 06

Col 71, Condition Code – F

Blocks to Right of Form:

2. Ship From – Contractor DoDAAC

3. Ship To – self-explanatory, this is the DoDAAC being shipped to

4. Mark For – as identified by contract/delivery order CLIN description

5. Document preparation date - enter numerical (Julian) day of year.

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26. RIC (4-6)

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16. FREIGHT CLASSIFICATION NOMENCLATURE

17. ITEM NOMENCLATURE

18. TY CONT

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20. TOTAL WEIGHT

21. TOTAL CUBE

22. RECEIVED BY

23. DATE RECEIVED

24. DOCUMENT NUMBER

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enter R I from digit 3:

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enter unit of issue digit 1:

enter unit of issue digit 2:

enter quantity digit 1:

enter quantity digit 2:

enter quantity digit 3:

enter quantity digit 4:

enter quantity digit 5:

enter supplementary address S E R digit 1:

enter supplementary address digit 2:

enter supplementary address digit 3:

enter supplementary address digit 4:

enter supplementary address digit 5:

enter supplementary address digit 6:

enter S I G:

enter fund digit 1:

enter fund digit 2:

enter distribution digit 1:

enter distribution digit 2:

enter distribution digit 3:

enter project digit 1:

enter project digit 2:

enter project digit 3:

enter priority digit 1:

enter priority digit 2:

enter required delivery date in julian digit 1:

enter required delivery date in julian digit 2:

enter required delivery date in julian digit 3:

enter A D V digit 1:

enter A D V digit 2:

enter R I digit 1:

enter R I digit 2:

enter R I digit 3:

enter o/p:

enter C O N D:

enter M G T:

enter unit price, dollars digit 1:

enter unit price, dollars digit 2:

enter unit price, dollars digit 3:

enter unit price, dollars digit 4:

enter unit price, dollars digit 5:

enter unit price, cents digit 1:

enter unit price, cents digit 2:

Total price, dollars.:

Total price, cents.:

Ship from.:

Ship to.:

Mark for.:

enter D O C Date as 4 digit year followed by two digit month and 2 digit day:

enter N M F C.:

Freight rate.:

enter cargo type:

enter P S:

Quantity received.:

enter U P :

Unit weight.:

Unit cube.:

enter U F C:

enter S L:

Freight classification nomenclature.:

Item nomenclature.:

Type container.:

Number of containers.:

Total weight.:

Total cube.:

Received by.:

Date received as 4 digit year followed by two digit month and 2 digit day.:

Document number and suffix (30 - 44):

National stock number and A D D (8 - 22):

enter R I C 4 - 6, U I 23 - 24, quantity 25 - 29, C O N Code 71, D I S T 55 - 56, U P 74 - 80:

enter additional data:

Click this Reset button to erase data from all fields.:

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DD2875 CAVAF Aug09 (1).pdf

SYSTEM AUTHORIZATION ACCESS REQUEST (SAAR)

PRIVACY ACT STATEMENT

Executive Order 10450, 9397; and Public Law 99-474, the Computer Fraud and Abuse Act.

To record names, signatures, and other identifiers for the purpose of validating the trustworthiness of individuals requesting access to Department of Defense (DoD) systems and information. NOTE: Records may be maintained in both electronic and/or paper form.

None.

Disclosure of this information is voluntary; however, failure to provide the requested information may impede, delay or prevent further processing of this request.

TYPE OF REQUEST

INITIAL MODIFICATION DEACTIVATE

DATE (YYYYMMDD)

PART I (To be completed by Requestor)

1. NAME (Last, First, Middle Initial) 2. ORGANIZATION

3. OFFICE SYMBOL/DEPARTMENT

8. CITIZENSHIP

6. JOB TITLE AND GRADE/RANK

4. PHONE (DSN or Commercial)

PART II - ENDORSEMENT OF ACCESS BY INFORMATION OWNER, USER SUPERVISOR OR GOVERNMENT SPONSOR (If individual is a contractor - provide company name, contract number, and date of contract expiration in Block 16.)

16a. ACCESS EXPIRATION DATE (Contractors must specify Company Name, Contract Number, Expiration Date. Use Block 27 if needed.)

18. SUPERVISOR'S SIGNATURE17. SUPERVISOR'S NAME (Print Name) 19. DATE (YYYYMMDD)

14. TYPE OF ACCESS REQUIRED:

AUTHORIZED PRIVILEGED

15. USER REQUIRES ACCESS TO: UNCLASSIFIED CLASSIFIED (Specify category)

13. JUSTIFICATION FOR ACCESS

16. VERIFICATION OF NEED TO KNOW

I certify that this user requires access as requested.

22. SIGNATURE OF IAO OR APPOINTEE

20. SUPERVISOR'S ORGANIZATION/DEPARTMENT 20b. PHONE NUMBER

25. DATE (YYYYMMDD)

21. SIGNATURE OF INFORMATION OWNER/OPR

23. ORGANIZATION/DEPARTMENT

21a. PHONE NUMBER 21b. DATE (YYYYMMDD)

7. OFFICIAL MAILING ADDRESS

5. OFFICIAL E-MAIL ADDRESS

DD FORM 2875, AUG 2009 PREVIOUS EDITION IS OBSOLETE.

USER ID

SYSTEM NAME (Platform or Applications) LOCATION (Physical Location of System)

9. DESIGNATION OF PERSON

OTHER

24. PHONE NUMBER

AUTHORITY:

PRINCIPAL PURPOSE:

ROUTINE USES:

DISCLOSURE:

20a. SUPERVISOR'S E-MAIL ADDRESS

US FN

OTHER

MILITARY CIVILIAN

CONTRACTOR

Adobe Professional 8.0

11. USER SIGNATURE 12. DATE (YYYYMMDD)

10. IA TRAINING AND AWARENESS CERTIFICATION REQUIREMENTS (Complete as required for user or functional level access.)

I have completed Annual Information Awareness Training. DATE (YYYYMMDD)

DD FORM 2875 (BACK), AUG 2009

PART IV - COMPLETION BY AUTHORIZED STAFF PREPARING ACCOUNT INFORMATION

PROCESSED BY (Print name and sign)DATE PROCESSED

(YYYYMMDD)

27. OPTIONAL INFORMATION (Additional information)

SYSTEM

DOMAIN

SERVER

APPLICATION

DIRECTORIES

FILES

DATASETS

TITLE: ACCOUNT CODE

REVALIDATED BY (Print name and sign)DATE REVALIDATED

(YYYYMMDD)

28b. CLEARANCE LEVEL

28. TYPE OF INVESTIGATION

PART III - SECURITY MANAGER VALIDATES THE BACKGROUND INVESTIGATION OR CLEARANCE INFORMATION

28a. DATE OF INVESTIGATION (YYYYMMDD)

28c. IT LEVEL DESIGNATION

31. SECURITY MANAGER SIGNATURE29. VERIFIED BY (Print name) 32. DATE (YYYYMMDD)

26. NAME (Last, First, Middle Initial)

LEVEL I LEVEL II LEVEL III

30. SECURITY MANAGER

TELEPHONE NUMBER

A. PART I: The following information is provided by the user when establishing or modifying their USER ID.

(1) Name. The last name, first name, and middle initial of the user.

(2) Organization. The user's current organization (i.e. DISA, SDI, DoD and government agency or commercial firm).

(3) Office Symbol/Department. The office symbol within the current organization (i.e. SDI).

(4) Telephone Number/DSN. The Defense Switching Network (DSN) phone number of the user. If DSN is unavailable, indicate commercial number.

(5)Official E-mail Address. The user's official e-mail address.

(6) Job Title/Grade/Rank. The civilian job title (Example: Systems Analyst, GS-14, Pay Clerk, GS-5)/military rank (COL, United States Army, CMSgt, USAF) or "CONT" if user is a contractor.

(7) Official Mailing Address. The user's official mailing address.

(8) Citizenship (US, Foreign National, or Other).

(9) Designation of Person (Military, Civilian, Contractor).

(10) IA Training and Awareness Certification Requirements. User must indicate if he/she has completed the Annual Information Awareness Training and the date.

(11) User's Signature. User must sign the DD Form 2875 with the understanding that they are responsible and accountable for their password and access to the system(s).

(12) Date. The date that the user signs the form.

B. PART II: The information below requires the endorsement from the user's Supervisor or the Government Sponsor.

(13). Justification for Access. A brief statement is required to justify establishment of an initial USER ID. Provide appropriate information if the USER ID or access to the current USER ID is modified.

(14) Type of Access Required: Place an "X" in the appropriate box.

(Authorized - Individual with normal access. Privileged - Those with privilege to amend or change system configuration, parameters, or settings.)

(15) User Requires Access To: Place an "X" in the appropriate box.

Specify category.

(16) Verification of Need to Know. To verify that the user requires access as requested.

(16a) Expiration Date for Access. The user must specify expiration date if less than 1 year.

(17) Supervisor's Name (Print Name). The supervisor or representative prints his/her name to indicate that the above information has been verified and that access is required.

(18) Supervisor's Signature. Supervisor's signature is required by the endorser or his/her representative.

(19) Date. Date supervisor signs the form.

(20) Supervisor's Organization/Department. Supervisor's organization and department.

(20a) E-mail Address. Supervisor's e-mail address.

(20b) Phone Number. Supervisor's telephone number.

DD FORM 2875 INSTRUCTIONS, AUG 2009

INSTRUCTIONS

The prescribing document is as issued by using DoD Component.

(21) Signature of Information Owner/OPR. Signature of the functional appointee…