CAV_AF_SOW.pdf

CAV AF SOW, Version 1.1

CAV AF CFM

STATEMENT OF WORK

The purpose of this statement of work (SOW) is to provide general reporting requirements of the

Commercial Asset Visibility Air Force (CAV AF) system. CAV AF shall be the primary system of record for providing daily status of Government owned assets located at contractors facilities.

Items requiring reporting in CAV AF are end items subject to repair. Enhancements to the CAV

AF system will be identified on the CAV AF home web page. Users of CAV AF shall be responsible for ensuring training manuals or User Guides being used at contractor facilities are current.

The contractor shall perform CAV AF reporting requirements in accordance with CDRL

A001(DI-MGMT-81634B) of this contract.

Contractors accessing CAV AF shall present a valid DoD PKI certificate to log into CAV AF.

Contractors working at DoD facilities who 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.

Utilizing subcontractors in the repair of government assets in partnership by the awarded prime contractor shall conform to all applicable reporting requirements contained within this contract.

Inherently, the awarded prime contractor shall bear sole responsibility for all reporting actions.

Operating in such capacity requires the subcontractor to acquire a CAV AF User ID for reporting on the awarded prime contractors delivery orders.

Contractor reporting requirements to Commercial Asset Visibility (CAV) AF shall be accomplished daily and/or within 24 hours of a supply or maintenance action occurrence

IAW the applicable CAV AF CDRL, CAV AF version 7.2 or higher Contractor Users

Guide and applicable references within the contract. Accurate and timely reporting of end item 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. 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.

Contractor will use government issued shipment document numbers for CAV AF end item 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.

http://iase.disa.mil/pki/eca/

CAUTIONARY AREAS OF CONTRACTOR CAV AF REPORTING: 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). Examples of documented system data problems include but are not limited to:

a. Timely reporting means compliance with 24 hour requirement for contractor CAV AF reporting of maintenance (and supply) transactions. Contractor‟s 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 System (SCS) 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).

CONTRACTOR RESPONSIBILITY OF CAV AF HARDWARE AND SYSTEM

ACCESS: It is the contractor‟s responsibility to ensure systemic connectivity with CAV AF system is achieved and reporting capability is successful. When contractor experiences connectivity problem after receiving initial contract delivery order they should contact Inventory

Control Point (ICP) CAV AF System Administrator (SA) within 24 hours.

DD FORM 1348-1A / SHIPPING DOCUMENT NUMBER: A DD Form 1348-1A shall be used as the shipping document for shipment transactions of all end items and government furnished material (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. DD Form 250 or DD Form 1149 is not acceptable or authorized as a shipment document. They shall not accompany any material shipments on repair contracts. 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. Two copies of the DD Form 1348-1A are provided by CAV AF. 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:

a. 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.

b. Amended Shipping Instructions (ASI) are used to divert material that is due-in from a contractor to a requisitioner. 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.

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.

NOTE: In the event CAV AF system is inoperable, DD Form 1348-1A shall be manually generated (printed) by contractor. When CAV AF is again operable, the contractor shall complete a DD Form 1348-1A and the shipment process in CAV AF.

Not-on-Contract receipt transactions shall be utilized for assets received at a contractor‟s facility which are not an end line item number (ELIN) or contract line item number (CLIN) on the contract. This is to include AF Web Supply Deficiency Report (SDR) items, which are not limited to misrouted or misidentified shipments. In no terms shall Not-on-Contract receipt transactions be utilized for quality deficiency report (QDR) items. NOTE: Not-on-Contract receipt transactions must be resolved within 90 days and require government disposition.

All 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. For clarification, 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.

Contractor‟s shall follow all NWRM management requirements outlined within AFGM 20-1, Air

Force Guidance Memorandum on NWRM Management (will be replaced by AFI 20-110 currently in coordination) 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 in addition to hazardous and classified items.

ATTACHMENT 1

CONTRACTOR COMMUNICATIONS NETWORK (CCN)

1. 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 transactions.

1.2. Initial CAV AF training will be provided by the contracting ALC. Any follow up training will be the responsibility of the contractor. For training and/or questions on CAV AF, please contact CAV AF Contract Manager (CM) for contract issued by respective ALC, from one of the following areas:

a. Warner Robins AFB, GA, call (478) 327-6602 or 926-2760

b. Hill AFB, UT, call (801) 777-4803 or 775-6403

c. Tinker AFB, please call applicable commodity type for training:

Whole engine and/or engine reparable part workloads, call (405) 736-3032

Whole aircraft PDM workloads, call (405) 736-3031

Accessory Commodity workloads, call (405) 736-7356

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

2. WEB SITE:

2.1. CAV AF web site accessed through the internet will be used to submit all End Item transactions. Each contractor user shall be required to complete a System Authorized Access

Request, DD Form 2875, prior to using CAV AF.

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

2.3. The DLA/DAASC front-end computer at Wright-Patterson AFB, Ohio will act as host for

GFM requisitions and MILSTRIP Status updates processed through CAV AF as batch end-of-day/beginning-of-day transactions.

3. CICA XML: 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:

https://www.cavaf.com/

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

3.1 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.daas.dla.mil/daashome/edi-vanlist-dla.asp

DAASC https://www.daas.dla.mil/sar/gex_sar.asp

VAN/DAASC connectivity related information is located on a DLA dot mil domain and contractors will require Air Logistic 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 Air Logistics Center's (ALC) CAV AF System Administrator

(SA) and the contractor's programmer is required.

NOTE: 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 Air Logistics Center's (ALC)

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.

3.2. Contractor shall contact CAV AF CM (listed above; para 1.2.) to obtain most recent XML lessons learned document. Document contains recorded issues/problems and may alleviate anticipated problem areas associated to XML.

4. TECHNICAL CONSIDERATIONS:

4.1. Contractors accessing CAV AF shall present a valid DoD PKI certificate to log into CAV

AF. Contractor‟s working at DoD facilities who 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.

4.2. 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. 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).

https://www.daas.dla.mil/daashome/edi-vanlist-dla.asp https://www.daas.dla.mil/sar/gex_sar.asp http://iase.disa.mil/pki/eca/

4.3. 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.

4.4. 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.

5. CONTRACTOR RESPONSIBILITY:

5.1. 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.

5.2. 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.

5.3. System failures that cannot be corrected within 24 hours shall be reported to the contracting

ALC by fastest means possible.

6. SYSTEM AUTHORIZED ACCESS REQUEST (SAAR):

6.1. The SAAR, DD Form 2875, shall be completed by the contractor and submitted to the managing ALC CAV AF POC. A blank SAAR, DD Form 2875, and instructions on how to complete the form are identified below in the WORD document instruction.

DD 2875 Instructions

DD2875 Aug09

6.2. FAX DD Form 2875 to the respective ALC CAV AF System Administrator POC listed below:

a. Warner Robins AFB, GA, FAX (478) 926-4241

b. Hill AFB, UT, FAX

(801) 777-5692

c. Tinker AFB, OK, FAX

(405) 736-5308

6.3. CAV AF user IDs will be in a standard format for all users. The user ID and initial password normally will be emailed. Users will be required to change password following system entry. Users requiring password resets should contact the System Administrator POC listed below:

a. Warner Robins AFB, GA, call (478) 327-6602 or 926-2760

b. Hill AFB, UT, call (801) 777-4803 or 775-6403

c. Tinker AFB, OK, call (405) 736-3030