NSAM3 RFP Sec J Attachment 10 Expenditure Estimate Spreadsheet and Monthly Expenditure Report Guidance REV K Feb 2024.docx

Expenditure Estimate Spreadsheet and Monthly Expenditure Report Guidance February 2024

Attachments:

1. Expenditure Estimate Spreadsheet Template

2. Monthly Expenditure Report Template

3. OSD Benchmarks

A. PURPOSE

The intent of the Expenditure Estimate Spreadsheet (EXPEST) and the Monthly Expenditure Report (MER) is to track actual and planned expenditures of funds for each Center of Excellence (COE). This guidance covers two spreadsheets. The first is the EXPEST Spreadsheet (Attachment 1), and the second is the MER (Attachment 2). Together, they provide a readily accessible summary of planned and actual expenditures and indicate how well the planned and actual expenditures track to the ONR benchmarks. The EXPEST Spreadsheet and MER should be maintained in two separate Excel Workbooks. The EXPEST and the MER Workbooks will now cover both ManTech 6.3 and Manufacturing Applied Research 6.2 funding (if applicable to the COE).

B. TIMELINE

Expenditure Estimate Spreadsheet: All COEs should update and submit the Expenditure Estimate Spreadsheet on or before the 20th of January and the 20th of July of each year. If a COE is behind benchmark, additional estimates may be required on or before the 20th of October and/or the 20th of April. A separate spreadsheet tab for each estimate should be maintained in the EXPEST Workbook.

Monthly Expenditure Report: All COEs should update and submit the Monthly Expenditure Report on or before the 20th day after every month of the fiscal year. The MER Workbook should contain a separate spreadsheet tab for each month from October through September of each fiscal year (FY).

C. PROCESS

The following steps outline the process for the submittal and approval of the Expenditure Estimate Spreadsheet:

1. Navy ManTech Support Team provides the initial spreadsheet to each COE.

2. COE adds a new tab to the EXPEST Workbook. The new tab should be named for the month and year for which the data is submitted (e.g., JAN21).

3. COE updates all appropriate data. Do not modify data already entered in the spreadsheet.

4. COE uploads the EXPEST to the COE page of the Navy ManTech Projects Database (NMPD) if available.

5. COE emails the EXPEST to its respective Program Officer (PO) / Contracting Officer’s Representative (COR) and the Navy ManTech Support Team at navymantech@allegientdefense.com.

6. PO/COR reviews and approves the EXPEST, working with the COE to adjudicate any questions, if necessary.

7. The Navy ManTech Support Team uploads a copy of the EXPEST to the database if the database is unavailable.

The following steps outline the process for the submittal and approval of the Monthly Expenditure Report:

1. COE adds a new tab to the MER.

2. COE enters all appropriate data and uploads the MER to the NMPD if available.

3. COE emails the MER to its respective PO / COR and the Navy ManTech Support Team at navymantech@allegientdefense.com. A new report should be provided each month and added to the MER Workbook as a new tab named for the month and year for which the data is submitted (e.g., JAN21 which would be the report for the month of January 2021 that is due by the 20th of February 2021). Do not modify any data previously entered on existing tabs.

4. PO / COR reviews and approves the MER, working with the COE to adjudicate any questions, if necessary.

5. The Navy ManTech Support Team uploads a copy of the MER to the database if the database is unavailable.

D. FORMAT

Expenditure Estimate Spreadsheet: The spreadsheet tracks ManTech 6.3 funding (on the top) separately from Manufacturing Applied Research 6.2 funding (on the bottom). For both 6.3 and 6.2 funding, the spreadsheet should include data and estimates for the current FY, the immediate prior FY (FY-1), and the next FY (FY+1). The major columns are for each FY funding. The major rows are the fiscal year the funds are expended. For FY21, data and estimates for FY20, FY21, and FY22 should be shown. If funds have not been fully expended in any prior FY, that year should also be included until 100 percent of the funds have been expended and invoiced. For example, if funds from FY19 are to be expended in FY21, a major column for “FY19 Funds” should be added to the left of FY20 and include all the sub-columns for that year. “Funds In” should be the total amount of funding the COE has been told it will be receiving for that particular fiscal year. The “% Invoiced” is the percent of total expected funding for that fiscal year and not the percent of funding received to date. Please ensure that all older FY expenditure rows and columns are appropriately hidden (or deleted) and that just the columns and rows necessary are shown. Comment by Reed, Ellen C CIV USN CNR ARLINGTON VA (USA): I'm sure they have been using this for years, but I'm not sure that this is right, since it seems to project a 'pretend" value? why are we tracking percent of expected future funds instead of actuals?

For any preceding months for which the expenditures have already occurred, make sure that the expenditure dollars listed are actuals, and in the Comments column, please add in red font the word “ACTUAL.”

Monthly Expenditure Report: The spreadsheet contains a summary of the expenditures for the FY through the month just completed. ManTech 6.3 funding and Manufacturing Applied Research 6.2 funding are tracked separately with ManTech 6.3 funding on the top and Manufacturing Applied Research 6.2 funding on the bottom.

For ManTech 6.3 funding, provide expenditures by Task Order (as appropriate based on the applicable COE contract or funding document) as well as a rolled-up or total expenditure. For Manufacturing Applied Research 6.2 funding, provide an expenditure total for each 6.2 project receiving funding.

For both 6.3 and 6.2 funding, the column labeled “Funds Provided’ should include all funding expected (not funding received to date) for each of the fiscal years shown (the current year and at least the two prior fiscal years, if applicable). If funds have not been fully expended for any prior years, rows for those years should be added. “Funds Invoiced” for each fiscal year through the month of the report should be entered. The “% Invoiced” is the percent of total expected funding for that fiscal year and not the percent of funding received-to-date. Benchmarks used should be the official ONR Benchmarks shown in Attachment 3 for the current month and fiscal year. For all years other than the current FY funding and the immediately prior FY (FY-1) funding, the expenditure benchmark should be 100 percent. Comment by Reed, Ellen C CIV USN CNR ARLINGTON VA (USA): again here, this seems inaccurate?

E. FILE NAME

Expenditure Estimate Spreadsheet:

The file name for the EXPEST Workbook should represent the most recent update. File names should use the following format: {COE acronym} EXPEST {MMMYY}

· i.e., CMTC EXPEST JAN20.xlsx

Monthly Expenditure Report:

The file name for the MER Workbook should represent the most recent update. File names should use the following format: {COE acronym} MER {MMMYY}

· i.e., CMTC MER JAN20.xlsx

Navy ManTech Program

REV K OCT22

N00014-24-R-0002 NSAM COE III Attachment 10 Attachment 1: Expenditure Estimate Spreadsheet Template

Attachment 1: Expenditure Estimate Spreadsheet Template (Continued)

Attachment 1: Expenditure Estimate Spreadsheet Template (Continued)

Attachment 2: Monthly Expenditure Report Template image1.png image2.png image3.png image4.png image5.png