COST ASSESSMENT DATA ENTERPRISE FlexFile 101

COST ASSESSMENT DATA ENTERPRISE

FlexFile 101

26 August 2021

2

AgendaFlexFile 101

FlexFile Implementation Overview

Legacy Reports

FlexFile/-Q Data Groups

FlexFile/-Q Planning, Submission, and Validation

Data Access – CSDR-SR

Data Access – Data and Analytics

Important Documents

Fake Data Exercise

Implementation

• As of May 15th, 2019 (per DD,CA memo), the FlexFile and Quantity Report will replace DD 1921 Series as the default required cost reporting requirement for newly approved CSDR plans

• Some tailoring of the DID requirements may be proposed by the CWIPT (e.g. time-phasing for periods longer than a month)

• If there is context-specific rationale, e.g. the reporting contractor and effort being performed make it unlikely the additional insight provided will be utilized, then the CWIPT may propose to use the DD 1921 series.

Note: This training displays example data, created for educational purposes. The numbers shown are not representative of actual contractor data.

3

Legacy 1921 Reports to FlexFilesFlexFile Overview

Flex

File

s/Q

uan

tity

Re

po

rt

Lega

cy D

IDs

From five DIDs to two

CWBS Index and Dictionary

1921: Cost Data Summary Report

1921-1: Functional Cost-Hour Report

1921-2: Progress Curve Report

1921-5: Sustainment Functional Cost-Hour Report

4

Legacy Reports and the FlexFileFlexFiles: The Next Generation in Contractor Cost Data Reporting

Old “Big Three”

Work Breakdown Structure Nonrecurring and Recurring Standard Functional Categories

This slide displays example data, created for educational purposes, rather than actual contractor data.

5

Legacy Reports and the FlexFileFlexFiles: The Next Generation in Contractor Cost Data Reporting

Old “Big Three”

Work Breakdown Structure Nonrecurring and Recurring Standard Functional Categories

New “Big Three”

Monthly Time-phased Data “Account” Level Detail Contractor Functional Categories

The FlexFile combines both the old and the new in one report that supports both top-down and bottom-up estimates

FlexFile Data Fields will be explained on the next few slides



Approved Data Requirements

The FlexFile

7

Approved FlexFile Data RequirementsFlexFile Overview

Data Group B

DD Form 2794 Data Elements

WBS ElementOrder/LotEnd Item

Data Group A

Report Metadata

Approved Plan NumberSubmission EventPeriod of PerformanceReporting OrganizationAs of DateDate Preparedmore in the DID…

Data Group C

Definitions and Remarks

WBS Element DefinitionsRemarks by WBS ElementSummary Remarks

Data Group E

Actuals To Date (ATD)

AccountReporting PeriodCLINNonrecurring or RecurringFunctional Category / OverheadStandard Functional CategoryUnit/SublotWBS ElementOrder/Lot and End ItemATD (Dollars and Labor Hours)

Data Group D

Summary Elements

Order/LotSubtotalGeneral and AdministrativeUndistributed BudgetManagement ReserveFacilities Capital Cost of MoneyContract FeeContract Price

Data Group F

Allocation Methodology

Allocation Method

Data Group G

Forecasts At Completion (FAC)

FAC (Dollars)FAC (Labor Hours)

Legacy Element

The core of the FlexFile is providing dollars and hours at the account level in contractornative categories, time phased.

Insight into contractor’s native Functional Categories

Account level reporting at or below the WBS

Data time-phased monthly or to align with contractor’s financial calendars

Continuity with prior reports by requiring the legacy government tags

Greatest value to cost estimator, in many cases, will be the additional insight requested in Group E

8

Approved -Q Data RequirementsFlexFile Overview

Data Group B

Government Furnished Equipment

WBS Code/Level/NameOrder/LotEnd Item

Data Group A

Report Metadata

Approved Plan NumberSubmission EventPeriod of PerformanceReporting OrganizationAs of DateDate Preparedmore in the DID…

Data Group C

Quantity at Completion

Delivered Quantity At CompletionInternal Quantity At CompletionCo-production or Concurrent Quantity At CompletionGovernment Furnished Equipment At CompletionRemarks

Data Group E

Sequencing (as required by Plan)

First Unit NumberLast Unit NumberIs Internal

Data Group D

Assessed Quantity to Date

Quantity Completed To DateQuantity In ProcessRemarks

Legacy Element

The Quantity Report ties the necessary quantity information to the FlexFile:

Units to date should reflect an actual count of physically completed units

Allow sequencing quantities to be optional through Planning process for each End-Item as not all End Items may require sequencing (e.g., Kits)

Sequencing was allowed for lower level WBS elements in legacy 1921-2, but FlexFile does not sequence WBS elements (only End Items)

To Date and In Process to be defined by contractor in the Remarks section

DIDs Reporting Elements Submission mechanism Formats available to analysts

CWBS19211921-11921-21921-5

• WBS• NR/R• Standard Functional Category• Unit/Sublot Cost Reporting• ATDs and FACs• To Date Quantities• At Completion Quantities• Sequencing• Definitions

• XML DD Forms generated by cPet desktop or web

• 1921 DD Forms• Excel flat file

9

Summary: FlexFile Reporting RequirementsFlexFile Overview

FlexFile and Quantity Report will replace DD 1921 Series

All of the elements found in the DD 1921 Series can be found in the FlexFile and Quantity Report

DIDs Reporting Elements Submission mechanism Formats available to analysts

FlexFileQuantity Report

• All Legacy reporting elements• Account• End Item and Order/Lot• CLIN• Functional (Internal) Category• Functional (Internal) Overhead

Category• Time-phasing• Allocation Methodology• GFE units

• JSON Data Model or• Excel-Compatible Format

• 1921 DD Form• Excel flat File

For one submission, the contractor will submit a FlexFile and a corresponding Quantity Report (if applicable)

The CWBS Dictionary is part of the FlexFile DID and must be submitted with every FlexFile

Legacy Reporting

FlexFile/Quantity Report


Planning Process

The FlexFile

Planning Process FlowchartFlexFile Overview

The overarching CSDR planning process does not change when implementing a FlexFile, but some additional considerations exist...

Pre-Plan Plan Development Approval

RFP Release Contract Award

Contract Award and Validations

RFP Identified

Initial Plan Drafted

DCARC/CAPE Review

CWIPT Review

SCC Director Review

DCARC Director Review

DDCA Director Review

Dissemination to CWIPT

Dissemination to Contractors

Post Award Conference

Validation of Cost Reports

Service Component POC

Program Office

OSD CAPE

DCARC

CWIPT

Contractors

Service Cost Center POCProgram Office Approves

11

12

Planning ConsiderationsFlexFile Overview

The following considerations should be included in addition to existing CSDR planning guidance

Define End Item and Order/Lot (see Figure 1)

FACs broken out by Nonrecurring/Recurring and the Standard Functional Category

Quantity Report requires that reporting elements are selected and that GFE are properly identified (see Figure 2)

Quantity Report also requires that sequencing be selected by Order/Lot and End Item

Figure 2 - DD Form 2794, Pg 1 (REPORTING)

Planning Upload Submit Validation

Figure 1 - DD Form 2794, Supp. (SCOPE DEF)

a. ID c. PHASE/MILESTONE

1 C-LRIP

2 C-LRIP

a. ID

1

2

LRIP 2

COST AND SOFTWARE DATA REPORTING PLAN

INTRA-CONTRACT SCOPE REPORTING DEFINITION

16. ORDERS/LOTS

17. END ITEMS

b. NAME

b. NAME

LRIP 1

Variant A

Variant B

CSDR Process

i. QUANTITY

DATA

ii. GFE

QUANTITY

X X

X X

X

X

X

X

b. SRDR

FORMATS

a. QUANTITY

c.

MAINT. &

REPAIR

e. AT

COMPLETION

COSTS

1.0 1 Ground Vehicle System

1.1 2 Family of Vehicles

1.1.1 3 Vehicle Integration, Assembly, Test and Checkout X

1.1.2 3 Hull/Frame/Body/Cab X

1.1.3 3 System Survivability X

1.1.4 3 Turret Assembly X

a. WBS

CODE

b. WBS

LEVEL

a. ACTUALS TO

DATE (ATD)c. WBS ELEMENT NAME


a. NAME:

Pre-A B C-FRP X

A X C-LRIP O&S

PROGRAM X

X

Myster Inc.X-12-Y-Z01

10. APPROVED PLAN NUMBER9b. CONTRACT NUMBER

X99XYZ-12-X-0001

6d. E-MAIL ADDRESS

[email protected]

ACME Corporation

1 Central St.

Hollywood, CA

6a. POINT OF CONTACT (POC) NAME AND ADDRESS (Include ZIP Code)

Scrappy Doo

100 Main St.

Spooky Island, HI

RDT&E

PROCUREMENT

O&M

9c. APPROPRIATION

6b. TELEPHONE NUMBER (Include Area Code)

7. PLAN TYPE

CONTRACT (PRIME)

CONTRACT (SUB)

ii. DIVISION

9a. CONTRACTOR NAME/ADDRESS

i. PERFORMING ORGANIZATION

8. PREPARING

ORGANIZATION

COST AND SOFTWARE DATA REPORTING/EARNED VALUE MANAGEMENT CO-PLANForm Approved

OMB No. 0704-0188

b. PHASE/MILESTONE c. PRIME MISSION PRODUCT

The public reporting burden for this collection of information is estimated to average 8 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 the burden, to Department of Defense, Executive Services Directorate (0704-0188). Respondents should be aware that notwithstanding any other provision of law, no person shall be subject to any penalty for failing to comply with a collection of information if it does not display a

currently valid OMB control number.

PLEASE DO NOT RETURN YOUR COMPLETED FORM TO THE ABOVE ORGANIZATION.

2. WBS SYSTEM TYPE

1. MAJOR PROGRAM Mystery Machine

3. SUBMISSION TYPE 4. CURRENT SUBMISSION DATE (YYYYMMDD)

6c. FAX NUMBER (Include Area Code)

Surface Vehicle SystemMystery Machine

5. LAST APPROVED PLAN DATE (YYYYMMDD)

20110601

INITIAL

CHANGE

2015 DD Form 2794, Pg 1

FlexFile DD Form 2794, Pg 1 (Metadata)

Metadata from the top of Pg 1 of the 2015 CSDR plan has it’s own page as part of the FlexFile CSDR plan.

DD 2794 (CSDR Plan) Comparison

FlexFile Overview

<Input Form Approved OMB Number>

1b. PHASE/MILESTONE (check all that apply)

Pre-A

A

B

X C-LRIP

C-FRP

O&S

1d. ACQUISITION CATEGORY (ACAT)

Pre-ACAT

X ACAT I (MDAP)

ACAT IA (MAIS)

ACAT II

ACAT III

Other (ACAT IV, Special Interest, etc.)

3. PLAN ITERATION TYPE

X INITIAL

REVISION

Surface Vehicle System

20110601

4. CURRENT SUBMISSION DATE (YYYYMMDD)


Mystery Machine

2. COMMODITY TYPE

1c. PRIME MISSION PRODUCT

Mystery Machine

The public reporting burden for this collection of information is estimated to average 8 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 the burden, to Department of Defense,

Executive Services Directorate (0704-0188). Respondents should be aware that notwithstanding any other provision of law, no person shall be subject to any penalty for failing to comply with a collection of information if it does not

display a currently valid OMB control number.

PLEASE DO NOT RETURN YOUR COMPLETED FORM TO THE ABOVE ORGANIZATION.

1a. PROGRAM NAME

13This slide displays example data, created for educational purposes, rather than actual contractor data.

2015 DD Form 2794, Pg 1

FlexFile DD Form 2794, Pg 2 (Reporting)

If the CWIPT is requiring FlexFiles:

Indicate the LOWEST LEVEL of the WBS in column 12a (ACTUALS TO DATE (ATD)) where actual cost data is required

Indicate EVERY element for column 12e (AT COMPLETION COSTS) where forecasted data is required

Indicate which elements require quantity report data in box 13a

DD 2794 Comparison FlexFile Overview

X

e. DD 1921-5

(SFCHR)

X

X

X

X

X

X

X

X

X

X

X

X1.1 X Family of Vehicles

1.1.1 X Variant A

1.1.1.1 X Variant A Vehicle Integration, Assembly, Test and Checkout

1.1.1.2 X Hull/Frame/Body/Cab

1.1.1.3 X System Survivability

1.1.1.4 X Turret Assembly

1.1.1.5 X Suspension/Steering

1.1.1.6 X Vehicle Electronics

1.1.1.7 X Power Package/Drive Train

1.1.1.8 X Auxiliary Automotive

1.0 Ground Vehicle System X

11. WBS ELEMENT CODE

c. DD 1921-1

(FCHR)

13. REPORTS REQUIRED

(X if applicable)DD 1921-3 (CBDR): DD 1921-1 / 1921-5 EAC:

a. PROGRAM/

CONTRACT/

SUBCONTRACT

b. CONTRACT/

SUBCONTRACT

a. CWBS

DICTIONARY

g. SRDR

FORMATS

h. IPMR

FORMAT 1b. DD 1921

(CDSR)

12.

WBS REPORTING ELEMENTS

X

EVM Reporting:

CCDR

f. EACd. DD 1921-2

(PCR)

14

i. QUANTITY

DATA

ii. GFE

QUANTITY

1.0 1 Ground Vehicle System X X

1.1 2 Family of Vehicles X X

1.1.1 3 Lead Variant X X

1.1.1.1 4 Lead Variant Integration, Assembly, Test, and Checkout X X

1.1.1.2 4 Hull/Frame/Body/Cab X X

1.1.1.3 4 System Survivability X X

1.1.1.4 4 Turret Assembly X X

1.1.1.5 4 Suspension/Steering X X

1.1.1.6 4 Vehicle Electronics X X

1.1.1.7 4 Power Package/Drive Train X X

1.1.1.8 4 Auxiliary Automotive X X

1.1.1.9 4 Fire Control X X

1.1.1.10 4 Armament X X

1.1.1.11 4 Automatic Ammunition Handling X X

1.1.1.12 4 Navigation and Remote Piloting X X

1.1.1.13 4 Special Equipment X X

1.1.1.14 4 Communications X X

1.1.1.15 4 Lead Variant Software Release 1...n (Specify) X X X

1.1.1.16 4 Other Lead Variant Subsystems 1...n (Specify) X X

1.2 2 Secondary Vehicle X X X

1.3 2 Systems Engineering X

1.3.1 3 Software Systems Engineering X X X

1.3.2 3 Integrated Logistics Support (ILS) Systems Engineering X X

1.3.3 3 Cybersecurity Systems Engineering X X

1.3.4 3 Core Systems Engineering X X

1.3.5 3 Other Systems Engineering 1...n (Specify) X X

1.4 2 Program Management X

1.4.1 3 Software Program Management X X X

1.4.2 3 Integrated Logistics Support (ILS) Program Management X X

1.4.3 3 Cybersecurity Management X X

1.4.4 3 Core Program Management X X

1.4.5 3 Other Program Management 1...n (Specify) X X

d. LEGACY

1921-5c. WBS ELEMENT NAME

12. COST

e. EAC/FAC

(See item 10d)

b. WBS

LEVEL


13. TECHNICAL DATA

a. QUANTITY c.

MAINT. &

REPAIR

PARTS

b. SRDR

FORMATS

11. WORK BREAKDOWN STRUCTURE (WBS)

a. WBS

CODE

a. ACTUALS TO

DATE (ATD)

b. LEGACY

1921-1

c. LEGACY

1921-2


2015 DD Form 2794, Pg 2

FlexFile DD Form 2794, Pg 3 (Events)

FlexFile and Quantity Data Reports will be submitted together

FlexFiles and Quantity Data Reports will typically be submitted annually or at a greater frequency


e. AS OF DATE f. DUE DATE

(YYYYMMDD) (YYYYMMDD)

1 CWBS Dictionary CWBS Dictionary Initial 20121231 20130302

2 1921 LRIP 1 Report #1 Interim 20121231 20130302




6 1921 LRIP 1 Report #3 Final 20141231 20150302

7 1921 LRIP 2 Report #3 Final 20141231 20150302

14. CSDR SUBMISSION DATES

c.

EVENT

a.

SUBMISSION

b.

FORM(S)

d.

REPORT TYPE


16

DD 2794 ComparisonFlexFile Overview

DRAFT DD FORM 2794 (PAGE 4), REMARKS, JANUARY 2019 PREVIOUS EDITION IS OBSOLETE


15. REMARKS

NON-RECURRING/RECURRING DEFINITIONS

The contractor will utilize the specific definitions and requirements in the CSDR Manual (DoD 5000.04-M-1), the latest FlexFile Implementation Guide and the

definitions in the DIDs for the FlexFile to segregate Recurring and Nonrecurring costs discretely and not as an aggregate. Refinements or expansions to these COST ACCOUNTING STANDARDS (CAS) DISCLOSURE STATEMENT DIFFERENCES

Describe significant accounting changes from previous accounting period in the Remarks section of the reports, if applicable.

1921-3 CONTRACTOR BUSINESS DATA REPORT

a. The Contractor Business Data Report is prepared by and for the business entity (e.g., business unit, segment, or site) responsible for submitting the Forward Pricing

Rate Proposal (FPRP) representing the basis for Forward Pricing Rate Agreement (FPRA) negotiations with the government.

DD FORM 2794 (PAGE 2), AUGUST 2015 PREVIOUS EDITION IS OBSOLETE

a.The Contractor Business Data Report is prepared by and for the business entity (e.g., business unit, segment, or site) responsible for submitting the Forward Pricing Rate Proposal

Final Cost Report to be submitted when final end item has been delivered and accepted by the government (e.g., as evidenced by a completed DD 250) and 95% or

more of total contract costs have been incurred.

15. REMARKS

NON-RECURRING/RECURRING DEFINITIONS

The contractor will utilize the specific definitions and requirements in the CSDR Manual (DoD 5000.04-M-1) and the definitions in the DIDs for the forms 1921 and1921-1 to segregate

COST ACCOUNTING STANDARDS (CAS) DISCLOSURE STATEMENT DIFFERENCES

Describe significant accounting changes from previous accounting period in the Remarks section of the reports, if applicable.

1921-3 CONTRACTOR BUSINESS DATA REPORT

Remarks section is separated on own page

FlexFile Specific Remarks

CWIPT emphasis / Contractor clarification

DCARC CSDR Plan Remark Standard Language

If the CWIPT is requiring FlexFiles, the Scope Def page is required

Indicate the Order/Lots and End Items that the contractor will be tagging the reported dollars and hours to

Require Unit Reporting in box 18c if the CWIPT required unit cost reporting, similar to the 1921-2 requirement

Indicate that Unit Reporting is required in the FlexFile instead of a 1921-2

See the implementation guide for more information regarding these two fields

FlexFile DD Form 2794, Pg 5 Supp. (Scope Def)


a. ID c. PHASE/MILESTONE

1 C-LRIP

2 C-LRIP

a. ID

1

2

a. ORDER/LOT ID b. END ITEM IDc. UNIT REPORTING

(X if applicable)

d. SEQUENCING

(X if applicable)

1 1 X

1 2 X

2 1 X

2 2 X

DRAFT DD FORM 2794 (SUPPLEMENT), INTRA-CONTRACT SCOPE, JANUARY 2019

LRIP 2


INTRA-CONTRACT SCOPE REPORTING DEFINITION

18. OPTIONAL REQUIREMENTS

16. ORDERS/LOTS

17. END ITEMS

b. NAME

b. NAME

LRIP 1

Variant A

Variant B


ExamplesEnd Item and Order/Lot

Relationship with Submission Events

A single FlexFile submission will contain data for all of the identified End Items and Order/Lots as opposed to requiring as many submissions as there are End Items and Order/Lots.

For example, if there are five lots on a contract, the Legacy CCDRs would have been given five submissionsfor each lot.

In the FlexFile, those five lots would be detailed in the Order/Lot table (depicted below) and the data for each will be provided in a single submission.

ID Order/Lot

1 Lot 1

2 Lot 2

3 Lot 3

4 Lot 4

5 Lot 5

What is End Item?End Items are uniquely identified platforms, models, versions, flights, variants, kits, services, or sustainment activities that is delivered.

They will be identified by the CWIPT during the planning process in block 17.

Some examples are detailed below…

What is Order/Lot?Order/Lot field identifies different purchase orders on the same contract.

They will be identified by the CWIPT during the planning process in block 16.

Some examples are detailed below…

ID End Item

1 Variant A

2 Variant B

ID End Item

1 Hull 100

2 Hull 101

ID End Item

1 Kit 1

2 Kit 2

ID End Item

1 Activity x

2 Activity y

ID End Item

1 F-120 A

2 F-120 B

ID Order/Lot

1 Lot 1

2 Lot 2

ID Order/Lot

1 LRIP 1

2 LRIP 2

ID Order/Lot

1 DO 001

2 DO 002

ID Order/Lot

1 TO 001

2 TO 002

ID Order/Lot

1 Prelim Design

2 Detailed Design

ID Order/Lot

1 FY17

2 FY18

ID is a product of the data model used to ingest the FlexFile data in CADE. Both tables would have unique IDs to identify the End Items and Order/Lots.

ABC

• Utilizing the End Item table results in the same information as breaking out the WBS by Variant

• Dollars and hours will be tagged to the discrete Variants using the End Item data field

• Since the WBS is NOT broken out by Variant, the CWIPT needs to ensure that the definitions provided in the FlexFile have unique Variant detail

ABC

• Utilizing the End Item table in the FlexFile plan results in the same data as requiring a submission per Variant

• Dollars and hours will be tagged to the discrete Variants using the End Item data field

• Since the WBS definitions are part of the FlexFile DID, there is no need to require it on the FlexFile plan

ABC

• Utilizing the Order/Lot table in the FlexFile plan results in the same data as requiring a submission, say, per LRIP (same applies to all Purchase Orders, including Delivery Orders)

• Dollars and hours will be tagged to the discrete LRIPs using the Order/Lot data field

• Since the WBS definitions are part of the FlexFile DID, there is no need to require it on the FlexFile plan

Since the Quantity Data Report is a separate requirement, it can be explicitly planned for as part of the CSDR Plan.

• The CWIPT must request which WBS elements they expect to receive quantity information for.

• Quantities at completion will then be reported for the combinations of applicable WBS elements, Order/Lot tags, and End Item tags

The FlexFile and Quantity Data Report must be submitted as part of the same submission event.

If it is determined by the CWIPT that there is not value in asking for quantity data, then the Quantity Report does not need to be required.

When deciding what quantity information to require, an analyst should consider…

1. the unique combinations of WBS element, Order/Lot tag, and End Item tag

2. What the quantity value would represent (i.e. would the value be standardized)

Note: The guidance above is only applicable for quantities at completion. Quantities in process and completed to date are only reported for the unique combinations of WBS element and Order/Lot tag.

Planning ConsiderationsQuantity Data Report

Scenario:

• Two delivery orders providing complete aircraft systems to the government

• The Order/Lot tags will be DO1 and DO2

• The total system has two variants

• The End Item tags will be VarA and VarB

Quantity Report:

• Requirement should be checked off for the applicable HW subsystems in addition to 1.0 to ensure sufficient quantities are reported

• If complete systems are not being delivered, then checking off 1.0 may be misleading since the number reported would be comprised of two or more different subsystems (i.e. not standardized)

A B C D

1

2Order or Lot ID End Item ID WBS Element ID

Delivered Quantity

At Completion

3 DO1 VarA 1.0 - Aircraft System 10

4 DO1 VarB 1.0 - Aircraft System 10

5 DO2 VarA 1.0 - Aircraft System 15

6 DO2 VarB 1.0 - Aircraft System 15

7 DO1 VarA 1.2.3 - Propulsion 20

8 DO1 VarB 1.2.3 - Propulsion 20

9 DO2 VarA 1.2.3 - Propulsion 30

10 DO2 VarB 1.2.3 - Propulsion 30

Quantities At Completion

Would want to know the relationship between the total system and certain subsystems (i.e. an aircraft is comprised of two propulsion systems)

Production ExampleQuantity Data Report


Scenario:

• Two task orders that are providing some services for an aircraft system

• The Order/Lot tags will be TO1 and TO2

• The aircraft system has two variants and there is a requirement to see how many of each variant were serviced

• The End Item tags will be VarA and VarB

Quantity Report:

• Need to decide whether it makes sense to receive a quantity at any other level of the WBS

• An analyst would need to make clear what the quantity should represent (e.g. number of vehicles serviced)

• Any detail regarding the types of services or repair parts would come through in a different report (e.g. –M/R), unless it is defined in the WBS

A B C D

1

2Order or Lot ID End Item ID WBS Element ID

Delivered Quantity

At Completion

3 TO1 VarA 1.0 - Sustainment 10

4 TO1 VarB 1.0 - Sustainment 5

5 TO2 VarA 1.0 - Sustainment 15

6 TO2 VarB 1.0 - Sustainment 10

Quantities At Completion

Would need to make sure it is clear what the value reported represents

Sustainment ExampleQuantity Data Report



Submission and Validation

The FlexFile

26

Submission/Validation Considerations FlexFile Overview

Submission Considerations

• The starting point for submission allows industry to submit the reports in an Excel-Compatible file instead of the JSON Data Model.

• The data model is final and industry may choose to submit according to the JSON Data Model.

• If submitting in an Excel-Compatible format, DCARC will ensure that it maps to the data model for CADE ingestion. This may require some coordination between the DCARC and contractor. The DCARC will then submit the JSON Data Model for validation.

Validation Considerations

• DCARC will ensure compliance with

DID Approved CSDR plan Equivalent of Legacy 1921 validation rules

• External stakeholders may also consider any of the additional insight provided in the FlexFile format when conducting their reviews.

Planning Upload Submit ValidationCSDR Process

FlexFile Submission Options FlexFile Submission Options

DCARC cPet/SR

Guidance and templates outlining the options can be found at https://cade.osd.mil/policy/flexfile-quantity

Contractor has three options to submit the data in….

28

Submission OptionsFlexFile Overview

Planning Upload Submit ValidationCSDR Process

Submit FlexFile

JSON Data

Model?

Government validates report and provides

industry a Validation Error Report

DCARC uploads submitted data in JSON Data Model. May require coordination

with contractor.

Finalize Report

Yes

No

Contractor will have option to submit Excel-compatible file or in JSON Data Model

Once submitted, Legacy validation process takes place with DCARC administering Validation Error Report

Contractor Uploads/Submits

Finalized

JSON Data Model

SR Validation

**Includes data transposing done by DCARC

Ingested in Submit Review

Excel Compatible Format*

Manual Validation

Creation Tool**

*Includes Three Part Excel Template and Contractor Formatted

Contractor submits report regardless of file type and receives receipt of submission

In the case of the Excel Compatible Format, two error reports could potentially be provided to the contractor: 1) one for structure errors and 2) one for content errors

Structure errors are those issues that deal with ensuring compliance with the JSON Data Model

In many cases, the DCARC will hold off on content errors until any structure issues have been resolved

CWIPT can provide feedback at any point after the contractor submits

DCARC Only

File type submittedManual

ValidationCreation Tool**

SR Validation

CWIPT Review

Files available to analyst

JSONData Model X X

• Formatted FlexFile

Excel Compatible Format* X X X X

• Formatted FlexFile• Excel Compatible File• DCARC Documentation

actions performed

Validation MethodologyFlexFile Submission Options


Data Access

The FlexFile

FlexFile: What is available to the analyst? FlexFile Submission Options

FlexFile Pivot ExportFlatfile of the FlexFile actual dollars and hours according to Data Group E

FlexFile Template ExportExcel version of the data model structure outlined by the FFS

Formatted and Flat File 1921Equivalent of the 1921 DD Form and 1921 flatfile

JSON Data ModelAccording to the FFS

Contractor Submitted Files*Three Part Template, Contractor Format, or similar structure

Validation Error ReportDocument used to communicate CWIPT feedback to the contractor

DCARC DocumentationDescription of how DCARC interpreted Contractor Format submission

* if submitted as admin file with JSON Data Model31

32

Data Access – CSDR-SRImplementation Overview

Export Excel Data Model TemplateFlexFile data provided in Excel data model structure

Export Pivot DataActual dollars and labor hours according to the data elements in Data Group E of the approved FlexFile DID

Formatted File ExportExcel version of formatted 1921 DD Form

Export to Excel Excel flat file with Metadata, Remarks, and Definitions equivalent to that provided in the 1921 DD Form

An analyst can access a FlexFile in the CSDR-SR in four primary ways…

1

2

3

4

3

2

4

1


33

Data Access – Data and AnalyticsImplementation Overview

FlexFiles can be accessed using the Browse CSDR Submissions feature in Data & AnalyticsUtilize filters to narrow search results > select submission event.


FlexFile ExportsCADE Data & Analytics Overview

• FlexFile Pivot Export flattens (de-normalizes) the structured data in the FlexFile• Supports filtering & pivot

table creation• Repeat values on every

row (de-normalized)• Requires familiarity to

source/intent of specific columns

• FlexFile Template Export 1921-series forms• FlexFile data provided in

Excel data model structure


Excel Pivot Table Template (ECD: Aug 2019)CADE Data & Analytics Overview

• FlexFile Pivot Export will produce a zip file containing FF Pivot Data Export & New Pivot Table Template• Excel workbook “shell” containing pre-formatted pivot tables • Configured with an “External Data Connection” that can point to a FF CSV File

FlexFile Pivot Data is typically very large; may not fit in excelExample File Is 215,000 Rows; Refresh Time Approximately 15 Seconds

Recurring / Non Recurring To Date By WBS Recurring / Non Recurring To Date By CLIN/End Item

Pivot Table Template Example – REC/NRE to DateCADE Data & Analytics Overview


CLIN / WBS Relationship

Pivot Table Template Examples – CLIN/WBS RelationshipCADE Data & Analytics Overview


Standard Categories By WBS Contractor Categories vs. Standard Categories

Pivot Table Template Examples – Standard CategoriesCADE Data & Analytics Overview


Pivot Table Template Example - PhasingCADE Data & Analytics Overview



Other

FlexFile Views

RAdditional FlexFile Data Views


49

Important Documents and POCsFlexFile 101

All documents can be found athttps://cade.osd.mil/policy

FlexFile and Quantity Data Report DIDs Implementation Guide Date Exchange Instructions (DEI) File Format Specifications (FFS) Excel-Compatible File Guidance New DD Form 2794 Format Draft CDRL Language

See https://cade.osd.mil/support for training material and information on upcoming training events

DCARC DirectorKelly [email protected](703) 614-5397

DCARC LeadBrian [email protected](571) 372-4259

FlexFile LeadMarc [email protected](703) 697-0362

CSDR Plans LeadSandi [email protected](571) 372-4272

Training & Outreach LeadTorri [email protected](571) 372-4270

CADE DAU Training LeadPeter [email protected](703) 695-2114

CSDR Validations LeadJack [email protected](571) 256-0662

CADE Training Support (LMS)Ryan [email protected](703) 647-2273

Points of Contact

https://cade.osd.mil/policy

https://cade.osd.mil/support

mailto:[email protected]









Flex File

Demo/Exercise

1921/FlexFile Comparison

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TotalVariant A: 3000 UnitsVariant B: 2000 UnitsTotal: 5000 Units


55

Question 1FlexFile Demonstration

1. Recreate a DD 1921 (Cost Data Summary Report) using the Actuals to Date table.

Sum of ActualToDate_Dollars NonrecurringOrRecurring_ID

WBSElement_ID WBSElement_Name NONRECURRING RECURRING

1.12 Initial Spares and Repair Parts 201,600.29$

1.3 System Engineering 33,021,466.46$ 66,133,275.50$

1.4 Program Management 100,874,233.16$

1.5 System Test and Evaluation 44,587,710.68$

1.6 Training 825,426.87$ 1,653,111.98$

1.1.1 Vehicle Integration, Assembly, Test and Checkout 16,347,858.04$ 200,333,079.13$

1.1.10 Armament 4,658,278.07$

1.1.15 Vehicle Software Release 1...n 282,603.75$

1.1.2 Hull/Frame/Body/Cab 124,396,738.75$

1.1.3 System Survivability 115,243,803.51$

1.1.4 Turret Assembly 524,784.17$

1.1.5 Suspension/Steering 173,780,408.13$

1.1.6 Vehicle Electronics 12,953,757.91$ 76,831,091.78$

1.1.7 Power Package/Drive Train 214,861,967.21$

1.1.8 Auxiliary Automotive 42,798,466.04$


56


2. The Actuals to Date table reports the costs incurred to date by the contractor. The Legacy DD 1921 reports also include the estimated costs at completion (EACs). Recreate the EAC portion of the DD 1921 using the Forecast at Completion (FAC) table of the FlexFile.

Sum of Dollars Column Labels

Row Labels Nonrecurring Recurring Grand Total

1.12 222,559.34$ 222,559.34$

1.1.1 18,047,437.19$ 221,160,390.10$ 239,207,827.29$

1.1.10 5,142,568.58$ 5,142,568.58$

1.1.15 311,984.21$ 311,984.21$

1.1.2 137,329,448.48$ 137,329,448.48$

1.1.3 127,224,942.83$ 127,224,942.83$

1.1.4 579,342.52$ 579,342.52$

1.1.5 191,847,212.75$ 191,847,212.75$

1.1.6 14,300,474.83$ 84,818,714.43$ 99,119,189.26$

1.1.7 237,199,751.00$ 237,199,751.00$

1.1.8 47,247,940.72$ 47,247,940.72$

1.3 36,454,490.88$ 73,008,716.64$ 109,463,207.52$

1.4 111,361,462.89$ 111,361,462.89$

1.5 49,223,201.33$ 49,223,201.33$

1.6 911,241.06$ 1,824,975.16$ 2,736,216.22$

Grand Total 181,966,433.58$ 1,176,250,421.37$ 1,358,216,854.95$


57


3. The four DD 1921 reports in your folder represent snapshots of the FlexFile at certain points in time, for certain phases (LRIP 1 and 2). Recreate the LRIP 1 Report 1 (Submission Event 2 – found in the “Legacy Reports & Plan” folder) using the Actuals to Date table.

a. What two fields must you filter on to recreate the Legacy DD 1921s provided to you in this example? ReportingPeriod_EndDate, OrderOrLot_Name

b. What additional field must you bring into the Rows section of the PivotTable to breakout the data by Variant A and Variant B? EndItem_Name

ReportingPeriod_EndDate (Multiple Items)

OrderOrLot_Name (All)


EndItem_Name WBSElement_ID WBSElement_Name NONRECURRING RECURRING

Variant A 1.12 Initial Spares and Repair Parts 21,377.65$




1.6 Training 90,750.05$ 168,018.51$


1.1.10 Armament 240,756.09$







Variant B 1.12 Initial Spares and Repair Parts 30,258.60$




1.6 Training 157,247.60$ 279,907.36$


1.1.10 Armament 362,316.00$








58


4. Similarly, recreate the LRIP 2 Report 2 (Submission Event 5) using the Actuals to Date table.

ReportingPeriod_EndDate (Multiple Items)

OrderOrLot_Name LRIP 2


EndItem_Name WBSElement_ID WBSElement_Name NONRECURRING RECURRING

Variant A 1.12 Initial Spares and Repair Parts 27,288.71$




1.6 Training 75,201.90$ 173,848.37$


1.1.10 Armament 370,869.29$







Variant B 1.12 Initial Spares and Repair Parts 34,630.85$




1.6 Training 134,535.56$ 290,583.37$


1.1.10 Armament 544,962.05$








59


You may notice that these reports have lacked quantity information. Recreate the DD 1921 from question one using the Actuals to Date table, and filter to include only the costs for LRIP 2. Using the Quantity Data Report, pivot to the completed units to date for LRIP 2 as well. Assume that the same number of Variant A and Variant B units have been completed. Consider the following questions:

How many total units to date have been completed for element 1.12: Initial Spares and Repair Parts? 2902

Assuming that the same number of Variant A and Variant B units have been completed, how many Variant A units have been completed for element 1.12: Initial Spares and Repair Parts? 1451

What is the unit cost for completed Variant A units for element 1.1.6: Vehicle Electronics? $8,053

What is the recurring unit cost for completed Variant A units for this element? $6,894

OrderOrLot_ID 2

ReportingPeriod_EndDate (All)


EndItem_Name WBSElement_Name WBSElement_ID NONRECURRING RECURRING Grand Total

Variant A Armament 1.1.10 391,803.64$ 391,803.64$

Auxiliary Automotive 1.1.8 6,633,293.41$ 6,633,293.41$

Hull/Frame/Body/Cab 1.1.2 14,874,900.83$ 14,874,900.83$

Initial Spares and Repair Parts 1.12 25,288.84$ 25,288.84$

Power Package/Drive Train 1.1.7 34,045,779.92$ 34,045,779.92$

Program Management 1.4 10,963,515.78$ 10,963,515.78$

Suspension/Steering 1.1.5 25,131,800.82$ 25,131,800.82$

System Engineering 1.3 3,450,309.96$ 7,935,812.14$ 11,386,122.10$

System Survivability 1.1.3 10,693,109.71$ 10,693,109.71$

System Test and Evaluation 1.5 5,214,198.21$ 5,214,198.21$

Training 1.6 86,246.28$ 198,368.92$ 284,615.19$

Vehicle Electronics 1.1.6 1,681,475.87$ 10,004,391.72$ 11,685,867.59$

Vehicle Integration, Assembly, Test and Checkout 1.1.1 2,533,018.94$ 21,939,968.41$ 24,472,987.35$

Order/Lot ID LRIP 2

Row Labels Sum of Quantity CompletedTo Date

1.0 2902

1.1 2902

1.1.1 2902

1.1.10 2902

1.1.2 2902

1.1.3 2902

1.1.4 2902

1.1.5 2902

1.1.6 2902

1.1.7 2902

1.1.8 2902

Grand Total 31922


60


6. Recreate the DD 1921 from question one using the Actuals to Date table. The FlexFile provides added insight via “account” level detail. This is the level at which the contractor collects costs, and will be at or below the WBS. To demonstrate this, add the Account Name under the WBS name.

a. What are some Accounts under element 1.1.1.10: Armament?

ACA-GGNK-DBDD-NLYV, ADD-QYKZ-LVTN-RNXX, ADE-YTZY-CMVC-DSFW, ADG-ZQCZ-NRJP-SHJQ, AEB-MQDF-KMTN-HHR, AED-RPMN-HDLY-XDZH, AEH-CPXC-FMCJ-HHNH, AEI-MSJK-HVZB-KLNB, AFJ-JSZJ-ZZYJ-SPQN, AII-DSDD-CQHK-SCTZ, AJF-JVHW-DFQY-LTRY

b. Which Account incurred the most costs to date under element 1.1.1.3: System Survivability?AED-RPMN-HDLY-XDZH


WBSElement_ID WBSElement_Name Account_Name NONRECURRING RECURRING Grand Total

1.12 Initial Spares and Repair Parts AEA-BNJT-BGTQ-LWXR 201600.291 201600.291

1.3 33021466.46 66133275.5 99154741.96

1.4 Program Management ADI-PYNS-DRBR-SJZZ 100874233.2 100874233.2

1.5 44587710.68 44587710.68

1.6 825426.866 1653111.982 2478538.848

1.1.1 16347858.04 200333079.1 216680937.2

1.1.10 Armament ACA-GGNK-DBDD-NLYV 46104.857 46104.857

ADD-QYKZ-LVTN-RNXX 37652.734 37652.734

ADE-YTZY-CMVC-DSFW 219421.037 219421.037

ADG-ZQCZ-NRJP-SHJQ 437523.463 437523.463

AEB-MQDF-KMTN-HHRR 1111787.455 1111787.455

AED-RPMN-HDLY-XDZH 7462.015 7462.015

AEH-CPXC-FMCJ-HHNH 682879.956 682879.956

AEI-MSJK-HVZB-KLNB 260101.262 260101.262

AFJ-JSZJ-ZZYJ-SPQN 1760937.666 1760937.666

AII-DSDD-CQHK-SCTZ 386.632 386.632

AJF-JVHW-DFQY-LTRY 94020.994 94020.994


61


7. Now, recreate the DD 1921-1 report using the FlexFile data. Remember, the StandardCategory_ID and DetailedStandardCategory_ID fields represent the Standard Functional Categories found on the DD 1921-1 report.

a. What are the necessary rows, columns, and filters required to create a dynamic 1921-1 pivot that allows the analyst to change the WBS element while maintaining a structure similar to the DD 1921-1 report? Filters: WBSElement_Name/ID,

Rows: StandardCategory_ID/DetailedStandardCategory_ID, Columns: NonrecurringorRecurring_ID, Values: Sum of Hours, Dollars

WBSElement_ID (All)

WBSElement_Name (All)

NonrecurringOrRecurring_ID Values

NONRECURRING RECURRING

StandardCategory_ID DetailedStandardCategory_ID Sum of ActualToDate_Dollars Sum of ActualToDate_Hours Sum of ActualToDate_Dollars Sum of ActualToDate_Hours

DIRECT_ENGINEERING_LABOR DIRECT_ENGINEERING_LABOR 73293856.02 1750323.845 27879489 723245.749

DIRECT_MANUFACTURING_OTHER_LABOR DIRECT_MANUFACTURING_SUPPORT_LABOR 26849862.02 683055.025

DIRECT_MANUFACTURING_TOUCH_LABOR DIRECT_MANUFACTURING_TOUCH_LABOR 251639754.2 8563471.281

DIRECT_MATERIALS DIRECT_MANUFACTURING_TOOLING_LABOR 5382004.4 196359.094

PURCHASED_EQUIPMENT 3270109.714 0 157405461.5 0

PURCHASED_PARTS 85495398.25 0

RAW_MATERIALS 31029795.6 0

ENGINEERING_LABOR_OVERHEAD ENGINEERING_LABOR_OVERHEAD 75376001.18 0 29456308.54 0

MANUFACTURING_OPERATIONS_LABOR_OVERHEADMAINTENANCE_OPERATIONS_LABOR_OVERHEAD 7348726.134 0 374734339.8 0

MATERIAL_OVERHEAD MATERIAL_OVERHEAD 109621.472 0 9632118.512 0

OTHER_DIRECT_COSTS DIRECT_PROGRAM_MANAGEMENT_LABOR 32215117.84 811059.724

DIRECT_SERVICES 22481.903 832.452 5564757.534 159293.806

OTHER_OVERHEAD OTHER_OVERHEAD 27329.533 0 33577128.29 0

Grand Total 164830130.4 1947515.391 1065479531 10940125.59


62


8. With that in mind, recreate the DD 1921-1 report for element 1.1.5: Suspension/Steering. Consider the following:

c. Which detailed (tier 2) Standard Functional Categories are included under Direct Materials for this element? Purchased Equipment, Purchased Parts, Raw Materials

d. What is the recurring labor rate for Direct Manufacturing Support Labor? $29.39/hr

WBSElement_ID 1.1.5

Column Labels

RECURRING Total Sum of ActualToDate_Dollars Total Sum of ActualToDate_Hours

Row Labels Sum of ActualToDate_Dollars Sum of ActualToDate_Hours

Suspension/Steering 173780408.1 1532572.518 173780408.1 1532572.518

DIRECT_MANUFACTURING_OTHER_LABOR 1276452.463 43423.198 1276452.463 43423.198

DIRECT_MANUFACTURING_SUPPORT_LABOR 1276452.463 43423.198 1276452.463 43423.198

DIRECT_MANUFACTURING_TOUCH_LABOR 41106378.3 1489149.32 41106378.3 1489149.32


DIRECT_MATERIALS 72402082.48 0 72402082.48 0

PURCHASED_EQUIPMENT 48184292.69 0 48184292.69 0

PURCHASED_PARTS 21001146.31 0 21001146.31 0

RAW_MATERIALS 3216643.476 0 3216643.476 0

MANUFACTURING_OPERATIONS_LABOR_OVERHEAD 56531423.95 0 56531423.95 0

MANUFACTURING_OPERATIONS_LABOR_OVERHEAD 56531423.95 0 56531423.95 0

MATERIAL_OVERHEAD 2464070.932 0 2464070.932 0

MATERIAL_OVERHEAD 2464070.932 0 2464070.932 0

Grand Total 173780408.1 1532572.518 173780408.1 1532572.518


63


9. With the FlexFile, we can drill further down

to view the contractor’s internal functional

categories. Using the Suspension/Steering

1921-1 pivot, add the contractor’s Functional

Categories (FunctionalCategory_Name)

underneath the Tier 2 Standard Functional

Categories (DetailedStandardCategory_ID) to

see how the contractor mapped its internal

pricing categories to the government-defined

functional categories. Consider the following:

a. What is an example of a contractor

Functional Category that maps to Direct

Manufacturing Support Labor? Manufacturing

AHD, Manufacturing ACC, Manufacturing ADD,

Quality AIF

RECURRING Total Sum of ActualToDate_Dollars Total Sum of ActualToDate_Hours

Row Labels Sum of ActualToDate_Dollars Sum of ActualToDate_Hours

Suspension/Steering 173780408.1 1532572.518 173780408.1 1532572.518

DIRECT_MANUFACTURING_OTHER_LABOR 1276452.463 43423.198 1276452.463 43423.198

DIRECT_MANUFACTURING_SUPPORT_LABOR 1276452.463 43423.198 1276452.463 43423.198

Manufacturing ACC 5627.808 142.215 5627.808 142.215

Manufacturing ADD 27877.547 844.497 27877.547 844.497

Manufacturing AHD 1238509.729 42247.881 1238509.729 42247.881

Quality AIF 4437.379 188.605 4437.379 188.605



Manufacturing AAF 206.845 6.764 206.845 6.764

Manufacturing AAG 345.607 12.119 345.607 12.119

Manufacturing AAH 1349.005 41.318 1349.005 41.318

Manufacturing ACD 126886.131 4415.135 126886.131 4415.135

Manufacturing ADE 882833.361 32556.766 882833.361 32556.766

Manufacturing ADF 113515.629 4575.252 113515.629 4575.252

Manufacturing ADG 434370.257 17010.392 434370.257 17010.392

Manufacturing ADH 87861.72 3129.801 87861.72 3129.801

Manufacturing AEB 1823885.333 61928.252 1823885.333 61928.252


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10. Let’s try our hand at some PivotCharts. Create a stacked area (sand) chart of costs overtime.a. Which date does spending peak? 9/30/2013


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11. Next, break out this view further by Nonrecurring vs. Recurring.


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12. Finally, remove the Nonrecurring vs. Recurring breakout and break out the view from Question 10 by CLIN.a. Which two CLINS started to incur dollars at the end of 2012? CLINs 3001 and 4001



Data and Analytics Re-Design

Data and Analytics Landing PageCADE Data & Analytics Overview

68

Drill-down by Program, Contract & Task

Aggregated data from multiple Tasks/Contracts/Programs

• A new design for the Data and Analytics home page was published on 05 Dec 2018

• It is intended to better support two primary modes of accessing data• Browse Data Across

Programs: Aggregate data from multiple Tasks/Contracts/Programs• Think “analysis-ready

flat files”

• Data by Program: Drill-down by Program, Contract, and Task• Think “standard

reporting formats”

Multiple CSDRs – Flexible SearchCADE Data & Analytics Overview

• The Browse CSDR Submissions function provides a more flexible “DACIMS-like” search/browse• Simultaneously locate and download

multiple CSDRs• Works with any mix of Contractor Cost Data

Reports (CCDRs) and Software Resources Data Reports (SRDRs)

• Access to all contract-specific 1921-series forms• CDSR (1921), FCHR (1921-1), PCR (1921-2),

Sustainment FCHR (1921-5)• Includes FlexFiles!

• CCDRs are available as both “formatted” and flat file downloads

69

Choose Browse CSDR Submissions from the Data and Analytics home page…

…or from the Data menu

Browse CSDR SubmissionsCADE Data & Analytics Overview

• Apply filters to narrow down search

70

Running tally of Submissions that

match filter criteria

Use Report Type to select CCDR, SRDR or CWBS Dictionary

Specify whether to apply search results to WBS elements; Include/exclude Legacy (non-flat-file-exportable submissions)

Enter any keyword or keyword combination (FlexFile, PMP (i.e., radar))

Export submission metadata and download native files


Browse CSDR Submissions Details PageCADE Data & Analytics Overview

71

Export native files

Download FlexFile Pivot & Excel Template Export (excel data model

structure) from Retrieve Files

Download excel version of formatted 1921 & flat file export

(metadata, remarks & definitions)

Bulk download submission files


COST ASSESSMENT DATA ENTERPRISE FlexFile 101

Documents

Transcript of COST ASSESSMENT DATA ENTERPRISE FlexFile 101