Nes Anaeim Salazar Not for Publication Just Presentation

8/17/2019 Nes Anaeim Salazar Not for Publication Just Presentation

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A Personal Perspective:Considerations for Planning a Contractor Self-Assessment programIntermediate level

Len Salazar

DCMA-AQBYM

Manager So!t"ern

California


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#

Simple Agenda

• DCMA-AQBYM $eam Constr!ct and %esponsi&ilities• Basic Ass!mptions

• 'overnment perspective

• B!ilding a CSA program (Len)s Advice*

• Q+A ($"is is t"e target*

• Misc, $opics.o!r c"oice

/ote 01: $"is session is a&o!t .o!2 as3 4!estions t"at are meaningf!l

to .o!r specific sit!ation


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DCMA-AQBYM $eam Constr!ct and %esponsi&ilities

• 5ne of 16 DCMA Propert. Specific 'eograp"ical teams covering

Domestic and International contracting

o Appro7, 8169 Billion of Contract 'overnment Propert.

o Appro7, 999 contractors

o

Appro7, #9999 contracts• M. team provides oversig"t to 699(;* contractors


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DCMA-AQBYM $eam Constr!ct and %esponsi&ilities

• $eam of a!ditors responsi&le for So!t"ern California and ?a


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Basic Ass!mptions

• Yo! "ave:

o a


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'overnment perspective

6


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$"e FA%

• G$"e Contractor s"all esta&lis" and maintain proced!res necessar. to assess its

propert. management s.stem effectiveness and s"all perform periodic internal

revie


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DCMA

• DCMA S5P: GFA% #-#-1(f*(6* re4!ires contractors to perform self

assessments to eval!ate t"eir propert. management s.stem

effectiveness, $"e cla!se re4!ires t"e contractor to disclose

significant findings to t"e Propert. Administrator (PA*, If t"e self

assessment provides a confidence level of t"e effective

management andHor control of 'overnment propert. compara&le to

t"at afforded &. a propert. management s.stem anal.sis performed

in accordance


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B!ilding a CSA program

(Len)s


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Concept!al CSA

• '/: >ac" contractor "as t"e contract!al fle7i&ilit. to esta&lis" a CSA

program consistent


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$.pes of CSA Programs (If .es*

• Second decision: "at t.pe of CSA program

• Formal Proced!res

o Follo


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Cl!es to t.pe of CSA

• Formal ('/*o C!rrentl. "ave an internal a!dit organization or staff

o ?ave a predominance of 'overnment contracts vice commercial

o Large investment in 'overnment propert. (dollars and lines*

o Management s!pporto $.pes of contracts t"at re4!ire oversig"t

%+D Prod!ction etc

• Informal ('/*

o $"e GMad ?atter effect

o Limited government contracts

o Lo< investment of 'overnment propert. (dollars and lines*

o Lo< val!e over"a!l repair modification contracts

"


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>7ample disc!ssion of t.pe

• Large &!siness (Formal CSA*

o 1 mil lines of 'P (mi7ed* val!ed at 81 &il

o 199)s of contracts

o Bot" a maor prime contractor to t"e 'overnment and s!&contractor to ot"er maor prime

contractors

o M!lti-national presence

o

Large independent internal a!dit organization• Medi!m &!siness (Formal or Informal CSA*

o 1K3 lines of mi7ed 'P val!ed at 8= mil

o S!&contractor to large &!sinesses

o Mi7ed prime contracts


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First step of a


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Informal CSA Process S!ggestions

•nderstand .o!r contract re4!irements in terms ofcontrolling t"e propert. in .o!r possession

o $ip: read t"e specific propert. related cla!ses

• >ns!re .o!r control proced!res address in proper

detail t"ese re4!irements

• >sta&lis" a series of a!dit o&ectives for eac" control

process:

o

e,g, >ns!re p".sical inventories are completed• >sta&lis" a series of a!dit 4!estions &ased on t"e a!dit

o&ectives

o e,g, ere items of 'P inventoried


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Informal CSA Process S!ggestions

•Develop an c.clical sc"ed!le to


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Formal CSA Process S!ggestions

S!ggestions for an a!dit &ased CSA program

•nderstand .o!r contract re4!irements in terms of controlling t"e

propert. in .o!r possession

o

$ip: read t"e specific propert. related cla!ses ('/*•>ns!re .o!r control proced!res address in proper detail t"ese

re4!irements

• >sta&lis" a series of a!dit o&ectives for eac" control process:

o

e,g, >ns!re p".sical inventories are completed•>sta&lis" a series of a!dit 4!estions &ased on t"e a!dit o&ectives

o e,g, ere items of 'P inventoried


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•Pre-identif.


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•Determine accepta&ilit. of t"e assessmento In compliance


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Implementation S!ggestion

• Plan for a t"ree .ear p"ase-in period if starting from

scratc"

o Year 1: Develop t"e CSA process2 coordinate


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S!ggested 'oal

• 5nce .o! "ave demonstrate a competent CSA program

.o!r goal s"o!ld &e to red!ce 'overnment oversig"t &.

s"aring in t"e a!dit process

o CSA onl. a!dits


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Q + A

• 'oal of a CSA program

• Decisions to leverage CSA

• Informal vice Formal CSA

• CSA Proced!re

• >val!ation tec"ni4!es and met"odologies

• %oot Ca!se Anal.sis

• P"ase in period

• Noint a!dits

• 'eneral Q+A (CSA or an.t"ing else*

""


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DCMA-PMSA %evie


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Simple Agenda

• DCMA Propert. Concepts

• DCMA So!t"ern California Strategies

• "at to e7pect d!ring a PMSA

• Q+A

/ote 01: $"is session is a&o!t .o!2 as3 4!estions t"at are meaningf!l

to .o!r specific sit!ation


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C!rrent %eg!lations

• Federal Ac4!isition %eg!lation (FA%*

o Part -'overnment)s Polic.

o Cla!se #,#-1 (N!ne #99@ A!g!st #919 April #91#*

• Defense Federal Ac4!isition %eg!lation S!pplement(DFA%S*

o Part #ODoD Polic.

o DFA%S cla!ses:

##,#11-@99@ (%eporting of 'F> to t"e DoD ID %egistr.*

##,#-@991 ($agging La&eling and Mar3ing of 'FP*

##,#-@99# (%eporting Loss of 'overnment Propert.*

##,#-@996 (Contractor Propert. Management S.stem Admin,*

##,#-@99 (%eporting %e!tilization and Disposal*

o Proced!re '!idance and Information


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>4!ipment Special $ooling Material

For %epair

For Gse

Contract Propert.

Special $est >4!ip,

Personal Propert.

1, >4!ipment (for !se or repair*

#, Special $ooling6, Special $est >4!ipment, Material

Assets

1

6#

t.pes of contract propert.4


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DCMA So!t"ern California

• DCMA So!t"ern California is responsi&le to provide

oversig"t of contractor)s propert. control s.stems


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Before D!ring + After a PMSA

• Collecting data and information

• Proced!re revie


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Before D!ring + After a PMSA

• Monitoring + validating corrections

• %evised %is3 determinations

• Clos!re of t"e PMSA

3!


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DCMA So!t"ern California Strategies

• DCMA So!t"ern California cond!cts t


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FY1 Propert. Management S.stem Anal.sis (PMSA*

Presented B.:

'PA

Date (of presentation*

$>MPLA$>For LargeHMedi!m sizedContractors


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66

A'>/DA

• P!rpose + Bac3gro!nd of t"e PMSA

• Scope of eval!ation

• $ec"ni4!es and met"ods

• Comm!nication

• >7pectations

• %e4!est for Information

• Q+A


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P!rpose + Bac3gro!nd

• $o provide CM5 and Contractor leaders"ip


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P!rpose + Bac3gro!nd (Cont*

• it"in t"e propert. management and control s.stem is a

re4!irement for contractors to perform self assessments

• DCMA "as t"e option to leverageH!se t"e res!lts of t"ese

self assessments to red!ced 'overnment oversig"t andrepetitive a!dit costs

o Contractor "as esta&lis"ed a contract self assessment process

"o


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P!rpose + Bac3gro!nd (Cont*

• $"e DCMA Propert. 'ro!p


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5&ectives

• $o verif. and validate t"at contractor "as a propert.

management s.stem to control protect preserve and

maintain all 'overnment propert. as re4!ired &. t"e

'overnment propert. cla!seo

Location 1: 8 and lineso Location #: 8 and lines

o >tc

37


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Scope of >val!ations

• >ac" PMSA


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$ec"ni4!es and Met"ods

• $"e PMSA


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$ec"ni4!es and Met"ods (Cont*

• %es!lts of t"e eval!ation


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Comm!nication

• $o ens!re transparenc. of t"e PMSA:

o Contin!o!s comm!nication 7it Briefing

4


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A!dit Process + Comm!nication

• Formal >ntrance Briefing- (Corporate H CM5* ?ig" level

overvie< of f!nctional elements to &e revie


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Ann!al Sc"ed!le in Brief

FY Q!arter Mont" Comm!nication Process

-tr No,eber /ntrance Brie0in%1)'annin% 2eetin%

eceber ina' deterinations to AC

-tr " an&ar* )'annin% 2eetin%

2arc( ina' deterinations to AC-tr 3 Apri' )'annin% 2eetin%

&ne ina' deterinations to AC

-tr 4 &'* )'annin% 2eetin%

Sep ina' deterinations to AC

43


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>7pectations

• Data and information

o it"in seven


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1st Q!arter A!dit R %ecords (Part 1*

• ?ig" Level %ecords %evie<

o Determine a &aseline of all applica&le contracts !nder t"e DCMA

Delegation,

o C!rsor. revie< to determine t"at all re4!ired data elements are

contained


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%e4!est for Information

• C!rrent cop. of applica&le proced!re to &e provided

for Qtr 1 FY1:

• $


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>ntrance Brief Q + A

• P!rpose and 5&ectives of t"e PMSA

• Scope of eval!ation

• $ec"ni4!es and met"ods

• Comm!nication

• >7pectations

• 1st Q!arter A!dit R %ecords (Part 1*

o %e4!est for Information

47


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/PMA Session Q + A

• DCMA Propert. Concepts

• DCMA So!t"ern California Strategies

• An.t"ing else

Nes Anaeim Salazar Not for Publication Just Presentation

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