invoice, receipt, acceptance and property transfer (irapt) · invoice, receipt, acceptance and...

Defense Procurement and Acquisition Policy (DPAP)

Presented by:

Invoice, Receipt, Acceptance and Property Transfer (iRAPT)

Government Furnished Property (GFP) for Contractors

Carol A. Vigna (OUSD AT&L - DPAP PDI)[email protected]

Carol Albany (supporting OUSD AT&L - DPAP PDI)[email protected]

www.dodprocurementtoolbox.com

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Disclaimer

• This information:ØShould not be construed as changing

or modifying any statute, regulation, Department of Defense (DoD) policy or guidance, or any term(s) of any contract with the United States (US) Government or any Department or Agency of the US Government.

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Training Topics• Background• Usage Benefits• Policy and Guidance• iRAPT System Architecture & GFP Data Flow• iRAPT – Basic System User “Rules”• iRAPT – Contractor GFP Workflows• Questions and Wrap-up

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Why is Knowing about iRAPT for GFP Important?

• iRAPT enables data exchange related to physical shipment and receipt of all GFP

• Electronic acknowledgement of physical receipt of all GFP items is a requirement of DFARS 252.211-7007

• DoD expects to enhance GFP accountability using iRAPT• iRAPT Provides GFP Visibility which

Ø Supports overall property accountabilityØ Provides visibility of timely GFP provisioningØ Enables contract performance

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Background (continued)

WAWF “E-Business Suite” contains many different DoD web-based applications

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BackgroundØOur Focus Today: iRAPT – Invoicing,

Receipt, Acceptance, and Property TransferØSpecifically, iRAPT roles and workflows

in support of GFP reporting by contractors.

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Today’s Webinar Topics• Background• Usage Benefits• Policy and Guidance• iRAPT System Architecture & GFP Data Flow• iRAPT – Basic System User “Rules”• iRAPT – Contractor GFP Workflows• Questions and Wrap-up

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iRAPT Usage Benefits• Enables contractors to meet their GFP reporting

requirements – Property Transfer • Enables contractors to meet GFP reporting for

repairs while concurrently invoicing for the repair service – Reparable Receiving Report (RRR)

• Provides early notification of inbound GFP• Provides assurance of receipt• Provides data integration with Item Unique

Identification (IUID) Registry and Component Accountable Property System of Record (APSR)

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Policy and Guidance

w Federal Acquisition Regulation (FAR)» Clause 52.245-1 (April 2012)

w Defense Federal Acquisition Regulation Supplement (DFARS)» 252.211-7007 - Reporting of GFP to the DoD UID Registry» Compels Contractors to Report

- Receipt of all GFP - Shipment, Transfer and Disposal of Serially Managed GFP

w DFARS Appendix F requires use of RRR for returning repaired items

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DFARS 252.211-7007:• GFP is either serially managed or not serially managed –

“receipt” is required for all GFP• Serially managed - “An item designated by DoD to be

uniquely tracked, controlled, or managed in repair, maintenance, and/or supply systems by means of its serial number”

• Serially managed GFP may or may not have been assigned a Unique Item Identifier (UII) prior to being provided to a contractor as GFP

• Serially managed items without a registered UII should be reported by the serial number

Policy and Guidance


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GFPAttachment

IRAPTSystemArchitecture&GFPDataFlow

ContractWriting

EDA

IUIDRegistry

iRAPTGFPPropertyTransfer

GFPlistasXML

Recordofpropertytransfer

GFPReceipt&ShipmentNoticePropertyTransfer

PCARSS/PLT

Propertylossordisposal

ComponentAccountablePropertySystems

ShipmentNotice

ShipmentNotice

ContractDeficiencyReportsformissingGFPtermsordata

DCMA

BIReportsofGFPStatus

DLA

DLA

Note:DPASOperational

DLA

GFPList(attachmentinfillablePDF

- TBDIndustry

DoD(MaterielControlActivities)

DoDSupplySystem

Receipt

DLA

Operational

DistributionStandardSystem(reparablereturn)

DLA

Incrementaldeployment FutureCapability

RequiringSystems

CDRsDCMA

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• Users must acquire roles for their location code:• Commercial and Government Entity (CAGE) or

CAGE/Extension• Contractor Department of Defense Activity Address Code

(DoDAAC) • Contractor GFP Roles:

Ø“Contractor Property Receiver” - for property receipt document

Ø“Contractor Property Shipper” - for property transfer (shipment) document

• For RRR, required iRAPT role is:Ø“Vendor”

Self-register for these roles with existing WAWF accountToolbox Guide: http://dodprocurementtoolbox.com/cms/sites/default/files/resources/2017-06/Register%20for%20GFP%20Roles.docx

IRAPT – Basic System User “Rules”

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iRAPT – Basic System User Rules

• Additionally, for document routing purposes:• Government “Property Receiver” and “Ship-To”

(optional) DoDAAC must be valid and active in iRAPT

• DoDAACs of Procuring Contracting Officer (PCO) and Administrative Contracting Office (ACO) must be valid at Defense Automatic Addressing System Center (DAASC)

• View-only roles are also available

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iRAPT GFP Contractor Workflows

Scenarios:1. iRAPT Contractor Property Receipt - Shipment Notice

Received from DoD2. iRAPT Contractor Property Receipt –

NO Shipment Notice Received from DoD3. iRAPT Contractor Property Transfers (shipment) to:

» Another Contract» Another Contractor» DoD

4. iRAPT RRR – Return of repaired items on service contract

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Tutorial structure

wFor each scenario» Data Flow Diagram» Scenario details» Screen shots of manual web

entry

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iRAPT

Contract w/GFP

Gov’t Property Shipper

Contractor ReceiverItems being

sent IRAPTentry

Inbound GFPemail notice

PropertyAccountability

Organization input can be manual web input or system electronic formatted message

GFP From DoD to ContractorContractor receives email indicating an IRAPT property shipment document is

available to “receipt” against

1. iRAPT Contractor Property Receipt –Shipment Notice Received

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Sample Shipment Notification Email

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iRAPTGov’t

PropertyShipper

Contractor Receiver

Report receipt

IUID Registry

Email notice of items receipted



Contractor reports receipt of physical items, in response to a shipment notice

(IUID Registry automatically updated to reflect Contractor custody)


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Scenario:• Government ships GFP to contractor for use during contract performance

(government still owns, but contractor protects and maintains):Example: Contract #M6700417C0417

12 Tires – “Non-Serially managed”2 Trucks – “Serially managed”

• Government retains ownership of GFP, but Contractor is responsible for protection and maintenance of GFP

• Contractor receives an emailed shipment notification• Contractor receives physical shipment of GFP items• Contractor uses iRAPT to report receipt of all items:

• Via manual web entry (shown) or via batch data submissions, using either Secure Flat File Protocol (SFTP) or Global Exchange (GEX) X12 standards• If batch submissions are needed, see SFTP/EDI Set-up Instructions

on next slide

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Overall instructions for getting started with WAWF-iRAPT can be found at:https://wawf.eb.mil/xhtml/unauth/web/homepage/vendorGettingStartedHelp.xhtml

As discussed in Step #6, for testing data submission guides prior to production, contractors should contact Technical Support at the Vendor Customer Support Link:

https://wawf.eb.mil/xhtml/unauth/web/homepage/vendorCustomerSupport.xhtml

More detailed information, along with the actual SFTP/EDI guides, can be found at:

http://dodprocurementtoolbox.com/cms/sites/default/files/resources/2016-04/iRAPT%20Web%20Based%20Training%20access.pdf

Additional GFP resources are available at:http://dodprocurementtoolbox.com/site-pages/gfp-resources

SFTP/EDI Set-up Instructions

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1. Select the Receipt Folder

2. Select the CAGE or Contractor DoDAAC of the Contract that authorizes the GFP

3. Select the Shipment Number of the Shipmentdocument against which “receipt” is being reported


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4. Enter required (and optional) data. PCO and ACO DoDAACs are required (if not entered by shipper)


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5. Access Line Item tab and report quantity received of non-serially managed items


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6. Access “UID/Serial No.” tab to report receipt of Serially Managed items. If all items are being receipted, use the “Receive All” button. Example: One UID’d item and one Serial Numbered item are shipped and receipted.


Note: If the items are Serially Managed, the Contractor can add UII and SN if not entered on the shipment document

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7. Access Header tab, click “Received” at the bottom, enter date and click “Signature”8. Enter your IRAPT password to complete the receipt reporting.9. An email will be automatically transmitted to the shipper to alert them that the shipment has been receipted and the IUID Registry will be updated to show items are in the Contractor’s custody.


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2. iRAPT Contractor Property Receipt –NO Shipment Notice Received

Scenario:• Contractor “physically” receives GFP items to be used

during performance of a contract

• Contractor has not received an emailed shipment notification; no shipment document in “receipt folder”

• When items physically arrive, Contractor uses iRAPT to report receipt of all GFP items

• Government retains ownership of GFP, but Contractor is responsible for protection and maintenance of GFP

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• Data required to unilaterally report receipt:Ø Receiver (CAGE or Contractor DoDAAC)Ø Contract Number and TypeØ PCO and ACO DoDAACsØ Item Number (just a sequential)Ø Product ID – Use the Product Identifiers (IDs) from the

GFP Attachment (National Stock Number (NSN), Part Number AND CAGE, or Model Number); additional product IDs can be added

Ø Quantity, Unit of Measure (UoM), and DescriptionØ Serial Number or UII for items on the Serially Managed

section of the GFP Attachment


iRAPTGov’t

PropertyShipper

Contractor Receiver

Report receipt

IUID Registry

Email notice of items receipted



Contractor unilaterally reports receipt of physical items (IUID Registry automatically updated to reflect

Contractor custody)

Identify contract anditem data


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1. When there is no shipment document, the Contractor must create the PropertyReceipt document by selecting “Create Document”

2. Contractor selects the source of the property based on the physical item packagingor other information.


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3. Contractor enters required contract data (Contract Number and Type), then selectsProperty Receiver (This is you… the CAGE or Contractor DoDAAC of Prime Contract that authorizes GFP)and clicks “Next” (Optionally, enter the physical Ship To, if different from the Receiver)4. Enter PCO and ACO, click “Next” and see Header tab5. Enter Shipment Number and Date (from physical information)


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6. Select Line Item Tab (“CLIN/SLIN”), enter info about the first item type being receipted.Required Data: Item Number (just a sequential), Product ID – Use the Product IDs from the GFP Attachment (NSN, Part Number AND CAGE, or Model Number),Quantity, UoM, and Description


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7. If the items are on the Serially Managed tab of the GFP Attachment, select the UID/Serial No. tab, and enter the UII or the SN. The number of UIIs and SNs must sum to the number of items being receipted for that line.

If the item has a data matrix, scan the derived UII into the UII field. Enter Y to “2D” and, if the item is Equipment - select property category E, if the item is Material, select property category M. Click “Save UID.”

IRAPT requires any GFP UII to already exist in the Registry. If the UII hasn’t been registered (or isn’t intended to be a UID), IRAPT will throw an error. In that case, receipt using the item Serial Number.

2. iRAPT Contractor Property Receipt –No Shipment Notice Received

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Items listed on the Serially Managed Items section of the GFP Attachment that do not have a registered UID data matrix will be receipted by their Serial Number. (Exception: if you are the Original Enterprise Manufacture (OEM) and can guarantee that the Data Matrix is intended to be a UID, Register the item’s UII as GFP in the IUID Registry before receipting as GFP). If these are Reparables (there is a contract for repairing the items) you can report the condition code of the items to satisfy the DFARS requirement.

Remember to click“Save”!!

Return to the “CLIN/SLIN” tab and click “Save CLIN/SLIN” at the bottom of the page


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8. Return to the “Header” tab, then sign and date the property receipt.


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iRAPTContractor

ShipperGov’t

PropertyReceiver

Email noticeof property shipment

Property Shipment

entered in IRAPT



Returning GFP from ContractorReceiver can be:

DoD, Another Contractor, or Another Contract within the same CAGE

3. iRAPT Contractor Property Transfers

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iRAPTContractor

ShipperEmail

notification of items receipted

IUID Registry

Items receivedAgainst Property

Shipment



Gov’tPropertyReceiver

Recipient reports receipt in IRAPTShipper receives email notification of the “receipt”

IUID Registry automatically updated to show new custodian


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• IRAPT “property transfers” should be input for:• Property Transfer to Another Contract (same CAGE)• Property Transfer to Another Contractor (or different CAGE

of same contractor)• Contractor Property Transfer to DoD

• All are very similar and follow a common workflow.• Only some of the initial data elements vary so

scenarios have been aggregated for discussion• Exceptions:

• Shipment is to a Subcontractor – No entry• GFP no longer needed - Plant Clearance Asset

Reutilization Screening System (PCARSS)• GFP damaged or lost - Property Loss Tool (PLT)

Contractor to:

Losing Contract

Gaining Contract

Shipper Receiver ReceiptRequired

Contractor Yes Optional Yes Yes YesDoD Yes No Yes Yes YesContract (same CAGE)

Yes Yes Yes No No

1. Select Property Transfer, Contractor Property Shipper, Create Document

2. Select recipient of shipment: DoD, another Contractor, or another contract-same CAGE

Data required for Property Shipment to each recipient type


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4. Enter PCO and ACO; click Next

5. Enter Shipment Number and Date

3. Enter the Contract data, click “Next”


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• Continue - Add Line Items and UIIs or Serial Numbers of items being shipped, just like on unilateral receipt.

• Note: If the items have been marked with UID while in contractor custody after receipt, the item must be “converted” from Non-UII to UII GFP in the Registry. This is a manual process on the IUID Registry web site.

• Note: If you assigned a virtual UII to GFP item when it was receipted, the item must be physically marked with an IUID data matrix prior to returning to DoD or shipping to another contractor.


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iRAPT

DoDAcceptor

Contractor RRR



Returning Reparable GFP to DoDvia the IRAPT Reparables Receiving Report (RRR)

Repair Services are Accepted for paymentRepaired Items generate a “spawned” Property Shipment

Recipient

4. iRAPT RRR

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IRAPT RRR ContractorReceiptEmail notice

IUID Registry



DoDAcceptor

Reparables Receiving ReportDoD Accepts the repair service

Receipt is reported against spawned Shipment documentUpdates Registry Automatically

Recipient

4. iRAPT RRR

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• The RRR is used to deliver items that have been repaired as a service back to the Government.

• The RRR allows the contractor to meet their GFP reporting requirement, while simultaneously submitting an invoice for the repair service

• The Contractor requires the role of “Vendor” for submitting RRRs.

4. iRAPT RRR

3. Enter Pay DoDAAC - If Contract found in EDA, data will pre-populate

1. Select “Create Document” under Vendor tab

2. Select CAGE and enter Contract Number and Type

4. iRAPT RRR

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4. Select Reparables Receiving Report and indicate whether Inspection and Acceptance are Source, Destination, or Other, based on Contract terms

4. iRAPT RRR

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5. Enter Required Data: Admin DoDAAC, Ship To Location Code, PCO, ACO,Shipment Number, and Date

4. iRAPT RRR

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6. Enter line Item data and UID or SN of items being returned after repairTip: The Item No.is a CLIN, so must be 4 characters

7. For each CLIN, select the UID/Ser No. tab and enter the UII or SN of the reparable item, and optionally enter the Condition Code

4. iRAPT RRR

Tip: The number of UIIs plus Serial Numbers must equal the quantity shipped

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Submit

8. Return to the Header tab (remember to select whether this is final shipment) andclick the “Submit” button

4. iRAPT RRR

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Note: Government Acceptor must accept the RRR AND Government Receiver must receipt the “spawned” Property Transfer before the custody will transfer back to Government in the IUID Registry.

4. iRAPT RRR

Additional Information Resources

GFP Policyhttp://www.acq.osd.mil/dpap/pdi/gfp/index.html

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Training, Tools and Resources

www.dodprocurementtoolbox.com

Training Certificates

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Please send your request to Katherine Phyfe:

[email protected] include the date of the webinar and if you want to be on the GFP Training

email distribution list.

If you have access to Google Forms, please follow the link below to fill out a

request:https://docs.google.com/forms/d/e/1FAIp

QLSeZnqUKKvoNRttNQ4jlwavP94GimaMrfzMqyPqej9niKh14Zw/viewform?c=0

&w=1

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Questions and Wrap-up

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