Cost and Software Data Reporting Training

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Cost and Software Data ReportingTraining

• Contract Plan Module

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Contract Plan Topics

• What is a contract/subcontract CSDR plan and how
  does it differ from the program plan?
• Who is responsible in the creation of the
  contract plan and who participates?
• Contract plan timeline
• Contract/Subcontract CSDR plan preparation

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Reporting Requirements
C2.3.1. General Requirements. CCD reports
shall be required from materiel developers for
all ACAT I program contracts and subcontracts
regardless of contract type based on the dollar
thresholds established in Reference (c) DoD
Instruction 5000.2. For CSDR reporting purposes,
the term contract (or subcontract) may refer
to the entire standalone contract, to a specific
task/delivery order, to a series of task/delivery
orders, to a contract line item number, or to a
series of line item numbers within a contract
CCDR is not required for procurement of
commercial systems or noncommercial systems
bought under competitively awarded, Firm Fixed
Price contracts, as long as competitive
conditions continue to exist.
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Contract Plan Timeline/Events
PM/CWIPT submits final CSDR plans and SRDR
Initial Government Report
DAB Program Review/ Milestone Approval
Remember, the RFP included a CAIG-approved
contract plan which was submitted 60 days prior
to RFP release
OSD CAIG meeting
OIPT meeting
Award Contract
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2
3
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-45
-21
0
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RFP
A
B
C
D
E
F
G
PM issues Solicitation with OSD CAIG
Chair-approved Contract CSDR plan and RFP language
Contractors respond and may submit proposed
changes to Contract CSDR plan
PM assesses Contract CSDR plan responses and
establishes requirements
PM/CWIPT negotiate revisions to Contract CSDR
plan with contractor
PM/CWIPT submit updated Contract CSDR plan and
WBS dictionary to OSD CAIG Chair for approval
OSD CAIG Chair approves final Contract CSDR plan
OSD CAIG Chair-approved final Contract CSDR plan
placed on contract
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Who Participates?
Unlike Program CSDR Plans, industry is involved
in creating Contract and Subcontract CSDR Plans
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Contract CSDR Plan - Components
DD Form 2794 CONTRACT PLAN
1 - META DATA
2 - CWBS
3 - REPORTING REQUIREMENTS
4 SUBMISSION EVENTS SPECIAL CONTRACTOR
INSTRUCTIONS
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How to Complete Contract Plans

• Detailed cell by cell instructions are available
  at the DCARC website under Planning Forms and
  Instructions
• Please read them before submitting your plans

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Summary Reporting Elements
For contract and subcontract CSDR plans, the
following elements are required in item 11 below
the WBS

• SUBTOTAL COST
• REPORTING CONTRACTOR GENERAL ADMINISTRATIVE
  (GA)
• REPORTING CONTRACTOR UNDISTRIBUTED BUDGET
• REPORTING CONTRACTOR MANAGEMENT RESERVE
• REPORTING CONTRACTOR FACILTIES CAPITAL COST OF
  MONEY
• TOTAL COST
• REPORTING CONTRACTOR PROFIT/LOSS OR FEE
• TOTAL PRICE

These summary elements are specific to version of
the DD 1921 DID being used
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Reports Required (Items 13a-13e)
Enter an X or an N/A according to the
following guidance X Applicable reporting
is required N/A Not applicable costs are not
expected 13a. CWBS Dictionary X required for
all elements 13b. DD 1921 (CDSR) X required
for all applicable elements and all common
elements (N/A for others) 13c. DD 1921-1
(FCHR) X required only for elements identified
by the CWIPT as requiring hours and direct /
indirect data 13d. DD 1921-2 (PCR) X required
only for elements identified by the CWIPT 13e.
SRDR Formats X required only for elements
identified as including software development
implicitly, an SRDR dictionary will be required
Front page
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CSDR Submission Dates (Items 14a 14e)

• Enter
• 14 a. Submission enter the sequential number of
  each report, beginning with 1
• 14b. Forms enter the DD Forms or dictionaries
  included in the submission, i.e., the CWBS
  dictionary, DD Forms 1921, 1921-1, 1921-2, and
  SRDR submissions and dictionaries
• 14c. Event enter a specific event or time period
• 14d. As Of Date enter the planned cutoff date
  from the contractors accounting system
• 14e. Due Date enter the planned due date for the
  submissions identified in 14b.

Back page
Guidance for selecting the As of Date and the
Due Date
Or
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Remarks (Item 15)

• Enter pertinent remarks about the CSDR Plan
• Mandatory entries
• Non-Recurring / Recurring Definitions Provide
  necessary expansions on definitions
• Cost Accounting Standards (CAS) Disclosure
  Statement Differences Enter TBD if the plan is
  submitted prior to the pre-contract or post
  contract award conference otherwise, enter the
  results of the CAS Disclosure Statement review
• For DD Form 1921-2 (PCR)
• Unit or Lot Reporting Specify whether the 1921-2
  will be reported by unit or lot
• Product Characteristics Provide key physical,
  technical, and performance characteristics for
  the WBS element(s) being reported

Back page
Do not copy/paste the entire text from the DD
2794 Instructions!
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Contract CSDR Planning Package
Contract CSDR Plans

• Supporting Documents
• Cost Working Integrated Product Team (CWIPT)
  composition
• Cost Analysis Requirements Description (most
  recent)
• Contract Plan Resource Distribution Table (RDT)
• Program Plan Project Applicability Matrix (PAM)
  (if applicable)
• Integrated Master Schedule or other authoritative
  schedule
• Selected Acquisition Report (SAR) or other
  authoritative funding document cited
• RFP language

Prepared by PM

Contract CSDR Planning Package
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Additional Discussion Topics

• Direct-Reporting Subcontractor Requirements
• Treatment of Government Furnished Equipment (GFE)
• Contract Plans and the Proposal Process

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Direct-Reporting Subcontractor Requirements

• The prime contractor is responsible for
  incorporating CSDR requirements into applicable
  subcontracts
• Subcontract CSDR Plans
• A separate Subcontract CSDR Plan shall be
  prepared for each subcontract that exceeds the
  50M reporting threshold (then-year dollars)
• May be required on high-risk or
  high-technical-interest contracts between
  20M-50M (then-year dollars)
• CSDR Reports from direct-reporting subcontractors
• Direct-reporting subcontractors are required to
  submit their reports directly to DCARC

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Treatment of Government Furnished Equipment(GFE)

• Funds used to procure GFE for an ACAT I program
  are under the same CSDR requirements as funds
  used to procure Contractor Furnished Equipment
  (CFE)
• GFE contracts exceeding reporting thresholds are
  subject to CSDR reporting requirements
• The PM is responsible for developing the GFE
  Contract CSDR Plan and for generating and
  delivering CDRLs in order to obtain CSDR data

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Plans and the Proposal Process

• As part of the proposal process, potentially,
  there are three CSDR contract plan iterations
• Request for Proposal (RFP) Prepared by the
  Government and included in the RFP
• RFP-response Prepared by the Contractor in
  response to the RFP
• Final Government / contractor joint product
  for the CDRLs

Industry feedback is a critical input into the
CSDR plan development process
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Contract CSDR Plan - Summary

• Contract/Subcontract CSDR plans are placed on
  contract and reported against by the contractor
• They routinely go below level 3 for high-risk,
  high-value, and high-technical interest items
• The PM has primary responsibility for submission
  of all contract/subcontract plans to the DCARC
  and drafts must be submitted at least 60 days
  prior to RFP release

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Revisions to CSDR Plans

• All data submissions will be checked against the
  contract plan and the Program Office will be held
  accountable for all submission events on the
  current CAIG-approved plan
• Updates are required if
• the WBS changes
• the program restructures
• submissions are added or deleted
• To-Be-Determined or reserved entries become
  known
• Updates are not required if
• a submission date is changed (but DCARC must be
  notified via email)

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Questions / Discussion / Review

• We just covered
• What is a contract/subcontract CSDR plan and how
  does it differ from the program plan?
• Who is responsible in the creation of the
  contract plan and who participates?
• Contract plan timeline
• Contract/Subcontract CSDR plan preparation

• Questions?

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• Module 6 Contract CSDR Plans
• Questions

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Contract CSDR Plans Questions

• The contract plan is WBS is _____-oriented
  always use the _______ ___ as the basis for the
  WBS.
• The contract plan WBS is limited to Level 3. T
  or F ?
• Contract plans are approved by ____________.
• Initial, draft contract plans must be prepared
  and approved
• Prior to contract award
• 120 days after contract award
• 120 days after Initial Baseline Review
• Prior to Program Plan preparation.
• All Firm fixed-price (FFP) contracts do not
  require CSDR plans and reporting. T or F ?

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DD 2794 Fields
Backups
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Metadata (Items 1-9)
Enter 1a. Program MDAP Name 1b. Prime Mission
Product 1c. Milestone Check the appropriate
milestone 2. MIL-HDBK-881A Appendix Used 3.
Submission Type Check Initial or Change as
appropriate 4. Current Submission Date
(YYYYMMDD) 5. Last Approved Plan Date
(YYYYMMDD) 6a. POC Name and Address 6b. Telephone
Number 6c. Fax Number 6d. E-Mail Address 7. Plan
Type Check Contract, and Prime or Sub as
appropriate 8. Preparing Organization 9. Approved
Plan Number Leave blank this item is completed
by the DCARC
Front page
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Contract WBS (Items 10a 12b)
10a. WBS Element Code Program Enter the WBS
Element Code from the Program CSDR Plan 10b. WBS
Element Code Contract Enter a WBS Element Code
for the Contract CSDR Plan Use the following
suggested scheme Level 1 1.0 Level 2
1.1 Level 3 1.1.1 11. WBS Reporting
Elements Insert WBS titles from the Contract
Plan WBS add the Summary reporting
Elements (See Module 3, Work Breakdown
Structure) 12a. Contractor Name Enter the name
of the responsible contractor for each WBS
element if there is only one contractor, enter
the name on the first row, only 12b. Contract
Number On the first row of the WBS, enter the
contract number that the prime contractor has
with the Government Note Do not add WBS Element
Codes to the Summary Reporting Elements
Front page