MOCAS Closeout and Conversion IPT

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MOCAS Closeout and Conversion IPT
Department of the Navy Office of the Assistant
Secretary of the Navy (Financial Management and
Comptroller)

• Presented at the STARS-HCM/ FL Conference
• Norfolk, VA
• September 10-11, 2002

Nancy K. Shacklock DFAS-CL Financial Advisory
Services
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MOCAS Closeout/Conversion

• Committees
• Measuring Success
• The Bucket Approach

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Committees (1)

• Executive Steering Committee
• Periodic meetings chaired by the Under Secretary
  of Defense (USD), Acquisition Technology
  Logistics (ATL) and USD Comptroller (C)
• Includes representatives from Military Services,
  DOD Agencies, Acquisition and Financial
  Management
• Working Group
• Bimonthly meetings of the Military Services, DLA,
  DFAS, the DOD Contract Management Agency (DCMA),
  and the DOD Contract Audit Agency (DCAA)
• Co-chaired by one rep from DCMA and one rep from
  DFAS-CO
• Team effort to close contracts in MOCAS

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Committees (2)

• Reconciliation subgroup
• Periodic meetings chaired by DCMA to review the
  reconciliation process
• includes representatives from the Military
  Services, DoD Agencies, and Financial Management
• Conversion subgroup
• The discussion on Conversion has been put on hold
  
• Navy IPT
• Navy ASN (RD A) holds meetings every 6 weeks
  with Navy representatives from the acquisition
  and financial management offices
• Created a database of contracts for DoN to
  research/close
• http//www.peoarbs.navy.mil/ccm/
• Contract Closeout metrics capability
• Approximately 90 active users across DoN

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DCMA/DFAS Closeout Stages/Drivers
Contract Closed
Physically Complete
Legal/ Term
Payment Adjustments
Active
Stages
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3
1
2
MOCAS Section

• Delivery
• Acceptance

• Final Rates
• --Proposal
• --Audit
• --Negotiations
• Final Invoice/
• Voucher
• Final Payment
• Addl Funds
• Gov Property
• Patent

• Terminations
• Bankruptcy
• Investigations
• Legal

• Cont. Complexity
• Canceling Funds Adj
• Disbursement Adj

• Close Disbursement
• Records/Files (PK9)
• Notify Services

Drivers
Major Closeout Focus
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Closing Contracts Metrics
Since January, over 4000 contracts have been
worked! Only CAR SEC 2 items measured!
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Total Contracts in MOCAS
As of the end of August, Navy had a total of
101,559 or 32 of all contracts in MOCAS
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CAR SEC 2 Contracts
Navy had 49,185 contracts or 47 percent of the
total 104,021 CAR SEC 2 contracts
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Plan of Attack

• Bucket Approach to Contract Resolution
• Buckets are stopping points in CAR SEC 2/closeout
  process.
• Each point assigned to an Office of Primary
  Responsibility (OPR)
• Military Services, DFAS, DCMA, DCAA, DLA
• OPRs resolve outstanding issues and expedite
  contract closeout
• The Bucket represents an issue that must be
  resolved!
• Bucket plan is posted each month on the Liaison
  website
• Priorities
• Wynnes list the oldest contracts should be
  worked first!
• Buckets N and 1s
• Contracts with problem disbursements

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Bucket Activity for Navy Contracts
Bucket briefed at the ESC meeting.
Bucket briefed at the ESC meeting.
Two critical buckets 1 - replacement funds and N
additional funds
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Bucket 1 Replacement Funds
The Navy has 84 contracts as of September 4th.
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Bucket 1 process

• ACOs identify canceled funds
• ACOs identify need for replacement funds
• ACOs enters code 1 in MOCAS
• ACOs sends to DFAS CO
• DFAS CO reviews and sends request
• there are items in bucket 1 never received
  letter!
• New coding issue to be in place soon!
• DCMA will code as Y - then once Columbus issues
  letter, the ACO will code 1
• Result more accurate reflection of
  action needed

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Replacement Funds

• Once Columbus sends letter, FA respond in 15
  days
• either money, or
• why not providing money and/or
• when money will be available
• Really need to respond in 15 days!
• After 180 days, FMB issues letter
• need to obligated and get paid within 30 days
• FMB letter posted on website
• All such requests incurs Prompt Payment Interest

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N Bucket Request for Additional Funds
Navy has 1, 037 contracts in this bucket
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Process for N Bucket

• ACO identify
• ACO codes MOCAS with N
• NO clear Audit Trail at this time
• NEW PROCESS
• ACO to note in MOCAS
• who, when, and details
• If not supported, issue will be recoded

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Critical Buckets

• Deidre Lee memo wants these two buckets reduced
  by 90 on September 30, 2002
• Replacement funds -
• FMB is providing funds for items over 180 days
  old
• New procedures with DCMA to not code such
  contracts until they appear on the DFAS
  Replacement Fund Report
• Additional Funds -
• DCMA to provide audit trail
• if item can not be documented, will be recoded
• currently, items are associated with QED/FISC
  Norfolk ASN (RDA) is researching

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Other issues

• PK9
• DCMA brief
• steps to identify COMMRI issues
• Roadshows
• ONR
• ICP Mechanisburg
• ICP Philadelphia

Questions or Comments?