Presentation on theme: "1 How Does DCAA Fit In? Presented by: Ray Hillis Financial Liaison Advisor Defense Contract Audit Agency Phone: (256) 842-9435"— Presentation transcript:
1 How Does DCAA Fit In? Presented by: Ray Hillis Financial Liaison Advisor Defense Contract Audit Agency Phone: (256)
2 Objective The objective of this presentation is to define where DCAA fits into the acquisition process. At the end of the presentation, the student will understand the procedures DCAA uses to perform audit services and how to request those services.
3 Outline of Presentation n Audit Services Provided by Financial Advisory Services Center n Typical Field Audit Services n Audit Report Opinions - What They Mean n Guide to Requesting Services n Rapid Rates Program
4 Audit Services Provided by Financial Advisory Services Center
5 History of DCAA July DCAA Was Formed by Transferring Existing Resources From Each of the Military Services Into the Newly Formed Defense Contract Audit Agency. Resulted in: One set of audit guides --the DCAA Contract Audit Manual A single organization the contractor could deal with on contract audit matters.
6 Agency Mission DCAA Charter - DoD Directive MISSION -- DCAA shall: n Perform all necessary contract audit for the Department of Defense and provide accounting and financial advisory services regarding contracts and subcontracts to all Department of Defense components responsible for procurement and contract administration. These services will be provided in connection with negotiation, administration and settlement of contracts and subcontracts. n Provide contract audit service to other Government agencies as appropriate.
7 Defense Contract Audit Agency Director Deputy Director Executive Officer General Counsel Defense Legal Service Assistant Director Operations Assistant Director Policy & Plans Assistant Director Resources Regional Offices (5) Director Deputy Director Regional Offices (5) Central, Eastern, Mid-Atlantic, Northeastern, and Western Five Regions Supervise Following Offices: Total Resident Offices 18 Branch Offices 64 Suboffices (Off-site)
8 Summary of DCAA Audit Results
9 Training and Professional Development Auditor CPA Certification & Advanced Degree Advanced Degrees CPA or Passed Exam Advanced Degrees CPA or Passed Exam ,4433,478 No. of Staff SESGS-15GS-13GS 5-12AgencyGS-14
10 DCAA F inancial A dvisory S ervices C enter
11 Audit Liaison Division Goal is to support customers by serving as an on-site interface between DCAA and its customers.
12 Financial Advisory Services Center n Mission: – to provide financial advisory services support at customer sites to assist PCOs in determining fair and reasonable contract prices.
13 Defense Contract Audit Agency
14 Defense Contract Audit Agency AUDIT LIAISON DIVISION (OAL) Buying CommandCityState Telephone 3rd Wing Fighter Group/3CES/CEIElmendorf AFBAK US Army Space & Missile Defense CommandHuntsvilleAL Marshall Space Flight CenterRedstone ArsenalAL US Army Aviation and Missile CommandRedstone ArsenalAL Camp Pendleton Regional Contracting OfficeCamp PendletonCA Naval Air Warfare Center - China LakeChina LakeCA AF Flight Test CenterEdwards AFBCA Air Force Space & Missile Systems CenterEl SegundoCA US Army National Training CenterFort IrwinCA Naval Facilities Engineering Command-Port HuenemePort HuenemeCA Naval Facilities Engineering Command, SWSan DiegoCA Space and Naval Warfare Systems Command, San DiegoSan DiegoCA Supervisor of Shipbuilding San DiegoSan DiegoCA th Space Wing/30 CONS/LGCZVandenberg AFBCA TRICARE Management Activity - AuroraAuroraCO US Army Space CommandPeterson AFBCO Navy Facilities Engineering Command - HeadquartersWashingtonDC
15 Defense Contract Audit Agency AUDIT LIAISON DIVISION (OAL) Buying CommandCityState Telephone Navy Strategic Systems ProgramsWashingtonDC Naval Sea Systems CommandWashington Navy YardDC NAVFAC Engineering Field Activity, ChesapeakeWashington Navy YardDC Air Armament CenterEglin AFBFL NAVAIR Training Systems Division OrlandoOrlandoFL Tyndall AFB 325 CONS/CCTyndall AFBFL Southern Region Contracting CenterFort McPhersonGA Warner Robins Air Logistics CenterRobins AFBGA Savannah District, Corps of EngineersSavannahGA TACOM - Rock IslandRock IslandIL US Army Joint Munitions CommandRock IslandIL HQ Air Mobility CommandScott AFBIL USTRANSCOM/TCCS-AQScott AFBIL Air Force Electronic Systems CenterHanscom AFBMA US Army Robert Morris Acquisition Center AberdeenAberdeen Proving GroundMD US Army Medical Research Acquisition ActivityFort DetrickMD Maryland Procurement OfficeFt. George G. MeadeMD
16 Defense Contract Audit Agency AUDIT LIAISON DIVISION (OAL) Buying CommandCityState Telephone Naval Air Systems CommandPatuxent RiverMD US Army Tank-Automotive & Armaments CommandWarrenMI Kansas City District, Corps of EngineersKansas CityMO Defense Contract Audit AgencySt. LouisMO Omaha District, Corps of EngineersOmahaNE US Army Communications Electronics CommandFort MonmouthNJ National Nuclear Security Admin. Service CenterAlbuquerqueNM AFRL KirtlandKirtland AFBNM Defense Supply Center ColumbusColumbusOH DFAS-Acquisition Support DirectorateColumbusOH DFAS-Commercial Pay ServicesColumbusOH Aeronautical Systems CenterWright Patterson AFBOH Air Force Materiel CommandWright Patterson AFBOH Oklahoma City Air Logistics CenterTinker AFBOK Naval Facilities Engineering Command-EFANELesterPA Defense Supply Center PhiladelphiaPhiladelphiaPA Naval Inventory Control Point - PhiladelphiaPhiladelphiaPA
17 Defense Contract Audit Agency AUDIT LIAISON DIVISION (OAL) Buying CommandCityState Telephone Naval Undersea Warfare Center Newport DivisionNewportRI Space and Naval Warfare Systems Center, CharlestonHanahanSC Naval Facilities Engineering Command-Southern DivNorth CharlestonSC Development Center for Operational MedicineBrooks City BaseTX th Human Systems Wing/AEBrooks City-BaseTX Air Force Outreach Program OfficeBrooks City-BaseTX ACA, Southern Region, Fort Hood Contracting CmdFort HoodTX US Army Medical Command Acquisition ActivityFort Sam HoustonTX US Army Medical Command Health Care Acq. ActivityFort Sam HoustonTX Fort Hood Family HousingKilleenTX Air Education and Training CommandRandolph AFBTX Acquisition Center of ExcellenceHill AFBUT Ogden Air Logistics CenterHill AFBUT Defense Contract Management AgencyAlexandriaVA HQ, Military Traffic Management CommandAlexandriaVA US Army Material CommandAlexandriaVA Office of Naval ResearchArlingtonVA
19 Examples of Audit Liaison Services n Facilitating communication n Coordinating audit requests n Interpreting audit reports n Explain changes in audit policies & procedures n Elevate customer concerns n Arrange attendance of DCAA personnel at negotiations and meetings n Participate in training sessions
20 Financial Advisory Services Center (FASC) Potential Assistance Areas n Cost analysis n Analysis of other than cost or pricing data n Commercial pricing n Market research n IPT activities n Source evaluation boards n Parametrics n Other areas
21 Examples of FASC Support to Source Selection Evaluation Boards n Assist in analysis of contractor data n Assist in assessing adequacy of accounting systems n Assist in evaluating financial capability n Assist in using/interpreting audits Participate in oral discussions
22 Examples of FASC Support to Contract Administration n Review modifications n Complex contract close outs n Assist reconciliations between the contractor, DFAS and the buying office
23 Examples of Other FASC Potential Support Areas n Cost monitoring n Cost estimating n No A-76 Most Efficient Organization (MEO) assistance
24 Field Audit Office vs. FLA Audit Services Field Auditor FLA - On-Site at Ktr. Location - Has Access to Ktr. Books and Records - Performs Audits - On-Site with Customer - Available for Immediate Advice on Audit/ Financial Issues
25 Typical Field Audit Services
26 Typical Field Audit Services n Preaward Contract Audit Services – Accounting System Survey and Financial Capability – Price Proposals – Forward Pricing Labor and Overhead Rates – Attend Negotiation Conferences
27 Typical Field Audit Services n Postaward Contract Audit Services – Incurred Costs/Annual Overhead Rates – Claims (Hardship, Equitable Adjustment/Delay Claims, and Termination Claims) – Financial Capability – Change Order Proposals – Contractor Billings – Contract Audit Closing Statements
28 Typical Field Audit Services n Contractor Internal Control System Audits – Accounting – Estimating – EDP – Compensation – Billing – Budgeting – Material Management – Labor – Purchasing – Indirect and Other Direct Costs
29 Typical Field Audit Services n Investigative Support Division n DCAA is not authorized to conduct independent criminal investigations. n However, we do provide support to investigative organizations when requested and appropriate. n DCAA has special teams of auditors to support investigations.
30 Requirements for Audit n Contracting Officer Requests n Contract Terms n Public Law n Acquisition Regulations
31 Planning the Audit n Assess reliance which can be placed on management and financial systems - ( see previous list of contractor internal control system audits ) n Assess risk environment n Establish scope of audit
32 Scope of Required Audits n DCAA professional judgment considering: – Audit objective – Contracting officer request – Professional auditing standards – American Institute of Certified Public Accountants – General Accounting Office (GAGAS)
33 DCAA FORWARD PRICING SERVICES
34 Audit Report Opinions - What They Mean
35 AUDIT OPINION EXAMPLES Cost or Pricing Data The auditor’s opinion on submitted cost or pricing data generally can be categorized in one of the following three areas: n Completely Acceptable (Adequate) n Generally Acceptable - Except For Some Minor Deficiency (Inadequate In Part) n Unacceptable (Not Adequate) Opinions Address the Adequacy of Proposal as a Basis for Negotiation of a Fair and Reasonable Price.
36 AUDIT OPINION EXAMPLES FAR, Part 15 is often used in determining if the submitted data is adequate as the basis for negotiation of a fair and reasonable price. Additionally, the proposal may be in various degrees of compliance with promulgated Cost Accounting Standards or FAR, Part 31. For reporting purposes, these include: n No Instances n Insignificant Instances n Significant Instances Of Noncompliance
37 AUDIT OPINION EXAMPLES No Instances of Noncompliance In our opinion, the offeror has submitted adequate cost or pricing data. The proposal was prepared in accordance with applicable Cost Accounting Standards and appropriate provisions of FAR and the DoD FAR Supplement. Therefore, we consider the proposal to be acceptable as a basis for negotiation of a fair and reasonable price.
38 AUDIT OPINION EXAMPLES Insignificant Instances In our opinion, the offeror has submitted adequate cost or pricing data. The proposal was not prepared in all respects in accordance with applicable Cost Accounting Standards and appropriate provisions of FAR and the DoD FAR Supplement. However, as discussed on page 12, Exhibit A, Note 4, the impact of the noncompliances is considered relatively insignificant. Because the FAR and/or CAS noncompliances are considered insignificant, we believe that the proposal is an acceptable basis for negotiation of a fair and reasonable price.
39 AUDIT OPINION EXAMPLES Significant Instances In our opinion, the offeror has submitted adequate cost or pricing data. The proposal was not prepared in all respects in accordance with applicable Cost Accounting Standards and appropriate provisions of FAR and the DoD FAR Supplement (see comments on page 12, Exhibit A, Note 4. Because the FAR and/or CAS noncompliances are considered significant, we do not believe the proposal is an acceptable basis for negotiation of a fair and reasonable price, as discussed with Mr. Bill Jones by Mr. Ray Hillis of our office on March 30, 2002 and as confirmed in our letter to you dated March 30, At your request, we have, nevertheless, evaluated the proposal to the extent possible in the circumstances.
40 AUDIT OPINION EXAMPLES Disclaimer of Opinion Due to (list of reasons identified on next slide), we were not able to obtain sufficient competent evidential matter on which to base an opinion on the proposal as a whole (or the specific cost element to be reviewed). The time that was provided for performance of the audit did not allow us to apply auditing procedures to satisfy ourselves as to the acceptability of the contractor’s proposal. The scope of our work was not sufficient to enable us to express, and we do not express an opinion on the contractor’s proposal and its acceptability as a basis for negotiation of a fair and reasonable price as discussed with Mr. Bill Jones by Mr. Ray Hillis of our office on March 30, 2002 and as confirmed in our letter to you dated March 30, 2002.
41 AUDIT OPINION EXAMPLES Disclaimer of Opinion A disclaimer of opinion may be used when: n Imposed time constraints allow only a portion of the cost or pricing data to be reviewed. n Unresolved costs are due to the nonreceipt of assist audit reports covering the proposed subcontract costs. n Nonreceipt of technical evaluation reports n The prime contractor’s proposal is evaluated through application of agreed-upon procedures, including cost realism analyses.
42 Guide to Requesting Services
43 Guide to Requesting Services n Determining the Service Required n Locating the DCAA Field Audit Office n Requesting Audits n Requesting Rate Information n Additional Help n Example of Audit Request Letters
44 Guide to Requesting Services n Determining the Service Required n Audit of Entire Proposal n Audit of Part of the Proposal n Agreed Upon Procedures n Rate Information
45 Guide to Requesting Services n Locating the DCAA Field Audit Office (FAO) n DCAA is organizationally divided into five regions. n Within each region are field audit offices n DCAA has a software package to identify the cognizant FAO n DCAA internet web site n FLA can assist in locating the cognizant FAO
49 Guide to Requesting Services n Requesting Audits Prime Contracts - Any special concerns that need to be addressed by the auditors should be specifically identified in the request. If there are special concerns, it often helps to call and discuss them with the DCAA auditor prior to issuing the request for audit.
50 Guide to Requesting Services n Requesting Audits Subcontracts - If any subcontracts need to be audited, it will save time if the PCO/ACO sends a copy of the audit request directly to the DCAA subcontract auditor.
51 Guide to Requesting Services n Requesting Audits Preparing the Request - The request should include: n (Sub)contractor’s proposal or name of person providing it; n Information on technical evaluations, especially the name of the contact at the office doing the evaluation; n And the name of a contact at your office. n The prime contract audit request should identify any subcontract audits that have been requested.
52 Guide to Requesting Services n Requesting Audits Send the Request - Mail, , or telefax the request to the branch or resident office. If urgent, call the DCAA office that will perform the audit. FLA can assist you with audit requests.
53 R apid R ates Concept è Improve Availability, Quality, and Timeliness of Rates for Customers è Establish and Maintain On-Site rates for Contractors Identified by Customers as Potential Suppliers
54 R apid R ates Benefits to Customers è Single DCAA Contact Point for Rates è Faster Access to Rates è DCAA Rate Analysis will be more Complete and Current
55 Guide to Requesting Services n Requesting Rate Information n Call the FLA to see if Rapid Rates information is available n Let FLA call cognizant DCAA office if no Rapid Rates information is available
56 Guide to Requesting Services n Requesting Rate Information Information to Give DCAA - Have available: n The Rates Proposed n RFP/Proposal Number n Contract Type n Expected Contract Value n Performance Period n Deliverables
57 Guide to Requesting Services n Requesting Rate Information Written Confirmation - DCAA should send written confirmation within several days. Availability of Rates - If there has been no recent contact with the contractor DCAA will provide available rates, but qualified with explanatory comments.
58 Guide to Requesting Services n Requesting Rate Information If Rates Provided Are Qualified for Applicability or Adequacy - Discuss the possibility of DCAA auditing the entire proposal, part of it, or evaluating rates only under agreed upon procedures. FLA can assist in the determination of the alternate procedures described above.
59 Guide to Requesting Services n Getting Additional Help If additional help is required, contact the following: n The Supervisor or FAO Manager. n The Regional Office. Each DCAA office reports to a Regional Audit Manager (RAM) who will resolve problems not settled by the supervisor or FAO Manager. n The Financial Liaison Advisor (FLA). These auditors are assigned to various Army, Navy, and Air Force buying components to provide advice and consultation.
60 Review of How DCAA fits in to the Acquisition Process
61 Defense Contract Audit Agency Mission Briefing DCAA Attendees n Ray Hillis n Financial Liaison Advisor n (256) n