04/14/08 Implementation Execution & Closure DISAM web slides 3/2/11

04/14/08 Implementing Authority Obligation Authority Initial Deposit Payments Acceptance and Implementation Defense Finance & Accounting Service Defense Finance & Accounting Service Case Manager Signed LOA Case Directive Implementing Agency Implementing Agency Quarterly Bills Bandaria

04/14/08 Case Manager Responsibilities (SAMM C2.T1)  Establish initial and long-range goals and objectives for execution  Ensure foreign disclosure / international transfer arrangements are approved prior to signature of the LOA or agreement  Prepare a master plan (including a plan for case closure)  Develop a financial and logistics management plan  Approve plans of execution, scope, and schedule of work  Review and verify funding and program requirements  Integrate the program  Initiate requirements  Ensure that all schedules are accurate and timely  Validate that costs are accurate and billed  Reconcile cases especially during execution

04/14/08 Case Manager Responsibilities (SAMM C2.T1)  Respond to purchaser, higher headquarters, counterparts, functional activities, and other supporting agencies  Initiate working agreements with supporting activities as required  Analyze performance in relation to required performance specifications  Maintain a complete chronological history (significant events and decisions)  Provide status, progress, and forecast reports  Ensure all automation records are in agreement  Prepare case for closure  Ensure that case records are retained in accordance with DoD R, Volume 15, Chapter 6; retention period is 10 years after the date of final closure

04/14/08 Navy - MISIL & MISIL Army - PBAS & CISIL AF - CMCS & SAMIS Navy - MISIL & MISIL Army - PBAS & CISIL AF - CMCS & SAMIS DFAS- DIFS DSAMS Logistical Contractual Data Travel MAPAD Freight Tracking Performance Reporting Case Closure Country/Case/Line/RQN Logistical Status MILSTRIP RQNs Supply Status Shipment Status Material Return Process Discrepancy Reports (SDRs) Publications EDA Drawdowns Obligational Authority Controls Payment Schedules Funding Documents Disbursement Data Performance Reporting Financial Status (Commitments/OBS/Expenditures) Case Closure-ULO Financial ………Case Management………… Acquisition, Training, Case Revisions,, Case Reconciliation, Case Reviews LEGACY SYSTEMS FMS Case Execution

04/14/08 NAVY 3 SYSTEMS AIR FORCE 3 SYSTEMS ARMY 4 SYSTEMS DSCA 3 SYSTEMS Legacy Systems Current/Planned Systems Security Cooperation Automation Tools Defense Security Assistance Management System (DSAMS)  FMS Case Development & Implementation Deployed 1999  Training Module Deployed 2006 Case Execution Management Information System?? Security Cooperation Enterprise Solution (SCES) DSCA & IA’s & Business Transformation Agency (BTA) are working on it!! Security Cooperation Information Portal (SCIP)

04/14/08 VIEW:  Case Status  Line Level Status  Payment Schedule  Requisition Status  SDR Status  Freight Tracking  Glossary/Help screens INPUT:  Requisition Input  SDR Input  Follow-ups  Cancellation Requests  Modification Requests  Requisition Batch Uploads  Freight Tracking SCIP Communities Standard & Ad Hoc Reports:  Case Status  Case History  Line Item  Payment Schedule  Requisition  Supply Discrepancy Reports FMS CASE INFORMATION EUM Inventory Tracking for End Use Monitoring (EUM) requirements Case Execution Asset Visibility, EMALL & Freight Tracking SCMS Specialized Reports, METRICS SCO/COCOM Community bulletin board CORPORATE Info SC Community bulletin board Partner Info Customer Community bulletin board

04/14/08 Case Closure Closure Certificate Reconciliation DoD M (RCM) DoD M (RCM) Supply/Services Complete $ Defense Finance & Accounting Service Defense Finance & Accounting Service Implementing Agency Implementing Agency Closed=Final Bill Bandaria

04/14/08 Definition of a Interim ‘Closed Case’  An FMS case on which  All material ordered & delivered  All services complete  All discrepancy reports resolved  All warranties expired  The customer has received a final statement of account

04/14/08 Case Closure Inhibitors Competing Priorities Logistics Reconciliation Financial Reconciliation Long Running Contracts Customer Resistance Vague Policy & Procedures Low Dollar Value Variances Lack of Emphasis Personnel Turnover Relocations/Consolidations Records

04/14/08 Case Closure Methods  Accelerated Case Closure Procedures (ACCP)  Cases closed 2 years after “supply services complete”(SSC)  Country must agree to participate (FMF countries automatically included)  Identify difference between estimated final obligations and actual delivered/disbursed values.  Place estimated value collection into Case Closure “Suspense Account” (CCSA)  Case becomes “Interim Closed”(IC)  Eventually case becomes “Final Closed”(C)  Non- ACCP  No new orders, no discrepancies, no open requisitions  100% shipped/billed  All contracts must be closed  100% reconciled “SSC”, “IC”, “C” =SCIP Status

04/14/08 Accelerated Case Closure Total Case Value Estimated Final Obligations Disbursements What is the ULO amount? How much goes into the CCSA? How much refunded to customer? $10M $ 9M $ 7M $ 2M $ 1M

04/14/08 CASE CLOSURE REVIEW!! DO YOU KNOW?  What is a supply complete case? A - All items delivered/services complete. No new orders required  What is a closed case? A - SSC + Customer has received a final bill  Name 3 keys players in the case closure process? A - ILCO/Case Manager, DFAS & Customer  How long should it take to close a case under ACCP rules? A - 2 years  What is ULO and the CCSA? ULO = Difference between scrubbed obligations and disbursements. CCSA - Account at DFAS that holds the ULO until needed or returned to the customer  What is the difference between an “Interim” and “Final” closed case? A-IC = ACCP closed case with ULO in the CCSA Final Closed = No ULO, all final expenditures received

04/14/08 Security Assistance Policy & Information  DSCA Web DSCA Web  SAMM & Policy Memo’s SAMM & Policy Memo’s  DISAM Web- DISAM Web-  Ask an Instructor Ask an Instructor  DISAM SAM-C PowerPoint Presentations DISAM SAM-C PowerPoint Presentations  DISAM Publications DISAM Publications  Financial Management Regulation R, Vol. 15, Security Assistance Policy and Procedures Financial Management Regulation R, Vol. 15, Security Assistance Policy and Procedures

04/14/08 Implementation Execution & Closure