1. Item Unique Identification (IUID) Government Furnished Property (GFP)of
Government Furnished Property (GFP)
6 September 2016
Carol Vigna, OSD AT&L DPAP
Craig MacDougall, NSWC Corona
August 2016

2. Topics Background Policy Process Marking GFP with UID
Reporting GFP with UID

3. Definitions - IUID
Unique Identification (UID) is a system of identifying entities to distinguish them from each other. Item Unique Identification (IUID) is a system of marking items with globally unique, Unique Item Identifiers (UIIs) that distinguish them from all other like and unlike items. Unique Item Identifier (UII) is a string of characters which is globally unique. Exactly one UII is assigned to exactly one item.
Points to be made:
Vocabulary refresher
Notes:
Some words and phrases have a particular meaning within the context of IUID.

4. Scope of the UII A UII is… A UII is not… a data element
a unique identifier for an item
globally unique
permanent
created by concatenating specific data elements
an enabler for business intelligence
a device for communicating data, such as Radio Frequency Identification (RFID) tags or contact memory buttons
a replacement for the National Stock Number (NSN)
intelligent data that yields information about the item
transferable from one item to another
Points to be made:
The UII is the unique data string that identifies the item (it is derived from what is encoded in the IUID mark, but is not the encoded data verbatim).
The UII is what is required to be permanent and unique per policy.
Notes:
The UII is similar to a social security number for an item. It does not give any specific information about the item, only uniquely identifies the item so information can be identified/associated/gathered from information systems.
Just as your social security number is yours forever, the UII is that item’s forever.
The UII is not intended to replace any existing item information, it should be consider a new data element.

5. NOT ALL GFP IS IUID RELEVANT.
Definitions - GFP
Government Furnished Property (GFP) – is defined as property in the possession of or acquired by the Government and subsequently furnished to the Contractor for performance of a contract.
It includes items like spares and property furnished for repair, maintenance, overhaul, or modification. It can be items taken or requisitioned from Government inventory or purchased by the Government specifically to be provided on a contract.
GFP also includes contractor-acquired property if the contractor-acquired property is a deliverable under a cost contract that has been accepted by the Government for continued use under that contract or a future contract.
Some GFP has a UII when received; some may be UID’d while in contractor custody.
NOT ALL GFP IS IUID RELEVANT.

6. Not considered GFP
Government property that is incidental to the place of performance, when the contract requires contractor personnel to be located on a Government site or installation, and when the property used by the contractor within the location remains accountable to the Government.
Located on a Government site or installation
Used within the location
Remains accountable to the Government

7. Topics Background Policy Process Marking GFP with UID
Reporting GFP with UID

8. IUID Policy Marking & Reporting of Delivered Items (NOT GFP)
DFARS – Policy for Item Unique Identification:
It is DoD policy that DoD item unique identification, … is required for all delivered items, including items of contractor-acquired property delivered on contract line items…
When acquisition cost  $5,000
For items designated as “mission essential” “controlled inventory items”, “special tooling”, or “special test equipment”
For high risk items - “vulnerable to supply chain threat”, “counterfeit”, “cyber attack”
For DoD serially managed items
For items which are parent items to uniquely managed sub-component(s)
For serialized items which have a warranty

9. IUID Policy (cont’d) Marking & Reporting of Delivered Items (NOT GFP)
DFARS – Item Unique Identification and Valuation
The contractor shall provide a unique item identifier…
The contractor shall submit the information
End items reported using the receiving report capability in WAWF
Embedded items via WAWF or Direct to Registry
The contractor shall mark the UII on the item(s) in an ECC200 Data Matrix (using appropriate syntax and semantics)

10. So what’s (relatively) new for IUID?
DoDI issued 3 September 2015
$5,000 threshold removed*
New flowchart to determine which items require IUID
IUID shall be employed for all items that require unique item level traceability at any time in their lifecycle
Alignment with other IUID related policies is in progress
DFARS
Property accountability
* This applies to legacy items. The $5,000 criteria is still in effect for new acquisition.

11. Legacy IUID Decision Flowchart

12. Legacy IUID Decision Flowchart (cont’d)
IUID relevant items should be marked and registered prior to shipment to a contractor (opportunistic marking).
If not possible, consider whether the contractor should mark it while in their custody.

13. IUID Decision Flowchart Bottom Line
“IUID shall be employed for all items that require unique item level traceability at any time in their lifecycle”
Small arms: we need to account for them individually
Calibration gages: we need to recalibrate them periodically
Aircraft engines: we need to keep track of flight hours for each engine
Nuclear Related Weapons Material (NWRM): individual accountability required
A Short List of Examples
…many other examples exist…

14. GFP Policy
GFP Policy
DFARS – Policy for reporting of Government-furnished property:
It is DoD policy that all Government-furnished property be recorded in the DoD Item Unique Identification (IUID) Registry, as defined in the clause at
MARKING – DFARS – Tagging, Labeling, and Marking of Government-Furnished Property
Contractor shall tag, label, or mark GFP items identified in the contract as … serially managed items
To be updated to identify “in accordance with drawings”
REPORTING – Reporting of Government Furnished Property:
…The contractor shall report… Government-furnished property to the IUID Registry

15. Property Clauses Summary
MANDATORY
FAR Government Property, in all cost type and T&M solicitations and contracts, and in labor hour and fixed-price solicitations and contracts when the Government will provide property.
FAR Use and Charges, in solicitations and contracts when the clause at is included.
DFARS –7001 Tagging, Labeling, and Marking of Government-Furnished Property, in solicitations and contracts that contain the clause at FAR , Government Property.
DFARS –7002 Reporting Loss of Government Property, in solicitations and contracts that contain the clause at FAR –1, Government Property.
DFARS Contractor Property Management System Administration, in solicitations and contracts containing the clause at FAR , Government Property.
DFARS –7004 Reporting, Reutilization, and Disposal, in solicitations and contracts that contain the clause at FAR , Government Property.
DFARS Reporting of Government-Furnished Property, in solicitations and contracts that contain the clause at FAR , Government Property.
OPTIONAL
DFARS Government-Furnished Mapping, Charting, and Geodesy Property, in solicitations and contracts when mapping, charting, and geodesy property is to be furnished.

16. GFP Clauses Compliance
Audits of contracts with GFP show lots of room for improvement for including the appropriate FAR and DFARS Property Clauses
If the correct clauses aren’t in the solicitations and contracts we obviously have problems with contractor compliance

17. Topics Background Policy Process Marking GFP with UID
Reporting GFP with UID

18. GFP Attachment
PGI
Directs creation and inclusion of GFP Attachment
Added to solicitations and awards of contracts that may provide GFP (including all cost type contracts)
Two types
Scheduled GFP (items that will be “pushed” to the contractor
Requisitioned GFP (items that will be requisitioned by the contractor)
non-reimbursable section items are GFP; reimbursable section is CAP/CFM
ONE format – “readable” PDF
Can be manually entered
OR created from Excel conversion
Attached to contract or mod when distributed to EDA
Attachment data transmitted to and captured in IUID Registry

19. The GFP Attachment is Important Because it…
Identifies the type, quantity of property to be provided
Establishes the unit acquisition cost that will be reported by the contractor
Identifies which items of GFP are serially managed (for )
Identifies if property is used “as-is”
Transmitted to the Registry as the “planned” GFP
This information is required to be provided by the Government

20. Using iRAPT to support GFP
iRAPT=Invoice, Receipt, Acceptance, Property Transfer
Wide Area Workflow (WAWF) is the umbrella suite under which many enterprise systems fall – EDA, CORT, IUID Registry, My Invoice, etc
Property Transfers Between:
DoD to Contractor (and receipt)
Contractor to DoD (and receipt)
DoD to DoD (and receipt)
Contractor to Contractor (based on formal contract action)
Shipment of GFP to Contractor should be entered in iRAPT by DoD, including UII if known
Receipt of GFP by Contractor must be reported
Non-UII GFP can ONLY be receipted in iRAPT

21. Overview of iRAPT Property Transfers
Property to Contractor from DoD
DoD can and should input the Property Transfer (PT) into iRAPT to alert contractor of inbound items
Contractor receipts items in iRAPT (including UII)
Based on preceding DoD iRAPT PT document
Unilaterally if no iRAPT PT document was created by DoD
Custody transfer flows to IUID/GFP Registry and APSR
IUID’d items update custody record; nonUII’d item capture the event
Property to DoD from Contractor (returned GFP including reparables)
Contractor inputs PT into iRAPT (via PT or RRR)
DoD acknowledges receipt of item
APSR=Accountable Property System of Record RRR=Reparable Receiving Report

22. Benefits of Using the iRAPT Process for GFP Visibility
Early notification of inbound GFP items
Both to Contractors and upon return to DoD
Assurance of receipt
Or the ability to follow up on shipments that are not overtly received
The only method for Contractors to report non-UII’d GFP
UII’d GFP can be receipted or returned via direct submission to the IUID Registry
Supports FIAR related processes and visibility
FIAR=Financial Improvement and Audit Readiness

23. GFP Data Flow Architecture
Requiring Systems
GFP List
(attachment in fillable PDF - TBD
BI Reports of GFP Status
Industry
iRAPT
GFP Property Transfer
Contract Writing
DoD (Management Control Activities)
GFP Receipt & Shipment Notice
Property Transfer
DLA
GFP Attachment
DoD Supply System
IUID Registry
DLA
GFP list as XML
Record of property transfer
EDA
DLA
Shipment Notice
DLA
Property loss or disposal
Receipt
Contract Deficiency Reports for missing GFP terms or data
Shipment Notice
Component Accountable Property Systems
Distribution Standard System (reparable return)
PCARSS/ PLT
CDRs
DCMA
DLA
Note: DPAS Operational
DCMA
Operational
Incremental deployment
Future Capability

24. Topics Background Policy Process Marking GFP with UID
Reporting GFP with UID

25. Why IUID? IUID provides…
the “data key” to item lifecycle traceability in business processes and information systems
reliable and accurate data for financial, accountability, and asset management purposes
IUID enables…
the discovery and correlation of item information
globally accessible and secure enterprise data
joint paperless management
Points to be made:
IUID provides the key to enable data for a single item to be linked across business process (e.g., financial, logistics, maintenance) to provide a more complete and accurate lifecycle picture.
Notes:
The incorporation of AIT also provides an opportunity to re-engineer business processes, potentially streamlining them and realizing savings of cost and/or time while increasing data accuracy and reliability.

26. When Marking IUID on GFP
Standard IUID rules apply:
Must be encoded into an ECC200 Data Matrix barcode
Must include syntax from ISO/IEC 15434
Must include appropriate semantics
Must adhere to data element length requirements
Must use only A through Z, 0 through 9, /, and –
No lower case letters, periods, asterisks, commas, …
UII ≤ 50 characters
UII must be unique across the globe
IUID data matrix must be “permanent”… forever
Points to be made:
Additional IUID data constraints that are required for IUID compliance.
Notes:
The character constraints are most frequently problematic when it comes to part numbers. If this is a problem for a particular program often suggest using either construct #1 (just avoid the situation entirely) or define a business process for handling the illegal characters (consistent use).
The UII is permanently assigned to the item, meaning it never changes. It stays with the item through modifications, part number rolls, retirement, destruction, and/or death, never to be assigned to another item.

27. UID And GFP Lessons Learned
DoD should mark and register items prior to shipment to the contractor (this doesn’t always happen)
DoD is responsible for identifying which items are to be UID marked and registered while in contractor custody
Government must communicate requirements clearly
Explicitly in the contract language
Listed on “Serially Managed” items list of GFP Attachment
Provision of technical authority and documentation when required
Identification of IUID relevant embedded items to be marked during repair activity – in process

28. Topics Background Policy Process Marking GFP with UID
Reporting GFP with UID

29. Reporting Receipt of GFP
Start
Is Item IUID’d*?
On SM List in GFP Attachment?
Yes No No
Receipt item by Product ID and Quantity via iRAPT PT
Yes
Receipt GFP by UII via iRAPT PT or direct to Registry
Receipt item by SN via iRAPT PT
Notes:
*UII (derived from data matrix) is present in the IUID Registry
PT = Property Transfer document
SM = Serially Managed

30. Reporting UII of Reparables
Is item IUID’d?*
Is item
identified as SM in GFP Attachment?
Yes No No
IUID mark upon Receipt?
Yes
Receipt GFP by UII via IRAPT PT or direct to Registry
Receipt item by SN/NSN via iRAPT PT No
Receipt item by SN via iRAPT PT
Yes
Mark item
Yes
Repair item
Repair item
Repair item
Register UII as GFP direct to Registry only
Include UII in RRR via iRAPT
Mark item
Return item with SN via iRAPT RRR
Convert nonUII item to UII (manual)
Notes:
*UII derived from data matrix is present in the IUID Registry
iRAPT requires the UII to be present in the Registry for receipt of UII’d GFP.
If the item is assigned a “defined” (virtual) UII, it must be updated to “compliant” when marked before submission of RRR

31. IUID Registry for GFP Captures planned GFP from GFP Attachment
Captures custody history of UII’d items throughout their lifecycle
Via iRAPT Property Transfer
Via Direct Submit (web, XML, Flat File)
Captures non-UII GFP from iRAPT Property Transfer
Provides reporting for visibility of GFP in contract/contractor custody
IUID and GFP are not the same.
All GFP is reported by custodial contractor; some of it MAY have UII

32. Training, Procedures, Tools
For more information
GFP and IUID
Policy
GFP and IUID
Training, Procedures, Tools or
Contact Carol Vigna at or

33. Any Questions?