Government Contracting Solution (GCS DP_046)

Barbara McElnea
Director, Solution Management

6900 East Camelback Rd. Suite 805 Scottsdale, Arizona 85251 Fax: 1-866-877-4705 Cell: 914-299-7743 Email: bmcelnea@dassian.com

Government Contracting Challenges

Contractors to the U.S. Government must be able to manage multiple contract types in accordance with the strictest regulations, as defined in the Federal Acquisition Regulation (FAR) and its supplements.

Managing Contract Modifications, Funding Control, Fees, Retentions and ACRNs can be a challenge.

The Dassian Government Contracting Solution is designed to leverage the standard SAP capabilities and to provide additional functionality for modification management as well as billing execution.

The Remedy Dassians Government Contracting Solution

Extends a standard SAP contract with government specific information. Records contract modifications of contract value, funded value, and period of performance. Records external funding and allocates consumed funding during billing.

Allows for costs to be placed on billing hold.

Performs government billing calculations of T&M rates, overheads, funding, fees, and withholds during billing.

Delivered Government Voucher SF 1034/1035.

Reporting of contract performance and billed values.

GCS Contract Management

Contract Setup
Cost Plus, Time and Material Fixes Price

Billing Setup

Rates

Reporting
Contract Performance Against Funding Invoice History ACRN Distribution

Contract Data: Prime Cont. #

Modifications: Contract & Funding Value

Contract Modification Database for DCAA Reporting

Ceilings Fee & Cost Retention Fees: Fixed, Award, Incentive

GSA Rate Schedules T&M Billing Rates

Project Assign to CLINs ACRNs

Billing Overhead Rates

Easier to Manage Funding with Contract Performance Dashboard and Funding Alerts

Wednesday, March 20, 2013

GCS Flow Down CAS FAR 52.230-2 & Other

Flow Down Data Fields Populate Values On Contract Display Values In Contract Supply Receiving Objects
Displays Contract Data in Other SAP Replenishment Objects Purchase Requisitions Purchase Orders WBS Elements

Flow Down Fields Field Values Field Groups Specify Receiving Objects

Populate Values

Contracts Sales Orders

Copy Functionality

Displays Populated Fields Contracts Sales orders Flows Down from SD document to SD document

Maintain DCAA compliance by passing to suppliers DPAS Rating, Prime Contract, CAS clauses and other requirements

Saves Procurement time by automating Prime Contract data to Supply Line

GCS Billing
Enables Direct Billing to Payment Office thus Reducing A/R Aging and Increasing Cash Flow

Review Unbilled Cost/Billing Holds

Review Unbilled Costs Place on Billing Hold Remove from Billing Hold

Initiate Billing
Billing Extracts Costs from Project Ledger Will Not Consider Unallowables or Costs on Billing Hold

Billing

Reporting

Supports DCAA Audit with Reports tying Source Detail to Invoice

Decreases Operating Costs Thru Automation of Invoicing Process

Cum. Costs Allow Funding Control & Ceilings Apply Rates Calculate Fees & Retentions Retroactive Rate Adjust.

Approval Process SF1034 SF1035 Billed/Unbilled Cost Backup Report Funding Alerts

Increases Cash Flow by Faster Invoice Generation

Wednesday, March 20, 2013

Inside Dassians Government Contracting Solution

Contract Setup Maintaining Rates Entering Modifications Modification Reporting External Funding Sources Fees Billing Holds Inception-To-Date Billing
Forms, SF1034, SF1035, SF1443, DD250

Alternate Billing Structure Retentions

Contract Reporting Contract Flow Down

Contract Setup

Contract Setup Role: Ordering Data Prime Contract, Task Order, Delivery Order Extd Contract Data Contract Type, DPAS Rating, GSA Schedule, Rate Decks Contract Flow Down Customer Defined Contract Fields

Entering Modifications

Modifications can have incremental contract values or funded values: 1. Contract values or Funded values can be entered based on Cost or Fees. 2. The values are entered incrementally and the cumulative total is displayed. 3. Values are entered at the contract line item level.

Modification Reporting

The modifications are shown in a standard SAP ALV grid. The user can sort, summarize, group, filter, choose columns to display and download to Excel. All modification data entry fields are available in this ALV grid. The change log history for each individual modification is available.

External Funding Sources

The External Funding Source tab is where customer supplied ACRNs are entered: The EFS Value is entered along with the priority. The billing process will distribute the invoice amounts against each EFS according to the priority. A blank priority is a proportional distribution while a numeric priority is a specific consumption sequence.

Alternate Billing Structure

The Alternate Billing Structure tab is used to define a billing structure independent of the project accounting structure. Multiple project wbs elements from various project structures can be assigned to one contract line item. The billing percentage can be defined so that one project wbs element can be billed against multiple contract line items.

Retentions
The retentions tab is used to enter combinations of retained amounts that need to be applied to an invoice but are not part of the modification entry process such as cost withholds, fee withholds, and labor retentions.

Maintaining Rates: Flexible Pricing

T&M Labor Billing Rates are maintained through Dassians Flexible Pricing Workbench. The created rate deck is then assigned to the contract in GCS. These rates are then applied during ResourceRelated Billing. All billing history is maintained for reporting.

Maintaining Rates: Overhead Rates

Overhead rates are automatically applied to the contract based on the value assigned in the Contract Setup Overheads field. This is the field which assigns the correct overhead rate deck for billing purposes.

Fees

There are 3 fee methods: Percent of Cost Per Hour Fixed Amount Each contract item can have many fees. Each fee can be created as a Fixed Fee, Award Fee or Incentive fee.

Billing Holds

The billing hold functionality is available for all cost plus and time and material contracts. Unbilled costs can be placed on billing hold to exclude from the invoice.

Billing Holds Contd

The billing hold report serves as a report of unbilled items as well as an application used to place items on billing hold to exclude from the invoice. It is possible to place partial amounts or quantities on billing hold.

Inception-To-Date Billing

GCS CP & TM billing is inception-to-date:

Invoices cost values ITD. Subtracts previously billed values. EFS distribution based on priority.

Invoice Public Voucher SF1034/SF1035

SF1034/1035 provided that can be modified to suit each customer implementation

Invoices Progress Payment and DD250

Contract Reporting: Billed Cost / Unbilled Cost

The Billed Cost Report shows all of the costs that have been invoiced and their ITD values as well as current billed values on the invoice

The Unbilled Cost Report shows the costs that have yet to be invoiced. Partial Billed and Billing Hold indicators provide more details

Contract Reporting: Contract Performance & Invoice History

The Contract Performance Tab shows the overall performance of the contract against the contract values and funded values.

The Invoice History tab shows the details of each invoice including the invoice number, voucher number and billing values.

Summary GCS The Solution for Government Contractors

Extends a standard SAP contract with government specific contract data

Contract setup

Records and reports contract modifications and ACRNs

Billing setup

Mods, ACRNs, Alternate Billing Structure

Enter Fees, OH Rates, TM Rates and Retentions which are used for billing Performs government billing calculations of various costs during resource-related billing

TM Rates, OH Rates, Fees, Retentions

Allows for costs to be placed on billing hold

Billing Data, Billing Holds, Resource-Related Billing (RRB)

Reporting of contract performance, modifications, billed / unbilled costs

Billing

Reporting Contract Performance, Invoice History Billed / Unbilled Cost Report Modification History

Thank You!

Dan Murphy,

President
Barbara McElnea Director, Solution Management

6900 East Camelback Rd. Suite 805 Scottsdale, Arizona 85251 Fax: 1-866-877-4705 Email: dmurphy@dassian.com Email: bmcelnea@dassian.com