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MANAGEMENT INFORMATION SYSTEM

Version 2.0
May 9, 2006

INTRODUCTION

1-100 SCOPE. This section prescribes the functional aspects of the Quality Assurance
Management Information System (QA MIS) relative to reporting a number of QA
activities at contractor facilities under DCMA cognizance.

1-101 PURPOSE. To describe the data elements to be reported, assign responsibilities,


and outline the method for collecting the data required to maintain the QA MIS. One of
the main purposes of the QA MIS is to track QA Only contract workload since these
contracts are not included in the Contract Management Database.

1-102 GENERAL

a. Managers at all organizational levels, as well as Quality Assurance Representatives


(QARs), need reliable information to effectively perform and evaluate QA operations.

b. The QA MIS provides continuing information to managers, staff, and in-plant


personnel that may be used for evaluation of workload and application of government
Quality Assurance (QA) procedures. The QA MIS may also be utilized for determining
the adequacy of resource allocations. Failure to input timely and accurate data into the
QA MIS may result in incorrect resourcing information.

c. Two types of data are included in the QA MIS:

(1) Facility Profile: This record contains attribute data (i.e., QAR code, facility type,
commodity code, QA organization code, and QA provision code) and other descriptive
data for a contractor facility. The QA MIS provides the QAR with a Facility Profile
(Report UNML720A) whenever Facility Profile information is initially input or
changed/updated.

(2) Contract Data: This record contains detailed information for each multifunctional
contract delegated for QA action and for each QA only contract. A multifunctional
contract is a contract primarily input by the Defense Finance and Accounting Service
(DFAS) personnel that requires effort by more than one functional area within the same
Contract Management Office (CMO). QA only contracts that are rarely multifunctional
are primarily input by the QAR. The QA MIS provides the QAR with a QA Contract
Worksheet (UNML750A) for each contract requiring QA action. The QA Contract
Worksheet and Facility Profile together can provide evidence of contract review, and in
DCMA activities, is used in lieu of the DD Form 1904, Contract Review and Planning
Document, which has been canceled. QARs need to continue to complete DD Form
1904-1, Computer Software Contract Review and Planning Document.
NOTE: The two data files are dependent on each other. The Facility Profile shall be
established before contact data can be input for a facility. Similarly, a Facility Profile
cannot be deleted until all contracts for a facility have expired or been deleted.

d. The QA MIS obtains records or data from two related data files. They are:

(1) The Address File (ADRS File): This file contains QA attribute data for each
Contractor and Government Entity (CAGE). Attribute data shall be established in the
Address File before a Facility Profile can be entered.

(2) The Contract Management Database maintained by the DFAS: This file is the source
of most multifunctional contracts in the QA MIS Database. Modifications and changes
for multifunctional contracts are transferred by the system to the QA MIS Database daily
to update QA contract files provided the functional limitation code of that contract
remains “blank.”

e. The QA MIS has two processes: on-line and batch. The on-line process is used for all
input, change, and delete functions, for requesting reports, making inquiries, maintaining
the Address File, and maintaining the QAR Code to Name (NPQS) File. The batch
process is an overnight function used to download Defense Logistics Information Service
(DLIS) CAGE information to the Address File, update the QA MIS with changes made to
the Address File, generate reports requested in the on-line system, and update and
transfer multifunctional contracts from the Contract Management Database.

1-103 RESPONSIBILITIES

a. The Team Chief, Product and Manufacturing Assurance Team, DCMA-OCT, is


responsible for:

(1) Overall management of the QA MIS.

(2) Maintenance of the QA MIS Tables.

b. The Operations Chiefs at the Districts, DCMDs, are responsible for:

(1) Effective implementation of the QA MIS policy.

(2) Establishing and maintaining procedures for efficient data collection and file
maintenance.

(3) Assuring that adequate automated data processing (ADP) resources, including
computer terminals and printers, are identified and requested to support the QA MIS.

(4) Establishing, maintaining, and implementing analysis techniques for District


management use, such as analysis of data for possible resourcing and/or workload
allocation.
(5) Training as required to maintain an efficient QA MIS data flow.

(6) Providing the District security organization with QA MIS security requirements and
assuring that all District personnel comply with District ADP security procedures.

(7) Appointing a District QA MIS data monitor.

c. District QA MIS Data Monitors are responsible for:

(1) Assigning Quality Assurance Specialist (QAS) codes and maintaining the QAR
Names/Codes on-line.

(2) Providing technical assistance to CMO Data Monitors in such areas as data input,
inquiries, on-line printing, and report requests, as necessary.

(3) Forwarding program and documentation problems and table updates to the
appropriate source (e.g.; DCMA Help Desk, DCMA-OCT, and applicable Functional
Support Team (FST) member for correction.

(4) Coordinating with field personnel and the Office of Management Support those
actions that affect data input and report processing schedules.

(5) Retaining a soft copy of monthly District level system generated reports for 12
months.

(6) Notifying the CMO TASO (Terminal Area Security Officer) of the need for
additional Reading Group Specialist (RGS or USER IDs) codes, and of the need for a
change or deletion of access to QA MIS programs as individuals enter/leave or change
positions within the organization.

d. The Operations Chiefs at CMOs are responsible for:

(1) Assuring the timeliness and accuracy of QA MIS data.

(2) Maintaining the accuracy of the QA portion of the Address File.

(3) Assuring adequate ADP resources, including computer terminals and printers, are
identified and requested to support the QA MIS.

(4) Analyzing QA MIS data for possible resourcing and/or workload allocation.

(5) Assuring that all personnel comply with District ADP security procedures.

(6) Appointing a CMO QA MIS Data Monitor.


e. Group Chiefs/Team Leaders are responsible for:

(1) Assuring accurate, timely, and complete reporting by subordinates.

(2) Assuring that, as a minimum, semiannual reviews of Facility Profile data are
accomplished, and changes/updates are made, as required.

(3) Reviewing/analyzing data output products (reports and on-line screens) to detect
errors, inconsistencies, and trends and taking corrective actions, as necessary.

(4) Notifying the CMO QA MIS Data Monitor of any changes required to CAGE, QA
Attribute data, Facility Profiles, and QAR Names/Codes.

(5) Retaining a soft copy of monthly group/team (branch/section) level system generated
reports for 12 months.

f. CMO QA MIS Data Monitors are responsible for:

(1) Identifying program and documentation problems to the DCMA Help Desk, District
Data Monitor, and applicable FST member.

(2) Providing assistance to Operations Group personnel, first line supervisors (FLS),
QARs, and clerical personnel in the areas of report requests, inquiries, data input, and
distribution of reports as necessary.

(3) Assuring all required CAGE, QA attribute data, Facility data, Contract data, and QAR
Name/Code updates are processed.

(4) Retaining a soft copy of monthly CMO level system generated reports for 12 months.

(5) Notifying the CMO TASO of the need for additional Reading Group Specialist (RGS
or USER IDs) codes, and of the need for a change or deletion of access to QA MIS
programs as individuals enter/leave or change positions within the organization.

g. QARs/QAAs are responsible for:

(1) The timely and accurate reporting of data.

(2) Retaining a soft copy of the latest QA Contract Worksheet for each active contract.

(3) Retaining a soft copy of the latest Facility Profile, UNML720A, for each facility
under their cognizance (QARs only).

(4) Reviewing the QAR level reports to ensure that data entered is input correctly.

(5) Reviewing and updating the Facility Profiles, UNML720As, at least semiannually.
h. Input Personnel are responsible for:

(1) The accurate and prompt input of QA MIS data.

(2) Notifying the appropriate personnel (FLS, CMO Monitor, FST member, DCMA Help
Desk, etc.) of missing/incorrect data on the forms or any irregularities that occur during
data input.

1-104 DATA FLOW. Data input, changes, inquiries, and report requests may be made
from any computer terminal with access to the District database. Facility and contract
data are reported as the events occur.

a. A Facility Profile input form (DLA Form 1770a) shall be prepared and forwarded to
the data input point for each facility when it becomes active or when changes are made
only if the QAR is not the inputter. If the QAR is the inputter, he/she has the option to
either complete the form for later data entry, or, of inputting the data directly onto the
appropriate Input/Change Facility Profile record screen. A Facility Profile, Report
UNML720A, is generated when a new facility is established or an existing Facility
Profile is changed/updated. Also, a blank Facility Profile (Report UNML710A) with “Zs”
in the QA attribute data fields is generated when a new multifunctional contract is
transferred into the QA MIS Database from the Contract Management Database, if there
is no previously established Facility Profile and no QA Attributes in the Address File
record.

b. A new contract is reported by two methods:

(1) Multifunctional contracts with the inspection/acceptance codes 1, 3, 4, 6, C, D, and L


are input into the District database by DFAS personnel. All of these codes are an
indication of quality assurance workload. These contracts include:

(a) Administered Contracts - all DoD multifunctional contracts that are assigned to a
CMO for administration.

(b) Multifunctional Delegations - contracts with more than one administrative function
delegated to the CMO; e.g., production and quality, transportation and quality, etc.

(2) QA only contracts are input primarily by QA personnel using DLA Form 1770b or
QA MIS Contract Input screens. QA only contracts consist of the following:

(a) DoD multifunctional contracts for which Contract Management functions, except
quality are retained by the PCO, or assigned to a military department or agency other than
a DCMA component.

(b) NASA multifunctional contracts where the Administrative Contracting Officer (ACO)
is not delegated administration.
(c) Foreign government multifunctional contracts.

(d) All subcontracts (contractor-to-contractor procurement agreements). This includes


subcontracts for which QA actions at the subcontract level have been requested by the
QAR assigned cognizance of the issuing contractor's facility. This includes requests for
QA from other DCMA components.

(e) All interplant work orders issued by one plant or division of a multiplant corporation
to another plant or division, provided that the point of performance has a different CAGE
code, and is not within the same basic management unit. A management unit is defined
as:

(1) A resident facility (including those with multiple or widely scattered facilities/CAGEs
under the cognizance of the same QAR).

(2) A group of facilities assigned to a nonresident QAR.

c. QARs will receive a weekly UNML750B report listing the multifunctional contracts
with “99” inspection requirements that were input by DFAS personnel and transferred
into the QA MIS Database during the preceding week. The first three UNML750B
reports each month contain mutually exclusive data. The last report each month contains
cumulative data for the month with an asterisk beside contracts that had not previously
appeared on a weekly report. Contracts that are received by Military Standard Contract
Administration Procedures (MILSCAP) has a “M” beside the contract number, and those
that are received by Electronic Commerce/Electronic Data Interchange (EC/EDI) has an
“E” beside the contract number, to alert QARs that his/her copy of the contract may be
delayed in arriving. The mutually exclusive weekly reports have a Requester Code of
AUTOW; the last report of the month containing the cumulative data has a Requester
Code of AUTOM. The correct inspection requirements shall be entered before any
count/credit is given for these contracts. When contracts are input or changed in the QA
MIS, a QA Contract Worksheet (UNML750A) is generated. Detailed guidance on
reading and processing the QA Contract Worksheet is contained in the “Data Collection”
section of this guidance.

1-105 REPORTS. The QA MIS provides a limited number of system-generated reports


on a daily, weekly, and monthly basis. A larger number of predesigned exception reports
are available on an “as required” basis. Requests for these reports can be entered on-line
at any terminal with access to the QA MIS Database. The requested reports are processed
overnight, and are available for review the following morning in Reveal.

a. System Generated Reports. The system produces daily reports whenever a change or
update is made to the Address File or to the QA MIS Database. Weekly and Monthly
reports are scheduled to be run on a routine basis; weekly reports are generated each
Friday evening and appear in Reveal on the first workday of the new week; monthly
reports are generated during the evening of the 4th working day of the new month, and
appear in Reveal the next working day. System generated reports are:

(1) Daily:

a UNML710A-(Coded) Facility Profile: Received whenever a new prime multifunctional


contract is brought over to the QA MIS Database as a “99” from the Contract
Management Database and there are no QA Attributes in the Address File; receipt
indicates need to add QA Attribute data to the Address File and Change Facility Profile;
QAR level report; sorted by CMO and CAGE.

b UNML720A-(Uncoded) Facility Profile: Received whenever a change is made to an


existing facility profile or when a new Facility Profile is input; QAR level report; sorted
by CMO and CAGE.

c UNML750A-Contract Data Worksheet: Received whenever an existing contract is


changed in the QA MIS Database, or whenever a new QA Only is input; QAR level
report; sorted by CMO, QA-ORG, CAGE and Contract Number.

(2) Weekly:

a UNML380A-NPQS by QAR Code: Received every first working day of the new week;
it displays all of the QAR Codes and Names for that MOC (District Database). The East
District UNML380A reports are found in both the MOC-H and the MOC-G; CMO level
report; sorted by QAR code.

b UNML750B-Summary of Multifunctional Contracts with Inspection Requirements of


99: Received every first working day of the new week; it displays all of the new prime
multifunctional contracts that were transferred from the Contract Management Database
during the prior week; the first three reports contain mutually exclusive data for the
preceding week; it has a Requester Code of AUTOW; it also displays a “M” in the left
column of the report if the contract was a MILSCAP contract, and it displays an “E” in
the left column if the contract was received via EC/EDI methods; QAR level report;
sorted by CMO, QA-ORG, CAGE and Contract Number.

(3) Monthly:

a UNML380B-NPQS by QAR Name: Received on the morning of the 5th working day of
the new month; it displays the same data as the weekly except that this report is sorted by
QAR Name and then lists the QAR Code; it displays all of the QAR Names and Codes
for that MOC (District Database). The East District UNML380A reports are found in
both the MOC-H and the MOC-G; CMO level report.

b UNML400A-Contract Codes Unmatched to the Address File: Received on the morning


of the 5th working day of the new month when applicable; it lists CAGEs which have
dropped out of the Address File, but are still in the QA MIS with open contracts; CAGEs
listed shall be reentered into the Address file; CMO level report; sorted by CMO, QA-
ORG and CAGE.

c UNML410A-QA Prime Contract Completion Reconciliation Notification: Received on


the morning of the 5th working day of the new month when applicable; it lists
multifunctional contracts which are closed in the Contract Management Database, but are
open in the QA MIS Database, and that will be purged from the QA MIS during the next
month end cycle; QAR level report; sorted by CMO, QA-ORG, QAR, and CAGE.

d UNML470A-Unprocessed Contractor CAGE Changes: Received on the morning of the


5th working day of the new month when applicable; it lists DLIS originated CAGE
changes where the QA organization codes of the old CAGE and the new CAGE are
different; CMO level report; sorted by CMO and CAGE.

e UNML630F-Resident Facility Summary: Received on the morning of the 5th working


day of the new month; it displays dollar amounts, and lists Contract Counts for active
facilities by QA-ORG and by CAGE for the current month and 5 prior months, with a 6
month and a 12 month average for each resident facility assigned to the team; QAR level
report; sorted by CMO, QA-ORG and CAGE.

f UNML650E-Nonresident Facility Summary: Received on the morning of the 5th


working day of the new month; it displays dollar amounts, and lists totals of contracts on
hand and related contract data for the current month and 5 prior months with a 6 month
average; it displays QA Attributes and Contract Counts for active facilities by in-plant
person; QAR level report; sorted by CMO and QAR Code.

g UNML650F-Nonresident Facility Summary by Facility: Received on the morning of


the 5th working day of the new month; it displays dollar amounts, and lists totals of
contracts on hand and related contract data for the current month and 5 prior months with
a 6 month and a 12 month average; it displays QA Attributes and Contract Counts for
each active nonresident facility assigned to the team; QAR level report; sorted by CMO,
QA-ORG and CAGE Code.

h UNML670 Series Reports-Aggregate Totals: Received on the morning of the 5th


working day of the new month; the UNML670A is a Team level report; the UNML670B
is a Branch level report; the UNML670C is a Division level report; and the UNML670D
is a District level report; each is a one page aggregate summary of contract and dollar
amount totals for all resident and nonresident facilities within the organization, except for
the Team and Branch level reports which are multiple pages if there are multiple CAGEs
within the organization; organization level reports; sorted by CMO and QA-ORG.

i UNML750B-Summary of Multifunctional Contracts with Inspection Requirements of


99: Received on the morning of the 5th working day of the new month; it lists the
multifunctional contracts with INSP-RQMTS of “99” which transferred from the
Contract Management Database to the QA MIS Database during the prior month; it has a
Requester Code of AUTOM; it has an asterisk beside contracts that did not previously
appear on a weekly report; it also displays a “M” in the left column of the report if the
contract was a MILSCAP contract, and it displays an “E” in the left column if the
contract was received via EC/EDI methods; QAR level report; sorted by CMO, QA-
ORG, CAGE and Contract Number.

j UNML850A-QA Only Contracts Expiration Notice: Received on the morning of the 5th
working day of the new month; it lists all QA Only contracts in the organization with a
FDD (Final Delivery Date) in the next month; it is broken down by in-plant person with
contracts listed by CAGE; the QAR needs to review this report to determine if any of the
FDDs need to be extended before the contract is closed and drops out of the system; QAR
level report; sorted by CMO, QA-ORG, CAGE and Contract Number.

b. Requestable Reports: These reports can be requested at anytime during the reporting
period except on the 4th working day. If a date or span of time is not specified, then the
system provides current month data from the first working day until the last working day
of the month depending upon the date the report is requested. Reports can be requested
individually for up to12 prior months and for the current month. All requestable reports
require certain mandatory data elements. The District DoDAAC is mandatory on most
screens. It designates the District to which the CAGE is assigned for Contract
Management. Also, the Requester Code and Routing Code are mandatory on all screens.
The Requester Code identifies the person requesting the report. The CMO QA MIS
Monitor would determine how Requester Codes are assigned in the Division. The
Requester Code is a five-position field. The Routing Code is the DoDAAC for the CMO
requesting the report so that the report can be routed to the correct CMO Reveal server.
This DoDAAC is the same DoDAAC as the requester’s organization.

(1) UNML630 Series Reports: These reports are Resident Facility Summaries that
contain the same information as the system generated UNML630 reports; they contain
data for each resident facility in the organization indicated; sorted by CMO, QA-ORG
and CAGE.

(2) UNML650 Series Reports: These reports contain data for each nonresident facility in
the organization indicated; the UNML650E is sorted by CMO and QAR Code; the
UNML650A-D are sorted by CMO, QA-ORG and CAGE while the UNML650F is
sorted by CMO and QA-ORG.

(3) UNML670 Series Reports: These are a single page report providing cumulative data
and totals for all resident and nonresident facilities for the organization specified; sorted
by CMO, QA-ORG and CAGE.

(4) UNML680 C and D Reports-Aggregate Totals of Facility by Commodity: Displays


same information as on the UNML670 reports except that they are requested by
Commodity; sorted by CMO, QA-ORG, Commodity Code and CAGE.

(5) UNML720A-Facility Profile: Displays the facility profile data in the clear; sorted by
CMO and CAGE.
(6) UNML730C and D Reports-Facility Summaries by Commodity: Displays one page of
contract and dollar amount data, along with 6 month and 12 month averages for each
facility with a specified commodity code in the organization indicated; sorted by CMO,
QA-ORG, QAR and Commodity.

(7) UNML750A-Contract Data Worksheet: Displays contract data for each contract
assigned to a CAGE; sorted by CMO, QA-ORG, CAGE and Contract Number.

(8) UNML890A and C Reports-QA Contract Inquiry: Displays data by organization level
based on up to three input criteria and Boolean expressions input on the request screen;
sorted by CMO, QA-ORG, and CAGE.

(NOTE: Boolean expressions include possible operations such as: LT-less than; GT-
greater than; LE-less than or equal to; GE-greater than or equal to; EQ-equal to;
and NE-not equal to.)

(9) UNML640A-Facility Data Report: Displays CAGE, Contractor Name, and Facility
Profile information by organization based on up to three input criteria and Boolean
expressions input on the request screen; sorted by CMO, QA-ORG, CAGE and
Commodity Code.

(10) UNML600A-Facility Telephone Listing: For each organization requested, displays


Contractor Name and Address, QA Attributes, QAR Phone Number, CAGE, CMO Name
and whether or not the facility is the QAR Duty Station; sorted by CMO, QA-ORG and
either Contractor Name, CAGE or QAR Code.

c. Prior Month Reports: Prior month reports are available on a request basis. Data is
available for the previous 12 months. Only reports showing totals or aggregates are
available because facility performance data is available on-line for the previous 12
months. A report requested on a prior month basis may not agree with the original report
for that month due to updates to workload reassignments or organizational changes. For
example, a UNML670A report for January 2001 shows 30 facilities assigned to a specific
team. The team was reorganized in February 2001 to include only 28 facilities. Several
months later, in August 2001, a UNML670A report for January 2001 was requested. The
report for January 2001 that was received as a result of the August 2001 request only
included data for the 28 facilities now in the team. Reports available on a prior month
basis are:
(1) UNML670A Team Aggregate Totals
(2) UNML670B Branch Aggregate Totals
(3) UNML670C Division Aggregate Totals
(4) UNML670D District Aggregate Totals
(5) UNML680C CMO Aggregate Totals of Facilities by Commodity
(6) UNML680D District Aggregate Totals of Facilities by Commodity

DATA COLLECTION
1-200 PURPOSE. To provide instruction for completion of the data input forms. It
explains the actions required to maintain an accurate Facility Profile and how to read and
process the QA Contract Worksheet.

1-201 FORMS

a. DLA Form 1770a, Facility Profile Data.

b. DLA Form 1770b, Contract Data.

1-202 GENERAL INSTRUCTIONS

a. The QAR normally prepares the data input form for the Facility Profile and any
required Contract Data forms or enter the data directly into the QA MIS.

b. When used, the input forms are designed to facilitate reporting by allowing “mark
appropriate block” for many data elements. Personnel should be careful to ensure that
marks are placed clearly in only the appropriate blocks and that erasures are clean so that
input errors are minimized.

c. The input forms are designed for use in three different modes: input, change, or delete.
The function codes on the forms correspond to the functions on the QA MIS Data Input
Menu. The “input” function code should be used to report new Facility Profiles and new
QA only contracts. The “change” function code should be used to report changes in data
elements previously reported. However, changes made to a “blank” Facility Profile as
well as adding or changing supplemental data are also considered “changes.” The
“delete” function code should be used only to delete entire records, e.g., the entire
Facility Profile or the entire contract record. While many individuals are assigned
responsibility to input data, the change and delete functions should be limited through
password assignment. The change function is limited to CMO QA MIS Monitor and
alternate, and the delete function is limited to the District QA MIS Monitor and alternate.

1-203 FACILITY PROFILE

a. UNML710A and UNML720A Reports. A DLA Form 1770a, Facility Profile Data,
shall be prepared for each facility when it becomes active, after the CAGE and QA
attribute data are entered in the Address File. No further input is required unless the
Facility Profile data changes; however, a review of this data is required semiannually. A
Facility Profile, Report UNML720A, is automatically generated whenever new or
changed Facility Profile Data is entered into the QA MIS. A Facility Profile, Report
UNML710A, is automatically generated when a contract is transferred from the Contract
Management Database to the QA MIS Database and no Facility Profile data exists for the
contractor. The UNML710A just contains the contractor name, address, and attribute data
with “Zs.” The QAR shall contact the CMO Monitor to add QA Attributes to the Address
File before Facility Data can be input into the QA MIS. A Facility Profile, Report
UNML720A, with a Requester Code of IS/WAS, is generated after the QA Attribute data
is input and a daily cycle is run. After review of the new UNML720A, a DLA Form
1770a, Facility Profile Data form can be completed with the missing Facility Data if the
QAR is not the inputter, or the QAR can enter the new Facility Data directly onto the
input screen. This generates a new Facility Profile with a Requester Code of AUTO that
should also be reviewed for accuracy once received. If the UNML720A that is received is
generated because of a “blank” Facility Profile (QA Attributes may be in the Address File
but no previous Facility Data was ever entered), a “change” function to the Facility Data
record shall be executed, again by either completing a DLA Form 1770a or by direct
input into the Change Facility Profile Record screen. The latest Facility Profile, Report
UNML720A, shall be retained in the QAR's files for each facility where QA is
performed. The accuracy of the entries in the Facility Profile shall be verified at least
semiannually. Evidence of verification is based on the date of the current UNML720A,
Facility Profile, or a statement “Accuracy verified on (date) by (name of
QAR/Supervisor)” on a copy of or print out of the UNML720A.

b. Missing QA Attribute Data. If a Facility Profile is received with “Zs” appearing for
any of the QA attribute data, the CMO QA MIS Data Monitor needs to input the missing
QA attribute data into the Address File. An updated Facility Profile, UNML720A, is
generated after the missing QA attribute data is input. The UNML720A shall be updated
before contract data can be input.

c. Changed QA Attribute Data. When QA attribute data are changed in the Address File,
a UNML720A report with a Requester Code of IS/WAS is automatically generated.
When a Requester Code is IS/WAS, only the QA attribute data (CAGE, contractor name
and address, QA organization code, quality provision, QAR code, commodity code, and
facility type) need be reviewed.

1-204 FACILITY PROFILE DATA (DLA Form 1770a). The following are block-by-
block instructions for the preparation of the DLA Form 1770a including interpretations of
abbreviated codes used in data entry. Entries are made by circling the appropriate
information or filling in the blanks. Do not zero fill entries. The system automatically
zero fills after the data is input. Enter facility name, QAR name, organization, and
telephone number in the blocks at the top of the form.

(NOTE: All entries that apply to the facility are “Mandatory” except for Block 10,
District Optional Codes.)

a. Block 1 - FUNCTION CODE. The function code identifies the purpose for preparing
the DLA Form 1770a.

01 = Input. Used to add a new Facility Profile to the database.

02 = Change. Used to add, change, or delete data elements in an existing Facility Profile.
Only the CAGE, function code (02), and the data elements affected, are required on the
data input form.
03 = Delete. Used to delete, in its entirety, an existing Facility Profile. A Facility Profile
cannot be deleted until all the contracts against that facility have been deleted. Do not use
the delete function to remove a data element from the Facility Profile; use the change
function instead.

b. Block 2 - CAGE - Contractor and Government Entity. Enter the CAGE for the facility
being described in the profile.

c. Block 3 - QA-CMDTY-CD-P - Quality Assurance Commodity Code - Primary.


System generated from the Address File. This code represents the commodity that
requires the greatest amount of effort in the facility. Changes to this code shall be made
in the Address File.

d. Block 4 - QA-PVN-CD-P - Quality Assurance Provision Code - Primary. System


generated from the Address File. This code should reflect the highest order QA provision
contractually required at the facility. This code is automatically updated each month
based on the highest inspection requirement in the contract data file for each CAGE. If
the only QA provision is “Other,” such as STANAG4107, code C should be selected. QA
personnel no longer report secondary QA provision codes, but they continue to appear on
the UNML720A; these codes are automatically updated each month based on the second,
third, and fourth highest inspection requirements in the contract data file for each CAGE.
If a change to this code is necessary, changes to this code shall be made in the Address
File.

e. Block 5 - OPER-TY-CD - Contractor Operation Type Code. Describes contractor


operation. Up to two different codes may be selected. The codes are:

A = Designer/Manufacturer
B = Manufacturer
C = Overhaul/Repair
D = Distributor

f. Block 6 – GOVT-VERFN – Government QA Product Verification. Describes the type


of activity being performed at a contractor’s facility. Up to five different codes may be
selected. If none apply leave blank. The codes are:

A = Procurement Contracting Officer Imposed


F = SPC (Statistical Process Control)
T = Third Party Surveillance
P = Production Surveillance
G = ARP (Alternate Release Procedures)
I = Program Surveillance
J = Standard Surveillance
K = Limited Surveillance
g. Block 7 - P-DUTY-STA - Primary Duty Station. Enter an asterisk if the facility type is
R (Resident Facility) or if the facility is a NR (nonresident) duty station; otherwise leave
blank.

h. Blocks 8 - 10 - COML-TPHONE/EXTENSION/DSN - Facility Telephone Number.


Enter the commercial government office telephone number including area code for this
CAGE. Additionally, enter the digital switched network telephone number if there is one.
If there is an extension where the QAR can usually be reached when at this facility, enter
it also.

1-205 QA CONTRACT WORKSHEET. The QA Contract Worksheet (UNML750A) is a


report displaying selected data elements for a contract: CAGE, contract number, contract
received date, final delivery date, total dollar value, and other technical requirements. A
QA Contract Worksheet is generated whenever a new contract is entered into the
Database by QA personnel (usually QA only contracts). Both DFAS and QA personnel
also can enter changes to existing contracts. There is a way to differentiate between
multifunctional and QA only contracts when reviewing a QA Contract Worksheet. On
multifunctional contracts input by DFAS personnel into the Contract Management
Database, the functional limitation code appearing on the QA Contract Worksheet is
blank. QA only contract original inputs or changes using the on-line system, are defaulted
to a functional limitation code of “1.” QARs need to check the QA Contract Worksheet
against the DLA Form 1770b, or the screen print of either the input or change Contract
Data screen to verify that changes were correctly input.

1-206 READING AND PROCESSING THE UNML750B AND/OR QA CONTRACT


WORKSHEET FOR MULTIFUNCTIONAL CONTRACTS (Functional Limitation
Code is Blank.)

a. Open vs. Closed Multifunctional Contracts. The Contract Administration Report


(CAR) Section Number (CAR-SEC-NO) determines whether a multifunctional contract
is open or closed. Multifunctional contracts in CAR Section 1 are open. Any
multifunctional contract in a CAR Section other than 1 is closed for QA MIS purposes.

b. New Multifunctional Contracts. QARs receive a weekly system generated UNML750B


report listing the new multifunctional contracts with a “99” inspection requirement. These
contracts were input by DFAS personnel and transferred into the QA MIS Database
during the preceding week. The first three UNML750B reports each month contain
mutually exclusive data. The last report each month contains cumulative data for the
month with an asterisk beside contracts that had not previously appeared on a weekly
report. Contracts that are received by MILSCAP have a “M” beside the contract number,
and those that are received by EC/EDI have an “E” beside the contract number to alert
QARs that their copy of the contract may be delayed in arriving. The mutually exclusive
weekly reports have a Requester Code of AUTOW; the last report of the month
containing the cumulative data has a Requester Code of AUTOM. However, there may
be instances when the QAR may need to input the multifunctional contract before it is
input into the Contract Management Database. The QAR would have to enter the contract
on contract input screens, and change the Functional Limitation Code from a “1”
(default) to a “blank.” Once both screens have been completed with the required
information and the contract entered into the QA MIS, the contract would be treated just
as any “99” that had come across and had been opened by the QAR in the QA MIS. Any
changes made in the Contract Management Database would reflect in the QA MIS for
that contract. If the QAR decides to maintain the contract himself/herself (NOTE: this
should be the exception, not the rule), the Functional Limitation Code should be left as
“1.” Any changes to the prime multifunctional contract in the Contract Management
Database are not reflected in the QA MIS for this contract. It is treated as a QA Only
contract in the QA MIS.

c. Changed Multifunctional Contracts. If QA Contract Worksheets are received for


multifunctional contracts, and the INSP-RQMTS are not 99, and the Functional
Limitation Code is “blank,” then usually the QA Contract Worksheets represent changes
to contracts already in the QA MIS Database.

d. Requester Codes. In the upper left of the QA Contract Worksheet, there is a block
called “Requester Code.” This code determines that the QA Contract Worksheet was
generated for a changed contract.

(1) On QA Contract Worksheets for multifunctional contracts, the Requester Code is


usually IS/WAS or AUTO. If the Requester Code is IS/WAS, one or more of the QA
attribute data elements changed. Check the CAGE, QA-ORG-CD, QAR-CD, TYPE
FACIL, QA-CMDTY-CD-P, CONTRACTOR NAME, and CITY-STATE-ZIP. If the
Requester Code is AUTO, if the inspection requirement is not “99,” and the Functional
Limitation Code is “blank,” then the change was made by the QAR, or the contract has
been reopened by DFAS or by someone with access to the Contract Management
Database. The only fields that the QAR could possibly change and should be reviewed
for accuracy are: FMS Indicator; QA Commodity Code; Inspection Requirement, Special
Program Code, or Other Coded Remarks. If the contract has been reopened, the CAR-
SEC-NO could only have changed to 1 indicating the contract was reopened. The CAR-
SEC-NO can go directly from 1 to 5, and does not necessarily progress from 1 to 2 to 3,
etc. If the DFAS personnel change data in DLA Form 1770b blocks 5-13 on
multifunctional contracts, QARs do not receive an updated QA Contract Worksheet, but
the updated data appears on the QA MIS screens and reports; these printouts were
eliminated to reduce the paperwork burden on QARs. For the same reason, QARs no
longer receive a QA Contract Worksheet when a contract leaves CAR-SEC-1; however,
the QAR receives a QA Contract Worksheet for the contract if it is reopened. The QA
Contract Worksheet should be compared with the DLA Form 1770b or screen print if the
multifunctional contract was changed from “99.” If the contract has been reopened by
DFAS or the ACO (Administrative Contracting Officer), all of the data elements should
be checked for accuracy.

(2) On QA Only contracts (Functional Limitation Code is a “1”), if the Requester Code is
AUTOI, the QAR has input a new QA Only contract into the QA MIS and all of the data
should be compared to the DLA Form 1770b or the screen print to verify data accuracy.
If the Requester Code is AUTOC, the QA Only contract previously in the QA MIS, was
updated by the QAR. Again, data on the report should be compared to the DLA Form
1770b or to the screen print to verify data accuracy.

(3) When the Requester Code is not IS/WAS, AUTO, AUTOI or AUTOC, an individual
identified by the Requester Code has requested the report.

e. Processing the UNML750B Report and/or QA Contract Worksheet when the Contract
is available

(1) If a copy of the contract is available, QARs shall review it to determine if QA is


required at the facility designated by the CAGE. If QA is not required, the QAR may do
nothing if local policy permits. If QA is required and the contract appears on the
UNML750B report, then the inspection requirement of “99” shall be changed to reflect
the appropriate inspection requirement within 90 days. A Contract Assignment Code of
“P” should be entered in block 5 for applicable multifunctional contracts. Contracts are
not counted as received or on-hand in the QA MIS Database until the INSP-RQMTS of
“99” are updated. Failure to update the INSP-RQMTS of “99” within 90 days from the
contract received date results in the contract being purged from the QA MIS Database.
QA personnel shall then reenter the contract on-line. (See paragraph 1-206i for a possible
exception to the requirement to update the “99” inspection requirement on every contract
where QA is required.)

(2) Occasionally, a contract on a UNML750B report has “Zs” in one or more QA


attribute data fields. This occurs because one or more QA attribute data elements were
missing from the Address File when the contract was established. If “Zs” appear in any of
the QA attribute data fields, the CMO QA MIS Data Monitor needs to input the missing
QA attribute data in the Address File, and Facility Profile data shall be input to establish
the Facility Profile. These actions shall be taken before the inspection requirement can be
updated and the contract counted as received and on hand in the QA MIS Database.

(3) Continue review of the contract and input data for blocks 1-4 and 14-16 of the DLA
Form 1770b as applicable. Detailed instructions for inputting data identified on the DLA
Form 1770b are in paragraph 1-209 of this guidance.

(4) Depending on local procedures the completed DLA Form 1770b or the Contract Data
screen print should be should be used to verify that all data was input correctly. If the
data is correct, the QA Contract Worksheet is filed with the contract information in the
EDW (Electronic Data Workflow) folder if there is one, or in a separate folder on the
hard disk of the QAR’s PC. If errors are found, another DLA Form 1770b shall be
completed for submission/data correction.

(5) When reviewing the UNML750B/QA Contract Worksheet, errors discovered in the
following fields can currently be corrected only after changing the Functional Limitation
Code from blank to a “1”: CON-ASGM-CD, INSP-ACPT, CON-RCVD-DT, NOUN,
FUNC-LIM-CD, TOTAMT-CONTR, FNL-DVY-DT, ACO-CDD-RMKS, and SPC-
CON-PVN. CAGE and PIIN/SPIIN can only be changed by DFAS. To make a correction
to a protected field, the QAR shall first change the functional limitation from a “blank” to
a “1” which changes the contract from a multifunctional to a QA Only. Once the
functional limitation has been changed, the QAR may change any field in the QA
Contract Data Worksheet except the CAGE and the PIIN/SPIIN. Once the necessary
changes have been completed, then the functional limitation should be changed back to a
“blank” so that any modifications or changes that occur to the contract via the Contract
Management Database can update the contract in the QA MIS. If the QAR chooses to
keep the functional limitation code as a “1,” then he/she is responsible to maintain the
accuracy of the contract himself/herself since the updates made in the Contract
Management Database ignore the QA Only contract. This requires the QAS to enter all
contract modifications. The benefit of changing the code back to “blank” allows only
personnel, knowledgeable of the QA MIS system, to make changes to the file and provide
for automatic transfer of all modification data into QA MIS upon DFAS input.

f. UNML750B Report Received Without Hard Copy Contract. Often the UNML750B
report arrives before the contract does. These UNML750B reports are held in suspense
awaiting the hard copy of the contract. Usually the hard copy arrives within 15 calendar
days. If the contract is not received within a reasonable amount of time, QARs should
notify their point of contact for contract distribution. The contractor's copy of the contract
may be used in the interim. In any case, do not update the inspection requirement of “99”
until a hard copy of the contract has been received and reviewed to assure that QA effort
is required.

g. Hard Copy Contract but NO UNML750B Report. If the UNML750B report is not
received within 11 workdays after receipt of the hard copy of a multifunctional contract,
the QAR needs to input the contract on-line.

h. Reopening a Closed Multifunctional Contract. When a multifunctional contract is


moved to a CAR Section Number other than “1” and QA actions are still required, the
contract shall be reopened in order to be included in the contracts on hand count. The
QAR needs to reopen the contract by inputting it into the QA MIS, by leaving the
Functional Limitation code as a “1” and by assigning a FDD that is 90 days from the
contract input date.

i. Basic Ordering Agreements (BOAs). BOAs and Indefinite Delivery Agreements


transfer over from the Contract Administration Database. They can be identified by
having a number in the seventh and eighth positions of the contract number, and the letter
A, D, G, or H appearing in the ninth position of the contract number. For example,
SP0500-87-G-1234 is a Basic Ordering Agreement. Calls or orders issued against these
Agreements are identified by four alphanumeric characters appearing in the Supplemental
Procurement Instrument Identification Number (SPIIN) field. The Agreements are not
contracts; the calls or orders are contracts. If any of these types of Agreements appear on
the UNML750B, and the QA on the orders is being done at just the one facility, and the
orders have the same INSP-RQMTS as the Agreement, then the QAS may update the
INSP-RQMTS of the Agreement. This causes the Agreement to be entered into the QA
MIS without it being added to the on hand count. The QA MIS detects the Agreement
from the structure of the contract number. As calls or orders are transferred to the QA
MIS from the Contract Management Database, the system checks to see if there is a
matching Agreement for the same CAGE. If there is, the QA MIS automatically picks up
the INSP-RQMTs from the Agreement. This feature can be overridden by simply not
updating the Agreement with a valid inspection requirement. QASs need to override this
feature if the inspection requirements are on a call-by-call basis, or if the QA on the calls
is being performed at several locations.

j. Other Order Type Contract. There is an order-type contract for which individual orders
or calls cannot be issued in advance of the delivery of the product or the performance of
the services. On Into-Plane Fueling Contracts, purchases are made using a credit card,
and the contractor bills the Government monthly. Orders or calls cannot be issued in
advance for Into-Plane Fueling contracts since it is not known when an aircraft may be in
a particular area, or if it would require fueling while in the area. In this case, the contract
should be entered into the QA MIS Database as a QA Only (with a Functional Limitation
Code of “1”) and a Final Delivery Date 90 days from the contract input date. This would
ensure the contract is counted as on hand and received the first month, and would count
as closed the second month. Also, after 60 days, the contract would appear on a
UNML850A report, QA Only Contract Expiration Notice giving the QAR at least 30
days notice that the contract drops out of the QA MIS.

1-207 READING AND PROCESSING THE QA CONTRACT WORKSHEET FOR QA


ONLY CONTRACTS (Functional Limitation Code “1”)

a. Open vs. Closed. QA only contracts are considered closed in the QA MIS when the
final delivery date is reached. However, the contract can be reactivated within 90 days of
the final delivery date by extending the final delivery date. If the final delivery date is not
extended within 90 days, the contract drops entirely out of the QA MIS and shall be re-
entered like a new QA only contract.

b. New QA Only Contracts. When a QAR receives a QA only contract, he/she needs to
complete a DLA Form 1770b and input it directly, or forward it to input personnel
depending on local procedures. Once the data is entered in the QA MIS Database, a QA
Contract Worksheet with a Requester Code of AUTOI is generated. QARs need to verify
that the QA Contract Worksheet was input correctly by using the completed DLA Form
1770b or the Contract Data Input screen print, and compare the data with the
UNML750A. The QA Contract Worksheet is then filed with the contract in the EDW
folder if there is one, or on the QAR’s PC.

c. Changes to QA Only Contracts. Any changes or modifications to QA only contracts


shall be reported on a DLA Form 1770b or if the QAR is the inputter, directly onto input
screens. Once entered into the QA MIS Database, a QA Contract Worksheet
(UNML750A) with a Requester Code of AUTOC is generated. Data entry personnel may
make an error on the input of a dollar value change by failing to erase the old dollar value
before entering a new dollar value. When this occurs, the dollar value in the TOTAMT-
CONT field is unusually large and probably wrong. This error shall be immediately
attended to by informing the QAR/input clerk by telephone since this error affects both
the undelivered dollar value and dollar value shipped for both the facility, and the entire
District.

d. The UNML850A Report, QA Only Contract Expiration Notice. This report is provided
on a monthly basis as a reminder identifying the QA only contracts expiring in the month
following the date of this report. If required, final delivery dates should be extended by
entering the revised delivery date on a DLA Form 1770b, or directly onto change contract
data screens for each contract involved. In the absence of a written modification
extending the final delivery date, in-plant personnel should never extend the final
delivery date more than 90 days at a time. In any discussions with a contractor, QARs
should make it clear that they are seeking information only, and that they are not granting
the contractor permission to ship late.

e. Reopening of Closed QA Only Contracts. If a QA only contract has expired less than
90 days ago, it can be reopened by simply entering a revised final delivery date. If the
final delivery date of a QA only contract is extended before it expires, no adjustment in
dollar value is required. The system automatically prorates the remaining dollar value
over the time period of the extension. When a QA contract has been expired more than 90
days, it is purged from the QA MIS Database. It is reopened by completing a DLA Form
1770b, or inputting directly into contract data input screens as if it were a new QA only
contract using the original contract received date and the new final delivery date.
However, no entry should be made for contract dollar value unless a modification has
increased the original dollar value of the contract. In this case, only the amount of the
increase should be entered. The system automatically prorates the amount of increase
over the time period of the extension. Also, when the UNML750A report is received, it
will have a Requester Code of AUTOI, and should be reviewed for accuracy by
comparing it to the completed DLA Form 1770b or the screen print of the contract data
input screens. If the data on the report is correct, a soft copy should be exported and
stored in the EDW folder if there is one, or on the QAR’s hard drive.

1-208 AUTOMATIC DELEGATIONS. An automatic delegation occurs when the point


of performance CAGE is different from the prime CAGE. When a single point of
performance CAGE is specified in the contract, the contract should appear on the
UNML750B for only the point of performance CAGE. Occasionally, the point of
performance CAGE is overlooked. When this occurs, the contract appears on the
UNML750B for the prime CAGE. The prime QAR may do nothing, or may delete the
contract from the QA MIS depending on local procedures. The point of performance
QAR shall then input the contract as a QA only. If multiple points of performance are
specified, each QAR at the multiple points of performance shall enter the contract as a
QA only.

1-209 CONTRACT DATA (DLA Form 1770b). When utilized, the facility name, QAR
name, organization, and telephone number in the blocks at the top of the form, and blocks
1-3 shall always be completed on the DLA Form 1770b. When entering supplemental
data for a multifunctional contract for the first time, QA-CMDTY-CD, block 13, or QA-
CMDTY-CD-P can be changed if the commodity on the contract is different than the
prime commodity for the facility. INSP-RQMTS, block 14, shall be completed in order
for the contract to count as on hand in the QA MIS Database. SPCL-PROG, block 15,
should be completed if applicable. While entering a QA only contract, complete blocks 1-
16 as applicable. The following are block-by-block instructions for preparation of the
Contract Data input form including definitions of abbreviations used. When a block
contains 1 or more choices, the entry is completed by “Xing” the appropriate code.
Alpha, numeric or alphanumeric entries are required in the other blocks. Where numeric
entries are indicated, enter whole numbers. Do not use fractions or decimal fractions.
Supplemental data input to contract data files may be made by any QAR/supervisor/
Engineer/technical or safety specialist/team member.

a. Block 1 - FUNCTION CODE. The Function Code identifies the purpose for preparing
the DLA Form 1770b.

08 = Input. Used to add a new contract to the database.

09 = Change/Update. Used to change, delete, or add data elements to an existing contract


in the database. Only the CAGE, function code 09, PIIN/SPIIN, and the data elements
affected are required on the DLA Form 1770b. Data elements to be deleted should be
circled in red or clearly identified by some other means.

10 = Delete. Used to delete in its entirety an existing contract already in the QA MIS
Database. Deleting a contract from the QA MIS Database does not affect the Contract
Management Database.

b. Block 2 - CAGE - Contractor and Government Entity. Enter the CAGE for the facility
where the contract is assigned.

c. Block 3 - PIIN - Procurement Instrument Identification Number - (Same as Contract


Number). When the document is a DoD contract, enter the number from the contract.
When the document being entered is a subcontract/interplant workorder, enter the 6
position DODAAD code of the initiating CMO; then enter a 3 position code identifying
the contractor issuing the subcontract or order, e.g., Brown Engineering Co. = BEC; then
use the 4 positions of Block 3 along with the 4 positions available in Block 4 to enter up
to the last 8 characters of the purchase order number. If there are less than 8 characters in
the purchase order number, the characters should be placed to the right and the remaining
blank positions should be 0 filled. Example: Purchase Order No. AF4-12-0068 is
received from Marcos Shoe Company in CMO Atlanta, S1103A, a PIIN/SPIIN number
would be constructed as follows: S1103AMSCF4120068. Purchase Order No. GMA-12-
03 is received from Havana Cigar Factory in CMO Cleveland, S3603A, a PIIN/SPIIN
number would be constructed as follows: S3603AHCF0GMA1203. For other non-DoD
and foreign government contracts (not processed through the central control point), use
the following contract number prefixes:
(1) Canadian = CANADA------- -----

(2) NASA = 000NAS---------- -----

(3) Dept. of Energy = 00DEEX--------- ------

(4) Dept. of Transportation = 000DOT--------- ------

(5) U.S. Postal Service = 00USPS--------- ------

(6) U.S. Treasury = 000UST--------- ------

(7) Small Business Administration = 0000SB--------- ------

(8) Simplified Nonstandard Item Acquisition Program = SNAP00-------

Only the first 6 positions are controlled. The remaining 7 positions of block 3 and the 4
positions of block 4 are filled with the last 11 positions of the procurement document
number. When fewer than 11 positions are provided, the available numbers should be
placed to the far right and the blank positions remaining should be 0 filled. For foreign
government contracts processed through the DoD central control point, enter the FCAS
number. Examples of reimbursable and nonreimbursable numbers are
FCASATRBFB001 and FCASNCGY18086 (NC after FCAS means no charge).

d. Block 4 - SPIIN - Supplementary Procurement Instrument Identification Number.


Enter the 4 position alphanumeric SPIIN only when provided. For example, when the
multifunctional contract is a Basic Ordering Agreement (BOA), each call or order are
identified by a SPIIN.

e. Block 5 - CON-ASGM-CD - Contract Assignment Code. X the code that identifies the
type of document being entered.

P = Prime. Represents a multifunctional contract.

S = Support of Prime. Represents a Government multifunctional contract where the point


of performance is in a CMO other than the CMO cognizant for administration of the
contract. Multifunctional contracts with multiple points of performance outside of the
basic management unit should be given this code.

T = Subcontract Surveillance. A subcontract/interplant workorder from any source


covered by a request for subcontract QA.

(WARNING: Interplant workorders within the same basic management unit should not
be entered as QA only contracts.)
f. Block 6 - INSP-ACPT - Inspection Acceptance Code. This is a 1-position code for
identifying inspection/acceptance points as shown below. This field shall be validly filled
in order for a contract to be successfully saved into the QA MIS.

INSPECTION ACCEPTANCE

1 Source Source

3 Source Destination (CONUS)

4 CoC Source

6 Combination of Above (Different for some Line Items)

C Source Destination (PORT)

D Destination Source

L Source Destination (OVERSEAS)

g. Block 7 - CON-RCVD-DT - Contract Received Date. The date the contract/order was
received by the QAR. Numeric entry in year/month/day sequence, e.g., January 14, 2001,
is coded 01 01 14.

h. Block 8- NOUN - Name. Short name of contract item(s). When the contract has
several different items, VAR ELEC or VAR MECH is often used. This entry is limited to
eleven positions and often contains abbreviations. This field shall be filled in order for a
contract to be successfully saved into the QA MIS.

i. Block 9 - FUNCTIONAL LIMITATION CODE - Currently, this field is system


generated as blank on multifunctional contracts input by DFAS and “1” on contracts
input on-line by field personnel. Users are able to change all fields, with the exception of
CAGE and PIIN/SPIIN, by changing the functional limitation code from blank to “1” on
any of these screens.

j. Block 10 - TOTAMT-CONT - Total Amount Contract. This is the face dollar value of
the contract. Enter to nearest whole dollar only (do not include cents). If the contract does
not have a face value, the total dollar amount should be estimated.

k. Block 11 - FNL-DVY-DT - Final Delivery Date. If this is not system generated, enter
the scheduled final delivery date for the last item(s) to be delivered. This element shall be
changed whenever it is necessary to extend the life of a QA only contract. Failure to do
so results in the loss of this contract from the database. Use standard date format
year/month/day, e.g., 16 Dec 01 is coded 01 12 16. The final delivery date shall 90 days
from the contract received date. This is necessary to ensure that a contract on hand and a
contract received count are calculated in the current month and to ensure that a contract
completed count is calculated in the next month. It also ensures that an UNML850A
report is generated after 60 days giving the QAR at least 30 days notice that the contract
final delivery date will expire. If a contract is received with a FDD in the same month,
the FDD should reflect a date that is 90 days from the contract received date. If a final
delivery date is not defined in the contract, the FNL-DVY-DT entered should not be
greater than 12 months after the contract received date (CON-RCVD-DT). (WARNING:
The final delivery date should only be extended when work still remains on the
contract.)

l. Block 12 - ACO-CDD-RMK - Administrative Contracting Officer Coded Remarks.


These are coded remarks providing in-the-clear attributes of a contract. Up to 25 codes
may be displayed/input. On multifunctional contracts, these codes are system generated,
i.e., appearing without any work by the QAR. On QA Only contracts, personnel are not
required to input in this field, but can if they find the information useful. The codes of
primary interest to QA personnel are provided on the form.

m. Block 13 - QA-CMDTY-CD - Quality Assurance Commodity Code. This field is


system generated from the Primary QA Commodity Code field in the Address File. If the
commodity code generated is not the most accurate code to describe the items in the
contract, then the QAR shall update this block to reflect the most accurate contract
commodity code. The Commodity Code Listing may be used as a guideline in selecting
the most accurate commodity code, but it should be used with common sense and not
followed blindly. If the commodity on a new contract becomes the commodity requiring
the greatest amount of effort in the facility, then the CMO QA MIS Monitor should be
informed and update the commodity code in the Address File.

n. Block 14 - INSP-RQMTS - Inspection (QA) Requirements. “X” the appropriate


number indicating the highest level of quality requirement specified by the contract. A
contract with INSP-RQMTS of “99” does not count as on hand until the INSP-RQMTS
are updated. If the quality requirement for a new contract is higher than the QA Provision
Code on the Facility Profile and/or the Address File, or if the last contract on hand for the
highest inspection requirement in the facility expires during the month, then the system
automatically updates the Facility Profile during the month-end processing. The QA MIS
also automatically updates the Address File during the night after the month-end
processing.

o. Block 15 - SPCL-PROG - Special Programs. These are high visibility programs used
to identify contractors or important subcontractors for those programs. Only 1 program
may be selected. Currently, the only valid special programs that personnel shall report if
they are cited in a contract are as follows:

CODE SPECIAL PROGRAM CODE SPECIAL PROGRAM

N1 Nuclear Core Facility L1 Level 1/Subsafe

N2 Nuclear Principle Supplier S1 NASA Prime Contractor


N3 Navy Propulsion Program S2 NASA Subcontractor

N4 Nuclear Plant Material F1 Fly by Wire Ship Controls

N5 Deep Submergence System Program K1 Safety of Flight

p. Block 16 – OTH-CDD-RMKS – Other QA Standard Coded Remarks. These are


Quality Assurance Standard Coded Remarks which describe specific contract
requirements. Twentyfour are available for selection, and all may be selected if they
apply or this field may be left blank. The codes are as follows:

20 = Reliability and Maintainability


27 = Computer Software
28 = Configuration Management
30 = Material Review Board
40 = Specialized Safety
61 = Soldering
65 = Dye Penetrant
66 = Radiography
67 = Magnetic Particle
68 = Ultrasonic
78 = Eddy Current Test
79 = First Article
81 = MIL-STD-965 Parts Control Program
85 = Design Authority
87 = Critical Application Item
88 = Specialty Metals
89 = Radiofrequency Identification
90 = Sustainmant Contact
91 = Program Contract
92 = Unique Item Identification
93 = Alternate Release Procedures
94 = Critical Safety Item
95 = Naval Special Emphasis Program (Frequent)
96 = Naval Special Emphasis Program (Infrequent)