Government Furnished Property Attachment

DEFENSE PROCUREMENT AND ACQUISITION POLICYPROCURE-TO-PAYTRAINING SYMPOSIUMGovernment Furnished PropertyAttachmentPresented by: Carol Vigna, DPAP PDIMay 30 – June 1, 2017 Hyatt Regency Orlando FL1

The GFP Attachment Formalizes the “deal” of what property will be provided to thecontractor. Authorizes contractors to have custody of governmentproperty. Indicates which items are serially managed versus non-seriallymanaged for contractor reporting under DFARS 252.211-7007. Required by PGI 245.103-72– Directs creation and inclusion of GFP Attachment in DPAP format.2017 Procure-to-Pay Training Symposium2

Attachment ArchitectureDoD Procurement ToolboxDownload;PopulatePDFORPopulateExcel;Convert toPDFUser’s ComputerGFPAttachmentincorporatedinto ContractIUID RegistryGFP ModuleGFP Attachment dataAutomatically transmitted toIUID RegistryEDAUploadAward or Mod andGFP Attachmentto EDA3

2 Attachment Creation OptionsFew ItemsMany ItemsUserCWSUserExcelTemplateManual dataEntryConversionProcessGFPAttachmentCWS Contract Writing SystemGFPAttachment2017 Procure-to-Pay Training Symposium4

Downloading the PDF AttachmentRemember2017 Procure-to-Pay Training Symposium5

Complete the PDF Click “Enable all Features” Ignore the “Submit Form”!2017 Procure-to-Pay Training Symposium6

Attachment Information Section (PDF)2017 Procure-to-Pay Training Symposium7

Serially Managed Items (PDF)as defined in DFARS 252.211-7007Remember: UoM and UseAs-Is must be fromdropdown menucLegend:Required fieldConditionally(Required) fieldOptional fieldEnter notes related to item, contractprovisions, or other comments. Limited to250 alphanumeric characters.2017 Procure-to-Pay Training Symposium8

Non-serially Managed Items (PDF) All of the rules of serially manage applyNo Serial Number or UII elementsIf an item is serially managed, but you don’t know the SN/UII still include with the SeriallyManaged itemsClick “ADD” to add a row to that sectionClick “Remove” to delete a row2017 Procure-to-Pay Training Symposium9

Requisitionable GFP (PDF)Must include at least one of:- NSN (13N)Manufacturer CAGE (5AN) and Part # (50)Items in this section of the GFP Attachment may be requisitionedindependently by the Contractor from the DoD supply system. By includingthe items here, the Contractor is notified DoD will pay for the items. This isnot Contractor Furnished Material that is paid for by the contractor.2017 Procure-to-Pay Training Symposium10

Validate and Save (PDF)When entry is complete, click “Validate” button on top right of Attachment InfoPage. If errors exist, they will be identified. If not, no response.Save the PDF locally. The Adobe Reader message will be displayed. Click okaybut DO NOT click “submit”.2017 Procure-to-Pay Training Symposium11

Tips (Applicable to PDF and Excel) Do not reuse a Line Number– Do not leave a row blank– Include in serially managed items sectionLeave the SN or UII blank (do NOT enter N/A, UNK, etc)If you have created the PDF from Excel conversion–– A blank row will be seen as end of dataSerially managed items with unknown serial number/UII–– Doesn’t have to be sequential, but no duplicatesUse “validate” before saving to identify errorsUpload the Excel into EDA, as well, to have subsequent access to the source documentIf you enter a serial number, quantity must be 1; you need a row for each serialnumberEnsure that there are no links (URLs) in the data2017 Procure-to-Pay Training Symposium12

More Tips (Applicable to PDF) If sections (serially managed, non-serially managed, or requisitionable)are blank, “validate” will erroneously identifythat as an error; ignoreNote: We are working onimplementing a fix.2017 Procure-to-Pay Training Symposium13

Most Common Errors Contract/Order Number on Attachment must match EDA– Until EDA fix is in place, it may be necessary to put the F PIID Order in thecontract number field Manufacturer CAGE and Part Number are a pair – if youhave one, you must have the other Some sort of Product Identifier is required – if you don’thave one put something meaningful in Model Numberfield– The contractor will use this to execute the receipt2017 Procure-to-Pay Training Symposium14

Download the Excel TemplateRemember: Only the Excel from the web sitecan be used to create the Attachment2017 Procure-to-Pay Training Symposium15

Populate the ExcelMove to other tabsAttachment File (R):Number of this file and Number of totalfiles (e.g., 1 of 3 up to 999). Create anew file for every 3,500 rows of data.Do NOT change the format ofthe Excel Template2017 Procure-to-Pay Training SymposiumAttachment Date (R):Enter in formatCCYY-MM-DD16

Serially Managed Items (Excel)Tips Create 3500 row/tab files (this will increase in the future) Cells that are conditional are highlighted red Note the Required and Conditional indicators on headerrow Pop up boxes provide formatting Use drop down boxes – other data will fail2017 Procure-to-Pay Training SymposiumColumn ColorsData EntryDrop DownDate Field17

Enter Serially Managed Items (Excel)ccLegend:Required fieldOptional fieldConditionally(Required) field2017 Procure-to-Pay Training SymposiumcEnter Serial Number(O) and/or UII (O) ifknown. If enteredensure that Qty 118

Enter Serially Managed Items (Excel)Use the drop downboxes to select Unitof Measure (R) andUse As-Is.Each cell has a pop upwith format andconditionalrequirements.2017 Procure-to-Pay Training Symposium19

Enter Non-serially managed items (Excel) Edits are the same as for Serially Manageditems No Serial Number or UII field2017 Procure-to-Pay Training Symposium20

Enter Requisitionable GFP (Excel)Must include NSN (13N) orManufacturer CAGE (5AN)and Part Number (50)Items in this section of the GFP Attachment may be requisitionedindependently by the Contractor from the DoD supply system. By includingthe items here, the Contractor is notified DoD will pay for the items. This isnot Contractor Furnished Material that is paid for by the contractor.Save the completed Excel template to your local drive2017 Procure-to-Pay Training Symposium21

Tips (Excel) Total of 3500 rows– Can be all in one tab or spread across all 3 tabs To create sequential row numbers, enterformula of “row above 1” in the “LineNumber” column and copy No duplicate Line Numbers No blank rows2017 Procure-to-Pay Training Symposium22

Pasting Tips Paste the “Value” of your data from source spreadsheet.– Copy normally, then right click on your mouse, select “Paste Special” andselect “123”Ensure that the format of the data column does not get overridden– “Number” Format: Item Number, NSN, Quantity, Unit Acquisition Cost, andDuration– “General” Format: all other columnsEnsure that pasting does not overwrite the dropdown values. Recommend youuse the drop down and then copy it.If you receive an e-mail with the following error: “Validation Error: Value'' is not facet-valid with respect to pattern,” there are nonprintablecharacters in a blank cell. Select all blank cells of the identified column, rightclick, and select “Clear Content”2017 Procure-to-Pay Training Symposium23

Navigate to the Conversion Tool (For Excel toPDF)2017 Procure-to-Pay Training Symposium24

1.2.3.4.5.Conversion ProcessAccess the Procurement Toolbox GFP Conversion ToolBrowse to the saved GFP Excel TemplateEnter your email addressClick “Convert GFP Attachment”Receive notice of “processing upload” and then thatAttachment is “being converted”6. Receive email with URL to fetch PDF GFP Attachment7. Click URL and download PDF8. Save PDF to your computer2017 Procure-to-Pay Training Symposium25

Conversion messages2.1.3.2017 Procure-to-Pay Training Symposium26

Conversion ProcessContracting OfficerSelect CompletedExcel AttachmentReceive emailwith URLFetch PDFAttachment andSaveDoD Procurement ToolboxUpload toConversion Processon Toolbox2017 Procure-to-Pay Training Symposium27

Log In to EDA from WAWFThe following screens illustrate the process for uploading the GFP Attachment manually.Some Contract Writing Systems do this automatically.2017 Procure-to-Pay Training Symposium28

Navigate to the Contract or Mod2017 Procure-to-Pay Training Symposium29

Navigate to the Contract or ModEnter the ContractNumber and click“View”Click “Add” under“Attachments”Browse to the GFP Attachment on yourlocal storage. Click “Upload File”2017 Procure-to-Pay Training Symposium30

Upload the GFP AttachmentConfirm the contract info is correct andclick “Upload”2017 Procure-to-Pay Training Symposium31

Provide Attachment InfoSelect “Government FurnishedEquipment List” Attachment Type thisis VERY IMPORTANT!!2017 Procure-to-Pay Training Symposium32

Confirm AttachmentConfirm the Attachment and receive theconfirmation from EDA. The Attachmentwill be automatically extracted andtransmitted to the IUID Registry.2017 Procure-to-Pay Training Symposium33

GFP Attachment Edits1.2.3.4.Edits Occur Upon Excel uploadDuring Conversion“Validate” PDFDuring Translation5. Entry into RegistryNotifications Provided 1. Real time on Toolboxconversion screen2. In Email message (instead ofPDF link)3. Real time on PDF4. Email from Ron Hunt5. Email from Ron Hunt2017 Procure-to-Pay Training Symposium34

Sample Email for #4 and #52017 Procure-to-Pay Training Symposium35

View the AttachmentLog on to WAWF and Select the IUID Registry.GFP Attachments (and transactional receipts and updates) areviewable in the Registry.2017 Procure-to-Pay Training Symposium36

Navigate to the Query2017 Procure-to-Pay Training Symposium37

Enter GFP Attachment DataEnter Contract Number AND Order (if an Order numberwas entered in the Attachment)Enter Product Identification data if seeking specificitems2017 Procure-to-Pay Training Symposium38

GFP Attachment OverviewGFP Attachments created using the new process areAttachment Type “Current”; GFP Attachments created usingthe old process are Attachment Type “Legacy”.2017 Procure-to-Pay Training Symposium39

GFP Attachment DataContract/Mod Effective Date, Contractor CAGE, and RPIN(for F Order contracts) extracted from EDA2017 Procure-to-Pay Training Symposium40

View Attachment Line DataSorted by File number; missing files noted. Ordered bySerially Managed, Non-serially Managed, Requisitioneditems.2017 Procure-to-Pay Training Symposium41

Need Assistance?Use “Contact Us” on the DoD Procurement Toolbox at:www.dodprocurementtoolbox.com (goes to multiple people)Or, e-mail me: carol.a.vigna.civ@mail.mil2017 Procure-to-Pay Training Symposium42

DEFENSE PROCUREMENT AND ACQUISITION POLICYPROCUREPAYTOTRAININGSYMPOSIUMMay 30 – June 1, 2017 Hyatt Regency Orlando FL2017 Procure-to-Pay Training Symposium43

1. Access the Procurement Toolbox GFP Conversion Tool 2. Browse to the saved GFP Excel Template 3. Enter your email address 4. Click “Convert GFP Attachment” 5. Receive notice of “processing upload” and then that Attachment is “being converted” 6. Receive email with URL to fetch PDF GFP Attachment 7. Click URL and download PDF 8.