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Dassian's Government Contracting Solution is essential for government contractors and service provider firms because it easily manages the most complex contract types offering insight into key contract performance metrics as well as automating the critical and complex billing processes needed by today's government contractor and service provider firms. GCS compliments the capability of SAP® to manage government contracting requirements enabling the much sought after DCAA compliance.
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Government Contracting Solution (GCS DP_046)
• 6900 East Camelback Rd. Suite 805 Scottsdale, Arizona 85251
• Fax: 1-866-877-4705
• Cell: 914-299-7743
• Email: [email protected]
Barbara McElnea
Director, Solution Management
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.
Government Contracting Challenges
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.
Reporting of contract performance and billed values.
Delivered Government Voucher SF 1034/1035.
The Remedy – Dassian’s Government Contracting Solution
Easier to Manage Funding with
Contract Performance
Dashboard and Funding Alerts
Cost Plus,
Time and Material
Fixes Price
Contract Modification
Database for DCAA Reporting
Contract Setup
Contract Data: Prime Cont. # Modifications: Contract & Funding Value Project Assign to CLINs ACRNs
Billing Setup
Ceilings
Fee & Cost Retention
Fees: Fixed, Award, Incentive
Rates
GSA Rate Schedules T&M Billing Rates Billing Overhead Rates
Reporting
Contract Performance Against Funding Invoice History ACRN Distribution
Wednesday, March 20, 2013 4
GCS Contract Management
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
Flow Down Data Fields
Flow Down Fields
Field Values
Field Groups
Specify Receiving Objects
Populate Values
On Contract
Populate Values Contracts Sales Orders Copy Functionality
Display Values In Contract
Displays Populated Fields
Contracts
Sales orders
Flows Down from SD document to SD document
Supply Receiving Objects
Displays Contract Data in Other SAP Replenishment Objects
Purchase Requisitions Purchase Orders WBS Elements
GCS Flow Down – CAS FAR 52.230-2 & Other
Increases Cash Flow by Faster
Invoice Generation
Enables Direct Billing to Payment
Office thus Reducing A/R Aging and Increasing Cash
Flow
Decreases Operating Costs Thru
Automation of Invoicing Process
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
Cum. Costs Allow Funding Control & Ceilings Apply Rates Calculate Fees & Retentions Retroactive Rate Adjust.
Reporting
Approval Process SF1034 SF1035 Billed/Unbilled Cost Backup Report Funding Alerts
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GCS Billing
Supports DCAA Audit with Reports tying Source Detail
to Invoice
Contract Setup
Entering Modifications
External Funding Sources
Modification Reporting
Maintaining Rates
Fees
Billing Holds
Inception-To-Date Billing
Forms, SF1034, SF1035, SF1443, DD250
Contract Reporting
Contract Flow Down
Alternate Billing Structure
Retentions
Inside Dassian’s Government Contracting Solution
Contract Setup
Contract Setup Role: Ordering Data – Prime Contract, Task Order, Delivery Order Ext’d Contract Data – Contract Type, DPAS Rating, GSA Schedule, Rate Decks
Contract Flow Down – Customer Defined Contract Fields
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.
Entering Modifications
• 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.
Modification Reporting
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.
External Funding Sources
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.
Alternate Billing Structure
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.
Retentions
T&M Labor Billing Rates are maintained through Dassian’s Flexible Pricing Workbench. The created rate deck is then assigned to the contract in GCS. These rates are then applied during Resource-Related Billing. All billing history is maintained for reporting.
Maintaining Rates: Flexible Pricing
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.
Maintaining Rates: Overhead Rates
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.
Fees
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
• 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.
Billing Holds Cont’d
GCS CP & TM billing is inception-to-date: • Invoices cost values ITD. • Subtracts previously billed values. • EFS distribution based on priority.
Inception-To-Date Billing
SF1034/1035 provided that can be modified to
suit each customer implementation
Invoice Public Voucher SF1034/SF1035
Invoices Progress Payment and DD250
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: Billed Cost / Unbilled Cost
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.
Contract Reporting: Contract Performance & Invoice History
Extends a standard SAP contract with
government specific contract data
Records and reports contract modifications
and ACRNs
Enter Fees, OH Rates, TM Rates and
Retentions which are used for billing
Allows for costs to be placed on billing hold
Performs government billing calculations of various costs during
resource-related billing
Reporting of contract performance,
modifications, billed / unbilled costs
• Mods, ACRNs, Alternate Billing Structure
Contract setup
• TM Rates, OH Rates, Fees, Retentions Billing setup
• Billing Data, Billing Holds, Resource-Related Billing (RRB) Billing
• Contract Performance, Invoice History
• Billed / Unbilled Cost Report
• Modification History
Reporting
Summary – GCS The Solution for Government Contractors
• 6900 East Camelback Rd. Suite 805 Scottsdale, Arizona 85251
• Fax: 1-866-877-4705
• Email: [email protected]
• Email: [email protected]
Dan Murphy,
President
Barbara McElnea
Director, Solution
Management
Thank You!
