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Electronic Case Coordination and Tracking - Team Effort.

During the past year, tremendous energy has been invested in efforts to improve the foreign military sales (FMS) process. One such effort came to life on August 13, 2001 as procedures were implemented to allow the Defense Security Cooperation Agency (DSCA) to electronically coordinate and countersign letter of offer and acceptance (LOA) documents. A team of dedicated professionals from the Defense Security Assistance Development Center (DSADC) designed and developed the software changes to the Defense Security Assistance Management System (DSAMS) that enabled implementation of the electronic case coordination and tracking (CCT) enhancements. The DSAMS Program Management Office (PMO) ensured the policy, software changes, and business process changes were consistent and also provided overall coordination of the deployment efforts. Implementing agencies (IA) had to incorporate important business process changes in addition to learning the commercial software tool used to create the electronic packages. At the DSCA Security Cooperation Conference in September 2001, Lieutenant General Walters, the DSCA Director, announced the initial results: average DSCA processing time of documents requiring DSCA coordination had declined from an average of eighteen days to seven days. This dramatic drop in processing time is impressive, and DSCA is confident the time will improve as the process is refined.

Why Now?

While the concept of electronic LOA document processing has been on-the-table for the past two years, planning and design for the electronic CCT changes began in earnest only in January of this year. During the January meeting of the DSCA Director and Deputy Director, Office of the Deputy Under Secretary of the Air Force (SAF/IA) and the military departments (Security Cooperation 5) requested expedited implementation of this capability. The consensus of the Security Cooperation 5 was electronic counter-signature could save significant time in the LOA process and would allow for greater consistency and quality in our reviews. DSCA met with the military departments in February and outlined a plan to make this happen. The full suite of requirements that had already been defined included advanced tracking, reporting, and query capabilities. The group knew that this list had to be pared down if we hoped to make an August implementation a reality. Lieutenant General Walters approved the proposed requirements in Ma rch and the real work began.

The DSADC met with the DSCA Policy, Plans--and Programs office, the Program Management Office and the military departments in April to brief the proposed functionality and discuss concerns. In addition to processing documents electronically, functionality was proposed to allow case status to be updated automatically throughout this process. This would eliminate the need for duplicate entry of milestones and would ensure that case data could be locked out from changes during critical review processes. As a result of this meeting, DSCA issued an official announcement of the upcoming changes: DSCA Memorandum 01-08 of April 17, 2001 entitled Case Coordination and Tracking Enhancements. The intent of that memorandum was to provide the implementing agencies time to plan for internal business process changes that might be required and to identify trigger milestones that would be used to advance case status. During the spring of 2001, the DSAMS software changes were made, refined and tested. A commercial off-the-shelf software package was selected to prepare the electronic coordination packages. The DSAMS training team worked with the implementing agencies to refine internal procedural and process changes to support the new CCT. User training began on August 1, 2001 with 158 DSCA and implementing agency personnel receiving training in the new procedures and software before the August 13, 2001 deployment.

How Does Electronic Coordination and Tracking Work?

In the past the LOA documents would be reviewed and signed by the implementing agency and mailed to DSCA for review. DSCA would in-turn coordinate, countersign, and mail the documents back to the implementing agency. This entire process took an average of 18 days. Under the new process, after the document has been prepared and reviewed by the appropriate implementing agency staff, the military department/implementing agency signature (MILSGN) milestone is posted to DSAMS. The implementing agency then prepares an electronic approval package which includes a DSCA cover memorandum, the customer request, (scanned in if not received in electronic format), the case version document itself, and any other required documents, e.g., the manpower worksheet, termination liability worksheet (TLW) and/or financial analysis worksheet (FAW).

The implementing agency then attaches the electronic package to an e-mail and sends the package to a special e-mail address at DSCA. [This report is used as a check report to identify case versions that have been moved to Proposed status, but the implementing agency electronic package has not been received by DSCA.] The DSCA resource management (DSCA-COMPT/RM) staff monitors the special e-mail account throughout the business day and conducts an initial review of the package. The package is then forwarded to the appropriate country program director and country finance director for coordination. Under the old manual process, a hard copy document package was forwarded to a single reviewer who would complete his or her review before passing the document to the next reviewer. After coordination was complete, the case was physically countersigned by DSCA and returned to the implementing agency for mailing to the customer. Under the electronic process, the coordination now happens in parallel and there is no longer a physical DSCA countersignature on the document.

When the implementing agency posts the MILSGN milestone to DSAMS, the case version automatically advances to Proposed status. DSCA-COMPT/RM uses the Proposed document summary report (RP140) to determine those case versions that are ready for DSCA review. This report is used as a check report to identify case versions that have been moved to Proposed status, the implementing agency electronic package has not been received by DSCA.

Once the electronic package has been fully coordinated inside DSCA, DSCA-COMP/RM personnel approve the document (DCSGN milestone) or reject the document (DCSGNRJ). If approved, the document will contain a statement (Figure 1) indicating DSCA's approval. This approval statement replaces the DSCA comptroller signature that previously was required on the document. If rejected, the case version status reverts automatically to the Development status so the implementing agency can make the required corrections. DSCA reviewers are required to make comments to the case within DSAMS to explain the rationale behind any rejections. If the implementing agency determines that it needs to make a change to a case version document that has already been submitted to DSCA for coordination, the implementing agency can request DSCA to return the document to the implementing agency (DDOCRTN milestone). This action moves the case version status back to Development and the return is not considered a rejection. From a document contr ol and editing perspective, the MILSGN and DCSGN milestones now automatically change the case version status, helping to ensure that DSAMS and legacy systems all reflect the correct status of the case.

What about State Department Approval?

All basic cases must be approved by the State Department, but not all basic cases required DSCA countersignature. Prior to August 13, 2001 the automated case approval system (ACAS) was used to coordinate qualified documents, see chapter 70103.H of the Security Assistance Management Manual (SAMM) with the State Department. The implementing agency would identify a case version as ACAS eligible. When the document was approved (MILSGN milestone) by the implementing agency, case version data was electronically passed to ACAS. A state list document was generated, and passed to the State Department for its review and approval. The actual case version document was not forwarded to DSCA or the State Department.

Subsequent to August 13, 2001 the ACAS role is being handled by DSCA, and the process has been renamed automated State Department approval (ASDA). The ACAS eligibility rules of SAMM paragraph 70103.H now apply to ASDA processing. However, the trigger milestone is now MILSGN, but not MILAP. If the case version shows that the State Department approval is required but DSCA countersignature is not, when the MILSGN milestone is posted, a state list (STLST) milestone with a planned date plus one (+1) is created. DSCA runs the DSAMS state List Report (RP139) daily in mid-afternoon. All case versions with a STLST milestone with a planned date will be printed on the report. This report is then sent to the State Department for their review and approval. Upon approval of the case version, State Department approval (STAP) and STLST milestones are created with an actual date. The STLST milestone with an actual date will remove the case version from the state list report. If the State Department disapproves the case versio n a State Department disapproval (STDAP) milestone as well as a STLST with an actual date is created, and the case version status is changed back to Development.

If the case version requires the State Department and DSCA approval, DSCA will review the case version first. After reviewing the case, the case status will change to a STLST milestone with a planned date. This will add the document to the state list report. After State Department approval, DSCA will countersign (DCSGN milestone) the document which will generate the creation of the STLST milestone with an actual date and remove the case version from the State List report.

Prior to implementation of these procedures, the State Department approval took approximately 24 to 48 hours. Under the new procedures, the State Department is generally able to provide its responses on the same day requested.

How Will Case Versions Change Status Under the New System?

Significant enhancements have been made with regard to case status changes in DSAMS. The basic process steps remain the same -- each case version requiring customer acceptance (basic cases and amendments) moves through the following case status states:

Development[right arrow] Proposed[right arrow] Offered[right arrow] Accepted[right arrow] Implemented

Posting of milestones and the advancement of case version status were previously two separate actions. In the new electronic case coordination tracking environment, there is much tighter control of document version progression through the coordination and approval cycle. The change case status window was removed from DSAMS. Case version status now changes in response to the posting of certain milestones. When an authorized user saves a milestone that changes the case version status, the controlled milestone window (a new window) is displayed. The user enters the milestone date (when applicable -- some milestone dates will be set to the current date) and adds any comments that apply. The controlled milestone window displays a message to indicate that the case version status will change when the milestone is saved. The following table lists the milestones that will trigger a change the case version status.

How Are Milestones Created?

Several milestones that previously could be added manually in the case milestone list window now must be entered by selecting a menu option in the case milestone window. This change was made to limit access to some of these milestones. For example, only DSCA will be able to add certain milestones. Also some of the menu options have been moved to be compatible with the new menu structure. When a milestone is saved that requires the user to enter a milestone date, the controlled milestone window (new window) will be displayed where the user can enter a milestone date. The other menu options will display the milestone comment window. The following are the milestone selections that changed in August 2001.

What About the New MILSGN Milestone Validation?

A transaction (transaction type S1 -- see chapter 15, para. 150005.A of the SAMM.) has to be accepted by the DSCA 1200 system prior to the case version document being forwarded to DSCA for coordination and/or State Department approval. If the S1 transaction is not sent to DSCA upon the initialization of the case version, it is sent when the MILAP (MILDEP Approval) milestone is created. Previously, you could enter a MILAP milestone and immediately add the MILSGN (MILDEP Signature) milestone. Then you might have to wait until the S1 transaction is accepted by the DSCA 1200 system before you sent the case version document to DSCA.

With the August 2001 release, the MILSGN milestone changes the case version status to Proposed. DSCA begins its coordination and review upon receipt of the electronic package. If State Department approval is required and DSCA countersignature is not, the case version automatically appears on the State list report that is sent to the State Department for review and approval. So the case version has to be in the 1200 system prior to entering the MILSGN milestone. A validation has been added that will determine if the required S1 transaction has been accepted (S1ACCEPT) by the DSCA 1200 system. The validation will alternatively look for the presence of a rejection (S1REJECT) that indicates the case version was previously reported to the 1200 system prior to MILSGN milestone being added.

Summary

The changes that were Implemented on August 13, 2001, are specifically targeted at reducing the processing time for FMS documents. While successful, it is not the last improvement, but rather a solid beginning. Implementing agency and DSCA personnel are continuing their efforts to reduce the time it takes to respond to a customer request with an LOA, while maintaining the quality and accuracy of those documents.

About the Authors

Beth Baker is Chief of the Policy and Plans Division of the Policy, Plans and Programs Directorate of the Defense Security Cooperation Agency. Beth has 17 years of experience in the FMS policy area, and worked at SAF/IA before moving to DSCA in August 1997.

Nels Berdahl is an employee of Information Spectrum, Inc., and has provided user training and implementation field support to the DSAMS PMO since December 1998. Nels is a former DISAM instructor who also served a tour at NAVILCO (now NAVICP-OF).
Controlled Milestone Window

Milestone Special Requirement

DCSGN Not a Modification

 Modifications


DCSGNRJ None - DSCA rejection

DDOCRTN None - DSCA return of a document
 at the request of the implementing
 agency.

STAP DSCA countersignature is not
 required.
 The document is not a modification.

 DSCA countersignature is not
 required.
 The document is a modification.

STDAP None - State Department
 disapproval.

MILSGN DSCA countersignature and/or State
 Department approval is required.

 P&A that does not require DSCA
 countersignature and/or State
 Department approval.

 Modification that does not require
 DSCA countersignature and/or
 State Department approval.

OFFERACC None

MILCAN None

MILIMP None

MILREACT None - use to reactive a canceled
 case version

Milestone Target Version Status

DCSGN Offered

 Offered (Beginning in Feb 02
 will automatically Implement)

DCSGNRJ Development

DDOCRTN Development



STAP Offered



 Offered (Beginning in Feb 02,
 will automatically implement)


STDAP Development


MILSGN Proposed


 Offered



 Offered (Beginning in Feb 02,
 automatically Implemented)


OFFERACC Accepted

MILCAN Cancelled

MILIMP Implemented

MILREACT Development
Milestone Comment Window

Milestone Menu Path

DSCAEMERGY Tools/DSCA Options/DSCA Emergency
 Implementing Authority
CADVNOT & ADVNOTEND Tools/DSCA Options/DSCA Advance
 Congressional Notification
CSTANOT & STANOTEND Tools/DSCA Options/DSCA Statutory
 Congressional Notification
DCSGN Tools/DSCA Options/Countersign
 Proposed Document
DCSGNRJ Tools/DSCA Options/Reject Proposed
 Document
DREACT Tools/DSCA Options/DSCA
 Reactivation Authority
DHOLD Tools/DSCA Options/DSCA Hold
DHOLDREM Tools/DSCA Options/DSCA Remove Hold
STLST Tools/State Options/State List
STAP Tools/State Options/State Approval
STDAP Tools/State Options/State
 Disapproval
SHOLD Tools/State Options/State Hold
SHOLDREM Tools/State Options/State Hold
 Removed
MILSGN Tools/MILDEP Options/MILDEP
 Signature
OFFERACC Tools/MILDEP Options/Offer
 Accepted
MILCAN Tools/MILDEP Options/MILDEP
 Cancellation
MILIMP Tools/MILDEP Options/Implement Case
MILREACT Tools/MILDEP Options/MILDEP
 Reactivation
HOLD Tools/MILDEP Options/Hold
HOLDREM Tools/MILDEP Options/Remove Hold
SUSPEND Tools/MILDEP Options/Suspend
REMSUSPEND Tools/MILDEP Options/Remove Suspend
DOCMNTSENT Tools/MILDEP Options/Document Sent
Are There Any New Milestones Required?

New milestones added in August 2001 include:

Milestone Description

DREACT DSCA will enter this milestone to
 allow the MILDEP to change the
 case version status of a case
 version from cancelled to
 development when the case version
 was previously Offered (case
 milestone window).

MILCAN DSAMS creates this milestone when
 the MILDEP cancels a case version
 (case milestone list window).

MILIMP DSAMS will generate this milestone
 when the MILDEP manually
 implements a case version (case
 milestone list window).

MILREACT DSAMS will generate this milestone
 when the MILDEP changes the case
 version from cancelled to
 Development (case milestone list
 window).
 Status
Menu Changing
Option Milestone Approvals

MILDEP
Signature MILSGN Only State Department approval is
 required
MILDEP
Signature MILSGN Only DSCA Countersignature is
 required

 Both DSCA Countersignature and
 State Department approval are
MILDEP required
Signature
MILDEP
Signature MILSGN None (MILDEP Signature only)
MILDEP
Signature MILSGN None (MILDEP Signature only)
MILDEP
Signature MILSGN None (MILDEP Signature only)



MILDEP
Cancellation MILCAN N/A


Implement
Case MILDIMP N/A





Reactivation MILREACT N/A
Countersign
Proposed
Document DCSGN Only DSCA Countersignature is
 required
Countersign
Proposed Both DSCA Countersignature and
Document DCSGN State Department approval are
 required
Reject
Proposed DSCA Countersignature and/or State
Document DCSGNRJ Department approval is required
Return
Proposed
Document DDOCRTN N/A
State
Department
Approval STAP Only State Department approval is
 required
State
Department
Disapproval STDAP Only State Department approval is
 required

Offer
Accepted OFFERACC N/A

 System
Menu Directed Related
Option Document Status Milestones

MILDEP PSTATUS
Signature (*) LOA, Amendment, or Proposed STLST
 Modification
MILDEP PSTATUS
Signature (*) LOA, Amendment, Modification Proposed DAPREQ

 (*) LOI, LOI Amendment
 (*) LOA, Amendment, Modification

MILDEP (*) LOI, LOI Amendment PSTATUS
Signature (*) Lease DAPREQ
MILDEP OSTATUS
Signature (*) Amendment, Modification Offered Offered
MILDEP OSTATUS
Signature (*) Planning Offered Offered
MILDEP (*) SANG Definitizing Document OSTATUS
Signature (Army unique) Offered Offered
 (*) LOA, Amendment, Modification
 (*) LOI, LOI Amendment
 (*) Lease, Lease Amendment
MILDEP (*) Planning
Cancellation (*) OA Revision Cancelled XSTATUS
 (*) LOA, Amendment, Modification
 (*) LOI, LOI Amendment
Implement (*) Lease, Lease Amendment
Case (*) OA Revision Implemented ISTATUS
 (*) LOA, Amendment, Modification
 (*) LOI, LOI Amendment
 (*) Lease, Lease Amendment
 (*) Planning

Reactivation (*) OA Revision Development DSTATUS
Countersign
Proposed (*) LOA, Amendment, Modification OSTATUS
Document (*) Lease, Lease Amendment Offered Offered

Countersign (*) LOA, Amendment, Modification STAP
Proposed (*) LOI, LOI Amendment OSTATUS
Document (*) Lease, Lease Amendment Offered Offered

Reject (*) LOA Amendment, Modification
Proposed (*) LOI, LOI Amendment
Document (*) Lease, Lease Amendment Development DSTATUS
Return (*) LOA Amendment, Modification
Proposed (*) LOI, LOI Amendment
Document (*) Lease, Lease Amendment Development DSTATUS
State
Department OSTATUS
Approval (*) LOA, Amendment Offered Offered

State
Department
Disapproval (*) LOA, Amendment, Modification Development DSTAUS

 (*) LOA Amendment
Offer (*) LOI, LOI Amendment
Accepted (*) Lease, Lease Amendment Accepted ASTATUS

(*)NOTE: Information provided of modifications will be effective until
February 18, 2002. After that time, automatic Implementation of
modifications (upon MILSGN or DCSGN) will be implemented in DSAMS and a
new matrix will be issued.

Attachment 1
File Naming Conventions Required for DSAMS Electronic Countersignature

Each file name should start with the case identifier and then indicate
which version of the document is being submitted. The file name should
also include an abbreviation for the specific attachment that is being
provided (i.e., termination liability worksheet, financial analysis
worksheet, etc.). The following samples are provided.

File Name Document Applies To

BN-B-SAA-BASIC-PKG.pdf Master pdf file which includes
 subfiles are required

BN-B-SAA-BASIC-LOR.pdf Letter of Request for the basic
 case

BN-B-SAA-BASIC.pdf Letter of Offer and Acceptance

BN-B-SAA-BASIC-TLW.pdf Termination Liability Worksheet
 for the basic case

BN-B-SAA-BASIC-FAW.pdf Financial Analysis Worksheet for
 the basic case (NOTE: Only
 for SDAF cases.)

BN-B-SAA-BASIC-MNP.pdf Manpower Worksheet for the basic
 case

BN-B-SAA-BASIC-MTCR.pdf Missile Technology Control Regime
 information for the basic case

BN-B-SAA-BASIC-RESTATE.pdf Restatement of the basic case

BN-B-SAA-BASIC-REV1.pdf Revision 1 to the basic case used
 when the case is rejected and
 returned with changes made.

BN-B-SAA-A01.pdf Amendment 1 to the LOA

BN-B-SAA-A01-TLW.pdf TLW for A01

BN-B-SAA-A05-NCWAIVER.pdf NC Waiver information for A05

BN-B-SAA-M03-REV1.pdf Revision 1 to M03 used when the
 modification is rejected and
 returned with changes made

NOTE: The e-mail sent to DSCA should also include the case identifier in
the subject line and should indicate what action is required (i.e.,
approval, resubmittal, etc.). For example: "BN-B-SAA-BASIC Approval
Request."

Attachment 2


What's in a phrase? RELATED ARTICLE:

The terms "electronic DSCA Countersignature," and "Electronic Case Coordination and Tracking" have both been used to describe the functionality deployed in DSAMS Release 6.05.07 on August 13, 2001. Both terms refer to the new process of coordinating documents electronically through DSCA.

3 August 2001

In reply refer to:

I: 01/009272-PMD

MEMORANDUM FOR SEE DISTRIBUTION

SUBJECT: Implementation of Electronic Countersignature Processes (DSCA 01-21)

REFERENCE: DSCA Memorandum 01-08, "Case Coordination and Tracking (CCT) Enhancements," 17 Apr 01

The referenced memorandum announced our plans to enhance the Defense Security Assistance Management System (DSAMS) to allow us to electronically coordinate and countersign Letter of Offer and Acceptance (LOA) documents. The modifications to DSAMS are progressing very well and we are on schedule for a 13 Aug 01 implementation date. We would like to thank all of the military departments for their participation in this project -- your efforts have been instrumental in making this happen.

The changes being made to DSAMS include additions/deletions/modifications to system milestones, automatic status progression for certain documents, ability to create portable document format (pdf) versions of the documents, etc. In order to ensure a smooth implementation, we would like to offer more detailed information about these changes as well as some "tips" for successfully submitting an electronic countersignature package. The following policy guidance and instructions are provided for this purpose and should be given wide distribution to everyone involved in the document preparation and coordination processes.

a. Users will have an opportunity for training prior to implementation. If you have not already been scheduled to attend a session, please contact your DSAMS training point of contact for information on training times and locations as soon as possible. Members of the DSAMS training team will also be on-site at various locations during the week of implementation to address any problems/concerns.

b. Our referenced memorandum provided a list of milestones and their associated status changes that will be effective with CCT implementation. The military departments have expressed some concern with automatic implementation of modifications as originally planned. Therefore, we have decided to delay implementation of this piece of CCT to allow the military departments time to establish working groups and determine what system or procedural changes may be required within their organizations in order to implement this change. Automatic implementation of modifications will be delayed until 18 Feb 02 and we have revised the matrix to reflect this delay (attachment 1). Each of the military departments and other interested implementing agencies should provide DSCA/P3-P2 with a firm plan of action by 17 Aug 01 indicating what actions they will take to meet this new deadline. Working groups should be established as soon as possible with all players (to include DSCA) participating.

c. Electronic countersignature procedures will be mandatory for all countries' cases -- including Taiwan. For Taiwan case documents, all milestones will be entered within DSAMS and the implementing agency will be responsible for transferring signature dates and information onto the cover memorandum to the American Institute in Taiwan. Automatic status changes will be performed for leases also, but lease documents will continue to be processed in hardcopy format at this time.

d. DSCA will continue to accept hardcopy documents for emergency situations and classified cases. All DSAMS milestones must still be entered for these documents and DSCA should be notified in advance that these documents will be processed in hardcopy form.

e. We understand that some documents may already be in the "pipeline" after 13 Aug 01. Through 24 Aug 01, we will continue to process any hardcopy document that is received as long as it is in Proposed status. Any hardcopy documents that are received in Development status will be returned to the implementing agency for submittal through the electronic countersignature procedures. Any hardcopy documents that are rejected by DSCA for any reason, must be resubmitted using electronic countersignature procedures. After 24 Aug 01, DSCA will no longer accept hardcopy documents for countersignature unless it is an emergency walk-through or a classified document.

f. DSCA will be notified automatically when case documents have moved to Proposed status. We will then be expecting to receive an e-mail requesting our approval and forwarding all of the applicable files (document, manpower worksheet, etc.). All e-mails submitting packages for countersignature must be sent to: loa-dsca@osd.pentagon.mil. DSCA cannot review the package until both of these actions have taken place -- the Proposed status change and receipt of the e-mail. When we receive notification that a document is in Proposed status, we will allow a 24-hour grace period to receive the associated e-mail package. If we have not received it by that time, the document will be rejected back to the implementing agency for resubmittal. If you are having system problems at any time and cannot meet this timing requirement, please contact DSCA/COMPT-RM.

g. DSCA receives 30-40 LOA documents each day. In order to ensure consistency in the packages we receive, we are requiring a specific naming convention for files submitted for countersignature. Samples of these file naming conventions are provided with this memorandum (attachment 2) and will be emphasized/practiced in the training.

h. The electronic countersignature process requires the use of DSAMS and Adobe Writer for pdf file creation. The training provided will show users how to create and bookmark files using this software. We understand that creating these files and putting them into the desired bookmark format may not be easy at first. To accommodate everyone's learning curve, DSCA will accept e-mails with appropriate attachments that are not all converted to pdf files (i.e., manpower worksheets in Excel) for an interim period of time. By 18 Feb 02, however, all packages must be submitted in the standard bookmark format. It should be noted that the pdf files are solely for internal USG coordination -- the system will automatically identify them as "Draft."

i. Under electronic countersignature procedures, the Automated Case Approval System (ACAS) will no longer be used. The ACAS eligibility field on DSAMS screens will be "grayed out" in this release so that it can no longer be entered. Instead of ACAS, we will be using Automated State Department Approval (ASDA) to allow cases to be approved by State without DSCA countersignature. For ASDA eligible cases (same rules that applied under ACAS), implementing agencies will not forward pdf packages or files to DSCA.

j. Under the new procedures, DSCA reviewers will be entering their comments in the "Case Remarks" section of DSAMS. This field is currently at the "case" level and does not automatically identify which document version the reviewer is commenting on (e.g., Amendment 2, Modification 1, Basic LOA, etc.). To make it easier to track these comments, we will require DSCA reviewers to use a specific format when creating a title for their comments. The title must be entered as follows: Document Version, Revision Number (if applicable), Individual's Office, Concur/Nonconcur. The Individual's Office should match the identifier used on the countersignature mailboxes that have been established. A sample entry might read: "A02, Rev2, ERASA-ASA, Nonconcur." DSCA reviewers must enter Case Remarks for all nonconcurrences. Comments may also be entered for concurrences (optional).

k. Implementing agencies should use existing DSAMS Management Flags or establish new Management Flags to provide notification, as a minimum, when documents have been countersigned by DSCA (Milestone -- DCSGN), returned from DSCA (Milestone -- DDOCRTN), or rejected from DSCA (Milestone -- DCSGNRJ). In most instances, existing Management Roles should suffice, but it may be necessary to create new ones based on your changed business process. Some users may already be receiving a Management Flag for document status changes and would be notified of the above actions through that Flag; however, these new Flags will provide more information for the status change. New and changed Flags and Roles should be created as soon as possible after the 13 Aug 01 deployment of DSAMS Release 6.05.

1. This new release of DSAMS allows for holds and suspensions to be placed on documents. These capabilities cannot be used as a substitute for rejecting documents or for moving documents through the process in a timely manner. Unlike in the past, holds in the new system do not "stop the clock" -- the time period during which the case is on hold will be included in the LOA processing metric time calculations.

m. When the case is countersigned and the implementing agency has received notification that the case is in Offered status, the implementing agency will sign the document and send it to the customer. At this time, the implementing agency will also be responsible for sending a hardcopy of the document and the termination liability worksheet (if applicable) to DFAS-AY/DE. Under our previous procedures, DSCA sent a copy of the documents to DFAS-AY/DE -- since we will no longer be receiving the hardcopies, it is necessary for the implementing agencies to take over this function.

If you have any questions about these procedures or require additional information regarding electronic countersignature, please contact Beth Baker, DSCA/P3-P2, (703) 604-6612 or e-mail beth.baker@osd.pentagon.mil. We are excited about the implementation of these procedures. We will all need to be patient during the first few weeks of this process (allowing for learning curves, etc.), but we are confident this new automated procedure will greatly improve the consistency and timeliness of all document reviews. Thank you for your cooperation.

//Signed//

TOME H. WALTERS

LIEUTENANT GENERAL, USAF DIRECTOR

Attachments

1. Status Changing Milestone Matrix

2. File Naming Conventions

DISTRIBUTION LIST

DEPUTY UNDER SECRETARY OF THE ARMY (INTERNATIONAL AFFAIRS)

ATTN: SAUS-IA-DSZ DEPARTMENT OF THE ARMY

DIRECTOR, NAVY INTERNATIONAL PROGRAMS OFFICE DEPARTMENT OF THE NAVY

DEPUTY UNDER SECRETARY OF THE AIR FORCE (INTERNATIONAL AFFAIRS) DEPARTMENT OF THE AIR FORCE

DIRECTOR, DEFENSE LOGISTICS AGENCY

DIRECTOR, NATIONAL IMAGERY AND MAPPING AGENCY

DIRECTOR, DEFENSE THREAT REDUCTION AGENCY

DIRECTOR, DEFENSE REUTILIZATION AND MARKETING SERVICE

DIRECTOR, DEFENSE CONTRACT MANAGEMENT AGENCY

DIRECTOR, DEFENSE INFORMATION SYSTEMS AGENCY

DIRECTOR, DEFENSE LOGISTICS INFORMATION SERVICE

DEPUTY DIRECTOR FOR INFORMATION ASSURANCE, NATIONAL SECURITY AGENCY

DEPUTY DIRECTOR FOR SECURITY ASSISTANCE, DEFENSE FINANCE AND ACCOUNTING SERVICE - DENVER CENTER

cc: AMSAC-OL-MP
COPYRIGHT 2001 Defense Institute of Security Assistance Management
No portion of this article can be reproduced without the express written permission from the copyright holder.
Copyright 2001, Gale Group. All rights reserved. Gale Group is a Thomson Corporation Company.

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Title Annotation:Defense Security Cooperation Agency, United States
Author:Berdahl, Nels E.
Publication:DISAM Journal
Geographic Code:1USA
Date:Sep 22, 2001
Words:4987
Previous Article:DISAM Assumes Responsibility of International Programs Security Requirements Course. (Education And Training).
Next Article:Deputy Director of DSCA Retires. (Security Assistance Community).
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Navy Reforms International Programs Office. (Analysis).
Reinvention: Transforming FMS for the 21st century. (Perspectives).
Speech Presented to the 2001 strength through Cooperation Conference.
Business process integrated process team reports successful results.
Security cooperation in a post September 11, 2001 world: the Defense Security Cooperation Agency Worldwide Conference.
Performance Based Costing.
A strategic partnership between the Defense Security Cooperation Agency and the Defense Contract Management Agency.

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