Enhanced Government Property Management for Costpoint users

We recently created a 3-minute video to demonstrate our solution to provide Enhanced Government Property Management for Costpoint users. Take a look.

Enhanced Government Property Management for Costpoint users

Government Contractors who are obligated to manage government property need to have a complete Property Management system to pass DCMA Audits.

A Property Management system is one of the 6 key business systems that are mandated for government contractors in the DFARS. The six key systems include:

- Accounting
- Purchasing
- Estimating
- Earned Value Management
- Material Management
- Property Management

In addition, FAR 52.245-1, commonly referred to as the Government Property clause, specifically requires contractors to maintain a system to manage government property in their possession.

Manual Processes

Many small and mid-sized contractors initially rely on spreadsheets and manual processes to manage their government property requirements. While this approach may be sufficient when managing a small number of assets, it becomes increasingly inefficient and difficult as the number of assets grow.

Organizations using manual inventory processes tend to struggle with performing timely inventories and maintaining accurate records. Slow manual inventories are more labor intensive, less accurate and increase the administrative burden on the program.

Contractors also struggle with their reporting obligations to government systems (PIEE, WAWF, GFP Module and IUID Registry). Manual data entry into these platforms is an option, but it’s difficult, time consuming and highly prone to errors – further increasing the risk of non-compliance.

Risks of Non-Compliance

Failure to maintain accurate records or meet reporting obligations exposes contractors to serious risk.

Non-compliance can lead to payments withheld and lost contracts. Typically, DCMA will issue a Corrective Action Request (CAR), which is a formal notice to initiate an investigation and to correct deficiencies. Obviously, this can damage the contractor’s reputation and compromise any current contracts but also the ability to win future contract bids.

Technology as a Strategic Advantage

To mitigate these risks and improve compliance, contractors need a modern Property Management system that can enable advanced technologies such as:

Modern Barcode and RFID inventory management
API-driven data exchange
Automated reporting to the PIEE

These capabilities ensure accurate asset tracking, streamline operational efficiencies and support seamless data sharing with government systems. These capabilities are all widely recognized as industry leading best practices and simply the cost of doing business as a government contractor today.

Deltek Costpoint + A2B Tracking

A2B Tracking’s UC! Web provides Deltek Costpoint users with an enhanced Property Management system to meet FAR 52.245-1 obligations and support DCMA audits.

This diagram represents the data process flow once an integration between Deltek Costpoint and A2B Tracking has been achieved (Using either the Costpoint Fixed Assets or the Inventory modules).

Step #1 of this Data flow process starts in Costpoint Receiving – Here the user accepts goods and materials from a vendor for receiving, inspecting, reconciling and recording items into Costpoint to ensure compliance and maintain accurate records.

Step #2 represents the automatic flow of data to either Costpoint Fixed Assets or the Inventory module.

Step #3 takes advantage of A2B’s pre-built integration agents with either the Fixed Asset or the Inventory module to automatically enable the asset data flow directly into the A2B Tracking platform.

Once the asset data has been ingested into UC! Web, the user can perform advanced Barcode and RFID asset tracking as well as other key location management functions. All of this updated asset and inventory data is kept in sync with a modern API, connecting A2B Tracking with Costpoint providing a much more robust audit history.

Step #4 represents the ability to perform automated reporting to the government PIEE system.

At this point, users are able to leverage all of the asset lifecycle data in the A2B Tracking platform to easily – with one click – report asset and inventory data, shipments, receipts and lifecycle events to the appropriate government systems.

This automated feature provides a huge time savings for contractors needing to fulfill their reporting obligation. No need for slow, error-prone data entry into government portals, instead users can take advantage of a secure GEX exchange that provides confirmation from the PIEE system once it’s complete.

This modern Property Management solution integrating Deltek Costpoint and A2B Tracking is purpose-built to ensure full compliance to FAR 52.245-1. This solution simplifies the process of tracking, managing and reporting government property – providing the tools your organization needs to pass DCMA audits with confidence.

A2B Tracking is proud to be a certified Deltek Marketplace Partner offering improved inventory and Government Property capabilities for Costpoint Fixed Assets and Inventory modules. Explore here to learn more about our Deltek Marketplace offering.