MARADMINS

R 042331Z DEC 14
MARADMIN 630/14
MSGID/GENADMIN/CMC WASHINGTON DC IL//
SUBJ/USMC PHASE 1 IMPLEMENTATION OF INVOICE PROCESSING PLATFORM (IPP) SYSTEM FOR INTRA-GOVERNMENTAL TRANSACTIONS (IGT)//
REF/A/DOC/TITLE 31 U.S.C SEC 1535//
REF/B/DOC/DODFMR 7000.14R/VOL 11A, CHP 3/MARCH2012//
REF/C/DOC/NMCARS SEC 1.6 AND SEC 17.5//
REF/D/DOC/OSD(C) WASHINGTON DC/5AUGUST2013//
REF/E/DOC/DODINST 4000.19/25APRIL2013//
REF/F/DOC/DEPARTMENT OF DEFENSE IPP IGT CHARTER/15JULY2013 REF/G/DOC/MCO 4400.150/29JANUARY2014//
REF/H/DOC/MCO 7300.21/2OCTOBER2008//
REF/I/DOC/USMC MARADMIN 350/09/JUN 2009//
NARR/REF A IS TITLE 31 US CODE, SECTION 1535 ALLOWS THE HEAD OF AN AGENCY OR MAJOR ORGANIZATIONAL UNIT WITHIN AN AGENCY TO PLACE AN ORDER WITH A MAJOR ORGANIZATION WITHIN THE SAME AGENCY OR ANOTHER AGENCY FOR GOODS OR SERVICES. THIS IS ALSO KNOWN AS THE ECONOMY ACT. REF B IS THE DOD FINANCIAL MANAGEMENT REGULATION. IT DEFINES THE ECONOMY ACT ORDERS AND APPROPRIATE REIMBURSEMENT PROCEDURES. IT ALSO DEFINES WHICH ACTIVITIES MAY PLACE AN ORDER FOR GOODS OR SERVICES WITH ANOTHER ACTIVITY WITHIN THE SAME DOD COMPONENT; ANOTHER DOD COMPONENT; OR, WITH ANOTHER FEDERAL AGENCY. REF D IS A MEMO FROM THE OFFICE OF THE SECRETARY OF DEFENSE (COMPTROLLER) ON THE IMPLEMENTATION OF IPP BY THE DOD WITH THE DON, FMO, AS EXECUTIVE AGENT FOR IMPLEMENTATION. REF E IS DOD INSTRUCTION ON SUPPORT AGREEMENTS (MEMORANDUM OF UNDERSTANDING (MOU), MEMORANDUM OF AGREEMENT (MOA), DD FORM 1144 AND REQUIRES THE ASSIGNMENT OF SUPPORT AGREEMENT MANAGERS (SAM). REF F IS DOD IPP INTRA-GOVERNMENTAL CHARTER DESCRIBING THE BACKGROUND, OBJECTIVES, SCOPE AND POTENTIAL RISKS FOR THE IPP IMPLEMENTATION PROJECT FOR THE DOD. REF G IS THE CONSUMER LEVEL SUPPLY POLICY MANUAL; SPECIFICALLY ADDRESSES THE REQUIREMENT TO ASSIGN AUTOMATED INFORMATION SYSTEMS (AIS) MANAGER, PROVIDES POLICY ON SUPPORTING DOCUMENTATION/RETENTION, AND FORMAL RECEIPT OF SUPPLIES AND CERTIFICATION FOR SERVICES AND MATERIALS RECEIVED. REF H IS THE MARINE CORPS FINANCIAL MANAGEMENT STANDARD OPERATING PROCEDURE MANUAL. REF I IS USMC COMMAND PREPARATION IN SUPPORT OF MARINE CORPS FINANCIAL STATEMENT AUDIT (DELEGATION OF AUTHORITY TO ACCOUNTABLE OFFICIAL TO BE ASSIGNED IN WRITING). POC/ MS. JULIA DEMETRIUS/CTR/UNIT: HQMC IL LF/WASHINGTON DC/TEL:  703-693-4671-SUPPORT AGREEMENTS//MS. PAMELA BEWARD/CIV/UNIT: HQMC IL LF/WASHINGTON DC/TEL: 571-256-7092-SUPPORT AGREEMENTS//
MR. SELESTER COPELAND/CIV/UNIT: HQMC PR RFA/WASHINGTON DC/TEL:703-614-2023-IPP IMPLEMENTATION AND SYSTEM CONFIGURATION//
GENTEX/REMARKS/1. REF A PROVIDES THAT THE HEAD OF AN AGENCY OR MAJOR ORGANIZATIONAL UNIT WITHIN AN AGENCY MAY PLACE AN ORDER WITH A MAJOR ORGANIZATIONAL UNIT WITHIN THE SAME AGENCY OR ANOTHER AGENCY FOR GOODS OR SERVICES. PER REF B, WITHIN THE DOD, AN ACTIVITY WITHIN A DOD COMPONENT MAY PLACE AN ORDER FOR GOODS OR SERVICES WITH (1) ANOTHER ACTIVITY WITHIN THE SAME DOD COMPONENT, (2) ANOTHER DOD COMPONENT, OR (3) WITH ANOTHER FEDERAL AGENCY.
2. REF B DEFINES INTRA-GOVERNMENTAL (ALSO KNOWN AS INTERAGENCY) TRANSACTIONS AS THOSE BETWEEN DOD/NON-DOD FEDERAL GOVERNMENT AGENCIES AND INTRA-AGENCY (ALSO KNOWN AS INTERSERVICE) TRANSACTIONS AS THOSE BETWEEN DOD AND OTHER DOD COMPONENTS. FOR PURPOSES OF THE IPP, AN IGT IS ANY TRANSACTION INVOLVING SALES, SERVICES OR TRANSFERS OF GOODS WITHIN OR BETWEEN TWO ENTITIES OF THE FEDERAL GOVERNMENT.
3. PER REF B, REIMBURSABLE ORDERS MUST BE SUPPORTED BY DOCUMENTED EVIDENCE OF A FORMAL OFFER AND ACCEPTANCE (AGREEMENT) BETWEEN THE BUYER AND SELLER. IN THE ABSENCE OF SUCH DOCUMENTATION THERE CAN BE NO ASSURANCE THAT THERE IS AGREEMENT ON THE MATERIAL OR SERVICES TO BE PROVIDED NOR THAT PAYMENT IS REQUIRED. THE PRINCIPAL DOCUMENTS USED BY THE DOD TO MEET THIS REQUIREMENT ARE THE MOA FOR SINGLE OR NON-RECURRING REIMBURSABALE ORDERS AND THE DD FORM 1144 FOR RECURRING REIMBURSABLE ORDERS PER VOLUME 11A OF REF B. REF C SECTION 1.6 DEFINES THE APPROVAL PROCESS FOR ALL CONTRACTING ACTIONS DELEGATED WITHIN DON. REF C SECTION 17.5 DEFINES THE APPROVAL PROCESS FOR THE TRANSFER OF FUNDS OUTSIDE OF THE DON UTILIZING ECONOMY, NON-ECONOMY, AND OTHER INTERAGENCY ACQUISITIONS.
4. THE USMC IGT PROCESS IS A MULTI-STEP, MULTI-PLAYER PROCESS, REQUIRING CONSTANT CORRECTIVE ACTIONS AT THE HQMC AND FIELD LEVEL AMONG THE REQUIREMENTS GENERATOR, THE SUPPLY CHAIN MANAGER, AND FINANCIAL MANAGERS TO ACHIEVE AN IMPROVED AUDIT READINESS POSTURE. FOR THREE CONSECUTIVE YEARS, USMC INTERNAL AND EXTERNAL AUDITS HAVE IDENTIFIED EXTENSIVE WEAKNESSES IN THE USMC END-TO-END (E2E) PROCESS FOR IGT (REIMBURSABLE) PROCESSING BOTH ON THE BUYER/RECEIVER SIDE AND SELLER/SUPPLIER SIDE. THE AUDIT UNCOVERED WEAKNESSES IN PRODUCING SUPPORTING DOCUMENTATION THROUGHOUT THE ENTIRE USMC IGT BUSINESS PROCESS. THESE WEAKNESSES UNDERMINE THE ABILITY TO ESTABLISH ACCOUNTABILITY AND IMPROVE FINANCIAL MANAGEMENT IN SUPPORT OF THE WARFIGHTER.
5. REF D DIRECTED THE IMPLEMENTATION OF IPP THROUGHOUT DOD TO SERVE AS DOD’S SINGLE CORE SYSTEM TO BROKER IGT AS WELL AS THE SINGLE REPOSITORY FOR IGT DOCUMENTATION IN DOD. HQMC, P&R IS THE USMC IMPLEMENTATION LEAD. REF E DESCRIBES THE DOD IPP IMPLEMENTATION PROCESS AND THE BENEFITS OF THE IPP SYSTEM TO DOD.
6. PHASE ONE OF THE USMC IPP IMPLEMENTATION INVOLVES UPLOADING INTO IPP ALL EXISTING SUPPORT AGREEMENTS FOR IGT. HQMC, PROGRAMS AND RESOURCES (P&R) WILL THEN ANALYZE EXISTING FUNDS TRANSFER DOCUMENTS (MIPR, NAVCOMPT 2275, FMS FORM 7600 PART B) AGAINST THESE AGREEMENTS IN ORDER TO DETERMINE THE SCOPE OF THE DEFICIENCIES IN THE MARINE CORPS’ E2E IGT PROCESS AND GUIDE THE DEVELOPMENT OF CORRECTIVE ACTIONS. ONCE THE SCOPE OF THE PROBLEM IS DETERMINED, FUTURE PHASES WILL ADDRESS THE USE OF IPP AS THE SINGLE REPOSITORY FOR IGT DOCUMENTATION THROUGHOUT DOD, PER REF C. FULL IMPLEMENTAION OF IPP WILL OCCUR IN PHASED STEPS TO INCLUDE ALL PERSONNEL INVOVLED IN THE TOTAL LIFE CYCLE OF IGT.
7. DEPUTY COMMANDANT FOR INSTALLATIONS AND LOGISTICS (DC, IL) IS THE PROCESS OWNER/USMC LEAD FOR THE IGT TRANSACTION BUSINESS PROCESS AND PROVIDES SUPPORT AGREEMENT GUIDANCE TO IMPLEMENT THE REQUIREMENTS OF REF E. REF E IS CURRENTLY THE ONLY DOD POLICY ON SUPPORT AGREEMENTS AND IS PRIMARILY DIRECTED TO INSTALLATION sUPPORT AGREEMENTS.
8. INSTALLATION SUPPORT AGREEMENTS ARE INTRAGOVERNMENTAL TRANSACTIONS BUT THERE ARE OTHER IGT THAT ARE NOT RELATED TO INSTALLATION SUPPORT. DC I&L IN COOPERATION WITH MARINE CORPS SYSTEMS COMMAND (MCSC) RESPONSIBLE FOR IMPLEMENTING POLICY ASSOCIATED WITH OTHER INTERAGENCY TRANSFERS IN ACCORDANCE WITH REF C. USD(AT&L), THE SPONSER OF REF E, IS REVIEWING OPTIONS TO REVISE DODI 4000.19 AND/OR DEVELOP NEW POLICY DIRECTED SPECIFICALLY TO NON-INSTALLATION SUPPORT AND ONE TIME BUY/SELL IGT. UNTIL SUCH TIME AS THE DODI 4000.19 IS REVISED AND NEW GUIDANCE IS DISSEMINATED, REF E REMAINS THE OFFICIAL POLICY FOR SUPPORT AGREEMENTS AND REF C FOR OTHER IGT. THIS MARADMIN REAFFIRMS THE EXISTING REQUIREMENT, PER REF E, FOR COMPONENT HEADS TO:  (1) ENSURE THAT AT LEAST ONE SUPPORT AGREEMENT MANAGER IS AVAILABLE TO EACH ACTIVITY THAT ENTERS INTO A SUPPORT AGREEMENT (2) ENSURE THAT ORGANIZATIONS MAINTAIN A RECORD OF ACTIVE SUPPORT AGREEMENTS AND RETAIN COPIES OF EXPIRED REIMBURSABLE SUPPORT AGREEMENTS TO SUPPORT FINANCIAL AUD;AND (3) ENSURE USE OF APPROPRIATE INTERNAL CONTROLS AND OVERSIGHT MEASURES WITH RESPECT TO SUPPORT AGREEMENTS. THIS MARADMIN ALSO REAFFIRMS THE EXISTING REQUIREMENTS OF REF C FOR OTHER IGT.
9. COMMANDERS, UPON RECEIPT OF THIS DIRECTIVE, WILL ENSURE THE REQUIREMENTS OF DODI 4000.19 ARE MET BY THE ASSIGNMENT OF SUPPORT AGREEMENT PERSONNEL TO MANAGE THE FULL SPECTRUM OF IGT. THE SUPPORT AGGREEMENT IS THE BASIS FOR THE ENTIRE IGT BUSINESS PROCESS AND IS REQUIRED FOR ALL IGTS. COMMANDS MUST ENSURE THAT SUPPORT AGREEMENT DOCUMENTATION FOR ALL IGTS IS READILY AVAILABLE FOR RETRIEVAL, BUDGETING, REQUIREMENTS VALIDATION, INSPECTIONS, AUDIT REVIEW AND/OR ELECTRONIC TRANSMISSION. INSTALLATION SUPPORT AGREEMENT MANAGERS ALREADY EXIST ON ALL INSTALLATIONS. IN ADDITION TO THESE PERSONNEL, EACH ORGANIZATION INVOLVED IN THE PREPARATION/ACCEPTANCE OF MIPRS FOR IGT ARE REQUIRED TO ASSIGN SUPPORT AGREEMENT ADMINISTRATORS TO BE RESPONSIBLE FOR THE PREPARATION AND MAINTENANCE OF THE AGREEMENTS TO DOCUMENT AGREEMENTS FOR SUPPORT OTHER THAN INSTALLATION-TYPE SUPPORT (INCLUDING ONE-TIME BUY/SELL TRANSACTIONS). THE OSD IPP IMPLEMENTATION LEAD, IN COORDINATION WITH THE HQMC P&R (RFA) USMC IPP LEAD, IS CURRENTLY DEVELOPING GUIDANCE ON THE DATA ELEMENTS REQUIRED FOR THE AGREEMENTS REQUIRED TO DOCUMENT ONE TIME BUY/SELL IGT. THESE AGREEMENTS WILL LIKELY REQUIRE A FORMAT DIFFERENT FROM CURRENT DODI 4000.19-REQUIRED MOA/DD FORM 1144 ELEMENTS.
10. COMMANDERS WILL ALSO ASSIGN AN AUTOMATED INFORMATION SYSTEMS (AIS) MANAGER/ALTERNATE TO PERFORM IPP SYSTEM USER MANAGEMENT AND SYSTEM CONFIGURATIONS MANAGEMENT, IN ACCORDANCE WITH REF G AND REF B (DODFMR VOL 5, CHAPTER 33). COMMANDS THAT HAVE PREVIOUSLY ASSIGNED AIS MANAGERS WILL ONLY HAVE TO SUBMIT THE AIS MANAGER POC TO P&R WHEN REQUESTED. THE AIS MANAGER ASSIGNMENT WILL BE IN WRITING USING THE DD FORM 577 (APPOINTMENT/TERMINATION RECORD - AUTHORIZED SIGNATURE). THE AIS WILL ENSURE THAT EACH USER REQUIRING ACCESS TO IPP HAS A COMMAND COMPLETED DD FORM 577 AND A DD FORM 2875 (SYSTEM AUTHORIZATION ACCESS REQUEST (SAAR)) AUTHORIZING SYSTEMS ACCESS. COMMANDERS MUST ENSURE ALL PERSONNEL INVOLVED IN THE USMC IGT E2E BUSINESS PROCESS ARE PROPERLY ASSIGNED PER REF I.
11. WHEN REQUESTED FROM DC PR VIA MARINE CORPS ACTION TRACKER SYSTEM (MCATS), COMMANDERS SHALL COMPLETE AND SUBMIT A COMMAND ‘IPP USER MANAGEMENT SPREADSHEET’ TO DC PR (R) RFA DOCUMENTING THE SUPPORT AGREEMENT PERSONNEL WHO WILL REQUIRE ACCESS TO THE IPP TO PERFORM THE ROLE OF SUPPORT AGREEMENT ADMINISTRATOR TO UPLOAD EXISTING SUPPORT AGREEMENTS IN SUPPORT OF PHASE ONE. THIS REQUIREMENT APPLIES TO ALL USMC ACTIVITIES/PERSONNEL WHO ARE CURRENTLY RESPONSIBLE FOR MAINTENANCE OF SUPPORT AGREEMENTS TO DOCUMENT THE GENERAL TERMS AND CONDITIONS OF IGT. NOTE: DESIGNATED INSTALLATION SAM SHOULD NOT BE RESPONSIBLE FOR AGREEMENTS CREATED BY OTHER ENTITIES ON THE INSTALLATION UNLESS THESE AGREEMENTS ARE ALREADY INCLUDED IN THE DOCUMENTED ROLES AND RESPONSIBILITES OF THE INSTALLATION SAM. THE ROLES AND RESPONSIBILITES OF INSTALLATION SAMS VICE THOSE INDIVIDUALS PREPARING AGREEMENTS FOR IGT NOT RELATED TO THE INSTALLATION WILL BE DEFINED AND CLARIFIED IN LATER PHASES OF IPP IMPLEMENTATION. THE ‘IPP USER MANAGEMENT SPREADSHEET’ IS AVAILABLE ON THE HQMC P&R RFA IPP SHAREPOINT PAGE NOTED IN PARAGRAPH 14 OF THIS MESSAGE.
12. DEPUTY COMMANDANT FOR PROGRAMS AND RESOURCES (RESOURCES), IN SUPPORT OF THE IGT BUSINESS PROCESS, WILL PERFORM IPP SYSTEM CONFIGURATION MANAGEMENT (MAINTAIN USMC HIERARCHY, ROLE MANAGEMENT, AND USER MANAGEMENT) UNTIL THE RESPECTIVE COMMAND AIS MANAGERS ARE ASSIGNED AND TRAINED ON IPP SYSTEMS CONFIGURATION AND USER MANAGER MANAGEMENT. DC PR WILL RECONCILE AND ALIGN FINANCIAL MANAGEMENT POLICY WITH REGARD TO SUPPORT AGREEMENTS IN THE NEXT UPDATE TO REF H. DC PR WILL CREATE A USMC REGIONAL TRAINING PLAN BASED ON COMMAND SUBMITTED POC LISTINGS TO TRAIN COMMAND SUPPORT AGREEMENT PERSONNEL AND AIS MANAGERS ON THE USE OF THE IPP SYSTEM.
13. THIS IS A COORDINATED EFFORT BETWEEN HEADQUARTERS MARINE CORPS (HQMC) DEPUTY COMMANDANT FOR PROGRAMS AND RESOURCES AND DEPUTY COMMANDANT FOR INSTALLATIONS AND LOGISTICS REINFORCING THE NEED FOR A SIGNED AGREEMENT AS THE BASIS FOR ALL IGTS. THIS MARADMIN IS APPLICABLE TO THE TOTAL FORCE, INCLUDING MARINE CORPS HEADQUARTERS, HQMC CENTRALLY MANAGED ACCOUNTS, SUPPORTING ESTABLISHMENT ORGANIZATIONS, AND OPERATING FORCES ORGANIZATIONS AND UNITS.
14. REFERENCE DOCUMENTATION FOR THIS MARADMIN IS AVAILABLE AT THE HQMC PR (RFA) IPP SHAREPOINT PAGE: https:(SLASH)(SLASH)ehqmc.usmc.mil/org/pr/fiscalops/accounting/Initiatives/InterAgencyAgreements(SLASH)(SLASH)
15. QUESTIONS CONCERNING IPP IMPLEMENTATION AND SYSTEM CONFIGURATION SHOULD BE DIRECTED TO MR. SELESTER COPELAND. QUESTIONS CONCERNING OVERARCHING SUPPORT AGREEMENT POLICY SHOULD BE DIRECTED TO MS. PAMELA BEWARD AND/OR MS. JULIA DEMETRIUS.
16. RELEASE AUTHORIZED BY LTGEN WILLIAM M. FAULKNER, DEPUTY COMMANDANT FOR INSTALLATIONS AND LOGISTICS AND LTGEN GLENN WALTERS DEPUTY COMMANDANT FOR PROGRAMS AND RESOURCES.