When DCMA audits your contract, one of their goals is to verify that all assets and shipments are properly registered with iRAPT. DCMA auditors will look specifically to ensure each IUID number is registered under the correct domain (i.e., acquisition, custody, legacy), and that this information is being submitted accurately to iRAPT and the IUID Registry.
Auditors pay particular attention to when the contractor updates its records (i.e., for lifecycle events, part number rollovers, custody transfers, condition changes). They need to confirm that when these changes are made to the item itself they are also being propagated into iRAPT and the IUID Registry in real time. Having an integrated system that can automatically submit these changes to iRAPT will make your DCMA inspections a breeze.
How Automating iRAPT e-Submissions will Make it Easy on the DCMA Auditor
While the DoD requires that you submit your data accurately into iRAPT to record contracts, invoices and receiving reports to get paid, as a contractor you are not required to use an automatic paperless system to maintain your records.
You could “get by” using a spreadsheet as a makeshift database for all of your iRAPT submissions — especially if you only have a few items to manage. But, assuming you are going to grow, relying on such a manual system to maintain your records for the DoD becomes grossly insufficient in the long run. Manual entry, static database systems like a spreadsheet are error-prone and hard to keep up to date. Also, there is no auditable transaction history stored in a spreadsheet so all historical transactions are lost with this approach. As such, auditors are generally suspicious of the accuracy of manual, static record-keeping systems.
An Auditor Should Not Sift Through a Static Database
Updating your data capture process with a robust, dynamic asset tracking and compliance system, where an auditor does not need to sift through a legacy database or spreadsheet, means not only a smoother audit, but smoother business operations.
When a robust dynamic asset tracking and compliance system is utilized in your organization, the RFID shipping labels and IUID marks that are placed on assets are scanned and recorded automatically as they move throughout your operations. Consequently, labor costs are greatly reduced as you don’t need teams of people who are responsible for manually scanning or logging the movement of items, nor do you have to deal with the added expense of manual entry errors.
Such real-time recorded data capture makes it easy on the DCMA auditor as well. Using an automated system ensures not only that updates and lifecycle events are recorded in real-time; but, also that they are recorded in the same way each and every time. The auditors will not have to dig to double check that the proper lifecycle events have been recorded or submitted.
No More Manual Errors
Working with the iRAPT and the IUID Registry websites is labor intensive because they require manual key entry. Even the best data entry specialist is bound to make errors. Transposing, or copy and paste errors where information is placed into the wrong field in an iRAPT form, can quickly spell chaos. This challenge is made worse when hundreds or thousands of records need to be submitted with complete accuracy.
Staying Compliant is Much Easier With the Proper Tools
The iRAPT system is like any other web-based application. When used properly, this system will become a critical tool to ensure invoices, shipment data and property reporting is taking place efficiently and without error.
The same principles apply throughout the Supplier’s business. Using the right internal software and hardware solutions can be an investment that greatly relieves the stress and complexity of managing contract data to iRAPT, but is also critical to IUID and RFID compliance and the reporting of assets and shipments. A combination of all of these systems is required to maintain your contracts with the DoD.
Purchasing and implementing these internal systems is an important investment, but leveraging automated systems can generate real cost savings and is vital to your business. You will be amazed at how much time, money, and effort you can save and apply elsewhere if you invest in and utilize the right tools. This is especially true for DoD Suppliers, and using such tools can lead to continued and significant revenues when working with the Department of Defense.
Automating your electronic submissions to iRAPT and the IUID Registry will certainly make it easy on DCMA auditors and give you the peace of mind to know that your audit trail is ready for inspection. If your organization needs to improve their asset tracking and compliance systems take a look at our recent webinar: Surviving DCMA – Barcodes, RFID and iRAPT Watch it here.