What is the IUID Registry?

The IUID Registry is the Department of Defense’s repository for all IUID data and the master data source for Government Furnished Property (GFP) in accordance with DoDI 8320.04. It’s purpose is to provide the government a system to manage and track end items, legacy items, updates and rebuilds, and other property. Note that Government property doesn’t always require unique identification; but, to be 100% sure you should check your contract for references to MIL-STD-130 and/or DFARS 252.211-7003. 

The IUID Registry plays a critical role for contractors to fulfill their property obligations and maintain audit readiness. By design, the IUID Registry allows the government to establish a system of record, to track and trace all assets, to create an audit trail for all assets, and to analyze, report on, and optimize its assets. 

IUID Registry Reporting Requirements

When submitting data to the IUID Registry, you should expect to submit the following information at minimum about an asset:

• What property the company has in its custody
• What the item is
• How and when it was acquired
• The item’s initial value
• Its custody status (i.e., government vs. contractor)
• Description of how it is marked for tracking
• Additional details for End items, Legacy items, and GFP (government-furnished property)

Property Management vs. End-Item Production

Contractors manage two main types of assets: End items that are produced by the contractor and go to the government, and government-furnished property and legacy assets that come from the government and are managed by the contractor. Although there are clear processes in place to manage both types of assets, these workflows are not the same, and the DCMA does not treat them the same. It is important to understand the main differences:

1.End-item production: End items must be registered via an IUID methodology and shipped with an Advance Shipping Notice (ASN). All end items must be inspected by DCMA prior to acceptance by the government. The assets used to produce end items are called “sub” items and are required to undergo the IUID process as well. The “end” items that are produced from “sub” items are always required to be fully reported assuming that they meet the qualifiers of the IUID Policy.

2.Property management: All assets that undergo modifications while being managed by the contractor are required to be registered via an IUID methodology and sent through DCMA inspection prior to acceptance by the government. In many cases, the government will send the contractor additional assets over time that the contractor modifies and updates; all of this property, once ready to be returned to the government, generally must go through the IUID registration process.

Because the processes for End items and Property diverge, it is important to maintain compliance for these two types of assets separately and to create workflows at your organization that ensure each tracking process has adequate compliance measures built into it.

What is iRAPT and WAWF?

iRAPT (Invoicing, Receipt, Acceptance and Property Transfer) is now referred to as Wide Area Workflow (or WAWF). WAWF is a secure, web-based system to manage all electronic invoicing, receipt and acceptance of DoD property. WAWF is the gatekeeper through which all asset data flows and it creates a virtual folder to combine the three documents required to pay a Defense contractor — the Contract, the Invoice and the Receiving Report.

WAWF was developed by the DoD to eliminate the need for paper-based functions in an effort to save labor and automate processes. It also provides a centrally-located master database that provides global accessibility. There are other benefits to WAWF but the bottom line is that it has dramatically decreased processing time compared to the days of submitting triplicate paperwork.

Both WAWF and IUID Registry are systems in the PIEE e-Business suite but they each serve different functions. WAWF handles the contracts, invoices and the receiving reports – while the IUID Registry handles all of the details of the individual asset data.

The PIEE System

PIEE, stands for the Procurement Integrated Enterprise Environment and it has been created to be the “one-stop shop” for the Department of Defense for all Procurement capabilities. The PIEE is a secure, cloud environment that supports: Wide Area Workflow, IUID Registry, GFP Module, Electronic Data Access and other capabilities.

Over the years, Defense contractor requirements and obligations to report shipments, invoices, receipts, property transfers and IUID details have been continuously growing while government systems have been evolving quickly. Here is what you should be aware of:

• Procurement Integrated Enterprise Environment is the integrated cloud environment that serves all DoD procurement activity.
• Wide Area Workflow is the system used for submission of invoices, receipts and acceptance of new end item deliverables.
• GFP Module is the system used for submission of GFP Attachments, shipments, receipts, updates and disposals.
• IUID Registry is the system which hosts item unique identifier information along with asset pedigree.

Government Contractors need to familiarize themselves with the PIEE system. One of the key elements of the PIEE system is that it has been built for modern automation and Electronic Data Interchange (or EDI).  This computer-to-computer data exchange is much more efficient, than a manual process, with faster processing and reduced errors. However, it requires organizations to adopt the EDI standards and take advantage of the technology. 

UC! Web – IUID Compliance & Reporting

UC! Web was purpose-built to take advantage of EDI to exchange data quickly and efficiently with the IUID Registry, WAWF, PIEE and the GFP Module. Furthermore, UC! Web streamlines the process by pre-populating any data that you have already entered into UC! Web — reducing the keystrokes needed for each submission. The error-checking function, in UC! Web, does not allow you to submit costly mistakes and provides error repair directions before mistakes are entered into the system. All of these features support the government contractor to maintain their contract compliance while at the same time saving hundreds of hours annually.

If your organization is doing business with the DoD, your contract more than likely will require that you report to the PIEE system. The IUID Registry is only one of the systems currently found there. Your ability to navigate, utilize and report to these complex government systems is important to getting paid and staying compliant to your contract obligations. To learn more about the IUID Registry, WAWF and PIEE download our recent white paper — The DCMA Survival Guide.