The IUID Registry is the Department of Defense’s master repository for all IUID data, allowing the government to manage and track end items, legacy items, updates and rebuilds, and other property. 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. It provides full lifecycle visibility of all assets and enhances the quality of information available for logistics support, systems engineering and operational planning.
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 for IUID.
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 that ensure each tracking process has adequate compliance measures built into it.
What is iRAPT?
iRAPT (Invoicing, Receipt, Acceptance and Property Transfer) is a secure, web-based system to manage all electronic invoicing, receipt and acceptance of DoD property. iRAPT 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.
iRAPT 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 iRAPT but the bottomline is that it has dramatically decreased processing time compared to the days of submitting triplicate paperwork.
Both iRAPT and IUID Registry are systems in the Wide Area Workflow e-Business suite but they each serve different functions. iRAPT handles the contracts, invoices and the receiving reports – while the IUID Registry handles all of the details of the individual asset data.
iRAPT vs. WAWF
The IUID Registry is managed through the Wide Area Workflow’s e-Business Suite. For anyone who has used iRAPT’s predecessor, formerly known as WAWF, there are a few key differences you should be aware of when registering in iRAPT:
- Instead of XML files, the files are now EDI format.
- iRAPT acceptance is needed at the first embedded level, and the additional child/ embedded items are entered directly into the IUID Registry.
- The IUID Helpdesk no longer administers user accounts, and has been replaced by the Group Administrator (GAM).
- All GFP (Government-Furnished Property) regardless of value, must be reported, whether serially managed or non-serially managed.
The WAWF e-Business Suite is a family of web based applications all housed in a single environment. The IUID Registry is only one of the systems currently found there. If your organization is doing business with the DoD, your contract more than likely will require that you report to the WAWF e-Business Suite. 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 and the WAWF e-Business suite download our recent white paper — The DCMA Survival Guide.