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DSCA 01-08

Memo Status : Superseded Notes : Superseded by DSCA Policy Memo 01-21.
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DEFENSE SECURITY COOPERATION AGENCY
201 12th STREET SOUTH, STE 203
ARLINGTON, VA 22202-5408

4/17/2001

MEMORANDUM FOR :

DEPUTY UNDER SECRETARY OF THE ARMY
(INTERNATIONAL AFFAIRS)
ATTN: SAUS-IA-DSZ
DEPARTMENT OF THE ARMY

DIRECTOR, NAVY INTERNATIONAL PROGRAMS OFFICE
DEPARTMENT OF THE NAVY

DEPUTY UNDER SECRETARY OF THE AIR FORCE
(INTERNATIONAL AFFAIRS)
DEPARTMENT OF THE AIR FORCE

DIRECTOR, DEFENSE LOGISTICS AGENCY

DIRECTOR, DEFENSE CONTRACT MANAGEMENT AGENCY

DIRECTOR, NATIONAL IMAGERY AND MAPPING AGENCY

DIRECTOR, DEFENSE THREAT REDUCTION AGENCY

DIRECTOR, DEFENSE REUTILIZATION AND MARKETING SERVICE

DIRECTOR, DEFENSE INFORMATION SYSTEMS AGENCY

DIRECTOR, DEFENSE LOGISTICS INFORMATION SERVICE

DEPUTY DIRECTOR FOR SECURITY ASSISTANCE,
DEFENSE FINANCE AND ACCOUNTING SERVICE -- DENVER CENTER

SUBJECT :

Case Coordination and Tracking (CCT) Enhancements (DSCA 01-08)

We are currently working on enhancements to the Defense Security Assistance Management System (DSAMS) which will allow us to electronically coordinate and countersign Letter of Offer and Acceptance (LOA) documents. These changes will not only improve the timeliness of our coordination process, but will also increase the consistency and quality of our reviews. As part of the CCT enhancements, DSAMS will be updated to automate status progression for LOAs, amendments, modifications, Letters of Intent (LOIs), and leases. Rather than enter separate milestones for signature events and status changes, the system will automatically change the status when certain trigger milestones are entered. Since this may necessitate some changes in your implementing agency's review processes, the following information is provided to ensure you are ready for our planned August implementation of this capability.

  1. The attached matrix provides a listing of milestones and their associated status changes that will be effective with CCT implementation. These status changes are dependent on a combination of factors including (1) the type of document (LOA, amendment, modification, etc.); and (2) whether or not DSCA countersignature and/or State Department approval are required. It is imperative that LOA document writers understand the scenarios in which State Department, DSCA, and implementing agency approvals are required and accurately capture those requirements in DSAMS.

  2. Please note that some documents will be implemented in DSAMS immediately upon entry of the "MILSGN" milestone (i.e., modifications that do not require DSCA countersignature or State Department approval). Entry of the "MILSGN" milestone means that the implementing agency has completed all of its internal reviews and is satisfied that the document is signature-worthy. We understand some implementing agencies have previously allowed quality/financial reviews to take place after the implementing agency signature has actually taken place. With the implementation of CCT, all implementing agency reviews must occur prior to entry of the "MILSGN" milestone. The "MILSGN" milestone will signal to DSCA that the document is fully cleared by the implementing agency and ready for our review and action.

Automatic status progression will eliminate the need for duplicative milestone entries and permit greater standardization (and consequently more accurate metrics) since all implementing agencies' cases will move through status changes consistently. We appreciate your cooperation in making any internal procedural adjustments necessary to prepare for this change. If you have questions or need additional information regarding this policy, please contact Beth Baker, (703) 604-6612, or e-mail: beth.baker@osd.pentagon.mil.

A. R. Keltz
Deputy Director
DSCA

Attachment - Status Changing Milestone Matrix

STATUS CHANGING MILESTONES

EFFECTIVE WITH RELEASE 6.05

MENU OPTION STATUS CHANGING MILESTONE INDICATOR DOCUMENT VERSION SYSTEM DIRECTED STATUS SYSTEM GENERATED MILESTONES
MILDEP Signature MILSGN DSCA Countersignature Required and State Department Approval Required Lease, Lease Amendment, LOI, LOA, Amendment, Modification Proposed DAPREQ PSTATUS
MILDEP Signature MILSGN DSCA Countersignature Required only Lease, Lease Amendment, LOI, LOA, Amendment, Modification Proposed DAPREQ PSTATUS
MILDEP Signature MILSGN State Department Approval Required only LOA, Amendment, Modification Proposed STLST PSTATUS
MILDEP Signature MILSGN None Amendment Offered OFFERED1 STATUS
MILDEP Signature MILSGN None Modification Implemented OFFERED IMPLEMENTED
MILDEP Implementation MILIMP N/A Lease, Lease Amendment, LOA, Amendment, Revision Implemented (Real time) ISTATUS
MILDEP Cancellation MILCAN N/A Lease, Lease Amendment, LOI, LOA, Amendment, Modification Cancelled XSTATUS
MILDEP Reactivation MILREACT * N/A Lease, Lease Amendment, LOI, LOA, Amendment, Modification Development DSTATUS
Offer Accepted OFFERACC N/A Lease, Lease Amendment, LOI, LOA, Amendment, Modification Accepted ASTATUS
Countersign Proposed Document DCSGN DSCA Countersignature Required and State Department Approval Required Lease, Lease Amendment, LOI, LOA, Amendment Offered STAP STLST OFFERED OSTATUS
Countersign Proposed Document DCSGN DSCA Countersignature Required and State Department Approval Required Modification Implemented STAP STLST OFFERED ISTATUS
Countersign Proposed Document DCSGN DSCA Countersignature Required Lease, Lease Amendment, LOI, LOA, Amendment Offered OFFERED OSTATUS
Countersign Proposed Document DCSGN DSCA Countersignature Required Modification Implemented OFFERED ISTATUS
Reject Proposed Document DCSGNRJ N/A Lease, Lease Amendment, LOI, LOA, Amendment, Modification Development DSTATUS
Return Proposed Document DDOCRTN N/A Lease, Lease Amendment, LOI, LOA, Amendment, Modification Development DSTATUS
State Approval STAP State Department Approval Required only LOA, Amendment Offered STLST OFFERED OSTATUS
State Approval STAP State Department Approval Required only Modification Implemented STLST OFFERED ISTATUS
State Disapproval STDAP State Department Approval Required only LOA, Amendment, Modification Development STLST DSTATUS

1 Under full CTC, it has been determined that the OFFERED milestone is redundant and no longer needed. It would have been inactivated for Release 6.05 however, due to the number of reports that use this milestone, the inactivation would have been too intrusive. Therefore, the decision was made to systemically populate the milestone. Although the OFFERED milestone does NOT apply to Modifications, it will be systemically perpetuated until such time as it can be removed from the database

* The current validations regarding the Absence of specific milestones (State Department Approval and Case Status Offered) still apply. However, the validation will be bypassed if a DSCA Reactivation Authorized (DREACT) milestone with an actual date is posted.