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DSCA 11-04

Memo Status : Active
DoD Shield

DEFENSE SECURITY COOPERATION AGENCY
201 12th STREET SOUTH, STE 203
ARLINGTON, VA 22202-5408

1/20/2011

MEMORANDUM FOR :

DEPUTY UNDER SECRETARY OF THE AIR FORCE FOR INTERNATIONAL AFFAIRS
DEPUTY ASSISTANT SECRETARY OF THE ARMY FOR DEFENSE EXPORTS AND COOPERATION
DEPUTY ASSISTANT SECRETARY OF THE NAVY FOR INTERNATIONAL PROGRAMS
DIRECTOR, DEFENSE CONTRACT MANAGEMENT AGENCY
DIRECTOR FOR SECURITY ASSISTANCE, DEFENSE FINANCE AND ACCOUNTING SERVICE - INDIANAPOLIS OPERATIONS
DIRECTOR, DEFENSE INFORMATION SYSTEMS AGENCY
DIRECTOR, DEFENSE LOGISTICS AGENCY
DIRECTOR, DEFENSE LOGISTICS INFORMATION SERVICE
DIRECTOR, DEFENSE REUTILIZATION AND MARKETING SERVICE
DIRECTOR, DEFENSE THREAT REDUCTION AGENCY
DIRECTOR, NATIONAL GEOSPATIAL-INTELLIGENCE AGENCY
DEPUTY DIRECTOR FOR INFORMATION ASSURANCE

SUBJECT :

Defense Security Assistance Management System (DSAMS) State Description Field Case Detail Window Expansion, DSCA Policy Memo 11-04; [SAMM E-Change 180]

Recent dialogue with the DoS has identified the need for additional information to be included on the daily State List Report that is sent to the DoS during the Letter of Offer and Acceptance (LOA) countersignature process by the DSCA Case Writing Division (CWD). The daily State List Report provides the DoS with descriptions of defense articles and services being transferred on LOA documents. The CWD obtains descriptions of defense articles and services being transferred from data entered into DSAMS by the applicable Implementing Agency (IA). The DoS has requested that the daily State List Report provide greater detail regarding the descriptions of defense articles and services being transferred on LOA documents beyond what is currently being provided. Currently, IAs are entering minimal data in the State Description field due to the misperception that the field is truncated and cannot accommodate more than a limited number of characters.

DSAMS Release 9.15, which was deployed in June 2010, expanded the view in the DSAMS State Description field to allow IAs to enter up to 250 characters. At a minimum, IAs should populate this field with the following:

  1. Clear and concise descriptions of the major defense articles and or services being transferred or sold to include quantities if follow-on support or spares are also being provided (e.g., "This LOA is for the purchase of 6 PATRIOT PAC-3 Fire Units and related support equipment, spare parts and initial maintenance teams"). Sensitive munitions (e.g., White Phosphorus or Depleted Uranium) must also be highlighted in this field.

  2. Amendments for major defense equipment should indicate additional end items being provided. Quantities should be included only if there is an increase or decrease with a brief explanation of the change (e.g., "This Amendment provides 2 additional MIDS Terminals and associated support equipment per customer's request"). Amendments that realign funds between lines, adjust delivery schedules and/or periods of performance should provide a succinct statement that indicates the intent of the document (e.g., "This Amendment realigns funds between lines to reflect actual costs and adjusts delivery schedules for M1A2 Tanks and support equipment").

  3. Follow-on support documents (Amendments or Modifications) should indicate the major end items being supported and provide descriptions of items previously delivered if multiple platforms are being supported (e.g., "This LOA provides follow-on support for the M1A1Abrams Tank, M2 Bradley IFVs, M113 APCs, M109 Howitzer and related support equipment including maintenance teams, spare parts and related services").

This memorandum is 30 days from date of signature. If you have any questions regarding this policy, please contact Ms. Michelle Davis, DSCA STR/POL, at (703) 601-3843 or email michelle.davis@dsca.mil

Scott Schless
Principal Director
Strategy

ATTACHMENT :
As stated

CC :

STATE/PM-RSAT
AFRICOM
CENTCOM
EUCOM
JFCOM
NORTHCOM
PACOM
SOCOM
SOUTHCOM
TRANSCOM
USASAC
SATFA TRADOC
NAVICP
NETSAFA
AFSAC
AFSAT
DISAM

Department of State (DoS) Requirements in the Defense Security Assistance Management System (DSAMS), DSCA Policy 11-04

  1. Insert the following paragraph to read as C5.4.14.10.

    Department of State (DoS) approval is required for all Letters of Offer and Acceptance and subsequent amendments that add or increase scope. CWD submits daily the State List Report which provides DoS with descriptions of defense articles and services being transferred on LOA documents. The report is produced by DSAMS and includes the "State Description" entered by the IA on the DSAMS Case Detail Window. The IA is responsible for ensuring the State Description:

    1. Is a clear and concise description of the major defense articles and or services being transferred or sold to include quantities and if follow-on support or spares are also being provided (e.g., "This LOA is for the purchase of 6 PATRIOT PAC-3 Fire Units and related support equipment, spare parts and initial maintenance teams"). Sensitive munitions (e.g., White Phosphorus or Depleted Uranium) must also be highlighted in this field.

    2. Includes additional end items being provided on amendments to major defense equipment cases. Quantities should be included only if there is an increase or decrease with a brief explanation of the change (e.g. "This Amendment provides 2 additional MIDS Terminals and associated support equipment per customer's request"). Amendments that realign funds between lines, adjust delivery schedules and/or periods of performance should provide a succinct statement that indicates the intent of the document (e.g., "This Amendment realigns funds between lines to reflect actual costs and adjusts delivery schedules for M1A2 Tanks and support equipment").

    3. Indicates the major end items being supported and provide descriptions of items previously delivered if multiple platforms are being supported for follow-on support documents (Basic, Amendments and/or Modifications) (e.g., "This LOA provides follow-on support for the M1A1Abrams Tank, M2 Bradley IFVs, M113 APCs, M109 Howitzer and related support equipment including maintenance teams, spare parts and related services").

  2. Renumber paragraph C5.4.14.10. to read as paragraph C5.4.14.11.

    The Automated State Department Approval (ASDA) was a system by which certain cases were allowed to be approved by DoS without DSCA countersignature. This system is no longer in use, and all LOA documents require DSCA countersignature.