- Policy Memos
|Memo Status : Active|
DEFENSE SECURITY COOPERATION AGENCY
MEMORANDUM FOR :
DIRECTOR, DEFENSE THREAT REDUCTION AGENCY
DIRECTOR, DEFENSE INFORMATION SYSTEMS AGENCY
DIRECTOR, DEFENSE LOGISTICS AGENCY
DIRECTOR, NATIONAL GEOSPATIAL INTELLIGENCE AGENCY
DIRECTOR, MISSILE DEFENSE AGENCY
DIRECTOR, DEFENSE CONTRACT MANAGEMENT AGENCY
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 LOGISTICS AGENCY LOGISTICS INFORMATION SERVICE
DIRECTOR, DEFENSE LOGISTICS AGENCY DISPOSITION SERVICES
DIRECTOR FOR SECURITY ASSISTANCE, DEFENSE FINANCE AND ACCOUNTING SERVICE - INDIANAPOLIS OPERATIONS
DEPUTY DIRECTOR FOR INFORMATION ASSURANCE, NATIONAL SECURITY AGENCY
Release of Security Assistance Management Manual (SAMM) Chapter 16 DSCA Policy 13-36, [SAMM E-Change 230]
The Defense Security Cooperation Agency (DSCA) hereby releases Chapter 16 of the SAMM (Reference (a)) for use throughout the Security Cooperation (SC) community. The chapter is a compilation of the reconciliation and case closure policies for Foreign Military Sales (FMS) and Building Partner Capacity cases, and a consolidation of policies pertaining to case reconciliation and closure from Chapter 6 of the SAMM. In addition, the attached document identifies other changes made throughout the SAMM necessitated by this consolidation.
The FMS Case Reconciliation and Closure Manual (Reference (b)) is hereby rescinded. Relevant policy-related information from Reference (b) has been incorporated into Chapter 16. Case reconciliation and closure processes and procedures are contained in the new Case Reconciliation and Closure Guide, to be released separately.
Chapter 16 of the SAMM is available at www.samm.dsca.mil. If you have any questions regarding this change, please contact Brad Bittinger, DSCA DBO/FPA, (703) 602-1360, e-mail: email@example.com.
J. W. Rixey
Vice Admiral, USN
USCG International Affairs (G-CI)
Release of the Security Assistance Management Manual (SAMM) Chapter 16
(Defense Security Cooperation Agency (DSCA) Policy 13-36, SAMM E-Change 230)
The release of chapter 16 requires the following changes to the SAMM:
The addition of Appendix 7 "Reconciliation and Closure Guide" to include an entry on the Appendices list page
Revise Table of Contents, C6 name column to "Foreign Military Sales Case Implementation and Execution". Revise all subsequent references of "Foreign Military Sales Case Implementation, Execution, and Closure" to "Foreign Military Sale Case Implementation and Execution" throughout the SAMM where it occurs.
Add a new C6.F2 to ESAMM Figures, Chapter 6 titled, "C6.F2. Requirements for General Case Reviews". Renumber all subsequent figures in ESAMM Table, Chapter 6 and throughout the SAMM where referenced.
Delete table C6.T9. "Accelerated Case Closure Eligibility" from ESAMM Table, Chapter 6
Add a new C6.T6., titled "Scope of FMS Reviews" to ESAMM Tables, Chapter 6 and renumber all subsequent tables in ESAMM Table, Chapter 6 and throughout the SAMM where referenced
Delete DoD Manual 5105.65-M, Foreign Military Sales (FMS) Case Reconciliation and Closure Manual (RCM) from ESAMM References under Manuals
Revise the title of Chapter 6 to "Foreign Military Sales Case Implementation and Execution"
Revise first paragraph of Chapter 6 to "Chapter 6, Foreign Military Sales Case Implementation and Execution discusses how accepted Letters of Offer and Acceptance (LOA) are implemented, executed, or cancelled.
Revise C220.127.116.11.2.3 to "Refer to Chapter 16 for comprehensive policy and the Case Reconciliation and Closure Guide (RCG), SAMM Appendix 7, for process and procedural information related to reconciliation and closure."
Delete section 6.8 "Foreign Military Sales (FMS) Case Closure" of Chapter 6
Revise C6.9.1. by replacing "See Section C18.104.22.168." with "See Section C16.4.7."
Revise C15.6.1 by replacing "DoD 5105.65-M, Foreign Military Sales (FMS) Case Reconciliation and Closure Manual (RCM)" with "Chapter 16 and the Reconciliation and Closure Guide (RCG)"
Revise C6.5 title from "Foreign Military Sales Case Reconciliation and Review to "Case Reviews"
Replace Section 6.5 with the following:
C6.5. Case Reviews The USG SC community goal is to provide consistent, incomparable support to our purchasers. Towards this goal, thorough reviews are conducted periodically to ensure accurate and timely status of customer's programs. There are several categories of reviews: USG Annual Case Reviews/Reconciliations, which are discussed in SAMM, Chapter 16; Financial Management Reviews outlined in SAMM, Chapter 9; and General FMS Case Reviews that are detailed in the following sections.
C6.5.1. General Case Reviews. Reviews, including those with the customer, are an excellent opportunity for ensuring prompt issue resolution, data integrity, and accurate accountability. General case review types are outlined in Table C6.T6.
C6.5.2. Reasons for Case Review. The following items influence a decision about the need for a case review: USG resources, desires or requirements of the FMS purchaser, political visibility or sensitivity, political-military changes in a region, and the size and complexity of the program. Review objectives must be clearly identified, including why the FMS review is being conducted, as well as post-review deliverables and desired outcomes. A purchaser nation's internal policy or legislation may require periodic information about the status of country accounts, issues, cases, and programs. The preferences and desires of the purchaser regarding the conduct of reviews should be accommodated to the greatest extent possible. See Section C6.5.6. for guidance about appropriate funding for these reviews. The number and type of reviews should be documented in the LOA as explained in the manpower matrix in Table C9.T2.
C6.5.3. Frequency and Timing of Case Reviews. The frequency and timing of reviews depend on the urgency of the review, the meeting purpose, purchaser funding, budget timelines, and program events. FMS case reviews should be conducted at least once per calendar year but they can be done more frequently if needed. For external reviews (those that involve the purchaser), the frequency and timing are coordinated with the purchaser. Table C6.T5. shows the normal frequency and timing of each review. When scheduling a review, purchaser and USG holidays, weekends, and personnel changes (e.g., SCO, purchaser leadership) should be considered. Because FMS reviews for a specific purchaser or program often involve many of the same people, reviews should be consolidated whenever practical.
C6.5.4. Scope of Reviews. Each review type has a corresponding scope of what is typically covered (Refer to Table C6.T6). This is to ensure that an appropriate level of detail is addressed, that the best suited USG personnel attend and that expectations are clear to all attendees.
C6.5.5. Representation at Case Reviews. Senior officials can co-chair case reviews, but detailed discussions require the participation of the managers who are responsible for the day-to-day operations of the program or weapon system under review. The rank of the lead USG review participant should be equivalent to that of the lead purchaser participant. Controlling the number of participants at each review is important, but it is also important to include subject matter experts who can adequately cover anticipated topics or issues. The USG meeting chair ensures each participant has a distinct, active role in the review. If topics beyond participants' expertise are discussed or issues are raised that cannot be resolved during the review, participants should research answers/solutions after the review and follow-up appropriately to all within a week. For FMS purchaser-hosted reviews, Security Cooperation Organizations (SCOs) coordinate the administrative arrangements, including lodging and transportation, and they help the visiting team as appropriate and necessary.
C6.5.6. Standardized Review Formats. Standard formats, meeting procedures, and terminology help participants clearly understand the review processes. Figure C9.F5. provides the standard format for use in all DSCA Financial Management Reviews (FMRs). Standard formats are preferred, but changes and deviations are acceptable when other critical program or financial information must be discussed. Submit requests for changes and deviations to this format to DSCA (Business Operations Directorate).