ATTACHMENT 1: Security Assistance Management Manual (SAMM), E-Change 159

Change SAMM Chapter 5, C5.4.2., to read as follows:

Change SAMM Chapter 11, C11.3.3.1., to read as follows:

Change SAMM Chapter 11, C11.6.3.1., to read as follows:

Change SAMM Chapter 11, C11.7.3.1., to read as follows:

ATTACHMENT 2: Guidelines for Revised LOA Processing Metric

1. Revised LOA Metric Overview. The previous LOA processing goal of 80 percent of initial LOAs and Amendments transmitted to the purchaser within 120 days of LOR receipt is replaced with a goal that seeks to transmit 85 percent of LOAs and Amendments to the Purchaser on or before an Anticipated Offer Date (AOD). The AOD will be established and the measurement will begin when the Letter of Request (LOR) is entered in the Defense Security Assistance Management System (DSAMS) as complete, meaning it is sufficiently detailed to begin LOA Data development and the case has been initialized in DSAMS. It will end when the LOA or Amendment is released to the purchaser using the "Document Sent" (DOCMNTSENT) milestone in DSAMS. Modifications will be measured by the length of time from when the LOR is entered as complete until they are implemented. The AOD for LOAs, Amendments, and Modifications will fall into case groupings based on the type of case. The new metric will be a measurement of how successful a case manager is in meeting his or her own target date (i.e., the AOD). This gives the individual case manager and his/her Implementing Agency the flexibility to establish a date for offering each LOA document based on experience factors with the purchasing country or international organization, the type of equipment or services requested, and/or the date requested by the purchaser. The measure will apply to all documents (Basic LOAs, Amendments, and Modifications) and to blanket order, training, and defined order cases (to include "Pseudo" cases). The Implementing Agency will inform the purchaser of the AOD.
2. Anticipated Offer Dates (AODs). DSAMS will generate the AOD for Groups A and B; however, the Implementing Agency may change the AOD to a shorter period of time based an assessment of the factors impacting the amount of time it will take to prepare the LOA document. For Groups A and B, an AOD of greater than 75 or 120 days, respectively, may be assigned if specifically requested by the purchaser. This must be documented in DSAMS milestone comments. Implementing Agencies will assign the AODs for Groups C and D based on criteria identified below. Except where noted below, the AOD will be entered at the same time the LOR is entered as "Complete" and the document has been initialized in DSAMS.

3. Case Groupings. FMS case documents will be placed in one of four groupings:

   1. Group A: Blanket Order LOAs, training LOAs, Cooperative Logistics Supply Support Arrangements (CLSSAs), and associated Amendments and Modifications.
      . The AOD will be no longer than 75 calendar days following the date the LOR is shown in DSAMS as "Complete.
   2. Group B: Defined order LOAs, Amendments, and Modifications.
      . The AOD will be no longer than 120 calendar days following the date the LOR is shown in DSAMS as "Complete."

   3. Group C: Defined order LOAs and associated Amendments that are considered "purchaser-unique" in nature.
      . The AOD will be as soon as possible but likely longer than 120 days following the date the LOR is shown in DSAMS to be Complete. The AOD will be determined by the Implementing Agency/case manager, taking into account various factors associated with the unique nature of the case. Reasons for entering a case in Group C follow:

      1. First time purchase of a defense article or service by an FMS purchaser
      2. First time FMS purchase by a specific country or international organization with limited experience or knowledge of FMS processes/procedures.
      3. Case requires extraordinary engineering, system integration, or special acquisition
      4. Requested use of the system is different from its use by U.S. military forces (e.g. Navy ship missile to be fired from an Army or foreign country's helicopter)
      5. Detailed release/disclosure coordination required
      6. Complex pricing effort required
      7. Extraordinary coordination required inside and/or outside the Implementing Agencies
      8. Other (must be accompanied by explanatory milestone comments)

      Modifications for Group C cases will be placed in either Group A or B as Modifications generally do not require longer than 120 days to complete.

   4. Group D: All Pseudo LOAs and associated Amendments and Modifications. . The AOD will be assigned as soon as information and/or conditions make AOD determination possible. Entry of an LOR "Complete" date in DSAMS will not be delayed because information on which to base an AOD is not available.

    

4. Business Rules

   1. Security Cooperation Community (DSCA and Implementing Agency) LOA processing performance will be judged by the percentage of documents transmitted or implemented on or before the established AOD. The performance goal will seek 85 percent of the cases to be transmitted or implemented (for Modifications) on or before the AOD.
   2. Blanket Order and all Training LOA and CLSSA documents will be designated in DSAMS as Group A and assigned an AOD of 75 days or less following the LOR Complete date. DSAMS will generate an AOD based on the LOR Complete date; however, Implementing Agencies can reduce it to an earlier date if desired.
   3. Defined Order LOA documents will be designated in DSAMS as Group B and assigned an AOD of 120 days or less following the LOR Complete date. DSAMS will generate an AOD based on LOR Complete date but Implementing Agencies can reduce it to an earlier date if desired.
   4. If the Implementing Agency determines that circumstances described in Group C apply, an AOD of over 120 days from the LOR Complete date may be assigned and the case will be designated in DSAMS as Group C. Reason(s) for placing the case in Group C will be entered in DSAMS milestone comments.
   5. Pseudo cases are done under a variety of legislative authorities, are authorized for specific purposes, and may have specific funding expiration dates. For these reasons, Pseudo cases will be tracked separately for performance measurement purposes and designated in DSAMS as Group D. LOR Complete dates will be assigned and entered in DSAMS at the appropriate time. Designation of an AOD may await receipt of contracting, funding, or other guidance and information needed to determine when the document will be approved. Cases may be tasked in DSAMS without an AOD.
   6. The ending point for each document (DOCMNTSENT date in DSAMS) will be compared to its AOD and variation reported as the performance measure. When the DOCMNTSENT date is later than the AOD, Implementing Agencies will be required to enter milestone comments in DSAMS to explain the variance. For Modifications, the Implementation milestone will be used.
   7. Changes to the AOD will be permitted on a case-by-case basis and not as a matter of routine. Implementing agencies will determine who has the authority to change an AOD. Detailed milestone comments will be entered when an AOD is changed.
   8. To enable tracking, all Modifications will be associated to an LOR record in DSAMS, e.g., LOR: PMR action item: MILDEP internal review; preparation for case closure; etc.
   9. The following data fields, management milestones, and milestone comments capabilities will be incorporated into DSAMS at the case document level:
      1. Case Group designation (A, B, C, or D)
      2. AOD entry (DSAMS-generated for Groups A and B; Implementing Agency-generated for Groups C and D)
      3. A drop-down menu of reasons why a document is placed in category C and the capability to enter one or more such reasons in DSAMS.
      4. The ability to insert optional milestone comments at various stages of the process and incorporation of mandatory milestone comments at key stages or occurrences. Milestone comments are mandatory when any of the following situations exist:
         • When the LOR Complete date exceeds the LOR Receipt date by 20 days (comments are required on the Customer Request window in the Request Status Comments field);
         • When the Standard LOAD Complete/Case Return date exceeds the Standard LOAD Start/Case Assign date by 60 days;
         • When the DOCMNTSENT date or Implementation Date is later than the AOD;
         • When the original AOD is changed;
         • When "Other" is selected as a reason for placing a case document in Group C.
      5. The provision of management/warning flags to alert when the AOD is approaching
      6. The ability to view revised case data (case group, AOD, pertinent case remarks) in SCIP
      7. A report to calculate the delta between AODs and DOCMNTSENT or Implementation dates for documents in each case group.
   10. In situations where a single LOR results in more than one LOA; e.g., Group B major weapon system and a stand-alone Group A training support case, different case designators and associated AODs will be assigned and their associated milestones tracked independently.

    

5. For restated cases, Implementing Agencies will follow the guidance in C5.4.2. and establish a new AOD based on the restated requirements. Implementing Agencies must change the LOR Complete date of the original LOA using the date the restatement became effective and assign a new AOD.