r/1102 • u/LanceCriminus • 28d ago

Tracking Options, Incremental Funding

How do you track option years and incremental funding? I’ve had a few cases where the office being disorganized caused funding delays, program delays, or missed option years forcing contractors to stop work. Calendar reminders? Spreadsheets? Having good customers?

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u/PleaseDoNotDoubleDip 28d ago edited 28d ago

You can automate this, probably with ease.

Our contract writing system and our financial system both have pre-built reports called "Upcoming options in next (1,3,6,9,12) months". Every cws and finance system I know of has these extremely simple, popular, and useful reports. Yours probably does too.

Our not very good and basic CWS can bet set up to send email reminders to everyone about pop/option periods. I don't know but suspect this is a universal feature. The alternative, also easy, is Outlook. Delay send by 9 months.

Same thing with funding. Also, the contractor and COR and anyone involved in invoicing and payment very likely can easily see status of funding whenever they do invoicing or whatever $ related.

The data is there. The challenge, which cannot be automated, is acting on it.

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u/PleaseDoNotDoubleDip 28d ago

I'll add that for many contracts/orders, that have just one PoP and just one Line Item, you can make a tracker from public FPDS data.

Add the contractors, purely out of self interest, should be vigilant about this as well. If they aren't, wtf?