GIDEP Focus
Timely Information to the Right People |
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DCMA Focus
DCMA's goal is to "take maximum advantage of known problem information" and to "ensure timely information is provided to the right people to minimize impact of non-conforming material;" enabling improved delivery performance to the war fighter. In doing this, DCMA plays an important role with its industry partners in the prompt reporting, prompt receipt and proper response to GIDEP notices. This enables DCMA and DoD to identify potentially harmful products and develop appropriate risk surveillance activities to prevent suspected problem, defective or non-conforming product from entering the inventory that have the potential for causing a functional failure, loss or injury. Thus a major benefit and concept of this program is that the shared technical data helps both government and industry avoid duplicating problems and failures that have previously been experienced by other GIDEP participants. |
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| Both prospective Representative and Users, can apply using the application form and mail, fax or email to the GIDEP Operations Center for approval. The Ops center will give all approved representatives and users a User ID and Password for access to the GIDEP databases, et cetera. |
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Representative Focus
They are appointed to represent their participating organization. The representative is responsible for ensuring appropriate documents generated by their organization are properly coordinated with local counsel and submitted to GIDEP; for coordinating and obtaining user authorization to access the database; and for coordinating and submitting Participant Utilization Reports (PURS). Utilization reporting and complying with the requirements and procedures of the GIDEP Operations Manual are the two key requirements an agency agrees to when they sign up to participate with GIDEP.
The Representative:
- Acts as point of contact for the organization;
- Controls GIDEP data and computer access;
- Receives, disseminates, and maintains GIDEP data;
- Collects and submits data; and
- Facilitates and finalizes the Participant Utilization Reports (PURS).
They also typically review the GIDEP databases weekly for:
- DMSMS alerted items that impact any of the CMO’s programs and provide this information to the DMSMS focal point. This analysis likely requires a database part matching tool or service due to the high volume of diminishing parts. The GIDEP Representatives respond to UDRs as appropriate.
- FED alerted items which impact any of the CMO assigned contractors, or items used in programs or Government contracts, and notify the appropriate CMO personnel. (These types of data are very dynamic).
GIDEP Reps. typically act as the central repository for any FED/DMSMS items discovered by CMO personnel during inspections, investigations, meetings, discussions and correspondence with contractor representatives. Specialists should immediately notify the local GIDEP Representative of appropriate problems with parts, lack of available parts, components, materials, manufacturing processes, specifications or test equipment that have a potential for causing a functional failure. Appropriate issues would include pending obsolescence items/issues or any systemic specifications/process/material problems, dangerous situations /items, nonconforming or suspect material/items.
They submit utilization reports as required by the
DoD GIDEP program and are referenced in chapter five of the GIDEP operations manual
and the application form. They must report utilization using the GIDEP Operations Center's PURS to progressively report benefits through the year. This makes the job of producing and annual utilization report much easier, as the operations center rolls up the progressive reports to make accurate reporting at the end of the year a by-product of the continuous utilization reports. This is accomplished by using the Participant Utilization Reporting System
(PURS), an on-line reporting tool (https://members.gidep.org/mgmt/utiliz/utiliz.htm).
It is an easy tool to use, perhaps too easy in some ways, through out the year
as it tracks for your database accesses. When it is not used throughout the
year, it still provides a listing that represents the reporting year and is
available for the Rep to evaluate.
PURS Reporting is easy ... What is needed is for GIDEP
Reps to access PURS (https://gidep-data.gidep.org/link/database)
and:
- review its report of
documents accessed by you, then
- create either an "Impact
Report" or a "No-Impact Report."
- Typically, many of the
documents reviewed will have No Impact, which takes only
a few seconds (10-20sec) to create the No-Impact
Report.
- However a few times a year
a Rep will access documents that have a tangible or
intangible benefit their CMO/Customer; these need to be
quantified either monetarily (using provided
industry/government estimators/calculators) or by a
written description.
- Depending on the memory &
familiarity of the Representative, these “Impact
Reports” may take a few minutes (or longer) since it
requires we ID the Agency, Program & Command benefiting
from DCMA involvement on behalf of the customer along
with a very brief written summary and quantification of
the benefit (yes as a great PBM quantifier its would
be better to produce these quick reports throughout the
year and not wait till end of year).
- The PURS software provides
three simple "Expenditure Prevention"
estimator/calculators to select from that help
Representative quickly produce a credible
and conservative expenditure prevention benefit based on
industry/government averages.
No longer a GIDEP Representative?
Contact the DoD GIDEP Operations Center by e-mail or phone
951-898-3207 to let them know you need to be moved to the
inactive category.
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User Focus
People within the participating organization that are authorized by the their GIDEP representative to access GIDEP databases.
The User:
- Knows data distribution policy;
- Protects password;
- Integrates GIDEP into day-to-day processes;
- Provides utilization information, via PURS, to Representative in compliance with agency commitment to report utilization.
It is important to be aware only the GIDEP representative is the "go
between' for the users and the GIDEP databases and DCMA forum. The picture to the right illustrates this.
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