(MASS MOD/SYSTEMIC TRANSFER PROCESS/ARZ MODS) 10/19
mergers, relocations (Contractor or CAO) and creation of
a new CAO or DCMO are just a few examples of where a systemic
MOCAS database transfer is warranted. Transfers are
classified as either internal (within a MOCAS database)
or external (between MOCAS databases). Volume or number
of actions (payments, shipments, modifications, etc.) per
contract are also drivers dictating use of the systemic
process in lieu of a manual transfer by DFAS Columbus
Entitlement Division personnel.
Systemic transfers can occur for:
Manual transfers (closure in the losing database and manual input in the receiving database) will result in loss of all associated contract shipment, invoice and disbursement history that existed in the losing database. This could impact both delinquency and on time statistics for the receiving database, especially if DFAS rebuilds the entire contract rather than just the unshipped/undelivered portion as should be done. Invoice history, disbursement history and shipments cannot be "reprocessed" or "rebuilt" in the receiving database without creating 1) duplicate payments, 2) false accounts payable records, and 3) false shipment performance notices to the buying activity.
The Functional and Systems Support Team (FASST) should be contacted prior to executing a contract modification that would result in a contract transfer(s). The FASST will assist you in determining what actions are required and the specific steps involved in assuring your transfer is performed efficiently and in a cost-effective manner. Early contact with your FASST will prevent unnecessary delays in processing of transfers and preclude the need for ACO "rework" or corrections to executed modifications. DO NOT call DFAS Columbus Entitlement Division personnel for guidance in verbiage for the modification or for advice in modification preparation. DO call a member of the FASST. (DFAS personnel may or may not be aware of the pitfalls associated with manual versus systemic transfers, nor the requirements associated with systemic transfer processing.)
There are procedures that shall be followed to ensure successful systemic transfers. Subprocess 7 (Execute contract modification for novation and change of name agreements) in Chapter 6.2.1 of the One Book and Assumptions 7, 8, and 9 in draft Revision 8 of the DCMC/DFAS/DMC Concept of Operations contain information on system generated modifications. ACOs should take the following actions when transfers are required:
Transfers are a coordinated process among FASST, DFAS Columbus and the DISA MegaCenter. Transfers can only be done at month-end. All monthly transfers are consolidated into a single Transfer Memorandum that is posted on the DCMC Home Page as a ready resource for ACOs to verify if their requested action will be processed during month-end.
FASST and DFAS Columbus Systems personnel are utilized to verify the success or failure of all systemic transfers. If a transfer is not successful, District MOCAS users will be notified. DCMD East utilizes the Information Resource MOCAS Users Council (IRMUC) e-mail list for this notification, and DCMD West utilizes the MOCAS Bulletin Board on the DCMDW Home Page to notify of transfer results.