The following are representative of possible Bellringer issues:

• Issues that impact the contractor's ability to perform (based on factual evidence).
• Decisions to suspend or reduce contract financing payments (includes progress payment, performance based payment, and commercial item financing payments) that impact program performance.  As a minimum, this includes decisions to suspend financing payments or decisions to withhold or reduce financing payments by $5 million or more.
• Intention to disapprove a contractor's operating or business systems.
• Government Accounting Office or DoDIG audit activity that could generate national media attention or involve significant program cost, schedule, or technical performance issues.
• Significant activity of major corporations, i.e., mergers, takeovers, sales, bankruptcy proceedings, etc.
• Other incidents likely to affect a contractor's ability to perform, i.e., plant closure, EPA concerns, significant layoffs, as well as actual or potential strikes, etc.   In addition to issuing a Bellringer, the reporting activity shall report any potential or actual work stoppage (Industrial Labor Relation issues) to the PCO in accordance with the Schedule and Delivery Management guidebook.
• Ground Safety Mishaps: CMO Commanders will submit a Bellringer report if the mishap/incident will impact program cost, schedule, technical performance or readiness, and this information was NOT relayed in initial mishap notifications.

1.  Headquarters, with Division support, manages the Bellringer Reporting system.

    1.1.    DCMA-OC shall provide resources and overarching management of the DCMA-HQ Bellringer process.  Both DCMA-OC and DCMA-AQ shall contribute Service Desk personnel to support Headquarters processing of incoming Bellringers.  DCMAC-P manages the Bellringer process on behalf of DCMA-OC.  Bellringer Service Desk workload distribution for DCMA-OC and DCMA-AQ personnel is by the four commodity divisions (i.e. DCMA-OC works Aero Systems, DCMA-AQ works Ground and Naval Systems, and DCMAC-P works Space and Missile.)  DCMA-OC provides GIDEP POC to review and select appropriate Bellringer information for inclusion in the GIDEP “DCMA Forum” (GIDEP alerts, lessons learned, urgent requests for information etc.)
    1.2.    DCMAC-P verifies and maintains the Program Integration eTools Module from which the names, telephone numbers, and e-mail addresses of the PM and PEO are automatically extracted to populate the Bellringer eTool.

    1.3.    Divisions shall provide advocates in support of the DCMA Bellringer process; maintain their Microsoft outlook distribution lists used by the automated Bellringer application; and promptly communicate appropriate information to their respective PEOs and/or other key senior level logistic managers.

2.  CMO Submits Information via Automated Bellringer:

    2.1.  CMOs shall ensure Bellringer issues are submitted and updated using the Bellringer eTools application and that the personnel involved have reviewed the Automated Bellringer training provided though eTools https://home.dcma.mil/CBT/Bellringer2/how2use.htm.  CMOs are crucial to the Bellringer process and must provide timely information until the issue is finished and the Bellringer is closed.  The Bellringer eTool module automatically assigns a serial number to each new Bellringer or a sequential number to each update. 

    2.2.  CMO submission timeliness is defined: as soon as possible but no more than four hours from CMO awareness that an event/incident is reportable as a Bellringer.  Determining whether a Bellringer is warranted often requires communication and coordination among the CMOs and Division (s) affiliated with the program/contract.  In the event the lack of complete information conflicts with the imperative for timeliness, timeliness should be considered the primary requirement.  Initial Bellringer submissions may be mere notices of potentially significant issues whose impacts are still being determined.  As such, initial reports with less than complete information shall be supplemented via an update.  Bellringer reports should acknowledge any knowledge gaps or unknowns in order to forestall questions that cannot yet be answered.
    2.3.  A CMO shall identify a Bellringer issue and assemble factual and current information answering as much as possible the who, what, when, why, how, program impact, and plan for resolution.  If the submitting CMO is uncertain whether a given situation or condition qualifies as a Bellringer, the cognizant Bellringer POCs can provide guidance.

        2.3.1.  The CMO shall determine the impact of the issue on their customers, i.e.:

            2.3.1.1.  Is it program or item managed?
            2.3.2.2.  If program managed, is Bellringer issue likely to cause significant programmatic (cost, schedule, or technical performance) impact?
            2.3.1.3.  If item managed, is Bellringer issue known to impact a program managed acquisition?
            2.3.1.4.  Have PEO and/or other key senior level logistic managers been notified of issue and potential impact?  Timely notification of the affected Program Manager (PM) or Procuring Contracting Officer (PCO) will be accomplished at the CMO level, while Program Executive Officer (PEO) notification will occur at the DCMA Division level.  Notifying the customer about submitting a Bellringer serves several purposes: it ensures that the PM or buying activity is aware of the situation for possible action on their part; of the decision to submit a Bellringer; and it provides the PM an opportunity to make suggested changes or clarifications before the Bellringer is released to DCMA-HQ.  This does not mean PMs have "veto" rights over the decision to submit a Bellringer.  Untimely response from the PM or PCO should not delay submission of the Bellringer. 

NOTE: If the CMO is aware that the PEO and/or other key senior level logistic managers have already been notified (i.e. via PM, PCO, etc.) the CMO should include this information in the Bellringer.

            2.3.1.5.  If it is item managed and Bellringer issue is not known to impact a program managed acquisition, PEO notification does not apply.

        2.3.2.  The CMO shall submit the information by using the Automated Bellringer eTool application.  How to Use instructions are located on the eTool Training/Help site. 

            2.3.2.1.  The eTools system, in turn, provides automated email notification of a submittal, including the Bellringer details, to the Bellringer Submittal distribution list in the global directory in Outlook. This distribution list incorporates the Bellringer Inbox and the various Division Bellringer distribution lists including all CMO Commanders.
            2.3.2.2.  Occasionally, a CMO will need to issue a Bellringer report that is too sensitive to transmit through normal channels (e.g., a report involving information that could unduly and unnecessarily damage reputations or invade privacy, such as notices involving possible misconduct by DCMA personnel, notices of customer complaints about DCMA actions, etc.). In those cases, the CMO shall issue a "close-hold" Bellringer by selecting that feature within the Bellringer module.  Close-hold Bellringers will be automatically distributed to the more limited Bellringer Coordination distribution list. By limiting the distribution, this will provide a modicum of information security.

NOTE:  The Bellringer Process shall NOT be used to report the referral or receipt of information regarding a criminal or civil fraud investigation or the status of any matter currently under investigation.  Such matters must be coordinated with the appropriate Contract Integrity Center (CIC) counsel.

          2.3.2.3.  After Hours - If the event occurs after duty hours and the CMO determines it is of significant nature (i.e., accident, death, injury, possible unfavorable publicity), the CMO Commander shall notify the Division staff duty officer and, if warranted, they will notify the DCMA staff duty officer.
          2.3.2.4.  Bellringer reports must be accurate, factual, current and written at the "executive" level with minimal technical language and clearly spelled out acronyms.  To the extent applicable, Bellringers shall provide:             

• Description of the Problem or Issue: Summary
• DCMA Actions/Involvement: Provide summary information regarding the CMO's business and or technical surveillance and associated results.
• CMO Commanders Assessment: The Commanders assessment of the event is a subjective assessment of the current situation.
• Executive Summary: A fact-based summary written in such a manner that it can be extracted as a stand-alone NOTE for the Director and/or Senior Acquisition Executives to understand the entire situation, affected programs, and remedy plan.  The executive summary should answer the who, what, when, why, how, and program impact, and plan for resolution.

            2.3.2.5.  For Bellringers dealing with program managed contracts; the program name can be selected from a drop-down menu.  The names, telephone  numbers, and e-mail addresses of the PM and PEO are automatically extracted from the PI module in E-tools.
            2.3.2.6.  For Bellringers dealing with non-program-managed contracts; the name, telephone number, and e-mail address of the PCO shall be provided by Bellringer originator.
             
        2.3.3.  The CMO provides Updates to the Bellringer.
 
            2.3.3.1.  Updates are event driven and must be provided whenever there is a significant change in status, but at no time will a Bellringer remain in the system more than 30 days without an update.
            2.3.3.2.  Updates shall be provided until all significant actions concerning the situation or event are complete, at which time the last update will recommend closing the Bellringer.

3.  Division notifies PEO of Issues with Significant Impact. 

    3.1.  Upon CMO submission of Initial Routine, Initial Close-Hold, or Update Bellringer, the Bellringer eTool application sends automated email notification to Bellringer Submittals distribution list (which includes the Division POCs) indicating a Bellringer has been submitted.  The email notification contains the Bellringer text in the body. 
    3.2.  Upon receipt of Bellringer notification; the Division Bellringer POCs shall determine the impact of the situation on their programs.

        3.2.1.  If the Bellringer issue is likely to cause significant impact to a program managed acquisition, the information is timely and the PEO has not already been notified, the Division will notify the PEO (via communication method of their choice) about the issue and inform the HQ Service Desk Representatives of PEO notification (via email to: "Bellringer Inbox).

            3.2.1.1.  If the Division perceives the DCMA HQ Approval Authority is likely to approve a send-out to OSD and/or Service senior leadership, the Division may elect to forgo PEO notification at this point in the process and perform it during process step 6, below.
            3.2.1.2.  Division responsibility for PEO notification will be in accordance with the Customer Alignment Chart.  If the Bellringer crosses Division lines, the Division POCs will coordinate their efforts to obtain sufficient information for PEO notification. 

4.  Service Desk reviews CMO bellringer submittal and submits recommendations to Approving Authority.

    4.1.  Upon CMO submission of Initial Routine, Initial Close-Hold, or Update Bellringer, the Bellringer eTool application sends automated email notification to “Bellringer Submittals” indicating a Bellringer has been submitted.  The email notification contains the Bellringer text in the body.
    4.2.  Service Desk Personnel shall respond to submitted Bellringers as soon as possible by using the automated Bellringer eTool application to provide "Service Desk Recommendation Details".  Service Desk personnel are the DCMA-OC and DCMA-AQ personnel responsible for providing the Approving Authority a synopsis and recommendation for distribution outside of DCMA.

NOTE: The terminology “Service Desk” is embedded in the automated system and will continue to be used until revised. 

        4.2.1.  Bellringer workload distribution for DCMA Headquarters service desk personnel is by the four commodity divisions (i.e. DCMA-OC works Aero Systems, DCMA-AQ works Ground and Naval Systems, and DCMAC-P works Space and Missile).
        4.2.2.  If the commodity division cannot be determined from the subject/issue then determine it based on the submitting CMOs' Division.
        4.2.3.  On occasion the specifically identified service desk personnel for a Division may be unavailable at which time one of the other Service Desk personnel will take responsibility for completing the Service Desk Recommendation.
        4.2.4.  Subsequent updates will be processed by the appropriate commodity division (the cognizant service desk personnel specifically identified to support that commodity division) assuming they are available to work the update.        

    4.3.  The responsible Service Desk personnel will:

        4.3.1.  Send an email notification to the Headquarters Bellringer POCs stating “I will work Bellringer #_  _.”
        4.3.2.  Log into the Automated Bellringer eTool application.
        4.3.3.  Open the new Bellringer, review, and as necessary analyze, scrutinize and investigate the information provided.  (Contact the originator or other personnel as needed to get clarification or additional information).
        4.3.4.  Extract the CMO's executive summary, include additional information as appropriate, determine distribution of the Bellringer, complete the “Service Desk Recommendation Details” with the recommendation and supporting rationale, check Final Report (yes or no), when disposition is “Send Out” provide recommended email distribution, and submit recommendation to the DCMA Director (Approving Authority).

    4.4.  Service Desk personnel should coordinate with the cognizant Division POC(s).  (If coordination is not available in a timely manner, they shall proceed with Service Desk recommendation without coordination.
    4.5.  When the Service Desk selects the submit button, the eTool Bellringer system sends automated email notifications indicating that a Service Desk Recommendation has been submitted and includes the Service Desk recommendation in the body of the email.
    4.6.  All pertinent email traffic conducted outside of the automated eTool system will contain “Bellringer Inbox” in the cc: line of the email or the email will be forwarded to the Bellringer Inbox.  This will provide a method of capturing historical information in the centralized “Bellringer Inbox” folder in Microsoft Outlook.

NOTE: Bellringer Inbox is a DCMA-HQ mailbox in Microsoft Outlook for storing emails (other than email generated by the automated eTool) pertinent to Bellringers.  The Bellringer Inbox has folders broken out by years (i.e. 2005, 2006) which contain sub-folders titled Bellringer # and subject title (i.e. 05-089 Partial Grounding of X-19 fleet).  When the Bellringer is closed the word CLOSED will be added to the title, immediately after the Bellringer number (i.e. 05-089 CLOSED Partial Grounding of X-19 fleet).  The folder is access controlled and managed by the HQ Bellringer Process Owner.  The Bellringer Inbox is accessible to DCMA-HQ personnel from the internet.

5.  Approving Authority reviews and makes final decision.

    5.1.  The Approving Authority is the DCMA Director, Deputy Director, Executive Director of Contract Management Operations or other designated senior leaders.
    5.2. When the Approving Authority receives an email notification, he/she shall log onto the automated system, review the Service Desk recommendation and provide decision to “Approve/Release”, “Approve/Retain”, or “Disapprove”.  If approved by the Approving Authority the automated system generates email notifications that “Final Decision Received”.  If disapproved by the Approving Authority the automated system generates email to Service Desk for rework and re-submittal.
   
6.  Division notifies PEO of DCMA intent to notify OSD and/or Service Senior Leaders.

    6.1.  When the DCMA Director has approved a "send-out" notification to OSD (cc: SAE(s)), the Division POC shall prepare a send-out for their Division Director (HQ Service Desk Representative will assist as necessary) to use in notifying the PEO of our intent to inform OSD. The Division will have 4 hours to notify the PEO prior to the Service Desk Representative forwarding a draft OSD "send-out" to the Director for transmission. 

        6.1.1.  The Division POC should begin drafting Division email send-out for the PEO upon receiving notice that the Service Desk Representative has recommended the DCMA Director "send out".
        6.1.2.  The Division POC will include the cognizant DCMA Customer Liaison as a "copy to" addressee on Division Bellringer notices to PEOs. 

7.  Service Desk drafts send-out and provides to Approving Authority.

    7.1.  Send Out emails.  When DCMA Director's decision is to send Bellringer information outside of DCMA the following applies:

        7.1.1. The Service Desk shall provide a draft “send out” email message embedded in a transmittal email to/for the Director's consideration.  This process takes place outside of the current automated system and requires “Bellringer Inbox” be placed in the cc: section of both the “transmittal” and “send out” emails. 
        7.1.2.  When the DCMA Director approves release of a send out email notifying individuals above the PEO level (i.e. OSD, SAEs, etc.) the responsible HQ Service Desk Representative shall withhold sending the draft to the Director for not longer than 4 business hours giving the Divisions an opportunity to notify the appropriate PEO (s) of the notification being sent to OSD.

NOTE: Email addresses for distribution outside of DCMA can be found in the "POCs of SAEs, OSD, etc (month, day, year)" email located within the Bellringer Inbox.

        7.1.3.  Bellringer send-outs regarding labor issues shall include the cognizant Service Labor Advisor as a "copy to" addressee.                 
NOTE: “The Friday afternoon Bellringer” - due to time zones, close of business and waiting for Division PEO notification, the timeliness of send out emails can be a challenge.  The following are two of several options:  1. Use the email Message Options to pre-stage and delay message delivery until the appropriate time by opening the email; selecting View, Options, “Do not deliver before”, and setting the time/date as desired.  2. Coordinate with the Staff Duty Officer.

• None required other than ability to report and/or process bellringers via the Automated Bellringer eTool

• Process Indicator/s:
  • TBD
• Workload Indicator/s:
  • TBD
• Resource Indicator/s:
  • TBD
• Supplier Indicator/s:
  • TBD

• PLAS Process code:  There is no dedicated PLAS Process code for this process.  Submitters of bellringers should use the process code that applies to the issue being reported. 
• PLAS Program codes:  Submitters of bellringers should use the Program Code for the program impacted by the issue being reported.

• Automated Bellringer eTool
• Templates for Manually Submitting Bellringer via email (for use if Bellringer eTool is off-line and unavailable)
  • Bellringer Template
  • Bellringer Update Template

• TBD

• There is no portal for this process