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MDA Pilot Program Form Completion UAT

DFARS MDA Pilot Program Overview

Within PIM, N-tier Compliance functionality exists for the purpose of enabling government agencies to have visibility into the compliance status of each individual organization (i.e. contractors and their subcontractors) involved in its supply chain, for a given individual contract associated with the agency. To track the use and compliance to protect CUI in the contract supply chain, the DFARS 252 Compliance Assertion Form is required to be completed by each contractor dealing with CUI.


We suggest you download a blank form to prepare appropriate answers to the questions in the form. You will be asked to provide identifying information of all your suppliers with whom you share CUI for a particular contract. This information only applies to suppliers with whom you share CUI – not other suppliers.  You probably want to collect that information before you logon, because identifying the correct subcontractors is an important part of this process.



CUI Requirements

All Department of Defense (DoD) contractors that process, store or transmit Controlled Unclassified Information (CUI) must meet the Defense Federal Acquisition Regulation Supplement (DFARS) minimum security standards by December 31, 2017 or risk losing their DoD contracts.


DFARS Safeguarding rules and clauses, for the basic safeguarding of contractor information systems that process, store or transmit Federal contract information. DFARS provides a set of “basic” security controls for contractor information systems upon which this information resides. These security controls must be implemented at both the contractor and subcontractor levels based on the information security guidance in NIST Special Publication 800-171 “Protecting Controlled Unclassified Information in Non-Federal Information Systems and Organizations.” For more information regarding this requirement please visit DFARS Cybersecurity Requirements.



Complete Form

To complete the DFARS 252 Compliance Assertion Form, you must complete basic questions related to your organization, CUI sharing responsibilities, and contact information of Suppliers with whom you share CUI. The steps listed below walk you through completing the form and adding Suppliers with whom you share CUI. 


NOTE: Once your organization is invited to complete a form, all users in your organization subscribed to PIM are assigned to that form. 


If this is the first time anyone in your organization is submitting the DFARS form using PIM, the Start button displays at the top of the Form Detail page. If your organization already completed and submitted the form, or someone already started the form, there are two options to Click to Edit on the Form Detail page.


Add Suppliers Already in Exostar Supplier Community

To complete the form and add Suppliers already located in the Exostar Supplier Community:

Step 1.  On your Home dashboard, navigate to the Form Summary widget and select the Contract Forms tab. 

Step 2.  Select the Edit button located next to the desired form to open the form in edit mode.

Step 3.  Review the Introduction information, and click the Next button to begin answering questions.

NOTE: Select the Save Draft & Exit button if you wish to save the current answers and complete the form at a later time. Click View Answers to review your previous answers. Click the Jump to icon to navigate to specific questions in the form.

Step 4.  If you select Yes to sharing CUI with your Suppliers, the system prompts you to select categories of CUI shared, relevant to your organization’s scope (inclusive of any and all CUI subcontractors) in support of the referenced contract. Select each relevant category.

NOTES:

    • You must select at least one category. If you try to leave the page, the system displays the following: Please select at least one currently valid (active) CUI category relevant to your organization’s scope.
    • This question does not affect the compliance values (self-compliance or flow-down compliance) of your organization in any way.
    • Please see https://www.archives.gov/cui/registry/category-list for additional category information.

Step 5.  When prompted, add Suppliers' information with whom you share CUI.  Click the Search & Add button to open the Supplier Lookup screen.  Enter the Organization Name in the search field.

NOTE: The system returns a list of organizations in order of a Percent Match (the closest matches the system found). Review the organization details (you can use the filters to reduce the list) and if you find your supplier, select it.

 

Supplier Search Hints:

  • The system looks for entries with partial matches. The Match (%) provides a ranking of the results.
  • For multiple word organization names, like “Advanced Manufacturing”, the system returns names with Advanced in them, or Manufacturing in them, or with both in them.
  • Example: If you are searching for Advanced Manufacturing, it may be better to search for Advanced, only because Advanced Manufacturing results in more returned items with Advanced or Manufacturing in the name.  However, the Advanced Manufacturing search returns a record with both words that have a high(est) confidence rating and it will be near the top of the larger list of results.


Step 6.  Click Confirm to add the selected Supplier to your list.

NOTE: If you select Close without saving the selected Supplier, the system displays a confirmation message asking if you are sure you want to close without saving that selected Supplier.

Step 7.  Once you add all relevant Suppliers, click the Next arrow to continue answering the form questions until you reach the Contact Information screen. Complete all required information.

Step 8.  Click the Submit Response button to submit the form.

NOTE: You cannot submit the form without responding to all the questions listed. You can see the progress in terms of approximate percentage (%) complete in the Forms Table located at the top of the form. This progress bar only displays during the initial form completion, and all subsequent revisions display: You are editing a DRAFT version of this form in the header.

Step 9.  A confirmation message displays. Click OK to confirm form submission.



Add Suppliers not found in Exostar Supplier Community

To complete the form and add new Suppliers you cannot find completing a Supplier Search:

Step 1.  On the question asking you to add Suppliers with whom you share CUI, click the Manually Add button to enter New Supplier information.

Step 2.  Once you enter all required fields, click Save or Cancel to proceed.

NOTE: If the system detects a possible match, a Supplier Match Found dialogue box displays. Click the Yes, Select button to choose the match, click the No, Continue button to return to the form, or click the Cancel button to return to the New Supplier screen.

Step 3. Once you add all relevant Suppliers, click the Next arrow to continue answering questions until you reach the Contact Information screen.

Step 4.  Click the Submit Response button to submit the form and send the response to the requesting Buyer.

NOTE: You can submit the form without responding to all the questions listed. You can see the progress in terms of approximate percentage (%) complete in the Forms Table.

Step 5.  A confirmation message displays. Click OK to confirm form submission.



Next Steps

Once you successfully submit the form, you are redirected to the Form Detail page. The following options are available:

  • Assign User: This option allows you to manage form assignments, if necessary.
  • Click to Edit: This option allows you to open the form and make revisions, starting with the Introduction page.
  • View Form Input: This option allows you to walk back through the form to view only, and also provides version options if the form has been submitted multiple times.
  • Edit: Located next to each individual question, and allows you to edit a particular section of the form.
  • History: This section, located at the bottom of the screen, provides form submission details.


If you need to provide additional Suppliers, remove Suppliers, or revise the form contact, the option to edit and resubmit is always available.


Once you complete the Compliance Assertion Form and provide a list of Suppliers you share CUI with, you can modify your PIM user view from Supplier to Buyer and navigate to the Contracts tab, in order to view the form completion status of those Suppliers. For more information on modifying your view, please see the General Navigation - PIM page.


Please see the FAQs - MDA Pilot Program for MDA Pilot Program-specific information.

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