On-going – Consult with clients on an as-needed, telecommuting basis – from designing an allowable-bonus policy to enhancing internal controls.
August 2019 – Sub-consult to colleague on behalf of her client regarding 1) preproduction costs, 2) quantification of time-period of leased equipment, and 3) support for related-parties transactions. Give clear definitions and examples.
July 2019 and ongoing – Recommend changes to pre-award submissions (questionnaire, appendices, etc.) supporting the budget or cost proposal. Draft a replacement appendix for travel and explain challenges. Suggest ways to better support Source Justification and Price Justification of purchases. Suggest compliant methods of recording all hours worked and re-investment from CEO (as employee) into for-profit company (as owner). Discuss several cash-flow topics and solutions. Use understandable words and examples to ensure general ledger allowable Job costs, by account, equal cost-reimbursable billing – incurred for each month, regardless when paid. Participate in a GoToMeeting to explore the first billing, especially matching budgeted versus billed accounts with the general ledger. Recommend GovCon defenses for potential customer concerns.
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July through September 2019 – Guide non-profit contractor toward decisions about either restructuring Accounting System for actual Indirect Cost Rate (ICR) or continuing acceptance of de minimis rate. Proposals and billings for cost-reimbursable contracts do not recover all allowable indirect costs. Discuss account segregation between direct and indirect costs plus unallowable costs, such as fundraisers, unique to non-profits. Build an ICR workbook of general ledger amounts. Segregate direct, indirect, unallowable direct, and unallowable indirect costs. Use those costs for an allowable pool and applicable base to calculate an ICR for Year-To-Date information provided. Show allocations to Jobs. Participate in GoToMeeting with client regarding the ICR calculation and allocation. Discuss Policies, Procedures, and Forms for which the client requested templates. Explore liability for not meeting contract Terms and Conditions (direct versus indirect general ledger records) in compliance with OMB Circulars and FAR.
February 2019 through April 2019 – Guide a client toward a DCAA-passable Accounting System. Evaluate general ledger support. Recommend revisions to the Chart of Accounts. Analyze current policies and procedures – primarily focusing on stronger Internal Controls – for limited, small business resources. Recommend specific additions and deletions with explanatory comments. Write a summary report of (separately) significant and notable review-findings. Using templates, tailor ten draft policies and procedures to address gaps. Explain Accounting System Review process and recommend a priority-order for addressing findings. Explain labor and labor-related month-end (accrual) adjustments and their timing. Discuss the methodology for calculating and allocating indirect rates. Conduct a virtual meeting with the client. Discuss the recommended wording changes to the policies and procedures, adequate documentation for travel expenses, and the mapping of indirect pools and bases.
January 2019 through April 2019 – Work with an ongoing client, covering multiple objectives. Translate terms and conditions (T’s & C’s) in multiple documents. Add several comments to customer T’s & C’s on intellectual property; discuss client concerns; and rewrite recommended revisions. Research and evaluate FAR clauses within one section of T’s & C’s. Label (non-negotiable) public laws, recommended deletions, and defense for negotiating clauses. Research FAR Part 52 to comment in understandable language. Discuss contract types and their (separate) cost/price proposal formats; ways to support travel expenses; and decision-trees for several subcontract/purchase flow-down clauses.
June 2018 through November 2018 – Lead multiple cost proposal efforts for a small business. Create a Level of Effort Summary by Task and a Summary slide per the solicitation template. Carefully re-read solicitation proposal-requirements and verify compliance. Correct indirect expense spreadsheets. Update formulas; verify labor rates; and direct attention to gray-fill cells that control whole-workbook updates. Participate in a virtual meeting about limited historical data and options with a low risk of client-customer findings. Using a methodology aimed toward differing contract-types and NTE-amounts by CLIN, restructure the General and Administrative pool and base. Recalculate workbook and draft a narrative validating indirect rates. Format workbook pages per the solicitation.
For a different cost proposal – research, calculate and adequately support (travel and other) proposed costs. Review calculations after client input and explain recommended specific revisions. Provide comments for possible, negative client-customer responses – with recommended, understandable, supporting explanations. Discuss with the client, intellectual property T’s & C’s, different contract-types, and small business exemptions (e.g., FAR Part 30). During a multiple-attendee, virtual meeting, discuss proprietary markings on I.P. documents.
March 2018 through May 2018 – Prepare a division of a large corporation for an up-coming Contractor Purchasing System Review. Perform a mock audit, resulting in a report on company-wide processes and one-time errors. Include specific, practical recommendations to mitigate/eliminate findings.
Explain how individual proposal Small Business Plans relate to one company-wide Plan. Provide recommended forms for Sole Source, Negotiation Memo (requirements), chronological (award) checklist and other efficient-compliance tools. Report ways to adequately support supplier prices, with usable explanations and examples. Evaluate, recommend revisions, and rewrite some (example) vendors in the Master List, with either large business or small business types. Read current policies and procedures; recommend many, specific wording changes. Review dozens of files for individual purchase awards; note significant process, significant error, and other process findings. Include comments and references in notes for use in the report. With applicable Buyer, discuss practices for blanket orders; note challenges. Provide notes on each sampled purchase award review. Prioritize findings for report. Write significant findings in priority order, each with recommended corrective action – typically copied from revised policies and procedures. Include a Table of Contents, Index, and Appendices of several templates and of examples from reviewed purchase award files. Discuss the mock audit report with management plus two employees implementing new policies and procedures.
Draft revisions and support for specific cost proposals and specific-proposal Small Business Plans. Guide a Buyer hoping to help a foreign supplier with the Buyer checklist. Explain and give individual Buyers examples of adequate support for required documentation.
Analyze resumes and conduct phone interviews with candidates for the Purchasing Compliance point-employee. Provide written notes to management, on each candidate. Provide guidance, including decision trees, to new hire.
January 2018 – Convert non-compliant accounts in client fiscal year 2017 Profit and Loss report into compliant support. Develop indirect rates and fully-loaded, labor “wrap” rates for each labor category. Include one-cell changeable profit percentage for use in future “Labor Hour” and “Time and Material” bids.
December 2017 – Create “Empty Shell” General Ledger for compliant Chart of Accounts and Job Cost accounting. Include specifically unallowable accounts with FAR references in descriptions. Delete all “pass-through” Items. Break out new P&L accounts among applicable sections, including direct versus indirect unallowable accounts. Enter Customer and Jobs for internal costs and for samples. Review and edit “Lists,” “Job Types,” and “Customer Types.” Verify rows and columns in P&L by Job report. Convert Enterprise G/L to Premier G/L, exporting and importing .iff files and verifying, editing, or deleting specific accounts, items, etc. Tailor template Forms and related Policies and Procedures to easily convert transactions into G/L records.
November & December 2017 – Support (competitive pricing, per diem, etc.) for proposed Travel. Determine other support required for Direct Material and reverse-calculate Fringe rate and G&A rate. Advise client about subcontractor fee, G&A versus COGS, plus adequacy of pricing support. Work on proposed Labor support and calculations. Read Government’s RFP cover letter and add comments, using Word “Review” tool. Discuss major-subcontract negotiation memo, payments for milestones, and security clearances. Work on supportable calculations for Fringes and G&A. Draft support for profit per FAR factors. Define a Letter Contract, for expediency of award and explain Government use of Certification of Cost or Pricing Data. Peruse each clause (terms and conditions) from FAR and DFARS anticipated to be in the awarded contract. Highlight each requirement of special note. Explain context of requirements and/or likelihood of clause to impact the client. Research and connect several FAR quotes to explain clauses incorporated by reference. Translate regulations into simple English; give examples, where appropriate. Go through all 41 pages in detail. Discuss Government Evaluator’s letter about IR&D and draft response to Evaluator’s letter.
November 2017 – Participate in a GoToMeeting viewing the current version of cost proposal Summary spreadsheet. Change several cells, columns, and other structural formats to present needed information, while clients and consultant brainstorm. Restructure a new workbook to allow for supporting worksheets for each contributing company. Create sheets that feed Summary, formatted from the Government solicitation. Correct, in the Summary sheets and (source) subcontractor sheets, the workbook for inconsistencies among company bids. Develop a Weighted-average Labor Rates sheet, so that each labor category uses the same rate, regardless of source. Verify Item Totals, CLIN Totals, and other information (such as consistent section headings).
June & July 2017 – Guide client through Pre-award Survey, SF 1408. Provide feedback, especially DCAA “hot button” words that might lead to misunderstandings. Draft some re-writes, especially for the Cost Allocation Methodology. Discuss Bid and Proposal (B&P) and how it folds into the General and Administrative (G&A) pool; Paid Time Off (PTO) accruals, and the indirect rate structure. Set up a template workbook tailored to convert client QuickBooks (QB) Profit & Loss by Job report into indirect rates calculations and absorptions. Guide client on Policies and Procedures (P&P’s) and internal controls. Review P&P’s for gaps. Train client in support and General Ledger (G/L) recording transactions of all kinds, including employee reimbursements; “hard” close; and ICE Model. Sample transactions for a mock audit and provide feedback. Draft wording for a memo to DCAA. Review and provide feedback on the Organization Chart with Job Descriptions.