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Quick Guide: What is the GFP Module?

A worker wearing a blue hard hat uses a laptop in a warehouse. The text overlay reads: "Quick guide- What is the GFP Module?"

I’m going to talk about a new Government Furnished Property (GFP) system that will soon be vital to use.

“Oh, great,” you think, “More systems to learn and changes to deal with.”

I hear you. But just because you’re tired of learning new acronyms doesn’t mean you should ignore important changes to government property management.

And this new system promises to improve government property management, for both government contractors and government agencies.

So today I’m going to talk about the GFP Module, a new system created by the government for reporting GFP.

We’ll talk about:

  • What the GFP Module is
  • When to use the GFP Module
  • How the GFP Module will change GFP

What is the GFP Module?

The Department of Defense (DoD) defines the GFP Module and its goals:

“The GFP Module is a new Procurement Integrated Enterprise Environment application that will consolidate all GFP tools and capabilities into a single location. The GFP Module will streamline processing by reusing data and [improving] GFP visibility.”

You may have briefly interacted with the GFP Module already. Starting in April 2018, the government began using the GFP Module to create GFP Attachments, which identify contract information and GFP. Contractors can sometimes view approved GFP Attachments within the GFP Module.

GFP Module transition phases

The transition to the new GFP Module is happening slowly. It began in April 2018 and has continued into 2019.

Because of how extensive this transition is, the DoD is breaking it into separate phases. As of writing, we are heading into Phase 3 of the GFP Module transition. The DoD states what will occur in Phase 3:

“This phase implements the capability to determine disposition actions for government property in the custody of a contractor. The requirements process is underway working closely with DCMA which currently hosts the PCARSS and PLT tools [Property Loss Tools] which will be replaced by the GFP Module.”

Phase 4 and 5 will continue integrating the GFP Module with other systems. This transition will end sometime after Phase 5, which doesn’t yet have a start date.

A chart of To-be GFP Module Architecture. The GFP Module will integrate many processes through each phase.

Diagram from Procure-to-Pay Symposium 2018

When do I use the GFP Module?

You have the option to use the GFP Module to report receipt of GFP, to report shipment of serially managed GFP, and transfer of serially managed GFP to other contracts. Currently, it’s not required to use the GFP Module for these actions.

However, you do need to use the GFP Module if an item lacks a registered UII derived from a physical IUID Data Matrix. You also need to use the GFP Module when:

  • Adding UII to a non-UII single item
  • Adding a life cycle event on the web
  • Registering concurrent IUID items
  • Custody reporting

How will the GFP Module change things?     

So now we know what the GFP Module is and when to use it. But what exactly will it change? How is it different from other systems the government has implemented?

The main difference between the GFP Module and past systems is that the this system will (hopefully) be more centralized and efficient than past systems. This will make managing GFP easier for government agencies as well as government contractors.

Most of the changes affecting government contractors affect how they deal with property documentation and reporting.

Some more specific changes are:

A new website

You now use a different website to view GFP Attachments. In future phases, you will likely use the GFP Module website for other aspects of government property management. The DoD states that it wants the GFP Module to serve as a single face to the industry, so get familiar with it!

Some name changes

To make the transition just a bit more confusing, there are some name changes. iRapt is now referred to as the Wide Area Workflow (WAWF). The Suite is now the Procurement Integrated Enterprise Environment, or PIEE.

Improvements

We have already seen benefits from the implementation of Phase 1 and 2. GFP Attachment creation is now simplified, and property data is already a higher quality across property movement. As we progress through this transition, we’ll likely see data quality increase in all aspects of property management.

A chart titled GFP Module- Workflow. There are three columns, listing the duties of the initiator, reviewer(s), and approver.
Diagram from Procure-to-Pay Symposium 2018

How do I prepare for the GFP Module?

While the GFP Module will take time to implement, it’s essential to stay ahead of the curve. The DoD has several tools to help you learn the about the new module.

You can receive training on the GFP Module from the DoD through the DoD Procurement Toolbox website. They have information about the new Module in articles, presentations, and videos. They also offer online courses through the DAU. All of these are online resources you can access any time.

Conclusion

We hope this quick guide helps you to understand the new GFP Module and how it will change how you work with government property.

Educating yourself about government property is a vital first step to improving your government property management. A great second step is educating yourself about government property management systems. Take a look at how eQuip! has helped thousands of government contractor users to successfully manage GFP.

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