**CONTRACT DELIVERABLE DESCRIPTION**

**Deliverable Number:** FN01

**Title/Description:** Monthly Status Report

**Frequency of Submission:** Monthly **Number of Copies:** 5

**First Submission Due:** Fifteen (15) calendar days after the end of
the first complete calendar month of the contract.

**Subsequent Submissions Due:** Fifteen (15) calendar days after the end
of the calendar month

**Government Acceptance Required:** Yes

**Government Response Due:** Ten (10) working days after receipt

**Remarks:**

**Format/Content Requirements and Instructions:**

This report is prepared by the contractor to provide a comprehensive
review and analysis of cost, schedule, and technical performance of each
contract task. Status report data will be used by the PTO Program
Management to: (1) evaluate task performance; (2) identify the magnitude
and impact of actual and potential problem areas causing significant
cost and schedule variances from plan; and (3) provide valid, timely,
and auditable task status information to PTO executive management.

[Application/Interrelationship]{.underline}:

Data reported in the Monthly Status Report will pertain to all
authorized tasks. The level of detail to be reported normally will be
limited to individual tasks within a Task Order. However, if individual
tasks are not identified in the Task Order, the reporting will be at the
Task Order level. If a problem area is indicated at the Task Order
level, more detailed data will be provided at the activity level until
the problem is resolved.

**FORMAT/CONTENT REQUIREMENTS AND INSTRUCTIONS (Continued)**

[Preparation Instructions]{.underline}:

The Monthly Status Report shall be submitted in accordance with the
following format requirements:

-   Section 1 Executive Summary

-   Section 2-N Active Task Order Status

\-- For each active Task Order the following will be provided:

\- Task Order Summary

\- Task Status

\- Outlook for Next Month

-   Appendix A Hours By Task and By Individual Name

-   Appendix B Financial Reports for Closed Task Orders

\-- For each closed Task Order the following will be provided:

\- Task Order Summary

-   Appendix C Semi-Annual Financial Reports for Inactive Task Orders

\-- For each inactive Task Order the following will be provided:

\- Task Order Summary

[Section 1 - Executive Summary]{.underline}:

The contractor shall provide a brief narrative of the accomplishments,
problems, and issues regarding all formally authorized tasks. This
section should reflect the contractor's assessment of overall task
status (cost, schedule, and technical) in relation to planned
performance. Schedule performance should be discussed in terms of the
key milestones associated with automated systems development and
maintenance. Monthly and cumulative budget vs. actual cost and cost
variance shall be provided at the total Task Order level, monthly for
active Task orders, and bi-annually for inactive Task Orders.

The contractor shall report on the monthly status of the Task Order
development and implementation process in accordance with the following:

-   Task Orders in process (by title, budget value, and period of
    performance)

-   Task Orders under development

\-- Title

\-- Status

\-- PTO/Contractor Point-of-Contact

**FORMAT/CONTENT REQUIREMENTS AND INSTRUCTIONS (Continued)**

-   Task Orders completed during the month

\-- Title

\-- Completion Date

[Sections 2-N - Task Order Status]{.underline}:

Cost and technical status will be reported at both a summary (Task
Order) and detail (task level) for all active Task Orders.

Task Order Summary

[Cost Status]{.underline}:

A cost summary will be provided at the Task Order level that depicts the
following:

\* Current and cumulative budgeted direct labor hours by labor category

\* Current and cumulative actual direct labor hours expended on the Task
Order by labor category

\* Current and cumulative variances between budgeted and actual labor
hours by labor category

\* If subcontractors are used, current and cumulative budgeted and
actual subcontractor labor hours (cost-shared and non-cost-shared).
Subcontractor actual labor hours must reflect the current report period

\* Current and cumulative budgeted and actual costs (labor, other direct
costs, travel, and subcontractor costs)

\* Current and cumulative variances between budgeted and actual direct
costs

\* Task Order budget at completion

\* Percentage of cumulative actual costs to the Task Order budget at
completion

\* Earned Value for Discrete Task Orders

[Technical Status]{.underline}:

Technical status will be reported in terms of the objectives established
in the Task Order. The contractor shall, whenever possible, establish
objective criteria for evaluating technical progress in relation to the
plan for accomplishing the technical objectives of the contract.

**FORMAT/CONTENT REQUIREMENTS AND INSTRUCTIONS (Continued)**

[Task Status]{.underline}:

Cost and Technical Status

The cost and technical status reporting provisions pertaining to Task
Orders will apply to the task level. Reporting at the task level will
generally constitute the lowest level of reporting. In cases where cost
and schedule variances exceed established thresholds, reporting will, at
the discretion of the PTO, be required at the activity level until such
time as performance problems are resolved.

Variance Analysis

Detailed analysis of cost and schedule variances from plan will be
required whenever variances exceed a threshold established in the Task
Order. Cost variance thresholds will be expressed in terms of dollars
and percent. Schedule variance thresholds will be expressed in terms of
deliverables or task end-dates that are days ahead of, or behind, the
schedule established in the Task Management Plan.

Variance thresholds will vary according to the size, scope, and
criticality of the effort. Variance thresholds will be specified in the
Task Order and will be subject to negotiation between the PTO and the
contractor.

Variance analysis shall include:

\* Nature of the variance (dollars/percentage over or under costs
baseline; days ahead of or behind schedule)

\* Reason(s) for the variance

\* Impact on the immediate Task Order

\* Corrective action taken

Outlook for Next Month

This section will contain a compilation of all significant activities
and events to be addressed in the next Monthly Status Report. The
contractor will specifically address workarounds and other planning
efforts undertaken to resolve problems identified in the current month's
Status Report.

[Appendix A - Hours by Task and by Individual Name]{.underline}:

The contractor shall report for both discrete and level of effort Task
Orders. The report shall include hours by Task Order, task and/or
activity levels, and by individual names (including the names of
subcontractors working on the task).

**FORMAT/CONTENT REQUIREMENTS AND INSTRUCTIONS (Continued)**

[Mechanized Data Submissions]{.underline}:

The contractor shall submit cost and labor hour data via electronic
media in ASCII flat files (a copy of the electronic format is attached).
A listing of the file names, file size, and other pertinent data
accompany the submission to expedite data processing by the PTO. Two
electronic data downloads will be provided on a monthly basis. One
download will reflect cost and labor hour actuals at the task level for
all tasks. The second download will include actuals by WBS level 7
program codes for activities for which program codes have been assigned.

[Appendix B - Financial Reports for Closed Task Orders]{.underline}:

Cost Status

Cost status will be reported at a summary (Task Order) level. The cost
status provisions pertaining to active Task Orders will apply to the
closed Task Orders.

[Appendix C - Semi-Annual Financial Reports for Inactive Task
Orders]{.underline}:

Cost Status

Cost status will be reported at a summary (Task Order) level on a
semi-annual basis. The cost status provisions pertaining to active Task
Orders will apply to the closed Task Orders.

Variance Analysis

Detailed analysis of cost from plan will be required on all inactive
Task Orders.

**[Task Order *Actual Cost* Download Requirements (FN01)]{.underline}**

**May 2005**

This document explains the requirements for submitting task order actual
costs (hours and dollars) electronically. An example of the format is
provided.

## Overview

1.  The file is due on the 18th of each month and contains data for the
    previous month.

2.  A soft copy of the monthly status report must accompany the download
    on CD for data verification (per deliverable instructions for FN01
    per the contract).

3.  Actuals are provided via a flat ASCII text file in Comma Separated
    Values (.csv) format and cannot contain any special word processing
    or other characters.

4.  No double or single quotes are to be present in the file.

5.  Do not format dollar values with commas (,) or dollar signs (\$).

**[File Naming Convention]{.underline}**

Files are named using the following convention:

\<code\>.\<month\>\<year\>

The \<code*\>* prefix identifies the contractor submitting the file.

The \<month\> identifies the calendar month for which the actuals are
submitted. It must be a single character, numeric for the first nine
months, and alphabetic for the last three months, of the calendar year.
For example:

January 1

February 2

March 3

April 4

May 5

June 6

July 7

August 8

September 9

October O (the letter O not the number 0)

November N

December D

The \<year\> is a four-digit number identifying the calendar year for
which the actuals are submitted.

**[File Data]{.underline}**

Each line in the file represents a single record consisting of a total
of 6 fields, separated by commas, as follows:

> 1\. Task Number Example: 05-01.01 (include the dash)
>
> 2\. Contractor Code A complete list of contractor codes is available
> from your COTR. This field differentiates between prime and
> subcontractor efforts. A null value indicates the prime contractor;
> however, a comma *must* be provided as a place-holder for the value.
>
> 3\. Cost Element Code A complete list of cost element codes is
> available from your COTR.
>
> 4\. Current Month Actual Hours
>
> 5\. Current Month Actual Dollars ours/Dollars
>
> 6\. Cumulative to Date Committed Cost

Example:

99-07.01,GALX,01,57,4378.62,9871.00

99-13.01,CSC,02,40,3673.00,5978.00

99-15.01,LHM,38,,252.78,252.78

99-22.01,PRC,39,,3835.91,3835.91

## Corrections

If a contractor needs to re-submit a revised or corrected file,
re-submission will be accepted provided the corrected file contains data
for a single reporting period, e.g., May 2005, and contains all actuals
for that period.

**[USPTO/TPPOS Contractor Actuals Data File Requirements]{.underline}**

# May 1999

**A. Actuals are provided monthly via flat ASCII file.**

> 1\. The file is due on the 18th of each month and contains data for
> the previous month.
>
> 2\. The format is Comma Separated Values and cannot contain any
> special word processing or other characters.
>
> 3\. No double or single quotes are to be present in the file.
>
> 4\. Do not format dollar values with commas (,) or dollar signs (\$).

**B. The following fields must be provided in the order shown:**

1\. Contractor Code - Contact TPPOS, who will assign a four-character
code . Some acceptable values:

SAMPLE:

SMIT - Smith Technology Corporation

2\. Month and Year (Format MMM-YYYY)

3\. Task Order Number (include the dash "-"; must use the correct
number, i.e. 99-03 instead of 99-3)

> 4\. Program Code (Only valid program codes may be used.)
>
> 5\. Actual Hours
>
> 6\. Actual Labor Dollars (Fully Loaded)
>
> 7\. Actual Non-Labor Dollars (ODC\'s, Material, Services)
>
> 8\. Actual FCCM Dollars
>
> 9\. Actual Base Fee Dollars
>
> Sample data is provided in Section E.

C. If a contractor needs to re-submit a revised or corrected file,
re-submission will be accepted provided the corrected file contains data
for a single reporting period, e.g., September 1995, and contains all
actuals for that period.

D. Files are named using the following convention:

> \<code\>\_act.\<month\>
>
> The \<code\> is an acceptable contractor code, as shown under section
> B above.

The \<month\> is a three letter code identifying the reporting month,
i.e., the month identified to the data contained in the file.

> For example: file smit_act.sep contains September actuals from Smith,
> i.e., actuals reported *against* the month of September, *not* actuals
> that were provided *in* the month of September.
>
> Using this convention, even if a re-submission is required several
> months later, the file name always identifies *what* the file
> contains, not *when* the file was created.

E. Sample Data File:

> Smit_act,MAR-99,99-01,ABCGB0,148,1327.8,1200.50,548.37,727.36
>
> Smit_act,MAR-99,98-23,ABCGB0,227,2582.25,2218.72,792.38,976.57
>
> Smit_act,MAR-99,99-13,ABCGA0,33,570.67,65748.87,1547.39,12438.86
>
> Smit_act,MAR-99,99-15,ABCGA0,122,1199.4,418.22,513.29,656.98

HOURS BY TASK AND INDIVIDUAL NAME

REPORT PERIOD: DECEMBER 1991

TASK ORDER 90-8 U.S. PATENT IMAGE BACKFILE LOAD

TASK ORDER 90-8.1 PLANNING AND TECHNICAL SUPPORT

HELLER, A.R. 150.50

JOHANSEN, H.O. 160.00

O'CONNELL, J.M. [15.00]{.underline}

325.50

TASK ORDER 90-8.2 SOFTWARE MODIFICATION/SYSTEM SUPPORT

CARLETON, S.E. 5.00

PHILLIPS, P.W. [45.00]{.underline}

50.00

TASK ORDER 90-8.3 LOAD AND INSTALL U.S. PATENT BACKFILE IMAGES

AMORY, L.T. 155.00

BAYLOR, W.B. 160.00

BISHOP, H.L. 178.00

BRENNER, M.T. 190.00

CONNER, J.A. 165.00

CLARKE, W.W. 183.00

FRANKLAIN, T.S. 151.50

HEARST, P.L. 155.00

JEFFERSON, R.T. 131.00

JEFFERY, M.R. 156.00

MARSON, W.A. 152.00

MASON, P.E. 135.00

O'BANNON, M.X. 143.00

PEARSALL, A.W. 160.00

REXHALL, S.T. 142.00

RYDER, W.F. 133.00

SANDERSON, M.M. 101.00

WHETSTONE, P.T. [132.00]{.underline}

2,722.50

TASK ORDER 90-8.4 DEVELOP RAD LOAD PLAN

HEINLEIN, R.W. [19.50]{.underline}

19.50

TOTAL TASK ORDER 90-8 3,175.50

**SAMPLE**

AUTOMATED PATENT SYSTEM

TASK ORDER SUMMARY

REPORT PERIOD: AUGUST 1995

TASK ORDER 96-XX TASK ORDER TITLE

==================================================================================================================

LABOR HOURS \|\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-- Current
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--\|\-\-\-\-\-\-\-\-\-\-\-\--
Cumulative-To-Date \-\-\-\-\-\-\-\-\-\-\-\--\|\-\-\-\-\-- At Completion
\-\-\-\-\--\|

Category Budget Actual Variance Budget Actual Variance Budget

CATEGORY A LABOR HOURS 0.00 0.00 0.00 0.00 0.00 0.00 0.00

CATEGORY B LABOR HOURS 0.00 0.00 0.00 0.00 0.00 0.00 0.00

CATEGORY C LABOR HOURS 0.00 0.00 0.00 0.00 0.00 0.00 0.00

CATEGORY D LABOR HOURS 0.00 0.00 0.00 0.00 0.00 0.00 0.00

CATEGORY E LABOR HOURS 0.00 0.00 0.00 0.00 0.00 0.00 0.00

TOTAL HOURS 0.00 0.00 0.00 0.00 0.00 0.00 0.00

SUBCONTRACTOR HOURS 0.00 0.00 0.00 0.00 0.00 0.00 0.00

GRAND TOTAL HOURS 0.00 0.00 0.00 0.00 0.00 0.00 0.00

LABOR COST 0.00 0.00 0.00 0.00 0.00 0.00 0.00

OTHER COST

> ODCs 0.00 0.00 0.00 0.00 0.00 0.00 0.00
>
> TRAVEL 0.00 0.00 0.00 0.00 0.00 0.00 0.00
>
> MATERIALS 0.00 0.00 0.00 0.00 0.00 0.00 0.00
>
> SERVICES 0.00 0.00 0.00 0.00 0.00 0.00 0.00
>
> OTHER 0.00 0.00 0.00 0.00 0.00 0.00 0.00

SUBTOTAL OTHER COSTS 0.00 0.00 0.00 0.00 0.00 0.00 0.00

TOTAL TASK ORDER 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00% 0.00%

Note: On-site and Off-site labor hours must be listed separately, along
with the costs.

> Percentage of Budget Used to Date: 0.00%

**SAMPLE**

PTO Monthly Status Report Ending December 31, 1991 Page B-1

APPENDIX B

EXPLANATION OF THE MONTHLY STATUS REPORT BUDGET BASELINE

The December Monthly Status Report budget baseline has been updated to
include one contract modification. A summary of the current budget
baseline updates follows:

-   The budget baseline for Task Order 92-1 has been updated to
    incorporate UNIX Support per Contract Modification 116, dated
    November 27, 1991

-   The budget baseline for Task Order 92-3 has been updated to
    incorporate Fujitsu Tape Drive Maintenance per Contract Modification
    116, dated November 27, 1991

-   The budget baseline for Task Order 92-5 has been revised to delete
    the disapproved PCs per Contract Modification 116, dated November
    27, 1991

Exhibit B-1 documents the revised budget baseline by citing the source
budget document(s), listing both the original proposed budget and the
Monthly Status Report budget for each Task Order, and identifying the
reasons for any differences between the two budgets.

Normally a Task Order is added or modified in the budget baseline upon
issuance of a new Task order or a formal contract modification to an
existing Task Order. Handling of some special cases is described in
footnotes (3), (6), (7), (10), (13), (14), (52), (54), and (58) that
follow.

The following notes apply to Exhibit B-1:

\(1\) The Monthly Status Report budget baselines for Task Orders issued
in GFY89 were calculated using forward pricing rates current at the time
of submission. The proposal budgets were calculated at earlier rates.
The difference between the effective rates when the proposal was
submitted and the current rates at the time that the budget baselines
were calculated results in a small difference in burdened cost between
the baseline and the proposals.

\(2\) The Monthly Status Report budget baseline is calculated in Artemis
which allows only three decimal place accuracy. Some budget submissions
were calculated in LOTUS using four decimal places. There is a
difference of .0004 in the rate used to calculate escalation beginning
in April 1990.

\(3\) These amounts reflect changes that were submitted in the
respective Task Management Plans.

\(4\) This amount represents changes to the budget baseline per Contract
Modification No. 73 (issued March 27, 1989) for space to house the
Maintenance and Technical Support Facility. Burdened costs were added
retroactively from March 1989 through September 1989.

\(5\) This amount represents changes to the budget baseline per Contract
Modification No. 75 (issued May 10, 1989) for a 60-month LTOP of 6 Sony
Library Storage Units. Burdened costs were added to the July 1989
through September 1989 budgets. A lump payment for the 7 months from
January 1989 through July 1989 is budgeted in July. Single-month
payments are budgeted in August and September. The balance of the
burdened costs provided in Contract Modification No. 75 represents 4
months of payments prior to January 1989 to the Phase II contracts.

**SAMPLE**

December 23, 1991

BUDGET BASELINE SUMMARY

ACTIVE TASK ORDERS

Task TOTAL MONTHLY STATUS ADJUSTMENT

Order DESCRIPTION PROPOSED BUDGET REPORT BUDGET AMOUNT REMARKS

91-14 TEXT SEARCH 000,000 (\*\*\*) 000,000 (0,000) Reprice using rates -
PTO ltr 7/20/90 (81)(26)

91-15 BASELINE DELIVERY 1.7 0,000,000 (\*\*\*) 0,000,000 (0,000) Reprice
using rates - PTO ltr 7/20/90 (81)(26)

91-16 REENGINEERING FOR DEPLOYMENT 000,000 (\*\*\*) 000,000 0

91-17 BASELINE DEVELOPMENT 000,000 (\*\*\*) 000,000 0

92-1 PROGRAM MANAGEMENT 0,000,000 (\*\*\*) 0,000,000 0,000 Add H/W
Maintenance Support - Modification 112 (23)(91)

92-2 SYSTEM-WIDE DEVELOPMENT 0,000,000 (\*\*\*) 0,000,000 0

92-3 OPERATIONS AND MAINTENANCE 0,000,000 (\*\*\*) 0,000,000 00,000 Add
Samsung Tape Drive Main - Modification 112 (23)(91)

# SAMPLE - Contract Task Order Accounting Cost Element Codes

September 16, 1998

These codes are used to identify hours and/or dollars as appropriate.

**[Labor Codes]{.underline}**

> \* 01 Program Manager
>
> 02 Project Manager
>
> 03 Principal Transition Project Manager
>
> 04 Principal Software Engineer
>
> \* 05 Senior Software Engineer
>
> \* 06 Junior Software Engineer
>
> \* 07 Senior Communications Engineer
>
> \* 08 Operations Research Analyst
>
> \* 09 Principal Systems Engineer
>
> \* 10 Senior Systems Engineer
>
> 11 Principal Information Engineer
>
> 12 Principal Business Process Engineer
>
> 13 Senior Info Engineer /Bus Pro Engineer
>
> 14 Junior Info Engineer /Bus Pro Engineer
>
> 15 Database Specialist
>
> 16 Senior Info Systems Specialist
>
> 17 Junior Info Systems Specialist
>
> 18 Principal Systems Analyst/ Programmer
>
> \* 19 Senior Systems Analyst/ Programmer
>
> \* 20 Junior Systems Analyst/ Programmer
>
> 21 Systems Programmer
>
> \* 22 Subject Matter Specialist
>
> 23 Library Scientist or Computer Specialist
>
> \* 24 Technical Writer/Editor
>
> \* 25 Administration and Clerical Staff
>
> 26 Senior Business Support Admin
>
> 27 Junior Business Support Admin
>
> \* 50 Principal Systems Architect
>
> \* 55 Principal IT Security Engineer
>
> \* 56 Senior IT Security Engineer
>
> \* 60 Principal Network Engineer
>
> \* 61 Senior Network Engineer
>
> \* 62 Junior Network Engineer