A Military Interdepartmental Purchase Request (MIPR) is used when one department within the DoD (or any non-DoD department) requests for goods or services that can be provided by another site / department (through an existing contract, for example). The MIPR provides funding information and a description of the goods and services required. The MIPR is created by the requesting agency, it is generated on the DD-448 standard form and send to the assisting agency.
When the MIPR is received, the assisting agency must formally accept or reject MIPR by completing DD448-2 form, Acceptance of MIPR form. Primarily the Acceptance of MIPR form has funding information, Reimbursement Order (Category I) or Direct Citation (Category II) based on which receiving/invoicing/payment processes are determined. The MIPR acceptance form is sent to the requesting agency.
The assisting agency determines whether to use the Reimbursement Order (Category I) or the Direct Citation (Category II) method of funding. With the Reimbursement Order (Category I), the assisting agency pay for the items up front and is then reimbursed by the requesting agency. With Direct Citation (Category II), the requesting agency provides the funds up front.
An example of where a MIPR might be used is when an enhancement/fix needs to be applied to a software/system that is implemented at multiple government agencies. While one agency may be overseeing the contracting services that are responsible for developing the fix, the agencies that will benefit from the enhancement provide a certain percentage of the funds to pay for the software enhancement. These funds are recorded in the form of a MIPR and sent to the overseeing agency. The overseeing agency then receives the MIPR in the contracting system.
Funding Methods
There are two funding methods for a MIPR:
Reimbursement Order: A MIPR is created by the requesting agency, which sends the DD-448 form (MIPR Form) to the assisting agency. The Assisting agency receives MIPR and reviews it. After the review, the assisting agency either accepts or rejects MIPR and sends the DD-448-2 form (MIPR Acceptance Form) to the requesting agency. Further procurement activities are carried out based on the funding category Reimbursement Order. After the MIPR is accepted, the assisting agency commits the purchase requisition (which is actually a MIPR Others with a MIPR Reference of the requesting agency) and obligates the award from its corpus of funds. Later, the assisting agency receives the items or sends the items directly to requesting agency, and makes the payments to the supplier. Finally, the assisting agency sends items to the requesting agency and gets the required reimbursement by providing an invoice that has the MIPR number as a reference.
Direct Citation: A MIPR is created by the requesting agency, which sends the DD-448 form (MIPR Form) to the assisting agency. The Assisting agency receives MIPR and reviews it. After the review, the assisting agency either accepts or rejects MIPR and sends the DD-448-2 form (MIPR Acceptance Form) to the requesting agency. Further procurement activities are carried out based on the funding category Direct Citation. The assisting agency creates an award without obligation (funds). The assisting agency sends the award to supplier and the items are received either at the assisting agency or at the requesting agency location. The assisting agency informs the requesting agency about this award (in an offline process, outside the CLM system).Hence, the requesting agency obligates the award. After performing downstream activities (such as receiving,invoicing and payment),the requesting agency requests the assisting agency to close the award.
MIPRs can be created using any appropriate CLM iProcurement responsibility. MIPRs are created in a manner similar to purchase requisitions.
MIPRs can be created for both catalog as well as non-catalog items. Add items to your shopping cart in the same way you would do for regular purchase requisitions and click Checkout. In the Shopping Cart page, below the line details region, you will see a checkbox – Military Interdepartmental Purchase Request. If you select this checkbox, you are indicating to the system that this purchase requisition is a MIPR. This checkbox is not enabled by default. When you select this checkbox, the MIPR Type list of values displays with 2 values: Military Interdepartmental Purchase Request – Others and Military Interdepartmental Purchase Request – Own (the same agency can play the role of requesting agency as well as assisting agency). Select Military Interdepartmental Purchase Request – Own when you wish to create a MIPR for your own agency (your agency is the requesting agency as well as the assisting agency). Select Military Interdepartmental Purchase Request – Others for incoming MIPRs from requesting agencies, for which your agency is the assisting agency. If either of these values are selected (Military Interdepartmental Purchase Request – Own is the default value), the relevant MIPR information is displayed in the Requisition Information page and related pages.
MIPR Assisting Agency is a business classification for suppliers or supplier sites, using which a MIPR Assisting Office can be defined as a supplier. A MIPR Assisting Agency displays it's contact and location details (as a supplier) when a MIPR-Own is created.
MIPR Requesting Agency is a business classification for suppliers or supplier sites, using which a MIPR Requesting Office can be defined as a supplier. This supplier (MIPR Requesting Agency) displays their contact and location details when a MIPR-Others is created. For MIPR-Others, the requesting office is an external agency, so the MIPR-Others is defined and set up outside of the HR locations (HR Extra Information Types form).
For information about setting up the Assisting Agency, and Requesting Agency, see: Oracle Contract Lifecycle Management for Public Sector Implementation Guide.
The Checkout: Requisition Information page displays the MIPR related fields along with the purchase requisition information. After you have entered the Requisition Name and Date Prepared (the MIPR Type you selected in the Shopping Cart page displays in this page too), navigate to the Addresses region. You need to enter the addresses, including the MIPR related addresses, Invoice Office and Assisting Office. Enter a Location, an Address Code and a Contact for the Invoice Office and Assisting Office addresses and save your work.
The MIPR Information region enables you to enter MIPR specific details. Enter relevant data in the fields provided.
FSC/PSC: The Federal Supply Classification (FSC) is a set of codes designed to help the federal government in supplying operations.
Use the field Reimbursable Agreement to enter the value for Reimbursable Agreement Number or Contract Number for the MIPR. This will flow down to award as well.
Control Symbol Number: optional text field.
Transportation Allotment: optional text field.
Signature: The values for this dropdown are: None, Proxy Signature, Signature.
Authorizing Officer: Use the LOV to select a person who will sign the DD-448 form.
Statutory Authority: This is a mandatory field. Enter the specific authority that is cited for making the acquisition.
The MIPR Acceptance region displays for all MIPR type MIPR – Others; however for the MIPR type MIPR – Own, the MIPR Acceptance region displays only if you have selected the MIPR Acceptance checkbox in the Setup: Purchasing Options page > CLM Options region.
Enter the relevant field values in the MIPR Acceptance Information region. The fields marked with an asterisk (*) are required fields.
Click Edit Lines to open the Requisition Information: Edit Lines page. Click the Accounts tab and then click the Update button. The distribution details for the line display on the page. Click the Split Cost Allocation icon at the end of the line to view the ACRN details in the Charge Accounts tab or click the Charge Account link to view the ACRN details. You can enter an ACRN (Accounting Classification Reference Number). The ACRN along with the Appropriation and Limit/Subhead information gets printed in the DD-448 form. The ACRN can be entered by you or it can be system generated. Whether the ACRN is entered by you or is generated by the system, it should begin with AA and follow the numbering scheme cited in DFARS 204.7107 to include starting with A1-A9, B1-B9, etc., after ZZ. The letters I and O cannot be used in the ACRN number.
Each distribution (charge account) can be assigned one ACRN only. Each ACRN represents a given charge account within a single contract. For example, if the system assigns ACRN AA to charge account 112300023234YXZ, and if 112300023234YXZ happens to appear on multiple CLINs within the same contract, it will always be assigned to ACRN AA.
The Regenerate ACRN button enables you to allow the system to generate the ACRN across lines, even if you have entered the ACRN manually. If you click Regenerate ACRN, the changes you entered to the ACRN field are lost. This button is displayed only when the checkbox Enable MIPR is selected in the Setup: Purchasing Options page > CLM Controls region.
In addition, the Accounts tab also has a field called MIPR Obligation Type for each line of account. If the value of the MIPR Obligation Type field in the Checkout: Requisition Information page is Both, then you need to enter the MIPR Obligation Type value for each line.
Save your work and return to the Checkout: Requisition Information page by clicking Apply.
If all the remaining information (approvals etc) is entered in the MIPR, you can submit the MIPR for approval. MIPR–Own and MIPR–Others follow the same approval process as purchase requisitions.
For MIPRs that are of type MIPR-Own, click Submit to get the document approved by various approvers. Notifications are sent to the various approvers to inform them that they need to approve / reject the MIPR document. The MIPR Number is in the notification, making it easier for approvers to refer to. When all the approvers approve the document, the approval Status changes to Approved.
However this approved MIPR will not be available in Demand Workbench (thus you cannot create an award ). The approved MIPR-Own should have a status Approved, Acknowledged, which would make it eligible to show up in the Demand Workbench. In order to reach this status, (Approved, Acknowledged), the MIPR-Own needs to go through the MIPR acceptance acknowledgement action. The following sections describe how the MIPR-Own is accepted and acknowledged.
For MIPRs that are of type MIPR-Others, click Submit to get the document approved by various approvers. Notifications are sent to the various approvers to inform them that they need to approve / reject the MIPR document. The MIPR Number is in the notification, making it easier for approvers to refer to. When all the approvers approve the document, the approval status changes to Approved, Accepted. Other statuses can be Approved, Rejected; Approved, Rejected with Changes. These statuses are based on the MIPR Acceptance information. The approval status shows as Approved, Accepted only when MIPR Others with MIPR Acceptance status Accepted is selected.
Only MIPR-Others with a status of Approved, Accepted are eligible to be in displayed in the Demand Workbench. Thus you can also create an award from a MIPR-Others with a status Approved, Accepted.
The Requisitions page enables you to search for and view MIPRs of both types – MIPR-Own and MIPR-Others – along with other requisitions. Use the search criteria to search for MIPRs. The search results display a column called Requisition Type that shows you whether the purchase request is a MIPR-Own, MIPR-Others or a purchase requisition.
The Requisitions page also enables you to perform various actions, depending on which MIPR Type you select. The Actions list of values changes it's values according to which requisition type you select using the Select radio button.
If you select a MIPR-Own, the following actions are available for you to use:
Acknowledge MIPR Acceptance: Select an approved MIPR-Own to perform an acceptance acknowledgement. The Update MIPR Acceptance page displays on selecting this action. The page enables you to update relevant acceptance acknowledgement information such as MIPR acceptance status, MIPR obligation type, funds information, Authorizing Officer, etc. The Assisting Agency Authorizing Officer field is a free text field in the MIPR Acceptance region, using which you can enter the authorizing officer name, even if the officer does not belong to the agency. After entering the acceptance acknowledgement information, click Continue to go back to the Requisition: Edit Lines page where the Accounts tab is highlighted. The charge account and other accounting details for the MIPR-Own is displayed. Using this page, you can specify the MIPR Obligation Type for each line, provided you have selected the value Both in the main MIPR creation page. The value Both indicates that some MIPR-Own lines have an obligation type of Reimbursement Order and other MIPR-Own lines have an obligation type of Direct Citation. Therefore, it is important to specify the value of the MIPR Obligation Type for individual lines. If the Obligation Type is not Both, you need not continue to the next page because it is not required. Click Apply to return to the Update MIPR Acceptance page.
At times, you may not have decided on the funding method, thus you could select the value Both at the line level too. Thus, regardless of the header level value (Reimbursement / Direct Citation / Both), you can select the Obligation Type Both at the line level. Please note that if you change the Obligation Type at the header level to Both, this will not necessarily cascade down to the line level.
Cancel Requisition: You can only cancel Approved requisitions. If you attempt to cancel an Incomplete requisition, an error message will display. Select Cancel Requisition to cancel a requisition and the Cancel Requisition: Select Lines page appears. You can choose to cancel the requisition in its entirety by clicking Cancel Entire Requisition. Otherwise, enter a reason for the cancellation and select a line or lines to cancel, and then click Continue. The Cancel Requisition: Review and Submit page displays, showing you the line details of the cancelled requisition. Click Submit to submit the requisition for cancellation, a confirmation page displays, with the cancellation confirmation details. View the status of the cancellation request(s) using the Requisition Status page. The value of the requisition will be changed to 0 (zero).
Change: Click Change if you wish to make any changes to a MIPR that has been approved. You cannot change a MIPR that has a status of Incomplete.
When you initiate a change (amendment) to the MIPR, a warning message displays, asking if the changes due to the amendment are acceptable to the assisting agency. Click Yes to continue or No to return to the previous window.
If you initiate an amendment for a MIPR that has some quantity already received, you cannot amend the MIPR to a quantity less than the received quantity.
For more information on changing data on a MIPR, please refer to the chapter Requisition Amendments and this chapter.
Complete: You can complete a requisition that has a status of Incomplete. Click on the Complete Button, the Shopping Cart page displays with the line items of the incomplete requisition. Click Checkout and you will be taken through the entire checkout process for the MIPR, including editing the lines and submitting for approval.
Copy to Cart: The lines of the existing MIPR get copied to a new or in-use cart and you can proceed with the checkout process. Thus you can copy line items from one MIPR to another. This often serves as a shortcut to reorder frequently requested items.
Generate DD-448: Select this action to generate the DD-448 form in PDF format. You can generate a DD-448 form for both draft (incomplete) and approved MIPRs, and also for MIPR Amendments, however, you can send a DD-448 only if the status of the MIPR is approved. If the DD-448 is generated, it is also stored in the system for later retrieval and viewing.
Note that when a MIPR-Own is submitted for approval, the system automatically generates a DD-448.
Send DD-448: Select this action to send the DD-448 form to the assisting agency. The page that displays shows a region Send DD-448 with the details of the assisting agency as well as the person details of the assisting agency authorizing officer. You can view the DD-448 form before sending it, by clicking View DD-448. Click Send to send the DD-448 to the multiple recipients (usernames or email addresses) in the assisting agency. A confirmation message displays, stating that the DD-448 has been sent successfully. Otherwise an error message displays, telling you why the sending of the DD-448 failed. You can resend the DD-448 in case of an error.
View DD-448: If you have generated a DD-448, it is stored in the system and can be retrieved later for viewing. Select this action if you wish to view a DD-448 form. You will be prompted to save or open the DD-448 form as a PDF. When you open the DD-448 form or save it and open it later, the Signature block is displayed as //Signed/<authorizing officer name>. The Signature block appears as Signed only for approved requisitions.
View MIPR History: View the actions taken on the MIPR using the View MIPR History action. The page that displays when you select the View MIPR History action shows you the action and action date along with the office address and contact details of the sender. Optionally, you can add notes to individual actions and save the notes. The MIPR Acceptance Response column enables you to view responses such as MIPR Accepted, or MIPR Rejected. Click the Return link at the bottom of the page to go back to the Requisitions page.
Receiving DD-448 by the assisting agency
The assisting agency receives the DD-448 as an email attachment /fax/print from the requesting agency contact. As the assisting agency contact, you need to check your email / fax / print to verify receipt of the DD-448 form from the requesting agency. To configure email to receive the DD-448, you need to perform some setup steps, the details of which are in the Oracle Contract Lifecycle Management for Public Sector Implementation Guide.
The Requisitions page also enables you to perform various actions, depending on which MIPR Type you select. The Actions list of values changes it's values according to which requisition type you select using the Select radio button.
If you select a MIPR-Others, the following actions are available for you to use:
Change MIPR Acceptance: Note that this action is different from the Change action, which is used to initiate amendments. Change MIPR Acceptance is a request to the requesting agency to initiate an amendment for an already accepted MIPR without incrementing the amendment number. Even though the MIPR-Others has been accepted by sending DD448-2 (MIPR Acceptance form), it still needs to be amended by the assisting agency. Select an approved MIPR-Others to perform a change MIPR acceptance. The Update MIPR Acceptance page displays on selecting this action. The page enables you to update relevant acceptance acknowledgement information such as MIPR Acceptance Status, MIPR Obligation Type, funds information, Authorizing Officer, etc. With MIPR-Others, the Authorizing Officer is a free text field in the MIPR Details region in the requisition header. The Attachments region enables you to add as many attachments as required to the acceptance acknowledgement information. After entering the acceptance acknowledgement information, click Continue to go back to the Requisition: Edit Lines page where the Accounts tab is highlighted. The charge account and other accounting details for the MIPR-Others is displayed. Using this page, you can specify the MIPR Obligation Type for each line, provided you have selected the value Both in the main MIPR creation page. The value Both indicates that some MIPR-Others lines have an obligation type of Reimbursement Order (where the line of accounting belongs to the assisting agency) and other MIPR-Others lines have an obligation type of Direct Citation (an external value for line of accounting is used and the charge account for the assisting agency is a dummy value). Therefore, it is important to specify the value of the MIPR Obligation Type for individual lines.
At times, you may not have decided on the funding method, thus you could select the value Both at the line level too. Thus, regardless of the header level value (Reimbursement / Direct Citation / Both), you can select the Obligation Type Both at the line level. Please note that if you change the Obligation Type at the header level to Both, this will not necessarily cascade down to the line level.
Click Apply to return to the Update MIPR Acceptance page. In the Update MIPR Acceptance page, click Return to go back to the Requisitions page.
Cancel Requisition: You can only cancel Approved requisitions. If you attempt to cancel an Incomplete requisition, an error message will display. Select Cancel Requisition to cancel a requisition and the Cancel Requisition: Select Lines page appears. You can choose to cancel the requisition in its entirety by clicking Cancel Entire Requisition. Otherwise, enter a reason for the cancellation and select a line or lines to cancel, and then click Continue. The Cancel Requisition: Review and Submit page displays, showing you the line details of the cancelled requisition. Click Submit to submit the requisition for cancellation, a confirmation page displays, with the cancellation confirmation details. View the status of the cancellation request(s) using the Requisition Status page. The value of the requisition will be changed to 0 (zero).
Change: Click Change if you wish to make any changes to a MIPR that has been approved. You cannot change a MIPR that has a status of Incomplete.
When you initiate a change (amendment) to the MIPR, a warning message displays, asking if the changes due to the amendment are acceptable to the assisting agency. Click Yes to continue or No to return to the previous window.
If you initiate an amendment for a MIPR that has some quantity already received, you cannot amend the MIPR to a quantity less than the received quantity.
For more information on changing data on a MIPR, please refer to the chapter Requisition Amendments and this chapter.
Complete: You can complete a requisition that has a status of Incomplete. Click on the Complete Button, the Shopping Cart page displays with the line items of the incomplete requisition. Click Checkout and you will be taken through the entire checkout process for the MIPR, including editing the lines and submitting for approval.
Copy to Cart: The lines of the existing MIPR get copied to a new or in-use cart and you can proceed with the checkout process. Thus you can copy line items from one MIPR to another. This often serves as a shortcut to reorder frequently requested items.
Generate DD-448-2: Select this action to generate the DD-448-2 form (MIPR Amendment Acceptance) in PDF format. You can generate a DD-448-2 form for both draft (incomplete) and approved MIPRs, and for MIPR Amendments too, however, you can send a DD-448-2 only if the status of the MIPR is Approved, Accepted. If the DD-448-2 is generated, it is also stored in the system for later retrieval and viewing.
Note that when a MIPR-Others is submitted for approval, the system automatically generates a DD-448-2.
Liquidate: Use Liquidate to unreserved the funds in the MIPR. If there are funds remaining in the MIPR, and will not be used to fund other awards, these remaining funds can be liquidated. Liquidation, in effect, unreserves the funds in the MIPR only, and this does not affect the line amounts, distribution values etc. Click Liquidate to unreserve the funds. The system displays a message, confirming that the liquidation of funds has completed successfully. Note that you can unreserve the funds at the MIPR document level only, and not for individual lines within the MIPR.
Send DD-448-2: Select this action to send the DD-448-2 form to the assisting agency. The page that displays shows a region Send DD-448-2 with the details of the assisting agency as well as the persons details of the sender of the DD-448-2. You can view the DD-448-2 form before sending it, by clicking View DD-448-2. Click Send to send the DD-448-2 to multiple recipients (user names or email addresses) in the assisting agency. A confirmation message displays, stating that the DD-448-2 has been sent successfully. Otherwise an error message displays, telling you why the sending of the DD-448-2 failed. You can resend the DD-448-2 in case of an error.
View DD-448-2: If you have generated a DD-448-2, it is stored in the system and can be retrieved later for viewing. Select this action if you wish to view a DD-448-2 form. You will be prompted to save or open the DD-448 form as a PDF. When you open the DD-448 form or save it and open it later, the Signature block is displayed as //Signed/<authorizing officer name>. The Signature block appears as Signed only for approved requisitions.
View MIPR History: View the actions taken on the MIPR using the View MIPR History action. The page that displays when you select the View MIPR History action shows you the action code and action date along with the office address and contact details of the sender. Optionally, you can add notes to individual actions and save the notes. The MIPR Acceptance Response column enables you to view responses such as MIPR Accepted, or MIPR Rejected. Click the Return link at the bottom of the page to go back to the Requisitions page.
The MIPRs thus completed are eligible to be available in the Demand Workbench of Buyer Work Center. Please note that the MIPR-Own should have a status of Approved, Acknowledged to be eligible for the Demand Workbench and the MIPR-Others should have a status of Approved, Accepted to be eligible for the Demand Workbench. In the Demand Workbench, if you click the MIPR number hyperlink, the MIPR information displays in read-only mode in a new page. For more information on autocreating MIPR lines to awards, please refer to the Buyer Work Center chapter of the Oracle Contract Lifecycle Management for Public Sector Purchasing User Guide.
CLM for Public Sector can receive purchase requisitions in a standard format from an external requisition system. This ability helps agencies achieve traceability and transparency of contract expenditures, by properly linking requirements, as found in purchase requests. It also helps agencies comply with the regulations for creating requisitions.
Requisitions are created using requisition web services. An XML file is imported from external federal systems, that the CLM requisition web service uses as a source file. When you invoke the requisition web service, the transformed XML is used to create a requisition in the CLM system. Note that the PRDS file is received with additional information when a MIPR (such as a DD-448 or DD-448-2 form) is imported. Use web services to validate the imported PRDS XML, and update the requisition tables.
For more information on setting up PRDS Inbound, see: Oracle Contract Lifecycle Management for Public Sector Implementation Guide.
The Purchase Request Data Standard (PRDS) schema is a way for the Department of Defence to standardize the Purchase Requisition data. This ensures that the right data is provided in order to establish Awards. PRDS is built to be compatible with the PDS for Awards. PRDS XML Generation establishes standard and accurate data that is in compliance with Department of Defense standards. The purchase requisition is also the source for critical data used in contract awards, and thus accurate PRDS XML generation is more important than ever before.
The system has the ability to send CLM iProcurement purchase requisitions outbound in the PRDS format. CLM generates PRDS compliant XML files. The PRDS files contain specific purchase request data elements. In order to ensure that CLM purchase requisition documents are compliant with DoD standards, the system capture all data elements as required by PRDS and also provides the ability to produce an XML file in accordance with the PRDS Schema. However, CLM currently does not support sending PRDS XML files to other agencies.
You can generate the PRDS XML file manually by running the concurrent program called Generate PRDS XML.
The PRDS XML file is auto-generated when the purchase requisition is approved. The Requisition Approval Workflow initiates the PRDS XML generation process if PRDS flag is enabled at office level depending on the requisition type.
In order to generate the PRDS XML file automatically for a purchase requisition, the following criteria must be met:
In case of requisitions that are of type Purchase Requisitions, the PRDS XML file is generated only when PRDS flag is enabled at Issuing Office level.
For MIPR-Own and MIPR-Others type of requisitions: the PRDS XML file is generated only when PRDS is enabled at Assisting Office level.
The Requisitions Details page has an Action History for PRDS. The PRDS field shows the value Yes with a link when the PRDS XML file is generated successfully. Click the link to open the PRDS Action History page. The concurrent request details, along with the posting information, is displayed in this page. The View XML link enables you to open or download the PRDS XML file.
The system notifies the final approver of the purchase requisition document when the PRDS XML file is successfully generated. This FYI notification is sent to the approver only when PRDS XML file has been successfully generated. The notification contains the details of the outbound directory path that contains the generated PRDS XML file.
The requester needs to go to the Action History page (View XML link) in order to view or download the PRDS XML file.