SSRO User guide for contract notification report
Contents
1. phone number and email address for the individual 02 03 Include the name of the civil servant project team responsible for managing the contract on behalf of the Secretary of State 01 03 Other 03 01 Any other comments relating to the report not already mentioned in the dates section must be inserted in the comments text box 01 04 General Guidance on template completion 04 01 This section provides you with contact details for the SSRO in case you have any issues completing the report template 02 Contract Reporting Plan 01 01 Basic parameters plan depends upon 01 01 As prompted include the contract start date 01 02 As prompted include the contract end date The reporting date will fall as per the reporting timeline noted in section two of this user guide 01 03 Include the contract value This is not a requirement of this report 01 04 This is a general information requirement for contract reporting purposes This cell is auto populated and is used to determine if a quarterly contract report is required 02 02 Mandated and Additional Agreed Reporting Dates User Guide for Contract Notification Report Included in this section of the templates is a list of the required reporting dates for all types of contract reports This section allows the agreed dates of the on demand contract reports listed above to be include in the contract reporting plan 02 01 Include the agreed date when the additional reports become d2. for each recovery base 13 Payments 01 List of significant individual payments Regulation 25 2 g of the Regulations states that the contract notification report must include a list of all payments exceeding 100 000 or 1 of the contract value whichever is greater expected to be made by the Secretary of State This section is only for primary defence contracts i e those entered into by or on behalf of the secretary of State For each payment include User Guide for Contract Notification Report 1 The date on which the payment did or is expected to fall due in the format dd mm yyyy 2 The actual expected payment date in the format dd mm yyyy 3 As required by the contract select the appropriate currency in which the contractor expects the Secretary of State to make payments 4 the amount m to 3 decimal points or expected amount of each payment 5 Add any additional comments as required 02 Annual profile summarising all contracted payments Regulation 25 2 h and i require an annual profile of all significant individual payments the contractor requires the Secretary of State to make in the required currency For each currency enter the payment due from the Secretary of State for each financial year Amounts must exclude any final adjustment settlements and be made to one decimal point 15 Contract Delivery Milestones The contract notification report must also contain in accordance with Regu
3. SSRO Single Source Regulations Office User Guide for Contract Notification Report User Guide for Contract Notification Report Introduction 1 1 1 2 2 1 3 1 3 2 3 3 3 4 3 5 3 6 Introduction This document is issued by the Single Source Regulations Office SSRO and sets out guidance to assist contractors with statutory reporting requirements for qualifying defence contracts and qualifying sub contracts Statutory reporting requirements are set out in the Defence Reform Act 2014 the Act and the Single Source Contract Regulations 2014 the Regulations Regulation 25 1 requires a contract notification report be provided for qualifying defence contracts Reporting Timeline The contract notification report must be submitted within one month of the initial reporting date General Guidance for completing report templates Ensure macros are enabled within Excel for use of the reporting templates On each worksheet HOME will redirect you to the home worksheet The home worksheet shows the requirements of the reporting template and contains links to each worksheet within the template If applicable the View all worksheets cell on the home worksheet will reveal a list of all the reports that are to be completed in that template Select the appropriate report from the drop down list Where applicable in the top left corner of each worksheet there will be an option to select only cells whic
4. company 03 14 Include any additional immediate parent companies name registration number and address in the lines provided 03 15 Provide any other relevant information relating to the information included above 04 Contracts Regulations 22 2 d 1 require that all reports under Part 5 of the Regulations contain certain information on the contract including the regulated pricing method s used and any User Guide for Contract Notification Report business unit in relation to which a cost recovery rate has been used in determining the price payable under the contract For further details please see Regulation 22 2 d 1 01 Basic Parameters 01 01 Enter the contract title in the value box and make sure it aligns with the title on face of the contract 01 02 Enter a brief description of the goods works or services that are to be provided under the contract 01 03 Enter the unique identifying number you have allocated to the contract 01 04 Enter the unique identifying number allocated to the contract by the Secretary of State 01 05 Ensure the date on which the contract was entered into is correct 01 06 Agree the contract completion date or if that date is not known the expected contract completion date If applicable 01 07 Enter the date of the most recent amendment which affects the price payable under the contract 01 08 Enter the identifying number you have allocated to the amendment 01 09 Enter the i
5. dentifying number the MOD has allocated to the amendment 02 Pricing Analysis Currencies and Commercial Constructs 02 01 Input the price breakdown in millions to three decimal places resulting from each regulated pricing method Use the appropriate contract currency for each pricing method 03 Business Unit Involvement 03 01 Include any business unit in relation to which a cost recovery rate has been used in determining the price payable under the contract Include the name of each business unit in the value section 05 DPS Input Under Regulation 25 2 d and e the contract notification report requires estimated costs and allowable costs split by the defined pricing structure DPS This worksheet sets out the structure of the DPS for these costs 1 Enter the DPS code for each item 2 Enter the description of the DPS element 3 Specify from the drop down list if this is a data input line User Guide for Contract Notification Report 06 07 08 Key Deliverables Under Regulation 25 2 a the contract notification report must contain a list of key deliverables specified in the contract with a brief description of each 1 Include the Name ltem Title of each key deliverable 2 For each key deliverable include a description as directed 3 Provide other comments as required Metrics Under Regulation 25 2 b the contract notification report must contain the estimated quantum of key deliverables
6. determined under step 5 of Regulation 11 User Guide for Contract Notification Report 4 In column AP include the amount that has not been included in the annual profile for each of the above 3 requirements 5 Include any additional comments 02a Costs by defined Pricing Structure Regulation 25 2 d requires an annual profile of any estimated costs split by the defined pricing structure at the initial reporting date are included in the contract notification report No data entry is required for this section other than comments as required 02b Costs by Defined Pricing Structure data entry 1 The DPS codes and descriptions will be auto populated from the DPS input worksheet Include an annual profile of any estimated cost for each item at the initial reporting date 2 Incolumn AT provide the amount of those allowable costs that are non recurring split by defined pricing structure 3 In column AP include the amount that has not been included in the annual profile for each DPS code 4 Include any comments as required 03 Recovery base Volumes Regulation 25 2 f requires an annual profile of the estimated amount of each cost recovery base set out in the contract reporting plan For each recovery base volume select the level units of measurement For each recovery base volume select the estimated amount of each cost recovery base In column AP include the amount that has not been included in the annual profile
7. expressed using the output metrics set out in the contract reporting plan 1 As per the contract reporting plan enter each related DPS code 2 Include the description of each DPS code 3 Include the parameters for each metric 4 Include a definition of each metric 5 As prompted include the value and number of units for each metric Price Under Regulation 25 2 c the contract notification report requires an annual profile of the following matters which have been included in this section and detailed below In this section all financials are to be stated in GBP Million to one decimal point unless stated otherwise 01 Summary Analysis of price An annual profile of each of the following is required The subtotal planned costs of components will be auto populated based on the completion of section 02 below The subtotal cost the total contract price excluding incentive adjustment and the total contract price including incentive adjustment will also be auto populated 1 For each financial year include the estimated risk contingency included in the allowable costs 2 For each financial year include the estimated profit excluding incentive adjustment The incentive adjustment is any amount resulting from an adjustment under step 5 of Regulation 11 3 For each financial year include any additional profit arising from the incentive adjustment if met This is the maximum amount of profit resulting from an adjustment
8. h are used rather than all cells On each worksheet you will find Grey cells Contain headings Blue cells Contain section headings White cells Contain instructions on the information required Are data entry cells and are the only cells into which you input data Select correct option or input numbers or monetary amounts Contain help definitions or notes Green cells Indicate when a cell has been completed and passed validation test i https support office com en au article Enable or disable macros in Office documents 7b4fdd2e 174f 47e2 9611 9efe4f860b12 Correlationld 2a985251 830b 49db 8389 a1 12e9b34a1 4 amp ui en US amp rs en AU amp ad AU bm2 User Guide for Contract Notification Report 3 7 3 8 3 9 3 10 3 11 3 12 The content of each cell is in the following format 1 Choice List select the appropriate answer from the drop down list 2 Free text text numbers 3 Date follow the date format specified 4 Number provide the number rounded to the number of decimal places specified Each worksheet has a sequential number Where possible complete worksheets in the prescribed order with the exception of 01 02 under Report Submission Admin Some worksheets will drive calculations in subsequent worksheets This guidance follows the order contained within the templates and as specified in the Regulations All financial information to be provided i
9. ing defence contract 02 Sub contracts entered into or expected User Guide for Contract Notification Report For each sub contract which meets the criteria detailed above include the name of the sub contractor If the sub contractor is a registered company include the registered name company number and the address of its registered office Select from the drop down list if the sub contractor is associated with the primary contractor or not Select from the dropdown list if the sub contractor is an SME or not In the free text box provide a brief description of the goods works or services that will be provided under the subcontract Enter the date the sub contract was or is expected to be entered into Enter the date in the format dd mm yy Enter the contract completion date or expected contract completion date Enter the date in the format dd mm yy Enter the sub contract currency this is not a requirement of the Regulations Enter the actual or estimated price payable under the sub contract in m to 3 decimal points 10 Select from the dropdown list if the contract has been assessed as a qualifying sub contract This is the assessment made under Regulation 61 1 or 4 Enter Yes No or not yet assessed 10
10. lation 25 2 j a list of all delivery milestones set out in the contract Where the contract sets an expected date for a delivery milestone to be completed include that date 1 Include the milestone short name and milestone description 2 Include the contracted target date as well as the actual or forecast completion date Dates are to be provided in the format dd mm yyyy 3 Provide any additional comments as required Additional comments are to be used to explain any material date variance 16 Subcontracts The contract notification report must also contain in accordance with Regulation 25 2 k and 1 a description of actual or intended sub contracts which the primary contractor has entered into or intends to enter into for the purpose of enabling it to perform its obligations under the qualifying defence contract including the total proportion of the value of the qualifying defence contract which the primary contractor expects to sub contract Each defence subcontract required in this section must have a value not less than 1m or if there are more than 20 such sub contracts each of the 20 which have or expected to have the highest value 01 General description of use of sub contracts As noted above in this section include a description of actual or intended subcontracts which the primary contractor has entered into or intends to enter into for the purpose of enabling it to perform its obligations under the qualify
11. n GBP millions unless stated otherwise Complete all the required information on the template before submission Where references have been given to cells in the reporting templates those references will be used in the user guide If you encounter any problems or have any questions regarding the report templates or user guides contact helpdesk singlesourceregulationsoffice gov uk email address to be set up User Guide for Contract Notification Report 4 User Guide 01 Report Submission Admin This worksheet shows the basic information required to be submitted for the contract including relevant dates individuals and other general information or comments relating to the contract as required under Regulations 22 2 and 22 3 01 01 Dates 01 01 As prompted complete in the box the date by which the report is required Input the date in the format dd mm yyyy Insert any comments relating to the deadline date in the free text comments box 01 02 Before submitting the report complete the box stating the date the report was submitted to MOD and SSRO If you have any comments relating to the submission date input them in the free text comments box 01 02 Individuals 02 01 Insert the name position phone number and email address of the individual submitting the report 02 02 Also include the contact details for the individual to be notified if there are any compliance issues with the submitted report Include name position
12. ue and the relevant financial year to which the report relates 02 02 When finalised include the date the report is submitted and the relevant financial year to which the report relates 03 Supplier Regulation 22 3 requires the contract notification report provided by a contractor which is a registered company contain the information detailed below 03 Contracting Company Basic Reference Date 03 01 As prompted include the registered name of the company 03 02 Include the company number of the contractor 03 03 Include the trading name of the company if that is different from the registered name 03 04 Include the registered address start with name number amp Street Road 03 05 Include town city of the company s registered address 03 06 Include the county region of the company s registered address 03 07 Include the country of the company s registered address 03 08 Include the post code or zip code of the company s registered address 03 09 Indicate whether the company is a SME by choosing SME not SME from the drop down 03 10 Include the date of the last day of the most recently completed financial year for the company This date must be expressed in the format dd mm yy 03 11 State the registered name of any immediate parent undertaking of the company 03 12 State the registered company number of the immediate parent undertaking of the company 03 13 Include the registered address of the immediate parent
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