DP3: One of the 'P's Stands for 'Paper'

‘Defense Personal Property Program will create a single, paperless Joint Personal Property Program that integrates and automates all processes that support a personal property move.’ – SDDC DP3 Pamplet ‘Moving in the Right Direction’

This quote from an early SDDC DP3 brochure demonstrates that one of the goals of the new program was to create a paperless system. While this was certainly a noble goal, and one that many TSPs would support, the results from the first year of DP3 proves that we are still a long way from a paperless system, and it is unlikely that will change anytime soon.

‘The TSP is responsible for providing weight tickets and documentation according to Service policy to the PPSO within seven days of pickup and for providing and maintaining copies of all supporting documents for audit and dispute purposes. Any other documents…may be requested by a random sample for PPSO review.’ – DTR, Part IV, Section U

This quote from the DTR is one of the reasons why DP3 will never be a paperless program. The right for PPSOs to request billing documentation means that the TSP, (and Daycos as a TSP Billing Representative) always has to be prepared to provide it when requested. Additionally, there are bases, most notably JPPSO-COS, that request documenation on nearly every invoice we submit to them. Therefore lots of paper is still being collected and used in the billing process.

‘GSA reserves the right to request hard copy supporting documentation from the TSP to conduct post-payment audits.’ – DTR, Part IV, Section U

This section from the DTR illustrates another part of the billing process that potentially requires paper. Due to the workarounds, data entry limitations, and other errors encounted while working in DPS, it is unclear how much GSA will rely on the data in DPS to perform post-audits. When we are called upon by GSA to defend a billing done in DPS, it is likely that being able to produce paper documentation supporting the charge will be more effective than pointing out data elements within DPS. It has been our suggestion that all TSPs be prepared to defend all future audits with supporting documentation.

Despite these situations where documentation may be required, we still have TSPs asking us to bill based solely on the information contained in the DPS system. Even if the PPSO and GSA requirements were removed from the DTR, we would not be comfortable with this request. We do not trust the data in DPS to be complete, whole, and accurate. We have seen too many instances where the DPS data elements contain incorrect or missing dates, weights, addresses, or other elements. To bill based on this faulty data would almost guarantee a high percentage of invoices would be incorrect.

TSPs need to recognize and accept that DP3 will never be a truly paperless system. DP3 may not be the program for which we hoped, but it is the program we have for the forseeable future, and this program is still fueled by paper.

Related Posts

1. Submitting DFAS-Indy Paper Bills - June 24th, 2010
2. Paper Finance Payment Inquiries - January 24th, 2007
3. Reminders When Accomplishing Paper-Submitted SF1113's - July 18th, 2006