Assigning UNIFORM PROCUREMENT INSTRUMENT IDENTIFICATION NUMBERS

[trplyr]

The DFARS provides the following guidance when assigning the 9th position of the PIIN.

Purchase orders--manual (assign W when numbering capacity of M is exhausted during the fiscal year) - M

Purchase order--automated (assign V when numbering capacity of P is exhausted during a fiscal year)- P

My past experience has been if I was not using any type of ADP procurement system, i.e SPS, ITIMP, PD2, then I would use a W or an M. For example, I used a blank DD 1155 and continuation sheets and filled it in with all the clauses, prices, etc.

If on the other hand, I did use an "automated" procurement system, SPS, ITIMP.. then I would use a V or a P.

Another interpretation of "automated" is, no human intervention. i.e, the system sends out the solicitation, makes the award based of a established criteria. Assign a P or V. On the other hand, I use the ADP system to select my potential vendors, obtain quotes, and make the award. Assign a M or W.

Any thouhts on this?

[formerfed]

The DFARS provides the following guidance when assigning the 9th position of the PIIN.

Purchase orders--manual (assign W when numbering capacity of M is exhausted during the fiscal year) - M

Purchase order--automated (assign V when numbering capacity of P is exhausted during a fiscal year)- P

My past experience has been if I was not using any type of ADP procurement system, i.e SPS, ITIMP, PD2, then I would use a W or an M. For example, I used a blank DD 1155 and continuation sheets and filled it in with all the clauses, prices, etc.

If on the other hand, I did use an "automated" procurement system, SPS, ITIMP.. then I would use a V or a P.

Another interpretation of "automated" is, no human intervention. i.e, the system sends out the solicitation, makes the award based of a established criteria. Assign a P or V. On the other hand, I use the ADP system to select my potential vendors, obtain quotes, and make the award. Assign a M or W.

Any thouhts on this?

I believe the intent is "automated" means no human intervention - the system assigns a sequential number.

[Velhammer]

Typically I've seen manual PIINs for purchase orders used in two different scenarios:

1) Oral orders that are subsequently confirmed in writing (SPS allows you the option to stamp the front page as a confirming order, BCAS used to do it automatically if an "M" PIIN was assigned).

2) For "maintenance and service agreements" that are typically drafted prior to the up-coming fiscal year, allowing the PIIN to be assigned in advance, vice being generated by the automated procurement system.

[formerfed]

Typically I've seen manual PIINs for purchase orders used in two different scenarios:

1) Oral orders that are subsequently confirmed in writing (SPS allows you the option to stamp the front page as a confirming order, BCAS used to do it automatically if an "M" PIIN was assigned).

2) For "maintenance and service agreements" that are typically drafted prior to the up-coming fiscal year, allowing the PIIN to be assigned in advance, vice being generated by the automated procurement system.

One interesting thing I've seen is manually re-assigning the same order number for "maintence and service agreements" year after year with just changing the FY identity field. The Finance people say that makes their job a lot easier when renewals go into effect.