Writing a capacity building case

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1. A case with a customer that is not a customer

A capacity building case is written in the same system as a sale and looks similar on paper, but nobody is buying anything. The United States funds it, an implementing agency executes it, and a partner receives the result. The differences show up in the details of how the document is put together.

Identification starts with a code that carries three facts at once. "The case ID is a 6-position alpha-numeric or alpha-alpha string which includes the BPC Security Cooperation Customer Code (SCCC)/program code, the single-position IA code of the DoD component providing the support, and a three-position case designator" (SAMM C15.3.4).

The program code is not a country code. "Each SCCC/program code in DSAMS-BPC is associated with Benefitting Partners authorized to receive assistance" (SAMM C15.3.4), and the receiving country is selected separately at line level. How such a case runs from there is described in how a BPC case runs and closes.

2. The five business day gate

The sequence begins with a request record created in the system, normally by the agency program manager, with two named programs where the implementing agency creates it instead (SAMM Table C15.T3A).

The implementing agency then reviews it for completeness and either accepts it or sends it back with an emailed reason. For a training grant the clock is explicit: "The IA has five (5) business days to approve or reject the CR in DSAMS-BPC" (SAMM Table C15.T3B).

Only then does the case exist. The agency initializes it and the system generates the identifier, which populates back into the request record (SAMM Table C15.T3A). Development follows, and at the end the approval milestone moves the document into writing status and the agency uploads the cover memorandum, the planning documents and any waivers into the tracking system (SAMM Table C15.T3A).

3. One partner to a line

The single most consequential drafting rule concerns who appears where. "If a BPC case or training grant benefits more than one Benefitting Partner, there may only be one Benefitting Partner on each line of the BPC case" (SAMM C15.3.4), with training handled by adding low value lines so each partner can be tracked separately.

It is restated later in plain terms. "Multiple Benefitting Partners can be included on the same BPC case but may not be included on the same line" (SAMM C15.3.5.4), and the reason is given: "A single Benefitting Partner must be listed on a defense article or service line to enable tracking, monitoring, and evaluation of the provided assistance" (SAMM C15.3.5.4).

One oddity follows for shipping only cases. "For transportation only BPC cases, the program authority is the Benefitting Partner" (SAMM Table C15.T3A), so the field that normally names a country names the authority instead.

4. How the lines are ordered and described

Every line traces back to the planning document. "Each line on a planning document for a BPC program (e.g. MOR, TEL, etc.) must be clearly accounted for on the BPC case" (SAMM C15.3.5), through a list entry, a line description, or a description note, unless the responsible office decides otherwise.

Sensitive items are isolated. "The IA will identify MDE or SME items from the MOR, TEL, etc. and create individual case lines, with no embedded non-SME items being included" (SAMM C15.3.5.1), and the same applies to other major end items that need tracking. The controlling list has its own rule: "any article identified on the United States Munitions List (USML) (22 CFR part 121) must be an individual line on a BPC case" (SAMM C15.3.5.1).

Ordinary items may be grouped, but with a purpose. Non sensitive lines use category descriptions such as radar spares or communication equipment, and "These non-SME lines will be created to ensure that shipments are executed properly and will ensure accountability for unshipped items" (SAMM C15.3.5.2). Small spares can be rolled into a spares line, and parts and attachments into an ancillary items package, each against an appropriate list number. Those numbers are explained in naming the item, and the clock on a request.

Presentation is prescribed too. "Lines should be listed in order from most to least substantial" (SAMM Table C15.T3A), and "Total costs for each line are always in whole dollars" (SAMM Table C15.T3A).

5. The note that makes delivery auditable

Line description notes carry the detail that makes the case trackable in practice. They "will identify the corresponding line on the planning document (e.g. MOR, TEL, etc.) and will include the list of items being provided on the line for tracking purposes" (SAMM C15.3.5.3). For spares, the note names the end item supported and the scope of support.

Those lists are not always final. "Equipment and parts lists are intended to specify what items will be provided and may be representative in nature" (SAMM C15.3.5.3.1). Where something more is needed to meet the original scope, three offices coordinate on whether an amendment or a follow on case is required (SAMM C15.3.5.3.1).

If the gap is found after the money has expired, and the items sit within the original obligation, the route is a prior year adjustment rather than new funding (SAMM C15.3.5.3.1). That is the difference between a documentation fix and a new program.

6. Charges that do not appear

Anyone reading one of these cases alongside a sales case will notice what is missing from the price. Direct charges are allowed as the chapter permits, and one familiar requirement is lifted: "BPC cases include any direct charges as allowed in Chapter 15 but do not require a Manpower Travel Data Sheet (MTDS)" (SAMM Table C15.T3A). The equivalent requirement on a sale is described in who pays for the people on a case.

The indirect charges come off entirely. "BPC cases will not include any indirect charges for transportation, Packing, Crating and Handling (PC&H), Contract Administration Services (CAS) Surcharge, and BPC Administrative funds" (SAMM Table C15.T3A). Handling and transport costs go onto separate direct charge support cases instead, and "BPC Administrative and CAS funding will be issued directly to the IA" (SAMM Table C15.T3A).

So the face value of one of these cases is closer to the cost of the articles than a sales case of the same size would be. The surcharges that sit inside a sale are covered in what goes into the price.

7. What a supplier can take from this

The one partner to a line rule shapes what an order looks like. A program covering several countries arrives as many small lines rather than one consolidated quantity, because the tracking obligation runs per recipient rather than per item.

The description notes are worth attention as well. Each line has to name the items behind it for delivery tracking, which means an accurate packing list and consistent nomenclature are not administrative niceties. They are what allows the case to be reconciled at all.

And because lists may be representative, a gap found later is either an amendment, a follow on case, or a prior year adjustment. None of those is quick, so getting the list right at the planning stage saves months at the delivery end.

Key terms

Case identifier	Six positions carrying the program code, the implementing agency and a case designator.
Case request record	The record created before a case exists, which the implementing agency accepts or rejects.
Representative list	An equipment or parts list that indicates rather than fixes what will be provided.
Prior year adjustment	The route for items identified within the original scope after the funding has expired.

Every statement above links to the document behind it. The full source list for this piece is on the sources page.

This page describes public United States government programs for general information. It is not legal, regulatory or procurement advice, and it does not address the facts of any particular case.

How Sentfore supports this

A case written for tracking is a case that can be reconciled after delivery. Sentfore supports defense programs at the delivery end, providing secure transport, protective security, accommodation and site support in complex environments. Requirements can be sent through the contact page.