This instruction replaces “Bellringer Reporting” dated February 2007.

This instruction contains manager’s internal control provisions subject to evaluation and testing as required by Manager’s Internal Control Program, September 12, 2011.

Bellringer Reporting provides time-sensitive information to DCMA senior leaders, headquarters staff, customers, senior acquisition personnel, and Homeland Defense officials. The time-sensitive information focuses on high-interest, high-visibility, contract management and Defense Industrial Base infrastructure issues likely to make national news, precipitate congressional hearings, impact major programs, or seriously affect military readiness.

Within DCMA, CMO Commanders/Directors utilize a Two Step notification process to rapidly convey this vital information to senior leaders while maintaining the appropriate historical records for future analysis and consideration. Step One Bellringer Reporting employs email and phone calls during the initial 24 hours and Step Two employs the Automated Bellringer eTool at the 24 hour point and beyond. Accordingly, DCMA senior leaders may elect to distribute this information outside the agency.

DCMA Headquarters Portfolio Management and Integration (PM&I) Executive Directorate (DCMA-PI) manages Bellringer Reporting policy and the supporting eTool application. The following issues or events should result in Bellringer Reporting:

• Major issues that immediately impact the contractor's cost, schedule, and/or technical performance (based on factual evidence).
• Audit activities/results that may generate immediate national media attention or bring to light significant program cost, schedule, or technical performance issues.
• Initial knowledge of an unplanned or unexpected labor strike likely to impact a contractor’s cost, schedule, or technical performance (i.e. a “wildcat” strike action)
• "All Hazard" events that impact a defense contractor’s ability to perform (cost, schedule, and/or technical performance). “All Hazard” is an inclusive emergency management term, addressing natural, technological, and man-made emergencies such as an earthquake, epidemic, flood, hurricane, radiological release, etc. Applies to all contractors on the Important Capabilities List (ICL) maintained by the DCMA Industrial Analysis Center.
• If the event/issue does not negatively impact a defense contractor’s ability to perform (i.e. cost, schedule, and/or technical performance), consider submitting a Commander’s Situational Report (SITREP).

The following fictional examples highlight Bellringer-worthy events:

• Plant explosion at XYZ Incendiary Device Company, Anytown, USA. At approximately 11:00 this morning there was an explosion in building 21J and a flash fire. Firm manufactures flares for the military aircraft and ships. Event impacts contract X0001-11-Y0001. Vendor was delivering ahead of schedule. Any/all impacts to other work at the facility will be gathered overnight. Expect an additional update with 24 hours.
• Severe flooding in southern portion of Minnesota is affecting DoD contractors. ABC Corp (a major defense contractor) located in River City is closed due to the flooding. Water in the primary assembly plant is approximately eight foot deep. Initial plant manager’s assessment states that the facility will be underwater for 3-5 days. Resetting the plant may take 30-45 days. Major programs affected are C-89 flight controls; V-57 flight controls computers, V-57 remote gun system, F-41 flight control upgrade, and the Sunflower Missile power control unit.

All parties shall limit Bellringer Reporting to UNCLASSIFIED Information only. Do not report classified information via Bellringer Reporting.

Additional cautions. Do not report Personal Privacy Information (PII) in Bellringer Reports. Do not report proprietary information in Bellringer Reports.

Note: Use the table below to determine the appropriate reporting process in a given scenario. Some situations may require the use of more than one notification process.

1. Step One - Initiate Bellringer Reporting.CMO Commanders/Directors shall submit Bellringer event information using the Bellringer Two-Step Notification Process.Within 30 minutes of identifying a Bellringer event or issue, the CMO Commander/Director shall initiate Step One Bellringer Reporting by notifying their chain of command (by phone) and by sending an unencrypted email addressed to “Bellringer Submittals”.Use the email template found in Tools and Additional Guidance section of this instruction.The “Bellringer Submittals” distribution list includes the DCMA Director, Deputy Director, key Component Heads and headquarters staff members. Step Two reporting begins 24 hours later.

    1.1.A Step One initial Bellringer submission may be a mere notice of a potentially significant event or issue for which the impact must still be determined.A Step One initial Bellringer submission should denote any knowledge/information gaps or unknowns to forestall questions that cannot be answered at this time.For example, if the CMO does not have information regarding production impact, they should include a statement similar to, “Production impact unknown at this time.”

        1.1.1.To determine CMO responsible for submitting a Bellringer when the reportable event occurs at subcontracted supplier versus a prime supplier, follow the chain of command.

        1.1.2. Upon identifying a potential Bellringer event, the cognizant CMO Commander/ Director will assemble all available information on the questions, “who, what, when, where, why, and how?”The CMO Commander/Director should also include a statement on production impact, program impact, and a preliminary plan for resolution (if possible).

        1.1.3.To the extent available in a short time period (30 minutes), the Commander/Director should include how the reportable event or issue impacts the product(s) (i.e. system(s), subsystem(s), component(s), part(s) or commodity(s)).

        1.1.4.The “who” information should include, among other things, identification and notification of the affected Program Office(s) and/or Buying Activity(s), Customer Liaison Representatives (CLRs), Operations Sector Divisions, and/or DCMA International staff Bellringer Reporting points of contact. (See Points of Contact linked to this instruction)

        1 .1.5.The Programs and Sustainment Customer Management Specialists assigned to the Regions will serve as Bellringer Reporting points of contact for the Regions.

       1.1.6.If the Bellringer issue or event involves international contracts, the initiating CMO Commander/Director shall initiate communication with the DCMA International staff Bellringer Reporting points of contact.

        1.1.7.Once a Bellringer Disposition Decision of “Release” is made by an Approving Authority, The CMO Commander/Director may notify external customers of the Bellringer event/issue on an as needed basis.    

     1.2.   The cognizant Operations Sector Division Director shall complete Bellringer operational staffing actions for a reported event upon CMO notification and may supplement information conveyed by the CMO. For Bellringer Reports initiated by DCMA International or DCMA Special Programs CMOs, the corresponding International Staff or Special Programs Staff Bellringer Reporting focal point(s) shall perform the same functions as a cognizant Operations Sector Director.(Note:Due to the classified nature of work accomplished by Special Programs CMOs, Bellringer Reporting is highly unlikely.)

        1.2.1.The cognizant Operations Sector is the party with largest number of affected programs (first consideration) and/or largest quantity or dollar value of potentially impacted contracts (additional consideration), and lastly, consider where the contract originated.

        1 .2.2.In some scenarios, determining the cognizant Operations Sector may still prove difficult.Within one hour of the original CMO submission, a cognizant Operations Sector Division shall be determined.By default, if no other Operation Sector Division Director takes the lead on subject Bellringer Report, the Ground Sector Division shall take on this role until the Bellringer event is reassigned, terminated, or closed.        

        1.2.3. The cognizant Sector Division Director shall “Reply All” to the initiating CMO’s Bellringer email message stating “I will work Subject Bellringer”, to inform the enterprise of who is responsible for operational staffing of the newly initiated Bellringer Report.

        1.2.4.The cognizant Sector Division Director may send an additional “Reply All” to the initiating CMO’s Bellringer email to provide additional time-sensitive information to supplement the original report. If the additional Sector Division information is not time-sensitive, hold the information for 24 hours and input the data into the Automated Bellringer eTool during Step Two reporting.   

        1.2.5.The cognizant Sector Division Director shall submit a “Reply All” to the initiating CMO’s Bellringer email and provide a disposition recommendation of “Send Out” (release external to DCMA) or “Retain” (DCMA internal use only) for the Bellringer event data. (This is a time critical process)

    1.3.The cognizant PM&I Service Portfolio Division (SPD) Director shall perform strategic staffing actions focused on impact to the external customer.

        1.3.1.The cognizant SPD Director is the party with largest number of affected programs (first consideration) and/or largest quantity or dollar value of potentially impacted contracts (additional consideration).

        1.3.2.The cognizant SPD Director shall “Reply All” to the initiating CMO’s initial Bellringer email message stating “I have the SPD lead for Subject Bellringer”, to inform the enterprise of who is responsible for the strategic staffing of the newly initiated Bellringer Report. (This is a time critical process)

        1.3.3.The cognizant SPD Director may “Reply All” to the initiating CMO’s Bellringer email to provide additional time-sensitive information to supplement the original report.If the SPD Director’s additional information is not time-sensitive, hold the information for 24 hours and input the data into the Automated Bellringer eTool during Step Two reporting.

        1.3.4.The cognizant SPD Director is responsible for collaborating with CMOs, Operations Sector Divisions, and pushing additional information up the chain of command to an available Approving Authority via phone call or email concerning the Step One initial Bellringer report.(This is a time critical process)

        1.3.5.The cognizant SPD Director shall notify an available Approving Authority via phone call or email that subject Bellringer requires a Disposition Decision. Include any additional information that may assist in the decision making process. (This is a time critical process)

1.4. The Approving Authority shall make a Step One Bellringer disposition decision to either “Release” or “Retain” the Bellringer data.

        1.4.1.Approving Authorities are the DCMA Director or designee.

         1.4.2.If a “Release” disposition decision is rendered, the cognizant SPD Director shall prepare a draft, send-out email message. This may be accomplished prior to the disposition decision in anticipation of an “Approved/Release” determination.

         1.4.3.The cognizant SPD Director shall “Reply All” to the initiating CMO’s initial Bellringer email message and informs all interested parties of the Approving Authority’s disposition decision.     

          1.4.5.If a “Release” disposition decision is rendered, the PM&I Executive Director/Deputy shall determine if it is necessary to notify any Program Executive Officer(s) (PEOs) or Buying Activities and then shall act upon that determination.  Notification of the customer serves several purposes.Such action ensures that the PM or buying activity is aware of the situation for possible action on their part, and of the CMO Commander/Directors decision to submit a Bellringer Report.

       1.4.6.If a “Release” disposition decision is rendered, DCMA Industrial Analysis Center (IAC) leadership may elect to report Defense Industrial Base Infrastructure issues identified through Bellringer Reporting to Homeland Defense officials external to DCMA.IAC employs an external “situation report” with appropriate courtesy copies to DCMA enterprise leadership.

       1.4.7. If a “Release” disposition decision is rendered, the Quality Assurance Directorate (DCMA-QA) Government - Industry Data Exchange Program (GIDEP) focal point may choose to release appropriate information for inclusion in the DoD GIDEP system.  

        1.4.8.A “retain” disposition decision shall require no further action at this time.Additional information updates (within the initial 24 hour period) may drive different disposition decisions going forward.  

    1.5.Step One Bellringer Reporting Updates.All cognizant parties shall maintain their respective roles and responsibilities throughout the entire Step 1 Bellringer Reporting period.Email updates may continue for up to 24 hours beyond the initial CMO Bellringer submission.Use the “Update Template” found in the Tools and Additional Guidance section of this instruction.   

     1.6.The established rhythm of initiating CMO Commander/Director, cognizant Operations Sector Division Director, cognizant SPD Director, and Approving Authority shall continue for each successive update and into Step Two.    

2.Step Two – Populating the Automated Bellringer eTool with Data and Follow-On Reporting.   CMO Commanders/Directors shall submit a more detailed, follow-on report using the Automated Bellringer eTool within 24 hours of submitting the initial, Step One Bellringer report.The Bellringer eTool application automatically assigns a serial number to each new Bellringer or a sequential number to each update.Personnel using the automated Bellringer eTool may review eTool training at:https://home.dcma.mil/CBT/Bellringer2/howtouse.cfm.

    2.1.Step Two, Automated Bellringer eTool reports must be accurate, factual, current, and written at the “executive” level with minimal technical language and clearly spelled out acronyms.To the extent applicable, populate the eTool with:

• Summary description of the event or issue.
• DCMA Actions/Involvement: Provide summary information regarding the CMO's business and/or technical surveillance and associated results.
• CMO Commander’s Assessment: The Commander’s assessment of the event is a subjective assessment of the current situation.
• Executive Summary: A fact-based summary written in such a manner that it can be extracted as a stand-alone “note” for the Director and/SAE(s), so to better understand the entire situation, affected programs, and remedy plan.  The executive summary should answer who, what, when, why, how, and program impact, and plan for resolution.

    2.2.   Select the program name from the drop-down menu in the application, for Step Two Bellringer submissions dealing with program managed contracts. After the user selects the program name, the Bellringer application will automatically fill in the names, telephone numbers, and e-mail addresses of the PM and PEO based on information in the Program Integration eTool application.

        2.2.1.The Program Integration and Analysis Division (DCMA-EAP) verifies and maintains the Program Integration eTool Report application.The Bellringer eTool application extracts Program Executive Officer (PEO)/Program Manager (PM) names, telephone numbers, and e-mail addresses from the Program Integration eTool application. Refreshing the PI eTool with current information provides critical updates to the Automated Bellringer eTool application.

    2.3.Provide the Buying Activity name, a focal point name, telephone number, and e-mail address for Step Two Bellringer Reports involving non-program managed contracts.   

    2.4.CMO Commanders/Directors shall provide event-driven updates to the Automated Bellringer eTool Report and shall submit a “final” report within seven (7) calendar days.CMO Commanders/Directors should continue to provide situational updates (as necessary) through the various information reporting vehicles (Weekly Activity Report, applicable Program Assessment Report(s) (PARs), etc.).  

        2.4.1.When writing an update, the preparer should indicate “UPDATE (insert DATE)” in text of update to differentiate old information from new.In addition to entering update information into “Executive Summary” and “Impact” fields of the Automated Bellringer input screen, the preparer may also update information in “Description of Event, Problem or Issue”, “DCMA Actions/Involvement” and/or “CMO Commander’s Assessment” as appropriate, since these are the only fields which appear in the automated Bellringer email notifications.   Reduce previously provided information as needed to make room for the new information.

    2.5. CMO Commanders/Directors will recommend closing the Bellringer event in their final update to the Automated Bellringer eTool application and make the appropriate “yes” selection in the “Final Report” block.

        2.5.1.If continued monitoring of the event or issue is warranted, the CMO Commander/ Director shall state so in the final update and specify the follow-on reporting mechanism in the CMO Commander’s Assessment text of the final Automated Bellringer eTool update.

3.The cognizant Sector Division Director shall complete the operational staffing of Step Two updates to the Automated Bellringer Report.For Bellringer Reports initiated by DCMA International or DCMA Special Programs CMOs, the International Staff or Special Programs Staff Bellringer Reporting focal points shall perform the same functions as a cognizant Operations Sector Director.

    3.1.  As soon as possible, the cognizant Operations Sector Director shall provide an "Operations Sector Recommendation" in the Automated Bellringer eTool application.   This staffing action provides an Executive Summary event synopsis and a recommendation for Bellringer Report distribution… either “Send Out” (release external to DCMA) or “Retain” (DCMA internal use only).

       3.1.1.Cognizant Operations Sector Director will:

• Log into the Automated Bellringer eTool application
• Open the Automated Bellringer “Operations Sector Recommendation” tab
• Review, and as necessary analyze, scrutinize and investigate the information.Sector personnel will contact the originator or other personnel as needed to get clarification or additional information.
• Extract the CMO's executive summary, include additional information as appropriate
• Determine distribution of the Bellringer (i.e. the cognizant SPD)
• Complete “Operations Sector Recommendation” tab with supporting rationale
• Include a distribution recommendation to the cognizant SPD
• Select the eTool “Submit” button

3.2.  When the cognizant Operations Sector Director selects the “Submit” button, the Automated Bellringer eTool sends an email notification to the “PM&I SPD Team Members” distribution list and provide a courtesy copy (Cc) to the cognizant CMO.The email notification alerts the cognizant SPD Director and CMO Commander/Director that an Operation Sector Recommendation was submitted.

4.The cognizant Service Portfolio Division (SPD) Director shall perform strategic staffing of Step Two updates to the Automated Bellringer Report and shall document the actions in the “PM&I Disposition” tab.

    4.1. Cognizant SPD Director actions shall include the documentation of an Approving Authority disposition decision, the drafting and/or staffing of a “Send Out” message (if necessary), and consolidating documentation obtained outside of the Automated Bellringer eTool application (email, spreadsheets, phone calls, etc.) that supports the disposition decision.

    4.2.The cognizant SPD Director will:

• Log into the Automated Bellringer eTool application
• Select the appropriate Automated Bellringer report
• Review the “Bellringer Details” from the CMO and the “Operations Sector Recommendation” tab
• Open the “PM&I Disposition” tab
• Populate the “Comments” block with the recommended disposition and any other information to pass on to the Approving Official, such as draft text for “Send Out” message or additional facts and assessments (up to 4,000 characters)
• Check “Final Report” block as applicable with a “yes” or “no” selection
• Save the data in the Automated Bellringer eTool application

    4.3. The cognizant SPD Director shall notify an available Approving Authority that Bellringer # xx-xxx requires a Disposition Decision.Include any additional information that may assist in the decision making process.

5.  The Approving Authority may review the Automated Bellringer report to include the “PM&I Disposition Recommendation.”The Approving Authority shall make a Step Two disposition decision to either “Release” or “Retain” the subject Bellringer Report/Update.

    5.1. Approving Authorities are the DCMA Director or designee.    

    5.2. Once the disposition decision is rendered, the cognizant SPD Director will:

• Log into the Automated Bellringer eTool application
• Select the appropriate Automated Bellringer report
• Re-Open the “PM&I Disposition” tab
• Document the final disposition decision in the “Comments” block.Include text for “Send-Out” message (if applicable)
• Select the eTool “Submit” button

    5.3.If a “Approve/Release” disposition decision is rendered, the PM&I Executive Director/Deputy shall determine if it is necessary to notify any Program Executive Officer(s) (PEOs) or Buying Activities and then shall act upon that determination.  Notification of the customer serves several purposes.Such action ensures that the PM or buying activity is aware of the situation for possible action on their part, and of the CMO Commander/Directors decision to submit a Bellringer Report.

    5.4.   If an “Approved/Release” disposition decision is rendered, the Approving Authority or designee shall notify the appropriate Office of the Secretary of Defense (OSD) Principals, and/or Senior Acquisition Executives (SAEs).   Other designated customer representatives (as specified in various Memorandums of Agreement and/or Memorandums of Understanding) may be notified on an as-needed basis.The Step Two external notification may be by phone call, email or other means available.

        5.4.1.The cognizant SPD Director shall prepare a draft, send-out email message.This may be accomplished prior to the disposition decision in anticipation of an “Approved/Release” determination.

    5.5.If an “Approved/Release” disposition decision is rendered, DCMA Industrial Analysis Center (IAC) leadership may elect to report Defense Industrial Base Infrastructure issues identified through Bellringer Reporting to Homeland Defense officials external to DCMA.IAC employs an external “situation report” with appropriate courtesy copies to DCMA enterprise leadership.

    5.6.If an “Approved/Release” disposition decision is rendered, the Quality Assurance Directorate (DCMA-QA) Government - Industry Data Exchange Program (GIDEP) focal point may choose to release appropriate information for inclusion in the DoD GIDEP system.

    5.7.An “Approved/Retain” disposition decision shall require no further action.

6. The cognizant SPD Director shall ensure that the appropriate Service Labor Advisor is informed via a courtesy copy addressee for send-out messages regarding labor issues.

7.The established rhythm of CMO Commander/Director, cognizant Operations Sector Division Director, cognizant SPD Director, and Approving Authority shall continue for each successive update until the Bellringer Report is closed in the Automated Bellringer eTool application.

• Process Indicator/s:
  • TBD
• Workload Indicator/s:
  • TBD
• Resource Indicator/s:
  • TBD
• Supplier Indicator/s:
  • TBD

• PLAS Process code:  There is no dedicated PLAS Process code for this process.  Submitters of Bellringer events should use the process code that applies to the actual event. 
• PLAS Program codes:  Submitters of Bellringers should use the Program Code for the program impacted by the actual Bellringer event being reported.

• After Hour Focal Points For Bellringer Reporting
• Automated Bellringer eTool
• Templates for Manually Submitting Bellringer via email (for use if Bellringer eTool is off-line and unavailable)
  • Bellringer Template
  • Bellringer Update Template
• Platform/weapon system/article security classification guides may be found at the Defense Technical Information Center (DTIC) web site.For further assistance, contact DCMA Information Security.
• DCMA Instruction, Manager’s Internal Control Program, September 12, 2011
• Bellringer Reporting Executive Overview
• Bellringer Reporting General Training (Part 1)
• Bellringer Reporting General Training (Part 2)

• TBD

• There is no portal for this process