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Detailed guide: Reporting guidance and DefCARS

Single Source Regulations Office

December 13
09:00 2019

Current system status: DefCARS is available, there is currently no scheduled maintenance.

The statutory requirements for contract and supplier reporting are introduced by the Defence Reform Act 2014 (the Act) and defined in the Single Source Contract Regulations 2014 (the Regulations). The Defence Contract Analysis and Reporting System (DefCARS, the system) is an on-line, web-enabled system which facilitates submission of statutory reports to the SSRO and MOD.

When preparing reports, contractors must have regard to guidance issued by the SSRO. The SSRO has published three reporting guidance documents: which can be accessed at the links below and provides guidance on:

  • reporting guidance on contract reports;
  • reporting guidance on supplier reports; and
  • reporting guidance on DefCARS functionality.

The guidance is integrated within DefCARS so that users can easily access the relevant information they need.

The most recent version of the reporting guidance is version 7, which was published on 13 December 2019. A consultation response document has been published which explains the changes we have made. The main changes in version 7 are:

  • updated guidance on the Contract Completion Report (reporting guidance on contract reports)
  • new guidance on how to submit on-demand contract reports (reporting guidance on contract reports);
  • updated guidance on compliance activities (reporting guidance on DefCARS); and
  • other minor changes to improve clarity.

The SSRO reviews the guidance on a regular basis and discusses the priorities for improvement with stakeholders. The SSRO expects to make the next update to guidance in summer 2020.

DefCARS includes validation checks to help contractors comply with the reporting requirements and reduces the amount of data entry required by eliminating duplication. The SSRO has published a list of all the validation checks which are currently applied within the system. An amended and updated version of this was also published on 13 December.

Copy and paste functionality is currently available in many parts of DefCARS. To allow contractors with Qualifying Business Units (QBU) to understand their reporting requirements and prepare their QBU Cost Analysis Reports a copy and paste template is provided below.

Contractors or MOD staff who do not currently have access to DefCARS but wish to understand the Defined Pricing Structure (DPS) cost breakdowns, may access the DPS templates that preceded DefCARS. These previous templates are substantially the same as the current versions within DefCARS. Please note that further changes may be made in DefCARS that are not reflected in the previous templates.

If you have any questions about how to access DefCARS or the guidance please contact the SSRO at helpdesk@ssro.gov.uk.

DefCARS - contract report guidance - Version 7 published on 13 December 2019 (PDF, 931KB, 110 pages)

DefCARS - supplier report guidance - Version 7 published on 13 December 2019 (PDF, 772KB, 50 pages)

Guidance on DefCARS functionality - Version 7 published on 13 December 2019 (PDF, 500KB, 24 pages)

DefCARS validation checks published 13 December 2019 (PDF, 293KB, 9 pages)

QBUCAR template (XLSM, 76.5KB)

Previous reporting templates and user guides

Published 15 March 2017
Last updated 13 December 2019 +show all updates
  1. Version 7 of reporting guidance published
  2. Version 6 of reporting guidance published
  3. Version 5 of reporting guidance published
  4. Version 4 of reporting guidance published
  5. Version 3 of the guidance published
  6. First published.

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