DDTC Posts Additional Instructions on D-Trade2

DDTC states that the Guidelines for Preparing Agreements will be updated to reflect changes to the upload instructions in February 2010.

Upload Instructions for D-Trade2 Electronic Agreements

DDTC states that to upload documents to the D-Trade2 system for electronic agreements, applicants should adhere to the following instructions:

35MB threshold. Applicants may upload up to 35MB (total) in the initial submission, including the following:

Transmittal Letter, including all amplifying data (e.g., supporting material (Executive Summary, Part 130 Letter, etc.))

Proposed Agreement/Amendment, including all amplifying data (i.e., attachments and/or annexes (technical data and hardware descriptions, Statement of Work, etc.)). This should be a single file submission, when possible.

Certification Letter, when applicable

(DDTC notes that uploading a file greater than 35MB will seriously delay the review of a submission.)

If the applicant has not reached the 35MB threshold with the Transmittal Letter, Agreement/Amendment, and Certification Letter, additional documents can be included with the initial submission up to the 35MB threshold. Otherwise, applicants have 48 hours to submit the additional uploaded documents. Applicants are encouraged to upload the additional documents immediately after receipt of the nine-digit DSP-5 vehicle number upon completion of the initial upload.

Descriptive file names. Applicants should continue using the guidance for the Upload Menu Options identified in the Guidelines for Preparing Electronic Agreements. To facilitate the technical review of the submission, the name of the ".pdf" file being uploaded should be as descriptive as possible. Review of the submission may otherwise be delayed.

Searchable PDF files when possible. When possible, ".pdf" files should be created with searchable text.

Word 97-2003 files for Word docs. If Microsoft Word documents must be uploaded, the documents must be saved in the Word 97-2003 Document format with the ".doc" extension. (Some government agencies have not upgraded to Microsoft Office 2007 and are unable to open documents with the ".docx" extension.)

Block 10 identification of uploaded docs. A second line item in Block 10 of the DSP-5 Vehicle should be entered by applicants to identify whether all documents have been uploaded with the initial submission. Referencing the "Preparation and Submission" slides, 11-26, of the PowerPoint presentation, applicants must indicate whether additional documents will be uploaded subsequent to the initial submission.

Post-approval document upload. Post-approval documentation for electronic agreements (e.g., executed agreements, sales reports, and unexecuted/termination notifications) should be uploaded to the associated electronic DSP-5 vehicle. These documents should not be submitted to DDTC in paper copy. File names for these documents should comply with the naming instructions identified above.

PowerPoint Presentation Includes Submission Instructions, Sample DSP-5, Etc.

DDTC has also posted a PowerPoint presentation of a brief entitled "Electronic Agreements Concepts and Processes," which includes a summary of the changes discussed in the instruction document; preparation and submission instructions for electronic agreements; a sample DSP-5 submission; approval and post approval actions; and current common issues with electronic agreement submission.

(See ITT's Online Archives or 10/15/09 news, 09101535, for BP summary of DDTC's most recent version of the Guidelines for Preparing Electronic Agreements.)

DDTC upload instructions (dated 01/25/10) available at http://www.pmddtc.state.gov/licensing/documents/AG-Submissions-Addition.pdf

DDTC PowerPoint presentation (dated 12/08/09) available at http://www.pmddtc.state.gov/licensing/documents/AG-Brief-DEC09.pps