C2.2.1. Definition. The Case Manager integrates functional and inter- and intra-organizational efforts for the successful performance of an security cooperation (SC) case including logistics, financial management, and closure. The Implementing Agency (IA) assigns a Case Manager to each Letter of Offer and Acceptance (LOA) or SC case before the case is implemented.

C2.2.1.1. SC cases vary in dollar value and complexity (e.g., a $25 million sale of a major weapon system is extremely complex. A $50 million LOA for off-the-shelf replacement spares is less complex). While the two are different in dollar value and complexity, they both require emphasis and special management attention (even a very low value case may involve many different functional activities), and both are managed in accordance with well-defined guidelines. The level of case management also depends on the purchaser’s expertise and previous experience with the weapon system, budget constraints, etc.

C2.2.1.2. Management begins during Price and Availability (P&A) and LOA preparation and should include a total package.

C2.2.2. Responsibilities. The Case Manager is the focal point for case activities and manages all aspects of the SC case. Table C2.T1. lists some of the Case Manager’s responsibilities.

C2.2.3. Accountability. The Case Manager must accomplish the program objectives of the assigned case while adhering to applicable laws and regulations. The Case Manager achieves successful performance when the case objectives are met. These objectives are: provide all articles or services included in the case on schedule, within the stated value; and close the case in a timely manner.

Table C2.T1. Case Manager Responsibilities

C2.2.4. Authority. SC cases require concentrated management effort. The Case Manager has a role in each of the major elements of the case: acquisition, programming, logistics, and finance, and is involved in every aspect of planning and executing assigned cases. Effective case management depends on the performance and interaction of many organizations. The Case Manager must have the authority to take action and task other organizations in the day-to-day management of a case. If a supporting activity's performance is deficient in regard to a case, the Case Manager may not be able to meet case objectives. The manager attempts to resolve problems with the supporting activity and elevates the issue when necessary to ensure that case objectives are met. However, the manager’s final authority is limited to the chain of command - the manager must use established lines of communication and authority. The Case Manager coordinates on all decisions involving the case. However, there may be situations when higher authority preempts the Case Manager’s authority, such as final negotiations with FMS purchasers or diverted deliveries. These situations must be communicated promptly to the Case Manager and potential impacts documented for future reference.

C2.2.5. Case Control. The Case Manager develops a Master Plan that separates the case into management components, indicates significant activities requiring coordination, and establishes an implementation schedule. The plan identifies key points of contact and their assigned responsibilities. It is prepared at the beginning of the case and updated as required. The Case Manager tailors the Master Plan to fit the complexity of the case. The Case Manager makes periodic comparisons of actual versus programmed deliveries and associated costs, updates the supply, delivery, and financial schedules, and controls the flow of funds from the case to the supporting activities.

C2.2.6. Reporting Requirements. The Case Manager informs the community of the progress, status, problems, and resource requirements of the case. In addition, the Case Manager responds to information requests from higher authorities (e.g., DSCA). The Case Manager uses normal channels of communications to higher authorities, supporting activities, and the purchaser to advise how the case is progressing and what is needed. The Case Manager establishes procedures with supporting activities to provide management information in support of the case.

C2.2.7. Case Manager Training. Organizations must ensure that individuals assigned as Case Managers receive adequate training. The following Defense Institute of Security Assistance Management (DISAM) courses are recommended as a part of a training plan for Case Managers: Security Assistance Management CONUS Course (SAM-C), Program and Case Management (SAM-CM), Financial Management (SAM-CF), Reconciliation and Closure (SAM-CR), Logistics and Customer Support (SAM-CS), and Training Management (SAM TO/TM). In addition, IA conducts internal training to cover the organization’s unique processes and procedures and to address case management issues. See Chapter 13, for information on Defense Security Assistance Management System (DSAMS).