Built for the people running the mission.
How program managers, finance teams, compliance officers, and Government Contracting (GovCon) leadership use ProgramPilot every day.
Know what's slipping before your customer does.
See every program's true health in one view. Predictive risk flags surface schedule and cost slips weeks early so you can act before a Critical Design Review (CDR) or Program Management Review (PMR).
Get started →Control funding, Contract Line Item Numbers (CLINs), burn rate, and mods in one place.
Track obligations, expenditures, ceilings, and mods at the CLIN level. Reconcile burn against schedule progress without leaving the platform.
Get started →Evidence-backed readiness for every assessment.
Maintain a continuous control posture across Cybersecurity Maturity Model Certification (CMMC), National Institute of Standards and Technology (NIST) 800-171, and contract-specific requirements with a tamper-evident evidence vault.
Get started →Government Contracting Scenarios
Real situations. Real compliance challenges. How ProgramPilot changes the outcome.
Defense Contract Audit Agency (DCAA) Audit Preparation
Scenario: A cost-type Cost Plus Fixed Fee (CPFF) contract is flagged for a DCAA floor check. The auditor requests documentation of all invoice approvals, billing against period of performance, and cost allocations for the past 18 months.
Teams scramble through email archives and shared drives, reconstructing approval histories from memory. Missing documentation results in a findings report and potential invoice disallowance.
The immutable DCAA audit trail has every invoice, approval decision, and document event timestamped from day one. The DCAA readiness baseline score tells you exactly where gaps exist before the auditor arrives. Billing-outside-Period of Performance (PoP) flags and invoice sequencing gap detection catch problems automatically.
Earned Value Management (EVM) Compliance on Cost-Type Contracts (Cost Plus Fixed Fee)
Scenario: A CPFF contract requires monthly EVM reporting to the government customer. The program manager needs to report CPI, SPI, CV, SV, and EAC — and defend the numbers in a Program Control Review.
EVM lives in a spreadsheet that gets updated manually before every review. Formula errors, stale actuals, and version conflicts are a constant risk. One bad number in a PMR creates credibility problems.
EVM is calculated live from posted costs and approved invoices. CPI, SPI, EAC, PV, EV, and AC are always current. Multi-program EVM comparison and trend forecasting make PMR preparation a minutes-long task, not a day-long one.
Invoice Approval Workflows for Department of Defense (DoD) Contractors
Scenario: A prime contractor submits invoices to DCAA through the Wide Area Workflow (WAWF) system. Before submission, invoices must be reviewed by the finance lead, approved by the Program Manager (PM), and signed by the contract lead — each at different approval thresholds.
Approval routing happens over email. Invoices sit in inboxes, miss deadlines, and the approval chain is impossible to reconstruct for audit purposes.
The Delegation of Authority (DOA) engine enforces approval thresholds by dollar amount and document type. Every approval step is notified in-platform and by email, completed with comments, and timestamped to the DCAA audit trail. Invoice aging visibility flags stalled approvals before they become overdue.
Subcontractor Management and Flow-Down Compliance
Scenario: A prime contractor manages three subcontractors on a DoD program. Each sub has different funding allocations, indirect rates, and flow-down compliance requirements under the prime contract.
Sub funding allocations are tracked in separate spreadsheets. Flow-down requirements are documented in email threads. A sub overspending against their allocation goes unnoticed until it affects the prime's billing.
Prime and subcontractor designations, subcontractor funding allocations, and indirect rate capture (Overhead/General and Administrative (G&A)/Fringe) per contract are managed in one place. The smart engine reads the subcontract documents and surfaces compliance obligations. Subcontractor spend is visible in real time against each sub's allocation.
Contract Modification Tracking (Requests for Adjustment, RFAs)
Scenario: A program receives a contract modification increasing the ceiling by $500K and extending the period of performance by six months. The modification affects billing rates, the EVM baseline, and two open invoice approvals.
The modification is recorded in the contracting officer's files but not linked to the program control system. The EVM baseline is not updated. Invoices are submitted against the old ceiling. A billing error triggers a DCAA finding.
The RFA is submitted in-platform, tracked through the approval workflow, and linked to the contract record. The change log is immutable. The EVM baseline updates to reflect the new ceiling and PoP. Every stakeholder sees the modification in context.
Multi-Program Portfolio Management
Scenario: A mid-tier GovCon firm manages eight active contracts simultaneously across three agencies. Leadership needs a portfolio-level view of health, cash flow risk, and compliance posture without asking program managers to compile weekly reports.
Each PM maintains their own tracking system. Leadership visibility depends on whoever responded to the last email. Portfolio-level decisions are made on stale data.
The executive dashboard shows every program's health score, CPI, Cash Flow at Risk, and compliance status in one view. Portfolio-level analytics, program spend breakdown, and advanced EVM comparison are available without any manual consolidation.
Standard Operating Procedure (SOP) Compliance Documentation
Scenario: A CMMC Level 2 assessment is scheduled. The assessor requires evidence of documented, current procedures for cost accounting, invoice approval, and document control — and wants to confirm staff can locate and follow those procedures.
SOPs are stored on a shared drive, some outdated. Staff are unsure which version is current. The assessor finds three versions of the invoice approval SOP and flags the discrepancy.
Every SOP has a version-controlled record. New versions auto-supersede prior versions with a timestamped change history. Every SOP is indexed into the Artificial Intelligence (AI) knowledge base so any team member can retrieve the current procedure by asking a plain-English question.
Indirect Rate Management
Scenario: A contractor uses provisional billing rates that are subject to final adjustment at year-end. Each contract has different indirect rates (Overhead, G&A, Fringe) that must be captured accurately in every invoice.
Indirect rates are applied manually in each invoice spreadsheet. Rate changes require updating every open invoice. A missed update results in a billing discrepancy that the DCAA will catch.
Indirect rates are captured per contract and applied automatically to invoice calculations. Rate changes propagate consistently. The audit trail records every rate applied to every invoice, with timestamps.
Defense Federal Acquisition Regulation Supplement (DFARS) and Controlled Unclassified Information (CUI) Data Handling
Scenario: A contractor handles Controlled Unclassified Information under a DoD contract subject to DFARS clause 252.204-7012. They need to demonstrate CUI data handling procedures and access controls to their customer.
CUI handling is documented in a policy that doesn't match operational reality. Access controls are informal. Demonstrating compliance requires manual evidence collection.
DFARS/CUI acknowledgment tracking is built into the platform. Row Level Security isolates every tenant's data. CMMC alignment documentation is maintained automatically. Access is controlled by Role-Based Access Control (RBAC) with 2FA/Multi-Factor Authentication (MFA) enforcement — documented, auditable, and demonstrable.
Small Business Government Contracting Scaling
Scenario: An 8(a) (Business Development Program) small business contractor has just won their second prime contract and their first CPFF award. They need to implement DCAA-compliant processes without hiring a full-time compliance team.
The contractor implements a patchwork of spreadsheets, shared drives, and email threads. By the time the first DCAA audit arrives, the records are incomplete and the compliance posture is unclear.
The 12-step AI-guided onboarding agent walks the team through full platform setup in a single session. The DCAA audit trail is active from day one. DOA rules are configured for the company's specific approval hierarchy. No implementation consultant. No compliance team required.