OPERATIONS DASHBOARD
REBUILDING · Q2 2026
PDSI Operations · Rebuilding Phase
OPERATIONS DASHBOARD
Financial health · Contract status · Payroll · Compliance · All in one view · Built for where you are now
🔄
Rebuilding Mode Active — System is configured for PDSI's restart phase. Enter your real numbers as contracts and invoices come in. Everything scales with you from $0 to $100M.
YTD Revenue
$0
Enter invoices to track
Outstanding AR
$0
Invoices sent, not paid
YTD Expenses
$0
Logged expenses
Net Position
$0
Revenue minus expenses
📑 Active Contracts
NASA KSC — Ground Support Services
NASA KENNEDY SPACE CENTER · KSC
—
Active8(a)
Patrick SFB — Facilities O&M
PATRICK SPACE FORCE BASE · PSFB
—
ActiveSDVOB
Add contracts via Contracts page → Enter real values as they come in
💰 Payroll Snapshot
Total headcount0
Employees (W-2)0
Subcontractors (1099)0
Next payroll date—
Est. payroll amount$0
🚨 Action Items — Do These Now
CRITICAL · COMPLIANCE
CMMC 2.0 Level 1 Self-Attestation
Required for all DoD contracts · Overdue
Start →
CRITICAL · LEGAL
Wyoming Mack Holdings LLC — Not Formed
$200 at wyomingllc.com · Protects all assets
Form Now →
URGENT · BANKING
Open PDSI Business Checking — EIN Only
Chase, Bank of America, or Mercury (online) · Required to receive contract payments
URGENT · SAM.GOV
Verify SAM.gov Registration is Current
Must be active to receive any federal payments
Verify →
📋 Quick Entry
Financials · QuickBooks Style
PROFIT & LOSS
Income · Expenses · Net profit · GovCon cost categories · All PDSI entities
Total Revenue
$0.00
All contracts combined
Total Expenses
$0.00
Direct + Indirect
Gross Profit
$0.00
Revenue minus direct costs
Net Profit
$0.00
After all overhead
📈 Revenue by Contract
| Contract / Client | Type | Amount | Status |
|---|---|---|---|
| No revenue entries yet — create invoices to populate | |||
📉 Expenses by Category
| Category | Amount | % of Rev |
|---|---|---|
| No expenses logged yet | ||
🏛️ GovCon Cost Categories — FAR Compliant
DIRECT LABOR
$0
Hours billed to contracts
FRINGE BENEFITS
$0
Benefits on direct labor
OVERHEAD
$0
Indirect support costs
G&A
$0
General & Administrative
Financials · Cash Position
CASH FLOW
What's coming in · What's going out · When · 90-day cash visibility
Current Cash
$0
Enter bank balance
Expected This Month
$0
Invoices due
Bills Due This Month
$0
Accounts payable
30-Day Projection
$0
Cash + Expected - Bills
📅 Cash Flow Forecast — Next 90 Days
April 2026
In: $0
Out: $0
Net: $0
May 2026
In: $0
Out: $0
Net: $0
June 2026
In: $0
Out: $0
Net: $0
Cash flow populates automatically as you add invoices and expenses
🏦 Update Current Cash Position
Rebuilding tip: Keep 60 days of operating expenses as cash reserve. As contracts come in, build this to 90 days before taking owner distributions.
Financials · Accounts Receivable
INVOICES & AR
Create · Send · Track payment · Government net-30 terms · All clients
Total Invoiced
$0
Paid
$0
Outstanding
$0
Overdue
$0
🧾 Invoice Register
| Invoice # | Client / Agency | Contract | Amount | Issued | Due | Status | Action |
|---|---|---|---|---|---|---|---|
| No invoices yet — Click "+ New Invoice" to create your first invoice | |||||||
💡 Government Invoice Tips (Rebuilding Phase)
Net-30 Standard: Federal agencies pay on Net-30 terms. Submit invoice by the 1st of each month for work done the prior month. Track every submission date.
Invoice numbering: Use PDSI-2026-001 format. Consistent numbering is required for DCAA compliance. Never reuse invoice numbers.
What to include: Contract number · CLIN · Period of performance · Hours × rate + materials. Match exactly to contract language or payment is delayed.
Financials · Accounts Payable
EXPENSES & AP
Business expenses · GovCon cost categories · FAR Part 31 compliance · Keep every receipt
💳 Expense Register
| Date | Description | Category | Vendor | Contract | Amount | Billable? |
|---|---|---|---|---|---|---|
| No expenses logged yet — Click "+ Log Expense" to start tracking | ||||||
📋 FAR Part 31 — Allowable Expense Categories for GovCon
✅ ALLOWABLE
Direct labor + benefitsMaterials and supplies
Travel (per diem rates)
Subcontractor costs
Equipment (reasonable)
Insurance (required)
Training (job-related)
Office rent + utilities
Professional memberships
❌ UNALLOWABLE
Entertainment expensesAlcohol purchases
Fines and penalties
Advertising (most)
Bad debts
Personal expenses
Lobbying costs
Donations / contributions
Interest on loans
⚠️ REQUIRES APPROVAL
Consultants (document scope)Subcontractors (flow-down required)
IR&D / B&P costs
Relocation expenses
Company vehicles
Meals (must be work-related)
Home office (apportioned)
Depreciation (schedule required)
Financials · Banking
BANK & ACCOUNTS
Business checking · Savings · Business credit · PDSI financial accounts
⚠️ Rebuilding Priority — Open These Accounts First
1. PDSI Business Checking
Open with EIN only — no personal guaranty needed. Chase Business Complete Banking or Mercury (online, no fees) are best for GovCon. This account receives all government payments.
Mercury (Recommended) →
2. PDSI Business Savings
Keep 60–90 days of operating expenses in a separate savings account. Never touch this unless it's a true emergency. This is your payroll protection fund.
Same bank as checking →
3. Business Credit Card
Get a business credit card in PDSI's name (EIN only). Chase Ink Business or Amex Business. Pay it monthly. This builds business credit and separates all expenses cleanly.
Chase Ink Business →
🏦 Account Register
🏦
PDSI Business Checking
Add your bank · Enter opening balance
$0
Enter balance
💳 GovCon Banking Rules
Separate accounts mandatory:
Never mix personal and business funds. DCAA can disallow all costs if they find commingling.
Invoice payment accounts:
The bank account on your SAM.gov registration must match where government pays you. Update SAM.gov when you open new accounts.
Bonding requirement:
Contracts over $150K may require performance and payment bonds. Contact a surety broker — Travelers, Chubb, Liberty Mutual. Your clean financials unlock bonding capacity.
Never mix personal and business funds. DCAA can disallow all costs if they find commingling.
Invoice payment accounts:
The bank account on your SAM.gov registration must match where government pays you. Update SAM.gov when you open new accounts.
Bonding requirement:
Contracts over $150K may require performance and payment bonds. Contact a surety broker — Travelers, Chubb, Liberty Mutual. Your clean financials unlock bonding capacity.
GovCon · Deltek Style
ACTIVE CONTRACTS
Every contract · Period of performance · Funded value · CLIN breakdown · Burn rate · Renewal dates
📑 Contract Register
| Contract # | Agency / Client | Type | Funded Value | Start | End | % Burned | Status |
|---|---|---|---|---|---|---|---|
| Add your active contracts — Enter all current contracts to track burn rate and renewal dates | |||||||
📋 GovCon Contract Management — What to Track
Contract basics:
Contract number · Ceiling value · Funded value (what's actually obligated) · Base + option periods · NAICS code · Set-aside type
Contract number · Ceiling value · Funded value (what's actually obligated) · Base + option periods · NAICS code · Set-aside type
CLINs:
Each Contract Line Item Number has its own funded amount. Track burn by CLIN, not just total contract. Running out of a CLIN while others have money = stop work risk.
Each Contract Line Item Number has its own funded amount. Track burn by CLIN, not just total contract. Running out of a CLIN while others have money = stop work risk.
Key dates:
Base period end · Each option period · Option exercise deadline · Invoice submission cutoffs · Performance milestones
Base period end · Each option period · Option exercise deadline · Invoice submission cutoffs · Performance milestones
Renewal strategy:
Start recompete prep 12–18 months out. Begin CPARS relationship 6 months before end. File past performance database entry before contract closes.
Start recompete prep 12–18 months out. Begin CPARS relationship 6 months before end. File past performance database entry before contract closes.
GovCon · Deltek Style
OVERHEAD RATES
Your indirect cost rates · Required for every GovCon bid · DCAA compliance · Forward pricing rates
💡 WHY OVERHEAD RATES ARE CRITICAL FOR GOVCON
Every GovCon bid requires your indirect cost rates. These are calculated from your actual books. If you don't know your rates, you'll either bid too low (lose money) or too high (lose the contract). Deltek Costpoint automates this at $15K+/yr. This system calculates it for you free.
⚙️ Rate Calculator — Enter Your Numbers
📊 Calculated Indirect Rates
Enter your cost numbers to calculate rates
📋 Typical GovCon Indirect Rates — Benchmarks for Small Business
| Rate Type | Formula | Typical Range (Small Biz) | What It Covers |
|---|---|---|---|
| Fringe Rate | Fringe Benefits ÷ Direct Labor | 25%–40% | FICA, health insurance, retirement, workers comp |
| Overhead Rate | Overhead ÷ Direct Labor | 30%–80% | Rent, utilities, equipment, indirect staff |
| G&A Rate | G&A ÷ (Direct Labor + Fringe + OH) | 10%–25% | CEO salary, legal, accounting, business development |
| Total Multiplier | All rates combined on direct labor | 1.8x–2.8x | For every $1 of direct labor billed, total cost = $1.80–$2.80 |
GovCon · Time Tracking
TIME & CHARGE
Hours worked · Contract charged · Overhead time · DCAA timesheet compliance
⚠️ DCAA Timesheet Requirements — Read This First
DCAA (Defense Contract Audit Agency) requires timesheets to be: (1) Completed daily, not weekly. (2) Signed by the employee on the day worked. (3) Approved by supervisor weekly. (4) Corrections must be crossed out (not erased) with initials. Electronic systems must have audit trails. DCAA timesheets are not optional — missing records can result in contract termination and repayment demands.
⏱️ Log Time Entry
📋 Time Log — Current Period
No time entries logged — enter hours daily for DCAA compliance
Total hours this period
0.0
GovCon · Business Development
PROPOSAL TRACKER
Every bid · Status · Value · Win probability · Pipeline management
Active Proposals
0
Total Pipeline Value
$0
Win Rate
—
Proposals Won (YTD)
0
📝 Proposal Register
| Opportunity | Agency | Type | Value | Due Date | Win % | Stage | Action |
|---|---|---|---|---|---|---|---|
| No proposals tracked yet — Add every bid you're working on | |||||||
GovCon · Compliance Dashboard
COMPLIANCE
Every requirement · Every deadline · Every certification · Nothing falls through the cracks
🔴 CRITICAL — DO THIS WEEK
CMMC 2.0 Level 1 Self-Attestation
Required for all DoD contracts including Patrick SFB. Level 1 is 17 basic cyber practices. Self-attestation — no auditor required. File at supplier performance risk system (SPRS). Non-compliance = DoD contract ineligibility.
🔴 CRITICAL — VERIFY NOW
SAM.gov Registration — Annual Renewal
SAM.gov registration must be active and renewed annually. Expired SAM = no contract payments, no new awards, no subcontracting. Verify your UEI, banking info, NAICS codes, and certification representations are current.
Verify SAM.gov →
🟡 URGENT — THIS MONTH
8(a) Annual Review Package
SBA 8(a) participants must submit annual review documentation including financial statements, ownership verification, and program compliance. Missing deadline = potential 8(a) program termination.
SBA Certify Portal →
🟡 URGENT — THIS MONTH
HUBZone Map Verification
SBA updated HUBZone maps. Verify your principal office at 7777 N. Wickham Rd, Melbourne FL still qualifies. Non-verification at recertification = loss of HUBZone status.
Verify on SBA Map →
🔵 QUARTERLY
Quarterly Estimated Taxes
Pay estimated federal and Florida business taxes quarterly. Deadlines: Apr 15, Jun 15, Sep 15, Jan 15. Missing = underpayment penalties. Work with your CPA on amounts.
🔵 ANNUAL
Florida Annual Report — SunBiz
File by May 1 every year. $138.75 filing fee. Late fee is $400. Missing filing = administrative dissolution of PDSI. File at sunbiz.org.
File Annual Report →
HR · People Operations
PERSONNEL ROSTER
All employees · Pay rates · Contract assignments · Clearances · Documents · Starting lean — scaling up
Total Personnel
0
All headcount
W-2 Employees
0
Direct employees
1099 Contractors
0
Independent contractors
Subcontractors
0
Business entities
👥 Personnel Roster
RM
R. Darrell Mack
President & CEO · Founder
Owner · Draws as needed · S-Corp optimization recommended
Founded 1999
Add employees and contractors using the button above
📋 GovCon Personnel Requirements
Key Personnel:
Most contracts define Key Personnel who cannot be replaced without contracting officer approval. Document each person's role, qualifications, and clearance level. Keep resumes current in your BD file.
Most contracts define Key Personnel who cannot be replaced without contracting officer approval. Document each person's role, qualifications, and clearance level. Keep resumes current in your BD file.
Security Clearances:
Track clearance level (Public Trust / Secret / Top Secret), granting agency, investigation date, and expiration. Cleared personnel are valuable — do not lose them. Losing cleared staff can jeopardize a contract.
Track clearance level (Public Trust / Secret / Top Secret), granting agency, investigation date, and expiration. Cleared personnel are valuable — do not lose them. Losing cleared staff can jeopardize a contract.
1099 vs W-2:
GovCon contracts require care here. Workers who work full-time on a single contract on-site are usually W-2 employees by IRS standards, not 1099. Misclassification = back taxes + penalties. When in doubt, W-2.
GovCon contracts require care here. Workers who work full-time on a single contract on-site are usually W-2 employees by IRS standards, not 1099. Misclassification = back taxes + penalties. When in doubt, W-2.
HR · Payroll
PAYROLL
Employee pay · Payroll taxes · Bi-weekly processing · GovCon labor categories · DCAA compliance
💡 Rebuilding Payroll Strategy — Start Here
Use Gusto or ADP Run:
Do NOT do payroll manually. Gusto ($40/mo + $6/employee) handles federal/state withholding, W-2s, 940/941 filings, and direct deposit. This alone justifies the cost. It also integrates with QuickBooks.
Do NOT do payroll manually. Gusto ($40/mo + $6/employee) handles federal/state withholding, W-2s, 940/941 filings, and direct deposit. This alone justifies the cost. It also integrates with QuickBooks.
CEO Pay Strategy:
As S-Corp, pay yourself a reasonable salary (~$60K–$80K for your market) and take the rest as owner distributions. Saves self-employment tax on distributions. Have Raymond confirm the right amount.
As S-Corp, pay yourself a reasonable salary (~$60K–$80K for your market) and take the rest as owner distributions. Saves self-employment tax on distributions. Have Raymond confirm the right amount.
Labor Category Alignment:
Each employee should be assigned to a labor category that matches the contract requirements. This is how you bill their time to the government. Wrong labor category = contract non-compliance.
Each employee should be assigned to a labor category that matches the contract requirements. This is how you bill their time to the government. Wrong labor category = contract non-compliance.
💰 Payroll Register — Current Period
R. Darrell Mack
CEO · S-CORP OWNER · W-2
—
Salary
Owner Draw
Add employees to see payroll register
Recommended payroll tool:
Gusto — $40/mo →
📋 Payroll Tax Calendar — Never Miss These
| Form | What It Is | Frequency | Due Date |
|---|---|---|---|
| Form 941 | Federal payroll taxes (withholding + FICA) | Quarterly | Apr 30, Jul 31, Oct 31, Jan 31 |
| Form 940 | Federal unemployment tax (FUTA) | Annual | January 31 |
| W-2s | Employee wage statements | Annual | January 31 |
| 1099-NEC | Independent contractor payments ($600+) | Annual | January 31 |
| FL RT-6 | Florida Reemployment Tax (unemployment) | Quarterly | Apr 30, Jul 31, Oct 31, Jan 31 |
| SUTA | State unemployment insurance | Quarterly | Same as RT-6 |
HR · Subcontractors
SUBCONTRACTORS
1099 contractors · Business subs · Flow-down requirements · Tracking payments for 1099 filing
🤝 Subcontractor Register
| Name / Company | Type | NAICS | Certifications | YTD Paid | 1099 Required? | Contract |
|---|---|---|---|---|---|---|
| No subcontractors added yet | ||||||
📋 GovCon Subcontractor Requirements
Flow-down clauses: Most FAR clauses in your prime contract must "flow down" to your subcontractors. This includes equal opportunity requirements, small business subcontracting plan compliance, and security requirements. Always have a subcontract agreement.
1099-NEC filing: Pay any individual or unincorporated entity $600+ in a calendar year? File a 1099-NEC by January 31. Collect W-9 forms BEFORE first payment. No W-9 = you withhold 24% backup withholding.
Subcontracting plan: Contracts over $750K (or $1.5M for construction) require a Small Business Subcontracting Plan showing how you'll use small business subs. Track and report quarterly.
SAM.gov verification: Always verify subcontractor SAM.gov registration before awarding subcontract. Paying a debarred or expired company = your problem, not theirs. Check at sam.gov before each award.
HR · Benefits & Documents
BENEFITS & HR DOCS
Health insurance · Retirement · Required HR documents · Starting lean · Scale as you grow
🏥 Benefits Strategy — Rebuilding Phase
Health Insurance — Start Here
ICHRA (Individual Coverage HRA) — give employees a monthly allowance ($300–$600) to buy their own coverage. No group plan required. Simplest for small GovCon firms restarting. Setup through Take Command or PeopleKeep (~$20/mo).
Retirement — Solo 401K First
As S-Corp owner, a Solo 401K lets you contribute up to $69K/year ($76.5K if 55+). Employee + employer contributions. Open through Fidelity or Vanguard. When you add employees, convert to SIMPLE IRA or regular 401K.
Workers Comp — Required for GovCon
Florida requires workers comp for most employers. GovCon contracts specifically require it. Get a policy before your first W-2 employee. Contact Nationwide, The Hartford, or your insurance broker. ~$1,200–$3,000/yr for a small crew.
📄 Required HR Documents — Have These Ready
Employment ApplicationTemplate ready
Offer Letter TemplateTemplate ready
W-4 (Federal withholding)IRS form
I-9 (Work authorization)USCIS form
W-9 (For contractors)IRS form
Employee HandbookCreate when ready
Non-Disclosure Agreement (NDA)GovCon critical
Security Clearance SF-86DoD required
Direct Deposit AuthorizationTemplate ready
Benefits Enrollment FormAdd when offering benefits
Financials · Reporting
FINANCIAL REPORTS
P&L · Balance sheet · Cash flow statement · GovCon incurred cost submission · All exportable
📊
Profit & Loss
Monthly · Quarterly · Annual
💧
Cash Flow Statement
Operating · Investing · Financing
⚖️
Balance Sheet
Assets · Liabilities · Equity
📋
AR Aging Report
Current · 30 · 60 · 90+ days
🏛️
Incurred Cost Sub.
Annual DCAA submission
📐
Indirect Rate Report
Fringe · Overhead · G&A rates