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2 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract.

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Presentation on theme: "2 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract."— Presentation transcript:

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2 2 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract Management: Challenges and Opportunities Breakout Session Jose “Skip” R. Solis, Jr., Lt Col, USAF Chief, Joint Staff Acquisition Management Branch Office of the Joint Staff Comptroller December 5, :40am-12:40pm Purchase Requests for Dummies: Extending Procurement Automation to the Requirements Community

3 3 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract Management: Challenges and Opportunities BackgroundImplementationCurrent StateFuture State

4 4 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract Management: Challenges and Opportunities Joint Staff (JS) Mission Assist the Chairman of the Joint Chiefs of Staff (CJCS) in accomplishing his responsibilities for: the unified strategic direction of the combatant forces; their operation under unified command; and for their integration into an efficient team of land, naval, and air forces

5 5 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract Management: Challenges and Opportunities JS Organizational Chart Joint Staff Comptroller Director, Joint Staff Directorate of Management Joint Staff Acquisition Manager Chairman, Joint Chiefs of Staff Manpower and Personnel Joint Staff Intelligence Operations Logistics Strategic Plans and Policy C4 Systems Operational Plans and Interoperability Force Structure Resources and Assessment J-1 J-2 J-3 J-4 J-5 J-6 J-7 J-8

6 6 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract Management: Challenges and Opportunities JS Comptroller Mission Provide accurate, timely, and reliable financial management (FM) information and funds control to support the Chairman of the Joint Chiefs of Staff and the Combatant Commanders

7 7 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract Management: Challenges and Opportunities JS Comptroller Responsibilities Responsible for the management of all financial resources allocated to the Joint Staff Manages financial resources provided by other agencies for Joint Staff use

8 8 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract Management: Challenges and Opportunities JS Resources: FY06 Budget ($M)

9 9 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract Management: Challenges and Opportunities The Big Picture Joint Programs: JCS Exercises CoCom Initiatives JSIN JSIM National Command Authority War Homeland Defense Counter-Terrorism Counter-Drugs Conflict Resolution Peacekeeping Weapons of Mass Destruction Missile Defense National Military Strategy OPLANS CONPLANS CONOPS Combatant Commands U.S. Transportation Command U.S. Strategic Command U.S. Special Operations Command U.S. Southern Command U.S. Joint Forces Command U.S. European Command U.S. Central Command U.S. Pacific Command U.S. Space Command U.S. Northern Command Joint Staff Programs: Travel Equipment Studies & Analysis Other Purchases Joint Staff Acquisition Manager

10 10 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract Management: Challenges and Opportunities JS Acquisition Process Org Chart Comptroller Vice Director, Joint Staff Acquisition Manager WRMC Members Action Officers

11 11 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract Management: Challenges and Opportunities JS Acquisition Manager Key Duties Serves as primary acquisition advisor to the Chairman, Joint Chiefs of Staff (CJCS), Director and Vice Director of the JS Develops and implements acquisition policies and business processes in support of the execution of the JS’ $700M budget Assists JS personnel on the development and execution of all acquisition actions

12 12 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract Management: Challenges and Opportunities JS Acquisition Manager Key Duties (Continued) Provides oversight on all JS acquisition actions (review and approval authority) Serves as the JS Competition Advocate to promote fair business opportunities for all DoD contractors Ensures JS acquisitions are compliant with fiscal and contract laws, statutes and regulations

13 13 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract Management: Challenges and Opportunities BackgroundImplementationCurrent StateFuture State

14 14 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract Management: Challenges and Opportunities JS Historical Prospective Generating acquisition packages was a manual, paper-based, labor intensive process Lack of standardized business procedures and processes Action Officers hand-carried packages throughout Pentagon for review/approval/ signatures No real-time ability to monitor progress/delays in staffing of packages (lack of accountability)

15 15 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract Management: Challenges and Opportunities Complex Acquisition Process at JS

16 16 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract Management: Challenges and Opportunities Understanding the Environment at JS Joint Staff does not have Contracting Authority Action Officer Profile –Cream of the crop –High rate of turnover (18 month tours) –Warfighters with no or limited acquisition experience –“Type A”, results oriented personalities Politically charged atmosphere Bureaucratic processes –Layered reviews and approvals

17 17 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract Management: Challenges and Opportunities Understanding the Environment at JS (Continued) Security requirements Dependencies on other existing DoD and JS business systems –Financial Management –Acquisition Package Processing –Receiving and Invoicing

18 18 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract Management: Challenges and Opportunities Common Traits of Acquisition Organizations in Need of Operational Efficiency Desire for paperless method to electronically create acquisition packages (the need to leverage automation) Significant number of personnel with no or limited acquisition experience Large number of actions Complex procedures and processes (routing requirements)

19 19 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract Management: Challenges and Opportunities JS Solution Requirement To develop and implement an effective and efficient application for JS Action Officers To articulate, process, execute and manage acquisitions (goods & services) from requirements definition through contract closeout All in an electronic, paperless environment with minimal training and maximum quality

20 20 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract Management: Challenges and Opportunities JS Solution: System Requirements Paperless, automated system Allow for secure electronic signatures Web-based application accessible in remote locations Interface with other applications –Financial Management System (CABS) –DoD & Agency Automated Procurement Systems (SPS and EDARTS) –Receipt and Invoicing System (WAWF)

21 21 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract Management: Challenges and Opportunities JS Solution: ACMS Automated Contract Management System (ACMS) –Based on Compusearch’s Commercial Off The Shelf (COTS) PRISM S/W application Customized to align w/JS requirements Provides a “Turbo Tax ” like tool with guidance text and resource links TM

22 22 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract Management: Challenges and Opportunities JS Solution: Automating Business Rules & Processes “Built-in” acquisition package development guidance Electronic routing process Secure approval and digital signatures Standardized procedures, documents/templates Provides ‘real-time’ status with MS Outlook notifications of changes Configurable

23 23 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract Management: Challenges and Opportunities JS Solution: Automating Business Rules & Processes (Continued) Web-based application A knowledge management repository of: –Contracts –Performance Work Statements (PWS) –Deliverables –Other Contracting officer electronically receives complete package via –Contains ALL agency required forms

24 24 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract Management: Challenges and Opportunities Guidance for Action Officers

25 25 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract Management: Challenges and Opportunities Visibility via Electronic Routing

26 26 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract Management: Challenges and Opportunities Process Integrity via Electronic Signatures

27 27 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract Management: Challenges and Opportunities Generates Electronic Documents

28 28 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract Management: Challenges and Opportunities BackgroundImplementationCurrent StateFuture State

29 29 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract Management: Challenges and Opportunities Current State of ACMS at JS Nearly 300 action officers on the Joint Staff have been using ACMS daily since 2003 –Includes users stationed within the COCOMS & OSD Built-in flexibility for enhancements (based on need and user input) Describe system as “intuitive” and “user-friendly”

30 30 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract Management: Challenges and Opportunities Summary: ACMS Package Statistics FY06 –710 packages processed –Contract value of ~$405M FY05 –769 packages processed –Contract value of ~$416M

31 31 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract Management: Challenges and Opportunities ACMS Interfaces

32 32 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract Management: Challenges and Opportunities Snapshot: Profile of an ACMS User LCDR Paul “Hose” Nylund –Naval Flight Officer in the S-3B Viking Pilot of a carrier based anti-surface/ reconnaissance airplane –No acquisition experience

33 33 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract Management: Challenges and Opportunities Snapshot: Profile of an ACMS User (Continued) Assigned to J-7 Joint Doctrine Branch –Responsible for “managing” contracts supporting the J-7 mission –User Feedback Comfortable using ACMS after a week Describes ACMS as a “smart and intuitive” system

34 34 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract Management: Challenges and Opportunities JS Acquisition Training Evolutionary Development –Wrong focus initially –4-hour block largely focuses on “Acquisition 101” –Minimal training required on ACMS itself due to the guidance embedded throughout the application (2-hour hands-on exercise)

35 35 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract Management: Challenges and Opportunities Benefits Realized Goods and services get in the hands of the warfighter more quickly Shorter cycle times and improved accuracy –60% reduction in acquisition package processing time –Use of ACMS allows for a more robust review process (because it is faster) –50% to 95% increase in the rate of “first pass” acquisition packages by the contracting office in comparison to the pre-automation era

36 36 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract Management: Challenges and Opportunities Benefits Realized (Continued) Packages are more compliant and Contracting Officers are more productive Action Officers have time to pursue other important organizational priorities

37 37 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract Management: Challenges and Opportunities BackgroundImplementationCurrent StateFuture State

38 38 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract Management: Challenges and Opportunities Future State of ACMS at JS CAC/PKI enabled Performance Based Acquisition Increased Embedded Guidance Electronic Deliverables Source Selection Invoice Payments (establish interface between WAWF and ACMS)

39 39 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract Management: Challenges and Opportunities Summary Overview: Lessons Learned Establish Vision Plan Enterprise Executive Commitment Strategic Planning Plan Migration Sound Business Case Right People On-board Establish Governance Structure User Support

40 40 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract Management: Challenges and Opportunities Lessons Learned Establish a vision for how system fits the entire organizational enterprise – role, function, responsibility –Critical for marketing to management, users, stakeholders –Maintain focus while managing transition –Seek flexible and scalable technology with a proven track record and implementation team with history of on- time and within-budget implementation

41 41 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract Management: Challenges and Opportunities Lessons Learned (Continued) Plan for big picture (enterprise) from the start –Plan for the largest practical expansion for licensing seats and option years –Turn over O&M to experts (systems integrator) Secure management commitment to the system as a primary professional tool –Use a matter of acquisition professional performance –Don’t view system as a facilitator for “an action passed is an action complete”

42 42 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract Management: Challenges and Opportunities Lessons Learned (Continued) Develop a Strategic Plan, vetted by all stakeholders –Include all major initiatives, objectives, goals –Use the Plan to secure budget & personnel Plan the migration from the “Now” to the Vision of the future –Concretely define high level initiatives –Define needed budget & personnel resources

43 43 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract Management: Challenges and Opportunities Lessons Learned (Continued) Establish a sound business case for the new system, along with functional and technical requirements Get the right people on the bus at the start of the initiative –Surround yourself with “excellence” –All stakeholders must have a say at the beginning and during FOC

44 44 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract Management: Challenges and Opportunities Lessons Learned (Continued) Establish a governance structure to manage implementation and daily ops –Form a body of governance –Appoint a full-time project manager and PMO responsible for driving change

45 45 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract Management: Challenges and Opportunities Lessons Learned (Continued) Employ change management strategy from the beginning –Communicate, communicate, communicate –Hold periodic user forum meetings with relevant stakeholders Provide extensive user support –Help desk –Establish training and apply it with discipline –Provide standardization to the greatest degree possible

46 46 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government Contract Management Conference 21st Century Federal Contract Management: Challenges and Opportunities Q & AQ & A Jose R. Solis, Jr., Lt Col, USAF Chief Joint Staff Acquisition Management Branch Office of the Joint Staff Comptroller Military photography courtesy Department of Defense. All rights reserved.


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