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Procurement Engineering and Review Team (PERT) PEER REVIEW PROGRAM Patrick Marmo 2/7/2012 Independent Peer Review Program for Contractor’s Purchasing Systems.

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Presentation on theme: "Procurement Engineering and Review Team (PERT) PEER REVIEW PROGRAM Patrick Marmo 2/7/2012 Independent Peer Review Program for Contractor’s Purchasing Systems."— Presentation transcript:

1 Procurement Engineering and Review Team (PERT) PEER REVIEW PROGRAM Patrick Marmo 2/7/2012 Independent Peer Review Program for Contractor’s Purchasing Systems

2 2 What is the PERT PEER Review Program? u Structured approach for evaluating procurement systems u Vehicle for identifying strengths and weakness as well as “best practices” u Utilizes standardized criteria based upon Procurement Guiding Principles u Procurement Executives endorsement u DOE/NNSA tool  Oversight  Performance evaluation  Approval of purchasing system

3 3 Historical Background u 1995:  DOE instituted the VBSA model to assess contractors acquisition systems  Replaced the CPSR  Emphasized results over process  Four perspective approach to assessing performance  Benchmarking and sharing of best practices  DOE headquarters oversight paradigm changed from auditing to assisting the offices 1997 Balanced Scorecard process began being used by DOE contractors u 1999:  DOE HQ. PERT PEER review team established to provide independent self- assessments to complex  Voluntary basis  Scope defined by requesting organization u 2004:  Mandatory PEER review for all DOE/NNSA sites implemented  Required every three (3) years  Complete compliance review scope  Developed by the DOE/NNSA PERT team

4 4 GOAL: Provide a tool whereby the overall efficiency and effectiveness of purchasing and related business systems can be independently assessed for improved management and performance. SCOPE: Periodic comprehensive review of contractor procurement systems and processes by an independent team of Federal and contractor personnel using standardized criteria. OBJECTIVE: Partnering of Federal and contractor personnel in evaluating the efficiency and effectiveness of contractor purchasing systems. PERT PEER Review Program

5 5 Program Charter u Procurement Executives endorsement  Peer Review Team  Team Lead  Members  Team Membership includes Federal and Contractors

6 6 Review Process u Pre-Review Activities  Identify sites and schedule  Site notification  Scope of data analysis call  Select Team Leads & Members  Site scope definition  Data call  Team preparation  Gain understanding of Review expectations  Site support expectations  Preliminary site logistics  Data review and analysis

7 7 Preparation for Review u Data Call  Criteria listing Completed Matrix  Policies and procedures  Prime contract  Organizational charts  Purchasing demographics  Audits/assessments  BSC/Objective Matrix  Description of purchasing systems  Small business data  Transaction listings for file review  Purchasing demographics, e.g.  Annual volume  Numbers of actions and dollars  Stratification of procurement data

8 Procurement Guiding Principles 8 Observation Key:  --Best Practice --Strength  --Acceptable  --Weaknesses Purchasing System Basic Tenets u Acquisition of quality products & services at fair & reasonable prices u Use capable & reliable subcontractors u Minimization of acquisition lead-time & administrative costs of purchasing u Use of effective competitive techniques u Reduction of subcontract performance risks & facilitation of quality relationships u Use of self-assessment & benchmarking techniques to support continuous improvement u Maintenance of the highest professional and ethical standards u File documentation appropriate to value of purchase & adequate to establish propriety of transaction & price u Maximization of Opportunities for small Business

9 9 Review Process u Review Activities  Agenda  In-brief/Site CO attends  Daily updates/Site CO invited  Exit briefing  Conducting object based review  Verify and validate Procurement System  Document review  File reviews  System demonstrations  Interviews  Preparing and presenting draft report  Site Management Team/Site CO attends  Contractor Procurement Manager

10 10 Review Process u Post-Review Activities  Resolution of site comments  Completion of final report  Assessing review process  Lessons learned  Evaluation of review process effectiveness

11 11 Preparation for Review u Personnel  Understand purpose of review  Brief on process  Document reviews  File reviews  Interviews  System demonstrations  Availability  Interaction with review team

12 Questions and Answers Patrick Marmo 509-376-1383 Patrick_M_Marmo@rl.gov


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