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Transcript of 2 December 4-5, 2006 Sheraton Premiere at Tysons Corner Vienna, VA NCMA 25th Annual Government...
NCMA 25th Annual Government Contract Management Conference21st Century Federal Contract Management: Challenges and Opportunities 2
December 4-5, 2006Sheraton Premiere at Tysons CornerVienna, VA
Breakout SessionJose “Skip” R. Solis, Jr., Lt Col, USAF
Chief, Joint Staff Acquisition Management Branch Office of the Joint Staff Comptroller
December 5, 2006
11:40am-12:40pm
Purchase Requests for Dummies: Extending Procurement Automation to
the Requirements Community
NCMA 25th Annual Government Contract Management Conference21st Century Federal Contract Management: Challenges and Opportunities 3
December 4-5, 2006Sheraton Premiere at Tysons CornerVienna, VA
Background Implementation Current State Future State
NCMA 25th Annual Government Contract Management Conference21st Century Federal Contract Management: Challenges and Opportunities 4
December 4-5, 2006Sheraton Premiere at Tysons CornerVienna, VA
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
NCMA 25th Annual Government Contract Management Conference21st Century Federal Contract Management: Challenges and Opportunities 5
December 4-5, 2006Sheraton Premiere at Tysons CornerVienna, VA
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
NCMA 25th Annual Government Contract Management Conference21st Century Federal Contract Management: Challenges and Opportunities 6
December 4-5, 2006Sheraton Premiere at Tysons CornerVienna, VA
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
NCMA 25th Annual Government Contract Management Conference21st Century Federal Contract Management: Challenges and Opportunities 7
December 4-5, 2006Sheraton Premiere at Tysons CornerVienna, VA
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
NCMA 25th Annual Government Contract Management Conference21st Century Federal Contract Management: Challenges and Opportunities 8
December 4-5, 2006Sheraton Premiere at Tysons CornerVienna, VA
576.5
41.9
90.9 7.5
O&M
Procurement
RDT&E
Milcon
JS Resources: FY06 Budget ($M)
NCMA 25th Annual Government Contract Management Conference21st Century Federal Contract Management: Challenges and Opportunities 9
December 4-5, 2006Sheraton Premiere at Tysons CornerVienna, VA
The Big Picture
Joint Programs:•JCS Exercises•CoCom Initiatives•JSIN•JSIM
National Command AuthorityNational Command Authority
WarHomeland DefenseCounter-Terrorism
Counter-DrugsConflict Resolution
PeacekeepingWeapons of Mass Destruction
Missile Defense
National Military Strategy
OPLANSCONPLANSCONOPS
Combatant CommandsCombatant Commands
U.S. Transportation CommandU.S. Transportation Command
U.S. Strategic CommandU.S. Strategic Command
U.S. Special Operations CommandU.S. Special Operations Command
U.S. Southern CommandU.S. Southern Command
U.S. Joint Forces CommandU.S. Joint Forces Command
U.S. European CommandU.S. European Command
U.S. Central CommandU.S. Central Command
U.S. Pacific CommandU.S. Pacific Command
U.S. Space CommandU.S. Space Command U.S. Northern CommandU.S. Northern Command
Joint Staff Programs:
•Travel•Equipment•Studies & Analysis•Other Purchases Joint Staff Acquisition ManagerJoint Staff Acquisition Manager
NCMA 25th Annual Government Contract Management Conference21st Century Federal Contract Management: Challenges and Opportunities 10
December 4-5, 2006Sheraton Premiere at Tysons CornerVienna, VA
JS Acquisition Process Org Chart
Comptroller
Vice Director, Joint Staff
Acquisition Manager
WRMC Members
Action Officers
NCMA 25th Annual Government Contract Management Conference21st Century Federal Contract Management: Challenges and Opportunities 11
December 4-5, 2006Sheraton Premiere at Tysons CornerVienna, VA
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
NCMA 25th Annual Government Contract Management Conference21st Century Federal Contract Management: Challenges and Opportunities 12
December 4-5, 2006Sheraton Premiere at Tysons CornerVienna, VA
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
NCMA 25th Annual Government Contract Management Conference21st Century Federal Contract Management: Challenges and Opportunities 13
December 4-5, 2006Sheraton Premiere at Tysons CornerVienna, VA
Background Implementation Current State Future State
NCMA 25th Annual Government Contract Management Conference21st Century Federal Contract Management: Challenges and Opportunities 14
December 4-5, 2006Sheraton Premiere at Tysons CornerVienna, VA
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)
NCMA 25th Annual Government Contract Management Conference21st Century Federal Contract Management: Challenges and Opportunities 15
December 4-5, 2006Sheraton Premiere at Tysons CornerVienna, VA
Complex Acquisition Process at JS
NCMA 25th Annual Government Contract Management Conference21st Century Federal Contract Management: Challenges and Opportunities 16
December 4-5, 2006Sheraton Premiere at Tysons CornerVienna, VA
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
NCMA 25th Annual Government Contract Management Conference21st Century Federal Contract Management: Challenges and Opportunities 17
December 4-5, 2006Sheraton Premiere at Tysons CornerVienna, VA
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
NCMA 25th Annual Government Contract Management Conference21st Century Federal Contract Management: Challenges and Opportunities 18
December 4-5, 2006Sheraton Premiere at Tysons CornerVienna, VA
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)
NCMA 25th Annual Government Contract Management Conference21st Century Federal Contract Management: Challenges and Opportunities 19
December 4-5, 2006Sheraton Premiere at Tysons CornerVienna, VA
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
NCMA 25th Annual Government Contract Management Conference21st Century Federal Contract Management: Challenges and Opportunities 20
December 4-5, 2006Sheraton Premiere at Tysons CornerVienna, VA
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)
NCMA 25th Annual Government Contract Management Conference21st Century Federal Contract Management: Challenges and Opportunities 21
December 4-5, 2006Sheraton Premiere at Tysons CornerVienna, VA
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
NCMA 25th Annual Government Contract Management Conference21st Century Federal Contract Management: Challenges and Opportunities 22
December 4-5, 2006Sheraton Premiere at Tysons CornerVienna, VA
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
NCMA 25th Annual Government Contract Management Conference21st Century Federal Contract Management: Challenges and Opportunities 23
December 4-5, 2006Sheraton Premiere at Tysons CornerVienna, VA
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 email– Contains ALL agency required forms
NCMA 25th Annual Government Contract Management Conference21st Century Federal Contract Management: Challenges and Opportunities 24
December 4-5, 2006Sheraton Premiere at Tysons CornerVienna, VA
Guidance for Action Officers
NCMA 25th Annual Government Contract Management Conference21st Century Federal Contract Management: Challenges and Opportunities 25
December 4-5, 2006Sheraton Premiere at Tysons CornerVienna, VA
Visibility via Electronic Routing
NCMA 25th Annual Government Contract Management Conference21st Century Federal Contract Management: Challenges and Opportunities 26
December 4-5, 2006Sheraton Premiere at Tysons CornerVienna, VA
Process Integrity via Electronic Signatures
NCMA 25th Annual Government Contract Management Conference21st Century Federal Contract Management: Challenges and Opportunities 27
December 4-5, 2006Sheraton Premiere at Tysons CornerVienna, VA
Generates Electronic Documents
NCMA 25th Annual Government Contract Management Conference21st Century Federal Contract Management: Challenges and Opportunities 28
December 4-5, 2006Sheraton Premiere at Tysons CornerVienna, VA
Background Implementation Current State Future State
NCMA 25th Annual Government Contract Management Conference21st Century Federal Contract Management: Challenges and Opportunities 29
December 4-5, 2006Sheraton Premiere at Tysons CornerVienna, VA
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”
NCMA 25th Annual Government Contract Management Conference21st Century Federal Contract Management: Challenges and Opportunities 30
December 4-5, 2006Sheraton Premiere at Tysons CornerVienna, VA
Summary: ACMS Package Statistics• FY06
– 710 packages processed– Contract value of ~$405M
• FY05– 769 packages processed– Contract value of ~$416M
NCMA 25th Annual Government Contract Management Conference21st Century Federal Contract Management: Challenges and Opportunities 31
December 4-5, 2006Sheraton Premiere at Tysons CornerVienna, VA
ACMS Interfaces
NCMA 25th Annual Government Contract Management Conference21st Century Federal Contract Management: Challenges and Opportunities 32
December 4-5, 2006Sheraton Premiere at Tysons CornerVienna, VA
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
NCMA 25th Annual Government Contract Management Conference21st Century Federal Contract Management: Challenges and Opportunities 33
December 4-5, 2006Sheraton Premiere at Tysons CornerVienna, VA
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
NCMA 25th Annual Government Contract Management Conference21st Century Federal Contract Management: Challenges and Opportunities 34
December 4-5, 2006Sheraton Premiere at Tysons CornerVienna, VA
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)
NCMA 25th Annual Government Contract Management Conference21st Century Federal Contract Management: Challenges and Opportunities 35
December 4-5, 2006Sheraton Premiere at Tysons CornerVienna, VA
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
NCMA 25th Annual Government Contract Management Conference21st Century Federal Contract Management: Challenges and Opportunities 36
December 4-5, 2006Sheraton Premiere at Tysons CornerVienna, VA
Benefits Realized (Continued)
• Packages are more compliant and Contracting Officers are more productive
• Action Officers have time to pursue other important organizational priorities
NCMA 25th Annual Government Contract Management Conference21st Century Federal Contract Management: Challenges and Opportunities 37
December 4-5, 2006Sheraton Premiere at Tysons CornerVienna, VA
Background Implementation Current State Future State
NCMA 25th Annual Government Contract Management Conference21st Century Federal Contract Management: Challenges and Opportunities 38
December 4-5, 2006Sheraton Premiere at Tysons CornerVienna, VA
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)
NCMA 25th Annual Government Contract Management Conference21st Century Federal Contract Management: Challenges and Opportunities 39
December 4-5, 2006Sheraton Premiere at Tysons CornerVienna, VA
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
NCMA 25th Annual Government Contract Management Conference21st Century Federal Contract Management: Challenges and Opportunities 40
December 4-5, 2006Sheraton Premiere at Tysons CornerVienna, VA
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
NCMA 25th Annual Government Contract Management Conference21st Century Federal Contract Management: Challenges and Opportunities 41
December 4-5, 2006Sheraton Premiere at Tysons CornerVienna, VA
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”
NCMA 25th Annual Government Contract Management Conference21st Century Federal Contract Management: Challenges and Opportunities 42
December 4-5, 2006Sheraton Premiere at Tysons CornerVienna, VA
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
NCMA 25th Annual Government Contract Management Conference21st Century Federal Contract Management: Challenges and Opportunities 43
December 4-5, 2006Sheraton Premiere at Tysons CornerVienna, VA
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
NCMA 25th Annual Government Contract Management Conference21st Century Federal Contract Management: Challenges and Opportunities 44
December 4-5, 2006Sheraton Premiere at Tysons CornerVienna, VA
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
NCMA 25th Annual Government Contract Management Conference21st Century Federal Contract Management: Challenges and Opportunities 45
December 4-5, 2006Sheraton Premiere at Tysons CornerVienna, VA
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
NCMA 25th Annual Government Contract Management Conference21st Century Federal Contract Management: Challenges and Opportunities 46
December 4-5, 2006Sheraton Premiere at Tysons CornerVienna, VA
Q & A
Jose R. Solis, Jr., Lt Col, USAF
Chief Joint Staff Acquisition Management Branch
Office of the Joint Staff ComptrollerMilitary photography courtesy Department of Defense. All rights reserved.