USDA Acquisition Workforce Conference April 19, 2005 Arlington, VA Integrated Acquisition System...
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Transcript of USDA Acquisition Workforce Conference April 19, 2005 Arlington, VA Integrated Acquisition System...
USDA Acquisition Workforce Conference
April 19, 2005 Arlington, VA
IASProgram
ManagementInterfaces
Business &OperationsProcesses
ChangeManagement
Infrastructureand
Security
AcquisitionPolicy
ProcurementSystems
IAS
Integrated Acquisition SystemPerspectives and Lessons Learned
2
Agenda Agenda
IAS Program Status & Future Tracy Blackburn Moderator
IAS Implementation Perspectives & Lessons Learned IAS Pre-Implementation Pauline Myrick
OCFO IAS Implementation at OPPM Ellery Taylor
OPPM IAS Implementation at Forest Service Laurie Lewandowski
Forest Service IAS Post-Implementation Customer Care Ruby Harvey
PSD
Panel Question and Answer Open
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What Is IAS?What Is IAS?
IAS stands for the Integrated Acquisition System Provides a Web-based COTS (commercial-off-the-shelf) e-procurement
and contract management tool Replaces legacy systems across the Department and will be deployed at
all agencies with procurement authority Provides USDA with a corporate administrative system offering:
Enterprise Business Process Standardization Electronic requisitioning through payment and contract close-out Interfaces to FFIS and FPDS-NG Potential future interfaces to CPAIS and other administrative systems
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IAS will be 80% Implemented in FY05IAS will be 80% Implemented in FY05
Four Agencies have been fully implemented RD FNS FSIS NRCS
Four agency implementations are underway Forest Service (3 of 4 waves complete) Departmental Administration Staff Offices FSA OIG
APB is using IAS invoice entry FY06 implementations: ARS and APHIS
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IAS Release 2.4 StatusIAS Release 2.4 Status
IAS Release 2.4 Functionality Recurring Payment Invoices generated from IAS (PRCH
Type 42) IQ Commit / IQ No-commit Separation on Obligation
Headers Hanging Commitments / Final Flag on Obligations Document Approval History Access Duplicate vendors clean-up Tolerances
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IAS Extended FunctionalityIAS Extended Functionality
Core functionality rollout (requisition processing and contract management) is complete
A number of extended functionality candidates are currently being considered (sample list)
Anticipate at least one new extended functionality to be implemented in FY06 and FY07
Extended functionality would be in addition to the COTS upgrades and user enhancements
Electronic Catalogs Electronic Invoicing CPAIS Interface
Electronic Solicitation Data Warehouse
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IAS 10-Step Implementation Process IAS 10-Step Implementation Process
ID Agency Team(3 wks)
ID Agency Team(3 wks)
Business Process& Policy
Integration (3 wks)
Business Process& Policy
Integration (3 wks)
ConfigurationPreparation (5 wks)
ConfigurationPreparation (5 wks)
Data Gatheringand Validation (6 wks)
Data Gatheringand Validation (6 wks)
Data Entry (5 wks)Data Entry (5 wks)
Training Management and Delivery (14 wks)Training Management and Delivery (14 wks)
Transition toCustomer
Care (4 wks)
Transition toCustomer
Care (4 wks)
GoLive
GoLive
Outreach/ Education (24 wks)Outreach/ Education (24 wks)
Sign Off
Sign Off
Month 1 Month 7Month 2 Month 3 Month 4 Month 5 Month 6
IAS Implementation Life-Cycle
For illustrative purposes onlyIndividual agency implementation timelines will vary
IAS Pre-Implementation
Pauline MyrickOffice of the Chief Financial Officer
Credit, Travel and Grants Policy Division
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Customer Care Customer Care
Customer Care Defined Preparation starts before go-live 30 day transition period starts immediately at go-live PSD’s post-implementation oversight to ensure customer issues
are being effectively addressed
Customer Care Components Regular Agency Meetings (Customer Care Liaisons) Help Desk Training End User Forum
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IAS Help Desk OperationsIAS Help Desk Operations
IAS End Users & IAS Agency Reps
• 1-866-IAS-8686 to IAS Tier 1 Help Desk
• Email to Help Desk, [email protected]
• BridgeTrak Web ticket directly into Help Desk application, http://www.IASHelpDesk.com
IAS Tier 1 Help Desk
• Receives all IAS related issues• Performs problem determination• Create tickets in BridgeTrak
application• Reset user passwords• Answers general “how to ”
questions• Answers basic AgLearn
questions• Escalates issues to Subject Matter
Experts• Communicates issues resolutions
to IAS end users• Closes reported tickets in
BridgeTrak after end user resolution conformation
IAS Tier 2 Help Desk
(IBM, ACFO -FS, NFC -IRMD-SEB)• Receives issues• Performs problem determination• Resolves complex issues• Escalates issues to Tier 3 and/or
software Vendors as needed• Communicates issues resolutions
to IAS end users• Closes reported tickets in
BridgeTrak after end user resolution conformation
• Performs all Sys. Admin functions
IAS Tier 3 Help Desk
(Oracle, CompuSearch, IBM, Microsoft, etc)
• Receives issues• Performs problem
determination• Resolves vendor specific
technical issues
IAS End Users & IAS Agency Reps
• 1-866-IAS-8686 to IAS Tier 1 Help Desk
• Email to Help Desk, [email protected]
• BridgeTrak Web ticket directly into Help Desk application, http://www.IASHelpDesk.com
IAS Tier 1 Help Desk
• Create tickets in BridgeTrak application
• Reset user passwords• Answers general “how to ”
questions• Answers basic AgLearn
questions• Escalates issues to Subject Matter
Experts• Communicates issues resolutions
to IAS end users• Closes reported tickets in
BridgeTrak after end user resolution conformation
IAS Tier 2 Help Desk
(IBM, ACFO -FS, NFC -IRMD-SEB)• Receives issues• Performs problem determination• Resolves complex issues• Escalates issues to Tier 3 and/or
software Vendors as neededCommunicates issues resolutions to IAS end users
• Closes reported tickets in
resolution conformation• Performs all Sys. Admin functions
IAS Tier 3 Help Desk
(Oracle, CompuSearch, IBM, Microsoft, etc)
• Receives issues• Performs problem
determination• Resolves vendor specific
technical issues
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IAS Training Methodologies IAS Training Methodologies Three formal training courses have been developed to meet IAS user requirements
Course Name Course Description Delivery Method
Requisition Management Module (RQM)
Entry-level training for Requisitioners, Receivers, and Funds Approvers
Consists of 4 components: RQM CBT application Course Challenge assessing user understanding User Survey Desktop Users Guide
CBT via AgLearn
Supplemental Requisition Management and Acquisition Management Training
Refresher training for Requisitioners, Contracting Officers, Financial Officers, and Funds Approvers who have completed RQM and received classroom instruction on PRISM and Oracle Core Apps
Provides demonstrations on JInitiator installation, logging in, and executing Oracle Core Apps, Error Management, New Vendor Requests (PVND), Requisition Modifications, and Liquidated Commitments
CBT via AgLearn
Contracting Officer & Financial Officer Training in PRISM
Entry-level PRISM training provided by CompuSearch for Contracting Officers and Financial Officers
Provides basic instruction on use of PRISM in creating, modifying, and disseminating USDA acquisition documents
Classroom instruction
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IAS End User ForumIAS End User Forum
The End User Forum meets monthly and was designed to facilitate communication between the IAS solution providers, PSD, and the IAS End User community
From the “IAS END USER FORUM CHARTER”From the “IAS END USER FORUM CHARTER”
Purpose The IAS End User Forum provides the IAS user communities with an opportunity to discuss and achieve customer satisfaction and support. Through the use of open communications of issues, concerns and improvements as they relate to the IAS Solution, the End User Forum will allow the IAS End User Community with the means to have their issues addressed in a timely manner.
The purpose of the IAS End User Forum is to provide an open communication vehicle between the IAS solution providers, PSD, and the IAS End User community.
The forum will sponsor a monthly meeting to discuss IAS topics, address concerns and share information amongst the IAS end user community. At the forum we will field ideas, suggestions, concerns and corrective measures in regards to the IAS solution.
The forum will consist of updates for the IAS solution, its services, and open discussions on selected topics as well as provide the participants an opportunity to engage in open conversations on the topics which concern their agencies or them as individual users of the IAS solution.
Scope The scope of the IAS End User Forum responsibilities includes presenting issues and providing recommendations on priority or method of solution to PSD.