Breakout session wc05 386 janie maddox president corporate learning solutions
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PBSA Engagements. Breakout Session # WC05-386 Janie Maddox, President, Corporate Learning Solutions Fred Sollish, Managing Director, eParagon April 26, 2005 Time 2:45 – 3:45. Incentive Plan. SOO. Objectives. Incentives. Tasks. PBSA. QASP. PWS. QA. Standards. Metrics.

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Breakout Session # WC05-386 Janie Maddox, President, Corporate Learning Solutions

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Breakout session wc05 386 janie maddox president corporate learning solutions

PBSA Engagements

Breakout Session # WC05-386

Janie Maddox, President, Corporate Learning Solutions

Fred Sollish, Managing Director, eParagon

April 26, 2005

Time 2:45 – 3:45

NCMA World Congress 2005

“Prime Time: Contract Management at the Core of the Enterprise”


Breakout session wc05 386 janie maddox president corporate learning solutions

Incentive Plan

SOO

Objectives

Incentives

Tasks

PBSA

QASP

PWS

QA

Standards

Metrics

.

NCMA World Congress 2005

“Prime Time: Contract Management at the Core of the Enterprise”


Initiating the pbsa approach

Initiating the PBSA Approach

As cited in the Procurement Executives Council’s Strategic Plan:

“…over the next five years, a majority of the service contracts offered throughout the federal government will be performance-based. In other words, rather than micromanaging the details of how contractors operate, the government must set the standards, set the results and give the contractor the freedom to achieve it in the best way.”

~ President G. W. Bush, June 9, 2000 ~

NCMA World Congress 2005

“Prime Time: Contract Management at the Core of the Enterprise”


What is pbsa

Is…

A preferred method for acquiring services

Public Law (PL) 106-398

OFPP emphasis area since June 1994

DOD goal--40% of service acquisitions by 2005

A contract structure that communicates measurable outcomes rather than directing performance processes

Is not…

A type of contract

T & M

Fixed Price

Cost Reimbursable

Uniformly applied within all federal agencies

Done quickly

Outsourcing

What is PBSA?

A Performance Based Service Acquisition

NCMA World Congress 2005

“Prime Time: Contract Management at the Core of the Enterprise”


Breakout session wc05 386 janie maddox president corporate learning solutions

Teamwork in the

Acquisition Process

  • (FAR 1.102(c.))--The acquisition team consists of ….. not only representatives of the technical, supply, and procurement communities but also the customers they serve, and the contractors who provide the products and services

  • (FAR 1.102-3)--By identifying the team members in this manner, teamwork, unity of purpose, and open communication among the members of the Team in sharing the vision and achieving the goal of the System are encouraged.

NCMA World Congress 2005

“Prime Time: Contract Management at the Core of the Enterprise”


Pbsa engagement approach

PBSA Engagement Approach

Review existing SOW and revise in terms of what vs. how

NCMA World Congress 2005

“Prime Time: Contract Management at the Core of the Enterprise”


Breakout session wc05 386 janie maddox president corporate learning solutions

PBSA Template

Desired Outcomes/Objectives: What do we want to accomplish as a result of this contract effort?

Performance Requirement

Performance Requirement

Required Service

What task/s must be performed to arrive at the desired outcome?

Desired Results of Performance

What are the desired results from those tasks?

(i.e. completeness, accuracy, quality, timeliness, cost)

Performance Standard

Identify an indicator of the desired performance that can be measured (i.e. completeness, accuracy, quality, timeliness, cost)

+

What should the standard for the performance indicator be? (Usually stated as a rate)

Acceptable Quality Level

How much deviation from the performance standard will be allowed, if any?

Performance Assessment

How will we determine that the desired results have been achieved? (Assessment Method)

What will we examine?

(i.e. logs, reports)-QAP

Incentives for exceeding or not meeting the Standard/

Acceptable Quality Level

What carrot or stick will best reward superior performance or punish poor performance?

NCMA World Congress 2005

“Prime Time: Contract Management at the Core of the Enterprise”


The statement of objectives soo

~ Focus and Content ~

“The Statement of Objectives (SOO)”

  • CONTENT

  • What, not how

  • Brief, clear and concise

  • FOCUS

  • What are your requirements?

  • What is reasonable?

  • What are the constraints? (In terms of risk, cost and schedule)

NCMA World Congress 2005

“Prime Time: Contract Management at the Core of the Enterprise”


The statement of objectives soo1

GOVERNMENT

Prepares SOO which describes top-level objectives including:

What?

When?

Where?

How many?

How well?

Describe work in terms of what’s expected as opposed to how the work shall be done

What is to be accomplished as a result of this contract effort?

CONTRACTOR

To understand and prepare SOW to reflect SOO

“The Statement of Objectives (SOO)”

~ Responsibilities ~

SOO

NCMA World Congress 2005

“Prime Time: Contract Management at the Core of the Enterprise”


The performance work statement pws

~ Focus and Content ~

“The Performance Work Statement (PWS)”

  • FOCUS

  • Describes the service to be performed in terms of outcomes

  • Contractor may develop PWS in response to the SOO

  • Communicates needs and tasks

  • CONTENT

  • Innovation

  • Agreed-to performance tasks/requirements

  • Clear and consistent terms

NCMA World Congress 2005

“Prime Time: Contract Management at the Core of the Enterprise”


The performance work statement pws1

GOVERNMENT

Identifying desired results from the tasks

completeness

accuracy

quality

timeliness

cost

CONTRACTOR

What tasks must be performed

How the work will be accomplished to arrive at the desired outcomes

Reflects contractor

driven solutions

“The Performance Work Statement (PWS)”

~ Responsibilities ~

PWS

NCMA World Congress 2005

“Prime Time: Contract Management at the Core of the Enterprise”


The performance standards

~ Focus and Content ~

“The Performance Standards”

  • FOCUS

  • Metrics to measure contractor success in meeting the Performance objective

  • Communicates success

  • CONTENT

  • Agreed-to performance standards

    ~qualitative and/or quantitative~

NCMA World Congress 2005

“Prime Time: Contract Management at the Core of the Enterprise”


Performance standards

GOVERNMENT

Identify and review appropriate and measurable performance standards

May request KTR approach as part of the Request for Proposal

CONTRACTOR

Propose appropriate

Performance Metrics

based upon:

Knowledge

Experience

Understanding

“Performance Standards”

~ Responsibilities ~

STDs

NCMA World Congress 2005

“Prime Time: Contract Management at the Core of the Enterprise”


The quality assurance surveillance plan qasp

~ Focus and Content ~

“The Quality Assurance Surveillance Plan (QASP)”

FOCUS

  • Provides a systematic method to evaluate the required services

  • Concentrates on quality, quantity and timeliness of performance outputs delivered by the contractor

    • What performance will be measured?

    • How will performance be measured and how often?

    • Who will be responsible for measuring performance

CONTENT

  • Performance Requirements Summary (PRS)

  • Surveillance schedule

  • Surveillance methods

    • 100% Inspection

    • Random Sampling

    • Periodic

    • Customer Input

  • Contract administration resources needed

NCMA World Congress 2005

“Prime Time: Contract Management at the Core of the Enterprise”


The quality assurance surveillance plan qasp1

GOVERNMENT

Review of Ktrs’ QAP

COTR Assessment of contractor performance against performance standards.

Requirements:

Maintain complete and accurate documentation

Maintain thorough knowledge of contract requirements

Use a surveillance checklist

CONTRACTOR

Quality Assurance Plan

How the work is being evaluated,assessed and managed

“The Quality Assurance Surveillance Plan (QASP)”

~ Responsibilities ~

QASP

NCMA World Congress 2005

“Prime Time: Contract Management at the Core of the Enterprise”


The incentive plan

~ Focus and Content ~

“The Incentive Plan”

  • FOCUS

  • Will enhanced performance provide additional mission value?

  • How much is the agency willing to pay?

  • Who will benefit from the incentive?

  • Incentivize only those items that are most important to you

  • CONTENT

  • The incentives should be realistic, attainable and measurable

  • The incentives should be built on performance objectives and standards

  • Must be tailored to the contract type

NCMA World Congress 2005

“Prime Time: Contract Management at the Core of the Enterprise”


The incentive plan1

GOVERNMENT

Working with Ktr develop awards and consequences to motivate the achievement of higher levels of performance

Are incentives agreed to by all parties?

On time incentive assessments

CONTRACTOR

What will motivate our performance?

Are incentives agreed to by all parties?

“The Incentive Plan”

~ Responsibilities ~

Incentive Plan

NCMA World Congress 2005

“Prime Time: Contract Management at the Core of the Enterprise”


Breakout session wc05 386 janie maddox president corporate learning solutions

Putting it All Together (with an AQL) “Performance Requirements Summary”

Desired Outcomes/Objectives: Timely transportation of personnel

Performance Requirement

Required Service

Taxi services

Desired Results of Performance

Timely Pickup of personnel

Performance Standard

Taxi pickup is to be provided within 4 minutes of an agreed to pickup time

Acceptable Quality Level

 10% of error

Performance Assessment

Random Sampling-Verify monthly results of dispatch logs as reported by Contractor

Incentives for exceeding or not meeting the Acceptable Quality Level

+/- 5% dollar value of monthly service

NCMA World Congress 2005

“Prime Time: Contract Management at the Core of the Enterprise”


Breakout session wc05 386 janie maddox president corporate learning solutions

Putting it all together (without an AQL)“Performance Requirements Summary”

Desired Objectives:Users shall have access to all desktop

computing functions, as needed

Performance Requirement

Required Service

 Maintain desktop systems

Desired Results of Performance

Desktop systems shall be available to all users, M-F, 6am-10pm

Performance Standard

85%

availability of desktop systems during required hours

Acceptable Quality Level

 none

Performance Assessment

Random Sampling-Verify monthly results of desktop system availability as reported by Contractor

Incentives for exceeding or not meeting the Performance Standard

+/- 5% dollar value of monthly service

NCMA World Congress 2005

“Prime Time: Contract Management at the Core of the Enterprise”


Commercial service level agreement

Commercial Service Level Agreement

  • Addendum to SOW

  • Based on supplier selection criteria

  • Finalized following contract start-up

  • Includes metrics

  • Includes Key Performance Indicators

  • Incentive and corrective action related

NCMA World Congress 2005

“Prime Time: Contract Management at the Core of the Enterprise”


Sample performance criteria

Sample Performance Criteria

  • Technology

  • Quality

  • Cost

  • Service

  • Fundamentals

NCMA World Congress 2005

“Prime Time: Contract Management at the Core of the Enterprise”


Examples

Examples:

  • Technology:

    • Maintains timeline

    • Meets NPI Specs

    • Responsive

NCMA World Congress 2005

“Prime Time: Contract Management at the Core of the Enterprise”


Examples1

Examples

  • Business Fundamentals:

    • Maintains financial strength

    • Fully staffed

    • Invoice accuracy

NCMA World Congress 2005

“Prime Time: Contract Management at the Core of the Enterprise”


Setting goals

Setting Goals

  • Best practice

  • % improvement

  • Gap Analysis

NCMA World Congress 2005

“Prime Time: Contract Management at the Core of the Enterprise”


Metrics

Metrics

NCMA World Congress 2005

“Prime Time: Contract Management at the Core of the Enterprise”


Evaluation

Evaluation

NCMA World Congress 2005

“Prime Time: Contract Management at the Core of the Enterprise”


Trending example

Trending Example

NCMA World Congress 2005

“Prime Time: Contract Management at the Core of the Enterprise”


Trending example1

Trending Example

1

2

CAR

NCMA World Congress 2005

“Prime Time: Contract Management at the Core of the Enterprise”


Breakout session wc05 386 janie maddox president corporate learning solutions

GEMS Performance Plus

by

ExecuSys, Inc.

Your Source For Full Service

Information System Solutions

NCMA World Congress 2005

“Prime Time: Contract Management at the Core of the Enterprise”


Pbsa problem statement

PBSA Problem Statement

  • Management Visibility into Contract Performance is Limited to Backwards Looking Financial Data

  • Performance Based Acquisitions Raise the Bar for Federal Contractors

    • Performance Work Statement

    • Articulated Measurement Objectives

    • Higher Degree of Accountability

    • Clear Line-of-Insight for Government Customer

    • Contractors Must Devise and Propagate a Solution to Meet the New Challenges

NCMA World Congress 2005

“Prime Time: Contract Management at the Core of the Enterprise”


Product solution gems performance plus

Product Solution GEMS Performance Plus

  • Web Based

  • Customized Functionality

  • Holistic View of Contract Performance

    • Performance Baselines

    • Variance Analysis

  • Historical and Forward Looking Data

    • Financial, Operations, and External

  • Shared Real-Time Information

  • Metric Maintenance and Administration

  • Drill downs, Graphics, and Reporting

NCMA World Congress 2005

“Prime Time: Contract Management at the Core of the Enterprise”


Benefits

Benefits

  • Measure and analyze performance criteria quickly and efficiently

  • Reduce overruns through efficient monitoring and management of resources

  • Improve communications through online variance analysis reporting and corrective actions

  • Eliminate time-consuming and cumbersome spreadsheet analysis

NCMA World Congress 2005

“Prime Time: Contract Management at the Core of the Enterprise”


Breakout session wc05 386 janie maddox president corporate learning solutions

FEDERAL GOVERNMENT

AUTOMOTIVE AFTERMARKET

Customers & Markets

Markets Served

INFORMATION ENGINEERING

NCMA World Congress 2005

“Prime Time: Contract Management at the Core of the Enterprise”


Contact information

Contact Information

Robin Hallac

Vice President, Product Development

ExecuSys, Inc.

6767 N. Wickham Rd., Suite 208

Melbourne, FL 32940

Phone: 321-253-0077 Ext. 208

Fax: 321-253-0099

Email: [email protected]

Online: http://www.execusys.com

NCMA World Congress 2005

“Prime Time: Contract Management at the Core of the Enterprise”


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