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Integration of the Acquisition Environment The Art of the Possible

Integration of the Acquisition Environment The Art of the Possible. NCMA Cape Canaveral Chapter March 9, 2005. A Customer Focused Integrated Acquisition Vision. Program Management. Invoice Payment. Gov ’ t Contracting. Delivery. Integrated Digital Environment. Document Management.

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Integration of the Acquisition Environment The Art of the Possible

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  1. Integration of the Acquisition Environment The Art of the Possible NCMA Cape Canaveral Chapter March 9, 2005

  2. A Customer Focused Integrated Acquisition Vision Program Management Invoice Payment Gov’t Contracting Delivery Integrated Digital Environment Document Management Pre-Award Requirements/ Funding Program Management Contracting & Contract Management Gov’t PMO DoD PCO/ACO Financial Systems Post Award Execution, & Compliance Solicitation, Proposal, & Award CUSTOMER ERP and Legacy Integration Industry DFAS Delivery, Receipt, Invoice Supplier Management Financial Management Enterprise Reporting and Information Management Business Operations

  3. New Technology Enablers • Open standards • Inexpensive computing • Pervasive computing • Ubiquitous networking &The World-Wide Web • Demands • Rising customer expectations • Political pressure/visibility • New and expanding scope and mandates Constraints • Reduced budgets • Government personnel shortage • Aging infrastructure Acquisition Environment Common forces are Leading to a Transformation Imperative • Digital Government Imperatives • Congress and GAO Reports • E-Government Act • Federal Enterprise Architecture • Defense Business Management Modernization

  4. Transformation Issues/Challenges • Disparate systems and business practices • Paper-based legacy processes • Lack of consolidated contract data • Poor dataflow among internal & external systems • Uncertain data integrity • Little visibility of enterprise contract trends/patterns • Cumbersome and imprecise reporting AND MANY MORE!

  5. DoD Approach for Business Enterprise Architecture IT Transformation Drivers Architecture Products Workshops Inputs • OV-2 • Nodes • Relationships • Identify the “To-Be” • Processes • Roles • Activities • Information exchanges • Decision points • Business rules Subject Matter Experts System Requirements DoD Transformation Initiative • OV-3 • Information exchanges • Data Industry Best Practices OPERATIONAL CAPABILITIES • OV-5 • Operational activities Current BEA • OV-7 • Logical data modelto support processes SME Contributions SME Validation Contracts IPT (CAPI)

  6. Workflow/BPA Decision Wide Area Requirements SPS Post - Award Post Award Support Workflow Management Increment 3+ Management Management Tools RA+ HighView Document/Records Management Acquisition Business Intelligence EA/EI Integration/CACI Enterprise Services Backbone Service - Corporate Suppliers Specific Applications Integrations PD - I CCR CCR (Procurement Desktop - Industry) ORCA ORCA Other Industry FBO FBO Financial Product PPIRS PPIRS Logistics FPDS FPDS - - NG NG … A Managed Acquisition Portfolio Hosted Acquisition Solution Set Hosted Acquisition Solution Set Workflow/BPA Workflow/BPA Decision Wide Area Requirements SPS Support Workflow Management Increment 3+ Tools RA+ HighView Document/Records Management Document/Records Management Acquisition Business Intelligence Acquisition Business Intelligence SOA: EA/EI Integration/Enterprise Services Backbone – Provider & Consumer EA/EI Integration/CACI Enterprise Services Backbone Service Service - - Corporate Corporate Suppliers Suppliers Other Other GIG GIG BEA BEA Specific Specific Applications Applications Acquisition Acquisition Shared Shared Core Core Business Business Integrations Integrations Domain Domain Space Space PD PD - - I I Enterprise Enterprise Enterprise Enterprise CCR CCR Enterprise Enterprise Integration Integration (Procurement (Procurement Services Services Services Services Portals Portals Services Services Desktop Desktop - - Industry) Industry) ORCA ORCA (GCSS (GCSS - - AF, AF, GCSS GCSS - - Army, etc.) Army, etc.) Other Industry Other Industry FBO FBO Financial Financial Product Product PPIRS PPIRS Logistics Logistics FPDS FPDS - - NG NG … …

  7. Integrated Acquisition System Objectives • Enable the DoD contracting officer as a business advisor/manager • Deliver an integrated capability for the Procurement Shop, Program Offices, and government contractors to communicate electronically • Facilitate eBusiness initiatives between the government, their customers, and supply base • Provide technology and process improvements to the government and Industry acquisition community • Enforce security with role based membership • Improve data integrity with single point of data entry

  8. Attributes of an Integrated System • Integratedsolutionthat is uniformly implemented and readily accessible worldwide • Facilitates the ease of data entry • Share consistent data, services, and processes across business functions and systems • Provide accurate and easily discoverable and accessible information for all users, managers, and leadership • Shared services secure business environment that facilitates and supports cost-effective acquisition of goods and services in support of mission performance • Emphasis on the Network vice the Platform

  9. Business Process Controls Automated Workflows Align w/business processes Promote standardization Assignments & Tracking Enable data “locking” Alerts & Notifications Data Management Business Intelligence Queries & Views Reporting Organization specific data Document Management Version Control Archiving Audit Logs Integration Capability Operating systems Databases Legacy Systems/ERPs Collaboration Role Based Security Role Definition Group Membership Document Rendering Configurable templates All system documents Architecture Web-based Open API Single point of data entry Scaleable Capabilities Sought in an Integrated Environment

  10. IT Governance Enterprise Architecture IT Portfolio Management People Tech Process Initiative 1 Org A Org C Org B Initiative 2 Org C Initiative n Achieving Transformation Through Enterprise Architecture and IT Governance Org A Org B Transition Planning Transition Support Target State Current State • Align business and technology change • Manage complexity • Guide IT investments and enterprise decisions

  11. Process Improvement 40% Culture= People + Organization 40% Technology 20% Components of a Successful Business Improvement Program • Technology is just a small part of the solution; all aspects must be managed and funded for success • Use a holistic approach encompassing process, human and organizational resources, technology and data • Senior leadership must align expectations with program objectives to achieve “customer satisfaction”

  12. Process Improvement Approach • Standardize operating procedures • Define and test standard processes early • Integrate business processes and standard data across functional Areas other enterprise initiatives • Continue to explore and adopt best practices • Manage requirements within time and dollars available • Ensure real requirements are defined early • Empower the right people to be accountable for the requirements process • Align requirements process with program strategy

  13. Support Organizations are Necessary • Provide leadership and commitment at every level • Executive sponsorship aligns requirements, change management, and cross-functional integration with program strategy • Organize and fund for success • Facilitate process reengineering • Provide additional support for new users and system administrators • Partner with prime contractor for support

  14. People – Nothing Happens Without Them • Engage leadership to obtain buy-in from them early • Work closely with internal and external teams to gain trust and reduce resistance • Provide support from people who understand functionality and technology • Tailor training to meet individual needs and experience • Provide training alternatives, e.g. train-the-trainer, CBTs, EPSS, Advisors/Wizards • Communicate, communicate, communicate – • a clear and consistent message throughout all levels • Use different mediums to reach widest possible audience • Newsletter, web site, info emails, etc

  15. At Last!! A Collaborative Environment ! Program Management Contract Management • Requirements • Contract Management • Performance • Deliverables • Acceptance • Requirements Definition • Pre-Solicitation Actions • Solicitation • Proposal Evaluation • Negotiation • Award • Contract Administration • Acceptance/Payment • Closeout Govt Program Office Govt Contract Management Contract Management • Analyze Market Opportunities • Offer/Propose • Document Negotiations • Manage Obligations • Manage Entitlements • Contract Closeout • “Functional Integration” Industry Contract Mgt FM/LOG Activity Subcontract Management Sub- Contracting • Pre-Solicitation • Solicitation/Evaluation • Negotiation/Award • Modifications/DOs • Acceptance/Payment • Closeout • “Functional Integration” Sub Sub Sub Paperless Acquisition . . . Seamless . . . All electronic . . .

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