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Mastering the FNS APD Process for State Automation Projects: A Comprehensive Guide

Understand the FNS APD Process and your role in state automation efforts. Learn about planning documents, procurement processes, and implementation strategies for successful modernization projects.

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Mastering the FNS APD Process for State Automation Projects: A Comprehensive Guide

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  1. The Rules Your Clients Play By, and How to Help Them Win! The FNS “APD Process”

  2. Session Contents • The FNS “APD Process” and the role YOU play • What we tell the States – your clients – about: • The Power of the RFP • Open Competition & Conflicts of Interest • Contractor Selection Criteria and Bid Scoring • FNS & Vendors – Areas of Common Interest

  3. Who at FNS?? Responsibility for oversight of State Automation and Modernization efforts is shared - between the Regional Office SNAP or WIC program and the State Systems Office - SSO.

  4. State Agency Advance Planning & Acquisition Documents FNS Regional Office State Systems Office Approval or Additional Documentation Request

  5. NERO MWRO MPRO WRO MARO SERO SWRO

  6. Gregg Saxton

  7. Karen Painter-Jaquess

  8. Kathy Tankersley

  9. Lynn Jordan

  10. Catalina Luna Jennifer Renegar

  11. Coordination Within FNS States should expect a coordinated response from FNS. • SSO – Lead on APD Process, Project Management and Technical Issues • Region – Lead on Program Functionality

  12. Our Role…..

  13. Why You Should Care! When vendors understand the process you can: • Help states comply with it • Avoid clients being caught in the middle • Be aware of when the products that you create are subject to the federal process • Planning docs • Change orders that cross the threshold • Status reports and/or components of the APDUs

  14. Advance Planning Document Process

  15. Advance Planning Documents • Planning Advance Planning Document (PAPD) • Implementation Advance Planning Document (IAPD) • IAPD Update (IAPDU) • IAPDU As-Needed

  16. Procurement Documents • Request For Proposal (RFP) • Contract

  17. Advance Planning Documents • Planning Advance Planning Document (PAPD) • Implementation Advance Planning Document (IAPD) • IAPD Update (IAPDU) • IAPDU As-Needed • Emergency Acquisition Request (EAR)

  18. PAPDPlanning Advance Planning Document

  19. “A Planning APD is required for review and approval for all projects > $5M total project costs” FNS Handbook 901, Section 2.2.1, Planning APD

  20. Purpose of a PAPD • PAPD is a brief document that: • Requests prior approval and Federal funds to explore the feasibility of new system initiatives • Describes the planning activities • Estimates the cost and timeline of planning • Identifies and prepares for acquisition activities

  21. FNS Timeframes 60 DAYS 25

  22. 50 States x 2 programs (WIC & FSP) + states with multiple systems + WIC ITOs & US territories x ~3-6 docs/project ÷ 6 of us ---------------- 60 days

  23. OK, so the PAPD is approved… THEN WHAT?

  24. Planning Activities Define the scope Review business processes Conduct requirements analysis Conduct feasibility study/alternatives analysis Prepare cost benefit analysis Prepare IAPD

  25. Planning ActivitiesMANAGING EXPECTATIONS

  26. IAPDImplementation Advance Planning Document

  27. Purpose of an IAPD • Culmination of the planning process • Reflects the results of the analysis and feasibility of various automation alternatives • Reflects the design and description of the automation project

  28. Purpose of an IAPD • Provides an initial management plan for acquiring, developing, testing, and implementing the selected alternative(s) • Requests prior approval and Federal funding from FNS

  29. Components of an IAPD • Feasibility Study/Alternatives Analysis/Cost-Benefit Analysis • Functional Requirements • Management Plan • Schedule • Budget

  30. FNS Timeframes 60 DAYS 43

  31. OK, so your IAPD is approved… THEN WHAT?

  32. Design, Development & Implementation Activities Convert functional requirements into the system requirements Develop / Transfer / Integrate Test and Pilot Train and Implement statewide

  33. Testing TestingTesting!

  34. Training What Makes Training Effective? • Incorporates UAT results • Is scheduled “just in time” • Is “hands on” • Does not end at rollout

  35. Pilot Test What a Pilot Should Not Be: • Simply the first phase of rollout • A formality to proceed What a Pilot Should Be: • The extension of system testing into the real world • A real test of the system

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