REE BPPI Workshop Acquisitions
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Transcript of REE BPPI Workshop Acquisitions
REE BPPI WorkshopAcquisitions
February 21-24, 2006 Washington, DC
2 February 2006
AgendaAgenda
1. IAS Goals and Objectives
2. Functional Scope of IAS
3. Overview of IAS Processes
4. IAS Implementation Lifecycle
5. Purpose and Goals for Today
6. Standard USDA Procurement Process
7. Detailed Process Stepsa. Contracting Buyer Assignmentsb. Awards (Simplified and Formal)c. Contract Close-out and Additional Questions
3 February 2006
IAS Goals and ObjectivesIAS Goals and Objectives
Ensure reliable and accurate USDA-wide, procurement-related financial information
Make the most efficient use of IT investments and comply with electronic commerce directives and digital Department initiatives
Support an integrated policy, planning, and budgeting process
Improve customer service and reduce program office and administrative burden in the acquisition management process
Lower purchasing costs
Provide a robust security environment that meets or exceeds USDA’s Common Criteria standards
Automate tracking system for requisition approvals and contract writing and review
Provide a platform for advanced future acquisition management business processes
4 February 2006
Functional Scope of IASFunctional Scope of IAS
The functional scope of IAS is to support procurement at USDA, and to support interfaces with appropriate controls and pertinent data for other processes at USDA
IAS currently covers the procurement lifecycle from requisition through contract closeout, with an interface to FFIS
PSD is examining future capabilities that will extend system capabilities, consistent with the vision
FY05 IAS Functional Vision
e-Catalog
e-Invoicing
Data Warehouse
Auctions
e-RFx
Asset Management
Interface (CPAIS)
Requisition Processing
Contract Management
Financial Interface
Review and Approval
ReceivingReconciliation
System Administration and Reporting
Solicitation Preparation
RFP Advertisement & Distribution / Fed Biz Opps
Proposal Acceptance Award
Contract Modification
Audit Support
Contract Closeout
Purchase Orders
5 February 2006
Overview of IAS ProcessesOverview of IAS Processes
RequisitionOrder /
ContractReceipt Invoice
Payment Backfeed
• Requisition user creates or modifies a request
• Request is approved by manager in program office
• Request is approved by others (e.g.: property or IT. Optional setup per agency.)
• Request is approved by Finance for Commitment
• Contracting Officer completes all pre-award research, processes, and documentation
• Synopsis abstracts can be sent to FBO from IAS; Otherwise, CO must post IAS- created documents to FBO
• Contracting Officer completes obligating document including all terms and conditions
• Contracting Officer releases obligating document and completes FPDS-NG reports
• Requisitioner or other designee enters receipt and acceptance into IAS
• Contracting Officer or other designee may review off-line for official acceptance prior to entry in IAS
• ACFO-FO COD APB enters the invoice into IAS
• ACFO-FO COD APB resolves issues related to discrepancies
• ACFO-FO COD APB transmits invoice to schedule payment
• Agency designee reviews payment backfeed for accuracy
6 February 2006
IAS Implementation LifecycleIAS Implementation Lifecycle
Identify Agency Team
Data Gathering / Validation
Data Entry Transition to Customer Care
Business Process Policy
Integration Go LiveGo Live SignoffSignoff
Outreach / Education
Training Management & Delivery
Configuration Prep
7 February 2006
Purpose and Goals for TodayPurpose and Goals for Today
Obtain a detailed understanding of current REE “As-Is” Buyer Assignments, Simplified and Formal buying processes, and Contract Close-out processes
Identify potential changes or gaps for REE based on new “To Be” IAS processes (systems, forms, staff, etc.)
Identify any non-standard or unusual transactions
8 February 2006
Standard USDA Procurement ProcessStandard USDA Procurement Process
Requestor
CO
COTR
Does this map to your current process? Are there deviations from the example above? If so, what?
Create Requisition
Program
Approve Requisition
Program/Budget
Generate Award
AcquisitionsBudget
Receives Invoice
Budget
Review•Receipt & Acceptance (Requestor)•Verify distribution (AFM)
Budget
Fax Receipt to NFC
NFC
Invoice Entry
9 February 2006
Contracting Buyer AssignmentsContracting Buyer Assignments
RequisitionOrder /
Contract Receipt Invoice
Routing and Assignment of Requisition Do you have a central Procurement shop? If not, where are your major Procurement
Shops located? How are Requisitions assigned amongst Contracting Officers (e.g., is there a Supervisory
Contracting Officer who determines to which Contracting Officer to assign the requisition?) What criteria (e.g., requisition amount, program type, etc.) is currently being used to
determine which Contracting Officer should process which Requisition? Do you have Purchasing Specialists and Contracting Officers? What are there
responsibilities? How does this process differ at the Area Office or Location Area level?
Receive Requisition
Review Requisition
Assign to Staff
10 February 2006
Order/Contract (Simplified)Order/Contract (Simplified)
RequisitionOrder /
Contract Receipt Invoice
Simplified Acquisitions Process Who creates the Purchase Orders (COs, Purchasing Specialists or both)? What other
individuals are involved in developing and/or releasing the Purchase Order? What form(s) are being used in the creation of the PO (other than the AD838)? What systems, if any, are used for creating the Purchase Order/Contract? Do you process any Purchase Orders outside of PRCH? Who enters the obligation into FFIS? How do you handle cost modifications? Are you allowed to award to vendors outside of CCR? Describe any unusual transactions you process (from a funding, FFIS, systems perspective).
Conduct Research (optional)
Determine Payment Method/ Vehicle
Develop PO
Release PO
Post Award to FBO
(optional)
11 February 2006
Order/Contract (Formal)Order/Contract (Formal)
RequisitionOrder /
Contract Receipt Invoice
Conduct Research
Develop RFI (optional)
Post RFI to FBO (optional)
Receive and Review RFI Response
(optional)
Develop Milestones or Acquisition Plan
(optional)
Post Synopsis (optional)
Develop SOW
Develop Solicitation
Develop Bidders List
Release Solicitation
Review Responses
Choose Vendor
Create Award
Obligate Funds
12 February 2006
Order/Contract (Formal) cont’dOrder/Contract (Formal) cont’d
Formal Acquisitions Process Who creates the formal contracts? What form(s) are being used in the creation of the contract or award? What systems or databases are used for contract generation? Who enters the obligation in FFIS? Who does FPDS-NG reporting and when (upon release or in bulk)? How does your standard formal acquisition process differ from 8a or Sole Source
Selection? How do you handle cost modifications? Describe any unusual transactions you process (from a funding, FFIS or other
systems perspective).
RequisitionOrder /
Contract Receipt Invoice
13 February 2006
Contract Close-Out and Additional QuestionsContract Close-Out and Additional Questions
Contract Close-Out Process What are your contract closeout steps (financial de-obligation or award closeout)? What forms or documents are involved in closing out the contract?
Additional Questions Does the process for placing BPA calls differ at all from the standard acquisitions
process? If so, in what way? How do you process Purchase Card payments with Purchase Orders? How do you handle emergency buys? Describe the approval chain and list the
parties involved. How do you handle the setup for cross-servicing and inter-agency agreements?
Any Unusual Circumstances Not Discussed
Requisition Receipt Invoice Close OutOrder/Contract
14 February 2006
Known Change Management IssuesKnown Change Management Issues
Identified Issue Effect on REE IAS Users
Commitment Accounting Any change (other than admin) must be initiated by requisition creator
Tolerances As of May 24, 2005, tolerances will be available and enforced in FFIS
Line items must still be entered, though (eg: for shipping and handling)
Purchase Order System (PRCH) Shutdown
Identify orders which will extend past 6 month shut-down window (based on your ‘Go Live’ date, this means any order or line items to exercised in FY06)
Standard Forms No more use of AD forms
Sub-CLINs Restructure line items
Invoice Entry All invoices entered by OCFO, COD, APB (NFC)
15 February 2006
Known Change Management IssuesKnown Change Management Issues
Identified Issue Effect on REE IAS Users
Document Numbering IAS will auto-number documents based on FPDS-NG and policy standards; reports will be driven off fields other than document number
Real-time interface to FFIS Requisitions and obligations are inserted into FFIS real-time (< 2 minutes) rather than overnight; No additional entry needed
Document Suspense File (SUSF)
Users will use IAS error tables
COMT Acquisition staff will request new vendors be added to FFIS via the PVND screen in IAS
Three-way matching Requisitioners will now have to enter receipts (certification and acceptance) in IAS in order for invoices to be processed
16 February 2006
Next StepsNext Steps
Action Item Review Deliver complete list of gaps between current process and
future process in IAS Move into Configuration Preparation phase of implementation