IAS Overview

1
IAS Overview
Acquisition Policy
Infrastructure and Security
Procurement Systems
IAS
Business Operations Processes
Change Management
IAS Program Management
Interfaces
August 2002 Washington, D.C.
2
Table of Contents

• What is the IAS Program?
• Why the IAS Program?
• Overview of IAS Rollout within an Agency

3
What is the IAS?

• IAS stands for Integrated Acquisition System
• IAS is a web-based COTS (commercial-off-the-shelf)
  procurement and contract management generation
  and administration software product
• IAS provides USDA with a corporate administrative
  system offering
• Requisitioning through contract close-out
• Future interface to FFIS
• Potential future interfaces to property
  management and other administrative systems
• Further project information can be found at
  www.usda.gov/procurement/ias where project and
  information updates are made on an ongoing
  basis.

4
IAS Pilot and Post-Pilot Functionality
IAS Pilot Limited Functionality

• Requisition Entry
• Requisition Review Approval
• System Administration Reporting
• Solicitation / RFx Prep
• Send to FedBizOpps
• Capture Proposals
• Develop Contract Clause Matrices
• Purchase Order and Contract
  Award/Release for Obligation
• Contract Modification (non-cost) and other
  administration

IAS Post Pilot Full Core Functionality

• IAS Pilot Limited Functionality plus
• FFIS Interfaces
• Cost Modifications
• Reconciliation
• Receiving
• Close-out

Pcard and program fund transactions are not
within pilot scope. For post-pilot purposes,
discussions regarding implementation of pcard and
program fund transactions are in process.
5
What Does IAS Mean To You?
6
Support of e-Government Initiatives

• IAS is consistent with e-Government legislation
  and is a Top 5 Smart Choice USDA e-Government
  Initiative
• IAS also is supportive of the Presidential
  Initiatives to improve the operation of
  government

How E-Gov Goals Are Achieved
Legislation Supported

• Integrated Acquisition Environment
• Paperless entry and approval of requisitions
• Re-use of data to eliminate excess processing
  effort
• Interface to other administrative systems to
  reinforce data integrity for audit
• Future use of marketplaces and catalogs to speed
  and simplify product selection and vendor
  interactions

• Clinger-Cohen Act
• Government Performance Results Act
• Federal Acquisition Streamlining Act
• OFPP initiatives to utilize electronic commerce
• Information Technology Mgmt Reform Act
• Paperwork Reduction Act
• Paperwork Elimination Act
• Section 508 Compliant

7
Table of Contents

• What is the IAS Program?
• Why the IAS Program?
• Overview of IAS Rollout within an Agency

8
Where Is USDA Today?
Expenditures
Speed

• No Tool to Integrate Acquisitions
• Extended Cycle Times
• NRCS
• Simplified Acquisitions 2.415.6 mo..
• Formal Acquisitions 8-29.1 mo.

• 2.1B Non-Commodity Annual Spend
• NRCS non-PCARD - 91m
• PCARD - 33m
• 75 of the 2.1B Non-Commodity Annual Spend is
  concentrated on five categories
• IT 24
• Facilities 17
• Agricultural/Forestry 16
• Construction 9
• Professional Services 9

USDA
Productivity
Cost Reduction

• Manual Intervention
• - Requisition, Approvals
• No single USDA Wide Procurement System
• Lack of/poor access of procurement/financial
  data for decision making

• Not Fully Leveraged
• - Missed Opportunities
• Low Spend Visibility

Data obtained from the USDA eMarketplace Draft
Spend Analysis (10/01). Data obtained from a
draft version of the As Is Process Metrics
slide (06/02) NRCS data was extrapolated from
the agency data collected.
9
IAS Goals and Objectives

• Ensure reliable and accurate USDA-wide,
  procurement-related financial information
• Make the most efficient use of IT investments
  comply with the electronic commerce directives
  and digital Department initiatives
• Support an integrated policy, planning, and
  budgeting process
• Improve customer service
• Lower purchasing costs
• Provide a robust security environment that meets
  or exceeds USDAs C-2 standards
• Reduce program office and administrative burden
  in the acquisition management process
• Automate tracking system for requisition
  approvals and contract writing and review
• Provide a platform for advanced future
  acquisition management business processes

10
Getting to the Goal

• Executive buy-in to the IAS project
• Make IAS initiative the most important initiative
  in the area of the Agency Contracts Management
  Branch.
• Dedicated Agency HQ and Regional/State/Local
  member support
• Regular progress/roadblock meetings
• Streamline and standardize our processes
• Speed to implementation May sacrifice scope for
  schedule
• No customization of software, use out of the box
  solution
• Set and communicate realistic expectations
• Third party evaluation of the IAS implementation
  for lessons learned and changes required for
  rollout

11
Enterprise Wide Procurement Initiative

• In October, 2000, PSD IAS PMO embarked on an
  enterprise wide initiative to implement a
  web-based procurement solution (IAS)
• Agency Development of scope and strategy October
  2000 January 2001
• Agency Development of Acquisition Requirements
  February May 2001
• RFP and responses June July 2001
• Live Test Demonstrations August and November
  2001
• Vendor Award February 28, 2002
• Configuration for FNS and RD pilot
  implementation June 30, 2002
• Independent Quality Assurance Testing July 19,
  2002
• Pilot User Training Starts July 29, 2002
• Pilot Operations to be Initiated August 5, 2002

12
Table of Contents

• What is the IAS Program?
• Why the IAS Program?
• Overview of IAS Rollout within an Agency

13
Agency IAS High Level Timeline
Pre-Pilot
Pilot
Post-Pilot
90 Days
Train Pilot
Users
Configure / Install /
Run Pre
-
Run
Roll
-
out
Test Pilot
Prepare Pilot
production
Production
of
Functionality
Functionality
Pilot
Pilot
Functionality

Suspend

Parallel
Configure IAS, train balance of agency users, and
begin generating requisitions solely in IAS.
Evaluate
parallel
Legacy
Pre
-
processing
processing
operational
of pilot

Review
Pilot
transactions
results to
ensure

Parallel
correctness
processing
of pilot
contracts
14
Steps for Agency Rollout

• Rollout Planning
• Determine specific pilot and post-pilot rollout
  deployment date for each agency entity
• Identify primary regional/state/local IAS
  champions and teams
• IAS Configuration
• Confirm current requisition process flow for each
  entity
• Document current and future requisition approval
  hierarchy
• Document current and future procurement approval
  hierarchy
• Identify commonly used vendors (vendor tax
  number, vendor business address, FFIS VIN codes),
  accounting codes, ship to address(es)
• Rollout Training
• Identify future IAS users to be trained and
  training dates
• Change Management
• Draft list of potential issues that would impact
  the IAS implementation within each entity
• Communications
• IAS Overviews, Awareness Sessions, and Emails
  (i.e., training, go-live)

15
Future IAS Milestones

• Following initiation of IAS pilot operations for
  FNS and RD on August 5, 2002, the IAS Project
  Team plans to
• Present proposed sequence and timing for IAS
  implementation for remaining agencies/organization
  s September 2002
• Begin IAS roll out to full user communities in
  pilot agencies Fall 2002
• Conduct a full, formal evaluation of pilot
  processing results Starts October 15, 2002
• Provide Pilot Results Report October 30, 2002