USDA Acquisition Workforce Conference

April 19, 2005 Arlington, VA

IASProgram

ManagementInterfaces

Business &OperationsProcesses

ChangeManagement

Infrastructureand

Security

AcquisitionPolicy

ProcurementSystems

IAS

Integrated Acquisition SystemPerspectives and Lessons Learned

2

Agenda Agenda

IAS Program Status & Future Tracy Blackburn Moderator

IAS Implementation Perspectives & Lessons Learned IAS Pre-Implementation Pauline Myrick

OCFO IAS Implementation at OPPM Ellery Taylor

OPPM IAS Implementation at Forest Service Laurie Lewandowski

Forest Service IAS Post-Implementation Customer Care Ruby Harvey

PSD

Panel Question and Answer Open

IAS Program Status and Future

Tracy BlackburnIAS Implementation Lead

Procurement Systems Division

4

What Is IAS?What Is IAS?

IAS stands for the Integrated Acquisition System Provides a Web-based COTS (commercial-off-the-shelf) e-procurement

and contract management tool Replaces legacy systems across the Department and will be deployed at

all agencies with procurement authority Provides USDA with a corporate administrative system offering:

Enterprise Business Process Standardization Electronic requisitioning through payment and contract close-out Interfaces to FFIS and FPDS-NG Potential future interfaces to CPAIS and other administrative systems

5

IAS will be 80% Implemented in FY05IAS will be 80% Implemented in FY05

Four Agencies have been fully implemented RD FNS FSIS NRCS

Four agency implementations are underway Forest Service (3 of 4 waves complete) Departmental Administration Staff Offices FSA OIG

APB is using IAS invoice entry FY06 implementations: ARS and APHIS

6

IAS Release 2.4 StatusIAS Release 2.4 Status

IAS Release 2.4 Functionality Recurring Payment Invoices generated from IAS (PRCH

Type 42) IQ Commit / IQ No-commit Separation on Obligation

Headers Hanging Commitments / Final Flag on Obligations Document Approval History Access Duplicate vendors clean-up Tolerances

7

IAS Extended FunctionalityIAS Extended Functionality

Core functionality rollout (requisition processing and contract management) is complete

A number of extended functionality candidates are currently being considered (sample list)

Anticipate at least one new extended functionality to be implemented in FY06 and FY07

Extended functionality would be in addition to the COTS upgrades and user enhancements

Electronic Catalogs Electronic Invoicing CPAIS Interface

Electronic Solicitation Data Warehouse

IAS ImplementationPerspectives & Lessons Learned

9

IAS 10-Step Implementation Process IAS 10-Step Implementation Process

ID Agency Team(3 wks)

ID Agency Team(3 wks)

Business Process& Policy

Integration (3 wks)

Business Process& Policy

Integration (3 wks)

ConfigurationPreparation (5 wks)

ConfigurationPreparation (5 wks)

Data Gatheringand Validation (6 wks)

Data Gatheringand Validation (6 wks)

Data Entry (5 wks)Data Entry (5 wks)

Training Management and Delivery (14 wks)Training Management and Delivery (14 wks)

Transition toCustomer

Care (4 wks)

Transition toCustomer

Care (4 wks)

GoLive

GoLive

Outreach/ Education (24 wks)Outreach/ Education (24 wks)

Sign Off

Sign Off

Month 1 Month 7Month 2 Month 3 Month 4 Month 5 Month 6

IAS Implementation Life-Cycle

For illustrative purposes onlyIndividual agency implementation timelines will vary

IAS Pre-Implementation

Pauline MyrickOffice of the Chief Financial Officer

Credit, Travel and Grants Policy Division

IAS Implementation at DASO

Ellery TaylorContract Specialist, OPPM

Procurement Policy Division

IAS Implementation at Forest Service

Laurie LewandowskiProcurement Analyst

Forest Service

IAS Post-Implementation Customer Care

Ruby HarveyActing Chief

Procurement Systems Division

14

Customer Care Customer Care

Customer Care Defined Preparation starts before go-live 30 day transition period starts immediately at go-live PSD’s post-implementation oversight to ensure customer issues

are being effectively addressed

Customer Care Components Regular Agency Meetings (Customer Care Liaisons) Help Desk Training End User Forum

15

IAS Help Desk OperationsIAS Help Desk Operations

IAS End Users & IAS Agency Reps

• 1-866-IAS-8686 to IAS Tier 1 Help Desk

• Email to Help Desk, support@IAShelpdesk.com

• BridgeTrak Web ticket directly into Help Desk application, http://www.IASHelpDesk.com

IAS Tier 1 Help Desk

• Receives all IAS related issues• Performs problem determination• Create tickets in BridgeTrak

application• Reset user passwords• Answers general “how to ”

questions• Answers basic AgLearn

questions• Escalates issues to Subject Matter

Experts• Communicates issues resolutions

to IAS end users• Closes reported tickets in

BridgeTrak after end user resolution conformation

IAS Tier 2 Help Desk

(IBM, ACFO -FS, NFC -IRMD-SEB)• Receives issues• Performs problem determination• Resolves complex issues• Escalates issues to Tier 3 and/or

software Vendors as needed• Communicates issues resolutions

to IAS end users• Closes reported tickets in

BridgeTrak after end user resolution conformation

• Performs all Sys. Admin functions

IAS Tier 3 Help Desk

(Oracle, CompuSearch, IBM, Microsoft, etc)

• Receives issues• Performs problem

determination• Resolves vendor specific

technical issues

IAS End Users & IAS Agency Reps

• 1-866-IAS-8686 to IAS Tier 1 Help Desk

• Email to Help Desk, support@IAShelpdesk.com

• BridgeTrak Web ticket directly into Help Desk application, http://www.IASHelpDesk.com

IAS Tier 1 Help Desk

• Create tickets in BridgeTrak application

• Reset user passwords• Answers general “how to ”

questions• Answers basic AgLearn

questions• Escalates issues to Subject Matter

Experts• Communicates issues resolutions

to IAS end users• Closes reported tickets in

BridgeTrak after end user resolution conformation

IAS Tier 2 Help Desk

(IBM, ACFO -FS, NFC -IRMD-SEB)• Receives issues• Performs problem determination• Resolves complex issues• Escalates issues to Tier 3 and/or

software Vendors as neededCommunicates issues resolutions to IAS end users

• Closes reported tickets in

resolution conformation• Performs all Sys. Admin functions

IAS Tier 3 Help Desk

(Oracle, CompuSearch, IBM, Microsoft, etc)

• Receives issues• Performs problem

determination• Resolves vendor specific

technical issues

16

IAS Training Methodologies IAS Training Methodologies Three formal training courses have been developed to meet IAS user requirements

Course Name Course Description Delivery Method

Requisition Management Module (RQM)

Entry-level training for Requisitioners, Receivers, and Funds Approvers

Consists of 4 components: RQM CBT application Course Challenge assessing user understanding User Survey Desktop Users Guide

CBT via AgLearn

Supplemental Requisition Management and Acquisition Management Training

Refresher training for Requisitioners, Contracting Officers, Financial Officers, and Funds Approvers who have completed RQM and received classroom instruction on PRISM and Oracle Core Apps

Provides demonstrations on JInitiator installation, logging in, and executing Oracle Core Apps, Error Management, New Vendor Requests (PVND), Requisition Modifications, and Liquidated Commitments

CBT via AgLearn

Contracting Officer & Financial Officer Training in PRISM

Entry-level PRISM training provided by CompuSearch for Contracting Officers and Financial Officers

Provides basic instruction on use of PRISM in creating, modifying, and disseminating USDA acquisition documents

Classroom instruction

17

IAS End User ForumIAS End User Forum

The End User Forum meets monthly and was designed to facilitate communication between the IAS solution providers, PSD, and the IAS End User community

From the “IAS END USER FORUM CHARTER”From the “IAS END USER FORUM CHARTER”

Purpose The IAS End User Forum provides the IAS user communities with an opportunity to discuss and achieve customer satisfaction and support. Through the use of open communications of issues, concerns and improvements as they relate to the IAS Solution, the End User Forum will allow the IAS End User Community with the means to have their issues addressed in a timely manner.

The purpose of the IAS End User Forum is to provide an open communication vehicle between the IAS solution providers, PSD, and the IAS End User community.

The forum will sponsor a monthly meeting to discuss IAS topics, address concerns and share information amongst the IAS end user community. At the forum we will field ideas, suggestions, concerns and corrective measures in regards to the IAS solution.

The forum will consist of updates for the IAS solution, its services, and open discussions on selected topics as well as provide the participants an opportunity to engage in open conversations on the topics which concern their agencies or them as individual users of the IAS solution.

Scope The scope of the IAS End User Forum responsibilities includes presenting issues and providing recommendations on priority or method of solution to PSD.

Panel Question & Answer