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Robin Gilliam, CPA, PMP GWA Systems & Standards Integrator Department of Treasury

. How to Make the Interagency Agreements (IAA) Meet your Agency Needs. Lori Sakalos , CFCM Senior Procurement Analyst, GSA. Robin Gilliam, CPA, PMP GWA Systems & Standards Integrator Department of Treasury. Tom Howder Director, Acquisition Operations and Systems, GSA. Tracey Malick

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Robin Gilliam, CPA, PMP GWA Systems & Standards Integrator Department of Treasury

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  1. . How to Make the Interagency Agreements (IAA)Meet your Agency Needs Lori Sakalos, CFCM Senior Procurement Analyst, GSA Robin Gilliam, CPA, PMP GWA Systems & Standards Integrator Department of Treasury Tom Howder Director, Acquisition Operations and Systems, GSA Tracey Malick Director, Financial Operations Division May 2011

  2. What is an Interagency Agreement (IAA)? • Supports management of reimbursable (buy/sell) transactions and delineates roles and responsibilities • Requesting agency (buyer) obligates and reimburses funds to servicing agency (seller) • Servicing agency (seller) obligates and disburses payments to their suppliers and receives reimbursable funds from requesting agency (buyer) • Developed from the Office of Federal Procurement Policy (OFPP) June 2008 Interagency Acquisition Document • An IAA has two parts, which are mandatory to complete

  3. IAA – Part A, General Terms & Conditions (GT&C) Captures trading partners relationship • Scope • Roles Responsibilities • Special Clauses • Termination/Dispute • Authorities

  4. IAA – Part B, Order Requirements and Funding Information Section (Order) • Period of Performance • Description of Products and/or Services • Bona Fide Need • Accounting/Funding Data Elements • Obligation • Advance Amount • Amount Due

  5. Why Do We Need a Governmentwide Standard IAA? • Accounts for and reconciles buy/sell (IntraGov) transactions between trading partners • Manages buy/sell transactions from initiation to settlement • Addresses the long-standing audit finding on the US Government’s financial report (FR) • $25 Billion elimination entry between departments

  6. Agency Challenges for Reimbursable (Buy/Sell) Transactions: • Managing multiple forms between trading partners • Managing the entire reimbursable (buy/sell) process transactions: • Beginning work before agreement signed • Obligating and moving funds prior to reaching agreement • Receipt and acceptance • Communicating with all parties • Reconciling • Intra-governmental Payment and Collection (IPAC) • Elimination Entries

  7. GovernmentwideApproach to Help Agencies Manage the Reimbursable Process • Develop an automated standard business process for agencies to transact and reconcile buy/sell activity • Encompass reimbursable standard business processes • Negotiate agreement in the digital IAA • Receipt and Acceptance thru invoicing capabilities • Settlement thru IPAC • Reconciliation tools thru available reports

  8. Components of the Internet Payment Platform (IPP) / Intra-Gov Requesting Agency Servicing Agency 8

  9. Buy/Sell Automated Workflow

  10. GovernmentwideApproach to Help Agencies Manage the Reimbursable Process (cont) Agency Implementation • Paper users Digital IAA available • Automated users Bulk file • Reaching out to departments for policy development • Available to assist agencies business process change

  11. Agencies Implementing the IAA • Commerce • Census • National Oceanic and Atmospheric Administration (NOAA) • Department of Defense (DoD) • DHS – Federal Emergency Management Agency • GSA – Federal Acquisition Service • Housing and Urban Development (HUD) • Health & Human Services (HHS)

  12. Agencies Implementing the IAA (cont) • National Science Foundation (NSF) • Nuclear Regulatory Commission (NRC) • Treasury • Financial Management Service (FMS) • Bureau of Public Dept (BPD) • Transportation • National Highway Traffic Safety Administration • Federal Railroad Administration

  13. Lessons Learned • Get buy in from key stakeholders and agency leaders • Use IAA on new agreements rather than existing agreements for smoother transition • Start early – don’t roll out new form during FY closeout • Update standard operating procedures to include IAA • Train key staff – “train the trainers” • Get buy in from key programmatic staff

  14. Lessons Learned (cont) • Present unified message – i.e., grants vs. contracts office • Paper form expands and contracts depending on agreement type • Assisted acquisition • Buy/Sell • Continual outreach – good communication • Be creative – attach and reference other documents or add clauses, agency specific terms and conditions as needed

  15. References • Financial Management and Budget Standardization Web Page: http://go.usa.gov/gXz • Sign up to receive email updates for IAA and FM standardization information • FAR subpart 17.5 • GSAM • Internet Payment Platform • Intergovernmental business rules

  16. Contact Information • Robin Gilliam, CPA, PMP GWA Systems and Standards Integrator, Treasury, Financial Management Service robin.gilliam@fms.treas.gov (202) 874-9133 • Paul Lionikis • IPP Strategic Agency Relations Director, Treasury, Boston Federal Reserve Bank • Paul.lionikis@bos.frb.org (617) 973-3637 iaa@fms.treas.gov for email questions

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