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FNS APD Process “Executive” Overview ISM Conference – August 30, 2009

FNS APD Process “Executive” Overview ISM Conference – August 30, 2009. Session Objectives. Overview of the APD Process Your Roles, and Why You Should Care Planning Documents Procurement Documents The Hard Parts FNS Handbook 901. FNS State Systems Office. SSO. NERO. MWRO. MPRO. WRO.

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FNS APD Process “Executive” Overview ISM Conference – August 30, 2009

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  1. FNS APD Process“Executive” Overview ISM Conference – August 30, 2009

  2. Session Objectives • Overview of the APD Process • Your Roles, and Why You Should Care • Planning Documents • Procurement Documents • The Hard Parts • FNS Handbook 901

  3. FNS State Systems Office SSO

  4. NERO MWRO MPRO WRO MARO SERO SWRO

  5. Gregg Saxton

  6. Karen Painter-Jaquess

  7. Kathy Tankersley

  8. Lynn Jordan

  9. Catalina Luna Jennifer Renegar

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

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

  12. 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

  13. Our Role…..

  14. YOUR ROLES Leadership Program Technical

  15. It’s not all about technology!

  16. Stewardship Ownership Partnership

  17. Stewardship

  18. Partnership

  19. Ownership

  20. Why You Should Care! Making policy and providing leadership Creating the roadmap for the future of the program Assuring access and benefits Providing the tools to deliver!

  21. Leadership Accountability Regulatory Requirements Program Management Empowerment

  22. Program Accessibility Program Management Payment Accuracy Client Services and Benefits Reconciliation and Reporting

  23. Technical Accessibility Usability Data Integrity Data Sharing Security Innovation

  24. Advance Planning Document Process • Parallels standard project management methodology for a system lifecycle project (and real life too!) • Planning • Design • Development • Testing/pilot/implementation • Operation • Evaluation • Planning

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

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

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

  28. PAPDPlanning Advance Planning Document

  29. “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

  30. 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

  31. Components of a PAPD • Transmittal Letter with Official Signature • Executive Summary • Resource Requirements • Schedule of Activities, Milestones, and Deliverables • Proposed Budget • Cost Allocation Plan (if applicable)

  32. Key PAPD Elements (What FNS is looking for!) • Explains objectives and needs of new system • Scope of planning activities appropriate for project • Explains involvement of key stakeholders and relationships with other programs and organizations • Demonstrates availability of funds, resources, and skills

  33. Key PAPD Elements • Planning activities justify costs involved • Itemized planning budget, sources/amounts of funding included • Plan to allocate costs among sources, if applicable

  34. PAPD Process Steps State agency: • Prepares and submits PAPD FNS • Sends electronic copies: - 1 to FNS’ Regional Office - 1 to FNS’ State Systems Chief • Simultaneously submits copy of PAPD to HHS and any other participating Federal agencies, if applicable

  35. PAPD Process Steps State agency: • Receives FNS comments or approval • Obtains prior FNS written approval of PAPD before starting any planning phase procurments

  36. FNS Timeframes 60 DAYS 42

  37. 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

  38. (But it’s also just in the regs)

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