January 17, 2006 Washington, DC

1. Research, Education, and Economics Agency REE Kickoff Meeting January 17, 2006 Washington, DC

2. Presentation Overview • This document contains an overview of the following: • Introduction to IAS – Ruby Harvey • REE Implementation Approach – Tracy Blackburn, Reshmi Vadakel • IAS Demo – Jackie Ireland

3. Integrated Acquisition System • IAS stands for Integrated Acquisition System • IAS is a web-based COTS (commercial-off-the-shelf) e-procurement and contract management tool • IAS 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 • IAS will replace legacy procurement systems across the department and be deployed at all agencies with procurement authority

4. IAS Goals and Objectives • Ensure reliable and accurate USDA-wide, procurement-related financial information • Make the most efficient use of IT investments and comply with the electronic commerce directives and digital Department initiatives • Support an integrated policy, planning, and budgeting process • Lower purchasing costs • Provide a robust security environment that meets or exceeds USDA’s Common Criteria 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

5. IAS Supports e-Gov initiatives • IAS is consistent with e-Government legislation and is a Top 5 Smart Choice e-Government Initiative • IAS also is supportive of the Presidential Initiatives to improve the operation of government • IAS supports IAE initiatives How E-Gov Goals Are Achieved Legislation Supported • Integrated Acquisition Environment • FPDS-NG, BPN/CCR • 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

6. Payment Backfeed Order / Contract Requisition Receipt Invoice • Requisitioner creates or modifies a request • Request is approved by manager in program office • Request is approved for property (optional setup per agency) • Request is approved by Finance for Commitment • Contracting Officer completes all pre-award research, processes, and documentation • Contracting Officer completes obligating document including all terms and conditions • Contracting Officer releases obligating document and completes FPDS-NG report • Requisitioner or other designee enters receipt and acceptance into IAS • ACFO-FO COD APB enters invoice into IAS • ACFO-FO COD APB resolves issues related to discrepancies • ACFO-FO COD APB transmits invoice to schedule payment IAS Provides a Standard Department-Wide Business Process • IAS supports the FAR and USDA-determined end-to-end buying process • The system allows for agency-specific settings within these broad parameters

7. IAS Standardized Business Process Rules • IAS will enforce several business and policy rules which may change current business process • Commitment accounting • Requires improved budget management • Requires more knowledge and accountability when initiating a purchase • Three-way matching (obligation to receipt to invoice) • Enforces better business practices • The IAS implementation provides opportunities to improve practices within your organization • Requires collaboration among acquisition, program, technical and other administrative teams within and external to your agency

8. Procurement Finance • Don’t need to re-key line items for solicitations or awards • PRCH will be shut down • Link all from requisition to closeout • Support of common clause matrices • Re-use of previous acquisition materials • Real-time interaction with FPDS-NG • Anti-deficiency reduced • Financial audit trail all in one procurement system • Enforces financial policy such as commitment accounting, no longer allows payment greater than the award • Minimize SUSF table entries Spend Analysis Management • Single source of data on Procurement and Vendor Performance • Single source of data for acquisition analysis • Support of sourcing efforts (BPAs, IDIQs, etc.) • Common system for acquisition users • Track Work Assignment • Improved visibility into task performance (how many, how long?) and effectiveness • Reduced time spent on resolving financial interface errors • Reduced data entry effort for AQM staff How Will IAS Benefit REE?

9. Presentation Overview • This document contains an overview of the following: • Introduction to IAS – Ruby Harvey • REE Implementation Approach – Tracy Blackburn, Reshmi Vadakel • IAS Demo – Jackie Ireland

10. REE Implementation Plan & Objectives • Establish the implementation approach for REE, defining each of the steps in the implementation process • Identify the major activities necessary to complete each implementation step and the responsible team to support a successful implementation effort at REE • Define Short & Long Term Implementation Goals

11. IAS Implementation Lifecycle • The IAS implementation life cycle is a 10-step process that prepares the Agency to successfully use IAS. Activities may be started, partially completed, and or repeated at the manager's discretion and can be performed in parallel with other activities. In addition to some activities being repeatable, others may be repeated as new or updated information becomes available.

12. IAS Implementation Steps & Activities • Step 1: Identify Agency Implementation Team (January/February) • The Agency Implementation Team plays a critical role in the implementation process, ensuring that the implementation accommodates agency/office specific needs. Members of the team will help establish agency/office - specific business processes, and should have an in-depth knowledge of their agency/office policies and procedures. • Team Responsibilities • PSD: Provide REE Implementation Plan & Schedule Provide IAS demonstration Provide support on Agency Legacy System Retirement Plan Provide IAS Technical Requirements • REE: Identify Agency Implementation Team members Identify REE office representatives Begin development of Agency Legacy System Retirement Plan

13. IAS Implementation Steps & Activities • Step 2: Outreach / Education (January/ February) • Outreach & Education activities will be provided to ensure agencies understand the scope, and impact of IAS implementation in their office • Team Responsibilities: • PSD: Provide IAS overview for REE senior management Provide FFIS Security Profiles workshop for REE FFIS Administrator(s) • REE: Coordinate IAS Overview with REE offices Identify & Contact REE FFIS Security Administrator(s) to initiate workshop

14. IAS Implementation Steps & Activities (continued) • Step 3: Business Process / Policy Integration (BPPI) (February) • BPPI will document variations between approved IAS business procedures and existing agency business processes, as well as support execution of change tactics to ease transition of agencies to IAS • Team Responsibilities: • PSD: Provide IAS BPPI experts Define Enterprise IAS Approach Facilitate BPPI workshops with all REE offices • REE: Coordinate BPPI workshops with REE offices Ensure BPPI experts are identified from each REE office Obtain agreement from REE offices on established BPPI process

15. IAS Implementation Steps & Activities (continued) • Step 4: Configuration Preparation (March / April) • Configuration Preparation will educate the Agency Implementation Team on identifying IAS users to fill specific roles in the Agency IAS Business Process • Team Responsibilities: • PSD: Provide Data Gathering & Validation tools and workshops for REE offices • REE: Ensure REE offices identify IAS users, workflow, buyer assignment rules Ensure IAS users complete the AD-1143 form Ensure IAS users complete the e-Authentication process

16. IAS Implementation Steps & Activities (continued) • Step 5: Data Gathering and Validation (April / May) • Gather data for identified IAS and users and validate the data set for completeness and accuracy • Team Responsibilities: • PSD: Provide support to REE offices during Data Gathering & Validation effort • REE: Ensure REE FFIS Security Administrator(s) configure FFIS security profiles for each IAS user in timely manner Ensure REE data gathering office representatives submit completed and validated data templates on time

17. IAS Implementation Steps & Activities (continued) • Step 6: Data Entry (mid-May) • Create IAS user accounts (with profile information and workflows) in IAS based on the validated data provided by the Agency Implementation Team • Team Responsibilities: • PSD: Begin data entry of IAS users once data templates have been submitted Distribute UserIDs and passwords to REE • REE: Submit completed and validated data templates to PSD to begin data entry Distribute UserIDs and passwords to REE office representatives

18. IAS Implementation Steps & Activities (continued) • Step 7: Training Management and Delivery (Sessions - April / May) • Training will provide IAS users instruction in system functionality • Team Responsibilities: • PSD: Identify available dates and locations for AQM training Initiate contact with REE AgLearn Coordinator(s) Establish training dates for IAS CBT • REE: Determine date and location for AQM training Ensure REE AgLearn Coordinator posts IAS CBT modules to AgLearn Ensure all IAS users have completed the CBT before Go Live date Ensure all required IAS users have participated in AQM training before Go-Live date

19. IAS Implementation Steps & Activities (continued) • Step 8: Go-Live (June 5th) • Verify the Agency can access IAS, user accounts are active, workflows are functional, user training is completed, and the system is operating as expected. • Team Responsibilities: • PSD: Provide support to IAS users during Go Live and preliminary transition to IAS • REE: Obtain agency certification from all REE offices regarding agency readiness for Go Live Date Certify implementation of the Legacy System Retirement Plan at all REE offices

20. IAS Implementation Steps & Activities (continued) • Step 9: Transition to Customer Care (July/ August) • PSD support will transition support from Implementation Team to Customer Care • Team Responsibilities: • PSD: Introduce Agency Customer Care Lead & Liaison to REE Provide Agency Customer Care plan to REE Monitor IAS user activity at all REE offices • REE: Monitor IAS user activity at all REE offices

21. IAS Implementation Steps & Activities (continued) • Step 10: Sign Off (July) • PSD: Customer Care assumes responsibility of REE from Implementation team • REE: Certify the Agency IAS Implementation and transition to Customer Care is complete

22. REE Implementation Timeline

23. REE Implementation Milestones

24. REE Implementation Milestones(continued)

25. Next Steps • Short Term Activities • Weekly Meetings with Agency Implementation Team • Proposed REE BPPI Workshop dates – February 21-23st • Provide IAS Overview to REE agency/office senior management – Scheduled for: February 1st in Whitten Building, DC • Long Term Activities • Configuration Preparation – Proposed dates: March 13-17th or March 20-24th • Data Collection – Proposed date: March – April 06th • Data Validation – Proposed date: May 1-15th • Data Entry: Planned date: May 15th • Training: Planned period: April - May • Go-Live: Monday, June 5th 2006

26. Presentation Overview • This document contains an overview of the following: • Introduction to IAS – Ruby Harvey • REE Implementation Approach – Tracy Blackburn, Reshmi Vadakel • IAS Demo – Jackie Ireland