# Presentation: 204661

**USDA Acquisition Workforce Conference**

**April 19, 2005     ****	****	****	****	****               Arlington, VA**

**Integrated Acquisition System**
**Perspectives and Lessons Learned**

## 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 Blackburn
*IAS Implementation Lead*
*Procurement Systems Division*

## What Is IAS?

- IAS stands for the _**I**_ntegrated _**A**_cquisition _**S**_ystem
- 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

## IAS 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

## IAS 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

## IAS 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 ImplementationPerspectives & Lessons Learned

## IAS 10-Step Implementation Process  

**ID Agency Team****(3 wks)**

**Business Process****& Policy****Integration (3 wks)**

**Configuration****Preparation (5 wks)**

**Data Gathering****and Validation (6 wks)**

**Data Entry (5 wks)**

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

**Transition to****Customer****Care (4 wks)**

**Go****Live**

**Outreach/ Education (24 wks)**

**Sign**** Off **

**Month 1**

**Month 7**

**Month 2**

**Month 3**

**Month 4**

**Month 5**

**Month 6**

**IAS Implementation Life-Cycle**

***For illustrative purposes only***
***Individual agency implementation timelines will vary***

## IAS Pre-Implementation

- Pauline Myrick
*Office of the Chief Financial Officer*
*Credit, Travel and Grants Policy Division*

## IAS Implementation at DASO

- Ellery Taylor
*Contract Specialist, OPPM*
*Procurement Policy Division*

## IAS Implementation at Forest Service

- Laurie Lewandowski
*Procurement Analyst*
*Forest Service*

## IAS Post-Implementation Customer Care

- Ruby Harvey
*Acting Chief*
*Procurement Systems Division*

## 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

## IAS Help Desk Operations

## 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 |

## IAS 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”**

| 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