# Presentation: 204685

**January 17, 2006****	****	****	****	****Washington, DC**

**Research, Education, and Economics Agency **
**REE Kickoff Meeting**

## This document contains an overview of the following:

Introduction to IAS – Ruby Harvey

REE Implementation Approach – Tracy Blackburn, Reshmi Vadakel

IAS Demo – Jackie Ireland

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

**Presentation Overview**

## 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

- 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

**Integrated Acquisition System**

**Notes:**
 Being faithful to the COTS approach – which means that USDA will not modify the baseline application software – places a greater emphasis on change management during the implementation process
 Change management focuses on transitioning business processes to work with the COTS software
Refer folks to the IAS Newsletter which is published on the web site (address provided on slide)

## 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

## 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

**Legislation Supported**

-  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

**How E-Gov Goals Are Achieved**

- 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

## 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

## 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

## How Will IAS Benefit REE?

**How Will IAS Benefit REE?**

## This document contains an overview of the following:

Introduction to IAS – Ruby Harvey

REE Implementation Approach – Tracy Blackburn, Reshmi Vadakel

IAS Demo – Jackie Ireland

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

**Presentation Overview**

## 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

## 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.

## 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

## 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

## 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

## 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

## 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

## 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

## 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

## 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

## 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

## 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

## REE Implementation Timeline

## REE Implementation Milestones

## REE Implementation Milestones (continued)

## Next Steps

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

## This document contains an overview of the following:

Introduction to IAS – Ruby Harvey

REE Implementation Approach – Tracy Blackburn, Reshmi Vadakel

IAS Demo – Jackie Ireland

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

**Presentation Overview**