# Presentation: 304418

**IAS Overview**

**August 2002                Washington, D.C.**

**IAS**
**Program**
**Management**

**Interfaces**

**Business &**
**Operations**
**Processes**

**Change**
**Management**

**Infrastructure**
**and**
**Security**

**Acquisition**
**Policy**

**Procurement**
**Systems**

**IAS**

## What is the IAS Program?

Why the IAS Program?

Overview of IAS Rollout within an Agency

*What is the IAS Program?*
- Why the IAS Program?
- Overview of IAS Rollout within an Agency

- Table of Contents

## IAS stands for Integrated Acquisition System

IAS is a web-based COTS (commercial-off-the-shelf) procurement and contract management generation and administration software product

IAS provides USDA with a corporate administrative system  offering: 
Requisitioning through contract close-out;
Future interface to FFIS;
Potential future interfaces to property management and other administrative systems

Further project information can be found at    www.usda.gov/procurement/ias where project and information updates     are made on an ongoing basis.

- IAS is a web-based COTS (commercial-off-the-shelf) procurement and contract management generation and administration software product
- IAS provides USDA with a corporate administrative system  offering:
- Requisitioning through contract close-out;
- Future interface to FFIS;
- Potential future interfaces to property management and other administrative systems
- Further project information can be found at    _[www.usda.gov/procurement/ias](http://www.usda.gov/procurement/ias)__ where project and information updates     are made on an ongoing basis._

*What is the IAS?*

## IAS Pilot and Post-Pilot Functionality

-   Requisition Entry
-   Requisition Review & Approval
-   System Administration &Reporting
-   Solicitation / RFx Prep
-   Send to FedBizOpps
-   Capture Proposals
-   Develop Contract Clause Matrices
-   Purchase Order and Contract        Award/Release for Obligation
-   Contract Modification (non-cost) and other administration

**IAS Post Pilot Full Core Functionality**

-   IAS Pilot Limited Functionality plus:
- FFIS Interfaces
- Cost Modifications
- Reconciliation
- Receiving
- Close-out

*IAS Pilot and Post-Pilot Functionality*

- * Pcard and program fund transactions are not within pilot scope.  For post-pilot purposes, discussions regarding implementation of pcard and program fund transactions are in process.

**Notes:**
IAS will rollout to the first pilot agencies (FNS and RD) with limited core functionality as provided in the IAS Pilot Limited Functionality.
Post Pilot will expand to include the remaining areas of the core functionality.  The timing on the deployment of each of the remaining areas may differ and has not as yet been finalized.

## What Does IAS Mean To You?

*What Does IAS Mean To You?*

## Support of e-Government Initiatives

- IAS is consistent with e-Government legislation and is a Top 5 Smart Choice USDA e-Government Initiative
- IAS also is supportive of the Presidential Initiatives to improve the operation of government

**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
- 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

*Support of e-Government Initiatives*

## What is the IAS Program?

Why the IAS Program?

Overview of IAS Rollout within an Agency

- What is the IAS Program?
*Why the IAS Program?*
- Overview of IAS Rollout within an Agency

- Table of Contents

## Where Is USDA Today?

-  $2.1B Non-Commodity Annual Spend
- NRCS:  non-PCARD - $91m
-   PCARD - $33m
-  75% of the $2.1B Non-Commodity Annual Spend is concentrated on five categories:
-  IT – 24%
-  Facilities – 17%
- Agricultural/Forestry – 16%
- Construction – 9%
- Professional Services – 9%

-  Manual Intervention
-   - Requisition, Approvals
-  No single USDA Wide Procurement System
-  Lack of/poor access of procurement/financial data for decision making

-  Not Fully Leveraged
-    - Missed Opportunities
-  Low Spend Visibility

-  No Tool to Integrate Acquisitions
-  Extended Cycle Times**
-  NRCS
- Simplified Acquisitions: 2.4–15.6 mo..
- Formal Acquisitions: 8-29.1 mo.

- _Productivity_

- _Speed_

- _Cost Reduction_

- _Expenditures*_

**USDA**

*Where Is USDA Today?*

- * Data obtained from the USDA eMarketplace Draft Spend Analysis (10/01).
- ** Data obtained from a draft version of the ‘As Is’ Process Metrics slide (06/02); NRCS data was extrapolated from the agency data collected.

## Ensure reliable and accurate USDA-wide, procurement-related financial information
Make the most efficient use of IT investments & comply with the electronic commerce directives and digital Department initiatives
Support an integrated policy, planning, and budgeting process
Improve customer service
Lower purchasing costs
Provide a robust security environment that meets or exceeds USDA’s C-2 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

- Make the most efficient use of IT investments & comply with the electronic commerce directives and digital Department initiatives
- Support an integrated policy, planning, and budgeting process
- Improve customer service
- Lower purchasing costs
- Provide a robust security environment that meets or exceeds USDA’s C-2 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 Goals and Objectives*

## Executive buy-in to the IAS project
Make IAS initiative the most important initiative in the area of the Agency Contracts Management Branch.
Dedicated Agency HQ and Regional/State/Local member support
Regular progress/roadblock meetings
Streamline and standardize our processes
Speed to implementation:  May sacrifice scope for schedule
No customization of software, use out of the box solution
Set and communicate realistic expectations
Third party evaluation of the IAS implementation for lessons learned and changes required for rollout

- Make IAS initiative the most important initiative in the area of the Agency Contracts Management Branch.
- Dedicated Agency HQ and Regional/State/Local member support
- Regular progress/roadblock meetings
- Streamline and standardize our processes
- Speed to implementation:  May sacrifice scope for schedule
- No customization of software, use out of the box solution
- Set and communicate realistic expectations
- Third party evaluation of the IAS implementation for lessons learned and changes required for rollout

*Getting to the Goal*

**Notes:**

Emphasize the following:
Dedicated regional member support 
No customization to the software; use of the box solution
Third party evaluation for lessons learned.

## In October, 2000, PSD IAS PMO embarked on an enterprise wide initiative to implement a web-based procurement solution (IAS)
Agency Development of scope and strategy: October 2000 – January 2001
Agency Development of Acquisition Requirements: February – May 2001
RFP and responses: June – July 2001
Live Test Demonstrations: August and November 2001
Vendor Award: February 28, 2002
Configuration for FNS and RD pilot implementation: June 30, 2002
Independent Quality Assurance Testing: July 19, 2002
Pilot User Training Starts: July 29, 2002
Pilot Operations to be Initiated: August 5, 2002

- Agency Development of scope and strategy: October 2000 – January 2001
- Agency Development of Acquisition Requirements: February – May 2001
- RFP and responses: June – July 2001
- Live Test Demonstrations: August and November 2001
- Vendor Award: February 28, 2002
- Configuration for FNS and RD pilot implementation: June 30, 2002
- Independent Quality Assurance Testing: July 19, 2002
- Pilot User Training Starts: July 29, 2002
- Pilot Operations to be Initiated: August 5, 2002

*Enterprise Wide Procurement Initiative*

**Notes:**
Important to emphasize that FNS has been actively involved in this effort prior to configuration, change management, and communication activities.
Cherie Stallman is and will continue to be the co-chair of the BPD committee.

## What is the IAS Program?

Why the IAS Program?

Overview of IAS Rollout within an Agency

- What is the IAS Program?
- Why the IAS Program?
*Overview of IAS Rollout within an Agency*

- Table of Contents

## Agency IAS High Level Timeline

- Configure / Install /

- Prepare Pilot

- Functionality

- Test Pilot

- Functionality

- Train Pilot

- Users

- Run Pre

- -

- production

- Pilot

- Run

- Production

- Pilot

**Roll**

**-**

**out**

**of**

**Functionality**

- •

- Parallel

- Legacy

- processing

- of pilot

- transactions

- •

- Parallel

- processing

- of pilot

- contracts

- Evaluate

- Pre

- -

- operational

- Pilot

- •

- Suspend

- parallel

- processing

- •

- Review

- results to

- ensure

- correctness

- Configure IAS, train balance of agency users, and begin generating requisitions solely
- in IAS.

**Pre-Pilot**

**Pilot**

**Post-Pilot**

**~90 Days**

*Agency IAS High Level Timeline*

**Notes:**
The rollout date of 10/31 is the start of the rollout.  Details on the when each region and Minneapolis will go-live will need to discussed.

## Rollout Planning
Determine specific pilot and post-pilot rollout deployment date for each agency entity
Identify primary regional/state/local IAS champions and teams

IAS Configuration
Confirm current requisition process flow for each entity
Document current and future requisition approval hierarchy
Document current and future procurement approval hierarchy
Identify commonly used vendors (vendor tax number, vendor business address, FFIS VIN codes), accounting codes, ship to address(es)

Rollout Training
Identify future IAS users to be trained and training dates

Change Management
Draft list of potential issues that would impact the IAS implementation within each entity

Communications
IAS Overviews, Awareness Sessions, and Emails (i.e., training, go-live)

- Determine specific pilot and post-pilot rollout deployment date for each agency entity
- Identify primary regional/state/local IAS champions and teams
**IAS Configuration**
- Confirm current requisition process flow for each entity
- Document current and future requisition approval hierarchy
- Document current and future procurement approval hierarchy
- Identify commonly used vendors (vendor tax number, vendor business address, FFIS VIN codes), accounting codes, ship to address(es)
**Rollout Training**
- Identify future IAS users to be trained and training dates
**Change Management**
- Draft list of potential issues that would impact the IAS implementation within each entity
**Communications**
- IAS Overviews, Awareness Sessions, and Emails (i.e., training, go-live)

*Steps for Agency Rollout*

**Notes:**
The rollout date of 10/31 is the start of the rollout.  Details on the when each region and Minneapolis will go-live will need to discussed.
IAS FNS regional processes cannot differ from the Enterprise To Be Process flows.
Details on the communication frequency and method will need to discussed.

## Following initiation of IAS pilot operations for FNS and RD on August 5, 2002, the IAS Project Team plans to:
Present proposed sequence and timing for IAS implementation for remaining agencies/organizations: September 2002
Begin IAS roll out to full user communities in pilot agencies: Fall 2002
Conduct a full, formal evaluation of pilot processing results: Starts October 15, 2002
Provide Pilot Results Report: October 30, 2002

- Present proposed sequence and timing for IAS implementation for remaining agencies/organizations: September 2002
- Begin IAS roll out to full user communities in pilot agencies: Fall 2002
- Conduct a full, formal evaluation of pilot processing results: Starts October 15, 2002
- Provide Pilot Results Report: October 30, 2002

*Future IAS Milestones*

**Notes:**
Important to emphasize that FNS has been actively involved in this effort prior to configuration, change management, and communication activities.
Cherie Stallman is and will continue to be the co-chair of the BPD committee.