Financial Management Governance Board Update March 2019 Supporting HHS Acquisition The Challenge HHS maintains five siloed contract writing systems and dozens of associated online and offline preaward acquisition support systems ID: 775811
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Acquisition Lifecyle Through BlockchainFinancial Management Governance Board Update
March 2019
Slide2Supporting HHS Acquisition – The Challenge
HHS maintains five siloed contract writing systems and dozens of associated online and offline pre-award acquisition support systemsPrevious attempts at reducing redundancy and filling capability gaps focused on implementation of a single Contract Writing System (Commercial-off-the-shelf)Accelerate was approved as part of ReImagine HHSMeet previously identified contract writing needs Provide full acquisition life cycle coverage Enable related ReImagine HHS/Acquisition needs
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Slide3ACCELERATE – THE VISION
Create an HHS Acquisition ecosystem as the cornerstone of Re-Imagine Acquisition and Contract WritingProvide the HHS acquisition workforce with real-time, agency-wide data for effective decision makingUnlock greater value from HHS’ $24 B spend Improve and speed up acquisition lifecycle processes through process automation Facilitate the sunsetting of legacy contract writing systems and optimize acquisition technology spendEnhance the security of HHS acquisition systems and dataImprove the interaction with industry partners at both transactional and strategic levels Significantly lessen the financial and administrative burden on small business Establish a standardized data set that benefits the entire agency Provide the OPDIVS with the flexibility to develop additional capabilities to address unique business needs
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Slide4Accelerate – Combining Blockchain and Other Emerging Tech
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Slide5Benefits of the Blockchain based approach
Multi-node infrastructure enables HHS’s decentralized acquisition modelFacilitates migration to a single HHS contract writing solution while retaining OPDIV independence Establishes a single data source / source of truthBenefits from inherent immutability of the blockchain Independent digital ledger and extensible infrastructure Acquisition workforce and industry partners transparently interact on the same data Value sharing HHS can leverage Accelerate in the mission space (1)OpDivs can utilize the Accelerate infrastructure for other mission needs Can leverage internal development resources to build OPDIV-specific microservices Low cost, rapid development which allows high degree of responsiveness to business priorities
(1) ROI for first major deployment expected to be over 800%
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Slide6Leveraging Blockchain to Build Towards the Future
(1) ROI for first major deployment expected to be over 800%
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Slide7Our experience to date with Accelerate implementation
What worked well
Challenges
Effective use of Agile approach Effective engagement of OPDIVs and partnership on Human Centered DesignRapid delivery of foundational infrastructure, pre-award capability and attainment of ATO Cost effective approachUtilization of capable small businesses to deliver cutting edge functionality
Storage architecture – controlling cost of cloud storageGovernance – adjusting to the cultural realities of decentralized control model Acclimating OPDIVS to the dev-ops delivery model Scale of required human centered design effort. Hundreds of sessions conducted across HHS Developing a strategy for efficiently interfacing with HHS Finance systems
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Slide8Next Steps
Ingest data from existing HHS contract writing systems Complete development of contract writing capability Products – 100% by Q3 FY 2019Services -100% by Q4 FY 2019Assess options for interfacing with HHS Financial SystemsThe goal to is to not require changes to the HHS Financial systemsContinue refining governance model in collaboration with HHS partners
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Slide9Jose Arrieta
HHS Accelerate Executive Sponsor
Associate Deputy Assistant Secretary for Acquisition
Office of Grants and Acquisition Policy and Accountability (OGAPA)<Jose.Arrieta@hhs.gov>
Oki MekHHS Accelerate Product OwnerChief Product Officer, Division of AcquisitionOffice of Grants and Acquisition Policy and Accountability (OGAPA)<Oki.Mek@hhs.gov>
Michael McFarlandDirector, Acquisition Business SystemsDivision of Acquisition Office of Grants and Acquisition Policy and Accountability (OGAPA)<Michael.Mcfarland@hhs.gov>
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Slide10APPENDIX
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Slide11ACCELERATE – HIGH LEVEL ROADMAP
Apr 2018
Sept 2018
Sept 2019
Sept 2020
Sept 2021
Develop Foundational Capabilities
Develop Pre-Award Capabilities
Develop Award & Contract Writing (CW) Capabilities
PMO, Governance, AI, Chatbot
ATO
Go live
Sunset old
DCIS
Stabilization
In-house
Contractor Support
Contract Writing proof of concept
Pre-award Prototype
Analyze finance interface options
Blockchain data layer & core Microservices
Host in gov’t approved cloud
Pre-award Capability
Sunset 1st legacy CW system
Sunset 2
nd
legacy CW system
Award/Contract Writing/Contract Closeout capability
Migrate reports
Other AI, Chatbot
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Slide12HHS Accelerate Acquisition Life Cycle
Transmittal And Approval Form
Summary Sheet
Project Considerations and InformationClearance / Approval ChecklistAcquisition Milestone Schedule Independent Government Cost Estimate (IGCE)Funds CommitmentAttachments
Review and Evaluate Acquisition PlanCongressional NotificationsDetermination & Findings (D&F)Develop Order Request for Proposal / Request for QuoteJustification & Authorization (J&A) and Limited Resource Justification (LSJ)Small Business CoordinationRequirements DevelopmentFunds CommittedContract Cost / Price AnalysisEvaluation Criteria (K, L, M)
Create SolicitationPrice Negotiation Memorandum (PNM)Solicitation Posting to FBO (Export to file or vendor portal button)Questions from VendorsSolicitation AmendmentAnswer Q&A from VendorsSynopsis / Solicitation PostingEvaluate Submitted ProposalsDetermine Awardee
Pre-Solicitation
Solicitation
Award
Acquisition Plan
Post-Award
Award Notification PostingAward Contract (Signatures)Create ContractType of Award (Definitive or IDV)Contracting Officer Representative (COR) NominationFederal Procurement Data System – Next Generation (FPDS-NG) Reporting
Contract TerminationContract CloseoutContract ModificationCOR File ReviewPre-Termination NoticeTask Order / DeliveryTermination ProceduresPast Performance EvaluationsVendor Performance ReportingVendor Engagement / Vendor Posting and Communications (Via Vendor Portal)
These pieces of existing acquisition process function will be covered in Accelerate. Many pieces of existing process will be streamlined through automation
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