Automated Contract Automated Contract Administration ProjectAdministration Project

PIP Level II PresentationPIP Level II Presentation

byby

Lisa A. BowdenLisa A. Bowden

August 24, 1999August 24, 1999

OutlineOutline I. IntroductionI. Introduction II. Project ApproachII. Project Approach III. Data ResultsIII. Data Results IV. AdvantagesIV. Advantages V. DisadvantagesV. Disadvantages VI. Implementation Recommendations VI. Implementation Recommendations

2 2

IntroductionIntroduction

Selected for Contract Administrator position in Selected for Contract Administrator position in September 1997September 1997

Role of the Contract AdministratorRole of the Contract Administrator– Enforcing terms & conditionsEnforcing terms & conditions– Ensuring timely deliverablesEnsuring timely deliverables– Managing the overall business relationshipManaging the overall business relationship

33

IntroductionIntroduction ( (ContinuedContinued))

What tools are currently available to assist the What tools are currently available to assist the Contract Administrator?Contract Administrator?– Checklist for Contract Award File Content, NF Checklist for Contract Award File Content, NF

1098 (Enclosure 1)1098 (Enclosure 1)– Contract Closeout Checklist, NF 1612 (Enclosure Contract Closeout Checklist, NF 1612 (Enclosure

2)2)– Autoclause for generation of solicitations and Autoclause for generation of solicitations and

contractscontracts– Current and planned tools are limited Current and planned tools are limited – IFMP implementation October 1, 2000IFMP implementation October 1, 2000

44

IntroductionIntroduction (Continued)(Continued)

Approach to Contract Administration Approach to Contract Administration – Become familiar with the requirements and Become familiar with the requirements and

obligations of both the government and the obligations of both the government and the contractor contractor

– Generate a checklist for each of the major Generate a checklist for each of the major tasks identified in the contracttasks identified in the contract

55

Introduction Introduction (Continued)(Continued)

Importance to DirectorateImportance to Directorate– Provide a baseline for project monitoring and Provide a baseline for project monitoring and

scheduling scheduling – Serve as a simple reference sheet indicating the Serve as a simple reference sheet indicating the

status of the contractstatus of the contract– Provide a tool for efficient and effective contract Provide a tool for efficient and effective contract

administration to all contract specialists and/or administration to all contract specialists and/or administrators at GSFC and standardize procedures administrators at GSFC and standardize procedures throughout the entire agencythroughout the entire agency

66

Project ApproachProject Approach Phase I - ResearchPhase I - Research

– List of clauses from Autoclause For Cost-List of clauses from Autoclause For Cost-Reimbursement Type ContractReimbursement Type Contract

– Federal Acquisition Regulations (FAR)Federal Acquisition Regulations (FAR)– NASA FAR SupplementNASA FAR Supplement– Goddard HandbookGoddard Handbook

Ten Clauses were chosen for demonstration Ten Clauses were chosen for demonstration purposes (Attachment A)purposes (Attachment A)

77

Project Approach Project Approach (Continued)(Continued)

Choice of Clauses and DeliverablesChoice of Clauses and Deliverables– Report of Work SF298Report of Work SF298– NASA Contractor Financial Management NASA Contractor Financial Management

Reporting NF 533Reporting NF 533– New Technology Reporting NF 1679 & DD 882New Technology Reporting NF 1679 & DD 882– Financial Report of NASA Property NF 1018Financial Report of NASA Property NF 1018– Subcontracting Plan and Reports for Small Subcontracting Plan and Reports for Small

Business Concerns SF 294 & SF 295Business Concerns SF 294 & SF 295

88

Project Approach Project Approach (Continued)(Continued)

– On-Site Contractor Personnel Requirements and On-Site Contractor Personnel Requirements and Reports GF 24-27Reports GF 24-27

– Insurance - Work on Government Installation, Insurance - Work on Government Installation, Certificate of InsuranceCertificate of Insurance

– Submission of Voucher for Payment SF 1034Submission of Voucher for Payment SF 1034– Past Performance Evaluation NF 1680Past Performance Evaluation NF 1680– Exercise of Option SF 30Exercise of Option SF 30

99

Project Approach Project Approach (Continued)(Continued)

Phase II - Options available to implement systemPhase II - Options available to implement system Microsoft Suite (Access)Microsoft Suite (Access)

– Available on all computersAvailable on all computers IFMP programmed to recognize deliverables at IFMP programmed to recognize deliverables at

time of solicitationtime of solicitation Award date signals calculation of deliverable Award date signals calculation of deliverable

datesdates Availability of charts from programmed data to Availability of charts from programmed data to

plot performance plot performance Link to all possible contract deliverables Link to all possible contract deliverables

1010

Project Approach Project Approach (Continued)(Continued)

Additional features availableAdditional features available Automatic reminders via emailAutomatic reminders via email Automatic posting of reports as they are Automatic posting of reports as they are

received electronicallyreceived electronically Calculation of variance charts from deliverable Calculation of variance charts from deliverable

datesdates Automatic posting of final report dates to the Automatic posting of final report dates to the

contract closeout milestone schedulecontract closeout milestone schedule

1111

12

Data Input Screen

1212

13

Milestone ScheduleMilestone Schedule

1313

AdvantagesAdvantages Provide a tool for contract administrationProvide a tool for contract administration Better service to our customersBetter service to our customers Provide more efficient contract administration by Provide more efficient contract administration by

linking pre-award, post-award, and closeout linking pre-award, post-award, and closeout milestonesmilestones

Provide clear and concise documents of contract Provide clear and concise documents of contract administration for our quality recordsadministration for our quality records

Provide new CA’s with a guide of key points to monitor Provide new CA’s with a guide of key points to monitor Checklist will be unique and individually tailored to Checklist will be unique and individually tailored to

each contracteach contract 1414

Advantages Advantages (Continued)(Continued)

Quick glance guidance for outstanding issues Quick glance guidance for outstanding issues Provide informative data on receipt of various Provide informative data on receipt of various

deliverables and/or outstanding issuesdeliverables and/or outstanding issues Automated reminders could be programmed to Automated reminders could be programmed to

notify CA’s through email or another system notify CA’s through email or another system compatible with IFMPcompatible with IFMP

Post milestone schedule on InternetPost milestone schedule on Internet Milestone schedule conversion to variance chart Milestone schedule conversion to variance chart Proactive approach to ensure timely deliverablesProactive approach to ensure timely deliverables

1515

Advantages Advantages (Continued)(Continued)

Tool to assist in contract closeoutTool to assist in contract closeout Link milestone schedule to closeout milestone Link milestone schedule to closeout milestone

schedule automaticallyschedule automatically Provide a tool for more effective contract Provide a tool for more effective contract

administration at GSFC and standardize administration at GSFC and standardize procedures throughout agencyprocedures throughout agency

Tie in implementation of milestone schedule with Tie in implementation of milestone schedule with the current implementation of the IFMP systemthe current implementation of the IFMP system

1616

DisadvantageDisadvantage

Implementation Costs Implementation Costs – Time and labor required to design and Time and labor required to design and

program the software program the software – Opportune time to incorporate the beginning Opportune time to incorporate the beginning

of the new system, IFMP of the new system, IFMP

1717

ImplementationImplementation RecommendationsRecommendations

Key feature - generation at time of contract solicitationKey feature - generation at time of contract solicitation Computer automatically generates dates based on award Computer automatically generates dates based on award

datedate Link could be made when forms are submitted Link could be made when forms are submitted

electronically to automatically indicate deliverable receivedelectronically to automatically indicate deliverable received Software for implementation currently available on desktop Software for implementation currently available on desktop

computerscomputers

1818

ImplementationImplementation Recommendations Recommendations

((Continued)Continued)

With Management’s approval - present to CA meeting for With Management’s approval - present to CA meeting for further ideas, suggestions, etc.further ideas, suggestions, etc.

Work with Code 290 for implementationWork with Code 290 for implementation Present final results to DivisionPresent final results to Division Final ImplementationFinal Implementation

1919

Final RecommendationFinal Recommendation

In an environment of meeting or exceeding our In an environment of meeting or exceeding our customer requirements, with a scaled-down customer requirements, with a scaled-down workforce, the implementation of an automated workforce, the implementation of an automated contract administration checklist is essential!contract administration checklist is essential!

2020

Questions?Questions?

Thank YouThank You

2121

ConclusionConclusion