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
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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
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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
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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
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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
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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)
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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
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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
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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
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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
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Data Input Screen
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Milestone ScheduleMilestone Schedule
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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
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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
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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
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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
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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
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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!
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Questions?Questions?
Thank YouThank You
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ConclusionConclusion