Contract Management Transformation (CMT) Project Overview
This project overview outlines the goals of the Contract Management Transformation (CMT) Project, focusing on providing an end-to-end Procurement solution seamlessly integrated with NASA's core financial system. Key decisions for Public Sector Procurement (PPS) and the implementation of PPS are highlighted, along with details on legacy award management and dates to remember.
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Presentation Transcript
Contract Management Transformation (CMT) Project Overview October 2016 1
Contents CMT Purpose/Goals Procurement for Public Sector (PPS) Software Key Decisions for PPS Implementation PPS Award Management Doc Builder Destination Paperless Purchase Request (PR) Management Legacy Award Administration Dates to Remember 2
CMT Purpose / Goals Provide an end-to-end Procurement solution as a part of a single Commercial Off The Shelf (COTS) product seamlessly integrated with NASA s Core Financial system, SAP ECC Achieve the three main objectives of NASA s Destination Paperless Initiative: e-Signature Single enterprise data container Archive and destruction capabilities Provide standard capabilities that enable delivery of regulatory requirements Provide standard dashboard reporting capabilities for workload management and lead time reporting Implement COTS provided interfaces to Federal Procurement systems Reduce extensive customization regarding interfaces and the complexity associated with current software that requires significant capacity to support 3
Procurement for Public Sector (PPS) NASA is replacing our current Compusearch s PRISM contract writing solution with an end-to-end contract management solution Procurement for Public Sector (PPS) PRISM s maintenance is scheduled to expire on 7/2017 PRISM and custom applications are aging, presenting end of life and IT security concerns Dependency on Compusearch to incorporate updates into PRISM timely PPS is seamlessly integrated with SAP, NASA s current Core Financial system Agencies maintain FAR updates vs. relying on vendor Document Builder Component for Document Generation and Forms Provides a path to achieve the main objectives of NASA s Destination Paperless Contains Interfaces to Federal Procurement Systems Federal Procurement Data System Next Generation (FPDS-NG) System for Award Management (SAM) for vendor information FedBizOpps (FBO) Interface FBO Interface is deferred until after go-live 4
Key Decisions for PPS Implementation No existing contracts will be converted into PPS Awards made prior to PPS go-live will be referred to as Legacy awards Legacy award documents will be administered in SAP directly After PPS go-live, all new solicitations and awards, including TO/DO & Calls against a Legacy award, must be created in PPS The Digital Accountability and Transparency Act of 2014 (DATA Act) established Government- wide data standards which includes a Procurement Instrument Identifier (PIID) structure. The new PIID structure will take effect at PPS go-live. The system generated PIID & Mod Number will be following FAR Subpart 4.16 guidelines and will be auto-generated based on document type selected Base Document: 80GSFC17C0001 Modification 1: 80GSFC17C0001P00001 Due to IT Security changes, PPS, along with all Procurement systems, will be accessed via a new web-based Procurement Portal utilizing PIV log-in (in lieu of bReady) HQ employees located at GSFC will no longer be required to have 2 User IDs The CMT project will deliver a basic Milestone Plan of PR final release date and award date Additional milestone requirements and features will be developed and implemented post go-live Center Policy and Process changes resulting from CMT and PPS Implementation are still being investigated Legacy Award Administration; FPDS Reporting; External Reviews 5
PPS Award Management PPS is Contract Line Item Based just like PRISM All Contract Line Item Numbers (CLINS) must have a value Incrementally Funded Contracts Contract Doc Types that are un-funded or Incrementally funded are not interfaced to SAP, they will be stored in PPS only (today they interface to SAP s Outline Agreement/Unfunded Document module) Funding Orders (FO) will still be used to fund incrementally funded contracts but they will be created in PPS by the Specialist, along with the associated contract mod to apply funding to these contracts Just like today, FOs will not have their own forms nor their own terms and conditions document and they will not be reported separately to FPDS-NG Fully funded contracts will not require a FO Electronic Conformed Contract When creating modifications, PPS requires you to check for any new or updated clauses It will be optional to incorporate those clauses into your document, and there will be a reject all that allows you to continue with your mod without clause updates Do not Accept Clause Updates unless you intend to address the updates in your modification Because the Mod Number is automatically generated, PPS will not allow corrective system A mods PGrps will be allowed to be changed without a Mod (along with a few other select fields) Other system data corrective actions will require an official modification; e.g., system POP End Date 6
Document Builder Specialists will use Document Builder, linked from PPS, to generate solicitations and contracts and to select the appropriate form based on document type Document Builder component lets you generate simple to complex text-based documents using customer defined formats, templates, and clause content The appropriate provisions/clauses will be included based on answers to logic-based questions/statements HQs and Center Policy POCs are currently refining the logic Center specific provisions/clauses will not be included in the logic and must be manually inserted Specialists will be able to enter clause fill-in information and modify clause text when allowable by the regulations 8
Document Builder Document Builder will be accessed from within PPS under the Related Links Tab 9
Document Builder Answer questions in the Dialog Tab until all Sections have a green check. 10
Document Builder After answering the questions, Select Document Summary to view and modify the compiled Element Summary listing 11
Destination Paperless Folders Management Folders Management is a tool SAP provides to generate a list of standard folders to contain electronic documents Folders Management is intended to support the Single Data Container requirement of the destination paperless initiative Folders are still being configured but are expected to resemble a Document Checklist On initial save of a Solicitation or Award, folders will be created in Folders Management with links to the Solicitation/Award and Attachments in PPS Specialists will be able to navigate to a document s folder in Folders Management from a link in PPS and upload other supporting documentation directly, as needed Digital Signatures Digital Signing of documents will be accomplished by checking out the PPS form, utilizing NASA s PIV credentials and Adobe Reader to digitally sign the form, then checking the digitally signed form back in (we will not be using PPS e-Signature functionality directly) The process of check out / check in of digitally signed form allows for bi-lateral digital signatures to be stored in PPS Electronic Routing PPS and Doc Builder provides the ability to electronically route and distribute documents for review as well as to distribute the award to the Vendor Center policy on Routing for Policy, Legal, HQ, and other external reviews is still being developed Archive and destruction capabilities Deferred until after Go-Live 12
Purchase Request (PR) Management We will still be using the same PR Approver Routing process, however PR Approvers will initially approve, or reject, and assign PRs in SAP; the PR will then be replicated in PPS Assigned Specialist will receive a notification in PPS Personal Object Worklist (POWL) Notifications are also sent to Buyers whenever a PR is changed in SAP PRs in PPS can also be re-assigned as necessary and it will update SAP s PR PGrp PRs re-assigned to PGrps at other Centers will also update the SAP PR (and EPDW reporting!) Milestone Plans will be deferred until after Go Live; however PPS will initially track PR received and PR Awarded dates A Send to PPS checkbox will be added to PRs for any new requirement If the PR is referencing a Legacy award, the Send to PPS should not be checked; e.g., PR funding NNG15AA01C won t be checked PRs for Legacy award funding will remain in SAP only (they won t be sent to PPS) PPS does not accept U unfunded/planning PRs NFS Subpart 1804.73 Procurement Requests is in the process of being revised to remove the specific reference to a PR requirement before issuing a solicitation, but will still require that the contracting officer receives an approved certification that funds are available. Options are: Planning PR created with .01 cent commitment sent to PPS PR with U account assignment to remain in SAP (Don t check the Send to PPS check box) Other method of certification of availability of funds besides PR (Memorandum) 13
Legacy Award Administration Legacy award documents will be administered directly in SAP as necessary Mod #, Obligations, Values, PGrp and End Date Updates PRs for Legacy awards will remain in SAP only Documents can be created in Word and Forms can be accessed from the NASA Forms site A link to Folders Management will be available on the SAP award so Legacy documentation can also be uploaded to Folders Management SAP will not interface information to FPDS-NG; mods will be entered manually directly in FPDS-NG (just like today) Before the shutdown, PRISM award data, forms, and uploaded documents will be extracted and stored into PRISM Legacy Storage (PLS), a new web-based tool Accommodates data retention requirements PLS search will include PRISM award documents (forms and uploads), PRISM Route History and PRISM Status History PR documents associated with PRISM awards will still be available in SAP PLS will be replacing the View Attachment Portal Initial access to PLS will be automatically granted to current PRISM users; all other users will be required to request access through NAMS 14
CMT Dates to Remember Event Time Frame PPS / SAP Training February 2017 PPS Go-Live March 2017 PRISM Read-Only Go-Live - July 2017 PLS Available Go-Live - TBD* *Based on federal procurement retention policies. 15
