Ensure efficient subcontract management, property control, and compliance with government policies at the Business Operations Center NDIA. Review contractor purchasing systems and property management, negotiate settlements, and facilitate property disposals. The center oversees various groups such as CPSR, Terminations, and Plant Clearance to save costs and maintain accountability in government property management.
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Presentation Transcript
Business Operations Center NDIA Discussion Andrew Obermeyer Director, Business Operations Center October 11, 2016
Business Operations Center Ensure that suppliers have purchasing systems in place that contribute to effective subcontract management. Ensure that contractors property management systems control, use, preserve, protect, repair and maintain the Government property (GP) in their possession. Evaluation of the efficiency and effectiveness with which the contractor spends Government funds and complies with Government policy when subcontracting. Perform Property Management System Analysis (PMSA) and investigate Property Loss to determine liability CONTRACTOR PURCHASING SYSTEM REVIEW (CPSR) GROUP PROPERTY GROUP been on improving supplier sourcing practices and promoting intelligent pricing decisions. Set to conduct over 130 reviews in FY16. The CPSR Group s recent focus has PMSAs performed FY15 1025 Total acquisition cost of GP - $138,121,543,421 DCMA employs 244 of the 368 1103s in DoD Total Personnel Authorized: 394 Negotiate settlements for Contracts terminated for the convenience of the Government. Provide timely, cost effective disposal of excess government property in the possession of contractors. TERMINATIONS GROUP PLANT CLEARANCE GROUP Facilitate the reutilization of Government Property saving time and money that might otherwise be expended in re-procurements. Provide technical assistance and guidance to Buying Activities by facilitating policy and procedures and technical support Assure Government Property is disposed of properly and demilitarized when required. Conduct post-termination briefings. Selling surplus Government Property returning proceeds from sales to the Government Approve contractors settlements with subcontractors. Clearing Plant Clearance cases while maintaining data integrity in our case files and PCARSS. FY15 cleared 17K cases; Acquisition Cost - $5.9B Approve interim payments prior to final settlement. Currently have over 700 actions valued at $26.6B in process. Property Administrators investigate losses of Government property, and when contractually appropriate, recommend that the contractor be held liable. In FY15, this resulted in the recoupment of $2,982,624. CPSR Group travel cost savings of $56k in FY15 as a result of remote access to contractor records Benefits to DOD Customers Terminations had negotiated savings of $78.1M in FY15 and has saved $11.8M to date in FY16. Plant Clearance reutilized $500M in Gov t Property and returned $6.8M to the U.S. Treasury through sales of Surplus Gov t Property in FY15. FY16 YTD reutilized $185M and sales $2.3M.
Business Operations Center DCMA-AQB Andrew C. Obermeyer Director Business Operations Center Ft. Lee, VA AQB ROLLUP AUTH: 394 ASSIGN: 318 Samuel Davis Deputy Director Ft. Lee, VA DCMA-AQBY Teresa Lardaro Director, Property Group Ft. Lee, VA DCMA-AQBC Elizabeth Alicea Director CPSR Group Boston, MA DCMA-AQBP Karen Sagaribay Director Plant Clearance Group Philadelphia, PA DCMA-AQBT Paul Slemons Director Terminations Group Smyrna, GA David Ryan, Deputy Philadelphia, PA Hub Sites No Designated Hub Sites 16 Property Group Teams 231 Property Group Personnel located throughout the world supporting DCMA CONUS and OCONUS Operations Hub Sites Hub Sites East Team (Boston, MA/Smyrna, GA) West Team (Dallas, TX/Carson, CA) Ops Team A (Carson, CA) Ops Team B (St. Louis, MO/Dayton, OH) Ops Team C (Boston, MA/Philadelphia, PA) Ops Team D (Dallas, TX/Phoenix, AZ) OCONUS Team (Ft. Lee, VA/Orlando, FL) Northeast Team (Boston, MA) Southeast Team (Smyrna, GA) Northwest Team (Phoenix AZ) Central Team (Dallas, TX)
CPSR Team Map WA NORTHEAST Boston ME MT MN ND OR VT NH ID Boston WI SD Boston WY NY MI RI MA CT CENTRAL IA PA NJ NE Dallas NV OH UT IN WV VA IL DE MD CO WEST Phoenix KS CA MO KY NC TN OK NM AR Phoenix SC GA DCMA Atlanta (Smyrna, GA) AZ AL Atlanta MS TX Eastern Region Dallas LA FL Southeast Atlanta
Continuous Process Improvement Cycle Time Metric report issued in 30 days Closed the system gap between review completion, report issued, and initial determination Aligned CPSR universe categories to the FAR January 2016, required updates in place Improved report template and Guidebook revisions New report format- reduced elements from 43 to 34 Further streamlining and combining of associated review elements is in the works Development of an Excel DATA workbook versus Access database for compiling review data DCMA Strategic Plan Initiative to improve CPSR effectiveness and efficiency Champion assigned to each of the 34 CPSR review elements Job Aids developed, 20 of the 34 complete Training provided on completed Job Aids 6
Priorities As We Look Ahead In support of Better Buying Power, the Agency Director is evaluating the merits of raising the CPSR threshold A DCMA Internal Review Team to perform a review of the CPSR group s processes and procedures regarding TINA and Cost/Price Analysis, June 2016 DCMA CAR Policy Compliance, January 2016 Remote access to Contractor records has resulted in travel cost savings of $56k in FY15 CPSR Annual Tasker reducing the burden on the ACO and increasing our reliance on the data available in the DCMA Contractor Business System Analysis Repository (CBAR) e-tool system Evaluating the advantages and disadvantages of changing the DCMA requirement from annual to every three years that the ACOs conduct contractor purchasing system surveillance 7
Property Workload Trend Indicator 3000 2500 Data as of 10/1/2016 2000 Audits Peformed 1500 Audit Target 1000 # Systems 500 0 2012 2013 2014 2015 2016 FY 2012 2013 2014 2015 2016 # of Government Property (GP) Systems GP Value GP Line Items Onboard/Authorized Audits Performed Audit Target Complete % 1,850 $ 147.7 B 41.0 M 183/185 917 984 93% 2,130 $ 139.8 B 43.7 M 182/197 1026 1121 92% 2,131 $ 129.7 B 65.6 M 174/201 1090 1145 95% 2,415 $128.9 B 78.9 M 170/199 1025 1066 96% 2,599 $139.0 B 61.0 M 187/231 980 1022 96% 9 9
Continuous Process Improvement Develop Standard Operating Procedures for outcomes as identified in FAR 52.245-1(f) Improving PMSA performance via training and consistent monitoring Hiring four Performance Analyst to monitor and improve data integrity 10
Priorities as We Look Ahead Low Risk Property Initiative Unit acquisition cost less than $5,000 DCMA Low Risk Guidance Practice dated 22 Aug 2016 identifies criteria that Contractors may apply to processes and procedures at their facilities, if they decide to do so. It is not a requirement to implement. Improving Data Integrity Focus Areas for FY17 PMSAs: Utilization Disposition Subcontractor Control 11
Terminations Team Map WA East Boston ME MT ND OR VT MN NH ID Boston WI SD Boston WY NY MI RI MA CT West IA PA NJ NE Dallas NV OH IL UT IN DE MD CA WV VA CO KS MO KY AZ NC TN Carson OK NM AR SC DCMA Atlanta (Smyrna, GA) GA WEST Carson AL Atlanta MS TX Dallas LA FL East Atlanta
Continuous Process Improvement IWMS TAMS Moving the Terminations Automated Management System (TAMS) from a Microsoft Access program to an IWMS application New DAU Terminations Course Developed CMC 150 Introductions to Terminations, 18-hour online course to be release in January 2017 Raised DCAA Audit Threshold In support of Better Buying Power, raised the threshold for audit resulting in faster completion times and greater savings. 14
Priorities As We Look Ahead Complete the transition to IWMS TAMS Terminations Conference tentatively for March 2017 Process improvements for small businesses 15
Plant Clearance Team Map AQBPB ST. LOUIS WA ME MT ND V TNH MN OR AQBPC BOSTON ID NY WI MA SD WY CT MI PA IA NE NJ NV CA UT OH IL IN DEMD CO MO AQBPE FT. LEE W V VA KS KY 11 NC OK TN AQBPA CARSON AR NM SC AZ OCONUS OCONUS AQBPE AQBPE AL GA TX MS Dallas LA FL AQBYE AQBYE UK & UK & Germany Germany 8 AQBPD DALLAS A K HI
Continuous Process Improvement Deviation approved to waive screening for termination inventory valued less than $5K Developed Plant Clearance Guide Book to improve PLCOs Training Directors Initiative to reduce overage Plant Clearance Case Closing the gap on overage cases between receipt, issuing disposition instructions, and closing the cases. DCMA Strategic Plan Initiative to improve Stewardship FLSR guidebook developed for First Line supervisors while conducting FLSR Workload review template to expedite the FLSR process 18
Priorities As We Look Ahead New DAU Plant Clearance Course Two new Plant Clearance courses under development. An online course CMC151 to provide the big picture and a resident course CMC251 for in depth training of Plant Clearance Personnel Enhancements to the Plant Clearance Automated Reutilization Screening System (PCARSS) to make the process more efficient for contractors, screeners and Plant Clearance Officers. Approved PCARSS suggestion to expedite the PCARSS process for PLCOs, providing uniformity across Plant Clearance group. 19
BOC Directors Concerns Aging workforce Succession planning for key billets Space versus salaries Learning abilities Customer Service Culture 20
Aging Workforce 1103 personnel eligible for retirement Today # Elig to Ret 3 Years # Elig to Ret 5 Years # Elig to Ret On Board % Elig to Ret On Board % Elig to Ret On Board % Elig to Ret 251 62 24.70% 251 93 37.05% 251 117 46.61% 21
