Transcript Moderator:
Better Acquisition Return to the Basics Moderator: Ms. Joanie Newhart, Associate Administrator-Acquisition Workforce Programs, Office of Federal Procurement Policy Panel Members: Ms. Iris Cooper, Senior Procurement Executive, Department of Treasury Mr. Jeffrey B. Birch, Director (Acting), Federal Acquisition Institute Ms. Melissa Starinsky, Chancellor, Veterans Affairs Acquisition Academy FOSE Expo~ May 13-15, 2014 Better Acquisition Return to the Basics Ms. Iris Cooper, Senior Procurement Executive, Department of Treasury FOSE Expo~ May 13-15, 2014 Keeping It Simple • Templates are helpful – thinking would be better • “Contracting by template” has not improved the quality of Government Acquisition • Speed is good – planning is better • In spite of GSA Schedules, MACs and GWACs, PALT times have not improved significantly • Lack of up-front planning by requirements activities • Number of contractors on GWACS, MACs etc. too great to create any efficiencies • Reintroduce Common Sense • We are supposed to be business partners • If we are NOT value added, degrees & certifications won’t make us professionals • If it doesn’t make sense to you (the CO), it won’t make sense to anyone else 3 Communication is Key • Actively Manage “Forward” • Customers • Vendor Community • Stakeholders • Low Price Technically Acceptable (LPTA) is NOT a “one size fits all” – neither is “Award without Discussion” • Have we lost the ability to communicate/discuss? • The inability to analyze and articulate a position • E-mail • Electronic communications are essential but require expert communication skills 4 Where to Go from Here • Acquisition is “the art of the possible” – we need to re-focus • Today’s acquisition community is fragmented – we can do much better • We have the technology to make major changes in how we do business • We have to be engaged to be relevant • As a community, we need to own the challenges, the opportunities and the risks 5 Better Acquisition Return to the Basics Mr. Jeffrey B. Birch, Director (Acting), Federal Acquisition Institute FOSE Expo~ May 13-15, 2014 People Make It Happen 7 We’re On The Same TEAM! 8 Required Skills 9 Better Acquisition Return to the Basics Ms. Melissa Starinsky, Chancellor, Veterans Affairs Acquisition Academy FOSE Expo~ May 13-15, 2014 Trust • Trust in the system and in each other • Assume positive intent • Trust increases operational efficiencies and minimizes programmatic risks • Ensure separation of duties internally and maintain arms length relationship with contractors but be accessible and talk with each other • Less email and more conversation • Eliminate the “us versus them” mindset • Stop the blame game – we own it together 11 Leadership • We ALL have more influence than we think • • • Federal Executive Institute (FEI) - “If we’re not going to be the ones that change or fix things, then who is?” Jason Stack, DoN and fellow FEI colleague Leadership is required and occurs at all levels/positions Christina Eberhart (my hero!) – instrumental in getting an acquisition regulation changed • The only constant we have is change • Do we want to be “victims or pioneers” – Facing the Challenge of Change, Dr. Ben Bissell • Appropriately challenge the status quo – create an environment that encourages this and continuous learning and improvement 12 Leadership Traits • Integrity - having the courage to take tough stances for what is right and doing what you say you are going to do. • Vision - being able to see the possibilities of a better future and lead the creation of a roadmap to help the organization know where it is going and how it will get there. • Optimism - giving hope, instilling confidence in, and inspiring others, when undertaking tough challenges, to stay the course for that better future (that some may not trust in or yet be able to see). • Collaborative - knowing who stakeholders are and involving them in jointly developing and executing solutions that work and delivering results that matter. • Decisive - confidence and competence in making good and timely decisions based on input from others and understanding and effectively managing associated risks. • Technical Credibility – be at the “top of your game.” 13 High Performing Acquisition Organizations Organizational Alignment and Leadership Valuing People Ensure that the organization is optimally aligned with and effectively engages and communicates with all stakeholders to deliver the most effective acquisition solutions to best meet the mission. Be an “employer of choice” that attracts and retains the best and the brightest talent by strategically focusing and investing in our best asset—our people. Also, provide an environment that allows all employees to contribute and thrive to their fullest capability. Strategic Framework for Acquisition Excellence* Policies and Processes Provide policies and processes that are clear, establish appropriate internal controls, and serve as enablers and tools for staff and stakeholders to deliver high-quality and timely acquisitions, grants, and interagency agreements—all in support of the mission. Knowledge and Information Management Become a knowledge-driven organization that is accountable and transparent to all stakeholders and that ensures leadership and employees have access to the right information—at the right time—for effective, timely, and high-quality decision-making. *Adapted from GAO Framework for Assessing the Acquisition Function 14 Manage Risk • Implement policies and processes that are clear, establish appropriate internals controls, and serve as tools for the acquisition team to enable the delivery of high-quality and timely acquisitions. • Influence the elimination or reeducation of local operating policies and processes that: • (i) are not mandated by law or regulation • (ii) do not add value to the acquisition lifecycle • (iii) have not resulted from identified areas of risk or vulnerability to the Agency. 15 Stick to the Basics • Relationships, Relationships, Relationships! • Don’t over engineer the process- look for ways to streamline • Written documentation • Focus on substance; less on form • Tell your story first • • • Background Discussion/Analysis Recommendation • Know your craft- be an expert • Do what you say you are going to do! 16 Better Acquisition Return to the Basics DISCUSSION FOSE Expo~ May 13-15, 2014