Automated Contract Admin

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Automated Contract Administration

Project

PIP Level II Presentation

byLisa A. Bowden

August 24, 1999


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Outline

I. IntroductionII. Project Approach

III. Data ResultsIV. Advantages

V. Disadvantages VI. Implementation Recommendations

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Introduction

Selected for Contract Administrator position inSeptember 1997

Role of the Contract Administrator Enforcing terms & conditions Ensuring timely deliverables Managing the overall business relationship

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Introduction (Continued )

What tools are currently available to assist the Contract Administrator? Checklist for Contract Award File Content, NF 1098

(Enclosure 1) Contract Closeout Checklist, NF 1612 (Enclosure 2) Autoclause for generation of solicitations and

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

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Introduction (Continued)

Approach to Contract Administration Become familiar with the requirements and

obligations of both the government and thecontractor

Generate a checklist for each of the major tasksidentified in the contract

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Introduction (Continued)

Importance to Directorate Provide a baseline for project monitoring and

scheduling Serve as a simple reference sheet indicating the

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

administration to all contract specialists and/oradministrators at GSFC and standardize proceduresthroughout the entire agency

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Project Approach

Phase I - Research List of clauses from Autoclause For Cost-

Reimbursement Type Contract Federal Acquisition Regulations (FAR) NASA FAR Supplement Goddard Handbook

Ten Clauses were chosen for demonstration purposes(Attachment A)

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Project Approach (Continued)

Choice of Clauses and Deliverables Report of Work SF298

NASA Contractor Financial Management ReportingNF 533 New Technology Reporting NF 1679 & DD 882 Financial Report of NASA Property NF 1018

Subcontracting Plan and Reports for SmallBusiness Concerns SF 294 & SF 295

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On-Site Contractor Personnel Requirements andReports GF 24-27

Insurance - Work on Government Installation,Certificate of Insurance

Submission of Voucher for Payment SF 1034

Past Performance Evaluation NF 1680 Exercise of Option SF 30

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Phase II - Options available to implement systemMicrosoft Suite (Access)

Available on all computersIFMP programmed to recognize deliverables attime of solicitation

Award date signals calculation of deliverable

dates Availability of charts from programmed data toplot performanceLink to all possible contract deliverables

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Additional features available Automatic reminders via email

Automatic posting of reports as they arereceived electronicallyCalculation of variance charts from deliverabledates

Automatic posting of final report dates to thecontract closeout milestone schedule

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Data Input Screen

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Milestone Schedule

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Advantages

Provide a tool for contract administrationBetter service to our customers

Provide more efficient contract administration bylinking pre-award, post-award, and closeoutmilestonesProvide clear and concise documents of contractadministration for our quality recordsProvide new CAs with a guide of key points tomonitorChecklist will be unique and individually tailored toeach contract

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Advantages (Continued)

Quick glance guidance for outstanding issuesProvide informative data on receipt of various

deliverables and/or outstanding issues Automated reminders could be programmed to notifyCAs through email or another system compatiblewith IFMP

Post milestone schedule on InternetMilestone schedule conversion to variance chartProactive approach to ensure timely deliverables

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Advantages (Continued)

Tool to assist in contract closeoutLink milestone schedule to closeout milestoneschedule automaticallyProvide a tool for more effective contractadministration at GSFC and standardize proceduresthroughout agencyTie in implementation of milestone schedule with thecurrent implementation of the IFMP system

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Disadvantage

Implementation Costs Time and labor required to design and program

the software Opportune time to incorporate the beginning of

the new system, IFMP

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ImplementationRecommendations

Key feature - generation at time of contract solicitationComputer automatically generates dates based on awarddateLink could be made when forms are submittedelectronically to automatically indicate deliverable receivedSoftware for implementation currently available on desktopcomputers

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ImplementationRecommendations (Continued)

With Managements approval - present to CA meeting forfurther ideas, suggestions, etc.Work with Code 290 for implementationPresent final results to DivisionFinal Implementation

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Final Recommendation

In an environment of meeting or exceeding our customerrequirements, with a scaled-down workforce, theimplementation of an automated contract administrationchecklist is essential!

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Questions?

Thank You

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Conclusion

Documents

Automated Contract Admin