The IAPD Insider

One documentMany challenges

Robert Longley Connecticut WIC

Happy Together?

• We are one of the first states to have a combined IAPD which makes sense but…– Funding isn't together– Approvals aren't together– No commitment for full funding – Dependencies between MIS and

EBT become problems when MIS and EBT get out of sync

MIS EBT

IAPD- Additional Paperwork and Time

• An IAPDU was created because we didn’t get the funding as expected from our IAPD.

• An RFP was created because Connecticut’s procurement practices were not approved.

• Another IAPDU was created due to the response from the RFP, which increased the cost considerably.

• A one year extension on our initial funding was requested because our funding window closes before a signed contract will be in place.

• All of these added a year to our project plan

Opportunities to Improve IAPD Process for MIS and EBT projects

• Centralize all EBT activities• Move towards GSA

contracts for EBT services • Change document review

process

Centralize All EBT Activities

• Grocery chains span regions and a change in one region will have an impact on scheduling and budget in another region.

• Anything MIS related is tracked through the FNS State Systems Office, but EBT is left to the regions.

• There isn't enough EBT activity in a particular area for Regional Offices to develop expertise.

GSA Contracts for EBT (Handbook 901 Chapter 6, Section 6.2.3.1 )

• There are only 2 providers each to for Online and Offline EBT services.

• Competition at this point will only drive up costs.

• Would dramatically reduce documents needing review which reduces project time.

GSA Schedule 70 Category 132 51 – IT Professional ServicesGSA Schedule 70 Category 132 52 – Cloud and Subscription Services

Change Document Review Process• Current review process– Only in Govt - 60 day reviews– People feel the need to comment– Anonymous comments– Does everything need approval?

• Suggested review process– Common business practice 10-5-5 (10 days

review, 5 days fix, 5 days final review)

FNS“But wait – Are there enough people for all these document reviews?”

2020 Mandate90 AGENCIES

Lots of Documents to Review

Projected Path Now - 2018 (estimated)

• 2 RFPs, 2 Contracts, 1 IAPDU, 4 quarterly reports - 20 state or tribal agencies

• 1 IAPDU, 4 quarterly reports - 50 state or tribal agencies

Nationwide - 380 documents needing 60 days worth of review time - 22800 days (62.4 years)

(Above are rough estimates based on what MIS and EBT related IAPD documents are requiring approval annually)

Possible Path Now - 2018(estimated)

• 1 RFP, 1 Contract, 1 IAPDU, 4 quarterly reports - 20 state or tribal agencies

• 1 IAPDU, 4 quarterly reports - 50 state or tribal agencies

Nationwide - 340 documents needing 20 days worth of review time - 6800 days (18.6 years)

(Above are rough estimates based on what MIS and EBT related IAPD documents would be requiring approval annually if EBT was done through a GSA contract and review times were shortened.)

Worth Considering

• Shorten all projects by at least 3 Months

• Save apx $5M annually*• More time for assisting

states with programmatic and technical issues

(*Savings assumes roughly 5% added for administrative expenses for preparing RFP/Contract documentation)