OCPO Process Automation Matrix.xlsx

XLSX spreadsheet 17 KB Posted Feb 3, 2021

Attached to: ROBOTICS PROCESS AUTOMATION (SYSTEM)
Solicitation number: 70FA3021I00000002
Issued by: Federal Emergency Management Agency Information Technology Section

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FEMA RFI No. 70FA3021I00000002.pdf	PDF	Feb 3, 2021

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OCPO RPA Matrix

Process Title	Current Process/Workflow or Procedures	Proposed Changes to Streamline/Automate Process	Industry Comments	Industry Recommendations
MS Power BI (Cloud) and Robotics Process Automation	Currently Federal Emergency Management Agency (FEMA) has two active Robotics Process Automation (RPA) pilot initiatives efforts. Both efforts are currently being tested by Office of the Chief Financial Officer (OCFO) and Office of the Chief Information Officer (OCIO). Awaiting completion of these pilots to determine feasibility of Office of the Chief Procurement Officer (OCPO) testing and applying RPA. OCPO currently utilizes Microsoft Power BI (Prem) to support our analytical capabilities and OCPO Dashboard and are pursuing Microsoft Power BI (Business Intelligence)Pro/Premium (Cloud) to enhance analysis, reporting, and visualization capability. Office of the Chief Procurement Officer (OCPO), Office of Policy and Program Analysis (OPPA), and Office of the Chief Financial Officer (OCFO) are collaborating on this initiative.	OCPO will continue to provide and build upon the current centralized systems, automation tools, reports, and data sharing to enhance the ability to aggregate and report procurement related data to aid decision making at the Department, Agency, and Component level, and to meet statutory reporting requirements. OCPO should ensure they have the resources to collect, analyze, and transmit data to the OCPO systems and tools. In addition, OCPO will continue to improve business processes by adopting new solutions using artificial intelligence and Robotic Process Automation (RPA). OCPO will continue to invest and participate in OCPO initiatives that test or pilot new solutions to improve procurement functions, such as Microsoft Power BI Pro/Premium (Cloud) software, hardware and licenses.
Contract Closeout Process	Contract Specialist (CS) drafts closeout package and sends to Team Leads for review, the modification is signed by Contracting Officer (CO), then closed in Procurement Information System for Management (PRISM) or uploaded to SharePoint Site or Closeout Repository.	The proposed Closeout automation of Simplified Acquisition Procedures (SAP) actions involves automatically closing out contracts that meet the criteria for a streamlined closeout process. Once all funds have been expended, and the Period of Performance has ended, a report will be produced on Firm-Fixed Price SAP actions. A script will produce a report to identify the actions ready for closeout. PRISM will generate a modification that will include formalized standard verbiage to closeout the contract. Approval and Final execution will include an automatic input of the award date, clearing of funding through the financial interface, IFMIS database and, automatic input of scheduled destruction date, finalization of FPDS record, draft of closeout package sent to Contracting Officer (CO) for approval/signature, and final documentation transferal to Electronic Contract Filing System (ECFS).
5 Year Master Acquisition Planning Schedule (MAPS) Automation Phases 2 and 3	5-Year Master Acquisition Planning Schedule (MAPS) has used 20 spreadsheet that were linked to a master spreadsheet and a dashboard spreadsheet to track the acquisition planning through execution phase of a contract being renewed. The process has been automated using Power BI and linking the tool to PRISM to draw real time data. The current automation process is the base product which provides a dashboard to track 3 major milestones and provides an output product of metrics and reports for leadership.

Basic automation of OCPO’s 5-Year Master Acquisition Planning Schedule (MAPS). The requirement would convert the current 100% employee data entry Excel spreadsheet system into an 90% automatically data filled system. This basic requirement would develop the basic framework future developed tiered improvements would be built on. The basic framework would require approximately 6 months of development time.

Phase 2 capabilities will support Acquisition Operations Division (AOD) requirements to include pulling milestone data from PRISM; pulling all contracts from PRISM into the tool to help with workload management; sorting capability by contract type and by CO; and sending automatic notifications prior to major milestone dates arriving

Procurement Request (PR) Package Review Process for Master Acquisition Planning Schedule (MAPS)	Right now the program office/Portfolio Management (PfM) sends the package first to the PfM Section Chief (SC) for review, the, the PfM SC sends the feedback with the necessary changes, and once they are made, the program office submits the package to the Contracting Officer (CO). The CO may have additional edits, which results in 2 submissions.	The program office uploads or sends the package to the PfM to be uploaded on a SharePoint Site or some repository; the stakeholders receive an email when the package is submitted via workflow alert or similar; SharePoint or document repository site is accessible via a click from the MAPS dashboard; stakeholders all have access to the documents, and can provide feedback and edits, then check back in; once all the reviews are complete the program office is notified to make the final changes; Complete package is then re-submitted after changes have been made.
The Contractor Responsibility Determination “DORA”	Currently a manual process	Contracting Officer (CO)/Contract Specialist (CS) begins the process by sending an email request to UnderSATbot or OverSATbot email addresses; Specialist types vendor’s 9 digit DUNS number in email subject line, then sends; From this request, bot automatically initiates data search/collection from System for Award Management (SAM)/Federal Awardee Performance and Integrity Information System (FAPIIS); The bot formats vendor’s responsibility status results summary in a pdf document memo with screenshots of System for Award Management (SAM)/Federal Awardee Performance and Integrity Information System (FAPIIS) results included, completes entire process in approx. 5 minutes (DoD email connectivity causes times to vary); The bot automatically selects the appropriate boxes relating to whether the vendor is “responsible” or “non-responsible”; CO then reviews and digitally signs memo document and files it in the Paperless Contract File (PCF) in Virtual Contract Enterprise (VCE); If the vendor is non-responsible, the CO/Contract Specialist must document the supporting rationale on provided memo
Contractor Performance Assessment Reporting System (CPARS)	Reports are downloaded from Enterprise Reporting Application (ERA) as is cannot be manipulated to produce reports required by management; notifications are sent by Department of Defense (DoD) however, they are sent 30 days prior to the end of the Period of Performance (PoP) COs need to be notified earlier so they can request a draft evaluation from the Contracting Officer Representative (COR);	Comparison between two “not registered” reports to create a functional one for management; this would show management who registered in a timely fashion; Focal Point listing; notification for Contracting Officers/Contract Specialists when the period of performance is 60 days out; this would allow the CO/CS the opportunity to reach out to the COR and request the draft evaluation; notification to the Contracting Officer Representative 120 days after the period of performance; start a draft evaluation for current PoP that can be used should the COR departs; and Department of Homeland Security (DHS) has an OCPO dashboard containing all reports. Perhaps FEMA OCPO would like to pull those over.
Industry Liaison Program (ILP) Vendor Information Tool	Manual submission of vendor profile forms and emails by vendors to ILP results in over 50% of staff’s time; MS Excel spreadsheet housed within SharePoint; manual input of vendor information by ILP staff; can create manual reports based on data in the tool; manually intensive process from beginning to end; and during disasters emails build up within inbox because of volume and it can take days to get to an offer/capability that can be utilized.	Create a survivor-focused Customer Relationship Management (CRM) solution to track and document communication between FEMA OCPO and Industry; automate and standardize the receiving, processing, review, approval, and monitoring of common “inquiries” (Capability statements, vendor presentation meeting requests, general questions, offers of good/services); these inquiries originate from external sources (i.e. Private Business, Individuals) directly to FEMA OCPO/ILP; and the desired end state will fully automate the submission of inquiries and semi-automate internal routing and workflow, assignment delegation, concurrent review, reports generation and dashboarding, and end-to-end visibility into action status.
Automation Integration of Procurement Request (packages) at AOD Point of Entry (POE)	Currently, there is not an integrated system for data collection of procurement items, activities nor actions starting from AOD POE to contract close-out.	Create an automated process for allowing data entry at each acquisition touchpoint. This could facilitate robust data collection, thereby facilitating improved data analytics. Special permission(s) may need to be granted to safeguard the integrity of the data.
Component-Acquisition-Executive-(CAE) Dashboard/Knowledge Management System	Currently, the Component Acquisition Section Staff (CAS) utilizes various methods to capture the tenets of a 'CAE Acquisition Portfolio Dashboard' via MS Excel spreadsheets and SharePoint Lists. The data is manually uploaded into various spreadsheets, whereby it's queried, analyzed and displayed in a professional, easy to read, table/graphical chart manner. Note: There is no database management capabilities available or being used to assist within the CAS Collaboration environment. Thus the need for a centralized, automated, data analytic Knowledge Management tool for governance/oversight capabilities of FEMA's Acquisition Program Management Portfolio. The current method is being manned by two CAS team members.	To acquire system development, testing and maintenance expertise to develop a robust tool (i.e., Dashboard/(Knowledge Management Software (KMS) for the data analysis, traceability, governance and oversight capabilities of the FEMA Acquisition Program Management Portfolio. System development, testing, and training costs
Automation System to facilitate Data Collection to Support External/Internal Audit(s)	Currently, Quality Review Team (QRT) does not have an integrated system to facilitate Data Collection of individual items and/or activities that would support external/internal audit efforts. These efforts are conducted manually via the use of the electronic writing system PRISM/ECFS whereby Analysts perform searches for required data.	Quality Review Team (QRT) is responsible for supporting FEMA internal and external audit efforts. While it may not be feasible to automate every support activity associated with an audit, it is possible to automate some efforts. Specifically, those audit support activities pertaining to data that can be derived from an automated contract log, and/or an integrated system for tracking individual procurement activities.
Automation of Contract Log	Currently, QRT has a manual system for tracking quality reviews whereby a spreadsheet is used.	Create an improved system for inputting/importing and capturing data that is entered on the current contract log (spreadsheet). The system should allow for simultaneous entries by users and enable ease of data manipulation for analytical purposes.
Tracking of Quality Review Requests (Packages)	Currently, the QRT does not have a procedure for tracking review requests. Typically, Analysts will refer back to the QRT mailbox to locate initial review request submissions.	Create an automated process for entering, thereby, tracking Review Packages. This will preclude Analysts and Managers from having to conduct time consuming searches through the QRT mailbox where there exists a high volume of packages.
CFIUS (Committee on Foreign Investment in the United States) Cases	Currently OCPO has a semi-automated process to process each CFIUS case. The Summary document for each CFIUS Case that is residing in a folder in the mailbox has to be opened and a search for the vendor name conducted for the Acquirer and Acquiree, subsidiary, partner, affiliate, Ultimate Beneficial Owner (UBO) in PRISM and Federal Procurement Data System - Next Generation (FPDS-NG). Each result must include the Contract Number, Order Number, Contract Date, Vendor Name, DUNS Number(FPDS-NG). The results are captured onto a spreadsheet. The log TAB of the spreadsheet is updated with the findings as well as the various dates.	The BOT needs to the open the spreadsheet, Check-in the document, update the log with the Due of the CFIUS Case. Open the summary doc, gather the Acquirer and Acquiree, subsidiary, partner, affiliate, UBO and perform a SQL search, capture the search results onto a separate worksheet of the log spreadsheet, name the worksheet with the CFIUS case number. Check-out the document.

File details come from the government source that posted it. Updated Feb 3, 2021.