Attch_0009_ACWS_Business_Process_Models_2015_12_17.pdf

17 December 2015

Army Contract Writing System (ACWS) Conceptual To-Be Process Models

OVERVIEW

− These process models represent the conceptual “To-Be” Army End-to-End Procurement Business Process. They are mapped to the ACWS High Level Objectives, Business Outcomes, and Detailed Capabilities in the Requirements Traceability Matrix.

−The attached process models represent the models as they existed at the time the Final RFP was released. The Army intends to continue efforts to provide greater details and definition to these models which will be made available to support Fit/Gap and System Blueprinting activities.

−These models are “solution agnostic.” They were not developed with any particular contract writing software, product, or class of product in mind. The models are an attempt to 1) provide visual references/companion documentation to the ACWS requirements and 2) to allow Army procurement organizations to develop a common frame of reference/common process understanding prior to entering into the blueprinting phase.

−The intent in providing these with the RFP is to give potential solution vendors insight into how the Army envisions its processes in the To-Be state, at a very high level, not to constrain potential system designs or inhibit achieving efficiencies through the adoption of COTS functionality. The Army’s goal is to maximize the adoption of COTS functionality and business processes

• URL Location (Please navigate to the following link to view the To-Be process models):

http://www.acc.army.mil/files/cmobpr/index.htm

Conceptual To-Be Process Models

General Procurement Business Processes FAR-based Business Processes DoDGARS-based Business

Processes

System Administration

Processes

Contract Writing Business Process Perspective Model

Governance & Oversight Warrant Management Assign Workload FAR-based Contracting DODGARS-based Assistance Agreements

Contracting System Administration

Metrics and Compliance General System Functions Associate PR Past Performance Evaluations

Requirements Development

Contract Award Identify Funding Type & Purpose

Account Management

Peer Review Determination & Findings (D&F)

Associate Requirements Package

Offline Source Selection Solicitation Definitive Contract Assistance Agreement Application

User Setup and Administration

Performance Reporting Congressional Notification Audit Support Reverse Auction Develop Solicitation Basic Indefinite Contact Post Funding Opportunity (Assistance Agreement) Announcement

System Configuration

Price Objective Memorandum (POM) /Price Negotiation Memorandum (PNM)

Establish Milestones Broad Agency Announcement (BAA)

Technical Evaluation Solicitation Amendment Task Order/Delivery Order Issuance

Negotiation and Award (Enterprise) Clause Maintenance

Protest Management Establish Procurement Action Record

Calculate Cycle Time Contract Cost/Price Analysis

Limited Distribution Solicitation Posting

Award Notification Posting Assistance Agreement Award in CWS

Application Maintenance

Workload Reassignment Un-liquidated Obligations (ULO) Management

Contract Deficiency Report (CDR)

Small Business Coordination

Synopsis/ Solicitation Posting

Contract Modification Post Award Agreement Administration

Business Rule Maintenance

Workload Reporting Freedom of Information Action (FOIA)

DCMA/CAFU and DCAA Audit Request

Letter of Authorization/Theatre Business Clearance

Develop Order Request for Proposal (RFP)/Request for Quote

(RFQ)

Federal Procurement Data System –Next Generation (FPDS-NG) Reporting

Assistance Agreement Amendment/Modification

Help Desk, Knowledge Management and User Assistance

Pre-Termination Notice Justification & Authorization (J&A) and Limited Source Justification (LSJ)

Legal Review Contract Closeout Source Selection Contract Administration Assistance Agreement Closeout

Local Clause Maintenance

Termination Procedures Workload-Document-File Review

Vendor Engagement Contract Closeout in

ACWS

Contracting Officer Representative (COR) Nomination

Automated Source Selection

Assistance Agreement Closeout in CWS

Local Clause Administration

Contract File Management Procurement Management review (PMR)

Vendor Posting and Communications (via Vendor Portal)

COR File Review Defense Assistance Awards Data System (DAADS)

Army Procurement Business Processes

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Business Process Modeling Notation (BPMN)

Start Event: Indicates where a particular process will start.

Process Model

Intermediate Event: Occurs between a start event and end event, affecting the flow of the process but will not start or terminate the process.

Task (small blue box).

*You will see a variation of Tasks: Business Rule Tasks (small tablet icon illustrated to the left), Service Task (gadgets illustrating an automated step or web service), Manual Task (illustrated by a hand to the left of the object) and Script Task (illustrated by a scroll representing a task executed by a business process engine) referenced in the ACWS process models.

End Event: User Task: Tasks Performed by an end-users

Gateway (decision point): There are several variations of Gateway decision that impact process model flow behavior.

*You will see Exclusive, Event-based, Complex, Inclusive and Parallel Gateways referenced in the ACWS process models.

Sub-process (large blue box): A process within a process with tasks defined at a lower level of detail.

Data Object: Information an object or a collection of objects feed into or is an output from the respective process flow.

Pool: Depict specific Actors, Organization or Group that performs the collaborative process and bounds the process.

Swim-lane: A sub-partition within a process, mostly referenced within a pool and used to categorize activities based on organizational roles.

BPR Review Reference Slide

Each Model will have a Header that identifies Model Name, Definition and Identifier.

BPR: Contract Writing System High Level Perspective Business Model

Description: Starting point to determine which procurement perspective will be followed - Contracting, Assistance Agreements, or System Administration.

BPR: FAR-based Contracting

Description: The means by which a mutually binding legal relationship obligating the seller to furnish the supplies or services (including construction) and the buyer to pay for them is established.

It includes all types of commitments that obligate the Government to an expenditure of appropriated funds and that, except as otherwise authorized, are in writing. In addition to bilateral instruments, contracts include (but are not limited to) awards and notices of awards; job orders or task letters issued under basic ordering agreements; letter contracts; orders, such as purchase orders, under which the contract becomes effective by written acceptance or performance; and bilateral contract modifications. (Source FAR 2.1 Definitions, Contract)

The objective of this process is to obtain supplies and services in an efficient manner while remaining compliant with regulations, policies, and guidance.

BPR: DoDGARS-based Assistance Agreements

Description: The means by which a assistance and other non-procurement awards are established between the Government and an award recipient.

It includes all grants, cooperative agreements, technology investment agreements, and other non-procurement instruments as needed to implement statutes, executive orders, or other Federal Government-wide rules that apply to those other non-procurement instruments. (Source 32 CFR, Subtitle A, Chapter 1, Subchapter C, Part 21, Subpart B)

The objective of this process is to establish mutually beneficial agreements in an efficient manner while remaining compliant with regulations, policies, and guidance.

BPR: Contracting System Administration

Description: The means by which a business system is kept up-to-date with policies, regulations, changes in personnel, etc. The objective of this process is to ensure the business system remains synchronized with changes in the business environment.