getting an independent public accountant (ipa) on-board ...€¦ · june 2, 2016. center of...
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Getting an Independent Public Accountant (IPA) On-Board: Key Lessons Learned for Awarding
Contracts and On-Boarding IPAs
Ms. Lorin T. Venable, CPAAssistant Inspector General
Financial Management and Reporting
Office of the Inspector General
Department of Defense
Mr. Michael LeistComponent Acquisition Executive
Enterprise Management Services
Defense Finance and Accounting Service
Department of Defense
Michael LeistComponent Acquisition Executive
Director, DFAS Enterprise Management ServicesJune 2, 2016
Center of Excellence
DFAS
DoD OIGOUSD(C)
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DoD OIG / OUSD(C) PMO Responsibilities
Perform Market Research
Define requirements & provide SOW / PWS to DFAS CSD
Draft Acquisition Plan / Acquisition Strategy
Develop Independent Government Cost Estimate (IGCE)
Obtain funding documents for audited agency
Draft Quality Assurance Surveillance Plan (QASP)
Provide evaluation criteria
Provide members for technical evaluation team
Nominate Contracting Officer Representative Conduct surveillance / notify Contracting Officer of contractual non-compliances Inspects deliverables for compliance & accepts / rejects
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Customers
DTRA
MRF
USSOCOM
USACEDISA
U.S Air Force
WHSDCPDS
DCMA
DFAS
DARPAU.S Navy
MDA
MERHCF-CRM
DHP
USMC
U.S Army
CBDP
DARPA
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4/27/2016
2012
# of Actions = 19DFAS - 5
DoD IG - 4OUSD(C) - 10
Action Type BPA - 9
Exam - 3AuR - 1
Audit - 5Other -1
2013
# of Actions = 22DFAS - 5
DoD IG - 4OUSD(C) - 13
Action Type BPA - 8
Exam - 6AuR - 2
Audit - 5Other -1
2014
# of Actions = 16DFAS - 7
DoD IG - 4OUSD(C) - 5
Action Type BPA - 0
Exam - 7AuR - 3
Audit - 5Other -1
2015
# of Actions = 29DFAS - 9
DoD IG - 6OUSD(C) - 14
Action TypeBPA - 0
Exam - 14AuR - 5
Audit - 7Other -3
2016
# of Actions = 22DFAS - 9
DoD IG - 7OUSD(C) - 6
Action Type BPA - 0
Exam - 6AuR - 3
Audit - 9Other -4
Contract Administration
DFAS Contracting Support
6
DFAS Contracting Support Successes
Successes
Setting Expectations
Leveraged Lessons Learned
Improved Requirements Identification
Streamlined Communications
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Contract Landscape DoD OIG
Audit of Military Departments (MILDEPS) Statement of Budgetary Activity (SBA) Army, Navy, Air Force General Fund
CFO Act Audits U.S. Army Corps of Engineers Military Retirement Trust Fund
OMB Audits Medicare-Eligible Retiree Health Care Fund TRICARE Management Activity Contract Resource Management
Audits of Component’s Federal Financial Statements – FY17 TRANSCOM DHP USSOCOM DISA – Awarded (FY16) DLA – Awarded (FY17)
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Contract Landscape DoD OIG (cont’d)
Future CFO Act Audits
Army, Navy, Air Force General Fund and Working Capital Fund
Audit of a Schedule or Single Financial Statement
Balance Sheet
Statement of Net Cost
Statement of Changes in Net Position
Statement of Budgetary Resources and the Related Notes
Audit of General Fund Financial Statements
Audit of Working Capital Fund Financial Statements
Statement on Standards for Attestation Engagements No. 16 (SSAE 16) Examinations
Other Audits and Attestation Engagements
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Contract Landscape OUSD(C) FIAR Office
Newly Awarded Basic Purchase Agreement – Other Defense Agencies Statements on Standards for Attestation Engagements No. 16 (SSAE 16) Examinations
DCMA Contract Pay DMDC Defense Travel System (DTS) DCPDS
Audit Readiness Validation Examinations CBDP, DARPA, DCMA, DTRA MDA WHS, JCS, DoDEA, DSCA
Major Contracts in Support of OUSDC Comptroller Mission Systems Support Contract FIAR Audit Readiness, Audit Liaison and Systems Support (ARALSS) DCFO Mission Support Contract
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Cycle Times
162
228
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Contracting Process Pre-solicitation
Assists with developing the Acquisition Plan / Acquisition Strategy Assists with market research Determines appropriate contract type Accepts agency funding / coordinates funding changes
Solicitation SOW Terms & Conditions Evaluation Criteria GSA eBuy
Evaluation Process Review quotes IAW RFQ Terms Quote Analysis Report Award Recommendation
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Pre-Solicitation
Solicitation
Evaluation Process
Award Contract
Post Award Contract
Administration
Contracting Process (continued)
Award Contract (CSD) Review / Finalize QAR Write Best Value Memo (Award Decision) Draft contract document Award review by Contract Review Board (includes OGC) Public Announcement of Award (as required) Award Contract Unsuccessful Offeror Notifications
Post Award Contract Administration Contract Modifications Scope Determinations Exercise Options Resolve Payment Issues Contract Funding
Pre-Solicitation
Solicitation
Evaluation Process
Award Contract
Post Award Contract
Administration
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Where the Customer Can Help
14
Acquisition Process
Primary
Responsibility
Secondary
ResponsibilityKO/KS Review Requirements DFAS DFAS
Develop Solicitation Documents DFAS DFAS
OGC Review DFAS N/ASBA/Comp Advocate SBA/Comp Ad N/A
HCA Review DFAS N/A
Pre-solicitation Contract Review Board (CRB) DFAS Customer
Prepare RFQ DFAS DFAS
Solicit RFQ (30 Days) DFAS N/ATech Evaluation Customer DFAS
Price Evaluation DFAS Customer
KO/KS Review Evaluation Results DFAS DFAS
Prepare Source Decision Document KO DFAS
Pre-Award CRB & Legal Review DFAS Customer
Contract Award DFAS N/A
Total Contract Process14
Key Lessons Learned
Requirements – Let’s get it right
Templates – Don’t reinvent the wheel!
Consolidate – Can we gain efficiencies?
Encourage Teaming – Increase competition & participation
Identify and commit resources up front
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Key Takeaways Requirements, Requirements, Requirements
228 Calendar Days
Communication & Collaboration
Leverage Lessons Learned and Others’ Success FEDBIZOPPS and GSA eBUY - download audit and examination
solicitations
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Contracting and Oversight Process - Lessons Learned
Presented by:
Ms. Lorin T. Venable, CPAAssistant Inspector General
Financial Management and ReportingOffice of the Inspector General
Department of Defense
Lessons Learned
Agenda
Requirements Development
IPA On-Boarding
Performance Monitoring
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Requirements Development
Engagement Timing/Period of Performance
Scope Determination
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IPA On-Boarding
Independence Organizational and Personal Independence
Maintaining Independence
Security Facility Security
Personnel Security
Information Security
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IPA On-Boarding (cont’d)
Security Challenges:
Early Coordination for Security Verification Process
Communication of Security Review Results
SIPRNET Accounts and Tokens
Security Requirements for CORs
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Performance Monitoring
Data
Supporting Documentation
Sampling
Modified Audit Approach
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Remaining Challenges
Classified Testing Availability of Sample Documentation Timing of Testing IT Testing
NFRs & CAPs Implementation Timeline
IT Environment Current IT Environment Establishes a High Risk
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