Managing Your Digital Existence

1. Managing Your Digital Existence Karen Pica, PhDOffice of Management & Budget Kathleen Oliver GSA Integrated Acquisition Environment May 10-12, 2011

2. Managing Your Digital Existence Karen Pica, PhD Office of Management & Budget Kathleen Oliver GSA Integrated Acquisition Environment GSA Training Conference & Expo

3. Managing Your Digital Existence Learning Objectives: • Name and describe the digital footprint in your work and personal life • Identify work and personal goals and digital boundaries for achieving • Identify and implement actions that will allow you to prioritize and manage incoming information GSA Training Conference & Expo

4. Managing Your Digital Existence What is a digital existence? • Digital defined as: using numerical digits to represent discretely all variables occurring in a problem or….data technology that uses discrete values (numbers, letters, sounds, images). • Existence defined as: the state or act of existing or being or….the world we are aware of through our senses and that persists independently without them GSA Training Conference & Expo

5. Managing Your Digital Existence To translate – all the stuff with a plug that is part of our world and will go on whether or not we pay attention to it What does this include? GSA Training Conference & Expo

6. Managing Your Digital Existence • Impacts • Productivity • Work/life balance and morale • Expectations created by technology • Transparency in work and personal life • How to Manage GSA Training Conference & Expo

7. Managing Your Digital Existence • What type of digital person are you? • What are your work and personal goals? • How can you make technology work better for you? GSA Training Conference & Expo

8. Managing Your Digital Existence • How can you make technology work better for you? • Prioritize • Manage information • Manage expectations • Know your limits GSA Training Conference & Expo

9. Managing Your Digital Existence • Let technology work for you • Turning technology to support your daily work balance, changes in systems that support your work…. GSA Training Conference & Expo

10. Creating Efficiencies through Integration and Consolidation

11. Generate Requirement The Procurement Process from a Government Agency Perspective Solicit Requirement Review Offers Check wage determinations Receive bids Contract action reporting Validate entity status Evaluate Offers/Select Vendor Validate entity performance Post solicitation and tech data Create Contract Performance reporting Includes FedReg Administer Contract Includes FedTeDS Contract Close-Out User action Entity data Contract data Includes FSRS Current Systems

12. Siloed systems Multiple logins – inefficient and confusing Data overlap among systems – inefficient and creates opportunity for error Separate hosting, management, and support Various standards and service level agreements – may yield varying levels of service Multiple hosting vendors – more expensive than consolidated hosting Current Limitations

13. Includes FedReg Existing capabilities, streamlined for efficiency. Coming Changes Today • Siloed – Separate systems each with a separate login • Redundant – Overlapping data • Separate – Various hosting locations, managed separately Future • 1 Login! – Functionality accessible at one online location to streamline the process • 1 Data Source! – Centralized, normalized data to eliminate potential for conflicting values • 1 Host! – Consolidated hosting to reduce O&M costs

14. Support Service Changes • SAM Requirements and Operations • IBM is documenting SAM architecture and system requirements and will operate the resulting system • Consolidated Hosting Services • One database and hosting location means lower operating costs and greater reporting flexibility • Federal Service Desk (FSD) • Current consolidation of Tier 1 help desk services aligns with 1-system approach • System Development • Requirements will be sent out for bid to 3rd parties to increase competition

15. Efficiencies Gained • Entities (e.g., vendors, grantees) • One login provides access to all the tools needed to register, record reps and certs, and view and respond to solicitations • Streamlined processes decrease the amount of time required for typical registration • Contracting Officers • One login provides access to all the information needed to make an award determination • Streamlined, integrated processes simplify and reduce the time required to complete a procurement • Elimination of artificial information divisions simplifies data entry • System Administrators • Fewer interfaces reduces maintenance challenges and costs • All Users • Increased reporting flexibility by integrating all data into one database

16. SAM will be organized in six key functional areas SAM Organization * For the purposes of this capability area, Entity refers to prime contractors, organizations or individuals applying for assistance awards, those receiving loans, sole proprietors, corporations, partnerships, and any Federal government agencies desiring to do business with the government

17. SAM Process Model • SAM is not a portal to existing systems! • Processes were deconstructed and rebuilt without regard for system boundaries • The resulting system, SAM, will include all the capabilities of the legacy systems, presented in a more streamlined, user-friendly way

18. Interfacing System Interfacing System SAM Interfaces Future Today • Process Improvements – SAM process-improvement work is identifying ways to reduce the number of interfaces needed • 1 Database – As the legacy systems are migrated into SAM, they will be migrating into one database, further reducing the number of interfaces needed Your Interfaces Will Change!

19. CCR/FedReg, ORCA, EPLS Entity Management and the Exclusions Portion of Performance Information 1st half of 2012 FBO, eSRS/FSRS, CFDA Award Management and Assistance Program Catalog 2013 WDOL Wage Data 2013 FPDS-NG Award Management 2014 PPIRS/CPARS Performance Information TBD What’s Changing When? • Legacy capabilities will move to SAM in phases

20. Group 1 Highlights • After migration, all the capabilities will be available at SAM.gov – 1 login! • You’ll register in SAM with a new user ID and password will be issued – the system will guide you through the process of migrating your permissions • Key Entity Management Improvements • Data and process integrated into logical groupings (e.g., Core Data, Reps and Certs) • Registration purpose captured at the start to guide data entry • Process steps reordered for efficiency (e.g., TIN match, CAGE validation, POC collection)

21. FY10 FY11 FY12 M A M J J A S O N D J F M A M J J A S O N D J F M A M J J A S Initiate Requirements Gathering Capabilities Available in SAM CCR/FedReg, ORCA, EPLS Migration 7/10 5/12 Development User Training Testing/ Deployment/ Integration Solicitation Requirements input through CCBs, user groups, and industry meetings Agency participation in Government Acceptance Testing What’s Next • Subject Matter Experts provided input and validated requirements for the first migration group • The next migration group includes FBO, eSRS/FSRS and CFDA • Subsequent migration groups will follow this same pattern.

22. Staying Up-to-date • To obtain more information • Go to https://acquisition.gov • Write to AskSAM@gsa.gov and ask to be added to the general email distribution list • Participate in our Interfaces meetings, if applicable (write to AskSAM@gsa.gov to be invited)