Contractor Management-Contingency Operations

1. Contractor Management-Contingency Operations February 2010

2. Contractors in Contingency Workforce • We will always deploy to contingencies and rely on contractors for services. • Maintaining awareness and positive control is required for the current and future contingencies. • Future legislation will become more restrictive in levying reporting requirements on the Department; Expected use in peacetime operations. • Conflicting priorities in a reduced budget environment requires economy of scale decisions. • We are expected to manage resources like a business is required to do so (contracting as a combat multiplier)

3. Synchronized Predeployment and Operational Tracker (SPOT)

4. About SPOT • Single, joint enterprise system employed for the management, tracking and visibility of contractors accompanying U.S. forces, federal agencies and coalition partners in support of contingency operations. • Generates a standardized Letter of Authorization (LOA) after successful registration of the contract and the contractor as a part of the deployment process; LOA required at CRC and for contractors drawing government furnished services in contingency areas. • Leverages authoritative data from DoD personnel systems, Joint Contingency Contract System, Standard Procurement System (SPS) Federal Procurement Data System-Next Generation, the Global Exchange and Human Resource Information from vendors. • SPOT leverages point of service scans at key processing nodes to include base authorization, biometric systems, identity management and travel node systems that scan contractor’s credentials at certain locations, allowing verification of a person’s identity in theater, tracks movements, and provides theater commanders up-to-date visibility into contractor assets and capabilities • Utilizes Service-Oriented Architecture (SOA) providing benefits as reuse of authoritative data. (enter once, populate many) • Provides commanders and contracting activities point of service tracking for all personnel using services.

5. SPOT Tenants and Policy Trail DUSD(DPAP) Class Deviation 19 Mar 2007 OSD Memo Designating SPOT 25 Jan 2007 • Provide Leaders Awareness Of Contractor Footprint In His Area Of Responsibility For Contingency, Logistics Considerations And Force Protection Planning • “… information shall be used to assist planning for the provision of force protection, medical support, personnel recovery, and other support. • Provide Leaders Visibility of Capabilities within AOR • “…database shall provide a central source of CDF personnel information and a summary of services or capabilities, to include individual skills provided by all external support and systems support contracts.” • Provide Full Accountability • “Maintain by-name accountability of all CDF personnel and contract capability information in a joint database.” • Provide Transparency of Contracting • -Searchable database that defines contract vehicles and services available within the AOR (Joint, Federal, Coalition) • Provide Audit Type Capability for Contracted Assets DoDI 3020.41 3 Oct 2005 USD Memo SPOT Phased Implementation 28 Jan 2008 OSD AT&L Memo SPOT Designation in CENTCOM AOR 17 Oct 2007 USD Memo PSC Linguist Guidance 28 Sep 2007 NDAA 2008 MOA DOD/ DOS/ USAID July 08 CENTCOM FRAGO 14Aug08 CENTCOM FRAGO Oct 09 USSOUTHCOM Policy Feb 10

6. SPOT DASHBOARD VIEWS

7. SPOT DASHBOARD VIEWS (cont’d)

8. CENTCOM CENSUS “SPOT PLUS”

9. SPOT PLUS Census Methodology • Transition approach with multi-phases. (contract to KTR) • Use SPOT information to pre-populate templates; distribute through existing channels. • Contracting offices “QA” existing contract data; return missing contract information via template. • Service SPEs via CENTCOM J4 return to SPOT PMO. • SPOT PMO reviews templates for completeness and validates against FPDS-NG (loads/returns). • Incorporate JAMMS scan information plus biometric information (Interoperability issue/enrollment) • OSD-PS/SPOT PMO generate census numbers for CENTCOM J4 • CENTCOM J4 publishes numbers.

10. TOTAL OPERATIONAL SUPPORT SYSTEM

11. Virtual Data Relationship Mapping • TOPSS builds virtual relationships between the data in its catalog • Data Relationships built in the data discovery process • Data Relationships maintained by System Administrators • Data Analysts and Reporters • Do not have to be concerned about how data elements relate • Do not have to be concerned about building relational “joins” in reports and queries • Can focus on the data and the questions they need to answer

12. Virtual Data Entities VirtualPersonRecord • TOPSS builds a catalog of virtual data entities that extend across data sources • Consolidate into a single virtual entity • Data can be held in multiple data tables • Data in multiple databases • Analysts and Reporters do not need to be concerned about those sources and how to consolidate them • For Example: Virtual Person Record • Consolidation of Personal Records and Data, home and work information, skills, and locations where they have been • Presented as a single, simple entity to analysts and users Records Home Person Skills Work Location

13. Report Types • Reports Catalog • Provides a starting point and reference of previously built reports • System provided • Reports by other users • Pre-generated, Standard Reports • Preconfigured reports run and filtered for individual users • Ad Hoc Reports from Templates • Multiple Report Layouts supported, including:

14. Geospatial Analysis • Report on Location-Based Data • Locations coordinates displayed on map • Use standard map display capabilities, such as Google Maps, Google Earth, etc • SIPR Maps via NGA • Geospatial Queries • Provide Point Locations for entities on a map • Any location based coordinates and data • Geometric Queries • Show time-based locations and movement of entities • Perform Proximity queries (what entities were “near” each other?)

15. Case Study: Equipment Tracking • Challenge • DoD Planners need to have constant visibility into the reset and draw-down of Private Security Contractor equipment in theater • Equipment must be identified to contracts, contractors and individuals • Solution • TOPSS retrieves equipment data from multiple authoritative data sources including contractor managed systems • TOPSS aggregates equipment data with other data sources to create a dashboard to monitor the status and disposition of equipment • TOPSS provides a map report that shows equipment movements through theater • Benefits • TOPSS provides a single reporting system that consolidates data from multiple data sources and formats

16. Haiti

17. Haiti

18. Haiti

19. Haiti

20. Managing the Contractor Workforce Lessons Learned: • COCOM and Federal Agency plans must include instructions that cover contractors. • Implementing process controls later in the operation results in lost management of the workforce. (30 Days) • Access to government furnished services, bases and transportation allow to manage compliance; leveraging the use of the letter of authorization. • Integrated systems for passing and validating information; single processing stations for all categories of personnel. • Web-based, NIPR capability is important for success in new contingencies. • Allow for federal and coalition use.

21. Repeatable Business Process-Future Contingencies Strategy • Policy mandating “minimum” standardized enrollment fields for systems supporting contingencies • Require clear business processes in the DFAR/FAR; link to vendor pay • Compliance monitoring by leadership; defined channels for issues with non-compliance • Integration with strategic contract information systems • Biometric and base authorization integration; interoperable cards and tracking information • Industry version of the common access card (CAC) • Enforcement of current policy