Contract Operations Support Services Division CBP Office of

Contract Operations Support Services Division CBP Office of Administration Office of Procurement May 2011

Content • Contract Operations Support Services Division Organizational Chart • Resources • Approach • Key Changes and Benefits • Functional Statement Changes/Enhancements • Change Management and Skills Requirements • Communication Plan • Next Steps Contract Operations Support Services Division Organizational Overview April 2011 2

Contracts Operations Services Division Director Janice Hill (GS 1102 -15) FTE: 19 CTR: 15 Contracts Support Branch Operations Support Branch Rita Williams (GS 1102 -15) Branch Chief Donald Carter (GS 1102 -15) Branch Chief Business Partners OA Procurement DHS/OCPO OTIA CBP Programs/Functions Policy Quality Assurance, includes Internal Help Desk Performance Based Contracting Training – Policies and Procedures New Program Support CBP Programs/Functions Contract Pricing Policy Responsibility (e. g. FAR Parts 15. 4, 32) FOIAs Contract and Fiscal Responsibility - De-Obs - Cost and Pricing - DCAA Liaison - Closeouts Training – Cost and Price Analysis Policies and Procedures File Room Management Personnel Frances Smith (GS 1102 -15) Tracy Ekoh (GS 1102 -14) Nadine Kjak (GS 1102 -14) Sara Longaback (GS 1102 -14) Marilyn Ray (GS 1102 -14) Sylvia Thornton-Peoples (GS 1102 -14) Tom Uberto (GS 1102 -14) Paula Johnson-Graves (GS 1102 -14) Nicole Long (GS 1106 -7)* FTE: 10 * = vacant CTR: 6 Personnel Stephen Doctolero (GS 1102 -14) Phyllis Epps (GS 1102 -14) Matthew Walters (GS 1102 -14) Berry Watkins (GS 1102 -14) Mark Weinstein (GS 1102 -14)* Jean Zurface (GS 1102 -14) Janet Rodriquez (GS 343 -14) FTE: 8 CTR: 9 * = vacant position Contract Operations Services Division Organizational Overview April 2011 3

Contract Operations Support Services Division Resources • DD: Janice Hill (1) • Branch Chiefs: Don Carter and Rita Williams (2) – Warrants: Unlimited - Level 3 – Janice Hill and Rita Williams $100 million – Level 3 – Don Carter – Location of Resources: Washington, DC (3) • Employees – Employee Pay Grades: See Organizational Chart – Warrants: Phyllis Epps ($1 million – Level 2); Tom Uberto (Unlimited, Level 3); Jean Zurface ($25 million – Level 2) – Location of Resources: Crystal City, VA (9); Indianapolis, IN (1); Washington, DC (6) Contract Operations Services Division Organizational Overview April 2011 4

Reorganization Approach • We reviewed all functions and, based on logical combinations, divided them into two Branches. • The Branches are primarily the same as before; however, FOIA and File Room Management were moved from Audits and Oversight, into the Operations Support Branch. • It was also determined that cost and pricing training is required to further develop and enhance the skills of operations staff. The purpose of this new function is to help reduce skills/competency gaps in Procurement’s operational Divisions. We will work closely with the Workforce and Career Development Branch to develop appropriate training. We recognize that, by requiring employees to develop this skill across the organization will require a cultural shift. Contract Operations Services Division Organizational Overview April 2011 5

Key Changes & Benefits • The Contract Operations Support Services Division is an existing organization. As a part of the reorganization, the Small Business Program, Purchase Card Approving Official role, Audits, Oversight, Business Liaison and Purchase Card Programs/functions were transferred to other parts of Procurement. • We added a renewed focus on providing cost and pricing training to grow this skill and capability across Procurement. • Enhanced overall supervisor to employee ratio. Contract Operations Support Services Division Organizational Overview April 2011 6

Contracts Support Branch • Ensure CBP contracts adhere to procurement policies and procedures • Review DHS and CBP policies and procedures; and, provides training, technical assistance, and guidance to Procurement employees • Conduct internal quality assurance reviews and communicates results through a variety of media Contract Operations Support Services Division Organizational Overview April 2011 7

Operations Support Branch • Develop, coordinate, implement, review, oversee, and provide training regarding cost and price analysis policies and procedures • Perform cost and price analysis in support of major procurements • Perform oversight and management responsibilities for Procurement’s file room • Serve as the liaison with DCAA establishing Interagency Agreements, requests DCAA audits, rate checks and interprets DCAA audit findings • Process FOIA requests, de-obs, and close outs <Division Name> Organizational Overiview April 2011 8

Change Management • Change Management Needs: 1) Culture change needed regarding Procurement employees acquiring and using cost and price analysis skills 2) Meet 1 -on-1 with new employees to help with transition and learn more about their interests 3) New focus for employees to perform responsibilities not previously required of them (e. g. Quality Assurance reviews) to grow capabilities across the Division. v Need to discuss, lay out clear expectations, and obtain employee buy-in v Need to find ways to close learning gap (e. g. fully documenting procedures to help with internal training and learn by doing) v Establish cross training initiative to expand internal capabilities within the Division <Division Name> Organizational Overiview April 2011 9

Communication Plan (High Level) • Who: Procurement HCA/DHCA; Division Employees; Procurement Directors and employees; appropriate components of CBP/OTIA and DHS/OCPO • What - Key points – Changes made to the Division, renewed emphasis on expanding cost and pricing skills and competencies across Procurement • When – Starting May 2011 • How – In person briefings • Responsible Party(s) – Janice Hill, Don Carter, and Rita Williams Contract Operations Support Services Division Organizational Overview April 2011 10

Next Steps • Continue existing work and develop internal Branch operational plans …who does what, team leads (if any), new staff responsibilities (Don and Rita) • Meet with Pam and contract staff to begin to better understand the FOIA process and workload (Don – May 2011) • Resolve file room management resource issue (Janice) <Division Name> Organizational Overiview April 2011 11

Contract Operations Support Services Division Organizational Overview April 2011 12