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The FNS “APD Process”

The Rules Your Clients Play By, and How to Help Them Win!. The FNS “APD Process”. Session Contents. The FNS “APD Process” and the role YOU play What we tell the States – your clients – about: The Power of the RFP Open Competition & Conflicts of Interest

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The FNS “APD Process”

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  1. The Rules Your Clients Play By, and How to Help Them Win! The FNS “APD Process”

  2. Session Contents • The FNS “APD Process” and the role YOU play • What we tell the States – your clients – about: • The Power of the RFP • Open Competition & Conflicts of Interest • Contractor Selection Criteria and Bid Scoring • FNS & Vendors – Areas of Common Interest

  3. Who at FNS?? Responsibility for oversight of State Automation and Modernization efforts is shared - between the Regional Office SNAP or WIC program and the State Systems Office - SSO.

  4. State Agency Advance Planning & Acquisition Documents FNS Regional Office State Systems Office Approval or Additional Documentation Request

  5. NERO MWRO MPRO WRO MARO SERO SWRO

  6. Gregg Saxton

  7. Karen Painter-Jaquess

  8. Kathy Tankersley

  9. Lynn Jordan

  10. Catalina Luna Jennifer Renegar

  11. Coordination Within FNS States should expect a coordinated response from FNS. • SSO – Lead on APD Process, Project Management and Technical Issues • Region – Lead on Program Functionality

  12. Our Role…..

  13. Why You Should Care! When vendors understand the process you can: • Help states comply with it • Avoid clients being caught in the middle • Be aware of when the products that you create are subject to the federal process • Planning docs • Change orders that cross the threshold • Status reports and/or components of the APDUs

  14. Advance Planning Document Process

  15. Advance Planning Documents • Planning Advance Planning Document (PAPD) • Implementation Advance Planning Document (IAPD) • IAPD Update (IAPDU) • IAPDU As-Needed

  16. Procurement Documents • Request For Proposal (RFP) • Contract

  17. Advance Planning Documents • Planning Advance Planning Document (PAPD) • Implementation Advance Planning Document (IAPD) • IAPD Update (IAPDU) • IAPDU As-Needed • Emergency Acquisition Request (EAR)

  18. PAPDPlanning Advance Planning Document

  19. “A Planning APD is required for review and approval for all projects > $5M total project costs” FNS Handbook 901, Section 2.2.1, Planning APD

  20. Purpose of a PAPD • PAPD is a brief document that: • Requests prior approval and Federal funds to explore the feasibility of new system initiatives • Describes the planning activities • Estimates the cost and timeline of planning • Identifies and prepares for acquisition activities

  21. FNS Timeframes 60 DAYS 25

  22. 50 States x 2 programs (WIC & FSP) + states with multiple systems + WIC ITOs & US territories x ~3-6 docs/project ÷ 6 of us ---------------- 60 days

  23. OK, so the PAPD is approved… THEN WHAT?

  24. Planning Activities Define the scope Review business processes Conduct requirements analysis Conduct feasibility study/alternatives analysis Prepare cost benefit analysis Prepare IAPD

  25. Planning ActivitiesMANAGING EXPECTATIONS

  26. IAPDImplementation Advance Planning Document

  27. Purpose of an IAPD • Culmination of the planning process • Reflects the results of the analysis and feasibility of various automation alternatives • Reflects the design and description of the automation project

  28. Purpose of an IAPD • Provides an initial management plan for acquiring, developing, testing, and implementing the selected alternative(s) • Requests prior approval and Federal funding from FNS

  29. Components of an IAPD • Feasibility Study/Alternatives Analysis/Cost-Benefit Analysis • Functional Requirements • Management Plan • Schedule • Budget

  30. FNS Timeframes 60 DAYS 43

  31. OK, so your IAPD is approved… THEN WHAT?

  32. Design, Development & Implementation Activities Convert functional requirements into the system requirements Develop / Transfer / Integrate Test and Pilot Train and Implement statewide

  33. Testing TestingTesting!

  34. Training What Makes Training Effective? • Incorporates UAT results • Is scheduled “just in time” • Is “hands on” • Does not end at rollout

  35. Pilot Test What a Pilot Should Not Be: • Simply the first phase of rollout • A formality to proceed What a Pilot Should Be: • The extension of system testing into the real world • A real test of the system

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