IDIQ Task Order Management as a Shared Service on SharePoint

We are doing a lot of work enabling Federal Contractors with IDIQ Task Order Management solutions.  When we first got going with this solution a year ago we focused on the IDIQ/GWAC center that was managed at the Corporate level.  Very quickly it started to integrate with the Capture and Proposal work.  Then, it moved out to serve the needs of the business groups.  Today, we are enabling most of our customers in a Shared Services model powered by CorasWorks within a SharePoint work environment.  I’ll talk about this.

Larger Federal Contractors usually have a Proposal Center.  They may have a corporately managed IDIQ/GWAC center.  The problem is that these capabilities only address the top of the pyramid.  The rest of work, that happens at the Business Group level, is usually very, very ad hoc using the tools of email and excel.

The nirvana is to get each group what they need but to do it in a way that enables corporate standards and operational leverage.  For years, organizations have lived with a pendulum that swings between centralization and decentralization.  With each swing somebody loses.  Effectively, our Shared Services model strikes a working balance that supports both centralization and local optimization.

With our Shared Services model we usually go through a few phases of adoption as follows.

First, we usually take care of the Corporate level.  This entails putting in or augmenting the Proposal Center and often adding in the core IDIQ Task Order Management capability.  We then integrate the IDIQ work into the Proposal System and other enterprise systems including CRM (often Deltek GovWin CRM), their Contract Administration system, and HR recruiting systems.

We then enable corporate to serve up IDIQ Task Order Management to the business groups.  The key is that each business groups needs to have it slightly their way.  Their needs often differ from Corporate (usually much deeper where they have to do most of their own proposals and be concerned about downstream work – after they’ve won), between business groups, and, even between IDIQs (like the reporting requirements and the Partners they are working with).

Accordingly, what we provide is a standard, base IDIQ Task Order Management solution.  This can then be cloned and customized to meet the needs of each business group and even down to the IDIQ level.  Yet, it is all part of your enterprise shared application service and also of the shared SharePoint work environment.  So, corporate capabilities can be standardized and made available as part of the Shared Service to the business groups across the enterprise.  Examples are Proposal Requests and Management, Gate Reviews, Supporting Processes (such as HR Staffing Requests and Conflict of Interest checks), Standards (CMMI, PMO, Partner Onramping), and Knowledge Repositories (such as Pricing, Forms, and Past Performance that are shared with security and in context).

It sum, it becomes a standardized, integrated, yet, distributed and locally optimized system.  You might say that it is a system of systems.  The key is that Corporate is not completely in control.  Corporate has enabled the business groups to have flexibility.  The business groups can optimize the way they work, but, do it within constraints that maintain control and the ability to centrally manage the shared infrastructure.  It is truly amazing what results you can achieve when you hit the right balance between the needs of business groups and corporate.

With this shared services model you get the best of both worlds: central control and standardization, but, the ability for the business groups to get what they need to optimize their work.  And, of course in this model the cost is far lower to support and deliver what users need across the board.

If you visit our Federal Contractor micro-site and review the case studies you’ll get a sense of how this approach has worked with different customers of different sizes and with different solutions.

William

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See additional articles for IDIQ Task Order Management in this blog.

Visit CorasWorks IDIQ Task Order Management for product information.

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