AFICC dramatically increases contracting velocity
Manual paper processes and the lack of contract lifecycle management software were slowing the team down
Through 2017, AF contracting offices relied heavily on paper documentation to support contracting efforts. Most offices maintained the contract file (ranging from hundreds to tens of thousands of pages) in hardcopy form. The existing contract working environment required extensive touch labor to update and manage contract files. As procurement clerks were eliminated to achieve program efficiencies, the burden for contract management increasingly fell on the stressed government buyer and contracting officer positions.
The Air Force Installation Contracting Center (AFICC) was using an assortment of manual paper processes, storage capability, different naming conventions, and a decentralized, non-transparent approach for managing contract file.
The result of Vana’s integration
Vana developed a custom platform (KTFS – contract lifecycle management software) to streamline manual processes, create enhanced accountability and process stage, by bringing their processes into an online digital case management solution.
KTFS is a robust follow-on initiative to the predecessor Contract Information Management Standard (CIMS) which first addressed the AF need for improved enterprise contract planning, execution, and reporting. The solution has greatly reduced training needs for new workers and has greatly increased the ability to issue contracts in a shorter time period.
The adoption of the solution has been rapid as demonstrated by being deployed to 80 offices with over 3,000 unique users. Since release the solution has been used to issue over 100,000 contracting actions, such as contracts, task orders, and contract modifications.
More about this solution
Vana’s proprietary KTFS (contract lifecycle management software) provides:
- Collaboration across different functional areas, such as, Program Management, Small Business Administration, General Counsel, members of buying team, etc.
- Seamless integration with existing productivity software such as Microsoft Office.
- Business process automation: automating tasks, input/output info, approvals, procedures
- Content management: processes and technologies supporting evolutionary lifecycle for digital information (cradle to grave).
- Knowledge management: capturing, organizing, storing and displaying relevant individual and group knowledge and experiences.
- Quick search: enable users to easily find information within files.
- Business intelligence: operational capabilities to exploit power of information while supporting key management activities.
- Standardization: standard organization of contract file documents and workflow processes, such as the development of commonly used templates.
About AFICC
AFICC is responsible for managing and executing above-Wing-level operational contracting, including enterprise and strategic sourcing, as well as providing contractual authority and oversight for Wing-level contracting squadrons. Their vision is to transform acquisition innovation into warfighting capacity.
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