What does a Program Manager Really Want?

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2 What does a Program Manager Really Want? Breakout Session #: D04 Presented by: Oliver Voss and Timothy Farris Date: 07/25/2017 Time: 11:15-12:30 1

3 Really Quite Simple We want what we want We want it when we want it And we want it now 2

4 All About Relationships Get to know your customer and over time Know the regulatory and legal framework in which you are working Build trust through repeatedly making good on your commitments don t over promise Listen to feedback without being defensive For COs don t lecture on rules PMs don t want to hear it For Vendors delivery bad news as soon as it happens and with a way forward 3

5 Hone your Interpersonal Skills Can t be too empathetic If you aren t a natural, get coaching If you rely on a Team for success, get training for them as well How you frame discussions can be most important part of any discussion 4

6 The Contractor s Perspective In order to pinpoint what the Program Manager Really Wants, a contractor must determine: How to properly meet the PM s needs. How do you educate the PM on contractual and statutory restrictions. How to ensure costs associated with meeting PM s needs are reasonable, allowable and allocable. 5

7 What Does the Contract Say? 6

8 Acquisition Personnel Roles and Responsibilities Contracting Officer (CO): A person with the authority to enter into, administer, and/or terminate contracts. The only Federal position, 1102, who has the authority to contractually bind the Government. Contracting Officer s Representative (COR): Authorized representative of the CO. Can issue technical direction per written delegation, and accept performance Cannot change scope, schedule, price or terms Must be a Federal employee Appointed in writing by a Contracting Officer No Conflicts of Interest 7

9 Inherently Governmental Functions Inherently governmental function means a function that is so intimately related to the public interest as to mandate performance by Government employees. Includes activities that require either the exercise of discretion in applying Government authority, or the making of value judgments in making decisions for the Government. Governmental functions normally fall into two categories: the act of governing, i.e., the discretionary exercise of Government authority, and monetary transactions and entitlements. 8

10 Eliminating the Appearance of Personal Services FAR states that Personal Services contracts are not allowed unless expressly authorized by statute. Federal PMs cannot: Direct contractors to hire specific personnel; Suggest promotions, bonuses, or hiring/firing of personnel; Direct contractor employees on how to perform specific day-to-day tasks. Work must be performed in compliance with contract terms; Allow contractors to inappropriately influence Federal policy decisions; Approve or disapprove of leave requests; or Require contractors to perform Inherently Governmental Functions. 9

11 How to Deliver What the PM Wants Understand the Four Corners of the Contract, i.e., the terms, conditions, and specials requirements. Understand the Scope of Work and the required Deliverables within the Contract. Learn who is officially designated as the Contracting Officer Representative (COR), Technical Point of Contact (TPOC), and/or Contracting Officer Technical Representative (COTR)..

12 How to Deliver What the PM Wants (cont.) Understand Technical Direction issued by the Contracting Officer Representative (COR): Ensure technical direction clarifies requirements If scope is added, ensure it has been contractually added Discuss expectations with PM s Direct Reports and other Organizational Representatives. Understand any Audit Findings that have been issued in prior 3- year Period.

13 How to Rent a Helicopter for the Agency Head 30 hour advance notice to fly Administrator from DC to Governor s conference in Jamestown Agency only had 1 helicopter and it was not situated or suitable for service Had to check and cost-compare Government sources before using commercial sources Had to research and secure availability of any source Had to avoid violation of any law or regulation 12

14 Some People are just hard to work with 13

15 Role Play As the Contractor Representative, call a meeting with Program Manager to discuss the contract requirements, deliverables, and programmatic expectations. Hello, Mr. PM, can we discuss the contract scope and delivery expectations. Lessons Learned

16 A Day in the PM s Life 15

17 Is The Customer Always Right? 16