Past Performance Management (PPM)
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1 Past Performance Management (PPM) Your Company s Reputation Depends on it! Rob Muzzio Ultimus Performance LLC rmuzzio@ultimusperformancellc.com
2 Past Performance Management (PPM) PPM Be its Master or Be its Victim Why Care? What Can You Do? Who Should Be Involved? How Do You Benefit? Avoid Events Perilous to Your Win Record Know the Beast Thoroughly and Influence It The Broader the Base of Commitment, the Better Higher Proposal Evaluation Scores Avoid Losses, Ensure More Wins I will worry about this stuff when we lose a proposal because of it - Anonymous 2
3 Why Care? - Overview Your Company s Reputation Depends on it! Government Your Reputation Your Involvement Your Benefits What the Government Sees is what You Get! Your Past Performance Information (PPI) Optimized (Proactive) Highest Win Rate Highest Scores Intelligent Decisions Defined (Processes in Place) Customer Sat. Improved Comm. The more PROactive we are, the less REactive we have to be. Ad Hoc (Reactive) Unknown PPI Innaccurate Data Unknown Scores 3
4 Why Care? Government Influence Federal Performance System History (from wide assortment to standardization) Ad-Hoc Performance Assessment Process: DoD (CPARS, CCASS, ACASS, & PPIMS) NIH CPS NASA PPDB PPIRS-RC (2002) 2009 Push for Transparency OMB300 Data PPRIS-SR (11/2004) Federal IT Dashboard (2009) 2010 Push for Responsibility Determinations FAPIIS (2010) DOC & DOED, etc Standardization: All Agencies use CPARS PPIRS-RC (2011) 2012/13 Push to standardize Ratings The Federal Government is continually pushing to collect and use more Contractor Performance Data. FAR Rule Standardized Data (Aug 2013) 2013 Push for faster access to Ratings CPARs Autouploaded to PPIRS in 14 days (7/1/2014) 2014 Push for Ratings under SAT DoD using PPIRS-SR Data under SAT (5/26/2015) 4
5 Why Care? Recent RFPs Major Federal Deals Using Performance Data from PPIRS SEWP: The Offeror shall provide : Recent customer evaluations of past performance including Award Fee Evaluation results, Fee Determination Official letters, Annual Performance Evaluation Forms, or any other written performance feedback. GSA OASIS GSA OASIS (3.0 Ave of Satisfactory Yields 0 Points): NASA SEWP V PPIRS IMCS III: If CPAR exists for contract references and no significant change in contractor performance, then the customer does not need to complete the ratings portion of the Past Performance Questionnaire (PPQ) Army IMCS III AF SBEAS GSA Alliant 2 DoD AF SBEAS. For Past Performance Quality: Acceptable: Offeror s available past performance evaluations holistically (PPQs and/or CPARs) were rated Exceptional, Very Good, or Satisfactory! GSA ALLIANT 2 GWAC. If CPAR in PPIRS, No PPQ! Food for Thought: For Past Performance Ratings.Would you rather use Known PPIRS ratings or chance Unknown PPQ ratings? Future Goal: No PPQs!!! 5
6 1,000, , , , , , , , , ,000 0 Why Care? Gov Increasing CPARs The Number of CPARs in PPIRS is Rising Steadily 43K 54K 70K 93K 132K Total Completed CPARs in PPIRS CPARS Doubled in 2014! 108,038 CPARs Completed in 2017! 190, , , , , NOTE: Computed from Year-over-Year CPARS Metrics using10/1 as end-of -year Total Completed CPARs in PPIRS Expon. (Total Completed CPARs in PPIRS) 250, , , ,000 50,000 0 # CPARs Added to PPIRS by Year 11K 16K 23K 39K 58K 213K 105K 111K 108k # CPARs Added to PPIRS by Year Expon. (# CPARs Added to PPIRS by Year) Have you compared the number of CPARs you have now to what you had previously? Do you do this on a Regular Basis? 6
7 Why Care? CPAR Report Card! NEW in 2017 By converting all 2017 CPARS ratings metrics to numbers using a 4-point scale for each rated area, then computing the weighted average and applying 4-point grading scale, we calculate the average grade for each rated area. By comparing these values for years , on the next 3 slides, a historical trend is identified! What do you think the historical trend shows? For more details go to 7
8 Why Care? Ratings Going Down! Since 2010 the Weighted CPAR GPA is steadily declining. Have you noticed your CPAR ratings going down between ? NOTE: Computed from Year-over-Year CPARS Metrics using10/1 as end-of year. For more details go to 8
9 Why Care? Ratings Going Down! All CPAR Rated Area averages are on a steady downtrend Have you noticed more Satisfactory ratings and less Exceptional ratings? NOTE: Computed from Year-over-Year CPARS Metrics using10/1 as end-of year. For more details go to 9
10 Why Care? Ratings Going Down! The number of Exceptional ratings is falling and Satisfactory ratings are rising! For more details go to 10
11 What Can You Do? - PPM Ensure Accurate Performance Ratings to Maximize Your Evaluation Points PPM Similar to Social CRM Prepare Track / Collect Compare / Analyze Central Reputation Repository (CRR) Report / Respond Use the Data PPM PPIRS CPARS FAPIIS PPQs Open Ratings Phone Calls etc SCRM Twitter FaceBook LinkedIn Google+ Tumblr Blogs/Wikis Forums etc PPM is the Centralized Tracking, Analysis, Management, Reporting, & Use of the Government/Public Performance Data to Better the Company as a Whole. 11
12 What Can You Do? PPM Data Sources Know Your Data to Monitor, Track, and Manage Sensitive Systems/Data: CPARS/PPIRS (RC / SR) FAPIIS Open Ratings Customer Surveys Public Systems: Fed IT Dashboard FAPIIS Recovery.gov FCMD, etc Past Performance Information comes from a variety of Sources 12
13 What Can You Do? Sensitive PPIRS.GOV PPIRS Report Cards (RC) (Above SAT) PPIRS Summary Report/Statistical Report (SR) (Below SAT) CPARs Data is Not Easy to Digest, because each CPAR is 3+ pages of information. The Set of Performance Data in CPARS is not Necessarily what is in PPIRS. FAPIIS (also has Public Version) The FAR Requires Responsibility Determinations if Over SAT; Lack of Performance, Integrity, Ethics; No SBA Certificate of Competency. 13
14 What Can You Do? Other Sensitive Data Open Ratings Distribution of Feedback Scale Skewed Customer Satisfaction Surveys Internal Customer Satisfaction Surveys Open Ratings Focus on Overal Rating, SIC Quintile, & Negative Distribution of Feedback. Educate Your Customers Before Ording Open Ratings Report 14
15 What Can You Do? Public Data Fed IT Dashboard, Recovery.gov, (FAPIIS), & FCMD.Etc. Transparency Provides a Wealth of Public Data on Contracts & Contractors What Other Systems/Data Affect Your Reputation and/or is Usable? 15
16 What Can You Do? Report it! Monthly Performance Report Mock Up Example Monthly Performance Report Government s View of Your Perfomance Download & Analyze your Data then Create PPIRS- RC (CPARS) Cust Sat PPIRS- SR Fed IT DB FAPIIS Open Ratings FCMD CPARs Meaningful Dashboard Linked for Drill Down Central Reputation Repository Or From To CPARS Prepare Dashboard reports for the data that represents your reputation & keep track of publicly available data on competitors for upcoming opportunities 16
17 Who Should Be Involved? The Broader the Base of Commitment the Better Define Your Inputs Quality/PPM Contracts Delivery (PMs)/Writers CPARS What makes sense for your organization to maximize benefits? Ease of use, resource allocations, accountability, etc. Define Your Central Reputation Repository (CRR) Cust Sat Recovery.gov Responses, Cont. Data PPIRS SR Fed IT DB Monlthy Perf. Reports Lessons Learned FAPIIS Open Ratings FCMD, Others Debriefs, Competitors Company Role Execs Quality (PPM) Delivery / Contracts Business Dev. (Sales, Capture, Writers) Roles & Benefits PPM Function Monitor Review Plan Track Manage (collect, compare, analyze, rebut) Report Prepare Track Respond Review / Use Data Respond Company Benefits / Improved: Strategy BPI Reputation Highest Accurate/Valid Performance Data Qual. Initiatives KM Cust. Satisfaction Communications Comp. Intel. Bid / No Bid Cust. Perspective Black Hats Communications Proposals 17
18 How Do I Benefit? Results/Benefits from Active PPM Know Exactly what the Government Can See on Your Performance Data Ensure Highest Accurate/Valid Performance Ratings Provide Easy Centralized Access to all Performance Data for Those that Need/Can Use it Improve Internal Communications Improve Customer Communications/Relationship/Satisfaction Produce Higher Quality/More Compelling Proposals Make More Informed Strategic Decisions Improve Company Reputation & Win Rate Start Now the longer you wait the more you will miss 18
19 Questions? Comments? Suggestions? Contact: Rob Muzzio PPM PPM Start Now. Implement, Assess, Adjust, Improve... 19
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