oversight

National Science Foundation: Status of the Business Analysis Plan Contract

Published by the Government Accountability Office on 2003-07-10.

Below is a raw (and likely hideous) rendition of the original report. (PDF)

          Enclosure



United States General Accounting Office
Washington, DC 20548




          July 10, 2003

          The Honorable Christopher S. Bond
          Chairman, Subcommittee on
           VA, HUD, and Independent Agencies
          Committee on Appropriations
          United States Senate

          Subject: National Science Foundation: Status of the Business Analysis Plan
          Contract

          Dear Mr. Chairman:

          In June 2002, the National Science Foundation (NSF) awarded a 3-year, $14.8 million
          contract for a business analysis plan to support three key management areas at the
          foundation: its business processes, human capital, and information technology. The
          contract is to be completed by September 30, 2005, and is to result in seven
          deliverables, including a project plan to guide the contractor’s work.

          You asked us to obtain information on (1) the status of contract funds budgeted to
          the key management areas and contract deliverables, and overall plans for the
          contract; (2) the extent to which the contract will address management issues
          previously reported by audit and oversight bodies; and (3) NSF’s management of the
          contract and plans for integrating any recommendations made by the contractor. We
          provided your staff with a formal briefing on our findings on May 14, 2003. A copy of
          our briefing is enclosed.1

          In summary, we found the following:

          As of May 31, 2003, NSF had spent about $1.9 million on the contract, with business
          processes and human capital management accounting for about 75 percent of the
          expenditures and information technology accounting for the remainder. Expenditure
          data by individual contract deliverable were unavailable because NSF did not
          estimate and is not tracking the costs of deliverables due from the contractor. NSF’s
          current schedule for the contract reflects delays for early deliverables, including the
          first deliverable, the project plan. The contractor delivered a draft project plan to
          NSF on June 30, 2003, and NSF is working with the contractor to finalize it by July 15,
          2003, over a year later than originally planned. Agency officials attributed delays of

          1
          We have updated our briefing slides to reflect current expenditure data and a revised estimated
          project plan completion date discussed in this report.


                                                             GAO-03-832R NSF Business Analysis Plan Contract
early deliverables primarily to funding limitations during fiscal year 2002 and the first
half of fiscal year 2003. Despite the initial delays, NSF still expects the contract to be
completed by its originally planned date. NSF plans to spend only the original base
amount of the contract—$12.8 million—and does not have any current plans to use
the additional $2 million it reserved for ad hoc analyses.

The extent to which key management issues identified by audit and oversight bodies
will be addressed under the contract is unknown. Over the past few years, audit and
oversight bodies such as GAO, the Office of Management and Budget, and NSF’s
Office of the Inspector General have reported on various management issues at NSF,
including issues related to budget performance, financial management, human
capital, information technology, and award and project management. NSF’s initial
contract documents, such as its statement of work and request for proposals,
contained provisions for the majority of these management issues to be included in
the scope of the contract. The awarded contract requires the contractor to perform
early survey work to determine the specific issues to address within the contract
deliverables. Therefore, until the survey work and project plan are completed, the
extent to which the key management issues will be addressed under the contract is
unknown.

Before and since the award of the contract, NSF contract management staff has kept
senior-level officials apprised, through periodic briefings, of its plans for and progress
on the contract. The NSF organizations that have been involved in monitoring or
oversight activities of the business analysis plan contract include

•   a steering committee for the contract, chaired by the contracting officer’s
    technical representative and consisting of senior-level management and
    nonmanagement staff in all program areas covered by the contract;
•   senior management officials, including the Director and Deputy Director of NSF
    and the heads of most research directorates and staff offices;
•   the Business and Operations Advisory Committee, which advises both the
    Director of Budget, Finance and Award Management and the Director of
    Information and Resource Management;
•   the National Science Board’s Audit and Oversight Committee; and
•   NSF’s Office of the Inspector General.

Some of these organizations also have provided advice and guidance on the contract.
For example, the Business and Operations Advisory Committee encouraged the
business analysis team to consider, among other things, how other government-wide
efforts, such as enterprise architecture, might affect its work and recommendations.
In addition, the committee encouraged the team to coordinate with other ongoing
work at NSF that might have implications for the business analysis plan. Also, in the
early stages of contract development, the Office of the Inspector General encouraged
strong oversight of the contractor by NSF.

To implement any recommendations resulting from the contract, NSF plans to work
the recommendations through its normal chain of command. For some


Page 2                                     GAO-03-832R NSF Business Analysis Plan Contract
recommendations requiring agencywide change, NSF’s Office of Integrative
Activities, which is responsible for integrating many crosscutting issues across the
agency, will develop an implementation strategy and devolve the actual
implementation to the relevant division or office. For other crosscutting
recommendations, NSF will decide on a case-by-case basis whether to assign
development of an implementation strategy to an existing working group or create a
new one. NSF plans to request additional appropriations, as necessary, to cover the
cost of implementing any recommendations resulting from the contract. For
example, NSF already has requested $1 million in its fiscal year 2004 budget request
to implement human capital recommendations anticipated from the contractor.

We provided a draft of this report to the Director of NSF for comment. In response,
we received oral comments from the NSF contracting officer’s technical
representative responsible for managing the contract and from other senior
management officials including the Chief Human Capital Officer and Chief Financial
Officer. The NSF officials generally agreed with the information presented in our
report and provided some clarifying comments that we incorporated as appropriate.

Our methodology is discussed in the enclosed slides. We performed our work from
January 2003 through June 2003 in accordance with generally accepted government
auditing standards.

                                       - - - - - -

We are sending copies of this report to the Director of NSF. In addition, this report
will be available at no charge on the GAO Web site at http://www.gao.gov.

If you have any questions about this report or need additional information, please
contact me at (202) 512-3841. Key contributors to this report were David P. Bixler,
Michael E. Gilbert, and Lynn M. Wasielewski.

Sincerely yours,




Robin M. Nazzaro
Director, Natural Resources
 and Environment

Enclosure




Page 3                                      GAO-03-832R NSF Business Analysis Plan Contract
Enclosure




         National Science Foundation:
        Status of the Business Analysis
                      Plan
                      Briefing
            Subcommittee on VA, HUD, and
                Independent Agencies
             Committee on Appropriations
                     U.S. Senate
                    May 14, 2003




Page4                  GAO-03-832R NSF Business Analysis Plan Contract
Enclosure




         Briefing Overview

         • Background
         • Objectives
         • Scope and Methodology
         • Results in Brief
            • Contract Funding
            • Management Issues
            • Contract Oversight and Management
         • Related Studies at NSF



                                                                                1




Page 5                            GAO-03-832R NSF Business Analysis Plan Contract
Enclosure




         Background
         •   NSF’s mission includes
             • promoting the progress of science;
             • advancing the nation’s health, prosperity, and welfare; and
             • securing national defense.

         •   NSF’s FY 2002 Administration and Management (A&M) Strategic
             Plan focuses on improvements in three areas to support NSF’s
             mission:
             • Business processes,
             • Human capital, and
             • Technology and tools.


                                                                                         2




Page 6                                 GAO-03-832R NSF Business Analysis Plan Contract
Enclosure




         Background
         (continued)
         • A&M plan also focuses on improvement in five mission-critical
           business processes:
            • Merit review
            • Award management and oversight
            • Resource allocation
            • Performance assessment and accountability
            • Knowledge management

         • A&M plan announced initiation of a comprehensive, multi-year
           business analysis to support its human capital, mission-critical
           business processes, and information technology management

                                                                                       3




Page 7                                   GAO-03-832R NSF Business Analysis Plan Contract
Enclosure




         Background
         (continued)
         • NSF awarded a 3-year, $14.8 million business analysis contract to Booz-
           Allen-Hamilton (BAH) in June 2002

         • Contract base amount is $12.8 million, with an additional $2 million
           reserved as discretionary funding

         • Contract scheduled for completion end of FY 2005; will consist of 7
           individual products (deliverables):
             • Project plan
             • Business analysis assessment
             • Document current environment
             • Business analysis plan for core processes
             • Human capital management plan
             • IT and enterprise architecture plan
             • Final report

                                                                                            4




Page 8                                    GAO-03-832R NSF Business Analysis Plan Contract
Enclosure




         Objectives

         To provide information on

         •   The status of contract funds by key management areas
             and contract deliverables, and NSF’s overall plans for the
             contract;

         •   The extent to which the contract addresses management
             issues cited by audit and oversight bodies; and

         •   NSF’s management of the contract and plans for
             integrating any recommended actions.

                                                                                   5




Page 9                               GAO-03-832R NSF Business Analysis Plan Contract
Enclosure




          Scope and Methodology
          To determine

          • The status of contract funding, we reviewed budget documentation and
            expenditure records, and interviewed NSF officials.

          • The extent to which the contract addresses management challenges, we
            compared management issues cited in GAO, OIG, OMB, and NSF
            documents with issues addressed in the initial contract documentation, and
            interviewed NSF contract officials.

          • NSF’s management of the contract and plans for integrating contractor
            recommendations, we identified management oversight functions and the
            frequency of oversight activities; reviewed records of meetings, including
            minutes by oversight bodies; and interviewed NSF officials.

                                                                                             6




Page 10                                    GAO-03-832R NSF Business Analysis Plan Contract
Enclosure




          Results in Brief
          • Contract funding
                                                                                            1
               •    $1.9 million spent as of May 31, 2003, among three management areas
               •    Costs of deliverables not estimated or tracked
               •    Early deliverables, including the project plan, have been delayed, but NSF
                    still plans to complete the contract on schedule in FY 2005

          • Management issues
               •  Key management issues identified by audit and oversight bodies are to be
                  assessed by the contractor to determine the final scope of work for each
                  issue
               •  Extent and how issues will be addressed not fully known until project plan is
                  completed

          • Contract oversight and management
               •    Oversight and management structure in place
               •    NSF plans to request separate appropriations to implement
                    recommendations

          1
          Expenditure data have been updated to reflect the most recent available data; the original data reported in the briefing were
          as of March 31, 2003.                                                                                                           7




Page 11                                                                   GAO-03-832R NSF Business Analysis Plan Contract
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              Contract Funding
              Summary

              • Expect to spend $12.8 million of $14.8 million awarded
                                                                                               1
              • $1.9 million spent as of May 31, 2003

              • Expenditures came from the salaries and expense appropriation

              • Costs of deliverables not estimated or tracked

              • Early deliverables are late—project plan, expected to guide
                contractor activities, is due in July 2003,2 and will be over 1 year
                late

      1
          Expenditure data have been updated to reflect the most recent available data; the original data reported in the briefing were as of March 31, 2003.
      2
          The estimated completion date for the project plan has been updated to reflect NSF’s most current estimate; the estimated completion date           8
          reported in the briefing was June 30, 2003.




Page 12                                                                    GAO-03-832R NSF Business Analysis Plan Contract
Enclosure




              Contract Funding
              NSF’s Actual and Planned Expenditures, as of May 31, 2003a




                                                                           Expenditures (dollars in millions)

                                                                                                                          Current and
                                                                Original    Actual                                          planned
          Fiscal year                                          estimates expenditures                                     expenditures
          2002                                                       $ .475     $ .450                                                      $ .450
          2003                                                        6.000      1.451                                                      2.950
          2004                                                        4.500                                                                 4.500
          2005                                                        3.800                                                                 4.900
          Total                                                   $14.775b      $1.901                                                    $12.800
          a
          Expenditure data have been updated to reflect the most recent available data; the original data reported in the briefing were
          as of March 31, 2003.                                                                                                                  9
          b
          Original amount planned was $14.8 million.




Page 13                                                                      GAO-03-832R NSF Business Analysis Plan Contract
Enclosure




          Contract Funding                                                                                                 a
          Contract Expenditures by Major Category, as of May 31, 2003



                                                                           Business processes                                  $753,138


                    39%
                                       35%
                                                                           Human capital                                        660,753

                         26%

                                                                           Information technology                             487,590
                                                                           Total                                           $1,901,481


          • NSF expects human capital will become the largest category of expenditure
            over the life of the contract.
          a
          Expenditure data have been updated to reflect the most recent available data; the original data reported in the briefing were
          as of March 31, 2003.                                                                                                           10




Page 14                                                               GAO-03-832R NSF Business Analysis Plan Contract
Enclosure




          Contract Funding
          Source of Contract Funds
          •       FY 2002:
                    •        The Advisory and Assistance Services object class within the
                             Salaries and Expense Appropriation account1
                    •        Administrative Cost Recoveries—fees received from other federal
                             agencies for activities administered for those agencies, such as
                             making science awards
                    •        According to NSF officials, these expenditures directly reduced
                             the amount of discretionary spending that could have been spent
                             on IT enhancements
                    •        According to NSF officials, however, these expenditures did not
                             reduce the amount of annual appropriations originally planned for
                             IT spending


          1Initially,   $1 million was obligated in fiscal year 2002, from the Research and Related Activities account but was subsequently de-obligated.
                                                                                                                                                            11




Page 15                                                                       GAO-03-832R NSF Business Analysis Plan Contract
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          Contract Funding
          Source of Contract Funds (continued)

          • FY 2003: NSF plans to fund the contract from the Advisory and
            Assistance Services object class–not from Administrative Cost
            Recoveries.

          • According to the Director of Information Systems, the business
            analysis project is a net benefit to IT because a substantial amount
            of the contract funds are being spent on enterprise architecture and
            IT planning.




                                                                                          12




Page 16                                 GAO-03-832R NSF Business Analysis Plan Contract
Enclosure




          Contract Funding
          Status of Contract Deliverables

          • NSF did not initially estimate, and does not track, the
            costs of individual deliverables.

          • NSF is still developing dates for deliverables, but the
            current plan reflects some delays of early
            deliverables, including the project plan.

          • NSF does not expect early delays to delay contract
            completion.



                                                                                 13




Page 17                             GAO-03-832R NSF Business Analysis Plan Contract
Enclosure




          Contract Funding
          Status of Contract Deliverables (continued)

          • According to senior officials, delays occurred because

             • FY 2002 - NSF was limited to spending $500,000 due to
               annual reprogramming limitations

             • FY 2003 - under continuing resolutions, NSF could only
               fund the contract at the FY 2002 rate—$475,000 per
               quarter




                                                                                       14




Page 18                              GAO-03-832R NSF Business Analysis Plan Contract
Enclosure




            Contract Funding – Status of Contract Deliverables (cont.)
            Early Deliverables Delayed
                                                                                        Start date           Completion date
                                                                                Original Current Actual Original Current Actual
      Outputs                           Contract deliverables                   Estimate Estimate       Estimate Estimate
       Project plan             Plan                                            FY02 Q3 6/26/02 6/26/02 FY02 Q3 7/15/03a
       Business analysis        Initial assessment                              FY02 Q3   7/02   7/02 FY03 Q1 9/30/03
       assessment               Project web page                                FY02 Q3   7/02   1/03 FY03 Q1 5/31/03
       Current                  Initial review of workforce                     FY02 Q3 7/1/02 7/1/02 FY02 Q4 9/30/02 9/30/02
       environment              Complete documentation                          FY02 Q3 7/1/02 7/1/02 FY03 Q1 9/30/03
          Business analysis Merit reviewb                                       FY03 Q1        10/1/03             FY05 Q3  TBD
          plans for core    Award management and oversightb                     FY03 Q1        10/1/03             FY05 Q3  TBD
          business          Resource allocationb                                FY03 Q4         7/1/03             FY05 Q3  TBD
                            Performance assessmentb                             FY03 Q4         7/1/03             FY05 Q3  TBD
          processes         Knowledge management                                FY04 Q4         7/1/04             FY05 Q3  TBD
          Human capital     First draft                                         FY03 Q2         4/1/03      4/1/03 FY03 Q4 9/30/03
          management plan Refinement                                            FY04 Q1        10/1/03             FY04 Q4  TBD
                            Refinement                                          FY05 Q1        10/1/04             FY05 Q3  TBD
          IT and enterprise First draft                                         FY03 Q2         1/1/03      1/103 FY03 Q4   TBD
          architecture plan Refinement                                          FY04 Q1        10/1/03             FY04 Q4  TBD
                            Refinement                                          FY05 Q1        10/1/04             FY05 Q3  TBD
          Final report      Report                                              FY05 Q3         4/1/05             FY05 Q4  TBD
     Note: Shaded areas highlight actual or anticipated delays in the start and completion dates of contract deliverables.
     a
       The estimated completion date for the project plan has been updated to reflect NSF’s most current estimate; the estimated completion date
       reported in the briefing was June 30, 2003.
                                                                                                                                                   15
     bThese deliverables are planned to have multiple revisions over the 3-year period of the contract.




Page 19                                                                    GAO-03-832R NSF Business Analysis Plan Contract
Enclosure




          Management Issues
          Summary

          • Key management issues identified by audit and
            oversight bodies are to be assessed by the
            contractor to determine the final scope of work for
            each issue.

          • Until the project plan is completed, however, it is
            unclear how and the extent to which these issues
            will be addressed.


                                                                                    16




Page 20                           GAO-03-832R NSF Business Analysis Plan Contract
Enclosure




          Management Issues
          Issues Identified by Oversight Bodies
          • Management issues are to be addressed within the scope of the contract.

                                         Included in scope
                                          of the contract?             Issues cited by

          Management issues              Yes          No         OMB        GAO          OIG
          Human capital
          Information technology
          Budget performance

          Financial management

          Project and award management

          Contracting out activities




                                                                                               17




Page 21                                        GAO-03-832R NSF Business Analysis Plan Contract
Enclosure




          Management Issues
          Issues to Be Addressed in Contract
          • One or more management issue is to be addressed by each deliverable.

                                                                          Contract deliverables
          Management                         Business            Business Human capital
                                     Project process    Current   process management IT and enterprise
          issues                      plan assessment environment analysis   plan       architecture plan
          Human
          capital
          Information
          technology
          Budget
          performance
          Financial
                       a
          management
          Project and award
          management
          Contracting out
          activities
          a
            The scope of the contract’s survey work includes an assessment of financial management related issues. However, until that
           assessment is done and a project plan is completed, the extent to which those issues will be included in the contract deliverables   18
           is unknown.




Page 22                                                               GAO-03-832R NSF Business Analysis Plan Contract
Enclosure




          Management Issues
          Specific Management Challenges
          • The majority of specific management challenges identified by audit and oversight
            bodies are to be included within the scope of the contract.

      Management issues                         Specific challenges oversight agencies Identified                     In scope?
                                   •   Develop succession planning                                                        3
      Human capital                •   Improve learning and development                                                   3
                                   •   Develop recruitment and retention strategy                                         3
                                   •   Develop strategic workforce planning                                               3
                                   •   Create results-oriented organizational culture                                     3
      Information technology       •   Strengthen information security                                                    3
                                   •   Expand electronic government                                                       3
                                   •   Tie resources to results                                                           3
      Budget performance           •   Use multiple accounts to fund program resources
                                   •   Improve cost accounting systems
                                   •   Allocate more funding to office space and travel                                  3
      Financial management         •   Improve financial performance, including erroneous payments
                                   •   Improve credit card monitoring
      Project and award            •   Maintain merit review while fostering diversity                                   3
      management                   •   Ensure accountability for cost sharing
                                   •   Improve financial oversight, especially large facility and research projects      3
      Contracting out activities   •   Increase competitive sourcing                                                     3


                                                                                                                                  19




Page 23                                                          GAO-03-832R NSF Business Analysis Plan Contract
Enclosure




          Contract Oversight and Management
          Summary

          • Structure is in place to oversee and manage the contract.

          • NSF contract management has kept senior management, the National
            Science Board, and the NSF OIG apprised of contract progress and plans.

          • Initial contract documents anticipate that the contract will result in
            recommendations and implementation plans.

          • NSF requested $1 million in the FY 2004 budget to implement human
            capital recommendations anticipated from the contractor and will request
            additional appropriations, as necessary, to implement any
            recommendations identified in the future.


                                                                                               20




Page 24                                      GAO-03-832R NSF Business Analysis Plan Contract
Enclosure




            Contract Oversight and Management
            Business Analysis Plan Contract Management
                          Contracting
                      Officer's Technical
                        Representative                         Business &        National Science
          Office of         (COTR)            Senior           Operations         Board’s Audit
          Inspector
                                            Management          Advisory           & Oversight
           General
                                                               Committee            Committee

                                       Business
                                     Analysis Plan
                                    Contract Steering
                                       Committee


                        BAH Business               BAH                      Legend:
                         Analysis Plan           Quality                              Supervisory
                          Contractor            Assurance                             Advisory
                        Project Manager        Review Board                           Monitoring


                                                                                                    21




Page 25                                         GAO-03-832R NSF Business Analysis Plan Contract
Enclosure




            Contract Oversight and Management
            NSF Contract Management
                  Contracting Officer’s Technical
                   Representative
    Office of   • Has day-to-day responsibility for managing                            Business &    National Science
    Inspector                                                                Senior     Operations    Board’s Audit &
     General      the contract                                             Management    Advisory        Oversight
                                                                                        Committee        Committee
                • Chairs the steering committee
                • Briefs senior management and committees


                                     Business Analysis Plan Contract Steering Committee
                                   • COTR, chair
                                   • Senior agency management and non-management staff
                                     with expertise in all program areas covered by the contract

                                                                                        Legend:
                  BAH Business               BAH
                                                                                                  Supervisory
                  Analysis Plan            Quality
                   Contractor             Assurance
                                                                                                  Advisory
                 Project Manager         Review Board
                                                                                                  Monitoring

                                                                                                                  22




Page 26                                                 GAO-03-832R NSF Business Analysis Plan Contract
Enclosure




            Contract Oversight and Management
            NSF Contract Oversight – Senior Management
                        Contracting
                         Officer’s
                         Technical
      Office of                                                                       Business &     National Science
      Inspector
                       Representative     Senior Management                           Operations      Board’s Audit
      General
                                        • Heads of most research                       Advisory
                                                                                      Committee
                                                                                                       & Oversight
                                                                                                        Committee
                                          directorates, and staff offices
                                          (e.g. General Counsel) briefed
                                        • Senior management team briefed twice
       Business Analysis                • Deputy Director/Chief Operating
         Plan Contract
           Steering                       Officer briefed
          Committee
                                        • Director present at briefings to the
                                          National Science Board’s Audit and
                                          Oversight Committee

                                                                                     Legend:
                       BAH Business
                                                                                               Supervisory
    BAH Quality
                       Analysis Plan
     Assurance
                        Contractor
                                                                                               Advisory
    Review Board
                      Project Manager
                                                                                               Monitoring

                                                                                                                23




Page 27                                                   GAO-03-832R NSF Business Analysis Plan Contract
Enclosure




            Contract Oversight and Management
            NSF Contract Oversight – Committees
                         Contracting
                          Officer’s

     Office of
                          Technical
                        Representative
                                                 Business & Operations              National Science Board’s
     Inspector
     General
                                                 Advisory Committee                 Audit and Oversight
                                    Senior
                                               • External members from              Committee
                                  Management     universities, foundations,       • Members of the National
                                                 businesses, etc.                   Science Board
                                               • Advises Directors of Budget,     • Standing committee
    Business Analysis
      Plan Contract                              Finance, and Award Management,     stays apprised of audit
        Steering
       Committee
                                                 and Information and Resource       and oversight issues
                         BAH Business            Management on oversight and        and makes
                         Analysis Plan
                          Contractor             other issues to improve business   recommendations
                        Project Manager
                                                 processes                          to the board
  Legend:                                      • Briefed twice – 10/02 and 4/03   • Briefed 3 times –
            Supervisory         BAH Quality
                                               • Briefings planned every 6 months   3/02, 8/02, & 3/03
                                 Assurance
            Advisory            Review Board
            Monitoring


                                                                                                             24




Page 28                                                    GAO-03-832R NSF Business Analysis Plan Contract
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          Contract Oversight and Management
          NSF Contract Oversight – NSF Inspector General
                                           Contracting
                                            Officer’s
                                            Technical
                                          Representative                            Business &       National Science
                                                                        Senior      Operations        Board’s Audit
      NSF Office of Inspector General                                 Management     Advisory          & Oversight
                                                                                    Committee           Committee
    • Received information about the
      scope and methodology of the
      business analysis plan upon
      request                                              Business Analysis
                                                             Plan Contract
    • Received briefing in October 2002                        Steering
                                                              Committee




                                                                                    Legend:
                                           BAH Business
                                                                                                 Supervisory
                                                                     BAH Quality
                                           Analysis Plan
                                            Contractor
                                                                      Assurance                  Advisory
                                                                     Review Board
                                          Project Manager
                                                                                                 Monitoring


                                                                                                                25




Page 29                                    GAO-03-832R NSF Business Analysis Plan Contract
Enclosure




          Contract Oversight and Management
          Booz-Allen-Hamilton
                              Contracting
                               Officer’s                                            Business &          National Science
             Office of         Technical                            Senior          Operations          Board’s Audit &
             Inspector       Representative   Business Analysis   Management          Advisory              Oversight
              General                          Plan Contract                         Committee             Committee
                                                  Steering
                                                 Committee



     Booz-Allen-Hamilton Business Analysis                          Booz-Allen-Hamilton Quality Assurance
     Plan Contractor Project Manager                                Review Board
   • Reports to the NSF COTR                                      • Staffed with executive personnel
   • Responsible for integrating all major areas of                 with expertise in contract areas
     contract – human capital, business process, and IT           • Ensures the right technical skills and
   • Provides monthly progress reports: work                        competencies are available for the contract
     accomplished, anticipated issues, planned                    • Conducts analysis and provides briefings
     work, and deliverable status                                   to NSF as needed
   • Briefs Steering Committee every 6 weeks
                                                                                            Legend:
   • Holds weekly status meetings with COTR
   • Talks with COTR daily                                                                            Supervisory
   • Meets with human capital and IT team weekly                                                      Advisory
   • Briefs other senior management as requested                                                      Monitoring

                                                                                                                       26




Page 30                                                  GAO-03-832R NSF Business Analysis Plan Contract
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          Contract Oversight and Management
          Implementation of Contractor Recommendations

          • NSF requested $1 million in FY 2004 budget to implement human
            capital recommendations anticipated from the contractor.

          • NSF plans to request additional appropriations, as necessary, to
            implement any recommendations identified in the future.




                                                                                      27




Page 31                                  GAO-03-832R NSF Business Analysis Plan Contract
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          Related Studies at NSF
          Summary

          •   Two other ongoing studies concern NSF’s management
              challenges:

              •   A National Academy of Public Administration (NAPA) study is
                  addressing the agency’s organizational, programmatic, and
                  personnel structures, and

              •   A National Academy of Sciences (NAS) study is addressing
                  the agency’s management of the large facilities program.

          •   NSF has taken steps to ensure that both of these studies are
              coordinated with the contract for the business analysis plan.


                                                                                          28




Page 32                                 GAO-03-832R NSF Business Analysis Plan Contract
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          Related Studies at NSF
          NAPA

          • Congressionally mandated to study NSF’s organizational,
            programmatic, and personnel structures

          • NAPA awarded $1 million contract

          • Contract awarded on March 14, 2003; final report due April
            2004




                                                                                   29




Page 33                               GAO-03-832R NSF Business Analysis Plan Contract
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          Related Studies at NSF
          NAS

          • Congressionally mandated to study NSF’s management of
            large-scale construction projects and the priority-setting
            process for selecting projects to be funded

          • NAS awarded $600,000 grant

          • Awarded on January 29, 2003; final report due April
            2004


                                                                                      30




Page 34                             GAO-03-832R NSF Business Analysis Plan Contract
Enclosure




          Related Studies at NSF
          Coordination with NAPA and NAS
          •   To address concerns over potential overlap of work on the NAPA and Business
              Analysis Plan contracts:

               •   NSF’s statement-of-work for the NAPA contract states that it is vital that the
                   contractor coordinate its work with the NSF business analysis contract effort;

               •   The Business and Operations Advisory Committee urged NAPA and BAH to
                   coordinate closely; and

               •   Booz-Allen-Hamilton and NAPA plan to hold regular monthly meetings over the
                   life of the NAPA contract to coordinate activities.

          •   To address any potential for overlap of work on the NAS grant, the COTR for the
              business analysis contract plans to coordinate with NAS grant efforts. Large facility
              management has been identified as a management challenge for NSF and is to be
              included in the scope of the business analysis plan.



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Page 35                                            GAO-03-832R NSF Business Analysis Plan Contract
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