1. HHS Acquisition: Ready. Resourceful. Responsive.
HHS ACQUISITION LIFECYCLE FRAMEWORK (HALF) Webcast Training Session v1.1 September 14, 2017
HHS Acquisition: Ready. Resourceful. Responsive.

2. Outline HALF Overview Benefits of HALF
Roles and Responsibilities under HALF
Tools and Resources Available to Support HALF
The HALF Roll-out Plan and Next Steps

3. HALF At-A-Glance
The HHS Acquisition Lifecycle Framework (HALF) provides the HHS workforce with policies and guidance, recommended processes, and support systems needed to achieve an integrated acquisition system across HHS.
HALF aligns HHS acquisition practices with laws, regulations, and policies
HALF is based on leading industry acquisition standards such as the CMMI-ACQ and customized to the HHS environment
HALF represents an enterprise-wide change in HHS’s approach to acquisition and will require leadership support, clear communications, and a coordinated effort to ensure that the HALF can be successfully adopted

4. HALF At-A-Glance (Cont.)
HALF will provide a structured and streamlined process, governance and oversight, and improved accountability and responsibility for programs/projects across HHS

5. HALF Aligns & Synchronizes with Key HHS Processes
HALF provides the overarching framework to align and synchronize processes

6. HALF Will Help You Comply with Key Laws, Regulations, and Policies
Existing and emerging laws, regulations, and policies require better governance, oversight, and communication between Chief Executive Officers (CXO) along with greater transparency throughout the portfolio / program / project lifecycle.
LAWS
Clinger- Cohen Act (CCA)
The Digital Accountability and Transparency Act (DATA Act)
The Services Acquisition Reform Act (SARA)
GOALS
Transparency
Accountability
Improved Coordination & Communication between CXOs
Better Stewardship of Resources
Program Management Improvement and Accountability Act (PMIAA)
HHS Acquisition Regulation (HHSAR)
REGULATIONS
Federal Information Technology Acquisition Reform Act (FITARA)
POLICIES & GUIDANCE
Federal Acquisition Regulation (FAR)
OMB
Circular A-11
OMB
Circular A-94
Federal Grant and Cooperative Agreement Act (FGCAA)
OMB
Circular A-123
OMB
Circular A-131

7. Why Adopt HALF? – Addressing HHS Business Environment Challenges
HHS’ ability to most effectively and efficiently deliver on its mission is impacted by the following needs:
Strategy and Planning: Renewed strategic vision and planning will enable clear definition of business need and ability to manage program/project risks throughout the lifecycle
Governance: A clear governance structure with functioning checks and balances will support the prompt escalation of issues
Business Processes: Complete integration of complex functional processes for program/project management, budgeting, contracting, and information technology (IT) will promote efficiency in business processes
Program Ownership: A clearly identified Business Owner (Requiring Activity) who is accountable and responsible for program success and empowered to make decisions streamlines operations
Program Management: A qualified Program / Project Manager (P/PM) assigned to every program and supported by an Integrated Program/Project Team (IPT) with defined roles and responsibilities will enable smooth functioning of HHS activities
Highlights of Related GAO & HHS OIG Findings
CDC “did not fully monitor some of its contracts” – HHS OIG A
HHS has numerous potentially-duplicative systems, including four investments in Enterprise Information Security worth >$250M as well as at least three contract writing systems – GAO

8. Benefits of HALF Adoption
HALF will help P/PMs better manage programs; ensure acquisitions comply and align with laws, regulations, and policies; enable greater transparency and accountability; and support integrated decision-making across the Department.
Additional resources, such as a dedicated IT infrastructure and support system, complement existing business processes for efficiency and ease of processing acquisitions
More time can be spent on program specific efforts, instead of on paperwork or systems management at the Division level; connection between programs and mission is clearer to employees
Resources and Tools
Mission Focus
P/PMs are able to work faster and more efficiently, freeing up time to focus on mission- critical HHS priorities and meet LRP requirements
P/PMs act as clear managers for each acquisition
P/PM Support
Every acquisition has integrated, multi-disciplinary governance and oversight
Personnel from multiple disciplines and divisions across OPDIVs engage in chartered review and oversight boards along with Integrated Product Teams
Acquisition Decision Memorandums (ADM) provide for transparency of decisions throughout the lifecycle and allow for data-driven decisions
Tiered governance and oversight provide accountability at all levels
Defined stage gates ensure entry and exit criteria are met
Integrated Structure
Transparency & Accountability

9. HALF Components: Mission/Portfolio > Program > Project
Communicable Disease Mission/Portfolio
HALF Tool:
Acquisition Strategy
Note: An Acquisition Strategy can either be done at the mission / portfolio or program level
Influenza Program
Vaccines Project
Outreach Project
HALF Tool:
Acquisition Plan
Contracts
Contracts
Contracts
HALF Tool:
Acquisition Plan

10. HALF Components: Lifecycle Phases & Key Activities
HALF includes a five-phase process through which a program / project progresses in order to deliver a new product or capability
Conceptual
Phase
Program Definition Phase
Program Development Phase
Program Delivery, Execution, and Operations Phase
Program Close-Out Phase
Adopt an Agile approach to delivery where feasible
Key Activities
By Phase
Define the
problem / need
Identify the alternatives and resource the requirements
Develop and obtain capabilities / products
Deliver and deploy the capabilities / products
Maintain and
retire / dispose of capabilities / products

11. HALF Components: HALF Events & Criteria
HALF includes formal points in the lifecycle, known as Acquisition Decision Events (ADE), when decisions are made whether the program meets the requirements (Exit Criteria) necessary to move on to the next phase. The information is documented in the Program Lifecycle Document (PLD) and ADE decisions are documented in Acquisition Decision Memorandums (ADM).
ADE Key
= Acquisition Decision Event (ADE)
Conceptual
Phase
A: Validate Needs C: Approve Supporting Projects /
Contracts; Contracts Awarded
B: Approve Program D: Approve Program Close-out A
Program Definition
Phase
Business Needs Narrative1 Approved
Approved Budget Request B
Program
Development
Phase
P/PM Appointment
Acquisition Strategy 1&2 Approved
Program Charter Approved C
Program Delivery, Execution, & Operations Phase
Acquisition Plan2 Approved
Program Management Baseline Approved D
Exit Criteria
Program
Close-out
Phase
Sustainment Plan1 Approved
Annual Approval of Performance Metrics (Program Performance Reports1)
Authorization to Operate (ATO) – if IT system2
Program Close-Out Plan1 Approved
Lessons Learned1
HHS POB Involved if Program Meets Criteria
OPDIV/STAFFDIV Governance IAW HALF Guidance
1 – Part of the Project Lifecycle Document (PLD)
2 – Existing HHS Directive
3 – Accept from Enterprise Performance Life Cycle (EPLC)
Note: HALF requirements do not supersede other documentation requirements (including contracting documentation) outlined in HHS policy and/or Federal laws, regulations, and policies.

12. Key Roles & Responsibilities: HALF Multi-Disciplinary Teams
HALF ensures personnel from all disciplines lead and support programs/projects
Roles
Responsibilities
Program / Project Manager (P/PM)
Leads Integrated Program/Project Team (IPT)
Makes program decisions based on strategy established by leadership
Establishes Acquisition Strategy and Acquisition Plan
Manages costs, schedule, risks, and performance
Contracting Officer’s Representative (COR)
Supports day-to-day administration of contract
Monitor contractor progress and performance in collaboration with the PM
Liaison between PM and CO for any contract issues and modifications
Tracks contractor deliverables & approves invoices
Contracting Officer (CO)
Enters into, administers, or terminates contracts and makes related determinations and findings
Budget Specialist
Ensures budget requirements are validated and confirms availability of funding
IT Specialist
Supports the IT Capital Planning and Investment Control (CPIC) Process
Manages development, testing and deployment of IT systems to meet business needs
Provides information security and privacy expertise
Multi-Disciplinary
Acquisition Teams
COR / CO
Budget
Analyst
IT Specialist
Program / Project Manager

13. Key Roles and Responsibilities: HALF Governance & Oversight
HALF provides tiered oversight and governance throughout the lifecycle
Roles
Responsibilities
POB
(HHS)
Oversight body for review of programs equal to or exceeding $20M, with high risk factors, and/or is designated as a Special Interest Program/Project
Division of Acquisition (HHS)
Provides HALF guidance and support for Acquisition Workforce through ALFsmart and other initiatives.
DAE
(OPDIV / STAFFDIV)
Responsible for making Division acquisition investment decisions
DAE designated by the Division
ARB
Division-level cross-functional governance
Composition determined by the Division and should include the Requiring Activity (RA) and HCA
Cross-agency stakeholders represented when appropriate
P/PM
Leads IPT along with program development and delivery
IPT
Supports the P/PM in each functional support area
Program Oversight Board (POB)
HHS
CAO
CFO
OSDBU
Ad-hoc
HHS Division of Acquisition (DA)
Aggregate program cost equals or exceeds $20M, has high risk factors, and/or is designated as a Special Interest Program/Project.
Integrated
Program/Project Team (IPT)
Acquisition
Review Board (ARB)
Program / Project Manager (P/PM)
Division Acquisition Executive (DAE)
Business Owner (Requiring Activity)
HCA
OPDIV / STAFFDIV

14. HALF Tools and Resources
Online, comprehensive resource designed to help you understand and implement HALF within your division
HALF
Playbook
HALF
Toolkit
Templates, directives, plans, charters, checklists, FAQs, and job aids to use to adopt and sustain HALF
One-stop shop to answer your questions about and enhance your knowledge of HALF
ALFSmart
HALF
Training
Courses
Training courses for executives and staff members about HALF

15. The HALF Roll-Out Plan: HALF Toolkit Launch
The HALF Toolkit will be released online
Includes templates, directives, plans, charters, checklists, FAQs, and job aids that can be used throughout the entire P/P lifecycle by HHS workforce members to adopt and sustain HALF
The HALF Toolkit includes:
Revised/Updated Content
Directive for the Acquisition Strategy
Directive for the Acquisition Plan
New Content
Guidance for HALF
HALF Playbook
HALF Templates and Job Aids for the Entire P/P Lifecycle

16. The HALF Roll-Out Plan: HALF Training & Outreach
Comprised of a series of outreach and training activities for OPDIVs and STAFFDIVs
Designed to help HHS Senior Executives and the workforce understand and successfully adopt HALF
Each outreach and training session will help participants understand the impact of HALF as it relates to their individual roles and responsibilities and to successfully identify and utilize available tools and resources throughout the HALF Phases.
HALF TRAINING & OUTREACH TIMELINE
Leadership Roadshow (HHS Senior Execs)
Executive Training (Division Execs)
Staff Training (Division staff with HALF roles)
Adopt HALF
Step 1
Step 2
Step 3

17. The HALF Roll-Out Plan: HALF Training & Outreach (Cont.)
Two training opportunities will be made available through OAWSI in 2017/2018
HALF Executive Training
Format / Content: Two-hour training providing decision-makers and HHS and Division leaders with a deeper understanding of the HALF benefits, application, and governance
Audience: Division Senior Executives including but not limited to: DAE, COO, CIO, HCA, and Potential ARB Members
CLP Credits: 2
HALF Staff Training
Format / Content : Two-day, simulation-style training with role-specific information to give staff hands-on experience using HALF tools and resources throughout the P/P lifecycle
Audience: Integrated Program /Project Team (IPT) Members including, but not limited to: P/PM, CO, COR, Budget and IT Specialist, and Requiring Activity Representatives
CLP Credits: 16

18. HALF Next Steps
All HHS workforce members are critical to the successful adoption of HALF
As a member of the HHS workforce, we are requesting the following support from you:
Identify the program(s)/project(s) that you support and your HALF role(s) for each P/P
Equip Yourself and Your Teams to successfully work with HALF by participating in the HALF training and outreach activities offered in 2017/2018
Support the adoption of HALF in your OPDIV/STAFFDIV and across the Department by using HALF resources and tools to better manage and execute your P/P