1. Contract Operations Support Services Division
CBP Office of Administration
Office of Procurement
May 2011

2. Content
Contract Operations Support Services Division Organizational Chart
Resources
Approach
Key Changes and Benefits
Functional Statement Changes/Enhancements
Change Management and Skills Requirements
Communication Plan
Next Steps
Contract Operations Support Services Division Organizational Overview April 2011

3. Contracts Operations Services Division Director
Janice Hill (GS )
FTE: CTR: 15
Contracts Support Branch
Rita Williams
(GS )
Branch Chief
Business Partners
OA Procurement
DHS/OCPO
OTIA
CBP Programs/Functions
Policy
Quality Assurance, includes Internal Help Desk
Performance Based Contracting
Training – Policies and Procedures
New Program Support
Personnel
Frances Smith (GS )
Tracy Ekoh (GS )
Nadine Kjak (GS )
Sara Longaback (GS )
Marilyn Ray (GS )
Sylvia Thornton-Peoples (GS )
Tom Uberto (GS )
Paula Johnson-Graves (GS )
Nicole Long (GS )*
FTE: CTR: 6
* = vacant
Operations Support Branch
Donald Carter
(GS )
Branch Chief
Business Partners
OA Procurement
DHS/OCPO
OTIA
CBP Programs/Functions
Contract Pricing Policy Responsibility
(e.g. FAR Parts 15.4, 32)
FOIAs
Contract and Fiscal Responsibility
- De-Obs
- Cost and Pricing
- DCAA Liaison
- Closeouts
Training – Cost and Price Analysis Policies and Procedures
File Room Management
Personnel
Stephen Doctolero (GS )
Phyllis Epps (GS )
Matthew Walters (GS )
Berry Watkins (GS )
Mark Weinstein (GS )*
Jean Zurface (GS )
Janet Rodriquez (GS )
FTE: CTR: 9
* = vacant position
Contract Operations Services Division Organizational Overview April 2011

4. Contract Operations Support Services Division Resources
DD: Janice Hill (1)
Branch Chiefs: Don Carter and Rita Williams (2)
Warrants: Unlimited - Level 3 – Janice Hill and Rita Williams
$100 million – Level 3 – Don Carter
Location of Resources: Washington, DC (3)
Employees
Employee Pay Grades: See Organizational Chart
Warrants: Phyllis Epps ($1 million – Level 2); Tom Uberto (Unlimited, Level 3); Jean Zurface ($25 million – Level 2)
Location of Resources: Crystal City, VA (9); Indianapolis, IN (1); Washington, DC (6)
Contract Operations Services Division Organizational Overview April 2011

5. Reorganization Approach
We reviewed all functions and, based on logical combinations, divided them into two Branches.
The Branches are primarily the same as before; however, FOIA and File Room Management were moved from Audits and Oversight, into the Operations Support Branch.
It was also determined that cost and pricing training is required to further develop and enhance the skills of operations staff. The purpose of this new function is to help reduce skills/competency gaps in Procurement’s operational Divisions. We will work closely with the Workforce and Career Development Branch to develop appropriate training. We recognize that, by requiring employees to develop this skill across the organization will require a cultural shift.
Contract Operations Services Division Organizational Overview April 2011

6. Key Changes & Benefits
The Contract Operations Support Services Division is an existing organization. As a part of the reorganization, the Small Business Program, Purchase Card Approving Official role, Audits, Oversight, Business Liaison and Purchase Card Programs/functions were transferred to other parts of Procurement.
We added a renewed focus on providing cost and pricing training to grow this skill and capability across Procurement.
Enhanced overall supervisor to employee ratio.
Contract Operations Support Services Division Organizational Overview April 2011

7. Contracts Support Branch
Ensure CBP contracts adhere to procurement policies and procedures
Review DHS and CBP policies and procedures; and, provides training, technical assistance, and guidance to Procurement employees
Conduct internal quality assurance reviews and communicates results through a variety of media
Contract Operations Support Services Division Organizational Overview April 2011

8. Operations Support Branch
Develop, coordinate, implement, review, oversee, and provide training regarding cost and price analysis policies and procedures
Perform cost and price analysis in support of major procurements
Perform oversight and management responsibilities for Procurement’s file room
Serve as the liaison with DCAA establishing Interagency Agreements, requests DCAA audits, rate checks and interprets DCAA audit findings
Process FOIA requests, de-obs, and close outs
<Division Name> Organizational Overiview April 2011

9. <Division Name> Organizational Overiview April 2011
Change Management
Change Management Needs:
1) Culture change needed regarding Procurement employees acquiring and using
cost and price analysis skills
2) Meet 1-on-1 with new employees to help with transition and learn more about
their interests
3) New focus for employees to perform responsibilities not previously required of
them (e.g. Quality Assurance reviews) to grow capabilities across the Division.
Need to discuss, lay out clear expectations, and obtain employee buy-in
Need to find ways to close learning gap (e.g. fully documenting procedures to help with internal training and learn by doing)
Establish cross training initiative to expand internal capabilities within the Division
<Division Name> Organizational Overiview April 2011

10. Communication Plan (High Level)
Who: Procurement HCA/DHCA; Division Employees; Procurement Directors and employees; appropriate components of CBP/OTIA and DHS/OCPO
What - Key points – Changes made to the Division, renewed emphasis on expanding cost and pricing skills and competencies across Procurement
When – Starting May 2011
How – In person briefings
Responsible Party(s) – Janice Hill, Don Carter, and Rita Williams
Contract Operations Support Services Division Organizational Overview April 2011

11. <Division Name> Organizational Overiview April 2011
Next Steps
Continue existing work and develop internal Branch operational plans …who does what, team leads (if any), new staff responsibilities (Don and Rita)
Meet with Pam and contract staff to begin to better understand the FOIA process and workload (Don – May 2011)
Resolve file room management resource issue (Janice)
<Division Name> Organizational Overiview April 2011

12. Contract Operations Support Services Division Organizational Overview April 2011