Description
Organization: NAVFAC, PACNAVFACENGCOM
Team Name: RAC/CLEAN Branch
Related Acquisition Topic(s): Acquisition Practices Streamlining, Business Process Reengineering (BPR), Commercial Practices, Cycle Time Reduction (CTR), Integrated Digital Environment (IDE), Paperless Contracting, Paperless Program Office
Description:
The Pacific Environmental Contracting Division at PACNAVFACENGCOM has accelerated in the concept of paperfree contracting. All information between the Government, the Contractor, and the Customer, is transmitted electronically. Whether it be by e-mail, via the Internet (web sites), or by CD-Rom, ACQ023 is successfully conducting daily business functions without the use of a single piece of paper.
The Paper-Free Process (PFP) began with the development of the Navy-IT web site. At www.navy-itcorp.com, contract activity/information is provided on-line for the Remedial Action Contracts (RAC) at PACDIV, EFA WEST, LANTDIV, and SWDIV. Information ranging from the status of a delivery/task order to program reports (vouchers, monthly status reports, estimating cost standards), to Contract points of contact are posted and updated on a monthly basis. This web site has become the daily one-stop spot resource for the RAC Contract Specialists (CS).
The PFP is a simple one. Contract documents such as cost proposals, certified payrolls, letters of correspondence are simply attached to an electronic mail message. For security purposes, documents are locked in portable document format (pdf) files that cannot be altered. In March of 1999, paper contract files became extinct. Contract Specialists are required to organize and store files electronically. Not a single hardcopy file is kept; all contract files are kept in a shared drive for team accessibility. Large documents such as invoices and vouchers are provided on CD-Rom.
The PFP is extremely beneficial in saving space, time, and money.
Filing and storage space is no longer required. Instead of cabinets and square feet, random access memory (RAM) is used.
Hard copy reproduction costs have been eliminated saving the Government approximately $13,000.00 per year (20 reams/month @ $.11/page).
The CS no longer wastes valuable hours filing documents in folders. Electronic filing saves the Government $160.00 per week ($40.00/ hour @ 4 hours/week) per CS.
Because files are accessed through the desktop personal computer, the CS can quickly open any document saved electronically with the click of a mouse. All files are standardized using a contract template.
Cost proposals/project reports are transmitted by same-day distribution to technical team members and customers through the means of e-mail. The CS formulates one message and sends the same item simultaneously to all the team members.
Overall, the transition from paper abundant to paper free has been smooth. With the implementation of the PFP, the CS has been able to efficiently complete tasks that were laborious and time-consuming.
