Knowledge Management Assessment

This is not a solicitation or request for a proposal. This is only a sought for information. Executive Summary: USCENTCOM requires a baseline assessment of its Information Management (IM) and Information Technology (IT) structures and processes in support of establishing a Knowledge Management (KM) program to include the establishment of a KM organization within the command as well as a Command Knowledge Management Officer (CKMO). This study will include but is not be limited to: the review of current IM Officer and Chief Information Officer (CIO) roles and responsibilities, key functions and processes currently executed in support of IM within the Headquarters and the functions and processes within USCENTCOM, its components and assigned Joint Task Forces (JTFs). BACKGROUND: The Clinger-Cohen Act (CCA) of 1996 shapes the government's approaches to information management and information technology (IM/IT) to improve the efficiency and effectiveness of mission performance. The CENTCOM Assessment Team (CAT) report revealed that there is not a Department-wide definition of KM and provided a recommended definition. Additionally, three other discussions were included, specifically Communities of Interest (COI), Information Capture and Knowledge Exchange (ICKE), and the Three Needs Model (3NM - Need-to-Know, Need- to-Share, and Need-to-Use). These concepts are also pertinent to the understanding KM and the establishment of a KM program. USCENTCOM has not established an organization to provide governance, leadership and stewardship for KM, but has recognized the requirement to do so. The outcome of this study will become the foundation for the Command's movement towards attaining this goal. 1. SCOPE/OBJECTIVE: The focus of this task is to perform a comprehensive baseline study of the Command's IM organization and processes, use of technology (IT) currently employed at USCENTCOM and its components/JTFs to support IM and KM business practices to include the capture, storage, indexing, exchange, security (to include operational security considerations), accessibility and presentation of information in order to promote the ability to improve and reduce the decision making cycle required in support of USCENTCOM mission and our national defense. Upon completion, the assessment team will provide, at a minimum: - Final study report with recommendations on organization structure (CKO) and primary KM functions - A draft implementation plan for the establishment KM organization and initial priorities for KM within the command - A proposed outline for a draft KM regulation - A proposed outline for a KM Strategic Plan - A proposed draft Strategic Vision Statement - A report/discussion on the use of current information technologies in use in this command that can be utilized to support KM as well as those technologies that are used outside this command that could be beneficial in support of USCENTCOM KM efforts 2. PERIOD OF PERFORMANCE. The period of performance for this delivery order shall be approximately 120 days from the award of the contract. 3. TASK DESRIPTIONS. Contractor team shall accomplish their assessment in the following three phases: a. PHASE 1. Data Collection 1. Review existing documentation and regulations. 2. Conduct key leader and stakeholder interviews and focus groups. b. PHASE 2. Analysis 1. Assess operational and business processes. 2. Assess manpower requirements and organizational structure to meet requirements. 3. Assess technologies that support information and knowledge management process across the USCENTCOM Command and Control (C2) organizational structures and IT infrastructure. c. PHASE 3. Finalize Recommendations, COAs, and Presentation of Results 1. Provide final deliverable products to the CENTCOM study coordinator NLT 96 hrs prior to the final outbrief of results. 2. The contractor shall present and formally deliver the Final Briefing and Report to the Government. 4. GOVERNMENT SUPPORT: The government will provide: a. Electronic copy of all existing and current draft USCENTCOM regulations, CONOPS and instructions pertaining to processes and governance of IM and IT. b. Scheduling assistance, escort, and facilities for all interviews conducted for the purposes of this study. c. Necessary identification and badges required for access to base and appropriate facilities. 5. TECHNICAL EXHIBITS: All current policies and standard operating procedures will be supplied to the study team. 6. APPLICABLE TECHNICAL ORDERS, SPECIFICATIONS, REGULATIONS, AND MANUALS a. To be identified 7. TECHNICAL REQUIREMENTS: The following describes security clearance and tasks to be accomplished under this study: a. The contractor shall ensure that all members supporting this study have and maintain a minimum of a SECRET security clearance. b. The contractor will review existing and current draft USCENTCOM regulations, CONOPS and instructions pertaining to processes and governance of IM and IT for applicability to a KM program. c. The contractor will review existing and current draft USCENTCOM Theater Campaign Plan and identify where KM can be inserted and leveraged to support this and associated plans such as Security Cooperation to meet USCENTCOM Strategic Goals d. The contractor will conduct necessary interviews with USCENTCOM leadership, or their designated representatives in order to understand the KM needs of the command, the operational/business processes of the command, develop an assessment of current levels of satisfaction, and identify and assess senior leadership views on the establishment of a command CKMO. e. The contractor will conduct necessary interviews with USCENTCOM functional and technical subject matter experts in order to assess the level of knowledge/skills resident in the CENTCOM staff for KM functions, understand the KM needs of the command, the operational/business processes of the command, develop an assessment of current levels of satisfaction, and identify and address the users and implementers within the establishment of a command CKMO. f. The contractor will ensure an electronic record is kept of all interviews, briefings and reports used in the study process. g. The contractor will provide accountability to the study coordinator at the end of each phase. h. The contractor will provide a final report to designated USCENTCOM staff (e.g. CCJ3). 8. SUMMARY OF FORMAL DELIVERABLES (Note: see Measurements and Standards, paragraph 16) a. Assessment of applicability current and emerging KM policies in support of USCENTCOM mission and organizations: Written report of findings. Delivery date: Interim report provided no less than four (4) business days prior to the Final Briefing and Report. Final report provided at time of Final Briefing presentation. b. Recommended Courses of Action (COAs) for organization and structure of a CKMO: Written report of recommended COA. Delivery date: Interim report provided no less than four (4) business days prior to the Final Briefing and Report. Final report provided at time of Final Briefing presentation. c. Recommended manning requirements and structure required to manage the KM coordination processes within the command: Written report of recommended manpower. Delivery date: Interim report provided no less than four (4) business days prior to the Final Briefing and Report. Final report provided at time of Final Briefing presentation. d. Recommended immediate, mid-term, and long-term priorities: Written report of recommended priorities and their associated objectives. Delivery date: Interim report provided no less than four (4) business days prior to the Final Briefing and Report. Final report provided at time of Final Briefing presentation. e. Recommended information technology and knowledge management tools and associated practices that would reduce duplication of effort and improved information capture and sharing throughout USCENTCOM. Delivery date: Interim report provided no less than 4 business days prior to the Final Briefing and Report. Final report provided at time of Final Briefing presentation. f. Draft USCENTCOM Regulation (CCR) governing CKMO organization, processes, boards and operations within the command: Written draft regulation. Delivery date: Interim report provided no less than four (4) business days prior to the Final Briefing and Report. Final report provided at time of Final Briefing presentation. g. Formal Brief of Findings and Recommendations: Microsoft Office compatible briefing and formal presentation to the government, final audience to be determined. Delivery date: Draft briefing four (4) business days prior to the Final Briefing and Report. Final presentation and deliverables to be presented NLT 120 days after commencement of study. 9. INSPECTION AND ACCEPTANCE. The government shall accept technical reports and documentation prepared in response this study based on the requirements established in sections 4, 8 and 16 of this document. Examples of acceptable report / deliverable formats used by the Government will be provided to the contractor at contract start date and when reports or other required documentation changes. The Government Program Manager / Quality Assurance Program representative will determine final acceptance of all products. To determine contract compliance, the Government Program Manager / Quality Assurance Program representative will acknowledge receipt of all products. Upon receipt of the report / deliverable, the Government will have 2 weeks to review the report to ensure that it is in compliance. Upon completion of the review and notification to the contractor, the contractor will have 2 weeks to rectify any deficiencies. This will attest to the on-time and satisfactory nature of each product delivered. 10. WARRANTY. N/A 11. PROGRAM MANAGEMENT. USCENTCOM will provide a task manager who will coordinate the execution of all work performed under this delivery order. 12. WORK ENVIRONMENT: Interviews and focus groups will be conducted in an office or conference room setting. Off site assessment tasks will be provided in contractor provided facilities. 13. TRAVEL REQUIREMENTS. External travel requirements are not anticipated. The contractor will be required to travel to Headquarters UUSCENTCOM (Tampa, FL). Use of Video Teleconferencing will be used to the maximum extent for OCONUS interview and data collection efforts. Travel requirements to Qatar and Bahrain may be necessary, but are not expected. 14. MATERIAL REQUIREMENTS: GOVERNMENT FURNISHED PROPERTY (GFE). The Government shall furnish working space, including necessary utilities, in support of the data collection activities of this study. Additionally, access to commercial telephone service as required for consultation from government facilities to contractor resources during these same activities will be provided. The government will provide the facilities necessary to complete the final study out brief. The contractor shall provide all other support required for this study. 15. ADDITIONAL SECTIONS. Personnel Requirements. Contractor employees performing services shall be required to comply with all USCENTCOM and installation rules and regulations applicable to the conduct, safety, security, and procedures governing site entry and exit. All contractor personnel must be U.S. citizens and posses an existing Secret clearance. Contractor personnel will be required to safeguard data files and output products in accordance with appropriate security measures for the classification of data being handled. 16. Measurements and Standards. Objective Standards AQL Monitoring Method Incentive Progress Reporting Up-to-date and accurate 95% compliance with government schedules Observation and exception reporting Positive Performance Evaluation: Objective Standards AQL Monitoring Method Incentive Project Management Planning and execution Forecasting Scheduling LOE Planned vs. actual 10% variance with allowance for government approved exceptions 100% inspection Positive Performance Evaluation: Objective Standards AQL Monitoring Method Incentive Technical Documentation and Analysis Deliverables and reports meet government standards No more that 2 revisions or resubmissions Observation and inspection Positive Performance Evaluation: 17. ATTACHMENTS (Optional). NONE AGAIN, THIS IS NOT A SOLICITATION OR A REQUEST FOR A PROPOSAL. IF INTERESTED, PLEASE COMMENTS TO THE EMAIL ADDRESS LISTED FOR JOSEPH POWELL, CONTRACT SPECIALIST.