TSA will utilize several processes to ensure that cost, schedule, and program performance is assessed, that areas of high risk are identified and addressed, and that the expected outcomes are being achieved.
Program Management Reviews
The Assistant Administrator (AA) for the Office of Process and Technology (OPT) will continue to conduct quarterly Program Management Reviews (PMRs) of the program. During the PMRs, the Program Manager (PM) reiterates the program description and reviews a mapping of office, program, and project goals. A comprehensive progress report is presented, including resource utilization, budget execution, spend plan changes, schedule updates, completed and upcoming milestones, procurement statuses, project statuses, and high-level program risks. Open discussions are held and any necessary corrective actions are assigned and initiated.
AA Weekly Reporting
Weekly reports are submitted to the OPT AA, including a summary of key accomplishments, outstanding risks and issues, financial status, deployment status of equipment purchased, and project schedules.
TSA ARRA Guidance Team / Senior Accountable Official
TSA has chartered an ARRA Guidance Team comprised of senior agency executives and chaired by the agency’s Senior Accountable Official for ARRA. The Team meets routinely to monitor, direct, and prioritize efforts at TSA and to ensure the successful implementation of all guidance, policies, and procedures set forth in the ARRA, as well as those required by OMB, DHS, and other applicable laws, policies, and regulations. Further, the ARRA Guidance Team will ensure that all activities and outcomes are consistent with the transparency and accountability tenets of the ARRA and that TSA meets or exceeds the expectations of DHS, the Administration, and Congress related to the implementation of the ARRA.
TSA ARRA Working Group / Senior Accountable Official Designee
TSA has established an intra-agency working group including subject matter experts (SMEs) and the key individuals responsible for the planning, prioritization, execution, reporting, and auditing of ARRA programs, projects, and related activities within TSA. The group is chaired by the Senior Accountable Official Designee and will meet on a regular basis to share information and coordinate tasks and activities associated with the implementation of the ARRA at TSA.
DHS Acquisition Management System
DHS Acquisition Directive 102 (AD-102) establishes and defines the acquisition management system for all types of acquisitions. The policy outlines the review processes, Acquisition Decision Authorities, framework, documentation, and common acquisition standards and practices required to successfully manage acquisition programs. PSP follows the AD-102 policy for all projects and will continue to do so for ARRA-funded activities.
Contract Program Management Reviews
TSA conducts regular contract PMRs for all contracts to review progress to date, planned activities, financial issues, and schedules. Contracting Officers (COs) and Contracting Officer Technical Representatives (COTRs) conduct these meetings with the contractor.
TSA will augment existing standard procedures to record, track, report, and audit all financial transactions associated with the ARRA funds. Weekly financial reports produced from data in TSA’s general ledger will be used to track progress against planned obligations and expenditures and to reconcile discrepancies.