Remember These 5 Things When You Redesign Your Government Property Management Process
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Welcome to Final Friday! On the last Friday of each month, our VP Jackie Luo will give her perspective on industry issues, current events, and news about eQuip! She has more than 6 years of experience in asset management and a passion for the industries we serve, so be sure to keep an eye out for more.
It’s the end of the year, a time for reflection.
Looking back at all the software implementation projects we have completed with our customers this year, I would say customers that are open to redesigning their business processes are the most satisfied customers of all.
Our customers purchase eQuip! to manage government property so they can meet FAR/DFAR requirements. Our company provides out-of-the-box solutions to meet these goals.
If eQuip! is able to manage government property out-of-the-box, why would your company need to redesign its government property management process before implementing eQuip!? While it’s not mandatory to redesign your government property management system, there are a few benefits to redesigning that I feel are key to successful implementation.
Why Redesign Your Government Property Management Process?
Implementing a new system is often the best time to evaluate existing business processes. Let’s be honest, how often does a company review its existing business processes on its own initiative?
Most companies reevaluate because of external pressure, such as a failed audit, or the need to bid for a new contract.
Internal change, however, often provides a positive opportunity to reevaluate. When your company has decided to implement a new system, your teams will be motivated to change. In addition, users will already be learning to use the new system, so a few changes in the property management system as a whole won’t seem unusual.
Many times, this evaluation is actually necessary to facilitate the implementation of the new system.
Your company’s current processes are likely managed with Excel sheets or an access data base. (Access data bases are often created as a de facto way of doing business to accommodate the many limitations of Excel sheets.) When transitioning to an automated, purposely built system, you need to evaluate the current processes, determining which steps or rules are no longer needed, so you can streamline the current processes.
So, how do you go about this?
Evaluating & Redesigning Your Government Property Management Process
Redesigning your government property management process can be daunting. For example, you may have kept the same process for years without evaluating whether it’s truly effective. However, you know it’s important to seize this opportunity to improve how your company handles government property.
I have seen many customers go through redesigning their government property management process. I have gathered a few tips and key considerations that make this easier and more effective.
Here are five things you should keep in mind when you evaluate and redesign your company’s government property management processes:
- You likely don’t have well documented processes. If so, you will need to start from scratch. A good way to start designing the process is to review the FAR/DFAR requirements in Government Property, particularly FAR 52.245.1, and 22 Elements in Property Management from DCMA. You may also want to ask your vendor if they have suggestions on how their solution can fit into the process.
- Since mergers and acquisitions have happened very frequently in the Aerospace and Defense industries, your company has probably inherited multiple processes from previous companies. You need to gather all legacy processes together in one document and evaluate what make sense and what doesn’t. Then integrate disparate processes into one logical process.
- There are areas inherent in the property management process that are vulnerable to failure. In managing government property, there are 5 areas that are prone to failure. You need to evaluate where these areas are in your company’s process. Pay attention to ensure you have additional processes in place to manage these areas and ensure compliance with FAR/DFARS requirements.
- Don’t forget that your IT team will be part of the process too. Your IT team will migrate business applications to the Cloud, while also keeping up with data security requirements from the Federal Government. They will also change their application support and data access processes.
- Finally, remember to create processes to support your people and your business. There are some unique challenges in managing people and business in the government contracting industry: lack of experienced government property management professionals, high turnover of staff, contract rebidding every 5 years, low price technically acceptable (LPTA) criteria, protests after contract awards, etc. When designing a process, you need to take these unique challenges into consideration.
The transition to a new government property management system is the best time to redesign the business processes. Your team is energized and open to change. Your new system is great. You and your company are prepared to make improvements. It requires some effort, but evaluating and redesigning your processes will facilitate a smooth transition and lead to better work in the future.