DEPARTMENT OF HEALTH and HUMAN SERVICES HANDBOOK for FEDERAL ACQUISITION CERTIFICATION PROGRAM/PROJECT MANAGERS Issuer Office of the Secretary Office of the Assistant Secretary for Financial Resources Office of Grants & Acquisition Policy and Accountability Division of Acquisition
Table of Contents Table of Contents... i Federal Acquisition Certification Program/Project Managers (FAC-P/PM)...1 1.0 PURPOSE...1 2.0 AUTHORITY...1 3.0 APPLICABILITY...1 4.0 BACKGROUND...1 5.0 HHSAW PROGRAM FAC-P/PM...1 5.1 Guiding Principles... 2 5.2 Definitions... 2 5.3 HHS FAC-P/PM Certification Requirements... 3 5.4 General Information... 3 5.5 Initial Certification Training... 4 5.6 Continuous Learning... 4 5.7 FAC-P/PM Certification Process... 4 5.8 FAC-P/PM Resources... 5 6.0 UPDATES AND CHANGES... 6 Page i of i
1.0 PURPOSE Handbook for Federal Acquisition Certification Program/Project Managers This Handbook supplements the Health and Human Services Acquisition Workforce (HHSAW) Program Guide -- and focuses on updates to the HHS Federal Acquisition Certification Program/Project Management (FAC-P/PM) requirements. The intended audience is the HHSAW Program and Project Managers. The Operating and Staff Division senior officials and managers together with the Senior Procurement Executive (SPE) fosters and promotes the development of a competent and professional workforce to support the HHS mission throughout the acquisition lifecycle. 2.0 AUTHORITY This Handbook is issued to complement the HHSAW Program Guide, which establishes requirements for all FAC programs. The HHSAW Program Guide provides detailed guidance on key aspects of the acquisition-related training, professional development, and certification requirements for FAC-P/PM. 3.0 APPLICABILITY The FAC-P/PM Handbook is applicable to all Program and Project Managers appointed by the HHS Operating and Staff Division Heads or designee. In addition, all P/PMs appointed must meet or exceed HHS and FAC-P/PM certification requirements (as described below) based on level of responsibility, training, and expertise as detailed in the HHSAW Program Guide. 4.0 BACKGROUND This Handbook identifies and implements the requirements for FAC-P/PM as defined by the Office of Federal Procurement Policy (See HHSAW Program Guide). The SPE responsibilities also include appointing the Department Acquisition Career Manager (ACM), who is responsible for carrying out the duties required to assure proper management of the HHSAW Program related to certification requirements as implemented by the SPE. The Department ACM is the Director, Office of Acquisition Workforce and Strategic Initiatives (OAWSI). 5.0 HHSAW PROGRAM FAC-P/PM The goal of the HHSAW Program is to reduce redundancy, improve efficiency, and support innovation in HHS programs. Having skilled, competent, and professional P/PMs is essential to the success of HHS mission. P/PMs ensure that mission needs are appropriately defined, performance standards are established, and manage contractor support/service to assure proper program/project management throughout the acquisition lifecycle. P/PMs develop requirements, lead integrated project teams (IPTs) and oversee budgeting and governance processes, all of which are critical to ensuring that HHS mission needs are fulfilled and expected outcomes are achieved. Page 1 of 6
5.1 Guiding Principles Authority has been delegated to the Operating and Staff Divisions to assist the SPE in facilitating and implementing the Federal Acquisition Certification Programs. HHS FAC-P/PM certification requires extensive on-going professional development. 5.2 Definitions The following definitions from the Office of Management and Budget (OMB) apply: Project A temporary endeavor undertaken to accomplish a unique product or service with a defined start and end point and specific objectives that, when attained, signify completion. Projects are undertaken for development, modernization, enhancement, disposal, or maintenance. Projects are composed of activities and are planned acquisition undertakings with a definite beginning and clear termination point which produces a defined capability. A project is an individually planned, approved and managed basic building block related to a program. Program A group of assets that are planned and managed together to achieve an overall set of related outcomes. Directed, funded acquisitions that provide new, improved, or continuing systems or services in response to an approved need. Programs are divided into levels established to facilitate decision-making, execution, and compliance with statutory and regulatory requirements and may be composed of multiple projects, services contracts, interagency agreements, and other types of acquisitions. With a systems or services capability focus, programs usually tie together an agency s higher-level programming and budgeting process with the agency strategic plan. Project Manager: The acquisition workforce member assigned responsibility for accomplishing a specifically designated work effort or group of closely related efforts established to achieve stated or designated objectives, defined tasks, or other units of related effort on a schedule, within cost constraints and in support of the program mission or objective. The project manager is responsible for the planning, controlling, and reporting of the project, and for the management of required functions, including acquisition planning, defining requirements, business case development, assessing performance/scheduling, and formulation, justification and execution of the budget. The project manager is responsible for effectively managing project risks to ensure effective systems and services are delivered through a total life-cycle approach to the end user on schedule, within budget and at the required levels of performance. A program manager may also serve as project manager for projects within the scope of the program. Program Manager: The acquisition workforce member with the responsibility, and relevant discretional authority, who is uniquely empowered to make final scope-of-work, capital-investment, and performance acceptability decisions on assigned acquisition programs. The program manager is also responsible for meeting program objectives or production requirements through the acquisition of any mix of in-house, contract, or reimbursable support resources. Program managers are responsible to stakeholders for management and oversight of subordinate projects within the scope of the overall program, as well IPTs. The program manager is ultimately responsible for effectively managing all business and technical risks of the program to insure effective systems and services are delivered to the end user on schedule, within budget and at the required levels of performance. Page 2 of 6
5.3 HHS FAC-P/PM Certification Requirements HHS FAC-P/PM Certification Program is a three-tiered program that upon successful completion of required training and experience qualifies an individual for FAC-P/PM certification at the appropriate level. All programs or projects meeting the definitions above should be assigned a FAC certified P/PM at the appropriate level (entry, mid or senior): Entry-Level: Achieve entry-level competencies and one year of project management experience within the last five years. Mid-Level: Achieve entry and mid-level competencies and two years of program or project management experience within the last five years. Candidate must demonstrate mastery of entry and mid level competencies. HHS requires mid-level certification for project managers assigned to lead projects or major IPTs within major investment program(s). Senior-Level: Achieve entry, mid and senior-level competencies and four years of program and project management experience within the last ten years, including one year of experience on Federal programs and/or projects. Candidate must demonstrate mastery of required competencies. HHS requires senior level certification for P/PM s managing major investments prescribed by the HHS Office of the Chief Information Officer (OCIO) or HHS Office of Real Estate and Logistics (REL). This level of certification requires knowledge necessary to complete an OMB Exhibit 300, HHS Form 300 or equivalent. HHS also considers Medical, Research and Development (R&D) programs, to be major investments and subject to senior-level FAC-P/PM certification requirements. Core-Plus Specialization FAC-P/PM: FAI has established Core-Plus Specialization for Information Technology (IT), the competency model is available at www.fai.gov. Other Core Specialization areas important to HHS mission are Construction/ Facilities, Medical R&D, and Professional Services, competency models are being developed and targeted training will be available for HHS P/PMs. 5.4 General Information The FAC-P/PM is founded on; (1) core competencies that are considered essential for successful program and project management; (2) experience requirements, and; (3) continuous learning to maintain skills currency. FAC-P/PM contains three levels of certification: entry, mid, and seniorlevel. Core FAC-P/PM required knowledge, skills, and experience at each level is detailed at www.fai.gov. Certification must be achieved within twelve months of being appointed Operating or Staff Division head or designee to manager a program or project supporting capital investments for IT, construction and research and development. Federal and HHS certification requirements must be met. Operating and Staff Divisions may supplement certification requirements building on established Federal and HHS requirements. For more information on nomination, delegation, designation, appointment and assignment of a P/PM see the HHSAW Program Guide. Each FAC-P/PM level is independent of the other, and achieving each certification level in progression from entry through senior-level is not required; however, P/PMs may be certified at any level only after they achieve all requirements for that certification level. Additionally, persons certified at a higher level must be able to demonstrate ability to perform lower level competencies. Page 3 of 6
5.5 Initial Certification Training Each certification level requires a range of approximately 80 to 120 hours of training, depending upon the instructional design and method of training delivery. While a specific curriculum is not articulated, continuous learning options and a training crosswalk may be found at www.fai.gov or by contacting your Operating or Staff Division ACM. Individuals seeking core-plus specializations must first meet Federal and HHS FAC-P/PM certification requirements at mid or senior level in addition to supplemental specialization training. The appropriate level of certification depends on various factors major/non-major investment, estimated dollar value, type of contract, etc. Any position that requires the incumbent to officially perform as a P/PM will also require a designated FAC-P/PM certification level which must correspond to the level of responsibility and expertise required for assigned program or project. 5.6 Continuous Learning To maintain a FAC-P/PM, certified professionals are required to earn 80 continuous learning points (CLPs) of skills currency every two years. For those P/PMs assigned to a Core-plus specialization area holders 20 CLPs of the 80 CLPs must directly correspond to the specialization area. The two-year anniversary date is set by the date the individual is initially certified. Individuals who do not meet the 80-hour CLP requirement will have a lapsed certification. Failure to maintain current FAC-P/PM certification may result in the removal from the applicable program or project at your Operating or Staff Division Head(s) discretion. Visit articulated, continuous learning options and a training crosswalk may be found at www.fai.gov for continuous learning opportunities. 5.7 FAC-P/PM Certification Process Candidates for FAC-P/PM must have earned the required 80 to 120 hours of training within two (2) years of submitting a FAC-P/PM application. Coursework and experiences must cover the established FAI FAC-P/PM Certification Requirements. Training submitted for the initial certification application should have been completed within the last 5 years from the submission date. Exceptions may be approved by the HHS Departmental ACM. To initiate a new certification request, log into FAITAS and upload the required supporting documentation for experience and training (NOTE: FAC-P/PM does not include education requirements): Experience Upload functional resume demonstrating experience and competency requirements as related to P/PM AND submit a narrative addressing each FAC-P/M competency and demonstration performance outcomes identified within FAI s FAC- P/PM Competency Model. Please contact your Operating or Staff Division ACM for a narrative submission template and/or format questions. Training FAITAS recognizes the completion status of required training needed to obtain certification. If the candidate s FAITAS training history does not indicate completion of all FAI/DAU training requirements, upload supporting documentation that supports the course objectives for all training requirements without a checkmark or initiate a course equivalency request through your Operating or Staff Division ACM. Equivalency requests should be processed prior to initiating a FAC-P/PM application in FAITAS. FAC-P/PM Level III Applicants All HHS senior-level FAC-P/PM candidates must have their qualifications certified by an independent Qualifications Review Board (QRB) Page 4 of 6
before obtaining FAC-P/PM certification and must obtain this designation no later than 12-months after being appointed to serve as a P/PM for major programs/projects. Division heads or designees formally nominate and the SPE appoints the FAC-P/PM QRB members. The QRB consists of subject matter experts who have been certified as senior-level FAC-P/PM. The QRB members assess the core qualifications of all candidates seeking FAC-P/PM senior-level certification assuring that the candidates possess the knowledge, skills and abilities to manage a major investment. This independent and objective review is intended to ensure that only certified P/PMs are assigned to manage the acquisition lifecycle of major capital investments supporting HHS mission. The QRB meets quarterly or as program/project requirements dictate. Please contact your servicing ACM if you have questions reference the QRB process or guidance. Achievement (Recertification) Requests FAITAS will alert users when they are eligible to submit a recertification request. All CLPs earned are subject to approval and must have been earned during the two (2) year certification maintenance window. To avoid a lapsed certification, it is recommended that the recertification process be initiated in FAITAS thirty (30) days prior to existing certification expiration date. Lapsed certifications may prohibit you from continuing as a certified P/PM. Please contact your Operating or Staff Division ACM for specific lapsed certification guidelines. Training through Fulfillment/Equivalency See HHSAW Program Guide Equivalency Process section and www.fai.gov. Course Fulfillment All fulfillment requests should be submitted through FAITAS after consulting with your Operating or Staff Division ACM. All fulfillment applications are subject to HHS SPE approval. Course Equivalency All equivalency requests should be submitted through FAITAS after consulting with your Operating or Staff Division ACM. Equivalency exists between two or more specific acquisition-related courses if the learning objectives and assessment methodology for the courses being compared are equal. Additionally HHS complies with Office of Federal Procurement Policy and FAI s determinations as to which FAC, DAWIA, Project Management Institute (PMI) certifications are eligible for full or partial equivalency under the FAC-P/PM program. This includes DAWIA FAC-P/PM certification holders that meet the years of experience requirements and maintain current CLPs who may be eligible for FAC-P/PM certification at the same level. PMI Project Management Professionals (PMPs) are eligible to receive credit for 24 hours of program/project management coursework at the mid-level. 5.8 FAC-P/PM Resources Training that meets the requirements for FAC-P/PM certification is based on the FAC-PPM competency model. The FAC-PPM Training Crosswalk is the source of training for providers offering certification training that have been verified by FAI for alignment to the FAC-P/PM competency model. The Crosswalk is updated periodically. Frequently asked questions regarding FAC-P/PM certification is available at www.fai.gov. FAC-P/PM program assistance is provided by Operating or Staff Division ACMs who facilitate and interpret policy and guidance implemented by the Department and assist HHSAW members with processing FAC-P/PM applications, curriculum guidance, and continuous learning opportunities. Page 5 of 6
6.0 CHANGES/UPDATES Request for changes to this Handbook may be submitted to the Director, Office of Acquisition Workforce and Strategic Initiatives (OAWSI). After review accepted changes will be approved by the SPE. The Director, Office of Acquisition Policy will document all approved changes, to include publishing as required. Page 6 of 6