Subcontracting Workflow by Nancy Hartman https://padlet.com/OPS_processes/wp69v7m3er6izlg Janetta POC en-us 2022-08-02 18:02:20 UTC 2026-06-10 14:06:50 UTC hello@padlet.com Decide to proceed and begin to strategize nancyhartman https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2253592301 2022-08-02 18:11:35 UTC https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2253592301 What guidance & support does Contracts give during proposal process? nancyhartman https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2253592400 2022-08-02 18:11:45 UTC https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2253592400 Do we have the internal capability to do the work nancyhartman https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2253593553 2022-08-02 18:13:58 UTC https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2253593553 Team building process nancyhartman https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2253596006 Program leads this
Contracts administrators support]]> 2022-08-02 18:19:01 UTC https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2253596006 Teaming Agreement Issued kristinalewis1 https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2253598623 2022-08-02 18:23:25 UTC https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2253598623 Solicitation Review https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2253598681 2022-08-02 18:23:33 UTC https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2253598681 Negotiation Memo kristinalewis1 https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2253599067 Subcontractor pricing analysis - Program and Contracts]]> 2022-08-02 18:24:23 UTC https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2253599067 Compliance reviews https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2253599227 Determine appropriate subcontract type
Identify flow down requirements
Assess outsourcing to small businesses and preferred vendors]]> 2022-08-02 18:24:39 UTC https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2253599227 Subcontract Review and Negotiation kristinalewis1 https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2253602576 2022-08-02 18:31:30 UTC https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2253602576 NDA https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2253605412 2022-08-02 18:36:42 UTC https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2253605412 Subcontractor Due Diligence https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2253605897 Debarment Check
Reps and Certs

]]> 2022-08-02 18:37:36 UTC https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2253605897 Monitoring & Management nancyhartman https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2253609617 (Note: Sub-recipient monitoring work can inform what we do here)

--GFP/CAP management
--performance
--cost]]> 2022-08-02 18:44:57 UTC https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2253609617 Subcontract Execution kristinalewis1 https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2253610171 Self-size Certification - at time of award
FFATA
W-9
SAM - Final Review]]> 2022-08-02 18:46:23 UTC https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2253610171 Main Issues nancyhartman https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2253610489 Depends on Contract Type
Need to address Government property]]> 2022-08-02 18:47:17 UTC https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2253610489 Invoice processing and approvals https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2253614768 Subcontract administrator gets invoice
Forwards to program for review/approval

If yes--moves forward
If no--returns to sub-contractors
(get from Maria)]]> 2022-08-02 18:58:23 UTC https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2253614768 Modifications https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2253614904 Unilateral
Bi-lateral]]> 2022-08-02 18:58:43 UTC https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2253614904 Sub-settlement Letter nancyhartman https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2253619597 --Complete 1428 (if govn't property)--Claims of credits/rebates]]> 2022-08-02 19:11:14 UTC https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2253619597 Firm Fixed Price nancyhartman https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2253621194 2022-08-02 19:15:09 UTC https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2253621194 CPFF nancyhartman https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2253621933 Forms Needed:
Contractors Assignment of Refunds, 
Rebates and Credits, 
General Provisions, 
Animal Disposition, 
Government Property, 
Copyright-patent
Final invoice]]> 2022-08-02 19:16:45 UTC https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2253621933 Final Invoice nancyhartman https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2253622665 2022-08-02 19:18:32 UTC https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2253622665 Performance Review nancyhartman https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2253622872 annual??]]> 2022-08-02 19:19:11 UTC https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2253622872 Step 1: Maria receives invoice qelsiqualls https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2368932546 Vendor sends to subcontractor invoice with ca copied and project director copied most times. If it doesn't happen Maria does it.]]> 2022-11-03 18:05:33 UTC https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2368932546 Step 2: Preliminary review of the invoice qelsiqualls https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2368933550 Still within period of performance and within budget
Bad math or bad date as to what we know, Maria reaches back out to vendor to ask questions.

Most times things are resolved

If something is not ]]> 2022-11-03 18:06:11 UTC https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2368933550 Step 3: Create a coding sheet/ like a cover sheet qelsiqualls https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2368935858 Date of invoice
Name of subcontractor
Vendor number
Invoice number
Amount
Contract Number]]> 2022-11-03 18:07:52 UTC https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2368935858 Step 4: Send it to Programs/Project team/ Project Director/ Practice qelsiqualls https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2368939121 they need to code by placing project number to charge level
provide the category
project number
breakout of the invoice by project
Maria completes top of coding sheet]]> 2022-11-03 18:10:07 UTC https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2368939121 Step 5: Programs/Project team returns coding sheet and invoice to Maria qelsiqualls https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2368942063 with items listed in Step 4 populated
they add all of their information to the coding sheet
Maria populates the top portion
Programs populates the middle section and signs the doc]]> 2022-11-03 18:12:10 UTC https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2368942063 Step 6: Review the header and totals on coding to ensure information hasn't changed qelsiqualls https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2368950298 Go back to Programs to resolve ]]> 2022-11-03 18:18:03 UTC https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2368950298 Step 7: Print it to PDF the coding sheet qelsiqualls https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2368955633 Invoice total
Header total
Coding sheet match]]> 2022-11-03 18:21:44 UTC https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2368955633 Step 8: Drag coding to invoice as one pdf qelsiqualls https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2368956653 Folder for each project]]> 2022-11-03 18:22:31 UTC https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2368956653 Step 9: Stamp the pdf in Adobe as reviewed qelsiqualls https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2368957948 2022-11-03 18:23:26 UTC https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2368957948 Step 9: Put them all together in a folder and email all of the invoices in that folder to AP at EOD qelsiqualls https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2368959476 send to accountspayable@westat.com]]> 2022-11-03 18:24:34 UTC https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2368959476 Additional questions qelsiqualls https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2369009339 Maria does not receive W-9s
Contract Administrator receives W-9.
Only receives W-9 once in awhile
If AP asks, she directs to CA - tries not to make BAU in the event wrong document is sent but can do if it is absolutely necessary to be done.

It is the CAs job to push W-9
She cannot see subcontractor but she can see consultant
Decided a long time ago that it was not Maria responsibility

Told not to send zip send regular.  Is not aware of naming convention to send to AP.  If there is a naming convention, they need to know.  Used to be SWAP number, name, date of invoice.  Nancy planning to have a separate meeting for naming conventions.  Would like to know pretty soon.

Do not like...sometimes paperwork is completed but they don't work.  Sending W-9 with invoice because they know they are working.  Directed by AP...
Maybe challenges due to person who enters W-9 is not the same person who enters invoice.

Programs may be pulling an old sheet and it may make it past Maria's QC step. Maria would like a DocuSign check. that way they can only sign what she sends.]]> 2022-11-03 19:00:21 UTC https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2369009339 Annual Performance Review nancyhartman https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2396981418 2022-11-24 15:07:27 UTC https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2396981418 Modifications nancyhartman https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2396981856 Unilateral
Bi-lateral]]> 2022-11-24 15:07:56 UTC https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2396981856 Invoice Processing & Approvals nancyhartman https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2396982696 Subcontract administrator gets invoice

Forwards invoice to program for review/approval
    If yes, moves forward
     If no-returns to sub-contractors
]]> 2022-11-24 15:08:48 UTC https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2396982696 Final Closeout & Performance Review nancyhartman https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2396985552 2022-11-24 15:11:53 UTC https://padlet.com/OPS_processes/wp69v7m3er6izlg/wish/2396985552