MGMT 254 Business Communication Business Proposal – First Draft

DEFENSE LOGISTICS AGENCY

DLA-HUNTSVILLE DLA-AVIATION, BLDG 5201 Martin Road 2nd Floor

Redstone Arsenal, AL. 35898

UNOFFICIAL USE ONLY

FOUO

DEFENSE LOGISTICS AGENCY HUNTSVILLE (DLA)

PROPOSED TRAINING DEPARTMENT

SUBMITTED TO:

DLA-Aviation Huntsville Management

PREPARED BY:

Christopher Butler, Contract Specialist

DLA-Aviation Huntsville

Prepared on: 06/21/2021

DEFENSE LOGISTICS AGENCY

DLA-HUNTSVILLE DLA-AVIATION, BLDG 5201 Martin Road 2nd Floor

Redstone Arsenal, AL. 35898

UNOFFICIAL USE ONLY

FOUO

Date: June 08, 2021

To: DLA Aviation Huntsville Management Team

SUBJECT: Proposed Training Department

Dear Leadership Team,

While working at DLA Aviation for the past five years, turnover of employees has become

routine due to reasons such as retirement, promotion, or even to try something new. Attrition

leads to new hires at DLA. A proper foundation is a key to personal success and overall

organizational success in the complex career field of contracting. When it comes to supporting

the warfighter, who is protecting all our freedoms, organizational success depends upon

efficiency and a well-trained workforce.

The enclosed proposal highlights the benefits of adding a training department for all new hires to

the organization and the Federal Government. The proposed training department will lay the

proper foundation of firm-fixed pricing contracting. Additionally, the training department will

provide training to the whole organization every week to help maintain DLA Uniform

Workforce Initiative for Acquisition (DUWIA) certification while keeping the workforce

prepared for the ever-changing contracting field. Thank you for your attention to this matter.

Should you have any questions concerning this proposal, please contact Christopher Butler,

Contract Specialist, via email at [email protected].

Sincerely,

Christopher Butler

Christopher Butler

Contract Specialist

DLA Aviation Huntsville

Team Blackhawk

DEFENSE LOGISTICS AGENCY

DLA-HUNTSVILLE DLA-AVIATION, BLDG 5201 Martin Road 2nd Floor

Redstone Arsenal, AL. 35898

UNOFFICIAL USE ONLY

FOUO

TABLE OF CONTENTS

Letter of Proposal……………………………………………………………………………. Pg. 1

Table of Contents……………………………………………………………………………...Pg. 2

Executive Summary……………………………………………………………………………Pg.3

Introduction…………………………………………………………………………………… Pg.4

Background, Problem, and Purpose……………………………………………………………Pg.4

Proposal, Plan, and Schedule………………………………………………………………… Pg.5

Staffing and Budget……………………………………………………………………………Pg.5

Conclusion……………………………………………………………………………………. Pg.6

References…………………………………………………………………………………….Pg.7

DEFENSE LOGISTICS AGENCY

DLA-HUNTSVILLE DLA-AVIATION, BLDG 5201 Martin Road 2nd Floor

Redstone Arsenal, AL. 35898

UNOFFICIAL USE ONLY

FOUO

Executive Summary

This proposal outlines the need for DLA Aviation Huntsville to implement a training department.

The training department will be highly beneficial to the originations and its ability to carry on

with the mission of supporting the warfighter, while upholding the morale of the team and

improving employee retention. Implementing a training department will give new employees to

DLA and the Federal Government a solid foundation in firm-fixed-price contracting. At the same

time, it prepares the organization to be in a proactive, not reactive mindset. Fifty-five percent of

individuals in the contracting field are within five years of retiring from service. The acquisition

process at DLA Huntsville is drastically different from other DLA organizations and more in

debt due to the types of products procured. Additionally, new employees are required to request

access to, and become proficient in and familiar with multiple systems to successfully perform

the duties assigned.

Without proper training and introduction to the world of spare part acquisitions, the entire

process can be daunting and complicated. Fifty-three percent of the DLA Huntsville new hires

are from non-procurement, private sector backgrounds. These new employees require organized

training to ensure success for themselves and the organization. The proposed training department

would utilize two existing employees, on a one-year rotational basis, which would require no

additional funding. DLA trainers would be responsible for the following:

• Retirement and benefits training (401K, TSP)

• Mandatory training completed and keeping them up to date (depending on experience)

• Continuous learning points training given to the whole organization 40 weeks per year

• Training on the acquisition process using the 180-day gated acquisition process

• Training on computer systems needed to complete procurements

• Overview training of the pre and post-award processes used at DLA Huntsville

The institution of an internal DLA training program would benefit all new employees to DLA and

Government contracting while providing a stable foundation and knowledge base to become an

effective, efficient employee contributing to supporting the warfighter. Additionally, the training

department would put DLA Huntsville at the forefront for preparing for the rising age of current

contracting professionals reaching the retirement age. A training department allows DLA to groom

the next generation of contracting professionals efficiently and effectively.

DEFENSE LOGISTICS AGENCY

DLA-HUNTSVILLE DLA-AVIATION, BLDG 5201 Martin Road 2nd Floor

Redstone Arsenal, AL. 35898

UNOFFICIAL USE ONLY

FOUO

Introduction

Propose DLA Aviation Huntsville add a training department for all new hires. A training department

would be beneficial to organizational success, providing new employees a proper foundation and

introduction to Government contracting. The knowledge is essential to mission success and long-term

retention and employee morale, while never losing sight of DLA’s motto of "Warfighter First."

Background, Problem, and Purpose

Due to DLA Huntsville's current organizational restructuring and staffing ramp-up, the need for an

appropriately trained and efficient workforce has never been more apparent. Additionally, according to

govexec.com, fifty-five percent of the current 1102 (contract specialists) workforce are within five years

of retirement (Buble, 2019). With this reduction in the contracting workforce on the horizon, there will be

a massive influx of new employees entering the Government requiring proper training and introduction to

contracting to maintain mission readiness. DLA Huntsville’s mission effectiveness has to ability to be

threatened due to employees becoming retire qualified. The below table will show the estimated number

of employees eligible for retirement for the next four fiscal years and the possible void that can be left.

• Estimated 33 employees eligible for retirement in the next four years.

The above table does not account for normal attrition for various reasons, such as promotions or

relocation. Another drawback to the aging workforce is the amount of experience that will be leaving. A

training department would benefit new hires to learn from experienced employees before individuals

separate from Federal Service.

An employee entering Government contracting at DLA Huntsville with no prior contracting experience

can find the whole process extremely overwhelming. As a contract specialist, one must request access to

twelve ARMY systems and learn the Federal Acquisition Regulation (FAR) and contracting process. In

addition, the employee is trying to earn DUWIA certification. Any individual not holding a DUWIA

DLA HUNTSVILLE

FY 2022

FY 2023

FY 2024

FY 2025

Total Employees

84

84

84

84

Eligible for Retirement

8

14

6

5

Possible Void Left

33

DEFENSE LOGISTICS AGENCY

DLA-HUNTSVILLE DLA-AVIATION, BLDG 5201 Martin Road 2nd Floor

Redstone Arsenal, AL. 35898

UNOFFICIAL USE ONLY

FOUO

certification after twenty-four months of employment can be removed from Federal Service. The DUWIA

certification is mandatory for all 1102 contract specialists. The current training process involves using

Standard Operation Procedures (SOPs), screenshots, and interactions with fellow employees to learn the

procurement process. The problem with this method is taking employees away from their workload to

help train the new team member, which hampers productivity and effectiveness. This lack of training

leads to employees leaving the organization, resulting in decreasing retention rates. Loss of employees

leads to overworking existing employees, decreasing morale.

The purpose of the proposed DLA training team would be to introduce new employees to Government

contracting and the processes and procedures necessary to start acquisitions at DLA, while, producing a

skilled workforce with long-term retention.

Proposal, Plan, and Schedule

The proposed implementation of a training department for new employees to the organization. New hires

would be assigned to the training team to process and train for ninety or one hundred twenty days. The

time frame is determined by the employee's prior experience with Government acquisitions. During the

in-processing and training period, the training department would complete the following:

• Training and enrollment in the thrift savings plan (TSP)

• Introduction to and enrollment in the Federal Benefits package

• Request access and training on all required procurement systems needed to complete a

Government Acquisition

• Acquisition acronyms

• Quiz to identify the parts of the FAR

• The completion of all mandatory local and industry-mandated training (i.e., cybersecurity, ethics,

sexual harassment)

• Walkthrough of the delivery order, planning, and solicitation phases of the procurement process

• Training of Pre and Post-award procedures and processes (needed prior team assignment)

• Introduction to the DLA Huntsville 180-day gated procurement process

• Training on Workflow Management Tool (WMT)

• The completion of all prerequisites and coursework for DUWIA certification, along with

registration for in-seat classes (based on contracting experience)

Upon completion of training employees will become eligible for assignment to a department and

supervisor with the general knowledge and understanding of the Government procurement process.

Additionally, the employee is well along on the path to contracting certification.

DEFENSE LOGISTICS AGENCY

DLA-HUNTSVILLE DLA-AVIATION, BLDG 5201 Martin Road 2nd Floor

Redstone Arsenal, AL. 35898

UNOFFICIAL USE ONLY

FOUO

Staffing and Budget

Staffing for the proposed training department would come from within the origination, using two veteran

contract specialists on a one-year rotational basis. Rotating trainers allows for training opportunities for

multiple employees while keeping training up to date.

Potential Trainers Requirements

• Warranted Contracting Officer

• DUWIA level three Certified

• Five years of contracting experience

• Proficient skills in all contracts writing systems at DLA Huntsville

• WMT Certified

• General Schedule (GS) level 12 or 13

All employees assigned to the training department will maintain a sixty percent workload preventing a

drop-off in production. Additional duties of trainers are to provide one-hour weekly training 40 weeks per

year to the entire organization to help the organization meet the required eighty CLPs needed every two

years to maintain certification in the acquisition and contracting field. With the addition of a training

department staffed from within, there would be no negative budgetary impact. Additionally, while

employees are assigned to the training department, it would afford cross-training opportunities for

existing employees to fill spots vacated by the employees assigned to the training department.

Conclusion

Implementation of a training department at DLA Aviation would be instrumental in retaining employees.

In addition to increasing retention, the training department will prepare the next generation of contract

specialists before the expected exodus of retirement eligible employees. It will afford them the proper

foundation and initial understanding needed to become productive contract specialists. It is critical to be

proactive, not reactive, when it comes to training and grooming new employees. A well-trained, happy

employee is a productive employee who will help push the organization into the future and maintain a

mission redness and effectiveness in supporting the nation’s warfighter.

DEFENSE LOGISTICS AGENCY

DLA-HUNTSVILLE DLA-AVIATION, BLDG 5201 Martin Road 2nd Floor

Redstone Arsenal, AL. 35898

UNOFFICIAL USE ONLY

FOUO

References

Buble, C. (2019, August 30). The Aging Federal Workforce Need "New Blood." Retrieved June 05, 2021,

from Government Executive .com: https://www.govexec.com/workforce/2019/08/aging-federal-

workforce-needs-new-blood-experts-say/159585/

Butler, C. (2021).

Guffey, M. E., & Loewy, D. (2018). Essentials of Business Communication (Vol. 11e). Boston, Ma:

Cengage Learning US.

Katz, E. (2018, June 18). The Federal Agencies Where the most Employees are Eligible to Retire.

Retrieved June 06, 2021, from Government Executive .com: https://www.govexec.com/pay-

benefits/2018/06/federal-agencies-where-most-employees-are-eligible-retire/149091/