In the complex world of federal acquisition, effective communication needs to be more than just a best practice—it’s a necessity.
We spoke with Gail Guseman, Specialist Leader in Supply Chain and Network Operations at Deloitte, an Appian partner. Her insights highlight how clear and consistent communication is critical in ensuring that requirements are accurately understood, timelines are adhered to, and stakeholders remain engaged throughout the procurement process. Poor communication can lead to misaligned expectations, extended timelines, and a lack of transparency, all of which can severely disrupt acquisition efforts.
Communication challenges
There are many stakeholders involved in federal acquisition, and they need to collaborate effectively. But communication often falters at several critical points:
Understanding actionable requirements. Translating customer needs into precise, actionable requirements can be challenging. Misinterpretations can lead to numerous revisions and delays, complicating the procurement process.
Perceptions of a longer contracting process. The procurement action lead time (PALT) is the period from requirement acceptance to contract completion. The extensive back-and-forth before finalizing requirements makes this process seem even longer, frustrating stakeholders.
Lack of transparency. Once requirements are submitted, customers often feel left out of the loop, leading to a perception that their needs are being ignored or mishandled. This decreases trust and slows down the process.
Interested in learning more about modernizing government acquisition? Watch this panel with Deloitte for further insights:
Bridging the gap with standardized data protocols
A significant communication issue is that departments and systems use different terminology, leading to incompatibility. To address this communication challenge, Guseman emphasizes the importance of standardized data protocols. Two key standards have been particularly transformative at defense agencies:
Purchase Request Data Standard (PRDS)
Procurement Data Standard (PDS)
These standards provide a common language for different teams. They facilitate smoother interactions and reduce the chance of miscommunication. Guseman recommends adopting similar standards across the government.
Real-world application: Implementing effective communication strategies
Federal agencies looking to improve communication in their acquisition processes can benefit from the following steps:
Establish clear protocols. Develop and implement clear communication protocols that include templates and checklists to ensure consistency in capturing and communicating requirements.
Foster transparency. Create systems that provide stakeholders with visibility into the progress of their requirements. Real-time updates and status tracking can help mitigate delays and reduce the feeling of being left in the dark.
Train for standardization. Offer training programs to familiarize teams with data standards and their practical applications.
How Appian increases efficiency in government procurement
Effective communication and transparency are critical for federal acquisition success, yet many agencies struggle with fragmented data and siloed processes. Appian Government Acquisition solutions integrate and augment existing systems without costly migration or replacement efforts.
Developed on the Appian Platform for the specific needs of government procurement, the solutions automate manual processes end to end, accelerate workflows, reduce errors and lead time, and free up employees to focus on more strategic tasks.
They’re easy to configure and integrate with legacy systems, and they use technologies such as robotic process automation, intelligent document processing (IDP), and artificial intelligence (AI) for secure data storage and seamless data access. Here are some of the benefits Appian Government Acquisition solutions provide:
Consistency and standardization. Appian provides templates and workflows that align with data standards, ensuring accuracy and consistency.
Enhanced visibility. The Appian Platform offers comprehensive tracking and reporting, allowing stakeholders to monitor the progress of their procurement activities at every stage.
Unified enterprise data. Appian’s data fabric integrates disparate data sources, enabling secure and easy access to a 360-degree view of your organization. This approach, praised by experts, enhances transparency and collaboration across departments.
User-friendly interface. The Appian Platform’s low-code architecture supports quick adaptation and ease of use, making it simpler for teams to comply with new standards and workflows and maintain productivity.
You’ll gain insight into:
The role of innovative technologies like AI
Attracting new talent
Important steps for successful implementation of modern systems
How to increase system adoption
