[Lately I've been brainstorming about how and why a certain government agency should pay money in exchange for the IT services that the company I work for provides. After a couple weeks of research, extensive editing, heated debates with co-workers, late nights, and so on, I think I finally figured out that it's best told as a semi-humorous story with four characters: a scientist, a government agency, a panel, and Company Awesome.]Scientist: Dear Uncle Sam: I've got a great research idea. I'm pretty sure I can improve our understanding of how cancer works. But I'm in a bit of a bind. I've got no money, and I need some new resources. I could use some microscopes, laboratory equipment, access to some animal specimens... that sort of thing. Can you help me out?
Government agency: Stop calling us Uncle Sam. It's too patronizing.
Scientist: Oh. Sorry. I didn't mean--
Government agency: Kidding, kidding! Gets 'em every time. Of course we'll help you. Naturally, you understand you can't just waltz in and expect us to give you the mullah. Here, fill out this application. We'll look it over and decide whether it's worth the investment.
Scientist: Okay. Done. Now what?
Government agency: Send it to us electronically, and we'll convene a panel to review it.
Scientist: Cool beans. There. Just sent it. Stay in touch, okay? Later!
Government agency: Hasta luego! Okay, panel. What do you think? Should we give her the dough?
Panel: Hmm. Not so sure. This is a pretty sophisticated grant, and she's asking for a lot of money. We need some time to review it.
Government agency: Ooo. Problem. We've received a few thousand other grants, and we need to review them in a very unreasonable period of time. Is there any way you could speed things along?
Panel: Why, certainly! Anything for you. Maybe we could also pour you some tea? Give you a foot massage? Riiiiight. Listen pal, we can't just go lightning speed because you and Mr. President decided to spend billions on research. We've gotta go through a few cycles, collect comments, resolve conflicting opinions, make sure the human subjects are well protected. Tax payer dollars are at stake here, and lives too. It's not very smart to just breeze through this sucker, now is it? We'll keep you updated on our status through the grants management web site.
Government agency: Ahhhh, raspberries. Alright, then. So we'll see your results tomorrow?
Panel: Very funny. How about a month? Keep it real, homey.
Government agency: You... too, I guess? Don't get too hung up on those scientific hypotheses.
[some days later]
Government agency: Good grief. I wish our website had some better features for displaying the status of all our grant applications under review. If only we had a dashboard view of things, including a map or something that displays geographically all the scientists who've requested money. And I'd die for a status bar showing where their application is in the pipeline. Then I could click a button and generate a report for the director without having to create my own spreadsheet. And it's pretty annoying that every one of our divisions and offices maintains and processes their grants differently. Can't we all just get along and use one standard series of steps? Like, one seamless workflow that everyone follows? Not to whine or anything, but woe is we. Maybe one day a daring IT contractor will come along and do that for us.
Company Awesome: Now is the time to save the day! A contractor's gotta do what a contractor's gotta do.
Government agency: Who in the name of Carl Sagan are you? And how did you get past security?
Company Awesome: Don't worry about it. We develop software applications and web-based biomedical grants management systems for clinical researchers and administrative agencies. And we do it faster, cheaper, and better than everyone else.
Government agency: Oh, brilliant opening. Pompous and overconfident. Stop wasting my time and get out of our office.
Company Awesome: Okay. Cool. We'll leave. By the way, if we were you, we wouldn't keep developing our applications in total isolation from one another and ultimately causing ourselves steeper maintenance costs, data redundancy, and pointless duplication of manual labor down the line.
Government agency: *sigh* You talk the talk, I'll give you that. Alright, we'll listen. What do you have to offer?
Company Awesome: Look, we know you've got a bunch of information systems that need to exchange data with each other, but right now they barely interact at all. You need to support scientists all over the country with critical resources, but that takes a lot of tedious documentation, financial reporting, analysis, processing, and evaluation of mountains of data, which may or may not be accurate in the first place. You should be able to manage data and reports without having to think. Also, you want to develop software tools tailored to the context in which your staff works, but it's hard finding a contractor who understands grants management through and through. You don't want to spend loads of time and money bringing contractors up to speed on how you and your people operate on a daily basis. And--
Government agency: Yeah, yeah, tell me something I don't know. This is all public knowledge. Now what makes YOU so different from the other wise crack contractors?
Company Awesome: We were just getting there. See, we're not just experts in technology. We're experts in science--specifically, the science you guys do. We've worked with grants for years now, and we actually know (and currently work with) many of the people you talk to every day. That means it's a lot less expensive for us to come and design software for you, since we're already aware of most of your challenges, pain points, audience expectations, and all that jazz. So documenting your current operations won't take long. Also, we have an approach that considers all your current and future systems in relation to each other. In other words, we take a step back and look at whether your systems are using the same data, code, etc., in more than one place. We can then identify opportunities to create resources once and reuse them multiple times across all your systems, thereby reducing maintenance costs. That means you can spend money on things that matter--like designing user-friendly tools that help your staff focus on doing their job, and not on troubleshooting.
Government agency: Okay, I'm intrigued. But there are some things you overlooked. We also have to comply with--
Company Awesome: Yeah, we know. Other agencies like HHS created a handful of useful "frameworks" and "guidelines" for systems development and IT acquisition, and you need to follow those guidelines to be compliant with broader federal directives. But more importantly, you've invested in standardizing your software development process, and it's about time you see some bottom-line benefits. Well, we can help with all that stuff. We--
Government agency: Ooo, yes, tell us more about your software development process. Is it mature? Can you support our current environment, but eventually enhance it without causing lots of overhead? Can you reuse the tools we're already using? If so, how?
Company Awesome: Yes, yes, and no.
Government agency: Yes, yes, and no?
Company Awesome: Yes, yes, and no.
Government agency: Stop doing that.
Company Awesome: Sorry. It's just that, well, our processes are indeed mature (we've been doing software development for a while now), and we can bring change to your environment, just as we've done for many clients before. But quite frankly we don't want to use the tools you're currently using. I mean, we certainly have the expertise to do so, and we'll do it for as long as necessary. Nonetheless we'd like to sit down and hold a "come to Jesus" talk, because the bottom line is that you're using outdated tools, and they're actually costing you money in the long run. We'd like to recommend some better tools that aren't very expensive, and we'll work with you to take an objective, quantifiable approach to selecting the ones that will bring you the most value.
Government: Hmmm. That's a risky suggestion. Not sure I like it. Interesting idea, though. Now what about transparency? While you guys are spending our money, how are you going to make sure we can easily track and measure progress throughout the entire contract?
Company Awesome: Good question. What we do is set up a collaboration web site where both you and our project staff can work together on creating, reviewing, and approving documents. On top of that, we can customize the web site to display a bunch of key metrics, such as budget and schedule variance. That way, you get a snapshot of current operations at any given moment during the project, resulting in top-notch control and oversight.
Government agency: I get it. I have to say, you guys might have a shot. But you know we can't just give you the award. We've got to be fair and see what other contractors propose.
Company Awesome: Hey, no worries, we understand. Just keep us posted.
[some weeks later]
Panel: Hey, what's happenin'?
Government agency: Oh, just wading through a sea of grant information, that's all. What do you want?
Panel: Guess what? We're done!
Government agency: (mutters) Finally. (puts on more polite tone) Fabulous! So then, what do you think?
Panel: We think this chick has a good plan. Let's give her a million dollars.
Government agency: Okay by me. Thanks, panel! Now move along and review some other grants.
Panel: Hold your horses. We cannot stress enough that she needs to---
Government agency: Yeah, yeah, we know. This is our job, isn't it? She has to send us progress reports on a monthly and annual basis, tell us how she's been spending her money...blah, blah, blah. We got it.
Panel: Just checkin.' Wouldn't be doin' my job if I didn't.
Government agency: That's nice. Now go away. Okay, now to call the scientist. [dials a number] Hello, Mrs. Scientist? You there?
Scientist: Yes, of course I'm here, I'm not deaf. What do you want?
Government agency: Well, we're calling to tell you about your grant, but we can call another time if..."
Scientist: Oh, Uncle Sam! So sorry, I thought you were someone else. What do I--
Government agency: Don't mention it. Per your grant application, you've been selected to receive a million dollars--
Scientist: Hot dog! I love you, I love you, I love you. I can't tell you what this--
Government agency: Chill, girlie. We're going to monitor your every move to make sure you spend the money well. So you need to send us bi-annual reports in XML and PDF formats describing your efforts. That way, we can apply scientific coding and export the data to other NIH systems for oversight and congressional reporting. You also need to send us cost spreadsheets for your subprojects so we can process everything properly.
Scientist: Holy crap. That sounds hard.
Government agency: Sort of. But it won't be for long. We think we might have found just the right contractor to help us simplify our systems and applications so that they're easier to use.
Scientist: Ha! That'll be the day.
Government agency: I know, but it may come sooner than you think. A contractor's gotta do what a contractor's gotta do.