by Matthew R. Jewell
When many hear the term “AI,” their thoughts go to some massive computer system that has all the answers. In reality, AI is an umbrella term that includes a variety of computer/software systems. Today, the most notable are Large Language Models (LLMs), such as ChatGPT. Not as well known, but in high use, are Robotic Process Automations (RPAs). While there are other AI tools performing facial recognition or producing songs, LLMs and RPAs have the potential for the most applicability to contracting and, therefore, adding to the contracting toolbox.
An LLM can assist contracting professionals in producing the many documents that make up a contract file. Through a series of questions and responses, or prompts, a properly trained or configured LLM can assist the contracting professional in writing just about any document.
With regard to RPAs, we already have an example in the contracting toolbox with the Determination of Responsibility Assistant (DORA) bot. Simply put, RPAs automate an existing process.
Much like other tools before them, AI tools reduce the toil and time associated with completing a task. In this regard, they are no different than Microsoft Excel or computer aided design (CAD). Not specific to a particular industry or profession, both assist those with knowledge, skill and ability in a particular field to complete their work more efficiently, with increased reliability and quality. These tools do not replace the user’s core competencies, rather, they enhance their abilities.
AI tools can generate something “new” or identify patterns that are not readily discernable to a human. Imminently useful across domains, these aspects are especially helpful to the contracting professional. With a properly trained or configured LLM and good prompt engineering, a contracting professional can produce a new product in a fraction of the current time required.
Note “new” is in quotations for a reason. While “generative,” specific to LLMs, these models utilize probabilities to identify the most likely next word. These probabilities are developed across thousands (or more) of documents on which they are trained. Based on the frequencies of word combinations, the AI tool develops these probabilities to predict the next most likely word. As a result, these tools correlate to the relevancy (or frequency) of word combinations; which may or may not be “correct” and are highly dependent on being trained appropriately.
For this reason, AI tools are not a panacea that will replace the business acumen and judgement of trained and experienced professionals. Poor training will lead to poor outputs. With that, due to relevancy issues, introduction of novel ideas can produce inappropriate responses. If there is nothing in an LLM’s training relevant to this novel idea, the tool can, at times, produce a response that is not applicable or founded in the source document(s); referred to as a hallucination.
The most valuable resource available to the contracting professional is time. We are constantly asked to shorten timelines. Unfortunately, trying to do the same activities, just faster, leads to increased stress, lower morale and poorer products. On the other hand, taking weeks for market research or months to write a statement of work (SOW) is not sustainable either. Use of both LLMs and RPAs to assist the contracting professional will give back time for better uses.
This returned time will give the contracting professional the opportunity to execute a higher quality product. Improved market research will lead to improved overall strategies. Less time spent writing the SOW will create time that can be devoted to earlier or more often industry engagement; which leads to a better overall requirement; which gets a better service for, or a better product in the hands of the warfighter. Less time spent slogging through hundreds of pages of proposals or thousands of line items on a bill of materials will allow for improved evaluations and better preparation for negotiations, which leads to better decisions and cost savings, respectively.
AI tools are not a silver bullet that will save thousands of man hours from complete, overarching processes. We have to think smaller, improving individual tasks. Even the most mundane RPA can reduce a specific contract specialist task from 30 minutes to 5 minutes—across dozens, or hundreds of contract specialists—producing significant overall time savings.
The most significant impact of AI tools is to aid contracting professionals in making decisions. Some examples of contracting officer decisions are:
Skills necessary to use AI tools:
AI tools are coming. Targeted correctly, they will save time, increase quality and ultimately provide better services and hardware to the warfighter. With any tool, it is about picking the right one for the job.
MATTHEW R. JEWELL serves as the chief of the Strategic Innovation Branch, and Army Contracting Command – Detroit Arsenal (ACC-DTA) Digital Contracting Capabilities Center of Excellence (DC3oE) Integrator. He is a DAWIA Certified Contracting Professional.