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1
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Procurement Staff Meetings

Commerce Business Environment Convergence for
Implementation The beginning of an
evolution Linking Procurement, Program and Finance
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Terms and acronyms

• System definitions
• ORSI Acronym for Obligation and Requisition
  Standard Interface which connects C.Request, CFS
  and CSTARS, creating procurement and financial
  processing electronic support.
• TIBCO The formal name for the ORSI middle ware
  (software)
• CFS Acronym for Commerce Financial System
• C.Request The web-based requisitioning system
• CSTARS Acronym for Commerce Standard
  Acquisition and Report Systems, the current
  client-server acquisition production system
• CSPS Acronym for Commerce Small Purchase
  System, part of CFS, and currently used by Census

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Terms and acronyms (cont.)

• Process and role definitions
• Go-live The ORSI cutover date when all systems
  will be connected operationally.
• Deployment ORSI preparation activities and
  launch which include the Go-live date.
• CD435 the printed commerce form titled
  Procurement Request that is eliminated with
  ORSI deployment
• Requisitioner A person who historically prepared
  CD435s
• Reviewer/Approver A person who historically
  checked and okayed prepared CD435s.
• Business Broker The Procurement representative
  who works with Program Mangers and Acquisition
  Teams to plan complex acquisitions before the
  development of the requisitions.
• Cross-servicing The use of another bureaus
  Procurement Office and acquisition processing
  systems and services.

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Agenda
ORSI technology with common business processes
and standardized data take the acquisition
business to the next level.

• The big picture
• Acquisition staff direct benefits
• The new electronic requisition process
• Acquisition processing differences between today
  and tomorrow
• Acquisition staff roles responsibilities
• 07 processing before Go-live
• Working with Requisitioners
• Get ready for Go-live
• How you can help your everyone make the
  transition
• How to get training

C.Request
CFS
ORSI
BPR Data Standardization
CSTARS
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Acquisition staff benefits

• Increases requisition completeness
• Reduces paper processing dramatically
• Supporting documents assembled and attached
  electronically to create a complete Requisition
  Package
• Tracking of requisitions electronic approvals for
  certifying and approving officials
• Requisition packages are submitted electronically
  to Procurement Office
• Eliminates rework and increases requisition
  accuracy
• Eliminates double keying of requisition and
  obligation document data
• Eliminates manual obligation work to increases
  financial accuracy
• Increases early involvement by Procurement to
  support acquisition planning
• Eliminates invalid ACCS codes before they get to
  the Acquisition staff
• Improves FAR and CAR compliance through common
  business processes
• Increases ability to communicate with
  Requisitioners
• Near real-time status action tracking from
  Requisitioner desk tops
• Automates consistent feedback and updates from
  CSTARS to C.Request
• Increases accuracy and completeness of financial
  (CBS) and acquisition (CBE) data warehouse
  reports

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The electronic requisition process
3. Electronically routes requisition for internal
approvals and funding

• Requisitioner enters requisition data into
  C.Request

Budget Liaison
2. Attaches notes and supporting documents to
create a requisition package and selects
review/approval routing
Program Management
Budget/Finance
4. The requisition proceeds electronically, as
needed, for external approvals
Legal
CIO
5. Requisitioner uses C.Request COMMIT. CFS
confirms valid ACCS, and establishes requisition
record. Requisition data is locked.
6. Requisitioner uses C.Request SUBMIT to
transfer the requisition package electronically
to the Procurement Office
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What is the difference between processing an
acquisition today vs. after ORSI Go-live?
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Procurement Office impacts

• All FY07 requisitions will be received
  electronically into CSTARS
• Customers, NOT Procurement, must complete all
  requisitions using C.Request
• Paper CD435s will not be accepted after ORSI
  Go-live
• All requisition approvals are electronic, not
  paper based
• Supporting documents should be submitted
  electronically WITH the requisition
• Orders against existing contracts can be
  processed as well
• Acquisition staff will interact using this
  language
• A C. Request customer requisition becomes a
  CSTARS purchase request.
• A requisition package is the C.Request
  requisition plus all supporting documents
  assembled electronically.
• Requisitioners Commit in C.Request to confirm
  that the ACCS codes are valid within CFS.
• To send the requisition package to the
  Procurement Office after it is approved (and the
  ACCS is validated), Requisitioners will Submit
  in C.Request.
• Note Budget offices will continue to verify that
  ACCS codes are accurate for the purchasing
  organization.

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Procurement Office impacts

• Acquisition staff can verify Reviewer/approval
  status
• Requisition routing and approvals are transmitted
  to CSTARS
• Acquisition staff is relieved of update emails
  and phone calls
• CSTARS major milestone update messages pass
  automatically to C.Request to keep Requisitioners
  up to date.
• Acquisition staff uses the CSTARS Obligate
  function to set the award in CFS
• Eliminates manual obligation process
• Once obligated, an award modification is used
  change award data
• May affect FPDS-NG reporting capabilities
• Acquisition staff should attend training
• Learn process workflow and new CSTARS
  functionality
• Brush up on existing CSTARS functionality

The challenge is to change old habits,
especially reliance on paper processing!
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If Requisitioners have C.Request on Sept. 25,
they will start using it for 07 requisitions

• Advantages
• Maintains status updating capability
• Minimizes verification errors and complications

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If C.Request is not available to Requisitioners
on Sept. 25 for 07

• Requisitions will be created using current
  processes.
• These legacy documents will not be linked
  electronically to CSTARS because they were not
  created in C.Request.
• This means that
• No automatic status updates through C.Request
• Procurement staff must re-key requisition data
  into CSTARS for purchase request, solicitation
  and award processing.

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ORSI information contacts and resources

• Please contact your bureau ORSI implementation
  coordinator for training schedules and
  communications support
• Census Peter Sefton (douglas.p.sefton_at_census.gov
  )
• NOAA John Abbott (john.j.abbott_at_noaa.gov)
• OS - Crystal Davis (cdavis2_at_doc.gov)
• NIST Pat Grimes (patricia.grimes_at_nist.gov)or
  Debbie Turner (deborah.turner_at_nist.gov)
• ORSI Communications Support Team or ORSI
  Communications Support.
• Tom Cochran (tcochran_at_doc.gov)
• Jerry Rorstrom Lee (jrorstrom_at_doc.gov)
• Dorine Andrews (dandrews_at_rwd.com)
• Web site http//oamweb.osec.doc.gov, click-on
  ORSI Information (available October 1, 2006).
• need to add bureau websites and help desk
  numbers

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Refreshing the Business Broker role

• A Business Broker is the Procurement
  representative who works with Program Mangers and
  Acquisition Teams to plan complex acquisitions
  before the development of the requisitions.
• Key features
• Procurement representative is a full member of
  the Acquisition Team
• No more Berlin wall between the organizations
• Creates a win-win situation for everyone!

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Business Broker role why the emphasis now?

• ORSI technology enables
• Easier, more consistent communications and
  information sharing
• Frees Procurement staff from clerical work
• Procurement staff have found this role delivers
  promised benefits, especially on large complex
  acquisitions
• BPR Data Standardization new common planning
  process provides a guide to this partnership
  relationship and work.
• Consolidating small acquisitions through joint
  analysis and planning creates strategic sourcing
  opportunities for increasing savings and quality.
• Information access and capacity to engage enables
  us to move from good concept to reality.

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What are the benefits of partnering with Program
Management for acquisition planning?

• You get
• Less requisition rework after submission to
  Procurement because of planning errors, not
  following regulations, or missing information
• Minimized administrative costs and maximized
  contract cost avoidance

• Increased consistency and quality of acquisition
  plans across Program Managers
• Informed decision-making by exploring all
  alternatives and best practices before proceeding

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What Program Managers will expect from you, the
Business Broker

• Meet with Program Managers, periodically, to
• Understand and anticipate program acquisition
  needs and budget constraints/opportunities
• Identify potential unanticipated situations
  that may require emergency actions
• Acquire the right solution at the right time to
  solve the problem
• Advise Program Managers on contracting vehicle
  alternatives
• Increase options before you move develop the
  requisition
• Coach Program Managers in writing requirements
• Give them flexibility and the greatest
  competitive opportunity for the best value
• Create performance-based services requirements
• Help with complex acquisitions,
• Create acquisition milestone plans that are
  realistic and achievable
• Conduct early market research to increase or
  target their solution options
• Help consolidate many small acquisitions into
  larger contracts
• Take advantage of strategic sourcing
  opportunities
• Save customers money and deliver a better value
• Mitigate frustrations with solid communications
  and act responsively
• Everyone is on the same page before you
  receive the requisition
• Work collaboratively to get customers the best
  value and solution.

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What you can expect from Program Managers

• Program Managers should reach out to you early in
  the process
• NO planning reports thrown over the wall
• Program Managers should accept you, the
  Procurement representative, as their agent in the
  marketplace
• For complex acquisitions,
• Program Managers should form an Acquisition Team
  early and include you, the Procurement
  representative, as an active, full team member
  from the start

• Once there is a contract, the COR/COTR should
  ask you to facilitate a contract kick-off
  meeting and together develop a work plan with the
  contractor, especially when
• There are multiple tasks and people involved
• There are performance standards that must be met
• There is more than one deliverable during the
  performance period
• Schedule is critical
• The CO thinks its important to contract success

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Get ready for ORSI Go-live!

• Get trained in CSTARS
• Learn its full capabilities as well as the new
  integration with CFS and C.Request
• Hold meetings to create and document practices to
  handle non-standard situations after Go-live such
  as these
• A Requisitioner
• submits a paper CD435
• submits an electronic requisition, but does not
  attach the necessary supporting documents
• submits a requisition missing one or more
  approvals
• asks you to use C.Request to create a Requisition
• Handling legacy documents
• Obligation via CFS is rejected for invalid ACCS
• Meet with your regular customers to
• Review process and practice for requisition
  submissions
• Develop an Office plan for taking on the Business
  Broker role in a serious manner
• Use the BPR Data Standardization Project
  Process Design (1.1 Plan the Acquisition) to
  guide your work
• Reward those who jump on board, perform well,
  reinforce processes, and help others

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Planned next steps

• Work with Procurement offices to develop model
  office areas
• (October, 2006 April, 2007)
• Provide a proving ground for continuous
  improvement
• Leverage and integrate CSTARS technology into
  common processes
• Develop and test performance metrics

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ORSI information contacts and resources

• Please contact your bureau ORSI implementation
  coordinator for training schedules and
  communications support
• Census Peter Sefton (douglas.p.sefton_at_census.gov
  )
• NOAA John Abbott (john.j.abbott_at_noaa.gov)
• OS - Crystal Davis (cdavis2_at_doc.gov)
• NIST Pat Grimes (patricia.grimes_at_nist.gov)or
  Debbie Turner (deborah.turner_at_nist.gov)
• ORSI Communications Support Team or ORSI
  Communications Support.
• Tom Cochran (tcochran_at_doc.gov)
• Jerry Rorstrom Lee (jrorstrom_at_doc.gov)
• Dorine Andrews (dandrews_at_rwd.com)
• Web site http//oamweb.osec.doc.gov, click-on
  ORSI Information (available October 1, 2006).
• need to add bureau websites and help desk
  numbers

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Questions?
Lets work together to create an environment
where change is welcomed, not resisted!