Listening Instructions

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Listening Instructions

• Click the play button on the control panel to
  listen to the complete audio presentation
• Click the play button next to any slide to listen
  to the audio for just that slide
• Click on the screen to view enlarged slides
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  text next to the thumbnail slide

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Instructions for live presentation

• To print the accompanying script
• FilegtPrint
• Print what field. Select Notes Pages from
  menu
• Click-on okay button
• Review all slides.
• Customize slides as needed.
• Refer for Communications Package word document
  for preparation, meeting, and post meeting
  checklist and materials.
• Delete this slide before presentation.

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Requisitioner Open Forum 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 that connects technology to
  provide 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 Managers and Acquisition
  Teams. For example, a Business Broker helps plan
  complex acquisitions before requisitions are
  created.
• 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
• Requisitioner direct benefits
• The new electronic process
• Differences between today and tomorrow
• Requisitioner roles responsibilities
• 07 processing before Go-live
• Working with Procurement
• Get ready for Go-live
• How to sign up for training

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Requisitioner benefits

• Increases speed of requisition processing and
  reduces paper processing
• Electronic requisitions no more paper CD435s
• Electronic approver/reviewer selection and
  instantaneous routing
• Supporting documents assembled and attached
  electronically
• Electronic approvals for requisition certifying
  and approving officials
• Electronic requisition submit to Procurement
  Office
• Eliminates rework and increases requisition
  accuracy
• Reduces double keying (requisition and obligation
  document data)
• Increases financial accuracy and cleaner data
• Increases early involvement by Procurement to
  support planning
• Eliminates invalid ACCS codes
• Improves FAR and CAR compliance through common
  business processes
• Increases ability to manage requisition process
• Near real-time status action tracking from desk
  top
• Automated and consistent feedback and updates
  from Procurement Office
• 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

1. 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
requisitions today vs. after ORSI Go-live?
Bureau Today ORSI Go-live Go-live Functionality 
Census CSPS C.Request CSPS CSPS Route, Approve C.Request Create, Commit Submit
NIST CSTARS (Manual Commit) C.Request C.Request Create, Route, Approve, Commit and Submit Requisitions
NOAA Manual C.Request C.Request Create, Route, Approve, Commit and Submit Requisitions
OS Manual C.Request C.Request Create, Route, Approve, Commit and Submit Requisitions
Cross Servicing Manual Depends upon receiving bureau Common data and system allows any bureau to cross service
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Requisitioner roles and responsibilities

• Requisitioners must use C.Request on all FY07
  requisitions
• Customers, NOT Procurement, must complete all
  requisitions
• Paper CD435s will not be accepted by the
  Procurement office
• Supporting documents should be attached and
  submitted electronically with the requisition
• Orders against existing contracts can be
  processed as well
• Requisitioners will speak this standard 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.
• The ACCS is the Accounting Classifications Code
  Structure, the financial codes found on the old
  CD435.
• To confirm that the ACCS codes are valid within
  CFS, Requisitioners Commit in C.Request.
• 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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Requisitioner roles and responsibilities
(continued)

• Requisitioners must use electronic routing for
  reviews and approvals
• Send out the requisition package electronically
• Routing can be linear, simultaneous or a
  combination
• Requisitioners will select Reviewers/approvers
  from automated lists
• User profiles contain contact information
• Back-ups can be assigned to cover for vacations
  and other absences
• Names can be selected individually or in
  predefined groups
• Requisitioners will track Reviewer/approver
  status automatically
• No more paper lost on someones desk for days
• No more I didnt get a copy
• Requisitioners will track an acquisition through
  its life cycle automatically
• Messages on receipt and acceptability of
  requisition by Procurement Office
• Automatic status updates from CSTARS to C.Request
  on key milestones
• Requisitioners must attend training
• Learn both process and system
• Before they are allowed to use C.Request.

It is a challenge to change old habits,
especially reliance on paper processing!
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For 07 Requisitions before Go-live

• Create requisitions using your current process.
• 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
• Your Procurement Office must re-key requisition
  data into CSTARS for purchase request,
  solicitation and award processing.

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Introducing the Business Broker role

• Your Business Broker is the Procurement
  representative who works with Program Managers
  and Acquisition Teams.
• For example, he/she helps plan complex
  acquisitions before requisitions are created
• Key features
• 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 now?

• ORSI technology enables
• Easier, more consistent communications and
  information access and sharing
• Frees Procurement staff from clerical work
• Requisitioners have found this role delivers
  promised benefits, especially on large complex
  acquisitions
• New common planning process provides a guide to
  this partnership relationship and work
• Increased need to consolidate small acquisitions
  through joint analysis and planning to increase
  purchasing power

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Working with the Procurement Office will be easier

• You, as a requisitioner, can expect
• Less requisition rework after submission to
  Procurement.
• More accurate and complete information from
  Program managers when you start to develop
  requisitions.
• Increased job satisfaction.

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What will your Procurement representative expect
from you, the Requisitioner?

• Before submission to Procurement,
• All approvals must be completed electronically
• ACCS codes are validated electronically
• Supporting documents, are attached
  electronically
• NO paper CD435s
• More effort on your part to work with Program
  Managers to consolidate small acquisitions
• Self-tracking through status checking using
  C.Request capabilities

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What can Requisitioners expect from their
Procurement representatives

• A better understanding of your bureaus
  purchasing needs
• Procurement representatives and Requisitioners
  are members of the Acquisition Team from the
  beginning
• Advice on contracting vehicle alternatives
• Increase options before developing the
  requisition
• Coaching in writing requirements that
• Result in performance-based services
• Help with complex acquisition needs
• Creating acquisition milestone plans that are
  realistic and achievable
• Conducting early market research to increase or
  target your solution options
• Help in consolidating many small acquisitions
  into larger contracts
• Take advantage of strategic sourcing
  opportunities
• Save money and deliver a better value
• Mitigate frustrations with solid communications
  and responsive actions
• You and your Procurement representative are on
  the same page before she/he receives the
  requisition

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Get ready for ORSI Go-live!

• Get trained! Get involved!
• Think about becoming a trainer.
• Think about becoming a super user, someone who
  helps other requisitions
• Practice!
• Make sure your end user profile is in the system
• Requisitioner user profiles with complete
  information
• Work with your supervisor to
• Figure out how to take advantage of the new
  C.Request system
• Raise questions!
• Listen for answers and share what you know
• Expect bumps along the way.
• There is no such thing as a smooth implementation
• Prepare yourself for a transition to the ORSI
  environment

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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).

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Thank you!
Lets work together to create an environment
where change is welcomed, not resisted !