# Presentation: 025320

## Instructions 

- To print the accompanying script
- File>Print
- “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.

## Procurement Staff  Meetings

- _Commerce Business Environment_
- Convergence for Implementation
*The beginning of an evolution*
*Linking Procurement, Program and Finance*

**Notes:**
Supporting script:
Introduce yourself and your role in the ORSI implementation.
Before we get started, let’s take care of a few housekeeping items:
The meeting will take about an hour to one and half hours
Let’s review meeting ‘rules for operation’ and how we will handle ‘questions and issues’ [review flip chart]
[Distribute the presentation handout].  I am distributing the presentation slides so you can make notes and have the information to share with your staff. 
I will send an electronic copy of the presentation to you at the end of the meeting if you gave me your email address on the sign-in sheet.

The purpose of today’s meeting is to orient and help you prepare for your organization’s transition to the new and enhanced acquisition processing ORSI technology.
These people, process and technology changes affect how:
We do requisitioning and accounting;
We review and approve requisitions; and 
We work with Requisitioners
We obligate funds 
Any questions before I begin? [record them on the easel board, then begin the presentation]

## 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

**Notes:**
Supporting script:
[Review these terms with the audience.]

## Terms and acronyms (con’t.)

**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 bureau’s Procurement Office and acquisition processing systems and services.

**Notes:**
Supporting script:
[review definitions on slide]
Go-live date for everyone but Census is October 16th.  Census is Oct. 31st.
Eventually, in a next phase the CSTARS will be replaced with a web-based system like C.Request.
We’ll be talking about most of these items during this presentation.

## Agenda

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

*C.Request*

*ORSI*

*CSTARS*

*CFS*

*BPR & Data*
*Standardization*

- 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

**Notes:**
Supporting script:
ORSI is the acronym for “Obligation and Requisition Standard Interface”
The ORSI project  brings changes to two existing systems -- Commerce Financial System-CFS and DOC’s acquisition production system-CSTARS – and introduces a third system—the web-based requisitioning system - C.Request.  
All three systems are now connected through this new communications interface called ORSI.  You may have heard the word TIBCO as well.  TIBCO is the formal name of the middle ware used for the ORSI interface.
These systems are supported with common business processes and data standards across the acquisition life cycle.  This life cycle begins with the customer defining a requirement for acquisition and ends with the archiving of the completed and closed contract.
ORSI implementation will touch the vast majority of DOC bureau employees.  Anyone who buys a product or service or helps manage the acquisition process to acquire it is touched.
As you can see from the agenda listed on the left side of the slide, we will cover everything from the “the big picture” to the “nuts and bolts” of what [your organization name] needs to do to successfully Go-live October 16th  with ORSI deployment (Census will Go-live 2 weeks later).

## 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

**Notes:**
Supporting Script
[Review slide.  Try to give some examples from your own or your organization’s experience to demonstrate the benefits by saying, “If we had ORSI when we did the requisition for ___________ we could have saved ____ amount of time delay”]
Repeat the three key benefits:
NO MORE paper shuffles
NO MORE lost CD435’s or supporting documents
NO MORE questions from Requisitioners about where the acquisition is in the process

## The electronic requisition process 

- The electronic requisition process

- Program
- Management

- Budget Liaison

- Budget/Finance

- Legal

- CIO

**3. Electronically routes requisition for internal approvals and funding**

**4. The requisition proceeds electronically, as needed, for external approvals**

**6. Requisitioner uses C.Request “SUBMIT” to transfer the requisition package electronically to the Procurement Office**

**2. Attaches **_**notes and supporting documents**_** to create a requisition package and selects review/approval routing**

**5. Requisitioner uses C.Request COMMIT. CFS confirms valid ACCS, and establishes requisition record. Requisition data is locked.**

**Requisitioner enters requisition data into C.Request**

**Notes:**
Supporting Script:
Here’s the workflow for requisition processing. For two bureaus this is a new process as you are working in a mostly manual environment today.  For two bureaus it is an enhanced electronic environment. For all bureaus, cross-servicing is now available.
-----------------------------------------------------------------------
[Walk through the slide, step-by-step following the stars]. 
-----------------------------------------------------------------------
Requisitioners can attach notes in addition to other documents such as a statement of work and independent government  cost estimate.
Your budget liaison will continue to confirm that requisition ACCS codes are accurate for the acquisition and organization. 
Commit is not commitment accounting. It means validating in CFS that the ACCS is a valid ACCS, establishing requisition information in CFS and locking the requisition data. Currently bureaus are not using the existing commitment accounting functionality.
Therefore, 
Once the completed requisition package is accepted by the Procurement Office, it is processed for solicitation and award using CSTARS.  
Once awarded, the Procurement office “Obligates” the contract using the enhanced CSTARS system.  
Requisitioners are informed of acquisition milestone status achievements through C.Request. 

## What is the difference between processing an acquisition today vs. after ORSI Go-live?

| Bureau | Today's processing | ORSI Go-live |
| --- | --- | --- |
| Census | Manual: Re-key contract requisitions from  CSPSCSTARS: Solicitation and Award Manual: Obligate in CFS by Finance | CSTARS |
| NIST | CSTARS | CSTARS |
| NOAA | Manual: Key in paper CD435 dataCSTARS: Solicitation and Award Manual: Obligate in CFS by Finance | CSTARS |
| OS | Manual: Key in paper CD435 dataCSTARS: Solicitation and Award Manual: Obligate in CFS by Finance | CSTARS |

**Notes:**
Supporting script:
[Emphasize your own bureau situation]
Supporting script:
You can see from this chart that NIST acquisition staff will have very little change from what they do today for acquisitions. 
NOAA will change to total CSTARS process for acquisition processing.
In summary, this chart shows that Acquisition staff will have less clerical work, not so much from changes in CSTARS, but from changes in how requisitions are prepared, approved and submitted using C.Request.

## 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.

**Notes:**
Supporting script
As we discussed earlier, not all bureaus are going through the same amount of Requisitioner change.
For NIST, the most of the expectations listed on this slide and the next are already in place.
For the other bureaus, most of these expectations are changes to what they do today.
[Review items on slide]

[Bureaus have other processing impacts which should be discussed here (i.e., NOAA reservation of funds]

## 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!***

**Notes:**
Supporting script:
[Review each item on the slide]
Your “take away” from this slide is that
If your Requisitioners use word processing, paper and copiers today, then this is a WHOLE NEW WORLD
If your Requisitioners use other requisition software today, then this is a transition to a BETTER WORLD
If your Requisitioners use CSTARS to enter requisitions today, then this is a very small transition.

Your bureau may also have some unique roles and responsibilities for their Requisitioners, at least in the short term
For example, Pick-lists and user profile default ACCSs will be set up in C.Request by system administrators, but due to short term heavy workloads, these may not be immediately available at Go-live. (This means Requisitioners will need to keep a list of their most frequently used ACCS codes handy until those lists are set up in the system.)

Next we will examine the relationship between Requisitioners and the Procurement office as it implements its Business Broker role with Program Management.
We recommend that people start using C.Request as soon as possible because of the advantages [read slide].

## 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**

| C.Request 
Function | NIST | Census | NOAA | OS | Cross-Service |
| --- | --- | --- | --- | --- | --- |
| Create | C.Request | C.Request | C.Request | C.Request | C.Request |
| Route | C.Request | CSPS | C.Request | C.Request | C.Request |
| Approve | C.Request | CSPS | C.Request | C.Request | C.Request |
| Commit | No COMMIT function before Go-live  |  |  |  |  |
| Submit | C.Request | C.Request | C.Request | C.Request | Manual |

**Notes:**
Supporting script:
For some bureaus, C.Request will be available starting September 25th to process requisitions for FY ’07 work before the full Go-live on October 16th (Census: Oct. 31st) when the ORSI interface connecting the systems is activated.
Procurement staff should carefully check the ACCS codes since C.Request will not be able to validate them using the COMMIT function.  C.Request will not be communicating with CFS until Oct. 16th (Oct. 31 for Census).

## 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.

**Notes:**
Supporting script:
However, some bureaus may not have access to C.Request before ORSI GO-live.  If this is the case, [review slide]

## Please contact your bureau ORSI implementation coordinator for training schedules and communications support
Census – Peter Sefton (douglas.p.sefton@census.gov)
NOAA – John Abbott (john.j.abbott@noaa.gov)
OS - Crystal Davis (cdavis2@doc.gov)
NIST – Pat Grimes (patricia.grimes@nist.gov)or Debbie Turner (deborah.turner@nist.gov)  
ORSI Communications Support Team or ORSI Communications Support.
Tom Cochran (tcochran@doc.gov)
Jerry Rorstrom Lee (jrorstrom@doc.gov) 
Dorine Andrews (dandrews@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]

- Census – Peter Sefton (_[douglas.p.sefton@census.gov](mailto:douglas.p.sefton@census.gov)_)
- NOAA – John Abbott (_[john.j.abbott@noaa.gov](mailto:john.j.abbott@noaa.gov)_)
- OS - Crystal Davis (_[cdavis2@doc.gov](mailto:cdavis2@doc.gov)_)
- NIST – Pat Grimes (_[patricia.grimes@nist.gov](mailto:patricia.grimes@nist.gov)_)or Debbie Turner (deborah.turner@nist.gov)
- ORSI Communications Support Team or ORSI Communications Support.
- Tom Cochran (tcochran@doc.gov)
- Jerry Rorstrom Lee (jrorstrom@doc.gov)
- Dorine Andrews (dandrews@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]

- ORSI information contacts and resources

**Notes:**
Supporting script: 
[customize this slide and add training and communications meeting schedules for your bureau]
Please contact your supervisor and/or the ORSI implementation coordinator for you bureau.  

## 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!

**Notes:**
Supporting script:
Let’s switch gears for a moment to talk about the relationship between the Procurement Office and your job as Requisitioners.
Historically, Program Managers have been left on their own to formulate acquisition plans and requisitions.  The result was a kind of “Berlin Wall” between the two organizations which caused bad feelings, delays and frustrations on both sides.  
The solution to this problem is the “Business Broker” role in which Procurement representatives parnter with Program Managers early in the acquisition planning life cycle. [explain the chart at the bottom of the slide]

## 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.

**Notes:**
Supporting Script:
We have been talking about the Business Broker role for almost two years.  
Everyone likes the idea, but it hasn’t been easy to implement because we lacked technology and Procurement representatives were overwhelmed with ever increasing administrative workloads.
Now, we have the opportunity to move from concept to reality. Why?  [review items on the slide]

## 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

**Notes:**
Supporting script
Why would you want to tear down the wall between procurement and program? [review items on the slide]
So, given that this is something that creates a win-win situation for both procurement and program, let’s take a closer look at it.

## 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.

**Notes:**
Supporting script:
Here are six specific actions you can take as  Business Broker with your Program Managers. [review items on slide]
In summary, a good Business Broker is like a good real estate agent – the buyer, use this agent because he/she knows the marketplace, the rules and regulations of the community, the trends, clever ways to finance your purchase, and is with you every step of the way – even if it takes a while to find exactly the solution to fit your demanding requirements.
You are the agent in this two way partnership.

## 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 it’s important to contract success

**Notes:**
Supporting script:
As a business broker, it is your role and responsibility to [review items on the slide].

## 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**

**Notes:**
Supporting script:
It is now time to take action – to prepare your organization for Go-live – October 16th (Census, October 31)
I want to congratulate those of you who have already begun this preparation work.  For those who have not, here is what you need to do in September and early October.
[review items on this slide and add local contacts for help with the activities as necessary]
Again, if you have questions, contact your ORSI implementation coordinator
John Abbott for NOAA
Peter Sefton for Census
Pat Grimes and Debbie Turner for NIST
Crystal Davis for OS

## Planned next steps

| Time frame | Activity |
| --- | --- |
| Sept. 25 | C.Request available for ’07 requisitions.  (COMMIT done after Oct. 16) |
| Sept & October | CSTARS training to be announced |
| Oct 16 | ORSI Go-live – full capabilities  |

**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

**Notes:**
Supporting script:
On this slide you can see what is happening.  Training will continue beyond October.  
[customize slide to add your own training schedule]

## Please contact your bureau ORSI implementation coordinator for training schedules and communications support
Census – Peter Sefton (douglas.p.sefton@census.gov)
NOAA – John Abbott (john.j.abbott@noaa.gov)
OS - Crystal Davis (cdavis2@doc.gov)
NIST – Pat Grimes (patricia.grimes@nist.gov)or Debbie Turner (deborah.turner@nist.gov)  
ORSI Communications Support Team or ORSI Communications Support.
Tom Cochran (tcochran@doc.gov)
Jerry Rorstrom Lee (jrorstrom@doc.gov) 
Dorine Andrews (dandrews@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]

- Census – Peter Sefton (douglas.p.sefton@census.gov)
- NOAA – John Abbott (john.j.abbott@noaa.gov)
- OS - Crystal Davis (cdavis2@doc.gov)
- NIST – Pat Grimes (patricia.grimes@nist.gov)or Debbie Turner (deborah.turner@nist.gov)
- ORSI Communications Support Team or ORSI Communications Support.
- Tom Cochran (tcochran@doc.gov)
- Jerry Rorstrom Lee (jrorstrom@doc.gov)
- Dorine Andrews (dandrews@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]

- ORSI information contacts and resources

**Notes:**
Supporting script: 
[customize this slide and add training and communications meeting schedules for your bureau]
As discussed earlier, please contact your supervisor and/or the ORSI implementation coordinator for you bureau.  

## Questions?

***Let’s work together to create an environment where change is welcomed, not resisted!***

**Notes:**
Supporting script:
Now, I’d like to open the meeting up to questions. [Take questions. Board unanswered ones.]

In closing, please take your handouts with you and contact me or the ORSI Communications Support team for assistance.  We  need to get this message out to all Requisitioners to be ready for go-live.  We can help you do it.