# Presentation: 025327

## 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.

## Requisitioner Open Forum  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 requisition processing web-based technology.
These people, process and technology changes affect how:
We do requisitioning and accounting;
We review and approve requisitions; and 
We work with Procurement Offices.
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.*

- 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 help yourself make the transition
- How to sign up for 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).

## Requisitioner benefits

**Increases speed of requisition processing**** **
- Reduces paper processing
- Electronic selection and instantaneous routing
- Supporting documents assembled and attached electronically
- Electronic approvals for certifying and approving officials
- Electronic requisition “submit” to Procurement Office
**Eliminates rework and increases requisition accuracy**
- Reduces double keying of 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

**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 C.Request 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 CD435s or supporting documents
NO MORE questions about where your requisition 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 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 |

**Notes:**
Supporting script:
[Emphasize your own bureau situation]
For Census today 
For simplified acquisitions, Census uses the CSPS system, which is part of the CFS financial system
For contracts, the Census Procurement Office must re-key all requisition data into CSTARS. 
NIST: CSTARS is not a web-based solution; it does not validate the ACCS codes, and can’t be used for cross servicing.
OS and NOAA: Manual means word processing, email and paper driven environment. Everything must be re-keyed into CSTARS by the Procurement Office.

## 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 (Oct. 16, 2006; Census, Oct. 31st)
- 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.

**Notes:**
Supporting script
As we discussed earlier, not all bureaus are going through the same amount of Requisitioner change.
For NIST, the roles and responsibilities listed on this slide and the next are already in place.
For the other bureaus, most of these roles and responsibilities 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)]

## 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 someone’s desk for days
- No more “I didn’t 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!***

**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 C.Buy 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 ACCS codes will be set up in C.Request by system administrators, but due to short term heavy workloads, these won’t 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  you have C.Request on Sept. 25, 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.
You’ll have to be careful to apply valid 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. 31st for Census).

## If C.Request is not available to you on Sept. 25 for ’07 requisitions

- 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.

**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.  

## Introducing the Business Broker role

- Your 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:
- 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 partner with Program Managers early in the acquisition planning life cycle. [explain the chart at the bottom of the slide]

## Business Broker role – why now?

- ORSI technology enables
- Easier, more consistent communications and information sharing
- Frees Procurement staff from clerical work
- Requisitioners 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]

## 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 productive capacity and increased job satisfaction.

**Notes:**
Supporting script
Why should you care about tearing down the wall between procurement and program managers? [review items on the slide]
----------------------------------
So, given that this is something that creates a win-win situation for everyone, let’s take a closer look at it.

## 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 involvement by the Procurement representative in complex procurements _before _the requisition is developed.
- More effort on your part to work with Program Managers to consolidate small acquisitions to create strategic sourcing opportunities for increasing savings and quality.
- Self-tracking through status checking using C.Request capabilities.

**Notes:**
Supporting Script:
In this new reality, what will Procurement staff expect from Requisitioners?  [review items on the slide]

## What can Requisitioners expect from their Procurement representatives

**A better understanding of your bureau’s 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 requirements
**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

**Notes:**
Supporting script:
Any partnership has two sides.  Therefore, if Requisitioners fulfill their role, here are six specific things Requisitioners can expect from your Procurement staff. [Review slide]
---------------------------------------
In summary, a good Business Broker is like a good real estate agent. He knows the marketplace, the rules and regulations, the trends and cliver ways to financial your purchase, even if it takes a while to find exactly the solution to fit demanding requirements.

## 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 a smooth operation.

**Notes:**
Supporting script:
It is now time to take action – to prepare yourself for Go-live.
I want to congratulate those of you who have already begun this preparation work.  For those of you 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 supervisor and 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. 16th) |
| Sept & October | Reviewer/Approver training. 1⁄2 day sessions. |
| Sept & October | Requisitioner training. 1 to 1 1⁄2  day sessions. |
| Sept & October | Train-the-trainer training. 2 to 2 1⁄2 day sessions. |
| Oct 16 | ORSI Go-live – full capabilities  |

**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]
Once again, 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.